How to Convert Excel to PDF without Losing Formatting (5 Effective Ways)

Excel is extremely powerful for calculations. But most of the time, for better representation of summary of data and calculation, it is more readable, if we convert Excel to PDF without losing formatting. Here, we will show you every way of converting Excel into PDF without losing formatting.


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5 Effective Ways to Convert Excel into PDF without Losing Formatting

Here, we have taken a dataset of 10 employees’ sales and profits. We will convert this Excel file to PDF without losing formatting. We will show you 5 effective ways to do so.

Sample Dataset


1. Convert Excel File to PDF by Using ‘Save As’ Option without Losing Formatting

You can use the Save As option to convert the Excel file to PDF without losing formatting. Follow the given steps to do so:

Steps:

  • First, go to the top left of your ribbon and select the File tab.

Convert Excel File to PDF by Using ‘Save As’ Option without Losing Formatting

  • Then, select Save As option from the expanded File tab.

Convert Excel File to PDF by Using ‘Save As’ Option without Losing Formatting

  • In the Save As window, click on Save as type. From the dropdown list, choose PDF.

Convert Excel File to PDF by Using ‘Save As’ Option without Losing Formatting

  • Then give a file name and browse a suitable file location. And then press the Save button.

Convert Excel File to PDF by Using ‘Save As’ Option without Losing Formatting

These steps will convert the Excel file to PDF without losing formatting. Here is the result we’ve got. 👇

Read More: How to Save Excel as PDF on One Page (3 Easy Methods)


2. Convert Excel File to PDF by Using ‘Export’ Option without Losing Formatting

You can use the Export option to keep the current formatting unchanged and convert Excel files to PDF. Follow the steps given below:

Steps:

  • First, go to the top left of your ribbon and click on the File tab.

Convert Excel File to PDF by Using ‘Export’ Option without Losing Formatting

  • Now, choose the Export option from the expanded File tab.

Convert Excel File to PDF by Using ‘Export’ Option without Losing Formatting

  • At the Export window, click on Create PDF/XPS button.

Convert Excel File to PDF by Using ‘Export’ Option without Losing Formatting

  • You will see, a window will appear, where the file type is already marked as PDF. Click on Publish.

Convert Excel File to PDF by Using ‘Export’ Option without Losing Formatting

These steps will convert your Excel file to PDF without losing formatting. Here is the result we’ve got. 👇

Read More: Export Excel to PDF with Hyperlinks (2 Quick Methods)


3. Convert a Spreadsheet to PDF by Using the ‘Print’ Option

You can use the Print option to convert your Excel file to PDF without losing formatting. Just follow the steps given below:

Steps:

  • First, go to the top left of your ribbon and select the File tab.

  • Select the Print option from the expanded File tab.

  • Now click on the Print icon.

  • You will see, a window will appear, where the file type is already marked as PDF. Click on Save.

Thus, your Excel file will be converted to PDF without losing formatting. Here is the result we’ve got. 👇

Read More: Excel VBA to Print As PDF and Save with Automatic File Name


Similar Readings


4. Use Google Sheets to Convert Spreadsheet to PDF with the Existing Formatting

You can also use Google Sheets to convert your Excel file to PDF without losing formatting. Follow the steps below:

Steps:

  • From the Google app list, click on Sheets.

  • From the Sheets window, click on the file icon to browse your Excel file.

  • After opening the Excel file, click on the File tab >> Hover on Download >> Click on PDF.

Use Google Sheets to Convert Spreadsheet to PDF with the Existing Formatting

  • A new window will open. Click on the Export button.

Thus, your Excel file will convert into PDF without losing formatting. Here is the result we’ve got. 👇

Read More: Excel VBA: Create Invoice and Save PDF Format (with Quick Steps)


5. Use Google Drive to Keep Formatting Intact after Conversion

You can also use Google Drive if you want to convert your Excel file to PDF but not lose the existing formatting. Follow the steps below to do so:

Steps:

  • In your Google Drive, click on the New button.

  • Then click on the File upload option to browse and upload your Excel file.

  • Open the Excel file. Click on File tab >> Hover on Download >> Click on PDF.

Use Google Drive to Keep Formatting Intact after Conversion

  • A new window will open. Click on the Export button.

Here is the result we’ve got. 👇


Additional Information

If you want to customize your PDF layout, then you should know about the following information:

  • To customize your Print or PDF layout, go to the Page Layout tab on the ribbon.

Convert Excel into PDF without Losing Formatting

  • The first option, Margins will help you to set the margins of your PDF layout. If you want more or lesser space inside your page, you would work on this option.

Convert Excel into PDF without Losing Formatting

  • The second option, Orientation will help you to set the page’s orientation as portrait or landscape.

  • The third option, Size will help you to set your paper size like A4, A3, or any size you want.

  • The fourth option, Print Area will help you to custom select your print area to print or convert to PDF.

  • By clicking on the Breaks option, you can create or remove page breaks anywhere you want.

  • Print Titles will pop up a Page Setup window where you can work on gridlines, header & footer, page order, etc.

Read More: How to Convert Excel to PDF with All Columns (5 Suitable Ways)


Things to Remember

PDF is a static file type. This means PDF doesn’t update values. So, when you convert your Excel file to PDF, no data would be changed anymore, even if you change your Excel file data.


Conclusion

These are the several methods for converting Excel to PDF without losing formatting. I hope you find this information to be useful and educational. Please feel free to contact us if you have any queries or recommendations. For many more articles like this, visit exceldemy.com.


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Tanjim Reza

Tanjim Reza

Hello! I am Md. Tanjim Reza Tanim. I have just completed my B.Sc from Naval Architecture & Marine Engineering Department, BUET. Currently, I am working as an Excel & VBA content developer. I always had a great fascination with Microsoft Excel and its cool functions and formulas. Here, I am learning every day about new functions and formulas and working on applying MS Excel to the analysis of our real-life problems. I have great enthusiasm for learning any kind of new things, writing articles, and solving real-life problems.

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