Microsoft Office Tutorials and References
In Depth Information
Tip 7: Saving to a Read-Only Format
Saving to a Read-Only Format
If you need to share information in a workbook with someone — and be assured that the
information remains intact and isn’t altered — you have several choices.
Send a printed copy
Printing a workbook on paper is the low-tech approach. If the recipient is not nearby, this option may
also require some type of delivery service.
Send an electronic copy in the form of a PDF file
PDF files (for Portable Document Format) is a common file format, and just about everyone has
software installed that displays PDF files.
To save a workbook as a PDF file, choose File➜Export➜Create PDF/XPS Document and click the
Create PDF/XPS button to display the Publish as PDF or XPS dialog box. Click the Options button for
additional options:
➤ Choose the pages
➤ Specify what to save (the current range selection, the selected sheet(s), or the entire
workbook
➤ Save document properties and accessibility information
For best results, use Excel’s Page Layout view (View➜Workbook View➜Page Layout) before saving,
so you’ll see exactly how the pages will break. Figure 7-1 shows Adobe Reader displaying an Excel
workbook that was saved as a PDF file.
Excel provides another option: XPS format (for XML Paper Specification). This is
Microsoft’s format. When exporting from Excel, it’s limited to a single worksheet, and it
doesn’t support images. An XPS viewer is installed with Windows. This format is not
widely used.
Note
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