How to convert Excel to PDF (without formatting problems)

1 min read·24 July 2026

Converting an Excel file to PDF is simple, but the formatting often goes wrong: columns get cut off, charts end up in the wrong place, or tables split awkwardly across pages. Here is how to do it right.

Export via Excel itself

In Microsoft Excel choose File → Export → Create PDF/XPS. This gives you the most control. Before doing so, adjust the print area, page size and margins under the Page Layout tab so everything fits neatly on the page.

Columns do not fit on the page

Go to Page Layout → Width: 1 page. Excel automatically scales your spreadsheet so all columns fit on one page wide. You can leave the height on "Automatic" if you want each row on its own page.

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Setting the print area

Select only the cells you want in the PDF, go to Page Layout → Print Area → Set Print Area. That way empty rows and columns outside the selection are excluded.

Excel on Mac or via Google Sheets

On a Mac go to File → Print → Save as PDF. In Google Sheets choose File → Download → PDF. Google Sheets has handy options for margins, scaling and page orientation in the export window.