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Ways to Process Documents

18 

Chapter 3

Ways to Process Documents

Optical character recognition (OCR) is the process of turning an image 
into computer-editable text so you do not have to retype the text 
manually. The basic steps of OmniPage Pro’s OCR process are explained 
on page 9. The following is a summary of those steps. 

1

Bring a document image into OmniPage Pro.
See page 20 for more information.

2

Create zones to identify areas you want to recognize as text or 
retain as graphics.
See page 22 for more information.

3

Perform OCR to convert text information into editable text 
characters.
See page 23 for more information.

4

Export the document to the desired location.
See page 34 for more information.

Using the OCR Wizard

The OCR Wizard guides you through the entire OCR process by asking 
you questions about your document and selecting the appropriate 
settings for you. 

To process your document using the OCR Wizard: 

1

Set OCR Wizard as the command in the AUTO button’s drop-
down list.

2

Click AUTO or choose OCR Wizard in the Process menu.
The first wizard screen appears.

3

Answer the question in the first screen and click Next.

4

Continue answering questions in the screens that follow.

Содержание OMNIPAGE PRO 9

Страница 1: ...OmniPage Pro User s Manual CAERE CORPORATION 100 Cooper Court Los Gatos California 95032 7603 USA...

Страница 2: ...n if you have questions about how to use menu commands dialog boxes scroll bars edit boxes and so on OmniPage Pro for Windows Version 9 Copyright 1998 Caere Corporation All rights reserved The Caere l...

Страница 3: ...iPage Pro OCR 9 The OmniPage Pro Desktop 10 AutoOCR Toolbar 11 Standard Toolbar 12 Zone Toolbar 12 Options Dialog Box 13 Getting Online Help 14 Help Menu 14 Context Sensitive Help 15 Product Support 1...

Страница 4: ...o Settings Setting AutoOCR Toolbar Commands 40 AUTO Button Commands 41 Image Button Commands 41 Zone Button Commands 42 OCR Button Commands 43 Export Button Commands 44 Selecting OmniPage Pro Settings...

Страница 5: ...roblems 88 Low Disk Space Problems 88 Supported File Format Types 89 Scanner Setup Issues 91 Scanner Drivers Supplied by the Manufacturer 91 Scanner Drivers Supplied by Caere 92 Scan Manager is Needed...

Страница 6: ...vi...

Страница 7: ...elp OmniPage Pro s online Help contains detailed information on features settings and procedures The online Help conforms to Windows 95 Help conventions and has been designed for quick and easy inform...

Страница 8: ...s scroll bars drag and drop functionality shortcut menus and so on The following conventions are used in this manual Convention Purpose Italicized text Emphasizes menu commands dialog box options labe...

Страница 9: ...ation For information on supported scanners and scanner setup read the Scanner Setup Notes To open this PDF file click Start in the Windows taskbar and choose Programs Caere Applications Caere Documen...

Страница 10: ...Scanner Setup Notes for a list of tested scanners Performance and speed will be enhanced if your computer s processor memory and available disk space exceed the minimum requirements Installing OmniPa...

Страница 11: ...urer and model in the Scan Manager so that you can use your scanner with OmniPage Pro Read the Scanner Setup Notes for the most detailed information about scanner support and setup You can open the No...

Страница 12: ...Pro Choose Exit in the file menu to close OmniPage Pro You are prompted to save the current document if you have not saved it or have modified it since the last save The image viewer displays the cur...

Страница 13: ...d then click Next 4 Follow the instructions on the screen OmniPage Pro will decide on the best method of registration according to your country and computer system It may try using modem FTP or HTTP c...

Страница 14: ...6 Chapter 1...

Страница 15: ...rticle into your computer Painstakingly retyping the article is not an appealing solution OmniPage Pro offers a smart solution to increase your work productivity OmniPage Pro s optical character recog...

Страница 16: ...et applications OmniPage Pro s OCR Capabilities In addition to text recognition OmniPage Pro can retain the following elements of a document during OCR Graphics Photos logos and drawings are examples...

Страница 17: ...es automatically manually or with a template Any areas not enclosed by zones are ignored during OCR See Creating Zones for OCR on page 22 for more information 3 Perform OCR to convert text information...

Страница 18: ...e toolbars to perform various tasks on the document The thumbnail viewer displays a picture of each page in the document The image viewer displays the current page s original image The text viewer dis...

