Exporting a Cell Range or Excel Workbook as a PDF

Exporting your Excel data as a PDF allows you to share or back up your work in a widely accessible format. Whether you want to export a specific cell range or the entire workbook, Excel makes it easy on both Windows and Mac. Here’s how to do it:

Export a Cell Range as PDF on Windows

1. Select the Range:
   • Highlight the cells you want to export by dragging your cursor or holding the Ctrl key to select non-adjacent cells.
2. Go to Export:
   • Click on File > Export.
   • On the right, choose Create PDF/XPS Document and click Create PDF/XPS.
3. Adjust Options:
   • In the Publish as PDF or XPS window, select where to save the file and optionally adjust the file name.
   • Ensure PDF is selected in the Save as Type dropdown.
   • Click on Options.
   • In the Publish What section, select Selection to export only the selected cells.
4. Save as PDF:
   • Click OK, then Publish.
   • The PDF will be saved at the location you chose.

Export an Entire Workbook as PDF on Windows

1. Select Export Option:
   • Follow the same steps as above to open File > Export > Create PDF/XPS Document.
2. Adjust Workbook Options:
   • In the Publish What section, choose Entire Workbook.
   • If you want to ignore print areas, check the box for Ignore print areas.
3. Save the Workbook as PDF:
   • Click OK, then Publish.
   • Navigate to your saved location to access the PDF.

Export Excel Data as PDF on Mac

1. Select the Range or Workbook:
   • If you want to export a cell range, select the cells. For the entire workbook, just open the workbook.
2. Save As PDF:
   • Go to File > Save As.
   • Choose a location and filename.
   • In the File Format dropdown, select PDF.
   • To export the selected range, choose Selection; for the entire workbook, choose Workbook.
3. Save the File:
   • Click Save and access the PDF in your chosen location.

Tips for Exporting to PDF

• If your data spans multiple pages, you may want to adjust page breaks beforehand. This can be done via Page Layout > Breaks in Excel.
• On both Windows and Mac, the Options button offers more detailed settings, such as choosing specific pages or excluding print areas.
• Exporting to PDF is a great way to share data without sharing the full Excel file, ensuring data integrity and readability.

For advanced features, you can also import data from PDFs into Excel or insert a PDF into an Excel workbook for further analysis.

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