ABBYY FineReader - 14.0 User Manual

ABBYY® FineReader 14

User’s Guide

ABBYY® FineReader 14 User’s Guide

Information in this document is subject to change without notice and does not bear any commitment on the part of ABBYY.

The softw are described in this document is supplied under a license agreement. The softw are may only be used or copied in strict accordance w ith the terms of the agreement. It is a breach of the "On legal protection of softw are and databases" law of the Russian Federation and of international law to copy the softw are onto any medium unless specifically allowed in the license agreement or nondisclosure agreements.

No part of this document may be reproduced or transmitted in any from or by any means, electronic or other, for any purpose, w ithout the express w ritten permission of ABBYY.

Copyrights

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ABBYY® FineReader 14 User’s Guide

Contents

Introducing ABBYY FineReader ..................................................................................... 8

About ABBYY FineReader ........................................................................................... 9

What's New in ABBYY FineReader .............................................................................. 11

The New Task window ................................................................................................ 13

Viewing and editing PDFs ........................................................................................... 15

Quick conversion ..................................................................................................... 17

Creating PDF documents .................................................................................... 20

Creating Microsoft Word documents ..................................................................... 22

Creating Microsoft Excel spreasheets .................................................................... 24

Other formats ................................................................................................. 26

Advanced conversion ............................................................................................... 26

Comparing documents ............................................................................................. 30

Scanning and saving documents ................................................................................. 33

Scanning to the OCR Editor ................................................................................. 36

Scanning to PDF ............................................................................................... 38

Scanning to Microsoft Word ................................................................................ 40

Scanning to Microsoft Excel ................................................................................ 42

Scanning to image files ...................................................................................... 44

Scanning to other formats .................................................................................. 46

PDF Editor ................................................................................................................. 47

Viewing PDF documents ............................................................................................ 48

Viewing modes ................................................................................................. 49

Navigating PDF documents ................................................................................. 52

Background recognition ...................................................................................... 54

Keyword search ............................................................................................... 55

Copying content from PDF documents .................................................................. 57

PDF security features ........................................................................................ 58

Reviewing PDF documents ........................................................................................ 59

Comments ...................................................................................................... 59

Marking up text ............................................................................................... 60

Drawing shapes ............................................................................................... 62

Adding text to a PDF document ........................................................................... 64

Collaborating on PDF documents .......................................................................... 65

Adding stamps ................................................................................................. 69

Working with PDF content ......................................................................................... 71

Editing text ..................................................................................................... 72

Inserting and editing pictures .............................................................................. 74

Recognizing text ............................................................................................... 75

Working with pages ........................................................................................... 76

ABBYY® FineReader 14 User’s Guide

Contents

Adding bookmarks ............................................................................................ 79

Adding Bates numbers ...................................................................................... 81

Adding file attachments ..................................................................................... 83

Viewing metadata ............................................................................................. 84

Enhancing page images ..................................................................................... 85

Filling out forms ...................................................................................................... 86

Signing PDF documents ............................................................................................ 87

Digital signature ................................................................................................ 88

Text signature ................................................................................................. 89

Picture signature .............................................................................................. 90

Protecting PDF documents with passwords .................................................................... 90

Passwords and permissions ................................................................................ 91

Deleting confidential information from PDF documents .............................................. 92

Creating PDF documents .......................................................................................... 93

Creating PDF documents from selected pages ........................................................ 93

Using a virtual printer to create PDF documents ...................................................... 93

Saving and exporting PDF documents .......................................................................... 94

Saving PDF documents ...................................................................................... 94

Saving in PDF/A ............................................................................................... 95

Saving in other formats ..................................................................................... 96

Reducing the size of your PDF documents ............................................................. 97

Sending PDF documents to the OCR Editor ............................................................ 98

E-mailing PDF documents ................................................................................... 98

Printing PDF documents ..................................................................................... 99

OCR Editor ............................................................................................................... 100

Launching the OCR Editor ........................................................................................ 100

OCR Editor interface ............................................................................................... 101

Obtaining documents .............................................................................................. 105

Opening images and PDFs ................................................................................ 105

Scanning paper documents ............................................................................... 106

Recognizing documents ........................................................................................... 107

OCR projects ................................................................................................. 108

Group work with OCR projects ........................................................................... 113

Improving OCR results ............................................................................................ 114

If your document image has defects and OCR accuracy is low ................................. 115

If areas are detected incorrectly ........................................................................ 118

Editing area properties ................................................................................. 121

If the complex structure of a paper document is not reproduced .............................. 122

If you are processing a large number of documents with identical layouts ................... 123

If tables and pictures are not detected ................................................................ 124

ABBYY® FineReader 14 User’s Guide

Contents

If a barcode is not detected .............................................................................. 127

If an incorrect font is used or some characters are replaced with "?" or "?" ................. 128

If your printed document contains non-standard fonts ............................................ 129

If your document contains many specialized terms ................................................ 132

If the program fails to recognize certain characters ................................................ 133

If vertical or inverted text was not recognized ....................................................... 135

Checking and editing texts ....................................................................................... 136

Checking recognized text .................................................................................. 137

Using styles ................................................................................................... 140

Editing hyperlinks ............................................................................................ 141

Editing tables ................................................................................................. 142

Removing confidential information ....................................................................... 142

Copying content from documents ............................................................................. 143

Saving OCR results ................................................................................................ 144

Saving in PDF ................................................................................................. 146

Saving editable documents ................................................................................ 147

Saving tables ................................................................................................. 149

Saving e-books ............................................................................................... 150

Saving in HTML .............................................................................................. 151

Saving images ................................................................................................ 152

Sending OCR results to the PDF Editor ................................................................. 153

E-mailing OCR results ....................................................................................... 154

Sending OCR results to Kindle ............................................................................ 155

Integration with other applications ........................................................................... 155

Integration with Windows Explorer ............................................................................. 156

Integration with Microsoft SharePoint ......................................................................... 159

Automating and scheduling OCR ................................................................................ 160

Automating document processing with ABBYY FineReader .............................................. 161

ABBYY Hot Folder ................................................................................................. 164

ABBYY Compare Documents ...................................................................................... 168

Launching ABBYY Compare Documents ..................................................................... 169

Comparing documents ............................................................................................ 170

The main window .................................................................................................. 172

Improving comparison results ................................................................................... 174

Viewing comparison results ...................................................................................... 176

Saving comparison results ....................................................................................... 178

Reference ................................................................................................................ 179

Types of PDF documents ........................................................................................ 180

ABBYY® FineReader 14 User’s Guide

Contents

Scanning tips ........................................................................................................ 182

Taking photos of documents .................................................................................... 185

Options dialog box ................................................................................................. 188

Format settings ..................................................................................................... 191

PDF settings .................................................................................................. 191

DOC(X)/RTF/ODT settings ............................................................................... 196

XLS(X) settings .............................................................................................. 198

PPTX settings ................................................................................................ 199

CSV settings .................................................................................................. 199

TXT settings ................................................................................................. 200

HTML settings ............................................................................................... 201

EPUB/FB2 settings .......................................................................................... 202

DjVu settings ................................................................................................. 203

Supported OCR and document comparison languages ................................................... 205

Supported document formats ................................................................................... 212

Document features to consider prior to OCR ................................................................ 214

Image processing options ........................................................................................ 217

OCR options ......................................................................................................... 220

Working with complex-script languages ....................................................................... 223

Supported interface languages .................................................................................. 227

Current date and time on stamps and in Bates numbers ................................................ 228

Fonts required for the correct display of texts in supported languages ............................... 231

Regular expressions ............................................................................................... 233

Installing, activating and, registering ABBYY FineReader 14 ..................................... 234

System requirements ............................................................................................. 235

Installing and starting ABBYY FineReader .................................................................... 236

Activating ABBYY FineReader ................................................................................... 237

Registering ABBYY FineReader ................................................................................. 238

Privacy policy ........................................................................................................ 239

ABBYY Screenshot Reader ........................................................................................ 240

Appendix ................................................................................................................. 243

Glossary .............................................................................................................. 244

Keyboard shortcuts ................................................................................................ 250

Customer Experience Improvement Program .............................................................. 260

Technical support ..................................................................................................... 261

Copyrights ............................................................................................................... 262

ABBYY® FineReader 14 User’s Guide

Contents

ABBYY® FineReader 14 User’s Guide

Introducing ABBYY FineReader

This chapter provides an overview of ABBYY FineReader and its features.

Chapter contents

· About ABBYY FineReader

· What's New in ABBYY FineReader

ABBYY® FineReader 14 User’s Guide

About ABBYY FineReader

ABBYY FineReader 14 is a one-stop solution for working with paper documents and all types of PDF documents, combining powerful Optical Character Recognition (OCR) and PDF viewing and editing functionality.

ABBYY FineReader 14 features

· Scan and convert documents Scan and convert paper and PDF documents into editable

formats (including Microsoft® Word, Microsoft Excel®, searchable PDF, and many more) for further editing and re-use.

o The OCR technology used in ABBYY FineReader quickly and accurately recognizes text

and retains the original formatting of any document. ABBYY FineReader retains the structure of original documents, including their formatting, hyperlinks, e-mail addresses, headers, footers, captions, page numbers, and footnotes.

o ABBYY FineReader offers a built-in text editor, which allows you to compare recognized

texts against their original images and make any necessary changes to the content or formatting. If you are not satisfied with the results of automatic processing, you can manually specify image areas to capture and train the program to recognize less common or unusual fonts.

o ABBYY FineReader can recognize photos of text documents obtained with a digital

camera or a mobile phone. You can use additional image preprocessing settings to improve the quality of your photos and get even more accurate OCR results.

· Work with any type of PDF documents, including document scans.

With ABBYY FineReader, you can:

o Edit text and pictures

o Carry out searches in the body text and in comments, bookmarks and metadata

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o Rearrange pages in PDF documents

o Copy text, tables, and pictures from scans or photos

o Add comments and annotations to documents

o Sign documents with a digital signature

o Protect PDF documents with passwords

o Remove sensitive information from documents

o Create PDF documents specifically adapted for long-term storage (e.g. in digital

archives)

o Fill out PDF forms

· Compare texts to identify differences between two versions of the same document.*

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ABBYY® FineReader 14 User’s Guide

ABBYY FineReader 14 can compare two versions of the same document even if they are available to you in two different formats. For example, you can compare a document scan and its Word version.

· Convert documents automatically with ABBYY Hot Folder .*

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ABBYY Hot Folder is a scheduling application provided with ABBYY FineReader 14 that automatically processes documents in user-defined folders.

· Take a snapshot of any part of the screen with ABBYY Screenshot Reader . If a screenshot

contains text, it can be extracted and saved to an editable format.**

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* This feature is not available in some versions of ABBYY FineReader 14. Please visit

http://www.ABBYY.com/FineReader for more information.

** To use ABBYY Screenshot Reader, you must register your copy of ABBYY FineReader 14.

ABBYY® FineReader 14 User’s Guide

What's New in ABBYY FineReader

Improved OCR speed and quality

· The documents are now processed faster and text is recognized even more accurately.

· More of the original formatting is retained as the program now detects graphs and diagrams with

greater precision.

· New OCR languages added: mathematical symbols (used for recognizing simple one-line formulas) and English transcription symbols.

Creating and converting PDF documents

· Improved conversion of PDF documents with a text layer: the program will use the original text layer if available.

· ABBYY FineReader can now create PDF documents from office documents such as *.docx, *.xlsx, *.rtf, etc., and combine multiple files into one PDF.

Working with PDF documents

The program now includes a powerful tool for working with PDF documents, which allows you to:

· Edit different types of PDF documents (including those that only contain scans) without the need to recognize or convert the entire document.

· View PDF documents, search inside PDF documents, and highlight text fragments.

· Add comments and notes to PDF documents and reply to other peoples' comments.

· Fill out and save PDF forms.

· View and edit metadata.

· Find and remove sensitive information both in the body text and in the comments, bookmarks, and

metadata of a document.

· Add Bates numbers to your documents.

· Sign your documents with a digital signature.

Comparing documents

· You can now compare two versions of the same document, which need not be in the same format. For example, you can compare a text version and an image, a PDF document and a scan, etc.

