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How to Copy and Paste Text from PDF to Word

January 11, 2022
24.1K Views

When copying text from PDF to Word, the traditional method often leads to formatting loss and requires manual formatting adjustments. In this guide, we address the challenge of preserving formatting while copying and pasting from PDF to Word. Discover four efficient methods that eliminate the need for manual adjustments and ensure formatting consistency. Simplify the process and achieve seamless content transfer with these tried-and-tested techniques.

Use PDF picture and then paste it into a Word Document (without Losing Formatting)

Here, we will explore methods for inserting a PDF image into a Word document without losing formatting.

Screenshots of individual pages

First, we will learn how to capture screenshots of individual pages from a PDF and then paste them into a Word document without losing formatting.

Method 1 (Adobe Acrobat Snapshot):

If you're using Adobe to view your PDF, you can easily take a snapshot and paste it into Word. Here's how:

Step 1: Open your PDF file in Adobe Acrobat and click on the "Edit" tab.

Adobe Acrobat open PDF


Step 2: In the Edit tab, click on "More" and select "Take a Snapshot".

Adobe Acrobat Take a snapshot


Step 3: Users can now select the area for the snapshot; anything inside the blue area will be included.

Adobe Acrobat select area for snapshot



Step 4: After taking the snapshot, open a word processing app like WPS Office or MS Word.

Step 5: Paste the snapshot using the context menu or the keyboard shortcut "CTRL + V".

Add PDF picture to Word using Adobe Acrobat



While this method is convenient for Acrobat Reader users, I found that using the built-in Windows Snipping Tool was even handier and easier to access.

Method 2 (Windows Snipping Tool):

If you prefer using other screenshot tools, this method is more user-friendly:

Step 1: Take a screenshot; I used the built-in Windows Snipping Tool, accessible with the keyboard shortcut "Windows key + Shift + A".

PDF screenshot



Step 2: Open Microsoft Word and create a new blank document.

Step 3: Visit the "Insert" tab and find "Screenshot" in the Illustrations section.

Microsoft Word Screenshot option

 

Step 4: Select the screenshot of your PDF.

Step 5: The PDF screenshot will be pasted, and you can resize the image as needed.

Microsoft Office PDF picture to Word document


This method is much more convenient for everyday users. It's easy to follow and provides a user-friendly experience, making it a preferred option for many.

Multiple pages to images

Ever wondered how to extract multiple non-consecutive pages from a PDF and convert them into a Word document? Here's a step-by-step guide:

Step 1: Visit WPS PDF Tools and choose the "Split PDF" option.

WPS PDF tools Split PDF


Step 2: Upload the PDF document you wish to split.

WPS PDF tools upload PDF


Step 3: Each page will be displayed on the screen. Let's say you only want specific pages from the PDF, not the entire file. Select the pages you want and click on "Extract PDF."

WPS PDF tools extract PDF pages


Step 4: The process might take a few moments. Once completed, open Microsoft Word.

Step 5: Visit the "Insert" tab > "Object" > "Text from File".

Microsoft Word Text from file


Step 6: Find the split PDFs on your computer and select them. Word will display a pop-up message stating it will convert the PDF to Word; click "OK".

Microsoft Word convert PDF pop up message


Step 7: Voila! You'll have your PDF converted to Word with the original formatting intact.

Microsoft Word copy multiple PDF pages to word document


This method is particularly useful when you need to extract multiple non-consecutive pages, like 30-40 pages from a 100-page PDF. However, for just a few pages, like 2-3 from a 10-page PDF, I'd recommend copying the text or inserting the entire PDF and later deleting the unwanted pages to save time.

How to Copy-Paste Specific Paragraphs

Below, you'll find detailed steps on how to copy and paste specific paragraphs effectively.

Step 1: Open WPS Office and navigate to the PDF file that contains the paragraphs that you wish to extract.

WPS Office dashboard


Step 2: Copy the text you wish to extract from the PDF.

WPS Office copy text from PDF


Step 3: Open a new tab in WPS Office and click "New Blank Document" to create a new Word document.

WPS Office new blank document


Step 4: Use the "Paste" option in the Home ribbon to paste text only and prevent PDF formatting..

WPS Office Paste options


Step 5: If you want to keep the PDF formatting, paste the text by right-clicking and selecting "Paste" from the context menu, or by using "CTRL + V" on your keyboard.

WPS Office paste specific paragraph


This method for adding specific paragraphs offers a convenient way to extract precisely the content you need from a PDF file. However, it's worth noting that this process can be time-consuming.

How to Copy and Paste from a PDF to a Word Document (Editable)

We will explore various methods for effectively copying and pasting content from a PDF into an editable Word document.

