Saving in PDF Format

Microsoft Excel 2010

It's true - Excel now has a built-in PDF writer! PDF is the most universally accepted document format (meaning most computer users will be able to view/read/print your document without the necessity for having the originating program installed on their system). To open a PDF document, users simply need to download a free copy of Adobe Acrobat reader (available at

To save a document in PDF format:

  1. Save the Workbook as usual in MS Excel format (so you have a copy that can be edited in MS Excel later).
  2. Click on File in the ribbon bar then choose Save As.
  3. Select PDF from the list of other file types.
  4. Navigate to the drive and folder where you wish to save the file.
  5. Enter a file name for the document.
  6. Choose Open file after publishing if you wish to view the result of the PDF format save.
  7. Choose Standard or Minimum Size options (if in doubt, choose Standard).
  8. Click on the Options button to access the following:
  9. Select options, as desired then choose OK.
  10. Choose Save.

To Send a Document As A PDF

You don't have to save a document as a PDF in order to send it in a PDF format.To send an Excel Workbook in PDF format in an email:

  1. Click on File in the ribbon bar then choose Save & Send.
  2. Choose Send as PDF.
  3. An email is created using your default email editor (e.g. MS Outlook) and a copy of the document in PDF format is attached to the message. Compose and send as usual. Also refer to the Save & Send article.

Additional References