Batch processing of PDF documents

· Create PDF documents from files in various formats.

· Batch-process PDF documents: create PDF/A compliant PDF documents, reduce the size of your

documents, improve the quality of document images, protect PDF documents with passwords, and permanently delete sensitive information.

ABBYY® FineReader 14 User’s Guide

We wish to extend our sincere thanks to all users who have contributed their feedback and helped us improve the program. We hope the new combination of powerful OCR and PDF functionality will make ABBYY FineReader even more useful to you.

ABBYY® FineReader 14 User’s Guide

The New Task window

When you launch ABBYY FineReader, a New Task window opens, where you can easily open, scan, create, or compare documents. If you don’t see the New Task window (e.g. if you closed it or if you initiated an ABBYY FineReader task by right-clicking a file in Windows Explorer), you can always open it

by clicking the button on the main toolbar.

To start processing a document, select a task:

1. In the left-hand pane:

· Click Open if you already have documents that you need to process.

· Click Scan if you need to scan paper documents first.

· Click Compare if you want to compare two versions of the same document.

· Click Recent to resume work on a previously saved PDF document or OCR project.

2. In the right-hand pane, select the appropriate task.

For your convenience, when you hover the mouse cursor over a task, a pop-up window appears

listing the most common scenarios covered by that task.

ABBYY® FineReader 14 User’s Guide

The settings for all ABBYY FineReader tasks are specified in the Options dialog box. To open this

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dialog box, click Options at the bottom of the left-hand pane.

Chapter contents

· Viewing and editing PDF documents

· Quick conversion

· Advanced conversion

· Comparing documents

· Scanning and saving documents

ABBYY® FineReader 14 User’s Guide

Viewing and editing PDFs

With ABBYY FineReader, you can easily view, edit, comment, and search inside any type of PDF documents, even those that were obtained by simply scanning a paper document and so do not contain any searchable or editable text.

Viewing PDF documents and adding your comments

On the New Task screen, click the Open tab and then click Open PDF Document. The selected document will be opened in the PDF Editor for viewing and commenting .

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Use the Pages , Bookmarks , Search , and Comments buttons to navigate around the

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document.

ABBYY FineReader offers the following commenting tools:

· Add Note

· Highlight , Underline, Strikethrough, and Insert Text

· Draw Shape, Line, or Arrow

ABBYY® FineReader 14 User’s Guide

If you don't see the commenting tools, click the button.

Editing PDF documents

ABBYY FineReader offers the following editing tools:

See also: Editing text , Inserting and editing pictures .

Protecting PDF documents

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With ABBYY FineReader, you can:

See also: Digital signatures , Removing confidential information from PDF documents ,

Passwords and permissions .

Filling out forms

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ABBYY FineReader allows you to fill out, save, and print interactive forms.

When you open a PDF that contains an interactive form, the form fields are highlighted, inviting you to select a value from the drop-down list or type in some information.

If you encounter a form that cannot be filled out by simply typing text in the empty fields, use the Text

Box tool to type the necessary information over the form. See also: Filling out forms .

For more information on working with PDF documents, see Working with PDF documents .

ABBYY® FineReader 14 User’s Guide

Quick conversion

You can use the built-in tasks on the Open tab of the New Task screen to convert PDF documents or images or create a new PDF from files in various formats.

Converting one or more files

1. Click the Open tab and then click a desired task:

· Convert to PDF creates PDF documents from *.docx, *.html, *.jpeg, and other files. You

can also use this task to combine multiple files into one PDF document.

· Convert to Microsoft® Word creates Word documents from PDF and image files. You

can also use this task to combine multiple files into one Microsoft Word document.

· Convert to Microsoft Excel® creates Excel spreadsheets from PDF and image files.

You can also use this task to combine multiple files into one Excel document.

· Convert to Other Formats converts PDF and image files into popular formats, including

*.odt, *.pptx, *.epub, *.html, and many more.

ABBYY® FineReader 14 User’s Guide

2. In the dialog box that opens, select one or more files to convert.

3. Specify conversion settings.

These settings determine the appearance and properties of the output document.

4. Add or remove files if necessary.

5. Click the Convert to <format> button.

6. Specify a destination folder for the output file.

When the task is completed, the resulting file will be placed into the folder that you specified.

Combining files

1. Click the Open tab and then click a desired task.

2. In the dialog box that opens, select the files that you want to convert.

3. Specify conversion settings.

4. Add or remove files if necessary.

ABBYY® FineReader 14 User’s Guide

5. Arrange the files in the desired order and select the Combine all files into one document

option.

6. Click the Convert to <format> button.

7. Specify a name and a destination folder for the output file.

When the task is completed, the resulting file will be placed into the folder that you specified.

Use advanced conversion for large documents with complicated layouts.

Creating PDF documents

In the New Task window, you can:

· Create PDF documents from files in various formats.

· Convert multiple files to PDF.

· Combine multiple files into one PDF.

· Create searchable PDF documents.

· Create PDF/A-compliant documents.

Converting one or more files

1. Click the Open tab and then click Convert to PDF.

2. In the dialog box that opens, select one or more files to convert.

3. Specify conversion settings. These settings determine the appearance and properties of the

output document.

3.1.Image quality The quality of the pictures and the size of the resulting file can be tweaked using the options in the Image quality drop-down menu:

· Best quality

Select this option to retain the quality of the pictures and the page image. The original resolution will be preserved.

· Balanced

Select this option to reduce the size of the output PDF file without too much loss in picture quality.

· Compact size

Select this option to obtain a small-sized PDF file at the expense of picture quality.

· Custom...

Select this option to customize picture saving. In the Custom Settings dialog box, specify desired values and click OK.

3.2.Full-text search Use this drop-down menu to enable or disable full-text searches in the output document:

· As in original document The text on the images will not be recognized. Users will be able to

search inside the output document only if the original document has a text layer.

· Search inside text and images The text on the images will be recognized. Users will be

able to search inside the output document.

· Disable full-text search The document will be converted to image-only PDF. Users will not

be able to search inside the output document.

ABBYY® FineReader 14 User’s Guide

3.3.Create PDF/A documents Select this option to create a PDF/A-compliant document. A PDF/A-2b document will be created by default. Click More options... to select another version of PDF/A.

3.4.Use MRC compression Select this option to apply Mixed Raster Content (MRC) compression to reduce file size without noticeable loss in image quality.

3.5.OCR languages Select the language(s) of your document. See also: OCR languages .

3.6.Image preprocessing settings... Here you can specify some additional manipulations to be preformed on your scans and image files to improve their appearance and the quality of conversion. See also: Image processing options .

3.7.More options... Open the PDF tab of the Format Settings dialog box.

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4. Add or remove files if necessary.

5. Click the Convert to PDF button.

6. Specify a destination folder for the output file.

When the task is completed, the resulting PDF document will be placed into the folder that you specified.

Combining files

1. Click the Open tab and then click Convert to PDF.

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2. In the dialog box that opens, select the files that you want to convert.

3. Specify conversion settings .

4. Add or remove files if necessary.

5. Arrange the files in the desired order and select the Combine all files into one document

option.

6. Click the Convert to PDF button.

7. Specify a name and a destination folder for the output file.

When the task is completed, the resulting PDF document will be placed into the folder that you specified.

ABBYY® FineReader 14 User’s Guide

Creating Microsoft Word documents

In the New Task window, you can create Microsoft Word documents from PDF documents and images and from files in any of the supported formats . You can also convert and combine multiple files into one Microsoft Word document.

Converting one or more files

1. Click the Open tab and then click Convert toMicrosoft Word.

2. In the dialog box that opens, select one or more files to convert.

3. Specify conversion settings. These settings determine the appearance and properties of the output document.

3.1.Keep formatting.

Select the appropriate setting depending on how you plan to use the output document:

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· Exact copy

The output document will look almost exactly like the original, but will offer limited editing options.

· Editable copy

The appearance of the output document may slightly differ from the original, but the document can be easily edited.

· Formatted text

The font types, font sizes, and paragraph formatting will be retained. The output text will be placed in one column.

· Plain text

Only the paragraph formatting will be retained. The output text will be placed in one column and a single font will be used throughout.

3.2.OCR languages Select the language(s) of your document. See also: OCR languages .

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3.3.Keep pictures Select this option if you want to preserve the pictures in the output document.

3.4.Keep headers, footers, and page numbers Select this option to preserve the headers,

footers, and page numbers.

3.5.More options... Opens the DOC(X)/RTF/ODT tab of the Format Settings dialog box.

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4. Add or remove files if necessary.

5. Click the Convert to Word button.

6. Specify a destination folder for the output file.

When the task is completed, the resulting Microsoft Word document will be placed into the folder that you specified.

ABBYY® FineReader 14 User’s Guide

Combining files

1. Click the Open tab and then click Convert toMicrosoft Word.

2. In the dialog box that opens, select the files that you want to convert.

3. Specify conversion settings .

4. Add or remove files if necessary.

5. Arrange the files in the desired order and select the Combine all files into one document option.

6. Click the Convert to Word button.

7. Specify a name and a destination folder for the output file.

When the task is completed, the resulting Microsoft Word document will be placed into the folder that you specified.

ABBYY® FineReader 14 User’s Guide

Creating Microsoft Excel spreasheets

In the New Task window, you can create Microsoft Excel documents from PDF documents and images and from files in any of the supported formats . You can also convert and combine multiple files into one Excel document.

Converting one or more files

1. Click the Open tab and then click Convert toMicrosoft Excel.

2. In the dialog box that opens, select one or more files to convert.

3. Specify conversion settings. These settings determine the appearance and properties of the output document.

3.1. Keep formatting.

Select the appropriate setting depending on how you plan to use the output document.

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· Formatted text

The font types, font sizes, and paragraph formatting will be retained.

· Plain text

Only the paragraphs will be retained. A single font will be used throughout.

3.2. OCR languages Select the language(s) of your document. See also: OCR languages .

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3.3. Keep pictures (XLSX only) Select this option if you want to preserve the pictures in the output

document.

3.4. Create a separate sheet for each page (XLSX only) Select this option if you want to create a

separate Microsoft Excel spreadsheet from each page of the original document(s).

3.5. More options... Opens the XLS(X) tab of the Format Settings dialog box.

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4. Add or remove files if necessary.

5. Click the Convert to Excel button.

6. Specify a destination folder for the output file.

When the task is completed, the resulting Microsoft Excel file will be placed into the folder that you specified.

Combining files

1. Click the Open and then click Convert toMicrosoft Excel.

2. In the dialog box that opens, select the files that you want to convert.

3. Specify conversion settings .

4. Add or remove files if necessary.

ABBYY® FineReader 14 User’s Guide

5. Arrange the files in the desired order and select the Combine all files into one document option.

6. Click the Convert to Excel button.

7. Specify a name and a destination folder for the output file.

When the task is completed, the resulting Microsoft Excel document will be placed into the folder that you specified.

ABBYY® FineReader 14 User’s Guide

Other formats

In the New Task window, you can convert PDF documents and images into popular formats (*.pptx, *.odt, *.html, *.epub, *.fb2, *.rtf, *.txt, *.csv, *.djvu) and combine multiple files into one document.

Converting one or more files

1. Click the Open tab and then click Convert toother formats.

2. In the dialog box that opens, select one or more files to convert.

3. Specify conversion settings. These settings determine the appearance and properties of the output document.

3.1.Select output format Select a format into which to convert your file.

3.2.OCR languages Select the language(s) of your document. See also: OCR languages .

3.3.More options... Opens the corresponding tab of the Format Settings dialog box.

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4. Add or remove files if necessary.

5. Click the Convert to <format> button.

6. Specify a destination folder for the output file.

When the task is completed, the resulting file will be placed into the folder that you specified.

Combining files

1. Click the Open tab and then click Convert toother formats.

2. In the dialog box that opens, select the files that you want to convert.

3. Specify conversion settings .

4. Add or remove files if necessary.

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5. Arrange the files in the desired order and select the Combine all files into one document option.

6. Click the Convert to <format> button.

7. Specify a name and a destination folder for the output file.

When the task is completed, the resulting document will be placed into the folder that you specified.

