How to Copy Table from PDF to Excel with Formatting?

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Copying tables from PDF to Excel while keeping the original formatting intact can be tricky, especially when dealing with complex layouts or scanned documents. Depending on the quality of the PDF, the complexity of the table, and the software tools available to you, different methods may be more effective.

In this guide, we will walk you through the most effective ways to copy tables from PDF to Excel without losing formatting, using both built-in tools and external solutions.

Why Formatting Matters When Copying PDF Tables to Excel

When you copy a table from a PDF, you often want to retain:

• Column alignment
• Row structure
• Cell formatting like bold text, font size, and borders
• Merged cells and headers

Losing this structure can make data harder to read or require manual cleanup. So choosing the right method is essential.

Method 1: Using Excel’s “Get Data from PDF” Feature (Power Query)

This is one of the most reliable methods for importing well-structured tables from a PDF directly into Excel.

Steps to Use Power Query:

1. Open Microsoft Excel.
2. Navigate to the Data tab.
3. Click Get Data > From File > From PDF.
4. Select your PDF file and click Import.
5. The Navigator pane will open. Select the desired table from the preview.
6. Click Load to insert the table or Transform Data for editing in Power Query.

Benefits:

• Preserves table structure effectively.
• Powerful data cleaning capabilities via Power Query.
• Works well with digitally created PDFs.

Limitations:

• Only available in Microsoft 365 on Windows.
• May not work with scanned PDFs.

Method 2: Converting PDF to Excel with Adobe Acrobat Pro DC

Adobe Acrobat Pro DC offers advanced conversion tools, perfect for exporting tables into Excel format with minimal formatting loss.

How to Use Adobe Acrobat Pro:

1. Open your PDF in Adobe Acrobat Pro DC.
2. In the right-hand pane, click Export PDF.
3. Choose Spreadsheet > Microsoft Excel Workbook (.xlsx).
4. Click Export and save your new Excel file.

Benefits:

• High accuracy in layout preservation.
• Built-in OCR for scanned PDFs.
• Ideal for complex tables.

Limitations:

• Paid software.
• Requires installation.

Method 3: Online PDF to Excel Converters

Online tools are great for quick conversions without needing to install anything. These tools often support OCR for scanned documents and claim to retain formatting.

Popular Tools:

Steps (Typical):

1. Visit the chosen PDF to Excel website.
2. Upload your PDF file.
3. Choose Excel as the output format.
4. Enable OCR if needed.
5. Convert and download the Excel file.

Benefits:

• Easy and no installation required.
• Good for occasional users.

Limitations:

• Inconsistent formatting results.
• Privacy risks for sensitive data.
• Limited capabilities in free versions.

Method 4: Using Microsoft Word as a Middle Step

Sometimes, converting the PDF to Word first helps preserve the table layout, which can then be copied into Excel.

Steps to Use Word as an Intermediary:

1. Open Microsoft Word.
2. Click File > Open, select your PDF.
3. Word will convert the PDF to an editable document.
4. Select and copy the table from Word.
5. Open Excel and paste it using Ctrl+V.
6. Use Paste Options to test different formatting styles.

Benefits:

• Uses software you already have.
• Works well for text-based PDFs.

Limitations:

• Some formatting may still be lost.
• Conversion results vary based on PDF complexity.

Method 5: Direct Copy-Paste from PDF to Excel

If the table is simple, you can try directly copying and pasting from the PDF into Excel.

How to Do It:

1. Open your PDF viewer.
2. Use your cursor to select the table.
3. Press Ctrl+C to copy the content.
4. Open Excel and paste it (Ctrl+V).

You may also try Paste Special to test different formatting.

Benefits:

• Fastest method.
• No need for extra tools.

Limitations:

• Poor formatting retention.
• Merged columns or misplaced rows.
• Requires manual cleanup.

Bonus Tools & Features for Better Results

Excel’s “Text to Columns”

When data pastes into one column, use this tool to split it.

• Go to the Data tab.
• Click Text to Columns.
• Choose Delimited or Fixed width based on your table format.
• Select delimiters like commas, tabs, or spaces.

Keep vs. Match Formatting

When pasting, Excel gives you options:

Smaller Chunks = Better Accuracy

If a large table doesn’t copy well, try converting it in sections. This reduces errors and makes it easier to edit later.

Best Practices to Preserve Table Format

To improve your chances of keeping formatting intact, follow these suggestions:

1. Use High-Quality PDFs

• PDFs created digitally (from Excel or Word) convert better than scanned images.
• Avoid low-resolution files.

2. Use OCR When Necessary

If your PDF is scanned, use a tool with Optical Character Recognition to convert image-based text into editable content.

3. Choose the Right Software

4. Clean Up Manually

Even the best tools may need manual formatting, such as:

• Adjusting column widths
• Re-aligning row heights
• Re-applying cell borders and text styles
• Merging or unmerging cells

Final Thoughts

Copying a table from PDF to Excel with formatting depends heavily on the method you choose. If you have access to Microsoft 365, the Power Query feature is often the most accurate. For those using Adobe Acrobat Pro, the built-in export function delivers excellent formatting retention. Online converters are suitable for quick jobs but may lack consistency.

When all else fails, using Microsoft Word as an intermediary or simple copy-paste methods can still get the job done—with a bit of manual work.

FAQs

Vaishvi Desai

Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.