Combating sophisticated Phrase tables? Whereas Microsoft Phrase is nice for paperwork, it’s appropriate for managing information. In distinction, Excel is a powerhouse software designed for information administration. So, changing Phrase to Excel unlocks superior options like formulation, charts, and pivot tables for deeper information evaluation and collaboration.
Now, the DOCX to XLSX conversion course of is easy for digital paperwork. You may copy-paste the desk from the doc to the spreadsheet manually, add the doc to on-line instruments, or use devoted converters. However for scanned paperwork, you want OCR (Optical Character Recognition) technology. Scanned recordsdata are photographs and never editable. OCR extracts the knowledge right into a machine-readable format that may be simply exported to Excel.
On this article, we’ll discover other ways to transform Phrase tables to Excel, from easy copy-pasting methods and Excel’s built-in options to highly effective AI-OCR instruments.
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Let’s discover a few of the greatest methods to get your Phrase desk to an Excel spreadsheet.
Methodology | Finest for | Limitations |
---|---|---|
AI-powered OCR tools | – Advanced or quite a few paperwork needing automation – Extracting particular information fields – Integration with different instruments and platforms |
– Could require some preliminary setup and coaching of the AI mannequin for particular doc varieties and layouts |
Copy and paste | – Small tables – Easy formatting |
– Can result in formatting points with complicated tables or merged cells |
Save as text and import | – Preserving fundamental textual content codecs and delimiters | – Requires handbook information cleansing for paperwork with quite a lot of non-tabular content material |
PDF and Get Data | – Importing a number of tables with authentic formatting | – Could not precisely acknowledge complicated layouts or merged cells |
Online conversion tools | – Fast conversions with out software program set up | – Could not completely deal with complicated tables or protect all formatting – Privateness considerations for delicate information |
VBA Scripts and Macros | – Effectively changing a number of tables | – Requires coding data – Could not deal with complicated desk buildings or formatting completely |
Python Libraries | – Dealing with giant volumes of paperwork or complicated desk buildings | – Requires programming data and setup – May have updates for adjustments in doc construction or format |
1. Handbook copy-paste
Manual copy-paste is essentially the most simple methodology to switch your tables to a spreadsheet. Whereas it might be time-consuming for giant docs, this methodology works for small one-pagers. Microsoft Excel presents just a few paste choices to offer you some management over what will get pasted.
![Paste Special provides additional options for pasting the table as an object, picture, or text and the ability to create a link to the original Word table.](https://nanonets.com/blog/content/images/2024/05/Copying-Word-Tables-to-Excel-1-1.png)
Observe these steps to copy a desk from Phrase to Excel:
- Open the Phrase doc and find the desk you need to copy.
- Click on originally of the desk, maintain down your mouse button, and drag to pick out your entire desk.
- Proper-click inside the world and select ‘Copy’.
- Open a brand new Excel worksheet and place your cursor within the cell the place you need to paste.
- Proper-click and select from the out there paste choices:
- Match Vacation spot Formatting: This selection pastes the content material of the Phrase desk and matches the formatting of the vacation spot Excel worksheet.
- Maintain Supply Formatting: This selection pastes the content material of the Phrase desk and retains the unique formatting from the Phrase doc.
- Alternatively, right-click and select ‘Paste Particular’ from the context menu for extra choices.
- Within the Paste Particular, you’ll be able to paste the desk as a Microsoft Phrase Doc Object, Image, HTML, Unicode Textual content, Textual content, or Hyperlink.
- Choose the ‘Paste Hyperlink ‘ if you wish to keep a hyperlink to the unique Phrase desk. This ensures that any adjustments to the unique Phrase desk will probably be mirrored within the Excel worksheet.
- Click on ‘OK’ to stick the desk into Excel.
- Alter the column widths and row heights as wanted.
