SVG files are widely used in web and design workflows because they are lightweight, scalable, and resolution-independent. However, when it comes to printing, sharing, or archiving documents, PDF is often the preferred format due to its universal compatibility.

In this guide, you’ll learn four practical ways to convert SVG to PDF, including online tools, free desktop software, browser-based conversion, and a powerful Python automation method for single and batch processing.

Method overview:

• Method 1 — Convert SVG to PDF Online (Fast & No Installation)
• Method 2 — Convert SVG to PDF with Inkscape (Free & Open Source)
• Method 3 — Convert SVG to PDF Using Browser Print Feature
• Method 4 — Convert SVG to PDF Using Python (Batch & Merge)

Method 1 — Convert SVG to PDF Online (Fast & No Installation)

Online SVG to PDF converters are the fastest way to handle occasional conversion tasks without installing any software. These tools are especially useful when you’re working across devices or need a quick result on the go. With just a few clicks, you can upload your SVG file and download a ready-to-use PDF.

Best for: Quick one-time conversions

Steps:

1. Upload your SVG file to an online converter (e.g. PDF24).
2. Click Convert, then download the result.

Pros:

• No installation required.
• Works on any device.
• Fast and convenient.

Cons:

• File size limitations.
• Not suitable for sensitive files.
• Limited customization options.

Method 2 — Convert SVG to PDF with Inkscape (Free & Open Source)

Inkscape provides a powerful and reliable way to convert SVG files to PDF while preserving vector quality. As a dedicated vector graphics editor, it gives you more control over layout, scaling, and export settings compared to online tools. This makes it a great choice for designers or users who need consistent, high-quality output.

Best for: Designers and offline conversion needs

Steps:

1. Download Inkscape and install it on your computer.
2. Open the SVG file in Inkscape.
3. Go to File → Save As.
4. Select PDF format.
5. Adjust export settings if needed.
6. Save the file.

Pros:

• Completely free.
• High-quality vector output.
• Works offline.

Cons:

• Slight learning curve.
• Interface may feel complex for beginners.

Method 3 — Convert SVG to PDF Using Browser Print Feature

Modern web browsers can render SVG files directly, making them a surprisingly effective tool for quick PDF conversion. By using the built-in print feature, you can export SVG content as a PDF without any additional software. While it’s not the most precise method, it’s extremely convenient for simple use cases.

Best for: Instant and lightweight conversion

Steps:

1. Open the SVG file in your browser.
2. Press Ctrl + P (or Cmd + P on Mac).
3. Choose Save as PDF.
4. Adjust scale or margins if needed.
5. Save the file.

Pros:

• Extremely simple.
• No additional tools required.
• Works instantly.

Cons:

• Limited layout control.
• Output may vary across browsers.

Method 4 — Convert SVG to PDF Using Python (Batch & Merge)

For developers or teams handling large volumes of files, Python offers a highly efficient and scalable solution. This approach allows you to automate SVG to PDF conversion and integrate it into backend systems or workflows. It’s especially useful when you need to process multiple files or merge them into a single PDF programmatically.

Best for: Developers, automation, and bulk processing

In this scenario, we’ll use Spire.PDF for Python, a professional library for creating and manipulating PDF documents in Python. Before getting started, install it from PyPI:

pip install spire.pdf

Example 1. Convert a Single SVG to PDF

from spire.pdf.common import *
from spire.pdf import *

document = PdfDocument()
document.LoadFromSvg("svg-sample.svg")
document.SaveToFile("ToPdf.pdf", FileFormat.PDF)
document.Dispose()

How it works:

• LoadFromSvg() loads the SVG file into a PDF document object.
• SaveToFile() exports it as a PDF.

Example 2. Merge Multiple SVG Files into One PDF

import os
from spire.pdf import *
from spire.pdf.common import *

svg_folder = r"C:\Users\Administrator\Desktop\SVGS"

# 1. Get sorted SVG files
svg_files = sorted(f for f in os.listdir(svg_folder) if f.endswith(".svg"))

pdf_streams = []

# 2. Convert SVG → PDF Stream (in memory)
for f in svg_files:
    pdf = PdfDocument()
    pdf.LoadFromSvg(os.path.join(svg_folder, f))

    s = Stream()
    pdf.SaveToStream(s)
    pdf.Close()

    pdf_streams.append(s)

# 3. Merge PDF streams directly
merged = PdfDocument.MergeFiles(pdf_streams)

# 4. Save final PDF
output_path = os.path.join(svg_folder, "MergedSVG.pdf")
merged.Save(output_path, FileFormat.PDF)
merged.Close()

How it works:

• All SVG files are read from the folder and sorted to keep a consistent order.
• Each SVG is loaded into a PdfDocument and converted into a PDF in memory.
• All PDF streams are passed directly into MergeFiles().
• The final merged PDF is saved to disk.

Output:

Why use Python for SVG to PDF conversion?

• Fully automated workflow.
• Supports batch processing.
• Easy integration into backend systems.
• Ideal for report generation pipelines.

In addition to converting SVG files to PDF, you can also explore converting PDF to SVG, which is useful when you need to extract and reuse vector graphics from existing PDF documents. You may also want to try adding text to PDF, which allows you to insert labels, or dynamic content into generated files. These additional features help extend your document workflow beyond simple format conversion.

Compare the Methods

Conclusion

Converting SVG to PDF is simple and can be done in multiple ways depending on your needs. Online tools and browsers are great for quick tasks, while Inkscape offers a free offline solution. For developers and advanced users, Python stands out as the most powerful and scalable approach, especially for batch processing and automation.

SVG to PDF FAQs

1. Will SVG lose quality when converting to PDF?

No. Both SVG and PDF are vector-based formats, so quality is preserved.

2. Can I merge multiple SVG files into one PDF?

Yes. You can use Python or advanced tools to combine multiple SVGs into a single PDF document.

3. Is online conversion safe?

It is generally safe for non-sensitive files, but desktop or local methods are recommended for confidential data.

4. Which method is best overall?

• Quick use → Online tools
• Free offline use → Inkscape
• Simple export → Browser
• Automation → Python

See Also

• Convert PDF to TIFF at 300 DPI (Including Multi-Page Output)
• Copy Text from a Secured PDF: 5 Free & Easy Ways
• 5 Efficient Ways to Convert PDF to Black and White
• Convert XPS to PDF: Built-in, Online & Scripted Methods

Sorting data in Excel is an essential skill for organizing, analyzing, and making sense of information. Whether you're working with customer lists, financial reports, or large datasets, sorting helps you quickly identify patterns, trends, and outliers.

In this guide, you'll learn 5 practical ways to sort data in Excel, including single-column sorting, multi-column sorting, dynamic formula-based sorting, and automation using Python.

Quick Navigation

• Method 1: Sort Data by a Single Column in Excel (Quick & Essential)
• Method 2: Sort Data by Multiple Columns in Excel (Custom Sort)
• Method 3: Sort Data in Excel Using Formulas (SORT & SORTBY)
• Method 4: Sort Filtered Data in Excel (Flexible Exploration)
• Method 5: Sort Excel Data Using Python (Automation & Scalability)

Before You Start

Before sorting data in Excel, make sure:

• Your dataset includes a header row
• There are no completely blank rows or columns in the middle
• Each column contains consistent data types (e.g., numbers, dates, text)

These checks help prevent sorting errors and data misalignment.

Method 1: Sort Data by a Single Column in Excel (Quick & Essential)

The built-in Sort tool is the fastest way to sort data by a single column. It’s ideal for simple tasks such as sorting names alphabetically or numbers from smallest to largest.

Step-by-Step Instructions:

1. Select the single column you want to sort.
2. Go to the Data tab in the Excel ribbon.
3. Click either Sort A to Z (ascending order: A→Z, 1→100) or Sort Z to A (descending order: Z→A, 100→1).
4. A pop-up window will appear: Expand the selection . Keep this option checked.
5. Click Sort to complete the process.

Pro Tip:

• The Expand the selection option ensures all related data in adjacent columns sorts alongside the selected column. In most cases, you should keep this option checked to avoid breaking data relationships.
• If your data has a header row (e.g., “Name”, “Email”), check the My data has headers box in the pop-up window. This prevents Excel from sorting the header itself (e.g., “Name” won’t end up at the bottom of the column).

Method 2: Sort Data by Multiple Columns in Excel (Custom Sort)

For more complex datasets, sorting by a single column isn’t enough. For example, you might want to sort sales data first by “Region” (ascending) and then by “Sales Amount” (descending) to see top performers in each region. This is where Custom Sort comes in.

Step-by-Step Instructions:

1. Select any cell within your dataset (this ensures Excel recognizes the entire table).
2. Go to the Data tab and click Sort (not the A→Z/Z→A buttons).
3. In the Custom Sort window:
   • Choose the first column (e.g., “Region”) and set order to A to Z.
   • Click Add Level to add another column (e.g., “Sales Amount”) and set order to Largest to Smallest.
4. Click OK to apply the sort. Your data will now be organized by the "Region" column, with ties broken by the "Sales Amount" column.

Key Insight:

Excel applies sorting hierarchically —it sorts by the first column, then resolves ties using the next column.

Use Case:

• Sales reports (Region → Revenue)
• Employee lists (Department → Role)
• Inventory (Category → Stock level)

Method 3: Sort Data in Excel Using Formulas (SORT & SORTBY)

If your data updates frequently, manual sorting becomes inefficient. Excel formulas like SORT and SORTBY allow you to create dynamic, auto-updating sorted lists.

Unlike traditional sorting, these functions do not modify the original data . Instead, they generate a dynamically sorted copy that updates automatically.

Using the SORT Function (Simplest for Modern Excel)

The SORT function sorts a range of data and returns a new sorted array. Syntax: =SORT(range, [sort_column], [sort_order], [by_col])

1. In an empty cell (e.g., J1), enter the formula: =SORT(A1:H11, 1, -1, FALSE)
   • A1:H11: The entire dataset you want to sort.
   • 1: The column to sort by.
   • -1: Sort order (1 = ascending, -1 = descending).
   • FALSE: Sort by rows (default; use TRUE to sort by columns).
2. Press Enter. Excel will generate a dynamic sorted list in the range starting at J1. If you update the original data (e.g., change a sales amount), the sorted list will update automatically.

