How to save selection or entire workbook as PDF in Excel?

In many cases, you may only want to save or export selected ranges as PDF, or save the whole workbook but not only current worksheet as PDF. How to deal with it?

Of course, you can copy selected ranges to a new worksheet and save it as PDF file; or save each worksheet separately as PDF files. But here we will show you a tricky way to save selections or entire workbook as one PDF file in Microsoft Excel quickly, and save multiple workbooks in a specified folder to separated PDF files at once.

Save selection or single workbook as PDF with Save as function

Easily save selection as PDF with Kutools for Excel

Save each worksheet as separated PDF file in a workbook at once with Kutools for Excel


Easily save selection as PDF file in Excel:

Click Enterprise > Import/Export > Export Range to File. The Kutools for Excel's Export Range to File utility helps you easily export selection as PDF file in Excel. See below screenshot:

Kutools for Excel includes more than 120 handy Excel tools. Free to try with no limitation in 30 days. Download the free trial Now

doc selection to pdf


arrow blue right bubble Save selection or single workbook as PDF with Save as function


Step 1: Select the ranges that you will save as PDF file.

If you want to save the entire workbook as one PDF file, just skip this step.

Step 2: Click the File > Save as.

Step 3: In the Save As dialog box, select the PDF item from the Save as type: drop down list.

shot-save-pdf-1

Step 4: Click the Options… button at the bottom of Save As dialog box.

shot-save-pdf-2

Step 5: In the Options dialog box, check the Selection option or Entire workbook option according to your needs.

shot-save-pdf-3

Step 6: Click OK to dismiss the dialog boxes.

Then the selected range or the entire workbook is saved as a single PDF file.


arrow blue right bubble Easily save selection as PDF with Kutools for Excel

This section will introduce the Export Range to File utility of Kutools for Excel, it can help you save a selected range as PDF file easily. Please do as follows.

Kutools for Excel: with more than 120 handy Excel add-ins, free to try with no limitation in 60 days.

1. Select the range you want to save as PDF file, and then click Enterprise > Import / Export > Export Range to File. See screenshot:

2. In the Export Range to File dialog box, you need to:

A: Select PDF option in the File format section;

B: If you want to keep the formatting, row heights and column widths of selection, please check the Preserve formatting / row heights / column widths options in the Workbook options section;

C: Click the button to select a folder to save the PDF file;

D: Click the OK button.

Note: If you want to directly open the PDF file after exporting, please check the Open the file after exporting box.

3. Now another Export Range to File dialog box pops up, type a name for the PDF file in the box, then click the OK button.

Now the selection is successfully saved as PDF file.

If you want to have a free trial of this utility, please go to free download the software first, and then go to apply the operation according above steps.


arrow blue right bubble Save each worksheet as separated PDF file in a workbook at once with Kutools for Excel

You can save each worksheet or specific worksheet in a workbook as separated PDF file with the Split Workbook utility.

1. Click Enterprise > Workbook > Split Workbook. See screenshot:

2. In the Split Worksheet dialog box, please check the worksheets you need to save as individual PDF files in the Worksheet name box, in the Options section, check the Save as type box, and select PDF (*.pfd) from the drop-down list, and then click the Split button. In the popping up Browse for Folder dialog box, select a folder for saving these pdf files, and finally click the OK button. See screenshot:

Then all selected worksheets are saved as individual PDF file immediately.

Tip.If you want to have a free trial of this utility, please go to download the software freely first, and then go to apply the operation according above steps.


arrow blue right bubbleRelated articles:


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Comments  

Permalink +3 sumant
Thank you very much for the info.
2013-11-07 10:37 Reply Reply with quote Quote
Permalink +3 Neil
Great help thank you!
2013-12-02 15:07 Reply Reply with quote Quote
Permalink +3 Salih Mohamed
Thank you. Very useful information
2013-12-10 07:56 Reply Reply with quote Quote
Permalink +3 sphe
Thank you

Very useful
2014-01-27 07:31 Reply Reply with quote Quote
Permalink +3 Paula Wend
OMG. THANK YOU THANK YOU THANK YOU!!!!!
2014-01-30 19:14 Reply Reply with quote Quote
Permalink +1 gal
I also had to select pages instead of all on the page range.
2014-04-10 19:40 Reply Reply with quote Quote
Permalink +2 mel
thank you very much!
2014-04-14 06:48 Reply Reply with quote Quote
Permalink +3 Chris
OMG!!! At last - Thank you!!!!!!!!!!!! !
2014-04-16 08:09 Reply Reply with quote Quote
Permalink +1 Ralene Ruth
Thank you for this info! Is there any way to program excel to always save the workbook with these settings?
2014-04-16 18:45 Reply Reply with quote Quote
Permalink -1 Kim
Hi, thanks for the info but is there a way to shrink the selection so each tab is only one page of the PDF?

Thanks,
Kim
2014-04-22 09:47 Reply Reply with quote Quote
Permalink -1 PJ
Thanks! Is there a way to make the worksheet names display in the PDF as page names? All my worksheets are titled, but they display as Page 1, Page 2, etc. in PDF.
2014-06-13 14:18 Reply Reply with quote Quote
Permalink 0 Senthil Nathan
Very very Useful Thanks and Lot
2014-07-28 09:38 Reply Reply with quote Quote
Permalink 0 Siddhardha
I have tried this already but it displays a message saying that no printer is installed and there is an error while saving the document.What to do ?
2014-08-04 05:37 Reply Reply with quote Quote
Permalink 0 Rob P.
This was very helpful. Thank you so much!
2014-10-07 21:45 Reply Reply with quote Quote
Permalink 0 farid
thanks for the info, it's verry useful
2014-10-15 01:01 Reply Reply with quote Quote
Permalink +2 Benson
Thank you!!!
Now like a Boss :P
2014-10-15 10:58 Reply Reply with quote Quote
Permalink +1 Belinda
WOW - Thank you so much for this. So simple when you know!!! Been frustrated for ages doing it all the long/wrong way round. Feel so happy to have learned something new today that will save me hours in the long run.
2014-11-06 08:11 Reply Reply with quote Quote
Permalink 0 jps
Some of the sheets did not transfer over possibly due to the pictures on it. Help!
2015-02-07 19:04 Reply Reply with quote Quote
Permalink -1 Frances
How to save an Excel file to PDF
2015-04-24 12:57 Reply Reply with quote Quote
Permalink +1 Elize
Thank you. This helps a lot.
2015-07-14 10:39 Reply Reply with quote Quote
Permalink +1 Barbra
Thanks so much! I looked everywhere. This helped a lot. Thanks for sharing.
2015-12-01 19:55 Reply Reply with quote Quote
Permalink +1 Ahmed
Many thanks it was helpful
2016-04-06 09:03 Reply Reply with quote Quote
Permalink 0 Tomo
Thank you!
Each step is very well depicted and the instructions are informative and clear to read.
2016-12-10 13:11 Reply Reply with quote Quote
Permalink 0 DAVID ALLAN
MUCH APPRECIATE - EASY WHEN YOU KNOW HOW!
2017-01-24 22:11 Reply Reply with quote Quote

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