Страница 19: ...he Zone button allows you to automatically create zones on images based on their original page layouts or predefined templates The OCR button allows you to perform OCR train characters for OCR or sche...

Страница 20: ...image See Customizing Zones on page 63 for more information New Open Save Print Proofread OCR Cut Copy Paste Undo View Image Editor Options Rotate Image Straighten Image Zoom Help Draw Rectangular Zon...

Страница 21: ...an select settings for OmniPage Pro in the Options dialog box To open it click the Options button or choose Options in the Tools menu See Chapter 4 OmniPage Pro Settings for more information on settin...

Страница 22: ...ing Help Help Menu One way to open OmniPage Pro s online Help is to choose commands in the Help menu Choose OmniPage Pro Help Topics to get contents and index listings for OmniPage Pro Help topics Cho...

Страница 23: ...the Help button in the Standard toolbar and then click any toolbar button menu command or area of the OmniPage Pro desktop to display a Help topic explaining that item Click the question mark button...

Страница 24: ...Notes Read the Scanner Setup Notes document to learn about supported scanners and related issues This document has been provided to you as an electronic document in PDF format To open this document c...

Страница 25: ...tart each step individually You can even do different tasks at the same time Please continue reading this chapter for information on these topics Ways to Process Documents Bringing Document Images int...

Страница 26: ...22 for more information 3 Perform OCR to convert text information into editable text characters See page 23 for more information 4 Export the document to the desired location See page 34 for more info...

Страница 27: ...lready have zones OmniPage Pro will skip zoning for those pages and continue with the selected OCR and export operations Performing Multiple Tasks at Once OmniPage Pro takes advantage of your computer...

Страница 28: ...s the command in the Image button s drop down list 3 Choose Options in the Tools menu and click the Scanner tab to make sure the appropriate settings are selected Select Scan until empty in the Scanne...

Страница 29: ...load You can Shift click or Ctrl click to select multiple files in the same folder 5 Click Advanced if you want to select files from more than one folder Select a file and click Add to put it in the...

Страница 30: ...s deleting unwanted zones and using zone templates please see Customizing Zones on page 63 Creating Zones Automatically OmniPage Pro can analyze a page and create zones automatically for you It uses t...

Страница 31: ...also referred to as recognizing text OmniPage Pro only recognizes machine printed characters such as laser printed or typewritten text However it can retain handwritten text such as a signature as a g...

Страница 32: ...correct errors 1 Click the Proofread OCR button or choose Proofread OCR in the Tools menu If a suspected error is detected the OCR Proofreader dialog box displays the error and a picture of how it ori...

Страница 33: ...word and its surrounding area 2 Click inside the window to enlarge or reduce the picture The picture is enlarged on the first two clicks and reduced on the next two clicks 3 Continue double clicking...

Страница 34: ...5 if you are using that version Save as Word 97 if you are using that version 2 Open the document in Microsoft Word The document must be opened on a system that has OmniPage Pro installed An OmniPage...

Страница 35: ...roofreader looks for the next possible error 5 Click Close to stop proofreading OCR Color markers are removed from words that have been proofread To verify recognized text against its original image i...

Страница 36: ...her suspect words The display changes as you select new words 5 Choose Close Image Viewer in the OmniPage menu to close the window when you are done Removing OmniPage Pro Data from the Word Document A...

Страница 37: ...tion 1 Align your document in your scanner if you plan to scan 2 Open the application in which you want to insert recognized text The application must be registered to work with OCR Aware You do not n...

Страница 38: ...you to look at and work with pages in the current document This section describes the following procedures Resizing a Page View Changing Pages Reordering Pages Deleting Pages Printing a Document Closi...

Страница 39: ...nd select a size option in the drop down list The page resizes as specified You can also click your right mouse button in the viewer you want to resize and select a size option in the shortcut menu If...

Страница 40: ...n the Ctrl key while you click thumbnails if you want to select multiple thumbnails to move as a group Deleting Pages If you delete a page from a document in OmniPage Pro the thumbnail original image...

Страница 41: ...ile menu and choose one of the following in the submenu Choose Image to print original page images Choose Text to print recognized text 2 Select the desired print settings in the Print dialog box 3 Cl...

