Let’s move on to Excel. I’m going to go back to the Lesson Four folder, and I have a spreadsheet. It’s a budget document. I’ll double-click it to open it and here I have the document. Now this is a standard budget document and I want to convert it to a PDF file so that I can share it with others. But I also want to make it so that others can’t edit the file which is why I’m not going to send them the Excel spreadsheet in the first place. Again, I can just roll over to “Convert to Adobe PDF” button, it will convert to an Adobe PDF file and I’ll have it. However, before I do that, I want to take a look at the Adobe PDF conversion settings that I have under the Adobe PDF menu.
Convert Entire Workbook – if I had a workbook that has multiple sheets, which this one, it actually does. I’ve got a print budget, a media budget and a web budget. I can convert the entire workbook in one fall of swoop. I don’t actually want to do that here because I only want to convert one of the sheets, so I’m going to select “Change Conversion Settings” and aside from being able to edit the conversion settings here, I want to use Standard, let’s keep that. I do want to view the PDF after it’s been created so we’ll leave View Adobe PDF results selected. But the application settings are something that I want to consider a little bit because A, I want to Select Prompt for selecting excel sheets. That will just allow me to choose which excel worksheets in the overall spreadsheet that I want to convert.
The other thing that I want to do is select “Fit Worksheet to Single Page”, and I want to do that because this is a spreadsheet that’s a little bit of a different size than your standard 8.5 x 11 piece of paper. What I want Acrobat to do is fit that down into one sheet as opposed to printing that across several pages which is what might happen if I were to print that to a standard printer. And then if I actually choose to print this from Acrobat, I can tell Acrobat to shrink the whole thing o fit on an 8.5 x 11 sheet if I want to. But I certainly don’t want this one spread sheet, or this one worksheet going across several different pages and down several different pages. I just want it on one PDF page. And that’s why I’ve chosen “Fit Worksheet to Single Page”. Again I’m going to click OK, and once again, nothing’s going to happen. Why? Because I have just configured the Adobe PDF maker I haven’t actually used it.
To use it, I’ll roll over to the “Converter to Adobe PDF” button and click. Now this is where I get to choose the worksheets that I want to convert. Do I want to convert the print budget? The media budget? The web budget? All? None? Some of those? Well, in this case, I do wanted to convert just the print budget so I’ll leave it selected as is, but I can add or remove sheets from those that will be converted to PDF.
Last but not the least, click on Convert to PDF and again, Acrobat’s going to make sure that the worksheet has been saved. I’ll click, Yes. Acrobat will ask me where I’d like to put it. I’ll put it on the Desktop. And Acrobat will do its magic. And here we go. Now I’ve got my entire spreadsheet on one page. It’s a PDF page and it’s a page that I can share with anybody who has nothing more than the free Adobe reader.
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