You can export a group of cells or the entire workbook as a PDF if you want to share data from Excel without sharing the Excel file itself. The end result is a really useful document that you can distribute however you like.
Export an Excel Cell Range as a PDF on Windows
The cells you want to export should be chosen. You can do this by swiping your mouse over adjacent cells, or you can select non-adjacent cells while holding down the Ctrl key.
Remember that if you select non-adjacent cells, they might appear on different pages in the PDF file.
Related: 12 Default Microsoft Excel Settings You Should Change
Select “Export” from the menu on the left side of the File tab. Select “Create PDF/XPS Document” and press the Create PDF/XPS button on the right.
Select a location to save the file when the Publish as PDF or XPS window appears. You can change the filename if you want to, and make sure PDF is chosen in the Save as Type drop-down menu. Next, choose “Options.”
Select “Selection” under “Publish What” in the Options window. Then click “Publish” in the Publish as PDF or XPS window after clicking “OK” in the Options window.
Navigate to the location where you saved the PDF to access the file.
Export an Excel Workbook as a PDF on Windows
Consider exporting the entire workbook as a PDF file. The same basic steps as those outlined above for exporting a cell range can be used to accomplish this.
You won’t be able to choose the page breaks in advance, so keep that in mind before you start. Large data sheets automatically extend to the other pages. Check out our instructions for inserting page breaks in Excel first if you want one sheet per page.
When you’re done, click “Export” on the left-hand side of the File tab to export your Excel worksheet. Select “Create PDF/XPS Document” and press the Create PDF/XPS button on the right.
When finished, export your Excel spreadsheet by clicking “Export” on the File tab’s left side. Press the Create PDF/XPS button on the right after selecting “Create PDF/XPS Document.”
To ignore any print regions you’ve set up in the workbook, be sure to check that box in the same section after selecting “Entire Workbook” under “Publish What.” The Page Range and other sections and options can then be used as necessary.
In the Options window, click “OK,” and in the Publish as PDF or XPS window, click “Publish.” The PDF file can then be opened by going to the spot where you stored it.
Save Excel to a PDF on Mac
Similar to Windows, Mac allows you to convert a workbook or a set of cells into a PDF. Compared to the previous steps, these are a little different.
If you want to export a cell range, select the cells on the sheet you want to export it to when you open the workbook. Simply open it to save the entire workbook as a PDF.
the menu bar’s “File > Save As” option. Select a location and, if desired, change the filename when the window appears. Select “PDF” from the File Format drop-down menu after that.
Select “Selection” to export the cell range, which shows you the cells you’ve selected so you can confirm your selections. Select “Workbook” to export the entire workbook.
Select “Save” when you finish, and then head to your chosen location to access the PDF.
Exporting an Excel workbook to a PDF file is a good choice whether you want to share a specific section of it or backup a previous version.
For further information, see how to import data from a PDF into your workbook or how to insert a PDF into Excel.
