INTRODUCTION:

Many electronic files available for downloading are now available in PDF format. These files can only be viewed using Adobe Acrobat Reader. TDR users can CLICK HERE to download Acrobat Reader for free use.

Many PDF files contain tables of data which cannot be manipulated by users while in this format. These tables can be exported into an Excel Spreadsheet by using the following instructions.

SOFTWARE:

In order to export a table from a PDF file into another application you will require Adobe Acrobat 5.0 (not Adobe Acrobat Reader) to be installed on the workstation being used. TDR members should enquire at their home institution's data centre for access to this software or for assistance in converting the files.

INSTRUCTIONS FOR FILE CONVERSION:

EXPORTING FROM PDF:

1. If you are opening the PDF file using the web, you must save the file to your workstation before continuing.
   
   
2. Open Adobe Acrobat 5.0
   
   
3. In Adobe Acrobat, choose: File, Open - select the saved PDF file from your folder directory.
   
   
4. From the main toolbar, select the Table/Formatted Text Select Tool (or click Shift +V) if the entire table is required; or, select Column Select Tool if only one column is required.
   
   

   

5. Select the table/column required for export by clicking and dragging a box around the item

6. Right click inside the box you have created. Ensure that the Table option is checked off.
   Select Save As.. if you are saving the entire table. Select Copy if you are saving a column.
   

   
   
   
   
7. In the Save As screen, select the appropriate folder you wish to save the file into.
   Name the file and select ANSI Text (*.txt) in the Save as type menu at the bottom screen.
   Click Save.
   
   Minimize the Adobe Acrobat 5.0 window.
   
   
   IMPORTING TO EXCEL:

8. From your Start Menu, open Excel. In Excel, select File, Open....
   Make sure that under Files of type you select Text Files since this is the format of the saved file.
   Select the saved table or column file. Select Open.

9. The Text Import Wizard window will open.
   
   
   
   Check the contents of your file in the Preview of file section at the bottom of the window. View the entire file by using the scroll bar. Ignore the square boxes which indicate a text break. This is not an error or problem with your file.
   

10. Select Delimited in the Choose the file type option. This will separate your rows and columns at the point in the data which contains commas or semicolons.
    Select Fixed Width if the row and column fields are separated by fixed spaces instead of commas or semicolons.

11. Select Start Import at row:1
    
    
12. Select File Origin: Windows (ANSI).
    
    
13. Select Next>.
    
    
14. Select Tab in the Delimiters section. If this does not separate the columns in the proper places, try the other selection options and view in the preview window. Most tables come with tab delimiters but this will not always be the case.
    
    
    
    Select Next> from the bottom of the screen when you have the Delimiter set .
    
    
15. Adjust your Column Data Format if necessary.
    
    
    
    Select Finish.
    
    
16. Your table should appear in the correct format. You can adjust the properties as necessary.
    
    
17. When saving your new document, select Microsoft Excel Workbook to create a .xls extension. This file can now be opened each time in Excel.
    
    

Source:Derived from McGill University EDRS Help Page
Updated 2003/09 cp