How to Save Excel as PDF: Single Sheet or Entire File (2023)

Are you tired of sending Excel files that can be easily edited by anyone? Do you need to share your data securely?

Converting your Excel file to a PDF format can be the solution to this problem! πŸ˜€

In this tutorial, you will learn how to save an Excel file as a PDF in just a few simple steps. And ensure that your data stays safe and secure.

So without further ado, let’s get started.

If you want to practice along the guide, download our sample workbook here.

Save active sheet as PDF

You can easily save an active Excel sheet as PDF, and we’ll show you how to do just that.

Say, we have some sample data on a sheet πŸ“‘

Instead of the whole workbook, we only want the active sheet to be saved as PDF.

To do that,

  1. Select the active sheet by clicking on it.
Selecting the sheet 1 in Microsoft Excel
  1. Go to the File Tab.
Go to File tab to convert files
  1. Select Export
Export option to convert excel files into pdf files
  1. Click Create PDF/XPS.
Convert Excel to pdf
  1. The Publish As PDF or XPS dialog box appears.
  2. Under the Save as type, there are two optimization options. You can select either the standard or minimum size.

Note that these options can be crucial for the end result.

If you want high print quality, select Standard (publishing online and printing). And if you want the file size to be small, then choose the Minimum size (publishing online).

Kasper Langmann, Microsoft Office Specialist
  1. Click the Options button under Optimize for.
  2. An Options dialog box will appear.
Click Options from the dialog box
  1. Select Active Sheets under the Publish what section.
Select Active Sheets from Options
  1. Press Ok.
  2. Click Publish.

Your Excel document has been saved as a PDF file now 🀩

Pro Tip!

You can do the same using the Save As option. Go to File tab > Save As > Browse. On the Save As dialog box, select PDF from Save as type and click Options under Optimize for. The rest of the steps are the same.

Save selected sheets as PDF

Similar to the method above, you can also save selected sheets as a PDF.

To do that,

  1. Select the sheets from the Sheet Tab.

If you want to select all sheets, select the 1st sheet, hold Shift, and select the last sheet. If you want to select non-adjacent sheets, press CTRL and click the sheets you want to select.

Selecting multiple sheets using CTRL
  1. Go to File Tab > Export > Create PDF/XPS.
Convert Excel to PDF documents
  1. The dialog box will appear.
  2. Click Options.
  3. Select Selection under the Publish what option as:
Select selection to select spreadsheets to convert
  1. Press Ok > Publish.

This will save all the selected sheets as PDFs πŸ₯³

Pro Tip!

Make sure to checkmark the ‘Open file after publishing’ option. This will immediately open the PDF document as you finish publishing.

Save entire file as PDF

Last but not least, let’s convert an entire Excel workbook to a PDF file. The steps are the same as seen above.

To convert the Excel file into PDF,

  1. Go to File tab > Export > Create PDF/XPS.
Convert to PDF files
  1. The dialog box will appear.
  2. Click Options under the Save as type.
Go to options for new pdf files
  1. Select Entire workbook under Publish what.
Selecting Entire workbook from options
  1. Press Ok > Publish.

The entire workbook will be converted to a PDF file directly πŸ₯‡

Isn’t it easy? Try it for yourself using the sample workbook provided.

In Excel-language, 1 means TRUE. 0 means FALSE.

Kasper Langmann, Microsoft Office Specialist

That’s it – Now what?

In this article, we saw how to save an Excel file as a pdf. We saw how to save the entire file as a pdf as well as selected sheets only.

Both tasks are easy and only take a couple of seconds. You should be able to master it once you practice it once or twice πŸ’ͺ

You can do this with all other MS applications, as this feature is available in all of them. But one fantastic feature no other MS application has is functions.

Excel has over 400 amazing functions and our favorites include IF, SUMIF, and VLOOKUP. You can learn them for free in my 30-minute free email course.

It teaches these fantastic functions and a lot more. So sign up now! πŸš€

Other resources

Did you enjoy reading this article? If yes, then you’d love to read more.

Try similar topics: Save Excel Chart as an ImageInsert PDFConvert Excel to XML, and more.

Frequently asked questions

There are multiple ways to save an Excel file as PDF without cutting it off. The easiest way is to change the size of the spreadsheet. Go to Page Layout > Size. Select A3 from the options and all the columns will fit on one page. You can convert the file into PDF by going to File tab > Export > Create PDF > Publish. And it’s done.

You can easily save an Excel file as a landscape PDF by changing its orientation. To change the orientation of your Excel spreadsheets, go to Page Layout Tab > Orientation. Select Landscape. Orientations of all spreadsheets will be changed to Landscape. You can then convert it to PDF format by selecting File tab > Export > Create PDF > Publish.