Microsoft Excel is widely adopted due to its capability to display data or information professionals. However, it has an annoying shortcoming on compatibility.
First, Excel is only available on macOS and Windows, users on Linux or other operating systems won’t be able to use it; second, even though you have an Excel viewer that allows you to open and read Excel files, the format and layout will get messy because of compatibility issues. And this is just the reason why many Excel users choose to save as or convert to PDF once they finish editing on an Excel file, since PDF is highly flexible on different platforms and devices, also, the layout and format will be well maintained no matter which defaulted viewer you are using to open and view the PDF file.
But how to convert Microsoft Excel to PDF, especially without losing formatting? Here we bring 6 quick solutions to convert Excel to PDF for you.
Saving an Excel file as PDF is not difficult, but conversion without losing formatting is not easy. A dedicated Excel to PDF conversion software can make this process easier. How to choose one? The best Excel to PDF converter should have batch conversion to convert multiple Excel to one PDF, and extended features to convert an Excel spreadsheet to an ideal PDF file.
Cisdem PDF Converter OCR is one of the best.
It is a comprehensive Excel to PDF converter for Mac and Windows, fully featured and great for converting, editing even OCR different types of PDFs. It has batch support, allowing users to convert multiple Excel and merge them into one PDF with ease. What’s more, up to 40 different formats can be uploaded and exported as PDF, such as Word, PowerPoint, Pages, Numbers, Keynotes, images...Converter also allows you to convert PDF to 15+ mainstream formats, including MS Office, iWork, RTF, EPUB, HTML, XOD, XPS and Images.
Main features of Cisdem PDF Converter OCR
If you want to save multiple Excel sheets as one PDF, open the Merge button and press Shift to choose the Excels you want to combine.
Click Create button to convert all Excel files to individual or merged PDF.
If you are using Microsoft Office on a regular basis, you must know that Microsoft Office allows users save the office files as PDF, that is, Word to PDF, PowerPoint to PDF, Excel to PDF. So, if you have installed Microsoft Office Excel, utilize it to do the conversion for you.
However, the shortcoming of this solution lies in the conversion result and absence of batch conversion feature. You may notice there are differences in layout and format between the original file and output PDF resulting from the discrepancy of these 2 formats itself, hence, if needed, adjust the PDF output after conversion. Still, you can only convert Excel to PDF one by one, so wait patiently if you have multiple Excels for conversion.
A whole spreadsheet may be distributed on different pages after conversion due to the number of rows. This is not convenient for viewing. If your Excel does not have too many rows and you want to convert it to PDF in one page without affecting formatting or style, follow the steps below.
Numbers is a spreadsheet application created by Apple, which is available on macOS, iPadOS and iOS. It makes you edit the table, cell, text, arrange, shape, media or comments easily. Plus, you can even export files as PDF, Excel or CSV. If Apple Numbers is installed on your Mac, try it and export Excel to PDF with ease.
Tutorials to Export Excel to PDF on Mac Numbers:
Online service is another choice to convert Excel to PDF, especially when you are dealing with multiple non-private Excel files for batch conversion.
Many users prefer to save Excel as PDF online also for the reason that they are able to convert the files at anytime, anywhere online even though they don’t bring along personal devices to work with them, since online service allows you to convert files from iCloud. Here we recommend 2 online programs to convert Excel spreadsheet to PDF well.
Smallpdf is an online platform offering free services to manage PDF, from viewing, editing, splitting and merging, converting, to unlocking and compressing PDF. It is easy to use, you just need to follow the instructions on the webpage.
The conversion processes very fast, but the free service is limited, users are only allowed to convert 2 files within an hour for free, otherwise, you need to pay or wait for one hour to continue the free conversion.
Online platform to manage PDF files for completely free, including editing, viewing, converting, protecting, compressing, etc. It supports batch conversion and allows users to customize the PDF output with a basic set of tools, such as PDF compression, adding protection and header/footer, and tweaking layout and format.
Yet, as you may notice, there is a limit on file size and file quantity from this free program:
Being easy and free, these free Excel to PDFs services easily make people flock to them, yet, as we have mentioned at the very beginning, users are not recommended to upload private or important Excel files for conversion, to expose yourself in the risk of information leakage. Still, users need to double check the PDF output, make sure if the data or format can be well retained since conversion quality is always the top issue annoys our online users.
There is another option to convert Excel workbook to PDF without format loss, if you have installed Adobe Acrobat on your device.
Besides letting users edit PDF with excellent editing tools, Acrobat has a powerful feature to convert PDFs. You can easily create a PDF from Excel file and highly maintain the original formatting. But if you don’t have a paid Acrobat account, it would be pricey to convert files in Adobe.
Here above are the quick Excel-to-PDF solutions used by most of the users in need. Before picking a solution to convert Excel files, users should be well aware of the advantages and disadvantages of each solution, not each solution fits in your case. And if any one of the workaround serves you to be best, please share with us in the comment.
Jose specializes in reviews, how-to guides, top lists, etc. on PDF, data recovery and multi-media. On his spare time, he likes to travel or challenge some extreme sports.