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How to Convert Excel to PDF for Business

June 12, 2024
2.3K Views

 In the fast-paced business world, sharing reports, legal documents, or presentations often requires converting Excel spreadsheets to PDF format. This seemingly simple task can be unexpectedly tricky. As a full-time writer frequently dealing with file conversions, I've found straightforward solutions to ensure data integrity and compatibility. This guide offers a step-by-step process to effortlessly convert Excel to PDF, making your professional life a little easier.

Why We Convert Excel to PDF [ For Business ]

Convert Excel to PDF

PDF (Portable Document Format) is a universal file format that preserves the layout and formatting of a document, regardless of the software or operating system used to create it. This makes it a popular choice for sharing documents with clients, stakeholders, and team members, as well as for archiving and documentation purposes.

Here are some of the main reasons why businesses convert Excel to PDF:

Report Sharing:

Report Sharing as PDF

  • Ensure Consistent Formatting: When sharing financial statements, sales reports, or business analysis with clients, stakeholders, or team members, PDF format ensures that the data remains intact and accessible across different devices and platforms. This is especially important when dealing with complex reports with charts, graphs, and tables.

Email Attachments:

Email Attachments

  • Reduce Compatibility Issues: When sending emails with attachments, converting Excel files to PDF format reduces the risk of compatibility issues and ensures that the recipient can view the document accurately, regardless of their device or software preferences. This is particularly helpful when dealing with external contacts who may not have the same software as you.

Legal Documents:

  • Ensure Document Integrity and Security: For legal contracts, agreements, or invoices, converting Excel files to PDF format helps ensure document integrity, security, and compliance with legal requirements, especially when digital signatures or encryption are applied. This is because PDF documents are tamper-proof and cannot be easily edited without detection.

Presentation Material:

Presentation PDF

  • Easy Integration and Consistent Formatting: When preparing presentations or slideshows for meetings, conferences, or pitches, converting supporting data from Excel into PDF format allows for easy integration into presentation software and ensures consistent formatting and readability. This helps to create a more professional and polished presentation.

Archiving & Documentation:

  • Efficient Storage and Retrieval: For record-keeping, documentation, or archival purposes, converting Excel files to PDF format facilitates efficient storage, retrieval, and organization of important business records. This is because PDF documents are compact and can be easily stored electronically. Additionally, PDF documents can be easily searched and indexed, making it easier to find the information you need.

Additional Uses of PDFs for Business Professionals:

  • Creating fillable forms: PDF forms can be created and distributed electronically, making it easier for customers or employees to submit information.

  • Adding comments and annotations: PDFs can be annotated with comments, highlights, and other markings, which can be helpful for collaboration or feedback.

  • Protecting sensitive information: PDFs can be password-protected or encrypted to protect sensitive information.

  • Creating e-books and white papers: PDFs can be used to create professional-looking e-books and white papers.

  • Sharing presentations online: PDFs can be uploaded to websites or shared through cloud storage, making it easy to share presentations with a wider audience.

In addition to the above, PDFs can also be used for a variety of other business purposes, such as creating marketing materials, brochures, and product catalogs.

Converting Excel to PDF Online Using WPS PDF Tools

WPS PDF Tools

WPS PDF Tools offers a convenient way to convert Excel to PDF online without the need to install any additional software. It boasts a user-friendly interface, fast conversion speeds, and a range of customization options to help you create professional-looking PDFs tailored to your needs.

Here's a step-by-step guide on how to convert Excel to PDF using WPS PDF Tools:

Step 1: Access WPS PDF Tools: Go to the WPS PDF website or search for "WPS PDF Tools" in your preferred search engine.

Access WPS PDF Tools

Step 2: Select Excel to PDF Conversion: Look for the "Excel to PDF" option on the website's homepage or under the "Convert" tab. Click on it to initiate the conversion process.

Excel to PDF Conversion

Step 3: Upload Your Excel File: Click on the "Choose File" button to select the Excel file you want to convert from your computer. You can also drag and drop the file directly onto the designated area.

Upload Excel File

Step 4: Customize Conversion Settings (Optional): Depending on your requirements, you can choose to customize various conversion settings, such as page size, orientation, margins, and compression quality. This step allows you to fine-tune the appearance of your resulting PDF.

