How to Convert XLSX to PDF: 4 Solutions

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Converting XLSX to PDF is essential for streamlined data sharing without the worry of losing formatting or unauthorized information change.

This article examines 4 methods of transforming an Excel spreadsheet into a PDF document. Evaluating these XLS or XLSX to PDF conversion options will help enhance productivity and document management capabilities.

What is an XLSX file?

A spreadsheet created by Microsoft Excel is known as an XLSX file. It stands for "XML Spreadsheet" and is the successor to the older XLS format.

To open an XLSX file, you will need software that can read and manipulate spreadsheets. This can be Microsoft Excel itself, or other programs like Google Sheets, LibreOffice Calc, etc. There are also online document viewers to help you open this type of digital file.

Another option is to convert XLSX into a more widely accessible format like PDF. Sharing it with someone without a spreadsheet application is made possible with this solution

Icecream PDF Converter

Converting XLSX documents to a PDF format has the potential to be a valuable skill for various purposes, such as creating visually appealing reports or sharing critical information with others.

Icecream PDF Converter is software designed to convert various file formats to and from PDF. It offers features such as batch conversion, the ability to merge several images into a single PDF, and the option to choose specific pages for conversion. This free PDF converter supports a range of file formats including DOC, EPUB, JPG, and more, making it a versatile solution for document management needs.

See the steps outlined below to convert Excel to PDF with this program:

  1. Download and install the XLSX to PDF converter on your computer.
  2. Open the software and proceed to the "To PDF" tab.
  3. Click the "Add file" button. A pop-up window will appear where you can select the XLSX file that you want to convert.
  4. If you want to make any changes to the output file, you can open additional settings by clicking the gear icon.
  5. When ready, hit the "Convert" button to start the process.
How to convert XLSX to PDF on Windows

Pros:

  • PDF converter for PC supports batch conversion, allowing you to convert multiple files at once.
  • The PDF software has a friendly interface, making it easy for anyone to use.
  • It offers high-quality output with customizable settings.
  • The converter is available for free with limited features or as a paid version with full features.

Icecream PDF Converter is a hassle-free and productive approach to be used as an Excel to PDF converter that can provide you with valuable time and effort savings.

Google Drive

Google Drive also enables an easy way to convert Excel to PDF. This provides a convenient and free solution for changing the file format without any software or even the need to download the spreadsheet to a device if you store your documents online.

To use this converting method, see the guide below:

  1. Go to your Google Drive. Upload the spreadsheet file to the storage if it's not already there.
  2. Right-click the file, select elect elect "Open with" and choose "Google Sheets".
  3. There, navigate to the "File" menu and pick "Download". Choose "PDF (.pdf)" as the output format.
  4. Make adjustments to the orientation, scale, margins, and other settings. Hit "Export".
  5. The file will be saved in your "Downloads" folder.
Convert Excel spreadsheet to PDF with a drive

Pros:

  • Quick and easy PDF conversion process.
  • No need for third-party software.
  • Can be accessed from any device with an internet connection.
  • Free to use for an unlimited time.

Cons:

  • Requires a Google account.

Using the cloud-based platform Google Drive to convert XLSX files to PDF is a convenient and efficient method, particularly for individuals without access to specialized software.

Microsoft Excel

Microsoft Excel offers a built-in feature to convert XLSX files to PDF format without requiring any additional program. This method provides a straightforward way to perform the task directly within the Excel application, ensuring compatibility and ease of use for Microsoft Office users.

The instructions on how to save the XLSX as a PDF is below:

  1. Install the program if you don't have it on your computer.
  2. Open the XLSX file for conversion with the app.
  3. Go to the "File" menu and select "Save as Adobe PDF" from the left-hand list.
  4. A new window will popup where you can choose the location and name for your PDF file. Once you have selected the destination, hit "Save".
Excel to PDF converter within Microsoft

Pros:

  • No need for additional PDF software or tools.
  • The conversion process is quick and easy.

Cons:

  • Restricted ability to set specific parameters (like a password) of the final PDF document.
  • Macros and active content may not be preserved in the converted file.

