When preparing reports, contracts, academic papers, or technical documentation, you may need to include a PDF file inside a Microsoft Word document. However, “inserting” a PDF can mean different things depending on your goal.

Do you want to:

• Attach the original PDF without modifying it?
• Preserve the exact visual layout?
• Convert the PDF into editable Word content?

Each objective requires a different method. Choosing the wrong approach can lead to formatting issues, missing pages, layout distortion, or unnecessary file size growth.

This guide explains how to insert a PDF into Word using three reliable approaches — embedding it as an object, converting it to images, or converting it into an editable DOCX file. It covers both manual methods in Microsoft Word and programmatic automation using Python.

Quick Navigation

• Understanding How Word Handles PDF Files
• Method 1: Insert a PDF as an Object (Attach Without Editing)
• Method 2: Convert the PDF to Images (Preserve Exact Layout)
• Method 3: Convert the PDF to Word (Make It Editable)
• Common Mistakes When Inserting PDFs into Word
• Automating the Process Programmatically (For Developers)
• Choosing the Right Method
• Frequently Asked Questions

Understanding How Word Handles PDF Files

Microsoft Word documents (DOCX) are flow-based and stored as zipped XML packages. In contrast, PDF files use fixed positioning to ensure layout consistency across devices.

Because of this structural difference:

• Embedding a PDF attaches it as a binary OLE object.
• Converting a PDF reconstructs layout into editable elements.
• Inserting as images preserves appearance but removes editability.

Word uses Object Linking and Embedding (OLE) technology when inserting external files as objects. Understanding this behavior helps explain why only the first page preview appears and why embedded PDFs increase document size.

Method 1: Insert a PDF as an Object (Attach Without Editing)

Best for: Attaching a PDF file while preserving its original structure.

If you need to attach a PDF to a Word document — such as a contract appendix or supporting material — inserting it as an object is the most appropriate solution.

When inserted this way, the PDF becomes an embedded OLE object. The entire file is stored inside the Word document and can be opened separately by double-clicking it.

Typical Use Cases

• Contracts and agreements
• Technical documentation
• Academic appendices
• Supporting reference materials

Steps: Insert a PDF as an Object

1. Open your Word document.
2. Place the cursor where the PDF should appear.
3. Go to the Insert tab.
4. Click Object (in the Text group).

1. Select Create from File.

1. Click Browse and choose the PDF file.
2. Select one of the following options:
   • Display as icon – shows a clickable PDF icon.
   • Link to file – links externally instead of embedding.
   • Leave both unchecked – embeds the file and displays a preview (typically the first page).
3. Click OK.

The PDF is now embedded in the Word document. Below is an example of the inserted PDF object:

Important Technical Notes

• Word embeds the entire PDF as a single OLE object.
• Only the first page is displayed as a preview.
• The content cannot be edited directly inside Word.
• The embedded file increases the overall DOCX size.
• Preview rendering may depend on whether a PDF handler (such as Adobe Acrobat) is installed.

Why Does Only the First Page Appear?

Word treats the PDF as one embedded object rather than separate pages. The preview is only a visual representation of the first page, while the complete PDF remains attached internally.

If you want to insert other types of files (such as Excel sheets or PowerPoint presentations) as OLE objects in Word, refer to our detailed guide on inserting attachments into Word documents.

Method 2: Convert the PDF to Images (Preserve Exact Layout)

Best for: Maintaining precise visual fidelity.

If layout accuracy is critical — for example in marketing brochures, certificates, scanned files, or design-sensitive documents — converting each PDF page into an image before inserting it into Word is often the safest approach.

Since images are static, Word does not attempt to reconstruct text, spacing, or positioning. This avoids layout reflow issues that can occur during PDF-to-Word conversion.

How This Method Works

1. Convert each PDF page into an image file (PNG or JPEG).
2. Insert the images into Word in sequence.
3. Add page breaks between images if necessary.

Because Word treats the content as images rather than editable text, the visual result remains identical to the source PDF.

Common PDF-to-image conversion tools include:

• Adobe Acrobat
• Microsoft Word
• Online converters

If you prefer an online solution, you can use an online PDF-to-image converter to generate high-resolution page images before inserting them into Word.

Recommended Image Settings

To maintain clarity and print quality:

• Use 200–300 DPI for print documents.
• Prefer PNG for text-heavy pages.
• Use JPEG only when file size reduction is a priority.

Advantages

• Exact visual consistency
• No font substitution
• No layout distortion
• Consistent rendering across Word versions

Limitations

• Content is not editable
• Document size may increase significantly
• Large or high-resolution images may impact performance

This method is recommended when visual fidelity is more important than editability.

Method 3: Convert the PDF to Word (Make It Editable)

Best for: Editing or reusing PDF content.

If your objective is to modify the content rather than attach it, converting the PDF into an editable Word document is necessary.

Many users search for how to import a PDF into Word, but technically Word performs a conversion process rather than a direct import.

Option 1: Open the PDF Directly in Word

Modern versions of Word (2013 and later, including Microsoft 365) support built-in PDF conversion.

Steps:

1. Open Word.
2. Click File → Open.
3. Select the PDF file.
4. Confirm the conversion prompt.

Word reconstructs the PDF layout into editable content.

What Happens During Conversion

Because PDFs use fixed positioning and Word uses flow-based layout, reconstruction may result in:

• Font substitutions
• Spacing differences
• Table restructuring
• Paragraph reflow
• Minor alignment shifts

Complex layouts may require manual correction after conversion.

Option 2: Use a Dedicated PDF-to-Word Converter

You may also use an online or offline PDF-to-Word conversion tool to generate a DOCX file before inserting it into your document.

If you prefer a browser-based solution, an online PDF-to-Word converter can simplify occasional or lightweight conversion tasks.

For a step-by-step guide, see our complete tutorial on PDF to Word conversion.

Common Mistakes When Inserting PDFs into Word

Many formatting issues occur due to misunderstanding how Word handles PDFs:

• Expecting multi-page previews when embedding – Word displays only the first page of an embedded PDF as a preview. If you need all pages visible, convert the PDF to images or to an editable Word document instead.

• Attempting to edit embedded PDFs directly – Embedded PDFs remain separate file objects and cannot be edited inside Word. To modify content, convert the PDF to Word format before inserting it.

• Using low-resolution images for printing – Converting pages at low DPI can result in blurry output. Use 200–300 DPI for print-quality results.

• Ignoring file size growth after embedding large PDFs – Embedding stores the entire file inside the DOCX, which can significantly increase document size. Consider linking to the PDF if file size is a concern.

• Assuming PDF conversion will preserve layout perfectly – Complex formatting, fonts, and graphics may shift during conversion. Use image-based insertion if exact visual fidelity is required.

Understanding the differences between embedding, imaging, and converting helps you choose the most appropriate method and avoid unnecessary formatting corrections.

Automating the Process Programmatically (For Developers)

In enterprise reporting systems or batch processing workflows, manual insertion is impractical.

Using Python libraries such as Spire.Doc for Python and Spire.PDF for Python, you can automate:

• Embedding PDFs as OLE objects
• Converting PDF pages to images
• Converting PDFs to editable DOCX files

Installation

To automate PDF insertion or image conversion in Word using Python, you need to install the required libraries. In this example, we use Spire.Doc for Word document processing and Spire.PDF for handling PDF files.

Make sure Python 3.7 or later is installed in your environment. Then run the following commands:

pip install Spire.Doc
pip install Spire.PDF

After installation, you can import the libraries in your Python script and begin automating document processing tasks.

