How to Import Data from Image to Google Sheets
Getting data from a picture into a spreadsheet used to mean a tedious transcription session, but Google Sheets can now do the heavy lifting for you. This article will walk you through exactly how to import data from an image directly into Google Sheets, plus some pro tips for getting the best results.
The Best Tool for the Job: Your Smartphone
While we often think of spreadsheet work as a desktop task, Google's 'data from picture' feature is built specifically for the Google Sheets mobile app on iOS and Android. It uses your phone's camera and Google’s powerful Optical Character Recognition (OCR) technology to scan and interpret the text and numbers in an image.
So, the quickest and most direct method for converting a picture of a table into spreadsheet data is by using your phone. But don't worry, if you only have an image file on your desktop, we've got a great workaround for that, too.
Step-by-Step: Importing Data with the Google Sheets App
Let's go through the process of getting that data off a photo and into a structured sheet. The steps are nearly identical for both Android and iPhone users.
Step 1: Open the Google Sheets App
First things first, make sure you have the Google Sheets app installed on your smartphone or tablet. You can find it in the Google Play Store or the Apple App Store. Open the app and either create a completely new spreadsheet or navigate to an existing one where you want the data to go.
Step 2: Initiate the Image Import
Tap on the cell where you'd like your data table to begin. This will anchor the top-left corner of the data you're importing.
From here, the process differs slightly depending on your operating system:
On Android: Tap the "+" button in the top menu, then select "Data from picture."
On iOS (iPhone/iPad): This is a bit different. Depending on your version, you'll either see a camera icon or you'll need to tap the cell, tap "Insert," and then select "Data from Picture." You may also see a floating blue button with a camera and grid icon at the bottom right.
Step 3: Take a Photo or Choose from Your Library
You now have two options:
Take a photo: The camera will activate, allowing you to capture a live picture of the document, receipt, or screen in front of you. Center the table in the frame and take the shot.
Choose an existing image: If you already have a screenshot or a picture saved to your phone's camera roll, you can select it from your photo library.
Once you've selected or taken your photo, Google’s AI will get to work analyzing the image to detect tables, text, and numbers. This usually only takes a few seconds.
Pro Tip: For best results, lay your document on a flat, well-lit surface. Try to avoid shadows or glare, and ensure the text is as clear and focused as possible.
Step 4: Review and Edit the Detected Data
This is the most important step. OCR is powerful, but it’s not always perfect. Google Sheets cleverly shows you a dual-pane view: your original image at the top and the detected spreadsheet data at the bottom.
Carefully review the detected data. Google will highlight any characters or numbers it was unsure about. Here's what you can do in the review screen:
Correct mistakes: Tap on any cell in the preview to edit its contents. Fix any typos, misread numbers, or formatting issues.
Join or split cells: Sometimes the OCR might incorrectly merge or split columns. You can usually select multiple cells and choose the option to "Join" or split them.
Ignore data: You don’t have to import everything. If there are stray text blocks or footer notes, you can select and discard them.
Step 5: Insert the Data into Your Sheet
Once you're satisfied with how the data looks in the preview panel, look for a button that says "Insert" or "Apply" (usually in the top right corner). Tap it.
Google will place the cleaned-up data directly into your spreadsheet, starting at the cell you originally selected. From here, you can format it, run calculations, or integrate it into your existing dashboards just like any other data.
Desktop Workaround: Using Google Drive & Google Docs
What if the image file is on your computer and using your phone is not an option? You can use a clever combination of Google Drive and Google Docs to achieve a similar result.
Upload the Image to Google Drive: Simply drag and drop your image file (JPEG, PNG, etc.) into your Google Drive folder.
Open with Google Docs: Find the uploaded image in your Drive folder, right-click on it, and select "Open with" > "Google Docs."
Let OCR Work its Magic: Google Docs will process the file. A new Doc will open, displaying your original image at the top, followed by all the text it managed to extract directly underneath it. The structure will be plain text, not a formatted table.
Copy and Paste into Google Sheets: Highlight all the extracted text from the Google Doc and copy it (Ctrl+C or Cmd+C).
Clean Up in Sheets: Go to your Google Sheet, click a single cell, and paste the data (Ctrl+V or Cmd+V). The data might all be pasted into a single column. From here, select the column, go to "Data" > "Split text to columns," and choose a delimiter (like a Tab or Space) to arrange your data correctly into different columns.
This method requires more manual cleanup than the mobile app but is a fantastic alternative when you're working exclusively on a desktop.
Tips for Getting the Best OCR Results
The quality of your source image directly impacts the accuracy of the data extraction. To save yourself editing time, follow these best practices:
Go for High Resolution: A clear, high-resolution photo is much easier for an algorithm to read than a blurry, pixelated one.
Ensure Good, Even Lighting: Natural light is best. Avoid harsh overhead lighting that causes glare or deep shadows across the page that can obscure text.
Keep it Flat: Wrinkled pages and curled corners can distort the text. Place your document on a flat surface like a desk or a floor.
Focus on Printed Text: This feature works best on clear, printed text in standard fonts. Handwritten notes and stylized fonts will be much harder to recognize accurately.
Crop Smartly: If your photo includes a lot of extra junk around the data table you need, crop the image to include only the relevant table before you begin. This helps the AI focus on exactly what you want it to process.
Common Use Cases for Importing Data from Images
You might be surprised how often this feature comes in handy. It’s perfect for situations where you have physical or digital data that you can’t easily copy and paste.
Digitizing Receipts: Snap a photo of a receipt to quickly log expenses for a report without typing out every line item.
Capturing Report Data: In a meeting or at a conference? Take a picture of a printed sales chart or financial statement and instantly have the data to analyze later.
Scanning Lists: Digitize printed attendance lists, inventory logs, or contact sheets from an event sign-up form.
Grabbing Data from Web Sources: Sometimes data is presented in a web table that can't be exported. A quick screenshot and import is the perfect solution.
Whiteboard Sessions: Transcribe brainstorming session notes or action items from a whiteboard so a digital record can be shared.
Final Thoughts
Manually transcribing data from images into Google Sheets is a task you can now officially leave in the past. Using the mobile app's "Data from picture" feature makes the process fast and nearly effortless, while the Google Drive and Docs workaround provides a solid option for desktop-only workflows.
Digitizing a table is often just the beginning. The real challenge comes next: connecting this data to all your other sources - like Google Analytics, Shopify, Facebook Ads, or Salesforce - to see the full picture. That’s precisely why we built Graphed. When moving beyond one-off imports, we connect to your key platforms automatically, letting you use simple natural language - not complex formulas - to create real-time dashboards and get instant answers about your business performance.