Using the SORTBY Function (More Flexible)

=SORTBY(A1:H11, G1:G11, -1)

The SORTBY function sorts a dataset based on values in one or more separate ranges. Unlike the SORT function, which relies on column positions, SORTBY lets you define exactly which range controls the sorting order.

How It Works:

• A1:H11 → The dataset to return (the full table)
• G1:G11 → The range used as the sorting key (e.g., “Sales Amount”)
• -1 → Sort order (1 = ascending, -1 = descending)

Example Use Case:

Sort a sales table by revenue without changing the original dataset.

Method 4: Sort Filtered Data in Excel (Flexible Exploration)

Filters allow you to quickly explore and sort specific subsets of your data without permanently changing the original dataset. This is especially useful when working with large datasets, such as analyzing sales from a specific region or time period.

Step-by-Step Instructions:

1. Select your dataset, including the header row.
2. Go to the Data tab and click Filter (or use the shortcut: Ctrl+Shift+L). Small drop-down arrows will appear in each header cell.

   

3. Click the drop-down arrow in the column you want to sort (e.g., “Region”), uncheck the regions you don’t need (e.g., “East”, “North”, “South”), and then click OK.

   

4. Click the drop-down arrow in the Sales Amount column, and choose Sort Smallest to Largest (ascending), or Sort Largest to Smallest (descending). This will sort only the filtered (visible) rows.

   

5. To remove the filter and return to the original dataset, click Filter again (or Ctrl+Shift+L).

Key Advantage:

Filters let you combine sorting with data filtering, making it easy to explore specific subsets (e.g., sort high-value sales in the specific Region only) without altering the original data structure.

Method 5: Sort Excel Data Using Python (Automation & Scalability)

For large datasets (10,000+ rows) or repetitive sorting tasks (e.g., sorting daily Excel reports), Python automation is a game-changer. We’ll use Spire.XLS for Python —a powerful library that simplifies Excel file manipulation, including sorting, without requiring Excel to be installed on your machine.

Prerequisites:

• Install Spire.XLS for Python: Run pip install Spire.XLS in your terminal/command prompt.
• Prepare your input Excel file (e.g., “Input.xlsx”) with the data you want to sort.

Step-by-Step Python Code (with Explanations):

from spire.xls.common import *
from spire.xls import *

# Create a Workbook instance
workbook = Workbook()

# Load the input Excel file
workbook.LoadFromFile("Input.xlsx")

# Get the first worksheet
worksheet = workbook.Worksheets[0]

# Define the sorting rule: Sort Column B (index 1) by values in ascending order
workbook.DataSorter.SortColumns.Add(1, SortComparsionType.Values, OrderBy.Ascending)

# Specify the cell range to sort
workbook.DataSorter.Sort(worksheet["A1:H11"])

# Save the sorted data to a new Excel file
workbook.SaveToFile("SortByColumns.xlsx", ExcelVersion.Version2016)
workbook.Dispose()

How to Customize the Code:

• Sort a different column: Change the first parameter in Add() (e.g., 0 for Column A, 1 for Column B).
• Descending sort: Replace OrderBy.Ascending with OrderBy.Descending.
• Sort a larger range: Modify worksheet["A1:H11"] (e.g., worksheet["A1:G1000"] for 1000 rows, 7 columns).
• Multiple columns: Add a second sorting rule with workbook.DataSorter.SortColumns.Add() (e.g., sort Column A ascending, then Column B descending).

Use Case:

This method is perfect for automating repetitive tasks—e.g., sorting 50+ Excel files daily, or sorting datasets too large for Excel to handle smoothly.

In addition to sorting data, you can also use Python to automate other Excel tasks such as formatting worksheets, applying styles, and exporting Excel files to PDF. These capabilities make it easy to build complete document processing workflows.

Comparison Table: Which Method Should You Choose

Final Thoughts

Sorting in Excel is more than just arranging data—it’s about making information usable and meaningful.

• Use built-in sorting for quick tasks
• Use custom sort for structured analysis
• Use formulas for dynamic results
• Use filters for flexible exploration
• Use Python for automation at scale

Mastering these methods will allow you to handle everything from simple spreadsheets to complex data workflows with ease.

FAQs

Q1: Why is my Excel data misaligned after sorting?

This usually happens when Expand the selection is not selected. Always ensure related columns are included when sorting.

Q2: Can I sort by cell color or font color?

Yes. In the Sort dialog, choose Cell Color or Font Color under “Sort On”.

Q3: Can I sort data with blank cells?

Yes. Excel places blanks at the bottom (ascending) or top (descending). You can filter them out if needed.

Q4: How do I undo a sort?

Press Ctrl + Z immediately after sorting. If you've made other changes, undo may not be available.

Q5: Why is Excel sort not working?

Common causes include:

• Mixed data types
• Hidden rows or columns
• Incorrect selection range

See Also

• How to Hide Gridlines in Excel (View, Print, and PDF Export)
• How to Split Excel Sheets into Multiple Files (3 Ways)
• 5 Easy Methods to Freeze Rows and Columns in Excel
• How to AutoFit Column Width in Excel (5 Ways)

Adding page borders in Microsoft Word is a simple way to enhance document appearance, whether you're creating reports, certificates, or styled documents. However, Word’s built-in border options are mainly designed for entire documents or sections, which can limit flexibility in certain layout scenarios.

In this guide, you’ll learn 4 simple and practical methods to add page borders in Word—covering the entire document, specific sections, and even any single page using reliable workarounds.

Quick Navigation:

• Method 1: Using Page Borders Feature in Word
• Method 2: Using a Shape as a Border
• Method 3: Using a Text Box as a Border
• Method 4: Using Python Add Borders Automatically

Method 1: Using Page Borders Feature in Word

The built-in Page Borders feature is the most straightforward way to add borders in Word. It works best when you want to apply borders to the entire document or a section. However, it comes with limitations when targeting a specific page.

How to Add Borders to the Whole Document or a Section

1. Open your Word document.
2. Go to Design → Page Borders .
3. In the Borders and Shading dialog:
   • Choose a border style (Box, Shadow, 3-D, Custom).
   • Set color and width.
4. Under Apply to , select:
   • Whole document, or
   • This section
5. Click OK .

Understanding the Limitation

Word’s Page Borders feature only provides these options:

• Whole document
• This section
• This section – First page only
• This section – All except first page

There is no direct “This page only” option.

Workaround: Apply Border to a Specific Page

To add a border to a single page using this method:

1. Place your cursor at the start of the target page.
2. Go to Layout → Breaks → Next Page (insert a section break).
3. Place the cursor at the end of that page and insert another Next Page section break.
4. Now go to Design → Page Borders .
5. Select Apply to: This section – First page only .
6. Click OK .

This works because the page becomes the first page of a new section.

Method 2: Using a Shape as a Border

If you need to add a border to any specific page without dealing with sections, using a shape is one of the easiest and most flexible methods. It allows full control over appearance and works independently of Word’s border limitations.

Steps

1. Go to Insert → Shapes → Rectangle .
2. Draw the rectangle to fit within the page margins.
3. Right-click the shape → Format Shape :
   • Set Fill → No Fill
   • Customize Line (color, width, style)
4. Set the shape layout to Behind Text .

Why Use This Method?

• Works on any page
• No need for section breaks
• Highly customizable

Method 3: Using a Text Box as a Border

If you want to add a border to any specific page with extra flexibility—such as including decorative text or designs—a Text Box is a great choice. It works independently of Word’s border limitations and does not require creating sections.

Steps

1. Go to Insert → Text Box → Draw Text Box .
2. Set the Text Box Layout to Behind Text to prevent moving existing content.
3. Delete the placeholder text inside the Text Box.
4. Adjust the Text Box position and size so it covers the page edges as desired.
5. Right-click → Format Shape :
   • Set Fill to No Fill
   • Customize Line (color, width, style)

Why Use This Method?

• Works on any page, no section breaks needed
• Does not disturb existing content when layout is set first
• Can include decorative text or designs inside the border
• Stable and flexible for single-page borders

Tip: If you only need a simple border without text, a Shape works just as well and is slightly lighter.

Method 4: Using Python to Add Borders Automatically

If you need to apply page borders to multiple Word documents or automate the process, using Python is the most efficient solution. Libraries like Spire.Doc for Python allow you to programmatically add and customize page borders with precision.

Install Required Library

pip install spire.doc

Code Example: Add Borders to Word in Python

from spire.doc import *
from spire.doc.common import *

# Load document
doc = Document()
doc.LoadFromFile(r"C:\Users\Administrator\Desktop\Input-en.docx")

# Apply borders to all sections
for i in range(len(doc.Sections)):
    section = doc.Sections[i]
    setup = section.PageSetup
    borders = setup.Borders

    setup.PageBordersApplyType = PageBordersApplyType.AllPages
    borders.BorderType(BorderStyle.DotDotDash)
    borders.LineWidth(1)
    borders.Color(Color.get_Blue())

    # Set spacing for all sides
    for side in [borders.Top, borders.Bottom, borders.Left, borders.Right]:
        side.Space = 20.0

# Save result
doc.SaveToFile("AddWordPageBorders.docx", FileFormat.Docx)
doc.Dispose()

Output:

Why Use This Method?

• Ideal for batch processing
• Ensures consistent formatting
• Perfect for automation workflows

This approach is especially useful for generating documents like reports, invoices, or certificates at scale.

In addition to adding borders, you can also use Spire.Doc to adjust page margins for precise layout control; you can apply background colors or watermarks to Word pages, enhancing the visual design of your documents.

