Data Import & Export

How to Import Data from a PDF into Excel for Mac

Huma Ashraf Ch Oct 8, 2026 869 views

Question details

The user needs to extract and import tabular data from a PDF file into an Excel spreadsheet on a Mac but is unable to complete the process with their current setup.

How to Import Data from a PDF into Excel for Mac

Product: Microsoft Excel
Device & OS: Mac
Scenario: Importing data and tables from a PDF document directly into an Excel workbook.
Observed behavior: The PDF data import cannot be completed, which can happen if the specific Excel version or Microsoft 365 build lacks the necessary PDF connector commands.

Before you start

Verify that your Microsoft Excel for Mac is updated to the latest Microsoft 365 build, as the native PDF connector is not available in older versions. Additionally, ensure the PDF contains actual selectable text or tables rather than flattened scanned images.

Solution 1Recommended

Use the Built-in 'Get Data' Feature in Excel

Utilize Microsoft Excel's native Power Query tools to safely and accurately import tables from PDF files directly into your spreadsheet.

Microsoft 365 has introduced a native PDF data connector for Mac users, allowing you to bypass external conversion tools. This method leverages Power Query to detect tables and structured data within your PDF.

Navigate to the Data Tab

Open your workbook in Excel for Mac and click on the 'Data' tab located on the top ribbon.

Access the PDF Connector

Click on 'Get Data', choose 'From File' in the dropdown menu, and then select 'From PDF'.

Select Your PDF File

Browse your Mac's storage, locate the PDF file containing your data, and click to open it.

Choose Data in Navigator

The Navigator window will appear, displaying detected tables and pages. Click on the specific table or page you want to import to preview the data.

Load or Transform Data

Click 'Load' to insert the data directly into your sheet, or select 'Transform Data' if you need to clean up the data formatting in the Power Query Editor before loading.

Use the Built-in 'Get Data' Feature in Excel

Feature Availability: If you do not see the 'From PDF' option under Get Data, your specific Excel build or license (such as older perpetual licenses) does not support this feature.

Solution 2

Use a Reputable Online PDF-to-Excel Converter

If the native PDF connector is unavailable on your Excel version, an online PDF-to-Excel converter can bridge the gap.

Built-in PDF Toolkit

Easily Convert PDF to Excel with WPS Office

WPS Office offers a comprehensive desktop suite that includes a powerful, built-in PDF toolkit. You can seamlessly convert PDF files directly into editable spreadsheets on your Mac without relying on third-party online tools or worrying about missing Excel update features.

1. Open WPS Office: Launch WPS Office on your Mac and open your PDF file directly using the integrated WPS PDF viewer.
2. Select PDF to Excel: Navigate to the 'Tools' tab on the top ribbon and click on the 'PDF to Excel' button.
3. Convert and Edit: Select the pages you wish to extract and click 'Convert'. The new spreadsheet will automatically open in WPS Spreadsheet, ready for you to edit.

Built-in, native PDF to Excel conversion toolFully compatible with Microsoft Excel (.xlsx) document formatsNo risk to confidential data since conversions happen locallyLightweight, fast, and completely free to download

microsoft office alternative - wps office

Frequently Asked Questions

Why is the 'From PDF' option missing in my Excel for Mac?

The 'From PDF' data connector is a relatively new feature tied to Power Query updates. It is generally available only for Microsoft 365 subscribers on newer builds. Users with older perpetual licenses, like Office 2019 or 2016, will not have this option.

Can I import data from a scanned PDF into Excel?

Excel's native 'From PDF' feature struggles with scanned documents because they are essentially images. To extract data from a scanned PDF, you need a tool with Optical Character Recognition (OCR) capabilities to read and convert the image into text.

Is it safe to use free online PDF to Excel converters?

While well-known services are generally safe for standard documents, it is highly recommended not to upload PDFs containing sensitive personal, financial, or confidential business data to any external server due to privacy and security risks.

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