03 / HOW TO CONVERT EXC
How to convert Excel to PDF
Upload one XLSX file. The tool accepts spreadsheets that are up to 50 MB and up to 500 pages. We only convert one file at a time, so if you need to convert multiple files, run separate conversions.
After you choose your file, the upload begins automatically. The status will show 'Uploading', then 'Queued', then 'Running' with a percentage while the job processes. When it's done, the PDF is ready to download. There are no settings to adjust—you upload the file and get the result.
04 / WHAT HAPPENS DURIN
What happens during conversion
Your file is uploaded to a private storage area and then scanned for malware before anything else happens. If the file contains malicious code, it never reaches the conversion engine. The file type is also checked by reading the actual bytes, not the file name. So, renaming a file to .xlsx won't help if it isn't really an Excel file; it will be rejected before any work starts.
The actual conversion is performed by LibreOffice running headless (that means with no user interface) on our server. The engine opens the workbook as it is and exports it to PDF. Formulas are turned into their last calculated values, because a PDF contains the results, not the formulas. Any charts, images, and formatting are preserved as they appear in the spreadsheet.
After the conversion, the PDF is opened and parsed again to make sure it's not broken. If the output is unreadable or incomplete, the job fails and you won't get a corrupt file. When the PDF is offered for download, it's been verified.
05 / WHAT TO KNOW ABOUT
What to know about page layout
The layout of the PDF follows the page setup saved in your spreadsheet. If you haven't set a print area, a wide sheet can spread across multiple pages—this is a common surprise. For example, a sheet that is too wide for a single portrait page will split into several pages horizontally.
The usual fix is to set the print area and scaling in Excel before converting. Use Page Break Preview to see how the pages will break, adjust the print area to include only the cells you want, and set scaling to 'Fit All Columns on One Page' if that's what you need. That way, the PDF will reflect exactly what you'd print.
This tool does not modify your layout; it just converts what's in the file. If the PDF has unexpected page breaks, check the spreadsheet's page setup and try again.
06 / IF YOU SEE A FONT
If you see a font warning
In some cases, after conversion you may see a warning that fonts were substituted. This means that a font used in the workbook isn't available on the server, so it was replaced with a similar one. As a result, line breaks or text width might shift slightly compared to your original.
To avoid this, you can embed or outline fonts in the Excel file if you control the source, or convert the fonts to standard web-safe fonts before uploading. If the layout is critical, test with a small section of your workbook first.
07 / YOUR PRIVACY AND S
Your privacy and security
Your file is uploaded to private object storage. It is automatically deleted after 1 hour if you use the tool anonymously, or after 7 days if you're signed in. No one else can access your file during that time.
We do not use your files for anything other than the conversion. There are no settings or options that would change how your file is handled.
FAQ
Common questions
Will the PDF look identical to my Excel file?
The PDF will match the page setup of your spreadsheet, including print area, scaling, and page orientation. However, if your sheet is too wide for one page and you haven't set a print area, it will split across multiple pages. Formulas are converted to their calculated values.
What is the maximum file size and number of pages?
The file size must be up to 50 MB, and the workbook must not exceed 500 pages. If your file is larger or has more pages, the conversion may fail. Split the file or reduce its size if needed.
Can I convert XLS files instead of XLSX?
No, this tool accepts only XLSX files. If you have an older .xls file, open it in Excel and save it as .xlsx first, or use a different tool for .xls.
Why is my PDF split across multiple pages?
This happens when your sheet is wider than the page width and you haven't set a print area. To fix it, set a print area in Excel and use scaling to fit the columns on one page.
What does the font substitution warning mean?
It means a font used in your workbook is not installed on our server, so it was replaced with a similar font. This can cause minor changes in text layout, like different line breaks. To minimize this, embed fonts in your Excel file or use standard fonts like Arial.
Are my files stored after conversion?
Your uploaded file is deleted after 1 hour if you use the tool anonymously, or after 7 days if you are signed in. The converted PDF is available for download during that time, then it is also removed.
I see a warning code FONTS_SUBSTITUTED. What should I do?
This warning is informational. It means some fonts were replaced. If you need the exact layout, adjust fonts in the Excel file and reconvert. The PDF is still usable, but line breaks may differ.