Saving an Excel spreadsheet as a PDF can be confusing, and the finished file often looks different from how we want it to be presented. Here’s how to save a sheet as a readable clean PDF file.

將Excel電子表格另存為PDF可能會造成混淆，并且最終文件的外觀通常與我們希望其呈現(xiàn)方式不同。 以下是將工作表另存為可讀的清晰PDF文件的方法。

Excel文件為PDF (Excel Files as PDFs)

There are many scenarios when you may want to save an Excel document as a PDF file instead of a spreadsheet. For example, if you wish to send out only a specific portion of a larger sheet, or you don’t want it to be editable. However, converting an Excel file to a PDF can be a bit tricky.

在許多情況下，您可能希望將Excel文檔另存為PDF文件而不是電子表格。 例如，如果您只希望發(fā)送較大圖紙的特定部分，或者您不希望它是可編輯的。 但是，將Excel文件轉(zhuǎn)換為PDF可能有些棘手。

We often don’t think of Excel spreadsheets as documents with borders, pages, and margins. However, when it comes to turning these files into PDF documents that can be read, printed, or distributed to others, it’s something that you should be conscious of. Your file should be readable and understandable, without random stray columns on other pages or cell sizes that are too small to read.

我們通常不認為Excel電子表格是帶有邊框，頁面和邊距的文檔。 但是，將這些文件轉(zhuǎn)換為可以閱讀，打印或分發(fā)給其他人的PDF文檔時，您應(yīng)該意識到這一點。 您的文件應(yīng)易于閱讀和理解，在其他頁面上沒有隨機的雜散列，或者單元格大小太小而無法閱讀。

Here’s how to turn your spreadsheet into a presentable and printable PDF document.

這是將電子表格轉(zhuǎn)換為可顯示和可打印的PDF文檔的方法。

設(shè)置頁面 (Setting Up the Page)

If you’re using Office 2008 or later, navigate to the Page Layout tab. Here, you’ll see several options grouped under the Page Setup section. Here are the first three:

如果您使用的是Office 2008或更高版本，請導(dǎo)航至“頁面布局”選項卡。 在這里，您會看到“頁面設(shè)置”部分下的幾個選項。 這是前三個：

• Margins:?How large the whitespace is between the edge of a document and the first cell

  邊距：文檔邊緣和第一個單元格之間的空白量

• Orientation:?Whether you want your finished file to be in landscape or portrait

  方向：是否要使完成的文件為橫向或縱向

• Size:?The page size of your finished document

  大小：完成文檔的頁面大小

These work mostly the same as they do in a Word document, so set them based on how you want your finished PDF to look like. Take note that most Excel spreadsheets are more readable in landscape orientation than in portrait, unless you have very few columns. Sheets that are saved in portrait tend to have columns that fall outside of the final print area, which can make your document very difficult to navigate and read.

這些工作原理與Word文檔中的工作原理基本相同，因此請根據(jù)您希望最終PDF的外觀進行設(shè)置。 請注意，除非列數(shù)很少，否則大多數(shù)Excel電子表格的橫向可讀性都比縱向更好。 以縱向保存的工作表中的列往往落在最終打印區(qū)域之外，這會使文檔非常難以瀏覽和閱讀。

Additionally, you can add a header and footer to your final layout. Click the arrow on the lower-right corner of the Page Setup section, then click on the Header/Footer tab. You can select one of Office’s generated options, or create one of your own by using the “Customize” feature.

此外，您可以在最終布局中添加頁眉和頁腳。 單擊頁面設(shè)置部分右下角的箭頭，然后單擊頁眉/頁腳選項卡。 您可以選擇Office生成的選項之一，也可以使用“自定義”功能創(chuàng)建自己的選項之一。

You also have the option to change the background of your printout. To do this, click the Background button in Page Setup. You can select an image from your laptop or from the cloud, and this image will be tiled across your entire sheet.