Quick Comparison Table

Conclusion

Adding page borders in Word depends on your specific needs and the level of control you want over your document:

• Page Borders are ideal for adding borders to the entire document or specific sections quickly and consistently.
• Section breaks are useful if you want to leverage Word’s built-in border feature for a single page while maintaining proper layout.
• Shapes or Text Boxes provide a fast, flexible way to add borders on any page without affecting existing content; Text Boxes are especially handy if you want to include decorative text or designs.
• Python automation is perfect for batch processing multiple documents, ensuring consistent borders across all files.

By choosing the right method, you can overcome Word’s limitations, save time, and create professional-looking documents that match your design vision.

FAQs

Why can’t I add a border to just one page in Word?

Because Word’s border feature is section-based, not page-based. There’s no built-in “this page only” option.

What’s the easiest way to add a border to a single page?

Using a shape (rectangle) is the quickest and simplest method.

Which method is best for professional documents?

For consistency, use Page Borders with sections or Python automation.

Do text boxes affect document layout?

Text Box will not disturb existing content if its layout is set to Behind Text.

See Also

• Remove Blank Lines in Word Quickly: Manual & VBA/Python
• Merge Word Documents: Preserve or Unify Formatting
• 5 Easy Ways to Make a Word File Read-Only
• Find and Replace Text in Word Documents: 5 Easy Methods

Need to convert an XPS file to PDF? You’re not alone. From businesses archiving documents to individuals sharing reports, converting XPS to PDF ensures your files are accessible, compatible, and professional-looking.

In this article, we’ll walk you through four reliable ways to convert XPS to PDF, including built-in tools, online converters, command-line options, and Python-based batch processing, so you can pick the method that best fits your needs.

Quick Navigation:

• Method 1 - Using XPS Viewer + Microsoft Print to PDF
• Method 2 - Using Online Converters
• Method 3 - Using Command-Line Tools
• Method 4 - Using Python Libraries (Batch Processing)

XPS vs PDF: What’s the Difference?

PDF is Adobe’s long-standing, cross-platform standard. It’s feature-rich—supporting forms, annotations, encryption, digital signatures, and advanced print and archival profiles—and is backed by a vast ecosystem of viewers, editors, and professional tools. PDF ensures reliable rendering, accessibility, and robust security across devices and industries.

XPS is Microsoft’s XML-based, ZIP-packaged fixed-layout format, mainly used in certain Windows printing workflows. Its feature set and third-party support are limited compared with PDF, resulting in weaker interoperability and fewer tools. Because PDF offers superior compatibility, features, and industry adoption, converting XPS to PDF is often necessary.

Method 1 - Using XPS Viewer + Microsoft Print to PDF

For Windows users, the simplest way to convert an XPS file is through the built-in XPS Viewer and Microsoft Print to PDF. This method requires no extra software and is ideal for one-off conversions or occasional use. By leveraging the system’s print-to-PDF functionality, you can quickly generate a PDF without compromising basic layout.

Steps:

1. Open your XPS file using XPS Viewer.
2. Click Print in the toolbar.
3. Select Microsoft Print to PDF as the printer.
4. Choose the output location and save your PDF.

Pros:

• Free and requires no installation.
• Simple interface for casual users.

Cons:

• Cannot process multiple files at once.
• Complex formatting may shift slightly.

Method 2 - Using Online Converters

Online converters offer a convenient way to convert XPS to PDF without installing software. They are particularly useful if you need a quick conversion or are using a non-Windows platform. Most online tools are as simple as uploading your file, selecting PDF as the output format, and downloading the result.

Steps:

1. Visit a reputable online converter, such as CloudConvert.
2. Upload your XPS file.
3. Choose PDF as the target format.
4. Click Convert and download the resulting PDF.

Pros:

• Works on any platform (Windows, Mac, mobile).
• No software installation needed.
• Quick drag-and-drop interface.

Cons:

• File size limits may apply.
• Internet connection required.
• Potential privacy concerns for sensitive files.

Method 3 - Using Command-Line Tools (MuPDF)

For advanced users or automation workflows, command-line tools offer flexible conversion options. MuPDF provides a lightweight command-line utility ( mutool ) that can convert XPS files to PDF, either individually or in batch scripts. This method is ideal for developers or IT administrators who need consistent results across multiple files.

Steps:

1. Download MuPDF.

   • Go to the official MuPDF website: https://mupdf.com/downloads/
   • Download the MuPDF tools package for your operating system (Windows, macOS, or Linux)
   • Extract the package to a folder, e.g., C:\MuPDF

2. Open a Command Prompt / Terminal.

   • Windows: Press Win + R, type cmd, press Enter
   • macOS/Linux: Open Terminal

3. Navigate to your XPS file folder.

   Use the cd command to change the directory to where your XPS file is located. Example:

   cd C:\Users\Administrator\Desktop\XPSFiles
   

4. Run the conversion command.

   Use mutool convert with the -o option to specify the output PDF:

   C:\MuPDF\mutool.exe convert -o output.pdf input.xps
   

   Explanation:

   • convert → tells MuPDF to convert file formats
   • -o output.pdf → specifies the PDF output file name
   • input.xps → your XPS file

   On Linux/macOS, it might look like:

   ./mutool convert -o output.pdf input.xps
   

5. Check the output PDF in your target folder.

Pros:

• Automatable and scriptable for bulk processing.
• Cross-platform (Windows, Mac, Linux).

Cons:

• Requires technical knowledge.
• Setup and syntax may be complex for beginners.

Method 4 - Using Python Libraries (Batch Processing with Spire.PDF)

For developers or businesses needing batch processing, Python libraries provide an efficient solution. Using Spire.PDF for Python , you can convert multiple XPS files into PDFs programmatically while preserving high-quality images and layout integrity. This approach is ideal for automating large workflows or integrating into backend systems.

Steps:

1. Install the required library.

pip install spire.pdf

2. Use the following script to convert a single XPS to a PDF file.

from spire.pdf.common import *
from spire.pdf import *

# Load an XPS file
doc = PdfDocument()
doc.LoadFromFile("Input.xps", FileFormat.XPS)

# Preserve images' quality
doc.ConvertOptions.SetXpsToPdfOptions(True)

# Save to PDF
doc.SaveToFile("XpsToPdf.pdf", FileFormat.PDF)
doc.Dispose()

Output:

Batch Processing Example:

import os
from spire.pdf.common import *
from spire.pdf import *

folder = r"C:\path\to\your\folder"

for name in os.listdir(folder):
    if not name.lower().endswith(".xps"):
        continue
    in_path = os.path.join(folder, name)
    out_path = os.path.join(folder, os.path.splitext(name)[0] + ".pdf")

    doc = PdfDocument()
    doc.LoadFromFile(in_path, FileFormat.XPS)
    doc.ConvertOptions.SetXpsToPdfOptions(True)
    doc.SaveToFile(out_path, FileFormat.PDF)
    doc.Dispose()

Pros:

• Full control over batch conversion.
• High fidelity preservation of layout and images.
• Easily integrates into automated workflows.

Cons:

• Requires coding knowledge.
• Library installation needed.

In addition to converting XPS to PDF, Spire.PDF for Python also lets you programmatically apply watermarks, add annotations, and encrypt PDF documents. You can explore these features to enhance or secure your PDF files directly from your code, making it a versatile solution for many PDF automation tasks.

Comparison – Which Method Should You Choose?

Conclusion

Choosing the right method depends on your needs: casual users may prefer XPS Viewer or online converters, while developers and businesses handling multiple files will benefit from MuPDF or Python/Spire.PDF for batch processing. For high-quality, automated, and scalable conversion, Spire.PDF is a robust solution that ensures your PDF output maintains the integrity of the original XPS files.

FAQs

Q1: Can I convert multiple XPS files at once?

Yes, batch conversion is possible using command-line tools like MuPDF or Python libraries such as Spire.PDF.

Q2: Are online converters safe for confidential documents?

It depends on the platform. For sensitive files, it’s recommended to use offline tools like XPS Viewer or Spire.PDF.

Q3: Can Python convert XPS to PDF on Mac/Linux?

Yes, Spire.PDF for Python supports cross-platform conversion, and the command-line tool provided by MuPDF is also compatible with Mac and Linux.

Q4: Will the PDF retain the original layout and images?

Most methods preserve the layout, but batch and programmatic solutions like Spire.PDF provide the highest fidelity, especially for complex XPS files.

See Also

• Convert PDF to TIFF at 300 DPI (Including Multi-Page Output)
• 5 Efficient Ways to Convert PDF to Black and White
• Convert PDF to HTML: 5 Easy Ways (Free & Batch Options)
• Convert PDF to Excel for Free - Text & Scanned PDFs

Converting Word documents to XPS format is a useful way to preserve layout, ensure consistent viewing, and prepare files for sharing or printing. Whether you're working with reports, contracts, or technical documents, XPS provides a fixed-layout format similar to PDF but natively supported in Windows environments.

In this guide, you’ll learn four easy methods to convert Word to XPS, including manual approaches, online tools, and automated solutions for batch processing.

Quick Navigation:

• Method 1 - Using Microsoft Word
• Method 2 - Using Windows Print to XPS
• Method 3 - Using Online Converters
• Method 4 - Using Python (Batch Processing)

Why Convert Word to XPS?

XPS (XML Paper Specification) is designed to maintain document fidelity across different systems and devices. It locks in formatting, fonts, and layout, making it ideal for final versions of documents that should not be edited.

Additionally, XPS files integrate well with Windows systems and can be viewed without needing third-party software. For developers and businesses, XPS is also useful in workflows that require consistent document rendering.

Method 1 – Using Microsoft Word

Microsoft Word includes a built-in feature that allows you to save documents directly as XPS files. Since the conversion is handled internally by Word, this method offers both simplicity and high fidelity.

Best for: Quick, one-off conversions where accuracy is important.

Steps to Convert Word to XPS Using MS Word

1. Open your Word document in Microsoft Word.
2. Click File → Save As .
3. Choose the location where you want to save the file.
4. Select XPS Document (*.xps) from the file type dropdown.
5. Click Save .

