How to Convert XLS to PDF

If you need to share Excel files safely, knowing how to convert XLS to PDF is key. PDFs keep your Excel layout, making reports and invoices look clean. Plus, they work well on any device, even if the other person has no Excel software. 

In this guide, you’ll learn simple steps on how to convert XLS file to PDF format without losing formatting. You’ll also see tips for combining multiple sheets, fixing common issues, and picking the best tools. Let’s make your Excel-to-PDF tasks easy and stress-free!

Top Benefits of Changing XLS Into PDF

Let’s look at how converting your Excel files to PDF can help you work smarter. These points will show you the practical advantages and help you decide when it’s the right choice for your needs.

Keeps Your File Format Safe

Converting XLS to PDF ensures your layout, colors, and fonts stay fixed. No matter who opens it, the file looks just like you saved it. This is especially helpful when you send files to people who don’t use Excel or have formatting issues. For more on this, consider using an Excel XLS converter.

Works on Any Device Easily

PDF files open on almost all devices without needing Excel or other special software. This makes sharing files simpler since anyone can view them on their computer, phone, or tablet. It saves you from dealing with app compatibility or software download problems.

Protects Your Data From Edits

When you save your Excel as a PDF, others can’t easily change your numbers or text. This keeps your data safe, especially when sharing financial reports or sensitive records. You can even add password protection for extra control over who can access the file.

Reduces File Size for Sharing

Turning an XLS file into a PDF often makes it smaller. This is useful when emailing or uploading large files because smaller PDFs send faster and meet attachment size limits. You avoid delays or errors caused by oversized Excel attachments in your emails.

Gives a Professional Look

PDFs give your Excel documents a clean, polished appearance. Whether sending invoices, reports, or presentations, the recipient will see a tidy file. It removes the risk of messy tables or broken layouts, helping you present your work in the best possible way.

How to Convert XLS to PDF: 5 Best Ways

Let’s walk through five useful ways to turn your Excel files into PDFs. These methods give you flexibility depending on what tools you have and what results you want.

Using Excel’s Save As Feature

• Open your Excel file and click File → Save As. This opens a window where you choose your save location.

• From the file format dropdown, pick PDF. This tells Excel to save your file as a PDF instead of an Excel sheet.

• Select where you want to save the file. You can pick your desktop or any folder on your computer.

• Click Save to finish. Now you have a clean, formatted PDF ready to share or print.

Using the Print to PDF Option

• Open your Excel file and go to File → Print. This opens the print menu, where you choose printer settings.

• Choose Microsoft Print to PDF as your printer. This tells the system to print to a PDF file, not paper.

• Click Print and pick a save location. A window will pop up asking where to save the PDF file.

• Name the file and click Save. Your Excel sheet is now saved as a PDF that looks like a printed page.

Using Online XLS to PDF Tools

• Search for a trusted online converter like Bank Statement Converter or iLovePDF. These sites work directly in your browser.

• Upload your Excel file to the website. Drag your file or use the upload button to add your document.

• Wait for the tool to process it. The tool will convert your Excel file automatically.
  

• Download the converted PDF. Once finished, you can download your clean PDF file.

• Save it to your device or cloud storage. Make sure to store the file safely for later use.

Using Google Sheets to Export

• Upload your Excel file into Google Drive. You can drag it into your drive or use the upload button.

• Open the file with Google Sheets. Google Sheets lets you work with Excel files online.

• Go to File → Download → PDF document. This tells Google Sheets to export the file as a PDF.

• Adjust settings like layout or scale. You can set how it should look before downloading.

• Download the PDF to your device. Now you have a PDF saved from your online Excel file.

Using Dedicated PDF Software

• Open your PDF software, like Adobe Acrobat or Nitro PDF. These tools offer extra options for file handling.

• Import or open the Excel file inside the software. Most programs let you drag in or browse to add your file.

• Select the option to convert or export to PDF. You’ll see options for saving or exporting the file format.

• Adjust settings if needed, like page layout or security. These tools often let you fine-tune the final PDF.
  

• Save the final PDF file to your computer. Your Excel file is now converted and ready with advanced options.

How to Convert Multiple Excel Sheets Into a Single PDF

You might want to combine several Excel sheets into one PDF for easier sharing. Let’s look at some simple ways you can do this without stress or confusion.

Select All Sheets Before Saving

First, click on all the Excel sheets you want to combine. Hold the Ctrl key and select each sheet tab. Then, go to File → Save As → PDF. Excel will include all the selected sheets in one single PDF file automatically.

Set the Right Print Area

Before you save, check that the print area covers everything you need. Go to Page Layout → Print Area → Set Print Area for each sheet. This ensures the combined PDF shows only the parts you want, avoiding empty or cut-off pages.

Use Excel’s Export to PDF Option

Another easy way is using the export option. Go to File → Export → Create PDF/XPS Document. This method automatically combines all selected sheets into a single PDF file and usually handles formatting better than the basic Save As option.

Check Page Layout and Margins

Make sure all your sheets use the same page layout. Go to Page Layout and set margins, orientation, and scaling consistently. This keeps the final PDF neat and makes sure all sheets align well, avoiding messy or misaligned pages when combined.

