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The Right PDF MS Office add-in appears as a tab in the Excel ribbon, making it quick and easy to create PDF files and change conversion settings. You can choose to convert the entire workbook or just few worksheets, depending on your preferences.

To create a PDF

  1. Open an Excel file to be converted to PDF.

  2. Among Excel ribbon tabs, choose Right PDF > Create PDF.

  3. Select either Convert To PDF or Convert To PDF and E-mail:

Select Convert To PDF.

    • In the Convert to PDF dialog box, you can choose to convert the entire workbook or just the selected worksheets.

      • Entire Workbook. Convert the entire workbook.

      • Sheet(s). Convert the selected worksheets. Use Ctrl on your keyboard to select multiple worksheets and click Add> to add them to the list of Sheets in PDF. To add all sheets to the list, click Add All>>.

    • Click Convert. Name the resulting PDF and specify a location to save it.

Select Convert To PDF and E-mail.

    • Select this if you want to convert and send the Excel file as an email attachment. Specify sheets to be converted and click Convert. Name the resulting PDF and specify a location to save it.

    • Your default email client appears right after the conversion progress is done. Then you can enter recipients, a subject, and send the attached PDF documents with the email.

To change PDF conversion settings

  1. Choose Right PDF > Create PDF > Settings.

  2. In the Right PDF Excel dialog box, set the conversion settings as needed:

    • Settings. Decide whether to add bookmarks, comments, and/or links to the resulting PDF file and the way the destination documents should be addressed and then click OK:

      • Add Bookmarks to PDF. Add bookmarks from your Excel file.

      • Add Comments to PDF. Add comments from your Excel file.

      • Add Links to PDF. Add links from your Excel file.

      • Full Path Name. Set to address destination documents with full paths that includes the driver letter. Note that links will be broken if you move the files.

      • Relative Path Name. Set to address destination documents with relative paths. You are allowed to move links without affecting their availability.

      • Always change target document extensions to *.pdf. Check to give all destination files the PDF file extension. For instance, if you create a link to a Word file named “xxx.docx”, PDF links will change the name to ”xxx.pdf” in the resulting PDF link.

      • Convert Entire Workbook. Select to have all sheets converted and combined into one PDF document. If this option is deselected, you will be asked to specify which sheets to convert as you click Convert to PDF.

    • Advanced Settings. Check Embed Metadata to include metadata, such as author, title, and more in the resulting PDF file, making it possible for recipients to access the data via PDF Document Properties. To view and edit advanced settings, click Advanced Settings (Right PDF) and select the following options as needed:

      • General. You have full control over paper size, page layout, resolution, printing in grayscale, and whether to view the output file after conversion.  

        • Page Size. Select Standard and choose a page size from the drop-down menu. You can click Add… to define a new size or edit an existing size. Alternatively, select Custom and define the page dimensions.

        • Orientation. Choose between Portrait and Landscape.

        • Resolution. It affects character spacing, line breaks, and image quality. Select a resolution level from the drop-down menu: Screen (72 dpi), Low (150 dpi), Medium (300 dpi), High (600 dpi), 1200 dpi, or 2400 dpi. The higher the resolution, the larger the file size. While lower resolution is usually used for screen viewing, you can choose at least 600 dpi to print high-quality hard copies or gain better precision over character positioning.

        • Color. Select the color scheme used to print the resulting PDF. (Color, Grayscale, or Black & White.)

        • Scale. Determine whether to reduce or enlarge the document. The scale ranges from 1 to 1000 percent. To reduce the size of the text and images on the page, enter a value less than 100; otherwise, enter a value greater than 100.

        • View Resulting PDF. It opens the resulting PDF file right after the conversion is over.

      • PDF Settings. It provides controls over Compatibility, Font Embed, Compression, Security, Watermark, Destination, Document Settings, and Multiple pages per sheet. Click Advanced… next to a control to further view or edit its settings.

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