How To Convert XLSX to PDF Online—Three Free Options

The best way to preserve your formatting, formulas, and data is to save your XLSX file as a PDF. In that way, compatibility won’t be a problem.

We’ll show you a step-by-step procedure to convert your .xlsx (or .xls) file to PDF, in three easy methods.

How To Convert XLSX to PDF: Step-by-Step Guide

You’ve got a few solid options — one through Google Drive, one using Smallpdf, and one if you’re a Microsoft 365 user.

Method 1: Use Smallpdf to Convert XLSX to PDF Online

If you want the fastest and most flexible method, use our Excel to PDF Converter. No need to sign in or download, just upload and convert.

Here’s how:

1. Open Excel to PDF Converter.
2. Drag and drop your .xlsx or .xls file into the box.
3. Wait a second while the file is processed.
4. Download your PDF or save it to Drive, Dropbox, or OneDrive.

The converter keeps your tables, charts, and cell formatting intact, so your PDF looks just like your spreadsheet.

You can also compress, merge, or password-protect your PDF right after the conversion — all within the same interface.

Why use this method?

It’s fast, private, and works on any platform. And unlike some browser-based converters, Smallpdf can handle large files — up to 5 GB.

It’s completely free for one task per day. If you need more, you can start a 7-day free trial.

Method 2: Convert XLSX to PDF with Google Sheets

If you already use Google Drive, you can convert Excel files without downloading any new apps.

Here's how to do it:

1. Upload your .xlsx file to Google Drive.
2. Open the file using Google Sheets.
3. Go to File > Print, or click the printer icon.
4. Under “Destination,” choose Save as PDF.
5. Customize layout options (margins, scale, orientation).
6. Click Save to download your PDF.

This method works well for smaller spreadsheets. But if your Excel file includes complex charts or custom formatting, Google Sheets can alter the layout slightly during the import.

It’s still a great option when you’re already logged into Drive or collaborating with others in Google Workspace.

Here are some limitations you may encounter:

• You must be signed into a Google account.
• File formatting might shift during upload or export.
• No built-in PDF editing options.

Method 3: Use Microsoft Excel Online (Microsoft 365)

If you have a Microsoft 365 subscription, you can convert your XLSX to PDF directly in Excel Online.

Here’s how:

1. Upload your file to OneDrive.
2. Open the XLSX in Excel via your browser.
3. Click File > Save As > Download as PDF.

It’s simple, but requires a paid Office 365 account. That said, many Excel users already have access through school, work, or personal subscriptions.

Here are some limitations you may encounter:

• Requires login and subscription
• No advanced compression or formatting options
• You can only export the active worksheet by default (unless you adjust print settings)

This method is convenient for existing Office users, but not ideal if you want more control over the final PDF.

What Is an XLSX File and Why Convert It to PDF?

An XLSX is a Microsoft Excel file used for spreadsheets, charts, calculations, and data analysis. It’s great for editing, but not ideal for printing, viewing, or sharing outside of spreadsheet apps.

PDFs are better when you want:

• A fixed layout
• A universal format that opens on any device
• Locked content that can’t be edited easily
• Cleaner formatting for printing or archiving

By converting to PDF, you ensure your formulas, tables, and formatting look the same no matter where it’s opened.

How To Keep Formatting Intact During Conversion

If you’ve ever exported an Excel file and ended up with broken tables or weird page breaks, you’re not alone. Here are a few tips:

• Preview before saving: Use “Print Preview” to check alignment.
• Set print area: In Excel, highlight the data you want, then go to Page Layout > Print Area > Set Print Area.
• Adjust margins: Use narrow or custom margins for wider sheets.
• Fit to one page: Scale your spreadsheet to fit on one page or a set number of pages before exporting.

Choose landscape or portrait based on column width.

Most converters, including Smallpdf, preserve formatting by default, but fine-tuning these settings ensures accuracy.

Can You Convert Excel to PDF on Mobile?

Yes. Smallpdf’s website and mobile app both support Excel to PDF conversion.

To convert XLSX to PDF on your phone: 1. Open the Excel to PDF Converter in your mobile browser. 2. Upload the spreadsheet from Files, Drive, or your device. 3. Wait a few seconds, then download your new PDF.

You can also use the Smallpdf Mobile App (iOS or Android) to convert, compress, and manage PDFs on the go.

FAQs

1. Can I convert XLSX to PDF without losing formatting?

Yes. Smallpdf’s Excel to PDF converter maintains tables, cell formatting, and layout. Preview settings before converting for best results.

2. What’s the easiest free way to convert Excel to PDF?

Smallpdf Excel to PDF converter. Just upload your file, convert, and download in seconds.

3. Does Smallpdf work with .xls files too?

Absolutely. It supports both .xlsx and older .xls formats.

4. Is it safe to upload sensitive Excel data?

Yes. All uploads are encrypted with TLS and deleted automatically after processing. Smallpdf is ISO 27001 certified and GDPR compliant.

5. Can I batch convert multiple Excel files?

You can with a Smallpdf Pro account. Upload multiple spreadsheets and convert them all at once.