Excel and PDF are two different file types. But, both are used in various applications, across almost all business functions. Whereas Excel files are used mostly for organizing data and performing financial analysis. PDF is a format usually used to distribute read-only documents while preserving their original format. You would often find eBooks, application forms, manuals, and scanned documents in PDF.
While each has different purposes, there will come a time when you have to convert from Excel to PDF. When you have to maintain the accuracy of your data, for instance. Continue reading as we discuss everything you need to know about Excel, PDF. And the benefits of converting one into the other format.
Excel and PDF: What Are They for and When Should You Use Them?
Excel is Microsoft’s spreadsheet software that is often used to create budgets, graphs, charts, and for storing and managing data. It supports over 16,000 columns and 1 million rows which you can use to create a comprehensive database. Some areas where Excel has been proven most useful include the following:
- Data entry and management
- Accounting
- Financial analysis
- Programming
- Time and task management
- Charting and graphing
- Reporting
Today, even the most successful businesses use Excel to create and manage data. It’s equipped with various tools and formulas that automate your calculations, thus removing the risks of human errors that can compromise the accuracy of your data.
While spreadsheets can vary in complexity, their main purpose is to help you stay organized in a way that makes sense for everyone involved. But, along with these benefits, a usual problem with Excel files is that the data can be quite sensitive. A slight change can be enough to throw your formula out of order. You need to keep your spreadsheet and the data in it secure, and this is where converting Excel to PDF comes into play.
Why Should You Convert With GogoPDF?
Short for Portable Document Format, PDF is an open file format used for saving. And distributing files that are mainly meant for viewing, not editing. PDF files are known to have several advantages such as accessibility, portability, and versatility. It supports various rich content as well such as graphics, images, videos, and hyperlinks.
Because PDF preserves the original formatting of a document, it guarantees that it will look the same regardless of where it’s shared and viewed. This goes to show that sharing a spreadsheet as a PDF file will help ensure that everyone can view it as intended, without the risk of alteration in the process.
With that said, there are a few cases when you may want to save an Excel file into PDF instead of a spreadsheet. Such is when you only wish to send out a specific portion of a spreadsheet or you don’t want it to be editable. It is worth highlighting the benefits of converting Excel to PDF as well:
Accuracy
Everyone who works on a spreadsheet understands the time and effort it takes to input data and avoid mistakes that can compromise its accuracy. If you want to err on the side of caution, convert your spreadsheet into PDF to preserve its data and gain peace of mind that it will not be altered anywhere in the process.
Password Protection
PDF enables data encryption, meaning you can modify user access to limit who can view, download, or print the file. This way, you can worry less about losing the integrity of your data or your spreadsheet falling into the wrong hands.
Portability
An Excel file can have a lot of data, thus potentially consuming plenty of space. As a result, you may have difficulties sharing it online, particularly via services where there’s a file-size limit. Converting it to PDF also means compressing the file size without compromising its quality.
Accessibility
There’s hardly a program that’s more accessible than PDF. Because it’s supported by various software, you can access it almost anywhere. From your phone, tablet, or computer, regardless of its operating system. Plus, due to the high demand for this format, It’s unlikely that PDF will be phased out anytime soon.
Support for Various Types of Content
As said above, PDF files support images, graphics, text documents, hyperlinks, videos. And almost all types of content imaginable. In this particular case, you can also use it to save spreadsheets. And share them in a way that is more secure and convenient for you.
How to Convert an Excel File to PDF
There are two common ways to save an Excel spreadsheet as a PDF. One entails opening the file in Microsoft and saving it as a PDF—simple. The other method involves using an online converter where you only have to drag and drop the file on the site. Wait for the converter to save the file to PDF format before downloading it.
GogoPDF is a free online service that allows you to convert an Excel spreadsheet to PDF. This proves useful when you’re sending data via email or messaging apps. Where it has to be kept in reduced file size. Regardless of your device, you can access its mobile-friendly site as long as you are connected to the Internet. You can also use its service if you wish to print an Excel file in a PDF format.
But, that’s not all, GogoPDF also has tools to compress, split, merge, or convert various files to PDF and vice versa. It also has features that allow you to unlock a secured PDF file and add a watermark or signature to the file.
Takeaway
Creating and managing spreadsheets can be time-consuming and stressful. Because of this, it’s understandable how you want to keep your data accurate. And protected when distributing them to your organization. Good thing, all it takes is access to a free PDF. Converter and, of course, a few clicks to do exactly just that.
What do you think of converting Excel files to PDF? Let us know by leaving a comment below.