By Megon VenterTue. 20 Feb. 20243min Read

How to Extract Data from PDF Files Using OCR

Explore efficient OCR techniques to extract data from PDF files, enhancing accuracy and streamlining document workflows.
How to Extract Data from PDF Files Using OCR

Extracting data from PDF files using Optical Character Recognition (OCR) is an invaluable feature for professionals and students alike.

With OCR, you can convert scanned documents and images into editable and searchable text, which can be crucial for data analysis, archival projects, or simply reducing the amount of physical paperwork.

Megon Venter
Blog Author - B2B SaaS Content Writer
Megon is a B2B SaaS Content Writer with 7 years of experience in content strategy and execution. Her expertise lies in the creation of document management tutorials and product comparisons.

How to 
Extract Data from PDF on a Windows OS

PDF Reader PRO offers robust OCR capabilities that are compatible with both Windows and Mac operating systems. This technology not only improves productivity but also enhances accessibility by transforming non-editable, scanned PDFs into formats that can be easily manipulated and integrated into digital workflows.

Step 1: Open PDF Reader PRO

  • Launch the PDF Reader PRO application on your Windows machine.

Step 2: Open Your PDF

  • Click on 'File' in the top menu, then choose 'Open' and select the PDF file from which you want to extract data.

Image Source: PDF Reader Pro

Step 3: Activate OCR

  • Navigate to the 'OCR' feature in the toolbar. PDF Reader PRO may offer different OCR modes depending on the nature of the document (e.g., standard text, forms, or receipts).

Image Source: PDF Reader Pro

Step 4: Select OCR Language and Settings

  • Ensure that the OCR language matches the language in the document. Adjust any other settings that may affect the accuracy of the data extraction, such as resolution and character recognition settings.

Step 5: Start the OCR Process

  • Click on the option to start the OCR process. Wait for the software to analyze and convert the content of your PDF into editable text.

Image Source: PDF Reader Pro

Step 6: Review and Edit

  • After OCR completion, review the extracted text for any errors or inconsistencies. Use the editing tools in PDF Reader PRO to correct any issues.

Image Source: PDF Reader Pro

Step 7: Export the Data

  • Once you’re satisfied with the accuracy of the text, export the data to a format suitable for your needs, such as Excel or CSV, if you need to analyze the data further.

"Using OCR to extract data from PDFs not only saves time but also bridges the gap between analog documents and digital data analytics."
Jane Doe - Assistant Data Scientist - ABC ltd | LinkedInJane Doe 
Data Analyst
Source: LinkedIn

You can also read about reading clipart using OCR.


How to Extract Data from PDF on a Mac OS

Understanding how to utilize OCR effectively can transform your workflow, saving time and reducing manual data entry errors.

Step 1: Open PDF Reader PRO

  • Start the PDF Reader PRO application on your Mac.

Step 2: Load the PDF

  • Go to 'File', click 'Open', and select the PDF you intend to work with.

    Image Source: PDF Reader Pro

Step 3: Access OCR Tools

  • Find the 'OCR' tool in the toolbar. Select it to open the OCR settings menu.

    Image Source: PDF Reader Pro

Step 4: Configure OCR Options

  • Choose the appropriate OCR language and fine-tune the settings to match the document type and desired accuracy.

Step 5: Execute OCR

  • Initiate the OCR process by clicking the appropriate button. The document will be processed, converting images and scanned text into editable formats.

    Image Source: PDF Reader Pro

Step 6: Edit and Correct

  • Examine the output text. Make necessary edits directly in PDF Reader PRO to ensure the data is correct and complete.

    Image Source: PDF Reader Pro

Step 7: Export as Needed

  • Export the corrected text to your desired format. For integration with spreadsheet software like Excel, choose formats like CSV or XLSX.

"OCR is a game-changer for data extraction. It turns static PDF documents into a rich, editable data source that can significantly streamline any business process."
John Smith - IT Specialist - Self-employed | LinkedInJohn Smith
IT Specialist
Source: LinkedIn

By following these detailed instructions, you can effectively use PDF Reader PRO to extract data from PDFs using OCR technology, enhancing your efficiency and ensuring that digital information is readily accessible and usable across various platforms.

Download PDF Reader Pro

Ready to get started with our PDF editor? Download the latest version of PDF Reader Pro for Windows or Mac down below:


Get Started with PDF Reader Pro Today!


Additional Tips for Effective PDF Editing

Explore these expert tips to enhance your PDF repair techniques, ensuring your documents are restored efficiently and effectively.

  • Choose the Right OCR Settings: Make sure to select the appropriate OCR language that matches the text in your document. PDF Reader Pro supports over 90 languages, which helps in recognizing the text accurately.

  • High-Quality Scans: The quality of your original document significantly affects the OCR accuracy. Ensure that the PDFs or scanned images are clear and the text is legible. Higher resolution documents yield better results.

  • Review and Correct OCR Output: After running OCR, it's crucial to review the text for any recognition errors. PDF Reader Pro allows editing of the recognized text directly within the application, enabling you to correct errors before finalizing the document.

  • Leverage AI Tools: PDF Reader Pro integrates AI tools that can help in summarizing lengthy PDFs and extracting valuable insights from the data. These tools can simplify managing large volumes of text and enhance your document processing tasks.

  • Optimize Workflow: For those dealing with numerous documents, using batch processing features to apply OCR to multiple files simultaneously can save time and effort.

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