badlo
Sending a spreadsheet to someone who only needs to read it? A PDF keeps your numbers fixed and opens anywhere. Upload an Excel file and get a PDF for reports, invoices and quotes.
How to use the Excel to PDF Converter
- Upload your XLS or XLSX file.
- Press PDF to convert it.
- Download the PDF and send or print it.
What to expect
Numbers stay put
Readers see the values without being able to change a formula by accident.
Easy to print
A PDF is simpler to print and attach than a live workbook.
Wide sheets
Very wide sheets may split across pages, so setting the print area in Excel first can help.
When a PDF beats a spreadsheet
A workbook is great for working on numbers, but it isn't always the best thing to send. Someone may change a cell by accident, or open it on a phone and see only a tiny part of the sheet. A PDF gives them a fixed page that is simple to read.
- Monthly reports and budgets for managers or clients.
- Invoices and quotes that shouldn't be changed after sending.
- Timetables, rosters and price lists for printing.
- Results and records that need attaching to an email or an application.
Prepare your sheet for a tidy PDF
Most problems with Excel PDFs come from page setup, not from the conversion. A couple of minutes in Excel can make a big difference.
- Set a print area so that only the cells you want are included.
- Switch wide sheets to landscape in Page Layout.
- Use Fit to 1 page wide, so that columns don't spill onto extra pages.
- Widen any columns showing #### so that the numbers can be seen.
- Hide helper columns and scratch sheets you don't want others to see.
XLS and XLSX
If an older XLS file gives you trouble, open it in Excel, save it as XLSX and try again.
| Format | What it is | Works here? |
|---|---|---|
| XLSX | The current Excel workbook format | Yes |
| XLS | The older Excel format from before 2007 | Yes |
What's kept in the PDF
The PDF shows the values in your cells as they appear at the moment of conversion. Formulas themselves aren't visible in the result, which is useful when you want to share totals without sharing how they were calculated. Keep in mind that hidden sheets and cells may still need checking, so look over the PDF before you send anything sensitive.
Related spreadsheet and document tools
To get data back out of a PDF, use PDF to Excel. For other Office files, see Word to PDF and PowerPoint to PDF. The full list is on the PDF tools page.
If your PDF doesn't look right
| What you see | Likely cause | What to do |
|---|---|---|
| Columns on separate pages | The sheet is wider than a page | Set landscape and Fit to 1 page wide |
| #### in a cell | The column is too narrow | Widen the column in Excel |
| Tiny, unreadable text | Too much squeezed onto one page | Allow more pages, or split the sheet |
| Blank extra pages | Stray formatting far from your data | Set a print area around your data |
| Old values | Formulas were not recalculated | Open the file, recalculate and save it first |
| An error when converting | A damaged or protected file | Remove the password, or save a fresh copy, and try again |
Making reports look professional
A little layout work helps readers a lot. Add a title and a date at the top of the sheet so that the PDF makes sense on its own. In Page Layout, set rows to repeat at the top, so your column headings appear on every page. Use Page Break Preview to see where pages will end, and move the breaks so tables aren't split awkwardly. Bold your totals, and keep color to a minimum in case the PDF gets printed in black and white.
Before you share financial documents
Spreadsheets often contain more than you realize. Look through the PDF page by page before you send it, and confirm that it shows only what the recipient should see. If you need to hold on to the live version, keep the workbook and send only the PDF.
Frequently asked questions
How do I save an Excel sheet as a PDF online?
Upload the workbook and press PDF. The PDF downloads when it is ready.
Which Excel formats are supported?
XLSX and the older XLS format.
Do I need Excel installed?
No. The conversion happens on our server, so you only need a browser.
Are my spreadsheets stored?
Your files are only used for the conversion and are deleted from the server afterwards.
Are all sheets in my workbook converted?
Sheets are converted according to how the workbook is set up, so check the page count and hide anything you don't want included.
Why did my sheet split across several pages?
It is wider than one page. Set landscape and Fit to 1 page wide in Excel before you upload it.
Can someone edit the numbers in the PDF?
A PDF isn't meant for editing in the way a spreadsheet is, though it isn't locked either, so don't treat it as tamper-proof.
Can I convert several workbooks at once?
Yes. Select several files and you get a ZIP with one PDF for each workbook.
Helpful guides
- How to Copy a Table From a PDF Into ExcelMove statements and invoices into a spreadsheet, then check that the numbers are right.
