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25 August 2023  Ashley S. Miller  Specialist of Customer Service Dept.
Last update by James Smith at 2 October 2025

Summary
Learn how to extract text from PDF files with ease using free tools and OCR technology. This guide covers manual and automated methods, providing practical solutions for anyone wondering 'How to Extract Text from PDF'.



Table of contents

table iconMethod 1 : Start Simple - Copy and Paste Text from PDF
table iconMethod 2 : Use AI Assistants to Extract Text from one PDF page
table iconMethod 3 : Extract Text with Desktop Software for batch processing
table iconMethod 4 : Try Free Online Tools for PDF Text Extraction
table iconMethod 5 : Advanced - Extract Text with Python Scripts
table iconFinal Thoughts: Mastering PDF Text Extraction
table iconFrequently Asked Questions (FAQs)
Struggling to pull text from a PDF for editing, analysis, or sharing? Whether you’re a student needing quotes from research papers, a professional extracting data from reports, or handling scanned receipts, extracting text from PDFs saves hours of manual work. This guide offers simple, effective ways to extract text from PDF files, from quick hacks to powerful tools, tailored for beginners and pros alike.
how to extract text from pdf

Method 1 : Start Simple - Copy and Paste Text from PDF

The easiest way to extract text is copying it directly from a searchable PDF using a free reader like Adobe Acrobat Reader DC or Foxit Reader. This works for digital PDFs where text is selectable, like e-books or reports.

Steps to Copy and Paste Text page by page

1. Open the PDF: Launch Adobe Acrobat Reader DC or Foxit Reader.
2. Switch to Text Selection Mode: In Foxit Reader, click the “Select” tool (text cursor icon) in the toolbar to enable text selection. For Adobe, use the “Select” tool from the top menu.
Foxit reader select text
3. Highlight and Copy: Click and drag to select the text, right-click, and choose “Copy.”
4. Paste: Open a text editor (e.g., Notepad or Google Docs) and paste the text.
If the text appears garbled due to embedded fonts, or if it’s unselectable—as is often the case with scanned PDFs—you’ll need Optical Character Recognition (OCR). OCR technology analyzes image-based or non-selectable PDFs and converts them into editable, searchable text. For seamless handling of these scenarios, consider using Renee PDF Aide, which integrates OCR to process such files quickly and accurately.
OCR stands for Optical Character Recognition. It’s a technology that allows computers to “read” text from images, scanned documents, or even photos of signs and books, and then convert that text into a machine‑readable, editable format. In short, OCR is what makes it possible to turn a scanned page into something you can edit in Word, search in a PDF, or feed into a database.
copy text in pdf generates garbled characters

Copying PDF text results in garbled characters

Scanned PDF files

Scanned PDF files

This method is great for small, one-off tasks but can be slow for large files. Let’s explore other options for more complex needs.
Renee PDF Aide - Powerful PDF Converting/Editing Tool (100 FREE Quota)

Convert to Editable Convert to Word/Excel/PPT/Text/Image/Html/Epub

Multifunctional Encrypt/decrypt/split/merge/add watermark

OCR Support Extract Text from Scanned PDFs, Images & Embedded Fonts

Quick Convert dozens of PDF files in batch

Compatible Support Windows 11/10/8/8.1/Vista/7/XP/2K

Convert to Editable Word/Excel/PPT/Text/Image/Html/Epub

OCR Support Extract Text from Scanned PDFs, Images & Embedded

Support Windows 11/10/8/8.1/Vista/7/XP/2K

Free TrialFree TrialNow 800 people have obtained the free version!

Method 2 : Use AI Assistants to Extract Text from one PDF page

AI tools like Microsoft Copilot(https://copilot.microsoft.com/), ChatGPT(https://chat.open.com/) or Grok(https://grok.com/) can help extract text from PDFs for free, especially for image-heavy files. They’re useful for quick tests, like pulling text from a single page screenshot.

