Nuance WORDSCAN User Manual

Serial #

Registration #

WordScan

User’s Guide

i

802-0538-030A

ii

Caere Corporation

Caere is a registered trademark of
Caere Corporation.

WordScan, WordScan Plus, HoverHelp,
OCR Aware, Processed Document Architecture,
PDA, and “Complete
Document Recognition” are trademarks
of Caere Corporation.

HP AccuPage is a registered trademark of
Hewlett-Packard Company. Any reference to
HP AccuPage refers specifically to Hewlett­Packard’s AccuPage technology 2.0.

Ami Professional is a registered trademark of
Lotus Development Corporation. Microsoft
Word and Word for Windows are registered
trademarks of Microsoft Corporation.
WordPerfect is a registered trademark of
WordPerfect Corporation. All other product
names are trademarks of their respective
holders.

Copyright Notice

© 1994 Caere Corporation.
All Rights Reserved. No part of this publication
may be reproduced, transmitted, stored in a
retrieval system, or translated into any human
or computer language, in any form or by any
means, electronic, mechanical, magnetic,
optical, chemical, manual, or otherwise,
without the prior written permission of the
copyright owner, Caere Corporation, 100
Cooper Court, Los Gatos, CA 94030. Copyright
infringement carries with it serious civil and
criminal penalties under the United States and
foreign Copyright Laws.

This manual describes the installation and
use of copyrighted software. Said software is
licensed to the End User for use only in strict
accordance with the End User License
Agreement. Licensee is advised to read
this End User License Agreement carefully
before commencing use of the product.

Important:

,

Notice to All Users of

Caere Products

The products manufactured and distributed by
Caere Corporation permit reading into your
computer and electronically storing almost any
document or drawing available in printed form.
Most printed materials are copyrighted under
the laws of the United States and foreign
countries. It is illegal to copy or reproduce on
disk or paper, by use of this machine or any
other means, materials for which you or your
company do not own the copyright, unless you
have the permission of the copyright owner or
unless your activity is within some of the
limited exceptions to the copyright laws.
Copyright infringement carries with it serious
civil and criminal penalties under the law. Do
NOT use this device to copy materials illegally.
Your license to use this product’s software also
prohibits such activities.

This product is intended solely for copying and
reproducing documents which you have the
legal right to copy, either because you or your
company own the copyright, or because you
have the permission of the copyright owner to
do so. Many scientific and professional journals
give blanket permission to copy and reproduce
portions of their contents by transmitting a fee
per page copied, usually specified in the
journal, to the Copyright Clearance Center,
27 Congress Street, Salem, MA 01970, or to
the publisher. Consult your attorney or the
copyright owner with your specific questions.

About This Manual Overview

O

Introduction

About This Manual



i

verview

This manual gives you all the information you need to
install and use WordScan and WordScan Plus. It will help
you get WordScan up and running so you can start
scanning pages into your computer.

WordScan is available in two versions,

WordScan Plus

manual. Both of these products are referred to as
WordScan except when there is a need to differentiate
between the two.

WordScan is an optical character recognition (OCR)
system that works with your desktop scanner or fax
modem to quickly and accurately convert scanned images
into text. With WordScan, you will not have to spend hours
retyping pages just so you can use them in your word
processing, desktop publishing, spreadsheet, or database
program.

, both of which are described in this

WordScan

and

ii



How to Use This Manual About This Manual

How to Use This Manual

You will find the information in this guide organized
as follows:

Chapter 1 WordScan Overview and Installation,

gives you a brief overview of WordScan and
lists the system requirements, and then
provides step-by-step instructions for
installing WordScan.

Chapter 2 WordScan Tutorial, provides step-by-step

exercises that will help you learn WordScan
quickly and easily.

Chapter 3 Using WordScan & Window

Descriptions, provides the order of
operation for using the basic scanning and
OCR functions of WordScan. The chapter
continues by describing all the buttons,
menus, and dialog boxes to help you identify
all the components of WordScan.

Chapter 4 WordScan Settings walks you through the

recognition and output settings you can
change while using WordScan.

Chapter 5 Troubleshooting covers a list of hardware

and software issues that can affect
WordScan and OCR performance.

Appendix A Output Formats, and Scanner, Fax, and

E-Mail Settings provides information on
WordScan-compatible products.

For information on OCR Aware, deferred processing,
printing, faxing, and electronic mail, refer to the exercises
in Chapter 2. For information on templates and zones, see
Chapters 2 and 3.

About This Manual Manual Conventions



iii

Manual Conventions

Plus

Special Information

There are a few conventions throughout this manual
designed to help you use and identify WordScan features
and functions.

The WordScan Plus icon is used throughout the manual
to call attention to those features that apply only to
WordScan Plus. In addition, the WordScan Plus
information appears in a gray box. All other descriptions
apply to both WordScan and WordScan Plus.

Important Information that is necessary to use

WordScan correctly appears with a waving
hand (

,

) followed by Important in bold

type.

Note Information that can help you use WordScan

more effectively appears with an envelope
() followed by Note in bold type.

Shortcut Shortcuts appear with a keyboard (

These are typically key sequences that help
you enhance your speed key skills rather
than using the mouse with the pull-down
menus.

