pdf to excel

7 Quick Conversion Methods – Excel to PDF & PDF to Excel

Excel and PDF are the two most popular file types and you might need to convert one format to another from time to time.

This tutorial will cover exactly that – How to Convert Excel to PDF or PDF to Excel.

PDF files are a widely used format for electronic documents. They are used when you need to save a file without modification so that it can be easily shared and printed. By default, an Excel Workbook is saved as a .xlsx file type.

But you can easily convert Excel to PDF format. Similarly, you can easily create tables from the PDF document using Excel.

This article will cover the following two conversion methods in detail:

Let’s look at both ways one-by-one!

Make sure to download the Excel Workbook below and follow along:

DOWNLOAD EXCEL WORKBOOK

 

Convert Excel to PDF

PDFs can be easily shared and can be viewed on any platform without a change in format. So, learning how to convert Excel to PDF is extremely essential!

There are 5 different methods in which you can convert Excel to PDF:

 

#1 – Using Save As Option

Follow the step-by-step tutorial on how to convert Excel to PDF using the Save As option:

 

STEP 1: Select the Excel table that you want in the PDF Format.

pdf to excel

STEP 2: Click on File Tab.

pdf to excel

STEP 3: Select Save As > Browse.

pdf to excel

STEP 4: In the Save As dialog box, select the location where you want to save the PDF file.

pdf to excel

STEP 5: Under Save as type dropdown, select PDF.

pdf to excel

STEP 6: Click on the Options button to customize the PDF file you want to create.

pdf to excel

STEP 7: In the Options dialog box, Go to Publish what section and click on Selection. Then, Click OK.

pdf to excel

This will help you to publish only what you have selected on the sheet. To publish the entire sheet, click on Active Sheet(s), and to publish the workbook click on the Entire Workbook.

STEP 8: Click Save.

pdf to excel

 

This will save you Excel Table in PDF format.

pdf to excel

 

#2 – Using Export Option

The Export option in Excel will provide you with a quicker way to save your file as PDF.

STEP 1:Go to the File Tab.

pdf to excel

STEP 2: Click on Export > Create PDF/XPS Document > Create PDF/XPS Document button.

pdf to excel

STEP 3: In the Publish as PDF or XPS dialog box, click on Publish.

pdf to excel

 

#3 – Export using Quick Access Toolbar

If converting Excel to PDF is a regular task for you, you can add it to the Quick Access Toolbar (QAT). Follow the steps below to add Publish as PDF option to the QAT:

STEP 1: Right Click on the QAT to customize it.

pdf to excel

STEP 2: In the Excel Options dialog box, select Quick Access Toolbar > Publish as PDF or XPS > Add. pdf to excel

STEP 3: This will add Publish as PDF under Customize Quick Access Toolbar. Now, Click OK.

pdf to excel  STEP 4: This will add Publish as PDF/XPS to the Quick Access Toolbar.

pdf to excel

STEP 5: Simply click on the icon, select the file location you want to save it at and click on Publish.

pdf to excel

 

#4 – Email PDF using Quick Access Toolbar

If you want to attach an Excel file as PDF in an email, you can add it to the Quick Access Toolbar (QAT).

Follow the steps below to email PDF as QAT:

STEP 1: Right Click on the QAT to customize it.

pdf to excel

 

STEP 2: In the Excel Options dialog box, select Quick Access Toolbar > E-mail as PDF Attachment > Add.

pdf to excel

STEP 3: This will add E-mail as PDF Attachment under Customize Quick Access Toolbar. Now, Click OK.

pdf to excel

STEP 4: This will add E-mail as PDF Attachment to Quick Access Toolbar.

pdf to excel

 

#5 – Using VBA

You can also use VBA code to publish a range in Excel into PDF. This VBA will prompt you to provide the range you wish to export and then select the location, to automatically export Excel to PDF.

 

Copy Source Code

MyExcelOnline.com – PrintSelectionToPDF
Sub PrintSelectionToPDF()

‘Declaration of Variables
Dim rng As Range
Dim strFilePath As String
Dim strFile As String
Dim file As Variant

‘Check first if a range has been selected
If Selection.Count = 1 Then
Set rng = Application.InputBox(“Please select a range”, “Get Range”, Type:=8)
Else
Set rng = Selection
End If

‘Create the filename with the path – the default filename is ExceltoPdf.pdf
strFile = “ExceltoPdf.pdf”
strFile = ThisWorkbook.Path & “\” & strFile

‘We open a save prompt for the username to select the location and filename
file = Application.GetSaveAsFilename(InitialFileName:=strFile, FileFilter:=”PDF Files (*.pdf), *.pdf”, Title:=”Select location for the PDF file”)

‘Start the export process of the selected range
If file <> “False” Then
rng.ExportAsFixedFormat Type:=xlTypePDF, Filename:=file, Quality:=xlQualityStandard, IncludeDocProperties:=True, IgnorePrintAreas:=False, OpenAfterPublish:=False
MsgBox “PDF file has been successfully created: ” & strFile
Else
MsgBox “Unable to create PDF file”, vbOKOnly, “No File Selected”
End If

End Sub

 

Follow the steps below to use this VBA code to Export selection to PDF:

STEP 1: Press Alt + F11 to open VBA Editor.

