Nuance OMNIPAGE PRO 7 FOR MACINTOSH User Manual

Download

OmniPage Pro

for Macintosh

CAERE CORPORATION

100 Cooper Court

Los Gatos, California

95030-3321

European Offices:

Caere GmbH

Innere Wiener Strasse 5

81667 Munich

Germany

Please Note

In order to use this program, you should know how to work in the Macintosh environment. Please

refer to your Macintosh documentation if you have questions about how to use menus, dialog boxes,

scroll bars, and so on.

OmniPage Pro for Macintosh

Version 7

AnyPage, True Page®, Language Analyst®, and 3D OCR® are trademarks of Caere Corporation.

Many of the designations used by manufacturers and sellers to distinguish their products are claimed

as trademarks. Such designations appearing in this manual have been printed in initial caps.

Welcome

Welcome to OmniPage Pro, and thank you for buying our software!

The following documentation has been provided to help you learn

about OmniPage Pro.

This

Users Manual

This manual provides information on features and procedures. It

includes an introduction to OmniPage Pro, installation and setup

instructions, task-oriented instructions, ways to customize tools,

settings guidelines, and technical information.

OmniPage Pro Guide

These provide online information on features and procedures. They use

coach marks to help you find onscreen items quickly. See Getting

Online Help on page 14 for more information.

Release Notes

This contains last-minute information about OmniPage Pro. Please read

this before installing the application.

Scanner Setup Notes

This contains the latest information about supported scanners and

scanner setup.

and

OmniPage Pro Tutorial

Using This Manual

This manual is written with the assumption that you know how to work

in the Macintosh environment. Please refer to your Macintosh users

manual if you have questions about how to use dialog boxes, menus,

scroll bars, and so on.

The following conventions are used in this manual.

Convention Purpose

Italicized text

Command key symbol (a) Illustrates keyboard shortcuts

Note symbol Introduces a tip or an item of

Warning symbol Introduces cautionary text

 Emphasizes menu

commands, dialog box

options, labeled buttons, and

file names

For example:

Choose

menu.

 Emphasizes new terms the

first time they are used

 Emphasizes important words

in a sentence

for certain tasks

For example:

aj means press the Command

key and the letter j

note

Open...

in t he File

Chapter 1

Introduction to

OmniPage Pro

You probably do most of your business correspondence and other

written projects on your computer. However, certain sources of

information may not be immediately usable on a computer.

For example, if you want to incorporate information from a magazine

article into a document in your word processor, you somehow have to

get the text from the article into your computer. Painstakingly retyping

the article is not an appealing solution.

OmniPage Pro offers a smart solution to increase your work

productivity. OmniPage Pros

technology accurately and easily converts scanned paper documents

and image files into editable text for use in your favorite computer

applications. You do not have to retype anything  OmniPage Pro

automatically does it for you.

optical character recognition (OCR)

Please continue reading this chapter for information on these topics:

 What Is Optical Character Recognition (OCR)?

 The OmniPage Pro Interface

 Getting Online Help

 Product Support

Introduction to OmniPage Pro - 5

What Is Optical Character Recognition (OCR)?

Optical character recognition (OCR

computer-editable text. An image is an electronic picture of text such as

a scanned paper document or an electronic fax file. Images do not have

editable text characters; they have many tiny dots (

form a picture of text.

During OCR, OmniPage Pro analyzes an image and defines characters

to produce editable text. This is also called

you can export the recognized text to a variety of word-processing, page

layout, and spreadsheet applications.

About OmniPage Pro OCR

In addition to text, OmniPage Pro can retain the following elements in a

document during OCR.

Graphics

Photos, logos, and drawings are examples of graphics.

Text formatting

Font types, font sizes, and font styles (such as bold or

of text formatting.

Page formatting

Column structure, paragraph spacing, and placement of graphics are

examples of page formatting.

) is the process of turning an

pixels

) that together

recognizing

text. After OCR,

italic

) are examples

image

into

6 - Introduction to OmniPage Pro

OmniPage Pro recognizes printed text characters only. However, it can

retain handwritten text, such as a signature, as a graphic element.

The graphics, text formatting, and page formatting elements that

OmniPage Pro retains depend on the settings you select for your

document before OCR. See Chapter 4, OmniPage Pro Settings, for more

information.

What Is Optical Character Recognition (OCR)?

Basic Steps of OmniPage Pro OCR

These are the basic steps of OmniPage Pros OCR process:

1 Bring a document image into OmniPage Pro.

You can scan a paper document or load an image file. The

resulting image appears in the Image View.

See Bringing Document Images into OmniPage Pro on page

28 for more information.

2 Create

recognize as text or retain as graphics.

Zones are borders that enclose the parts of a document image

that will get processed. You can create zones manually,

automatically, or with a template. Any areas not enclosed by

zones are ignored during OCR.

See Creating Zones on a Page on page 31 for more

information.

3 Perform OCR to convert text information into editable text

characters.

During OCR, OmniPage Pro defines text characters in an

image. After OCR, you can check for and edit any errors.

See Converting Images to Text on page 40 for more

information.

4 Export the document to the desired location.

You can save your document to a specified file format or place

it on the Clipboard.

See Exporting Documents on page 60 for more information.

zones

to identify the parts of the document you want to

Introduction to OmniPage Pro - 7

The OmniPage Pro Interface

The main parts of OmniPage Pros user interface include:

 The AutoOCR Toolbar

 The Document Window

 The Thumbnail Window

 Zone Info and Tool Palettes

 The Settings Panel

Thumbnail

window

AutoOCR toolbar

Tool Palette

Zone Info

palette

8 - Introduction to OmniPage Pro

Image View Text View

Document Window

The AutoOCR Toolbar

The AutoOCR toolbar contains buttons that can activate each step of the

OCR process. Choose

AutoOCR toolbar if it is closed.

Show Toolbar

The OmniPage Pro Interface

in the Window menu to open the

The status line reports

the current operation or

the operation you can

do next. Click the small

arrow to show or hide

the status line.

AUTO

button

 The

Image

button

AUTO

Zone

button

OCR

button

Export

button

button allows you to activate automatic processing.

Settings Panel

button

Check

Recognition

button

 The next four buttons  Image, Zone, OCR, and Export  have

various commands that can be set for the operations you want to

perform. You can set commands in the pop-up menus beneath

each button.

 The last two buttons  Settings Panel and Check Recognition 

are shortcuts for opening the Settings Panel and checking for

errors in a recognized document.

See Basic Steps of OmniPage Pro OCR on page 26 for more

information on OCR procedures.

Introduction to OmniPage Pro - 9

The OmniPage Pro Interface

The Document Window

The Document window allows you to view and work with pages in the

current document. Original images are displayed in Image View and

recognized text is displayed in Text View.

Choose

documents Image View and make it active. Choose

Image View

in the Window menu (or am) to display a

Text View

in the

Window menu (or aj) to display a documents Text View and make it

active.

Image View Text View

Drag this splitter to the left

or right to resize a view.

10 - Introduction to OmniPage Pro

You can select options in the

Document

section of the Settings Panel to

specify how views in the Document window are displayed. See

Document Window Settings on page 81 for more information.

The Thumbnail Window

The Thumbnail window displays miniature pictures (thumbnails) of

page images in the current document. You can use thumbnails to change

pages, rearrange pages, and drag copies of images into other

applications.

The OmniPage Pro Interface

Choose

Show Thumbnails

in the Window menu to open the Thumbnail

window if it is closed.

The bars beneath each thumbnail

indicate what has been done to

the image. Three bars indicate the

The thumbnail of the

currently displayed

page has a shaded

background.

image has been recognized. Two

bars indicate zones have been

creat ed. One bar indicates that

nothing has b een done.

See Working With Documents on page 52 for more information on

working with thumbnails.

Introduction to OmniPage Pro - 11

The OmniPage Pro Interface

Zone Info and Tool Palettes

The Zone Info and Tool palettes are displayed when the Image View of

a document is active.

Choose

Show Tool Palette

in the Window menu (or press the t key) if

the Tool palette does not appear when the Image View is active.

Use the Tool palette to

draw zones, modify

zones, reorder zones,

erase parts of the image,

zoom in or out, and

rotate the image.

Choose

Show Zone Info Palette

in the Window menu (or press the z key)

if the Zone Info palette does not appear when the Image View is active.

Use the Zone Info

palette to select

zone types, zone

contents, zone

styles, and style sets.

12 - Introduction to OmniPage Pro

You can move the palettes anywhere on your desktop as you work in the

Image View. The palettes are automatically hidden whenever the Text

View is active.

See Creating Zones on a Page on page 31 for more information on

zones.

The Settings Panel

Click each icon to

view and select

different settings.

The OmniPage Pro Interface

The Settings Panel is the central location of OmniPage Pro settings. You

can click the Settings Panel button or choose

Setti ngs Panel

in the Settings

menu to open it.

The Settings Panel has eight different sections of settings. Each section

can be displayed by clicking its icon on the left.

Scroll to see

more options.

See Chapter 4, OmniPage Pro Settings, for more information on settings.

Introduction to OmniPage Pro - 13

Getting Online Help

In addition to using this manual, you can use OmniPage Pros balloon

help, online tutorial, and online reference guide to learn about features

and procedures. These are available in the Guide menu after you install

and launch OmniPage Pro.

Choose OmniPage Pro

Guide to get reference

information about

features and procedures.

The Guide menu is located in the

upper-right corner of your screen.

Choose Show Balloons to

display balloon help for

items in the interface.

Choose OmniP age Pro Tutorial

to open an interactive tutorial

that has exercises for learning

about features and procedure s.

Balloon Help

14 - Introduction to OmniPage Pro

OmniPage Pro Tutorial

The

OmniPage Pro Guide

and

follow the

conventions of the standard Apple Guide. Please refer to your

Macintosh users manual for more information on using Apple Guide.

Balloon help consists of balloons that pop up on screen to explain the

function of icons, menus, commands, dialog box options, and other

items in an application interface.

To turn balloons on, choose

Show Balloons

in the Guide menu. Different

balloons appear as you move the mouse pointer over items in the

interface. Choose

Hide Balloon s

in the Guide menu when you want to

turn off balloon help.

OmniPage Pro Tutorial

Choose

tutorial for learning about OmniPage Pro features and procedures.

Click the tutorial you want to do and then follow the directions that

appear on screen. Red coach marks will help show you the steps to be

performed.

OmniPage Pro Tutorial

OmniPage Pro Guide

Choose

information for features and instructions for common tasks.

OmniPage Pro Guide

Getting Online Help

in the Guide menu to open an online

Click the tutorial

you want to do.

in the Guide menu to get online reference

Click this to

show a general

list of subjects.

Click this to show

an alphabetical

list of subjects.

Introduction to OmniPage Pro - 15

Click this to do

a search on a

particular word

or phrase.

Product Support

For the fastest and easiest way to get help, please look for solutions in

this manual or in the

Product support and information are also available to registered users

through the services listed in this table.

OmniPage Pro Guide

Service How to Contact

World Wide Web home pag e http://www.caere.com

Download Service (BBS)

(patches, updates)

Automated Fax Response Service

(common Q&A)

Phone Support in North America

(fee-b ased troubleshooting)

Ordering dictionari es for other

languages

For international phone numbers, please refer to the Caere Product Support insert in

your OmniPage Pro package.

(408) 395-1631

(8 bits, no parity, 1 stop bit)

(408) 354-8471

(408) 395-8319

(408) 395-5733

Please have the following information ready for the most efficient

service when you call Caere Product Support:

 OmniPage Pro version and serial number

The serial number is printed on the label of the first installation

disk or the CD case. To get the version number, choose

OmniPage Pro...

in the Apple menu when OmniPage Pro is open.

About

Or, select the OmniPage Pro icon in the installation folder and

choose

Get Info

in the File menu in the Finder.

 The make and model of your computer system and peripheral

devices (scanner, printer, monitor, and so on)

 The amount of memory in your system

To get information about your computer system and memory,

choose

About This Macintosh...

in the Apple menu when the

Finder is active.

 The amount of free disk space

To check the amount of free disk space, open your hard disk

folder and check the number in the upper-right corner. You must

view the folder

by Icon

by Small Icon

to see the number.

16 - Introduction to OmniPage Pro

Chapter 2

Installation and Setup

This chapter provides information on installing OmniPage Pro and

selecting a scanner to use with it.

Please also read the

your OmniPage Pro package. These provide the most up-to-date

information concerning installation and setup issues.