Pros

• High-quality output with accurate formatting.
• Simple and beginner-friendly.

Cons

• Requires Microsoft Word installation.
• No support for batch processing.

Method 2 – Using Windows Print to XPS

Windows includes a virtual printer called Microsoft XPS Document Writer that allows you to convert any printable document to XPS format. This method works with virtually any application that supports printing—not just Word.

Best for: When you prefer not to rely on application-specific export features.

Steps to Convert Word to XPS Using XPS Document Writer

1. Open the Word document.
2. Go to File → Print .
3. Select Microsoft XPS Document Writer as the printer.
4. Click Print .
5. Choose a file name and save location.

Pros

• Built into Windows (no installation needed).
• Works with multiple applications.
• Reliable for preserving layout.

Cons

• Manual process, not suitable for bulk conversion.
• Slightly slower than direct export.

Method 3 – Using Online Converters

Online converters offer a convenient way to convert Word files to XPS without installing any software. These tools typically support drag-and-drop uploads and quick downloads, making them accessible on any device.

Best for: Occasional use or when working on systems where you cannot install software.

Steps to Convert Word to XPS Online

1. Open an online converter website (e.g., cloudxdocs).
2. Upload your Word document.
3. The conversion automatically starts as soon as uploading is finished.
4. Download the converted file.

Pros

• No installation required.
• Accessible from any device.
• Quick and easy for occasional use.

Cons

• File size limits on free plans.
• Potential privacy/security concerns.
• Requires internet connection.

Method 4 – Using Python (Batch Processing)

For developers or users handling multiple files, automation is the most efficient solution. Using libraries like Spire.Doc for Python, you can programmatically convert Word documents to XPS in bulk with minimal effort.

This approach is ideal for backend systems, document workflows, or large-scale processing tasks where manual conversion would be too time-consuming.

Steps to Batch Convert Word to XPS in Python

1. Create a Python program.
2. Install the Spire.Doc library for Python.
3. Run the following script to perform the conversion.

import os
from spire.doc import *
from spire.doc.common import *

# Input and output folders
input_folder = "input_docs"
output_folder = "output_xps"

# Create output folder if it doesn't exist
if not os.path.exists(output_folder):
    os.makedirs(output_folder)

# Loop through all files in the input folder
for file_name in os.listdir(input_folder):
    if file_name.endswith((".doc", ".docx")):
        input_path = os.path.join(input_folder, file_name)
        output_name = os.path.splitext(file_name)[0] + ".xps"
        output_path = os.path.join(output_folder, output_name)

        # Create a Document object
        doc = Document()

        # Load the Word document
        doc.LoadFromFile(input_path)

        # Save as XPS
        doc.SaveToFile(output_path, FileFormat.XPS)

        # Dispose the document
        doc.Dispose()

        print(f"Converted: {file_name} → {output_name}")

print("Batch conversion completed.")

Pros

• Supports batch conversion (high efficiency).
• Fully automated workflow.
• Easy to integrate into systems or pipelines.

Cons

• Requires programming knowledge.
• Needs environment setup and dependencies.
• Initial setup takes more time than manual methods.

In addition to XPS conversion, Spire.Doc allows you to convert Word to PDF, or export Word as images, giving you full control over how your documents are shared and displayed.

Comparison Table – Which Method Should You Choose?

Best Practices for High-Quality XPS Output

Before converting, make sure your Word document is finalized, including fonts, images, and layout. Since XPS preserves formatting exactly, any issues in the original file will carry over to the output.

It’s also a good idea to embed fonts and avoid unsupported elements to ensure compatibility across different systems. For batch processing, test a few files first to confirm consistent results.

Conclusion

Converting Word to XPS can be done using a variety of methods depending on your needs. For quick and reliable results, built-in options like Microsoft Word or Windows Print to XPS work well. If you need flexibility or portability, online tools are a solid choice.

For advanced users and developers, Python automation with libraries like Spire.Doc provides a powerful way to handle large volumes of documents efficiently.

FAQs

Q1: Is XPS better than PDF?

XPS and PDF are similar in that both preserve document layout. PDF is more widely supported, while XPS is more tightly integrated with Windows systems.

Q2: Can I convert XPS back to Word?

Yes, but it usually requires third-party tools or intermediate conversion (e.g., XPS → PDF → Word), and formatting may not be perfectly preserved.

Q3: Does converting to XPS reduce file quality?

No, XPS maintains the original layout and quality. However, compression settings and embedded resources can affect file size.

Q4: Which method is best for bulk conversion?

The Python method using Spire.Doc is the best choice for batch processing and automation.

Q5: How to open an XPS file?

You can open an XPS file using the built-in XPS Viewer on Windows. Simply double-click the file, or right-click and choose Open with → XPS Viewer .

See Also

• How to Convert Word to EPUB (3 Easy Ways)
• Convert Word to Markdown with Images and Tables
• Convert Word to RTF: 4 Easy Ways (Free & Batch Options)
• Convert Word to PNG: 3 Practical Ways You Can Actually Use

Converting PDFs to TIFF images is a common requirement for printing, archival, and OCR workflows. While many tools can export TIFFs from PDFs, getting a multi-page TIFF at 300 DPI—the standard for print and high-quality scans—is not always straightforward.

In this guide, we’ll walk you through four practical methods, ranging from no-code solutions to an automated Python workflow. Each method is designed to address different needs, helping you choose the most efficient approach based on your workflow and technical level.

Overview of methods covered:

• Method 1 — Convert PDF to TIFF with Adobe Acrobat Pro
• Method 2 — Convert PDF to TIFF Online with CloudConvert
• Method 3 — Convert PDF to Multi-Page TIFF with Preview (Mac)
• Method 4 — Convert PDF to Multi-Page TIFF with Python (Spire.PDF)

Why 300 DPI and Multi-Page TIFF Matter

300 DPI ensures your images are sharp enough for:

• Printing at high quality
• OCR (Optical Character Recognition) accuracy
• Archival or legal documentation

Multi-page TIFF files are convenient for:

• Storing multi-page documents in a single file
• Compatibility with scanners, fax systems, and medical or legal imaging software
• Choosing the right method depends on whether you prioritize ease of use, image quality, or automation.

Method 1 — Convert PDF to TIFF with Adobe Acrobat Pro

Adobe Acrobat Pro is a widely used commercial tool that can export PDF pages as TIFF images quickly. You can set the resolution to 300 DPI, ensuring high-quality output suitable for print or OCR tasks.

However, Acrobat exports each page as a separate TIFF file, so multi-page TIFFs are not supported directly. This method is ideal if you already have Acrobat and want a fast, high-quality export, but you may need an additional step to merge the pages.

Steps to Export PDF to TIFF Using Adobe

1. Launch Adobe Acrobat Pro and open your PDF file.
2. Go to Tools and select Export PDF.
3. Choose Image and then select TIFF as the output file format.
4. Click the Gear icon next to TIFF, and set the Resolution to 300 pixels/inch.
5. Click Export, choose the file location, and save your TIFF images.

Note:

• Acrobat exports one TIFF per page.
• If you need a multi-page TIFF, you’ll have to merge the individual TIFF files afterward (see solution in Method 2).

Method 2 — Convert PDF to TIFF Online with CloudConvert

CloudConvert is a versatile online converter that allows you to set the DPI to 300 for high-quality output. It is accessible from any browser, requires no installation, and works on all major platforms.

The tool exports each page as a separate TIFF image, so if you need a single multi-page TIFF, you will need to merge the files afterward. Despite this, CloudConvert is an excellent solution for users who want easy, high-resolution conversion without touching code.

Steps to Convert PDF to TIFF Online

1. Go to the CloudConvert PDF to TIFF converter in your web browser.
2. Click Select File to upload your PDF from your device.
3. Set Pixels Density to 300 in the Options section.
4. Click the Convert button, then download your TIFF file once the conversion is complete.

Note:

• Each page is exported as a separate TIFF image.

Combine into Multi-Page TIFF (Optional)

If you want a single multi-page TIFF:

• Windows: Use IrfanView

1. Open IrfanView, then choose File → Thumbnails.
2. In the Thumbnails window, navigate to the folder with your TIFF images.
3. Select the images you want to merge (Shift/Ctrl + click).
4. Right-click any selected image → choose "Start Multipage-TIF dialog with selected files".
5. In the dialog, set output folder and filename → click Create TIF Image.

• Online: Use any free online TIFF merger to combine pages

This step ensures you get both 300 DPI quality and multi-page TIFF without coding.

Method 3 — Convert PDF to Multi-Page TIFF with Preview (Mac)

Mac users can take advantage of the built-in Preview app, which supports exporting PDFs to multi-page TIFF directly. You can set the resolution to 300 pixels/inch to ensure print-quality output.

This method is simple, reliable, and requires no additional tools or installations. Preview is especially convenient for users who want a one-step solution for both DPI and multi-page output.

Steps to Convert PDF to TIFF Using Preview

1. Open your PDF file with Preview.
2. Click File in the top menu and select Export.
3. Choose TIFF from the Format dropdown menu.
4. Specify the output file name and select your desired file location.
5. Set the Resolution to 300 pixels/inch.
6. Click Save to finish the process.

This is a one-step solution for Mac users, combining ease-of-use with full control over DPI and multi-page output.

Method 4 — Convert PDF to Multi-Page TIFF with Python (Spire.PDF)

Python with Spire.PDF provides an automated way to convert PDFs to multi-page TIFFs at any DPI, making it ideal for batch processing or repetitive tasks. The workflow uses PIL (Python Imaging Library) to generate a single multi-page TIFF from all PDF pages in one go.

This method gives full control over resolution, output format, and automation, which is perfect for developers or users working with large volumes of files. Below is a ready-to-use code snippet demonstrating the process:

Install Required Libraries

Before running the code, install the necessary Python packages:

pip install spire.pdf pillow

• Spire.PDF for Python: Handles loading, reading, and converting PDF files. It provides methods to render each page as an image at the specified DPI.
• Pillow (PIL): A Python imaging library used to process and save images, including combining multiple pages into a single multi-page TIFF.

