4 Ways to Convert a Picture to an Excel Table

Do you have a printout containing structured data in the form of a table you want to copy into Excel? You can use Optical Character Recognition (OCR) enabled tools to extract structured data from an image automatically. 

How does this technology work? Well, OCR software analyzes the pixels of an image to identify the presence and location of tables within the image. This is done by looking for grid-like structures or patterns of whitespace that indicate a table. It then analyzes the structure to identify rows, columns, and individual cells. Finally, the extracted text is organized into a structured format that preserves the table’s layout and relationships between data points. 

Modern OCR tools employ deep learning models trained on large datasets to improve accuracy in table detection and extraction. You can use them to extract tabular data from a wide range of visual sources, including printed financial reports, scanned invoices, screenshots of online tables, or even hand-drawn tables.

Now that you know how the magic happens, let’s see the various ways you can use to extract table data from a picture and save it in Excel! 

PS: If you don’t have time to go through all of our explanations, just check the summary table at the end of this article where we’re comparing all methods side by side. 

How to Turn a Picture into a Data Table in Excel

You can manually copy data from an image to Excel for small amounts of information or when automated tools are unavailable. But this can be extremely time-consuming, especially for large datasets and impractical for large-scale data entry projects. 

There are several automated methods to convert a picture into an Excel table. Let’s explore four of automated methods to accomplish this task:

Note that we have a separate guide on how to convert image to text. 

1. Using Excel’s Built-in Features

Microsoft Excel offers a powerful built-in feature called “Data from Picture” that leverages advanced technology to automatically extract table data from images, significantly streamlining the conversion process. It’s available to Excel for Microsoft 365 subscribers and Excel for the web users, offering a seamless integration within the familiar Excel environment.

Capabilities:

• Recognizes and extracts structured data from various image formats
• Handles both printed and digital images with high accuracy
• Supports multiple languages and character sets
• Allows for easy review and correction of extracted data before insertion

Limitations:

• May struggle with handwritten text or highly complex table layouts
• Requires a Microsoft 365 subscription, limiting accessibility for some users
• Not available in older versions of Excel, potentially causing compatibility issues

Step-by-step guide:

1. Open Excel and create a new workbook or navigate to the desired worksheet (note that you can use Free Microsoft 365 apps for free online)

2. Click on the “Data” tab in the Excel ribbon at the top of the screen.

3. Locate and select the “Data from Picture” option in the “Data” group of the ribbon.

4. Choose between taking a new picture (if using a device with a camera) or using an existing image file from your computer. If using an existing file, navigate to its location and select it.

5. Once the image is loaded, Excel will display a selection tool. Use this to precisely select the area of the image containing the table data you wish to extract.

6. Review the extracted data in the preview pane. Excel will highlight any areas where it has low confidence in the extraction accuracy.

7. For highlighted areas, click on each item to review and edit if necessary. You can make corrections directly in the preview.
8. Once satisfied with the extracted data, click “Insert” to add the data to your spreadsheet as a fully editable table.

Best practices for optimal results:

• Ensure the image is clear, well-lit, and has good contrast for better recognition accuracy.
• Use high-resolution images whenever possible to improve data extraction quality.
• Crop the image to include only the table area before uploading to reduce confusion and improve processing speed.
• Review and correct any misrecognized data carefully before insertion, paying special attention to numbers and special characters.
• If dealing with multiple similar tables, consider creating a custom data type to streamline future extractions.
• Experiment with different image formats (e.g., PNG, JPEG) to see which yields the best results for your specific use case.

By mastering Excel’s built-in “Data from Picture” feature, you can significantly reduce the time and effort required to convert image-based data into editable Excel tables, opening up new possibilities for efficient data analysis and management.

2. How to convert JPG to Excel with free online tools

For those who prefer not to install additional software or are working on devices without full Excel capabilities, online converters with OCR offer a convenient and accessible solution for transforming images into Excel tables.

Let’s quickly see how to use Convertio, a free online solution that allows you to extract tables from images with ease. 

1. Visit Convertio and locate the upload file.

2. Select the image file you wish to convert from your device. Most converters support common formats like JPG, PNG, and sometimes PDF files.
3. Specify Excel (.xlsx) as your desired output format.

4. Initiate the conversion process by clicking Recognize.

5. Wait for the conversion to complete. This may take anywhere from a few seconds to a couple of minutes, depending on the file size. 
6. Once conversion is complete, download the resulting Excel file to your device.

7. Open the downloaded file in Excel to review and make any necessary adjustments to the extracted data.

As per this illustration, Convertio does an excel job at correctly extracting all the data from the table with no mishaps. Plus, it gives you added flexibility with additional output file types and the capability to work with multiple languages.

