You can convert any Excel File or Spreadsheet to PDF Format using “Save As PDF” or “Print to PDF” features as available in Microsoft Excel.
While both “Print to PDF” and “Save As PDF” can be used to convert Microsoft Excel File to PDF format, the end products produced by these two methods are different.
When you use “Print to PDF” function, the resulting PDF document will be stripped of all its Metadata (Links, Bookmarks etc.) and it will only contain information as available on a printed document.
When you use Save As PDF option, the resulting PDF File contains all the Metadata, Links, Bookmarks and almost the same information as available in the original document.
Save As PDF And Print to PDF in Microsoft Office
You can find below the steps to save Microsoft Excel File in PDF format and also the steps to Print Microsoft Excel File to the PDF Printer as available on a Windows 11/10 computer.
1. How to Print to PDF in Microsoft Excel
You can follow the steps below to Print any Microsoft Excel file to PDF format on a Windows computer.
1. Open the Excel File that you want to Print to PDF.
2. Once the File is open, click on the File tab located in top-menu bar to open the File Menu.
3. In the File Menu that appears, click on the Print option in the left pane. In the right-pane, make sure Microsoft Print to PDF is available and adjust page size, orientation and margins as required.
4. Once you are happy with the print settings, scroll up a bit and click on the Print box.
5. On the next screen, type a Name for the PDF File, select its save Location on your computer and click on the Save button.
Note: Make sure “Save as type” is set to .pdf before clicking on the Save button.
Once the PDF Print File is saved, you will be able to send the File for printing or share it electronically with anyone.
As mentioned above, the PDF File produced by using Print to PDF feature in Microsoft Excel will not contain Links and Metadata associated with the original Excel File.
2. Save As PDF in Microsoft Excel
Another way of converting Microsoft Excel File or Spreadsheet in to PDF format is to use “Save As PDF” feature, as available in Microsoft Excel.
1. Open the Excel File that you want to Print to PDF.
2. Once the File is open, click on the File tab located in the top menu bar.
3. From the drop-down menu, click on Save As option in the left pane. In the right-pane, click on Browse.
4. On the next screen, type a Name for the PDF File, select its Location ofor the PDF file and click on Save.
This will save the Microsoft Excel File as a PDF File that you can print or share with anyone.
As mentioned above, the resulting PDF File will retain its Fonts, Formatting and Pagination across all devices and platforms.
What to Do if Microsoft Print to PDF is Not Available
If you had previously printed to an actual printer, Microsoft PDF Printer may not be available when to try to Print to PDF in Microsoft Excel.
In such a case, you will have to make Microsoft PDF Printer available and ready, before being able to Print to PDF.
If “Microsoft Print to PDF” is not available, click on the current available printer and choose Microsoft Print to PDF in the menu that appears.
After this, you will be able to Print to PDF any Microsoft Excel File by clicking on the Print box as shown in step 3 above.