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Scuffling with sophisticated Phrase tables? Whereas Microsoft Phrase is nice for paperwork, it’s appropriate for managing knowledge. In distinction, Excel is a powerhouse device designed for knowledge administration. So, changing Phrase to Excel unlocks superior options like formulation, charts, and pivot tables for deeper knowledge evaluation and collaboration.
Now, the DOCX to XLSX conversion course of is simple for digital paperwork. You’ll be able to 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 data right into a machine-readable format that may be simply exported to Excel.
On this article, we’ll discover alternative 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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Uninterested in manually changing Phrase to Excel?
Automate the Phrase to Excel course of, saving you effort and time with AI-powered OCR. Precisely extract knowledge from even probably the most complicated tables and seamlessly export it to Excel or your favourite enterprise instruments.
Let’s discover a few of the finest methods to get your Phrase desk to an Excel spreadsheet.
Technique | Greatest for | Limitations |
---|---|---|
AI-powered OCR tools | – Advanced or quite a few paperwork needing automation – Extracting particular knowledge fields – Integration with different instruments and platforms |
– Might 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 primary textual content codecs and delimiters | – Requires handbook knowledge cleansing for paperwork with plenty of non-tabular content material |
PDF and Get Data | – Importing a number of tables with authentic formatting | – Might not precisely acknowledge complicated layouts or merged cells |
Online conversion tools | – Fast conversions with out software program set up | – Might not completely deal with complicated tables or protect all formatting – Privateness issues for delicate knowledge |
VBA Scripts and Macros | – Effectively changing a number of tables | – Requires coding information – Might not deal with complicated desk constructions or formatting completely |
Python Libraries | – Dealing with giant volumes of paperwork or complicated desk constructions | – Requires programming information and setup – Might have updates for modifications in doc construction or format |
1. Handbook copy-paste
Manual copy-paste is probably 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 a couple of paste choices to present you some management over what will get pasted.
Comply with these steps to copy a desk from Phrase to Excel:
- Open the Phrase doc and find the desk you wish to copy.
- Click on at the start of the desk, maintain down your mouse button, and drag to pick all the 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 wish to paste.
- Proper-click and select from the accessible paste choices:
- Match Vacation spot Formatting: This feature pastes the content material of the Phrase desk and matches the formatting of the vacation spot Excel worksheet.
- Maintain Supply Formatting: This feature 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 possibly can 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 preserve a hyperlink to the unique Phrase desk. This ensures that any modifications to the unique Phrase desk can be mirrored within the Excel worksheet.
- Click on ‘OK’ to stick the desk into Excel.
- Regulate 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’ possibility. Moreover, the ‘Paste Particular’ possibility 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 all the desk you wish to convert.
- Click on the ‘Structure’ tab underneath the ‘Desk Instruments’ part.
- Click on on ‘Convert to Textual content’ within the ‘Knowledge’ group.
- Select the specified separator (e.g., commas, tabs, or others) and click on ‘OK’.
- Choose the transformed textual content and replica it.
- Open a brand new Excel worksheet and choose the row or cell the place you wish 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, area, and so on.) and click on ‘Subsequent’.
- Specify the information format for every column or use the default ‘Normal’ format.
- Click on ‘End’, and the copied knowledge will seem within the Excel worksheet, sustaining the unique tabular construction.
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Delimiters are characters that separate knowledge parts, reminiscent of commas, tabs, or areas. Microsoft Excel makes use of these delimiters to find out the place to separate the information into separate cells when importing textual content.
Each these approaches won’t work properly when coping with scanned documents. Scanned paperwork are basically picture recordsdata, making it troublesome for Excel to precisely acknowledge and extract the tabular knowledge. You’ll must 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.
Copying Phrase tables manually?
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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 straightforward and handy solution to get your knowledge to a spreadsheet.
It permits you to select the column knowledge format and delimiters, so primary formatting like quantity, date, and textual content codecs will be retained.
This is do it:
- Open the Phrase doc and find the desk you wish to convert. Choose the entire desk.
- Click on on the structure 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.
- Comply with the Textual content Import Wizard’s directions: choose ‘Delimited’, click on ‘Subsequent’, select your delimiter, and click on ‘Subsequent’ once more. You too can set the information 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 information into separate cells, rows, and columns.
Whereas this methodology is simple, you may must spend appreciable time manually cleansing the information in paperwork with plenty of textual content and pictures apart from the desk. Additionally, prolonged tables, merged cells, and complicated layouts is probably not precisely represented when transformed into the .txt format.
