--- title: Converting PDFs to Usable Data description: Learn how to easily convert PDFs into usable data in Power BI without the need for coding. Extract, transform, and load data efficiently for analysis. Contact Datalab for data solutions. image: https://booking.datalabsolutions.ai/hubfs/converting-pdf.webp --- [Skip to content](https://booking.datalabsolutions.ai/blog/converting-pdfs-to-usable-data#main-content) [![Wordmark_Dark_500px](https://booking.datalabsolutions.ai/hs-fs/hubfs/Wordmark_Dark_500px.png?width=148&height=40&name=Wordmark_Dark_500px.png "Wordmark_Dark_500px")](http://www.datalabsolutions.ai) - [About](https://booking.datalabsolutions.ai/about) - [Services](https://booking.datalabsolutions.ai/services) - [Resources](https://booking.datalabsolutions.ai/blog) - [Technology Partners](https://booking.datalabsolutions.ai/technology-partners) - [Contact Us](https://booking.datalabsolutions.ai/contact) - [About](https://booking.datalabsolutions.ai/about) - [Services](https://booking.datalabsolutions.ai/services) - [Resources](https://booking.datalabsolutions.ai/blog) - [Technology Partners](https://booking.datalabsolutions.ai/technology-partners) - [Contact Us](https://booking.datalabsolutions.ai/contact) [Contact Us](https://booking.datalabsolutions.ai/contact) [Guides](https://booking.datalabsolutions.ai/blog/tag/guides) # Converting PDFs to Usable Data Datalab ![](https://booking.datalabsolutions.ai/hubfs/converting-pdf.webp) One of the most popular formats used to export a file or share data, especially when it comes to public data, is the trusted PDF document. While this is a popular format to share, it has not always been the easiest to extract data from. In the past we had to basically key in the data from the PDF files into an Excel spreadsheet or other file format, or more recently there were options to: - Convert the PDF file to a Microsoft Word or HTML document and copy the table in an appropriate data source such as Microsoft Excel. A lengthy process and if we must do the same process repeatedly, it quickly becomes cumbersome - Using programming languages such as R to extract the required data from a PDF file. This requires extensive technical knowledge of a machine language such as R to work with these PDF files. If the format of the PDF files changes or we need to import a table from another PDF file, we require a change in the programming code In both approaches, we require additional skills and preparation to extract the PDF data into Power BI. In this article, we will show you how Power BI has made it easier for us to import data directly from a PDF file without additional coding. *Something to acknowledge:* *Before we get to it. It is worth noting that the PDF under analysis should be saved from a Word document. Power Query cannot pick up vectors and extract data from images.* Since public government data is generally saved as PDFs from Word documents, we felt quite comfortable working with these documents to do the Power Query extractions. The PDFs are all publicly provided by [RSA Stats SA, Census of commercial agriculture, 2017](http://www.statssa.gov.za/publications/P1101/P11012019.pdf). The data was used extensively in our insightful [Fresh Produce Power BI dashboard](https://www.linkedin.com/pulse/fresh-produce-south-africa-datalabsolutions/?trackingId=NLUpUO7KYZHtO8UJaPYBTA%3D%3D), and we found the PDF data importing capability very efficient. The data can be imported in one of two ways, which will be discussed: - Imported from a single PDF - Imported from a folder containing multiple files #### **Importing PDF Data Directly into a Power BI Based Report from a Single File**  To begin the process of linking the data or importing the data into Power BI from the PDF we are going to follow the same steps we would for any other type of data source. We are going to tell Power BI that we want to **Get Data**:  ![897222_840538](https://booking.datalabsolutions.ai/hs-fs/hubfs/897222_840538.webp?width=606&height=318&name=897222_840538.webp)   Where we will proceed to selecting the **More** option, as seen in the above illustration. We will then be presented with the additional data options, where we can select the **PDF** option, and proceed to saying that we want to **Connect**:  ![167101_135732](https://booking.datalabsolutions.ai/hs-fs/hubfs/167101_135732.webp?width=418&height=472&name=167101_135732.webp) We will then be presented with a listing of all the PDF files we are able to make a connection to. Once we make a data connection proceed to click the selected file, click **Open** selecting the file: ![318248_618384](https://booking.datalabsolutions.ai/hs-fs/hubfs/318248_618384.webp?width=534&height=435&name=318248_618384.webp)   Once Power BI has made the connection, we are presented with all the pages and all the tables available in the file as well as previews of the available data. Select the table you wish to import. We would then wish to **Transform Data** to get the data in the desired format:  ![449738_952426](https://booking.datalabsolutions.ai/hs-fs/hubfs/449738_952426.webp?width=549&height=434&name=449738_952426.webp) Our table of data will now be imported, ready to be transformed: ![875239_446659](https://booking.datalabsolutions.ai/hs-fs/hubfs/875239_446659.webp?width=572&height=108&name=875239_446659.webp)   Once our data is transformed, we can go ahead and **Save and Load** our queries, where we can now start building our model and report view. A few simple steps and we have extracted, transformed, and loaded our PDF data.   #### **Importing PDF Data Directly into a Power BI Based Report from Multiple Files**  Multiple PDF files are generally better managed in a folder. This creates one reference point to store and import data. We proceed to **Get Data**:  ![134391_219457](https://booking.datalabsolutions.ai/hs-fs/hubfs/134391_219457.webp?width=557&height=292&name=134391_219457.webp)   Instead of selecting file type PDF, we will now want to import a **Folder**. Proceed to **Connect** to our desired folder:  ![249725_458354](https://booking.datalabsolutions.ai/hs-fs/hubfs/249725_458354.webp?width=349&height=382&name=249725_458354.webp)   A new window will open where we can browse to the desired folder:  ![825287_219712](https://booking.datalabsolutions.ai/hs-fs/hubfs/825287_219712.webp?width=370&height=117&name=825287_219712.webp)   Select the desired folder and click **OK**:  ![560364_121994](https://booking.datalabsolutions.ai/hs-fs/hubfs/560364_121994.webp?width=348&height=328&name=560364_121994.webp)   We will be provided with a preview of all files available in this folder. To carry out the desired queries on the data, select **Transform Data:**  ![54053_546271](https://booking.datalabsolutions.ai/hs-fs/hubfs/54053_546271.webp?width=588&height=409&name=54053_546271.webp) Our connection is now made, and our folder files are imported ready to be transformed:   ![952325_278877](https://booking.datalabsolutions.ai/hs-fs/hubfs/952325_278877.webp?width=752&height=137&name=952325_278877.webp) To filter specific files, we would typically make the desired selection by clicking the drop-down arrow on the necessary columns:  ![954809_963657](https://booking.datalabsolutions.ai/hs-fs/hubfs/954809_963657.webp?width=212&height=278&name=954809_963657.webp)  In this case, we do want all the files in the folder.  To access the tables, proceed by selecting the Combine Files, double-arrows on the Content column:   ![162567_152849](https://booking.datalabsolutions.ai/hs-fs/hubfs/162567_152849.webp?width=517&height=279&name=162567_152849.webp) This will once again open our window where we will be prompted to select the data tables or pages we wish to import. Select **OK** and the selected data will be in each file and imported to Power Query Editor: ![630621_141723](https://booking.datalabsolutions.ai/hs-fs/hubfs/630621_141723.webp?width=394&height=314&name=630621_141723.webp)   It is worth noting here that, for this to be successful, all PDFs should have the same structure. I.e., all Table 14s in every file should contain the data we wish to transform.  Time saving tip: When we want to add additional PDF data sources to the Power BI workbook, all we have to do is add the PDF file to the source folder and refresh the Power BI workbook. This will update all PDF files the folder contains, and all the data will be pulled into the workbook. Once again considering all the files are in the same format and the query is configured to extract data from all PDFs. Our data is extracted and ready to be transformed:  ![405710_62132 (1)](https://booking.datalabsolutions.ai/hs-fs/hubfs/405710_62132%20(1).webp?width=813&height=433&name=405710_62132%20(1).webp)   Please bear in mind that extracting from multiple files does take some time. Once this extraction is made, our data is ready for us to get to work.  There you have it. PDF data ready for analysis with no pre-work required.  Data Sources: [RSA Stats SA, Census of commercial agriculture, 2017](http://www.statssa.gov.za/publications/P1101/P11012019.pdf) **If you have a data problem like this,** [contact us](https://booking.datalabsolutions.ai/contact) **today or subscribe below.**     [![Share on Facebook](https://static.hubspot.com/final/img/common/icons/social/facebook-24x24.png)](http://www.facebook.com/share.php?u=https%3A%2F%2Fbooking.datalabsolutions.ai%2Fblog%2Fconverting-pdfs-to-usable-data%3Futm_medium%3Dsocial%26utm_source%3Dfacebook) [![Share on LinkedIn](https://static.hubspot.com/final/img/common/icons/social/linkedin-24x24.png)](http://www.linkedin.com/shareArticle?mini=true&url=https%3A%2F%2Fbooking.datalabsolutions.ai%2Fblog%2Fconverting-pdfs-to-usable-data%3Futm_medium%3Dsocial%26utm_source%3Dlinkedin) [![Share on Twitter](https://static.hubspot.com/final/img/common/icons/social/twitter-24x24.png)](https://twitter.com/intent/tweet?original_referer=https%3A%2F%2Fbooking.datalabsolutions.ai%2Fblog%2Fconverting-pdfs-to-usable-data%3Futm_medium%3Dsocial%26utm_source%3Dtwitter&url=https%3A%2F%2Fbooking.datalabsolutions.ai%2Fblog%2Fconverting-pdfs-to-usable-data%3Futm_medium%3Dsocial%26utm_source%3Dtwitter&source=tweetbutton&text=Converting%20PDFs%20to%20Usable%20Data) [![Share on Pinterest](https://static.hubspot.com/final/img/common/icons/social/pinterest-24x24.png)](http://pinterest.com/pin/create/button/?url=https%3A%2F%2Fbooking.datalabsolutions.ai%2Fblog%2Fconverting-pdfs-to-usable-data%3Futm_medium%3Dsocial%26utm_source%3Dpinterest&media=http%3A%2F%2Fcdn1.hubspot.com%2Fhub%2F158015%2F305390_10100548508246879_837195_59275782_6882128_n.jpg) [![Share on Email](https://static.hubspot.com/final/img/common/icons/social/email-24x24.png)](mailto:?subject=Check%20out%20https%3A%2F%2Fbooking.datalabsolutions.ai%2Fblog%2Fconverting-pdfs-to-usable-data%3Futm_medium%3Dsocial%26utm_source%3Demail%20&body=Check%20out%20https%3A%2F%2Fbooking.datalabsolutions.ai%2Fblog%2Fconverting-pdfs-to-usable-data%3Futm_medium%3Dsocial%26utm_source%3Demail) ![](https://booking.datalabsolutions.ai/hubfs/4.%20LinkedIn-Logo-286px-1.1.png) # Datalab [info@datalab.co.uk](mailto:info@datalab.co.uk) #### We are a data analytics and business intelligence cosnultancy operating from Cape Town. 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