Paper size differs when exporting from Excel

Question

When you select Export -> Create PDF/XPS Document in Excel, the PDF is created with a different paper size than the set size

Answer 1

Hi @Foster Maya

When you try to export the excel file before set this in your printer setup. attached the screenshot for your information.

Fit all columns on one page. it will fit the column in with in page. if you have more it will not support 7 to 8 columns no issue.

after the set this settings try to export to pdf it will work.

Thanks.

Answer 2

Dear @Foster Maya

This issue typically occurs because Excel relies on your default printer driver to calculate page layouts and PDF rendering. If your default printer doesn't support the specified paper size, or if your printer settings override Excel's setup, the exported PDF defaults to a standard size like Letter or A4.

Here is how you can resolve this issue:

Solution 1: Use "Microsoft Print to PDF" directly

Instead of using the Export menu, print directly to Microsoft's built-in virtual printer to force the correct layout:

• Go to File > Print.
• Under Printer, select Microsoft Print to PDF.
• Under Settings, explicitly select your desired Page Size (e.g., A4, A3, Legal).
• Click Print to save your PDF with the exact dimensions.

Solution 2: Align Page Setup & Default Printer Settings

If you prefer using Export > Create PDF/XPS Document:

• Go to Page Layout tab in Excel > click the small Dialog Launcher arrow at the bottom-right of the Page Setup group.
• In the Page tab, set your Paper size.
• Click Options... at the bottom of that window (this opens your default printer's properties).
• Ensure the paper size in your printer properties matches the paper size set in Excel.
• Click OK on both windows, then try exporting again.

According to Microsoft documentation, Excel retrieves page settings directly from the active printer driver. Changing your active printer or adjusting the driver settings resolves paper size discrepancies upon export.

Please let me know if this solves the issue or if you need further assistance.

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Answer 3

This usually happens because Excel is scaling between A4 and Letter, or because the export uses printer/page settings that do not match an exact paper size.

Try these checks in order:

1. In Excel, turn off A4/Letter scaling.
   • In Excel 2007: Office Button > Excel Options > Advanced > General
   • Clear Scale content to A4 or 8.5x11" paper sizes.
   • In older versions, the equivalent setting is Allow A4/Letter paper resizing.
2. Verify the worksheet paper size before exporting.
   • Go to File > Print > Page Setup.
   • Confirm the intended Paper Size is selected.
   • If the wrong paper size is set, Excel can print or export outside the expected margins.
3. Check scaling and layout settings.
   • In Page Setup, review scaling such as Fit to page or other page layout settings.
   • If content is being resized or clipped in PDF, page layout settings can affect the exported result.
4. If the PDF still uses a different size, check the default printer settings.
   • For Excel-based output, paper settings can follow printer definitions when no exact match is found.
   • In Windows: Start > Devices and Printers > right-click the printer > Printer Properties > Device Settings.
   • Confirm the printer paper size matches the size intended in Excel.
5. Export again using File > Export > Create PDF/XPS.
   • Office export supports PDF creation directly.

Relevant behavior to be aware of:

• Excel has a known issue where A4/Letter resizing can cause output to use the other paper size.
• In Excel-related exports, if no paper-size match is found, the output can fall back to the printer’s default page size.

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References:

• Printer uses the wrong tray when both letter size and A4 size are available in Excel
• Print Preview doesn't match print in Excel 2010
• Save or convert to PDF or XPS in Office Desktop apps
• Export a paginated report to Microsoft Excel (Report Builder)