How to Save an Excel 2007 Workbook as a PDF File

Microsoft Office Excel 2007 lets you save your workbook files directly in the PDF (Portable Document File) file format developed by Adobe Systems Incorporated. This format enables people to open and print your Excel worksheets (documents from myriad other applications) even if they don't have Excel on their computers. All they have to have installed in order to open and print the PDF copy of the workbook file is the free Adobe Reader software, which can be downloaded from the Adobe Web site.

Before you can save files in the PDF file format, you must download and install the Save as PDF or XPS Add-in program from the Microsoft Web site. Follow these steps:

  1. Open the Excel Help window and then search for PDF and XPS in the Search text box.

  2. Click the Enable Support for Other File Formats, Such as PDF and XPS link in the Excel Help window.

  3. Find and click the Microsoft Save as PDF or XPS Add-in for 2007 Microsoft Office Programs link.

    The browser window opens and displays the correct add-in page in the Microsoft Download Center Web site.

  4. Follow the online instructions for downloading and installing this add-in program.

When you’re finished downloading and installing the add-in program, follow these steps to save a workbook as a PDF file:

  1. Click the Office Button, point to the Save As command, and click the PDF or XPS option on the continuation menu.

    The Publish as PDF or XPS dialog box appears.

  2. Edit the filename and/or folder location (if necessary) and click the Publish button.

    Excel saves the workbook in a PDF file and automatically opens it in Adobe Reader.

If you create an Excel 2007 workbook that incorporates new features not supported in earlier versions of Excel, instead of saving the workbook as an Excel 97–2003 .xls file, thereby losing all of its Excel 2007 enhancements, consider saving it as a PDF file so that co-workers using older Excel versions can still access the data in all its glory via the Adobe Reader.

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