Convert Excel to PDF and Save It to Airtable Using Zapier
This tutorial shows how to automatically convert Excel files from OneDrive into PDFs using PDF.co, then store the generated files in Airtable.
The Zap contains three steps:
- OneDrive — New File
- PDF.co — Anything to PDF Converter
- Airtable — Create Record
Before You Begin
Prepare:
- A OneDrive folder for incoming Excel files
- A PDF.co account
- An Airtable base with a table containing:
- A primary text field for the file name
- An attachment field for the PDF
PDF.co supports XLS, XLSX, and CSV spreadsheet files.
Step 1: Add the OneDrive Trigger
Create a new Zap and select OneDrive as the trigger app.
Choose New File as the trigger event, connect your Microsoft account, and select the folder containing the spreadsheets.
Test the trigger and choose a sample Excel file. Confirm that Zapier returns either the file itself or a downloadable file URL.
Step 2: Convert the Spreadsheet to PDF
Add an action and select PDF.co.
Choose Anything to PDF Converter, click Sign in, and authorize access to your PDF.co account.
Configure the action:
- Input Format: Select the option for a CSV, XLS, XLSX, or TXT spreadsheet.
- Input: Map the file or download URL returned by OneDrive.
- File Name: Enter a name for the generated PDF, such as
monthly-report.pdf. - Custom Profiles: Leave blank unless the conversion requires additional settings.
Test the action. A successful result includes a temporary URL for the generated PDF.
Open the URL and verify that the spreadsheet content, formatting, and page layout are suitable. Additional conversion settings are available in the Excel to PDF documentation.
Step 3: Save the PDF to Airtable
Add another action and select Airtable.
Choose Create Record, connect your Airtable account, and select the destination base and table.
Map the record fields:
- Name: Map the original OneDrive file name or enter a descriptive name.
- PDF Attachment: Map the PDF.co output URL.
- Map any other information you want to retain, such as the source file name or creation date.
Use an Airtable attachment field for the PDF so Airtable imports the generated file. PDF.co output URLs are temporary and should not be stored only as ordinary URL values.
Test the action and confirm that the new Airtable record contains the PDF attachment.
Step 4: Activate the Zap
Publish the Zap after confirming the complete workflow. Whenever a new Excel file is added to the selected OneDrive folder, Zapier will convert it to PDF and create an Airtable record containing the generated document.
Automating your spreadsheet workflow can save you time and effort, especially when dealing with repetitive tasks like converting Excel spreadsheets to PDF and storing them in Airtable. With the help of tools like PDF.co, Zapier, and Airtable, you can easily streamline your workflow and improve your productivity.
By following the steps outlined in this tutorial, you can easily convert your Excel spreadsheets to PDF and store them in Airtable with just a few clicks. This can help you keep your data organized and easily accessible, as well as provide a convenient way to share your data with others.
So, whether you’re a small business owner, a freelancer, or just someone who wants to streamline their workflow, automating your spreadsheet tasks with PDF.co and Airtable can be a game-changer. Give it a try and see how it can benefit you!
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