1. Embed a PDF as an OLE Object

This method embeds the PDF file directly into a Word document as an OLE object. The entire PDF is stored inside the DOCX file, while a preview image is displayed in the document interface. The preview image is generated from the first page of the PDF and used as the visual representation of the embedded object.

from spire.doc import Document, Stream, DocPicture, FileFormat, OleObjectType
from spire.pdf import PdfDocument

document = Document()
section = document.AddSection()

pdf = PdfDocument()
pdf.LoadFromFile("Sample.pdf")

# Convert first page to image for preview
image_stream = pdf.SaveAsImage(0, 300, 300)  # pageIndex, dpiX, dpiY
image_bytes = image_stream.ToArray()

image = DocPicture(document)
image.LoadImage(Stream(image_bytes))

pdf_object = section.AddParagraph().AppendOleObject(
    "Sample.pdf",
    image,
    OleObjectType.AdobeAcrobatDocument
)

pdf_object.Width = 200
pdf_object.Height = 400
pdf_object.DisplayAsIcon = False

document.SaveToFile("Embed_PDF.docx", FileFormat.Docx)
document.Close()
pdf.Close()

Key Technical Points:

• AppendOleObject() embeds the full PDF file into the Word document.
• OleObjectType.AdobeAcrobatDocument specifies the object type.
• SaveAsImage(pageIndex, dpiX, dpiY) generates the preview image displayed in Word.

Higher DPI values produce sharper previews but increase file size.

Below is a preview of the generated Word document:

For a more detailed guide on embedding OLE objects into Word using Python, refer to Embed OLE Objects in Word with Python.

2. Convert PDF Pages to Images and Insert

This approach converts each PDF page into an image and inserts the images into the Word document sequentially. Unlike OLE embedding, the PDF file itself is not stored as an attachment — only static images are inserted.

from spire.pdf import PdfDocument
from spire.doc import Document, Stream, FileFormat

pdf = PdfDocument()
pdf.LoadFromFile("Sample.pdf")

document = Document()
section = document.AddSection()

for i in range(pdf.Pages.Count):
    image_stream = pdf.SaveAsImage(i, 300, 300)
    paragraph = section.AddParagraph()
    paragraph.AppendPicture(Stream(image_stream.ToArray()))

document.SaveToFile("PDF_As_Images.docx", FileFormat.Docx)
document.Close()
pdf.Close()

Technical Notes:

• Each page is converted using SaveAsImage().
• Images are inserted using AppendPicture().
• The resulting Word file contains only images, not the original PDF file.
• DPI settings directly affect clarity and document size.

Below is an example of the generated Word document:

3. Convert PDF to Editable Word

This method converts the PDF into an editable Word document format (DOCX). Instead of embedding or inserting images, the PDF content is reconstructed into Word-native elements such as paragraphs, tables, and images.

from spire.pdf import *

pdf = PdfDocument()
pdf.LoadFromFile("Sample.pdf")

pdf.ConvertOptions.SetPdfToDocOptions(True, False)

pdf.SaveToFile("Converted.docx", FileFormat.DOCX)
pdf.Close()

Technical Notes:

• SetPdfToDocOptions(usePsMode, useFlowMode) controls layout reconstruction:

  • usePsMode=True – enables PS Mode, which preserves fixed-page positioning more accurately.
  • useFlowRecognitionMode=False – disables Flow Recognition Mode, meaning Word will not attempt to flow text dynamically; content layout stays closer to the original PDF.

• The output file is a fully editable DOCX document.

• Complex layouts, fonts, or graphics may still require minor manual adjustments after conversion.

Below is a preview of the conversion result:

The resulting DOCX file can then be opened, edited, or merged into another Word document.

For more details on PDF conversion to Word using Python, refer to How to Convert PDF to Word with Python.

Choosing the Right Method

Selecting the correct method based on your goal ensures efficient document handling, prevents formatting issues, and aligns with your workflow requirements.

Frequently Asked Questions

Can I insert a multi-page PDF into Word?

Yes. When embedding as an object, the entire file is attached as one item. When converting to images or Word format, each page appears separately.

Why does formatting change after converting a PDF?

PDF files store content using fixed coordinates. During conversion, Word reconstructs the layout into a flow-based editable structure, which may alter spacing or alignment.

How do I attach a PDF to a Word document without editing it?

Use Insert → Object → Create from File to embed the file directly.

Conclusion

There are multiple ways to insert a PDF into Word, and the best method depends entirely on your intended outcome.

Embedding works best when you need to attach the original file. Converting to images guarantees visual fidelity. Converting to Word enables editing and content reuse.

By understanding how Word processes PDF files internally and selecting the appropriate technique, you can avoid formatting surprises, control document size, and build more reliable document workflows.

See Also

• How to Insert Objects into Excel Sheets
• Convert Python to PDF: Full Guide to .py File Export
• How to Convert Word to PowerPoint

Excel is widely used for data analysis and reporting, but many workflows depend on supporting documents such as PDFs, Word files, or additional spreadsheets. Instead of managing these files separately, you can insert objects in Excel to keep everything organized within a single workbook.

The Insert Object feature allows you to embed or link external files directly into a worksheet, improving accessibility while reducing document fragmentation. Knowing how to insert an object in Excel is especially valuable when building reports, sharing workbooks, or creating automated document workflows.

This guide explains how to insert objects in Excel using manual steps, VBA, and Python so you can choose the method that best fits your workflow, scalability needs, and technical environment.

Quick Navigation

• What Is an Object in Excel?
• Method 1: How to Insert Object in Excel Manually
• Method 2: Insert Object in Excel Using VBA
• Method 3: Automatically Insert Documents into Excel Using Python
• Embedded vs Linked Objects: How to Decide
• Performance and File Size Best Practices
• FAQs About Inserting Objects in Excel

What Is an Object in Excel?

When you select Insert → Object in Excel, you are using OLE (Object Linking and Embedding) technology. OLE allows one application to display or interact with content created in another application directly inside the workbook.

You can insert a wide range of file types, including:

• PDF files
• Microsoft Word documents
• PowerPoint presentations
• Images
• Other Excel workbooks
• Custom or proprietary file formats

Excel supports two main insertion models:

Embedded Objects

Embedded objects become part of the workbook itself, making it fully self-contained. This is ideal for files that need to travel with the workbook, such as client reports, compliance records, or archived documents. The main trade-off is increased file size.

Linked Objects

Linked objects store only a reference to the original file. Excel can reflect updates to the source document automatically, keeping the workbook size smaller. This is suitable for frequently updated files, large documents, or centrally managed resources. The main risk is that moving or renaming the source file will break the link.

Method 1: How to Insert Object in Excel Manually

For everyday scenarios, manually inserting an object in Microsoft Excel is the fastest and most straightforward approach. It requires no advanced techniques and is especially effective when you only need to attach a few files.

Insert an Object from an Existing File

Follow these steps:

1. Open your Excel workbook.

2. Navigate to the Insert tab.

3. Click Object within the Text group.

   

4. Select Create from File.

5. Click Browse and choose your file.

6. Choose one of the following options:

   • Link to file — Creates a linked object instead of embedding it.
   • Display as icon — Shows an icon rather than a preview of the first page or content.

   

7. Click OK.

The object will appear inside the worksheet and can be repositioned or resized like a shape.

Tips for Better Usability

When inserting objects in Excel, consider the following best practices to maintain clarity and functionality:

• Use icons for large files or dashboards: Displaying objects as icons keeps worksheets clean and easy to navigate, preventing layout clutter.
• Link large files when possible: Linking instead of embedding helps reduce workbook size and can improve overall performance.
• Maintain stable file paths for linked objects: To avoid broken links, keep linked files in consistent directories rather than moving or renaming them frequently.
• Test embedded objects on macOS: Some Windows-based OLE objects may not render correctly on Mac, so verify shared workbooks across platforms.
• Check editing permissions: Objects may open in read-only mode if file permissions, workbook protection, or compatibility settings restrict editing. Make sure users can access and modify objects as intended.

You may also like: How to Insert Formulas in Excel

Method 2: Insert Object in Excel Using VBA

When insertion becomes repetitive, VBA provides an efficient way to automate the process directly inside Excel.

