There are two accessible agency to save the alive Microsoft Excel area to a PDF file: manually and with a macro. Here’s how to do both.
We acclimated to book archive and added assay letters to allotment with others. Today, we can bypass the press avenue by administration letters electronically. However, sending the absolute Microsoft Excel workbook book is usually inappropriate; you’ll hardly appetite to allotment the antecedent abstracts forth with reports. One way to allotment alone the address is to save that area to a PDF book and again allotment it electronically—no fuss, no muss, no cat-and-mouse for a printout to avenue through an ancient centralized mail system. In this article, I’ll appearance you how accessible it is to save alone the alive area to a PDF book by application the interface and by alive a macro.
SEE: 69 Excel tips every user should master (TechRepublic)
I’m application Microsoft 365 on a Windows 10 64-bit system. You can assignment with your own abstracts or download the affirmation .xlsx file. This commodity isn’t adapted for the browser archetype nor the beforehand .xls format.
If you’re like abounding users, you abstracted abstracts from reports. That way, you can bound book a address after additionally administration the antecedent data. It’s quick and clean. Figure A shows such a advertisement sheet. If you accelerate the absolute workbook electronically, others accept admission to the antecedent data, which ability be arcane or proprietary. Besides, including the abstracts in a address is distracting.
As mentioned, you can book the address and avenue it appropriately, but instead, let’s save it to a PDF book that you can allotment by email, on OneDrive, or adhering via a babble window or Team meeting. We won’t absorb time on creating the address sheet, so we can apply on extenuative the address sheet. (If you’re application the affirmation file, you can appearance the antecedent abstracts in the Stratification tab.)
Saving the address area to a PDF book is the accessible part. From the address sheet, bang the Book tab. In the larboard pane, accept Save As or Save a Archetype (OneDrive). In the consistent dialog, accept PDF (*.pdf) from the Save dropdown (Figure B), and again bang Save. You can additionally change the binder or filename back necessary. You can see the consistent PDF book in Figure C. If the workbook has added bedding (and best will), this action saves alone the alive sheet.
You apparently didn’t charge me to appearance you how to save a area to a PDF book but alive that the assignment saves alone the accepted area ability be new to you. If you do this often, you ability account from a macro that saves the accepted area to a PDF file—it alone takes one band of code. To add the code, do the following:
‘Save Address area (Sheet2) as pdf file.
Next, acknowledgment to Excel and save the book as a macro-enabled file. To run the macro, bang the Developer tab, bang Macros in the Cipher group, and again accept the SaveReportPDF sub action and bang Run.
If the Developer tab isn’t visible, you can acquisition instructions in the commodity How to add Office macros to the QAT toolbar for quick access. (See the aboriginal branch afterward Figure J.)
The abbreviate action does the buck minimum and makes a lot of decisions for you. As is, this action saves the alive area (Stratification) to a PDF book application the name of the Excel book to name the PDF file, and saves that book in the aforementioned folder. It takes affliction of a lot for you, but you ability charge to acclimatize things a bit. The syntax for the abounding command is
ws.ExportAsFixedFormat (Type, FileName, Quality, IncludeDocProperties, IgnorePrintAreas, From, To, OpenAfterPublish, FixedFormatExtClassPtr)
where alone Type is required. In our case, we acclimated the connected xlTypePDF and larboard the OpenAfterPublish as its default, true. The name of the affirmation workbook is ExcelPDF_demo.xls, so the macro saves the Stratification area to a PDF book called ExcelPDF_demo.pdf in the aforementioned binder as the workbook file, and again opens the anew adored PDF file. You can analyze the added ambit added if you anticipate you ability charge them.
You ability appetite to ascendancy the name and the binder area the macro saves the file. If so, you’ll apparently appetite to add some error-handling code. In addition, the ws expression, which charge advertence a worksheet commodity isn’t necessary, and back not absolutely referenced, defaults to the alive sheet. That means, you charge go to the Stratification area to assassinate the macro. You could calmly specify the worksheet application a Dim ws As Worksheet band and ascertain it accordingly.
This commodity shows you how to save the alive area as a PDF and I’ve provided a simple macro that does the aforementioned thing. You can, if needed, add to that macro to specify the filename and the absence folder.
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