Advanced conversion

ABBYY FineReader includes an OCR Editor , which provides advanced OCR and conversion features. The OCR Editor allows you to check recognition areas and verify recognized text, preprocess

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ABBYY® FineReader 14 User’s Guide

images in order to improve OCR accuracy, and much more.

ABBYY® FineReader 14 User’s Guide

The OCR Editor also offer powerful features for fine-tuning OCR and conversion to get the best possible results. For example, you can edit recognition areas , check recognized text , and train ABBYY

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FineReader to recognize non-standard characters and fonts.

1. There are several ways to open the OCR Editor:

· Open the New Task window by clicking File > New Task, click the Open tab, and then

click the Open in OCR Editor task.

· Open the New Task window and click Tools > OCR Editor.

· Open the New Task window, and click File > Open in OCR Editor....

2. In the Open Image dialog box, select the files you want to open.

If you are using the default settings, ABBYY FineReader will automatically analyze and recognize the files you opened. You can change these settings on the Image Processing tab of the Options dialog box (click Tools > Options... to open this dialog box).

3. After you open a document, its image will be displayed in the Image pane, and text, picture, table and barcode areas will be marked on the image. Check that the areas have been detected correctly and edit them if necessary.

ABBYY® FineReader 14 User’s Guide

ABBYY FineReader analyzes documents to detect areas that contain text, pictures, tables, and barcodes.

Sometimes, areas in complex documents may be detected incorrectly. In most cases it is easier to correct automatically detected areas than to draw all areas manually.

You can find tools for drawing and editing areas on the toolbar above the Image pane and on the toolbars that appear above text, picture, background picture, and table areas when you select them.

You can use these tools to:

· Add and delete areas

· Change the type of an area

· Adjust area borders and move entire areas

· Add rectangular parts to areas or delete them

· Change the order of areas

4. If you made any changes to areas, click the Recognize button on the main toolbar to recognize the document again.

5. Check the recognized text in the Text pane and correct it if necessary.

6. Save the recognized document . You can select the format in which to save your document

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from the drop-down list of the Save/Send button on the main toolbar (click the arrow next to the button to open the drop-down list).

For more information about the OCR Editor and its features, see Working with the OCR Editor .

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ABBYY® FineReader 14 User’s Guide

Comparing documents

(This functionality is not available in some versions of ABBYY FineReader 14. See also:

http://www.ABBYY.com/FineReader.

ABBYY FineReader includes ABBYY Compare Documents, an application that lets you compare two versions of a document, even if these versions are in different formats. ABBYY Compare Documents automatically detects differences in the two versions, enabling you to quickly get a clear picture of the changes that were made to the original. This can be useful in a variety of situations, for example when you want to review a document before signing or publishing it.

There are several ways to start ABBYY Compare Documents:

· Open the New Task window, click the Compare tab, and then click Open ABBYY Compare

Documents.

· Click the Start button in Windows and click ABBYY FineReader 14 > ABBYY Compare

Documents (in Windows 10, click the Start button, click the All Programs item on the start menu, and then click ABBYY FineReader 14 > ABBYY Compare Documents)

· Click Compare Documents on the Tools menu.

· Right-click a file in Windows Explorer and click Compare documents... on the shortcut menu.

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Follow the instructions below to compare two documents.

ABBYY® FineReader 14 User’s Guide

1. Open ABBYY Compare Documents, open one of the versions that you want to compare in the left-hand pane and the other one in the right-hand pane.

2. In the COMPARE pane, select the languages of the document from the drop-down list.

3. Click the Compare button to compare the documents.

ABBYY® FineReader 14 User’s Guide

4. Review the differences detected by ABBYY Compare Documents.

The differences between the two versions will be highlighted in each version and listed in the righthand pane, providing you with a clear picture of the changes made to the document. This makes it easy to see which text was added, removed or edited in each version. Both pages are scrolled simultaneously and the identical fragments are always displayed side by side. Differences can be removed from the list or copied to the Clipboard.

Differences that were removed from the list will not be saved to the difference report.

5. Save a difference report. There are two ways to do this. You can save one of the versions as a PDF document where all the differences will be indicated by comments, or you can save the differences to a Microsoft Word document.

For more information on comparing two versions of the same document, see ABBYY Compare

Documents .

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ABBYY® FineReader 14 User’s Guide

Scanning and saving documents

You can use the tasks on the Scan tab of the New Task window to create digital documents in various formats. You will need a scanner or a digital camera to obtain document images.

1. Click the Scan tab and then click a task:

· Scan to OCR Editor opens scans in the OCR Editor .

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· Scan to PDF creates PDF documents from images obtained from a scanner or digital

camera.

· Scan to Microsoft Word creates Microsoft Word documents from images obtained

from a scanner or digital camera.

· Scan to Microsoft Excel creates Microsoft Excel documents from images obtained

from a scanner or digital camera.

· Scan to Image Files creates image-only documents from images obtained from a

scanner or digital camera.

· Scan to Other Formats creates documents in popular formats, such as *.odt, *.pptx,

*.epub, and *.html, from images obtained from a scanner or digital camera.

ABBYY® FineReader 14 User’s Guide

2. Select a device and specify scanning settings .

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3. Click the Preview button or click anywhere inside the image.

4. Review the image. If you are not satisfied with the quality of the image, change the scanning

settings and click the Preview button again.

5. Specify the settings specific to the selected format.

These settings determine the appearance and properties of the output document.

6. Click the Scan to <format> button.

7. When scanning starts, a dialog box with a progress bar and tips will be displayed.

8. After a page has been scanned, a dialog box prompting you to decide what to do next will be

displayed.

Click Scan Again to scan more pages using the current settings or click Finish Scanning to close

the dialog box.

9. Depending on the task you selected in step 1, the scanned images will be:

· Processed and added to an OCR project in the OCR Editor .

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· Processed and converted to PDF. Specify the folder where you want to save the resulting document. The document will remain open in the OCR Editor.

ABBYY® FineReader 14 User’s Guide

· Processed and converted to the selected format. Specify the folder where you want to save the resulting document. The document will remain open in the OCR Editor.

Scanning to the OCR Editor

You can open images from a scanner or camera in the OCR Editor, where you will be able to:

· Draw and edit recognition areas manually

· Check recognized text

· Train ABBYY FineReader to recognize non-standard characters and fonts

· Use other advanced tools to ensure the best possible OCR result.

1. Open the New Task window, click the Scan tab, and then click the Scan to OCR Editor task.

2. Select a device and specify scanning settings .

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3. Click the Preview button or click anywhere inside the image.

4. Review the image. If you are not satisified with the quality of the image, change the scanning

settings and click the Preview button again.

5. Specify preprocessing and automation settings.

5.1.Automatically process page images as they are added

This option enables or disables automatic processing of newly added pages. If automatic processing is enabled, you can select general document processing options and image preprocessing settings to be used when scanning and opening images:

· Recognize page images

Enable this option if you want FineReader to automatically preprocess newly added images using the settings specified in the Preprocessing Settings dialog box (click the Image preprocessing settings link below to open this dialog box). Analysis and OCR will also be performed automatically.

· Analyze page images

Performs image preprocessing and document analysis automatically, but OCR has to be started manually.

· Preprocess page images

Preprocesses images automatically. Analysis and OCR have to be started manually.

5.2.OCR languages

Use this option to specify the languages of the document. See also: OCR languages .

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5.3.Image preprocessing settings... Opens the Preprocessing Settings dialog box where you can specify image preprocessing settings such as detection of page orientation and automatic preprocessing settings. These settings can significantly improve source images, resulting in greater OCR accuracy. See also: Image processing options .

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5.4.More options... Opens the Image Processing tab of the Options dialog box. You can also open this dialog

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box by clicking Options... on the Tools menu).

ABBYY® FineReader 14 User’s Guide

6. Click Scan.

7. A progress dialog box will be displayed, showing a progress bar and tips.

8. After the page has been scanned, a dialog box prompting you to decide what to do next will appear. Click Scan Again to scan subsequent pages using the current settings or Finish Scanning to close the dialog box.

9. After the scanning process is completed, the scanned images will be added to an OCR project in the OCR Editor and processed using the preprocessing and automation settings you specified earlier.

For more information about the OCR Editor and its features, see Working with the OCR Editor .

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ABBYY® FineReader 14 User’s Guide

Scanning to PDF

The Scan to PDF task in the New Task window lets you create PDF documents from images obtained from a scanner or a digital camera.

1. Open the New Task window, click the Scan tab, and then click Scan to PDF.

2. Select a device and specify scanning settings .

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3. Click the Preview button or click anywhere inside the image.

4. Review the image. If you are not satisfied with the quality of the image, change the scanning settings and click the Preview button again.

5. Specify conversion settings. These settings determine the appearance and properties of the output document.

5.1.Image quality This option determines the quality of images and pictures, which affects the

size of the resulting output file. The following quality settings are available:

· Best quality

Select this option to retain the quality of the pictures and the page image. The original resolution will be preserved.

· Balanced

Select this option to reduce the size of the output PDF file without too much loss in picture quality.

· Compact size

Select this option to obtain a small-sized PDF file at the expense of picture quality.

· Custom...

Select this option to customize picture saving. In the Custom Settings dialog box, specify the desired values and click OK.

5.2.Create PDF/A documents

Select this option to create a PDF/A-compliant document.

5.3.Use MRC compression

Select this option to apply Mixed Raster Content (MRC) compression to reduce file size without noticeable loss in image quality..

5.4.Recognize text on images

Select this option if you want OCR to start automatically.

5.5.OCR languages

Use this option to specify the languages of the document. See also: OCR languages .

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5.6.Image preprocessing settings...

Use this option to specify image preprocessing settings, such as detection of page orientation and automatic preprocessing settings. These settings can significantly improve source images, resulting in greater OCR accuracy. See also: Image processing options .

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ABBYY® FineReader 14 User’s Guide

5.7.More options...

Opens the PDF section of the Format Settings of the Options dialog box, where you

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can specify additional settings (you can also open this dialog box by clicking Options... on the Tools menu).

6. Click Scan to PDF.

7. A dialog box will be displayed, showing a progress bar and tips.

8. After the page has been scanned, a dialog box prompting you to decide what to do next will appear.

Click Scan Again to scan more pages using the current settings or click Finish Scanning to

close the dialog box.

9. After the scanning is completed, the scanned images will be processed using the settings you specified, converted to PDF, and opened in the OCR Editor.

10. Specify the folder where you want to save the resulting PDF.

ABBYY® FineReader 14 User’s Guide

Scanning to Microsoft Word

The Scan to Microsoft Word task in the New Task window lets you create Microsoft Word documents from images obtained from a scanner or a digital camera.

1. Open the New Task window, click the Scan tab, and then click the Scan to Microsoft Word task.

2. Select a device and specify scanning settings .

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3. Click the Preview button or click anywhere inside the image.

4. Review the image. If you are not satisfied with the quality of the image, change the scanning settings and click the Preview button again.

5. Specify conversion settings. These settings determine the appearance and properties of the output document.

5.1.Preserve formatting

Select the appropriate setting depending on how you plan to use the output document.

· Exact copy

The output document will look almost exactly like the original, but will offer limited editing options..

· Editable copy

The appearance of the output document may slightly differ from the original, but the document can be easily edited.

· Formatted text

The font types, font sizes, and paragraph formatting will be retained. The output text will be placed in one column.

· Plain text

Only the paragraph formatting will be retained. The output text will be placed in one column and a single font will be used throughout.

5.2.OCR languages

Select the language(s) of your document. See also: OCR languages .

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5.3.Keep pictures

Select this option if you want to preserve the pictures in the output document.

5.4.Keep headers, footers, and page numbers

Select this option to preserve the headers, footers, and page numbers.

5.5.Image preprocessing settings...

Specify image preprocessing settings, such as detection of page orientation and automatic preprocessing settings. These settings can significantly improve source images, resulting in greater OCR accuracy. See also: Image processing options .

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ABBYY® FineReader 14 User’s Guide

5.6.More options...

Opens the DOC(X)/RTF/ODT section of the Format Settings tab of the Options dialog

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box, where you can specify additional settings (you can also open this dialog box by clicking Options... on the Tools menu).

6. Click Scan to Word.

7. A dialog box will be displayed, showing a progress bar and tips.

8. After the page has been scanned, a dialog box prompting you to decide what to do next will appear.

Click Scan Again to scan more pages using the current settings or click Finish Scanning to

close the dialog box.