Where to Run VBA Code

Run the macro from the Visual Basic Editor (VBE) in Microsoft Excel:

1. Open your workbook.

2. Press Alt + F11 to open the Visual Basic Editor.

3. Click Insert → Module.

   

4. Paste the code below into the module.

   

5. Press F5 to run the macro, or execute it from the Macros menu.

Sub InsertOLEObject()
    ActiveSheet.OLEObjects.Add _
        Filename:="G:\Documents\Sample.docx", _
        Link:=False, _
        DisplayAsIcon:=True
End Sub

Important Parameters

• Filename — Full file path
• Link — True creates a linked object; False embeds it
• DisplayAsIcon — Controls visual appearance
• IconLabel — Optional custom label

When VBA Makes Sense

VBA is a strong fit when automation still centers around Excel.

Consider VBA if you:

• Maintain structured reporting templates
• Need button-driven workflows
• Operate primarily within Microsoft environments

Note: VBA requires Excel to be installed and is not designed for cloud or server-side execution.

Method 3: Automatically Insert Documents into Excel Using Python

For automated workflows or large-scale document generation, Python provides a powerful way to insert OLE objects into Excel without relying on a local installation of Microsoft Excel. This makes it particularly suitable for backend services, reporting pipelines, and cloud-based document systems.

In this example, we’ll embed a Word document into Excel and display a preview of its first page.

Install the Required Libraries

Before running the example, install the necessary libraries:

pip install spire.xls spire.doc

Here we use:

• Spire.XLS for Python — to create the workbook and insert OLE objects
• Spire.Doc for Python — to render the Word document page as an image for preview

Example: Embed a Word Document and Display Its Preview

The following example embeds a Word document into a worksheet and renders its first page as the preview image.

from spire.xls import Workbook, Stream, OleLinkType, OleObjectType
from spire.doc import Document, ImageType

# Create a new workbook
workbook = Workbook()
sheet = workbook.Worksheets.get_Item(0)

# Path to the Word document
word_path = "Sample.docx"

# Load the Word document
doc = Document()
doc.LoadFromFile(word_path)

# Convert the first page to an image
image_stream = doc.SaveImageToStreams(0, ImageType.Bitmap)

# Insert the document and use the image as preview
ole_object = sheet.OleObjects.Add(
    word_path,
    Stream(image_stream.ToArray()),
    OleLinkType.Embed
)

# Configure the object
ole_object.ObjectType = OleObjectType.WordDocument
ole_object.DisplayAsIcon = False
ole_object.Location = sheet.Range.get_Item(2, 2)

# Save the workbook
workbook.SaveToFile("output/ExcelOLE.xlsx")
workbook.Dispose()
doc.Dispose()

Below is a preview of the generated Excel file with an embedded Word document:

What This Script Does

• Creates an Excel workbook
• Converts the first page of a Word document into an image
• Embeds the file as an OLE object
• Displays a visual preview instead of an icon
• Positions the object at row 2, column 2

All steps run programmatically — no manual interaction required.

Insert More Than Word Documents

OLE objects are not limited to Word files. You can embed a variety of file types directly into a worksheet, including PDFs, PowerPoint presentations, Excel workbooks, OpenDocument files, images, and other attachments. This makes it easy to bundle supporting documents or create audit-ready reports in a single workbook.

You can also customize how the embedded objects appear. For example, the preview image can be generated from the document itself, replaced with a custom thumbnail, or displayed as an icon for a cleaner layout.

To convert different document types to images before insertion, you can refer to these tutorials:

• Convert PDF pages to images
• Convert PowerPoint slides to images
• Convert Excel worksheets to images

After conversion, pass the image stream when creating the OLE object. This approach gives you flexibility to control object appearance while keeping reports professional and readable.

For a detailed guide on embedding PDF files into Excel using Python, see our dedicated tutorial: How to Insert PDFs into Excel Sheets.

Why This Approach Scales Well

Programmatic insertion provides deeper control than manual workflows or macros. You can precisely define object placement, adjust dimensions, choose between embedding and linking, and dynamically generate preview images.

As a result, Python becomes a strong choice for production-grade document automation where consistency and efficiency matter.

For more technical information on automating the insertion of OLE objects into Excel worksheets, please refer to: How to Insert OLE Objects into Excel Files Using Python.

Embedded vs Linked Objects: How to Decide

Choosing between embedded and linked objects depends on how the workbook will be used and how you manage the source files.

When to Choose Embedded

Select embedded objects if:

• The workbook needs to be portable or shared externally
• Access to external files is restricted
• You want to avoid broken links in automated or batch workflows

Note: Embedding increases workbook size.

When to Choose Linked

Select linked objects if:

• File size needs to remain small
• Source documents are frequently updated
• Files are stored in centralized locations and managed consistently

Caution: Moving or renaming linked files can break the connection, so proper file organization is essential.

Performance and File Size Best Practices

Inserting objects into Excel can impact workbook performance, especially when dealing with large or numerous files. Understanding best practices helps keep your workbooks efficient and responsive.

Manage File Growth

Embedding large documents can quickly increase workbook size to tens or even hundreds of megabytes. To control file growth:

• Compress documents before embedding
• Avoid including non-essential files
• Consider linking large files when portability is not required

Monitor Memory Usage

Creating many workbooks or embedding multiple objects can increase memory consumption. Minimize issues by:

• Releasing resources after saving
• Avoiding oversized files when possible
• Processing workbooks in batches for large-scale automation

Optimize Workbook Loading Speed

Workbooks with many embedded objects may open more slowly. If fast load times are critical, linking objects can help balance performance with functionality, while still maintaining access to the source content.

FAQs About Inserting Objects in Excel

Can I insert a PDF into Excel?

Yes. Use Insert → Object → Create from File to embed a PDF, or automate the process with VBA or Python.

How do I edit an embedded object?

Double-click the object to open it in its native application.

Why isn’t my linked object updating?

Confirm that the original file path has not changed and that the source file is accessible.

Can I insert objects without opening Excel?

Yes. Python libraries allow you to generate Excel files and insert OLE objects without installing Microsoft Excel.

Conclusion

Inserting objects in Excel helps transform a worksheet into a centralized documentation hub. Whether you embed files for portability, link them for efficiency, or automate insertion through VBA or Python, the right method depends on how your workflows operate.

Manual insertion is ideal for quick tasks. VBA streamlines structured Excel processes. Python enables scalable automation for modern data environments.

Selecting the appropriate approach — and following performance best practices — helps ensure your workbooks remain organized, efficient, and easy to maintain.

See Also

• How to Format Excel Sheets Using Python
• How to Compress Excel Files with 6 Proven Methods
• How to Insert Images into Excel with Python
• How to Import Data into Excel Sheets in Python

Converting a Word document (DOCX) to an Excel spreadsheet (XLSX) is a common requirement in office automation, data processing, and reporting workflows. Many users want to reuse tables stored in Word files, while others expect a direct document-to-spreadsheet conversion with minimal effort.

However, Word and Excel are designed for very different purposes. Word focuses on free-form document layout, while Excel is built around structured, tabular data. Understanding this difference is key to choosing the right DOCX to XLSX conversion method.

In this guide, you’ll learn how to convert DOCX to XLSX using online tools, desktop solutions, and Python automation, along with the advantages and limitations of each approach.

Quick Navigation

• Can You Really Convert a Word (DOCX) File to Excel (XLSX)?
• Method 1: Convert DOCX to XLSX Online
• Method 2: Convert Word Content to Excel Using Desktop Software
• Method 3: Convert DOCX to XLSX with Python
• Compare DOCX to XLSX Conversion Methods
• Frequently Asked Questions

Can You Really Convert a Word (DOCX) File to Excel (XLSX)?

Before choosing a conversion method, it’s important to clarify what “DOCX-to-XLSX conversion” actually means.

• Word documents may contain paragraphs, images, headings, and tables.
• Excel files are optimized for rows, columns, and structured data.

