Saving and Sharing Workbooks

Save and share MS Excel 2016 documents to your computer or OneDrive account. In Excel save as PDF also helps for Excel spreadsheets.

Exporting workbooks

By default, Excel workbooks are saved in the .xlsx file type. However, there may be times when you need to use another file type, such as a PDF or Excel 97-2003 workbook. It's easy to export your workbook from Excel to a variety of file types.

To export a workbook as a PDF file:

Exporting your workbook as an Adobe Acrobat document, commonly known as a PDF file, can be especially useful if you're sharing a workbook with someone who does not have Excel. A PDF will make it possible for recipients to view but not edit the content of your workbook.

  1. Click the File tab to access Backstage view.
  2. Click Export, then select Create PDF/XPS.
    Exporting a PDF file
  3. The Save As dialog box will appear. Select the location where you want to export the workbook, enter a file name, then click Publish.
    Exporting a PDF file

By default, Excel will only export the active worksheet. If you have multiple worksheets and want to save all of them in the same PDF file, click Options in the Save As dialog box. The Options dialog box will appear. Select Entire workbook, then click OK.

Exporting the entire workbook

Whenever you export a workbook as a PDF, you'll also need to consider how your workbook data will appear on each page of the PDF, just like printing a workbook. Visit our Page Layout and Printing lesson to learn more about what to consider before exporting a workbook as a PDF.

To export a workbook to other file types:

You may also find it helpful to export your workbook to other file types, such as an Excel 97-2003 workbook if you need to share with people using an older version of Excel, or a .CSV file if you need a plain-text version of your workbook.

  1. Click the File tab to access Backstage view.
  2. Click Export, then select Change File Type.
    Clicking Change File Type
  3. Select a common file type, then click Save As.
    Choosing another file type
  4. The Save As dialog box will appear. Select the location where you want to export the workbook, enter a file name, then click Save.
    Saving as an Excel 97-2003 workbook

You can also use the Save as type: drop-down menu in the Save As dialog box to save workbooks in a variety of file types.

Using the Save As type menu to choose a file type