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3. Save the doc as a PDF and use Excel’s ‘Get Knowledge’ function
Excel’s built-in operate ‘Get Knowledge’ permits customers to import knowledge from varied sources, together with PDF recordsdata. So, save your doc as a PDF and use the identical operate to import it to the spreadsheet.
This is how:
- Open your Phrase doc and go to ‘File’ > ‘Save As’ > ‘PDF’.
- Open Excel, navigate to the ‘Knowledge’ tab, and click on ‘Get Knowledge’.
- 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 wish to import and click on ‘Load’.
This methodology is very helpful when you have got a number of tables in your doc, because the ‘Get Knowledge’ operate can determine and import all of them without delay. It additionally retains the unique formatting intact.
Nevertheless, this methodology won’t work properly with complicated layouts or merged cells, because the operate could not precisely acknowledge such formatting.
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Excel’s ‘Textual content to Columns’ is a helpful function for changing knowledge 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 knowledge into neat, organized columns. You will discover ‘Textual content to Columns’ within the ‘Knowledge Instruments’ part underneath the ‘Knowledge’ tab. Merely choose the information you wish 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 knowledge transformation and preparation device constructed into Excel. It permits you to join, mix, and refine knowledge from varied sources, together with PDFs, XML, CSV, TXT, and JSON. With Energy Question, you possibly can simply extract tables from PDFs and cargo them into Excel for additional evaluation, cleansing, and transformation.
Notice: You too can extract tables from textual content recordsdata utilizing the ‘Get Knowledge’ function.
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Handbook strategies and easy instruments won’t be sufficient while you wish to concurrently course of complicated tables or lots of of paperwork.
Together with table extraction, chances are you’ll want instruments to determine, classify, and extract data at scale. That is the place AI-powered automated instruments are available.
When you’re grappling with complicated document automation, Nanonets is what you want. It seamlessly extracts knowledge from even probably 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 totally different layouts, languages, currencies, line items, and column names — Nanonets can deal with all of it.
Right here is how you should utilize Nanonets:
- Add your Phrase file(s) to the platform
- Choose the ‘Desk OCR’ mannequin from the primary dashboard
- Add your file or join your knowledge supply
- The AI mannequin will robotically extract the information from the tables within the file(s)
- Assessment and validate the extracted knowledge for accuracy
- Obtain the information in your most well-liked format, reminiscent of XLSX or CSV
- Export the extracted knowledge to your required software program or device
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 knowledge analyst, getting the information you need in Excel is just half the battle. Typically, you could course of the information additional, analyze it, share it with colleagues, collaborate, search approval, or export it to different software program instruments. Nanonets allows you to extract the information and automate these subsequent duties seamlessly.
Typically, chances are you’ll solely must extract particular knowledge from a doc. For instance, you would possibly solely must extract buyer names and e-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, reminiscent of doc classification, key-value pair extraction, and extra. It helps varied file codecs, together with Phrase, PDF, JPEG, and PNG. You too can practice customized AI fashions to your particular doc varieties and layouts.
Nanonets presents highly effective knowledge import and export integrations, that means you possibly can conveniently transfer knowledge between your most well-liked instruments and platforms. It integrates with fashionable instruments reminiscent of:
It additionally has a Zapier integration, enabling you to attach with hundreds of different apps and providers, automating lots of the duties in your workflow.
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Seamless knowledge circulation is only a step away.
Join with over 5,000 apps through Zapier, APIs, and webhooks and robotically route knowledge extracted from Phrase recordsdata to your enterprise apps, eliminating handbook knowledge entry—no coding required.
Nanonets’ highly effective AI engine and seamless integrations make it a complete device for document processing, particularly when coping with complicated or giant portions of knowledge.
With automated validation, built-in activity project, and multi-stage approval workflows, you possibly can guarantee your knowledge is precisely captured, processed, and permitted. You’ll be able to scale back handbook errors, save time, preserve transparency, and enhance compliance.
In relation to knowledge safety and privateness coverage, Nanonets stands out with its complete method. The platform makes use of superior encryption to safeguard your knowledge all through the add, processing, and storage phases. It is price 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 important possibility if you happen to’re in search of a speedy and hassle-free solution to switch tables from Phrase to Excel. They’ll robotically convert the doc right into a spreadsheet in seconds.