In practice, DOCX to XLSX conversion works best when the Word document contains tables. Plain text paragraphs and complex layouts do not always translate cleanly into spreadsheet cells.

If your goal is to extract tabular data from Word and reuse it in Excel, conversion is usually reliable. If you expect an entire Word document to appear perfectly in Excel, some formatting loss should be expected. However, you still insert Word text and image paragraphs into Excel.

Method 1: Convert DOCX to XLSX Online

Online tools are often the first choice for users who need a quick, one-time conversion. For example, you can use the Online2PDF DOCX to XLSX converter to convert documents directly in your browser without installing additional software.

A typical workflow looks like this:

1. Open the online DOCX to XLSX converter.

   

2. Upload your Word (DOCX) file.

3. Start the conversion process.

4. Download the converted Excel (XLSX) file.

Many online converters support DOCX-to-XLSX conversion, making it easy to transform Word documents into editable spreadsheets within seconds.

Pros and Cons of Online DOCX to XLSX Converters

Advantages

• No software installation required
• Easy to use for beginners
• Suitable for small files and occasional tasks

Limitations

• File size and usage limits
• Potential privacy and data security concerns
• Limited control over formatting
• Not suitable for batch or automated processing

Online converters are convenient, but they are best suited for simple, non-sensitive files.

Many online tools support converting Word files into multiple formats. For example, you can also explore how to convert Word to PowerPoint when preparing presentation materials.

Method 2: Convert Word Content to Excel Using Desktop Software

For documents that contain structured or semi-structured data, desktop office software offers a practical way to move content from Word into Excel with a high level of visual control. Common tools include Microsoft Office and LibreOffice, which allow users to copy Word content and paste it directly into Excel spreadsheets.

While these desktop software does not provide a native “DOCX to XLSX export” feature, it can still produce reliable results—especially when Word documents contain tables.

Why Tables Convert More Accurately

Most successful DOCX to XLSX conversions rely on table-based content. Tables in Word already define rows and columns, which closely align with Excel’s grid-based data model. When pasted into Excel, Word tables usually retain their structure, alignment, and cell boundaries with minimal adjustment.

Non-tabular content can also be transferred. Paragraphs, headings, and lists can be pasted into Excel cells, where each line is placed into individual rows. Although additional formatting may be required, this approach is often sufficient for organizing document content into a spreadsheet format.

Example: Copying Word Content into Excel Using Microsoft Office

Below is a typical workflow using Microsoft Office:

1. Open the DOCX file in Microsoft Word.

   

2. Select the content you want to transfer:

   • Tables only, for best structural accuracy
   • Or the entire document, if needed

3. Copy the selection (Ctrl + C).

4. Open Microsoft Excel and select the target worksheet.

5. Paste the content (Ctrl + V) into Excel.

   

6. Adjust column widths, cell alignment, or text wrapping as needed.

This method works particularly well for Word documents that primarily contain tables, forms, or structured layouts. If your document contains complex tables, you may benefit from learning how to extract tables from Word programmatically for greater accuracy and control.

Limitations of Desktop-Based Conversion

Although desktop tools provide flexibility and visual control, they have several limitations:

• No true DOCX to XLSX export or batch conversion
• Manual steps are required for each document
• Formatting consistency can be difficult to maintain across files

When dealing with multiple documents or recurring conversion tasks, manual desktop workflows can quickly become time-consuming. In such cases, automated or programmatic solutions are usually more efficient.

Method 3: Convert DOCX to XLSX with Python (Ideal for Automated Workflows)

When manual methods become inefficient, Python offers a scalable way to convert Word documents into Excel files. This approach is particularly valuable for developers who need consistent, repeatable results without relying on desktop applications.

Python-based conversion is well suited for:

• Batch processing large numbers of DOCX files
• Automated data pipelines
• Server-side document workflows
• Environments where Microsoft Office is unavailable

Compared with manual exports, scripting provides greater flexibility and significantly reduces repetitive work.

How Python Converts Word Data to Excel

A practical strategy is to extract structured data from Word—especially tables—and write it directly into an Excel workbook. Because tables already organize content into rows and columns, they translate naturally into spreadsheet format while preserving logical structure.

In this example:

• Spire.Doc for Python loads the DOCX file and retrieves table data.
• Spire.XLS for Python creates the Excel workbook and writes the extracted content into worksheets.

Combining these libraries enables a controlled, programmatic conversion process suitable for production environments.

Before using the libraries in your project, make sure you have installed the necessary packages. You can install them via pip:

Step-by-Step: Convert Word Tables to Excel with Python

Below is a typical workflow for converting DOCX tables to XLSX using Python:

1. Load the DOCX file Use Spire.Doc for Python to open the Word document.

2. Extract tables from the document Iterate through the document structure and retrieve table data.

3. Create an Excel workbook Initialize a new workbook using Spire.XLS for Python.

4. Write table data into worksheets Map rows and cells from Word tables into Excel rows and columns.

5. Save the file as XLSX Export the final result as an Excel spreadsheet.

Python Code: Convert DOCX Tables to XLSX

The following example demonstrates how to extract tables from a Word document and export them to an Excel worksheet.

from spire.doc import Document
from spire.xls import Workbook, Color

# Load the Word document
doc = Document()
doc.LoadFromFile("Sample.docx")

# Create a new Excel workbook
workbook = Workbook()
workbook.Worksheets.Clear()

# Iterate through all sections in the Word document
for sec_index in range(len(doc.Sections)):
    section = doc.Sections.get_Item(sec_index)
    # Iterate through all tables in the current section
    for table_index in range(len(section.Tables)):
        table = section.Tables.get_Item(table_index)
        # Create a worksheet for each Word table
        sheet = workbook.Worksheets.Add(f"Table-{table_index + 1}")
        # Iterate through rows in the Word table
        for row_index in range(len(table.Rows)):
            row = table.Rows.get_Item(row_index)
            # Iterate through cells in the current row
            for cell_index in range(len(row.Cells)):
                table_cell = row.Cells.get_Item(cell_index)
                # Collect all paragraph text inside the Word table cell
                cell_data = ""
                for para_index in range(len(table_cell.Paragraphs)):
                    para = table_cell.Paragraphs.get_Item(para_index)
                    cell_data += para.Text + "\n"
                # Write text to the corresponding Excel cell
                cell = sheet.Range.get_Item(row_index + 1, cell_index + 1)
                cell.Value = cell_data
                # Copy the Word table cell background color to Excel
                # Note: Color must be assigned directly to the Style to take effect
                table_cell_color = table_cell.CellFormat.BackColor
                cell.Style.Color = Color.FromRgb(
                    table_cell_color.R,
                    table_cell_color.G,
                    table_cell_color.B
                )
        # Auto-fit columns after writing the table
        sheet.AllocatedRange.AutoFitColumns()

# Save the Excel file
workbook.SaveToFile("WordTableToExcel.xlsx")

Below is a preview of the XLSX file converted from the Word document:

This approach is especially useful for structured documents, reports, and form-based Word files where tables represent the core data.

For more advanced Python techniques, including preserving table formatting and styles during Word-to-Excel conversion, check out our detailed guide on converting Word tables to Excel with Python.

Compare DOCX to XLSX Conversion Methods

Choosing the right method depends on factors such as document volume, automation needs, and data sensitivity. The table below provides a quick overview to help you evaluate each option.

How to Choose the Right Method

• Use online converters when speed matters and the files are not sensitive.
• Choose desktop software if you prefer manual control for a small number of documents.
• Opt for Python automation when handling large datasets or building repeatable workflows.

For ongoing or business-critical processes, automated solutions typically provide greater long-term efficiency and consistency.

FAQ: DOCX to XLSX Conversion

Can I convert any Word document to Excel?

Most Word files can be converted, but documents with tables or structured data work best. Free-form text and complex layouts may need adjustment after conversion.

Will the formatting stay the same after conversion?

