Why Print Settings Matter for PDF Conversion
When you convert an Excel file to PDF — whether through Excel's built-in export or an online tool like OmnisPDF — the converter uses your print settings to determine how the data maps to pages.
If you haven't configured these settings, Excel uses defaults: portrait orientation, standard margins, no scaling. For anything beyond a simple 5-column table, these defaults produce PDFs with cut-off columns, awkward page breaks, or wasted whitespace.
Taking 60 seconds to adjust your Page Layout settings before converting saves you from re-doing the conversion multiple times.
Page Layout Tab Walkthrough
Step 1: Set your print area
Select all cells that should appear in the PDF. Go to Page Layout → Print Area → Set Print Area. This is the foundation — skip this and the converter has to guess which cells matter.
Step 2: Choose orientation
Page Layout → Orientation. Use Landscape for spreadsheets wider than 8 columns. Use Portrait for narrow, tall datasets (2-5 columns with many rows). When in doubt, try landscape first.
Step 3: Set scaling
Page Layout → Scale to Fit. Set Width to '1 page' to ensure all columns fit. Leave Height on 'Automatic' so rows can flow naturally to additional pages. Avoid setting both Width and Height to 1 page unless your data is small.
Understanding Excel's Scaling Options
Excel offers three scaling approaches in the Print dialog. Here's what each does and when to use it:
| Option | What It Does | Best For |
|---|---|---|
| Fit Sheet on One Page | Shrinks entire sheet (width + height) to one page | Small tables under 30 rows |
| Fit All Columns on One Page | Constrains width to one page, rows flow freely | Most spreadsheets (recommended) |
| Fit All Rows on One Page | Constrains height to one page, columns flow freely | Rarely useful — only for narrow, tall data |
For most users, "Fit All Columns on One Page" is the right choice. It keeps text readable while ensuring no columns are cut off.
Margin Settings That Give You More Space
Default margins (0.7" on each side) waste valuable page space. For data-heavy spreadsheets, narrower margins make a big difference:
- ✓ Narrow preset (Page Layout → Margins → Narrow) — sets 0.25" margins on all sides. Good enough for most cases.
- ✓ Custom margins (Page Layout → Margins → Custom Margins) — set 0.2" on all sides for maximum data space. Make sure to also set header/footer margins to 0.15".
- ✓ Center on page — in the Custom Margins dialog, check "Horizontally" under Center on page. This prevents the data from hugging the left edge.
Landscape vs. Portrait: When to Use Which
Use Landscape When:
- • Your spreadsheet has more than 8 columns
- • You have wide columns (descriptions, addresses, long text)
- • The data is wider than it is tall
Use Portrait When:
- • Your spreadsheet has 2-6 narrow columns
- • The data is a long list (many rows, few columns)
- • You're printing a single-column report or log
Not sure? Try both in Print Preview and see which produces cleaner output. You can always check before converting with OmnisPDF.
Always Check Print Preview Before Converting
Print Preview is the final checkpoint. It shows you exactly what the PDF will look like — page breaks, margins, scaling, and all.
- ✓ Windows: Press Ctrl+P to open Print Preview
- ✓ Mac: Press Cmd+P to open Print Preview
- ✓ Alternative: Go to View → Page Layout for an in-spreadsheet preview
Look for: all columns visible, text readable (not tiny), no data cut off at the edges, and sensible page breaks. If something looks wrong, adjust your settings and check again before uploading to the converter.
After Converting: Compress If Needed
Large spreadsheets with charts, images, or many pages can produce big PDFs. If you need to email the file or upload it to a portal with size limits, use Compress PDF after converting. For email specifically, try Compress PDF for Email which is optimized for attachment size limits.