Scan to excel document

How to Scan Document into Excel

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Margarete Cotty

2023-02-10 15:06:14 • Filed to: OCR Solutions • Proven solutions

Tech-savvy individuals know that by scanning documents into Excel, they will be able to edit them just like they’d any other Microsoft Excel file. In modern times, scan to Excel converter applications are increasing in popularity as more novel capabilities are introduced in these programs routinely. Wondershare PDFelement — PDF Editor is the leading software in the industry to convert scanned documents to Excel. This process is carried out by scanning the document in question, after which you will employ the robust optical character recognition technology of the program for turning the result image of the text, which has been scanned, into editable text.

Scan Document into Excel with PDFelement

To convert a scanned document to Excel format using PDFelement, you need to take 4 steps. You should start by connecting a scanner to your computer and launching the PDFelement. You will then select the scanner and initiate the scanning process. In the last step, you will convert the scanned file to Excel. These steps are better explained below:

Step 1. Connect a Scanner with PDFelement

Connect your scanner with your computer first, and make sure you have installed the scanner drive successfully. After opening PDFelement, click the «Home» > «From Scanner» button, select your scanner to connect in the new popup dialog window.

Step 2. Settings for Scanning

You can also change the scan setting as you want, and select the «Recognize Text (OCR)» option to scan.

Step 3. Convert Scanned Document to Excel

After scanning, the created file is already editable if you have selected the «Recognize Text(OCR)» option to scan, then click the «Home» > «To Excel» button to convert.

The Best Program to Convert Scanned Document to Excel

PDFelement comes with a bevy of outstanding features for carrying out a number of file management operations, key among which is, turning scanned documents to an editable Excel file. While documents are typically scanned to facilitate their storage, this procedure makes editing them impossible. But when you convert a scanned document to Excel, you are able to regain editing capabilities. PDFelement with top notch OCR capabilities comes highly recommended for completing this process successfully. Here is the method about how to convert scanned PDF to excel.

PDFelement offers a top-notch feature for converting scanned documents to Excel. With this program, the conversion process is straightforward, only taking a couple of minutes. Designed with an intuitive interface and spectacular OCR technology, the software can handle multiple files in various languages such as English, Chinese, French, among others. Also, PDFelement helps you do batch conversions so you can work smoothly with large files.

Apart from this, PDFelement allows you work with PDFs effortlessly and professionally. It helps you create, save, edit, and sign in PDF documents and forms in a fast, expeditious and secure manner.

• It is quite affordable.
• It enables you open, edit, and save PDF files.
• PDFelement is a powerful app for scanning documents into Excel.
• It helps you convert PDFs into .word, .html, .txt and image formats like .jpg, etc..
• The app offers strong security with password protection.
• PDFelement has impressive offerings for printing and marking up PDF documents.
• You can employ it for adding, removing, and moving graphical elements in PDFs.
• You can also use it for creating interactive form field and automatically recognizing form field.
• The app helps you digitally approve and sign PDF documents.
• It is used for extracting data from interactive PDF forms and exporting in CSV (comma-separated value) format.
• It also has an array of other quality features.

Tips: Common Issues about Scanners and How to Address Them

Nowadays, the scanner has become one of the most crucial devices among office equipment. However, just like most gadgets that contain electronic circuits working in conjunction with some mechanical moving parts, it is normal for the scanner to experience certain issues at some point.

Before we examine these problems, it is apposite to get some understanding about how a scanner works. A scanner is a digital device that is designed for turning a document — such as images, films, prints — into digital information. Such scanned documents are then transferred into either storage, flash drive, the hard drive of the computer’s, the printer and sent as emails to recipients.

When a scanner gets connected to your local office network, any of these typical issues may crop up: connection errors, poor image quality, and paper jams, etc. But problems of this ilk are minor that can be tackled without having to call a scanner service expert.