How to Use AI for Text Extraction

Take a screenshot of the PDF page (e.g., a 2025 conference agenda), upload it to the AI tool (The AI uses OCR-like features to read the text), and prompt:

<span style="color: #0f1115;">Extract all text from this image and do not summarize the text. </span>

or

Extract all text from this pdf file.

For example, you may use Copilot(https://copilot.microsoft.com/) to extract text from normal pdf files or scanned pdf files:
extract text from scanned pdf files with AI agent
While online AI tools can be useful for quick tasks—such as extracting text from a diagram in an engineering report—they often struggle with multi-page PDFs, low-resolution scans, or documents with complex formatting. Most of these tools also lack support for batch processing and cannot convert PDFs into multiple editable formats like Word, Excel, or PowerPoint.

In many cases, users must manually capture screenshots page by page, which is time-consuming and error-prone. For larger workloads or professional use, dedicated desktop software remains the more reliable and efficient choice.

📊 PDF Handling: Free vs. Paid Plans (2025 Update)

PlatformFree VersionPaid / Premium VersionPDF Conversion SupportOutput Formats2025 AI-OCR Enhancements

Microsoft Copilot

Upload PDFs up to 50 pages; split large files. Integrates with Edge for quick OCR.

Microsoft 365: Unlimited pages, AI-powered table extraction.

❌ No direct conversion, but exports to JSON via API.

Plain text, JSON

Cognitive Services v3.1: 98% accuracy for scanned docs.

ChatGPT (OpenAI)

No direct upload; paste text or screenshot.

Plus/Team: Upload up to 300 pages; auto-OCR for images.

❌ Summarizes only; use plugins for export.

Plain text, bullet lists

LlamaParse integration: Handles multilingual PDFs (e.g., English+Hindi).

Grok (xAI)

Upload ~50 pages; semantic search for text.

Premium: ~200 pages, batch processing.

❌ Plain text only.

Plain text

Enhanced OCR for low-quality scans; privacy-focused.

While AI shines for quick tasks, desktop tools excel in batch and privacy.

Method 3 : Extract Text with Desktop Software for batch processing

Desktop software offers secure, offline processing for extracting text from PDFs, making it especially valuable for batch jobs or handling sensitive information. While many online tools provide convenience, they often come with file size limits, slower speeds, or privacy concerns. In contrast, a dedicated desktop solution ensures both performance and data security.

What is Renee PDF Aide?

One such solution is Renee PDF Aide, a versatile PDF converter equipped with advanced OCR technology. It can transform both scanned and text‑based PDFs into fully editable formats such as Word, Excel, PowerPoint, HTML, EPUB, or TXT. Beyond conversion, it supports multiple languages—including English, Spanish, and Chinese—and offers additional functions like file repair, splitting, merging, and encryption. With processing speeds of up to 80 pages per minute, it is designed for efficiency as well as accuracy. You can even download a free trial to experience its performance firsthand.
Renee PDF Aide - Powerful PDF Converting/Editing Tool (100 FREE Quota)

Convert to Editable Convert to Word/Excel/PPT/Text/Image/Html/Epub

Multifunctional Encrypt/decrypt/split/merge/add watermark

OCR Support Extract Text from Scanned PDFs, Images & Embedded Fonts

Quick Convert dozens of PDF files in batch

Compatible Support Windows 11/10/8/8.1/Vista/7/XP/2K

Convert to Editable Word/Excel/PPT/Text/Image/Html/Epub

OCR Support Extract Text from Scanned PDFs, Images & Embedded

Support Windows 11/10/8/8.1/Vista/7/XP/2K

Free TrialFree TrialNow 800 people have obtained the free version!