Python Code to Convert PDF to TIFF

from spire.pdf.common import *
from spire.pdf import *

from PIL import Image
from io import BytesIO

# Create a PdfDocument object
doc = PdfDocument()

# Load a PDF document
doc.LoadFromFile("Input.pdf")

# Create an empty list to store PIL Images
images = []

# Iterate through all pages in the document
for i in range(doc.Pages.Count):

    # Convert a specific page to an image stream
    with doc.SaveAsImage(i, 300, 300) as imageData:

        # Open the image stream as a PIL image
        img = Image.open(BytesIO(imageData.ToArray()))

        # Append the PIL image to list
        images.append(img)

# Save the PIL Images as a multi-page TIFF file
images[0].save("Output/ToTIFF.tiff", save_all=True, append_images=images[1:])

# Dispose resources
doc.Dispose()

How it works:

1. Load the PDF into a PdfDocument object using Spire.PDF.
2. Iterate through each page in the PDF and convert it into an image stream at 300 DPI.
3. Open the image stream with PIL, creating a PIL Image object for each page.
4. Store all images in a list and use PIL to save them as a single multi-page TIFF.

This approach gives you full control over DPI, produces a multi-page TIFF directly, and is ideal for automation and batch workflows.

Output:

You May Also Like: Convert PDF to TIFF and TIFF to PDF Using Python

PDF to TIFF Conversion Methods Comparison

Conclusion

Converting PDFs to multi-page TIFFs at 300 DPI can be straightforward when you pick the right method for your workflow. Preview on Mac provides a simple, one-step solution, while Adobe Acrobat Pro and online converters such as CloudConvert offer high-quality, 300 DPI exports but produce one file per page, requiring an additional merging step.

For users needing automation or batch processing, Python with Spire.PDF offers full control over resolution and multi-page output, making it ideal for larger workflows. By understanding the strengths and limitations of each method, you can reliably produce high-quality TIFFs that meet both professional and archival standards.

FAQs

Q1: How can I merge single-page TIFFs into one multi-page TIFF?

Use IrfanView (Windows) or any online TIFF merger tool.

Q2: Is 300 pixels/inch the same as 300 DPI?

Yes. In PDF-to-image conversion, 300 PPI effectively equals 300 DPI, ensuring high-quality output for printing and OCR.

Q3: Can Python generate multi-page TIFFs directly?

Yes. Using Spire.PDF with Python, you can generate multi-page TIFFs at 300 DPI in a single step, perfect for batch processing.

Q4. Why are my converted TIFF files too large?

TIFF files at 300 DPI are large because they store high-resolution image data with minimal compression. To reduce file size, you can use compression options like LZW or ZIP (if supported), or lower the DPI if high resolution is not required.

See Also

• How to Convert a TIFF File to PDF: 4 Practical Methods
• 5 Efficient Ways to Convert PDF to Black and White
• Convert PDF to HTML: 5 Easy Ways (Free & Batch Options)
• Convert PDF to Excel for Free - Text & Scanned PDFs

White backgrounds in PDFs are not always ideal. They can cause eye strain during long reading sessions, look unappealing in branded documents, or highlight imperfections in scanned files.

In this guide, you’ll learn three practical ways to change PDF background color, including permanent changes using Adobe Acrobat Pro, quick online edits, and Python automation for batch processing. A bonus section also shows how to enable dark mode viewing in Adobe Acrobat without modifying the file.

On this page:

• Why Change PDF Background Color?
• Method 1 — Using Acrobat Pro (Professional Editing)
• Method 2 — Using Online Tool (Quick & Free)
• Method 3 — Using Python with Spire.PDF (Batch Processing)
• Best Practices for Maintaining Readability
• Bonus — Dark Mode Viewing in Adobe Acrobat (Viewer-Level)
• Conclusion
• FAQs

Why Change PDF Background Color?

Changing the background color of a PDF can:

• Improve readability with softer or darker backgrounds.
• Enhance visual appeal for presentations or corporate branding.
• Correct scanned PDFs that have yellow or gray backgrounds.
• Reduce eye strain for on-screen reading.

However, simply changing the background isn’t always enough — text contrast must be preserved for readability.

Method 1 — Using Acrobat Pro (Professional Editing)

Adobe Acrobat Pro allows you to permanently modify the PDF background color, creating a true file-level change that applies for all readers. This method is ideal for changing white backgrounds to light gray, soft beige, or other colors while keeping black or dark text fully readable.

Steps to Change PDF Background Color Using Adobe

1. Launch Adobe Acrobat Pro on your computer.
2. Click Tools in the top menu and select Edit PDF .
3. In the secondary toolbar, click More → Background → Add/Update .
4. Click Color , then choose your desired background color (e.g., light gray).
5. Apply the changes to all pages or select specific pages.
6. Click OK , then save the document to preserve the new background.

Pros

• Intuitive, user-friendly interface.
• Maintains text readability.
• Precise color selection per page.

Cons

• Paid software required.
• Not suitable for batch processing.

Method 2 — Using Online Tool (Quick & Free)

Online PDF tools offer a fast and convenient way to change backgrounds without installing software. They’re ideal for simple edits like presentations or branding updates, though most do not adjust text color automatically.

Steps to Change PDF Background Color Online

1. Open a trusted online PDF tool such as WorkinTool.
2. Click Upload PDF and select the file from your device.
3. Locate the Background Color tool in the interface.
4. Select a new background color from the palette or enter a custom hex code.
5. Apply the color change to all pages.
6. Download the updated PDF and review the result to ensure readability.

Pros

• No installation required.
• Quick for small edits.
• Works on any device.

Cons

• Often has file size limitation.
• May not be suitable for confidential documents.

Method 3 — Using Python with Spire.PDF (Batch Processing)

For developers and businesses managing multiple documents, Spire.PDF offers an efficient, scalable Python solution for programmatic PDF editing. This library supports background changes and batch processing without the need for Adobe Acrobat.

This method allows you to apply a consistent background color across hundreds of documents, saving time and ensuring uniformity.

Steps

1. Install Spire.PDF for Python in your environment (pip install spire.pdf).
2. Prepare the PDF files you want to process and place them in a folder.
3. Open your Python editor and create a script to loop through each PDF file.
4. For each page, set the background color to your desired shade.
5. Save the modified PDF to a new folder to preserve the originals.

Example Python Code (Batch Processing)

from spire.pdf.common import *
from spire.pdf import *
import os

# Input and output folders
input_folder = "C:\\Users\\Administrator\\Desktop\\PDFs"
output_folder = "C:\\Users\\Administrator\\Desktop\\Output"

# Loop through all PDF files in the input folder
for filename in os.listdir(input_folder):
    if filename.endswith(".pdf"):
        file_path = os.path.join(input_folder, filename)

        # Load the PDF
        doc = PdfDocument()
        doc.LoadFromFile(file_path)

        # Change background color for all pages
        for i in range(doc.Pages.Count):
            page = doc.Pages.get_Item(i)
            page.BackgroundColor = Color.get_LightYellow()

        # Save updated PDF to output folder
        output_path = os.path.join(output_folder, filename)
        doc.SaveToFile(output_path)

Pros

• Automates bulk processing.
• Consistent results across multiple PDFs.
• Ideal for branding or workflow automation.

Cons

• Cannot automatically recolor existing text.
• Requires basic Python knowledge.

Tip: Use this method for batch updates, but for true dark mode readability, text color adjustments are needed.

Read Further : Set a Background Color or Image for PDF Using Python

Best Practices for Maintaining Readability

When changing PDF backgrounds, follow these guidelines:

• Use high-contrast combinations: dark text on light backgrounds or light text on dark backgrounds.
• Avoid pure black (#000000) for the background to reduce eye strain.
• Keep text colors readable after background changes.
• Test documents on different devices or PDF readers to ensure consistency.
• For scanned PDFs, consider noise reduction and contrast enhancement before applying background color.

Tip: Subtle shades like light gray (#f2f2f2) work well in professional contexts without overwhelming the reader or making text difficult to scan.

Bonus — Dark Mode Viewing in Adobe Acrobat (Viewer-Level)

If your goal is comfortable on-screen reading, Adobe Acrobat offers a viewer-level dark mode. This method does not modify the PDF file, but simulates dark mode by changing background and text colors in the reader.

Steps

1. Launch Adobe Acrobat on your computer.
2. Go to Edit → Preferences → Accessibility .
3. Enable Replace Document Colors .
4. Select Custom Color , then set:
   • Page Background → dark gray
   • Document Text → light gray or white
5. Click OK and view your PDF in dark mode.

Note: Changes apply only in your Acrobat Reader. The original PDF file remains unchanged.

Conclusion

Changing the background color of PDFs enhances both readability and aesthetics. Selecting the right method depends on your goals:

• Adobe Acrobat Pro: Best for users who want an easy-to-use, professional interface to edit backgrounds with precise control.
• Online Tools: Quick and convenient for one-off edits or presentation files.
• Python (Spire.PDF): Ideal for batch processing, automation, and ensuring consistent styling across multiple documents.
• Bonus Viewer-Level Dark Mode: Useful for personal comfort reading without altering the PDF file.

For scanned PDFs, adjusting the background color alone may not be sufficient — consider combining background changes with contrast enhancement or noise removal for optimal results. By choosing the appropriate method and applying best practices, you can create PDFs that are both visually appealing and easy to read across devices and environments.

FAQs

Q1. Can I change PDF background color for free?

Yes, online tools can do this for free, but they often have limitations in quality and features.

Q2. How do I make a PDF dark mode permanently?

Most tools don’t support true permanent dark mode. You would need to modify both background and text colors, which is not easily achievable with standard tools.

Q3. Why does my text become hard to read after changing background?

Because the text color remains unchanged. Black text on a dark background reduces contrast.

Q4. Can I batch change PDF background color?

