How to summarize multiple resumes into an Excel table

Key points of this article

Define the unified fields first and then enter them. This is better than downloading the template directly to ensure that the form can be used for filtering and comparison.
Each person has one row, and the same type of information is placed in the same column, so that there will be no confusion when sorting and filtering later.
The scanned resume must be OCR recognized first, and then copied to the form. The recognition results must be checked item by item.
After typing, it is more important to randomly check the original documents and check whether the null values and writing methods are consistent, rather than just seeing whether the table is neatly typed.
The form contains personal information, only the fields that are useful are retained, and the number of people is limited when sharing.

If you have a dozen or even dozens of resumes and need to put them into the same table for comparison, many people subconsciously search for templates online and download them. But the template usually only has the header, and what really takes time is to fill in the name, education, work experience, skills and other information in each resume one by one. This article talks about how to summarize multiple people's resumes into an Excel table, focusing on how to collect, enter, and check.

Readers are mainly recruiters who need to organize candidate information, but also include people responsible for registration of class, club or team personnel. After reading, you will know how to determine the fields first, how to collect resume information in different formats into the same table, and how to check after recording. This article will use the UniCell table in the OmniDoc desktop client, but the method itself does not depend on a certain software and is equally applicable to Excel.

How to summarize multiple resumes into Excel? One sentence conclusion

First determine the unified fields, and then enter them one by one. Each person occupies a row, and the same type of information is placed in the same column. Templates can only help you build a framework, but cannot replace entry and verification.

your situation	Recommended practices	reason
The resume is an electronic version with selectable text.	After opening, copy the key information directly to the corresponding column.	It’s fast and the text won’t be out of shape
The resume must be a scanned copy or a photo taken with a mobile phone	Do OCR recognition first, then check item by item before inputting	The text in the picture cannot be copied directly
There are only three to five copies and there are few fields.	You can enter it manually and set the header yourself.	The process may take more time than typing.
There are many people, so we need to repeatedly screen and compare.	Use UniCell or Excel to create a unified table and set filters	The structure is fixed, so sorting and statistics are convenient.
Data comes from multiple people and multiple channels	Send a unified collection form and ask the other party to fill in the columns.	Reduce the problem of inconsistent formats from the source

Before you start: Confirm these points first

First determine which fields to collect. Common ones include name, job position, education and major, graduate school, years of experience, previous company and position, core skills, and source file names. The fields must be determined before starting. Adding columns in the middle will cause the previous records to be missing data and have to go back and fill in the data.
Determine whether the resume document is a scanned copy. After opening the PDF, try to select a piece of text: if you can select and copy it, it means it is a text version; if you cannot select it, it is probably a scanned copy or picture. The two situations are handled differently. The extra time spent on scanning is mainly in identification and verification.
Leave a traceable mark on each resume. People with the same name are not uncommon, and it is easy to connect them based on name correspondence alone. It is recommended to keep the "source file" column in the table and write down the original file name so that if something goes wrong, you can go back to the original file directly.
Clear the purpose and audience of the form. If you are just comparing it yourself, you can memorize more information; if you want to give it to colleagues or superiors to read, you must first think clearly about what content must appear. The purpose determines whether to retain sensitive fields such as contact information and expected salary.
Pay attention to the protection of personal information. Resume contains identity and contact information. Only enter the fields that are used, do not forward the form file to the public group chat at will, limit the people who can view it when sharing, and delete it promptly after the project is completed.

Steps to organize multiple resume information tables in UniCell

Download and install the desktop client in download.omnidoc.top, open the UniCell table and create a new blank table.
Write a unified header on the first line and fill in the previously determined fields in order, such as "name, job position, education, major, years of experience, previous company, previous position, core skills, source documents".
Perform OCR on the scanned PDF first: perform recognition on the scanned document in the PDF editing function of the desktop client so that text can be selected and copied. After the identification is completed, check whether the name, phone number, date and other numbers are accurate.
Open the resumes one by one, each occupying its own row on the form. Copy the corresponding information or manually fill in the corresponding columns. Always put the same type of information in the same column. Do not temporarily add columns to a certain resume.
Uniform writing style. Academic qualifications should be written in standard words such as "undergraduate" and "master", dates should be written in the format of "2020-06", and working years should be written in numbers, so that they will not be missed during screening.
After each batch is recorded, check it against the "Source File" column to confirm that the corresponding original file can be found in each line.
When comparison is needed, add filters to the table header, sort by position or working years, and quickly narrow down the scope.
Save it as a file, with the file name indicating the purpose and date, such as "Resume Summary of a Certain Position_Date". If the other party only uses Excel, you can copy the table contents to Excel, save it, and then send it.

Check each item after completion

Check items	How to see	What to do if there is a problem
One row per person, no merged cells	Sort by name to see if there are adjacent duplicate rows	Before merging duplicate records, first check whether they are the same person
Whether the key field is empty	Filter the name, position, and education columns to see if there are any blanks	Return to the original document and make a supplement; if it is indeed not available, fill in "Not Provided" and do not leave it blank.
Are the numbers and dates correct?	Randomly select three to five copies and compare them with the originals to look at them item by item.	Manual correction; if it is an OCR error, check whether similar errors recur
Is the same column written in the same way?	Scan each column and note the terms "undergraduate" and "undergraduate" used interchangeably	Unify it into one writing method and then filter
Can the original copy of each record be found?	Find the corresponding file according to the "Source File" column	The records that cannot be found are marked and processed separately.

Both OCR and human entry can make mistakes, especially with phone numbers, dates, and professional names. After the table is organized, spot checks and verifications can better indicate whether the table is usable than whether the table is neatly laid out.

❓ Frequently Asked Questions (FAQ)

1. Is there a ready-made resume summary template for multiple people that can be used directly?

Yes, but usually only headers and formats. Templates can save you the time of setting up a framework. You still need to enter the information of each resume yourself and make adjustments according to your own fields.

2. There are too many resumes and it is too slow to enter them one by one. What can I do?

You can unify the fields first, let submitters or candidates fill in the same collection form, and then summarize them together. If it is just a preliminary screening, you can also enter only a few items required for screening and leave the details in the original document.

3. The text recognized in the scanned document is incorrect, what should I do?

The identification results require manual verification, focusing on phone numbers, dates and professional names. When errors are found, correct them directly in the form and check other contents of the same document.

4. Can I put my ID number or expected salary in the form?

Unless absolutely necessary, it is not recommended. This type of information is relatively sensitive, so only the fields that are needed are retained. When sharing the form, the number of people is limited, and it is deleted as soon as it is used up.

📝 Summary

The key to summarizing multiple people's resumes into Excel is to first define unified fields, put similar information in one row and the same column for each person, and then use spot checks and null value checks to check. The template can help you set up the framework, but you still need to complete the input and verification yourself.

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