How to Convert Excel to PDF and PDF to Excel
Convert Excel spreadsheets to PDF and PDF tables back to Excel. Keep formatting intact and make your data easy to share, print, and archive.
You've just finished a financial report in Excel and need to send it to a client — but you don't want them accidentally editing the numbers or seeing the formulas behind the cells. Converting it to PDF locks everything in place. Or maybe you've received a PDF invoice and need to pull the data into a spreadsheet for analysis. Either way, moving between Excel and PDF is something most of us deal with regularly.
Here's how to handle both directions quickly and for free.
Key Takeaways
- Convert Excel spreadsheets to PDF to lock formatting and protect your data.
- Convert PDF tables back to Excel for easy editing and data analysis.
- Formatting, column widths, and visual layout are preserved during conversion.
- Works directly in your browser — no software to install, no account needed.
- Ideal for financial reports, invoices, data tables, and business documents.
How to convert Excel to PDF
Use the free Excel to PDF tool to turn your spreadsheet into a clean, shareable PDF.
- Go to the Excel to PDF tool.
- Upload your Excel file (.xlsx or .xls).
- Click Convert.
- Download your PDF — ready to share, print, or archive.
The conversion preserves your column widths, cell formatting, borders, and colors. What you see in Excel is what you get in the PDF.
How to convert PDF to Excel
Need to go the other way? Use the PDF to Excel tool to extract data from PDF tables into an editable spreadsheet.
- Go to the PDF to Excel tool.
- Upload the PDF containing your tables or data.
- Click Convert.
- Download the Excel file and start working with your data.
This is especially useful for invoices, bank statements, and reports that you've received as PDFs but need to analyze or modify.
Real-world ways people use these tools
Accountants: Share reports confidently
Convert your Excel reports to PDF before sending them to clients or management. The layout stays exactly as you designed it, formulas are hidden, and nobody can accidentally change any numbers.
Students: Submit clean assignments
Many courses require submissions in PDF format. If you've built a data analysis project in Excel, converting to PDF gives you a polished, printable document that looks professional.
Small business owners: Digitize invoices
Received a PDF invoice from a supplier and need to log it in your accounting spreadsheet? Convert the PDF to Excel, copy the relevant data, and keep your records up to date without manual typing.
Tips for better results
Keep your Excel formatting simple
Complex formatting — like merged cells, layered charts, and conditional formatting — may not always translate perfectly to PDF. If the resulting PDF doesn't look quite right, simplify the layout slightly and convert again.
Handle scanned PDFs with OCR
If your PDF is a scanned image (not selectable text), the PDF to Excel tool may need help recognizing the content. Run OCR on the file first to make the text recognizable, then convert to Excel.
Compress large files after converting
High-resolution Excel files with lots of images and charts can produce large PDFs. Use the Compress PDF tool to bring the file size down for easy sharing.
FAQs
FAQ: Is it free to convert Excel to PDF?
Yes. PDFTheory's Excel to PDF tool is completely free — no limits, no watermarks.
FAQ: Will the formatting be preserved?
Yes. Column widths, borders, fonts, colors, and cell formatting are maintained in the PDF output.
FAQ: Can I convert a PDF with tables back to Excel?
Yes. The PDF to Excel tool extracts table data and places it into spreadsheet cells for easy editing.
FAQ: Does it work with .xls and .xlsx files?
Yes — both legacy .xls and modern .xlsx formats are supported.
FAQ: Can I convert on my phone?
Yes. PDFTheory works in any mobile browser, so you can convert files directly from your phone or tablet.
FAQ: Are my files safe?
Your files are processed locally in your browser and are never uploaded to external servers. Everything stays private.
FAQ: What if the PDF has multiple sheets worth of data?
The PDF to Excel tool will do its best to recognize and separate tables into appropriate cells. For complex multi-table PDFs, you may need to make minor adjustments after conversion.
FAQ: Can I convert other Office formats too?
Yes. PDFTheory also offers Word to PDF and PowerPoint to PDF converters.
FAQ: What if the PDF table extraction isn't perfect?
For scanned or image-based PDFs, run OCR first. For digitally-created PDFs, the extraction is typically very accurate.
FAQ: Can I convert Excel to PDF and then compress it?
Absolutely. Convert first, then use the Compress PDF tool to make the file smaller for emailing or uploading.
Final thoughts
Whether you're locking down reports, sharing invoices, or extracting data from PDFs — converting between Excel and PDF is one of those small tasks that makes a big difference in how you work. With PDFTheory, both directions are free, fast, and keep your formatting intact.
