Excel is extremely powerful for calculations. But most of the time, for better representation of the 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.
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.
1. Using Save As Option to Convert Excel to PDF 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.
- Then, select Save As option from the expanded File tab.
- In the Save As window, click on Save as type. From the dropdown list, choose PDF.
- Then give a file name and browse a suitable file location. And then press the Save button.
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
2. Converting Excel 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.
- Now, choose the Export option from the expanded File tab.
- At the Export window, click on Create PDF/XPS button.
- You will see, a window will appear, where the file type is already marked as PDF. Click on Publish.
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
3. Converting Spreadsheet to PDF by Using the ‘Print’ Option in Excel
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: How to Convert Excel to PDF with All Columns
4. Using Google Sheets to Convert Spreadsheet to PDF with 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.
- 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: How to Save Excel as PDF without Cutting Off
5. Using 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.
- A new window will open. Click on the Export button.
Here is the result we’ve got. 👇
Read More: How to Convert Excel to PDF without Converter
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.
- The first option, Margins will help you to set the margins of your PDF layout. If you want more or less space inside your page, you should work on this option.
- 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.
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 will be changed anymore, even if you change your Excel file data.
Download Practice Workbook
You can practice by downloading our workbook. It is given below:
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.
