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Up and Running with Acrobat XI
Illustration by Neil Webb

Creating PDFs from Excel spreadsheets


From:

Up and Running with Acrobat XI

with Claudia McCue

Video: Creating PDFs from Excel spreadsheets

A regional sales manager has asked for the information that's in this Excel file, but I don't want to send him the Excel file, just for fear that something might accidentally get changed. So I want to make sure that no matter what happens this is a faithful rendition of this file. So the answer to that is make a PDF. Since I installed Acrobat after Office, there's my little Acrobat add-in, and I want to check my preferences before I make a PDF. Usually, Standard is a perfectly good solution. It's going to let you view the PDF when you're done; it's going to prompt you for the file name so you know where it's saved; and if there's any document information such as author name, that's going to be carried through as well.
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  1. 1m 3s
    1. Welcome
      47s
    2. Using the exercise files
      16s
  2. 9m 13s
    1. Understanding the Portable Document Format
      1m 55s
    2. Comparing the three versions of Acrobat
      7m 18s
  3. 16m 11s
    1. Navigating through documents
      4m 57s
    2. Changing the screen view
      7m 29s
    3. Understanding the Tool panels
      3m 45s
  4. 15m 45s
    1. Combining PDFs
      2m 57s
    2. Inserting pages
      2m 33s
    3. Replacing pages
      1m 59s
    4. Changing page order
      1m 29s
    5. Extracting pages
      1m 47s
    6. Creating portfolios
      5m 0s
  5. 16m 28s
    1. Creating PDFs from Word documents
      8m 20s
    2. Creating PDFs from PowerPoint presentations
      3m 5s
    3. Creating PDFs from Excel spreadsheets
      2m 0s
    4. Creating PDFs on a Mac
      3m 3s
  6. 14m 1s
    1. Converting web pages to PDFs
      3m 43s
    2. Scanning hard copy
      5m 27s
    3. Creating PDFs from text and image files
      1m 37s
    4. Converting selected areas of a document and clipboard contents into a PDF
      1m 49s
    5. Printing to PDF
      1m 25s
  7. 9m 43s
    1. Exporting PDF documents to Word
      3m 4s
    2. Exporting PDF documents to Excel
      1m 22s
    3. Exporting PDF documents to PowerPoint
      3m 0s
    4. Extracting images
      2m 17s
  8. 13m 21s
    1. Editing text
      3m 3s
    2. Editing graphics
      2m 38s
    3. Adding hyperlinks
      3m 23s
    4. Adding bookmarks
      4m 17s
  9. 17m 4s
    1. Adding annotations
      2m 32s
    2. Using drawing markups
      6m 48s
    3. Creating email reviews
      3m 26s
    4. Using shared reviews
      4m 18s
  10. 4m 23s
    1. Understanding interactive forms
      2m 27s
    2. Creating forms from Word documents
      1m 56s
  11. 58s
    1. Next steps
      58s

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Up and Running with Acrobat XI
1h 58m Appropriate for all Oct 08, 2012

Viewers: in countries Watching now:

Take a tour of Acrobat XI, compare its three editions, and get a fresh look at what you can do with Acrobat. This course demonstrates the basics of working with PDFs: how to create, combine, edit, export, and review documents. Author Claudia McCue also shows how PDFs integrate with Microsoft Office applications and introduces the basics of working with forms.

Topics include:
  • Understanding the Portable Document Format (PDF)
  • Inserting, replacing, and extracting pages
  • Combining PDFs
  • Creating PDFs from Word, PowerPoint, and Excel
  • Converting web pages to PDF
  • Scanning hard copies of documents
  • Printing to PDF
  • Exporting to other formats from Acrobat (such as the Excel .xls)
  • Adding hyperlinks and bookmarks
  • Marking up a PDF with annotations and drawings
  • Using shared reviews
Subjects:
Business Collaboration Productivity
Software:
Acrobat
Author:
Claudia McCue

Creating PDFs from Excel spreadsheets

A regional sales manager has asked for the information that's in this Excel file, but I don't want to send him the Excel file, just for fear that something might accidentally get changed. So I want to make sure that no matter what happens this is a faithful rendition of this file. So the answer to that is make a PDF. Since I installed Acrobat after Office, there's my little Acrobat add-in, and I want to check my preferences before I make a PDF. Usually, Standard is a perfectly good solution. It's going to let you view the PDF when you're done; it's going to prompt you for the file name so you know where it's saved; and if there's any document information such as author name, that's going to be carried through as well.

This is kind of important down here. I want to be able to fit the worksheet to a single page. Now, if I had much more content than this, I might not do that, because it might have to shrink things too much. But this fits nicely into a page, and what will be good about that is you'll be able to print it out and not have to worry about printing multiple sheets in order to print all of this information. So it's set up well. When I click OK, now it's time to actually create the PDF. I only have one sheet, but I could choose individual sheets if I didn't want everything converted.

So when I click Convert to PDF, I am just going to save this on my desktop. When it's done, it opens in Acrobat. And if I zoom in, you can see that everything is nice and sharp. So he won't have any trouble viewing this data. It's going to print nicely on his office printer. And if he needs to show it to somebody else, everything they need to see is here, and there's no danger that somebody is going to change a value and that there'd be any kind of confusion. Do keep in mind that this is a static version of your Excel file.

So I can't click in here and change values. Of course, that's kind of the point, and that means I can't do new totals. So it isn't like Excel. There are no live calculations. But it's just meant to represent the Excel file. It's not a replacement for it. So you always want to keep your original Excel file, and that way if the sales manager needs to submit some new data, you can change it, generate a new PDF, and now everybody has current information.

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