Exporting Workbooks

Excel workbooks are usually saved in the .xlsx file format. However, sometimes you may need to save them in other file types, like PDF or Excel 97-2003 Workbook. Exporting your workbook to different file formats is simple in Excel.

Exporting a Workbook as a PDF

Saving a workbook as a PDF is helpful if you want to share it with someone who doesn’t have Excel. A PDF lets others view the file but not edit it.

Here’s how to export your workbook as a PDF:

1. Click the File tab to open Backstage view.
2. Select Export, then choose Create PDF/XPS.
   
   
   
3. The Save As dialog box will appear.
   • Pick the location to save the file.
     
     
     
   • Enter a name for the file.
   • Click Publish.

By default, Excel exports only the active worksheet. If you want to include all worksheets in the PDF:

1. Click Options in the Save As dialog box.
   
   
   
2. In the Options dialog box, choose Entire workbook.
3. Click OK.

Before exporting, check how your workbook data will look on each page of the PDF. This is similar to printing a workbook. For more tips, see the Page Layout and Printing features in Excel.

Exporting a Workbook to Other File Types

You can also export workbooks to other file formats, such as:

• Excel 97-2003 Workbook for older Excel versions.
  
  
  
• .CSV File for plain text.
  
  
  

Follow these steps to export to other file types:

1. Click the File tab to open Backstage view.
2. Select Export, then choose Change File Type.
   
   
   
3. Choose a file type and click Save As.

In the Save As dialog box:

1. Choose where to save the file.
2. Enter a name for the file.
3. Click Save.

Alternatively, you can use the Save as type drop-down menu in the Save As dialog box to select a file format.

By using these steps, you can easily save your workbook in the format you need.