9. Specify the folder where you want to save your Microsoft Word document.

When the task is completed, a Microsoft Word document will be created in the folder that you specified. All of the document's pages will also be opened in the OCR Editor.

ABBYY® FineReader 14 User’s Guide

Scanning to Microsoft Excel

The Scan to Microsoft Excel task in the New Task window lets you create Microsoft Excel documents from images obtained from a scanner or a digital camera.

1. Open the New Task window, click the Scan tab, and then click the Scan to Microsoft Excel task.

2. Select a device and specify scanning settings .

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3. Click the Preview button or click anywhere inside the image.

4. Review the image. If you are not satisfied with the quality of the image, change the scanning settings and click the Preview button again.

5. Specify conversion settings. These settings determine the appearance and properties of the output document.

5.1.Preserve formatting.

Select the appropriate setting depending on how you plan to use the output document.

· Formatted text

The font types, font sizes, and paragraph formatting will be retained.

· Plain text

Only the paragraphs will be retained. A single font will be used throughout.

5.2.OCR languages

Select the language(s) of your document. See also: OCR languages .

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5.3.XLSX settings:

· Keep pictures

Select this option if you want to preserve the pictures in the output document.

· Create a separate sheet for each page

Select this option if you want to create a separate Microsoft Excel spreadsheet from each page of the original document(s).

5.4.Image preprocessing settings...

5.5.More options...

Opens the XLS(X) section of the Format Settings tab of the Options dialog box, where

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you can specify additional settings (you can also open this dialog box by clicking Options... on the Tools menu).

6. Click Scan to Excel.

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7. A dialog box will be displayed, showing a progress bar and tips.

ABBYY® FineReader 14 User’s Guide

8. After the page has been scanned, a dialog box prompting you to decide what to do next will appear.

Click Scan Again to scan more pages using the current settings or click Finish Scanning to close the dialog box.

9. Specify the folder where you want to save your Microsoft Excel document.

When the task is completed, a Microsoft Excel document will be created in the folder that you specified. All of the document's pages will also be opened in the OCR Editor.

ABBYY® FineReader 14 User’s Guide

Scanning to image files

The Scan to Image Files task in the New Task window lets you create image-only documents from images obtained from a scanner or a digital camera.

1. Click the Scan tab and then click the Scan to Image Files task.

2. Select a device and specify scanning settings .

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3. Click the Preview button or click anywhere inside the image.

4. Review the image. If you are not satisfied with the quality of the image, change the scanning settings and click the Preview button again.

5. Specify conversion settings. These settings determine the appearance and properties of the output document.

5.1.Select image format

Use this setting to select the desired image file format.

5.2.Compression

If you selected the TIFF format, you will be able to compress scanned images. Image compression reduces file size.

Using different compression methods results in different data compression rates and may result in data loss (loss of image quality). There are two factors you should consider when choosing a compression method: the quality of images in the output file and its size. ABBYY FineReader lets you use the following compression methods:

· PACKBITS

Does not cause data loss and is well suited for compressing black-and-white scans.

· JPEG (JFIF format)

This method is used to compress grayscale and color images such as photographs. It compresses images significantly, but at the cost of some data loss. This leads to reduced image quality (blurriness and loss of color saturation).

· ZIP

Does not cause data loss and works best on images that contain large single-color areas such as screenshots and black-and-white images.

· LZW

Does not cause data loss and works best on images with vector graphics and grayscale images.

5.3.Image preprocessing settings...

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6. Click Scan to <format>.

7. A dialog box will be displayed, showing a progress bar and tips.

ABBYY® FineReader 14 User’s Guide

8. After the page has been scanned, a dialog box prompting you to decide what to do next will appear.

Click Scan Againto scan more pages using the current settings or click Finish Scanning to close the dialog box.

9. Specify the folder where you want to save your output file.

When the task is completed, output files in the specified format will be created in the folder that you specified. All of the document's pages will also be opened in the OCR Editor.

ABBYY® FineReader 14 User’s Guide

Scanning to other formats

The Scan to Other Formats task in the New Task window lets you create documents in popular formats (*.pptx, *.odt, *.html, *.epub, *.fb2, *.rtf, *.txt, *.csv, and *.djvu) from images obtained from a scanner or a digital camera.

1. Open the New Task window, click the Scan tab, and then click the Scan to Other Formats task.

2. Select a device and specify scanning settings .

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3. Click the Preview button or click anywhere inside the image.

4. Review the image. If you are not satisfied with the quality of the image, change the scanning settings and click the Preview button again.

5. Specify conversion settings. These settings determine the appearance and properties of the output document.

5.1.Select output format

Use this option to select the desired format for the output file.

5.2.OCR languages

Select the language(s) of your document. See also: OCR languages .

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5.3.Image preprocessing settings...

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5.4.More options...

Opens the section with the settings of the selected format on the Format Settings tab of

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the Options dialog box, where you can specify additional settings (you can also open this dialog box by clicking Options... on the Tools menu).

6. Click Scan to <format>.

7. A dialog box will be displayed, showing a progress bar and tips.

8. After the page has been scanned, a dialog box prompting you to decide what to do next will appear.

Click Scan Again to scan more pages using the current settings or click Finish Scanning to close the dialog box.

9. Specify the folder where you want to save your output file.

When the task is completed, output files in the specified format will be created in the folder that you specified. All of the document's images will also be opened in the OCR Editor.

ABBYY® FineReader 14 User’s Guide

PDF Editor

The PDF Editor is an easy-to-use tool that lets you view and search PDF documents, rearrange, add or delete pages, copy text and pictures, edit text, and add comments to documents. You don't need to convert your PDF to an editable format, even if it only contains scans without a text layer.

Chapter contents

· Viewing PDF documents

· Reviewing PDF documents

· Working with PDF content

· Filling out forms

· Signing PDF documents with a digital signature

· Protecting PDF documents with passwords

· Creating PDF documents

· Saving and exporting PDF documents

ABBYY® FineReader 14 User’s Guide

Viewing PDF documents

The PDF Editor allows you to view and search PDF documents and copy text, pictures, and tables inside them.

To open a PDF document in the PDF Editor:

· Open the New Task window, click the Open tab and then click the Open PDF Document task.

· Open the New Task window and click File > Open PDF Document....

The document will be displayed in the PDF Editor.

To customize the way the document is displayed, use the following settings.

· The viewing modes change the way pages are displayed and scrolled.

Viewing modes

The PDF Editor has four viewing modes that determine how document pages are displayed and scrolled:

One-Page View displays one page and hides all the other pages. One-Page Scrolling displays pages one after the other, so that when you get to the bottom of one page,

the top of the next page is visible. Two-Page View displays pages side-by-side, with odd-numbered pages on the left and even-numbered pages on the right. Two-Page Scrolling displays two pages side-by-side with subsequent pages appearing as you scroll down.

ABBYY® FineReader 14 User’s Guide

If you want to display even pages on the left and odd pages on the right in one of the two-page viewing

modes, click View > View mode > Odd Pages on the Right.

There are several ways to change the viewing mode:

· Click one of the buttons on the toolbar at the bottom of the screen:

· Click View > View mode and select one of the viewing modes.

· Use the following keyboard shortcuts: Ctrl+1, Ctrl+2, Ctrl+3, and Ctrl+4.

Full-screen mode

The PDF Editor has a full-screen viewing mode, in which the document takes up the entire screen space and no panels or toolbars are visible.

To enter full-screen mode, do one of the following:

· Click the button on the toolbar at the bottom of the screen.

· Click View > Full Screen.

· Press F11.

In the full-screen mode, you can:

· Scroll the document.

· View comments (place the mouse pointer over a commented area to display the comment).

· Change viewing modes and scaling.

To display the bottom toolbar with viewing options, move the mouse pointer to the bottom edge of

the screen.

· Go to specific pages in the document.

Navigating PDF documents

The PDF Editor offers a number of tools for navigating PDF documents.

· The Pages pane lets you navigate pages quickly, change the order of pages, add pages to the

document, or delete them.

· The Bookmarks pane contains tools for creating, editing, and navigating bookmarks.

· The Search pane lets you search and highlight text.

· The Attachments pane lets you view and edit attachments.

· The Digital Signatures pane lets you view and delete digital signatures.

The keyboard shortcuts for showing and hiding these panes are listed in Keyboard shortcuts .

Viewing a specific page

The PDF Editor provides several tools that make it easier to navigate long documents.

To navigate between pages:

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· Use the buttons on the main toolbar.

ABBYY® FineReader 14 User’s Guide

· Click View > Go to Page and then click Next Page, Previous Page, First Page or Last Page.

To quickly open a specific page:

· Type the number of the desired page in the box on the main toolbar and press Enter.

· Click View > Go to Page > Page Number..., type the number of the desired page, and click OK.

Navigating pages in the full-screen view

To open a specific page in full-screen view, do the following:

1. Move the mouse pointer to the bottom edge of the screen to bring up the toolbar.

2. Type the number of the desired page in the box on the toolbar at the bottom of the screen.

3. Press Enter.

ABBYY® FineReader 14 User’s Guide

Background recognition

The PDF Editor allows you to search and copy text and pictures in PDF documents without a text layer, such as scanned documents and documents created from image files. This is possible thanks to an OCR process that runs in the background.

Background recognition is enabled by default and starts automatically when you open a PDF document.

The background recognition process does not change the contents of the PDF file. Instead, it adds a temporary text layer that will not be available when you open the document in other applications.

If you want to make the document searchable in other applications, you will need to save the text

layer created by the background recognition process. To do this, click File > Recognize Document >

Recognize Document...See also: Recognizing text .

Important! If the search or copy functions don't work properly, check that the right OCR languages

are selected for the document. See also: Document features to consider prior to OCR .

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To disable background recognition, clear the Enable background recognition in the PDF Editor

option in the Options dialog box.

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The background recognition process cannot run on computers with a single-core processor.

ABBYY® FineReader 14 User’s Guide

Keyword search

The PDF Editor allows you to find and highlight information in PDF files. Comments, metadata, and bookmarks will be searched along with the text in the document itself, and the results will be displayed in a separate panel. Search results will also be highlighted in the document, and you will be able to apply various effects to these results.

1. Click the tab in the pane on the left or click View > Search to open the Search pane.

2. Type the word or phrase you want to find.

Words or phrases that match your query will be highlighted in the document.

The search results will be arranged into groups and you will be able to highlight entire groups.

3. You can change search options by clicking on the arrow in the search box and selecting any of the following:

· Exact Match will find only words that are an exact match of the words you typed in the search

box.

· Match Case will find only words that match the capitalization in your query.

You can highlight, cross out, and underline search hits in the text. To do this, in the Search pane,

select the words you want to highlight, cross out or underline and then click the respective tool.

You can also redact search hits. See Removing confidential information from PDF documents .

To change the color used for text markup, click the arrow next to the respective tool and select the desired color on the color palette that appears.

ABBYY® FineReader 14 User’s Guide

By default, the markup tools in the Search pane use the same colors as the markup tools on the PDF

Tools toolbar.

To navigate to the next/previous search hit, use the buttons. You can also select the next

search result by pressing F3.

ABBYY® FineReader 14 User’s Guide

Copying content from PDF documents

The PDF Editor allows you to copy text, pictures, and tables from PDF documents to other applications. These features can be used in PDF documents of any type, even those that contain only scans.

Complete the following steps to copy text:

1. Select the text that you want to copy.

2. Right-click the selected text and click Copy Text on the shortcut menu or click one of the icons on the pop-up toolbar that appears above the text.

3. Paste the text into the desired application.

To copy text from a page that already has a text layer (whether original or created by the

background recognition process), select the text, right-click it, and click Copy Text on the shortcut menu.

Complete the following steps to copy a table:

1. Select the table that you want to copy.

2. Right-click the selected table and click Copy Table on the shortcut menu or click one of the icons on the pop-up toolbar that appears above the table.

You can use the pop-up toolbar above the table to edit the table before copying it. You can add vertical and horizontal separators to the table, remove separators, and split or combine table cells.

No changes will be made to the table in the original file.

After editing the table, click Copy Table again.

