Guide

    Guide: Excel to PDF

    Detailed guide on how to use this tool

    Table of contents

    Why convert Excel to PDF

    PDF is the standard for sharing spreadsheets, reports and estimates with external recipients:

    • Displays identically on any device and any version of Excel
    • Cannot be accidentally edited — data is locked
    • Easy to email and upload to portals
    • Prints correctly with defined margins and orientation

    Step-by-step instructions

    Step 1: Prepare the spreadsheet

    This step determines how the table looks in the PDF.

    Set the print area. Select the cells you need → Page Layout → Print Area → Set Print Area. Without this, Excel may include blank columns.

    Check orientation. For wide tables, use landscape: Page Layout → Orientation → Landscape.

    Fit to width. If the table is too wide for one page: Page Layout → Page Setup → Fit to 1 page wide.

    Review page breaks. View → Page Break Preview — blue lines show where new pages start.

    Step 2: Convert online

    1. Open Excel to PDF.
    2. Upload the XLSX file (up to 500 MB; XLS also supported).
    3. Click "Convert" and wait for processing.
    4. Download the PDF.

    Step 3: Check the result

    Open the PDF and verify:

    • all columns fit on the page
    • charts and images display correctly
    • page numbering matches expectations

    If the table is cut off, return to Excel and adjust the print area or scale.

    Tips for best results

    Fonts. Use standard fonts (Arial, Calibri, Times New Roman) — non-standard fonts may be substituted during server-side conversion.

    Multiple sheets. All sheets are converted into one PDF — each sheet starts on a new page. To convert only one sheet, delete the rest or copy it to a new workbook.

    Formulas. Only calculated values appear in the PDF, not formulas themselves. Ensure all formulas are recalculated (Ctrl+Alt+F9).

    Frequently asked questions

    Do I need Microsoft Excel installed?

    No. The tool works entirely online without any software installation.

    Are charts preserved?

    Yes, charts are rendered as images and saved in the PDF visually. Interactivity (hover tooltips, filters) is not transferred — only the static view.

    Why is part of my table cut off?

    The table is wider than the print area. Open Excel, set the print area or switch to landscape orientation, save and re-upload.

    Can I convert XLS (old format)?

    Yes, both XLS and XLSX are supported. XLSX is recommended for more predictable results.

    Get started