5 Easy Ways to Convert Excel to PDF in Google Sheets

Are you one of those who often need to share Excel spreadsheets but find that PDF versions ensure document integrity and professionalism? With the proliferation of cloud-based tools, Google Sheets has emerged as a powerful platform for data management and collaboration. Converting Excel to PDF in Google Sheets not only preserves the formatting and security of your data but also makes it universally accessible across different devices. Here are five easy methods to convert your Excel files into PDFs using Google Sheets.

Method 1: Direct Upload and Conversion in Google Sheets

The simplest way to convert Excel to PDF in Google Sheets is by directly uploading the file and converting it within Google Sheets:

• Open Google Drive and click on “New” followed by “File upload” to upload your Excel (.xlsx) file.
• Once uploaded, right-click the file and select “Open with” > “Google Sheets”.
• With the file open in Google Sheets, go to the menu and select File > Download then choose PDF (.pdf).

Method 2: Using Google Drive’s Quick Access Menu

Google Drive offers a quick access menu for convenient file conversion:

• Find your Excel file in Google Drive.
• Right-click on it to open the menu, hover over “Open with”, and then click on “Google Sheets”.
• Once the file is open, use the Quick Access menu at the top and select the “Download PDF” option.

Method 3: Scripting with Google Apps Script

For those familiar with coding, Google Apps Script provides a programmatic way to convert files:

• Open the Excel file in Google Sheets.
• Go to Extensions > Apps Script.
• Create a new script with the following code:

function convertToPDF() {
    var sheetId = ‘YOUR_SHEET_ID’; // Replace with your Google Sheet ID
    var pdfFolder = DriveApp.getFolderById(‘YOUR_PDF_FOLDER_ID’); // Replace with your destination folder ID

var pdfBlob = DriveApp.getFileById(sheetId).getAs('application/pdf');
pdfFolder.createFile(pdfBlob);


}

• Replace ‘YOUR_SHEET_ID’ and ‘YOUR_PDF_FOLDER_ID’ with actual values, then save and run the script.

💡 Note: Running Google Apps Script requires permissions to access and modify files in your Google Drive. Ensure you have the necessary access rights.

Method 4: Browser Extensions

Another approach is to use browser extensions designed to facilitate conversion:

• Install a browser extension like “Cloud Convert” or “Save as PDF” which supports Google Sheets.
• Open the Excel file in Google Sheets, click the extension icon, and select the option to save or export as PDF.

Method 5: Using Add-ons in Google Sheets

Google Sheets supports add-ons that can automate conversion processes:

• Navigate to the Add-ons menu in Google Sheets.
• Search for and install an add-on like “PDF Toolkit” or “PDF Merge Split”.
• Follow the add-on’s instructions to convert your Excel file to PDF.

In conclusion, converting Excel files to PDFs in Google Sheets can be accomplished in several straightforward ways. Whether you prefer a direct, manual approach or automation through scripts and add-ons, Google Sheets provides versatile options to meet your needs. Remember, while these methods are generally reliable, always ensure your data integrity and formatting remain intact post-conversion.

Can I batch convert multiple Excel files to PDF in Google Sheets?

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Yes, you can use Google Apps Script to automate the batch conversion of multiple Excel files to PDF. You’ll need to iterate through the files in a Google Drive folder and apply the conversion process to each file.

What are the limitations of Google Sheets when converting Excel files to PDF?

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The main limitations include possible loss of complex Excel functionalities like certain macros, or advanced chart types that might not translate perfectly into Google Sheets before being converted to PDF. Also, the size of the file plays a role; very large spreadsheets might take time to convert.

Is the formatting preserved when converting Excel to PDF via Google Sheets?

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Most basic formatting like text styling, cell borders, and colors are preserved. However, more intricate features or functions unique to Excel might not appear in the PDF or could be interpreted differently by Google Sheets.