Not always. Word and Excel handle layouts differently, so some spacing, merged cells, or text flow may change. Minor adjustments in Excel are usually needed.

Can I convert only tables from Word to Excel?

Yes. If your Word document contains tables, you can extract just the tables for a more accurate and reliable conversion.

What is the easiest way to convert multiple DOCX files?

For multiple files, automated solutions or batch tools—like Python libraries—can save time and ensure consistent results, especially for large documents.

Conclusion

Converting DOCX to XLSX is not a one-size-fits-all task. While online and desktop tools are useful for simple scenarios, they often fall short when accuracy, scalability, or automation is required.

By understanding the structure of your Word documents and choosing the right conversion approach, you can achieve reliable results. For developers and advanced users, Python offers a powerful and flexible way to convert Word tables into Excel spreadsheets efficiently.

See Also

• How to Convert PDF Tables to CSV
• How to Convert PDF to Excel with Python
• Convert Word to Markdown with Images and Tables
• Extract Tables from PowerPoint Files with Python

PDF files are widely used for document exchange, but not all PDFs behave like scanned documents. Many PDFs contain editable text layers, vector graphics, and selectable content, which makes them easy to modify, copy, or reuse.

In real-world scenarios—such as archiving, public distribution, or document finalization—you may want a PDF to look and behave like a scanned file. Converting a PDF to a scanned PDF removes its editable structure and turns each page into an image-based representation.

This guide explains what a scanned PDF is, why you might need one, and how to convert a PDF into a scanned document using online tools or Python automation.

Quick Navigation

• What Is a Scanned PDF?
• Why Convert PDF to Scanned PDF?
• Method 1: Convert PDF to Scanned PDF Using an Online Tool
• Method 2: Convert PDF to Scanned PDF with Python
• PDF vs. Scanned PDF: Key Differences
• Can Scanned PDFs Still Be Edited?
• Frequently Asked Questions

What Is a Scanned PDF?

A scanned PDF is a PDF document in which each page is stored as an image rather than editable text or vector objects. It closely resembles a document created by scanning paper with a physical scanner.

Key characteristics of scanned PDFs include:

• Text is not selectable or editable
• Pages are image-based
• Layout and appearance are visually fixed
• File size is usually larger than text-based PDFs
• Text search is unavailable unless OCR is applied

When you convert a PDF to a scanned PDF, you are essentially flattening its content and removing its internal structure.

Why Convert PDF to Scanned PDF?

Turning a PDF into a scanned document is useful in many situations:

• Prevent casual editing or content reuse
• Prepare documents for archiving
• Distribute finalized reports or notices
• Simulate paper-based workflows
• Standardize document appearance across platforms

Compared with permission-based protection, scanned PDFs rely on structural conversion rather than viewer-enforced rules, making them more resistant to casual modification.

Method 1: Convert PDF to Scanned PDF Using an Online Tool

Online PDF converters are suitable for quick, one-time conversions of non-sensitive documents.

Steps:

1. Open a trusted PDF to scanned PDF converter website (for example, SafePDFKit).

   

2. Upload the PDF file you want to convert.

3. Configure the settings, such as color mode, noise level, and page rotation.

   

4. Convert and download the scanned PDF.

Best for:

• Occasional conversions
• Public or low-risk documents
• Users who prefer browser-based tools

Note: Avoid uploading confidential files unless the service clearly explains how uploaded documents are handled and deleted.

If you want to restrict editing, copying, or printing via password protection, you can refer to how to encrypt PDFs for a detailed guide.

Method 2: Convert PDF to Scanned PDF with Python

For batch processing or automated workflows, Python offers a reliable way to convert PDFs into scanned, image-based documents.

Libraries such as Spire.PDF for Python allow you to render each PDF page as an image and rebuild a new PDF using those images.

Step 1: Install the library

pip install spire.pdf

You can also download Spire.PDF for Python and add it to your project manually.

Step 2: Convert PDF pages into images and rebuild the PDF

from spire.pdf import *

# Load the original PDF
pdf = PdfDocument()
pdf.LoadFromFile("Sample.pdf")

# Create a new PDF for the scanned output
scanned_pdf = PdfDocument()

# Convert each page to an image
for i in range(pdf.Pages.Count):
    image_stream = pdf.SaveAsImage(i)
    image = PdfImage.FromStream(image_stream)

    page = scanned_pdf.Pages.Add(
        SizeF(float(image.Width), float(image.Height)),
        PdfMargins(0.0, 0.0)
    )
    page.Canvas.DrawImage(
        image,
        RectangleF.FromLTRB(0.0, 0.0, float(image.Width), float(image.Height))
    )

# Save the scanned PDF
scanned_pdf.SaveToFile("ScannedPDF.pdf")

pdf.Dispose()
scanned_pdf.Dispose()

Preview of the converted scanned PDF:

In this scanned PDF, every page is rendered and embedded as a full-page image. This conversion removes the original text layer and document structure, making the content non-editable and non-selectable.

Advantages of programmatic conversion:

• Consistent output quality
• Batch processing support
• No manual intervention
• Easy integration into document pipelines

For more flexible batch workflows, Python also supports converting PDFs directly to images or encrypting PDFs to further reduce the risk of editing and content reuse.

PDF vs. Scanned PDF: Key Differences

Quick tip: If users should only view the document—not reuse or modify its content—a scanned PDF is often the better choice.

Can Scanned PDFs Still Be Edited?

Scanned PDFs are significantly harder to edit than standard PDFs, but they are not absolutely uneditable.

• Advanced editors can replace images
• OCR tools can extract text
• Content can be manually retyped

However, for most users and everyday workflows, scanned PDFs effectively discourage editing and content reuse.

Best practice:

• Keep original editable PDFs securely
• Use scanned PDFs for distribution or archiving
• Combine with OCR only if text search is required

Conclusion

Converting a PDF to a scanned PDF is a practical way to turn editable documents into visually fixed, image-based files. By removing the text structure and flattening each page into an image, scanned PDFs are better suited for sharing finalized content and preserving document integrity.

Whether you use an online PDF to scanned PDF converter for quick tasks or Python automation for large-scale workflows, choosing the right approach ensures your documents remain consistent, professional, and resistant to casual modification.

FAQ

Does converting a PDF to a scanned PDF remove searchable text?

Yes. When a PDF is converted into a scanned PDF, each page is stored as an image, so the original text layer is removed. As a result, text cannot be searched or selected unless OCR is applied afterward.

Will converting a PDF to a scanned document increase the file size?

In most cases, yes. Scanned PDFs are image-based, and image data usually requires more storage than text and vector content. The final file size depends on factors such as image resolution and compression settings.

What is the difference between a scanned PDF and exporting a PDF as images?

Exporting a PDF as images produces separate image files, while a scanned PDF embeds those images back into a single PDF document. A scanned PDF preserves the PDF container format, making it easier to share, view, and archive.

Can scanned PDFs completely prevent editing or copying?

Scanned PDFs significantly reduce casual editing and copying because they contain no editable text. However, advanced tools or OCR software can still extract content, so scanned PDFs should be seen as a practical deterrent rather than absolute protection.

HEIC (High Efficiency Image Container) is the default image format used by Apple devices such as iPhone and iPad. While HEIC offers high image quality with smaller file sizes, it is not universally supported across platforms and applications. This often leads to compatibility issues when sharing, printing, or archiving images.

Converting HEIC files to PDF is a common and effective solution. PDF is a widely accepted format that ensures consistent display across devices and operating systems. In this article, we will explore several ways to convert HEIC to PDF, including free methods and an automated approach using Python code.

Quick Navigation

• What Is a HEIC File and Why Convert HEIC to PDF?
• Method 1: Convert HEIC to PDF Using Online Tools
• Method 2: Convert HEIC to PDF Using Desktop Software
• Method 3: Convert HEIC to PDF Using Python
• How to Choose the Right HEIC to PDF Conversion Method
• Frequently Asked Questions

What Is a HEIC File and Why Convert HEIC to PDF?

