Nuance OMNIPAGE PRO 9, OmniPage Pro - 9.0 User Manual

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OmniPage® Pro

User’s Manual

CAERE CORPORATION

100 Cooper Court

Los Gatos, California

95032-7603 USA

Caere GmbH

Innere Wiener Strasse 5

81667 München, Germany

Caere UK Information Centre

Abbey House

4 Abbey Orchard Street

Westminster, London SW1P 2JJ

Centre d’informations Caere

72, rue Baratte-Cholet 94100 Saint-Maur, France

Please Note

To use this program, you should know how to work in the Microsoft Windows environment. Please refer to Windows documentation if you have questions about how to use menu commands, dialog boxes, scroll bars, edit boxes, and so on.

OmniPage Pro for Windows

Version 9

Copyright© 1998 Caere Corporation. All rights reserved. The Caere logo, Caere®, OmniPage®, OmniPage Pro®, PageKeeper®, Language Analyst®, 3D OCR®, AutoOCR Toolbar™, True Page®, and OCR Proofreader 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 capitals.

ii

800-1288-030A

 

Table of Contents

Welcome

 

Using This Manual ............................................................................................................

viii

Chapter 1 Installation and Setup

 

Minimum System Requirements.........................................................................................

2

Installing OmniPage Pro .....................................................................................................

2

Starting and Closing OmniPage Pro...................................................................................

3

Registering OmniPage Pro ..................................................................................................

5

Chapter 2 Introduction to OmniPage Pro

 

What Is Optical Character Recognition (OCR)?................................................................

8

OmniPage Pro’s OCR Capabilities ..............................................................................

8

Basic Steps of OmniPage Pro OCR .............................................................................

9

The OmniPage Pro Desktop .............................................................................................

10

AutoOCR Toolbar .......................................................................................................

11

Standard Toolbar..........................................................................................................

12

Zone Toolbar.................................................................................................................

12

Options Dialog Box......................................................................................................

13

Getting Online Help ...........................................................................................................

14

Help Menu ....................................................................................................................

14

Context-Sensitive Help................................................................................................

15

Product Support ..................................................................................................................

16

Chapter 3 Processing Documents

 

Ways to Process Documents ..............................................................................................

18

Using the OCR Wizard................................................................................................

18

Automatic Processing .................................................................................................

19

Performing Multiple Tasks at Once...........................................................................

19

Starting the OCR Process Outside OmniPage Pro ..................................................

19

Bringing Document Images into OmniPage Pro ...........................................................

20

Scanning Pages .............................................................................................................

20

Loading Image Files ....................................................................................................

20

Creating Zones for OCR ....................................................................................................

22

Creating Zones Automatically ...................................................................................

22

iii

Performing OCR on a Document .....................................................................................

23

Proofreading OCR Results ................................................................................................

24

Verifying Text ..............................................................................................................

25

Proofreading OCR Results in Microsoft Word .......................................................

25

Using OCR in Other Applications ...................................................................................

29

Working with Documents .................................................................................................

30

Resizing a Page View .................................................................................................

31

Changing Pages ...........................................................................................................

31

Reordering Pages ........................................................................................................

32

Deleting Pages .............................................................................................................

32

Printing a Document ..................................................................................................

33

Closing a Document ...................................................................................................

33

Exporting Documents ........................................................................................................

34

Saving a Document......................................................................................................

34

Copying a Document to the Clipboard ....................................................................

36

Sending a Document as a Mail Attachment ............................................................

37

Chapter 4 OmniPage Pro Settings

 

Setting AutoOCR Toolbar Commands ............................................................................

40

AUTO Button Commands ..........................................................................................

41

Image Button Commands ...........................................................................................

41

Zone Button Commands.............................................................................................

42

OCR Button Commands .............................................................................................

43

Export Button Commands ..........................................................................................

44

Selecting OmniPage Pro Settings......................................................................................

45

Accuracy Settings ................................................................................................................

46

Scanner Settings...................................................................................................................

46

Page Format Settings ..........................................................................................................

47

Tables Settings .....................................................................................................................

47

Language Settings ...............................................................................................................

48

OCR Aware Settings ...........................................................................................................

48

Process Settings ...................................................................................................................

