You convert an Excel sheet to PDF and the totals show as zeros. The formulas haven't run. Or maybe they ran with stale data. Either way, the PDF is broken before it leaves your machine.
PDFs show results, not formulas
When Excel to PDF runs, every cell is rendered with its current displayed value. Formulas calculate first, then their results go into the PDF. Recipients see numbers, not the formulas behind them.
This is universal — every Excel-to-PDF tool works this way, including Excel's own Save As PDF.
Force a recalculation first
If your sheet has manual calculation set (Formulas > Calculation Options > Manual), formulas won't update automatically. Hit F9 to recalculate everything before converting.
For automatic calculation (the default), changes propagate immediately. But formulas pointing to external workbooks may show stale values if those workbooks haven't been opened. Open the linked files, let them update, then convert.
Volatile functions and timestamps
Volatile functions (NOW(), TODAY(), RAND(), OFFSET()) recalculate on every change. The PDF captures whatever those returned at the moment of conversion. If you want a permanent timestamp (e.g. "Generated: 15 Jan 2025"), type it manually rather than relying on TODAY().
This matters for financial reports where the date the report was generated is important.
If you need to show formulas
Excel can display formulas instead of results: Formulas tab > Show Formulas. Now every cell shows the formula text. Convert to PDF and the PDF shows formulas.
Useful for documentation, audit trails, or teaching. Rare in normal work — but available.
FAQ
Will the PDF update if I edit the Excel?
No — the PDF is a static snapshot. Re-export after Excel changes.
Can recipients edit formula values?
No — PDFs are not editable spreadsheets. To let recipients edit, send the xlsx directly.
What about external workbook links?
Show whatever value was current at conversion. If the linked file changes, the PDF doesn't update.
How do I show both formula and result?
Add a second column with =FORMULATEXT(A1) showing the formula text alongside the calculated value. Then convert.
Recalculate first, then convert. Convert your Excel to PDF with up-to-date values.