Please continue reading this chapter for information on these topics:

 System Requirements

 Installing the Software

 Selecting Your Scanner

 Starting OmniPage Pro

 Registering OmniPage Pro

 Getting Started

Release Notes

and the

Scanner Setup Notes

included in

Installation and Setup - 17

System Requirements

To install and run OmniPage Pro, you need the following setup:

 Standard Macintosh (68020 or greater) or Power Macintosh

 System 7.0 or later (System 7.5 or later required for Drag and

Drop feature)

 For a 680x0 Macintosh, at least 5MB RAM of free memory

 For a Power Macintosh, at least 5MB RAM free memory if virtual

memory is on (8MB if virtual memory is off)

 640x400 resolution display or better

 At least 12MB available hard disk space for OmniPage Pro files

and temporary storage while OmniPage Pro is running

 A supported scanner if you plan to scan documents

See the supported scanner list in the

scanner and the driver supplied by its manufacturer, if any, must

be installed on your system according to the manufacturer's

instructions.

Installing the Software

Scanner Setup Notes

. Your

18 - Installation and Setup

Before you install OmniPage Pro:

 Make sure your scanner is working on your system by using the

scanning software supplied by the manufacturer.

 Remove the

you use System 7.0 or 7.1 and have Drag and Drop installed. This

file is not compatible with Apple Guide 2.0. OmniPage Pro

installs Apple Guide files that contain all the necessary

functionality.

 Turn off any virus-protection software. This is often a Control

Panel device. Refer to your virus-protection software manual for

more information.

To make installation go faster and to avoid software conflicts, it is

recommended that you turn off system extensions before installing

OmniPage Pro. Restart your Macintosh while holding down the Shift

key to temporarily turn off all system extensions. After OmniPage Pro

installation, you can restart your Macintosh normally.

Dragging Enabler

file from your

Extensions

folder if

Installing the Software

Some versions of OmniPage Pro are designed only for customers

upgrading from previous versions of Caere OCR software. To install

these special upgrade versions, you may be prompted to enter the serial

number of your previous product.

To install OmniPage Pro:

1 Insert the OmniPage Pro CD-ROM in the CD-ROM drive. (Or,

insert disk #1 in the disk drive.)

This must be

selected to install

the application.

2 Double-click the installer icon and then click

3 Read the license agreement and then click

Continue

4 Select the items that you want to install in the Installer dialog

box. Command-click to select more than one item.

To select more than

one item, hold

down the

Command key (

as you click each

item.

)

To install scanner support, select the name or manufacturer of

your scanner. (You might have to scroll through the list to find

it.) A driver for the selected scanner will be installed as a

Chooser extension. See the

Scanner Setup Notes

included in your

OmniPage Pro package for more information on scanner

support.

5 Click

Install

to proceed with installation.

A dialog box appears that gives you the choice of installing for

a 680x0 Macintosh, a PowerPC (Power Macintosh), or both

types of machine.

Installation and Setup - 19

Installing the Software

6 Click the appropriate processor option.

Click 680x0

if you have

a 680x0

Macintosh.

Click PowerPC

if you hav e

a Power

Macintosh.

Click Un iversal if your

computer can run as a

680x0 Macintosh or a

Power Macintosh and you

want to run OmniPage Pro

in either configuration.

7 Select the location where you want to install OmniPage Pro.

OmniPage Pro Folder

is the name of the default installation

folder.

8 Click

Install

Enter the serial number, if you are prompted to do so, and click

9 Select your country and click OK.

10 Insert the other installation disks as instructed.

OmniPage Pro continues with installation and notifies you

when it is complete. Restart your Macintosh if you are

prompted to do so after installation. Remember to turn any

virus-protection software back on.

20 - Installation and Setup

Selecting Your Scanner

To use a supported scanner with OmniPage Pro, you must select a

driver for it during installation. This gets installed as a Chooser

extension which must be selected before scanning in OmniPage Pro. See

Scanner Setup Notes

the

more information on scanner support.

Use the OmniPage Pro installer program to install additional Chooser

extensions if you change scanners. You only need to select your scanner

in the list; you do not need to reinstall the

To select a scanner for OmniPage Pro:

Selecting Your Scanner

included in your OmniPage Pro package for

OmniPage Pro 7.0

application.

The Chooser

displays icons for

installed scanner

extensions and

other devices.

1Choose

Chooser

in the Apple menu.

2 Click the icon for your scanner extension.

For a list of supported scanners and their extensions, see the

Scanner Setup Notes

 Some extensions, such as Apple Scan, support multiple

scanners. Select your scanner model in the list that appears.

 Depending on the make of your scanner, you may have to

select other scanner driver parameters such as the SCSI ID

number. The message No configuration found means that

you do not need to select any other scanner options.

3 Close the Chooser.

4 Start OmniPage Pro and choose

Verify Scanner

in the Settings

menu to make sure the scanner was selected correctly.

You must reselect your scanner in the Chooser if you install or

remove a scanners ADF support.

Installation and Setup - 21

Starting OmniPage Pro

To start OmniPage Pro:

1 Open the

you selected).

2 Double-click the OmniPage Pro 7.0 application icon.

The first time you launch OmniPage Pro after installation, you

are prompted to personalize your copy.

3 Type in the licensee and company name in the dialog box that

appears.

This information will appear in OmniPage Pros About box.

4 Click

If you are not a registered user, a registration dialog box appears the first

time you run OmniPage Pro. This dialog box will

already a registered user or if your version of OmniPage Pro does not

require registration.

OmniPage Pro Folder

OK.

Registering OmniPage Pro

Registering your copy of OmniPage Pro entitles you to technical

support, notification of special offers, and the lowest price offered on the

next OmniPage Pro upgrade.

(or whatever installation folder

not

appear if you are

22 - Installation and Setup

You can use OmniPage Pro for up to 25 sessions without registering it.

After that, the Registration dialog box appears when you launch

OmniPage Pro. The program exits if you do not register at that time.

If you have access to the World Wide Web, you can register your copy

of OmniPage Pro at Caere's Web site. To do so, go to www.caere.com

and click the

Registration

and then follow the onscreen instructions.

Support

button. Click the text that says

Online Product

To register OmniPage Pro by phone:

Registering OmniPage Pro

1Choose

in the Apple menu to open the

Registration dialog box.

This dialog box appears automatically the very first time you

start OmniPage Pro and each time you start it after the first 20

unregistered sessions.

2 Select your country in the pop-up menu if it is not already

selected.

3 Call the phone number listed to the right of your country.

In the United States and Canada, you can call 24 hours a day. In

other countries, please call during normal business hours.

An operator will ask you to provide the serial number and key

number that appear at the bottom of the Registration dialog

box. The operator will then give you a registration number.

4 Enter the registration number in the

Registration Number

box.

Please write down your registration number somewhere. You

will need to enter it again if you ever reinstall the software.

5 Click

OK.

You are now a registered user of OmniPage Pro.

Installation and Setup - 23

text

Getting Started

See Chapter 1, Introduction to OmniPage Pro, to get an overview of

OCR, an introduction to the OmniPage Pro interface, and ways to get

online help.

You can also do guided tutorial exercises to learn about OmniPage Pro

features. Choose

tutorial you want to do.

OmniPage Pro Tutorial

in the Guide menu and click the

Click the tutorial

you want to do.

24 - Installation and Setup

Chapter 3

Processing Documents

This chapter describes how to process documents in OmniPage Pro from

start to finish. It explains the basic steps of OCR and provides

instructions for other tasks you can do with your documents.

There are different ways to accomplish the same tasks in OmniPage Pro.

For example, you can use toolbar buttons or menu commands to start

certain procedures. You can also have OmniPage Pro do certain OCR

jobs automatically, or you can step through the jobs manually.

Please continue reading this chapter for information on these topics:

 Basic Steps of OmniPage Pro OCR

 Selecting Process Commands

 Bringing Document Images into OmniPage Pro

 Creating Zones on a Page

 Converting Images to Text

 Scheduling OCR

 Direct Input: Pasting Text into Other Applications

 Working With Documents

 Exporting Documents

Processing Documents - 25

Basic Steps of OmniPage Pro OCR

These are the basic steps of OmniPage Pro OCR:

1 Bring a document image into OmniPage Pro.

See page 28 for more information.

2 Create zones to identify the parts of the document you want to

recognize as text or retain as graphics.

See page 31 for more information.

3 Perform OCR to convert text information into editable text

characters.

See page 40 for more information.

4 Export the document to the desired location.

See page 60 for more information.

OmniPage Pro can go through these steps automatically, or you can start

each step individually.

Selecting Process Commands

You can set different commands for the Image, Zone, OCR, and Export

operations you want OmniPage Pro to perform. For information on

specific commands, see AutoOCR Toolbar Settings on page 66.

26 - Processing Documents

You can set commands in two locations:

 Select commands in the pop-up menus beneath the Image, Zone,

OCR, and Export buttons.

Image

button

 Choose

commands in the submenu.

Pictures in the AutoOCR toolbar buttons and menu commands in

the Process menu change as you set different commands. You can

activate a command by clicking the toolbar button or choosing

the command in the Process menu.

Process Settings

Zone

button

in the Process menu and then choose

OCR

button

Expo rt

button

Automatic Processing

You can use the

finish or finish processing an open document. The operations that occur

when you click

and Export commands.

AUTO

button

For example, OmniPage Pro can automatically scan a stack of pages in a

scanners automatic document feeder (ADF), create zones on all pages,

recognize the pages, and then save them as a file. To do so, you would

Scan Image, Auto Zones, Perform OCR,

set

commands. After clicking

save options for the document. Then, each page would be automatically

scanned, zoned, recognized, and saved.

You can also click

document. OmniPage Pro processes each unfinished page in the

document according to the current commands. For example, if all pages

already have zones but have not been recognized, OmniPage Pro will

immediately begin OCR processing according to the selected OCR

command.

To process a document automatically:

AUTO

button to process a new document from start to

AUTO

depend on the currently set Image, Zone, OCR,

Auto Save

AUTO

and

AUTO

, you would first be prompted to select

to finish processing pages in an open

as the

1 Set the desired Image, Zone, OCR, and Export commands in

the AutoOCR toolbar.

See Selecting Process Commands on page 26.

2 Choose

that settings are appropriate for your document.

See Chapter 4, OmniPage Pro Settings, for more information.

3 Click

 If no document is open, each page of a new document is

Settings Panel...

AUTO

or choose

processed in order. OmniPage Pro pauses for you to create

zones if you set

drawing zones, click

operations.

in the Settings menu and make sure

Auto

in the Process menu.

Manual Zones

AUTO

as the Zone command. After

to continue with the selected

Processing Documents - 27

Bringing Document Images into OmniPage Pro

 If a document is open, each unfinished page is finished in

order. OmniPage Pro creates zones on any unzoned pages

automatically or with a currently selected zone template. It

then continues with the selected OCR operation.

Auto Save

activated automatically. (

mode.) OmniPage Pro stops automatic processing after the OCR

operation if you have

In this case, click the Export button to activate the command.

and

Auto Paste

Save A s

are the only Export commands that can be

Auto Paste

is only available in Direct Input

To Clipboard

set as the Export command.

Bringing Document Images into OmniPage Pro

This section describes how to bring images into OmniPage Pro. It

includes instructions for:

 Scanning Pages

Loading Image Files

 Opening Documents

Scanning Pages

You can scan a paper document to convert it to an electronic image. To

scan in OmniPage Pro, you must have a supported scanner, install the

appropriate scanner Extension for it, and select it in the Chooser. See

Selecting Your Scanner on page 21 for more information.

To scan pages into OmniPage Pro:

1 Place your page in your scanner.

You can scan a stack of pages if you have an automatic

document feeder (ADF).

28 - Processing Documents

2Set

3Choose

Scan Image

menu.

Scanner

for your page.

Scan Until Empty

Select

at once. Otherwise, you must click the Imag e button to scan

each subsequent page.

as the command in the Image buttons pop-up

Settings Panel...

icon to make sure the appropriate settings are selected

in the Settings menu and click the

if you want to scan all pages in an ADF

Bringing Document Images into OmniPage Pro

4 Click the Image button in the AutoOCR toolbar or choose

Image

in the Process menu.

Pages are scanned in order and the resulting images appear in

the Image View. Scanned pages become your working

document if a document is not currently open. If a document is

currently open, the page images are added as new pages.

Loading Image Files

You can load TIFF and PICT image files into OmniPage Pro. An image

file is an electronic picture of text, such as a fax or scanned image, that is

saved in an image file format. After you load an image file into

OmniPage Pro, it appears in the Image View.