Extract Text to Word

Converting a PDF to Word makes it easy to extract diverse content, like text, tables, or images, while preserving formatting. For example, pulling clauses from a legal contract PDF is simple with this method.
1. Download Renee PDF Aide from Offical website.
2. Install Renee PDF Aide and select “Convert PDF.”
select to convert pdf with renee pdf converter
3. Choose “Word” and set the save location. Check “Enable OCR” for scanned PDFs.
how to edit a scanned pdf set before converting with renee pdf converter
OCR Options:
Text in Images/Scans: Recognizes text in pictures or scanned PDFs.
Embedded Fonts: Avoids garbled text from built-in fonts.
A+B (Slower): Auto-detects fonts but takes longer.
4. Click “Add File,” select the PDF, and choose specific pages if needed.
PDF to Word select pages
5. Click “Convert.” The Word file appears in the set location, ready for text extraction.
pdf to word convert result

Extract Text to Excel

For PDFs with tables, like a budget report, converting to Excel simplifies data extraction and analysis.
1. Run Renee PDF Aide and select “Convert PDF.”
2. Choose “Excel,” add the PDF, and enable OCR if it’s a scanned file.
how to convert pdf to excel with renee pdf aide
3. Click “Convert” to get an editable Excel file in the chosen folder.

Extract Text to PowerPoint

To extract text from presentation PDFs, like a webinar slide deck, convert to PowerPoint to keep visuals and text editable.
1. Open Renee PDF Aide, select “Convert PDF,” and choose “PowerPoint.”
pdf to powerpoint converter
2. Add the PDF, enable OCR if needed, and click “Convert.”
3. Access the PPT file for text extraction.

Extract Text to TXT

For plain text extraction, like pulling dialogue from a novel PDF draft, TXT is the simplest format.
1. Launch Renee PDF Aide, select “Convert PDF,” and choose “Text.”
convert and make an pdf to editable text with renee pdf aide ocr
2. Add the PDF, check “Enable OCR” for scans, and click “Convert.”
3. Find the TXT file for easy text copying.
Desktop tools like Renee PDF Aide are versatile for most needs, but if you prefer cloud-based solutions, online tools offer quick alternatives.
Renee PDF Aide offers full support for the XFA format—a specialized PDF standard commonly used by banks and government agencies. In contrast, most conversion tools that lack XFA compatibility generate only an error page, as illustrated below:
If converter not supports XFA, only one page with error message will be extracted

Method 4 : Try Free Online Tools for PDF Text Extraction

Online converters are great for quick, one-off PDF text extractions, especially on mobile devices or shared computers. Upload your file, let the tool process it, and download the text. Below is a comparison of two popular free tools:
ToolFeaturesLimitations

PDF Candy

Free PDF-to-TXT conversion, auto OCR for scanned files, user-friendly interface. Ideal for extracting product lists from catalogs.

File size limits (~100MB), ads in free version, slower during peak times, privacy risks from server uploads.

PDF2Go

No registration needed, supports mobile, fast TXT conversion with OCR. Great for quick notes from meeting PDFs.

Limited file size, potential data exposure, occasional formatting loss, internet required.

These tools suit casual users but aren’t ideal for sensitive data or large files due to privacy concerns and size caps. For more control, consider coding your own solution.

Method 5 : Advanced-Extract Text with Python Scripts

For developers or data enthusiasts, Python scripts automate PDF text extraction, perfect for bulk tasks like processing 2025 election polling PDFs. Using PyMuPDF for text extraction and Tesseract for OCR, you can save results as TXT or Word files.

Python Script Example

To use this, install dependencies:

pip install PyMuPDF tesserocr python-docx Pillow


import os
import fitz  # PyMuPDF
import pytesseract
from PIL import Image
from docx import Document

pytesseract.pytesseract.tesseract_cmd = r'C:\Program Files\Tesseract-OCR\tesseract.exe'

def extract_text_to_file(pdf_path, output_format="txt", lang="eng"):
    try:
        doc = fitz.open(pdf_path)
        text_output = []