49

Microsoft Word Settings ....................................................................................................

50

Settings Guidelines .............................................................................................................

51

Chapter 5 Customizing OCR

 

Adjusting Page Images Before OCR.................................................................................

62

Customizing Zones .............................................................................................................

63

Zone toolbar..................................................................................................................

63

Drawing Zones Manually ..........................................................................................

64

Modifying Text and Graphic Zones ..........................................................................

65

Modifying Table Zones ...............................................................................................

69

Deleting Zones..............................................................................................................

71

Changing Zone Properties..........................................................................................

71

Creating Zone Templates............................................................................................

73

iv

Specifying Fonts...................................................................................................................

74

Training OCR for Special Characters ...............................................................................

75

Creating User Dictionaries.................................................................................................

77

Saving Settings Files............................................................................................................

78

Scheduling OCR ..................................................................................................................

80

Scheduling Individual Documents............................................................................

80

Scheduling Documents from an Input Folder ........................................................

81

Modifying Output Options for Documents .............................................................

83

Chapter 6 Technical Information

 

General Troubleshooting Solutions .................................................................................

86

Solutions to Try First ...................................................................................................

86

Testing OmniPage Pro.................................................................................................

87

Low Memory Problems...............................................................................................

88

Low Disk Space Problems...........................................................................................

88

Supported File-Format Types............................................................................................

89

Scanner Setup Issues ...........................................................................................................

91

Scanner Drivers Supplied by the Manufacturer......................................................

91

Scanner Drivers Supplied by Caere...........................................................................

92

Scan Manager is Needed with OmniPage Pro ........................................................

92

Problems Connecting OmniPage Pro to Your Scanner ..........................................

93

Missing Scan Image Command ...................................................................................

94

Scanner Message on Launch.......................................................................................

94

System Crash Occurs While Scanning ......................................................................

94

Scanner Not Listed in Supported Scanners List Box...............................................

95

Scanning Tips................................................................................................................

95

OCR Problems......................................................................................................................

96

System Crash During OCR .........................................................................................

96

Text Does Not Get Recognized Properly..................................................................

97

Problems With Fax Recognition.................................................................................

98

Uninstalling the Software...................................................................................................

99

v

vi

Welcome

Welcome to OmniPage Pro, and thank you for using our software! The following documentation has been provided to help you learn about OmniPage Pro.

This User’s Manual

This manual introduces you to the basics of using OmniPage Pro. It includes installation and setup instructions, an introduction to OmniPage Pro, task-oriented instructions, ways to customize processing, settings guidelines, and technical information.

This manual is also available as an electronic PDF file. To open the file, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents OmniPage Pro Manual after OmniPage Pro has been installed.

Online Help

OmniPage Pro’s online Help contains detailed information on features, settings, and procedures. The online Help conforms to Windows 95 Help conventions and has been designed for quick and easy information retrieval. Please see “Getting Online Help” on page 14 for more information.

Readme File

The Readme file contains last-minute information about the software. Please read it before using OmniPage Pro. To open this text file, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents OmniPage Pro Readme after OmniPage Pro has been installed.

Scanner Setup Notes

The Scanner Setup Notes contains information about supported scanners and related issues. To open this PDF file, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents

Scanner Setup Notes after OmniPage Pro has been installed.

vii

Using This Manual

Using This Manual

This manual is written with the assumption that you know how to work in the Microsoft Windows environment. Please refer to your Windows documentation if you have questions about how to use dialog boxes, menu commands, scroll bars, drag and drop functionality, shortcut menus, and so on.

The following conventions are used in this manual.

Convention

Purpose

 

 

Italicized text

• Emphasizes menu commands,

 

dialog box options, labeled

 

buttons, and file names

 

For example:

 

“Choose Open... in the File

 

menu.”

 

• Emphasizes new terms the

 

first time they are used

 

• Emphasizes important words

 

in a sentence

 

 

Note symbol

Introduces a tip or an item of

note

 

 

 

Warning symbol

Introduces important

information

 

 

 

viii

Chapter 1

Installation and Setup

This chapter provides installation and setup information for OmniPage Pro and the Scan Manager.

