Free Excel to PDF Converter
Turn Excel, ODS or CSV sheets into PDF. Choose sheets and orientation, fit columns to the page width and repeat the header row on every page.
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How to convert an Excel spreadsheet to a print-ready PDF
Spreadsheets rarely print well by default: columns spill onto extra pages and the header row disappears after page one. This tool lays out the cell values you see in the spreadsheet as a clean table on the paper size you choose.
- Choose an .xlsx, .xls, .ods or .csv file up to 30 MB.
- Tick the sheets to include. Each sheet starts on a new page, and a preview shows the first rows.
- Choose the paper size, orientation, text size and margins. Landscape suits wide sheets.
- Keep Fit all columns to the page width on to shrink text (down to 6 pt) and wrap long cells, or turn it off to continue wide sheets on extra pages.
- Choose whether to repeat the first row as a header, print gridlines, show sheet names and number pages, then create and download the PDF.
When to turn a spreadsheet into a PDF
Send a PDF instead of the workbook when the reader only needs to see the numbers: a price list for customers, an order summary for a supplier, a timetable, a class list, or figures attached to a report. A PDF cannot be accidentally edited, hides your formulas and opens the same way everywhere.
This tool also helps when you do not have Excel, or when a CSV export from an online system needs to be printed. CSV files have no page setup at all, so they usually print as narrow, unreadable strips.
If you need the reverse, extracting a table from a PDF into a spreadsheet, use PDF to Excel. To clean up a CSV before printing it, the CSV viewer and editor lets you sort, filter and delete columns.
Worked example: a 12-column order list
We used a sheet of 200 orders with 12 columns (order ID, date, customer, country, product, SKU, quantity, unit price, discount, tax, total and status), 9 pt text and 12 mm margins. At their natural widths the columns need 621 pt.
On A4 landscape the printable width is 773.9 pt, so everything fits at full size: 28 data rows per page and 8 pages in total, each with the header row repeated. On A4 portrait the printable width is only 527.2 pt. With Fit to page width on, the text is reduced to 7.6 pt, the long product names wrap onto two lines and the sheet takes 7 pages.
With Fit to page width off on A4 portrait, the first 9 columns fit on one page width and the last 3 (tax, total and status) continue on separate pages. That produces 10 pages: 5 pages down for the left part, then 5 for the right part, the usual print order of down then across. For most readers, landscape with fitting on is the clearer choice.
How the layout is calculated
The workbook is read with SheetJS, which supports .xlsx, .xls, .ods and .csv. Each cell's displayed text is used, so a value stored as 0.125 with a percentage format prints as 12.5%, and dates print in the format set in the file. Empty trailing rows and columns are trimmed. Cells that hold numbers or dates are right aligned.
Each column's width is measured from its longest line using the real font metrics, capped at 45% of the page width so one long description cannot take over the page. If the total is wider than the page and fitting is on, the text size is reduced in proportion, but not below 6 pt. Any remaining overflow is handled by narrowing the widest columns and wrapping their text.
Rows are then split into pages by height. With the header option on, the first row is reserved at the top of every page. A single row taller than a page is shortened with an ellipsis rather than split, so a table never breaks in the middle of a cell.
Common mistakes to avoid
Forgetting number formats. If a column shows 45123 instead of a date, the cell was stored as a plain number. Format it as a date in the spreadsheet and save before converting.
Including helper sheets. Lookup tables and hidden sheets are listed too and marked hidden. Tick only the sheets the reader needs.
Expecting charts or colours. The PDF is a clean data table: charts, images, conditional formatting colours and merged cells are not reproduced. Export charts separately from your spreadsheet app if you need them.
Useful tips and limitations
- Values print exactly as formatted in the file, so set number and date formats in your spreadsheet first. Formulas print their last saved result.
- Charts, images, cell colours, merged cells and Excel's own print areas are not reproduced; you get a clean data table.
- If a sheet has a title in row 1 and the real column headings in row 2, delete or move the title row first so the correct row repeats on every page.
- Text below 7 pt is hard to read on paper. If fitting shrinks it further, switch to landscape or A3.
Common questions
How do I fit an Excel sheet on one page width?
Keep Fit all columns to the page width switched on. The tool measures every column, shrinks the text just enough (not below 6 pt) and wraps long cells so all columns fit across. Rows still continue onto as many pages as they need.
Will the header row repeat on every page?
Yes, if Repeat the first row is ticked. The first row is shaded, bolded and drawn again at the top of each page.
Can it convert password-protected workbooks?
No. Remove the workbook password in your spreadsheet app first, then convert the saved copy.
Does it print formulas or results?
Results. The PDF shows each cell's last saved value as displayed in the spreadsheet; formulas are not printed or recalculated.
Can I combine several sheets into one PDF?
Yes. Tick every sheet you need. They are added in workbook order, each starting on a new page with its name at the top.
Why do some characters appear blank?
The embedded font covers Latin, Greek and Cyrillic. Characters from other scripts, such as Chinese or Arabic, are flagged in the notes and may not display.
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