How to Convert Google Sheets Samples into Scannable PDFs

This guide covers how to convert content from Google Sheets into PDFs that can be effectively scanned by Marketing Compliance. This process allows you to convert specific samples or sections from a Google Sheets document into a properly formatted PDF.

When to Use This Method

This conversion process is ideal when you need to:

• Create a PDF from a specific section of a Google Sheets document
• Submit spreadsheet data for compliance review
• Convert financial or tabular data into a format compatible with Marketing Compliance

Step-by-Step Conversion Process

1. Select Your Content: Select the cells containing content for the single sample you want to export
   • Click and drag to highlight the relevant cells
   • Be sure to include headers and any necessary context
2. Open Print Dialog: Click File > Print, or use the keyboard shortcut:
   • Cmd + P (Mac)
   • Ctrl + P (Windows/Chrome OS)
3. Configure Print Settings:
   • Set the Page orientation to Portrait (or Landscape if better suited for your content)
   • Under the Print dropdown at the top of the print settings page, choose Selected Cells
   • Click Next
4. Create PDF:
   • When the Print dialog opens, select Save as PDF as the print destination
   • Click Save
   • Choose a location to save your file and give it a descriptive name
   • Click Save again to generate the PDF

Converting multiple samples

This next process shows you how to turn multiple samples in an Google Sheets file into a combined PDF with each sample on a different page. This process is good for creating a single PDF file with multiple samples that have the same filters needing to be applied when uploaded (e.g. same company, same product, same channel, etc.)

1. Open Print Dialog: Click File > Print, or use the keyboard shortcut:

• • Cmd + P (Mac)
  • Ctrl + P (Windows/Chrome OS)

2. Configure Print Settings:

• • Set the Page orientation to Portrait
  • Click Set Custom Page Breaks from the print settings menu

3. Set Page Breaks 

• Set the page breaks around each individual content item to separate them into individual sections.
• Click Confirm Breaks
• Click Next

4. Create PDF:

• • When the Print dialog opens, select Save as PDF as the print destination
  • Click Save
  • Custom page breaks are automatically saved, so the sheet or file with the page breaks can be duplicated as a template.

After Creating Your PDF

Once you've created your PDF, verify that:

• All relevant content is included and properly formatted
• The file size is under the 50MB limit for upload
• Text is clear and readable
• Any important visual elements appear as intended

Your PDF is now ready to be uploaded to Marketing Compliance for review.

Tips for Best Results

• Preview Before Saving: Use the preview pane in the print dialog to ensure your content appears as expected
• Include Headers: Always include column headers in your selection for better context
• Set Print Area: For repeated exports, consider setting named print areas in Google Sheets
• Check Formatting: Ensure all cells are properly formatted before converting to PDF
• Page Layout: Use the Page Setup options to adjust margins, orientation, and scaling if needed

Optimizing Your PDF for Review

• Keep File Size Small: Avoid unnecessary graphics or complex formatting that may increase file size
• High Contrast: Ensure text has high contrast against its background
• Appropriate Font Size: Use font sizes that will remain readable when converted to PDF
• Avoid Merged Cells When Possible: Merged cells can sometimes cause formatting issues
• Clear Labeling: Include clear labels and titles to provide context for the data

Troubleshooting Common Issues

• Missing Content: If some content is missing, check your selection before printing
• Formatting Problems: If formatting looks different in the PDF, adjust cell formatting in Google Sheets
• Page Breaks: Use Print Settings > Page breaks to control where pages split for multi-page exports
• Text Too Small: Increase font size in Google Sheets before exporting

For more complex spreadsheets or special formatting requirements, consider consulting with your team's Google Workspace expert or support@intelligencebank.com.