Microsoft Office Tutorials and References
In Depth Information
Saving Your Spreadsheet As a PDF
Saving Files
Save your workbook as a PDF file . This gets you the best of both worlds—you keep
all the rich formatting (so your workbook can be printed), and you let people who
don’t have Excel (and possibly don’t even have Windows) view your workbook.
Excel 2007 introduced the Save As PDF feature, but it forced Excel fans to download
an add-in to get it. Excel 2010 has no such limitation. To save your spreadsheet as a
PDF, you simply need to File Save As, and then pick PDF from the “Save as type” list.
When you choose the PDF file type, you’ll see a few more options appear in the Save
As dialog box (Figure 14-20).
Figure 14-20:
PDF files can be
saved with different
resolution and quality
settings (which mostly
affect any graphical
objects like pictures
and charts that
you’ve placed in your
workbook). Normally,
you use higher
quality settings if you’re
planning to print your
PDF file, because
printers use higher
resolutions than
computer monitors.
The “Publish as PDF” dialog box gives you some control over the quality settings
with the “Optimize for” options. If you’re just saving a PDF copy so other people
can view the information in your workbook, choose “Minimum size (publishing
online)” to save some space. On the other hand, if there’s a possibility that the people
reading your PDF might want to print it out, choose “Standard (publishing online
and printing)” to save a slightly larger PDF that makes for a better printout.
You can switch on the “Open file after publishing” setting to tell Excel to open the
PDF file in Adobe Reader (assuming you have it installed) after the publishing
process is complete, so you can check the result.
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