Method 1: Using WPS Office online tools

Step 1: Visit WPS PDF Tools and click on “PDF to Word”.

WPS PDF online tools


Step 2: Click "Upload PDF" and select your PDF file.

WPS PDF online tools Upload PDF


Step 3: Hit "Download" to get the converted Word document.

WPS PDF online tools download file


Converting PDF to Word online couldn't be simpler, and it even permits users to convert multiple PDFs into Word documents.

Method 2: Using WPS Office Tools on Windows or Mac

Step 1: Install the WPS Office app and open the PDF file.

WPS Office open PDF file


Step 2: Visit the Convert tab and select “PDF to Word”.

WPS Office Convert tab


Step 3: Mark the checkboxes next to the PDF files that you wish to convert.

Step 4: Press "Convert".

WPS Office PDF to Word convert


Step 5: Click "Save" to store the converted Word document.

Both methods are efficient, offering flexibility to users. The online tool requires internet access and is slightly faster, while the in-app WPS Office PDF converter operates offline, enabling on-the-go conversions and immediate editing in WPS Writer.

How to Copy PDF to Word Document using different Softwares

Finally, we will examine various software-based methods for copying content from a PDF to a Word document

A useful PDF tool – WPS

WPS Office


WPS PDF is a comprehensive PDF online tool. PDF files are simple to edit, convert, and maintain.WPS PDF works with a number of file types, including Adobe PDF. PDF is now included in the WPS Office application, allowing for collaborative reading, annotation, and editing.

If you're a WPS Office user and need to copy-paste text from a PDF to Word, here's a simple guide:

Step 1: Open WPS Office and access the PDF file you want to convert from the WPS Office dashboard.

WPS Office dashboard


Step 2: Use keyboard shortcut “CTRL + A” to select all text in the PDF file. .

WPS Office select all text from PDF


Step 3: Create a new Word document in WPS Office by opening a new tab and selecting "New Blank Document".

WPS Office new blank document


Step 4: In the Home ribbon, use the "Paste" option to paste text only and avoid PDF formatting.

WPS Office Paste options


Step 5: If you prefer to retain the PDF formatting, paste the text either by right-clicking and using the context menu or by using the keyboard shortcut "CTRL + V".

WPS Office paste text from PDF to word document


WPS Office stands out with its all-in-one suite, offering both PDF tools and word processing in a single window. This setup allows users to seamlessly copy-paste text and create new Word documents within the same interface. With the added benefit of being free, it's an option worth exploring for all your office needs.

Cisdem PDF Converter OCR (Windows, Mac)

Cisdem PDF Converter


Cisdem PDF Converter OCR is a software application that converts PDF files, scanned PDF files, and photos to editable and searchable formats such as Word, PowerPoint, Excel, iWork, HTML, EPUB, and others. It can also generate PDF files from a variety of documents and photos.

Steps

To copy and paste from a PDF to Word without losing formatting using Cisdem PDF Converter OCR, follow these steps:

Step 1 Download and install Cisdem PDF Converter OCR on your Windows or Mac computer if you haven't already.

Step 2 Launch Cisdem PDF Converter OCR and import PDF files.You may add numerous PDFs at once by dragging and dropping them into the software or by clicking the "+" button.

clicking the


Step 3 Select Word Docx as the export format.You can pick a file page range for partial conversion and then choose Word Docx or Doc as the output format. It can also automatically convert scanned PDF files to Word format.

Select Word Docx as the export format


Step 4 To maintain the original formatting, click the options icon and choose Text Layout priority. Select OK.

choose Text Layout priority


Step 5 Click Convert to export the PDF file as Word format.Open the Word document; all of the PDF contents have now been converted to a Word document.

Click Convert

 

a Word document


Adobe Acrobat DC (Windows, Mac)

Adobe Acrobat DC


Adobe Acrobat DC is a software suite consisting of Adobe Acrobat Pro DC and Adobe Acrobat Reader DC. It gives you the ability to create, edit, convert, protect, sign, and distribute PDF files across devices and platforms.

Steps

Step 1 Download and install Adobe Acrobat DC on your Windows PC or Mac.

Step 2 Open the PDF file you want to work with in Adobe Acrobat DC. If needed, use the editing tools from the panel to make any necessary changes.

Step 3 Go to Tools>Export PDF, choose Save the PDF as a Word document, and then copy and paste into Word document

Select Tool


Select Word document


copy the text


Convertio (Online Free)

Convertio


Convertio is an online file converter that offers a wide range of supported file formats, exceeding 300 in total. These formats cover various types of files such as documents, images, spreadsheets, ebooks, archives, presentations, audio, and video. The best part is that Convertio provides this service for free.It supports over 20,000 different conversions and can handle free files up to 100 MB in size.