Yes, using Python libraries like Spire.PDF is the most efficient way to process multiple files.

See Also

• Copy Text from a Secured PDF: 5 Free & Easy Ways
• 5 Efficient Ways to Convert PDF to Black and White
• How to Highlight Text in a PDF: 5 Easy Methods
• Merge PDFs for Free Without Acrobat (4 Ways)

JSON is one of the most widely used formats for storing and exchanging structured data. APIs, configuration files, and many modern applications use JSON to represent datasets.

However, JSON is not always convenient for analysis, reporting, or sharing with non-technical users. In many cases, converting JSON data into an Excel spreadsheet makes it easier to view, filter, sort, and present the information.

This guide shows five practical methods to convert JSON to Excel, ranging from no-code solutions to programmatic approaches.

Overview of methods covered:

• Method 1 — Excel Power Query (No Code)
• Method 2 — Online JSON Converter (Quick One-Off)
• Method 3 — Python with pandas (Automation Friendly)
• Method 4 — Python with Spire.XLS (Formatted Excel Reports)
• Method 5 — Node.js with SheetJS (JavaScript Workflow)

Prepare Your JSON Structure

Before converting JSON to Excel, it’s important to understand how the structure of your JSON data affects the conversion process. Many conversion tools assume a specific format, and mismatched structures can cause unexpected results or errors.

Root Array vs. Root Object

Many JSON-to-Excel tools expect the data to be a root array of objects, like this:

[
  {"id":1,"name":"Alice"},
  {"id":2,"name":"Bob"}
]

This structure maps naturally to an Excel table:

Each object becomes a row, and the keys become column headers.

However, many real-world APIs and datasets wrap the array inside a root object:

{
  "employees":[
    {"id":1,"name":"Alice"},
    {"id":2,"name":"Bob"}
  ]
}

In this case, the actual tabular dataset is stored inside the "employees" property.

Why Some Tools Fail on Root Objects

Some converters cannot automatically determine which property contains the tabular dataset. They expect the JSON file to start directly with an array.

When the data is wrapped inside a root object, these tools may fail to parse the file correctly or produce empty results.

Therefore, you may need to extract the relevant array manually before performing the conversion. For example, you might restructure the JSON so the array becomes the root element for an online converter, or access it directly in code.

Accessing the Array in Python

For example, if the dataset is stored under "employees", you can load and extract it like this:

data = json.load(f)["employees"]

After this step, data becomes a list of objects, which can be easily written to Excel as rows and columns.

Method 1 — Excel Power Query (No Code)

If you already have Microsoft Excel installed, you can import JSON data directly without writing any code. Excel’s Power Query feature allows users to load JSON files and automatically convert them into a tabular format. This approach is ideal for analysts or business users who want to quickly view JSON data inside a spreadsheet environment.

Steps

1. Launch Microsoft Excel on your computer.
2. Click on the Data tab located in the top menu of Excel.
3. In the Data tab, navigate to Get Data, then select From File, and choose From JSON from the dropdown menu.



4. When prompted, locate and select your JSON file, then click Import.
5. The Power Query Editor will launch.



6. If the file opens as a list of records:

   • Click To Table to convert the list into a table format.

   

   • Then, click the Expand (⇄) icon in the column header to reveal column names. If columns still show "List" or "Record," click the expand icon again to flatten further.

   

   • A dialog box will appear, allowing you to select which fields you want to include in the table. Choose the necessary fields, uncheck "Use original column name as prefix" for cleaner headers, and then click OK.

   

7. Click Close & Load to import the structured data into your Excel worksheet.



8. Save your Excel file in .xlsx format, ensuring your data is preserved for future use.

When to use this method

Best for small datasets and users who prefer a visual interface rather than programming.

Method 2 — Online JSON Converter (Quick One-Off)

Online JSON converters provide one of the fastest ways to turn JSON files into Excel spreadsheets. These tools typically require only a file upload and automatically generate a downloadable Excel file. Platforms like those offered by jsontoexcel.net can complete the conversion in seconds without installing any software.

Steps

1. Open a JSON-to-Excel converter website.
2. Copy and paste your JSON data directly into the text editor, or upload a file from your computer.



3. Click Convert to Excel button to initiate the conversion process.
4. Download the generated Excel file.

Important Note

Most online converters expect a root array of objects; otherwise, they may fail silently or produce unexpected results. This format converts most reliably to Excel.

When to use this method

Best for quick, one-time conversions or testing sample datasets.

Method 3 — Python with pandas (Automation Friendly)

For developers and data engineers, Python provides a powerful way to automate JSON-to-Excel conversions. The popular data analysis library pandas can easily load JSON files, transform them into a structured DataFrame, and export the results to Excel. This method is particularly useful when the conversion needs to be integrated into scripts, ETL workflows, or automated reporting pipelines.

Install Dependencies

pip install pandas openpyxl

Convert JSON to Excel

import pandas as pd
import json

with open("employees.json") as f:
    data = json.load(f)["employees"]

df = pd.json_normalize(data)
df.to_excel("output.xlsx", index=False)

Output:

When to use this method

Ideal for automated data processing, analytics workflows, and large datasets.

Method 4 — Python with Spire.XLS (Formatted Excel Reports)

If your goal is to generate well-formatted Excel reports, Python can work with Spire.XLS to create spreadsheets programmatically. Unlike simple data export libraries, Spire.XLS provides extensive control over Excel formatting, including fonts, colors, alignment, and column sizing. This makes it suitable for producing professional spreadsheets that are ready to share with stakeholders.

Install the Library

pip install spire.xls

Example Code

The following script reads JSON employee data, dynamically generates column headers, writes rows into Excel, and applies formatting such as header styling, alternating row colors, and auto-fitted columns.

import json
from spire.xls import *

# Load JSON data
with open('C:/Users/Administrator/Desktop/employees.json') as f:
    data = json.load(f)["employees"]

if not data:
    raise ValueError("JSON data is empty!")

# Create workbook and worksheet
workbook = Workbook()
sheet = workbook.Worksheets[0]

# Extract headers dynamically
headers = list(data[0].keys())
num_cols = len(headers)

# Write headers
for col, header in enumerate(headers, start=1):
    sheet.Range[1, col].Value = header

# Write rows
for row_index, item in enumerate(data, start=2):
    for col_index, key in enumerate(headers, start=1):
        value = item.get(key, "")
        sheet.Range[row_index, col_index].Value = str(value) if value is not None else ""

# Header formatting
header_row = sheet.Range[1, 1, 1, num_cols]
header_row.RowHeight = 30
header_style = header_row.Style
header_style.Font.FontName = "Times New Roman"
header_style.Font.Size = 16
header_style.Font.Color = Color.get_White()
header_style.Color = Color.FromArgb(255, 128, 128, 128)
header_style.HorizontalAlignment = HorizontalAlignType.Center
header_style.VerticalAlignment = VerticalAlignType.Center

# Data formatting
locatedRange = sheet.AllocatedRange
for rowNum in range(2, locatedRange.RowCount + 1):
    data_row = sheet.Range[rowNum, 1, rowNum, num_cols]
    data_row.RowHeight = 20
    row_style = data_row.Style
    row_style.Font.FontName = "Times New Roman"
    row_style.Font.Size = 13
    row_style.HorizontalAlignment = HorizontalAlignType.Center
    row_style.VerticalAlignment = VerticalAlignType.Center
    row_style.Color = Color.get_White() if rowNum % 2 == 0 else Color.FromArgb(255, 245, 245, 245)

# Auto-fit columns
extra_width = 3
for col in range(1, num_cols + 1):
    sheet.AutoFitColumn(col)
    current_width = sheet.Columns[col - 1].ColumnWidth
    sheet.Columns[col - 1].ColumnWidth = current_width + extra_width

workbook.SaveToFile("JsonToExcel.xlsx", ExcelVersion.Version2016)
workbook.Dispose()

Output:

When to use this method

Best for automated report generation, applications that require precise Excel formatting, and workflows where Excel files are the final deliverable.

You May Also Like: Convert JSON to/from Excel in Python – Full Guide with Examples

Method 5 — Node.js with SheetJS (JavaScript Workflow)

JavaScript developers can convert JSON to Excel using libraries such as SheetJS. This library provides utilities for transforming JSON objects into spreadsheet worksheets and writing them to .xlsx files. Because it works well in Node.js environments, it is commonly used in backend services and data-processing scripts.

Install

npm install xlsx

Example

const XLSX = require("xlsx");
const fs = require("fs");

const data = JSON.parse(fs.readFileSync("employees.json")).employees;

const worksheet = XLSX.utils.json_to_sheet(data);
const workbook = XLSX.utils.book_new();

XLSX.utils.book_append_sheet(workbook, worksheet, "Employees");
XLSX.writeFile(workbook, "output.xlsx");

Output:

When to use this method

Best for web applications, Node.js backends, and JavaScript-based automation workflows.

Quick Comparison of the 5 Methods

Each method for converting JSON to Excel serves a different type of user and workflow. Some approaches focus on simplicity and speed, while others provide automation and formatting control for more advanced scenarios. The table below summarizes the key differences to help you choose the most suitable option.

Best Practices for Converting JSON to Excel

Converting JSON to Excel may seem straightforward, but real-world datasets often contain nested structures, inconsistent keys, or large volumes of data. Following a few best practices can help ensure reliable and readable results.

1. Flatten Nested JSON Structures

Many JSON files contain nested objects or arrays. While JSON supports hierarchical data, Excel works best with flat, tabular structures.

For example, JSON like this:

{
  "id": 1,
  "name": "Alice",
  "address": {
    "city": "San Francisco",
    "zip": "94105"
  }
}

may need to be flattened into:

id	name	address.city	address.zip
1	Alice	San Francisco	94105

Libraries such as pandas provide tools like json_normalize() to flatten nested data automatically. When working with more complex JSON, preprocessing the structure before exporting to Excel often produces cleaner results.

