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Saving an Excel spreadsheet every bit a PDF tin be disruptive, and the finished file often looks different from how we want it to exist presented. Hither's how to save a sheet equally a readable clean PDF file.

Excel Files equally PDFs

At that place are many scenarios when you may want to save an Excel document as a PDF file instead of a spreadsheet. For instance, if you wish to ship out only a specific portion of a larger sheet, or you lot don't want it to be editable. Notwithstanding, converting an Excel file to a PDF can be a scrap tricky.

Nosotros ofttimes don't think of Excel spreadsheets as documents with borders, pages, and margins. Nevertheless, when information technology comes to turning these files into PDF documents that can be read, printed, or distributed to others, information technology'due south something that you should be witting of. Your file should be readable and understandable, without random stray columns on other pages or jail cell sizes that are too pocket-size to read.

Here'south how to plow your spreadsheet into a presentable and printable PDF certificate.

Setting Up the Page

If y'all're using Office 2008 or later, navigate to the Page Layout tab. Hither, you'll meet several options grouped under the Page Setup section. Here are the first 3:

• Margins:How large the whitespace is between the edge of a certificate and the start prison cell
• Orientation:Whether you want your finished file to exist in landscape or portrait
• Size:The folio size of your finished certificate

These work mostly the same as they exercise in a Word document, so set up them based on how you want your finished PDF to look like. Take note that nigh Excel spreadsheets are more readable in mural orientation than in portrait, unless you take very few columns. Sheets that are saved in portrait tend to accept columns that fall outside of the final print area, which tin can make your certificate very difficult to navigate and read.

Additionally, yous tin add a header and footer to your final layout. Click the arrow on the lower-right corner of the Folio Setup section, then click on the Header/Footer tab. You tin select one of Office's generated options, or create one of your ain past using the "Customize" characteristic.

You lot too take the choice to alter the background of your printout. To do this, click the Background button in Folio Setup. You can select an paradigm from your laptop or from the cloud, and this prototype will be tiled across your unabridged sheet.

RELATED: How to Print an Excel Spreadsheet with a Background

Defining a Impress Area and Fitting

Side by side, y'all need to determine what area is going to be turned into a PDF, besides as how many rows and columns will exist on each folio.

The beginning way to define the area is past using click and elevate to select all the cells that you want in your document. Afterward, become to Page Setup > Print Surface area > Set Print Area. This volition create a thin grey line around the entire expanse that will exist printed. When you create your PDF, everything outside this expanse will not be included. Y'all can too manually input the cells by clicking the arrow on the lower-left corner and going to Sheets > Print Surface area.

Like to Microsoft Word, you can also create page breaks to segment unlike tables. These page breaks can be both horizontal and vertical. Go to the cell where y'all want to place a page break, click the "Folio Layout" tab on the ribbon, and select Page Setup > Folio Breaks > Insert Page Pause. This will create a intermission right higher up and to the left of your current cell.

Another important thing to exercise is to define the Calibration to Fit choice. To the correct of Page Setup, you'll see three options: Width, Acme, and Calibration. The Width and Superlative options allow you to set how many pages the rows or columns of your tabular array volition appear in. For example, if you take a lot of rows but merely a few columns, setting the Width to one folio is platonic. Scale, on the other hand, will determine the overall resizing of your entire print expanse.

Sheet Options

The terminal carte y'all should pay attention to is Sheet Options. These are settings that affect the advent of your final printed sheet. To admission the full canvas options, click on the arrow on the lower-left corner of Sheet Options sections.

Hither's an overview of the various customizations you tin can practise in this carte:

• Print Titles:You lot can freeze specific rows and columns of the canvas in identify then that they announced on every page, such as headers and labels.
• Gridlines: This lets you ready whether or non to evidence gridlines, which are the lines between cells that appear when there's no border painted on them.
• Headings:This allows you lot do display headings, which are the fixed alphabetical (A, B, C) and numerical (1, 2, 3) labels on the x-axis and y-axis of Excel spreadsheets.
• Comments, Notes, and Errors: This displays the embedded comments, notes, and error warnings in the final document.
• Print Order:This lets you set whether to create a document going down first or going right kickoff.

In this card, you can go to the Print Preview screen, where you tin can get a glimpse of your final document. Y'all tin can as well go to the screen with the shortcut Ctrl+P.

RELATED: How to Print a Worksheet with Comments in Excel

Saving or Printing as PDF

With your document correctly formatted and all prepare to become, there are two ways you tin can create a PDF.

To salvage the file equally a PDF in Excel, open up the Save As dialog, and select PDF from the "Save as type" dropdown menu. Alternatively, y'all tin can go to Export > Consign to XPS/PDF. From here, yous have a few options. Y'all can decide whether to optimize the file for Standard or Minimum, which will decide the final quality and filesize of the certificate. You tin then click "Options" to select the area to publish:

• Selection:The current cells you have selected
• Active Sheets:The current canvass that you're in
• Entire Workbooks:All the workbooks in the current file you're working on
• Tabular array:A divers tabular array that you've created via Microsoft Excel

You lot can too opt to ignore the impress expanse you lot've set entirely.

You could also print the file every bit a PDF. Microsoft has a congenital-in PDF printer called Microsoft Print to PDF that you tin can select in the printer dropdown menu. If you take another PDF drive, such as Adobe PDF, Foxit, or PDF Xchange, you can use one of those every bit well. Earlier you click "Print", look through your impress preview to brand sure everything looks right.

RELATED: How to Impress to PDF in Windows: 4 Tips and Tricks

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Source: https://www.howtogeek.com/659219/how-to-save-an-excel-sheet-as-a-pdf/

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