Convert a scanned PDF to Google Sheets with OCR
A scanned PDF is a picture of a page, so there is no text to select and nothing to copy. PDF to Sheets runs OCR on the image first, then rebuilds the table as rows and columns inside Google Sheets.
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The short answer
To convert a scanned PDF to Google Sheets, use a converter that includes OCR. With PDF to Sheets, open the add-on from the Extensions menu, upload the scan and convert it to the current sheet. The text is read from the image and placed into rows and columns. Scan quality decides accuracy, so use a straight, clear scan and spot-check the numbers against the page.
How well different scans convert
OCR can only read what is legible on the page.
| Kind of scan | How it converts | What helps |
|---|---|---|
| Flatbed or office scanner | Reliably, especially printed tables with clear columns | Scan at 300 dpi in black and white or greyscale. |
| Phone photo saved as PDF | Usually fine if the page is flat and evenly lit | Use your phone's document scan mode so the page is squared up. |
| Fax or photocopy of a copy | Patchy. Faint digits get misread | Rescan from the original if you can. |
| Handwritten forms | Unreliable | Printed text is what OCR is good at. |
What makes scanned PDFs different
There is no text layer
Try to select a word in the PDF. If you cannot, it is an image, and a converter without OCR will return an empty sheet.
Skewed pages bend the columns
A page scanned at an angle puts the end of each row lower than the start. Straighten the page at scan time rather than fixing cells afterwards.
Similar characters get confused
On poor scans, 0 and O, 1 and l, or 5 and S can swap. Totals and spot checks catch these quickly.
Old records are almost always scans
Archived statements, ledgers and count sheets were digitised by scanning. OCR is the only way to get them into a spreadsheet without retyping.
How to convert a scanned PDF to Google Sheets
Add PDF to Sheets to Google Sheets
Install it from the Google Workspace Marketplace. It takes one click and adds nothing to your computer.
Open it from the Extensions menu
In any spreadsheet, go to Extensions, choose PDF to Sheets and open the converter in the sidebar.
Upload your PDF and pick an output
Choose the file, then choose where the data should go: the current Google Sheet, an Excel file, CSV or XLS.
Convert and check the totals
The tables land as rows and columns. Compare one total against the PDF before you build on the data.
Getting accurate results from scans
OCR accuracy is decided before you upload anything. Ten seconds at the scanner saves ten minutes in the spreadsheet.
Before you scan
- Flatten folds and remove staples so the page sits flat on the glass.
- Line the page up with the scanner edge. If you are using a phone, use the document scan mode in your camera or notes app, which squares the page for you.
- Choose 300 dpi. Lower loses small digits, and higher only makes the file bigger.
After you convert
- Sum each numeric column and compare it with any total printed on the page.
- Sort a numeric column. Values that sort to the top or bottom unexpectedly are often text that needs fixing, such as
1,2O0with a letter O. - Use Find and replace on the affected column to swap letter O for zero and letter l for one where they should be digits.
When a scan will not convert cleanly
If the same page fails twice, the scan is the problem. Rescan from the paper original if you have it, or ask the sender for the digital file the page was printed from.
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Scanned PDFs (OCR): common questions
How do I know if my PDF is scanned?
Open it and try to select a line of text with your cursor. If you can only draw a box, or nothing highlights, the page is an image and needs OCR.
Can Google Drive OCR a PDF into Google Sheets?
Not directly. Drive can open a PDF with Google Docs, which runs OCR and gives you text in a document. Tables usually come out as loose lines of text rather than rows and columns, so they still need rebuilding in Sheets.
Does PDF to Sheets include OCR?
Yes. Scanned pages are read with OCR as part of the conversion, so there is no separate step or tool.
What scan settings give the best results?
300 dpi, black and white or greyscale, with the page flat and straight. Higher resolution rarely helps, and colour makes files larger without improving the text.
Can it read handwriting?
Printed text converts well. Handwriting is unreliable with OCR in general, so plan to check or key handwritten values yourself.
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- Real estateConvert rent rolls, T12 operating statements and closing statements from PDF to Google Sheets, Excel or CSV so you can underwrite instead of retyping.
Stop retyping PDFs into spreadsheets
Add PDF to Sheets to Google Sheets and convert your first 5 pages free.