Page 527 - Excel 2013 All-in-One For Dummies

Exporting Workbooks to Other Usable File Formats 509
Note that if you need to restrict which parts of the current workbook are included in the new PDF file or you don’t want nonprinting information included in the resulting file, click the Options button that appears immediately above the Publish button. Doing this opens the Options dialog box.
After you designate the filename and file location and select your PDF file options, click the Save button to have Excel save the workbook (or some part of it) in a new PDF file that automatically opens in your computer’s Adobe Reader or Acrobat.
In addition to saving your workbook file in the PDF file format using the
Save As dialog box, you can also accomplish the same thing from the Export screen. Choose File➪Export and then click the Create PDF/XPS button (or press Alt+FEA) to open the Publish as PDF or XPS dialog box. In the Publish as PDF or XPS (which pretty much looks and acts like the Save As dialog box when PDF is selected as the file type), PDF is automatically selected as the file format type, and you can then use the Folder list box, Filename text box, and PDF options (in a slightly different order) as needed before clicking the Publish button to save the PDF file version of your Excel workbook.
If you create an Excel 2013 workbook that incorporates new features not supported in earlier versions of Excel, instead of saving the workbook as an .xls file, thereby losing all of its 2010 enhancements, consider saving it as a PDF file so that co-workers still using pre-2007 Excel versions can still have access to the data in all its glory via the Adobe Reader.
Saving worksheets as XPS files
The XPS (XML Paper Specification) file format also enables people to open and print Excel worksheets without access to the Excel program. In fact, spreadsheets saved in the XPS file format can be opened by anyone who uses Internet Explorer 10 on Windows 7 or 8 or uses Internet Explorer 6
or higher after installing Win FX Runtime Components or, barring that, a special XML Paper Specification Viewer (which is a free download from the Microsoft website at www.microsoft.com).
As with the PDF format, you can convert a workbook to an XPS file either in the Save As dialog box opened from the Save As screen (Alt+FA) or in the Publish as PDF or XPS dialog box opened from the Export screen by clicking the Create PDF/XPS button (Alt+FEA).
From either dialog box, you will need to choose XPS Document as the file format from the Save as Type drop-down menu. And in either dialog box, you have access (in a slightly different order) to Optimize For option buttons, Open File After Publishing check box, and the Options command button for controlling the file size and what to do after it’s created.
Book IV Chapter 4
Sharing Workbooks and Worksheet Data