Why You Should Convert Excel to PDF and Steps How to Do It

Why You Should Convert Excel to PDF

When running a business, it’s common to use spreadsheets to better interpret your data and information. Not only will this file format help you summarize the overall content but it also offers other tools and features that can help you get specific details. That is why it’s no wonder that most professionals use MS Excel to complete their reports.

However, did you know that MS Excel is a vulnerable file? Since you are potentially using formulas for every table and spreadsheet that you create, there is a high chance that its contents can be altered. A single change can create a great impact on your report. Because of that, it’s necessary to have an alternative way to archive your documents. And the best way to do that is by converting it to PDF.

How to convert Excel to PDF?

With the help of an online PDF tool such as PDFBear, you can easily convert your files from Excel to PDF in no time. All you need is to have access to the Internet. Before you begin with the process, you need to make sure that the spreadsheet that you want to convert is saved on the device that you’re using.

Once you visit the homepage of PDFBear, you will see the different tools available on the site. You just need to click on the option that says Excel to PDF. It will then route you to another page where you just need to perform 4 simple steps.

  1. Upload the file on PDFBear. You can select the file from your computer or you can choose the Drag & Drop option available on the website.
  2. Automatically, the tool will scan your document and will give you a preview of how it will look like. You can make changes or adjustments if necessary.
  3. Once you’re ready, you just need to select Convert and you will continue the process.
  4. Depending on the size of your file, the conversion will take about 2 minutes. You will then have an option to download the file and save it on your computer. There’s also a URL that you can use to share with other users.

As easy as that. You no longer need to sign up or create an account. PDFBear is a free tool that functions as a plug-and-play website. Once you are already on their site, you can use all the available tools. However, if you want to maximize all their features and services, you also have an option to sign up for the Pro membership. This gives you unlimited access to the tool plus other perks.

PDFBear also works on all devices and operating systems. It means that you no longer need to switch devices because it works even on your mobile phone. It’s best to use if you are an on-the-go professional who often conducts business on multiple devices. Moreover, PDFBear is a secured tool because it is using an advanced software technology that deletes all the information you uploaded on the site an hour after the process. You will surely have peace of mind using all their tools.

Reasons to Convert Excel to PDF

If you are not quite sure yet if converting to PDF is the best option for your spreadsheet files, here are some of the important and notable reasons why you should consider converting your Excel to PDF:

1. It keeps the integrity of your file

PDF cannot easily be edited. It means that all the information on your spreadsheets will remain intact even if other users access it. You don’t need to worry about any formula changes. Hence, you can be sure that your report and spreadsheet are credible at all times.

2. It stores the same formatting

If you convert your Excel to PDF, it will copy the same formatting as you have in the original file. It means that even your tables and graphs will look the same. This is the best solution to prevent the alteration of format when using another version of MS Excel or any spreadsheet editor. With PDF, it will look uniform to whoever accesses it.

3. It creates high-quality files

Apart from keeping the integrity and formatting of your files, PDFBear also makes sure to maintain the same quality of your documents. Of course, the graphs and tables should be legible and readable even on bigger screens. Even if you convert your file to PDF, you can be sure that your documents will have high quality.

4. It looks more presentable and professional

Sending a raw file of your document may look a little bit unprofessional. If you want to impress your clients or your boss, it’s best if you will send them a PDF version of your spreadsheet. In that way, it will only be as if they are reading an e-book. Your report will be more accessible and easier to understand. Moreover, it helps to make sure that all users will have access to it. Since a raw spreadsheet requires MS Excel software or the like. With PDF, everyone can easily view it.

5. It is best for long-term archiving

PDFs do not often upgrade or update their software version. It means that even after a decade, you can still view a PDF document with any viewer. It ties the loose ends when Microsoft Office updates its software and some people will have a problem accessing a document from an older version. Moreover, PDF is very easy to manage. Using PDFBear, you can also merge or combine PDF files to organize your files.

There are surely more reasons why converting Excel to PDF is a better choice. These are only some of the most useful advantages of using it. Once you start using PDF for your spreadsheets, you will discover more benefits of using this file format.

Key takeaway

As much as possible, you want to make sure that your data files are safe and secured at all times. It’s important to take extra measures in making that happen. With the help of an online PDF tool such as PDFBear, you can easily secure your spreadsheets for long-term archiving. Visit their website to know more.

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Why You Should Convert Excel to PDF and Steps How to Do It

by Mohit Rajora time to read: 4 min