Steps

To copy and paste from a PDF to Word without losing formatting using Convertio, an online free conversion tool, follow these steps:

Step 1 Go to the Convertio website.

Step 2 Add the PDF files you want to convert to Word by either clicking on the "Choose Files" button or dragging and dropping the files onto the Convertio webpage.

Choose File


Step 3 Select "Document" > "DOC" as the output format.

Select Doc


Step 4  Click the "Convert" button to begin the conversion process.

4 Click on the


Once the conversion is complete,Click Download the converted Word documents.

Click Download


Step 5 Select and copy the texts into the Word document.

Copy texts
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How to use Microsoft Word to Copy and Paste PDF to Word

Converting a PDF into a Word document with Microsoft Word is a straightforward process. Just follow these steps:

Step 1: Open Microsoft Word on your computer and navigate to the "File" tab at the top left corner.

Microsoft Word interface


Step 2: Click on "Open" and browse for the PDF file you want to convert into a Word document.

Microsoft Word open file


Step 3: A new pop-up window will appear, informing you that Word will convert the PDF into an editable Word document. Click "OK" to proceed.

Microsoft Word convert the PDF message


Step 4: The PDF file will be transformed into a Word document. Simply save the file, and you'll have a free copy of your PDF converted into Word.

Microsoft Word document


This method eliminates the need for manual copying and pasting of text from the PDF, making it an efficient way to create a Word document from your PDF files. It's user-friendly and simplifies the conversion process.

How to use Google Drive to Copy and Paste PDF to Word

Using Google Drive to copy and paste text from a PDF to a Word document online is a convenient process:

Step 1: Visit Google Drive in your web browser and click on "New" > "File Upload".

Step 2: Browse your computer for the PDF file you wish to copy and select "Open".

Step 3: Once the file is uploaded, right-click on it, then choose “Open with" > "Google Docs".

Step 4: The file will now be accessible in Google Docs. Here, you can easily copy the text and paste it into a new Word document. Alternatively, you can download the PDF as a Word document by clicking on File > Download > .Microsoft Word (docx).

Google Drive provides an efficient solution for copying and pasting PDF content to your preferred word processing tools. It offers the added benefit of downloading the PDF as a Word document directly from Google Docs. The only requirement is an internet connection to perform this action.

Why Use WPS Office?

WPS Office has built a strong global reputation, particularly for its outstanding PDF capabilities, which outshine most other office suites and PDF tools. Its PDF prowess seamlessly integrates with Microsoft Office, offering users the advantage of convenient PDF sharing and copying, a feature not commonly found in other PDF tools. Moreover, WPS Office boasts remarkable user-friendliness, making it an ideal choice for beginners. This all-in-one office suite provides intuitive and easily accessible productivity tools that can be used interchangeably and are fully compatible with all devices and formats.

WPS Office



While both Microsoft Word and WPS Office Writer offer comparable functions, opting for WPS Office presents several compelling advantages:

  • Cost-effectiveness: WPS Office offers an affordable alternative.

  • Compatibility: It seamlessly integrates with Microsoft Office files.

  • Feature Abundance: WPS Office introduces innovative features absent in other suites.

  • User-friendly Design: Its intuitive interface accommodates users of all skill levels.

WPS PDF


Frequently Asked Questions

Why can't I copy and paste from PDF to Word?

This is due to the fact that scanned papers include text images.. To copy text from a scanned document, first convert it to an editable PDF document.  You may do this by using the OCR feature in PDF converting software.

How do I fix formatting when copying a PDF to Word?

To copy the chosen text to another application:

Right-click the chosen text and choose Copy.

Right-click on the highlighted text and select Copy With Formatting.

Can we copy the text from PDF and paste it in Word?

To select all text from PDF:

Step 1: Open your PDF in WPS PDF

Step 2: Press Ctrl + A to select text in the document. Then press Ctrl + V to copy the content.

Copy the content


Step 3 To paste the copied text in your Word document. Open a new document in Word, right-click the document and select Paste.

Paste the copied text


Summary

In conclusion, copying and pasting from PDF to Word without losing formatting can be a challenging task, but tools like WPS PDF to Word Converter offer a user-friendly solution. With WPS, users can easily select and copy text from PDFs, maintaining the original formatting when pasting it into Word.

While achieving perfect formatting transfer may not always be guaranteed, WPS PDF to Word Converter provides an efficient and convenient method to retain formatting during the conversion process.


15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.