If you are anything like me, you've spent hours making that Excel spreadsheet, cleaning the data, and getting your calculations just right, only to realize at times it is not ideal to share an editable XLSX file. And that is where converting your XLSX to PDF comes in. PDF is a universally recognized, professional format that keeps your data consistent and preserves structure and formatting across any platform. In this article, I will show you different ways to convert XLSX into PDF in Excel, Google Sheets, or third-party software like WPS Office. Follow these easy steps with constructive tips to get you going.
Why Convert XLSX to PDF?
At first glance, it may not be obvious why anyone would need an XLSX file changed to PDF form. But while XLSX is very user-friendly with its data functionality, PDF has a host of advantages when it comes to sharing your spreadsheets with these features:
Universally Compatible: They can open easily on nearly all devices and avoid the possible dilemma of recipients using Excel or no similar installed applications.
Preserves Format: With PDFs, you are guaranteed that down to the nth system, layout, fonts, and design remain intact.
Security and Privacy: By converting your XLSX file to a PDF, you ensure security. No one can edit the document's contents, which is helpful when sharing sensitive data.
Converting XLSX to PDF enhances professionalism and security, whether you're sending a report to a colleague, submitting a financial statement, or simply printing out a clean version of your work.
Various Ways to Convert XLSX to PDF
There are several ways of converting the XLSX file to PDF; each has its merits. This section shall look into the methods you can use for the conversion. These methods will be easy to use and quickly get you through with your conversion. Let's see exactly how each option works in detail.
1. Convert XLSX to PDF with the Use of WPS Office
WPS Office is a good alternative if you want to convert XLSX to PDF more robustly and securely. A fully featured complete office suite with a spreadsheet utility included, similar to Excel in many ways, which allows users to convert the spreadsheet into a PDF format without much hassle. Here's how you can:
Step 1: Open your XLSX file in the WPS Spreadsheet under the WPS Office suite.
Step 2: Clean up the formatting to represent your data as you want it.
Step 3: Click the File tab, then select Export to PDF from the list.
Step 4: The PDF settings will pop up, where you can change the quality of the PDF, page size, and orientation.
Step 5: After you have set whatever you want, click Export and choose where to save your new PDF file.
However, unlike Google Sheets, WPS Office has advanced formatting control options and a fully integrated Office suite of tools. Besides, WPS Office is available for multiple platforms, such as Windows, Mac, Android, and iOS.
2. Using Microsoft Excel
By default, XLSX files open in Microsoft Excel. It does have an inbuilt option for saving your spreadsheet as a PDF. Here is how you do that:
Step 1: First, open your XLSX file in Microsoft Excel.
Step 2: Format your spreadsheet: If you haven't already, make necessary adjustments to the layout, such as resizing columns, adjusting fonts, and adding borders for presentation purposes.
Step 3: Once you have your spreadsheet just the way you want it, click the File menu and select Save As.
Step 4: Select PDF in the "Save as type" dropdown menu.
Step 5: Choose where to save the file, then click Save.
Excel also provides options to optimize the PDF for either standard printing or smaller file size. You can even select specific ranges of the worksheet to convert, making it highly customizable.
3. Using Google Sheets
Google Sheets is another excellent tool for working with spreadsheets, especially if you need access to editing your files from any place. Converting an XLSX file to PDF here is not hard at all. Here are the steps you take:
Step 1: Upload your XLSX file to Google Drive.
Step 2: Open the file in Google Sheets.
Step 3: If needed, format your data for better presentation.
Step 4: Tap the menu option File >> Download >> PDF Document.
Step 5: A pop-up window opens to let you modify page size, margins, and orientation, among others,
Step 6: In this window, you can change anything. Tap Export, and Your XLSX will be converted into a PDF.
While free, web-based Google Sheets has much more limited formatting options —compared at least to Excel, especially more complex spreadsheets.
Why WPS Office Is the Best Option to Convert XLSX to PDF
Among the alternatives available to convert XLSX to PDF, WPS Office is superior for several reasons. These are:
1. Cross-Platform Compatibility
WPS Office seamlessly integrates across all major platforms. That means you can convert your files without a hitch whether you use a Windows PC, Mac, or mobile device.
2. Advanced Feature
WPS Office indeed has many advanced features that will help you perfect your XLSX file before conversion. You can adjust fonts, columns, rows, and page layout options. You can even insert images, graphs, and other elements to enhance your spreadsheet.
3. Security and Privacy
Unlike some online converters, WPS Office does not require uploading your files to third-party servers. This means your data is private and secure, especially for sensitive information.
4. AI-Powered Features
Advanced AI tools integrated into WPS Office automatically align the layout, font sizes, and spacing to make your spreadsheet readable and professional-looking. The AI also helps optimize your document for PDF conversion, reducing formatting issues.
FAQs
1. How do I change XLSX to PDF on mobile?
You can open your XLSX file through an Android or iOS application of WPS Office and convert it into a PDF. The steps are similar to the ones on the desktop: open the file, format it, and select the option to export it as a PDF.
2. How do I convert only a specific range of cells to PDF?
Yes, in both Excel and WPS Office, you can select several cells and Export only your selection as a PDF. This is quite useful when you don't need to convert the whole spreadsheet.
3. Is there a free way to convert XLSX to PDF?
Of course, Microsoft Excel and Google Sheets offer free XLSX conversions to PDF. Besides, although WPS Office allows a free version to create PDFs, other advanced features only appear in its premium version.
Summary
This article reviewed several ways to convert XLSX to PDF using Microsoft Excel, Google Sheets, and WPS Office. Each has positive aspects, but WPS Office offers an excellent interface and practical tools to convert PDF documents. Converting PDF documents can be fast and easy with a desktop or mobile version of WPS Office. WPS Office supports AI-driven functionality, ensuring complete smoothness, making file conversions accurate and problem-free, and saving more time to increase overall productivity.