您還可以選擇更改打印輸出的背景。 為此，請單擊“頁面設(shè)置”中的“背景”按鈕。 您可以從筆記本電腦或云中選擇圖像，該圖像將平鋪在整個工作表中。

定義打印區(qū)域和配件 (Defining a Print Area and Fitting)

Next, you need to determine what area is going to be turned into a PDF, as well as how many rows and columns will be on each page.

接下來，您需要確定要將哪些區(qū)域轉(zhuǎn)換為PDF，以及每頁上將有多少行和多少列。

The first way to define the area is by using click and drag to select all the cells that you want in your document. Afterward, go to Page Setup > Print Area > Set Print Area. This will create a thin grey line around the entire area that will be printed. When you create your PDF, everything outside this area will not be included. You can also manually input the cells by clicking the arrow on the lower-left corner and going to Sheets > Print Area.

定義區(qū)域的第一種方法是通過單擊并拖動以選擇文檔中所需的所有單元格。 然后，轉(zhuǎn)到頁面設(shè)置>打印區(qū)域>設(shè)置打印區(qū)域。 這將在要打印的整個區(qū)域周圍產(chǎn)生一條細灰色線。 創(chuàng)建PDF時，將不包括該區(qū)域之外的所有內(nèi)容。 您也可以通過單擊左下角的箭頭并轉(zhuǎn)到“圖紙”>“打印區(qū)域”來手動輸入單元格。

Similar to Microsoft Word, you can also create page breaks to segment different tables. These page breaks can be both horizontal and vertical. Go to the cell where you want to place a page break, click the “Page Layout” tab on the ribbon, and select Page Setup > Page Breaks > Insert Page Break. This will create a break right above and to the left of your current cell.

與Microsoft Word相似，您也可以創(chuàng)建分頁符以分割不同的表。 這些分頁符可以是水平的也可以是垂直的。 轉(zhuǎn)到要放置分頁符的單元格，單擊功能區(qū)上的“頁面布局”選項卡，然后選擇“頁面設(shè)置”>“分頁符”>“插入分頁符”。 這將在當(dāng)前單元格的上方和左側(cè)創(chuàng)建一個中斷。

Another important thing to do is to define the Scale to Fit option. To the right of Page Setup, you’ll see three options: Width, Height, and Scale. The Width and Height options allow you to set how many pages the rows or columns of your table will appear in. For example, if you have a lot of rows but just a few columns, setting the Width to one page is ideal. Scale, on the other hand, will determine the overall resizing of your entire print area.

要做的另一件事是定義“縮放以適合”選項。 在“頁面設(shè)置”右側(cè)，您會看到三個選項：“寬度”，“高度”和“比例”。 “寬度”和“高度”選項使您可以設(shè)置表的行或列將顯示多少頁。例如，如果您有很多行而只有幾列，則將“寬度”設(shè)置為一頁是理想的。 另一方面，縮放比例將決定整個打印區(qū)域的整體大小。

工作表選項 (Sheet Options)

The last menu you should pay attention to is Sheet Options. These are settings that affect the appearance of your final printed sheet. To access the full sheet options, click on the arrow on the lower-left corner of?Sheet Options sections.

您應(yīng)注意的最后一個菜單是“圖紙選項”。 這些設(shè)置會影響最終打印紙的外觀。 要訪問完整的圖紙選項，請單擊“圖紙選項”部分左下角的箭頭。

Here’s an overview of the various customizations you can do in this menu:

這是您可以在此菜單中進行的各種自定義的概述：

• Print Titles:?You can freeze specific rows and columns of the sheet in place so that they appear on every page, such as headers and labels.

  打印標(biāo)題：您可以將工作表的特定行和列凍結(jié)在適當(dāng)?shù)奈恢?#xff0c;以便它們出現(xiàn)在每一頁上，例如標(biāo)題和標(biāo)簽。

• Gridlines: This lets you set whether or not to show gridlines, which are the lines between cells that appear when there’s no border painted on them.

