Whether you operate a small company, oversee financial documentation at a larger organization, you are faced with the problem of numerical information management. When you’re faced with a large list of data, or a document filled with facts and figures, one of the best ways to make this information easily digestible is to create a table or spreadsheet. Although incredibly useful, identifying and transferring all of this data can be a bit of a task. Misreading data or mismatching of data to fields could easily ruin your data processing system. Thus, precision of data character recognition becomes essential.

Due to the fact that Excel is a core Microsoft software tool, with years of development behind it, it has many helpful features, allowing users to create graphs and tables, or even run reports on data. Excel also makes it easy to search for specific figures within documents and tabulate numbers within files. There are also plenty of options to work with Excel file formats with either Google Spreadsheets, or other opensource projects (like OpenOffice) in case you want to stay away from Microsoft systems.

OCR to Excel Converters can take the text within the image of a spreadsheet, and the spreadsheet itself, and create a functioning Microsoft Excel file. This could be hugely useful if you need to re-use tables found within handouts, infographics, books or inaccessible PDFs.

One of the solutions is to keep these processes separate. You can use one software for character recognition and transferring data from image to PDF or text document. And then to use PDF (or text) to Excel converters to extract that data into your spreadsheet format. The very obvious disadvantage of this approach is that it adds the whole extra step into your data processing. You will start accumulate additional errors, will add time for setting up additional conversion, will add time to data processing and will add time for inevitable error identifying and bug fixing. However, it may be a good choice if you prefer a more “hands on” approach and a continuous data flow is not a big issue for you. This is also could be a more budget friendly option if you are using FREE OCR and FREE Converters, minimizing your costs just to the cost of time you are going to spend on it.

Fortunately many OCR packages offer you an option to automate this process, or at least to do everything while staying inside of the one OCR ecosystem. Most of the Enterprise level OCR solutions (like Abbyy FineReader Server, Abbyy FlexiCapture, or IRIS Document Server) have this function implemented in it on larger, highly customizable levels. That would allow you to automate your data flow directly from paper document to data files like Excel spreadsheets.


Unfortunately, documents that you need to process do not always come in a shape of table. Most of the time you will deal with documents that will have a lot of text and data that does not need to be processed with important data hidden here in there. And yes, with the Zone OCR solutions you can assemble bubbles of desired text and data into the spreadsheet or database file results.

Please contact us if you want to learn more about OCR to Excel options. We will be happy to share our experience in character recognition and process automation.

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