Microsoft KB Archive/941506

Knowledge Base

When you save an Excel 2007 workbook as a PDF file or as an XPS file, the layout differs from the layout in the Excel 2007 workbook

Article ID: 941506

Article Last Modified on 9/25/2007

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APPLIES TO

• Microsoft Office Excel 2007

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SYMPTOMS

Consider the following scenario. You save a Microsoft Office Excel 2007 workbook as a Portable Document Format (PDF) file or as an XML Paper Specification (XPS) file. Then, you open the PDF file or the XPS file. In this scenario, the layout in the file differs from the layout in the following views in Excel 2007:

• Print Preview
• Page Layout
• Page Break Preview

Additionally, the page breaks in the PDF file or in the XPS file may differ from the page breaks in the Excel 2007 workbook.

For example, when you view the print preview of an Excel 2007 workbook, a column is displayed on the first page. However, after you save the Excel 2007 workbook as a PDF file or as an XPS file, the column may be displayed on the second page.

CAUSE

This problem occurs because Excel 2007 does not use the "print quality" settings of the Excel 2007 workbook. Therefore, the layout in the PDF file or in the XPS file may differ from the layout in the Excel 2007 workbook.

RESOLUTION

To resolve this problem, configure the dpi settings in Excel 2007 to match the dpi settings of the PDF file or of the XPS file. To do this, follow these steps:

1. In Excel 2007, click the Page Layout tab.
2. In the Page Setup group, click the Page Setup dialog box launcher.
3. In the Print quality list, click 600 dpi for standard output. Or, click 300 dpi for minimum output.
   
   Note The dpi settings that are available depend on the functionality of the printer that you are using.
4. Save an Excel 2007 workbook as a PDF file or as an XPS file. To do this, click PDF or XPS in the Save As dialog box.
   
   Note The following two options for output are displayed:
   • Standard (publishing online and printing)
   • Minimum size (publishing online)
   The Standard (publishing online and printing) option uses 600 dpi for output. The Minimum size (publishing online) option uses 300 dpi for output.
5. Follow the appropriate step:
   • If you clicked 600 dpi in step 3, click Standard (publishing online and printing).
   • If you clicked 300 dpi in step 3, click Minimum size (publishing online).

Keywords: kbtshoot kbprb kbexpertisebeginner KB941506

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