How to convert a scanned image into a document. Practical help: how to translate a scanned document into Word. Scan a document as a PDF file and edit it in Word
When working with paper documents, manuscripts or books, it often becomes necessary to convert everything into an electronic format. This opens up many more possibilities and greatly simplifies the editing process. If you have a scanner or a high-resolution digital camera, this will not be difficult, but then the question arises, how to convert the scanned document into Word format? In order not to have to retype everything manually, you should use specialized software.
Software solutions for converting scanned documents
Such a task should not cause difficulties. Modern programs allow you to both edit the scanned document in part, and completely convert it into a convenient Word format. And you can do it in just a few minutes.
Tip: thanks to high-speed Internet, you can easily find desired program to edit scanned documents. Moreover, now you can use online services for text recognition.
Among the popular programs for performing such operations are:
1. ABBYY FineReader (including online);
3. Readiris PRO;
6. Online service OCR Convert, etc.
Rich functionality and ease of use make them quite popular. High reliability and performance are appreciated by both ordinary users and business representatives. Even an inexperienced person can quickly figure out how to scan a document in Word.
Text recognition and conversion of scanned documents
Usually you have to deal with pictures in .jpg, .tiff, .png, .bmp format - this is the result of scanning or photographing. How to translate a scanned document into Word for further work? The text cannot be edited in the usual ways. Some scanners support automatic conversion to .pdf format, but the possibilities are still limited.
To get a full-fledged text document, you should upload the file to the program through a special form (click "open" or "upload"). To improve accuracy, you can specify a range of pages and select a specific area with text. After a while, a preliminary result will appear. After that, it remains to save the .doc file, so that later you can figure out how to edit the scanned document using MS Word.
Using the start window, you can create Word documents using a scanner or camera.
- Bookmark Scan click Scan to Microsoft Word .
- Select a device and set scan options .
- Click the button View or anywhere in the scan area.
- View the resulting image, change the settings if necessary, and click again. View.
- Specify the settings for the selected format.
The appearance and properties of the resulting document will depend on the settings you select. - Preserve Formatting.
The choice of formatting preservation mode depends on how you will use the created document in the future:
- Exact copy
The ability to edit the output document is limited, but it remains as accurate as possible appearance document. - Editable copy
The design of the output document may differ slightly from the original. The resulting document is easily edited. - Formatted text
Only fonts, their sizes and style, division into paragraphs are saved. The resulting document contains solid text written in one column. - Plain text
Only paragraph breaks are saved. All text is formatted in one font and is located in one column.
Click Scan again to start scanning the next pages with the current settings, or End Scan to close the dialog.
When the task is completed, a Microsoft Word document will be created in the specified folder. In addition, all images will be added to the OCR editor and available for processing.
Using the FineReader program, you can easily convert text from paper to a Word file and edit it if necessary.
You can find out all the stages of this procedure in the presented article.
A large number of users working with documents are often faced with the need to copy text from paper into Word. In this case, the most the best choice there will be scanning of the text and its further editing.
This can be done with the help of the modern FineReader program, which successfully converts an ordinary photo obtained from a scan into a meaningful set of words.
Working with a document in FineReader
FineReader is the most up-to-date program for automatic recognition of a scanned document, it was created by Russian programmers. Its main advantages can be considered the ability to support a large number of languages, among which there are even the most ancient ones.
In addition, this program allows batch processing of multipage text.
Its advantages can also be called:
A trial version of this program can be downloaded on the official website, its only drawback is that it has a limitation. You can process no more than fifty scanned pages of text for free.
The full version of the program costs about fifty dollars, there is no such restriction on it.
Download and scan
The very first step in FineReader is loading and scanning a file.
To start a process:
Photo: recognition of simple documents
This program will automatically select document fragments, figures and tables, if necessary, rotate the scanned text in the desired direction. After the scan is completed, this program requires you to select a language for decoding what is written.
You can select it in the "Document Language" drop-down box, if the downloaded scan is written in several foreign languages, you should select automatic mode.
Removing formatting from a document
Now we will take a closer look at how you can edit a scanned document in FineReader. On the presented image, tables, pictures and texts will differ in different colors.
These areas are decrypted automatically depending on their type. In the future, working with them in this program allows the section called "Check areas", it is located in the right window of FineReader.
To remove any area from the document, select the "Delete area" button in the drop-down menu, and then you can click on the fragments that you want to delete.
It is allowed to destroy all pictures and tables, you can leave only the text necessary for recognition and further saving.
Video: How to translate an image into Microsoft Word
Editing
To select an area, you need to do the following:
- click on the "Select Text Area" button;
- with the left button pressed, draw the borders of the text block into a frame.
And to select an image or table, you will need:
- select the button "Select area Picture" or "Select area Table";
- in the same way, circle the borders of the block with the left mouse button.
Many users are interested in whether it is possible to change the size of the selected fragment in the FineReader program. This is quite real, you just need to click on the desired fragment, hover over its border until a special italic appears.
It is on it that you need to click the left mouse button and, while holding it, change the size by moving the mouse up or down.
Converting to Word format
After all areas are selected and edited as needed, it will be possible to start recognizing the written document and saving it in Word format. To carry out such a procedure, click the "Convert" button in the program menu.