HEIC is an image container format based on HEVC (High Efficiency Video Coding). It allows Apple devices to store photos with better compression and high visual quality. However, HEIC files are not natively supported by many Windows applications, web browsers, or document management systems, which can create friction when you try to open or share them.

Typical situations where converting HEIC to PDF becomes useful include:

• Improving compatibility across platforms
• Combining multiple HEIC images into a single document
• Preparing images for printing or submission
• Archiving images in a stable, non-editable format

Because of these limitations, converting HEIC to PDF is often less about preference and more about ensuring accessibility and consistency across different environments.

Method 1: Convert HEIC to PDF Using Online Tools (Free)

Online converters are often the fastest way to convert HEIC to PDF, especially when you need a quick result without installing additional software.

Steps:

1. Open an online HEIC to PDF converter (such as CloudConvert).

   

2. Upload your HEIC file.

3. Select PDF as the output format.

4. Download the converted PDF file.

Pros:

• Free and easy to use
• No installation required

Cons:

• File size and batch limits
• Potential privacy and data security concerns
• Limited control over output quality

This method is suitable for one-time or occasional conversions.

For converting other images formats to PDF, you can check How to Convert Images to PDF on Various Platforms.

Method 2: Convert HEIC to PDF Using Desktop Software

Desktop software provides a more stable and private way to convert HEIC to PDF, especially if you frequently work with local files or prefer not to upload images to third-party platforms. Many modern operating systems already include built-in tools that can handle this task without requiring additional downloads.

For example, Microsoft Photos on Windows and macOS Preview allow you to open HEIC files and export or print them as PDF documents. Compared to online tools, desktop solutions typically offer better reliability and fewer file size restrictions.

Steps:

1. Open the HEIC file using a compatible image viewer (e.g., Microsoft Photos).

   

2. Choose the export or print option.

3. Select PDF as the output format.

   

4. Save the PDF file.

Pros:

• Better privacy than online tools
• No coding required

Cons:

• Manual operation
• Inefficient for batch processing

This approach works well for users who need basic conversion with minimal technical effort.

If the result PDF file is too large, you can try compressing the PDF file to avoid transmission and sharing issues.

Method 3: Convert HEIC to PDF Using Python (Recommended for Automation)

If you need to convert HEIC files to PDF regularly, handle large image collections, or integrate conversion into an existing workflow, manual tools can quickly become inefficient. In these scenarios, automation offers a significant advantage.

Python enables you to build a repeatable conversion process that runs with minimal human intervention. Instead of converting images one by one, you can process entire folders, standardize output settings, and integrate the workflow into backend services or data pipelines.

Required Libraries

To implement this solution, you will need:

• pillow – for image processing
• pillow-heif – to enable HEIC image support
• Spire.PDF for Python – to create and manage PDF documents

You can install these libraries using pip:

pip install pillow pillow-heif spire.pdf

This combination allows you to read HEIC images, process them, and generate high-quality PDF files programmatically.

Step-by-Step: Convert HEIC to PDF with Python

Below is a general workflow for converting a HEIC file to PDF using Python:

1. Register HEIC support and open the HEIC image with Pillow.
2. Convert the image to RGB and save it as JPEG or PNG in memory.
3. Create a PDF document and load the image from a byte stream.
4. Render the image onto a PDF page and save the PDF file.

Python Example: Convert HEIC to PDF

from spire.pdf import PdfDocument, PdfImage, PointF, Stream, SizeF, PdfMargins
from PIL import Image
import pillow_heif
import io

# Register the HEIF support
pillow_heif.register_heif_opener()

# Open the HEIC image and convert to RGB (HEIC images may be RGBA)
img = Image.open("Image.heic")
img = img.convert("RGB")

# Save the image to JPEG or PNG bytes (for Spire.PDF support)
buffer = io.BytesIO()
img.save(buffer, format="JPEG")  # Or "PNG"
image_bytes = buffer.getvalue()

# Load the image from bytes
stream = Stream(image_bytes)
image = PdfImage.FromStream(stream)

# Create a PDF document
pdf = PdfDocument()

# Set the page size to the image size and margins to 0
# This will make the image fill the page
pdf.PageSettings.Size.Width = image.Width
pdf.PageSettings.Size.Height = image.Height
pdf.PageSettings.Margins.All = 0

# Add a page to the document
page = pdf.AppendPage()

# Draw the image on the page
page.Canvas.DrawImage(image, PointF(0.0, 0.0))

# Save the PDF document
pdf.SaveToFile("output/HEICToPDF.pdf")
pdf.Close()

Below is a preview of the generated PDF file:

This approach supports batch processing and can be extended to merge multiple images into a single PDF. For more advanced image-to-PDF conversions, including other formats and options like page size, margins, and image quality, you can check out our Python guide on converting images to PDF.

How to Choose the Right HEIC to PDF Conversion Method

The best method depends less on technical preference and more on your actual usage scenario. Instead of assuming that one approach fits all situations, consider how often you perform conversions and how much control you need over the output.

Choose an Online Tool if:

• You only need to convert a few files occasionally
• You want the fastest possible solution
• Installing software is not convenient

Online converters are ideal for quick, low-effort tasks. However, they may not be suitable for sensitive images or large batches.

Choose Desktop Software if:

• You prefer working offline
• Privacy is important
• You want a simple, no-code experience

Desktop tools strike a balance between ease of use and reliability. They are often the most practical choice for everyday office workflows.

Choose Python if:

• You regularly convert large numbers of HEIC files
• The process needs to be automated
• You want precise control over layout, resolution, or document structure
• Conversion is part of a larger system or application

While this approach requires some technical knowledge, it becomes significantly more efficient at scale.

Overall, online tools suit quick tasks, desktop software supports everyday workflows, and Python is ideal for automated or large-scale conversions.

Conclusion

Converting HEIC files to PDF is a practical solution for improving compatibility and usability. While free online tools and desktop software are suitable for simple tasks, they often fall short when automation, privacy, or batch processing is required.

For developers and advanced users, converting HEIC to PDF using Python provides the most flexibility. With libraries such as pillow-heif and Spire.PDF for Python, you can build an efficient and professional conversion workflow tailored to your needs.

FAQ: HEIC to PDF Conversion

What are the free ways to convert HEIC to PDF?

Yes, many online tools offer free HEIC to PDF conversion, but they may have limitations on file size or usage.

Will converting HEIC to PDF affect image quality?

Image quality depends on the conversion method. Programmatic solutions allow better control over resolution and compression.

How can I merge multiple HEIC files into one PDF?

Yes. Using a programming approach, multiple HEIC images can be merged into a single PDF document.

Is it possible to convert HEIC to PDF for free with Spire.PDF?

Yes, Free Spire.PDF for Python allows you to convert HEIC files to PDF at no charge.

ODT files (OpenDocument Text) are widely used for creating and editing documents in LibreOffice or Apache OpenOffice. However, sharing or distributing ODT files can be inconvenient, as not all devices or platforms support this format. Converting ODT files to PDF ensures that your document layout, fonts, and formatting remain intact, making it easier to share, print, or archive reliably.

This article guides you through practical methods to convert ODT to PDF, covering online tools, desktop software, and Python-based automation for both occasional and large-scale conversions.

Quick Navigation

• What Is an ODT File and Why Convert It to PDF?
• Convert ODT to PDF Online (Free and Web-Based Tools)
• Convert ODT to PDF Using Desktop Software
• Convert ODT to PDF Programmatically with Python
• Choosing the Right Method for Your Needs
• FAQ

What Is an ODT File and Why Convert It to PDF?

An ODT file is a word processing document based on the OpenDocument standard. It is commonly used in environments that prioritize open formats and cross-platform compatibility. ODT files support rich text, images, tables, and styles, making them suitable for everyday document creation.