To load image files into OmniPage Pro:

1Set

2 Click the Image button or choose

Load Image

menu.

The Load Image dialog box appears.

Scan

as the command in the Image buttons pop-up

Load Image...

in the Process

This button

changes to

Load when a

file is added

to the

Selected

Files list.

3 Open the folder where your image files are located.

4 Select the file you want to load and then click

Add

. Or, double-

click the file.

The file appears in the

 To add all image files from an open folder, click

 To remove an image file from the

file and then click

Selected Files

Remove

list.

Selected Files

Add All

list, select the

Repeat steps 3 and 4 to add image files from other folders. You

can select up to 256 files.

Processing Documents - 29

Bringing Document Images into OmniPage Pro

5 Click

Load

Image files are loaded in the order selected and combined into

one working document. If a document is currently open, the

image files are added as new pages.

Opening Documents

You can open image files and

command in the File menu.

An OmniPage Document is a file that is saved in OmniPage Pros

proprietary format. OmniPage Documents can be saved with original

page images, zones, and recognized text. You can continue to reopen an

OmniPage Document in OmniPage Pro, make edits to it, and save it in

ot her supporte d file form ats. If an OmniPage Document is sav ed with its

original page images, you can retain graphics, compare recognized text

with the original image, and rerecognize pages.

OmniPage Pro can only have one working document open at a time. If

you try to open another file while you have a document open, you are

prompted to close the current document. However, you can add pages

to your current document using the

in the Image button or Process menu.

after you have selected all the files you want to load.

OmniPage Documents

Load Image

using the

Scan Image

Open

command

30 - Processing Documents

To open an OmniPage Document or image file:

1 Choose

The Open dialog box appears.

2 Open the folder where your OmniPage Document or image file

is located.

3 Double-click a file to open it immediately. Or, select the file and

click

Open...

Open

in the File menu.

An image file opens in the Image View. An OmniPage

Document opens with its original image (if saved) in the Image

View and recognized text (if any) in the Text View.

Creating Zones on a Page

Page images are displayed in OmniPage Pros Image View. This is

where

identify parts of a page that will be recognized as text or retained as

graphics. Any part of a page not enclosed by a zone is ignored during

OCR.

zones

are created before OCR. Zones are bordered areas that

There is only one

zone on this page

image. All other

areas will be

ignored during

OCR.

Creating Zones on a Page

You can create zone templates to use when you process documents with

the same zoning requirements. Zone templates remember the shape,

position, order, type, contents, and style of zones. For more information,

see Creating Zone Templates on page 110.

This section describes how to create and modify zones including:

 Creating Zones Automatically

 Specifying Zone Types

 Drawing Zones Manually

 Modifying Zones

Processing Documents - 31

Creating Zones on a Page

Creating Zones Automatically

OmniPage Pro can create zones automatically for you. To do so, it uses

the selected zoning method to analyze the page and break it into ordered

sections.

To create zones automatically:

1 Set

Auto Zones

menu.

2 Choose

Settings Panel

icon.

3 Make sure the appropriate zoning method is selected for the

page.

OmniPage Pro uses this as a guideline for creating zones. For

more information, see Zone Settings on page 74.

4 Click the Zone button in the AutoOCR toolbar or choose

Zones

in the Process menu.

OmniPage Pro automatically draws zones on the current page.

Each zone has a number indicating the order in which it will be

recognized. The color of the zone border indicates the zone

type.

To modify zones, see Modifying Zones on page 37.

Specifying Zone Types

All zones are identified as a particular type. This determines the way

they are treated during OCR. You can specify zone types using tools in

the Zone Info palette. If the Zone Info palette does not appear when the

Image View is active, choose

or press the z key.

as the command in the Zone buttons pop-up

in the Settings menu and click the

Show Zone Info Palette

in the Window menu

Zones

Auto

32 - Processing Documents

Text (use only for tables

and single columns)

Automatic

Zone type of

the currently

selected zone

Graphic

Ignore

Creating Zones on a Page

Automatic zone type:

OmniPage Pro detects if the zone contains text or graphics. Any side-by-

side columns detected within a zone are treated as flowing text (starting

from the top of the first column, going down the column, and then back

up to the next column).

Automatic

zones have purple borders.

Text zone type:

OmniPage Pro treats all contents as one block of text; it does not detect

graphics. Tabs are inserted between any side-by-side columns detected

within a zone, so this zone type is recommended only for zones that

contain tables or single columns of text.

Text

zones have blue borders.

Graphic zone type:

OmniPage Pro treats all contents as a graphic area; it does not attempt to

convert the zone to text.

Graphic

zones have green borders and display a

graphic icon.

This icon appears

in Gra ph ic zones

Ignore zone type:

OmniPage Pro ignores the zone entirely. This is useful if you want

OmniPage Pro to draw zones automatically but first want to identify

areas to ignore.

Ignore

zones have red borders and stripes.

You can change the zone type of individual zones any time before OCR.

For example, suppose zones are created automatically on a page and the

results include a

Text

zone which contains two columns of text. If you do

not want tabs inserted between the two columns, you can reidentify the

zone type as

Automatic.

The columns will be recognized as flowing text.

To specify a zone type:

1 Click the Draw/Select Zones tool in the Tool palette if it is not

already selected.

If the Tool palette is closed when the Image View is active,

press the t key.

Processing Documents - 33

Creating Zones on a Page

2 Select the zone you want to identify by clicking it.

 Shift-click to select additional zones.

 Double-click the Draw/Select Zones tool or choose

Select All

in the Edit menu to select all zones on the current page.

3 Click the desired zone type in the Zone Info palette. If the Zone

Info palette is closed when the Image View is active, press the

z key.

Automatic Ignore

Text (use only for single

columns and tables)

The zone type will change accordingly.

For

Automatic

and

Text

specifies the text characters that OmniPage Pro looks for during OCR.

For more information, see Specifying Zone Contents on page 108.

Drawing Zones Manually

You can draw and modify zones using tools in the Tool palette. If the

Tool palette does not appear when the Image View is active, choose

Show Tool Palette

Draw/Select Zones tool

Order Zones tool

Rotate buttons

in the Window menu or press the t key.

Polygon tool

Gra ph ic

zone types, you can select a

Modify Zones tool

Zoom tool (Option-click to zoom out)

Erase Image tool

zone contents file

that

34 - Processing Documents

You can use the tab key to cycle through zone tools when the Image

View is active.

Creating Zones on a Page

To draw a rectangular zone:

1 Click the Draw/Select Z ones tool in the Tool palette if it is not

already selected.

The mouse pointer in the Image View becomes a drawing tool.

2 Click the appropriate zone type in the Zone Info palette.

Automatic Ignore

Text (use only for single

columns and tables)

For example, click the

Gra ph ic

Graphic

type if you are going to draw the

zone around a graphic such as a photo. See Specifying Zone

Types on page 32 for more information.

3 Enclose an area of the image you want as a zone by holding

down the mouse button and dragging the drawing tool to form

a rectangular box.

4 Release the mouse button when you are done.

After drawing a zone, you can resize it by dragging its handles.

5 Repeat steps 24 until you have finished drawing zones around

each area that you want to process.

You can draw up to 64 separate zones. A number appears

within each zone indicating the order in which it will be

recognized.

Overlapping Zones

When you draw a zone over an existing zone, the borders of the new

zone will wrap

around

the boundaries of the existing zone. The zones

will not be allowed to overlap.

To overlap zones, hold down the Control key when you draw or resize

them. Overlapping zones is generally not recommended unless you

want to make sure you have included the very edge of text in each zone.

You can also overlap zones to duplicate areas of text during OCR. For

example, if text is enclosed by a zone inside another zone, the text is

duplicated during OCR. The order of the recognized text in the Text

View depends on the order of the zones.

Processing Documents - 35

Creating Zones on a Page

You can use the Polygon tool to draw a zone one side at a time. This is

useful for drawing non-rectangular zones.

To draw a zone one side at a time:

1 Click the Polygon tool in the Tool palette.

The mouse pointer in the Image View becomes a drawing tool.

2 Click the appropriate zone type in the Zone Info palette.

Automatic Ignore

Text (use only for single

columns and tables)

Graphic

3 Position the drawing tool where you want to start drawing the

first side of the zone.

4 Click the mouse button once.

5 Drag the drawing tool to form the first side of your zone.

6 Click the mouse button again when you have drawn the

desired line length.

A line appears.

7 Draw a perpendicular line in either direction to form the next

side of the zone.

8 Repeat steps 6 and 7 to finish drawing each side of your zone.

You will not be allowed to draw a line if it constitutes a

restricted shape. The following zone shapes are restricted:

Indented along

the bottom

Indented along

the top

Hole in the middle

36 - Processing Documents

Modifying Zones

Zones can always be modified before OCR takes place. You can move,

copy, resize, reorder, extend, connect, divide, and delete zones.

You can also reverse the black and white elements on a page image. See

Inverting an Image on page 57 for more information.

To move or copy zones:

1 Click the Draw/Select Zones tool in the Tool palette if it is not

already selected.

2 Place the mouse pointer inside a zone.

3 Hold down the mouse button and drag the zone where you

want to move it.

 You can also press the arrow keys to move the zone.

 You can copy the zone by holding down the Option key while

Only the zone borders are moved or copied. The contents of the

page image remain as is.

Creating Zones on a Page

you drag it.

To resize zones:

1 Click the Draw/Select Zones tool in the Tool palette if it is not

already selected.

2 Select the zone you want to resize by clicking it.

Handles appear on the zone border.

3 Select a handle, hold the mouse button down, and drag the

mouse pointer in the direction that you want to enlarge or

reduce the zone.

4 Release the mouse button when you are done.

The zone border changes to display the modified zone area.

To reorder zones:

1 Click the Order Zones tool in the Tool palette.

The numbers in the zones disappear.

2 Click within the zone you want to recognize first.

The number 1 appears in the zone.

Processing Documents - 37

Creating Zones on a Page

The mouse

pointer is

above the

zone

3 Click within the next zone you want recognized.

The number 2 appears in the zone.

4 Continue until all the zones are appropriately ordered.

If you do not number all the zones, they will be automatically

numbered for you when you select another tool or start OCR.

Unless you are using the

True Page

style set, the order of zones

determines the order in which text will be placed on a

recognized page.

To extend an area of a zone:

1 Click the Modify Zones tool in the Tool palette.

2 Position the mouse pointer over the area of a zone that you

want to extend.

3 Hold d own the mouse button and drag the mouse pointer in

the direction that you want to ex tend the zone.

The left area of

this zone has

been extended

downward

38 - Processing Documents

The zone border changes to display the modified zone area.

To remove an area of a zone, hold down the Command key (a)

while using the Modify Zones tool.

Creating Zones on a Page

To connect two or more zones:

1 Click the Modify Zones tool in the Tool palette.

2 Position the mouse pointer in one of the zones you want to

connect.

3 Hold the mouse button down and drag the mouse pointer onto

the zones you want to connect.

4 Release the mouse button when you are done.

The zone border changes to display the modified zone area.

To divide a zone:

1 Click the Modify Zones tool in the Tool palette.

2 Position the mouse pointer at the point where you want to

divide the zone.

3 Hold down the Command key (a) and the mouse button while

dragging the mouse pointer over the area where you want the

separation to occur.

4 Release the mouse button when you are done.

The zone border changes to display the modified zone area.

To delete zones:

1 Click the Draw/Select Zones tool in the Tool palette if it is not

already selected.

2 Select the zone you want to delete by clicking it.

Handles appear on the selected zone.

 Shift-click to select additional zones.

 Double-click the Draw/Select Zones tool or choose

in the Edit menu to select all zones on the current page.

3 Press the Delete key or choose

The selected zones disappear, but the page image itself remains

the same. Any part of a page image not enclosed by a zone is

ignored during OCR.

Clear

in the Edit menu.

Processing Documents - 39

Select All

Converting Images to Text

Performing OCR on an image converts it to editable text. This is also

referred to as

errors and misspelled words before you export the text to another

application.

This section describes the following procedures:

 Performing OCR

 Checking OCR Results

 Verifying Recognized Text

 Displaying Color Markers

 Getting Accuracy Statistics

Performing OCR

Before performing OCR, make sure the current zones and settings are

appropriate for your document. For example, to retain graphic zones

during OCR, you must select

Settings Panel. See Settings Guidelines on page 84 for more

information.

recognizing text

. After OCR, you can check for recognition

Retain Graphics

in the

OCR

section of the

40 - Processing Documents

OmniPage Pro recognizes printed text characters only, but it can retain

handwritten text, such as a signature, as a graphic element. See page 94

for guidelines on retaining graphics.

