Excel Cannot Open The File 7 Ways On How To Prepare For Excel Cannot Open The File
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Reader Ray S. wins a archetype of Excel for the CEO for this week’s question: “I am presented with a download of advice in a PDF or Adobe format. This ‘data dump’ needs to be adapted into either Excel or Access so as to be analyzed added easily. Can you accommodate best practices to achieve this?”
Excel 2007 and Excel 2010 both abutment sending your Excel files to PDF. A connected annoyance is Excel’s disability to after get that abstracts aback into Excel. Actuality is a simple affirmation of the problem:
Figure 1 shows a simple table in Excel. In Excel 2010, use File, Save & Send, Actualize PDF/XPS Certificate as apparent in Amount 2. The table will be accurately rendered in the PDF certificate as apparent in Amount 3.
Select the argument in the PDF certificate by appliance Edit, Select All, or by boring the mouse. Next, archetype from the PDF certificate appliance Edit, Copy, or Ctrl C. Again about-face to Excel. Adhesive the affected PDF abstracts to Excel and you will acquisition that the aboriginal table is now unwound into a almost abortive distinct cavalcade as apparent in Amount 4 (below, left). How can it be that the Microsoft Excel aggregation cannotround-trip a simple table from Excel to an Excel-created PDF and aback to Excel? Is this artlessly the Microsoft Excel aggregation actuality obstinate?
Fails with PDF; Works with XPS
Notice that the Actualize PDF/XPS command absolutely offers to actualize either the market-dominant PDF architecture or the cipher XPS format. XPS is the new architecture advised by Microsoft to attempt with the PDF format. An estimated chase of Google indicates that PDF has a 98.5% bazaar allotment compared with 1.5% for XPS. The Excel aggregation smartly makes “PDF” the absence choice. However, if you would instead save the book as XPS, archetype the table from XPS, and adhesive aback to Excel, you will see that the table retains its aboriginal shape, chantry color, and numeric formatting. Could it be that the Excel aggregation is aggravating to addition the acceptance of XPS instead of PDF?
One solution, then, is to alpha allurement for your abstracts in XPS instead of PDF. The downside is that 98.5% of your recipients won’t accept a clue how to aftermath XPS files.
The Microsoft Word Aggregation Can Get It Right
If this absolutely is a case of Microsoft advisedly accomplishing a bad job ambidextrous with Adobe PDF, the acrimony is allegedly not advance throughout the absolute Microsoft Office team. If you archetype the abstracts from PDF and adhesive it to Word, the table appears in a row-and-column format, although the final aught in the admirable absolute wraps in that corpuscle of the table, as apparent in Amount 5 (below).
A acutely antic solution, then, is to archetype the PDF, adhesive to Word, archetype from Word, and adhesive to Excel. The final aught goes aback into the admirable absolute cell. The aftereffect apparent in Amount 6 (below) is passable.
Why Can’t Excel Get This Right?
For answers, I angry to Keith Bradbury of InvestInTech.com. Keith’s aggregation is the artist of Able2Extract, a affairs that can booty PDF files and about-face them aback into Excel workbooks, Access tables, Word documents, and more. InvestInTech is the able in the acreage of accepting abstracts from PDF to Excel or Access; I’ve been appliance its software to painlessly abstract Excel abstracts from PDF files aback the aboriginal 2000s.
Keith’s aggregation looked at my examples. They acicular out that anniversary Archetype (or Ctrl C) in any affairs sends several formats of abstracts to the Windows Clipboard such that the accepting affairs can accept which to use. For example, archetype some abstracts from WordPad, and the appliance sends six versions of that abstracts to the clipboard (text, RTF, UTF8, and so on).
When you archetype from Adobe, the affairs sends two versions of the data, one in apparent argument and one in affluent argument format. Keith’s aggregation can alone guess, but apparently, Microsoft Word is account the affluent argument architecture from the clipboard and Excel is account the apparent text, with less-than-stellar results.
Use a Third-Party Tool
Let’s be honest. I anticipate a lot of bodies catechumen their Excel files to PDF because they don’t appetite the almsman to be able to reclaim the abstracts in Excel. Send me a 450 folio certificate in PDF and they amount I won’t accept the time or affection to booty anniversary folio from PDF to Word and aback to Excel. I absolutely had this exact botheration already and adapted the accomplished certificate aback to an Excel database appliance Able2Extract. You can analysis out Able2Extract 7 with its chargeless seven-day trial.
The software is simple to use. Open the PDF book with Able2Extract. The aboriginal footfall is to analyze which area(s) you appetite to import. If the certificate contains titles or folio numbers in the header, you could accept to crop the folio to avoid those sections of the document. Able2Extract offers to catechumen the abstracts to Excel, Word, PowerPoint, Publisher, HTML, or AutoCad, as apparent in Amount 7.
The aftereffect is apparent in Amount 8. Able2Extract preserved the aboriginal chantry colors and numeric formatting. The action was not perfect; the chantry admeasurement afflicted from 11 point to 9 point and the right-justified headings confused aback to the left. However, already I had the abstracts in a table in Excel, it is accessible abundant to fix those issues.
Able2Extract additionally offers a pro adaptation that will use OCR to admit characters in PDF abstracts that accept been created appliance a scanner. Download a chargeless balloon from http://www.investintech.com/.
It absolutely should not be this adamantine to get abstracts out of a PDF book and aback into Excel. If you accept a one-page table, the PDF-to-Word-to-Excel band-aid will assignment appropriately well. If you accept a several-page certificate with abounding altered tables or repeating headers, again activity to a third-party band-aid such as Able2Extract makes sense.
Bill Jelen, a CFO accidental editor, runs MrExcel.com and is the columnist of 32 books about Microsoft Excel, including Charts & Graphs for Excel 2010. Post questions for approaching columns in the “Suggest a Topic” area of the Spreadsheet Community Center on the right.
Excel Cannot Open The File 7 Ways On How To Prepare For Excel Cannot Open The File – excel cannot open the file
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