Excel Tutorial: How To Make Pdf File In Excel


With the increasing need for document sharing and viewing across different platforms, being able to create PDF files in Excel has become an essential skill for professionals. In this tutorial, we will cover the step-by-step process of converting an Excel spreadsheet into a PDF file, allowing you to easily share and present your data in a universally compatible format.

Key Takeaways

  • Being able to create PDF files in Excel is an essential skill for professionals, allowing for easy document sharing and viewing across different platforms
  • The step-by-step process of converting an Excel spreadsheet into a PDF file involves using the "Save As" feature and adjusting settings for the PDF file format
  • Formatting Excel data for PDF involves ensuring readability, organization, and proper fit on the PDF page, as well as adding security measures for protection
  • Utilizing Excel add-ins for PDF creation can offer seamless and efficient PDF generation, and there are tips for efficient PDF creation such as using shortcuts and saving custom settings
  • Mastering Excel to PDF conversion is crucial in a professional setting and can enhance productivity and document management

Converting Excel to PDF

Converting your Excel spreadsheet into a PDF file is a simple process that can be done directly within Excel. This tutorial will guide you through the steps to create a PDF file from your Excel document.

A. Exploring the "Save As" feature in Excel

The first step in converting your Excel file to a PDF is to open the Excel document that you want to convert. Once the document is open, navigate to the "File" menu at the top left corner of the Excel window.

B. Selecting PDF as the file format option

After clicking on the "File" menu, select the "Save As" option from the list of choices. A new window will appear, allowing you to choose the location where you want to save the PDF file. Below the file location, you will see a drop-down menu labeled "Save as type." Click on this drop-down menu and select "PDF" as the file format option.

C. Adjusting settings and options for the PDF file

Before saving the file as a PDF, it is important to review and adjust the settings and options for the PDF file. You can do this by clicking on the "Options" button located at the bottom of the "Save As" window. Here, you can customize the PDF file by selecting the desired options such as the page size, orientation, and quality.

Formatting Excel Data for PDF

When it comes to creating a PDF file from an Excel spreadsheet, formatting is key to ensuring that the final document is organized and easy to read. In this chapter, we will explore the steps you can take to format your Excel data for the PDF conversion process.

A. Ensuring all columns and rows fit on the PDF page

  • Adjust the page layout: Go to the Page Layout tab and select the appropriate orientation (portrait or landscape) and paper size to ensure that all columns and rows will fit on the PDF page.
  • Set print area: Use the Print Area function to specify which part of the spreadsheet should be included in the PDF, ensuring that no data is cut off or spread across multiple pages.

B. Adjusting cell sizes and text wrapping for readability

  • Resize columns and rows: Manually adjust the width of columns and the height of rows to optimize the layout for the PDF, ensuring that all content is clearly visible.
  • Enable text wrapping: Use the Wrap Text feature to allow long text entries to wrap within a cell, preventing them from being truncated in the PDF.

C. Adding headers and footers for organization

  • Insert headers and footers: Utilize the Header & Footer function to add titles, page numbers, and other relevant information to the top and bottom of each page in the PDF, enhancing the overall organization of the document.
  • Format headers and footers: Customize the appearance and placement of headers and footers to match the styling of your Excel spreadsheet and ensure a cohesive look in the PDF.

Adding Security and Protection

When creating a PDF file from Excel, it's important to consider the security of the document. By implementing certain security measures, you can ensure that the PDF file is protected from unauthorized access and editing. In this section, we will discuss how to add security and protection to your PDF file.

A. Setting password protection for the PDF file

One way to enhance the security of your PDF file is by setting a password. This will prevent unauthorized users from opening the document without the password. To set a password for the PDF file, follow these steps:

  • Click on "File" and select "Save As".
  • Choose the location where you want to save the PDF file.
  • Click on the "Options" button.
  • Under "PDF options", check the box for "Encrypt the document with a password".
  • Enter a password and click "OK".