3. Paste the table into the desired application.

ABBYY® FineReader 14 User’s Guide

Click the image to enlarge it

If the copied content is significantly different from the original document:

· If the document does not have a text layer, check that the right OCR languages are selected.

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· If the page with the content you want to copy has a poor quality text layer, replace the text layer with

a new one.

Now try copying the content again.

Complete the following steps to copy a page fragment as an image:

1. Select the area you wish to copy.

2. Right-click the selected area and click Copy Image on the shortcut menu or click one of the icons on the pop-up toolbar that appears above the area. If the selected area contains text, this text will not be recognized and will be copied as part of the image.

3. Paste the image into the desired application.

PDF security features

Some PDF documents can harm your computer.

ABBYY FineReader has a number of features that make working with PDF documents safer. The program will ask for your confirmation when you perform the following potentially dangerous actions:

· Opening attachments

· Opening links

· Submitting form data.

If you trust the creator of the document, click Allow; otherwise, click Cancel.

You can also protect your computer from malicious JavaScript code by disabling JavaScript in PDF documents. To disable JavaScript, open the Options dialog box, click the Other tab, and clear the Enable JavaScript in PDF documents opened in the PDF editor option. No when you open a PDF document with JavaScript the following notification will appear at the top of the window:

If you trust the person or entity who sent you the PDF document, you can enable JavaScript by selecting one of the following options from the JavaScript Settings drop-down list:

· Enable JavaScript for This Document Only to enable JavaScript while the current document is

open.

· Enable JavaScript for All Documents to open the Options dialog box, where you can enable

JavaScript for all documents.

ABBYY® FineReader 14 User’s Guide

Reviewing PDF documents

The PDF Editor includes a number of features for reviewing PDF documents. While reading a document, you can add comments, highlight important fragments, make notes, draw shapes to highlight specific areas, and place stamps on pages.

Chapter contents

· Adding comments

· Marking up text

· Drawing shapes

· Adding text to PDF documents

· Adding stamps

· Collaborating on PDF documents

Comments

The PDF Editor offers tools for adding notes to any part of a PDF document, making discussing and reviewing PDF documents much simpler.

1. If the PDF Tools toolbar is hidden, open it by clicking the PDF Tools button on the main toolbar.

2. Click the tool on the PDF Tools toolbar.

3. If you don't like the default note color, select another one on the toolbar that appears above the document.

4. Click where you want the note to appear on the page and type the note.

You can change the color of an existing note using its shortcut menu.

To find out how to open notes, reply to notes or delete them, see Collaborating on PDF documents .

ABBYY® FineReader 14 User’s Guide

Highlight

Underline

Strikethrough

Add Note to Insert Text

Marking up text

The PDF Editor allows you to indicate what changes should be made to a document. Any editing marks that you add will not alter the text itself but merely indicate what changes must be made and where.

Annotations related to editing text are only available in documents with a text layer or documents that

have been recognized by the background recognition process.

ABBYY FineReader includes the following markup tools:

You can add a comment to any type of annotation by double-clicking the annotation. For more on

comments, see Collaborating on PDF documents .

To highlight, underline, or cross out a text fragment:

· Select a markup tool on the main toolbar and then select the desired text fragment, or

· Select the desired text fragment and then select a markup tool on the main toolbar.

To indicate an insertion point:

· Click the tool on the PDF Tools toolbar and click the place where you think text needs to be

inserted.

To change the color of an annotation:

· Right-click the annotation and select the desired color on the shortcut menu or

· Click a markup tool on the main toolbar and then click one of the color boxes on the toolbar that

appears above the document.

You can use the search feature to mark up specific text fragments without reading through the entire document to find them.

1. Open the Search pane.

ABBYY® FineReader 14 User’s Guide

2. Type the word or phrase you want to find.

3. In the Search pane, select the search hits you want to mark up and click the desired markup tool. If you want to choose a different color, click the arrow next to the markup tool instead of clicking the tool itself and then click the desired color on the color palette that appears.

By default, the markup tools in the Search pane use the same colors as the markup tools on the

PDF Tools toolbar.

ABBYY® FineReader 14 User’s Guide

Drawing shapes

The PDF Editor allows you to comment on objects that have various shapes and sizes, such as blueprints or irregularly shaped fragments of text. Before adding your comment, you can draw a shape around the object that you want to comment on.

1. On the PDF Tools toolbar, click .

2. Select a desired drawing tool on the toolbar that is shown below.

· Ink

Draws a line when you hold down the left mouse button, letting you draw any shape.

· Line

Draws a straight line. If you want to draw a vertical, horizontal or diagonal (sloped at an angle of 45°) line, hold down the Shift key.

· Arrow

Draws an arrow. If you want to draw a vertical, horizontal or diagonal (sloped at an angle of 45°) line, hold down the Shift key.

· Rectangle Draws a rectangle. If you want to draw a square, hold down the Shift key.

· Oval Draws an oval. If you want to draw a circle, hold down the Shift key.

· Polygon Draws a polygon. Click where you want to place the initial vertex of the polygon. To complete the polygon, click the initial vertex.

· Cloud Draws a cloud. Click where you want to place the initial vertex of the cloud. To complete the cloud, click the initial vertex.

ABBYY® FineReader 14 User’s Guide

· Polyline Draws a jagged line. Click the page to start drawing, click again when you want to draw the next segment, and double-click where you want the jagged line to end.

3. Once you have finished drawing the shape, double-click it if you want to type a comment.

If you are using the Ink tool, you will need to disable the drawing tools before you can type a

comment.

To draw a set of shapes using the Ink tool and add a comment to the entire set:

· Hold down the Shift key and draw the figure. You can release the mouse button, but only

release the Shift key when you are finished drawing.

· Disable the drawing tools, double click one of the shapes in the set, and type your comment.

4. Drawing tools have several settings you can change.

To change these options:

· Right-click a shape you drew on the page and use the commands on its shortcut menu.

· Selecting the desired settings on the PDF Tools toolbar before drawing a shape.

For more on using and editing comments, see Collaborating on PDF documents .

ABBYY® FineReader 14 User’s Guide

Adding text to a PDF document

The PDF Editor allows you to add a block of text to any type of PDF without converting it to an editable format.

1. On the PDF Tools toolbar, click .

A toolbar with text editing tools will appear beneath the PDF Tools toolbar.

2. Click where you want to add text. You can drag the mouse pointer without releasing the mouse button to change the size of the text block.

3. Type your text. You can choose a font type, font size, and font color.

4. Change the size of the text block if necessary.

5. To draw a border around the text block, select the color and thickness of the border.

6. You can also change the background color of the text block or use the Detect background color option to use the background color of the page.

By default, transparent background is used.

You can use the PDF Editor to fill out forms that do not have interactive fields. To do this, simply type text over the form using the Text Box tool.

When you add a text block, a new comment containing text from the block will appear in the

Comments pane. You can change the status of the comment in the same way you can change the status of an annotation. See also: Collaborating on PDF documents .

ABBYY® FineReader 14 User’s Guide

Collaborating on PDF documents

The PDF Editor allows you to see and reply to comments made by other reviewers, even if they were created in applications other than ABBYY FineReader. You can also change the status of a comment to inform a reviewer that you have accepted or rejected their suggestion.

To view a list of all comments in the document, open the Comments pane by clicking the button on the main toolbar.

There are other ways to open the Comments pane:

· Right-click an annotation, stamp or comment and click Show Comments Pane on the shortcut

menu.

· Click View and select Show Comments Pane.

· Press F7.

Adding a comment to an annotation

ABBYY® FineReader 14 User’s Guide

· Double-click the annotation to which you want to add a comment, or

· Right-click the annotation and select the Add Comment command on the shortcut menu.

If the Comments pane is hidden, a comment box where you can type the comment will appear. If the Comments pane is visible, the comment box associated with the annotation will be highlighted.

· Select the annotation that contains the comment you want to see.

If the Comments pane is hidden, a comment box where you can type the comment will appear. If the Comments pane is visible, the comment box associated with the annotation will be highlighted.

If you want a comment to always be visible, double-click its annotation. To hide a comment, click the

button in the upper-right corner of the comment box.

1. Select the annotation that contains the comment to which you want to reply.

2. Click Reply in the comment's box or press Ctrl+Enter and type your reply.

To delete an annotation:

· Select the annotation you want to delete and press Del or right-click the annotation and click Delete on the shortcut menu.

The comment associated with the annotation will also be deleted.

· Select a comment box in the Comments pane and press Del or right-click the comment box and click Delete. The annotation associated with the comment will also be deleted.

To delete a comment in the Comments pane:

· Right-click anywhere inside the comment box and select Delete on the shortcut menu. All replies associated with the comment will also be deleted.

To delete all comments and annotations:

· Click Edit > Delete Comments and Markup...

To delete a reply:

· Right-click the reply and select Delete Reply on the shortcut menu. In the same manner, you can delete a reply on the Comments pane.

Opening a comment

Replying to a comment

Deleting an annotation or its associated comment or reply

Flagging a comment or changing its status

ABBYY® FineReader 14 User’s Guide

You can assign statuses to comments you have read or flag those comments which you want to revisit later.

To flag a comment:

· Click the box next to the comment in the Comments pane or right-click the comment and click Flag on the shortcut menu.

To change the status of a comment:

· Right-click a comment or its annotation, click Status on its shortcut menu, and select the desired status.

· Click the button in the comments box and select the desired status.

In the Properties... dialog box of an annotation or comment, you can change the author or the subject and see how the status of the annotation or comment changed over time. If you have changed the name of the author, you can click the Set Default button to use the new name for any annotations and comments you make in the future.

To open the Properties dialog box of an annotation or comment:

· Right-click the annotation, stamp or comment and click Properties... on the shortcut menu.

Properties of annotations and comments

The Comments pane

ABBYY® FineReader 14 User’s Guide

The Comments pane displays all annotations added to the document, with or without comments, and all text blocks, stamps, and editorial marks.

· To navigate the comments, use the buttons.

· You can search for a specific comment, reply or author using the search box at the top of the

Comments pane.

To sort the comments:

· On the Comments pane, click and then select the desired sorting option from the menu.

You can filter the comments by type, author, flag status, or comment status.

To filter the comments:

· On the Comments pane, click to open the filter menu and then click Show All Comments, Hide Current Comments, or select the criteria you want to use to filter the comments.

You can filter the comments by:

1. Type

2. Author

3. Page

4. Date

5. Flag Status

6. Status

To reset the filter, click Reset.

If you just want to see the authors and dates of the comments, click to hide the text of the

comments. To display the text again, click .

ABBYY® FineReader 14 User’s Guide

Adding stamps

The PDF Editor allows you to stamp PDF documents in the same manner as you stamp paper documents. You can select a stamp from the list of available stamps or create your own, adding any desired text, the date and time of stamping, or an image.

To stamp a page:

1. On the PDF Tools toolbar, click and select the desired stamp.

If the stamp you want to use is not available in the menu, click Other stamp.

2. Stamp the page.

3. Move the stamp to the desired location if necessary.

You can add comments to stamps and change their statuses in the same manner as you add comments to annotations. See also: Collaborating on PDF documents .

How to create a stamp

ABBYY® FineReader 14 User’s Guide

The PDF Editor allows you to create textual stamps and stamps from images.

To create a stamp from an image:

1. On the PDF Tools toolbar, click > Create Stamp from Image....

2. In the dialog box that opens, type a name for your stamp in the Name field.

3. Click Open Image to open an image from your hard disk or click Paste Image from Clipboard if

you have previously copied an image to the Clipboard.

4. Use the Stamp size slider if you need to adjust the size of the image.

5. Click Save.

To create a text stamp:

1. On the PDF Tools toolbar, click > Create Text Stamp....

2. In the dialog box that opens, type a name for your stamp in the Name field.

3. In the Stamp text field, type the text that you want to appear on the stamp.

4. From the Add Date/Time drop-down list, select the date and time format that you want to use.

When you stamp a page, the stamp will contain the date and time of the stamping in the format

you specified.

All text elements will be added to the stamp at the position of the cursor in the Stamp text field.

You can change the order of the stamp elements in this field, add explanatory text, and set up the date and time formats. For more on dates and times, see Текущие дата и время в штампах и

нумерации Бейтса .

