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Preserving Excel Formatting: How to Save to PDF Without Losing Formatting

July 31, 2023 1.2K views

In many professional settings, Excel is a widely-used tool for creating spreadsheets and other data-related documents. Converting these files to PDF format for distribution and sharing can often lead to lost formatting, which can negatively impact the document's readability and accuracy. Knowing how to save Excel to PDF without losing formatting is essential to maintain document integrity and professionalism. Main keywords: Excel, PDF, formatting.

How to Save Excel to PDF without Losing Formatting

Step # 1: Open the Excel file that you want to convert to PDF in WPS Office.

Step # 2: Click on the "File" menu and select the "Export to PDF" option from the drop-down menu.

Step # 3: In the Export to PDF window that appears, you can choose to adjust some settings such as the layout, compression, and security of the PDF file if necessary.

Step # 4: Check the "Retain Excel Formatting" checkbox to ensure that the formatting is not lost during the conversion process.

Step # 5: Click on the "Export" button to convert the Excel file to PDF format while retaining the formatting.

Step # 6: Choose the location where you want to save the PDF file and give it a name.

Step # 7: Click on the "Save" button to save the PDF file.

Save Excel to PDF without Losing Formatting Using WPS PDF Tools

WPS Office is a versatile productivity suite that allows users to seamlessly convert Excel files to PDF without losing formatting. Its user-friendly interface and intuitive export options make the process quick and easy. WPS Office is available on desktop and mobile devices, and is compatible with Windows, iOS, Mac, Android, and Linux. It also supports multiple browsers including Chrome, Edge, Safari, Android Web, Firefox, and Opera, providing accessibility to users across various platforms.

WPS Office provides both online and offline tools for converting Excel files to PDF without losing formatting. Its online platform allows users to upload Excel files and convert them to PDF format on-the-go, while its offline desktop suite offers a range of tools for enhancing productivity, including word processing, text editing, link and image insertion, and page customization. WPS Office also offers subscription plans for additional features and support.

Here are three typical PDF tools in WPS Office that can be used to save Excel files to PDF without losing formatting:

  1. Export to PDF: This tool allows users to easily convert Excel files to PDF format while retaining the formatting. It also provides options for adjusting the layout, compression, and security of the PDF file.

  2. PDF Merge: This tool enables users to combine multiple PDF files into a single document. This can be useful when multiple Excel files need to be converted to PDF and merged into a single file.

  3. PDF to Excel: This tool allows users to convert PDF files back to Excel format while retaining the formatting. This can be useful when data needs to be extracted from a PDF file and edited in Excel without losing any formatting.

Advantages of WPS PDF Tools

  1. User-friendly interface: WPS Office's tools are designed to be user-friendly and intuitive, making the conversion process quick and easy.

  2. Retains formatting: The tools ensure that the Excel file's formatting is not lost during the conversion process, preserving the document's integrity and readability.

  3. Multiple platform compatibility: WPS Office's tools are available on desktop and mobile devices, and are compatible with various operating systems and browsers, providing accessibility to users across different platforms.

  4. Customizable PDF settings: The Export to PDF tool allows users to adjust settings such as layout, compression, and security of the PDF file to meet their specific needs.

  5. Efficient and cost-effective: WPS Office's tools offer a cost-effective and efficient solution for converting Excel files to PDF without losing formatting, reducing the time and effort required for manual formatting adjustments.

Tips to Save Excel to PDF without Losing Formatting

Here are three tips for saving Excel files to PDF without losing formatting using WPS Office tools:

  1. Use the "Export to PDF" tool: The Export to PDF tool in WPS Office ensures that the formatting of the Excel file is preserved during the conversion process. Make sure to check the "Retain Excel Formatting" checkbox in the settings to ensure the best results.

  2. Preview the PDF file: Before finalizing the conversion process, preview the PDF file to ensure that the formatting has been retained. This can be done by opening the PDF file in a PDF viewer to check for any discrepancies or formatting errors.

  3. Customize PDF settings: The Export to PDF tool in WPS Office provides various settings for customizing the layout, compression, and security of the PDF file. Make sure to adjust these settings according to your preferences to optimize the quality and functionality of the PDF file.

FAQs on How to Save Excel to PDF without Losing Formatting

  1. How do I convert an Excel file to PDF without losing formatting in WPS Office? Answer: Use the Export to PDF tool and check the "Retain Excel Formatting" checkbox in the settings.

  2. Can I customize the PDF settings when converting an Excel file to PDF in WPS Office? Answer: Yes, the Export to PDF tool provides options for adjusting the layout, compression, and security of the PDF file.

Download WPS Office for a Free Trial

In conclusion, WPS Office offers a reliable and efficient solution for converting Excel files to PDF without losing formatting. Its user-friendly interface, customizable PDF settings, and cross-platform compatibility make it an ideal tool for users across various industries and professions. I recommend WPS Office for saving Excel files to PDF without losing formatting due to its user-friendly interface, customizable PDF settings, and efficient conversion process.

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