Sometimes, it may be useful to convert Excel files to PDF ("Portable Document Format"). PDF files present a read-only version of your spreadsheet to others, thereby preserving the document's formatting and preventing the document from being easily altered.
Also, individuals who don't have Excel installed on their computer can read PDF files, although they will need the Adobe Reader software, which can be downloaded for free from the Adobe website.
In current versions of Excel, you can save your Excel spreadsheet to a PDF file using the 'Export' command, as follows:
From the 'Export' options select Create PDF/XPS Document and click on the Create PDF/XPS button to open up the 'Publish as PDF or XPS' dialog box:
In Excel 2010, you can save your Excel spreadsheet to a PDF file using the 'Save As' menu:
From the 'File' menu, select the Save As option to display the 'Save As' dialog box:
If you have Excel 2007 and you want to save your Excel to a PDF file, you may need to download an add-in (a program that interacts with Excel) to do this. Microsoft provide a free add-in for this purpose, which can be downloaded from the Microsoft Download Center.
Once the add-in is installed, this runs whenever you start up Excel. You can then save an Excel file as a PDF document as follows:
You should be aware that to reverse this process (i.e. convert PDF to Excel) is much more difficult than converting Excel to PDF. However, converting to PDF does not delete your original spreadsheet so you will not lose your original editable version of the file.