5. In the Font and border group of options, select a font type, font size, and font effects for the

text in the stamp and a color for the stamp.

6. Enable the Add border option if you want the stamp to have a border.

7. The View box contains a preview of the stamp, so you can see the effects of the changes you

make.

8. Click Save.

1. On the PDF Tools toolbar, click > Manage Stamps....

2. In the dialog box that opens, select a stamp and click Edit....

3. Specify the desired settings and click Use.

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How to edit stamps

ABBYY® FineReader 14 User’s Guide

To remove a stamp from your document, do one of the following:

· Select the stamp in the document and press Del.

· Right-click the stamp in the document and select Delete on the shortcut menu.

· Select the comment for the stamp in the Comments pane and press Del.

To remove a stamp from the list:

1. On the PDF Tools toolbar, click > Manage Stamps....

2. In the dialog box that opens, select the stamp and click Delete.

How to delete a stamp

Working with PDF content

The PDF Editor allows you to modify the contents of PDF documents without the need to convert PDF documents to editable formats.

Chapter contents

· Editing text

· Inserting and editing pictures

· Recognizing text

· Working with pages

· Adding bookmarks

· Adding Bates numbers

· Working with file attachments

· Viewing metadata

· Enhancing page images

ABBYY® FineReader 14 User’s Guide

Editing text

The PDF Editor allows you to edit text in any type of PDF documents, including those that contain only scans. The PDF Editor lets you correct typos, add new text, and edit the formatting of separate lines of text.

· Editing text in PDF documents that were created in other applications

· Editing scanned documents

· Editing searchable PDF documents

Editing text in PDF documents that were created in other applications

To edit text in a PDF document:

1. Click the button on the PDF T ools toolbar and wait for several seconds while the

program prepares the document for editing.

The Text toolbar will appear above the document.

2. Place the cursor in the text that you want to edit and make the desired changes using the tools on

the Text toolbar.

The program will automatically select a font that is as close to the font used in the original document as possible.

3. To finish editing the line of text, click anywhere outside the line.

4. To exit the text editing mode, click the button again.

5. Save the document.

Editing scanned documents

Some PDF documents are image-only, i.e. they do not contain a text layer. See also: Types of PDF

documents .

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ABBYY FineReader allows you to edit text in PDF documents even if they do not contain a text layer. When you open such documents, the program creates a temporary text layer so that the document become editable. Any edits you make (e.g. corrected typos) are then transferred onto the document image.

ABBYY® FineReader 14 User’s Guide

1. Click the button on the PDF Tools toolbar and wait several seconds while the program prepares the document for editing. A Text toolbar will appear above the document.

2. Check that the right OCR languages are selected. See also: Document features to consider prior

to OCR .

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3. If a page has distorted text lines or other defects, the program will ask you if you want to improve the quality of the image. To enhance the image prior to OCR, use the commands in the Correct Skew and Page Orientation drop-down list on the Text pan.

4. Editable text will be enclosed in frames. Click the line of text you want to edit and add, delete or change the text or change its font, font size and font style using the tools on the Text toolbar. When you click a line of text, the program will automatically select a font that is as close to the font used in the text line as possible.

5. To finish editing a line of text, click outside of it.

6. Click the button to exit the text editing mode.

7. Save the document.

Editing searchable PDF documents

Some PDF documents contain a text layer underneath the document image. See also: Types of PDF

documents .

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When you edit documents of this type, the program will apply your changes to the text layer and to the document image.

1. Click the button on the PDF T ools toolbar and wait several seconds while the program prepares the document for editing. A Text toolbar will appear above the document.

2. Check that the correct OCR languages are selected. See also: Document features to consider

prior to OCR .

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3. When you try to edit a document that already contains a text layer, the program will prompt you to recognize the document and replace the existing text layer. You can do this using the command in the Text Layer drop-down list on the Text toolbar.

ABBYY® FineReader 14 User’s Guide

In the dialog box that opens, select the OCR language(s). You can also image preprocessing to correct the orientation of pages, deskew the image, straighten distorted text lines, and remove other defects.

Once the document has been recognized, you can begin editing it.

4. Editable lines of text will be enclosed in frames. Click the line of text you want to edit and add, delete or change the text or change its font, font size and font style using the tools on the Text toolbar. When you click a line of text, the program will automatically select a font that is as close to the font used in the original text line as possible.

5. To finish editing a line of text, click anywhere outside the line.

6. Click the button to exit the text editing mode.

7. Save the document.

Inserting and editing pictures

The PDF Editor allows you to insert pictures into any type of PDF document.

1. Click the button on the PDF Tools toolbar.

2. In the dialog box that opens, select a picture and click Open.

3. Move the picture to the desired location on the page.

You can move, rotate, delete, and resize pictures. When you move a picture, it may overlap with other objects on the page. To bring an overlapping picture to the foreground, right-click it and select Bring Picture to Front.

To delete a picture:

· To delete a picture in a PDF document created in another application, right-click the picture and

click Delete on the shortcut menu.

· You can delete a part of the document image and anything that it may contain, including pictures.

To do this, click the tool on the PDF Tools toolbar and select the area you want to erase.

The Erase tool deletes pictures and text, automatically selecting the appropriate background

color to fill the empty space.

ABBYY® FineReader 14 User’s Guide

Recognizing text

Background recognition is a process that adds a temporary text layer to a document, enabling you to

mark up, copy, and search its text. You can make these capabilities available to other users by adding a permanent text layer to PDF documents. Documents with text layers are practically indistinguishable from their originals. You can also replace an existing text layer in a searchable PDF document.

1. On the main toolbar, click the arrow next to the button and select Recognize

Document... from the drop-down list. Alternatively, click File > Recognize Document > Recognize Document... or press Ctrl+Shift+R.

2. In the dialog box that opens, specify the appropriate OCR languages. See also: Document

features to consider prior to OCR .

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3. To improve the quality of OCR, enable image processing. Image processing may change the appearance of your document.

· Correct page orientation - The program will detect text orientation and correct if necessary.

· Deskew images and correct image resolution - The program will detect and correct any

skew, select the appropriate image resolution, and make some other changes to improve the images.

4. Click the Recognize button.

5. As a result, the output document will contain a searchable text layer.

You can also add a text layer when adding pages to a PDF document from a file or when scanning paper documents. To do this, select the Recognize text on images option in the Image Processing

Settings dialog box (click > > Image Processing Settings to open this dialog box) and specify the languages of the document. See also: Working with pages .

If you want to check recognized text, train the program to recognize non-standard fonts and

characters, or use some other advanced features of ABBYY FineReader, click the arrow next to the

button and then click Recognize and Verify in OCR Editor. Alternatively, click File >

Recognize Document > Recognize and Verify in OCR Editor. See also: Sending PDF documents

to the OCR Editor .

ABBYY® FineReader 14 User’s Guide

1. On the main toolbar, click the button.

2. Click Add from File....

Alternatively, click Add Pages from File... in the shortcut menu of the Pages pane or from the

drop-down menu that appears if you click the button.

3. In the dialog box that opens, select the file or files that you want to add to the PDF document and specify the numbers of the pages that you want to add. The files you select must be in any of the

supported formats . You can also specify where you want the new pages to be added (e.g.

before the first page, before the current page, etc.).

4. Click the Settings... button and specify the desired image processing options .

5. Click the Open button

The selected files will be converted into PDF and inserted into the current PDF document.

1. On the main toolbar, click the button.

2. Click Add from Scanner....

3. Select a device and specify scanning settings .

4. Click the View button or click anywhere in the scanning area to view the image.

5. If required, click the Settings... button and specify the desired image processing options .

6. Click the Scan button.

The scanned pages will be inserted into the current PDF document.

1. In the Pages pane, select the page before or after which you want to insert a blank page.

2. Right-click the page, click Add Blank Page on the shortcut menu, and then click Before Current Page or After Current Page.

Alternatively, click > Add Blank Page. A blank page will be added after the currently

selected page.

Working with pages

The PDF Editor allows you to delete or add pages to a PDF document, change their order, and insert blank pages.

Adding pages from a file...

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Adding scanned pages...

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Inserting blank pages...

ABBYY® FineReader 14 User’s Guide

· In the Pages pane, select one or more pages and drag them to the desired place in the document.

· In the Pages pane, select one or more pages, right-click them, click Rotate Pages on the

shortcut menu, and then click Rotate Right or Rotate Left. Alternatively, click the the button at the top of the pane and then click Rotate Pages >Rotate Right (or Rotate Left).

· In the Pages pane, select one or more pages, right-click them, and click Delete Pages... on the

shortcut menu or press the Del key.

· In the Pages pane, select the desired pages, right-click them, and then clickCreate PDF from

Selected Pages on the shortcut menu.

The created document will be opened in a new window.

Changing the order of pages...

Rotating pages...

Deleting pages...

Creating a PDF document from selected pages...

Image processing options

The PDF Editor offers multiple image processing options to improve the quality of images and OCR.

You can specify image processing options when scanning paper documents or when creating PDF documents from image files.

· Image quality The quality of the pictures and the size of the file are determined by the value you select from the drop-down list in the Image quality group of options:

· Best quality

Select this item to preserve the quality of the page images and pictures. The original resolution of the source images will be preserved.

· Balanced

Select this option to reduce the size of the PDF file while keeping the quality of the page images and pictures at a reasonably high level.

· Compact size

Select this option to obtain a small-sized PDF file. This may adversely affect the quality of the page images and pictures.

· Custom...

Select this option if you want to specify custom options for saving page images and pictures. In the dialog box that opens, specify desired saving options and click OK.

ABBYY® FineReader 14 User’s Guide

· Улучшать изображения страниц Select this option if you want the program to rectify defects that commonly occur in scans and digital photos. Click the Preprocessing settings... button and specify image preprocessing settings .

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· Recognize text on images Select this option if you want to add a text layer to the document.

You will get a searchable PDF document that looks almost exactly like the original.

· Use MRC compression (specify OCR languages below) Select this option if you want to apply the MRC compression algorithm to recognized pages. MRC compression reduces the size of the output file while preserving the visual quality of the page images.

· Apply ABBYY PreciseScan to smooth characters on image Select this option if you want to apply ABBYY PreciseScan technology. ABBYY PreciseScan smoothes characters on a document so that they do not become pixilated when you zoom in.

· OCR languages Be sure to select the right OCR languages. See also: Document features to

consider prior to OCR .

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ABBYY® FineReader 14 User’s Guide

Adding bookmarks

The PDF Editor allows you to add bookmarks to PDF documents.

To create a bookmark in the Bookmarks pane or using a shortcut menu.

1. To create a bookmark in the Bookmarks pane:

a. Click the button on the vertical bar to the left or click View > Bookmarks. The

Bookmarks pane will open.

b. Click and type a name for your bookmark.

c. By default, the newly created bookmark will point to the start of the current page.

2. To create a bookmark using a shortcut menu:

a. Select a text fragment, a picture, or any other place in the document that you want to

bookmark.

b. Right-click the selection and click Add Bookmark on the shortcut menu.

c. Type a name for your bookmark in the Bookmarks pane.

If you bookmark a text fragment, the selected text will be used as the name of the bookmark.

d. The newly created bookmark will point to the text fragment, picture or other place in the

document that you selected.

To select a different destination for your bookmark, click Set Destination on the shortcut menu of the bookmark and then click where you want the bookmark to be inserted in your document.

Bookmarks can be nested. A new bookmark will have the same nesting level as the previously selected bookmark. If a new bookmark is the first bookmark in the document, it is placed at the root level.

Alternatively, you can create a bookmark by clicking Edit > Add Bookmark....

Rearranging bookmarks…

ABBYY® FineReader 14 User’s Guide

1. Select a bookmark in the Bookmarks pane.

2. Hold down the left mouse button and drag the bookmark to a desired location.

To create a nested bookmark, drag it onto an existing parent bookmark, wait for the icon of the

parent bookmark to change, and release the left mouse button. Alternatively, right-click a bookmark and use the Move one level left and Move one level right commands on the shortcut menu.

Rearranging bookmarks or changing their nesting levels will not affect the appearance of the

document.

