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How do I make Excel print several sheets in a single PDF?

Knowledge Base Article: KB185 - Created On: Sep 3, 2009 09:39 AM - Last Modified: Jan 2, 2013 12:15 PM

Symptoms

If you have multiple/individual sheets within your Excel workbook, when you try to create a PDF and choose to print the Entire Workbook, you will receive a PDF file containing only part of the Excel document or each sheet will be saved as a different PDF file

 

Cause

This happens because of the way Microsoft Excel sends the print job. Excel assumes that all your individual sheets have different page setups, so it sends them as multiple print-jobs.

 

Resolution

In order to have all the individual sheets printed within a single PDF file (not multiple PDFs) you need to set the same page setup options for all of them (page setup in Excel modifies the print size of the resulting file, so for example if you set the page layout to landscape in Excel, the printed page will be landscape but your original Excel file will still maintain the same view).  

To set the same Page Setup options for all individual Excel sheets:

  1. Open the Excel workbook 
  2. Right-click the tab for any of the sheets you have in your workspace (by default the sheet-tabs are named Sheet1, Sheet2, etc...) 
  3. Choose the Select all Sheets option (which will select all the sheets in your workspace, you can tell they're selected if all the sheet tabs have a white background, like an active sheet tab would have) 
  4. Go to File->Page Setup, select the options you want for the resulting printed pages (it's important that the Print Quality is the same for all pages) and press OK so that Excel will record the fact that all pages have the same print settings. It's important to press the OK button even if you don't change anything, because this will "tell" Excel that all the sheets have the same page setup options
  5. Go to File->Print Preview and see if you like the way the pages will show when printed to PDF. If you don't have any changes to the printing options go to File->Print, select the Entire Workbook option under Print What and PDF XChange from the Printer name section and click OK to create the PDF file 
  6. PDF XChange will ask you where to save the PDF and (if the option is set) it will open the PDF when it's created.
     

 

 

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