How to Automatically Fill PDF Forms Using
Microsoft Excel
Microsoft Excel enables you to automatically send data from an Excel table into certain PDF
forms. These forms can be subsequently saved under various names.
How to Automatically Fill PDF Forms Using Microsoft Excel
PDF forms are very powerful and popular. Microsoft Excel provides a basic yet helpful tool
called Export XML Data that many users are unaware of. The Developer Tab, XML Group
from the Ribbon provides access to this feature.
● Step 1: Prepare the Excel Structure for Export
The data structure that the PDF form requests may vary; for instance, if the PDF
form includes simple fields, you can set any structure you like in a range of adjacent
or nonadjacent cells. Otherwise, you must prepare data to be exported from a
defined table if the PDF form has a table form.
● Step 2: Extract the PDF Form’s XML Structure
After the workbook is imported into Excel, the cells will be mapped using this XML
file. In this step, you will need a PDF viewer software like Adobe Acrobat Pro,
FoxitReader, or PDF XChange Viewer to be used to import or export data from a
PDF form. Using Adobe Acrobat Pro, extract the PDF form’s XML structure by
selecting Tools, Forms, Manage Form Data, then Export Data to export form data in
XML format. Using FoxitReader, extract the PDF form’s XML structure by selecting
the Form tab, Export, to a New File to export form data in XML format.
● Step 3: Map the XML file to Excel Sheet
To practice the following steps, you should first remove the existing XML map from
the downloaded file. To do so, click the XML Maps button, select Map, and then click
Delete. In Excel, click the Source button on the Developer tab to see the XML
Source panel. You should see an XML Maps button at the bottom of this panel. Click
it to open the XML Maps dialog window, then select Add and browse for the xml file
that was exported in step 2. To start mapping, simply drag xml fields to the
corresponding worksheet cells. You can also drag the element to the cell, right-click
the element and choose to Map Element, or you can just select the cell and
double-click the element.
FAQs
What is a PDF?
The acronym PDF stands for portable document format, and regardless of the software,
hardware, or operating systems being used by everyone who examines the document; this
adaptable file format from Adobe provides individuals with a simple, dependable way to
show and trade data.
What are PDF forms used for?
A PDF containing a calculated form has numerous potential applications, including order
forms, assessments and exams, and invoices, and PDF forms can also be used to make
simple offline personality tests, as well as membership forms and risk assessments.
Is it simple to use Microsoft Excel to automatically fill out PDF
forms?
Yes, you just have to follow three simple steps to automatically fill out PDF forms in
Microsoft Excel: preparation of the Excel structure for export, extracting the PDF form’s
XML structure, and mapping the XML file to an Excel sheet.
