If you wish to share a document with family, friends, or trusted co-workers then sharing the Google Sheets is a hassle-free way. However, if you are sending a copy to a client or some third party, we recommend you to use a PDF format. It hinders people to interfere with the document and making unwanted changes.
Occasionally you will come across people that don’t use Google Sheets or prefer their data in a different format. This scenario also requires you to convert your Google Sheets documents into PDF files.
Google Sheets vs PDF files
One of the advantages of Google Sheets is the ability to save data and modify it from any device. If you have an Internet connection and a Web browser, or even the Google Sheets app on your smartphone, you can sign in to your Google Account and work on your files.
On the other hand, sending a spreadsheet file will let anyone with access make adjustments, provided that cell phone or file protection has not been enacted. If your file is finalized, or if you prefer that people would not be able to modify it, then you should send the file as a PDF instead.
PDF copies of spreadsheets don’t reveal formulae and can’t be altered. This feature is mostly preferred to ensure that formatting and content remain as intended.
Advantages of PDFs
Let’s discuss numerous advantages of converting Google Sheets into PDF files:
Widely accepted format
PDF is the widely accepted format worldwide. This means that even if you send the file across any part of the globe, your clients or colleagues should be able to view it the way you intended. This file is compatible across all devices or operating systems.
It should be kept in mind while sharing important documents that how third-party would view them. You won’t want your clients to view it any differently from you. That’s why converting Google Sheets into PDFs is integral. It guarantees that everybody gets the same format. You will even have the option of adjusting some of the settings of the output file so that you can control how it will look and print.
No Data Interference and Little Space Required
As discussed before changing Google Sheets into PDF liberates the user\’s mind. The third-party can’t make amends to the document. PDF files are also convenient to send being compact and requiring little space. Furthermore, they contain relevant data without compromising the quality of the document.
How to convert Google Sheets into PDFs
Converting Google Sheets to PDFs is possible from computers and smartphones. Fortunately, this feature exists in Google Sheets as default, enabling you to create a PDF from your existing file by following a few steps.
Our guide below will show you how to save a Google spreadsheet as a PDF so that you can upload that file or email it to someone.
Convert Google Sheets into PDFs on a computer
Follow these steps to create a PDF version of your data and save it to your computer. The original Google Sheets file will remain in your Google Drive.
1. Sign in to Google Account and open Google Sheets.
2. Select Document. Click the File tab at the top left of the window.
3. Choose Download, then PDF document.
4. Customise the settings at the right side of the window, you can configure which sheets or cells are selected, what page size is used, and if the grid lines are shown.
5. Once you are done with the adjustments select the Export button.
The location of the exported PDF file will be according to browser settings.
Convert Google Sheets into PDFs on a Smartphone
When you are up and about away from your desktop, and your next project urgently requires you to convert a spreadsheet into a PDF and send it to business partners. Don\’t sweat, it is possible to do so on your mobile phones. However, before we get into the details, make sure to download the Google Sheets app. It’s available for iPhone and Android users. Once all is set, here’s what you need to do:
1. Open Google Sheets app on your smartphone.
2. Choose the file you need to convert.
3. Tap on the three-dot menu on the top right corner of the screen.
4. Next, tap on ‘Share and export.’
5. Tap on ‘Save As.’
6. Select ‘PDF Document.’
Voila! Your Google Sheets document is successfully converted into PDF on your phone. Now it\’s easier to attach this document in an email or even print it directly from the phone.
How to Email PDFs as an attachment
You can use the \’Email as attachment\’ feature to export and send the PDF document in one go. To do so,
1. Click on \’File\’ in the top-left corner.
2. Then click \’Email as attachment\’ in the drop-down menu.
Note: This feature integrates with Gmail, so for this to work make sure you are signed in to a Gmail account
3. In a new window select the recipient and write the email. Once the email is written, ensure that the drop-down box in the bottom-left says \’PDF\’, then click \’Send\’.
Customizing PDF Settings
If you use a computer to convert Google Sheets into PDF, you know it’s possible to customize the PDF settings before you save the document.
On the right side of the screen, you’ll see the settings. Here you can choose various options:
- Paper size
- Page orientation
- Headers and Footers
Once you click ‘Paper size,’ you’ll notice various options. The most common paper sizes are ‘Letter,’ ‘Legal,’ and ‘Tabloid.’ Besides, it’s possible to customize the size.
Configuring format for a PDF file
It is the trickiest part out of all steps we have discussed. So to make it conceivable, here is a quick guide.
‘Page orientation’ determines the way the document is aligned. The document will be vertical if you choose ‘Portrait. Alternatively, choose ‘Landscape,’ and the document will be horizontal.
Scale ratio allows users to change how they like the document to align with the page. ‘Margins’ enables you to modify the size of the marginal space. The options are ‘Normal,’ ‘Wide,’ or ‘Narrow.’
Under ‘Formatting,’ you will notice more features. Choose whether you like the notes to show on this document and alter the page alignment. Finally, ‘Headers and Footers’ are helpful if the document has more pages, and you want numbers to appear on pages.
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As you can see, there are several benefits to converting Google Sheets into PDFs. Firstly, the format is acceptable worldwide. Moreover, if you share the document with some third party, the PDF copies of spreadsheets don’t reveal formulae and can’t be amended. These files require little space and contain all relevant data without compromising the quality.