3 Ways to Convert a PDF to Excel Using ABBYY FineReader

Converting scanned PDF documents into structured, editable Excel files is essential for professionals managing data-rich documents. Today’s post shows how ABBYY FineReader PDF simplifies the conversion process through both automated and manual methods, giving users control over document digitization and structure.

Video Guide

Round 1: Direct PDF to Excel Conversion

To begin, open ABBYY FineReader PDF. The tool handles scanned documents and converts them into various formats, including Microsoft Excel. Follow these steps:

1. Click “Open” to load the PDF file.
2. Select Microsoft Excel as the export format.
3. Enable Formatted Text, Automatic OCR, and Retain Pictures.
4. Click “Convert to Excel.”

The system will prompt you to save the file and then begin the conversion process.

Review the Conversion

Once the conversion completes, open the resulting Excel file. ABBYY FineReader usually captures all relevant data, but the output may have structural issues, especially with multi-row headers or irregular columns.

While editable, this version may require manual adjustment to make it fully usable for analysis or presentation.

Round 2: Use the OCR Editor Before Conversion

For more accurate results, especially with complex tables, use the OCR Editor:

1. Load the same PDF in OCR Editor mode.
2. Allow the software to perform OCR.
3. Adjust zone areas manually, remove unnecessary row separators, and add vertical separators to improve table recognition.

This method provides more control over how headers and columns are interpreted.

Saving and Applying Templates

ABBYY FineReader allows users to save a custom layout as a template, streamlining the process for large documents:

1. After editing a sample page, save the layout using “Save Area Template.”
2. Apply this template to the remaining pages using “Load Area Template.”

This process standardizes formatting across multiple pages efficiently.

Re-recognizing Pages for Accuracy

After applying the template, re-run OCR to ensure the system processes the new layout correctly. Once OCR completes, export the document again to Excel with improved accuracy and formatting.

Round 3: Extract Table with the Copy Table Feature

For quick data extraction, use the Copy Table feature:

1. Open the PDF in ABBYY FineReader PDF Editor.
2. Highlight the desired table using the cursor.
3. Use the “Copy as Table” option.
4. Paste the copied table directly into Excel.

This method is suitable for extracting specific data without converting the entire file.

ABBYY FineReader PDF to Excel Options

• Automatically convert PDFs to Excel using built-in OCR.
• Use OCR Editor for precise control of table layouts.
• Create and apply templates to process multi-page documents.
• Use the Copy Table feature for quick data extraction.

ABBYY FineReader PDF provides powerful tools for converting scanned PDFs into editable Excel files. Whether using automated features or manual editing, users can achieve structured, accessible data formats. This capability is especially valuable for accessibility, data management, and digital documentation workflows.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!