Save Excel Files as PDF
Return to: What's New in Excel 2010.
One of the new features in Excel 2010 is the ability to save Excel spreadsheets as PDF files. A PDF file (Portable Document Format) allows others to view documents without needing the original program - like Excel installed on their computer. Instead, users can open the file with a free pdf reader program.
A PDF file also allows you to let others view spreadsheet data without giving them the opportunity to change it.
For help with these steps see the image above.
- Open an Excel file that you want to save as a PDF file.
- Click on the File tab of the ribbon to view the available menu options.
- Click on Save As option to open the Save As dialog box.
- Choose a location for saving the file under the Save In line at the top of the dialog box.
- Type a name for the file under the File name line at the bottom of the dialog box.
- Click on the down arrow at the end of the Save as type line at the bottom of the dialog box to open the drop down menu.
- Scroll through the list to find the PDF (*.pdf) option located third from the bottom in the list of available file types.
- Click on the PDF (*.pdf) option to make it appear in the Save as type line of the dialog box.
- Once you have chosen to save the file in PDF format, an Options button appears in the Save As dialog box.
- The Options button gives you a number of choices regarding what information and data is saved in PDF format.
- By default, all pages of the current or active sheet will be saved in pdf format.
- If you wish to adjust which pages and / or sheets of your workbook are saved in PDF format click on the Options button to open the Options dialog box.
- Make the necessary changes and then click OK to return to the Save As dialog box.
- Click the Save button in the Save As dialog box to save the file and return to your Excel file.
- Remember, to view the saved PDF file you will need to have a PDF file reader program installed on your computer.