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PDF files are pretty much the norm for distributing reports these days. They provide a nice easy way to collate documents from different sources for distribution. However, once a document is in a PDF format getting that information back into a usable form is a nightmare. If we try to copy and paste a data table from PDF into Excel it just doesn’t format as expected. PDFs are not born equalThe pasted information will be displayed in Excel differently based on how the PDF was created. In my experience the pasted data will show as one of the following:. A list of values.

A continuous text string for each line. A pictureI would love to offer you the perfect solution to get the PDF data table into Excel, however I don’t believe there is one. If the paste displays as a picture, then as far as I know, you will need to resort to third-party software which contains OCR. If the paste is either a list of values or a continuous text string, then there are some possible workarounds.

One of these should work, providing reasonable results and saving you time.Here is our example PDF file:Copy the PDF table into Word firstExcel is a software program which is designed to work with tables, whilst Word is designed to work with text. However, Word is actually better at dealing with PDF tables. Copy the table from the PDF document. Paste the table into Word. Copy the table from Word. Paste the table into ExcelYou may now have a perfect data table in Excel. Or maybe, which is more likely, you have a table which requires a bit of tweaking.

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It may not be perfect, but it’s still closer than what you had before. Excel Off The Grid says:Hi Sandip – That’s a good question, but unfortunately I don’t have a good answer.

Getting data back out of a PDF is difficult, I don’t believe there is a perfect solution.A blank in a PDF is nothing, Excel doesn’t even know to leave a blank cell for it, as a result each record is not of a consistent length. It’s hard to apply any rules in these circumstances.Did you try copying it into Word first? Did that give you reasonable results?Are there any parts of the text, which you can use as a separator (i.e does Name happen to have “Name:” at the start – it’s unlikely, but you might be lucky)?

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