How to convert Excel to PDF. Through external applications and online services, inside Excel

Excel users are often forced to present the results of their work in presentations. To do this, you need to convert the file to a more convenient format, such as PDF. In addition, the transformation of the document allows you to protect data from unwanted corrections when transferred to third parties. If the table contains formulas involved in calculations, then converting to PDF format makes it possible to protect data from accidental changes or from damage when transferring the document to another computer. Let’s take a closer look at all conversion methods.

Convert Excel file to PDF

In older versions of Excel, there is no way to save the file in any other format than xls. I had to look for special converter programs or use Internet resources that could translate one document format into another. Since Excel-2010, the functionality of the program was supplemented with such a necessary feature that allows you to immediately convert a file without leaving Excel.

1. First of all, you need to select the cells that you want to convert. Go to the “File” tab menu. Before saving, you need to make sure that the borders of the table will not extend beyond the sheet of the PDF document.
   

   

2. Next, we move on to the save process. In the “File” menu that opens, by activating the “Save As …” category, on the right side, go to the “Browse” option.
   

   

3. After that, a window will appear in which you should decide on the location of the file and its name.
   

   

4. At the bottom of the window we find the category “File Type” and, by clicking on the line with the left button of the computer mouse, we call up a list of options from which you can select the document format. In our case, select the PDF file type.
   

   

5. Under the line “File type” there will be several additional parameters required for the conversion. Standard optimization is suitable for printing and publishing on the Internet, and the minimum size allows you to optimize the document for placement on the pages of Internet sites. Having chosen the appropriate optimization option, you should put a mark next to it. In order for the document saved in this way to be opened after conversion, it is worth checking the corresponding box.
   

   

For a clear and detailed adjustment of the conversion process, experts recommend paying attention to additional parameters in which you can make all the clarifying points for a better display of the contents of the tables.

6. In the window that appears, you can specify which pages you want to convert. Select a range of data, such as selected worksheets, a specific range, or an entire Excel workbook. There is also additional non-printable file data that can be inserted into a new document – document structure tags and its properties. As a rule, the parameters already set in the window correspond to the standard requirements, but if necessary, they can be adjusted. To activate the changes, click “OK”.
   

   

7. We complete the conversion process by pressing the “Save” button.
   

   

8. The conversion process may take some time, depending on the size of the tables. A PDF document will appear in the specified folder. In accordance with the settings, immediately after the conversion, the document will open in an editor that can read it.
   

   

Convert Excel spreadsheet to PDF using external applications

If the user is working with Excel spreadsheets versions 1997-2003, then to convert the file to PDF format need to use third party tools. One of the most popular programs is FoxPDF Excel to PDF Converter.

1. We install the application. You can download the installation file on the official website www.foxpdf.com.
2. When you start the program, a working window will appear, in which you should go to the “Add Excel File” menu to select the desired file.
   

   

3. The program allows you to convert several files at once, which is an indisputable advantage. Having decided on the files, click “Open”.
   

   

4. The selected files will be displayed in the program window. Each file must have a checkmark next to it. If the checkbox is not checked, the file will remain in the same format.
   

   

5. After the conversion, the files will be saved in the folder that is selected by default. To select a different address, go to the Output Path parameter at the bottom of the page. When you click on the button with ellipsis, a menu will appear with the address of the current folder. If necessary, the storage location can be changed.
   

   

6. When all the preparatory steps are completed, proceed to the conversion by pressing the PDF button to the right of the Output Path line.
   

   

Application of an online service to convert Excel format to PDF

Despite the simplicity of the FoxPDF Excel to PDF Converter application, this software is paid. And if the need to convert Excel to PDF appears extremely rarely, then you can use the online resources available on the Internet.

These resources allow you to convert tables to PDF for free, but they may have a limit on the number of transactions per day. Some services can only be accessed after registering and providing your valid email address, to which the already converted document will be sent.

In addition, to work with certain sites, you need to make sure that the file meets the requirements. Consider the principle of operation of one of these Internet resources on the example of SmallPDF:

1. Go to the site https://smallpdf.com/en. Select the category called “Excel to PDF”.
   

   

2. Here you should, using the “Select File” button, specify the desired document or simply drag and drop the Excel file into the required field. The resource allows you to convert several documents at once.
   

   

3. Next comes the automatic conversion. After its completion, the finished file must be saved by activating the “Save File” button.
   

   

4. A window will appear in which you should specify the address of the folder for placing PDF files.

Conclusion

Each of these methods of converting Excel spreadsheets to PDF files has both positive and negative sides. Of course, saving the document directly within the Excel program allows you to quickly and conveniently achieve your goal. But, as mentioned above, this feature appeared only in the 2010 version.

You can use online resources to convert files only if you have an Internet connection, and this is not always available. Special applications and programs are also convenient to use. At the same time, do not forget that such services sometimes require a purchase. In any case, the choice of how to convert the xls file to pdf remains with the user.