How to Convert Excel to PDF (and PDF to Excel) Without Losing Formatting

Sharing spreadsheets as PDFs is standard practice in business. PDFs lock the layout so the recipient sees exactly what you see, regardless of which device or software they use. But converting between Excel and PDF can go wrong: columns get cut off, formatting breaks, or data ends up in the wrong cells.

This guide shows you how to convert Excel to PDF and PDF back to Excel without losing your formatting.

Why convert Excel to PDF?

There are several practical reasons to convert a spreadsheet to PDF:

• Universal readability: Everyone can open a PDF. Not everyone has Excel, Google Sheets, or Numbers.
• Locked layout: A PDF preserves your formatting exactly. No accidental edits, no formula changes, no shifted columns.
• Smaller file size: PDFs are often smaller than Excel files, especially workbooks with many sheets.
• Professional presentation: Financial reports, invoices, budgets, and proposals look more polished as PDFs.
• Security: PDFs can be password-protected and you can control whether the recipient can print, copy, or edit.

How to convert Excel to PDF (free)

Step 1: Prepare your spreadsheet

Before converting, check these common issues that cause formatting problems:

• Set the print area: In Excel, go to Page Layout, then Set Print Area. This tells the converter exactly which cells to include.
• Adjust column widths: Make sure no content is cut off. Use "Wrap Text" for long cell values.
• Check page orientation: Use Landscape for wide spreadsheets, Portrait for tall ones.
• Preview with Page Break Preview: In Excel, go to View and then Page Break Preview to see where pages will split.
• Remove unnecessary sheets: If you only need to share certain sheets, consider deleting or hiding the rest first.

Step 2: Upload and convert

Open the FixTools Excel to PDF converter. Select your .xlsx or .xls file. The tool processes the file in your browser and generates a PDF that preserves your formatting, fonts, colors, and cell layout.

Step 3: Review and download

Check the output PDF to make sure everything looks correct. Pay attention to:

• Column alignment and widths
• Font rendering
• Page breaks between sheets
• Headers and footers
• Chart and image placement

Download the PDF when you are satisfied with the result.

How to convert PDF to Excel

Going the other direction is harder because PDFs do not store data in cells. The converter must analyze the visual layout and reconstruct the table structure. Here is how to get the best results:

When PDF to Excel works well

• PDFs that were originally created from spreadsheets (Excel, Google Sheets, Numbers)
• PDFs with clear, well-structured tables
• PDFs with consistent column widths and row heights
• PDFs generated by accounting software, ERP systems, or report builders

When PDF to Excel struggles

• Scanned PDFs (images of paper documents). These need OCR processing first.
• PDFs with complex merged cells or nested tables
• PDFs with text that is not organized in a tabular format
• PDFs with multi-column layouts that are not tables

Step-by-step conversion

1. Open the FixTools PDF to Excel converter
2. Upload your PDF file
3. The tool analyzes the table structure and extracts data into rows and columns
4. Review the output and adjust any misaligned cells
5. Download the Excel file

For scanned PDFs, use the FixTools OCR PDF tool first to convert the scanned images to searchable text, then convert to Excel.

Common formatting issues and fixes

Columns cut off in PDF

Problem: Wide spreadsheets get cropped at the page edge.

Fix: Set the page orientation to Landscape. In Excel, use "Fit Sheet on One Page" under Page Layout, then Scale to Fit. Alternatively, reduce column widths or font sizes.

Fonts look different

Problem: The PDF uses a different font than your Excel file.

Fix: Use common web-safe fonts (Arial, Calibri, Times New Roman) that are available on all systems. Avoid custom or purchased fonts that may not be embedded in the PDF.

Page breaks in wrong places

Problem: Tables split awkwardly across pages.

Fix: Use manual page breaks in Excel (Page Layout, then Breaks, then Insert Page Break). Place breaks after complete sections or tables, not in the middle of data.

Gridlines missing

Problem: The PDF does not show cell borders.

Fix: Excel gridlines are not printed by default. Go to Page Layout and check "Print" under Gridlines. Alternatively, add explicit cell borders using the Borders tool in the Home tab.

Charts not rendering

Problem: Embedded charts appear blank or distorted in the PDF.

Fix: Make sure charts are not partially overlapping with cells. Resize charts so they fit within the print area. For best results, place charts on their own sheet.

Excel to PDF vs. Google Sheets to PDF

Both Excel and Google Sheets can export to PDF natively. Here is how they compare:

Excel (Desktop):

• File, then Export, then Create PDF. Gives you the most control over page layout, headers, and footers.
• Preserves all formatting including conditional formatting and sparklines.
• Works offline.

Google Sheets:

• File, then Download, then PDF. Quick and easy but fewer layout options.
• Does not preserve some Excel-specific features like custom number formats.
• Requires an internet connection.

FixTools (Online):

• Upload and convert. No software needed.
• Works with both .xlsx and .xls formats.
• Runs in your browser. Your file is not stored on any server.

Tips for better conversions

1. Keep it simple: Avoid heavy use of merged cells, nested tables, and overlapping objects. Simple layouts convert cleanly.
2. Use standard fonts: Stick to Arial, Calibri, or Times New Roman for maximum compatibility.
3. Set print settings first: Define print area, page orientation, margins, and scaling before converting.
4. Compress after converting: Large spreadsheets can produce large PDFs. Use a PDF compressor to reduce the file size for emailing.
5. Test with a small file first: If you have a complex workbook, test the conversion with a single sheet before converting the entire file.

Convert your spreadsheet now

Ready to convert? Open the FixTools Excel to PDF converter for spreadsheet-to-PDF conversion, or the PDF to Excel converter to extract data from a PDF. Both tools are free, require no signup, and run entirely in your browser.