Convert Excel to PDF Online for Free

Every user will get frustrated with Excel to PDF converters that ruin formatting, leak data, or take forever to process. Sadly, that's what you get from many online converters out there. They distort layouts, break hyperlinks, or limit the sizes of files one can process. 

And that's not even the worst of it. Some of them add watermarks in the new PDF file and store these files on insecure servers, risking the user's privacy. 

But with our online tool, it’s a different story. There are no sign ups, watermarks, or hidden fees and the best part is your Excel formatting stays intact. So what is this tool and how can one use it? That’s exactly what we’re going to discuss in this guide. 

We’ll talk about our free online Excel converter - how to use it, its best features, and so much more.

How to convert Excel to PDF Online for Free?

It’s simple, one just has to use our tool to get it done.

A Quick Step-by-Step Guide

• Visit our website and select our tool for converting Excel files to PDF.
• Upload the Excel document you want to convert by either clicking on “Choose File” or using the drag and drop feature.
• Once it has uploaded, click on “Convert” and wait for it to process.
• Download your new PDF for free to your device.

That’s all it takes. Now, the Excel file is a PDF that’s ready to be shared or printed. 

How do I convert Excel to PDF without losing formatting?

A simple answer is to use our tool to convert XLS to PDF. It's a big relief for the user to carry out the conversion process without losing formatting because it prevents headaches. 

We’ll explain why.

Understanding the importance of preserving formatting

Professionals consider consistent formatting a big deal because it can make or mar their brand credibility. That's why they make sure the fonts, borders, and cell alignments don't tamper with the readability of the document. 

If the data is misaligned or the tables are distorted, it will create confusion. This is especially true of data sheets, invoices, or financial reports. On the other hand, a well-formatted PDF reflects their attention to detail and leaves a good impression on the client.

Step-by-step guide to maintain layout during conversion

1. Set Print Areas.
• Highlight the range to convert
• Go to Page Layout > Print Area > Set Print Area to exclude empty cell
2. Scale to Fit.
• Adjust scaling under Page Layout to Fit Sheet on One Page (or specify pages wide/tall)
• Use Custom Scaling for large data sets to maintain clarity
3. Use ‘Save As PDF’ (Desktop).
• In Excel, click File > Export > Create PDF/XPS
• Enable the “Optimize for Standard” option for smaller file sizes
4. Online Conversion Settings.
• Select “Preserve Layout” and “Embed Fonts” options if you’re using a web tool like ours.

How to Prepare Your Excel File Before Conversion to PDF

• Freeze Panes: Lock the headers (
• View > Freeze Panes) to keep titles visible in multi-page PDFs.
• Embed Fonts: Save Excel with '
• Embed fonts in the file' (File > Options > Save) to prevent substitution with the default font.
• Test Print Preview: Check the margins, page breaks, and alignment before converting.
• Simplify Formatting: Avoid merged cells where possible and use borders instead of gridlines for print clarity.

For complex Excel spreadsheets, save as PDF/A (File > Save As > PDF, then select PDF/A) for long-term preservation.

What are the best free online Excel to PDF converters?

There are some good free online tools out there, but ours is far ahead in terms of quality. In the table below, we’ll compare these software to see how they stack up against each other.

Features of our XLS to PDF converter

Here are the standout features of our converter online:

• Compatible With Any Platform: PDF-File.com works perfectly on any operating system (Windows, iOS, Android, Mac, etc.), browser (chrome, edge, etc.) and device. It doesn’t matter if one uses a tablet, smartphone, PC/desktop, they will get the best of our free online tool.
• Batch Processing: Our software can convert multiple Excel spreadsheets with ease, making it perfect for users who handle several documents.
• No Watermarks: Our converter doesn’t add watermarks when processing the XLS file, so users will get a clean and professional-looking PDF.
• It’s Free: Our online service is completely free. There’s no free trial, paid plan, or hidden fees. Users can enjoy premium features at no cost.
• High Conversion Speed: PDF-File.com only needs a few seconds to convert Excel files to PDF. It will only take a bit longer for multi-sheet or bulky files.
• Direct Cloud Integration: Users can directly access their Microsoft Excel spreadsheets from Google Drive or Dropbox and upload them to our software.
• No File Size Limit: There’s no limit on the amount of Excel files one can simply upload for conversion to PDF.
• No Sign-Ups: Our converter online doesn’t require sign-ups to use which makes the process faster and protects users’ privacy.
• High-Level Security: PDF-File.com is the best option to convert Excel files to PDF securely because it uses end-to-end encryption. It also deletes files automatically within 24 hours of processing them.

