How to Convert Excel to PDF without Losing Formatting

July 31, 2023 2.2K views

Excel spreadsheets are common in many businesses, however, when it comes to sharing your data with others, you might need to convert your files to PDF format. The only tricky thing is that sometimes formatting is lost when converting Excel files to PDF, leading to a document of poor quality. We'll walk you through the process of converting Excel to PDF without compromising any formatting. Along with that, we'll introduce some well-known tools for the job, such as WPS Office, Acrobat, and online converters.

If you frequently work with Excel spreadsheets, you may have encountered a scenario when you needed to share your data with someone who didn't have Excel downloaded on their computer. Converting your Excel file to a PDF is a handy approach because it can be viewed on any device without the use of additional software.

Convert Excel to PDF without Losing Formatting Using WPS Office Software

WPS Office is a free software platform with a word processor, spreadsheet program, and presentation software. It's a good substitute for Microsoft Office, and it works with Windows, Mac, and Linux.

  1. Install WPS Office on your device and launch the spreadsheet program.

  2. Open the Excel file you want to convert to PDF.

  3. Click on the "File" menu and select "Export to PDF".

  4. In the Export to PDF dialog box, you can choose whether to include the entire workbook or just the active sheet. You can also select the PDF quality and security options.

5. Click "Export" to save the PDF file.

Convert Excel to PDF without Losing Formatting Using Online Tools

There are many online tools that can convert Excel to PDF. One of the most popular is SmallPDF. It's a free tool that allows you to convert Excel to PDF quickly and easily.

  1. Go to and select "Excel to PDF".

  2. Drag and drop your Excel file onto the upload area or click "Choose File" to select it manually.

  3. SmallPDF will automatically convert your file to PDF. You can then download the PDF or save it to Google Drive or Dropbox.

Pros: Online tools like SmallPDF are free and require no installation.

Cons: The quality of the converted PDF can vary depending on the tool used.

Convert Excel to PDF without Losing Formatting Using Adobe Acrobat

Adobe Acrobat is a professional PDF editing tool that can also convert Excel to PDF.

  1. Launch Adobe Acrobat and open the Excel file you want to convert.

  2. Click "File" and select "Save As Other" > "PDF".

  3. In the Save As dialog box, you can choose the PDF quality and security options.

  4. Click "Save" to save the PDF file.

Pros: Adobe Acrobat provides a high-quality conversion with more advanced features.

Cons: Adobe Acrobat requires a subscription or a one-time purchase.

Using Tips to Convert Excel to PDF without Losing Formatting

Here are some tips to make sure your conversion from Excel to PDF run properly:

  1. Make your spreadsheet simple and stay away from extensive formatting, which can lead to conversion problems.

  2. Check to see if your spreadsheet will fit on a single page, or modify the print settings as necessary.

  3. To guarantee the optimum level of compatibility, use the PDF/A format.

FAQs on How to Convert Excel to PDF

Q: Can I convert multiple Excel files to PDF at once?

Yes, you can use batch conversion tools to convert multiple files at once. WPS Office and Adobe Acrobat both offer this feature.

Q: How come my Excel file looks completely different from my converted PDF?

If you had advanced formatting or used non-standard fonts, the formatting may possibly change after conversion.

Final Thoughts

WPS Office is an excellent option for converting Excel to PDF. With its wide variety of features, including a powerful and effective spreadsheet editor, WPS Office is a free, open-source office suite. Because of this, working with your Excel files no longer requires the purchase of a separate program, saving you both time and money.

Also, the formatting of your files can be preserved by WPS Office during conversion, assuring that your PDF documents will look just as excellent as your Excel spreadsheets. For many professionals who need to safeguard the confidentiality of their data when sharing files with others, this function is useful. Download WPS Office now!

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