For technical and troubleshooting information, please read Chapter 6, Technical Information.

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

Scanner Setup Notes after OmniPage Pro has been installed.

This chapter contains the following topics:

Minimum System Requirements

Installing OmniPage Pro

Starting and Closing OmniPage Pro

Registering OmniPage Pro

1

Minimum System Requirements

Minimum System Requirements

You need the following setup, at minimum, to install and run OmniPage

Pro:

Computer with a 486 or higher processor

Microsoft Windows 95, Windows 98, or Windows NT 4.0

16MB of memory (RAM)

45MB of free hard disk space to install application files, the Scan Manager, and one OCR language

55MB to install above files and all OCR languages

SVGA or VGA monitor with 256 colors

Windows-compatible pointing device

CD-ROM drive for installation

A compatible scanner if you plan to scan documents

Please see the Scanner Setup Notes for a list of tested scanners.

Performance and speed will be enhanced if your computer’s processor, memory, and available disk space exceed the minimum requirements.

Installing OmniPage Pro

OmniPage Pro’s Setup program takes you through installation with onscreen instructions at every step.

Before installing OmniPage Pro:

Make sure your scanner is connected, turned on, and compatible with your system.

Close all other applications, especially anti-virus programs.

Log into your computer with administrator privileges if you are installing on Windows NT.

If you own a previous version of OmniPage Pro, or if you are upgrading from OmniPage Limited Edition, it is strongly recommended that you uninstall that product first and then restart your computer.

2

Chapter 1

Starting and Closing OmniPage Pro

To install OmniPage Pro:

1Insert OmniPage Pro’s CD-ROM in the CD-ROM drive. The Setup program should start automatically. If it does not start, locate your CD-ROM drive in Windows Explorer and double-click the Setup.exe program at the top-level of the CD-ROM.

2Follow the instructions on each screen to install the software. During installation, you may be prompted to enter a serial number. You can find your serial number on the label of the CD-ROM envelope.

The Caere Scan Manager is installed during OmniPage Pro installation. You will be prompted to select your scanner manufacturer and model in the Scan Manager so that you can use your scanner with OmniPage Pro. Read the Scanner Setup Notes for the most detailed information about scanner support and setup. You can open the Notes after OmniPage Pro has been installed by clicking Start in the Windows taskbar and choosing Programs Caere Applications Caere Documents Scanner Setup Notes.

Starting and Closing OmniPage Pro

If you plan to scan, make sure your scanner is attached to your computer and turned on before you start OmniPage Pro.

To start OmniPage Pro, do one of the following:

Click Start in the Windows taskbar and choose Programs Caere Applications OmniPage Pro 9.0.

(Use the program group you selected during installation if it is different than Caere Applications.)

Double-click the OmniPage Pro icon located in the folder where you installed OmniPage Pro.

Installation and Setup

3

Starting and Closing OmniPage Pro

OmniPage Pro’s desktop appears when you open OmniPage Pro. See “The OmniPage Pro Desktop” on page 10 for an introduction to OmniPage Pro’s user interface.

Standard toolbar

Zone toolbar

AutoOCR toolbar

The thumbnail viewer displays the pages in an open document.

The image viewer

The text viewer displays the

displays the current

current page’s recognized

page’s original image.

text and retained graphics.

Closing OmniPage Pro

Choose Exit in the file menu to close OmniPage Pro. You are prompted to save the current document if you have not saved it or have modified it since the last save.

4

Chapter 1

Registering OmniPage Pro

Registering OmniPage Pro

Register your copy of OmniPage Pro with Caere Corporation to receive notification of special offers and the best prices on product upgrades.

Some versions of OmniPage Pro will only launch 25 times if you do not register it.

If you purchased your product directly from Caere or if you were previously registered, you may not need to register again. Your version of OmniPage Pro will not display a Register menu if you do not need to register it.

To register OmniPage Pro:

1Click the Register menu to open the Register dialog box.

2Click Register Now.

3Fill out the information requested on the screen and then click

Next.

4Follow the instructions on the screen.

OmniPage Pro will decide on the best method of registration according to your country and computer system. It may try using modem, FTP, or HTTP connections to transmit your registration information directly. Or, it may prompt you to call a phone number or print out and mail in your registration information.

