Converting Excel to PDF on iOS

Working with Excel spreadsheets on your iPhone or iPad can be surprisingly efficient, and converting these files to PDF format is often necessary for sharing, presenting, or archiving your data. This guide covers multiple methods to convert Excel files to PDF directly on your iOS device.

Method 1: Using Microsoft Excel for iOS

Microsoft’s official Excel app offers built-in PDF export capabilities:

Step 1: Install and Set Up Excel

Download Microsoft Excel from the App Store (if not already installed)
Sign in to your Microsoft account (a free account works for basic features)

Step 2: Convert Your Excel File to PDF

Open the Excel app on your iOS device
Navigate to and open the Excel file you want to convert
Tap the three-dot menu (•••) in the upper-right corner
Select “Export”
Choose “PDF” from the export options
Select a location to save the PDF (Files app, email, etc.)
If saving to Files, choose your preferred location and tap “Save”

Method 2: Using the Print to PDF Feature

iOS has a built-in feature to create PDFs from the print menu:

Step 1: Open Your Excel Document

Open your Excel file in Microsoft Excel or another spreadsheet app
Make any necessary adjustments to ensure proper formatting

Step 2: Use the Print to PDF Option

Tap the three-dot menu (•••) or share button
Select “Print” from the options
On the Printer Options screen, use a pinch-out gesture on the document preview (place two fingers on the preview and spread them apart)
This will convert the preview to a PDF file
Tap the share button in the upper-right corner
Choose “Save to Files” or other sharing options
Select a location and tap “Save”

Method 3: Using Apple Numbers

Apple’s own spreadsheet app provides smooth PDF conversion:

Step 1: Import Excel File to Numbers

Download Apple Numbers from the App Store (if not already installed)
Open Numbers
Tap the ”+” button to create a new document or open an existing one
To import an Excel file, tap the ”•••” button and select “Import”
Navigate to and select your Excel file

Step 2: Export as PDF

With your spreadsheet open in Numbers, tap the three-dot menu (•••)
Select “Export”
Choose “PDF”
Tap “Export” again
Select where you want to save or share the PDF
Tap “Save” if saving to Files

Method 4: Using Document Apps (Like Documents by Readdle)

Third-party document management apps often include conversion features:

Option 1: Using Documents by Readdle

Download “Documents by Readdle” from the App Store
Open the app
Import your Excel file (by copying from Files app or another location)
Navigate to the Excel file in the Documents app
Tap on the file to open it
Tap the share button
Select “Convert to PDF”
Save or share the resulting PDF

Option 2: Using PDF Expert

Install PDF Expert from the App Store
Open the app
Import your Excel file
Open the file
Tap the share icon
Select “PDF” conversion option
Adjust settings if needed
Save the converted file

Method 5: Using Online Conversion Services

When other methods aren’t available, online services can help:

Step 1: Access an Online Converter

Open Safari or your preferred browser
Navigate to a conversion website (like Smallpdf, iLovePDF, or Adobe online converter)

Step 2: Convert Online

Select the Excel to PDF conversion tool
Upload your Excel file from your device, iCloud Drive, or Dropbox
Wait for the conversion to complete
Download the PDF to your device

Working with Multiple Sheets

To convert an Excel workbook with multiple sheets:

Using Microsoft Excel App

Open your multi-sheet Excel file in the Excel app
Tap the three-dot menu (•••)
Select “Print”
Under print settings, choose what to print:
- “Active Sheet” for just the current sheet
- “Entire Workbook” for all sheets
Use the pinch-out gesture on the preview to convert to PDF
Share or save the PDF

Using Numbers App

Import your Excel file into Numbers
Tap the three-dot menu (•••)
Select “Export” > “PDF”
In the export options, you can select which sheets to include
Complete the export process

Advanced PDF Settings

For more control over your PDF output:

Adjusting Page Layout

Before converting, set up your Excel sheet’s page layout:
- In Excel, tap “Page Layout” tab or equivalent
- Adjust margins, orientation, and scaling
- Set print area if needed

PDF Quality and Size

Some apps offer PDF quality settings during export
Choose higher quality for professional documents
Select lower quality/size for email attachments

Troubleshooting

Formatting Issues

Preview your document before finalizing the PDF
Use “Print Preview” when available
For complex spreadsheets, consider simplifying the layout for mobile conversion

Large Spreadsheets

iOS devices may struggle with very large Excel files
Consider breaking complex workbooks into smaller files
Close other apps to free up memory

Sheet Selection Problems

If all sheets are converting when you only want one, make sure to select “Active Sheet” in print settings
If specific sheets aren’t selectable, try making a copy with only the desired sheets

Conclusion

Converting Excel to PDF on iOS has become quite seamless with modern apps and features. The Microsoft Excel app offers the most direct method, while the built-in iOS print-to-PDF functionality works across almost any app. For Apple ecosystem enthusiasts, Numbers provides excellent Excel compatibility and PDF export options.

The best approach depends on your specific needs and which apps you already use. For occasional conversions, the built-in options are usually sufficient, while dedicated apps may offer more features for frequent conversions or specialized requirements.

Most importantly, all these methods work directly on your iOS device, meaning you can create professional-looking PDF documents from your Excel spreadsheets without needing a computer or relying solely on cloud services.