Scanned PDF files are a very optimal solution when you want to share data or information in a way that it cannot be modified. However, there are instances where you are required to process the data in a scan PDF file. Of course, that cannot just happen unless the data is converted into some other form.
For instance, one way the data can be open to further processing is by converting it into an Excel spreadsheet. Consequently, this calls for specialized software that can handle the task to convert scanned PDF to Excel. In this article, we are not focusing much on the native PDF files but rather the scanned ones.
Converting scanned PDFs in the most accurate way requires a special feature known as an OCR (Optical Character Recognition) that comes in very handy in extracting any kind of text data in a scanned PDF. Therefore, you will get to know two of the best tools that you can employ and it does not end at that.
This is because you are also getting a comprehensive guide on how to use each of these programs for a successful OCR to Excel process. The tools that you will be guided on are TalkHelper PDF Converter OCR and PDF2XL Enterprise.
Table of Contents
Method #1: Convert Scanned PDF to Excel with TalkHelper PDF Converter OCR
TalkHelper PDF Converter OCR has become one of the top tools to convert scanned PDF to Excel in the most comprehensive way possible. In fact, it is an all-around software that will deliver a simple and intuitive user interface besides producing very satisfying results.
The task to convert scan PDF to Excel spreadsheet requires an efficient and reliable tool and TalkHelper PDF Converter OCR is definitely a very good choice. In this segment, you will go through a step by step guide on how to extract data from scanned PDF to Excel with the help of this OCR software. Let us dive right into the process.
Step 1. Download, Install and Get Started
If this is the first time you are coming across this program to convert scanned PDF to Excel spreadsheet, this is the initial step that you are going to undertake. The good thing is that the installation file is not that big and should only take a couple of moments to download depending on your internet connection speed.
Better yet, you can obtain this OCR to Excel conversion software as a free download trial with no limitations whatsoever as you plan for the upgrade. Once you have downloaded and installed, you just need to launch the program in readiness to extract data from scanned PDF to Excel. If need be, you can localize this top PDF-to-spreadsheet conversion program to your interface language of choice on the option indicated.
Step 2. Select PDF to Excel Mode
With the OCR software up and running, it is time to select the conversion mode and for our case, we are interested in converting scanned PDF to Excel. Consequently, you just need to click on the PDF to Excel option on the right panel as shown below. It is prudent to always double-check everything lest you choose a mode that you are not planning to work with. Once you select the mode, it will be highlighted with a shade of orange to make it very conspicuous.
Step 3. Add a Scanned PDF File(s)
Double-check that you have selected the correct conversion mode you are looking to implement before continuing with this step. Once you have done that, the task at hand now is to add the scanned PDF file or files for conversion. You can add files into this OCR software via a simple drag-and-drop indicated with the number 1 or use the native file browsing method numbered 2.
As you can notice in the image below, it is also possible to add a whole folder containing scanned PDF files especially when you are looking to perform batch PDF to spreadsheet conversion. While still on this step, you will be opened up to file management options whereby you can tweak the list of PDF files to be converted as you wish.
Step 4. Choose A Preferred Output Folder (Optional)
Once you have converted your scanned PDF to Excel, you will, of course, need to locate it for further actions like sharing. In that case, This tool to convert scanned PDF to Excel lets you choose whether to save the output in the source directory or alternatively in a directory of your choice. On the simple and instinctive user interface delivered by this OCR software, working with any of these options is not cumbersome.
Step 5. Select OCR Conversion Mode
With time, TalkHelper PDF Converter OCR has had improvements in a way that it is able to automatically detect a scanned PDF file during the addition process. As seen below, this tool has detected a scan PDF file but you still have to choose whether to use the OCR or not. On the same popup, you will be able to select a matching language for the process to extract data from scanned PDF to Excel to happen in the best way possible.
In case the scan PDF is not detected automatically, you can do it manually by adjusting the options below the file list appropriately. Under the convert mode, select OCR and couple it with the language of your input PDF file so that the extraction happens seamlessly and accurately. This tool has support for over 30 popular languages that can be applied to the user interface and OCR.
Step 6. Convert Scanned PDF to Excel
We have now come to the final step that involves you kickstarting the actual process to convert scanned PDF to Excel. All you have to do is hit the “Convert” button, sit back, relax and wait for the PDF to spreadsheet converting process to complete. On the interface, you will see a progress bar that will let you know how far the file has been converted.
It should not take long before the output is delivered to you in the folder you had decided upon initially. However, it is prudent to note that the speed will largely depend on the scan PDF file size and the complexity of the data. TalkHelper PDF Converter OCR will deliver very high-quality and accurate results as you will confirm with the output Excel file.
