How To Copy Text From a PDF File

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If you want to copy text from a PDF file to add to a Word document, paste a formula onto an Excel spreadsheet, or insert into PowerPoint slides for a presentation, it can be as easy as using the Copy and Paste function.

However, that may not necessarily work for all PDF files owing to security and other permissions, but there are other ways you can fulfill the same task.

How to Copy Text From a PDF

Before you can copy text from PDF to another application, you need to confirm that it doesn’t have security settings that disallow copying, otherwise you won’t be able to copy anything. This may be indicated by a grayed out or dimmed copy feature in Reader.

If the PDF you received is protected by a password, use the designated password combination to open it, and then check the security settings to confirm that content copying is allowed.

Note: A PDF with content restrictions usually has the word “Secured” next to the file name at the top.

There are several ways of copying text from a PDF file that we’ll cover in this guide.

This is the de-facto method of copying text from most documents or files, not just PDFs. You can use theCTRL+Ckeyboard shortcut to copy the text you want and then useCTRL+Vto paste it onto the other document.

If you’re using a Mac, pressCommand-Cto copy the text andCommand-Vto paste the contents of the Clipboard into the current document or app.

Alternatively, you can use your mouse or touchpad’s right-click button and clickSelect tool.

Select the text you want to copy on the PDF document by dragging your mouse to highlight the portion you’d like to copy, right click on the selected text, and selectCopy.

You can also go to the menu tab, and clickEdit>Copy. Once it’s copied, go to the document onto which you’d like to paste the copied text, right click on the space you’d like to place it, and select Paste, or clickEdit>Paste.

The Snapshot tool in your PDF reader helps you select the text you want as a screenshot or graphic, and then paste it onto another document without affecting the formatting. If you choose this method, you’ll get exactly the portion of text you want, but it won’t be editable.

To do this, open the PDF document, clickEdit > Take a snapshot.

Alternatively, select the PDF window’s title bar and pressAlt+PrtScnon your keyboard to capture the screen, and then crop based on the portion you want.

If you’re using a Mac, pressCommand+Shift+4and use the cursor on the screen to drag and select the text you’d like to capture.

You can copy text from a PDF document in your browser or online reader.

To do this, open the PDF in your browser by right clicking on the file and selectingOpen With > (choose browser)or drag it to an open window on your browser.

Select the text you want. PressCTRL+Cto copy the text and paste it on another document usingCTRL+V. You can also right-click your mouse or touchpad and selectCopy, and then right-click again on the other document and selectPaste.

A third-party PDF extraction tool can also help you extract text for use in a different application such as Word, PowerPoint presentation or desktop publishing software.

You can use a tool likeExtractPDF, upload your PDF and click Start. The tool will extract images, text or even fonts if you want, after which you can copy what you want from the extracted content and paste it onto another application.

There are many third-party extraction tools for PDF files that convert them to HTML, while preserving the layout of the page. They also extract and convert the content in the PDF document to vector graphics formats you can use in other applications.

A PDF converter allows you to convert a PDF document into an editable document, after which you can copy your text and use it in another application.

One of the popular PDF converters isSmallPDF, because it’s an online tool so it doesn’t require any installation, and it’s easy to use. To use it, open SmallPDF on your browser, select the output format, for examplePDF to Word.

ClickChoose fileto upload the PDF you want to convert.

ClickDownloadto save the converted file on your device. Next, open the converted Word document, and copy the text you want.

AnOptical Character Recognition (OCR) toollets you convert your PDF file to an editable Word document, copy text from PDF files and scanned images to editable text formats.

It’s particularly helpful if you received a scanned document in PDF format as it turns such files into editable PDFs instantly, with custom fonts and editable text that look just like those in the original document.

Adobe Acrobat works as a text converter with OCR as it extracts text automatically from scanned images or paper documents, and converts them into PDFs.

The best part is your PDF will match the original printout thanks to the automaticcustom font generation, and you can use it with other Office applications by cutting and pasting or exporting to MS-Office. It also allows you to preserve the document’s exact look and feel, and restrict content editing.

Note: To use these steps, you need Adobe Acrobat, not Adobe Reader, as the latter is only for viewing PDFs and doesn’t have the OCR tool.

To use the native OCR tool in Adobe Acrobat, open the PDF containing the scanned text or image in Acrobat for PC or Mac and clickEdit PDF.

Acrobat will automatically apply OCR to the PDF and convert it into a fully editable copy. Select the text you want to copy, and clickEdit>Copy, then paste it onto another application.

You can clickFile > Save Asto save the editable document for use later on.

Alternatively, open the scanned document or image you want to use the OCR reader with, clickToolsat the top right side of the toolbar and selectRecognize Text > In This File.

You’ll see a popup showing your current General Settings such as OCR language, PDF output style and resolution. ClickOKto get the text recognized.

If you want to change the settings, clickEdit, and then click OK once you’re done.

Once the text is recognized from the scanned page, you can select and copy the text you want with detected formatting, though it’s not as accurate as the text recognition.

If all you have is Adobe Reader, and you don’t want to get a copy of Acrobat, there are free OCR tools likeOneNote’s OCRfor PC, which is free to use, orTesseract OCR libraryfor Mac.

Note:If you have Adobe Acrobat, you can OCR multiple documents at once. Just open any document in Acrobat, clickRecognize Textin theToolssidebar and selectIn Multiple Files. Drag the PDF files you want to OCR and Acrobat will recognize the text for you.

Do you have any other tricks you use to copy text from a PDF file? Tell us about it in a comment below.

Elsie is a technology writer and editor with a special focus on Windows, Android and iOS. She writes about software, electronics and other tech subjects, her ultimate goal being to help people out with useful solutions to their daily tech issues in a simple, straightforward and unbiased style. She has a BCom degree in Marketing and currently pursuing her Masters in Communications and New Media.Read Elsie’s Full Bio

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How To Copy Text From a PDF File#

How to Copy Text From a PDF#

How To Copy Text From a PDF File

How to Copy Text From a PDF