However, ODT is not universally supported outside office applications. When documents need to be shared with a wider audience, submitted formally, or archived for long-term use, PDF becomes the more practical choice.

Converting ODT to PDF helps address several common needs:

• Consistent layout: PDFs display the same way on all devices and operating systems.
• Improved compatibility: PDF readers are widely available and require no editing software.
• Document integrity: PDFs reduce the risk of accidental content changes.
• Professional distribution: PDFs are often preferred for reports, contracts, and official documents.

Convert ODT to PDF Online (Free and Web-Based Tools)

Online converters are often the fastest way to convert an ODT file to PDF, especially for users who only need occasional conversions and do not want to install additional software.

Step-by-Step: Convert ODT to PDF Online

1. Open a web-based ODT to PDF conversion service in your browser (for example, CloudXDocs ODT to PDF Converter).
2. Upload the ODT file from your local device or supported cloud storage.
3. Wait while the file is processed and converted on the server.
4. Download the resulting PDF file to your computer.

Most online tools follow this simple workflow, making them accessible even to non-technical users.

Advantages of Online Conversion

• No installation or setup required
• Accessible from any modern browser
• Suitable for quick, one-time conversions
• Often available for free with basic usage

Limitations of Online Converters

Online tools typically impose file size limits or daily conversion caps. Uploading documents to third-party servers may also be unsuitable for confidential or sensitive files. In addition, complex formatting—such as custom fonts or advanced layouts—may not always be preserved accurately, and batch conversion is rarely supported.

In cases where editing and collaboration are required, converting ODT files to Word format can be a more practical option than PDF.

Convert ODT to PDF Using Desktop Software

Desktop office applications provide a more controlled environment for converting ODT files to PDF. LibreOffice and Apache OpenOffice both include built-in PDF export functionality.

Step-by-Step: Convert ODT to PDF with LibreOffice or OpenOffice

1. Open the ODT file in LibreOffice Writer (or Apache OpenOffice Writer).
2. Review the document to ensure formatting and layout are correct.
3. Click File and select Export As PDF.
4. Configure export options such as image quality, font embedding, or page range.
5. Save the exported PDF file to your local system.

This approach gives users greater confidence in the final output, particularly for visually complex documents.

Advantages of Desktop-Based Conversion

• Better preservation of formatting and layout
• No need to upload files to external servers
• Greater control over PDF export settings
• Reliable for documents with tables, images, and styles

Limitations of Manual Conversion

Manual conversion requires user interaction for each document, making it inefficient for high-volume workflows. It is also difficult to automate and unsuitable for server-side or headless environments where no graphical interface is available.

When Online and Manual Methods Are Not Enough

There are many scenarios where online tools and desktop software no longer meet practical requirements. As document volume increases or workflows become more complex, manual conversion quickly turns into a bottleneck.

Typical situations where traditional methods fall short include:

• Converting large numbers of ODT files on a regular basis
• Running conversions automatically on a server or backend system
• Integrating document conversion into an existing application or service
• Ensuring consistent output without user intervention
• Operating in environments without a graphical interface

In these cases, a programmatic approach provides greater reliability, scalability, and control.

Convert ODT to PDF Programmatically with Python

Python is widely used for automation, data processing, and backend development. Using Python to convert ODT files to PDF allows the process to be fully automated and integrated into larger systems.

Why Use Python for ODT to PDF Conversion?

Python enables batch processing, repeatable workflows, and seamless integration with existing applications. Once implemented, conversions can run unattended, ensuring consistent results while reducing manual effort.

Using Spire.Doc for Python

Spire.Doc for Python is a document processing library that supports OpenDocument formats and enables direct conversion from ODT to PDF. It preserves text, images, and layout without relying on Microsoft Word or LibreOffice, making it suitable for server-side and enterprise use.

Installation

Spire.Doc for Python can be installed via pip:

pip install spire-doc

Example: Convert ODT to PDF with Python

from spire.doc import Document, FileFormat

# Create a Document object and load the ODT file
doc = Document()
doc.LoadFromFile("Sample.odt", FileFormat.Odt)

# Save the ODT document as a PDF file
doc.SaveToFile("output/ODTToPDF.pdf", FileFormat.PDF)
doc.Close()

Below is a preview of the PDF file converted from ODT using Python:

This approach can easily be extended to handle batch conversions or integrated into automated workflows.

After converting the ODT file to PDF, you can further edit the generated PDF using Python, such as adding watermarks, setting metadata, or applying additional security options.

Save ODT as PDF to a Stream (Optional)

In backend or web-based applications, you may want to generate a PDF file in memory without writing it to disk. Spire.Doc for Python allows saving the converted document to a stream.

from spire.doc import Document, FileFormat, Stream

doc = Document()
doc.LoadFromFile("Sample.odt", FileFormat.Odt)

# Save the ODT document to a PDF stream
pdf_stream = Stream()
doc.SaveToStream(pdf_stream, FileFormat.PDF)
doc.Close()

# Get PDF bytes from the stream
pdf_bytes = bytes(pdf_stream.ToArray())

This approach is useful for returning PDF files in web APIs, uploading to cloud storage, or processing documents in memory.

If your workflow requires further processing of PDF files in memory—such as merging documents, adding watermarks, or applying security settings—you may find it helpful to explore techniques for working with PDF documents directly in streams.

Choosing the Right Method for Your Needs

The best way to convert ODT to PDF depends on how often you perform the task and the level of control required.

• Online tools are ideal for quick, occasional conversions when convenience is the priority.
• Desktop software works well for users who need better formatting control and convert files manually.
• Python-based automation is the most suitable option for large-scale processing, backend systems, and enterprise workflows.

Understanding your usage scenario helps ensure you choose a method that balances efficiency, reliability, and maintainability.

FAQs About Converting ODT to PDF

Is it safe to convert ODT to PDF online?

Online converters can be convenient for non-sensitive documents, but they may not be suitable for sensitive documents due to privacy concerns.

Will the document formatting change after conversion?

Simple documents usually convert accurately, while complex layouts may benefit from desktop or programmatic methods.

Can multiple ODT files be converted at once?

Batch conversion is rarely supported by online tools and is inefficient manually. Programmatic solutions handle this more effectively.

Do Python-based conversions require office software?

No. Libraries such as Spire.Doc for Python operate independently of office applications.

Conclusion

Converting ODT files to PDF can be accomplished in several ways, each suited to different needs. Online tools and desktop applications are effective for everyday use, while Python-based automation provides a scalable solution for advanced and high-volume scenarios. By selecting the appropriate method, you can ensure accurate, efficient, and reliable document conversion.

See Also

• How to Convert Word to ODT Quickly
• How to Convert RTF to PDF Online and Offline
• Convert Code to PDF with Highlighting
• Methods for TIFF to PDF Conversion

Converting tables from PDF files into CSV format is a common requirement in reporting, analytics, and data integration workflows. CSV files are lightweight, widely supported, and well suited for automation, making them far more useful than static PDFs once tabular data needs to be reused.

In practice, however, converting a PDF table to CSV is rarely straightforward. PDF files are designed to preserve visual appearance rather than logical structure. A table that looks perfectly aligned on screen may not exist as rows and columns internally, which is why naïve conversion methods often fail.

This article focuses on practical PDF table to CSV conversion methods. Instead of covering every theoretical option, it explains the most commonly used approaches, how they behave in practice, and when each method is appropriate.

Table of Contents

• Common Practical Ways to Convert PDF Tables to CSV
• Method 1: Export PDF to Spreadsheet Using Acrobat
• Method 2: Online PDF Table to CSV Conversion
• Method 3: Programmatic PDF Table Extraction with Python
• Handling Real-World PDF Table Scenarios
• Key Takeaways: Converting PDF Tables to CSV
• FAQ

Common Practical Ways to Convert PDF Tables to CSV

In most real workflows, converting a PDF table to CSV falls into one of the following categories:

• Exporting tables via PDF to spreadsheet tools (such as Acrobat)
• Using online PDF table to CSV converters
• Extracting tables programmatically using Python code

Simple copy-and-paste techniques are intentionally excluded, as they usually flatten tables into plain text and require extensive manual reconstruction.