The user will need to wait a certain amount of time, after which he will be able to view the results of the work done. To save the text, you must enter a file name, select a location for it and save format.
To create a file in Microsoft Word format, select "Rich Text Format (*.rtf)" in the window.
Final editing of a scanned document in Word
Photo: auxiliary functions of the program
After the manipulations, the document will be created in Word format, the user can open it and compare it with the original. If any errors are found, they can be easily edited in the normal mode of the program.
As a rule, the FineReader program perfectly recognizes written in any language, but if the quality of the source is poor, some words may be recognized incorrectly.
The FineReader program allows users to significantly save their time when processing text, tables or pictures from paper. In order to really appreciate all the benefits of working with it, you can download a free trial version of the program for fifteen days on the official website.
Those people who actively work with documents and other textual information clearly see the need to scan various materials. It is important to remember that in order to obtain high-quality documents, the presence of a scanner is not discussed at all. However, in certain situations, a photograph of the necessary text may also be suitable, but the picture must also be of high quality.
How to scan a document in Word
- The first step is to scan the document. For this case, it is better to choose the png or jpg format. The size of the image should also be impressive (from 400 dpi) so that there are no problems with recognition.
- The resulting images are saved in a specific location, after which the OCR program itself will be required. Your best bet is to opt for Adobe FineReader. It's universal software, which, in terms of the quality of its work, does not cause any complaints. It is important to note that after installing this program, the corresponding tab should also appear in MS Word, respectively, the use of the functionality is greatly simplified.
- Through Adobe FineReader, you need to select the menu item "File" and "Open", select the necessary images. Next, the image processing menu will appear, we need to select the language used in the document, as well as some other options, including dictionaries and other settings (not so important for obtaining the result).
- Click the "Recognize" button and wait for the process to complete. It is likely that not all are recognized, so those words that the program could not determine will be highlighted in a different color, they can be edited directly in the program.
- If the text in the scanned document itself is slightly shifted, then in Adobe FineReader you need to select certain paragraphs of text using a selection. This will prevent text from being skipped during recognition.
- As a result, you need to click on the "Save" button, after which it becomes possible to choose the location for saving the document, as well as its format. Of course, in the case of MS Word, you need to choose the doc or docx extension.
- If before saving it turns out that the document is divided into several columns, then you need to select the "Format" menu, then go to "Columns" and select "One" so that the document looks simple and harmonious. Also in the "Page Options" there is the ability to configure margins, indents and fonts.
As a result, the document can be freely edited directly in office suite MS office. It is important to note that when recognizing a document directly in Word, formatting is even easier, since the functionality is the same for both source documents and recognized ones.
As for recognition from photographs or other materials, it is not so easy to get high quality recognition here, since we are talking about offset margins, indents and other details of documents, which will take a lot of time to correct.
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An electronic version of a paper document can be obtained by scanning it. The format of scanned documents can be different, but pdf is considered the most common. Files written in this format can be easily opened with any image viewer, but the resulting document cannot be modified. Scan document to pdf can be used with any office or professional device designed to convert paper copies into electronic form. As a rule, the default scanner settings assume that the copy will be saved in this format. The resulting file is small and can be easily transferred via e-mail, burn to a USB flash drive or CD.
Format of Scanned Documents pdf: development history
The format first appeared in 1993 and was not widely used at the initial stage. Programs with which it was possible to work with pdf documents were paid, as a result of which the further development of the format was hampered. Over time, platforms have emerged for free work from pdf files and gradually the format managed to gain well-deserved recognition and distribution. Today, the pdf format of scanned documents is the most common in the world.
Scan documents to Word: what to do when pdf is not suitable
However, it is not always convenient to scan a document to pdf. If you want to not only receive an electronic copy of the document for viewing, but also edit it or make changes and edits, this format is not suitable. In this case, it is much more convenient to scan the document into Word - text editor, with which you can easily perform all the necessary actions with the source.
You can get an electronic version of a paper document available for editing in two steps:
- scan document to pdf,
- using special programs to translate the resulting file into Word.
This method is optimal and simple, it is they who are most often used in copy centers when required scan document to word .
How to translate a document from pdf to word
There are currently a number of online services to convert a document from pdf to word, however, working with them is not always convenient, there are restrictions on the number of free operations, and the percentage of errors is high when recognizing text.
The best option for converting files from pdf to word is a stationary one. free program FineReader. With its help, you can easily convert any scanned file into text format. However, despite the fact that this software product recognizes text well, the resulting document must be checked for possible errors.
Scanning large format documents at a copy center
A4 format documents can be converted into electronic form with subsequent conversion to doc format using a conventional office scanner and computer. Drawings and design documents can only be scanned using special equipment in a copy center. Here you can also digitize drawings, as a result of which technical documents are converted into an editable format and you can also make changes to them. It also makes sense to contact a copy center for large volumes of scanning documents in standard A4 format. Specialists will do everything quickly and without errors.
Before sending documents for scanning to the copy center, they must be prepared: remove all staples, springs and other foreign objects that may interfere with scanning. If you don’t have time to do it yourself, you can order the appropriate service at a copy center.
You can scan not only black and white documents, but also color ones. At the same time, the quality of a professional scan will always be higher than that made using conventional office equipment.
In the copy center, the customer has access to a full range of printing and processing services for documents of any format.
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