        for page_num, page in enumerate(doc, start=1):
            text = page.get_text().strip()
            if text:
                text_output.append(f"--- Page {page_num} ---\n{text}\n")
            else:
                pix = page.get_pixmap()
                img = Image.frombytes("RGB", [pix.width, pix.height], pix.samples)
                ocr_text = pytesseract.image_to_string(img, lang=lang)
                text_output.append(f"--- Page {page_num} (OCR) ---\n{ocr_text}\n")

        doc.close()
        output_file = f"{os.path.splitext(pdf_path)[0]}.{output_format}"
        full_text = "\n".join(text_output)

        if output_format == "txt":
            with open(output_file, "w", encoding="utf-8") as f:
                f.write(full_text)
        elif output_format == "docx":
            docx = Document()
            docx.add_paragraph(full_text)
            docx.save(output_file)
        else:
            raise ValueError("Unsupported output format. Use 'txt' or 'docx'.")

        return output_file

    except Exception as e:
        print(f"Error processing PDF: {e}")
        return None

if __name__ == "__main__":
    pdf_file = "sample.pdf"
    result = extract_text_to_file(pdf_file, output_format="txt", lang="eng+hin")
    if result:
        print(f"Text extracted to: {result}")
This method is ideal for bulk tasks like processing election reports.

✅ Pros: Free, customizable

❌Cons: Requires setup

For a multilingual report PDF with Hindi and English, set tesserocr’s language to hin+eng for accurate OCR. Save as TXT for plain text or Word for formatted editing.
This method requires coding skills and setup but offers unmatched flexibility for automation.

Final Thoughts: Mastering PDF Text Extraction

We’ve explored a range of ways to extract text from PDFs, making it easy for beginners and efficient for experts. Key takeaways: Use copy-paste for searchable files, leverage AI for quick scans, opt for online tools on the go, or go pro with desktop converters like Renee PDF Aide for batch OCR and formatting preservation.
Check this tool selector table to decide:
User TypeBest MethodProsNext Action

Beginner

Copy-Paste or Online Tools

Simple, no cost or skills needed.

Open your PDF in Foxit Reader today.

Professional

Renee PDF Aide

Fast conversions to Word/Excel, secure offline.

Download trial from official site.

Tech-Savvy

Python with OCR

Automated, scalable for big data.

Install dependencies and test the code.

Mobile User

AI Assistants

Works anywhere with internet.

Try ChatGPT Plus for uploads.

Time to act—select your tool from the table and transform your PDFs. Renee PDF Aide stands out for reliability, so give it a spin!

Frequently Asked Questions (FAQs)

What if the extracted text is garbled or incomplete?

Garbled text often results from embedded fonts or image-based PDFs. Use OCR-enabled tools like Renee PDF Aide, which achieves over 95% accuracy on clear scans, like a 2025 resume PDF. Check language settings for multilingual files to avoid errors.

Are online tools safe for sensitive PDFs?

Online tools risk data leaks since files are uploaded to servers. For confidential PDFs, like financial statements, use offline software like Renee PDF Aide to keep data secure on your device.

Can I extract text from encrypted PDFs?

Yes, with tools like Renee PDF Aide, which decrypts PDFs before extraction. Ensure you have permission to unlock the file. For example, decrypt a protected policy PDF to extract guidelines legally.

How do I handle large PDFs (e.g., 500+ pages)?

Large files can overwhelm free tools. Renee PDF Aide processes up to 80 pages per minute and supports page selection. Alternatively, Python scripts can split and extract in batches, ideal for a annual report PDF.

How do I extract text from multilingual PDFs?

Use tools with multi-language OCR, like Renee PDF Aide, which supports English, Chinese, and more. For scripts, tesserocr allows language specification (e.g., hin+eng) for accurate extraction from bilingual PDFs.

Does text extraction keep the original PDF formatting?

TXT outputs lose formatting, but Word or Excel conversions via Renee PDF Aide preserve layouts. For a recipe PDF, Word output keeps bullet points intact for easy editing.

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