Export Excel Into PDF

Updated on March 1, 2024
Article byJeevan A Y
Edited byAshish Kumar Srivastav
Reviewed byDheeraj Vaidya, CFA, FRM

What Is Export Excel Into PDF?

Export Excel into PDF is a method to convert data from Excel sheet into PDF. There are 2 methods to export data sheet from Excel into PDF.

In this article, let us learn how to export data from Excel into PDF with apt examples.

Key Takeaways

  • Export Excel into PDF is used to save our excel data sheet into PDF.
  • If the data is too large for a single page, PDF may move it to the next sheet.
  • The code may save the entire worksheet content as a PDF file.
  • Once we’ve copied the macro code, we must save the workbook as “Macro-Enabled Workbook.”
  • To export Google Sheets documents, open the desired sheets, activate them by clicking on them, then select “Download” from the “File” menu and choose the desired file format like Microsoft Excel.

How To Change Or Export Excel Files Into PDF?

Changing or exporting Excel files into PDF is indeed a simple task. Consider the below examples to learn the 2 methods to export Excel files into PDF.

You can download this Export Excel to PDF Template here – Export Excel to PDF Template

Examples

Below are the examples of exporting Excel files into PDF.

Example #1

Save Spreadsheet as PDF File!

For example, look at the below data or chart, which shows the department hierarchy.

Export Excel into PDF Example 1.1

We can choose “Save As” from the “File” option and select the “Save as type” as “PDF.”

Export Excel into PDF Example 1.2

It may still be the file as a “PDF,” but look how it looks when we open it.

Export Excel into PDF Example 1.3

It came on two different sheets in PDF, which makes no sense whatsoever. If you click “Save As” and select “PDF” as the file type, this happens when the file or spreadsheet content exceeds the size of a single PDF sheet.

We need to select the content area when trying to save it as a “PDF” file. Then, press “Ctrl + P” to open below the print previewPrint PreviewPrint preview in Excel is a tool used to represent the print output of the current page in the excel to see if any adjustments need to be made in the final production. Print preview only displays the document on the screen, and it does not print.read more window.

Export Excel into PDF Example 1.4
Example 1.5

Under “Settings,” choose “Fit Sheet on One Page.”

Example 1.6

Now, click on “Save As” in the same window and choose “PDF” as the file type.

Example 1.2

As a result, it will fit the whole data into a single PDF page.

Example 1.7

It is a common technique we all have used regularly.

However, what if a button can produce a PDF file of the Excel spreadsheet? We can do this by using VBA coding. Follow the below steps to create VBA codeSteps To Create VBA CodeVBA code refers to a set of instructions written by the user in the Visual Basic Applications programming language on a Visual Basic Editor (VBE) to perform a specific task.read more to convert the Excel sheet as PDF.

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Example #2 – Using VBA Code

The following are the steps to convert an Excel sheet to PDF using VBA code.

Step 1: We must first Declare variables in VBADeclare Variables In VBAVariable declaration is necessary in VBA to define a variable for a specific data type so that it can hold values; any variable that is not defined in VBA cannot hold values.read more, as shown below.

Export Excel into PDF using VBA Example 2.1

Step 2: Now, set “Workbook” and “Worksheet” reference to variables “Ws” and “Wb.”

Export Excel into using VBA PDF Example 2.2

Step 3: To give the file a name, we need to record the current time, i.e., the time of running the code. Then, we must set the time to the variable “SaveTime.”

Export Excel into PDF using VBA Example 2.3

Step 4: Now, we need to save the PDF file to the exact location of the workbook that we are working on. Assign this value to the variable “Save Path.”

Export Excel into PDF using VBA Example 2.4

Step 5: To create a unique file name, we need to combine the file names and time.

Export Excel into PDF using VBA Example 2.5

Step 6: After that, we need to give the option of choosing the destination path to save the file.

Export Excel into PDF using VBA Example 2.6

Step 7: Now, we need to create a PDF file.

Export Excel into PDF using VBA Example 2.7

In case any error occurs, we need to handle this as well. So, the below code will do the same.

Example 2.8

Below is the full code for your reference.

Code:

Sub Excel_To_PDF()

   'Declare Variables
   Dim Ws As Worksheet
   Dim Wb As Workbook
   Dim SaveTime As String
   Dim SaveName As String
   Dim SavePath As String
   Dim FileName As String
   Dim FullPath As String
   Dim SelectFolder As Variant

   'Set Variables
   On Error GoTo EH
   Set Wb = ActiveWorkbook
   Set Ws = ActiveSheet

   'Record Current Time
   SaveTime = Format(Now(), "yyyy mm dd  _ hhmm")

   'Record Current Workbook Folder Path Address
   SavePath = Wb.Path
   If SavePath = "" Then
       SavePath = Application.DefaultFilePath
   End If
   SavePath = SavePath & ""

   'Give File a Name
   SaveName = "PDF"
   FileName = SaveName & "_" & SaveTime & ".pdf"

   'Instruct Where to save
   FullPath = SavePath & FileName

   'Enable folder picker to choose where to save the file
   SelectFolder = Application.GetSaveAsFilename _
       (InitialFileName:=FullPath, _
           FileFilter:="PDF Files (*.pdf), *.pdf", _
           Title:="Select Folder and FileName to save")

   'Create PDF File
   If SelectFolder <> "False" Then
      Ws.ExportAsFixedFormat _
         Type:=xlTypePDF, _
         FileName:=SelectFolder, _
         Quality:=xlQualityStandard, _
         IncludeDocProperties:=True, _
         IgnorePrintAreas:=False, _
         OpenAfterPublish:=False
    End If

exitHandler:
       Exit Sub
EH:
       MsgBox "Not Able to create PDF file"
       Resume exitHandler
End Sub

We must copy this code and paste it into the module of the Visual Basic Editor. To open the Visual Basic Editor, we must press “Alt + F11.” We get the following option when we run this code by pressing the “F5” key.

Example 2.9

We can see that the Excel file is now converted into PDF.

Example 2

Important Things To Note

  • PDF may push the extra content to the next sheet if the data does not fit on a single page.
  • The code may create the entire worksheet content as a PDF file.
  • Once we copy the macro code, we need to save the workbook as “Macro-Enabled Workbook.”

Frequently Asked Questions

1. How do I convert Excel to PDF in one sheet?

To adjust the size of a spreadsheet, go to Page Layout – Size and select A3. All columns will fit on one page. Convert the file into a PDF by going to File – Export – Create PDF – Publish.

2. How to export PDF to Excel and keep formatting?

The process involves:

• Copying a PDF table.
• Converting it into a Word document.
• Converting it into a table.
• Copying the table to Excel, and formatting and editing the Excel table.

3. How to export a PDF table into Excel?

To export a PDF table into Excel, one must follow these steps:

• Open a PDF file in Acrobat.
• Select the “Export PDF” tool.
• Choose “spreadsheet” as export format.
• Select “Microsoft Excel Workbook” as export format.
• Click “Export.”

Recommended Articles

This article is a guide to the Export Excel into PDF. Here, we discuss how to change/convert an Excel file into PDF using simple Excel and VBA examples and a downloadable Excel sheet. You can learn more about Excel from the following articles: –