Step 5: Start the Conversion: Once you've uploaded your file and adjusted the settings (if needed), click on the "Convert" or "Start Conversion" button to initiate the process.

Start the Conversion

Step 6: Download Your PDF: After the conversion is complete, you'll be presented with a download link for your newly created PDF file. Click on the link to save it to your computer.

Benefits of using WPS PDF Tools for Excel to PDF conversion:

  • Free and Easy to Use: WPS PDF Tools is a free online service that requires no registration or software installation. Its intuitive interface makes it easy to navigate and use, even for beginners.

  • Fast Conversion Speed: The conversion process is quick and efficient, allowing you to obtain your PDF document in a matter of seconds or minutes, depending on the file size.

  • High-Quality Output: WPS PDF Tools preserves the formatting and layout of your Excel file, ensuring that your PDF looks professional and well-organized.

  • Customization Options: The ability to adjust conversion settings gives you flexibility to tailor the output to your specific needs and preferences.

  • Multiple File Formats Supported: In addition to Excel, WPS PDF Tools also supports various other file formats for conversion to PDF, such as Word, PowerPoint, and images.

By following these simple steps and utilizing the features of WPS PDF Tools, you can easily convert your Excel files into professional-looking PDFs that are suitable for sharing, printing, or archiving.

How to Convert Excel to PDF [on PC & Mobile]

If you frequently find yourself needing to convert Excel files to PDF, WPS Office is an excellent choice for streamlining this process. With its user-friendly interface and robust features, WPS Office makes converting Excel to PDF a breeze, whether you're on your PC or mobile device.

[PC]

If you're using a Windows or Mac desktop, you can leverage the power of WPS Office software to effortlessly convert Excel to PDF. Here's a step-by-step guide to help you through the process:

Step 1: Launch the WPS Office software on your desktop computer.

Step 2: Open the Excel file that you want to convert to PDF within the WPS Office application.

Open the Excel

Step 3: Once the Excel file is open, navigate to the menu and select the "Save As" option.

the "Save As" option

Step 4: In the "Save As" dialog box, choose the PDF format from the dropdown menu.

Step 5: Customize any additional settings, such as page orientation or compression level, according to your preferences.

Step 6: Click on the "Save" button to initiate the conversion process.

choose the PDF format

Step 7: Once the conversion is complete, your Excel file will be saved as a PDF document, ready for use.

[Mobile]

Whether you're using an Android or iOS device, you can leverage the WPS Office app to convert Excel to PDF on the go. Follow these simple steps to convert Excel to PDF using the WPS Office app:

Step 1: Open the WPS Office app on your mobile device.

the WPS Office app

Step 2: Navigate to the location of the Excel file that you want to convert.

Step 3: Tap on the Excel file to open it within the WPS Office app.

Step 4: Once the file is open, tap on the "..." or "More" option to access additional actions.

More" option”

Step 5: From the list of options, select "Save As" or "Output as PDF."

Output as PDF

Step 6: Customize any settings, such as file name or storage location, as needed.

Customize any settings

Step 7: Tap on the "Export" or "Save" button to initiate the conversion process.

Step 8: Once the conversion is complete, your Excel file will be saved as a PDF document on your mobile device.

With WPS Office, converting Excel to PDF on both PC and mobile devices is a straightforward process that can be completed in just a few simple steps. Whether you're at your desk or on the go, WPS Office empowers you to create professional-grade PDF documents with ease.

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Easy Conversion of Documents with WPS Office

WPS Office logo

WPS Office not only excels in converting Excel files to PDF, but it also offers a comprehensive suite of tools for converting various other types of documents. This makes it a versatile and powerful solution for anyone who needs to work with different file formats.

Here are some examples of how WPS Office can be used to convert documents:

Converting PowerPoint to PDF:

Step 1: Launch the WPS Office software on your desktop computer or open the WPS Office app on your mobile device.

the WPS Office software

Step 2: Open the PowerPoint presentation that you want to convert to PDF within the WPS Office application.

the PowerPoint presentation

Step 3: Once the presentation is open, navigate to the menu (or tap on the three-dot menu on mobile) and select the "Save As" or "Export" option.

the "Save As" or "Export" option

Step 4: Choose the PDF format from the available options.