pdf to excel

STEP 2: Right Click on the sheet name and then select Insert > Module.

pdf to excel

 

STEP 3: Copy-paste the VBA code from above into here.

pdf to excel

STEP 4: Press Ctrl + S to save the file and then click No.

pdf to excel

 

STEP 5: In the Save as dialog box, choose Excel macro-enabled workbook from the drop-down list and click the Save button.

pdf to excel

STEP 6: Press Alt + F8 to open the Macro dialog box.

pdf to excel

 

STEP 7: Select the Macro PrintSelectionToPDF that is located in All Open Workbooks and click Run.

pdf to excel

 

STEP 8: In the dialog box, type the required range – A1: F8.

pdf to excel

 

STEP 9: Select the location and press Save.

pdf to excel

 

This is how you can convert the range A1: F8 in excel to PDF.

pdf to excel

Convert PDF to Excel

PDF does not allow users to make edits on the data so it might be useful to learn how to convert the data from PDF to Excel. If you have a table saved in PDF, you can easily get that imported in Excel and work on it easily.

The two methods for converting PDF to Excel are:

pdf to excel

 

#1 – Copy and Paste

The most simple method to convert PDF to Excel is to copy & paste the data. Let’s look at an example to understand this better.

Follow the steps below for a detailed tutorial on PDF to Excel converter:

STEP 1: Press Ctrl + A and Ctrl + C to select the entire data and copy the data in PDF.

pdf to excel

STEP 2: Open the Excel File and simply press Ctrl + V to paste the data in Excel.

pdf to excel

 

Even though, you have got the data in Excel it is not formatted in the way you want. You can use different functions of Excel to format that like Text to Column, Index Formula, OFFSET Formula, etc.

In this example, you need to transpose every 5th row into a single row using OFFSET Formula.

STEP 3: In the blank cell C1, start with the OFFSET formula to transpose the data

=OFFSET($A$1

pdf to excel

This will provide Excel with the starting point to extract data from i.e cell A1.

STEP 4: Now, type the second argument the provides Excel with the number of rows, up or down, that you want the top-left cell of the result to refer to.

=OFFSET($A$1,COLUMNS($A1:A1)-1+(ROWS($1:1)-1)*5,   Here:

  • COLUMNS ($A1: A1) will count the columns in the defined range and it will expand by keeping the first reference frozen ($A1) and the second reference (A1) relative. When you will drag the formula right, the column count will increase.
  • Similarly, ROWS ($1:1) will count the rows in the defined range and it will expand by keeping the first reference frozen ($1) and the second reference (1) relative. When you will drag the formula down, the row count will increase.
  • Moreover, we are multiplying (ROWS($1:1)-1) with 5 because we want to transpose every 5 rows from 1 column to multiple columns.
  • Lastly, say if we want to transpose data from cell A1 to C1. We need to subtract 1 from both COLUMNS and ROWS function Excel to say in the same row and column from the starting point i.e. A1.

 

STEP 5: Type the third argument the provides Excel with the number of columns, to the left or right, that you want the top-left cell of the result to refer to.

Since the entire data is in the same column i.e. Column A, the third argument will be 0.

=OFFSET($A$1,COLUMNS($A1:A1)-1+(ROWS($1:1)-1)*5,0)

 

STEP 6: Drag this formula right till Column G.

pdf to excel

STEP 7: Again, drag down till row 46 to incorporate the entire table.

pdf to excel

STEP 8: Change the Date & Currency format, make the header bold and insert borders.

Your Data Table is ready!

pdf to excel

 

Let’s look at how Excel retrieves a value using this formula in a particular cell (say E4).

=OFFSET($A$1,COLUMNS($A4:C4)-1+(ROWS($1:4)-1)*5,0)

=OFFSET($A$1, 4-1+(ROWS($1:4)-1)*5,0)

=OFFSET($A$1, 3+(4-1)*5,0

=OFFSET($A$1,18,0)

=John Michaloudis

pdf to excel

 

#2 – Import Data from PDF to Excel

In most cases, you will be able to simply copy & paste the data and format it to get the desired result. But if that is not working for you, use the Import Data method in Excel.

Follow the steps below to import data from PDF to Excel (For Excel 365 only):

STEP 1: Go to Data Tab > Get Data > From File > From PDF.

pdf to excel

 

STEP 2: In the Import Data dialog box, select the location of the PDF file, and click on Import.

pdf to excel

STEP 3: In the dialog box, select the table from the left panel and click on Load.

pdf to excel

This will convert the table from PDF to Excel!

PDF to EXCEL

Conclusion

In this article, you have learned how to swap between the two most commonly used file formats – Excel & PDF.

When you need a file in PDF format for sharing or printingConvert Excel to PDF by using either the Save as or Export option.

Similarly, when you need to make edits in a PDF file – Convert PDF to Excel by using either the copy-paste technique or the Import Data feature in Excel 365.

You can learn more about how to import or export files in Excel by going through this tutorial by Microsoft.

HELPFUL RESOURCE:

Make sure to download our FREE PDF on the 333 Excel keyboard Shortcuts here:

pdf to excel

You can learn more about how to use Excel by viewing our FREE Excel webinar training on Formulas, Pivot Tables, and Macros & VBA!

 

You can follow our YouTube channel to learn more about How To Merge Cells in Excel!

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