Explained as follows are few of such issues and solutions to them:

• Connection errors: Connection errors represent the most prevalent issue people experience in working with their scanner. They are regularly described as poorly attached connection and could be in the form of absence electrical connection, or of power. In most cases, this issue may show up as weak or no signal strength from your network. This sort of problem isn’t unexpected as the majority of office personnel aren’t tech-savvy individuals. Moreover, no one can boost signal as it’s a problem coming from the service provider.
• Chronic paper jams: This problem arises if your device isn’t well maintained. Also, chronic paper jams affect your scanner if it’s not cleaned or serviced regularly. When this issue occurs, the cause is always the rubber rollers moving the paper within the scanner. Do keep in mind that paper is corrosive (not smooth), and if there is prolonged contact with paper, it leads to a reduction in the gripping capability of roller surfaces while moving paper. We recommend changing rollers as often as possible.
• Poor quality of image: This seldom occurs if you clean or maintain the glass of your scanner adequately. Apart from this, this issue can also arise if your scanner hasn’t been calibrated, thus resulting in images that are fuzzy or blurry.

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Insert data from picture

Want to turn images that have table data into data that you can edit in Excel? With the Data from Picture feature, it’s a snap.

Windows: 2210 (Build 15723)
Web: introduced 9-Dec-2022 ​​​​​​
Mac: 16.38 ​​​​​​
iOS: 2.26 ​​​​​​
Android: 16.0.11500

With the Data from Picture feature, you can insert data from a screen capture on your clipboard, or an image file from your computer.

Important: Only the following character sets are supported: English, Bosnian, Croatian, Czech, Danish, Dutch, Finnish, French, German, Hungarian, Italian, Norwegian, Polish, Portuguese, Romanian, Serbian, Slovak, Slovenian, Spanish, Swedish, and Turkish.

Important: Data from Picture in Excel for Windows is only supported on Windows 11 or Windows 10 version >=1903 (must have Microsoft Edge WebView2 Runtime installed).

How it works

Capture your data from an image. There are two methods:

Use an existing picture file

Click Data > From Picture > Picture From File.

The image should only depict the data you want to import. If necessary, crop the image.

Avoid images that depict data from an angle — the perspective should be head-on and focused.

Take a screenshot

Take a screenshot of the table, then click Data > From Picture > Picture From Clipboard.

Make sure your screenshot only includes the data you want to import.

After you have selected the picture, the Data from Picture dialog box shows Excel’s progress analyzing the image for data.

Review the results, make any data corrections necessary, and then click Insert Data.

Scenarios to try

Import data from a sample image file Right-click the following image and «Save image as. » a local copy, then click Data > From Picture > Picture From File and follow the on-screen instructions to convert the picture to data.

Screen capture a table from a website If you’ve ever tried to copy and paste some data from a web site, you’ve likely noticed that the formatting looks different after you’ve pasted it than it did on the website. Instead, try to capture a screen clipping of the table (by pressing Windows log key + Shift + S), then select Data > From Picture > Picture From Clipboard. Then, follow the instructions on screen.

Take a picture of some printed data Maybe you’d like to get data from your previous tax returns into Excel and you only have printed copies. Just take a picture of each one, transfer the pictures to your computer (OneDrive is great for this). Then, click Data > From Picture > Picture From File and follow the on-screen instructions to convert picture to data.

With the Data from Picture feature, you can insert data from an image file from your computer.

Important: Only the following character sets are supported: English, Bosnian, Croatian, Czech, Danish, Dutch, Finnish, French, German, Hungarian, Italian, Norwegian, Polish, Portuguese, Romanian, Serbian, Slovak, Slovenian, Spanish, Swedish, and Turkish.

How it works

To capture your data from an image, do the following:

Use an existing picture file

Click Data > Data From Picture > browse and select the picture file > Open.

The image should only depict the data you want to import. If necessary, crop the image.

Avoid images that depict data from an angle — the perspective should be head-on and focused.

After you have selected and opened the picture file, the Data from Picture dialog box shows Excel’s progress analyzing the image for data.

Review the results, make any data corrections necessary, and then click Insert Data.

Scenarios to try

Import data from a sample image file Right-click the following image and «Save image as. » a local copy, then click Data > Data From Picture and follow the on-screen instructions to convert the picture to data.

Take a picture of some printed data Maybe you’d like to get data from your previous tax returns into Excel and you only have printed copies. Just take a picture of each one, transfer the pictures to your computer (OneDrive is great for this). Then, click Data > Data From Picture and follow the on-screen instructions to convert picture to data.

With the Data from Picture feature, you can insert data from a screen clipping on your clipboard, an image file from your computer, or from your iPhone camera.

