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Copy Data From Pdf To Excel (7 Steps + Tips)

How to copy table from PDF to Excel Excel Off The Grid

Copy Data From PDF to Excel (7 <a href="">Steps</a> + <a href="">Tips</a>)

Do you often find yourself needing to copy data from a PDF file and paste it into an Excel spreadsheet? This can be a tedious and time-consuming task, especially if the PDF file contains a large amount of data. However, with the right tools and techniques, you can quickly and efficiently copy data from a PDF to Excel. In this article, we will guide you through the process with 7 simple steps and provide you with some helpful tips along the way.

Step 1: Convert the PDF to Excel

The first step in copying data from a PDF to Excel is to convert the PDF file into an Excel format. There are several online tools and software programs available that can help you with this conversion. One popular tool is Adobe Acrobat, which allows you to convert PDF files to Excel with just a few clicks. Simply open the PDF file in Adobe Acrobat, click on “File” and then select “Save As Other” followed by “Spreadsheet”. Choose the desired location to save the converted file and click on “Save”.

Step 2: Open the Excel File

Once you have converted the PDF file to Excel, open the Excel file in Microsoft Excel or any other spreadsheet program. This will allow you to view and edit the data in a tabular format.

Step 3: Select and Copy the Data

Next, select the data that you want to copy from the PDF file. You can do this by clicking and dragging your mouse over the desired data. Alternatively, you can use the “Ctrl” + “A” keyboard shortcut to select all of the data in the Excel file. Once the data is selected, right-click on it and choose “Copy” from the context menu.

Step 4: Paste the Data into Excel

Now, navigate to the Excel file and click on the cell where you want to paste the data. Right-click on the cell and choose “Paste” from the context menu. The copied data from the PDF file will be inserted into the selected cell and the surrounding cells, maintaining the original formatting.

Step 5: Adjust the Formatting

In some cases, the formatting of the copied data may not match the formatting of the Excel file. To adjust the formatting, select the pasted data and use the formatting options in Excel to make any necessary changes. This may include adjusting font styles, column widths, and cell borders.

Step 6: Check for Errors

After pasting the data into Excel, it is important to check for any errors or discrepancies. Carefully review the data to ensure that it has been copied accurately and that there are no missing or incorrect values. Use Excel’s built-in functions and formulas to perform calculations and validate the data.

Step 7: Save the Excel File

Once you have verified the accuracy of the data, save the Excel file to preserve your changes. Choose a location and a file name that is easy to remember, and click on the “Save” button.

Tips for Copying Data From PDF to Excel

1. Use OCR Software

If the PDF file contains scanned images or non-editable text, you will need to use OCR (Optical Character Recognition) software to convert the text into editable format before copying it to Excel. OCR software can recognize and extract text from scanned documents, making it easier to copy and paste the data into Excel.

2. Handle Multiple Pages

If the PDF file has multiple pages, you can repeat the steps mentioned above for each page. Simply convert each page to Excel and paste the data into the same Excel file, creating multiple sheets or tabs within the file. This will allow you to organize and analyze the data more efficiently.

3. Use Text-to-Columns Feature

If the data in the PDF file is separated by commas, tabs, or other delimiters, you can use Excel’s Text-to-Columns feature to split the data into separate columns. This can save you time and effort in manually separating the data.

4. Clean Up the Data

Before finalizing the Excel file, it is a good practice to clean up the data. Remove any unnecessary rows or columns, delete duplicate entries, and ensure that the data is properly formatted. This will make the data easier to work with and improve the overall accuracy of your analysis.

5. Automate the Process

If you frequently need to copy data from PDF to Excel, consider automating the process using macros or scripting. This can save you a significant amount of time and effort, especially if you have to deal with large and complex PDF files on a regular basis.

6. Protect Your Data

When working with sensitive or confidential data, it is important to take appropriate measures to protect your information. Password-protect your Excel files, use encryption methods, and implement access controls to ensure that your data remains secure.

7. Practice and Patience

Copying data from PDF to Excel may require some practice and patience, especially if you are dealing with complex data structures or formatting. Take your time to familiarize yourself with the tools and techniques, and don’t hesitate to seek help or guidance if needed.


Copying data from a PDF file to Excel can be a straightforward process if you follow the right steps and use the appropriate tools. By converting the PDF to Excel, selecting and copying the data, pasting it into Excel, adjusting the formatting, and verifying the accuracy, you can quickly and efficiently transfer data between the two formats. Remember to use the tips provided to make the process even more efficient and effective. With practice and patience, you will become proficient in copying data from PDF to Excel.


Q: Can I copy data from a secured PDF file?

A: No, if a PDF file is secured with a password or restrictions, you may not be able to copy the data directly. In such cases, you will need to obtain the necessary permissions or use specialized software to bypass the security measures.

Q: Why is the formatting of the copied data different in Excel?

A: The formatting of the copied data may differ in Excel due to differences in the formatting options and styles between the PDF and Excel programs. You can adjust the formatting in Excel to match your requirements.

Q: Can I copy images from a PDF to Excel?

A: No, you cannot directly copy images from a PDF to Excel. However, you can save the images from the PDF file and insert them into Excel as separate files or use image extraction software to extract the images.

Q: Are there any limitations to copying data from a PDF to Excel?

A: Yes, there are some limitations to copying data from a PDF to Excel. These include non-editable text, complex formatting, and data structures that may not be easily transferable. However, with the right tools and techniques, you can overcome these limitations and successfully copy the data.

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