How to convert an Excel spreadsheet to PDF on Mac

How FileMate lays out a spreadsheet

Spreadsheets don’t have pages, so every converter has to decide where to cut. FileMate’s rules:

• Whole columns. Each page is as wide as the sheet’s columns, up to 37.5 inches. A wider sheet is split into bands of whole columns, printed down then over, as Excel does.
• Whole rows. Long sheets continue on further pages at row boundaries, and merged blocks are never split.
• Visible content only. Hidden sheets, rows and columns are left out, and empty pages are skipped.
• Saved values. Formulas show the results stored in the file. Nothing is recalculated.
• Charts and pictures are drawn where they sit on the sheet.

What can differ from Excel’s own PDF

• Excel’s print areas and page setup aren’t used, so the pages are cut by FileMate’s rules above, not by the print settings saved in the workbook.
• Cell borders aren’t drawn; light gridlines are shown instead.
• Number and date formats show the text stored in the file, and charts use a standard look.
• Fonts that come with Office are replaced with similar fonts on your Mac.

For a spreadsheet laid out for printing, with a carefully set print area, export it from Excel.

With Numbers

1. Right-click the .xlsx and choose Open With › Numbers.
2. Choose File › Export To › PDF.
3. Choose whether each sheet fits one page or uses page view, then save.

Numbers is free, and fine for one workbook. It converts the file into a Numbers document first, and some Excel features don’t survive that.

What FileMate doesn’t convert

Older .xls files, password-protected workbooks and files over 150 MB. Save an old .xls as .xlsx in Numbers or Excel first.