How to Copy Data From a PDF to Excel: 3+ Simple Methods

Copying data from PDF to Excel is a common task for anyone regularly handling reports, invoices, research papers, and structured information stored in PDFs. While it may seem straightforward, many people struggle with formatting issues, such as misaligned columns, etc.

This article walks you through four methods to transfer data efficiently: simple copy-paste, Excel’s Import from PDF feature, online PDF-to-Excel converters, and OCR for scanned documents. We will also cover troubleshooting tips and ways to prepare your PDFs for smoother conversion.

Can You Copy Data Directly From a PDF Into Excel?

Yes, you can copy data from a PDF into Excel, but it rarely works perfectly; how easily you can extract the data depends on the type of PDF format.

Text-based PDFs, which store actual text, are easier to work with. You can usually select rows or columns, copy them, and paste directly into Excel. However, the formatting can still break and leave you with misaligned columns or merged cells that need cleaning.

It is much more difficult to copy data from scanned PDFs because these are images of text. You will need to use optical character recognition (OCR) software to convert the images first. But even with OCR, errors in numbers, dates, or symbols are common.

PDFs with complex tables, embedded fonts, or protective security settings are also harder to extract. For example, financial reports often feature multi-page tables with merged cells that break when pasted into Excel. Design portfolios may include embedded fonts that Excel cannot interpret correctly, while legal contracts are locked, preventing direct data extraction.

How to Copy Data From a PDF to Excel: 4 Methods Explained

You can copy data from PDF to Excel by copying and pasting, using the Import from PDF feature on Excel, using online PDF-to-Excel converters, or using OCR for scanned PDFs. Let’s take a closer look at each method.

Method 1: Copy and Paste from PDF to Excel

Copying and pasting is the simplest way to extract data from a PDF and transfer it to Excel. It works well for text-based PDFs, as these are usually already selectable and searchable.

Follow these steps to copy text from a PDF to a spreadsheet in Excel:

Open your PDF.
Highlight the text or table you want.
Copy it with Ctrl+C (Windows) or Command+C (macOS).
Open Excel and paste with Ctrl+V (Windows) or Command+V (macOS).
Adjust the columns, rows, and formatting as needed.

Pros	Cons
Fast and doesn’t require any extra tools Ideal for simple layouts and tables	The formatting can break If there are multi-page tables, they can be misaligned Does not work with scanned PDFs or images

If you just need to copy a single table or two from a report or extract a few rows of data from a PDF invoice, this method keeps the process efficient. However, if you have larger PDFs or ones with complex tables, the next method may be more suitable.

Method 2: Use the Excel “Import From PDF” Feature

Excel has a built-in Import from PDF feature you can use to move data from a PDF to Excel without losing the format. It is available as part of an Office 365 subscription, and here is how to use it:

Open Excel and go to Data > Get Data > From File > From PDF.
Select your PDF file.
Excel opens an Import Wizard, which shows detected tables.
Preview and select the tables you want.
Click Load to import the data into Excel.

If you want to import a range of pages from a PDF file at once, specify the Start Page and End Page as parameters in the following formula from the Power Query Editor:

Pdf.Tables(File.Contents("C:\Sample.pdf"), [StartPage=5, EndPage=10])

Pros	Cons
Maintains table structure and formatting better than copy-paste Handles multiple tables at once Saves time for medium-sized documents	Only available as part of an Office 365 subscription May struggle with complex layouts or nested tables Sometimes requires minor adjustments after import

This method is ideal for reports, financial statements, or multi-page tables where you want to preserve the original structure. It reduces the need for manual cleanup and makes sure your data stays accurate while moving from PDF to Excel.

Method 3: Use Online PDF-to-Excel Converters

Online tools make it easy to convert PDF tables to Excel quickly, especially when you do not have the latest version of Excel. They extract tables from your PDF and deliver them as editable Excel files, often in just a few clicks.

The specific steps may vary from converter to converter, but in general, you will have to:

Upload your PDF file.
Select the option to convert to Excel.
Download the resulting file to export PDF to Excel.
Open in Excel and check the formatting, adjusting columns or rows if needed.

Pros	Cons
Convenient Works for all types of tables Often free for smaller files	Privacy or security concerns Some tools limit the PDF file size Some tools offer a limited number of free conversions Minor cleanup might still be required

Online converters can pose privacy risks, especially with confidential data like financial statements, contracts, or personal records. Therefore, you should read the service’s privacy policy to ensure they do not store or share your files.

A reputable service with strong security measures should have HTTPS in the URL, which ensures data encryption during processing. If possible, use tools that automatically delete your files after conversion.

If you want an alternative, a workaround is to use our PDF-to-Word converter and extract data from the DOCX file, as it is easier to copy text and tables from Word than directly from a PDF. Plus, our tool guarantees all the security considerations above.

