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How To Save An Excel As A PDF

Although there are specific files that can be easily converted to other formats, unfortunately, sometimes that isn't the same for Excel files. This is because Excel spreadsheets often have specific formatting that changes when you convert the file’s format. Nevertheless, if you need to save an Excel as a PDF file, it’s possible thanks to an Excel to PDF converter.


There are various scenarios where you might need to save your Excel documents as PDFs. For instance, maybe you don't want your document to be editable or you just want to send a specific portion of a large spreadsheet to someone. Whatever the reason is, knowing how to save a spreadsheet as a PDF always comes in handy.

In this article, we explain how you can convert your Excel file to PDF in just a few steps, so you can save, send or upload your spreadsheet in the format you want. We'll also explain how to perform this task on a range of different devices, from Windows PCs and Macs to Android smartphones and iPhones. Let's get going!

How To Save An Excel (.XLS or .XLSX) As A PDF

We all know how important it is to save spreadsheet files as PDFs to prevent anyone from editing our documents. However, not everyone wants to download and install an application to complete this action. That's where online tools came into force.

You can use online tools without having to download any third-party app on your device. For example, you can use FormatPDF’s well-known "Excel to PDF" tool to convert your spreadsheet into a PDF. These are the straightforward steps to follow:

  1. Go to https://www.formatpdf.com/en/excel-to-pdf/
  2. At the top of the page, tap on the button that says "Select Excel files".
  3. Choose the file(s) in .xml, .xlt, or .xls format that you need to convert.
  4. Lastly, tap on the "Convert to PDF" button. Your spreadsheet will be transformed in a couple of seconds. And you're ready to download the resulting document!

Save Excel As PDF

What You Need To Know About Saving An Excel As A PDF

Before looking at the various programs that allow you to save .xls or .xlsx files as PDFs, let's see some of the aspects that you need to take into consideration while carrying out this action:

  • The resulting PDF will have the same formatting as the spreadsheet. For instance, if you convert an Excel with "red" text, remember that the new document will have "red" text too. If the spreadsheet has text written in Times New Roman font, the converted file will have the same.
  • The formatting of the spreadsheet will be respected in the resulting file. For example, if your spreadsheet has two different text styles, the resulting document will also have those two text styles.

In Case You Need to Split The File: How To Save One Page Of A PDF

  • Of course, you can rename your final file after you download it. However, if you keep it unchanged, your PDF will have the same name as the original Excel.
  • The final file will have cells (rows and columns) like a spreadsheet. More precisely, your PDF file will look exactly like a spreadsheet.
  • If you require, you can always convert your PDF back into Excel, add a watermark, or even add a password.

Which Programs Allow You To Save An Excel As A PDF

Online tools are, undoubtedly, the best way to save spreadsheets as PDFs. However, there are times when we don't want to use an online tool for whatever reason. Thankfully, with third-party and in-built programs, there are other ways to perform this task:

Save An Excel As A PDF On A PC

You can obviously use an online tool to convert your spreadsheets on your Windows, Mac, or Linux device. However, there are other good alternative tools available, so let’s take a look at them.

Windows 10 And Prior Versions Of Windows

If you've got a computer with Windows (10 and other prior versions) and you need to convert a spreadsheet, you're in luck. Simply open your spreadsheet in Microsoft Office’s Excel software, and from there, save the file in PDF format. It’s that easy!


For anyone who needs to save spreadsheets as PDFs on Mac operating systems, numerous options are available. For example, it's good to use the in-built Numbers software to convert Excel documents.


Converting spreadsheets is doable, primarily if you use a .NET spreadsheet manipulation API named Aspose.Cells for .NET. It's an influential and well-known class library with various spreadsheet manipulation features. Alongside saving an Excel file as a PDF, you can use the Aspose.Cells for .NET program to do other activities as well.

Save An Excel As A PDF On A Smartphone Or Tablet

Smartphones and tablets are convenient in every respect, and converting spreadsheets is no exception. In this section, we'll learn about this in more detail.


You can convert spreadsheets on an Android operating system by searching for an app in the Google Play Store. You just need to search for "Excel to PDF converter". Download and install the app on your Android device and follow the instructions.

iPhone (iOS) Or iPad

Converting spreadsheets on an iPhone (iOS) or iPad is relatively easy. You can do this by using a Numbers app that you can download from the Apple App Store. This allows users to convert Excel files to PDFs without a problem. Give it a go!

Husain has been around the internet ever since the dial-up days and loves writing about everything across the technosphere. He loves taking tech apart and see what makes them tick, without necessarily putting it all back together.
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