After registration is complete, you will be given a registration number. Be sure to write that number down and keep it handy in case you need to use it for reinstallation. If you reinstall OmniPage Pro using your registration number on the same computer, you will not have to go through the entire registration process again to reregister it.

To reregister OmniPage Pro after reinstallation:

1Click the Register menu to open the Register dialog box.

2Click Reregister.

3Type in your registration number and click OK.

Installation and Setup

5

6

Chapter 1

Chapter 2

Introduction to

OmniPage Pro

You probably use your computer for most business correspondence and other written projects. The challenge is that certain sources of information cannot be immediately used 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 optical character recognition (OCR) technology accurately and easily converts scanned paper documents and image files into editable text for use in your favorite computer applications. OmniPage Pro eliminates the need for manual retyping.

Please continue reading this chapter for information on these topics:

What Is Optical Character Recognition (OCR)?

The OmniPage Pro Desktop

Getting Online Help

Product Support

7

What Is Optical Character Recognition (OCR)?

What Is Optical Character Recognition (OCR)?

Optical character recognition (OCR) is the process of turning an image into 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 (pixels) that together form a picture of text.

During OCR, OmniPage Pro analyzes an image and defines characters to produce editable text. After OCR, you can save the resulting text to a variety of word-processing, page layout, and spreadsheet applications.

OmniPage Pro’s OCR Capabilities

In addition to text recognition, OmniPage Pro can retain the following elements of a document during OCR.

Graphics

Photos, logos, and drawings are examples of graphics.

Text formatting

Font types, font sizes, and font styles (such as bold or italic) are examples of text formatting.

Page formatting

Column structure, paragraph spacing, table formats, and placement of graphics are examples of page formatting.

The graphics, text formatting, and page formatting elements that OmniPage Pro retains are determined by the settings you select. See “Settings Guidelines” on page 51 for more information.

OmniPage Pro only recognizes machine-printed characters such as laser-printed or typewritten text. However, it can retain handwritten text, such as a signature, as a graphic.

8

Chapter 2

What Is Optical Character Recognition (OCR)?

Basic Steps of OmniPage Pro OCR

These are the basic steps of OmniPage Pro’s OCR process.

1Bring a document image into OmniPage Pro.

You can scan a paper document or load an image file. The resulting image appears in OmniPage Pro’s image viewer. See “Bringing Document Images into OmniPage Pro” on page 20 for more information.

2Create zones to identify areas you want to recognize as text or retain as graphics.

Zones are borders that enclose the areas of a document image that will get processed. You can create zones automatically, manually, or with a template. Any areas not enclosed by zones are ignored during OCR. See “Creating Zones for OCR” on page 22 for more information.

3Perform OCR to convert text information into editable text characters.

During OCR, OmniPage Pro interprets text characters in an image. After OCR, you can check and correct errors in the text using the OCR Proofreader. See “Performing OCR on a Document” on page 23 for more information.

4Export the document to the desired location.

You can save your document to a specified file format, place it on the Clipboard, or send it as a mail attachment. See “Exporting Documents” on page 34 for more information.

There are different ways to start the OCR process in OmniPage Pro. See “Ways to Process Documents” on page 18 for more information.

Introduction to OmniPage Pro

9

The OmniPage Pro Desktop

The OmniPage Pro Desktop

OmniPage Pro’s desktop displays the pages of an open document in its thumbnail viewer, image viewer, and text viewer. You can use buttons in the Standard, AutoOCR, and Zone toolbars to perform various tasks on the document.

Standard toolbar

Zone toolbar

AutoOCR toolbar

The thumbnail viewer displays a picture of each page in the document.

The current page is highlighted with a light border around it.

The image viewer

Drag this splitter to

displays the current

the left or right to

page’s original image.

resize a viewer.

The text viewer displays the current page’s recognized text and retained graphics.

10

Chapter 2

The OmniPage Pro Desktop

AutoOCR Toolbar

The AutoOCR® toolbar contains buttons that can activate each step of the OCR process.

AUTO

Image

Zone

OCR

Export

button

button

button

button

button

Click the down arrow to display the commands in a button’s drop-down list.

