How to import PDF data in Microsoft Excel without mangling it

If you’ve ever tried copying a table from a PDF into Excel, you know the pain — broken columns, jumbled rows, and cells that refuse to line up. The good news? Excel actually has a built-in way to import PDF data cleanly. You just need to know where to look and how to guide it.

Here’s how to do it right — step by step.

1. Use Excel’s Built-In “Get Data from PDF” Feature

Since Excel 365 and Excel 2019, Microsoft has added a direct PDF import tool. It’s hidden in plain sight.

Here’s how to find it:

1. Open Excel and go to the Data tab.
2. Click Get Data → From File → From PDF.
3. Browse to your PDF file and hit Import.
4. Excel will open the Navigator window, showing every table or page it detects.

You’ll see a list of tables labeled something like “Table001,” “Table002,” and so on.
Click on one — Excel gives you a live preview. If the table looks clean, great. If not, try a different one.

Once you’ve got the right one, click Load (to dump it straight into Excel) or Transform Data (to tweak it first in Power Query).

2. Clean It Up with Power Query (Optional but Smart)

Sometimes your PDF data isn’t perfect — maybe the header is in the wrong place, or extra columns slipped in. Power Query can fix that fast.

In the Power Query Editor, you can:

• Rename columns
• Split or merge columns
• Remove extra rows
• Change data types (dates, numbers, text, etc.)

When you’re done, click Close & Load to push the cleaned data into Excel.

3. For Older Versions of Excel: Use Adobe or a Conversion Tool

If your Excel version doesn’t have the “From PDF” option, you’ll need a workaround.

Option A: Use Adobe Acrobat Pro

1. Open the PDF in Acrobat.
2. Go to File → Export To → Spreadsheet → Microsoft Excel Workbook.
3. Save it, then open in Excel.

Adobe’s converter is one of the most reliable — it keeps columns and formatting intact most of the time.

Option B: Use an Online Converter (Carefully)
There are free converters like Smallpdf, iLovePDF, or PDFTables, but be cautious with sensitive data. Uploading confidential information isn’t safe. For public or low-risk files, they’re quick and often accurate.

4. Common PDF-to-Excel Pitfalls (and Fixes)

5. Pro Tip: Automate Future Imports

If you regularly pull updated PDFs from the same source, you can refresh your query instead of reimporting.

Just click Data → Refresh All, and Excel will re-extract the latest version automatically — no reformatting needed.

Bottom Line

You don’t need to copy and paste anymore. Excel’s PDF import tool does the heavy lifting — if you know how to guide it. Whether you’re cleaning up a financial report, a price list, or a set of invoices, a few smart steps in Power Query will save you hours of frustration and keep your data intact.

Mark Vincent

Tech enthusiast and content creator passionate about making technology simple for everyone. I share practical tips, guides, and reviews on the latest in computers, software, and gadgets. Let’s explore the digital world together!