How to Export and Reuse PDF Form Data

Discover how to prepare your form, export and import data, create reusable templates, and fix common issues when working with PDF form data in Xodo PDF Studio. This guide has everything you need to know.

Sharing and collecting PDF forms are part of an everyday workflow in HR, finance, operations, legal teams, field services, and customer support.

However, collecting responses from those forms is only half the job. You also need an efficient way to export and reuse that PDF form data.

With Xodo PDF Studio, you get you the tools to manage every part of the process. From preparing field names to handling and reusing exported form data, this guide will cover:

• How to prepare your PDF form
• How to export your PDF form data
• How to import form data
• How to reset form field values
• How to create reusable templates
• Advantages of Xodo PDF Studio
• Troubleshooting tips
• Frequently asked questions

How to prepare your PDF form

Before you export, import, and reuse PDF form data, your fields need clean, predictable names. These names act as keys that connect your data file to the right place in the PDF.

Follow these best practices:

• Give each field a clear, short name such as firstName, emailAddress, or invoiceNumber.
• Stick to letters and numbers.
• Avoid spaces, punctuation, or accented characters.
• Keep date formats consistent, for example: MM/DD/YYYY.
• Use a consistent and logical naming system.
• Mark mandatory fields correctly to avoid missing data during export.

Refer to our guide on how to edit PDF form fields online to quickly modify your PDF form fields.

Once your fields are ready, you can export your form data.

How to export form data

Follow these steps to export form data in filled PDF forms:

1. Download and install Xodo PDF Studio.
2. Go to File and open your PDF form.
3. Select Forms Tab > Export Forms.
4. Choose your export format: FDF, XFDF, XDP, CSV, XML, or Text.
5. In the save file dialog box, select a folder.
6. Name your data file (for example, jobApplications_Feb2026.csv).
7. Click on Save.

Xodo PDF Studio can easily export your data from multiple forms to reuse, manage, and analyze in CRM systems, customer databases, and business intelligent tools as needed.

Selecting the right format to export data

If you're unsure of what the other file formats are, here's a brief look at what the different file types are used for:

• FDF: Adobe’s standard format for saving and moving form field data.
• XFDF: Extended XML‑based version of the FDF format with broader compatibility.
• XDP: XML package often used for enterprise workflows.
• CSV: A plain text file comma separated data. Ideal for spreadsheets and databases.
• XML: Structured format that uses custom tags suited for integrations or web services.
• Text: A text file containing all field values in a tab separated format.

Tip: If you plan to analyze the data in Excel, save to a CSV file. These file formats work well when you need to extract and analyze data from filled forms.

How to import form data

To import form data into another, follow these steps:

1. Open Xodo PDF Studio.
2. Open your PDF form.
3. From the menu, choose Forms Tab > Import Forms.
4. Open and locate your FDF, XFDF, or XDP file of exported data.
5. Click on Open. Xodo PDF Studio will map each entry to the matching form field types with the same names.
6. Review every field for accuracy.

Reusing and importing form data is helpful for workflows in professional industries where the form layout never changes, but the information does. For example:

• HR teams can load applicant details into recurring onboarding packets.
• Medical offices can prefill patient intake forms from previous appointments.
• Real estate teams can reuse the same lease template for every new tenant.
• Insurance agents are able to generate claim forms by importing policyholder information.
• Legal teams can create updated discovery or filing documents with each new client.

How to reset form field values

To reset the data in all fields in the form:

1. Open Xodo PDF Studio.
2. Select Forms Tab > Reset Fields from the menu.
3. Click Save if you want to save a clean copy.

Note that resetting fields will return every field in the form to its default value and can't be undone. Be sure to save a backup copy before resetting your fields.

How to create reusable form templates

To build a reusable template:

1. Save your original form as a dedicated template file such as clientIntakeTemplate.pdf.
2. When you have a new dataset, open the template.
3. Import your FDF, XFDF, or XDP data file.
4. Save the filled version under a new name.

Working with templates can help you save time and reduce errors when performing the same repetitive tasks.

If you're starting your PDF form template from scratch, learn how to create fillable PDF forms online for a quick solution.

The Xodo PDF Studio advantage for PDF form data

Xodo PDF Studio gives your team a full set of form tools that go beyond basic PDF tools. You can:

• Export and import form data across multiple forms and formats.
• Create form templates for recurring or project‑based workflows.
• Edit form fields or build new forms from scratch.
• Export data from standard form field types such as text fields, checkboxes and more.
• Automate and batch export your PDF form data.
• Work securely offline on Windows, macOS, and Linux.

To try out these features, start a free trial and replace manual re‑entry tasks with a few simple clicks.

Troubleshooting tips

If your exported data won’t load correctly when importing, try these checks:

• Missing or mismatched field names
  Compare your PDF field names with the exported data keys. Look for hidden spaces, typos, or upper and lowercase mismatches.
• Formatting issues
  Dates or numbers may display incorrectly if the export format doesn’t match the expected pattern. Edit the fields and try exporting again.
• CSV delimiter problems
  If your system expects semicolons instead of commas, adjust your import settings or resave the file with the correct delimiter.
• XML file / XFDF encoding conflicts
  Some systems may require a specific character encoding (for example UTF‑8). Update the encoding in your export options and test the import data again.

Frequently asked questions

How do I extract data from a fillable PDF form?

Export your PDF form data to FDF, XFDF, CSV, XML, or Text formats using Forms Tab > Export Forms in Xodo PDF Studio. CSV and XML are ideal for spreadsheets and databases.

Can I copy form fields from one PDF to another?

Yes. You can duplicate field definitions when building a new form or use a saved template. Just keep field names consistent to maintain compatibility with your data files.

Can I export PDF form data to Excel?

Yes. Choose the CSV export option. You can open CSV files directly in Excel. If needed, you can then save the data as an XSLX file in the application.

How do I create a reusable fillable PDF form?

Save a clean copy of your form as a template, keep your field names consistent, and load new data using Xodo PDF Studio through the Import PDF data feature.

What happens if two fields share the same name?

During export or import, repeated names cause conflicts. Xodo PDF Studio may map one value to multiple fields or ignore some values. Rename the fields to fix the issue.

Why doesn’t my imported data appear in the form?

The most common causes are mismatched field names, different field types, incorrect encoding, or a corrupted CSV delimiter.

Can I batch export or import multiple data files?

Yes. Xodo PDF Studio supports batch workflows when you need to process multiple forms at once.

Can I export only certain fields from a PDF form, not all of them?

No. Selective field export isn't available. If you need to export only specific values, create a duplicate of your PDF form with only the fields you need. Or, export the full data file and remove the unneeded data from the export file.

Do I need to keep the same field structure for future versions of my form?

Yes. If you change names or field types, older data files may not load correctly. Create a versioning system to keep track of field changes.

Next steps for faster PDF form management

Exporting and reusing PDF form data helps teams save time, avoid manual entry, and keep documents consistent across multiple versions.

Xodo PDF Studio gives you the tools to prepare your fields, export in several formats, load values into updated files, and build templates for recurring tasks.

Try Xodo PDF Studio and start moving your data into your workflow systems with fewer steps.