Publication date: 01/10/2024
Have you ever received an image that contains important information in a table and you want to transfer it into an Excel sheet for analysis or editing? But this process could be very difficult if you do it manually. So to cope with this problem, there is a solution called image to Excel converter.
This tool only needs an image as input from which you want to extract the information and nothing else. Then the tool gives you the extracted data in Excel format instantly. Stay with us to learn the process of extracting the tubular data from images into Excel format with the help of OCR technology.
Understanding OCR Technology
Optical character recognition (OCR) is a type of tool that recognizes text from an image and turns that text into a more organized format such as an Excel sheet. It can recognize texts from scanned documents, PDFs, or even from handwritten notes.
All this conversion happens with the help of OCR tech. Basically, this technology can identify the characters, words, and even tables in the image for the conversions.
This makes OCR a great tool when you need to convert image to Excel. You can use OCR to pull tabular data from an image and export it directly into a spreadsheet so that you can make the data easy to edit, sort, and analyze.
Step-by-Step Guide to Converting Images to Excel Using OCR
You understand what OCR technology is now it's time to learn how you can convert images to Excel with the help of OCR. Follow these steps to get started!
Step 1: Choose an OCR Tool
The very first step is to choose the tool from which you’ll convert the image. For this purpose, you can search online because there are many OCR tools powered by AI available. Some of the popular ones are:
Microsoft OneNote (free OCR tool built into the software)
Google Drive (can convert images and PDFs to text)
Online OCR websites like Smallpdf, Online2PDF, and Jpgtoexcel.com.
Most of these tools offer the ability to extract data from images and convert them into different formats, including Excel.
Step 2: Upload Your Image
Once you’ve selected the tool, the next step is to upload the image that contains the tabular data. Here’s how you can do it:
Open your chosen OCR tool.
Select “Upload” or “Open” and browse the image file from your computer.
Make sure that the image is clear and that the table is visible to make sure the accurate data extraction.
Step 3: Select the Output Format (Excel)
After uploading the image, most OCR tools will allow you to choose the output format. Because you want to convert image to Excel, so select the Excel option as your desired output format. Some tools are already meant for the Excel output format, so you don’t need to choose it manually.
Step 4: Convert and Download the File
Once you’ve uploaded the image and selected the output format, hit the Convert button. The tool will process the image, identify the tabular data by using AI, and transform it into an Excel file. Once the conversion is complete, then download the Excel file to your computer.
Best Practices for Accurate Image to Excel Conversion
When you convert an image into Excel using the OCR tool, you need to consider some factors that can give you the best results. These are mentioned below:
> Use High-Quality Images
First of all, you need to make sure that the image that you are going to convert must be of high quality. So that the OCR can easily transfer the information packed in the photo. If you are going to convert scanned documents, they must be clear, and in the case of screenshots, they should have a high resolution.
> Correct Image Orientation
You need to make sure that the table from which you want to extract the data is properly aligned with the image. If the image is rotated or tilted, the OCR may find it difficult to extract the correct information.
> Avoid Complex Layouts
Tables with simple rows and columns are easier for OCR to read. If your table has merged cells, complex formatting, or multiple headers, the conversion may not work perfectly. That’s why try to avoid the complex layouts.
> Proofread the Output
No doubt, AI-powered OCR tools are highly accurate, but they may sometimes make mistakes, especially with complex tables. So it’s a good idea to quickly review the Excel file right after conversion and fix any minor errors so that you can avoid the issues that might come later on.
Limitations of OCR Technology
OCR tools are very helpful, but they also do have limitations:
Handwritten Text: OCR sometimes struggles with handwritten notes, especially if the handwriting is unclear or poorly written.
Complex Table Formats: Most simple tables are easy to recognize, but more complex tables with merged cells or unusual layouts might need some manual fixes after extraction.
Accuracy: Although modern AI-powered OCR tools are very accurate, but no tool is perfect. It’s always a good idea to check the output for any mistakes.
Let’s Conclude!
Extracting data from tables in images is now much simpler because of AI-powered Optical Character Recognition (OCR) technology. This technology can read and understand text in pictures and makes it easy to turn the information into usable data. Whether you're working with a scanned document, a screenshot, or a photo, you can now quickly and accurately convert image to Excel by following the steps mentioned above.
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