There are a number of converters accessible on-line, reminiscent of:
These instruments are simple to make use of. Usually, it’s essential to:
- Go to the web site of your chosen on-line converter
- Add your Phrase doc containing the desk you wish 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 ideally suited for fast, one-off conversions. Nevertheless, it’s essential to be careful for a couple of 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 possibly can add.
Moreover, the converter interface could also be filled with annoying pop-up adverts. When you click on on them, you would possibly obtain malware or viruses. Additionally, watch out when importing delicate knowledge to third-party web sites as a result of it may threat 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 knowledge in danger. Nanonets prioritizes safety, using superior encryption and adhering to GDPR and CCPA laws. Course of your paperwork with confidence.
6. Automate knowledge export with VBA scripts
For customers with programming expertise, VBA (Visible Fundamental for Functions) 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 possibly can loop by all of the tables in a doc and extract them right into a Microsoft Excel workbook.
This is a easy instance of a VBA script that you should utilize:
Macros, that are recorded sequences of actions, can additionally automate the method of copying and pasting tables from Docs to Worksheets. Nevertheless, macros are much less versatile than VBA scripts and should not deal with complicated desk constructions or formatting as successfully.
Whereas VBA scripts and macros can effectively convert a number of tables, they require some coding information, and complicated layouts or formatting could 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 problem. However with Nanonets, you do not must be a coding whiz. Our AI-powered OCR helps you to automate bulk doc processing with ease. Extract knowledge from a number of recordsdata and export it to Excel with just some clicks.
7. Automate the conversion course of utilizing Python libraries
For customers snug 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 helpful when coping with paperwork containing a number of tables that must be processed in bulk.
With some experience, you possibly can lengthen it to deal with extra complicated situations, reminiscent of preserving formatting, dealing with merged rows and columns, or processing particular tables based mostly on sure standards.
Utilizing Python libraries presents a excessive diploma of flexibility and management over the conversion course of. Nevertheless, it does require programming information and should contain extra steps to arrange the required setting and dependencies. You have to dedicate time to studying the wanted libraries and creating the script. Moreover, any modifications 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 constructions, they do require plenty of trial and error. You will must spend a substantial quantity of effort and time making a script that may deal with all edge circumstances.
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 pupil compiling analysis knowledge, transferring tables from Word to Excel generally is a irritating step within the workflow. Nevertheless, 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.
Scale your doc knowledge extraction now!
Learn how Nanonets will be custom-made to your particular doc varieties and knowledge necessities. Schedule a demo to see how one can practice customized OCR fashions and arrange workflows that match your enterprise completely.
FAQs
Use the ‘Textual content to Columns’ function in Excel. First, copy the desk from Phrase and paste it into Excel. Then, choose the pasted knowledge, go to the ‘Knowledge’ tab, and click on ‘Textual content to Columns’. Select ‘Delimited’ or ‘Mounted Width’ based mostly in your knowledge construction, specify the delimiter (e.g., comma, tab, area), and click on ‘End’. Your knowledge can be break up into separate columns, sustaining the unique desk construction.
Find out how 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 provides you with choices for dividing the textual content into separate cells.
Find out how to switch knowledge from Phrase to Excel robotically?
Use VBA scripts to carry out the conversion robotically. For instance, create a macro that extracts all tables from a Phrase doc and exports them into an Excel workbook. Nevertheless, this requires some programming information. Alternatively, you should utilize an OCR device like Nanonets. It permits you to extract and switch Phrase tables immediately into Excel, saving time and making certain accuracy. That is particularly helpful for giant volumes of knowledge or complicated doc constructions.
How do you change a Phrase doc to Excel with out dropping formatting?
You’ll be able to 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 Knowledge function to import the desk and protect formatting. Nevertheless, 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 robotically extract and convert knowledge from Phrase paperwork into structured Excel knowledge, preserving the unique formatting. It could simply deal with complicated desk constructions, giant doc volumes, and unstructured knowledge. Add your paperwork, assessment the extracted knowledge, and export to Excel or immediately combine them into your enterprise instruments. You too can arrange automated workflows, validation guidelines, and approval processes to streamline knowledge extraction and processing.
Whereas changing Phrase to Excel is helpful, think about taking effectivity a step additional with Nanonets Workflow Automation! Do not cease at knowledge extraction; use our platform to automate all the course of, creating workflows in minutes with seamless app integration. By incorporating AI, together with customized LLMs, and human-in-loop levels, you possibly can 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.
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