To perform OCR:

1Set

2 Click the OCR button or choose

Perform OCR

menu.

OCR & Check

Set

prompted to check for errors automatically after OCR.

menu.

The page is recognized according to the current zones and

settings. If there are no zones on the page, zones are created

automatically or with a currently selected zone template.

Recognized text appears in the Text View.

as the command in the OCR buttons pop-up

as the OCR command if you want to be

Perform OCR

in the Process

Checking OCR Results

Recognized text appears in the Text View after OCR so you can check for

errors and misspellings in the text before exporting it to another

application.

Converting Images to Text

Select Check Markers

Only to check only for

recognition errors.

Click in this window to

enlarge the view of the

original image. Option-

click to reduce the view.

Error checking starts automatically after OCR if you chose

OCR & Check

as the OCR command.

You can select dictionaries and other error checking options in the

Spelling

section of the Settings Panel. See Spelling Settings on page 80

for more information.

To check and correct errors in recognized text:

1 Click the Check Recognition shortcut button in the AutoOCR

toolbar or choose

Check Recognition...

in the Edit menu.

OmniPage Pro will stop at the following:

 Words with suspect or questionable characters (marked in

green)

 Language Analyst corrections (marked in blue)

 Unrecognizable characters marked b y a red reject character (~

is the default)

 Words not found in the main or user dictionary

When OmniPage Pro stops on a word, it highlights the word in

the Text View. The Check Recognition dialog box shows the

original image of the word in the context of the original page.

Click

Options to

select error-

checking

options.

Processing Documents - 41

Converting Images to Text

2 Select one of these options for the word:

 Click

Ignore

(or ai) to allow the word to remain as is.

Ignore All

Change

Change to

to ignore all instances of the word.

(or ac) to replace the word with the word in the

edit box.

You can either type a word in the

a word in the

Suggestions

pop-up menu. Click

Change to

edit box or select

Suggest

OmniPage Pro add new suggestions, if any, after you type a

word.

 Click

Change All

word in the

Add

(or aa) to add the word to the current user

to replace all instances of the word with the

Change to

edit box.

dictionary.

OmniPage Pro will still stop at future instances of the word in

the current document if the word contains a suspect character

or a Language Analyst correction.

After you select an option for the word, OmniPage Pro

automatically continues to find the next possible error.

to have

3 Click

Done

to save all changes and exit the operation.

If you cannot see the original images of words in the Check Recognition

dialog box or Verification window, it is likely that

OmniPage Document

is deselected in the

Document

Save Page Image in

section of the Settings

Panel. In this case, the image is discarded if you ever you change pages.

42 - Processing Documents

Verifying Recognized Text

You can compare recognized text against its original image to make sure

that text was recognized correctly.

To verify text against its original image:

1 Make sure the Text View is active.

2 Hold down the Option key and double-click the word you

want to verify. Or, select the word and choose

Edit menu.

The Verification window opens and shows a clear close-up of

the original word and its surrounding area in the image.

Close button

Converting Images to Text

Verify Text

in the

Click the Verification

win dow to zoo m in for a

closer view. Option-click

to zoom out.

You can type in a new word to replace the selected word in the

Text View.

3 Click the standard Close button to close the Verification

window.

Displaying Color Markers

After OCR, certain text in the recognized document might be marked

with color in the Text View. These include:

 Reject characters (red)

 Suspect words (green)

 Language Analyst replacements (blue)

To permanently remove color markers, choose

menu. All text reverts to black.

You can also temporarily hide color markers by choosing

in the Edit menu. To show markers again, choose

Edit menu. The current marker setting is used for all documents. For

example, if

displayed in any documents. Color markers are not retained when you

export a document to another application.

Hide Markers

The image of the

selected word is

highlighted.

Clear Markers

in the Edit

Hide Markers

Show Markers

is currently chosen, markers will not be

in the

Processing Documents - 43

Converting Images to Text

Getting Accuracy Statistics

After OCR, you can choose

statistical report showing how well OmniPage Pro recognized the

current page.

The Accuracy Info dialog box provides the following information:

 Number of characters on the page (including spaces)

 Number of words on the page

 Recognition time in minutes and seconds

This does not count scanning time, the time it takes to draw

manual zones, or the time spent writing data to disk.

 Number of spelling replacements made by the Language Analyst

 Number of reject (unrecognizable) characters

 Number of suspect (questionable) characters which OmniPage

Pro made an attempt to recognize.

 Recognition rate in characters and words per second

 Accuracy rate

OmniPage Pro counts suspect characters as errors when it

calculates the accuracy rate, even if the characters are, in fact,

accurate.

Get Accuracy Info

... in the File menu to get a

44 - Processing Documents

Scheduling OCR

OmniPage Pro can perform OCR on documents while you are away

from your computer. You can schedule OCR processing for up to 256

OmniPage Documents or image files. Scheduled documents will be

opened, unfinished pages will be recognized, and the documents will be

saved as specified.

The In put File List

displays all files

in the processing

queue

OmniP age Pro starts

processing documents

in the queue after the

specified time

Choose

Schedule OCR...

in the Process menu to open the Schedule OCR

dialog box.

You can add files to the

Input File List

by setting up an input/output

system. You can also add files to the list manually.

OmniPage Pro must be running in order to process scheduled jobs. If

you leave your computer unattended, be sure that no document is open

in OmniPage Pro. Scheduled OCR cannot start until OmniPage Pro gets

permission to close the current document.

OmniPage Pro uses the currently selected Settings Panel options when

it recognizes scheduled jobs. Pages in a document that have already

been recognized will not be rerecognized.

Processing Documents - 45

Scheduling OCR

Setting Up an Automatic Input/Output System

If you regularly receive documents that need to be converted to text,

such as fax files, you can set up an input/output system to facilitate OCR

processing. You can specify an input folder that OmniPage Pro will

check every 30 seconds. When files are detected in the folder, they are

added to the processing queue and recognized after the specified time.

Recognized files are then placed in the designated output folder.

To set up an automatic input/output system:

The Input File List

displays all files

in the processing

queue

Select this to have

OmniPage Pro add

files detected in the

input folder to the

processing queue

1 Choose

Schedule OCR...

in the Process menu.

The Schedule OCR dialog box appears.

Clic k this to

change the

default input

folder

Clic k this to

change the default

output folder

2 Select

Automatically OCR files in the folder Input Files.

This tells OmniPage Pro to check the input folder every 30

seconds while it is running. Detected files are automatically

added to the processing queue.

3 Click

Set Input...

Input Files

if you want to change the default input folder.

is the default input folder. Select another folder, if

desired, and click

Select

46 - Processing Documents

4 Click

Set Output...

if you want to change the default output

folder, file format, and save options.

The output folder is where all recognized files are placed.

Output Files

desired, and click

is the default output folder. Select another folder, if

Select

5 Click OK in the Schedule OCR dialog box to save your settings

as specified.

Adding Individual Documents to the Schedule

If you have documents that need to be converted to text, you can

manually add them to the processing schedule. Files will be recognized

after the specified time. Recognized files are then placed in the

designated output folder.

To add individual documents:

Scheduling OCR

The Input Fil e List

displays all files in the

processing queue.

OmniPage Pro starts

processi ng documents

in the queue after the

specified time.

1 Choose

Schedule OCR...

in the Process menu.

The Schedule OCR dialog box appears.

Click Add Files...

to add a file to

the processing

queue.

2 Click

Add Files...

to open a dialog box for adding files.

3 Locate and select the files you want to add to the schedule.

 Click

4 Click

Add

to place a selected file on the

Add All

Done

to place all files in the current folder on the list.

after selecting the desired files.

Selected Files

list.

The Schedule OCR dialog box displays the newly added files.

 Click

Modify...

Remove

to change output options for an individual file.

to remove a selected file from the processing

queue.

5 Click OK in the Schedule OCR dialog box to save your settings

as specified.

Processing Documents - 47

Scheduling OCR

Settings for Scheduled Files

The following settings in the Schedule OCR dialog box are used for all

files in the processing queue.

When to Perform OCR

Files in the processing queue are recognized in order after the specified

time.

 Select

Immediately

to start recognizing scheduled jobs as soon as

you click OK in the Schedule OCR dialog box. If OmniPage Pro is

watching an input folder, it tries to recognize new files as soon as

it detects them.

 Select

After hh:mm

to start processing scheduled jobs after a

specified time.

Click each time element (hours, minutes, AM/PM) separately

and use the arrows to change the selection as desired.

Delete input file after OCR is finished

Select this if you want the originally scheduled image files or OmniPage

Documents deleted after they are recognized.

If you have selected

you do not select

Automatically OCR files in the folder Input Files

Delete input file after OCR is finished

, orig inal files in th e

default input folder are moved to the output folder after processing so

they do not get processed again.

Prompt before overwriting output files

and

48 - Processing Documents

Select this if you want to be warned about overwriting an existing file

with the same name in the output folder. Otherwise, existing files will

be overwritten.

Stop performing OCR as soon as an error occurs

Select this if you want OmniPage Pro to display an alert message if an

error occurs. Otherwise, the failed job is flagged in the

Input File List

OmniPage Pro continues with the next job. To clear an error, select the

job in the

Input File List

and click

Modify...

to reset the file.

and

Direct Input: Pasting Text into Other Applications

Default Output Options

All newly scheduled files have the same default output folder and file

format assigned to them. Click

options. The default file name is always the original file name with the

Output

word

You can change the output folder, output file format, and output file

name for any scheduled document. To do so, select a file in the

List

and click

Save

appended.

Modify

. Select the desired output options and then click

Set Output...

to change the default

Input File

Direct Input: Pasting Text into Other Applications

The Direct Input feature allows you to activate OmniPage Pro from the

Apple menu, perform OCR on an image, and automatically paste the

resulting text into another application.

Choose this to

activate the Direct

Input feature.

For example, suppose you are working in your word processor and

want to recognize text from a newspaper clipping so you can put it in

your document. You can choose

menu to start OmniPage Pro. After scanning and recognizing the article

in OmniPage Pro, you can paste the text right at the cursor location in

your word-processing document.

OmniPage Direct Input

Processing Documents - 49

in the Apple

Direct Input: Pasting Text into Other Applications

Supported Applications

Direct Input works with virtually any Macintosh application that

supports pasting text from the Clipboard. However, your Macintosh

must have enough memory to run OmniPage Pro and the application at

the same time.

Text formatting, such as bold and italics, is retained if you are pasting

into an application that supports RTF information. Otherwise, only

plain text will be pasted.

Direct Input works best when you need to process just a few pages

because some applications may not be able to paste very large amounts

of text. It is possible to run out of memory during a large paste job if an

applications partition is almost full. If you need to recognize more than

five pages, it is better to process the document in OmniPage Pro

normally and then save the document in a file format compatible with

your application.

Using Direct Input

Direct Input settings should be selected in OmniPage Pro before you use

the Direct Input feature. Choose

open the Settings Panel and then click the

Settings Panel

Direct Input

in the Settings menu to

icon.

Click this icon to see

Direct I nput settings.

50 - Processing Documents

Select this if you

want th e AUTO

button triggered as

soon as you activate

Direct Input. Text will

be recognized

automatically and

pasted into your

application.

To use Direct Input:

1 Align the pages in your scanner or automatic document feeder

(ADF) if you plan to scan.

2 Open or switch to the application in which you want to paste

recognized text.

Direct Input: Pasting Text into Other Applications

You do not need to open OmniPage Pro itself.

3 Place the cursor at the location in your document where you

want to insert recognized text.

4 Choose

OmniPage Direct Input

in the Apple menu.

OmniPage Pro opens in Direct Input mode. This adds a special

Auto Paste

command to the Export button of the AutoOCR

toolbar.

Auto Paste is only available in Direct

Input mode. It is automaticall y selec ted

when you activate Direct Input.

Automatic processing begins immediately if

Automatically on Launch

was selected in the

Begin Processing

Direct Input

section

of the Settings Panel.

Otherwise, you can scan or load images and perform OCR as

desired. Click

recognized text into your open application. (Or, click the

Auto Paste

whenever you are ready to insert

AUTO

button if you want all steps started automatically.)

Auto Pasting does not support graphics. If you need to retain a

documents graphic elements, recognize the document in OmniPage Pro

normally and then save the document in a file format that supports

graphics and is compatible with your application.

Processing Documents - 51

Working With Documents

The Document window allows you to look at and work with pages in

the current document. Choose

to display the Image View and make it active. Choose

Window menu (or aj) to display the Text View and make it active.

