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Quick answer
To convert Excel to PDF, open Zappy Excel to PDF, add your XLSX, XLS or CSV file and click Convert to PDF. The PDF downloads with column widths, borders and number formatting kept. In Excel itself, use File > Save As and choose PDF.
How to convert Excel to PDF in 3 steps
Add your spreadsheet
Open Excel to PDF and drop in an XLSX, XLS or CSV file up to 25 MB.
Convert it
Click Convert to PDF. Column widths, borders, fills, merged cells and number formats carry across.
Download the PDF
The PDF downloads straight away. Formulas appear as the values they showed when you converted.
How to fit an Excel sheet on one page
The most common problem with Excel PDFs is a sheet that splits across several pages. Fix the layout in Excel before converting:
- Go to Page Layout and set Orientation to Landscape for wide sheets.
- Under Scale to Fit, set Width to 1 page (leave Height on Automatic for long lists).
- Set a Print Area if you only want part of the sheet in the PDF.
- Save, then convert or choose File > Save As > PDF.
How to save as PDF in Excel
On Windows, choose File > Save As (or File > Export > Create PDF/XPS) and pick PDF. On a Mac, choose File > Save As and set the file format to PDF. Click Options on Windows to include the whole workbook instead of only the active sheet.
How to convert Excel to PDF without losing formatting
- Use standard fonts. Calibri, Arial and Aptos convert exactly.
- Widen tight columns. A column showing ##### in Excel will show it in the PDF too.
- Format numbers as currency or dates so they stay readable rather than turning into raw numbers.
- Check gridlines. Gridlines on screen do not print unless you add borders or turn on Print Gridlines.
Converting a CSV file to PDF
CSV files have no formatting of their own, so the PDF shows the data as a clean table. For wide CSV files, open them in Excel or Google Sheets, adjust column widths and orientation, save as XLSX, then convert.
When a PDF beats a spreadsheet
- Sending an invoice, quote or budget that nobody should edit.
- Sharing a report with people who don't have Excel.
- Attaching a schedule or roster to an email or printing it.
Frequently asked questions
How do I convert Excel to PDF for free?
Open Zappy Excel to PDF, add your XLSX, XLS or CSV file and click Convert to PDF. The PDF downloads with no account or watermark.
How do I convert Excel to PDF without losing formatting?
Use standard fonts, widen columns that show #####, and set orientation and Scale to Fit before converting. Borders, fills and number formats carry across.
How do I fit an Excel sheet on one PDF page?
In Page Layout, set Scale to Fit Width to 1 page and choose Landscape for wide sheets, then convert.
Do formulas still work in the PDF?
No. A PDF cannot recalculate, so each formula shows the value it had when you converted.
Can I convert a CSV file to PDF?
Yes. Excel to PDF accepts CSV as well as XLSX and XLS files.
How do I convert Excel to PDF on a Mac?
In Excel for Mac, choose File, Save As and set the format to PDF. Or upload the file to Zappy Excel to PDF.
What happens to my spreadsheet?
It is converted on our server and deleted automatically afterwards. It is never shared.