To repeat a desk from Phrase to Excel whereas preserving the formatting, use the ‘Maintain Supply Formatting’ choice. Moreover, the ‘Paste Particular’ choice permits you to paste the desk as an object, image, or textual content and create a hyperlink to the unique doc.
When you’re utilizing Microsoft Workplace 365 or 2019, there’s one other handy methodology to repeat Phrase tables into Excel:
- Open the Phrase doc and choose your entire desk you need to convert.
- Click on the ‘Format’ tab beneath the ‘Desk Instruments’ part.
- Click on on ‘Convert to Textual content’ within the ‘Information’ group.
- Select the specified separator (e.g., commas, tabs, or others) and click on ‘OK’.
- Choose the transformed textual content and duplicate it.
- Open a brand new Excel worksheet and choose the row or cell the place you need to paste it.
- Go to the Paste and click on ‘Use Textual content Import Wizard’.
- The Textual content Import Wizard will open — choose ‘Delimited‘ and click on ‘Subsequent’.
- Go along with the delimiter utilized in your textual content file (comma, tab, house, and so on.) and click on ‘Subsequent’.
- Specify the info format for every column or use the default ‘Common’ format.
- Click on ‘End’, and the copied information will seem within the Excel worksheet, sustaining the unique tabular construction.
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Delimiters are characters that separate information parts, akin to commas, tabs, or areas. Microsoft Excel makes use of these delimiters to find out the place to separate the info into separate cells when importing textual content.
Each these approaches won’t work nicely when coping with scanned documents. Scanned paperwork are primarily picture recordsdata, making it tough for Excel to precisely acknowledge and extract the tabular information. You’ll should manually it into Excel cells, which no one desires to do.
The copy-paste methodology is inefficient for bulk processing. Think about individually copying and pasting every desk in a longish doc — it is merely not sensible.
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2. Save the Phrase doc as a .txt file
Saving the Phrase doc containing the desk as a .txt file and importing it into Excel is a simple and handy approach to get your information to a spreadsheet.
It permits you to select the column information format and delimiters, so fundamental formatting like quantity, date, and textual content codecs will be retained.
![Save your Word tables as text files and then open them in Excel.](https://nanonets.com/blog/content/images/2023/08/image-11-1.png)
Here is how you can do it:
- Open the Phrase doc and find the desk you need to convert. Choose the entire desk.
- Click on on the format tab, then click on ‘Convert to Textual content’. Within the dialog field that pops up, choose the delimiter you need and click on ‘OK’.
- Save the doc as a .txt file by clicking on ‘File’, then ‘Save As’, and select ‘Plain Textual content (.txt)’ from the drop-down menu.
- Open Excel, click on ‘File’, then ‘Open’, and find the .txt file you saved. An import wizard will pop up.
- Observe the Textual content Import Wizard’s directions: choose ‘Delimited’, click on ‘Subsequent’, select your delimiter, and click on ‘Subsequent’ once more. You can too set the info format for every column.
- Click on ‘End’ to finish the import course of. It’s best to now see your desk in Excel.
As we mentioned within the earlier methodology, the delimiter helps divide the info into separate cells, rows, and columns.
Whereas this methodology is easy, you will should spend appreciable time manually cleansing the info in paperwork with quite a lot of textual content and pictures apart from the desk. Additionally, prolonged tables, merged cells, and sophisticated layouts might not be precisely represented when transformed into the .txt format.
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3. Save the doc as a PDF and use Excel’s ‘Get Information’ characteristic
Excel’s built-in operate ‘Get Information’ permits customers to import information from numerous sources, together with PDF recordsdata. So, save your doc as a PDF and use the identical operate to import it to the spreadsheet.
![Save your Word documents as PDFs. Then, use Excel's Get Data tab to extract tables from the saved PDFs.](https://nanonets.com/blog/content/images/2023/09/Get-Data-from-PDF-Excel-feature.png)
Here is how:
- Open your Phrase doc and go to ‘File’ > ‘Save As’ > ‘PDF’.
