Extract Data from PDF to Excel

Updated on December 27, 2023
Article byDhanamma Pandula
Edited byAshish Kumar Srivastav
Reviewed byDheeraj Vaidya, CFA, FRM

How to Extract Data from PDF to Excel?

There are three different methods to extract data from PDF to Excel. They are mentioned below:

  1. Extract Data using the Simple Copy and Paste Command
  2. Extract Data using Microsoft Word
  3. Extract Data using Adobe Reader Software

Now, let us discuss each of the methods in detail:

#1 Extract PDF Data using the Simple Copy and Paste Method

The following steps are followed to extract the data using simple commands copy and paste.

  1. First, we must select the PDF file and open it in “Adobe Acrobat Reader” software, as shown in the figure.


    Extract data from pdf to excel Example 1

  2. Then, we must select and copy the data presented in the table.


    Extract data from pdf to excel Example 1-1

  3. Go to Excel, select the “Paste” drop-down section, and click on the “Paste Special.”


    Extract data from pdf to excel Example 1-2

  4. It opens the “Paste Special” dialog box, as shown in the figure.


    Extract data from pdf to excel Example 1-3

  5. After that, we must select the “Paste” option as “Text” and click on “OK.”


    Extract data from pdf to excel Example 1-4

  6. The data extracted into the Excel sheet is shown in the below-mentioned screenshot.


    Extract data from pdf to excel Example 1-5
    As shown in the figure, data is entered into only one column.

  7. Now, select the data and click on the “Text to Columns” option in Excel in the “Data” tab.


    Extract data from pdf to excel Example 1-6

  8. Choose the file type as “Delimited” and click on the “Next” button, and it opens the following screenshot.


    Extract data from pdf to excel Example 1-8

  9. Choose the Delimiters as “Space” and click on “Next.”


    Extract data from pdf to excel Example 1-9

  10. After clicking “Next,” it will open the following wizard.


    Extract data from pdf to excel Example 1-10

  11. Click on “Finish” to close the wizard, and then the text is converted to columns, as shown in the figure.


    Extract data from pdf to excel Example 1-11

  12. Clean up the data to ensure that the “blue LED value” is in one cell, “green LED value” in one cell, and “red LED value” in one cell.


    Extract data from pdf to excel Example 1-12

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#2 Extract PDF Data to Excel Using Microsoft Word

The following steps are followed to extract the data using Microsoft word.

  • Step 1: First, we must select the PDF file and open it in “Adobe Acrobat Reader” software.
Extract data from pdf to excel Example 2
  • Step 2: Select and copy the data presented in the table.
Extract data from pdf to excel Example 2-1
  • Step 3: Now, we must open the Microsoft Word document and paste data into it, as shown in the figure.
Extract data from pdf to excel Example 2-2
  • Step 4: Again, copy the table and paste it into an Excel sheet, and it will be displayed.
Extract data from pdf to excel Example 2-3

Note: Pasting directly into Excel may display data in one column only.

  • Step 5: Next, we must arrange the table headers properly, as shown in the PDF file, by applying the merging and unmerging on cells.
Extract data from pdf to excel Example 2-4

#3 Extract PDF Data to Excel using Adobe Reader Software

The following steps are followed to extract the data using the Adobe Reader.

  • Step 1: We must select the PDF file first and open it in Adobe Acrobat Reader software, as shown in the figure.
Export pdf Example 2-5
  • Step 2: Go to the “File” menu and select the “Convert to Word, Excel, or PowerPoint” option.
Export pdf Example 2-6

After clicking on the”Convert to Word, Excel, or PowerPoint” option, the following page will be displayed.

Export pdf Example 2-7
  • Step 3: Select the “Convert To” drop-down menu and choose the “Microsoft Excel Document (*.xlsx) format.
export Example 2-8
  • Step 4: Then, click on the “Export to Excel” option.
Export pdf Example 2-9
  • Step 5: The exported data into Excel is displayed in the figure.
export pdf Example 2-10
  • Step 6: Apply cleaning to arrange the data properly into the rows and columns to change the table’s design.
Export pdf Example 2-4

Things to Remember

  • Extracting the data from PDF to Excel is possible only when we can copy the data into a table in a PDF file.
  • The data copy-pasted directly from the PDF to Excel may unwind into only one column or cell. However, it requires clean-up activities to arrange the data properly.
  • A user account with adobe.com is necessary to extract data using the Adobe Reader software.

This article is a guide to Extract Data from PDF to Excel. Here we discuss how to extract data from PDF to Excel using three methods, which include 1) Copy and Paste Option, 2) Microsoft Word, and 3) Adobe Reader, along with some examples. You may learn more about Excel from the following articles: –