Страница 42: ...zed text Saving a Document You can save recognized text and original images to disk in a variety of file types To save recognized text 1 Choose Save As in the File menu You can also click the Export b...

Страница 43: ...x appears 2 Select a folder location and file type for your document See Supported File Format Types on page 89 for a complete list of supported file types 3 Type in a file name and select Save and Im...

Страница 44: ...uppose you save the current document as a text file called Memo txt but continue to make changes to the recognized text in OmniPage Pro Whenever you choose Save changes in the recognized text will be...

Страница 45: ...attachment 1 Choose Send Mail in the File menu You can also click the Export button with Send Mail selected in the drop down list The Send Mail dialog box appears 2 Specify a file type and attachment...

Страница 46: ...38 Chapter 3...

Страница 47: ...y affect OCR results You may have to experiment with different settings to get the results you want Settings guidelines are provided at the end of this chapter to get you started Please continue readi...

Страница 48: ...he Process menu Click the Options button and select process commands in the Options dialog box The pictures in the AutoOCR toolbar buttons change as you set different process commands The commands can...

Страница 49: ...re OCR process See Using the OCR Wizard on page 18 for information Image Button Commands Use the Image button to bring a document image into OmniPage Pro s image viewer The Image button s drop down li...

Страница 50: ...ltiple Column Pages Select Multiple Column Pages to have OmniPage Pro automatically draw and order zones on multiple column document images such as magazine or newspaper articles Spreadsheet Pages Sel...

Страница 51: ...recognize text on document images and automatically start checking for errors after OCR See Proofreading OCR Results on page 24 for more information Train OCR Select Train OCR to teach OmniPage Pro h...

Страница 52: ...ail Select Send Mail to send a recognized document as a file attached to a mail message if you have a MAPI compliant mail application such as Microsoft Exchange or Outlook installed See Sending a Docu...

Страница 53: ...examples that follow However documents require different settings depending on their input attributes and your output goals To get the best results learn how to identify document characteristics and m...

Страница 54: ...s with words most likely to be correct during OCR Training files help recognize special characters during OCR Select the type of characters that are in your document Usually these setting should be se...

Страница 55: ...your original page looks Select to automatically detect tables that have grid lines between rows and columns If your target application is Microsoft Word or WordPerfect you can select Table objects t...

Страница 56: ...s and menu commends This is the character used in place of unknown characters You can enter your own choice Select the language that appears most in your document Select additional languages for a mul...

Страница 57: ...Enable OCR Aware is selected 5 Select the name of the application you want to register in the Unregistered list box 6 Click Add to add the selected application to the Registered list box and then cli...

Страница 58: ...age 25 for more information Proofreading OCR in Microsoft Word is only supported in Microsoft Word 95 Word 7 0 and Word 97 Make sure you associate the doc extension with the version you plan to use Pl...

Страница 59: ...ro you will receive better OCR results What type of document are you processing Magazine and newspaper pages page 52 Memos and letters page 52 Text and table page 53 Spreadsheets page 53 Legal documen...

Страница 60: ...tomatically created zones if auto zoning does not successfully create zones around all page areas you want to process See Customizing Zones on page 63 for more information Keep associated sections of...

Страница 61: ...numeric Tables with grids are automatically detected Choose the format you want to use to save the table by either selecting Table objects or Columns separated by tabs in the Table settings Spreadshee...

Страница 62: ...zone if you plan to renumber lines in your word processor Select Hard carriage return after every line in the Save As dialog box if you want to preserve line numbering Mixed formats or not sure Recomm...

Страница 63: ...al replacements for hard to recognize characters Draw zones manually to omit any smudges or scribbles on the page Choose Proofread OCR in the Tools menu to locate possible errors after OCR Choose Dot...

Страница 64: ...want to be able to open the document in any text application Some Keep font characteristics and paragraph formatting Recommendations Select Retain font and paragraph formatting in the Page Format sett...

Страница 65: ...will be easier to edit Please note The Retain flowing columns setting uses frames when necessary to maintain column formatting and graphic positioning Although frames will appear in the text viewer on...

Страница 66: ...nning line art drawings Other recommendations Manually draw zones around graphic areas if necessary Make sure separate zones are drawn around graphic areas and text areas Make sure graphic zones are i...

Страница 67: ...it For faster processing and more accurate results select only the language that appears in your document in the Language settings More than one language Recommendations Select the main document langu...