- Open Excel, navigate to the ‘Information’ tab, and click on ‘Get Information’.
- Select ‘From File’ > ‘From PDF’ within the drop-down menu.
- Find the PDF file you simply saved, then click on ‘Import’.
- Excel will then show a Navigator window — choose the tables you need to import and click on ‘Load’.
This methodology is very helpful when you might have a number of tables in your doc, because the ‘Get Information’ operate can determine and import all of them without delay. It additionally retains the unique formatting intact.
Nonetheless, this methodology won’t work nicely with complicated layouts or merged cells, because the operate might not precisely acknowledge such formatting.
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Excel’s ‘Textual content to Columns’ is a useful characteristic for changing information from Phrase to Excel because it retains the column construction intact. It permits you to specify delimiters like commas, tabs, or areas, which Excel then makes use of to divide your information into neat, organized columns. You’ll find ‘Textual content to Columns’ within the ‘Information Instruments’ part beneath the ‘Information’ tab. Merely choose the info you need to convert, click on ‘Textual content to Columns,’ and observe the wizard to decide on your delimiters and formatting choices.
Power Query is a strong information transformation and preparation software constructed into Excel. It permits you to join, mix, and refine information from numerous sources, together with PDFs, XML, CSV, TXT, and JSON. With Energy Question, you’ll be able to simply extract tables from PDFs and cargo them into Excel for additional evaluation, cleansing, and transformation.
Observe: You can too extract tables from textual content recordsdata utilizing the ‘Get Information’ characteristic.
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Handbook strategies and easy instruments won’t be sufficient whenever you need to concurrently course of complicated tables or lots of of paperwork.
Together with table extraction, you could want instruments to determine, classify, and extract data at scale. That is the place AI-powered automated instruments are available in.
When you’re grappling with complicated document automation, Nanonets is what you want. It seamlessly extracts information from even essentially the most sophisticated tables.
Combining OCR and AI, Nanonets can successfully learn, perceive, and extract info out of your paperwork. So, be it a bank statement, PO, customer order, or invoice — with completely different layouts, languages, currencies, line items, and column names — Nanonets can deal with all of it.
![Automate table extraction with Nanonets](https://nanonets.com/blog/content/images/2024/06/Screenshot-2024-06-14-220401-1-1.png)
Right here is how you need to use Nanonets:
- Add your Phrase file(s) to the platform
- Choose the ‘Desk OCR’ mannequin from the primary dashboard
- Add your file or join your information supply
- The AI mannequin will routinely extract the info from the tables within the file(s)
- Evaluation and validate the extracted information for accuracy
- Obtain the info in your most popular format, akin to XLSX or CSV
- Export the extracted information to your required software program or software
What’s extra, each time you make a handbook correction, the AI learns from that and improves its efficiency, producing extra correct outcomes over time.
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When you’re a finance skilled, accountant, or information analyst, getting the info you need in Excel is barely half the battle. Usually, it’s essential to course of the info additional, analyze it, share it with colleagues, collaborate, search approval, or export it to different software program instruments. Nanonets lets you extract the info and automate these subsequent duties seamlessly.
![Document import and export options available on Nanonets for table extraction](https://nanonets.com/blog/content/images/2023/09/Routing-using-Nanonets-1.gif)
Typically, you could solely have to extract particular information from a doc. For instance, you would possibly solely have to extract buyer names and electronic mail addresses from a gross sales report. Nanonets permits you to extract the required fields, saving effort and time.
Along with desk extraction, Nanonets presents a spread of options, akin to doc classification, key-value pair extraction, and extra. It helps numerous file codecs, together with Phrase, PDF, JPEG, and PNG. You can too prepare customized AI fashions in your particular doc varieties and layouts.
Nanonets presents highly effective information import and export integrations, that means you’ll be able to conveniently transfer information between your most popular instruments and platforms. It integrates with fashionable instruments akin to:
It additionally has a Zapier integration, enabling you to attach with 1000’s of different apps and companies, automating most of the duties in your workflow.
