How to Export PDF with Fit to Page Using VBA (3 Methods)

Dataset Overview

Let’s start by introducing our dataset, which represents sales for a salesperson over 12 months from the years 2010 to 2015.

Method 1 – Use Command Button

Steps

• Insert a Command button:
  • Go to the Developer tab ➤ Insert.
  • Select the Square box from the ActiveX Controls section.
  • You’ll see a plus icon on your cursor.

• • Drag the cursor anywhere in your sheet to create the button of your desired size.

• Add VBA code:
  • Right-click the button and select View Code from the context menu.

• • In the VBA window that appears, enter the following code:

Private Sub CommandButton1_Click()
Dim xSheet As Worksheet, y_File As FileDialog, x_Fldr As String, xYesorNo, I, xNum As Integer
  Dim Otlk_Obj As Object, x_Email As Object, x_Used_Range As Range, xArrSht As Variant
  Dim xAddress_PDF As String, y_Str As String, xRng_Exp As Range, xLast_Rng As Range
     xArrSht = sheetsArr(Me)
     For I = 0 To UBound(xArrSht)
        On Error Resume Next
        Set xSheet = Application.ActiveWorkbook.Worksheets(xArrSht(I))
        If xSheet.Name <> xArrSht(I) Then
            MsgBox "Found no worksheet, exit operation:" & vbCrLf & vbCrLf & xArrSht(I), vbInformation, "PDF Fit to Page"
        Exit Sub
        End If
     Next
     Set y_File = Application.FileDialog(msoFileDialogFolderPicker)
     If y_File.Show = True Then
        x_Fldr = y_File.SelectedItems(1)
     Else
        MsgBox "Specify a folder to save PDF." & vbCrLf & vbCrLf & "Click OK to exit.", vbCritical, "Set a Folder"
        Exit Sub
     End If
     xYesorNo = MsgBox("If files with same name found, serial number will be added to the name" & vbCrLf & vbCrLf & "Press Yes to carry on, Press No to decline", _
     vbYesNo + vbQuestion, "Duplicate File Found")
     If xYesorNo <> vbYes Then Exit Sub
     For I = 0 To UBound(xArrSht)
        Set xSheet = Application.ActiveWorkbook.Worksheets(xArrSht(I))
        y_Str = x_Fldr & "\" & xSheet.Name & ".pdf"
        xNum = 1
        While Not (Dir(y_Str, vbDirectory) = vbNullString)
            y_Str = x_Fldr & "\" & xSheet.Name & "_" & xNum & ".pdf"
            xNum = xNum + 1
        Wend
        Set x_Used_Range = xSheet.UsedRange
        If Application.WorksheetFunction.CountA(x_Used_Range.Cells) <> 0 Then
            Set xLast_Rng = xSheet.Range("A" & xSheet.Rows.Count).End(xlUp)
            Set xRng_Exp = xSheet.Range(xLast_Rng.Offset(-26), xLast_Rng.Offset(, 7))
            xRng_Exp.ExportAsFixedFormat Type:=xlTypePDF, Filename:=y_Str, Quality:=xlQualityStandard
        End If
        xArrSht(I) = y_Str
     Next
     Set Otlk_Obj = CreateObject("Outlook.Application")
     Set x_Email = Otlk_Obj.CreateItem(0)
     With x_Email
        .Display
        .To = "[email protected]"
        .cc = "[email protected]"
        .Subject = "!!!"
        For I = 0 To UBound(xArrSht)
            .Attachments.Add xArrSht(I)
        Next
        If .DisplayEmail = False Then
        End If
     End With
End Sub
Private Function sheetsArr(uF As UserForm) As Variant
  Dim c As MSForms.Control, strCBX As String, arrSh
      For Each c In uF.Controls
            If TypeOf c Is MSForms.CheckBox Then
                If c.Value = True Then strCBX = strCBX & "," & c.Caption
            End If
      Next
      sheetsArr = Split(Mid(strCBX, 2), ",")
End Function

• Return to your sheet and test the Command button.

• Click the File option.

• Click Export.

• Select Create PDF/XPS Documents ➤ Create PDF/XPS.

• Choose your desired folder and name.
• Press Publish.

• Verify that the dataset is fitted to one page in the printed PDF successfully.

Method 2 – Export PDF with Fit to Page for a Specific Range

Steps

• Press Alt + F11 to open the VBA window.
• Click Insert ➤ Module to create a new module.

• Enter the following codes-

Sub PDF_FitToPage_2()
With ActiveSheet.PageSetup
    .Orientation = xlPortrait
    .PrintArea = "$B$2:$N$52"
    .PrintTitleRows = ActiveSheet.Rows(5).Address
    .Zoom = False
    .FitToPagesTall = False
    .FitToPagesWide = 1
End With
ActiveSheet.ExportAsFixedFormat _
    Type:=xlTypePDF, _
    Filename:="VBA ExportAsFixedFormat PDF Fit to Page", _
    Quality:=xlQualityStandard, _
    IncludeDocProperties:=False, _
    IgnorePrintAreas:=False, _
    From:=1, _
    To:=5, _
    OpenAfterPublish:=True
End Sub

• Return to your sheet.

• To run the macro, open the Macros dialog box by clicking Developer ➤ Macros.

• Select the mentioned Macro name and press Run.

Here is the printed PDF with fitted width on one page:

Read More: Print Range to PDF with VBA in Excel

Method 3 – Export All Sheets in Separate PDF Files

Steps

• Creating the Macro:
  • Follow the first two steps from the Method 2 to insert a VBA module.

• Writing the VBA Code:
  • Enter the following code:

Sub PDF_FitToPage_3()
Dim xSheet As Worksheet, Sheet_Name$, My_FilePath$, N&
MyFilePath$ = "E:ExcelDemy" & _
Left(ThisWorkbook.Name, Len(ThisWorkbook.Name) - 4) & Format(Date, "MM-DD-YYYY")
With Application
    .ScreenUpdating = False
    .DisplayAlerts = False
    On Error Resume Next
    For N = 1 To Sheets.Count
        Sheets(N).Activate
        Sheet_Name = ActiveSheet.Name
        Cells.Copy
        Workbooks.Add (xlWBATWorksheet)
        With ActiveWorkbook
            With .ActiveSheet
                .Paste
                .Name = Sheet_Name
                [A1].Select
                .PageSetup.Orientation = xlLandscape
                .PageSetup.Zoom = False
                .PageSetup.FitToPagesWide = 1
            End With
            .ExportAsFixedFormat Type:=xlTypePDF, Filename:=My_FilePath, Quality:=xlQualityStandard, _
            IncludeDocProperties:=True, IgnorePrintAreas:=False, OpenAfterPublish:=True
            .Close SaveChanges:=False
        End With
        .CutCopyMode = False
    Next
End With
Sheet1.Activate
End Sub

• Running the Macro:
  • Return to your sheet and open the Macro dialog box.

• • Select the specified macro and press Run.

Excel has printed all the sheets of your workbook as separate PDF files, each fitted to one page.

Download Practice Workbook

You can download the practice workbook from here:

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