Method 4: Using OCR to Copy Data From Scanned PDFs to Excel

Using OCR for scanned PDFs is necessary because you can’t select text from the document otherwise. Scanned PDFs are images of text rather than actual text, so OCR has to be applied to analyze the images and convert them into text that Excel can handle.

Here is how it would work step-by-step:

Choose an OCR tool or a PDF editor with OCR functionality.
Open your scanned PDF in the software.
Run the OCR process to detect text and tables.
Export the results as an Excel file.
Review and correct any formatting errors.

Pros	Cons
Makes text in image-based PDFs usable Allows extraction from documents that are otherwise inaccessible Works with both single-page and multi-page scanned PDFs	Accuracy depends on image quality; low-resolution scans may produce errors Complex tables or unusual fonts may require manual adjustment OCR can misread numbers, symbols, or handwritten text

OCR is essential when dealing with invoices, receipts, or archived reports saved as scanned PDFs. While it may require some cleanup, it is often the only reliable way to get editable data from scanned documents into Excel.

Troubleshooting Common PDF-to-Excel Copy Issues

Below are troubleshooting tips for common PDF to Excel copy issues:

Formatting breaks. When copying tables from PDF to Excel, you may find merged cells, misaligned columns, or uneven rows. This happens because PDFs store content differently from Excel, so the structure doesn’t always translate perfectly. To fix it, manually adjust the column widths, unmerge cells, or use Excel’s Text to Columns feature to separate combined data.
Missing data after copy. Some PDFs include hidden layers, images, or special fonts that don’t copy correctly. So, if data disappears after being moved to Excel, check if the PDF is scanned or protected from copying. Using OCR for scanned PDFs or Excel’s import feature can help recover missing PDF text.
Large PDFs slowing down the process. Copying or importing hundreds of pages can make Excel lag or even crash. To avoid wasting time and getting frustrated, break the PDF into smaller sections with PDF.net’s Split tool, and then work in batches. Another option is to use a secure PDF-to-Excel converter, which is typically designed to handle large files more efficiently.

Additionally, here are a few other tips to make the PDF-to-Excel process smoother:

Double-check all data after transfer. Numbers, dates, and special characters may not paste correctly, especially from scanned or complex PDFs. Take a few minutes to skim through your spreadsheet to catch any discrepancies before using the data. This step can prevent issues down the line.
Save a backup of your original PDF. If something goes wrong during copy or import, having the original file ensures you can start over without losing information. This is especially important for large or critical documents. Keeping backups also allows you to try multiple extraction methods safely.
Standardize formatting in Excel after pasting. Apply consistent fonts, column widths, and cell styles to make tables easier to read and work with. Misaligned or inconsistent formatting can make errors harder to spot and slow down analysis.

Make the PDF-to-Excel Conversion Process Simple and Smooth

Before moving data from PDF to Excel, PDF.net helps you prepare your files so the process is faster and cleaner. For example, you can split large PDFs into multiple files to work batch by batch, avoiding freezes and lags in Excel.

You can also save time on manual edits by spell-checking your documents beforehand, and unlock protected PDFs so you can use import features or converters without restrictions.

Final Thoughts

Now you know how to copy data from a PDF to Excel. If you have a quick, small-scale task like copying one table from a report, you can opt for simply copying and pasting. For more complex PDFs, the Import from PDF feature in Excel is handy.

PDF-to-Excel converters are worth considering when handling large volumes of documents; however, remember to keep privacy and security considerations in mind. Run OCR for scanned PDFs and take some time to prepare your PDFs with PDF.net—splitting, spell-checking, or unlocking PDFs—to make the process smoother.

How to Copy Data From a PDF to Excel FAQs

#1. How do I copy a table from a PDF to Excel without losing formatting?

To copy a table from a PDF to Excel without losing formatting, you can use Excel’s Import from PDF feature (Data > Get Data > From File > From PDF). For simple PDFs, copying and pasting works, but you may need to adjust columns and rows manually.

#2. Can I copy data from a scanned PDF into Excel?

Yes, you can copy data from a scanned PDF into Excel after converting it to editable text with OCR.

#3. Why does my copied data look messy in Excel?

Your copied data looks messy in Excel because PDFs store text differently from Excel. Formatting breaks often occur with multi-page tables or complex layouts. However, it is possible to clean up misaligned columns, merged cells, and missing data manually.

#4. Is it safe to use online PDF to Excel converters?

It is safe to use online PDF to Excel converters if you choose reputable services that use HTTPS and have clear privacy policies. Still, remember that it is best to avoid uploading sensitive or confidential files; for these, desktop software is often safer.

#5. How do I import a PDF file into Excel?

To import a PDF file into Excel, go to Data > Get Data > From File > From PDF in Excel, select the file, preview detected tables, choose the tables to import, and click Load.