![Nanonets logo](https://nanonets.com/logo.png)
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Seamless information circulate is only a step away.
Join with over 5,000 apps by way of Zapier, APIs, and webhooks and routinely route information extracted from Phrase recordsdata to your online business apps, eliminating handbook information entry—no coding required.
Nanonets’ highly effective AI engine and seamless integrations make it a complete software for document processing, particularly when coping with complicated or giant portions of knowledge.
With automated validation, built-in activity task, and multi-stage approval workflows, you’ll be able to guarantee your information is precisely captured, processed, and accredited. You may scale back handbook errors, save time, keep transparency, and enhance compliance.
Relating to information safety and privateness coverage, Nanonets stands out with its complete strategy. The platform makes use of superior encryption to safeguard your information all through the add, processing, and storage phases. It is value noting that Nanonets is totally compliant with GDPR and CCPA laws, making certain the utmost safety and confidentiality of your delicate info.
On-line conversion instruments are an amazing choice in the event you’re on the lookout for a speedy and hassle-free approach to switch tables from Phrase to Excel. They’ll routinely convert the doc right into a spreadsheet in seconds.
![Using online converter tools](https://nanonets.com/blog/content/images/2023/09/image.png)
There are a number of converters out there on-line, akin to:
These instruments are simple to make use of. Typically, you might want to:
- Go to the web site of your chosen on-line converter
- Add your Phrase doc containing the desk you need to convert
- Choose the output format as CSV, XLSX, or XLS
- Click on on the ‘Convert’ or ‘Begin conversion’ button
- Obtain the transformed Excel file as soon as the method is full
These converter instruments are handy and simple to make use of, making them very best for fast, one-off conversions. Nonetheless, you might want to be careful for just a few issues when utilizing these instruments. The method would possibly take longer, particularly for giant recordsdata. They could not at all times completely protect the formatting of complicated tables and might need limitations on the file dimension you’ll be able to add.
Moreover, the converter interface could also be stuffed with annoying pop-up advertisements. When you click on on them, you would possibly obtain malware or viruses. Additionally, watch out when importing delicate information to third-party web sites as a result of it might danger your file safety and privateness. You would be higher off checking their privateness coverage earlier than utilizing such instruments.
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Whereas on-line Phrase-to-Excel converters may appear handy, they’ll put your delicate information in danger. Nanonets prioritizes safety, using superior encryption and adhering to GDPR and CCPA laws. Course of your paperwork with confidence.
6. Automate information export with VBA scripts
For customers with programming expertise, VBA (Visible Fundamental for Purposes) scripts and macros can be used to automate the export of Phrase tables to Excel. By creating a script or macro in Phrase or Excel, you’ll be able to loop via all of the tables in a doc and extract them right into a Microsoft Excel workbook.
Here is a easy instance of a VBA script that you need to use:
Take a look at this Phrase-to-Excel VBA tutorial
Macros, that are recorded sequences of actions, can additionally automate the method of copying and pasting tables from Docs to Worksheets. Nonetheless, macros are much less versatile than VBA scripts and should not deal with complicated desk buildings or formatting as successfully.
Whereas VBA scripts and macros can effectively convert a number of tables, they require some coding data, and sophisticated layouts or formatting might not at all times switch completely to Excel. Moreover, there could also be compatibility points and a steeper studying curve in comparison with different strategies.
Batch course of docs with out writing a line of code.
Writing VBA scripts generally is a actual trouble. However with Nanonets, you do not should be a coding whiz. Our AI-powered OCR helps you to automate bulk doc processing with ease. Extract information from a number of recordsdata and export it to Excel with only a few clicks.
7. Automate the conversion course of utilizing Python libraries
For customers comfy with Python programming, libraries like Python docx and Pandas can be utilized to automate the method of extracting tables from Phrase paperwork and including them to Excel. This methodology is useful when coping with paperwork containing a number of tables that should be processed in bulk.