Image View Text View

Image View

in the Window menu (or am)

Text View

in the

52 - Processing Documents

Current page number

This section describes the following procedures:

 Resizing a Page View

 Saving a Document as You Work

 Changing Pages

 Reordering Pages

 Deleting a Page

 Undoing Edits

Modifying Images

Modifying Text

 Printing a Document

 Closing a Document

 Quitting OmniPage Pro

Drag this splitter to the left

or right to resize a view.

Resizing a Page View

You can enlarge (zoom in) or reduce (zoom out) the view of a page

displayed in the Image View or Text View.

Working With Documents

You can select a setting in the

determines how the Text and Image Views are displayed. See page 81

for more information.

To resize a page view:

1 Click the view (Text or Image) that you want to resize to make

that the active view.

2 Use one of the following methods to zoom in or out:

Choose

the Window menu.

 Click the box that displays the zoom percentage located along

the bottom of the Document window. Select the desired zoom

setting in the pop-up menu.

 Image View only  click the Zoom tool in the Tool palette

and then click the area of the image you want to enlarge.

Option-click to reduce the view.

Zoom In, Zoom Out, Zoom to Width

Doc ume nt

Saving a Document as You Work

Choose

working document to disk. If you the file is not saved as an OmniPage

Document, the Save As dialog box appears every time you choose

Choose

OmniPage Document and return to the last-saved version of the file. For

example, if you have deleted important information or cut-and-pasted

text inappropriately, choose

reappear as it was when you last saved it.

Save

in the File menu to write the contents of your current

Revert to Saved

in the File menu to undo unsaved edits in an

Revert to Saved

section of the Settings Panel that

Zoom to View

, or

and the document will

Save

Processing Documents - 53

Working With Documents

Changing Pages

You can change pages in a document in the following ways.

 Click the thumbnail of the page you want to display. Choose

Show Thumbnails

in the Window menu to open the Thumbnail

window if it is closed.

The thumbnail of the

currently displayed page

has a shaded background.

 Click the forward or backward arrow buttons next to the current

page number located along the bottom of the Document window.

Choose

Go to Page...

in the Edit menu or double-click the current

page number to open the Go to Page dialog box. Select

Last Page

or enter a specific number in the

Page

edit box.

First Page

54 - Processing Documents

Reordering Pages

You can reorder pages in a document by dragging their thumbnails to

different positions in the Thumbnail window. Choose

in the Window menu to open the Thumbnail window if it is closed.

Deleting a Page

You can delete a page from a document that has at least two pages. For

example, you may want to delete a page that was poorly scanned.

Click the thumbnail of the page

you want to move and drag it

above the de sired page number.

Working With Documents

Show Thumbnails

To delete the current page, choose

Or, click the thumbnail of the page you want to delete and press the

Delete key. Everything is discarded including the thumbnail, page

image, and recognized text.

Undoing Edits

Choose

produces an unwanted result in the Image View or Text View. After you

choose

command appears as

Delete Current Page

Undo

in the Edit menu immediately to reverse an action that

Und o,

it changes to

Redo

Cant Undo

. An action cannot be reversed if the

in the Edit menu.

Processing Documents - 55

Working With Documents

Modifying Images

You can modify an image when the Image View is active. Choose

Vie w

in the Window menu (or am) to display the Image View and make

it active.

Rotating an Image

You can rotate a page image when the Image View is active. For

example, if a page is accidentally scanned upside down, you can correct

the orientation by rotating it.

Image

If you need to rotate a page, be sure to do so

zones are deleted during page rotation.

There are two ways to rotate a page image:

 Click the Rotate buttons in the Tool palette to turn the entire page

90 degrees left, 180 degrees, or 90 degrees right.

Choose

menu.

Erasing Areas of an Image

You can erase areas of the actual image using the Erase Image tool in the

Tool pale tte. This is useful i f y ou wan t to get rid of smudg es, sign atures,

or other types of noise on the page before OCR.

To erase areas of an image:

1 Use the Zoom tool in the Tool palette to enlarge the area of the

2 Click the Erase Image tool in the Tool palette.

3 Click the box over the imag e area that you want to erase.

Flip Vertical, Rotate Left

image you want to erase.

This makes it easier to see what you are erasing.

The mouse pointer turns into a square box.

A bit of the image disappears with each mouse click. You can

also hold the mouse button down and drag the mouse pointer

over the area you want to erase.

, or

before

you create zones. All

Rotate Right

in the Window

56 - Processing Documents

Working With Documents

If you do not want to permanently erase parts of the actual image, but

want to omit areas of a page during OCR, identify the areas as

zone types or do not include them in any zones at all.

Inverting an Image

OmniPage Pro cannot perform OCR properly on white text on a black

background. To remedy this, you can invert an image (reverse the black

and white elements) before OCR.

To invert the contents of a zone:

1 Click the Draw/Select Zones tool in the Tool palette if it is not

already selected.

2 Select the zone you want to invert by clicking it.

Ignore

3Choose

The black and white elements within the selected zone are

reversed.

To invert an entire image:

1 Make the Image View active, but

2Choose

The black and white elements in the entire image are reversed.

Modifying Text

You can modify recognized text in the Text View before exporting it to

another application. Choose

display the Text View and make it active

See also Checking OCR Results on page 41.

Selecting All Text

To apply formatting, such as a particular font, to all text on a page, you

can select the entire page by choosing

entire contents of a recognized page is selected when the Text View is

active. To deselect the page, click anywhere within it.

Invert Selection

Invert

in the Edit menu.

do not

Text View

in the Window menu (or aj) to

Select All

select any zones.

in the Edit menu. The

Processing Documents - 57

Working With Documents

Formatting Text

Use commands in the Format menu to apply font, font style, and font

size formatting to selected text in your recognized document.

Cutting or Copying Text or Graphics

Choose

Clipboard. Cut items are removed from the Text View. Choose

the Edit menu to place a copy of selected text or graphics on the

Clipboard. Copied items are

You cannot cut or copy text and graphics at the same time. If both are

selected, only the text will be placed on the Clipboard.

Text on the Clipboard can be pasted back into the Text View or into

another application. Choose

cursor location in the Text View. Graphics cannot be pasted into the Text

View, but can be pasted into applications that support PICT format.

Deleting Text or Graphics

Choose

delete selected text or graphics from the Text View.

Cut

in the Edit menu to place selected text or graphics on the

not

removed from the Text View.

Paste

in the Edit menu to place text at the

Clear

in the Edit menu (or press the Delete key) to permanently

Copy

Printing a Document

58 - Processing Documents

You can print one or more pages of a document. You can print

recognized text if the Text View is active or page images if the Image

View is active.

To select options for printing:

1Choose

The options available in the Page Setup dialog box depend on

your printer.

2 Select the desired options and then click OK.

Page Setup...

in the File menu.

Working With Documents

To print pages:

1 Make the view (Text or Image) from which you want to print

active.

2Choose

The dialog box that appears depends on your printer.

3 Select print options for your document.

If you are printing from the Image View, the dialog box

displays the

that each page image fits on one printed page.

4 Click

Print Text...

Closing a Document

Choose

OmniPage Pro. If you have not saved the document or if it has changed

since the last save, you will be prompted to save it before closing.

in the File menu to close the current document in

Quitting OmniPage Pro

Choose

Pro. If the current document has not been saved or has changed since the

last save, you will be prompted to save it before closing.

Quit

in the File menu to close a document and exit OmniPage

Print Images...

(or

Scale Images to Fit Page

to start the print job.

) in the File menu.

option. Select this to ensure

Processing Documents - 59

Exporting Documents

You can export original images or recognized text for use in other

applications by:

 Saving a Document

 Copying a Document to the Clipboard

 Using Drag and Drop Functionality

Sending Mail

Saving a Document

You can save recognized text, retained graphics, and original images to

disk in a variety of file formats.

Save your document as an OmniPage Document file or as an image file

if you want to reopen it in OmniPage Pro again. OmniPage Documents

can retain all original images, zones, and recognized text. Image file

formats retain only the original image.

To save a document:

Type in the desired

name for your file.

Select save options when

saving to formats other

than OmniPage Document .

60 - Processing Documents

1Choose

You can also click the Export button with

the pop-up menu.

The Save As dialog box appears.

2 Select the folder where you want your file saved.

3 Type in a file name for your document.

Save As...

in the File menu.

Save As...

selected in

Exporting Documents

4 Select the appropriate file format for your document in the

Format

pop-up menu.

The available file formats depend on the particular document

you are saving. For example, if you are saving an unrecognized

image, you can only save it as an OmniPage Document or an

image file. See Supported File Formats on page 129 for more

information.

5 Select the appropriate save option if you are saving the

document in a file format other than OmniPage Document.

6 Click

Save

The document is saved to disk as specified. Retained graphics

are saved with the file only if the selected format supports

them.

The maximum file name length is 31 characters. File names are

appended with a . and a number when you select a save option that

creates more than one file. This counts as part of the 31-character limit,

so file names will get cut short if they are too long.

To save automatically after automatic processing:

1Set

Auto Save

as the command in the Export buttons pop-up

menu.

2 Click

AUTO

when you are ready to start processing your

document.

The Auto Save dialog box appears first so you can select save

options for the document.

3 Select the desired save options and click

Save

Automatic processing occurs according to the selected

commands. After the file is finished, it is automatically saved as

specified.

Processing Documents - 61

Exporting Documents

Copying a Document to the Clipboard

You can copy every page of recognized text to the Clipboard. The text

can then be pasted directly into another application. You can also copy

zones in the Image View to the Clipboard.

Copying text to the Clipboard works best when you are copying just a

few pages because some applications may not be able to paste very large

amounts of text. If you have more than five pages, it is better to save the

document in a file format compatible with your application.

To copy an entire document to the Clipboard:

1Set

2 Click the Export button or choose

Copying to the Clipboard this way does not support graphics.

However, you can copy a graphic to the Clipboard individually by

selecting it and choosing

To copy zones to the Clipboard:

1 Make the Image View active.

2 Click the Draw/Select Zones tool in the Tool palette.

3 Select the zone you want to copy by clicking it.

4 Choose

To Clipboard

menu.

Every page of recognized text is copied to the Clipboard. Text

formatting, such as bold and italics, is retained if you paste it

into an application that supports RTF information. Otherwise,

only plain text is pasted.

Copy

Graphic

If a

copied to the Clipboard as a PICT graphic.

Text

If a

converted to text and the resulting text is placed on the

Clipboard.

as the command in the Export buttons pop-up

To Clipboard

Copy

in the Edit menu.

zone type is selected, the contents of the zone are

Automatic

zone type is selected, the zone is

in the Process

62 - Processing Documents

Using Drag and Drop Functionality

OmniPage Pro supports drag-and-drop functionality on System 7.5 (or

later) and on systems that have it installed as a separate extension.

Dragging Thumbnails

You can drag a thumbnail from the Thumbnail window to the desktop

or to another application that supports drag-and-drop functionality.

The contents of a thumbnail is converted to a line-art PICT file with the

same resolution as the original image.

Dragging Zones from the Image View

You can drag zones from the Image View to the desktop or to another

application that supports drag-and-drop functionality. The contents of

the zones are converted to line-art PICT files with the same resolution as

the original image.

Dragging Text or Graphics from the Text View

You can drag recognized text or retained graphics from the Text View to

the desktop or another application that supports drag-and-drop

functionality. Graphics are converted to PICT files with the same

properties as the original image. For example, a grayscale image is

converted to a grayscale PICT file.

Exporting Documents

Sending Mail

You can send recognized text as mail directly from OmniPage Pro if you

have PowerTalk® installed and enabled on your Macintosh. This is a

mail application that is provided with certain Macintosh computers.

To mail a document with PowerTalk:

1Choose

2 Select save options in the dialog box that appears.

3 Click

4 Select recipients in the list and type the message subject and a

5 Send the files.

Send Mail...

already open, choose

bring it into view.

A file name is automatically assigned.

Send

The document is converted to the selected format and then

copied into the standard PowerTalk mailer as an enclosure.

brief message in the text field at the bottom of the mailer.

in the File menu. Or, if the mail window is

Mail Window

in the Window menu to

Processing Documents - 63

64 - Processing Documents

Chapter 4

OmniPage Pro Settings

This chapter describes the settings you can select in OmniPage Pro.

Make sure that settings are appropriate for your document

start processing it. You may have to experiment with different settings

to get the results you want.

