How to Convert PDF to Excel – Step by Step Guide

Step-by-Step Guide to Convert PDF to Excel
Step-by-Step Guide – How to convert PDF to Excel

Several organizations around the world have the business requirement of converting reports from PDF to Excel for performing further calculations of the data and its analysis. These PDF document types could include financial reports, performance reports, competitor comparisons and analysis, business tracker reports, statistical reports and so on. Optical Character Recognition (OCR) technology makes such PDF to Excel conversion possible, rendering data to be capable of editing and further analysis.

The process of converting a PDF document to Excel format is described and depicted below.

Step 1:

In the first step of the PDF to Excel conversion process, the PDF has to be opened in an OCR software.

First Step to Convert From PDF to Excel
Open the PDF file in an OCR software application

Step 2:

The OCR software will automatically commence the character recognition process as it scans the pages of the PDF document.

Second Step to Convert PDF to Excel
PDF file under recognition process by the OCR software

Step 3:

The Table format has to be selected in the OCR tool which will enable data presented in rows and columns to be correctly recognized.

Select Table format in the OCR software to convert PDF to Excel
Select Table format in the OCR software to convert PDF to Excel

Step 4:

Once the recognition process is complete, the file should be saved in Excel (.xls) format. At this stage, the PDF to Excel conversion process by the technology is complete, but the data will need to be verified and formatted manually.

Save input PDF file in Excel format
Save input PDF file in Excel format

Step 5:

The next step in the PDF to Excel conversion process would be to format the data as per the requirement. Unwanted columns can be deleted at this stage.

The unformatted output file in the PDF to Excel conversion process
The unformatted output file in the PDF to Excel conversion process

Step 6:

After deleting the redundant columns, the relevant fields can be selected, sorted and formatted.

Format the fields in the converted Excel file as per the requirement.
Format the fields in the converted Excel file as per the requirement.

Step 7:

The data from the Excel file can be copied and pasted to the required template or edited to make it appear as it did in the original PDF.

Copy the data from Excel file and paste to required template
Copy the data from Excel file and paste to required template

Below is the output Excel file with the data presented as per the requirement.

PDF converted into and formatted as an Excel file
PDF converted into and formatted as an Excel file

The latest Optical Character Recognition (OCR) software applications can accomplish the conversion process of a PDF file to Excel format within minutes, even if the PDF document has hundreds of pages. However, manual intervention is required to verify the converted data and make adjustments to its presentation and formatting. In case the OCR software could not read a particular graphical analysis in the original PDF document, this will need to be reproduced again in the converted Excel sheet.

When conversion requirements run into the millions of PDF documents, in-house employees will need to spend a considerable amount of their time on a routine, non-core task. Organizations around the world have leveraged business process outsourcing to a specialist back office data management provider, to accomplish large-scale PDF to Excel conversion without diverting their own attention from their mission-critical work.

A BPO company with expertise in data management services, such as PDF to Excel conversion, and ISO 9001 and 27001 certifications for quality and data security standards respectively, should be chosen as a partner. US- and Canada-based companies can gain a time zone advantage by opting for an experienced BPO company in India.

For more information on how Invensis Technologies can help your business with large-scale PDF document conversion, please contact our team on US +1-302-261-9036; UK +44-203-411-0183; AUS +61-3-8820-5183; IND +91-80-4115-5233; or write to us at sales {at} invensis {dot} net.

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