Try Third-Party Tools for Advanced Needs

If Excel’s built-in options don’t meet your needs, try third-party tools like Adobe Acrobat or online converters. These tools let you combine multiple Excel files or sheets and give you more control over layout, order, and extra features like password protection.

Recommended Converters for XLS to PDF Tasks

If you’re unsure which tool to use for converting Excel to PDF, don’t worry. These five best XLS to PDF converters that are easy, reliable, and perfect for different needs. Let’s explore what each one offers you.

Bank Statement Converter

Bank Statement Converter is designed for types of files, making XLS to PDF conversion simple and accurate. It handles columns, numbers, and dates with care, ensuring clean, organized PDFs. You don’t need an account, and your files stay private after conversion, giving you quick, safe results.

Smallpdf 

Smallpdf offers a clean online interface that lets you drag and drop Excel files. It processes your XLS quickly and creates high-quality PDFs. The tool works on any device, offers free daily conversions, and is perfect for small tasks. No software installation is needed, making it very convenient.

Adobe Acrobat 

Adobe Acrobat’s online XLS to PDF tool delivers top-quality results. It keeps your formatting, colors, and layout perfect. You can also use Adobe’s desktop app for advanced features like merging, compressing, or protecting your PDFs. This is a great option for professionals who need reliable results every time.

iLovePDF 

iLovePDF gives you an easy, friendly platform to convert Excel sheets into PDFs. It works directly from your browser, lets you upload multiple files, and supports batch conversion. This tool is popular for its simplicity, fast processing, and ability to connect with cloud storage like Google Drive or Dropbox.

Online2PDF 

Online2PDF offers flexible XLS to PDF conversion with many customization options. You can merge files, adjust settings, or even add password protection. It’s great for users who want more control over the output. This tool handles large files well and supports multiple Excel sheets combined into one single PDF.

Best Practices for Clean XLS to PDF Conversion

To get the best-looking PDF from your XLS file, you need a few smart tricks. These tips will help you avoid messy layouts and make your PDFs look polished and professional.

Set a Clear Print Area

Before converting, always set your print area. Go to Page Layout → Print Area → Set Print Area in Excel. This ensures that only the parts you want appear in the final PDF, avoiding blank spaces, cut-off sections, or extra unwanted pages.

Use Consistent Page Layout

Keep all sheets using the same page settings. Go to Page Layout and check margins, scaling, and orientation. Consistency helps your final PDF look neat and aligned. Without it, you may end up with awkward breaks or mismatched pages when you combine multiple Excel sheets.

Preview Before Saving

Always preview your document before saving or exporting. Use File → Print Preview or the print preview window to check how everything looks. This helps you catch errors early, fix misaligned tables, adjust content, and make sure your PDF comes out exactly the way you want.

Adjust Scaling for Fit

If your sheet is too wide, use the Scaling options under Page Layout to fit all columns on one page. This keeps your PDF readable without cutting off data or spreading it awkwardly across many pages. It’s an easy fix for wide Excel sheets.

Check for Hidden Content

Look carefully for hidden rows, columns, or filtered data before converting. Unhide anything you need included, as PDFs only show what’s visible. This simple check ensures you don’t accidentally leave out important details that should appear in your final converted PDF.

How to Solve Common XLS to PDF Conversion Errors

Sometimes, even after doing everything right, XLS to PDF conversion brings surprises. Let’s look at specific problems you might face and easy fixes to keep your files looking perfect.

Fix Missing Fonts in the PDF

If your PDF shows wrong or missing fonts, check your Excel file’s font settings. Stick to standard fonts like Arial or Calibri that work well across systems. Custom or rare fonts can cause display issues because the PDF reader may not support them properly on every device.

Correct Overlapping Text or Numbers

Sometimes, cells look fine in Excel but overlap after conversion. Widen the columns or adjust row height before saving to PDF. Also, check if any text is too large for the cell. These small tweaks can prevent messy, unreadable content in your final PDF.

Handle Embedded Images Properly

Images sometimes shift or disappear in the PDF. Make sure your images are fully embedded, not just linked. Resize large pictures to fit inside the cells or layout properly. This ensures they stay in place and appear correctly when you convert the Excel file to a PDF.

Check Conditional Formatting Issues

Conditional formatting can sometimes break or not show up in the final PDF. Review the Excel sheet and simplify any complex rules. If needed, copy the visible result as static formatting before conversion to make sure your colors, highlights, or data bars appear as expected.

Resolve Slow or Failed Conversions

If your Excel file takes forever to convert or fails, check the file size and clean it up. Remove unnecessary sheets, clear extra formatting, and delete unused data. Also, close any background apps using system memory. A lighter, simpler file converts faster and with fewer errors.

Conclusion

Converting your Excel files to PDF is a smart way to ensure your data stays consistent and easy to share. As we've explored, there are several methods on how to convert XLS to PDF free, from using Excel's built-in features to online tools.

Each method offers its own advantages, whether it's preserving formatting, combining multiple sheets, or ensuring compatibility across devices. By choosing the right approach, you can make your documents look professional and be more accessible to others.