Please continue reading this chapter for information on these topics:

 AutoOCR Toolbar Settings

 Selecting Settings

Scanner Settings

 Image Settings

Zone Settings

OCR Settings

 Direct Input Settings

 Spelling Settings

 Document Settings

Preference Settings

 Settings Guidelines

before

you

OmniPage Pro Settings - 65

AutoOCR Toolbar Settings

The AutoOCR toolbar buttons allow you to take a document through

each step of the OCR process. You can set various commands in the pop-

up menus beneath the Image, Zone, OCR, and Export buttons. Or, you

can choose

in the submenu.

Pictures in the AutoOCR toolbar buttons and menu commands in the

Process menu change as you set different commands.

Image Commands

You can set the following Image commands. Unless otherwise noted, the

selected commands are activated by clicking the Image button or during

automatic processing.

Process Settings

Image

button

in the Process menu and choose commands

Zone

button

OCR

button

Export

button

Zone Commands

66 - OmniPage Pro Settings

Scan Image

Select

For more information, see Scanning Pages on page 28.

Load Image

Select

For more information, see Loading Image Files on page 29.

You can set the following Zone commands. Unless otherwise noted, the

selected commands are activated by clicking the Zone button or during

automatic processing.

Auto Zone s

Auto Zones

Select

zones on pages.

For more information, see Creating Zones Automatically on page 32.

to scan paper documents in your scanner.

to load existing image files such as TIFF or PICT files.

to have OmniPage Pro automatically draw and order

Manual Zones

Select

own zones during automatic processing of a new document. OmniPage

Pro pauses to let you draw zones. After drawing zones, click

continue with the selected operations.

If a document is already open, you do not have to select this command

to draw zones manually. Instead, just start drawing zones using the Tool

palette.

For more information, see Drawing Zones Manually on page 34.

Zone Template

Select the name of a zone template file that you want to use to create

zones on pages. Any zone templates you have created appear in the

pop-up menu.

For more information, see Creating Zone Templates on page 110.

OCR Commands

You can set the following OCR commands. Unless otherwise noted, the

selected commands are activated by clicking the OCR button or during

automatic processing.

AutoOCR Toolbar Settings

to tell OmniPage Pro that you want to draw your

AUTO

Perform OCR

Select

Pro analyzes the image and defines characters to produce editable text.

For more information, see Converting Images to Text on page 40.

OCR & Che ck

OCR & Check

Select

check for errors afterward.

For more information, see Checking OCR Results on page 41.

Defer OCR

Select

automatic processing. When you click

selected Image and Zone operations, but stops before OCR. You can

then save the document as an

Or, you can change the OCR command and activate another OCR

operation.

to recognize text on pages. During OCR, OmniPage

to recognize text on pages and then automatically

to tell OmniPage Pro to delay text recognition during

AUTO

, OmniPage Pro does the

Omn iPage Document

and process it later.

OmniPage Pro Settings - 67

AutoOCR Toolbar Settings

Export Commands

Train OCR

Select

characters.

For more information, see Training OCR for Special Characters on

page 111.

You can set the following Export commands. Unless otherwise noted,

the selected commands are activated by clicking the Export button or at

the end of automatic processing.

Save As

Select

command is not activated during automatic processing; you must click

the button separately after OCR takes place.

For more information, see Saving a Document on page 60.

Auto Save

Select

at the end of automatic processing.

to teach OmniPage Pro how to recognize special

to save a document in a specified file format. The

to save a document to a preselected location and format

Save As

68 - OmniPage Pro Settings

For more information on auto saving, see page 61.

To Clipboard

Select

Clipboard. The

processing; you must click the button separately after OCR takes place.

Graphics and page formatting are not retained when you copy a

document to the Clipboard. For more information, see Copying a

Document to the Clipboard on page 62.

Auto Paste (Direct Input mode only)

Auto Paste

Select

you are using the Direct Input feature. If no application is open, text is

placed on the Clipboard.

For more information, see Direct Input: Pasting Text into Other

Applications on page 49.

to place a copy of a documents recognized text on the

To Clipboard

to paste recognized text into another application when

command is not activated during automatic

Selecting Settings

The Settings Panel is the central location of OmniPage Pro settings. To

open it, click the Settings Panel button in the AutoOCR toolbar or choose

Settings Panel

The Settings Panel has eight sections of options. Each section can be

displayed by clicking its icon on the left.

Click each icon to

view and select

different Settings

Panel options.

Selecting Settings

in the Settings menu.

Scroll to see more options.

To select Settings Panel settings:

1Choose

Settings Panel

in the Settings menu to open the Settings

Panel.

2 Click the icons on the left side of the Settings Panel to display

settings for various sections.

3 Select the desired settings in each section.

Click the

Use Defaults

button in the Settings Panel if you want

to reset all Settings Panel settings to default values.

You do not have to close the Settings Panel. The most recently

selected settings are retained until you select new ones.

See Settings Guidelines on page 84 to get settings recommendations

for various types of documents and tasks.

OmniPage Pro Settings - 69

Scanner Settings

To select language character sets:

You can save the current Settings Panel and language settings in a

settings file

preselected values. See page 116 for more information.

Scanner Settings

1 Choose

Select Languages...

in the Settings menu to open the

Select Languages dialog box.

Hold down the Command

key (

) to select more t han

one language.

2 Select the appropriate language for the document you plan to

recognize. Command-click to select more than one language.

OmniPage Pro uses the character sets of the selected languages

when it recognizes a page image.

3 Click OK to save your language selections.

. You can then load this file anytime you want to restore the

To automatically open

the Settings Panel to the

Scanner section, Option-

click the Image button in

the AutoOCR toolbar

when it is set to Scan

Image.

70 - OmniPage Pro Settings

Click the

Scanner

icon in the Settings Panel to select options that control

the way your scanner scans a page.

Page Size Options

Select the dimensions of the pages you plan to scan in the

menu.

 Select

Letter

Legal

Orientation Options

Select the orientation of the pages you plan to scan in the

pop-up menu. Be sure to also load pages correctly in your scanner.

 Select

Portrait

Landscape

Flipped

degrees.

Flipscape

180 degrees.

Scanner Settings

Size

for 8.5 by 11 inch pages.

for 21 by 29.7 cm pages.

for 8.5 by 14 inch pages.

Ori enta tion

for a vertically-oriented page.

for a horizontally-oriented page.

to automatically rotate a portrait page image 180

to automatically rotate a landscape page image

pop-up

Flipped

book and have trouble positioning the book correctly in the scanner.

ADF Options

If you use a scanner with an

the following options.

Flipscape

and

Select

Scan until Empty

This setting is useful when you want to scan a stack of pages at

once. If

the first page in your ADF and you must click the Image button

to scan each subsequent page.

Double-sided Pages

both sides.

OmniPage Pro scans pages and then prompts you to turn them

over so it can scan the reverse sides. If you have a stack of

double-sided pages, be sure to also select

scanning, page images are displayed in Image View in the correct

order.

options are useful if you are scanning pages in a

Scan until Empty

automatic document feeder

to scan every page in your scanners ADF.

is not selected, OmniPage Pro only scans

to scan pages that have text printed on

(ADF), you can use

Scan until Empty

OmniPage Pro Settings - 71

. After

Scanner Settings

Brightness Options

The brightness option for scanning a page is like the brightness setting

used on a copy machine. This setting can compensate for variations in

paper and print quality, so it can have a big influence on OCR accuracy.

3D OCR

Select

accuracy possible if you have a grayscale scanner. This technology uses

the grayscale information on a page to view individual characters

clearly and completely during OCR. This is recommended for scanning

degraded copies, text on colored or shaded backgrounds, and run-

together or broken text characters.

to get high-quality scanned images and the best OCR

3D OCR

is not supported by HP AccuPage scanners.

Auto Brightness

Select

grayscale scanner. This setting is faster than

to get high-quality scanned images if you have a

3D OCR

, but will not be

quite as accurate when recognizing degraded page images. This is

recommended for scanning pages with crisp text on colored or shaded

backgrounds.

Auto Brightness

The

setting uses HP AccuPage technology if your

scanner supports HP AccuPage and an HP AccuPage scanner is

specified in the Chooser. Otherwise, this setting uses AnyPage

technology. AccuPage and AnyPage technologies automatically

determine the optimum brightness level for each area of a page image.

Manual Brightness

Select

to manually adjust (lighten or darken) the

brightness setting for the entire page. This is the fastest setting if you

scan high-quality documents with crisp text on a white background.

This is the only available brightness option if you have a black-and-

white scanner.

72 - OmniPage Pro Settings

To manually adjust the brightness, drag the box

in the scrollbar or click the arrow buttons.

Image Settings

To automatically open

the Settings Panel to the

Images section, Option-

click the Image but ton

in the AutoOCR toolbar

when it is set to Load

Image.

Grayscale TIFF Options

Click the

how image files are loaded.

If you load a grayscale TIFF file into OmniPage Pro, select an option that

determines how grayscale information will be used during OCR. This

must be selected

Images

icon in the Settings Panel to select options that affect

before

you load the file.

 Select

3D OCR

grayscale information during OCR. This is recommended for

images with text on colored or shaded backgrounds, degraded

copies, and run-together or broken text characters.

3D OCR

Auto Brightness

analyze the grayscale information during OCR. This setting is

faster than

recognizing degraded page images. This is recommended for

images with crisp text on colored or shaded backgrounds.

if y ou want OmniPage Pro to analyze the

is not supported by HP AccuPage scanners.

if you d o not want OmniPage Pro to

3D OCR

, but will not be quite as accurate when

Page Orientation

Select the way you want an image file to be positioned when it is loaded

into the Image View.

 Select

the left.

Portrait

Landscape

to load a page image without rotation adjustments.

to load a page image and rotate it 90 degrees to

OmniPage Pro Settings - 73

Zone Settings

To automatically open

the Settings Panel to the

Zones section, Option-

click the Zone button in

the AutoOCR toolbar.

(A document must be

open for the button to

be active.)

 Select

Flipped

Flipscape

to load a page image and rotate it 180 degrees.

to load a page image and rotate it 90 degrees to

the right.

You can also rotate a page image after it is loaded into OmniPage Pro.

For more information, see Rotating an Image on page 56.

Click the

Zones

icon in the Settings Panel to select a zoning method for

creating zones automatically. This tells OmniPage Pro how to look at the

page layout and whether or not to look for graphics.

74 - OmniPage Pro Settings

Zoning Method

The

only affects the way OmniPage Pro draws zones

automatically. It does not affect the zone types you modify manually. To

create and modify zones manually, see Drawing Zones Manually on

page 34.

Automatic

Select

text and detect the text flow of side-by-side columns (either tabbed or

flowing text). This setting works well with most types of documents.

Automatic

Zone Settings

if you want OmniPage Pro to distinguish graphics from

Automatic

It is also the best setting if you are automatically processing many

different ty pes of documents at once.

To make sure graphics are retained during OCR, see Do you want to

retain graphics in your document? on page 94 for guidelines.

is recommended for newspaper articles and magazine pages.

Single Column or Table

Select

page areas as single blocks of text. This setting does not discern graphics

or the text flow of side-by-side columns. If OmniPage Pro detects five or

more spaces between columns, it assumes the page is in a spreadsheet

format and inserts tabs as delimiters between the columns to preserve

the format.

Single Column or Table

spreadsheets, tables, financial forms, and memos.

One Zone

Select

around the entire page. This setting is similar to

However, because it draws a text zone around the entire page,

OmniPage Pro tries to recognize everything on the page including any

stains or scribbles  as text characters.

if you want OmniPage Pro to draw one, big text zone

if you want OmniPage Pro to treat adjacent

is recommended for documents such as

Single Column or Table

One Zone

graphics.

is only recommended for very clean page images that have no

OmniPage Pro Settings - 75

OCR Settings

To automatically open

the Settings Panel to the

OCR section, Option-

click the OCR button in

the AutoOCR toolbar.

(A document must be

open for the button to

be active.)

Character Type

Click the

options that assist OmniPage Pro during recognition.

Select the printed text characteristics of your document in the

Type

OCR

icon in the Settings Panel to select input and output

pop-up menu.

 Select

Normal

OCR-A

font used for items such as part numbers and utility bills. (If your

document contains a mixture of OCR-A and a conventional font,

Normal

select

Dot Matrix

monospaced dot-matrix printer.

for conventionally printed text characters.

for text printed in OCR-A font. OCR-A is a special

for faster recognition.)

for text characters printed with a 9-pin,

Character

Training File

76 - OmniPage Pro Settings

training file

OmniPage Pro compares with characters it is trying to recognize. Select

a training file that you want OmniPage Pro to use in the

pop-up menu.

training files.

