To export a range of cells as a PDF, first select the range with your cursor or keyboard shortcuts. Select File > Export > Create PDF/XPS Document. On Windows, click the “Options” button and choose “Selection” or “Whole Book” under “Publish What.” On a Mac, these options are displayed at the bottom of the Save dialog.
If you want to share Excel data without sharing the Excel file, you can export a selection of cells or the entire workbook as a PDF. The result is a super useful document that you can share any way you want.
Export a range of Excel cells as a PDF on Windows
If you have a particular cell range that you want to export to a PDF, you can do it in just a few steps.
RELATED: How to send Word, Excel, or PowerPoint files as PDFs
Select the cells you want to export. You can do this by dragging the cursor across adjacent cells or by holding down the Ctrl key while selecting non-adjacent cells.
Please note that if you choose non-adjacent cells, they may be displayed on separate pages in the PDF document.
Go to the File tab and select “Export” on the left side. On the right, select “Create PDF/XPS Document” and click the Create PDF/XPS button.
When the Publish as PDF or XPS window opens, choose a location to save the file. Optionally, adjust the file name and confirm that PDF is selected in the Save as type dropdown box. Then select “Options.”
In the Options window, choose “Selection” in the Publish what section. Click “OK” in the Options window and then “Publish” in the Publish as PDF or XPS window.
Browse to the location where you saved the PDF to access the file.
Export an Excel workbook as a PDF on Windows
Maybe you want to export the entire workbook as a PDF file. You can do this by following the same basic steps as above to export a range of cells.
Before you begin, note that you won’t have the option to select page breaks ahead of time. By default, data-heavy sheets are moved to the other pages. If you want one sheet per page, take a look at our tutorial to insert page breaks in Excel first.
RELATED: How to insert, edit or delete page breaks in Microsoft Excel
When you’re ready to export your Excel workbook, go to the File tab and select “Export” on the left. On the right, select “Create PDF/XPS Document” and click the Create PDF/XPS button.
Choose a file location, optionally adjust the file name, and confirm that PDF is selected in the Save as type dropdown box. Then select “Options.”
Under Publish what, choose “Entire workbook”. To ignore any print area you have configured in the workbook, make sure to check that box in the same section. You can then use the page range and other areas and options as needed.
Click “OK” in the Options window and “Publish” in the Publish as PDF or XPS window. Then visit the location where you saved the PDF file to open it.
Save Excel to a PDF on Mac
Just like on Windows, you can convert a selection of cells or a workbook to a PDF on Mac. The steps are slightly different than above.
When you open the workbook, please choose a sheet and select cells if you want to export a range of cells. To save the entire workbook as a PDF, simply open it.
Select File > Save As from the menu bar. When the window appears, choose a location and optionally adjust the file name. Then select “PDF” in the File Format dropdown box.
To export the cell range, choose “Selection”, which shows the selected cells for you to confirm. To export the entire workbook, select “Workbook”.
Select “Save” when finished, and then go to your chosen location to access the PDF.
Whether you want to share part of your Excel sheet or backup a specific version of a workbook, exporting it to a PDF file is a solid option.
For more information, see how to insert a PDF into Excel or how to import data from a PDF into your workbook.