How to Convert Excel Files to PDF (Without Third-Party Tools)

Objective

A practical guide to converting Excel files to PDF using built-in Excel features, plus tips on optimizing PDF output for professional results.

---

Key Methods to Convert Excel Files to PDF

1. Print to PDF (Ctrl + P)

• Press Ctrl + P to open Print Preview.
• Choose Microsoft Print to PDF from the printer dropdown.
• Select:
  • Print Active Sheets (default)
  • Print Entire Workbook
  • Print Selection (only highlighted cells)
• You can select multiple sheets using Ctrl before printing.

2. Export to PDF

• Go to File > Export > Create PDF/XPS Document.
• Click Create PDF, name your file, and Publish.

3. Save As PDF

• Go to File > Save As.
• Select PDF from the filetype dropdown.
• Name and Save.

---

Tips for Creating High-Quality PDFs from Excel

1. Use Page Setup for Professional Results

• Prevent awkward printouts with truncated data or unwanted cells.
• Go to Page Layout > Page Setup.

A. Set Print Area

• Select only the cells you want to include.
• Click Print Area > Set Print Area.

B. Scale to Fit

• Adjust Scale, Width, and Height to fit your content on pages:
  • E.g., Set Width = 1 page, Height = 1 page for single-page output.
• Beware of excessive downscaling—content may become hard to read.

C. Add Page Numbers

• In Page Layout > Page Setup, open more options.
• Go to Header/Footer tab, and add dynamic page numbers (e.g., "Page 1 of n").

D. Repeat Rows/Columns as Titles

• For wide or long tables:
  • Set columns or rows to repeat on every printed page for context.
  • Print Titles lets you define which to repeat.

E. Manage Page Orientation and Breaks

• Set Orientation to Landscape or Portrait as needed.
• Insert Page Breaks to control how content splits across pages.
  • View and adjust breaks under View > Page Break Preview.

F. Custom Headers/Footers

• Add company logo, report title, or custom text as needed.

---

Workflow Example

1. Select sheets to export.
2. Set up print area and scaling.
3. Configure repeated rows/columns for clarity.
4. Add page numbers, headers, and footers.
5. Preview with Ctrl + P.
6. Choose one of the PDF save/export/print methods.
7. Review the final PDF before sharing.

---

Why Not Use Online Converters?

• Built-in Excel feature is safer—no need to upload sensitive files.
• Excel provides full control over formatting and content.

---

Final Reminders

• Always check page setup before exporting or printing.
• Adjust layout for maximum readability and professional appearance.
• Customize headers/footers for branding or additional info.

---

No need for external tools. Excel has everything you need for PDF exports!

---

If you found this helpful, like & subscribe for more tips!