How to Print to PDF or Save as PDF in Microsoft Excel

You can convert any Excel file or spreadsheet to PDF format using the Save as PDF or Print to PDF functions available in Microsoft Excel. Below are the steps to print to PDF or save as PDF in Microsoft Excel.

Print to PDF and save as PDF in Microsoft Excel

Windows 10 with built-in support for PDF (Printable Document Format) makes it easy to save or print Excel spreadsheets in PDF format.

While both Print to PDF and Save to PDF basically convert an Excel file to PDF format, the final product produced by the two methods is different.

When you use Print to PDF in Microsoft Excel, all metadata (links, author information, bookmarks, etc.) of the resulting PDF file is stripped and it only contains information that is available in a printed file.

On the other hand, if you use “Save as PDF” in Microsoft Excel, the resulting PDF file contains all the metadata and almost the same information as in the original document.

How to print to PDF in Microsoft Excel

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

1. Open the Excel file you want to print as a PDF.

2. Once the file is open, click on the File tab located on the top menu bar to open the File menu.

File tab in Microsoft Excel

3. From the File drop-down menu, click the To press option in the left pane. In the right pane, make sure the PDF (Microsoft Print to PDF) printer is available and adjust the page size, orientation, and margins as needed.

PDF printer setting option in Microsoft Excel

Note: If Microsoft Print to PDF is not available, you must prepare the PDF printer using the steps outlined in the next section.

4. If you are happy with the print settings, scroll up a little and click pressure box.

Print to PDF option in Microsoft Excel

5. On the next screen, type a Surname for your file > select the location where you want to save the resulting PDF file and click the Save on computer Button.

Save the printed file as a PDF in Microsoft Excel

Note: Make sure “Save as type” is set to .pdf before you click Save on computer Button.

Once the PDF print file is saved, you can send the file for printing or share it electronically with others.

As mentioned above, the PDF file created using the Print to PDF feature in Microsoft Excel does not contain links and other metadata associated with the original Excel file.

What to do if Microsoft Print to PDF is not available

If you have previously printed to an actual printer, Microsoft PDF Printer may not be available when you try to print to PDF from Microsoft Excel.

In such a case, you need to make Microsoft PDF Printer available and ready before you can print to PDF.

If “Microsoft Print to PDF” is not available, click the current one available printer and choose Microsoft Print to PDF in the menu that appears.

In Microsoft Excel, switch to the PDF printer

After that, you can print any Microsoft Excel file to PDF by clicking the print box as shown in Step 3 above.

Save as PDF in Microsoft Excel

Another way to convert Microsoft Excel files or spreadsheets to PDF format is to use the Save as PDF feature as available in Microsoft Excel.

As mentioned above, the resulting saved PDF file contains almost all the information available in the original document.

1. Open the Excel file you want to print as a PDF.

2. Once the file is open, click on the File tab located in the top menu bar.

File tab in Microsoft Excel

3. Click in the drop-down menu Save as option in the left pane. In the right pane, click search.

Save as PDF option in Microsoft Excel

4. On the next screen, enter the Surname for your PDF file > select location for the PDF file and click Save on computer.

Save Excel file as PDF

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

Regardless of whether you use Save as PDF or Print to PDF, the resulting file retains its fonts, formatting, and pagination across devices and platforms.

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