2. Consider File Size and Performance

   Large JSON datasets can contain thousands or millions of records, which may cause performance issues when converting directly to Excel. A few tips:

   • Use programmatic solutions (Python or Node.js) for large files.
   • Process the data in batches if necessary.
   • Avoid loading extremely large datasets directly into Excel.

   Excel itself has limits (for example, around 1,048,576 rows per sheet), so very large datasets may need to be split across multiple worksheets.

3. Use Multiple Sheets for Complex Data

Some APIs return JSON with multiple related arrays, such as:

{
  "customers": [...],
  "orders": [...],
  "products": [...]
}

Instead of forcing everything into one worksheet, consider exporting each dataset into separate Excel sheets. This preserves the logical structure of the original data and makes analysis easier.

4. Apply Formatting for Better Readability

   If the Excel file will be shared with colleagues or stakeholders, formatting can significantly improve readability.

   Useful formatting practices include:

   • Bold header rows
   • Adjusted column widths
   • Alternating row colors
   • Consistent fonts and alignment

   Libraries like Spire.XLS allow programmatic control over these elements, making it possible to generate presentation-ready reports automatically.

Conclusion

JSON is widely used for storing and exchanging structured data, but it is not always ideal for analysis or sharing with non-technical users. Converting JSON to Excel makes the data easier to read, filter, and organize in a familiar spreadsheet format.

For simple, one-time conversions, tools like Excel or online converters are often sufficient. However, developers working with data pipelines or automated reports will benefit from programmatic solutions such as pandas, Spire.XLS, or SheetJS, which offer greater flexibility and control over the output.

FAQs

Q1. Why do some online converters reject valid JSON?

Many online converters expect a root array of objects as the dataset. If the JSON file starts with a root object containing nested arrays, the tool may not know which property represents the table. Extracting the relevant array before uploading the file usually resolves this issue.

Q2. What is the difference between a JSON array and a JSON object?

A JSON array is an ordered list of values enclosed in square brackets [], while a JSON object is a collection of key-value pairs enclosed in curly braces {}.

Q3. How can I convert nested JSON to Excel?

Nested JSON often requires flattening before exporting to Excel. Tools like pandas provide functions such as json_normalize() that automatically expand nested fields into columns. Alternatively, you can manually extract nested objects or arrays before writing the data.

Q4. Can Excel open JSON files directly?

Yes. Excel includes a feature called Power Query , which can import JSON files and convert them into tables. However, the process may require expanding nested structures manually to obtain a clean tabular dataset.

Also Read

• JSON to PDF in Python: Flatten & Export as Tables
• Convert JSON to CSV: Free Online Tools, Excel & Python Scripts
• How to Hide Gridlines in Excel (View, Print, and PDF Export)
• How to Split Excel Sheets into Multiple Files (3 Ways)

Exporting PHP source code to PDF is useful for documentation, code reviews, compliance archives, tutorials, and client delivery. A well-formatted PDF makes code easier to read, share, and print — especially when syntax highlighting and line numbers are preserved.

This guide walks you through four practical methods, from the quickest manual option to a fully automated developer pipeline.

Quick Navigation

• Method 1 — Print PHP Code to PDF in a Browser
• Method 2 — Export PHP Code to PDF with VS Code
• Method 3 — Convert PHP to PDF Using Online Tools
• Method 4 — Convert PHP to PDF with Python

Why Convert PHP Code to PDF?

Developers and teams convert PHP code to PDF for several common reasons:

• Documentation — Include readable code in technical manuals
• Code Reviews — Share snapshots without exposing repositories
• Client Delivery — Provide non-editable reference materials
• Training & Tutorials — Print-friendly learning resources
• Archival & Compliance — Long-term, tamper-resistant storage

If visual clarity matters, syntax highlighting and clean layout are essential.

Method 1 — Print PHP Code to PDF Using a Browser (No Syntax Highlighting)

This is the quickest way to turn PHP code into a PDF using tools you already have. It works by printing the file directly from your browser, making it ideal for simple sharing and temporary documentation. However, since browsers treat the file as plain text, visual formatting is very limited.

Best for: Fastest possible export

Skill level: Beginner

Syntax highlighting: No

Steps

1. Open your .php file in a web browser (e.g. Google Chrome).
2. Press Ctrl + P (Print).
3. Choose Save as PDF as the printer.
4. Click Save.

Pros

• No installation required.
• Works on any operating system.
• Fastest workflow.

Cons

• No syntax highlighting.
• Plain formatting.
• Harder to read for large files.

This is a quick “good enough” option when formatting does not matter.

Method 2 — Export PHP Code to PDF with VS Code (High Visual Quality)

If presentation quality matters, exporting from a modern code editor is a great choice. VS Code can generate polished PDFs that closely match what you see in the editor, including themes, fonts, and spacing. This makes it especially suitable for tutorials, documentation, and code samples.

Best for: Clean, beautiful code PDFs

Skill level: Beginner → Intermediate

Syntax highlighting: Yes

Using VS Code with the PrintCode extension produces professional, IDE style PDFs with excellent readability.

Step 1 — Install PrintCode

1. Open VS Code.
2. Go to Extensions (Ctrl + Shift + X).
3. Search for PrintCode.
4. Click Install.

Step 2 — Open Your PHP File

Open the PHP file you want to export.

Step 3 — Open Print Preview

1. Press F1 to open the Command Palette.
2. Type PrintCode.
3. Click the PrintCode command.
4. The print preview window will appear.

Step 4 — Save as PDF

In the preview window:

• Choose Save as PDF as the default printer.
• Adjust page margins (optional).
• Include headers and footers (optional).
• Click Save.

Pros

• Excellent syntax highlighting.
• WYSIWYG layout.
• Very readable output.
• No coding required.

Cons

• Manual workflow.
• Not suitable for batch conversion.

Ideal for documentation, tutorials, and sharing polished code samples.

Method 3 — Convert PHP to PDF Using Online Tools (No Installation)

Online converters let you generate PDFs without installing any software locally. You simply upload your PHP file, configure formatting options, and download the result. This convenience makes them ideal for quick, occasional tasks and users on restricted devices.

Best for: One-time conversions on any device

Skill level: Beginner

Syntax highlighting: Usually supported

Steps

1. Open an online code-to-PDF converter.
2. Upload your PHP file.
3. Adjust formatting options under PDF Options, including font, line numbers, and theme.
4. Download the generated PDF.

Pros

• No software installation.
• Works on mobile devices.
• Very fast for small files.

Cons

• Privacy concerns (code uploaded to third party).
• File size limits.
• Limited customization.
• Not ideal for sensitive projects.

Best for quick, non-confidential tasks.

Method 4 — Convert PHP to PDF with Python (Full Control & Automation)

For developers who need automation and precise formatting control, a programmatic solution is the most powerful option. This method converts source code through a customizable pipeline, making it perfect for batch processing, report generation, and engineering workflows. It requires some setup but delivers the most flexibility and scalability.

Best for: Automation, batch processing, custom styling

Skill level: Intermediate → Advanced

Syntax highlighting: Yes (professional quality)

This method gives you full control over formatting and is ideal for developer workflows and report systems.

What This Pipeline Does

PHP source code → Syntax highlighting → Structured document → PDF

Step 1 — Install Required Libraries

pip install pygments spire.doc

• Pygments: A powerful syntax highlighter for over 300 programming languages that enhances code readability by applying color-coding to snippets.
• Spire.Doc for Python: A comprehensive library for creating and manipulating Word documents, allowing seamless export to PDF with precise formatting for professional-quality results.

Step 2 — Convert PHP Code to PDF

The script below:

• Preserves original line breaks.
• Adds line numbers.
• Applies syntax highlighting.
• Produces a clean two-column layout.
• Uses a customizable monospaced developer font with adjustable size.
• Supports configurable page size (e.g., A4, Letter) and adjustable margins.
• Exports directly to PDF.

from pathlib import Path
from pygments import highlight
from pygments.lexers import PhpLexer
from pygments.formatters import RtfFormatter
from spire.doc import *

# ==============================
# Read PHP file
# ==============================
code = Path(r"C:\Users\Administrator\Desktop\Demo.php").read_text(encoding="utf-8-sig")
lines = code.split("\n")  # preserve real lines

# ==============================
# Create Word document
# ==============================
doc = Document()
section = doc.AddSection()
section.PageSetup.PageSize = PageSize.A4()
section.PageSetup.Margins.All = 40

# ==============================
# Create table
# ==============================
table = section.AddTable(True)
table.ResetCells(len(lines), 2)

table.PreferredWidth = PreferredWidth(WidthType.Percentage, 100)

for i in range(table.Rows.Count):
    row = table.Rows[i]
    row.Cells[0].SetCellWidth(8, CellWidthType.Percentage)
    row.Cells[1].SetCellWidth(92, CellWidthType.Percentage)

# ==============================
# Syntax highlighter
# ==============================
formatter = RtfFormatter(fontface="Consolas")
lexer = PhpLexer(startinline=True)

# ==============================
# Fill table
# ==============================
line_no_width = len(str(len(lines)))

for i, line in enumerate(lines):
    # Line number
    num_para = table.Rows[i].Cells[0].AddParagraph()
    num_para.AppendText(str(i + 1).rjust(line_no_width))

    # Highlight PHP
    rtf = highlight(line if line.strip() else " ", lexer, formatter).rstrip()
    rtf = rtf.replace(r"\f0", r"\f0\fs26") # font size

    code_para = table.Rows[i].Cells[1].AddParagraph()
    code_para.AppendRTF(rtf)

# ==============================
# Border styling
# ==============================
table.TableFormat.Borders.Horizontal.BorderType = BorderStyle.none

# ==============================
# Save
# ==============================
doc.SaveToFile("PHP_Code.pdf", FileFormat.PDF)
doc.Dispose()

Pros

• Fully automated workflow.
• Batch-convert entire projects.
• Professional developer layout.
• Precise formatting control.
• Easy to integrate into pipelines.

Cons

• Requires environment setup.
• More technical than other methods.

Perfect for engineering teams and documentation systems.

