Excel Tutorial: How To Convert Excel Into Pdf Without Losing Formatting


Converting Excel spreadsheets into PDF is essential for ensuring that the formatting remains intact when sharing documents. Without this conversion, the original formatting may appear distorted or lost altogether, impacting the professionalism and clarity of the content. In this tutorial, we will cover the steps to convert Excel to PDF without losing formatting, ensuring that your documents maintain their visual appeal and readability.

Key Takeaways

  • Converting Excel to PDF without losing formatting is essential for maintaining the integrity of the document.
  • Using the 'Save As' feature in Excel allows for easy conversion to PDF while preserving formatting.
  • Online conversion tools can provide a convenient solution for maintaining formatting during the conversion process.
  • Third-party software solutions offer additional features and benefits for preserving formatting integrity.
  • Comparing the quality of converted files can help in selecting the most suitable method for maintaining formatting.

Understanding the limitations of traditional conversion methods

When it comes to converting an Excel file into a PDF, many users often encounter issues with lost formatting. This can be incredibly frustrating, as it can result in a significant loss of the visual integrity of the data. Let's take a closer look at the limitations of traditional conversion methods and the negative impact of lost formatting on the data.

A. Discuss how traditional methods often result in lost formatting.

Traditional methods of converting Excel into PDF often involve using the "Save As" function or online conversion tools. While these methods may seem straightforward, they often fail to retain the original formatting of the Excel file. This can lead to a loss of alignment, colors, fonts, and other visual elements that are essential for conveying the data effectively.

B. Explain the negative impact of lost formatting on the integrity of the data.

Lost formatting can have a significant negative impact on the integrity of the data. Without proper formatting, the data may become confusing, difficult to interpret, and less professional in appearance. This can lead to misunderstandings, errors, and a lack of credibility in the information being presented. Additionally, lost formatting can hinder the ability to effectively communicate the significance of the data to others.

Using the 'Save As' feature in Excel

When you have a spreadsheet that you want to convert to a PDF without losing formatting, the 'Save As' feature in Excel is the most reliable option. Here's a step-by-step guide on how to use this feature.

Walk through the steps of selecting the 'Save As' option in Excel

  • Open the Excel spreadsheet that you want to convert to PDF.
  • Go to the 'File' menu at the top left corner of the Excel window.
  • Click on 'Save As' from the list of options.

Highlight the option to choose PDF as the file format

  • After selecting the 'Save As' option, a dialog box will appear.
  • Choose a location to save the file and enter a name for the PDF.
  • Click on the dropdown menu next to 'Save as type'.
  • Select 'PDF (*.pdf)' from the list of file formats.
  • Click 'Save' to convert the Excel spreadsheet to PDF without losing formatting.

Utilizing online conversion tools

Converting Excel files into PDF formats can be a seamless process with the help of online tools. There are several reputable platforms available that offer this service free of cost.

Research and select a reputable online tool for converting Excel to PDF

Before diving into the conversion process, it is crucial to identify a reliable online tool that ensures the preservation of formatting in the converted PDF. Conduct thorough research and read user reviews to gauge the effectiveness of the tool.

Demonstrate the process of uploading the Excel file and selecting the PDF format

Once a suitable online tool has been chosen, the next step is to upload the Excel file onto the platform. This can usually be done by clicking on the 'Upload' or 'Choose File' button and selecting the desired Excel file from your computer. After the file has been successfully uploaded, the user should then select the PDF format from the available options, which will initiate the conversion process.

Exploring third-party software solutions

When it comes to converting Excel to PDF without losing formatting, using third-party software can be a game-changer. These solutions offer a range of benefits and can make the process quick and seamless.

A. Discuss the benefits of using third-party software for this conversion.
  • Preservation of formatting: Third-party software solutions are designed to retain the formatting of your Excel file when converting it to PDF. This means that your charts, tables, and cell formatting will remain intact.
  • Customization options: Many third-party tools offer customization options, allowing you to choose specific settings for the PDF output, such as page orientation, size, and quality.
  • Batch conversion: Some software solutions allow you to convert multiple Excel files to PDF in one go, saving you valuable time and effort.
  • Security features: Third-party software often comes with security features that enable you to protect the PDF files with passwords or restrict printing and editing rights.

B. Provide an overview of a popular software option and its features.
  • PDFelement: PDFelement is a popular third-party software that offers a range of features for converting Excel to PDF without losing formatting. It supports batch conversion, allowing you to process multiple files at once. Additionally, PDFelement provides customization options for PDF output, allowing you to adjust page settings and security features. The software also boasts an intuitive user interface, making it easy for users of all levels to navigate and utilize its features.

Comparing the quality of converted files

When it comes to converting Excel files into PDF format, maintaining the formatting and layout of the original spreadsheet is crucial. Let's take a look at how different methods of conversion can impact the quality of the resulting PDF files.

A. Show examples of Excel files converted using different methods

To demonstrate the differences in quality, we have converted the same Excel file into PDF using three different methods:

  • Using the "Save As" feature in Excel
  • Using an online file conversion tool
  • Using a dedicated Excel to PDF conversion software

B. Compare the resulting PDF files to highlight differences in formatting

After converting the Excel file using each method, we compared the resulting PDF files to see how they stack up in terms of formatting. Here are some of the key differences we observed:

  • Font and font size: The font and font size in the PDF files varied depending on the conversion method used. Some methods preserved the original font and size, while others resulted in a slight change.
  • Cell alignment: The alignment of cells in the spreadsheet was not consistent across all the PDF files. Some methods maintained the original cell alignment, while others shifted the content slightly.
  • Images and graphics: The presence of images and graphics in the Excel file also affected the quality of the resulting PDF files. Some methods preserved the images clearly, while others resulted in loss of image quality.


Preserving the formatting of your Excel document when converting it into a PDF is crucial for maintaining the integrity and professionalism of your data. The methods discussed in this tutorial provide a reliable way to ensure that your formatting remains intact throughout the conversion process. By using these techniques, you can confidently share your Excel data in PDF format without worrying about losing its structure and appearance.

We encourage readers to implement the methods mentioned in this tutorial and take advantage of the various options available to preserve formatting integrity. By doing so, you can confidently convert your Excel files into PDFs while maintaining the professional look of your data.

Excel Dashboard

ONLY $99

    Immediate Download

    MAC & PC Compatible

    Free Email Support

Related aticles