1. Select a bookmark in the Bookmarks pane.

2. Click the button or click Rename on the shortcut menu of the bookmark.

3. Type in a new name.

1. Select a bookmark in the Bookmarks pane.

2. Click the button or click Delete on the shortcut menu of the bookmark.

You can delete several bookmarks at a time if they are positioned at the same nesting level.

Holding down the Ctrl key, select the bookmarks you want to delete and click Delete.

When you delete a parent bookmark, all of its child bookmarks are also deleted.

Renaming bookmarks…

Deleting bookmarks…

ABBYY® FineReader 14 User’s Guide

Adding Bates numbers

The PDF Editor allows you to add Bates numbers to PDF documents. You can use Bates numbering to index your documents. Bates numbers facilitate document search and retrieval and are useful for electronic archiving.

To add Bates numbers:

1. Click .

2. On the menu that opens, click one of the available numbering styles.

Creating a Bates numbering template...

ABBYY® FineReader 14 User’s Guide

1. Click the button and then click Create....

2. In the dialog box that opens, enter a name for your numbering style in the Name field.

3. Select one of the eight possible locations on the page.

4. In the Bates number text field, type your text.

5. Specify Bates numbering settings:

a. From the Add Date/Time drop-down list, select a date and/or time format.

b. Click Add Page Number.

This will add the number of the current page to each Bates number.

c. Click Add Unique Number.

If multiple documents are processed, they will all be numbered throughout. Depending on your settings, this number will increment either with each new page or with each new document.

By default, numbering starts from 1 and increments with each page. To change the default settings, click More...

The parameters that you specify will be added to the Bates number text field after the

cursor. You can change the order of the parameters in this field, add explanatory text, and set up the date and time formats. For more about setting up date and time, see Current date

and time on stamps and in Bates numbers .

6. Under Font and border, select a font effects and color for Bates numbers.

7. Select the Add border option if you want the text to be enclosed in a frame.

8. Click Save.

You can create a Bates numbering style from an existing one. To do this, click

> Manage Bates Numbers.... In the dialog box that opens, select a Bates

numbering style and click Copy....

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Changing Bates numbering parameters...

ABBYY® FineReader 14 User’s Guide

1. Click the button and then click Manage Bates Numbers....

2. In the dialog box that opens, select the Bates numbering style that you want to modify and click

Edit....

3. Specify the desired settings and click Save.

1. Click the button and then click Manage Bates Numbers....

2. In the dialog box that opens, select the Bates numbering style that you want to delete and click

Delete.

Removing a Bates numbering style from the list...

Adding file attachments

Files of any format can be attached to a PDF document.

To view attached files:

· Click the button in the pane to the left, or click View > Attachments.

You can open, save, rename or delete attached files.

In the Attachments pane:

· Select a file.

· On the toolbar, click the tool that corresponds to the action you want

to perform. Alternatively, click the corresponding command on the shortcut menu

ABBYY® FineReader 14 User’s Guide

Viewing metadata

The PDF Editor allows you to view the title and author of a PDF document and some other information. This information is called metadata. Some of the metadata are specified by the author and some are generated automatically. You can also search documents by metadata.

To view metadata, click File > Document Properties... to open the Document Properties dialog box.

You can change or save any metadata created by the author, provided that the PDF document is not password-protected:

· Title contains the title of the document.

· Author contains the author of the document.

· Subject contains the subject of the document.

· Keywords contains keywords that you can use when searching documents.

The original metadata are preserved when you convert files in various formats to PDF, provided that you have not chosen to delete the metadata and have not specified new export options that will override the existing options.

The metadata of a document also contain the following information about the document and the file:

· File name contains the name of the file.

· Location contains the path to the folder where the document is stored.

· File size contains the size of the file.

· Page size contains the size of the current page.

· Pages contains the number of pages in the document.

· PDF producer contains the name of the application where the document was created

· Application contains the name of the application where the document content was created.

· PDF version contains the version of PDF.

· Tagged PDF contains information about document tags.

· Fast Web View specifies if the document supports Fast Web View technology, which speeds up

loading documents online.

· Created contains the date and time when the document was created.

· Modified contains the date and time when the document was last changed.

ABBYY FineReader allows you to view, edit, find , and delete metadata.

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ABBYY® FineReader 14 User’s Guide

Enhancing page images

The PDF Editor can enhance the quality of PDF documents created from image files. Depending on the type of an input image, the program will select the appropriate image enhancement algorithms. Besides automatic image enhancement, the PDF Editor can correct page orientation, skew, distorted text lines and other defects, and make characters look smoother with ABBYY PreciseScan technology.

You can specify enhancement options in the Image Enhancement dialog box (clickEdit > Enhance Page Images... to open this dialog box).

· Correct page orientation Select this option if you want the program to detect and correct page

orientation automatically.

For best recognition results, a page should have the standard orientation, i.e. with horizontal text lines and top-to-bottom reading order. Otherwise, the document may be recognized incorrectly.

· Deskew images and correct image resolution Select this option if you want the program to run

a number of image processing routines on your images.

Depending on the type of an input image, the program will select the image corrections to apply, such as skew correction, correction of trapezoid distortions, or adjustment of image resolution.

This operation may take some time to complete.

· Apply ABBYY PreciseScan to smooth characters on images Select this option if you want to

apply ABBYY PreciseScan technology, making the characters less pixelated when you zoom in.

Be sure to select the right OCR languages. See also: Document features to consider prior to

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OCR .

ABBYY® FineReader 14 User’s Guide

Filling out forms

The PDF Editor allows you to view, fill out, save, and print interactive forms.

1. If a document contains a form, the following message is displayed:

You can disable field highlighting by clearing the Highlight fields check box in this message.

If no fields are highlighted on a PDF form, you can still fill out such a form using the Text Box

tool.

See also: Adding text to a PDF document .

2. To fill out a form, select values form drop-down lists or type in text from the keyboard.

With ABBYY FineReader you can also:

· Load data into a form

Click Edit > Form Data > Load Form Data from File.... In the dialog box that opens, select the

*.fdf file that contains the data and click Open. The form will be populated with the data from the *.fdf file.

· Save form data

Click Edit > Form Data > Save Form Data to File.... In the dialog box that opens, provide a name

for your *.fdf file and click Save. The data from the form will be saved to the *.fdf file you created.

· Clear form fields

Click Edit > Form Data > Reset Form. All of the form fields will be cleared.

If JavaScript is disabled in the program settings, some of the elements in PDF forms may be unavailable. For example, data format checks may be unavailable. You can enable JavaScript by clicking Options > Other > Enable JavaScript in PDF documents opened in the PDF editor.

Signing PDF documents

The PDF Editor allows you to sign documents digitally and to validate any digital signature in a document. You can also add text and picture signatures.

Chapter contents

· Digital signature

· Text signature

· Picture signature

ABBYY® FineReader 14 User’s Guide

Digital signature

The PDF Editor allows you to sign documents digitally and to validate any digital signature in a document. A digital signature is used to establish the identity of the person that signed the document. Additionally, a digital signature can be used to make sure that a signed document has not been altered.

To sign a document:

1. On the main toolbar, click > Add Digital Signature....

2. Select the certificate to be used from the Sign as drop-down list. To view the properties of a

certificate, select it and click Show Certificate....

If the certificate you want to use is not in the list, you will have to install it. To install a certificate,

right-click it in Windows Explorer, click Install Certificate on the shortcut menu, and follow the instructions in the Certificate Import Wizard.

3. Select your reason for signing the document from the Reason drop-down list or type a new reason.

4. If required, in the Location and Contact fields, specify the place of signing and your contact details.

5. Select Add custom image to digital signature if you want your signature to include an image. Then click the Select Image... button to browse to an image file. The image will appear to the left of the signature.

6. Click Sign.

7. Select the area where you want to place the signature or simply click the desired location.

8. Save the document.

A signature contains information about the version of the document at the time of signing. If you add a new signature to an already signed document, the previously added signatures will remain valid.

To view the properties of a signature in a document:

· Right-click the signature and click Show Signature Properties... on the shortcut menu, or

· Double-click the signature in the Digital Signatures pane.

When you open a PDF document, ABBYY FineReader automatically validates the digital signatures in the document, if any. Validation results will be displayed in the Digital Signatures pane, which also contains detailed information about the signatures used in the document.

To delete a signature:

· Right-click the signature and click Remove Signature on the shortcut menu..

You can only delete a signature from a document if you have the corresponding digital certificate.

You can add more than one digital signature to a document.

ABBYY® FineReader 14 User’s Guide

Text signature

The PDF Editor allows you to add text signatures to your PDF documents.

1. On the PDF T ools toolbar, click > Create Text Signature....

If you have already created some text signatures, select a signature from the list of available

signatures. Alternatively, click Other Signature > Create Text Signature....

2. In the Create Text Signature dialog box that opens, enter some text for the signature.

3. Change the style of the signature, if required.

4. Click Save.

5. Place the signature where you want it to appear on the page.

6. You can change the size of the signature, rotate it, or move it to another location in the document.

As a result, your text signature will appear in the document.

Editing signatures

1. On the PDF Tools toolbar, click > Other Signature > Manage Signatures....

2. In the dialog box that opens, select a signature and click Edit....

You can edit both text and picture signatures .

3. In the dialog box that opens, change the parameters of your signature and click Save.

If you want to add the edited signature to the document, click Use and place the signature where

you want it to appear on the page.

Deleting signatures

To delete a signature:

· Select the signature on the document and press the Del key or

· Right-click the signature on the document and click Delete on the shortcut menu.

To delete a signature from the list of available signatures:

1. On the PDF T ools toolbar, click > Other Signature>Manage Signatures....

2. In the dialog box that opens, select the signature you want to delete and click Delete.

ABBYY® FineReader 14 User’s Guide

You can delete both text and picture signatures .

You can add more than one signature to a document.

Picture signature

ABBYY FineReader allows you to add picture signatures to your PDF documents.

1. On the PDF T ools toolbar, click > Create Signature from Image....

If you have already created some signatures, select a signature from the list of available

signatures. Alternatively, click Other Signature>Create Signature from Image...

2. In the Create Signature from Image dialog box, click Open Image to select an image file or click Paste Image from Clipboard to paste the signature currently stored on the Clipboard.

3. You can change the size of your signature and make the background transparent.

4. Click Save.

5. Place the signature where you want it to appear on the page.

6. You can change the size of the signature, rotate it, or move it to another location in the document.

As a result, your picture signature will appear in the document.

You can add any number of signatures to a document.

You can edit or delete a picture signature. See also: Text signature .

Protecting PDF documents with passwords

When you create a PDF document, you can set passwords to protect it from unauthorized access, editing, and printing.

Chapter contents

· Passwords and permissions

· Deleting confidential information from PDF documents

ABBYY® FineReader 14 User’s Guide

Passwords and permissions

When you create a PDF document , you can set passwords to protect it from unauthorized access,

editing, and printing. A PDF document can be protected with a Document Open password and/or Permissions Password.

If a PDF document is protected from unauthorized access, it can only be opened after entering the Document Open Password that was specified by the document's author. If the document is protected from unauthorized editing and printing, these actions will only be possible after entering the Permissions Password specified by the author. The Permissions Password can also be used to open a protected PDF document.

Follow the instructions below to protect a document with a password.

1. Click the button on the PDF Tools toolbar or clickTools >Security Settings.

The Security Settings dialog box will open.

2. If you want to protect your document from unauthorized opening, select the Restrict access with a Document Open password option.

3. Type a Document Open password and confirm it.

You can disable the Hide characters option. In this case, the characters you enter will be

displayed on the screen and you won't have to retype your password.

4. If you want to prevent unauthorized printing, editing or copying of your document, select the Restrict printing and editing with a Permissions password option.

5. Type a Permissions Password and confirm it.

The Document Open Password and the Permissions Password must be different.

6. From the Printing drop-down list, select a printing resolution for your document.

7. From the Editing drop-down list, select allowed editing operations.

8. If you want to allow other users to copy and edit the content of your document, select the corresponding options.

9. Select an encryption level and components to encrypt.

10. Click Save.

You will be prompted to confirm the passwords again. You can save the changes to the open document or create a new document.

ABBYY® FineReader 14 User’s Guide

Deleting confidential information from PDF documents

You can use the PDF Editor to remove confidential information from PDF documents before publishing them. Both text and images can be redacted.