B. Restricting editing and printing permissions

In addition to setting a password, you can also restrict the editing and printing permissions for the PDF file. This will prevent users from making changes to the document or printing it without permission. To restrict editing and printing permissions, follow these steps:

  • Click on "File" and select "Save As".
  • Choose the location where you want to save the PDF file.
  • Click on the "Options" button.
  • Under "PDF options", check the box for "Restrict editing and printing".
  • Set the editing and printing permissions as desired and click "OK".

C. Encrypting the PDF file for added security

Encrypting the PDF file adds an extra layer of security by encoding the content of the document. This prevents unauthorized access to the information within the file. To encrypt the PDF file, follow these steps:

  • Click on "File" and select "Save As".
  • Choose the location where you want to save the PDF file.
  • Click on the "Options" button.
  • Under "PDF options", check the box for "Encrypt the document with a certificate".
  • Select the appropriate certificate and click "OK".

Utilizing Excel Add-Ins for PDF Creation

Creating PDF files directly from Excel can be a convenient and efficient way to share data and reports with others. While Excel offers built-in features for PDF generation, utilizing add-ins can provide additional functionality and customization options. In this tutorial, we will explore the process of using Excel add-ins to create PDF files.

Exploring available add-ins for PDF creation

Before diving into the process of creating PDF files using add-ins, it's important to explore the various add-ins available for this purpose. There are numerous third-party add-ins that offer advanced PDF creation capabilities, such as customizable formatting, encryption, and batch processing. Some popular add-ins include Adobe Acrobat, Nitro PDF, and CutePDF.

Installing and using add-ins for seamless PDF generation

Once you have identified the add-in that best suits your needs, the next step is to install and use it for PDF generation. The installation process may vary depending on the add-in, but it generally involves downloading the add-in file and following the instructions provided by the developer. Once installed, the add-in will typically integrate with Excel, allowing you to easily convert your spreadsheets into PDF files.

Comparing the benefits of using add-ins versus built-in Excel features

While Excel offers built-in features for PDF creation, such as the "Save As" function, using add-ins can offer several benefits. Add-ins often provide more advanced customization options, such as the ability to include bookmarks, hyperlinks, and watermarks in the PDF file. Additionally, add-ins may offer better compatibility with different versions of Excel and provide a more streamlined workflow for PDF generation.

Tips for Efficient PDF Creation

Creating PDF files from Excel can be a quick and efficient process if you utilize the right tools and techniques. Here are some tips for making the process smoother and more streamlined:

A. Using shortcuts and hotkeys for quicker PDF generation

  • Utilize the keyboard shortcut Ctrl + P to quickly open the print dialog box.

  • Choose the "Save as PDF" option from the printer dropdown menu to directly convert the document to a PDF.

  • Learn and use other relevant shortcuts for navigating through the print settings and options to speed up the process.

B. Saving custom settings for future use

  • Set specific PDF-related preferences, such as page orientation, size, and layout, and save them as custom settings for future use.

  • When printing to PDF, keep a note of the settings you frequently use and create a custom print profile for easy access.

  • By saving custom settings, you can avoid repetitive adjustments and ensure a consistent output every time.

C. Streamlining the process for batch PDF creation

  • If you need to create multiple PDFs, consider utilizing the batch processing feature in Excel.

  • Organize and prepare the documents you want to convert to PDF in a single folder to streamline the batch conversion process.

  • Explore and use Excel's batch PDF conversion tools or consider using third-party software that offers batch processing capabilities.


In conclusion, this tutorial has covered the key steps for converting an Excel file to a PDF. By using the "Save As" feature or a PDF converter, you can easily create a professional-looking PDF document from your Excel spreadsheet. I encourage you to practice these steps and also explore further functionalities on Excel to enhance your skills. Mastering Excel to PDF conversion is essential in a professional setting as it allows for easy sharing and presenting of data in a standardized format.

Excel Dashboard

ONLY $99

    Immediate Download

    MAC & PC Compatible

    Free Email Support

Related aticles