You can set different commands in the AutoOCR toolbar buttons for the operations you want to perform. Choose a command using each buttons’s drop-down list.

The AUTO button allows you to activate automatic processing or use the OCR Wizard.

The Image button allows you to bring in images by scanning or loading pages.

The Zone button allows you to automatically create zones on images based on their original page layouts or predefined templates.

The OCR button allows you to perform OCR, train characters for OCR, or schedule OCR at a later time.

The Export button allows you to save, copy, or send your recognized document as a mail attachment.

Please see “Setting AutoOCR Toolbar Commands” on page 40 for more information on each toolbar button. Also see the separately enclosed OmniPage Pro 9 Reference card, which shows all available AutoOCR toolbar commands.

Introduction to OmniPage Pro

11

The OmniPage Pro Desktop

Standard Toolbar

The Standard toolbar contains buttons and a drop-down list for performing standard tasks.

New Save Proofread Copy

Undo Image

Rotate

Zoom

 

 

 

OCR

 

 

 

 

Editor

Image

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Open

Print

Cut

Paste

View Options Straighten

Help

 

 

 

 

Image

 

Zone Toolbar

The Zone toolbar contains buttons that allow you to draw and define zones on a page image.

Draw

Add to

Reorder

Move Row

Insert

Remove/Replace

Rectangular

or Column

Row

All Row and

Zones

Zone

Zones

Dividers

Dividers

Column Dividers

Table

tools

Draw

Subtract

Zone

Insert

Remove Row or

Irregular

from

Properties

Column

Column Dividers

Zones

Zone

 

Dividers

 

See “Customizing Zones” on page 63 for more information.

12

Chapter 2

The OmniPage Pro Desktop

Options Dialog Box

You can select settings for OmniPage Pro in the Options dialog box. To open it, click the Options button or choose Options... in the Tools menu.

Click the tabs in the Options dialog box to view and select different settings.

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

Introduction to OmniPage Pro

13

Getting Online Help

Getting Online Help

In addition to using this manual, you can use OmniPage Pro’s online

Help topics to learn about features, settings, and procedures. Online

Help is available after you install OmniPage Pro.

OmniPage Pro’s online Help follows the conventions of Microsoft Windows 95 Help. Choose How to Use Help... in OmniPage Pro’s Help menu to get information on using Help.

Help Menu

One way to open OmniPage Pro’s online Help is to choose commands in the Help menu.

Choose OmniPage Pro Help Topics to get contents and index listings for OmniPage Pro Help topics.

Choose Getting Started to get introductory topics to OmniPage Pro.

Choose How to Use Help... to get Microsoft Windows Help topics that explain how to use and customize Help.

Choose Product Support to find out how to get product support services for OmniPage Pro.

Choose Tip of the Day to get hints for using OmniPage Pro.

Choose About OmniPage Pro... to get information about your version of OmniPage Pro.

14

Chapter 2

Getting Online Help

Context-Sensitive Help

You can get on-the-spot information about a particular OmniPage Pro command, toolbar button, or dialog box option in the following ways:

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

• Click the question-mark button in the upper-right corner of a dialog box and then click an item in the dialog box to get a popup explanation for that item.

Some dialog boxes have a Help button. Click Help to get information about that dialog box.

Introduction to OmniPage Pro

15

Product Support

Product Support

For the fastest and easiest way to get help, please look for solutions in this manual or in the online Help. See “General Troubleshooting Solutions” on page 86 for troubleshooting tips.

If you need additional help, please use the following resources:

Caere’s World Wide Web site

Go to Caere’s World Wide Web site for common questions and answers, updates, patches, troubleshooting procedures, and product information. Caere’s Web site address:

http://www.caere.com

OmniPage Pro Readme file

Read the OmniPage Pro Readme file for last-minute information about the software. This is available after installing OmniPage Pro. To open the file, click Start in the Windows taskbar and choose Programs Caere Applications Caere DocumentsOmniPage Pro Readme.

Scanner Setup Notes

Read the Scanner Setup Notes document to learn about supported scanners and related issues. This document has been provided to you as an electronic document in PDF format. To open this document, click Start in the Windows taskbar and choose

Programs Caere Applications Caere Documents Scanner Setup Notes.

