Export a range of cells or Excel workbook as PDF

Microsoft Excel logo on a green background

To export a range of cells as PDF, first select the range with your cursor or using keyboard shortcuts. Select File > Export > Create PDF/XPS Document. In Windows, click the “Options” button and choose “Selection” or “Entire workbook” under “What to publish”. On a Mac, these options appear at the bottom of the save dialog box.

If you want to share data from Excel without sharing the Excel file, you can export a selection of cells or the entire workbook as a PDF. The result is a super handy document that you can share in any way you want.

Export an Excel cell range as a PDF in Windows

If you have a particular range of cells you want: export to a PDF, you can do it in just a few steps.

RELATED: How to send Word, Excel or PowerPoint files as PDF

Select the cells you want to export. You can do this by dragging your cursor through adjacent cells or by holding down Ctrl while selecting nonadjacent cells.

Note that if you choose non-adjacent cells, they may appear on separate pages in the PDF document.

Selected cell range in Excel

Go to the File tab and select “Export” on the left. On the right side, choose “Create PDF/XPS Document” and click the Create PDF/XPS button.

Create a PDF or XPS document in the Export section of Excel

When the Publish as PDF or XPS window opens, choose a location to save the file. Change the file name if necessary and confirm that PDF is selected in the Save as type drop-down list. Then select ‘Options’.

Publish box for location, name and options

In the Options window, choose “Selection” in the What to publish section. Click “OK” in the Options window, then click “Publish” in the Publish as PDF or XPS window.

Publish Options window to choose Selection

Navigate to the location where you saved the PDF to access the file.

Exported PDF file with selected cells from Excel

Export an Excel workbook as PDF on Windows

You may want to export the entire workbook as a PDF file. You can do this by following the same basic steps as above for exporting a range of cells.

Before you start, keep in mind that you don’t have an option to select the page breaks in advance. Sheets with a lot of data are transferred to the other pages by default. If you want one sheet per page, check out our how-to for insert page breaks in excel first.

RELATED: Insert, edit, or delete page breaks in Microsoft Excel

When you are ready to export your Excel workbook, go to the File tab and select “Export” on the left. On the right side, choose “Create PDF/XPS Document” and click the Create PDF/XPS button.

Create a PDF or XPS document in the Export section of Excel

Choose a file location, change the file name if necessary, and confirm PDF is selected in the Save as type drop-down list. Then select ‘Options’.

Publish box for location, name and options

Under What to publish, choose “Full workbook”. If you want to ignore print areas you set in the workbook, you need to check that box in the same section. You can then use the page range and other areas and options as needed.

Publishing Options window to choose the whole workbook

Click “OK” in the Options window and “Publish” in the Publish as PDF or XPS window. Then go to the location where you saved the PDF file to open it.

Exported PDF for a workbook from Excel

Save Excel to a PDF on Mac

Just like in Windows, you can convert a selection of cells or a workbook into a PDF on Mac. The steps are slightly different from the ones above.

When you open the workbook, if you want to export a range of cells, choose a sheet and select the cells. To save the whole workbook as PDF, simply open it.

Select File > Save As from the menu bar. When the window appears, choose a location and change the file name if necessary. Then select “PDF” from the File Format drop-down list.

Save as Box for Excel to PDF on Mac

To export the cell range, choose “Selection” which displays the selected cells for you to confirm. Choose “Workbook” to export the entire workbook.

Workbook and selection options for a PDF from Excel on Mac

Select “Save” when you’re done and then go to your chosen location to access the PDF.

Whether you want to share part of your Excel sheet or back up a specific version of a workbook, exporting to a PDF file is a solid option.

For more information, see how to how to insert a PDF into Excel or how to import data from a PDF into your workbook.

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