Not all PDFs convert the same way. A PDF created from a Word document converts differently from a scanned form, which converts differently from a PDF with embedded tables. This guide covers how to handle each type.

First: What Kind of PDF Do You Have?

Test: Open the PDF in your browser (Chrome, Firefox, Safari) and try to click and select text.

  • Can select text → Text-based PDF. Standard conversion works.
  • Cannot select text → Image-based PDF (scanned or photographed). OCR required.
  • Some text selectable, some not → Mixed PDF. Parts may need OCR.

Converting a Standard (Text-Based) PDF to Word

  1. Go to PDF to Word
  2. Upload the PDF
  3. Download the .docx file
  4. Review and clean up formatting as needed

Most formatting issues in text-based conversions are minor and can be fixed quickly. See Why PDF to Word Changes Formatting for specific fixes.

Converting an Image-Based or Scanned PDF

A scanned PDF has no text layer — it is a photograph of a document. Standard PDF to Word converters cannot extract text from it.

The correct process:

  1. Go to PDF to Word
  2. Upload the scanned PDF
  3. The converter detects the scan and applies OCR (Optical Character Recognition)
  4. Download the .docx file with the recognised text
  5. Proofread carefully — OCR is not 100% accurate, especially on older, lower-quality scans

Improving OCR accuracy

If you control the scanning process:

  • Scan at 300 DPI minimum (600 DPI for small text)
  • Use black and white mode for text documents
  • Ensure pages are flat and straight — curled edges reduce accuracy
  • High contrast between text and background improves recognition

What OCR cannot do well

  • Handwriting (printed text only)
  • Very faded or damaged documents
  • Decorative or highly stylised fonts
  • Mathematical notation and scientific formulae

Converting a PDF with Tables

Tables are one of the trickier elements in PDF conversion.

Simple tables

A table with consistent column widths, clear borders, and single-level column headers usually converts to a recognisable Word table structure. Expect to adjust column widths and some cell content after conversion.

Complex tables

Tables with:

  • Merged cells
  • Multi-level column headers
  • Rows spanning pages
  • No visible borders (text-only grid)

...often convert imperfectly. For critical data, it may be faster to retype the table in Word using the converted text as reference.

Scanned tables

Tables in scanned PDFs need OCR first. After OCR, the table structure may or may not be detected. For data accuracy, always verify converted table content number by number.

Converting a Filled PDF Form to Word

PDF forms (fill-in forms with text fields, checkboxes, and dropdowns) work differently from regular documents:

  • Filled text fields: The entered text is typically captured and included in the Word output as plain text
  • Checkboxes and radio buttons: May appear as characters or symbols rather than Word form controls
  • Dropdown values: The selected value is included as text

The output is useful for extracting the data that was entered into the form, but it will not recreate the interactive form structure in Word.

Related guides: How to Convert PDF to Word · What Is OCR?