Caere Product Support document

Read the Caere Product Support document to get a list of support telephone numbers, including ones for international product support. This document has been provided to you as an electronic document in PDF format. To open this document, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents Product Support.

You must have Adobe Acrobat Reader 3.01 or greater installed if you want to read the Caere Product Support and Scanner Setup Notes

PDF documents. To install the Reader, click Start in the Windows taskbar and choose Programs Caere Applications Caere DocumentsAcrobat Reader.

16

Chapter 2

Chapter 3

Processing Documents

This chapter describes how to work with documents in OmniPage Pro, including each step of the OCR process.

There are different ways to accomplish the same tasks in OmniPage Pro. You can use toolbar buttons or menu commands to start procedures. OmniPage Pro can perform all OCR steps automatically, or you can start each step individually. You can even do different tasks at the same time.

Please continue reading this chapter for information on these topics:

Ways to Process Documents

Bringing Document Images into OmniPage Pro

Creating Zones for OCR

Performing OCR on a Document

Proofreading OCR Results

Using OCR in Other Applications

Working with Documents

Exporting Documents

For complete information on all OmniPage Pro commands, settings, and procedures, please use OmniPage Pro’s online Help. See “Getting Online Help” on page 14 for more information.

17

Ways to Process Documents

Ways to Process Documents

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

1Bring a document image into OmniPage Pro. See page 20 for more information.

2Create zones to identify areas you want to recognize as text or retain as graphics.

See page 22 for more information.

3Perform OCR to convert text information into editable text characters.

See page 23 for more information.

4Export the document to the desired location. See page 34 for more information.

Using the OCR Wizard

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

To process your document using the OCR Wizard:

1Set OCR Wizard as the command in the AUTO button’s dropdown list.

2Click AUTO or choose OCR Wizard in the Process menu. The first wizard screen appears.

3Answer the question in the first screen and click Next.

4Continue answering questions in the screens that follow.

18

Chapter 3

Ways to Process Documents

Automatic Processing

Use the AUTO button to process a new document from start to finish or to finish processing an open document.

To process your document automatically:

1Set AutoOCR as the command in the AUTO button’s dropdown list.

2Set the desired Image, Zone, OCR, and Export commands.

See “Setting AutoOCR Toolbar Commands” on page 40 for more information.

3Choose Options... in the Tools menu and check that settings are appropriate for your document.

See “Settings Guidelines” on page 51 for more information.

4Place your document in your scanner if you are scanning.

5Click AUTO or choose AutoOCR in the Process menu.

Each page of the document is processed and finished in order according to the selected commands. If page images in an open document already have zones, OmniPage Pro will skip zoning for those pages and continue with the selected OCR and export operations.

Performing Multiple Tasks at Once

OmniPage Pro takes advantage of your computer’s ability to handle more than one process at a time. You can simultaneously scan, create zones, recognize, and edit documents. You do not have to wait for any process to complete before moving on to the next task.

For example, if you scan a multiple-page document, you can draw zones on an image as soon as the first page is scanned and you can edit recognized text as soon as it appears in the text viewer. These tasks can be done while other pages are being scanned and recognized.

Starting the OCR Process Outside OmniPage Pro

You can start the OCR process outside OmniPage Pro in a variety of ways. For example, you can use the OCR Aware feature to initiate OCR from another application and paste recognized text into an open document. See “Using OCR in Other Applications” on page 29 for more information.

Processing Documents

19

Bringing Document Images into OmniPage Pro

Bringing Document Images into OmniPage Pro

You can bring document images into OmniPage Pro by scanning pages or loading image files.

Scanning Pages

You can scan paper documents to convert them to electronic images in OmniPage Pro. If a document is already open, scanned pages are inserted as new pages.

To scan in OmniPage Pro, you must install the Scan Manager and select your default scanner. See “Scan Manager is Needed with OmniPage Pro” on page 92 for more information.

To scan pages into OmniPage Pro:

1Place your page in your scanner.

You can scan a stack of pages if you have an automatic document feeder (ADF).

2Set Scan Image as the command in the Image button’s dropdown list.

3Choose Options... in the Tools menu and click the Scanner tab to make sure the appropriate settings are selected.

