Technology

Don’t Waste Time! 4 Facts You Need to Convert Excel to PDF

Excel spreadsheets have been a significant help in the various advancements in our society’s different sectors that involve data. In statistics, medicine, finance, and even technology, the collection, and processing of data have been made easier with its presence. There’s no need for manual computation anymore because you can do it conveniently in Excel.

When dealing with numbers, there are three essential things you need to consider. First is the understandability of the data. Can the viewers of your file make sense of the contents? The second is confidentiality. You must keep some information secret! Last is graphic integrity. Accuracy and correctness of data are necessary to avoid mistakes.

There’s one way you can achieve these three, and that is to convert your files to PDF. Are you wondering about the difference between them? Learn on this page what PDFs can do and how to do the file conversion! 

Also, Read {Compress PDF GogoPDF}

What does PDF mean?

Before learning how to convert XLS to PDF, let’s take a look first at what PDFs are. PDF is the abbreviation of portable document format. It is a standard file format that essentially acts as a printed image of your document. So what does that mean? You can preserve the formatting (design) of your file across computers.

You cannot edit or modify PDFs casually. Installing special editing tools is a must to do so. Of course, PDFs are easy to share, access, and print. They are also pretty standard since almost everyone encounters them every day.

PDF vs. XLS

There are many differences between PDFs and XLS (or simply Excel) files. From formatting preservation, security, accessibility, and layout, they differ vastly. Of course, they both have their advantages, and it’s your discretion on which situation you use them.

Security

In terms of safety, PDFs are better than Excel files. You should be wary of macro viruses that are commonly found in Excel files. You might not be able to detect them quickly, and it can be a headache if it worsens. On the other hand, PDFs are seldomly affected by these, and you can even encrypt them with passwords.

There are two types of PDF passwords that grant you different levels of authority. The first one is the user password, and its primary function is to open your PDF like a door key. The other one is the master password. It allows you to restrict what other people can do with your files. For instance, disallowing printing, editing, sharing, and other actions are possible.

PDFs can help you preserve the confidentiality of the data you are handling. Moreover, you can ensure that only your intended recipient can open the file, given that they do not leak it to others. This feature allows you to prevent other people from gaining unauthorized access to your intellectual property.

Read [Advantages And Disadvantages Of PDF]

Accessibility

PDFs are version-independent. Most of the time, people can’t open a specific file due to incompatibility with the software they’re using. Differences in software versions also mess up the formatting of the file, which can affect comprehension. Meanwhile, you can open and view PDFs without installing any unique software application. You can even do so with your browser!

You can ensure that your recipient can read the data inside without delays. This situation can result in having more time to do other work, and in turn, increase productivity! PDFs being accessible with browsers makes it a standard file format that is ubiquitous in many workplaces. You can comfortably send your documents in this format without worries!

Understandability

Understandability refers to how easily or quickly your reader can comprehend the information in your file. In Excel spreadsheets, the countless number of rows and columns that your reader can see may just dizzy them. That would be especially true for those who aren’t very knowledgeable with numbers.

PDFs can make your Excel files more understandable as they exhibit a more straightforward design. They are commonly in A4, A3, or other standard file sizes. The data would not appear complex and convoluted as they will be divided to separate pages. Doing this can speed up your reader’s comprehension, save a lot of time, and increase productivity too!

Graphic integrity

Accuracy and integrity of data are a necessity in a professional setting. A single error in data can result in multiple mistakes. PDFs can preserve the formatting of your data. It only means that regardless of how many times you send them online, they will appear precisely the same. Other people won’t be able to edit them so that they could remain unmodified throughout.

How do I convert my Excel files to PDF?

You can do the file conversion in a bunch of ways. For instance, you can install a software utility that can do the job. You can also opt for online web services that do the same thing. Whichever you think is the most convenient to use, it’s entirely up to you. We recommend using online Excel to PDF converters, especially the one by PDFBear.

PDFBear’s Excel to PDF converter is 100% free to use. You can convert your files without worries because this tool operates on tight security at a quick pace. Moreover, you can rest assured that what you’ll get is of high quality without anything out of place. Just go to this tool, and do the steps below to convert your Excel files to PDF.

  1. Upload your file to the tool.
  2. PDFBear will convert your file automatically.
  3. Wait for the conversion to finish.
  4. Save and share your newly converted file!

Final thoughts

Data is essential in numerous ways, primarily if we can utilize them properly. Ensuring that they are accessible and understandable by others will undoubtedly increase productivity. Moreover, ensuring that they remain confidential and unmodified at all times will reduce the chances of errors and information leaks.

You can achieve these goals by doing a simple thing: Excel to PDF conversion. PDFBear’s Excel to PDF converter is your friend in these circumstances. Convert your files with PDFBear today!

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Published by
David Martin

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