Learn how to copy a table from PDF to Excel without losing formatting or data accuracy. Discover simple step-by-step methods, useful tools, and expert tips to make PDF-to-Excel conversion fast, efficient, and reliable.
Table of Contents
- Introduction
- Transferring Data from PDF to Excel
- Option #1: Convert PDF table to Excel
- Option #2: Manually copy PDF table to Excel
- Automating Document Conversion with Mail Merge Tools
- Understanding the Relationship Between PDF and Excel
- Сonclusion
Introduction
PDF is one of the most common formats for reading and sharing documents. However, when it comes to editing or analyzing data, PDF files can be inconvenient — especially if they contain tables. Converting a table from a PDF into an editable format like Excel often leads to formatting issues or missing data.
In today’s digital world, businesses have shifted from paper-based processes — such as faxing, record-keeping, and billing — to digital document management systems. Tasks that once required rubber stamps and filing cabinets are now handled with Excel spreadsheets and PDFs. As technology continues to evolve, new tools are designed to simplify and automate time-consuming processes.
Yet, many employees still spend unnecessary time searching for the right tools to perform simple actions like converting or copying data. The right document management software can scan, edit, convert, organize, and store your files — saving both time and effort.
In this article, we’ll show you two easy and reliable ways to copy a table from a PDF into an Excel spreadsheet without losing formatting or data accuracy.
Transferring Data from PDF to Excel
Unfortunately, there’s no direct way to open a PDF file in Microsoft Excel. PDF and Excel use different data structures — one is designed for reading and preserving document layout, while the other is made for organizing and calculating data. Because of this, Excel can’t simply import a PDF file and display it as an editable spreadsheet.
However, there are two reliable methods you can use to transfer data from a PDF to Excel with the help of Microsoft Word. Both approaches depend on first extracting the table from the PDF, then formatting it for Excel.
Option #1: Convert a PDF Table to Excel
- This method involves opening your PDF in Microsoft Word, which automatically converts it into an editable document. Once the table appears, you can copy and paste it into Excel. This is the quickest option when dealing with structured tables or reports that maintain consistent formatting.
Option #2: Manually Copy a PDF Table to Excel
- If the PDF layout is complex or contains merged cells, manual copying may work better. You can select the specific data you need, paste it into Excel, and adjust columns or alignment as necessary.
Let’s take a closer look at how each method works step by step.
Option #1: Convert PDF table to Excel
1. Open Windows Explorer and find the PDF file.
Hover your cursor over the “Open with” option, and select the option “Choose another app”.
2. Select “Microsoft Word” or “Word” and click “Just once” to open the PDF file.
3. Convert the document.
After you open the PDF file in Word, a window will appear informing you that the program will convert the file into a Word document. Click the “OK” button to confirm.
4. Now Word has converted your PDF file to an editable Word document.
Copy the table from the Word document by highlighting the desired rows and columns. Right-click with the mouse cursor on the selected table and click “Copy.” Alternatively, you can use the “Ctrl” and “C” keys to copy the table to the clipboard.
5. Open the Excel spreadsheet into which you want to insert the copied PDF table.
6. Paste the table in Excel.
Right-click on the cell or area where you want to paste the copied table, and select the “Paste” option. Or use the “Ctrl” and “V” keys to paste it from the clipboard.
7. Save the Excel spreadsheet.
Congratulations, you have copied a PDF table to your Excel spreadsheet!
You can learn more about the basics of working with PDFs in our previous article, “How to Open a PDF File.” It explains the different ways to access PDF documents using built-in tools or third-party software, whether you’re on Windows, macOS, or a mobile device. Understanding how to properly open and view a PDF is the first step before extracting or converting any data. If you’re new to handling PDFs or want to explore various methods for opening them efficiently, make sure to check out that guide before moving on to more advanced tasks like copying tables into Excel.
Option #2: Manually copy PDF table to Excel
1. Open the PDF file and copy the table that you want to use by highlighting the desired rows and columns.
Right-click with the mouse cursor on the selected table and click “Copy.” Alternatively, you can use the “Ctrl” and “C” keys to copy the table to the clipboard.
2. Open Microsoft Word and paste the table.
Right-click on an empty area in the Word document, and select the “Paste” option. Or use the “Ctrl” and “V” keys to paste it from the clipboard. Copy the table that you have just inserted into the Word document to the clipboard again.
3. Open Microsoft Excel and paste the table from the clipboard by right-clicking on an empty cell in the Excel spreadsheet, and select the “Paste” option.
Or use the “Ctrl” and “V” keys to paste it from the clipboard. Fix formatting and clean up the table in Excel. Done!
Automating Document Conversion with Mail Merge Tools
When working with multiple PDFs or large sets of data, manually converting files can become repetitive and time-consuming. This is where automation can make a huge difference. Using tools like Mailmergic, you can streamline your entire document workflow — from converting data to managing and sharing it efficiently.
- Mailmergic isn’t just about mail merging; it also supports intelligent automation processes that connect your spreadsheets and documents seamlessly. For instance, after converting tables from PDF to Excel, you can use Excel as a data source to automatically generate personalized letters, invoices, or reports. This eliminates the need to manually copy or re-enter data, reducing the risk of human error.
- In addition, Mailmergic integrates with cloud platforms such as Google Drive and OneDrive, allowing you to manage your files securely and access them from anywhere. It’s particularly valuable for businesses that handle large volumes of client data and need a faster, more reliable workflow.
- By combining your Excel data with Mailmergic’s automation tools, you can move beyond simple table conversions and begin creating dynamic document systems that save time and ensure accuracy. This is the next step toward a truly paperless and efficient office environment.
Understanding the Relationship Between PDF and Excel
PDF (Portable Document Format) and Excel (XLS/XLSX) serve different purposes. A PDF preserves document layout for easy reading, while Excel organizes data for calculation, visualization, and analysis. The challenge arises because PDF files don’t store data in cells or columns — instead, they focus on how the document looks on screen or paper.
When you copy a table directly from a PDF, Excel often struggles to interpret its structure, leading to misplaced data or merged cells. However, by using conversion tools or intermediary programs such as Microsoft Word, you can extract structured tables from PDFs while preserving their integrity.
To further improve results, it’s helpful to understand different PDF standards, especially PDF/A, which is a version designed for long-term archiving. Learn more about this format and its importance for document preservation in this article: What is PDF/A?. Understanding these standards ensures that your data remains accessible and properly formatted during conversions between PDF and Excel.
Сonclusion
After reading this article, you now have a clear understanding of the two most common and effective methods for converting PDFs to Excel. You’ve learned how to use both automatic and manual approaches depending on the complexity of your data, as well as how to take advantage of modern tools to make the process smoother.
Converting tables from PDF to Excel not only makes your data easier to analyze but also opens new possibilities for reporting, budgeting, and performance tracking. When integrated into a wider digital workflow — such as those supported by Mailmergic — this process becomes part of a powerful automation system that saves you hours of manual work.
By adopting document management and automation tools, you move closer to a fully digital workspace where your data is always accurate, accessible, and ready for analysis. Whether you’re managing financial reports, client records, or inventory lists, mastering PDF-to-Excel conversion helps you stay efficient in today’s data-driven world.
For even greater productivity and useful insights, visit the Mailmergic Blog — a great place to start exploring articles that help you master document conversion, automation, and workflow efficiency.