With some experience, you’ll be able to lengthen it to deal with extra complicated situations, akin to preserving formatting, dealing with merged rows and columns, or processing particular tables based mostly on sure standards.
![Here's an example of how to automate Word-to-Excel conversion using Python libraries (Source: Stack Overflow)](https://nanonets.com/blog/content/images/2024/05/Screenshot-2024-05-29-141643.png)
Utilizing Python libraries presents a excessive diploma of flexibility and management over the conversion course of. Nonetheless, it does require programming data and should contain further steps to arrange the required surroundings and dependencies. You need to dedicate time to studying the wanted libraries and creating the script. Moreover, any adjustments to the doc construction or format would possibly require corresponding updates to the script.
Whereas Python libraries are nice when coping with giant volumes of paperwork or complicated desk buildings, they do require quite a lot of trial and error. You will should spend a substantial quantity of effort and time making a script that may deal with all edge instances.
Wrapping up
Whether or not you’re a authorized skilled coping with contracts and agreements, an accountant managing a number of invoices, or a doctoral scholar compiling analysis information, transferring tables from Word to Excel generally is a irritating step within the workflow. Nonetheless, this course of will be considerably simplified with the proper strategies and instruments.
Whether or not you select to make use of AI-powered OCR instruments, on-line converters, or handbook strategies like copying and pasting, the purpose is to streamline your workflow and benefit from your time and sources. Hopefully, this fast information has been start line.
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FAQs
Use the ‘Textual content to Columns’ characteristic in Excel. First, copy the desk from Phrase and paste it into Excel. Then, choose the pasted information, go to the ‘Information’ tab, and click on ‘Textual content to Columns’. Select ‘Delimited’ or ‘Mounted Width’ based mostly in your information construction, specify the delimiter (e.g., comma, tab, house), and click on ‘End’. Your information will probably be cut up into separate columns, sustaining the unique desk construction.
The best way to copy from Phrase to Excel into a number of cells?
Use the Textual content Import Wizard in Excel. First, save your Phrase file as a plain textual content file. Then, when opening this file in Excel, the Textual content Import Wizard offers you choices for dividing the textual content into separate cells.
The best way to switch information from Phrase to Excel routinely?
Use VBA scripts to carry out the conversion routinely. For instance, create a macro that extracts all tables from a Phrase doc and exports them into an Excel workbook. Nonetheless, this requires some programming data. Alternatively, you need to use an OCR software like Nanonets. It permits you to extract and switch Phrase tables instantly into Excel, saving time and making certain accuracy. That is particularly helpful for giant volumes of knowledge or complicated doc buildings.
How do you exchange a Phrase doc to Excel with out dropping formatting?
You may copy the Phrase desk and use Paste Particular > Paste Hyperlink in Excel to embed it. Or it can save you the Phrase doc as a PDF and use Excel’s Get Information characteristic to import the desk and protect formatting. Nonetheless, these strategies will be time-consuming and error-prone for complicated tables or giant doc volumes.
For a extra environment friendly and correct resolution, think about using Nanonets. It makes use of AI to routinely extract and convert information from Phrase paperwork into structured Excel information, preserving the unique formatting. It will possibly simply deal with complicated desk buildings, giant doc volumes, and unstructured information. Add your paperwork, assessment the extracted information, and export to Excel or instantly combine them into your online business instruments. You can too arrange automated workflows, validation guidelines, and approval processes to streamline information extraction and processing.
Whereas changing Phrase to Excel is useful, think about taking effectivity a step additional with Nanonets Workflow Automation! Do not cease at information extraction; use our platform to automate your entire course of, creating workflows in minutes with seamless app integration. By incorporating AI, together with customized LLMs, and human-in-loop levels, you’ll be able to guarantee accuracy whereas saving time on handbook duties. Improve your productiveness by connecting to Nanonets’ Workflows and let automation do the heavy lifting for you.