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How to Download Excel as PDF on Windows: Step by Step

July 31, 2023 975 views

Excel is a popular spreadsheet software for organizing, analyzing and manipulating data. Often, you may need to share your Excel data with someone who doesn't have Excel installed on their computer, or you may want to present your data more visually appealing. In such cases, converting your Excel file to pdf is the best option. In this article, we will explore different ways on how to download Excel as a pdf on Windows.

How to Download Excel as PDF Using Microsoft Excel

The latest version of Microsoft Excel comes with the option to directly save an Excel file as a pdf. Here's how to do it:

Step 1: Open the Excel file you want to save as a pdf.

Step 2: Click the "File" tab in the top left corner.

Step 3: Click "Export" and select "Create pdf/XPS Document."

Step 4: Choose the location where you want to save the pdf file, and click "Publish".

This method is easy and quick, and it allows you to save your Excel file as a pdf without using any third-party software.

How to Download Excel as PDF Using WPS Office

WPS Office is a free office software suite that includes a spreadsheet program similar to Excel. It also comes with a built-in pdf converter, allowing you to save your Excel files as pdfs.

Step 1: Open the Excel file that you want to save as a pdf using WPS Office.

Step 2: Click on the "Menu" tab in the top left corner.

Step 3: Click on "Export to pdf".

WPS Office is a reliable and convenient option for downloading Excel as pdf on Windows.

Download Excel as PDF Using an Online Converter

If you don't want to install any software on your computer, you can download Excel as a pdf with an online converter. There are many online converters available, such as Smallpdf, which offers a free online Excel to pdf conversion tool.

Step 1: Go to the Smallpdf Excel to pdf converter webpage.

Step 2: Drag and drop the Excel file that you want to convert, or click "Choose File" to select the file from your computer.

Step 3: Wait for the file to upload and convert, and then click "Download" to save the pdf file to your computer.

Online converters are a convenient option, but they may not always offer the same level of security and privacy as downloadable software.

Using Tips to Download Excel as PDF on Windows

  • Check the formatting of your Excel spreadsheet before saving as a PDF. Sometimes, the formatting may not translate perfectly, so it's a good idea to double-check that everything looks how you want it to.

  • If your spreadsheet contains charts or graphs, make sure that they are high-quality and look good when printed. This will ensure that the PDF looks good as well.

  • Consider whether you want to password-protect your PDF or add any other security measures to it. This can be done during the saving process.

  • Finally, experiment with different options to see what works best for your particular spreadsheet. This may include adjusting the page orientation, page size, or other options.

FAQs

Q: Can I edit a pdf file created from an Excel file?

A: Yes, you can edit a pdf file created from an Excel file using a pdf editor software such as WPS Office pdf Editor, Adobe Acrobat, or Foxit Phantompdf. However, note that the level of editability may vary depending on the complexity of the original Excel file and the capabilities of the pdf editor software.

Q: Can WPS Office be used to convert Excel files to pdfs?

A: Yes, WPS Office includes a pdf converter feature that allows you to convert Excel files to pdfs. Simply open the Excel file in WPS Spreadsheets, go to the "File" menu and select "Export to pdf". Choose the desired settings and click "Export" to convert the file to pdf format.

Q: Is it safe to download Excel to pdf converter software from the internet?

A: It's important to exercise caution when downloading software from the internet, especially if it's from an unknown source. To ensure the safety of your computer and data, download software only from reputable websites and verify the authenticity of the software before installation. Alternatively, consider using online tools or built-in software options to avoid the need for downloads.

Final Thoughts on How to Download Excel as PDF on Windows

In conclusion, downloading Excel as a pdf on Windows is a simple process that can be done using Microsoft Excel, WPS Office, or an online converter. Each method has its advantages and disadvantages, and it's up to you to choose the one that best fits your needs. WPS Office is a reliable and convenient option that not only allows you to convert Excel to pdf, but also provides a full suite of office tools for free. Download WPS Office today to try it out for yourself.

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