Scanning Text To Edit A Document With Omnipage Pro On Workstations 2, 18, 25, 27 and 32 Including Converting A PDF File To A Word File

Interactive Media Center
http://library.albany.edu/imc/
518 442-3608
Scanning Text to EDIT a Document

with OmniPage Pro on Workstations 2, 18, 25, 27 and 32
including converting a PDF file to a Word file
If you are NOT editing your document, use Adobe Acrobat [Blue Handout] to make a
PDF file. OmniPage Pro will NOT make an exact replica of your document.
The copyright law of the United States (Title 17, United States Code) governs the reproduction of
copyrighted material. The person using this equipment and software is liable for any infringement.
From the Start menu select OmniPage Professional to create an edit-able document. If you have a text
document and want to preserve its look exactly or if you want to use it on the Web, use Adobe Acrobat to create
a PDF file.
Optical Character Recognition (OCR) transfers paper documents into edit-able computer files. Your original
document is scanned or imported as an image. OmniPage Pro interprets it as text or graphics. In general, all
typed information is interpreted as ASCII characters (text); all other marks (hand written notes, smudges or
pictures) are zoned as graphics. OmniPage Pro recognizes foreign languages, tables, multiple columns, etc.
Following are basic instructions. Please note: Word-processing is not supported in the Interactive Media
Center. Please edit your document elsewhere.
1. Use the ADF, Automatic Document Feeder or lift the cover on the scanner and align the page to be scanned.
Close the cover. NOTE: The program defaults to the settings the previous user selected. You may override
the settings by selecting an option listed in the dropdown menus by each step. Additional settings are
available under Tools > Options
2. Select the following windows to view your work. Select from top line menu select Classic View.
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BEFORE scanning or loading an image file,

consider the following:
The program defaults to the settings

the previous user selected. You may
override the settings by selecting an
option listed in the dropdown menus
by each step. Additional settings are
available under Tools > Options.
If using the Scanner, select Tools >
Options > Scanner. Select the source
of your document.
Do not retain graphics when saving
and exporting (see converter option).
Import and place graphics separately
as a last step. It is easier to import an image and manipulate its placement later than to include
it with the text now. Use Adobe Photoshop to scan images.
If you are importing multiple columns, export into one column. Reset columns after editing.
Cleanup within the word processing application you are saving the file to. Microsoft Word is
not available here.
PROOFREAD! Be prepared to edit all text. This is not a perfect
method. For example, OCR may assume the number one (1) is
a lower case L.
If you chose to proofread finished text or if it was already
selected, the OCR Proofreader window will open after you
scan and the OCR Proofreader selects all unknown/unsure
words for decision making. Highlighted is what you see; the
suspect word/character is OmniPages interpretation. Use like
spell-check; see Tools > Options > Proofing
Begin by reviewing the selections on the Toolbar. 1-2-3 OCR. Settings are commonly set to:
1. Document Source: Scan Black and White
2. Original Layout: Automatic
3. Export Results: Save to file
To convert an image file such as Acrobat PDF to a file for editing purposes using applications
such as Microsoft Word, Excel, etc. From the top-line menu, Select Load Files from the second
dropdown of step 1 of 1-2-3.
Proceed to scan by selecting:
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3. The Save to File box automatically displays after OCR is applied and your document appears in the
Text View or after the OCR Proofreader is finished. You may select Cancel, continue scanning
and save later.
OPTION: If you are interrupting your
scanning project and want to continue at a
later time - or want to scan and then perform
OCR Proofreader on all pages at once.
Save the document as an OmniPage Pro
document. From the top line menu: File > Save
OPD. Later, when you return, select File > Open
OPD. Check your settings and continue. When
you are finished, save the file in a format
recognized by your application. Once the file is
saved as an OPD file, it must be exported to be
saved as a different file type. Select File > Export
Results > Save to file.
4. NOTE! Export/Save to file formats. Select carefully the output format of your document.
Select the settings that specify how much formatting of the original document you want to retain.
You have the option of changing your output format. Cancel from Saving. Click on the Text
Window and from the top line menu select View > Text Editor Views > Selecting different screen
views indicates what level of formatting is suitable for your document. When in doubt select
Save As. Export the document with different formatting levels using different file names.
Save to File Choose a file type. File options set to Create one file for all pages
Files of Type Be sure to select the correct
version of the application you are using.
Select save and Launch, the file will display.
Formatting Level: If you selected Save as:
Text, select from the following:
Plain Text: select if decision is to strip the
document of all formatting. All recognized
text is one font type, one column and left
aligned. Suitable for ASCII, plain text and
formats with extension .txt or .rtf Use this
formatting level if you are capturing only the
text and have much editing to do.
Formatted Text: exports one column of text,
retaining font characteristics and some
paragraph formatting. Will save graphics and
tables. This is the most typical selection.
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True page: [typically not selected] Select to retain the original appearance of the scanned
document. Select if very little or no editing is to be accomplished. All page elements are placed in
frames. This is suitable only for file types and applications capable of handling frames or text
boxes. Must select for XML export and for all PDF exports except to the file types PDF edited.
Flowing Page: Select if very little or no editing is to be accomplished. Select this to keep the
original layout-especially when using multiple columns and indent settings--not with frames. Text
will flow from one column to the next.
NOTE: The IMC does not support Microsoft Word on Windows computers.
Select Converter Options. The formatting
level you selected corresponds to the options
selected or not selected. Select the
formatting level first (see step #4) and then
make decisions. Select Apply if you made a
change.
Retain graphics We recommend

that you always select none
save only text information
information that can be edited.
Scan desired graphics using the
Image Scanning application.
5. Continue with Save. Exit from Text Scanning when done or press
to continue.
Created by Regina Conboy 2/04. Revised: 9/07; 1/08; 9/09; 10/09; 10/12
Page 4 of 4

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Interactive Media Center

Scanning Text to EDIT a Document

BEFORE scanning or loading an image file,

The program defaults to the settings

Proceed to scan by selecting:

Retain graphics We recommend

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