Learn how to print to PDF or save as PDF in Microsoft Excel

You can convert any Excel file or spreadsheet to PDF using the “Save as PDF” or “Print as PDF” options that exist in Microsoft Excel. You will see below the steps to Print to PDF or Save to PDF in Microsoft Excel.

Print to PDF and Save as PDF in Microsoft Excel

With Home windows 10 Home, which includes built-in help for PDF (Printable Doc Format), saving or printing any Excel spreadsheet to PDF is easy.

Although each of the “Print to PDF” and “Save to PDF” strategies primarily convert an Excel file to PDF, the final product produced by the two strategies is completely different.

If you use print to PDF in Microsoft Excel, the resulting PDF file can be stripped of all its metadata (hyperlinks, author information, bookmarks, and so on.) and will only include the data as it exists in a printed file.

However, if you use the Save as PDF option in Microsoft Excel, the resulting PDF file will include all the metadata and almost the same data that is present in the single document.

Learn how to print to PDF in Microsoft Excel

Follow the steps below to use the Print to PDF option in Microsoft Excel.

1. Open Excel file Archive that you just want to print as PDF.

2. Once the file is open, click the button Archive located in the top menu bar to open the File menu.

3. In the File drop-down menu, click the button Print in the left pane. In the right pane, make the PDF printer (Microsoft Print to PDF) available and change the net page size, orientation, and margins as needed.

Pay attention: If Microsoft Print to PDF is not available, you will need to set up your PDF printer by following the steps suggested in the next section.

4. When you are happy with the print settings, scroll up a bit and click the button Print field.

5. On the next screen, type a Title in your file > select the Location the location where you want to save the following PDF file and click the button Guarda button.

Pay attention: Make sure the “Save as type” option is about to be set . Pdf before pressing the button Backup button.

Once you've saved your print file to PDF, you can send the file to print or share it electronically with anyone.

As mentioned above, the PDF file produced using Microsoft Excel's Print to PDF feature will not include hyperlinks and various metadata related to the single Excel file.

What if Microsoft's print to PDF feature is not available?

If you have already printed to a specific printer, the Microsoft PDF printer will not be available when you try to print to PDF in Microsoft Excel.

In this case, you will need to make the Microsoft PDF printer available and ready, before you can print to PDF.

If the “Microsoft PDF Printer” is not available, click the the precise printer and select Microsoft Print to PDF in the menu that appears.

You can then print any Microsoft Excel file to PDF by clicking on the Print field, as shown in step 3 above.

Save as PDF in Microsoft Excel

Another way to transform a Microsoft Excel file or spreadsheet into PDF format is to use the “Save as PDF” feature available in Microsoft Excel.

As we have already said, the resulting saved PDF file will include almost all the data present in the single document.

1. Open Excel file Archive that you just want to print as PDF.

2. Once the file is open, click the button Archive located in the top menu bar.

3. In the dropdown menu, click Save as in the left pane. In the right pane, click Search in.

4. On the next screen, draw the Title in your PDF file > choose Location to the PDF file and click Guarda.

This can save the Microsoft Excel file as a PDF file that you can print or share with anyone.

Whether you use the Save as PDF option or print as PDF, the resulting file will retain its fonts, formatting, and pagination across all drives and platforms.

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