OmniDocHow to convert Word and Excel into PDF files
General practices for organizing conversions from Word and Excel to PDF: what should be confirmed before conversion, specific steps for saving using office software, and how to check the format, fonts and tables after conversion to avoid formatting distortion after sending it out.
Key points of this article
- The idea of converting Word and Excel to PDF is the same: finalize it first, then check the layout, and finally choose to save it in PDF format. There is no need to remember a separate process for the two types of files.
- Before converting to Excel, you must set the print area and page zoom, otherwise the columns of the table will easily be cut to the next page.
- Pay attention to the font embedding option when saving, which can reduce layout confusion caused by the lack of fonts on the other party's computer.
- It is recommended to use local office software to convert sensitive content such as contracts and medical records to avoid uploading to unknown websites.
- After conversion, check page numbers, tables, formulas and fonts page by page; scanned documents require OCR recognition before they can be selected and edited.
If you want to send a Word document or Excel spreadsheet to someone else, but you are worried that the other party's computer lacks fonts, has different versions, or has not installed the software, resulting in confusing layout, it is usually safe to convert the file to PDF. Many people will search for "word excel to pdf" and want to find a unified method, because the conversion steps of the two types of files actually have a lot in common.
This article talks about the general method: first confirm which areas need to be processed in advance, then save according to the steps, and finally check the results one by one. After reading, you can independently complete the conversion between Word and Excel, and you can also determine where problems are likely to occur after conversion and how to fix them.
Which method is more suitable for converting Word or Excel to PDF? One sentence conclusion
In most cases, you can choose to save or export to PDF format directly in the desktop office software. The layout is completed by the original software and the quality is controllable. Only consider converting your website online if you do not have office software installed, or if it is only a temporary conversion.
| your situation | Recommended practices | reason |
|---|---|---|
| Word or Excel has been installed on the computer, and the file must be officially issued. | Save as PDF using office software | Typesetting is done by the original software, and the fonts and paging are closer to the effect you see. |
| Excel tables are wide and often truncated when printed | Set the print area and page zoom first, then export | Avoid columns being cut to the next page |
| Documents contain sensitive content such as contracts, medical records, finances, etc. | Use local office software to convert, without uploading to the website | Files always stay on your computer |
| No office software installed, only converted once in a while | Use online conversion sites and read the privacy statement first | No installation required, but be aware of file size limits and watermarks |
| You still need to modify the text after conversion | Save the PDF first and modify it with a PDF editor if necessary, or import it back to Word | Modifying the original file is usually less troublesome than modifying the PDF directly. |
Before you start: Confirm these points first
- Confirm content has been finalized. PDF will fix the current layout, and you will need to re-export it if you change it after conversion, so confirm the text, data and page order first.
- Check font. If the file uses a special font, the other party's computer may not have it. Turn on the font embedding option when saving, or use common fonts instead to reduce misalignment caused by substitution.
- View the printing range of Excel. Blank areas, hidden rows and columns and redundant data areas in the worksheet will be output. First use the paging preview to see what will actually be printed.
- Confirm the elements that need to be retained. The saving options for bookmarks, hyperlinks, and annotations in different software are different and need to be confirmed one by one in the save dialog box.
- Determine the sensitivity of the file. For documents involving privacy or business secrets, priority should be given to using local software to process them. Do not upload them to websites of unknown origin to save trouble.
Steps to save Word or Excel as PDF using office software
- Open the Word document or Excel workbook you want to convert and read it through to make sure the content and layout are finalized.
- If it is Word, check whether the page breaks, headers, footers, and page numbers are correct; the table of contents page numbers need to be updated first to be consistent with the text.
- If using Excel, define the print area in Page Setup and select Fit all columns to fit on one page to avoid cutting the table.
- Find the save or export command in the File menu and open the save dialog box. The location of the command varies slightly between versions, and is usually found in the File menu.
- Select PDF in the File type or format drop-down box.
- If the quality or optimization options appear, select the settings suitable for printing or standard quality; when you need to ensure the integrity of the font, turn on font embedding.
- Select a save location and set a file name. If Excel contains multiple worksheets, pay attention to whether you need to export them all.
- After saving, open it with a PDF reader to check and confirm it is correct before sending.
Check each item after completion
After the conversion is completed, do not send it directly, but check it through the list below.
| Check items | How to see | What to do if there is a problem |
|---|---|---|
| Number of pages and order | Read all pages from beginning to end | Return to the original file to adjust page breaks and export again |
| Fonts and symbols | Zoom in to see if the special characters turn into squares or question marks | Turn on font embedding, or replace with commonly used fonts and then re-transmit |
| Tables and formulas | Check whether borders, merged cells and formulas are fully displayed | Adjust column width or row height and then retransmit; important formulas can be compared with the original |
| Excel number format | Check whether the date, currency symbol and decimal places are consistent with the original table | Go back to the table, modify the cell format, and then export |
| Hyperlinks and bookmarks | Click the test link to see if the bookmark is available | Check the corresponding options when saving, or add settings in the original file |
| Can text be selected? | Try to select a piece of text to determine whether it is optional text | If it cannot be selected, it means that it is image content and requires OCR recognition first. |
If the converted PDF only needs to modify individual paragraphs, merge or split pages, you can use the PDF editing function of the OmniDoc desktop client: directly modify paragraph text, insert, delete, rotate, merge, split and other page operations, or export the PDF to Word or Excel (download address: download.omnidoc.top).
❓ Frequently Asked Questions (FAQ)
1. After converting Excel to PDF, the table is cut into several pages. What should I do?
Set the printing area in Excel, set the page scaling to adjust the column width to one page width, or change it to landscape orientation before exporting. If it still exceeds the limit, you can reduce the column width appropriately or split it into multiple worksheets and export them separately.
2. What is the reason why garbled characters or squares appear after converting Word to PDF?
Most of them are missing fonts or special symbol fonts are not embedded. Turning on the font embedding option when saving, or replacing the text with commonly used fonts and then converting it again can usually solve the problem.
3. Is it safe to convert websites online?
Security depends on the website's privacy statement and file retention rules. It is recommended to use local office software to process sensitive documents such as contracts and medical records; when choosing a website, check whether it states that the files will be deleted after conversion, whether there is a size limit, and whether a watermark is added.
4. How to convert PDF back to Word or edit scanned document?
Ordinary PDF can be exported to Word using a PDF editor or conversion tool. Pagination and tables still need to be checked after export. Scanned documents are essentially pictures and need to be OCR recognized before they can be selected and edited; the OCR results may contain typos and need to be checked paragraph by paragraph.
📝 Summary
Whether it is Word or Excel, the key to converting to PDF is to finalize it, check the layout, select the correct format and then save it. After conversion, use a PDF reader to check each item. If you find any problems, go back to the original file and modify it, which is more secure than directly modifying the PDF.