Other recommend tools you can use for free include: 

• Nanonets: Nanonets’ Image to Excel feature automates bulk conversion of images to Excel sheets with high accuracy. It streamlines data handling, enables instant report generation, and integrates with ERP systems like Salesforce, saving time and effort in data processing. It also ensures 99% data accuracy with its AI models.

• Aspose: It offers quick and accurate conversion of images to Excel format, with additional options for customizing the output.

Tips for best results when using online converters:

• Use high-resolution images to ensure the best possible accuracy in text and data recognition.
• Crop images to include only the relevant table data before uploading to improve conversion accuracy and speed.
• If possible, convert images with simple, clear layouts first to familiarize yourself with the tool’s capabilities.
• Always check the output file thoroughly for any conversion errors or misinterpreted data.
• Be mindful of any file size limitations imposed by the online tool you’re using.
• Consider the privacy implications of uploading sensitive data to online services. Use reputable tools and avoid sharing confidential information if possible.

3. Using Desktop Software

For users who require more advanced features, greater control over the conversion process, or need to handle large volumes of image-to-Excel conversions, desktop software solutions offer powerful and flexible options.

1. ABBYY FineReader PDF

ABBYY FineReader PDF is a powerful OCR and document conversion tool with advanced capabilities for accurately recognizing text and tables from images across multiple languages. It excels at handling complex document layouts and offers comprehensive editing tools for refining converted content.

Pros:

• Exceptional accuracy in text and table recognition
• Handles complex document layouts with ease
• Comprehensive editing tools for post-conversion refinement

Cons:

• Relatively expensive compared to simpler solutions
• Steep learning curve for utilizing all features effectively

2. Able2Extract Professional

Able2Extract Professional offers robust OCR capabilities for converting various document types, including images, to editable formats like Excel with customizable output options. You can install it for Windows, macOS and Linux.  

Pros:

• User-friendly interface accessible to non-technical users
• Excellent for PDF conversions in addition to extracting text from images
• Offers precise control over table extraction and formatting
• Supports batch conversions for increased productivity

Cons:

• Subscription-based pricing model may not suit all budgets
• May struggle with very complex or poorly formatted tables

3. Microsoft OneNote

Microsoft OneNote is a free note-taking application for Windows users that includes basic OCR capabilities for extracting text from images. It seamlessly integrates with other Microsoft products, making it a convenient choice for users already familiar with the Office suite. You can reference the following official guide to copy text from images. 

Pros:

• Easy to use for those already familiar with Microsoft Office
• No additional cost for Windows users
• Quick solution for simple image-to-text conversions

Cons:

• Limited OCR capabilities compared to specialized software
• Not optimized for complex table extractions

Batch Processing Methods

For users dealing with large volumes of images that need to be converted to Excel tables, batch processing methods can significantly streamline the workflow and save considerable time. Some of the best tools supporting batch processing include:

• ABBYY FineReader PDF (Desktop): Allows for customization of recognition settings for each batch. 
• Able2Extract Professional (Desktop): Provides efficient batch conversion features and scheduling options for automated processing. 
• Nanonets (online): Users can upload multiple images simultaneously, extracting tabular data efficiently. The AI-powered system handles large volumes accurately, saving time and effort in data extraction tasks.

Image Quality Matters

The quality of your original image directly affects the accuracy of the OCR process and the resulting Excel table. Higher resolution images with clear, sharp text will yield better results. If you’re using a screenshot, make sure it results in a high-quality, high-resolution image.

Conclusion

Converting pictures to Excel tables can significantly streamline your data management processes, offering a range of methods to suit different needs and technical capabilities. Here’s a comprehensive comparison of the methods we’ve discussed:

Each method offers unique advantages, and the best choice depends on your specific needs, budget, and technical expertise. 

FAQ: How to Convert a Picture to an Excel Table

Q: What Is the Best Way to Convert Multiple Pictures to Excel Tables in Batch?

A: For batch processing of multiple images to Excel tables, professional OCR software like ABBYY FineReader PDF or Able2Extract Professional are highly recommended. These tools offer robust batch processing capabilities that allow you to process multiple images simultaneously, saving significant time and handle various image formats and complex layouts efficiently. 

Q: How Can You Turn a Picture Into a Chart in Excel?

Convert the image to a table using one of the methods described above.Clean and format the data as necessary, ensuring all values are correctly recognized. Select the data you want to chart, including headers if applicable. Go to the “Insert” tab in the Excel ribbon. Choose the appropriate chart type from the available options (e.g., column, line, pie).

Q. Which Is the Best Image Format for Saving Images for OCR Extraction: PNG or JPG?

PNG is good for documents with text and line graphics .It uses lossless compression, preserving quality better than JPEG for text .JPG is best avoided for documents with fine text details due to lossy compression. TIFF, often used for archival purposes and professional document scanning, also works well with documents with text and line graphics.