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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.

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

Save selection or single workbook as PDF with Save as function

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

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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.

PDF

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

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

Step 6: Click OK to dismiss the dialog boxes.

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

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.

Before applying Kutools for Excel, please download and install it firstly.

1. Select the range you want to save as PDF file, and then click Kutools Plus> 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 ( 30-day) of this utility, please click to download it, and then go to apply the operation according above steps.

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.

Before applying Kutools for Excel, please download and install it firstly.

1. Click Kutools Plus > Workbook > Split Workbook. See screenshot:

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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.

If you want to have a free trial ( 30-day) of this utility, please click to download it, and then go to apply the operation according above steps.

Demo: Save selection or each worksheet as PDF with Kutools for Excel

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  • To post as a guest, your comment is unpublished.
    How do I email.
  • To post as a guest, your comment is unpublished.
    Thank you!!
  • To post as a guest, your comment is unpublished.
    Thanks. Great information.
  • To post as a guest, your comment is unpublished.
    This is the longest solution I've ever seen for this. If you simply wanna include all the sheets from your .xlsx file, just hold down CTRL, select the first one, add a hold down shift and select the last one in the range, they will look selected (a little whiter). After your selection, you can depress the keys and go File > Save as... and select .pdf from the drop-down menu.
    • To post as a guest, your comment is unpublished.
      Thank you sooooooo much! This should just be at the top of this page.
      • To post as a guest, your comment is unpublished.
        Glad I read this review! The above article is too long!
  • To post as a guest, your comment is unpublished.
    This was very helpful!
  • To post as a guest, your comment is unpublished.
    MUCH APPRECIATE - EASY WHEN YOU KNOW HOW!
  • To post as a guest, your comment is unpublished.
    Thank you!
    Each step is very well depicted and the instructions are informative and clear to read.
  • To post as a guest, your comment is unpublished.
    Many thanks it was helpful
  • To post as a guest, your comment is unpublished.
    Thanks so much! I looked everywhere. This helped a lot. Thanks for sharing.
  • To post as a guest, your comment is unpublished.
    Thank you. This helps a lot.
  • To post as a guest, your comment is unpublished.
    How to save an Excel file to PDF
  • To post as a guest, your comment is unpublished.
    Some of the sheets did not transfer over possibly due to the pictures on it. Help!
  • To post as a guest, your comment is unpublished.
    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.
  • To post as a guest, your comment is unpublished.
    Thank you!!!
    Now like a Boss :P
  • To post as a guest, your comment is unpublished.
    thanks for the info, it's verry useful
  • To post as a guest, your comment is unpublished.
    This was very helpful. Thank you so much!
  • To post as a guest, your comment is unpublished.
    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 ?
  • To post as a guest, your comment is unpublished.
    Very very Useful Thanks and Lot
  • To post as a guest, your comment is unpublished.
    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.
  • To post as a guest, your comment is unpublished.
    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
  • To post as a guest, your comment is unpublished.
    Thank you for this info! Is there any way to program excel to always save the workbook with these settings?
  • To post as a guest, your comment is unpublished.
    OMG!!! At last - Thank you!!!!!!!!!!!!!
  • To post as a guest, your comment is unpublished.
    thank you very much!
  • To post as a guest, your comment is unpublished.
    I also had to select pages instead of all on the page range.
  • To post as a guest, your comment is unpublished.
    OMG. THANK YOU THANK YOU THANK YOU!!!!!
  • To post as a guest, your comment is unpublished.
    Thank you
    Very useful
  • To post as a guest, your comment is unpublished.
    Thank you. Very useful information
  • To post as a guest, your comment is unpublished.
    Great help thank you!
  • To post as a guest, your comment is unpublished.
    Thank you very much for the info.