Method 1: Export PDF to Spreadsheet Using Acrobat

Exporting a PDF to a spreadsheet format and then saving it as CSV is a common choice for users who prefer desktop tools and visual inspection.

When This Method Works Well

• The PDF is text-based and well structured
• Tables have clear row and column boundaries
• Manual review and correction are acceptable

Typical Acrobat-Based Workflow

1. Open the PDF file in Acrobat

2. Choose Export PDF and select Spreadsheet as the output format

   

3. Export the document to Excel format

4. Review and adjust the table structure if necessary

5. Save or export the spreadsheet as a CSV file

   

This workflow often produces better structural results than direct copying, especially for single-page or consistently formatted tables.

Practical Limitations

• Complex or multi-page tables may be split across sheets
• Merged cells can lead to misaligned columns in CSV output
• Manual cleanup is often required before export
• Not suitable for batch or automated processing

This approach is effective for occasional conversions where visual validation matters, but it does not scale well.

For users looking for a free alternative to Acrobat for converting PDF tables to Excel before saving as CSV, see How to Convert PDF to Excel for Free.

Method 2: Online PDF Table to CSV Conversion

Online converters are widely used because they require no installation and provide fast results.

When Online Conversion Is a Good Fit

• The PDF contains selectable (non-scanned) text
• Table layouts are relatively simple
• Only a small number of files need conversion

Typical Online PDF Table to CSV Workflow

Most online tools follow a similar process (Zamzar example):

1. Open an online PDF to CSV converter

   

2. Upload the PDF file containing the table

3. Configure page range or table detection options, if available

4. Start the conversion process

5. Download the generated CSV file

   

For straightforward PDFs, this process can generate usable CSV output in seconds.

Common Considerations With Online Converters

• Columns may shift when spacing is inconsistent
• Converters often export the whole PDF as CSV, not just the tables
• Line breaks inside cells may create extra rows
• Output quality varies by document layout
• File size limits and privacy concerns may apply

Online tools are best treated as a convenience option rather than a predictable or reusable solution.

Method 3: Programmatic PDF Table Extraction with Python

When accuracy, consistency, or automation is required, programmatic extraction is often the most reliable way to convert PDF tables to CSV.

Why Programmatic Extraction Is Often Preferred

• Tables can be processed page by page
• Multi-page tables can be handled consistently
• The same extraction logic can be reused in batch jobs
• Output is reproducible and easier to validate

This approach is common in data pipelines, reporting systems, and backend services that process PDFs at scale. With Spire.PDF for Python, developers can accurately extract tables from PDF documents, handle multi-page and complex layouts, and automate the conversion to CSV with minimal manual intervention.

Typical Programmatic Workflow for PDF Table to CSV

Most programmatic solutions follow a similar high-level process:

1. Load the PDF document
2. Iterate through each page
3. Detect table structures on each page
4. Extract rows and columns as structured data
5. Normalize extracted text where necessary
6. Write the structured data to CSV files

Python is widely used for this task because it combines readability with strong data-processing capabilities.

Example: Convert PDF Tables to CSV Using Python

Before running the example below, make sure the required PDF processing library is installed.

You can install Spire.PDF for Python using pip:

pip install spire.pdf

Once installed, you can proceed with the table extraction example.

The following example demonstrates how to convert PDF tables to CSV using Spire.PDF for Python.

import os
import csv
from spire.pdf import PdfDocument, PdfTableExtractor

# Load the PDF document
pdf = PdfDocument()
pdf.LoadFromFile("Sample.pdf")

# Create a table extractor
extractor = PdfTableExtractor(pdf)

# Normalize text to handle PDF ligatures and PUA characters
def normalize_text(text: str) -> str:
    if not text:
        return text
    if not any('\uE000' <= ch <= '\uF8FF' for ch in text):
        return text

    ligatures = {
        '\uE000': 'ff',
        '\uE001': 'fi',
        '\uE002': 'fl',
        '\uE003': 'ffl',
        '\uE004': 'ffi',
        '\uE005': 'ft',
        '\uE006': 'st',
    }
    for lig, repl in ligatures.items():
        text = text.replace(lig, repl)
    return text

# Extract tables page by page
for page_index in range(pdf.Pages.Count):
    tables = extractor.ExtractTable(page_index)
    if tables:
        for table_index, table in enumerate(tables):
            rows = []
            for r in range(table.GetRowCount()):
                row = []
                for c in range(table.GetColumnCount()):
                    cell = normalize_text(table.GetText(r, c)).replace("\n", " ")
                    row.append(cell)
                rows.append(row)

            os.makedirs("output/Tables", exist_ok=True)
            with open(
                f"output/Tables/Page{page_index + 1}-Table{table_index + 1}.csv",
                "w",
                newline="",
                encoding="utf-8",
            ) as f:
                writer = csv.writer(f)
                writer.writerows(rows)

pdf.Close()

Below is a preview of the PDF table to CSV conversion results:

How This Implementation Works

This implementation focuses on preserving table structure rather than inferring layout from text positions:

• Cell-level extraction ensures rows and columns are preserved as logical units instead of being reconstructed from spacing
• Page-by-page processing prevents tables from being merged incorrectly across page boundaries
• Explicit text normalization handles common PDF issues such as ligatures and private-use Unicode characters, which can silently corrupt CSV output
• Direct CSV writing avoids intermediate formats that may introduce additional formatting artifacts

As a result, the generated CSV files are more stable and suitable for automated processing. For a step-by-step guide on extracting tables from PDF documents, see Detailed Guide: Extracting Tables from PDF.

Handling Real-World PDF Table Scenarios

In real-world workflows, PDF tables often behave differently from how they look on screen. Typical issues include:

• Tables spanning multiple pages with repeated or missing headers
• Slight column position shifts between pages
• Rows with empty, wrapped, or irregular cells
• Large batches of PDFs with similar but not identical layouts

These factors are usually where generic export tools and online converters start to produce inconsistent CSV output.

From a practical perspective, programmatic extraction is better suited to these cases because it allows:

• Page-by-page processing without accidentally merging unrelated tables
• Controlled handling of multi-page tables
• Stable column alignment even when layouts are not perfectly uniform

One additional usability detail worth noting is CSV encoding:

• When extracted data includes non-ASCII characters, CSV files opened directly in Excel may display garbled text
• Saving CSV output as UTF-8 with BOM (UTF-8-SIG) helps ensure correct character display without manual import steps

These considerations become especially relevant when working with real-world PDFs rather than idealized examples.

Key Takeaways: Converting PDF Tables to CSV

In practice, converting a PDF table to CSV usually comes down to three options:

• Acrobat export works well for occasional, visually verified conversions, such as single-page invoices or reports
• Online converters are convenient for simple, one-off tasks with straightforward tables
• Programmatic extraction offers the most reliable results for complex, multi-page, or repeated workflows, especially in automated pipelines

Choosing the right method depends less on the tool itself and more on how the extracted data will be used.

FAQ

Can scanned PDF tables be converted to CSV directly?
No. Scanned PDFs require OCR before table extraction is possible. For a step-by-step guide on extracting text from scanned PDFs using Python, see Extracting Text from Scanned PDFs with Python.

Is CSV better than Excel for extracted PDF tables? CSV is simpler and better suited for automation, while Excel is often preferred for manual review.

Is Python suitable for batch PDF table conversion? Yes. Python is widely used for large-scale and automated PDF table extraction due to its flexibility and readability.

See Also

• How to Convert PDF Tables to Word Documents
• Convert PDF to Text Using Python
• How to Convert Images to Text (Text Extraction)
• How to Extract HTML Tables to Excel