Select Scan until empty in the Scanner tab if you want to scan all pages in an ADF at once. Otherwise, you must click the Image button to scan each subsequent page.

4Click the Image button or choose Scan Image in the Process menu.

Pages are scanned in order and combined into one working document.

Loading Image Files

You can load image files into OmniPage Pro. An image file is an electronic picture of text, such as a scanned paper document or an electronic fax, that is saved in an image file format such as PCX or TIFF. If a document is already open, loaded image files are inserted as new pages.

The following procedure is for loading image files only. To open an OmniPage Document (*.met), use the Open... command in the File menu.

20

Chapter 3

Bringing Document Images into OmniPage Pro

To load image files into OmniPage Pro:

1Set Load Image as the command in the Image button’s dropdown list.

2Click the Image button or choose Load Image in the Process menu.

The Load Image dialog box appears.

Click Advanced if you want to select files from more than one folder.

3Select the folder location and file type of the file you want to load.

See “Supported File-Format Types” on page 89 for a complete list of supported file formats.

4Select the files you want to load.

You can Shift-click or Ctrl-click to select multiple files in the same folder.

5Click Advanced if you want to select files from more than one folder.

Select a file and click Add to put it in the Selected Files list.

Click Add All to add all files from the current folder.

6Click Open when you have selected all the files you want to load.

Image files are loaded in the order selected and combined into one working document.

If you have electronic fax files that you want to convert to editable text, save the fax files in TIFF format and load them into OmniPage Pro using the Load Image command.

Processing Documents

21

Creating Zones for OCR

Creating Zones for OCR

Page images are displayed in OmniPage Pro’s image viewer where zones are created before OCR. Zones are borders that identify areas of an image that will be recognized as text or retained as graphics. Any part of an image not enclosed by a zone is ignored during OCR.

These are text zones. They will be converted to text during OCR.

This is a table zone. It will be kept in a row-and- column format during OCR.

This is an unzoned area. It will be ignored during OCR.

This is a graphic zone. It will be kept as a graphic image during OCR.

The easiest way to create zones on a page is to let OmniPage Pro do it automatically for you. However, you may want to draw zones manually if you want to customize the way your page will be processed. For example, if you only want to process certain areas of a page, you would manually draw zones around the desired areas. For information on drawing zones manually, modifying zones, deleting unwanted zones, and using zone templates, please see “Customizing Zones” on page 63.

Creating Zones Automatically

OmniPage Pro can analyze a page and create zones automatically for you. It uses the selected setting in the Zone button to determine the text flow on a page and breaks it into ordered zones.

To create zones automatically:

1Choose a setting in the Zone button’s drop-down list that most closely matches the format of your document.

You can choose Single-Column Pages, Multiple-Column Pages, Spreadsheet Pages, Mixed Pages, or a template of your own. See “Zone Button Commands” on page 42 for more information on these settings.

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2Click the Zone button or choose Auto Zones in the Process menu.

OmniPage Pro automatically draws zones on the current page in the image viewer. Each zone has a number indicating its order and a picture indicating its zone type.

Make sure zones are identified correctly before performing OCR. For example, if you want to retain an area as a graphic, that area should be identified as a Graphic zone type. See “Changing Zone Properties” on page 71 for more information.

Performing OCR on a Document

Performing OCR converts an image to editable text. This is also referred to as recognizing text.

OmniPage Pro only recognizes machine-printed characters such as laser-printed or typewritten text. However, it can retain handwritten text, such as a signature, as a graphic.

To perform OCR:

1Choose Options... in the Tools menu and click the Page Format tab.

2Select an Output Format setting for your document.

OmniPage Pro uses this setting to determine the output formatting of a document during OCR.

3Set OCR and Proof as the command in the OCR button’s dropdown list.

Or, set Perform OCR as the command if you do not want the OCR Proofreader to begin automatically after OCR.

4Click the OCR button.

The page is recognized according to the current zones and settings. If there are no zones on the page, zones are created according to the current command in the Zone button.

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Proofreading OCR Results

To schedule a group of documents for OCR at a particular time, see “Scheduling OCR” on page 80.