How to choose the right converter for your needs

It’s simple. One just needs to check if the software ticks certain boxes.

If the Excel to PDF converter doesn’t have these, we recommend not using it. Fortunately, our tool ticks these boxes and more.

Can I convert .xls, .xlsx and .xlsm files?

PDF-File.com works with all Excel file formats.

• .xls (Excel 97-2003)
• .xlsx (modern Excel format)
• .xlsm (macro-enabled workbooks)

Now, the best part is that it doesn't just work with all types of Excel files. It converts their formulas, charts, and tables perfectly without losing the formatting. There are no version conflicts between the old and new Excel files in our software. Most importantly, it makes sure the macros in .xlsm files won't execute, keeping your data safe. 

This puts our converter levels above other free tools that struggle with older .xls files or block .xlsm entirely.

Can I convert multiple Excel sheets to a single PDF?

PDF-File.com makes it easy to put multiple Excel sheets into one PDF, whether you need combination reports or project documentation.

Methods for combining multiple sheets into one PDF

• One can use Excel’s Print Entire Workbook option before they start converting.
• The user can convert the sheets individually, then merge the PDFs with our free merger tool. (link to Merge PDF page)

Tips for organizing multi-sheet conversions

For naming the files:

• Use clear names e.g '2023_Q1_Sales' instead of 'Sheet1'.
• Include dates/quarters for financial reports, like in the first example.
• Avoid special characters (/, , *, ?) that may cause issues when exporting the file.

For Hyperlinks:

• Create a master 'Table of Contents' sheet with clickable links to each section.
• Use Excel’s hyperlink function to jump between sheets.
• Test each of the links after converting the file to PDF.

For grouping visuals:

• Use color code sheet tabs for quick identification. To do that, Right-click the tab → Tab Color.
• Use 'Group' mode (Data → Outline → Group) to collapse/expand sections.
• Insert divider sheets with bold headers between document sections.

For consistent formatting:

• Use the same fonts, cell styles, and margins across all sheets.
• Freeze header rows (View → Freeze Panes) in each sheet for readability.
• Set uniform print settings (File → Print → Page Setup) for all sheets.

Troubleshooting common issues with multi-sheet conversions

1. Blank Pages in PDF
   • Press Ctrl+End to find the last used cell and delete unused rows/columns.
   • Reset the print area (Page Layout → Print Area → Clear Print Area).
   • Adjust the margins to ≥ 0.5' to avoid printer driver quirks.
2. Cut-Off Data or Split Tables
   • Use Fit Sheet on One Page (Page Layout → Width/Height → 1 page).
   • Switch to landscape (Page Setup → Orientation) and reduce font size or column widths if the table is wide.
   • Enable the Shrink to Fit feature (Home → Alignment → Shrink to Fit).
3. Inconsistent Formatting Between Sheets
   • Verify all sheets use the same theme (Page Layout → Themes).
   • Ensure column widths are consistent (select all sheets → adjust width).
   • Disable Draft Quality in Page Setup to preserve graphics.
4. Pixelated Charts or Images
   • Right-click chart → Format Chart Area → set DPI to 300+.
   • Convert Excel charts to high-resolution images first (Copy → Paste as PNG).
   • Avoid floating objects by anchoring them to cells via Format → Properties.

Is it possible to convert Excel to PDF on mobile devices?

Use our Tool for Excel to PDF conversion on a mobile device

Our converter is fully optimized for mobile browsers on both iOS and Android devices. So, one can easily convert Excel files to PDF in seconds on their iPhone, iPads, or Android smartphones. The best part is that it works on your web browser. That takes away any need to install any app to use it. 

PDF-File.com has a responsive design that adapts to any screen size. So, one can enjoy a smooth XLS to PDF conversion experience even on a smaller device. The user just has to open their mobile browser, upload the Excel file, and download the PDF instantly.

Using cloud services for mobile conversions

We recommend syncing one’s Excel files with cloud-based platforms like Google Drive, OneDrive, or Dropbox. It eliminates the need to manually transfer files between devices. 