Training files are useful for recognizing characters that might normally

be difficult to recognize. To create a training file, see Training OCR for

Special Characters on page 111.

is a set of up to 256 pre-recognized text characters that

Training File

None

is the only option if you have not created any

Automatically Correct Page Orientation

If a page is oriented incorrectly in the Image View, it will not be

recognized properly. Select

have OmniPage Pro automatically correct an improperly oriented image

by 90, 180, or 270 degrees during text recognition.

This feature is only used for documents on which zones have been

created automatically (and not manually modified).

Automatically Correct Page Orientation

The

time. To increase processing speed, deselect this setting and make sure

your page image is properly oriented in the Image View before

performing OCR. To manually correct the orientation of a page, see

Rotating an Image on page 56.

Automatically Correct Page Orientation

feature takes extra processing

Use Language Analyst

Select

unknown words with words most likely to be correct during OCR. The

Language Analyst uses the current dictionaries and information about

language context and usage rules to evaluate words, compute likely

errors, and determine replacement words. This is similar to the

automatic spell-checking feature that many word processors have.

to have the Language Analyst replace

OCR Settings

When you use the Language Analyst, make sure the language setting is

appropriate for your document and that the main and user dictionaries

match the selected language. Otherwise, the Language Analyst cannot

make proper evaluations.

OmniPage Pro Settings - 77

OCR Settings

Style Set Used When Creating Documents

Select the style set you want to use whenever a new document is created

in OmniPage Pro. A style set contains one or more zone styles that you

can apply to zones before OCR. This is similar to applying styles to

paragraphs in your word processor. During OCR, the selected styles

specify how recognized text will be formatted.

In addition to the style sets that are shipped with OmniPage Pro, any

style sets that you create appear in the pop-up menu. See page 100 for

descriptions of built-in style sets and instructions for creating new style

sets.

To change the style set for pages that are already open, use the Zone Info

palette that is displayed when the Image View is active. Choose

Zone Info Palette

the palette if it is closed.

in the Window menu (or press the z key) to display

Retain Graphics

Select

graphics, such as photographs or drawings, in the recognized

document.

if you want OmniPage Pro to retain original

Show

Reject Character

78 - OmniPage Pro Settings

To retain graphics, you must also do the following before recognition:

Make sure

Document

the

 Make sure that graphics on a page image are identified as

zone types. These have green borders and display a graphic icon.

See Specifying Zone Types on page 32 for more information.

For additional guidelines, see Do you want to retain graphics in your

document? on page 94.

Unrecognizable characters are represented by a red reject character

when recognized text is displayed in the Text View. Type the character

you want to use in the

a tilde (~).

For example, if OmniPage Pro could not recognize the J in REJECT, and

the tilde (~) was the reject character, the string RE~ECT would appear

in your recognized document.

Save Page Image in OmniPage Document

section of the Settings Panel.

Reject Character

edit box. The default character is

is selected in

Graphic

Direct Input Settings

Click the

Direct Input feature.

Direct Input allows you to initiate OCR from the Apple menu and paste

recognized text directly into another open application. See Direct

Input: Pasting Text into Other Applications on page 49 for more

information.

Direct Input settings should be selected

feature because they influence what happens as soon as you use it.

Direct Input

Select

Begin Processing Automatically on Launch

OmniPage Pro to trigger the

activate the Direct Input operation. Text will be recognized

automatically and pasted into your application.

Deselect

control when to start recognition. This is recommended if you

want to check settings first or draw zones manually on the page

image.

Close OmniPage Document after Paste

recognized document to be closed automatically after text is

pasted into your application. You will

the document in OmniPage Pro. OmniPage Pro will also close if it

was not open before you activated Direct Input.

Deselect

continue working with a document in OmniPage Pro after text is

pasted into your application.

icon in the Settings Panel to select options for the

before

you use the Direct Input

if you want

AUTO

button as soon as you

Begin Processing Automatically on Launch

not

be prompted to save

Close OmniPage Document after Paste

if you want to

if you want the

if you want to

OmniPage Pro Settings - 79

Spelling Settings

Click the

spell checking options. These settings are used by the Language Analyst

during OCR and by the check-recognition process after OCR.

Dictionaries

Select dictionaries that are appropriate for the language in your

document.

Spelling

 Select a main dictionary in the

OmniPage Pro is shipped with the main dictionary appropriate

for your country.

 Select a user (personal) dictionary in the

menu. For information on creating and editing user dictionaries,

see Creating User Dictionaries on page 115.

icon in the Settings Panel to select dictionaries and

Main Dictionary

pop-up menu.

User Dictionary

pop-up

Spell Checking Options

80 - OmniPage Pro Settings

Select any of these spell checking options for checking recognition or

using the Language Analyst.

Select

Ignore Acronyms

word with a capitalized letter followed by three or fewer letters

of which at least one is capitalized (for example, HUD, USDA,

and so on).

Ignore Proper Nouns

word not beginning a sentence that has a capitalized first letter

followed by three or more lowercase letters (for example, He saw

Jane throw...).

Ignore Abbreviations

capitalized letter followed by three or fewer lowercase letters and

a period (for example, Mrs., Dr., and so on).

if you want OmniPage Pro to ignore a

Document Settings

Click the

viewing and saving documents in OmniPage Pro.

Doc ument

icon in the Settings Panel to select options for

Document Window Settings

Select an option for displaying views in the Document window.

Select

Automatically Adjust Selected View for Best Display

want OmniPage Pro to determine the optimal size of the Text and

Image View as you work. OmniPage Pro will activate and

enlarge a view according to the current task.

Show Selected View Only

display the active view and hide the other view. This is

recommended for small monitors.

OmniPage Pro determines which view should be visible

according to the current task. To switch between views, you can

choose

retain the views that you manually size.

Image View

No Automatic Adjustments

(am) or

if you want OmniPage Pro to

Text View

(aj) in the Window menu.

if you want OmniPage Pro to

if you

Image View Text View

Drag this splitter to the left

or right to resize a view.

OmniPage Pro Settings - 81

Document Settings

Automatically Open Thumbnail Window

Automatically Open Thumbnail Window for New Documents

Select

want the Thumbnail window to open when you scan or load a brand

new document into OmniPag e Pro.

The Thumbnail window displays miniature pictures (thumbnails) of

page images in the current document. You can use thumbnails to change

pages, rearrange pages, and drag copies of images into other

applications.

Save Page Image in OmniPage Document

Select

OmniPage Documents. An image is the picture of a page that appears in

the Image View when you scan a page or open an image file.

This setting must be selected while a page is currently displayed in the

Image View. Otherwise, the page image is discarded when you change

pages or close a document. Once an image is discarded, you must reload

or rescan it to get it back.

to retain original images in

if you

82 - OmniPage Pro Settings

Generally, you should only deselect

Document

immediately after you load or scan images.

You must select

pages or closing a document) if you plan to do these operations:

if you want to save disk space and you plan to recognize text

Save Page Image in Omn iPage Docu ment

 Retain graphics during OCR

 Recognize or rerecognize images

 Compare recognized text to original images

Save Page Image in OmniPage

(before changing

Preference Settings

Click the

general OmniPage Pro operations.

Preferences

 Select

The operations that occur during automatic processing depend on

the currently selected commands in the AutoOCR toolbar. See

Automatic Processing on page 27 for more information.

AUTO Button Finishes All Unrecognized Pages

OmniPage Pro to finish all pages in a document when you click

AUTO

the

finish the current page.

icon in the Settings Panel to select options for

if you want

button. If this is deselected, the

AUTO

button will only

Select

Prompt Before Deleting Pages

display an alert message when you try to delete a page. This

gives you the option of canceling the delete operation.

See Deleting a Page on page 55 for more information.

if you want OmniPage Pro to

OmniPage Pro Settings - 83

Settings Guidelines

The settings you select in OmniPage Pro can greatly affect OCR results.

Make sure that settings are appropriate for your document

begin processing. You may have to experiment with different settings to

get the results you want.

Answer the following questions to get settings recommendations for

your documents.

 What type of document are you processing?

Magazine or newspaper article

Memo or letter

Spreadsheet or table

Legal document

Mixed formats or not sure

 What is the quality of the original document?

Poor or not sure

Good

 How much formatting do you want to keep?

None

Some

As much as possible

, page 91

, page 92

, page 86

, page 87

, page 88

, page 90

, page 93

, page 85

, page 89

before

you

84 - OmniPage Pro Settings

 Do you want to retain graphics in your document?

Yes

, page 94

, page 95

 How many languages are in your document?

One language

More than one language

 Are you processing a large document?

, page 97

Yes

, page 98

, page 95

, page 96

What type of document are you processing?

Settings Guidelines

Magazine or newspaper

article

Recommendations:

 Select the appropriate page size and

orientation in the Scanner section of the

Settings Panel if you are scanning.

 Let OmniPage Pro create zones

automatically. Select Aut omati c as the

zoning met hod in the Sett ings Panel.

See Creating Zones Automatically on

page 32.

 Modify zones manually if auto zoning

does not successfully create zones

around all page areas you want to

process. Omit unnecessary parts of the

page such as separator lines between

columns.

See Drawing Zones Manually on

page 34.

 Save the current zones as a zone

templat e if you are satisfied with the

recognition results and you often

process documents with similar content

and layout.

See Creating Zone Templates on

page 110.

OmniPage Pro Settings - 85

Settings Guidelines

What type of document are you processing?

Memo or letter Recommendations:

 Sel ect the appropriate page size and

orientation in the Scanner section of the

Settings Panel if you are scanning.

 Let OmniPage Pro create zones

automatically. Select Single Column or

Table as the zoning method in the

Settings Panel.

See Creating Zones Automatically on

page 32.

 Draw zones manually around any

graphics you want to retain. Identify

them as Graphic zone types.

See Specifying Zone Types on page

32.

 Modify zones manually if auto zoning

does not successfully create zones

around all page areas you want to

process.

See Drawing Zones Manually on

page 34.

 Save the current zones as a zone

templat e if you are satisfied with the

recognition results and you often

process documents with similar content

and layout.

See Creating Zone Templates on

page 110.

86 - OmniPage Pro Settings

What type of document are you processing?

Spreadsheet or table Recommendations:

 Select the appropriate page size and

orientation in the Scanner section of the

Settings Panel if you are scanning.

 Let OmniPage Pro create zones

automatically. Select Single Column or

Table or One Zone as the zoning

method in the Settings Panel.

See Creating Zones Automatically on

page 32.

 Modify zones manually if auto zoning

does not successfully create zones

around all page areas you want to

process.

See Drawing Zones Manually on

page 34.

 Make sure an entire table is within one

Text zone. Identify graphics you want to

retain as Graphic zones.

See Specifying Zone Types on page

32.

 Identify zones that only contain numbers

with the Numeric zone contents file.

See Specifying Zone Contents on

page 108.

 Save the current zones as a zone

templat e if you are satisfied with the

recognition results and you often

process documents with similar content

and layout.

See Creating Zone Templates on

page 110.

Settings Guidelines

OmniPage Pro Settings - 87

Settings Guidelines

What type of document are you processing?

Legal document Recommendations:

 Select the appropriate page size and

orientation in the Scanner section of the

Settings Panel if you are scanning.

 Draw zones manually around the page

areas you want to retain.

See Drawing Zones Manually on

page 34.

 Omit unnecessary parts of the page. For

example, do not include line numbers in

a zone if you plan to renumber lines in

your word processor.

You can also erase parts of the image

you do not need. See Erasing Areas of

an Image on page 56.

 Identify text-only areas as Text zones.

Identify any graphics you want to retain

as Graphic zones.

See Specifying Zone Types on page

 Save the current zones as a zone

templat e if you are satisfied with the

recognition results and you often

process documents with similar content

and layout.

See Creating Zone Templates on

page 110.

88 - OmniPage Pro Settings

What type of document are you processing?

Mixed formats or not sure Recommendations:

 Select the appropriate page size and

orientation in the Scanner section of the

Settings Panel if you are scanning.

 Let OmniPage Pro create zones

automatically. Select Aut omati c as the

zoning met hod in the Sett ings Panel.

See Creating Zones Automatically on

page 32.

 Modify zones manually if auto zoning

does not successfully create zones

around all page areas you want to

process. Delete zones around

unnecessary parts of the page such as

unwanted graphics.

See Drawing Zones Manually on

page 34.

 Save the current zones as a zone

templat e if you are satisfied with the

recognition results and you often

process documents with similar content

and layout.

