Effortlessly Convert Bulk Combined PDFs to Excel - No Software Needed

Table of Contents

1. Introduction
2. Combining PDF Files into Excel
   1. Using Copy and Paste
   2. Typing from Scratch
   3. Using Power Query
3. Opening Excel and Selecting Blank Workbook
   1. Data > Get Data > From File > From Folder
   2. Selecting the Folder with PDFs
4. Transforming Data with Power Query
   1. Viewing the Files in the Folder
   2. Clicking on "Transform Data"
   3. Combining the Contents of the Files
   4. Examining the Sample File
   5. Choosing the First File or a Specific File
5. Extracting and Modifying Data
   1. Viewing the Content of the File
   2. Converting Columns to Proper Formats
   3. Modifying Headers and Columns
   4. Extracting Store Locations
   5. Adjusting Table Formatting
6. Adding More Data and Making Adjustments
   1. Importing Additional PDF Files
   2. Refreshing the Data
   3. Making Adjustments to Combine Columns
   4. Filtering Data to Exclude Non-PDF Files
7. Troubleshooting and Solutions
   1. Handling Errors and Corrupted Files
   2. Filtering Sample Files for PDFs
   3. Ensuring Only PDF Files are Included
8. Conclusion

Combining PDF Files into Excel with Power Query

Have You ever faced the challenge of merging information from multiple PDF files into a single Excel sheet? The traditional methods of copy and paste or manually retyping the data can be time-consuming and prone to errors. Luckily, there's a more efficient solution – Power Query in Excel. In this article, we will explore how to use Power Query to combine PDF files into Excel effortlessly.

1. Introduction

When you have a collection of PDF files and need to consolidate their data into a single Excel sheet, using Power Query can save you valuable time and effort. With Power Query, you can automate the process of extracting and transforming data from multiple PDFs, making it easier to work with the information in Excel.

2. Opening Excel and Selecting Blank Workbook

To get started, open Excel and select a blank workbook. This provides a clean slate for importing and combining the PDF files. Next, navigate to the "Data" tab and click on "Get Data". From the drop-down menu, select "From File" and then "From Folder". This option allows you to choose the folder where your PDF files are stored.

3. Transforming Data with Power Query

Once you have selected the folder with your PDF files, Power Query opens a preview of the files. You can see useful information about each file, such as the extension, modification date, and attributes. To combine the contents of the files, click on "Transform Data".

Inside the Power Query window, you will see a sample file that represents the data structure of the PDF files. By default, Power Query displays the first file in the folder as the sample. However, you can choose a specific file if desired. The content of the file is displayed in a table view, allowing you to preview and modify it if needed. When you are satisfied, click on "OK" to proceed.

Power Query automatically creates transformation steps Based on the sample file and applies them to each individual file in the folder. The results are then appended together, providing a consolidated view of all the data. You can see the file names as a separate column, which can be useful for reference in your final report. The columns in the PDF files, such as date, first name, last name, text, quantity, and sales value, are formatted accordingly. You can also Apply formatting changes, such as converting quantity to a whole number or updating sales value to the currency format.

Once the data is combined and transformed, it is ready to be sent back to the Excel workbook. Simply click on the Home tab and select "Close & Load". If there are any adjustments needed, such as modifying column headers or extracting specific information, you can do so before sending the data to the workbook.

4. Adding More Data and Making Adjustments

One AdVantage of using Power Query is the ability to easily incorporate new data into your Excel sheet. For example, if you receive an additional PDF file with August data, simply drag and drop it into the Sales PDF folder. Switching back to Excel, right-click anywhere within the table and select "Refresh". The new data will be automatically appended to the existing data, seamlessly updating your consolidated view.

In case you want to make adjustments to the combined data, such as combining the first name and last name columns into a "Full Name" column, you can do so directly in the Power Query window. Double-click on the consolidated query and perform the desired changes in the query editor. Once updated, send the modified data back to your workbook.

5. Troubleshooting and Solutions

While using Power Query provides a streamlined process for combining PDF files into Excel, there may be occasional challenges and errors to address. For example, if you encounter corrupted or unwanted files in the folder, you can take steps to handle them effectively.

One solution is to add a filter that only allows PDF files to be imported. By applying a filter based on the file extension, Power Query will exclude any non-PDF files from the import process. This ensures that only the desired files are included in the consolidated view.

However, it's essential to note that the transformations performed by Power Query are based on a sample file. If the sample file itself is a non-PDF file, it can cause errors even with the filter in place. To overcome this, apply the same filter at the sample file level to ensure that only PDF files are considered for the transformations.

6. Conclusion

Combining PDF files into Excel is made seamless and efficient with the power of Power Query. By leveraging the capabilities of Power Query, you can automate the process of extracting and transforming data, saving valuable time and minimizing errors. The step-by-step approach outlined in this article allows you to easily import, consolidate, and modify data from multiple PDF files in Excel.

Now that you have learned how to combine PDF files into Excel with Power Query, you can unlock the potential of organizing and analyzing data more effectively. Experiment with different options and adjustments to tailor the process to your specific needs. Enjoy the convenience and efficiency of Power Query in your data consolidation tasks.