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How to save Google Sheets as a PDF? If you want a read-only copy of your Google Sheets spreadsheet data, save it as a PDF. This guide explains how.
In today's digital world, having the ability to access and save files in multiple formats is essential.
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A popular file format is PDFoffering a commonly supported read-only file format for documents.
As a frequent Google Sheets user, you may need to convert your spreadsheets to PDF. This can be useful when you want a static snapshot of your data or when you need to share your spreadsheet with others who don't have access to Google Sheets.
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How to save a Google Sheets file as a PDF on a PC or Mac
Fortunately, the process of converting Google Sheets to PDF is quick and straightforward. To save a Google Sheets spreadsheet as a PDF, follow the steps below.
The easiest way to save a Google Sheets spreadsheet as a PDF on your PC or Mac is to use the built-in export options to save the file directly as a PDF. This should help preserve the spreadsheet's formatting, but also allow you to customize the parts of the spreadsheet that you want to save.
This is possible through an unusual quirk of the printing system. Instead of printing the document using a physical printer, Google Sheets can 'print' the spreadsheet contents to a PDF file.
You can view the file using a PDF reader such as Adobe Acrobat or Wondershare PDF Reader. You can also use the built-in PDF reader included in browsers like Google Chrome and Microsoft Edge.
How to Save Google Sheets as a PDF
- First, open the Google Sheets spreadsheet you want to save as a PDF.
- Select File from the menu.
- In File menu, select Download > PDF (.pdf) among the available options.
- A special version of the print preview menu will appear. First, choose whether or not you want to print just the active sheet or all sheets in your spreadsheet using the Export drop-down menu in the top right corner.
- Then select the file size (based on typical printer sizes) using the Paper Size drop-down menu.
- Select the page orientation you want to use by selecting Landscape or Portrait.
- Adjust scaling settings as needed using the Scale drop-down menu, choosing fit in width, fit in height, fit the pageor keep the default scale using the normal (100%) option.
- Choose the margin settings you want using the Margins drop-down menu.
- Make additional changes to the file's formatting settings, headers, and footers using the Formatting It is Headers and footers Sections.
- Once you have configured the file and are ready to save, press the Export button in the top right corner.
- When prompted, choose a file name and save the file to your PC or Mac in your preferred location.
The Google Sheets file will now download to your computer as a PDF file for you to view. You can share the file elsewhere, print it manually, or make other changes like removing certain pages or drawing directly on the PDF file.
How to save a Google Sheets file as a PDF on a mobile device
If you're away from your computer and need to save a Google Sheets document as a PDF file on your mobile device, you can do so using the Google Sheets app. Google Sheets is available to users on Android, iPhone, and iPad devices.
To save a Google Sheets file as a PDF on a mobile device:
- Open your Google Sheets spreadsheet using the app on your Android or Apple device.
- Tap three points menu icon in the top right corner of the screen to open the menu.
- From the menu, select Share and export.
- Then tap Save as at the Share and export options.
- To choose PDF document (.pdf) from the available file formats, then tap OK.
- Google Sheets will export the file as a PDF. To download it to your device, tap the Download button.
The PDF file should now be saved to your mobile device.
Managing your Google Sheets data
Thanks to the steps above, you can easily save your Google Sheets as PDF by exporting the file using the print-to-file functionality on most modern devices.
You may find it easier to keep it online and share your Google Sheets spreadsheet with other users.
Want to improve your spreadsheet? Why not try merging spreadsheets for clarity, or if the data is difficult to read, you can always try enlarging the cells in your spreadsheet.