How to convert Excel to PDF – 2 methods

Read our guide to find out how to convert Excel to PDF with Windows and Mac.

Reviewed By: Kevin Pocock

Last Updated on February 22, 2024
A green background with the Microsoft X logo.
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Wondering how to convert Excel to PDF? We’ve got you covered.

If you’ve got a Microsoft Excel file, it’s limited in who can view it and how. When you convert the file to a PDF, however, it becomes easier to open and can be accessed across a variety of different platforms. Even if the accessor doesn’t have Microsoft Office, they can still open it in this new format. But how do you convert it?

In the guide below, we’ll tell you exactly how to convert Excel to PDF, whether you’re using a Windows PC or a Mac.


How to convert Excel to PDF in Windows

Here’s how you can convert your Excel files to PDF in Windows.



Select a part or entire file

To begin, you can select a specific part of the Excel file for converting into PDF or you can select the whole file.



Select the ‘Export’ option

Next, click on the File button on the top left corner, and then select Export.

A green screen with the option for exporting highlighted, demonstrating how to convert Excel to PDF.

Once done, click on Create PDF/XPS.

Learn how to export a pdf file in windows 10 easily using an Excel document.



Adjust the PDF settings

When the Save As box appears, don’t click on Publish straight away. Instead, adjust the settings first.

For this, click on Options. Now, if you selected a specific area in your sheet, check the box next to Selection. If you selected the entire sheet, select Active Sheets. And if you want to select specific pages from the sheet, click on Pages and then adjust the From and To sections.

Learn how to convert Excel files to PDF format on the Windows XP operating system.

Once done, click on OK.



Optimize the PDF file

The last thing you need to do is optimize the PDF file. If you’re converting a regular sheet, choose Standard. But if you’re trying to covert a large file, go for Minimum size, as this will reduce its size.

Screenshot of a Microsoft Excel spreadsheet with the conversion option highlighted for PDF.



Save your PDF file

After making the changes, give your PDF file a name and click on Publish. Once done, your PDF file will be saved at your preferred location, and you can open it to see if everything is in place.



How to convert Excel to PDF with Mac

The process of converting Excel files to PDF with Mac is almost the same as Windows; only a few steps are changed.



Choose specific parts or the whole file

Again, you can choose which parts you want to convert before you begin. If not, click the File option at the top of the screen and select Save As.



Select the PDF option

This will open up a new window. Towards the bottom of it, you will see the words File Format; next to a drop-down box. Click the box and select the PDF option from it.

Below the box you will see three options about what you will convert into PDF. It’s similar to how it is with Windows, only usually more streamlined.



Convert your Excel file to PDF

If you click the Workbook option, it will convert your entire file into a PDF. Next to that option is Sheet, which will convert only the active sheet that you’re on.

The final option is Selection and it will state which cells you have selected beforehand, if you did. Only those will be converted to PDF.

Make your selection and click the Save button. It might say Export instead, depending on your copy of Excel.

Once done, your Excel file will be converted into PDF.

Final Thoughts

And there you have it. This was how you can convert Excel to PDF. As you can see for yourself, the process is pretty easy, and it will take you hardly a minute to convert your files. However, make sure to adjust the settings properly before saving the file.

Learn more about Excel and its features through these helpful guides:

Kevin is the Editor of PC Guide. He has a broad interest and enthusiasm for consumer electronics, PCs and all things consumer tech - and more than 15 years experience in tech journalism.