Changing the XLSX format to PDF via Microsoft Excel proves to be an efficient and seamless method. It is adequate for basic conversions but may not be ideal for complex spreadsheets with advanced features.

Zamzar

Zamzar is an online file conversion service that supports various formats, including XLSX to PDF option. This convenient web tool offers a straightforward solution for switching the formats of documents (DOC, ODS, etc.), images (JPG, GIF, and more), videos (AVI, MKV, and so on) and audio files (OGG, MP3, and others).

To employ its Excel to PDF converter, do the following:

  1. Visit the website and click the "Choose Files" button. Locate the XLSX document for conversion and upload it into the tool.
  2. In the dropdown menu next to "Convert To", specify PDF as the output format.
  3. Enter your email address if you wish to be notified when the conversion will be finished.
  4. Press the "Convert Now" button. Wait for the processing to complete and download your file.
Converting Excel to PDF online

Pros:

  • No need for software installation.
  • Easily convert with a quick and simple process.
  • Accessible on all devices with an internet connection.

Cons:

  • The free version allows to convert 2 files per day.
  • The maximum file size is 50 MB with free access.
  • Limited storage for converted files.

The process of transforming XLSX into PDF using Zamzar requires minimal effort due to its intuitive interface and speedy performance. It is suitable for occasional users who do not want to install any software on their devices.

XLSX vs XLS

In the process of converting spreadsheets into PDFs, there are two main file types to keep in mind: XLSX and XLS. While they may seem similar, there are some key differences between the two.

FeatureXLSXXLS
TimelineIntroduced by Microsoft in 2007.Used in earlier versions of Excel.
CompatibilityDefault file format for newer Excel versions.Compatible with old and new versions of Excel.
File SizeGenerally small due to efficient compression.Can be large due to less efficient compression.
Data CapacitySupports up to 1 million rows and 16,000 columns.Handles up to 65,536 rows and 256 columns.
AdvantagesSmaller file size, faster processing and sharing.Historical compatibility, widely used in legacy systems.

When converting to PDF, both formats will produce basically the same end result. However, if you want a more modern and compact file, then XLSX would be the better option.

Why convert XLSX to PDF?

Converting XLSX to PDF has many benefits.

Preserves formatting

Keeping the layout of your spreadsheet untouched is a key motive for converting XLSX to PDF. When you share an Excel file with someone, there is a chance that the formatting may get altered or distorted on their end. Nevertheless, by converting the spreadsheet to a PDF file, you guarantee the document will retain its intended look.

Universal compatibility

The widespread use of the PDF format allows for easy accessibility on any device or operating system without the need for specialized tools. However, not everyone has Microsoft Excel installed on their device. Through the conversion of your XLSX file to a PDF, you expand its reach to a wider audience.

Security

Another benefit of using PDF format is its security features. You can password-protect your PDF file, preventing unauthorized access or modifications. This proves particularly valuable when exchanging confidential details, such as financial data or personal records.

Easy to print

PDFs are also easier to print compared to Excel files. They maintain their high-quality resolution and do not require any adjustments before printing. This makes it convenient for creating professional-looking reports, presentations, or invoices.

FAQ

How can I retain formulas when converting XLSX to PDF?
Advanced converters maintain cell formatting, fonts, and formulas during conversion, preserving the original spreadsheet's integrity in the resulting PDF.
Can I convert password-protected XLSX files to PDF?
Yes, some software allows conversion by inputting the password during the process, ensuring data security and confidentiality.

Conclusion

This article explored four ways to convert XLSX to PDF, providing valuable insight into optimizing document management processes.

By leveraging these methods, users can streamline their workflow, enhance productivity, and effortlessly transform XLSX files into polished PDF format. Select the most suitable option that aligns with your individual preferences and workflow requirements to unlock the potential for smoother and more efficient document conversions.

Alexandra Meyer

Editor-in-Chief at Icecream Apps

With experience spanning over several years, Alexandra Meyer holds the esteemed position of editor-in-chief at Icecream Apps. Originally involved in the website's establishment in 2014, Alexandra now ensures the maintenance of the company's exceptional content standards across their various projects. Specializing in technology, software, online services, and human resources, she has extensively written and edited numerous articles on these subjects.
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