Method#2: Convert Scanned PDF to Excel with PDF2XL Enterprise
PDF2XL Enterprise is very advanced and feature-laden software that will come in handy when you need to convert scanned PDF to Excel. The process will be simplified a great deal making the task at hand very convenient. It features a built-in OCR feature that helps to accurately extract data from any scanned PDF file you add.
It is also a very efficient tool that will deliver the output Excel files in just a matter of moments and as a result, save you a lot of time. This converter boasts of over 30 languages that are best utilized when working with the OCR matching your document language. But, how do you exactly convert scanned PDF to Excel using this OCR software? We are here to answer that question in a comprehensive way by giving you a full guide on how to go about the process.
Step 1. Download, Install and Launch
PDF2XL Enterprise is available for free download as a trial period so that you get a chance to evaluate the features even before you can make a decision on whether to upgrade to the paid version. Having said that, you can obtain this tool from the official website in a compact installation package that does not take long to download. After that, you just need to install this tool to convert scanned PDF to Excel and launch it to arrive at the interface below.
Step 2. Open the Target Scanned PDF File
You can use one of the two options indicated below to add the scanned PDF file you need to be converted into an Excel spreadsheet. Both of them will take you through the native file browsing way of adding files to a program and all you have to do is locate the file you want to be transformed from PDF to spreadsheet.
Since we are not dealing with a native PDF file, the moment you pick the scan, this program to convert scan PDF to Excel spreadsheet automatically detects the file as a scanned document and notifies you that it will be presented in OCR Mode. You do not have to give this much thought so just click on the “OK” button to continue. The moment you hit the button the document will be OCR’d as you will observe a progress bar pop-up.
Step 3. Create Your Layout
The next step in to head to the Layout tab so that you can manage column like in regards to splitting and merging as necessary. It is in this area that tables that may be in your input PDF file are detected automatically or alternatively load a previous layout if you had processed one earlier. At this stage of the scanned PDF to Excel conversion process, you can opt to detect tables in the whole PDF file, in the current page only or just let PDF2XL Enterprise autosuggest for you when you hover the mouse cursor on the content.
Step 4. Adjust OCR Options
For accurate results, in the end, you need to make some adjustments to the OCR settings. The major adjustment you will make here is to match the OCR language with the source document language. Mismatching the languages will bring in major content distortion and discrepancies and at the end of the day output incomprehensible information.
As indicated above, click on the “OCR” tab followed by the “OCR Options” in order to get access to the appropriate settings. You will arrive on the interface shown below. You will be able to set the default OCR behavior, Validation options, and OCR tweaking as you prefer.
The “Threshold” option is useful when the PDF page is too light or too dark while the “Despeckle” option is vital when there happens to be a lot of noise on the PDF page. The “Remove Lines” option will try as much as possible to clear out any vertical and horizontal lines, and “Force DPI” will adjust the dots per inch with the aim to provide more content clarity.
There are no recommended options for this part as it depends largely on the quality of your PDF file. Therefore, you just have to tinker with the options until you have the best output Excel file.
Step 5. Convert PDF to Excel
Once we have had all the options set correctly, it is now that moment to actually convert scanned PDF to Excel. First, you need to navigate to the “Convert” tab, then select Excel as the target output format.
After that, declare the pages you want to convert as indicated by the 3rd label below which by default is set to all pages and after this click on the “Convert Document” option or any other to start the conversion process depending on the number of documents you want to process at the same time. As you can observe on the 4th label, batch OCR to Excel conversion is also supported.
Step 6. Validate Your Document
This is an optional process whose purpose is to correct any errors that may have been missed by the tweaking process. It will come as a prompt when you click on the “Convert document” option as indicated in the previous step. During this step, the prompt will grab words that are not recognized by the PDF2XL Enterprise OCR and your task is to “Accept” the contents of the “Suggested word” option or input the correct word and click on “Done” to end the validation process. In the instance, you want to access the validation manually, head over to the OCR tab and click on the “Validation” option.
Step 7. Save The Output Excel File
Once you are done with all the steps above, all that is left is to save the processed Excel file. One thing you will love about this tool for converting PDF to spreadsheet is that it gives you the freedom of saving the Excel file in a directory of your choice. By saving in your preferred directory, the file retrieval process is easy and convenient hence saving greatly on time. You have now successfully converted scanned PDF to Excel using PDF2XL Enterprise.
AS you may have come to realize, the process to convert scan PDF to Excel spreadsheet is not that cumbersome when you have an appropriate tool and an accompanying guide on how to go about the process. None of these features converter programs will disappoint you in the scanned PDF to Excel conversion process. Get started today with the OCR software that has proven to augur the best with you.