Step 5: Customize any additional settings, such as page orientation or compression level, according to your preferences.

Step 6: Click on the "Save" or "Export" button to initiate the conversion process.

Step 7: Once the conversion is complete, your PowerPoint presentation will be saved as a PDF document, retaining all formatting and content.

These are just a few examples of how WPS Office can be used to convert documents. With its wide range of supported formats and easy-to-use interface, WPS Office is a great tool for anyone who needs to work with different types of files.

In addition to its conversion capabilities, WPS Office also offers a variety of other features that make it a valuable tool for business professionals. For example, WPS Office is compatible with MS Office documents, so you can easily open and edit files that were created in Word, Excel, or PowerPoint. This makes it easy to collaborate with others who use different software.

WPS PDF tool

Enhance Your PDFs with WPS AI

WPS AI logo

In business, mastering the full potential of PDF documents is crucial for professionals striving for excellence in communication, data management, and presentation. With WPS AI, refining PDFs becomes a seamless process tailored to meet business professionals' unique needs.

Highlighted Features of WPS AI PDF for Business:

Smart Document Summarization:

It helps business people by quickly condensing lengthy documents into concise summaries, saving time, aiding in efficient decision-making, enhancing productivity, facilitating collaboration, and keeping them updated with essential information in fast-paced environments.

Summary documents

Automated Data Extraction:

It assists business people by efficiently retrieving financial data from PDF documents such as balance sheets and income statements. This saves time, streamlines data analysis processes, reduces errors associated with manual extraction, and enables quicker decision-making based on accurate and up-to-date information.

Extract key information

Improved Security:

It aids business people by safeguarding sensitive financial information from unauthorized access. This ensures document integrity and confidentiality, mitigating the risk of data breaches and unauthorized disclosure of financial data. Additionally, enhanced security measures instill trust among stakeholders and clients, reinforcing the reputation and credibility of the business.

How to use Smart Document Summarization and Automated Data Extraction (Pro & Ultimate versions only):

Step 1: Open the PDF document you want to work with in WPS PDF.

WPS PDF

Step 2: Click on the "AI" tab.

the "AI" tab

Step 3: Select the desired function: "Smart Document Summarization" or ”Insight".

the desired function

Step 4: Follow the on-screen instructions to customize the settings and run the process.

Step 5: The results will be displayed in a separate window or document.

Benefits of using WPS AI PDF:

  • Save time and effort: WPS AI PDF can automate tasks that would otherwise be time-consuming and tedious, such as summarizing documents and extracting data.

  • Improve accuracy and efficiency: WPS AI PDF can help to reduce errors and improve the accuracy of your work.

  • Boost productivity: By automating tasks and improving accuracy, WPS AI PDF can help you to get more done in less time.

  • Make better decisions: By providing you with accurate and up-to-date information, WPS AI PDF can help you to make better decisions.

  • Enhance collaboration: By making it easier to share and work with PDF documents, WPS AI PDF can help to improve collaboration among team members.

If you're looking for a way to improve your PDF workflow, WPS AI PDF is a great option. With its powerful features and easy-to-use interface, WPS AI PDF can help you to save time, improve accuracy, and boost productivity.

FAQs

Q1. Are there any limitations or considerations when converting Excel files to PDF?

Yes, consider formatting issues, data integrity, file size, and compatibility with recipients' devices and software.

Q2. How can I ensure the security of converted PDF files containing sensitive business information?

You can password-protect the PDF, set permissions, or even redact sensitive information before converting.

Q3. Can I convert multiple Excel files to one PDF for business purposes?

Yes, you can use batch conversion features in software like WPS Office to merge multiple Excel files into one PDF document.

Summary

Converting Excel to PDF is an essential task for business professionals to ensure compatibility, security, and efficient document management. Using WPS Office, you can perform this conversion effortlessly on both PC and mobile devices. Additionally, WPS AI enhances your PDF documents with advanced features tailored to meet business needs. WPS Office stands out as a versatile tool for all your document conversion requirements, ensuring seamless integration and optimal performance.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.