Important: Only the following character sets are supported: English, Bosnian, Croatian, Czech, Danish, Dutch, Finnish, French, German, Hungarian, Italian, Norwegian, Polish, Portuguese, Romanian, Serbian, Slovak, Slovenian, Spanish, Swedish, and Turkish.

How it works

Capture your data from an image. There are three methods:

Use an existing picture file

Click Data > Data From Picture > Picture From File.

The image should only depict the data you want to import. If necessary, crop the image.

Avoid images that depict data from an angle — the perspective should be head-on and focused. If applicable, consider fixing the perspective using your iPhone controls.

Take a screenshot

Take a screenshot of the table, then click Data > Data From Picture > Picture From Clipboard.

Make sure your screenshot only includes the data you want to import.

Scan data using your iPhone (Requires iPhone configured to use Continuity Camera.)

In Excel, right-click a cell, then click Scan Documents.

Aim your iPhone camera at the data.

Adjust the lighting and focus, then tap the button to take a picture.

Make any further adjustments to the image, then tap Save.

The document you are scanning should be as well-lit as possible.

Make sure you scan only the data you want to import.

Don’t scan from an angle — aim directly at the data. If necessary, use your iPhone controls to make adjustments to the scanned image.

After you have captured the picture, the Data from Picture dialog box shows Excel’s progress analyzing the image for data.

Review the results, make any data corrections necessary, and then click Insert Data.

Scenarios to try

Import data from a sample image file Right-click the following image and «Save image as. » a local copy, then click Data > Data From Picture > Picture From File and follow the on-screen instructions to convert the picture to data.

Scan some data from a book or magazine If you see some interesting data in a book and want to use it in Excel, this is a great way to skip the typing. If you have an iPhone, right-click in Excel on your Mac and select Scan Documents. Your iPhone will light up. Then you can take a picture of the data, and follow the on-screen instructions to bring the data in Excel in no time.

Screen capture a table from a website If you’ve ever tried to copy and paste some data from a web site, you’ve likely noticed that the formatting looks different after you’ve pasted it than it did on the website. Instead, try to capture a screen clipping of the table (by pressing SHIFT+CTRL+CMD+4 on your Mac), then select Data > Data from Picture > Picture From Clipboard. Then, follow the instructions on screen.

Take a picture of some printed data Maybe you’d like to get data from your previous tax returns into Excel and you only have printed copies. Just take a picture of each one, transfer the pictures to your Mac (OneDrive is great for this). Then, click Data > Data From Picture > Picture From File and follow the on-screen instructions to convert picture to data.

Get Started

Open Excel on your phone or tablet and tap the Insert data from picture button to get started

Next, narrow in on your data until you see it surrounded by a red border, then tap the capture button. If needed, you can use the sizing handles around the edges of the image to crop it to size first.

Excel’s powerful AI engine will process the image and convert it to a table. When it first imports your data, it will give you a chance to correct any issues it discovered during the conversion process. Tap Ignore to move on to the next issue, or Edit to correct the issue.

Press Insert when you’re done, and Excel will finish the conversion process, and display your data.

Use the Microsoft 365 app

If you like using the Microsoft 365 app, you can do the same thing from there.

Open the Microsoft 365 app on your phone and select Actions > Image to Table.

Point the camera at the table you need and tap the capture button. The app automatically crops the picture so that only the table is included. If necessary, adjust the crop with the sizing handles around the edges of the image. Select Confirm when you are done. The app extracts the data from the picture and displays a preview of the table.

Select Open to open the table in Excel. If the Microsoft 365 app found any issues in the table, such as typos caused by the extraction process, it asks how you want to handle them. Do one of the following:

Select Open Anyway to open the table in Excel and fix any issues there.

Select Review to fix issues in the Microsoft 365 app. For each issue, select Ignore to move on to the next issue, or use the on-screen keyboard to correct the problem. After you have dealt with every issue, the table opens in Excel.

After editing the table to your liking, remember to save it.

Important: Only the following character sets are supported: English, Bosnian, Croatian, Czech, Danish, Dutch, Finnish, French, German, Hungarian, Italian, Norwegian, Polish, Portuguese, Romanian, Serbian, Slovak, Slovenian, Spanish, Swedish, and Turkish.

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