On Android, one can even select files directly from their cloud storage without downloading them first. iOS users can access their Excel sheets on the cloud through the 'Files' app.

PDF-File.com preserves all formatting during cloud-based conversions. This way, the PDFs look just as professional as they would on a desktop.

Limitations of mobile Excel to PDF conversion

These are the common limitations of XLS to PDF conversion for mobile users:

• Complex layouts (e.g., multi-column reports) may require zooming to view correctly.
• Large files (>20MB) take more time to convert if the internet connection is weak.
• Unlike desktop, macros in .xlsm files won’t run on mobile devices.
• Print-specific settings (e.g., custom headers) may need a desktop preview first.

How can I ensure the security of my Excel data when converting to PDF?

Understanding data privacy in online conversion tools

Many online converters temporarily store files to delete later. Others encrypt the files but store them on their servers. But ours has a different approach. To protect sensitive information, our tool automatically deletes files on the server within 24 hours of processing them. 

The user also has the option of manually deleting the file after downloading the converted document. For added security, we use SSL encryption during file transfers. This is the same technology used by banks.

Encrypting your PDF after conversion

If the information in the Excel file is highly confidential, we recommend using password encryption after conversion. So, once the user downloads the PDF, they can use a tool to encrypt it or set permissions. We recommend using 256-bit AES encryption for maximum security, especially when one is sharing via email or cloud storage.

Offline alternatives for sensitive Excel to PDF conversions

• Microsoft Excel’s built-in export (File > Export > Create PDF/XPS).
• LibreOffice (free, open-source alternative with local PDF conversion).
• PDF printers e.g. Microsoft Print to PDF.
• Virtual machines for air-gapped environments.

What should I do if my Excel file is too large to convert online?

Techniques for reducing Excel file size before conversion

1. Compress images: Resize or reduce image quality (Picture Format → Compress Pictures → 150ppi).
2. Clear formatting: Use “Clear Formats” on blank cells (Home → Editing → Clear).
3. Convert to .xlsb: Save smaller file sizes as binary format (File → Save As → .xlsb).
4. Delete hidden sheets: Right-click on sheet tabs to delete unused or redundant sheets.

Using desktop software for large file conversions

For Microsoft Excel, use the built-in PDF export (File → Export → Create PDF) for optimal formatting. On the other hand, there's Adobe Acrobat Pro, which offers batch processing and advanced compression for multi-sheet workbooks.

Alternative methods for handling oversized Excel files

• Split the file to save individual sheets as separate workbooks.
• Use a PDF printer to select 'Microsoft Print to PDF' when printing from Excel.
• Use cloud-based solutions like Google Sheets to import and download as a PDF (though formatting may vary).
• Use VBA/Python to export specific ranges as PDFs.

How do I edit a PDF that was converted from Excel?

One needs the right tools and techniques to do this.

Free online tools for editing converted PDFs

Many online PDF tools are ideal for minor adjustments, annotations, and quick edits. Others may even allow the user to insert images. However, their editing functionalities are often limited. 

If one wants to have full editing access, our Excel to PDF tool is exactly what they need. With it, they can edit as they want while preserving the original Excel layout. It’s perfect for last-minute corrections before sharing.

Converting PDF back to Excel for extensive edits

Sometimes, users want to make major changes such as updating formulas or restructuring tables. For this to happen, they will need to use our PDF to Excel converter to change the format of the document. Unlike generic converters that struggle with layout, it will automatically restore tables, numbers, and basic formatting.

Best practices for making changes to Excel-converted PDFs

• For minor text edits: Use our online editor to modify the text without altering the layout.

If you're collaborating on an Excel sheet, we recommend making all the edits on it before converting it to a PDF.

FAQs

How can I maintain Hyperlinks in my Excel Spreadsheet?

You can do this by using proper formatting on the Excel sheet. Then you save it as a PDF while enabling the hyperlink option.

How to preserve Excel formulas in PDF?

You can do this by pressing `Ctrl + ~` in Excel first to show formulas before converting.

Can I convert Excel Charts and Graphs into a PDF?

Yes, it will convert if the charts and graphs are embedded, not floating objects. If you want them to appear sharp, remember to set DPI to 300+.

How can I convert password-protected Excel files?

You have to first unlock the online Excel file before conversion.