Страница 68: ...mmendations Set the desired process commands and click AUTO to automatically process each page of your document in order Create and use a zone template if all pages have similar zoning requirements Se...

Страница 69: ...are handled during OCR This chapter describes how to use these features Please continue reading this chapter for information on these topics Adjusting Page Images Before OCR Customizing Zones Specify...

Страница 70: ...mage button to rotate the image 90 degrees clockwise at a time Or choose Rotate in the View menu and select 90 180 or 270 degrees To straighten a page image 1 Click on the page image to make the image...

Страница 71: ...ic Zones Modifying Table Zones Deleting Zones Changing Zone Properties Creating Zone Templates For information on creating zones automatically please see Creating Zones for OCR on page 22 Zone toolbar...

Страница 72: ...zone 3 Release the mouse button when you are done A number appears within the zone indicating its processing order You cannot draw overlapping zones If you attempt to draw a zone over an existing zon...

Страница 73: ...form a rectangular or square box 4 Release the mouse button when you are done Row and column dividers appear in the table zone You can adjust add or remove the dividers using other toolbar buttons 5 R...

Страница 74: ...r zones 1 Click the Reorder Zones button The numbers in the zones disappear 2 Click within the zone you want recognized first The number 1 appears in the zone 3 Click within the zone you want recogniz...

Страница 75: ...ne The zone border changes to display the modified zone area To subtract an area of a zone 1 Click the Subtract from Zone button The mouse pointer in the image viewer becomes a drawing tool with a min...

Страница 76: ...t two or more zones 1 Click the Add to Zone button The mouse pointer in the image viewer becomes a drawing tool with a plus sign 2 Hold the mouse button down and drag the drawing tool over the area wh...

Страница 77: ...he selected divider moves The cell divider however cannot be moved beyond its own cell 4 Release the mouse button when you are done To insert column dividers in a table zone 1 Click the Insert Column...

Страница 78: ...1 Click the Remove Replace All Row and Column Dividers button 2 Place the mouse pointer within the table image zone The mouse pointer becomes a large X 3 Click the mouse button The internal row and c...

Страница 79: ...ant to delete by clicking inside the zone Shift click to select additional zones Choose Select All in the Edit menu to select all zones on the current page Selected zones are shaded 2 Press the Delete...

Страница 80: ...ne content setting This specifies the characters OmniPage Pro looks for within a zone during OCR You can select Alphanumeric or Numeric as the zone content setting For example if a particular zone onl...

Страница 81: ...uding size shape position order type and content Zone templates are useful to create zones on an image if you process a lot of documents that have the same layout and content To create a zone template...

Страница 82: ...do not have finishing lines The headings in this manual are an example of this font type Monospaced Serif Character spacing is the same for each character short lines finish off the letter strokes Co...

Страница 83: ...ge that includes characters you want to train 2 Create zones around the text that you want to train 3 Set Train OCR as the command in the OCR button s drop down list 4 Click the OCR button or choose T...

Страница 84: ...er saving or appending to a file you are asked if you want to make this the current training file Click Yes to recognize the current page using the training file you just created Click No to return to...

Страница 85: ...training file Creating User Dictionaries Two dictionaries are used when you perform OCR and check for errors the dictionary for the language you are using and a user dictionary where you can add spec...

Страница 86: ...om a text file 4 Click Close when you are finished editing the user dictionary OmniPage Pro s user dictionaries are saved in the data folder in your installation folder Saving Settings Files You can s...

Страница 87: ...into a settings file with an ini extension 6 Click OK to close the Options dialog box To load a settings file 1 Choose Options in the Tools menu to open the Options dialog box 2 Click Load Settings t...

Страница 88: ...re processed Topics in this section include Scheduling Individual Documents Scheduling Documents from an Input Folder Modifying Output Options for Documents Scheduling Individual Documents You can sch...

Страница 89: ...uled documents Select Finish now if you want OmniPage Pro to process all scheduled documents as soon as you close the dialog box 6 Click OK in the Schedule OCR dialog box to save your settings as spec...

Страница 90: ...folder and select the desired input folder All scheduled documents are displayed in this processing queue OmniPage Pro starts processing documents in the queue at the specified time Click this to mod...

Страница 91: ...save the settings and close the dialog box Processing begins at the specified time Right before processing begins OmniPage Pro checks the input folder again and adds any new documents to the processin...