See Creating Zone Templates on

page 110.

Settings Guidelines

OmniPage Pro Settings - 89

Settings Guidelines

What is the quality of the original document?

Poor or not sure

Degraded copies, colored

or shaded backgrounds, run-

together or broken text

characters

thick, run-toge ther text

characters

thin, broken text

characters

Recommendations for scanning:

 Try to scan original documents rather than

copies.

 Select 3D OCR in the Scanner section of the

Settings Panel if you have a grays cale

scanner and the page has run-together or

broken text characters.

 Select Auto Bright nes s in the Scanner section

of the Settings Panel if you have a grayscale

scanner, and the page has crisp text on

colore d or shaded backgrounds.

 Experiment with the Manual Brightness setting

if you have a black-and-white scanner.

Lighten the setting for thick, run-together text

characters and/or dark backgrounds. Darken

the setting for thin, broken text characters.

 To evaluate the effectiveness of the brightness

setting, watch the Character window that

appears during text recognition. Look for

clear, legible text samples .

Other recommendations:

 Select 3D OCR in the Images section of the

Settings Panel if you are loading a grayscale

image file that has run-together or broken text

characters.

 Modify zones to omit any smudges or

scribbles on the page. See Modifying

Zones on page 37.

Or, erase smudges from the image. See

Erasing Areas of an Image on page 56.

 Reverse white text on dark backgrounds. See

Inverting an Image on page 57.

 Select Use Lan guage A nalys t in the OCR

section of the Settings Panel.

 Choose Check Recognition... in the Edit menu

to locate possible errors after OCR.

 Ask senders to select Fine or Best mode when

they send faxes that you pl an to recognize.

90 - OmniPage Pro Settings

What is the quality of the original document?

Settings Guidelines

Good

Clear, well-formed text

characters on a clean, white

background

well-formed text

characters

Recommendations:

 Select Manual Brightness in the Scanner

section of the Settings Panel for the fastest

processing if you are scanning.

Use a setting near the middle of the scrollbar.

 Deselect Use Language Analyst in the OCR

section of the Settings Panel for faster

processing.

OmniPage Pro Settings - 91

Settings Guidelines

How much formatting do you want to keep?

None

Keep plain text only

Some

Keep font characteristics and

some paragraph formatting

Recommendations:

 Select Plain Format as the style set for the

page.

See Applying Styles to Zones on page 100.

 Save the recognized documen t a s AS CII Text.

Or, copy the text to the Clipboard and paste it

into your target application.

See Exporting Documents on page 60.

 Use the Direct Input feature to paste small

amounts of text directly into another open

application.

See Direct Input: Pasting Text into Other

Applications on page 49.

Recommendations:

 For single-column documents, select Similar

Formats as the style set for the page. For

multiple-column documents, select Similar

Fonts as the style set for the page.

Or, create your own custom style set. See

Applying Styles to Zones on page 100.

 Select the font s you want mapped to various

font types. See Font Mapping on page 106.

 Save the recognized document to a file format

that supports the formatting.

Formatting is not retained if you save to a file

format, such as ASCII Text, that does not

support it.

Please refer to your target applications

documentation to get information on

recommended file formats.

92 - OmniPage Pro Settings

How much formatting do you want to keep?

Settings Guidelines

As much as possible

Keep font characteristics,

paragraph formatting, side-

by-side columns, and

graphic positioning

Recommendations:

 Make sure all parts of the page ar e included

within zones and identified as the correct

zone type.

See Specifying Zone Types on page 32.

 Select Tr ue P age as the style set for the page.

See Applying Styles to Zones on page 100.

 Select the font s you want mapped to various

font types. See Font Mapping on page 106.

 Save the recognized document to a file format

that supports frame formatting.

Recommended formats are marked with a TP

in the Format pop-up menu in the Save As

dialo g box. See Saving a Document on

page 60.

Please refer to your applications

documentation to get information on working

with frames.

 Experiment with different export file formats to

see which one works best in your target

application.

Formatting is not retained if you save to a file

format, such as ASCII Text, that does not

support it.

OmniPage Pro Settings - 93

Settings Guidelines

Do you want to retain graphics in your document?

Yes

Keep g raphics suc h as

logos and photos

during OCR

processing

Recommendations:

 Select 3D OCR or Auto Brightness in the Scanner

section of the Settings Panel if you are scanning

with a grayscale scanner and you want grayscale

graphics.

If you have HP Acc uPage selected as your scanner

extension in the Choos er, you cannot retain

grayscale graphics. Instead, s elect the HP Scan 2

extension in the Chooser.

 Select Ma nua l B rig htness in the OCR section of the

Settings Panel if you are scanning line-art (black

and white) drawings.

 Select Retain Graphics in the OCR section of the

Settings Panel.

 Select Save Page Image in OmniPage Document in

the Document section of the Settings Panel.

 Make sure separate zones are drawn around

graphic areas and that they are identified as

Graphic zone types.

See Specifying Zone Types on page 32.

Ways to export graphics after OCR:

 Save the document to the file format supported by

your word processor. Graphics are supported by

most word processors.

 Select the graphic in the Text View and choose

Copy in the Edit menu. You can then paste the

graphic into applications that support graphics.

 Select the graphic in the Text View and drag it to

the desktop or to an application that supports drag

and drop functionality.

 Choose Save As in the File menu. Select the desired

image file format and select Create One File for

Each Graph ic Zone on the Curre nt Page as the save

option.

94 - OmniPage Pro Settings

Settings Guidelines

Do you want to retain graphics in your document?

Ignore graphics such

as l ogos and photos

during OCR

processing

Recommendations:

 Do not draw any zo nes around graphic areas if you

are drawing zones manually.

 Deselect Retain Graphics in the OCR section of the

Settings Panel.

 Double-check that there are no zones around

graphics before performing OCR.

How many languages are in your document?

One language Recommendations:

 Select the appropriate language character

set for the language in your document.

See page 70 for information on selecting

language character sets.

 Select the appropriate main and user

dictionaries in the Spelling section of the

Settings Panel.

If you do not have a main dictionary

that matches the language in your

document:

 Deselect 3D OCR in the Scanner section of

the Settings Panel if you are scanning a

page.

 Deselect 3D OCR in the Images section of the

Settings Panel if you are loading an image

file.

 Deselect Use Language Analyst in the OCR

section of the Settings Panel.

 Check spelling in your target application

rather than checking recognit io n in

OmniP age Pro.

The above features use dictionary

information that will conflict with non-

matching languages.

OmniPage Pro Settings - 95

Settings Guidelines

How many languages are in your document?

More than one

language

Recommendations for faster

processing:

Use this method if you have a dictionary for

only one of the languages.

1 Deselect 3D OCR in the Scanner section of

the Settings Panel if you are scanning a

page.

Deselect 3D OCR in the Images section of the

Settings Panel if you are loading an image

file.

2 Create zones around all areas that you want

to recognize.

See Creating Zones on a Page on page

31.

3 Select the appropriate language character

sets for all languages in the document.

See page 70 for information on selecting

language character sets.

4 Select the main and user dictionaries (in the

Spelling section of the Settings Panel) for the

language that a ppears the most frequently.

5 Deselect Use Language Analyst in the OCR

section of the Settings Panel. This feature uses

dictionary information that will conflict with

non-matching languages.

6 Perform OCR on the document.

96 - OmniPage Pro Settings

How many languages are in your document?

Settings Guidelines

More than one

language

Recommendations for more

accurate processing:

Use this method if you have dictionaries for all

languages.

1 Create zones around areas of just one

language.

See Creating Zones on a Page on page

31.

2 Select the appropriate language character

set and main and user dictionaries for that

language.

See page 70 for information on selecting

languages.

3 Perform OCR on the document and save the

text in the desired file format.

4 Repeat steps 13 for other language areas of

the document.

5 Combine all files together in your word

processor.

Are you processing a large document?

No Recommendations:

 Set the desired process commands and click

AUTO to automatically process the page.

 Click the Image button to add more pages to

the document by scanning or loading

images.

 Use the Direct Input feature to paste

recognized text directly into another

appl ication.

See Direct Input: Pasting Text into Other

Applications on page 49.

OmniPage Pro Settings - 97

Settings Guidelines

Are you processing a large document?

Yes Recommendations if you have an

automatic document feeder (ADF):

 Select Scan Until Empty in the Scanner

section of the Settings Panel to scan a stack

of pages a t once. Otherwise, you must click

the Image button to scan each subsequent

page.

 Select Double-Sided Pages in the Scanner

section of the Settings Panel to scan page s

with print on both sides. You are prompted to

turn the stack over when OmniPage Pro is

ready to scan the other side.

 Insert blank pages to separate more than one

job within a stack of pages. You can save

pages between blank pages as separate files

after OCR.

Other recommendations:

 Create and use a zone template if all pages

have similar zoning requirements.

See Creating Zone Templates on page

110.

 Set the desired process commands and click

AUTO to automatically process each page of

your document in order.

If you want t o d raw zones manuall y on

pages, scan or load all pages, draw the

desired zones, and then click AUTO to

recognize them.

 Select Aut o Save as the Export command

during automatic processing. After selecting

save options, you can leave the computer

unattended to finish processing.

You can select options to save the

recognized document as a single file, one file

per page, or a new fil e after each blank

page.

98 - OmniPage Pro Settings

Chapter 5

Customizing OCR

OmniPage Pro has many features that allow you to customize the way

your documents are handled during OCR. This chapter describes how

to create and use these tools.

Please continue reading this chapter for information on these topics:

 Applying Styles to Zones

 Specifying Zone Contents

 Creating Zone Templates

 Training OCR for Special Characters

 Creating User Dictionaries

 Creating Custom Settings Files

Customizing OCR - 99

Applying Styles to Zones

Much like applying styles to paragraphs in your word processor,

OmniPage Pro allows you to apply styles to zones. During OCR, the

selected styles specify how recognized text is formatted.

style set

contains one or more

zone styles

. A zone style comprises

formatting elements such as fonts, text flow, and indentation. Different

zone styles can be applied to individual zones on a page.

Style sets and zone styles can be selected in the Zone Info palette that is

displayed when the Image View is active. Choose

Show Zone Info Palette

in the Window menu (or press the z key) to display the palette if it is

closed.

Selected zone

style for the

current zone.

Selected style

set for the

current page

You can do exercises in OmniPage Pros online tutorial to familiarize

yourself with built-in style sets and learn how to create custom style sets.

To open the tutorial, choose

and click

Creating a Style Set

OmniPage Pro Tutorial

in the Guide menu

100 - Customizing OCR

Nuance OMNIPAGE PRO 7 FOR MACINTOSH User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

What Is Optical Character Recognition (OCR)?

About OmniPage Pro OCR

Basic Steps of OmniPage Pro OCR

The OmniPage Pro Interface

The AutoOCR Toolbar

The Document Window

The Thumbnail Window

Zone Info and Tool Palettes

The Settings Panel

Getting Online Help

Balloon Help

OmniPage Pro Tutorial

OmniPage Pro Guide

Product Support

Installation and Setup

System Requirements

Installing the Software

Selecting Your Scanner

Starting OmniPage Pro

Registering OmniPage Pro

Getting Started

Processing Documents

Basic Steps of OmniPage Pro OCR

Selecting Process Commands

Automatic Processing

Bringing Document Images into OmniPage Pro

Scanning Pages

Loading Image Files

Opening Documents

Creating Zones on a Page

Creating Zones Automatically

Specifying Zone Types

Drawing Zones Manually

Modifying Zones

Converting Images to Text

Performing OCR

Checking OCR Results

Verifying Recognized Text

Displaying Color Markers

Getting Accuracy Statistics

Scheduling OCR

Setting Up an Automatic Input/Output System

Adding Individual Documents to the Schedule

Settings for Scheduled Files

When to Perform OCR

Delete input file after OCR is finished

Prompt before overwriting output files

Stop performing OCR as soon as an error occurs

Default Output Options

Supported Applications

Using Direct Input

Working With Documents

Resizing a Page View

Saving a Document as You Work

Changing Pages

Reordering Pages

Deleting a Page

Undoing Edits

Modifying Images

Rotating an Image

Erasing Areas of an Image

Inverting an Image

Modifying Text

Selecting All Text

Formatting Text

Cutting or Copying Text or Graphics

Deleting Text or Graphics

Printing a Document

Closing a Document

Quitting OmniPage Pro

Exporting Documents

Saving a Document

Copying a Document to the Clipboard

Using Drag and Drop Functionality

Dragging Thumbnails

Dragging Zones from the Image View