1. On the PDF Tools toolbar, click or click the arrow next to this tool and select Redaction Mode.

2. If you want to change the color of rectangles that will be painted over redacted text, click one of the seven color boxes on the toolbar or click the arrow and select any other desired color from the

palette. For even more colors, click More colors....

3. Select the text and/or images you want to remove.

As a result, the selected content will be removed from the document and their respective occurrences painted over with the color of your choice.

ABBYY FineReader also allows you to use the Search feature to remove sensitive data.

1. Open the Search pane.

2. Type in text to find.

3. Select the occurrences you want to redact.

4. Click the button.

The selected text will be painted over in the document and replaced with asterisks in objects that do not appear in the body text of the document (i.e. in comments, bookmarks, and metadata).

You can delete objects and data that do not occur in the body text of your document (e.g. comments, annotations, bookmarks, attachments, metadata, etc.):

1. Click the arrow next to the button and select Delete Objects and Data....

2. In the dialog box that opens, select the objects and data to delete and click Apply.

ABBYY® FineReader 14 User’s Guide

Creating PDF documents

Chapter contents

· Creating PDF documents from selected pages

· Using a virtual printer to create PDF documents

For detailed instructions on creating PDF documents from files, scans, or digital photos, see: Creating

PDF documents and Scanning to PDF .

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Creating PDF documents from selected pages

The PDF Editor allows you to create PDF documents from selected pages.

1. In the Pages pane, select the pages from which you want to create a PDF.

2. Right-click the pages and click Create PDF from Selected Pages on the shortcut menu.

3. The created document will be opened in a new PDF Editor window.

Using a virtual printer to create PDF documents

You can create PDF documents from any applications that allow you to select a printer. PDF-XChange

5.0 for ABBYY FineReader 14 will be used.

1. Open a document from which you want to create a PDF.

2. Open the printing options dialog box.

3. In the list of available printers, select PDF-XChange 5.0 for ABBYY FineReader 14.

4. If required, click Properties... and adjust the PDF creation settings.

5. Click Print to start creating a PDF document.

6. In the dialog box that opens, you can change the name and location of your file, open the document for viewing after it is saved, or e-mail the document. You can also choose to add the PDF document that is being created to an existing PDF document by selecting Add Files to PDF.

ABBYY® FineReader 14 User’s Guide

Saving and exporting PDF documents

The PDF Editor allows you to save, print, and e-mail PDF documents or send them to the OCR Editor for further processing.

Chapter contents

· Saving PDF documents

· Saving in PDF/Α

· Saving in other formats

· Reducing the size of your PDF documents

· Sending PDF documents to the OCR Editor

· E-mailing PDF documents

· Printing PDF documents

Saving PDF documents

The PDF Editor allows you to save entire PDF documents or only selected pages. Various saving options are available.

· To save the changes you have made to your current PDF document, click File > Save.

Alternatively, click on the main toolbar.

· To save your current PDF document under a different name or to a different folder, click File >

Save As > PDF Document.... Alternatively, click on the main toolbar and then click

PDF Document....

· To save your document as a PDF document where users will be able to select, copy, and edit

content, click File > Save As > Searchable PDF Document. Alternatively, click Save As on the main toolbar and then click Searchable PDF Document. As a result, your PDF document will be converted to searchable PDF using the currently selected saving options. To change the saving options, click the Options... button in the saving dialog box and select desired saving options on the PDF tab.

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· To save a PDF document without a text layer (such PDF documents cannot be searched and their

content cannot be selected, copied or edited) click File > Save As > Image-Only PDF Document. Alternatively, click Save As on the main toolbar and then click Image-Only PDF Document. As a result, your PDF document will be converted to image-only PDF using the currently selected saving options. To change the saving options, click the Options... button in the saving dialog box and select desired saving options on the PDF tab.

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To convert only some pages of a document, in the Pages pane, select the pages that you want

to save and click Save As on the shortcut menu.

ABBYY® FineReader 14 User’s Guide

PDF/A-1

PDF/A-2

PDF/A-3

B, A

B, A, U

Saving in PDF/A

The PDF Editor allows you to save documents in PDF/A, a format intended for long-term storage.

PDF/A documents contain all the information required for their correct display:

· All fonts are embedded into the document (except for non-visible text).

· Only embeddable fonts are used.

· Colors are displayed correctly irrespective of the device.

· The metadata used in the document comply with the applicable standards.

The following are not supported:

· audio, video, and 3D objects

· scripts

· encryption

· links to external content

· copyrighted content (e.g. LZW).

To save a PDF document in PDF/A:

1. Click File > Save As > PDF Document.... Alternatively, click the button on the

main toolbar and then click PDF Document....

2. In the dialog box that opens, specify a name and location for your document.

3. Select Create PDF/A and then select a PDF/A version from the drop-down list.

4. Click Save.

You can create PDF/A-compliant documents from various formats. See also: Creating PDF

documents .

PDF/A versions

· 2005: PDF/A-1 is based on PDF 1.4 and supports the following features:

ABBYY® FineReader 14 User’s Guide

· A – accessible – additional document requirements (tags)

· B – basic – basic compliance level

ISO 19005-1:2005 (Cor 1: 2007, Cor 2: 2011).

· 2011: PDF/A-2 is based on PDF 1.7 and supports additional features:

· U - Unicode

· JPEG2000 compression

· transparency

· PDF/A attachments

· digital signatures

ISO 19005-2:2011.

· 2012: PDF/A-3 supports additional features:

· file attachments in any format

ISO 19005-3:2012.

Saving in other formats

The PDF Editor allows you to save entire PDF documents or individual pages in various formats: Microsoft Word, Microsoft Excel, Microsoft PowerPoint, HTML, images formats, and many more.

1. Click File > Save As and then click a desired format. Alternatively, click and then click a desired format.

2. In the dialog box that opens, specify a name and location for your document.

3. Open the drop-down list next to File options and specify whether you want to create one file for all pages or a separate file for each page.

4. Click Save.

5. As a result, your PDF- document will be converted into the format of your choice using the currently selected saving options.

To change the saving options, click the Options... button in the saving dialog box and select desired saving options. Alternatively, click Tools > Options... > Format Settings . The options dialog box

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will open, displaying the tab of the format that you selected.

To convert only some of the pages in the document, in the Pages pane, select the pages that you

want to convert, right-click them, click Save As on the shortcut menu, and then click an output format.

You can convert PDF and image files into documents in various formats. See also: Creating

Microsoft Word documents , Creating Microsoft Excel documents , and Other formats .

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ABBYY® FineReader 14 User’s Guide

Reducing the size of your PDF documents

PDF documents that contain page images or a lot of pictures can be very large. The PDF Editor allows you to reduce the size of such documents.

1. Click File > Reduce File Size....

2. In the dialog box that opens, the following options are available:

· Image quality - Select this option if you want to reduce the size of the file by lowering the

quality of the pictures inside the document.

· Use MRC compression (specify OCR languages below) - Select this option if you want to

apply the MRC compression algorithm to recognized pages, which considerably reduces file size while preserving the visual quality the page images.

· OCR languages - Be sure to select the right OCR language(s).

3. Click Apply.

The compressed PDF document will be opened in a new window.

ABBYY® FineReader 14 User’s Guide

Sending PDF documents to the OCR Editor

The PDF Editor allows you to send PDF documents to the OCR Editor , where you can draw

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recognition areas, check recognized text, train the program to recognize non-standard fonts and characters, and use other advanced features offered by ABBYY FineReader.

· To send a PDF document to the OCR Editor, click the arrow next to the button and

then click Recognize and Verify in OCR Editor.

· To send only some of the pages of the document to the OCR Editor, in the Pages pane, select the

pages that you want to send, right-click them and click Send Selected Pages to OCR Editor on the shortcut menu.

When sending the document to the OCR Editor, some of these document objects will be lost:

· attachments

· bookmarks

· comments

· annotations

Once you are done working with the document in the OCR Editor, you can send it back to the PDF

Editor. To do this, click the arrow next to the button and then click Send to PDF

Editor. Alternatively, click File > Send To > PDF Editor....

E-mailing PDF documents

The PDF Editor allows you to send PDF documents by e-mail.

1. Click the button on the main toolbar or click File > E-mail....

2. In the dialog box that opens, change the name of the document if required.

3. Select the pages that you want to e-mail.

4. Click Create E-mail Message.

An e-mail message will be created and the PDF document will be attached to this message. Type in the recipient's address and send the message.

ABBYY® FineReader 14 User’s Guide

Printing PDF documents

The PDF Editor allows you to print PDF documents. Before printing, please make sure your computer has a local or network printer connected to it and that the drivers for the printer are installed.

1. Click the button on the main toolbar or clickFile >Print....

2. In the dialog box that opens, specify desired printing settings:

· Printer - Select one of the available printing devices.

· Copies - Specify the number of copies to be printed.

· Pages to print - Specify the pages to be printed (you can choose to print all of the pages,

selected pages or a range of pages).

· Page setup - Specify paper size and orientation.

· Scaling and position - Specify the number of document pages to place on one printed page

and other printing settings, such as image scaling and duplex printing.

· Black and white - Select this option if you want to print your document in black and white.

· Print to file - Select this option if you want to save all of the document pages to a file.

· Print annotations and markup - Select this option if you want to print the comments.

3. Click Print.

ABBYY® FineReader 14 User’s Guide

OCR Editor

The OCR Editor uses Optical Character Recognition technology for advanced conversion of document scans, PDF documents, and image files (including digital photos) into editable formats.

In the OCR Editor, you can draw recognition areas, check recognized text, train the program to recognize non-standard characters and fonts, and use some other advanced features to achieve maximum OCR quality.

Chapter contents

· Launching the OCR Editor

· OCR Editor interface

· Obtaining documents

· Recognizing documents

· Improving OCR results

· Checking and editing texts

236

101

105

107

114

136

· Copying text, tables and pictures from PDF documents

· Saving OCR results

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Launching the OCR Editor

There are several ways to launch the OCR Editor:

· In the New Task window, click:

o New Task > Open > Open in OCR Editor

o or New Task > Tools > OCR Editor

o or New Task > File > Open in OCR Editor...

· In the PDF Editor, click:

o PDF Editor > Tools > OCR Editor.

· Open the Windows Start menu and click ABBYY FineReader 14 > ABBYY FineReader 14 OCR

Editor (or clickStart > All Programs > ABBYY FineReader 14 > ABBYY FineReader 14 OCR Editor in Windows 10).

Tip. You can set up the OCR Editor to either open the last used project or create a new project when it is launched. To do this, click New Task > Options > General and select either Open a new OCR project or Open the last used OCR project.

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ABBYY FineReader - 14.0 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Introducing ABBYY FineReader

About ABBYY FineReader

What's New in ABBYY FineReader

The New Task window

Viewing and editing PDFs

Quick conversion

Creating PDF documents

Creating Microsoft Word documents

Creating Microsoft Excel spreasheets

Other formats

Advanced conversion

Comparing documents

Scanning and saving documents

Scanning to the OCR Editor

Scanning to PDF

Scanning to Microsoft Word

Scanning to Microsoft Excel

Scanning to image files

Scanning to other formats

PDF Editor

Viewing PDF documents

Viewing modes

Navigating PDF documents

Background recognition

Keyword search

Copying content from PDF documents

PDF security features

Reviewing PDF documents

Comments

Marking up text

Drawing shapes

Adding text to a PDF document

Collaborating on PDF documents

Adding stamps

Working with PDF content

Editing text

Inserting and editing pictures

Recognizing text

Working with pages

Adding bookmarks

Adding Bates numbers

Adding file attachments

Viewing metadata

Enhancing page images

Filling out forms

Signing PDF documents

Digital signature

Text signature

Picture signature

Protecting PDF documents with passwords

Passwords and permissions

Deleting confidential information from PDF documents

Creating PDF documents

Creating PDF documents from selected pages

Using a virtual printer to create PDF documents

Saving and exporting PDF documents

Saving PDF documents

Saving in PDF/A

Saving in other formats

Reducing the size of your PDF documents

Sending PDF documents to the OCR Editor

E-mailing PDF documents

Printing PDF documents

OCR Editor

Launching the OCR Editor