Proofreading OCR Results

After performing OCR, recognized text appears in the text viewer where you can proofread the results. Proofreading starts automatically if you chose OCR and Proof as the OCR process command.

OmniPage Pro marks suspected errors in green and inserts a red “reject” character for any character it cannot recognize. To turn off these color markers, choose Show Markers in the View menu so that it is deselected.

To proofread OCR results and correct errors:

1Click the Proofread OCR button or choose Proofread OCR... in the Tools menu.

If a suspected error is detected, the OCR Proofreader dialog box displays the error and a picture of how it originally looked in the image.

This is what OmniPage Pro thought the word was.

This window shows a picture of the original image. Click inside it to enlarge or reduce the picture. You can also drag a corner of the dialog box to see more areas of the image.

2Select one of these options for the word:

Click Ignore to allow the word to remain as is.

Click Ignore All to ignore all instances of the word in the current document.

Click Change to replace the word with the word in the Change to edit box.

Click Change All to replace all instances of the word with the word in the Change to edit box.

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• Click Add to add the word to the current user dictionary. After you choose an option for the word, the OCR Proofreader looks for the next possible error.

3Click Close to stop proofreading OCR.

Color markers are removed from words that have been proofread.

Verifying Text

After performing OCR, you can compare recognized text against the original image to verify that the text was recognized correctly.

To verify text against its original image:

1Double-click any word in the text viewer or select a word and choose Verify Text in the Tools menu.

The Verify Text window opens and shows a picture of the original word and its surrounding area.

This window shows a

 

Close

picture of the original

 

button

image. Click inside it to

 

 

enlarge or reduce the

 

 

 

 

 

 

 

picture. You can also

 

 

drag a corner of the

 

 

window to resize it.

 

 

2Click inside the window to enlarge or reduce the picture. The picture is enlarged on the first two clicks and reduced on the next two clicks.

3Continue double-clicking words that you want to verify. The display changes as you select new words.

4Click the Close button to close the window.

Proofreading OCR Results in Microsoft Word

You can proofread OCR results directly in Microsoft Word 95 (version 7) or Word 97 if you have one of those versions installed on your computer.

To enable proofreading in Microsoft Word:

1Select settings in the Microsoft Word tab of OmniPage Pro’s Options dialog box.

See “Microsoft Word Settings” on page 50 for more information.

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Proofreading OCR Results

2Make sure the *.doc file extension is associated with the version of Word you plan to use.

Refer to your Windows documentation for more information on associating file extensions with applications.

To proofread OCR results and correct errors in Microsoft

Word:

1Perform OCR on your document and then save it as the appropriate file type:

Save as Word for Windows 7.0, 95 if you are using that version.

Save as Word 97 if you are using that version.

2Open the document in Microsoft Word.

The document must be opened on a system that has OmniPage Pro installed.

An OmniPage menu appears in Microsoft Word’s menu bar as well as this corresponding toolbar:

Proofread

 

 

Remove OCR

OCR

 

 

 

 

Proofreader Support

 

Verify Text

Close Image Viewer

3Choose Proofread OCR... in the OmniPage menu or click the Proofread OCR button.

If a suspected error is detected, the Verify Text window appears displaying the original image of the text.

Use these buttons to zoom in or out on the image.

original image

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The OCR Proofreader dialog box also appears.

4Select one of these options for the word:

Click Ignore to allow the word to remain as is.

Click Ignore All to ignore all instances of the word.

Click Change to replace the word with the word in the Change to edit box.

Click Change All to replace all instances of the word with the word in the Change to edit box.

Click Add to add the word to the current user dictionary.

After you choose an option for the word, the OCR Proofreader looks for the next possible error.

5Click Close to stop proofreading OCR.

Color markers are removed from words that have been proofread.

To verify recognized text against its original image in Microsoft Word, you must process the document in OmniPage Pro and save it to the appropriate Word format. You cannot verify text against original images using the OCR Aware feature.

To verify text against its original image in Microsoft Word:

1Follow steps 1 and 2 in the preceding instructions if your document is not already open in Microsoft Word.

2Select a word that is a suspected error.

Suspect words are marked in the color that was selected in the Microsoft Word tab of OmniPage Pro’s Options dialog box.

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