How to Export PDF Form Data to a Spreadsheet in Acrobat
Question details
The user wants to collect data from a distributed PDF form and export the results directly into a spreadsheet without requiring recipients to submit the completed form back to the author via a designated button.
- Product
- Adobe Acrobat
- Device & OS
- not provided
- Scenario
- Collecting and compiling form responses from multiple users who have filled out a PDF data sheet locally.
- Observed behavior
- The user needs an alternative to the 'Submit Form' button to extract and combine filled form data (either PDF or FDF formats) into a consolidated spreadsheet file.
Ensure all form recipients have saved their completed PDF or FDF files and returned them to you, and place all collected files into a single, easily accessible folder on your computer.
Use the Merge Data Files into Spreadsheet Command
Utilize Acrobat's native data extraction feature to compile multiple PDF or FDF responses into a single CSV or spreadsheet file without needing a Submit button.
Acrobat provides a built-in command designed specifically for compiling form data, meaning you do not need to manually add an 'Export Data' or 'Submit Form' button to your document.
When collecting data, you can accept either standard PDF files or FDF (Forms Data Format) files. FDF files are highly recommended for email collection because they only contain the text entered into the form fields, making the file sizes considerably smaller than the full PDF.
Instruct your recipients to fill out the PDF form, save the file locally, and return the completed document (or exported FDF data) to you via email or a shared drive.
Open Adobe Acrobat, navigate to the 'Tools' menu, and select the 'Prepare Form' utility.
In the right-hand pane of the Prepare Form tool, click the 'More' options icon (often represented by a wrench or three dots) and select 'Merge Data Files into Spreadsheet'.
In the dialog box that appears, click 'Add Files' and select all the returned PDF or FDF files you have collected from your recipients.
Click the 'Export' button, choose a destination folder, and name your new spreadsheet file. The data will be saved as a CSV file, which can be easily opened in any standard spreadsheet application.
Manage PDF Forms and Extract Data Effortlessly with WPS Office
If you need a streamlined way to handle PDF forms, WPS Office offers a comprehensive suite of PDF tools. You can easily fill interactive forms, extract information, and accurately convert PDF documents into editable Excel spreadsheets for quick data consolidation.
- 1. Open the PDF Form: Launch WPS Office and open the filled PDF form you received from the recipient.
- 2. Convert PDF to Excel: Navigate to the 'Tools' tab on the top ribbon and select the 'PDF to Excel' option to convert the form's layout and data into a spreadsheet format.
- 3. Consolidate your Data: Open the newly converted spreadsheet in WPS Spreadsheet to copy, arrange, or consolidate the form responses alongside other collected data.
Frequently Asked Questions
What is the difference between an FDF file and a PDF file?
A PDF file contains the entire document structure, including formatting, graphics, and form fields. An FDF (Forms Data Format) file is a plain text file that extracts and stores only the data entered into the form fields. This makes FDF files much smaller and faster to transmit.
Do I need to add an 'Export Data' button to my PDF form for users?
No, a dedicated button is not necessary. Standard PDF viewers and editors, including Acrobat, have built-in menu options that allow users to save their completed forms or export their form data manually.
Can I combine data from multiple PDF forms into one Excel file?
Yes. Using the 'Merge Data Files into Spreadsheet' command in Acrobat, you can select multiple filled PDF or FDF files and extract all of their form field responses into a single, organized CSV or spreadsheet file.
