Converting an Excel spreadsheet to PDF

A Portable Document Format (PDF) is a versatile way of transporting and reading any electronic document regardless of the software used to create it. So for example, if you create a spreadsheet in Excel but you need to send it to someone without this software, as long as they have a PDF reader, they will be able to open and read your spreadsheet.

Microsoft Excel 2007 has a handy feature that enables you to convert your spreadsheet to a PDF without the need for any additional PDF conversion software. However, you will need the Adobe Acrobat Reader which you can download free.


The great thing about Microsoft Excel 2007 is that you don’t need any additional PDF conversion software to turn your spreadsheet into a PDF, but you will need a PDF reader.

Step 1: Complete your spreadsheet: 

Make sure your spreadsheet is completely finished and ready to be converted to a PDF.

Step 2: Choosing Save As: 

Click on the Windows icon at the top left of your spreadsheet and scroll down to the ‘Save As’ option. Hover your mouse over the ‘Save As’ option without clicking and a pop-up menu named ‘Save a copy of the document’ will appear. Look for the option called ‘PDF or XPS’ and click on this option.

Step 3: Save as PDF: 

A new menu will open named ‘Publish as PDF or XPS’. From this menu you can choose where you want to save your PDF as well as having the option of changing the file name if you wish. Under the ‘File name:’ box at the bottom of the menu you will see the ‘Save as type:’ box which defaults to PDF. If it shows XPS, click on the arrow at the end of the ‘Save as type:’ box and choose PDF.

Step 4: Creating your PDF:

In the area underneath the ‘Save as type:’ box, there are further options for you to choose from. Tick the ‘Open file after publishing’ option if you want your new PDF to immediately open after you’ve created it. If not, leave it unchecked. The ‘Optimize for: option defaults to Standard, but change this if you don’t need this. To select exactly what part of your spreadsheet you would like to save as a PDF, click on the ‘Options...’ button.

Step 5: Further PDF Options: 

After clicking on the ‘Options...’ button, another pop-up menu will open. In this menu is the ‘Page range’ option where you can choose to PDF all pages in your worksheet, or a certain page range. Under the ‘Publish what’ section you can choose whether to PDF a selection (an area you have highlighted) or the active sheet(s), or the entire workbook. If you have print areas on your worksheet, you can choose to ignore these. Once you’ve chosen your options, click on OK.

Step 6: Publish your PDF: 

Back on the ‘Publish as PDF or XPS’ menu you can now click on the ‘Publish’ button in the bottom right hand corner. Your PDF will be created and saved in your specified file or directory. If you chose the option to ‘Open file after publishing’, your new PDF will open in your PDF reader.

Tips and Warnings 

• If your worksheet is too wide, any ‘excess’ data will be placed on the following page of your PDF. 
• If you’re having problems fitting everything onto one PDF page, you may need to adjust your print area or the orientation. 
• If you don’t have a PDF reader, you can download one from the Internet completely free. One of the most popular is Adobe Acrobat but there are many others you can choose from. The web address for Adobe is http://get.adobe.com/uk/reader/