You May Also Like: Convert Python Code to Word (Plain or Syntax-Highlighted)

Compare the Methods — Choosing the Right Way

Final Thoughts

There’s no single “best” way to convert PHP to PDF — the right method depends on your workflow and goals. For quick, occasional exports, the browser method is sufficient. If presentation quality and readability are important, VS Code with PrintCode offers a polished solution. Online converters provide convenience for users on restricted devices or when no software installation is possible. For teams, automation, or large projects, Python pipelines give full control and flexibility.

By understanding your needs — speed, visual quality, automation, and security — you can select the method that best fits your workflow and ensures your code is presented clearly and professionally.

PHP to PDF FAQs

Q1. Does converting PHP to PDF preserve syntax highlighting?

Only tools that support code rendering (editors, converters, or libraries) preserve syntax highlighting. Browser printing does not.

Q2. Can I batch convert multiple PHP files to PDF?

Yes. Programmatic solutions like Python pipelines can process entire folders automatically.

Q3. Is it safe to use online converters?

They are convenient but not recommended for confidential or proprietary code.

Q4. What’s the best method for documentation?

VS Code exports are ideal for small sets of files. Automated pipelines are better for large documentation projects.

Q5. Can I add line numbers to code PDFs?

Yes. Many tools and libraries support line numbering, especially editor extensions and programmatic solutions.

See Also

• 7 Smart Ways to Insert Code Blocks in Word Documents
• 5 Efficient Ways to Convert PDF to Black and White
• How to Highlight Text in a PDF: 5 Easy Methods
• Merge PDFs for Free Without Acrobat (4 Ways)

PDF files are widely used for sharing documents because they preserve layout and formatting across devices. However, some PDFs include security permissions that prevent users from copying text. When you try to select or copy content from these files, you may see that copying is disabled.

This type of file is often called a secured, protected, or restricted PDF. Unlike password-protected PDFs that block opening the file, these documents can still be viewed normally—but certain actions such as copying text are restricted.

Fortunately, there are several free and practical workarounds that allow you to extract or copy text from protected PDFs. In this guide, we’ll explore five easy methods, including online tools, built-in system features, and a Python automation approach.

Quick Navigation

• Method 1 — Copy Text from a Secured PDF Using Google Docs
• Method 2 — Convert a Restricted PDF to TXT Online
• Method 3 — Screenshot + OCR to Extract Text
• Method 4 — Print a Copy-Protected PDF to a New PDF
• Method 5 — Extract Text from a Secured PDF Using Python

Why Can't You Copy Text from Some PDFs?

Many PDF creators apply permission restrictions to control how the document can be used. These permissions are set in the PDF’s security settings and may disable actions such as:

• Copying text
• Editing the document
• Printing the file
• Adding annotations

This is often referred to as copy protection or content restriction. While the document remains readable, the PDF viewer prevents text selection or copying.

These restrictions are typically used to protect intellectual property or prevent unauthorized reuse of content. However, when you legitimately need to reuse text—for example, for research, documentation, or accessibility purposes—you may need alternative ways to extract the content.

Below are five methods that can help.

Method 1 — Copy Text from a Secured PDF Using Google Docs

One of the simplest ways to copy text from a protected PDF is to open it with Google Docs. When a PDF is uploaded to Google Drive and opened in Google Docs, the service automatically converts the file into an editable document.

During this conversion process, the content of the PDF is reinterpreted as text and paragraphs, which often bypasses basic copy restrictions. After the conversion is complete, you can easily select and copy the text just like in a normal document.

Steps

1. Open Google Drive.
2. Upload the protected PDF.
3. Right-click the file and select Open with → Google Docs.
4. Google Docs will convert the PDF into an editable document.
5. Copy the extracted text from the document.

Pros

• Free and easy to use.
• No software installation required.
• Works well with text-based documents.

Limitations

• Scanned/image-based PDFs won’t convert to text (no OCR).
• Formatting can get messy with complex layouts.
• Requires a Google account and internet connection.

Method 2 — Convert a Restricted PDF to TXT Online

Another quick solution is to convert the restricted PDF into a plain text file using an online converter. Once the document is converted to TXT format, the text becomes fully editable and can be copied without restrictions.

A convenient free tool for this purpose is PDF24 Tools, which provides a browser-based PDF to TXT converter. This method works well when you need to extract text quickly without installing additional software.

Steps

1. Open the PDF-to-TXT tool.
2. Upload your protected PDF file.
3. Start the conversion process.
4. Download the generated TXT file.
5. Open the TXT file and copy the text freely.

Pros

• Quick and simple workflow.
• No installation required.

Limitations

• Privacy risk — sensitive documents are uploaded to third-party servers.
• Often limited to a few free conversions per day.
• No OCR support in most free tools (image-based PDFs won’t work).

Method 3 — Screenshot + OCR to Extract Text

If the PDF has strong copy restrictions or contains scanned pages, OCR (Optical Character Recognition) can still retrieve the visible text. OCR technology analyzes the image of the document and converts detected characters into editable text.

Windows 11 includes a built-in OCR feature in Snipping Tool, allowing you to capture part of the screen and instantly extract the text from the image.

Steps

1. Open the protected PDF on your screen.
2. Launch Snipping Tool.
3. Capture the area containing the text.
4. Use Text Actions → Copy all text.
5. Paste the extracted text into a document.

Pros

• Bypasses almost all copy protection since it captures the screen.
• Works with scanned/image-based PDFs.

Limitations

• Time-consuming if there are many pages.
• OCR errors — accuracy depends on image quality and font.
• Manual process unless automated with scripts.

Method 4 — Print a Copy-Protected PDF to a New PDF

Some protected PDFs block copying but still allow printing. In such cases, you can print the document to a new PDF file, which may remove the copy restriction.

This can be done easily using the built-in print feature in Google Chrome. After saving the printed version of the file, the new PDF may allow normal text selection and copying.

Steps

1. Open the PDF in Google Chrome.
2. Press Ctrl + P to open the print dialog.
3. Set the destination to Save as PDF.
4. Save the newly generated PDF.
5. Open the new file and try copying the text.

Pros

• Simple workaround.
• No additional tools required.

Limitations

• If printing is disabled in the PDF permissions, this won’t work.
• Some formatting differences may appear.

Method 5 — Extract Text from a Secured PDF Using Python

For developers or users who need to process multiple documents, extracting text programmatically can be the most efficient solution. Instead of manually copying content, a script can automatically read the PDF structure and retrieve text from each page.

Using Free Spire.PDF for Python, you can easily extract text from PDF documents with just a few lines of code. This approach is particularly useful for automation, batch processing, or building document processing workflows.

If you are working with small documents (within 10 pages per document) or testing extraction workflows, the free version works well. For larger files, you can either split the document first or use the full version.

Install the library

pip install spire.pdf.free

Example: Extract Text from Each Page

from spire.pdf import *

# Create a PdfDocument object
doc = PdfDocument()

# Load a PDF document
doc.LoadFromFile("Secured.pdf")

# Iterate through the pages in the document
for i in range(doc.Pages.Count):

    # Get a specific page
    page = doc.Pages[i]

    # Create a PdfTextExtractor object
    textExtractor = PdfTextExtractor(page)
    
    # Create a PdfTextExtractOptions object
    extractOptions = PdfTextExtractOptions()
    
    # Set IsExtractAllText to True
    extractOptions.IsExtractAllText = True
    
    # Extract text from the page keeping white spaces
    text = textExtractor.ExtractText(extractOptions)
    
    # Write text to a txt file
    with open('output/TextOfPage-{}.txt'.format(i + 1), 'w', encoding='utf-8') as file:
        lines = text.split("\n")
        for line in lines:
            if line != '':
                file.write(line)
doc.Close()

What This Script Does

• Loads the PDF document.
• Iterates through each page.
• Extracts text while preserving whitespace.
• Saves the extracted text to TXT files.

Pros

• Full control over the extraction process.
• Can be automated for batch processing.
• Works well with text-based PDFs.

Limitations

• Requires programming knowledge.
• Cannot handle image-based PDFs unless an additional OCR library is used.

You May Also Like: Perform PDF OCR with Python (Extract Text from Scanned PDF)

Comparison Table: Which Method Should You Choose?

Conclusion

Copy restrictions in PDFs can be frustrating, especially when you only need to reuse a portion of text. Fortunately, several free methods can help extract content from protected PDFs.

For quick tasks, tools like Google Docs or online converters may be the easiest solution. If the document contains scanned content or strict restrictions, OCR-based methods can still recover the text. For large-scale workflows or automation scenarios, using Python libraries such as Free Spire.PDF for Python provides a powerful and flexible approach.

By choosing the method that best fits your needs, you can efficiently retrieve text from restricted PDFs while maintaining an efficient workflow.

FAQs (Frequently Asked Questions)

Q1: What is a secured or restricted PDF?

A protected or restricted PDF is a document that can be opened and viewed normally but has security settings that prevent copying, printing, or editing its content. These permissions are set by the document owner.

Q2: Can I copy text from all secured PDFs?

Not always. Some PDFs have strong encryption or DRM that prevents copying entirely. In such cases, OCR tools or professional libraries may be required.

Q3: Which method is best for scanned PDFs?

For scanned PDFs, screenshot + OCR extraction or Python automation with OCR libraries is usually the most reliable way to retrieve text.

Q4: Can I automate text extraction for multiple PDFs?

Yes. Using Python libraries like Spire.PDF, you can extract text from multiple PDF files automatically, making it ideal for batch processing or workflow automation.

Q5: Do I need to pay for any of these methods?

All methods listed in the article are free to use. However, some tools (like Spire.PDF) have free versions with limitations, such as a page count restriction. For larger files, you may need the full version.

Also Read

• 5 Efficient Ways to Convert PDF to Black and White
• How to Highlight Text in a PDF: 5 Easy Methods
• Merge PDFs for Free Without Acrobat (4 Ways)
• Convert PDF to Excel for Free - Text & Scanned PDFs