  網(wǎng)格線：這使您可以設(shè)置是否顯示網(wǎng)格線，即在單元格之間未繪制邊框時顯示的單元格之間的線。

• Headings:?This allows you do display headings, which are the fixed alphabetical (A, B, C) and numerical (1, 2, 3) labels on the x-axis and y-axis of Excel spreadsheets.

  標(biāo)題：您可以顯示標(biāo)題，這些標(biāo)題是Excel電子表格的x軸和y軸上固定的字母(A，B，C)和數(shù)字(1、2、3)標(biāo)簽。

• Comments, Notes, and Errors: This displays the?embedded comments, notes, and error warnings in the final document.

  注釋，注釋和錯誤：這將在最終文檔中顯示嵌入的注釋，注釋和錯誤警告。

• Print Order:?This lets you set whether to create a document going down first or going right first.

  打印順序：這使您可以設(shè)置創(chuàng)建文檔的順序是先降還是后降。

In this menu, you can go to the Print Preview screen, where you can get a glimpse of your final document. You can also go to the screen with the shortcut Ctrl+P.

在此菜單中，您可以轉(zhuǎn)到“打印預(yù)覽”屏幕，在其中可以瀏覽最終文檔。 您也可以使用快捷鍵Ctrl + P轉(zhuǎn)到屏幕。

保存或打印為PDF (Saving or Printing as PDF)

With your document correctly formatted and all set to go, there are two ways you can create a PDF.

在正確格式化文檔并準(zhǔn)備就緒后，可以通過兩種方式創(chuàng)建PDF。

To save the file as a PDF in Excel, open the Save As dialog, and select PDF from the “Save as type” dropdown menu. Alternatively, you can go to Export > Export to XPS/PDF. From here, you have a few options. You can decide whether to optimize the file for Standard or Minimum, which will determine the final quality and filesize of the document. You can then click “Options” to select the area to publish:

要將文件另存為Excel中的PDF，請打開“另存為”對話框，然后從“另存為類型”下拉菜單中選擇PDF。 或者，您可以轉(zhuǎn)到導(dǎo)出>導(dǎo)出到XPS / PDF。 從這里，您可以選擇幾種方式。 您可以決定是針對標(biāo)準(zhǔn)文件還是最小文件優(yōu)化文件，這將決定文件的最終質(zhì)量和文件大小。 然后，您可以單擊“選項”以選擇要發(fā)布的區(qū)域：

• Selection:?The current cells you have selected

  選擇：您選擇的當(dāng)前單元格

• Active Sheets:?The current sheet that you’re in

  活動工作表：您當(dāng)前所在的工作表

• Entire Workbooks:?All the workbooks in the current file you’re working on

  整個工作簿：您正在處理的當(dāng)前文件中的所有工作簿

• Table:?A defined table that you’ve created via Microsoft Excel

  表格：您通過Microsoft Excel創(chuàng)建的已定義表格

You can also opt to ignore the print area you’ve set entirely.

您還可以選擇忽略整個設(shè)置的打印區(qū)域。

You could also print the file as a PDF. Microsoft has a built-in PDF printer?called Microsoft Print to PDF that you can select in the printer dropdown menu. If you have another PDF drive, such as Adobe PDF, Foxit, or PDF Xchange, you can use one of those as well. Before you click “Print”, look through your print preview to make sure everything looks correct.

您也可以將文件打印為PDF。 Microsoft具有內(nèi)置的稱為Microsoft Print to PDF的PDF打印機，您可以在打印機下拉菜單中選擇。 如果您有另一個PDF驅(qū)動器，例如Adobe PDF，Foxit或PDF Xchange，則也可以使用其中之一。 在單擊“打印”之前，請仔細查看打印預(yù)覽，以確保所有內(nèi)容均正確無誤。

翻譯自: https://www.howtogeek.com/659219/how-to-save-an-excel-sheet-as-a-pdf/

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