Страница 92: ...he desired options for the document 4 Click OK to accept the selected options The Schedule OCR dialog box reappears 5 Click OK to close the Schedule OCR dialog box Select the document for which you wa...

Страница 93: ...d any connection or software driver issues The Readme file contains last minute information relating to OmniPage Pro To open these documents click Start in the Windows taskbar and choose Programs Caer...

Страница 94: ...requirements listed under Minimum System Requirements on page 2 Make sure that your scanner is plugged in and that all cable connections are secure Turn off your computer and your scanner turn your sc...

Страница 95: ...ng image file such as the Sample tif file If OmniPage Pro does not launch or run properly in safe mode then there may be a problem with the installation Uninstall and reinstall OmniPage Pro and then r...

Страница 96: ...ory optimizes OCR performance See Minimum System Requirements on page 2 for more information Low Disk Space Problems Problems may occur if your system runs low on free disk space Try these solutions f...

Страница 97: ...pths of 1 8 or 24 OmniPage Pro can save original images to these file format types Saving Image Files OmniPage Pro saves each page of a multiple page image separately If you select Save all pages in t...

Страница 98: ...ks txt Excel 3 0 4 0 5 0 6 0 7 0 97 xls Microsoft Publisher 98 rtf Ventura Publisher MS Word doc FrameMaker 5 5 3 mif OmniPage Document met Word for Windows 2 0 6 0 and 7 0 doc Freelance Graphics txt...

Страница 99: ...essage on Launch System Crash Occurs While Scanning Scanner Drivers Supplied by the Manufacturer Many scanners are shipped with one or more scanner drivers This is software that allows your computer t...

Страница 100: ...l Panel 2 Look for the Caere Scan Manager icon The icon does not appear if the Scan Manager is not installed Use the following procedure to install the Scan Manager if it has not been installed To ins...

Страница 101: ...d call your scanner manufacturer to find out if it is supported or visit www caere com Make sure the Caere Scan Manager is installed and that you have selected the correct scanner in the Scan Manager...

Страница 102: ...lick OK in the dialog box You may also have the option to select the following SCSI ID or scanner configuration information Consult your scanner documentation for the correct information Page size inf...

Страница 103: ...lity documents may result in poor recognition accuracy unless adjustments are made before scanning See What is the quality of the original document on page 55 for more information Always try to scan a...

Страница 104: ...check for Windows error messages Check the quality of the image you are recognizing See What is the quality of the original document on page 55 for more information See Scanning Tips in the previous s...

Страница 105: ...e information Select Use Language Analyst in the Accuracy The Language Analyst evaluates words and corrects likely errors during OCR See Accuracy Settings on page 46 for more information Train OmniPag...

Страница 106: ...to transmit files directly to your computer via fax modem if you both have one You can save fax images as image files and then load them into OmniPage Pro See Supported File Format Types on page 89 f...

Страница 107: ...Pro 2 Click Start in the Windows taskbar and choose Settings Control Panel Add Remove Programs 3 Select OmniPage Pro and click Add Remove 4 Click OK to confirm that you want to remove OmniPage Pro 5...

Страница 108: ...100 Chapter 6...

Страница 109: ...ments see OmniPage Documents Caere Product Support 16 Caere Scan Manager see Scan Manager Changing pages in a document 31 Character training files see Training files Checking OCR results 24 verifying...

Страница 110: ...tting and target applications 56 57 for fonts 74 retaining during OCR 56 Frames removing on export 57 text hidden by 97 G Getting accuracy statistics see OmniPage Pro s online help Getting images 20 G...

Страница 111: ...OCR Aware registering applications with 49 settings 48 using in other applications 29 OCR button 43 OCR commands Defer OCR 43 OCR and Check 43 Perform OCR 43 Train OCR 43 OCR Wizard button for 41 usi...

Страница 112: ...an Manager 92 missing Scan Image command 94 see also Scanner Setup Notes Scanning changing your current scanner 92 missing Scan Image command 94 pages into OmniPage Pro 20 system crash during 94 tips...

Страница 113: ...documents 51 52 U Undoing changes 33 Uninstalling the software 99 Use Language Analyst setting 55 User dictionary creating or editing 78 for Microsoft Word 77 Using OCR in other applications 29 Using...

Страница 114: ...106 Index...

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