How to Easily Extract Data from PDF to Excel (XLSX Format)

Why Do We Need to Extract Data from a PDF to Excel

Excel allows you to sort, filter, calculate, and format data with ease. When you move data from a PDF to Excel, it becomes easier to manage and use in daily work. For example, you can create reports, perform calculations, or update records without starting from scratch.

Here are a few common reasons behind PDF data extraction to Excel: 

• To analyze financial reports or audit statements.
• To organize inventory or sales data.
• To update client or employee records.
• To work with research or survey results.
• To clean and restructure messy tables.

Best Methods to Extract Data from PDF into Excel

Now that we know the importance of converting PDF data to Excel, it’s time to explore the best and most effective methods to extract that data with ease.

Method 01: Using Adobe Acrobat

Adobe Acrobat Pro DC is one of the most powerful tools for working with PDFs. If you have a subscription to Acrobat, you can use it to directly extract data from a PDF to Excel.

• Launch Adobe Acrobat Pro and open the PDF file you want to convert.
• From the top menu, go to Tools >> Export PDF. 
• Select Spreadsheet as the output format and choose Microsoft Excel Workbook.
• Choose the location where you want to save the new Excel file, then click Save. 
• Adobe will extract the data and convert it into an Excel file.

Note: This method requires a paid Adobe Acrobat Pro subscription to extract data from PDF into Excel. 

Method 02: Using Excel’s Built-In Feature

This feature is available in Excel 365 and Excel 2021, and later versions. Here’s how you can use Excel’s built-in feature to extract data from a PDF:

1. Open Excel and start a new or existing workbook.
2. After that, navigate to the Data tab at the top.
3. Click Get Data, then choose From File >> From PDF.
4. Select your PDF file and click Import.
5. In the Navigator window, choose the table or data you want to import.
6. Click Load to bring the data into Excel.
7. Adjust and format the data if needed.

That’s it! The data from your PDF will now be in your Excel sheet.

Method 03: Copy and Paste from PDF to Excel

This is the easiest method, but it works best for simple tables or small amounts of data.

• Open your PDF in any PDF viewer like Adobe Reader or a browser.
• Along with that, select the table or text you want to copy.
• Right-click and choose “Copy” or press Ctrl + C (Cmd + C on Mac).
• Open Excel and click on the cell where you want to paste.
• Right-click and choose “Paste” or press Ctrl + V (Cmd + V on Mac).

If needed adjust the data. You might have to clean up the formatting, if the data isn’t in proper columns.

Method 04: Use PDF Extract Tool For Bulk Extraction

For frequent or complex PDF data extraction tasks, use the DRS Softech PDF Data Extractor Tool. It will help you to extract data from multiple PDF files to Excel at once. It can extract text, tables, metadata, and images from PDFs. This utility supports both single and bulk PDF files. Moreover, it maintains original formatting and structure in the Excel output. Also, it allows users to preview data before exporting. Additionally, it is compatible with all versions of Windows. This utility is associated with:

• Saves Time: No need to manually copy-paste or reformat data.
• High Accuracy: Ensures precise extraction of tables and structured content.
• Batch Support: Process multiple PDF files at once.
• User-Friendly Interface: Easy for beginners and professionals alike.

Simple Steps to Extract Data from PDF into Excel

1. Download the DRS Softech PDF Data Extractor on your PC. 
2. Pick the PDF file to extract data from and click Open to upload it.
3. Now, preview the selected PDF data from the given options. 
4. Select Excel (XLSX) as the output format for your extracted data.
5. Click the Extract Button to extract data from PDF file to Excel.

Conclusion

In this complete blog, you get multiple ways to extract data from PDF into Excel, each with its advantages and limitations. For frequent or complex PDF data extraction tasks, PDF Extractor offers the most robust solutions. It can handle PDF-to-Excel conversions and can manage complex formatting and data structures better than online tools or Adobe Acrobat. Pick the method that suits your workflow and make your data more accessible.