Ever sit through a meeting and see data you need, but don’t want to manually type into a spreadsheet? Microsoft has introduced a tool that changes the game. Now, you can extract data from a picture and add it directly to Excel with just a few clicks or taps. Whether you’re using a PC or an iDevice, snapping a photo, and grabbing that data is faster and easier than ever. Here’s everything you need to know.

Extracting Data from a Picture to Excel on PC

Let’s start with how to extract data from a picture in Excel using a PC. This tool works brilliantly if you’ve attended a meeting or presentation and need to pull data from a set of charts, tables, or slides shared via email or in a screenshot.

From an Image File

  1. Save the image to your computer by right-clicking and selecting Save image as. It’ll save as a .PNG file, which is perfect for Excel.
  2. Open Excel, go to the Data tab, and select From Picture → Picture from File.
  3. Browse to the saved image, double-click it, and Excel will automatically start analyzing the image.
  4. Review the data. Excel might highlight some fields where it’s unsure, and you’ll need to confirm it’s correct.
  5. Once Excel gives you the go-ahead (green check marks), click Insert Data. There might be a warning reminding you to verify the accuracy of the data. Simply click Insert, and you’re done!

You now have editable data in your spreadsheet ready for formatting, formulas, or analytics.

From the Clipboard

If the data is embedded in a document or presentation that you can’t save as a separate image, don’t worry. You can copy-paste the data directly:

  1. Right-click to Copy the image.
  2. In Excel, go to Data → From Picture → Picture from Clipboard.
  3. Just like before, Excel will analyze the image.
  4. Review any data it flags and accept or edit it as needed.
  5. Click Insert Data, then verify accuracy when prompted.

RELATED TOPIC: How to Use the Quick Analysis Tool in Excel

Using a Screenshot

What if you’re in a Zoom meeting or watching a WebEx presentation? Here’s how you can grab data without access to the actual file:

  1. Capture a screenshot using Windows + Shift + S, and select the area you want to extract.
  2. Open Excel, go to Data → From Picture → Picture from Clipboard.
  3. Excel will analyze the screenshot, just like it does with saved images or copied pictures.
  4. Review, accept or edit any flagged data, and click Insert Data.

In just seconds, you’ll have the data in your Excel sheet, ready to work on.

Extracting Data from a PDF

Got data embedded in a PDF? No problem at all. You can extract it with a quick screenshot.

  1. Open the PDF, and use Windows + Shift + S to capture a screen snippet of the data you need.
  2. In Excel, repeat the steps by going to Data → From Picture → Picture from Clipboard.
  3. Excel will analyze the extracted portion. Review the flagged items and make any necessary adjustments.
  4. Insert the data, and you’re all set.

Extracting Data from a Picture to Excel on an iPhone or iPad

If you’re on the go and using your iPhone or iPad, you can still easily extract data from a picture to Excel. You probably won’t have the same level of precision as on a PC (due to image quality), but it’s still incredibly useful.

Steps to Extract Data on iPhone or iPad

  1. Snap a picture of the data you want to transfer to Excel.
  2. Open the Excel app and start a Blank Workbook.
  3. Tap the three dots on the bottom right of the screen, and select Home → Insert Data from Picture.
  4. Choose the picture you just snapped. You may need to adjust the crop so that Excel captures the title and all necessary data.
  5. Excel will start extracting the information from the image. This process is slightly less accurate on mobile devices, so expect to review more fields than you would on a PC.
  6. Confirm or correct each flagged field. Once you’ve reviewed everything, click Insert Data.

Just like that, your data will be available in the Excel app on your iPhone or iPad, where you can format and analyze as needed.

RELATED TOPIC: How to Export Data from a PDF to Excel

Tips for Best Results

  • Use clear images. The clearer the image, the fewer errors the conversion tool will make. If you’re using your phone, make sure you’ve got a steady, focused shot.
  • Always review flagged data carefully. Excel does a great job reading the numbers and text from pictures, but it’s not 100% accurate all the time.
  • Check for formatting issues after inserting the data. Use Excel’s built-in tools for any necessary cleanup or analysis.

Why This Feature is a Game-Changer

The days of manually typing data into Excel are fading. Whether you’re taking screenshots of a Zoom presentation, pulling data from a PDF, or snapping a quick photo of a handout, this Microsoft Excel tool saves time and streamlines workflows.

No more transcription errors, no more time spent at the keyboard copying data. You can now extract data from a picture in Excel with just a few steps, making this an essential skill if you handle data regularly, especially if it comes from external presentations or PDF documents.

RELATED TOPIC: How to Convert a Picture into an Editable Table in Excel

Conclusion

If you want to work faster and smarter in Excel, learning to extract data from a picture is a must. Whether you’re on a PC or using your iPhone on the road, Excel’s data extraction feature gets the job done. Take a moment to practice these steps, and you’ll never dread inserting data into spreadsheets again.

Feel free to leave a comment if you have any questions or suggestions for future tutorials.

Ready to save more time in Excel? Give it a try today!

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