Help

HoverHelp

buttons. When you place the cursor over a
button, a message appears in the HoverHelp
information field describing the function.
The HoverHelp field is located in the status
bar at the bottom of the WordScan window.

Context-sensitive Help

on any WordScan button. Click on the
WordScan Help button and then click on any
other button. A Help window containing
information on the button you selected
appears.

Tool Tips

when you pause the cursor over a specific
button. It is available in the Toolbars dialog
box under the View menu.

is available for all windows

provides information

provide small notes about buttons



).

iv



Manual Conventions About This Manual

Key Names

Key Combinations and Sequences

Mouse Button Options

Key names The names of keys that appear on your

keyboard are enclosed in square brackets
( [ and ] ) in a bold Courier typeface:

[Esc], [Enter], [Ctrl], [Alt]

A plus sign (+) between two key names means that you
must press those keys at the same time:

[Ctrl] + [Tab]

means press [Ctrl] and [Tab] simultaneously.

right mouse button

The

offers additional functionality

when used with specific WordScan components.



The right mouse button allows you to assign zone
attributes when you click over the Text Zone button
or click on a selected text zone in the Preview area.
Scanners using HP AccuPage technology 2.0 can
also use the right mouse button to change image
attributes to binary, dithered, or 16 or 256 levels
of grey.



Clicking on the Acquire Image or New Job button
with the right mouse button starts Automatic OCR
mode, where WordScan automatically acquires and
OCRs an image.



You can rotate a page

counter-clockwise

when you
click with the right mouse button on the Rotate
button in the Preview toolbar.



When you click in the Standard toolbar background
area with the right mouse, you can change the
toolbar settings.



Clicking the right mouse button in the Preview area
when a zone is not selected toggles the Preview grid
on or off.

About This Manual Related Manuals



v

Typographic Conventions

Related Manuals

Buttons, Buttons, icons, and menu choices that
icons, and you click on appear in a bold typeface,
menu choices such as “Click on the Print button.”

Commands Commands that you type appear in a

bold Courier (typewriter) typeface:

win wordscan

Messages Messages that appear on the screen

appear in a Courier (typewriter)
typeface:

No more markers

Keep the following manuals handy while you are
installing and learning to use WordScan:

Installation Notes for Scanners and Fax Cards



Installation Notes

for your specific scanner provide

or the

important information about configuring scanners
and fax cards to work with WordScan. The
availability of this manual is determined by your
scanner purchase.

Microsoft Windows User’s Guide



explains all of the
operations you can do with Windows. You should
know the basics of using Windows before you start
using WordScan.

vi



Related Manuals About This Manual

Chapter 1: WordScan Overview and Installation Overview

O

Chapter 1

WordScan Overview and Installation



1

verview

Plus

WordScan brings you the power and accuracy of Caere’s
best recognition software with unparalleled ease of use.
WordScan is an optical character recognition (OCR)
program that can save you hours of retyping on every
printed document you need to process.

WordScan works with your desktop scanner or fax card to
quickly and accurately convert printed or faxed documents
into text that you can edit with the most popular word
processing and desktop publishing packages. WordScan
also supports a wide variety of spreadsheet and database
applications.

The

WordScan Plus

to call attention to those features that apply only to
WordScan Plus. In addition, the WordScan Plus
information appears in a grey box. All other descriptions
apply to both WordScan and WordScan Plus.

icon is used throughout the manual

2



Plus

WordScan Highlights Chapter1: WordScan Overview and Installation

WordScan is available in two versions:



WordScan, basic recognition with a number of
important features to help you quickly extract text
or images from printed documents using a scanner.

❑ WordScan Plus provides all the features of

WordScan, plus productivity-enhancing features
such as Pop-Up images in a Proofing Editor, page
styles, multiple zone processing, auto-orientation,
grey-scale image enhancement, direct fax and image
support, and electronic mail access.

Both products give you the same high-quality, omnifont
character recognition, automatic format retention, and
ease of operation.

WordScan Highlights

WordScan helps you complete your recognition jobs
quickly and easily with the following features:

❑ One-button OCR allows users to perform the

entire OCR process in a single operation through
WordScan or as a menu option integrated into a
word processing application.

❑ Preview mode where you can view and define an

area on a page that you want to process, rather than
processing the entire page.

❑ The Standard toolbar provides quick access to

commonly used functions, such as open or save, and
compatibility with leading word processing
applications.

❑ Automatic deskewing allows WordScan to

automatically correct page alignment so it can more
easily identify characters and words on the page.

❑ Customized settings let you create specific

attributes (including dictionaries and templates)
that you can automatically apply to documents.

❑ User-defined recognition dictionaries improve

WordScan’s ability to recognize words and terms
that you add to a dictionary, increasing recognition
accuracy.

Chapter 1: WordScan Overview and Installation WordScan Highlights

❑ Temp la te s give you the ability to define an area

(zone) that you want to capture repeatedly and apply
to future jobs.

❑ Comprehensive format retention, which retains

page formatting, centered text, bold, italic, and
underlined text, indented paragraphs, hanging
indents, justification, and margins.

❑ Support for a wide range of document types and

text attributes.

❑ Deferred processing means you can quickly scan

documents, then later perform the more time­consuming task of recognition.

❑ Multiple page mode allows rapid conversion for

multiple pages of text.

❑ Double-sided recognition lets you scan a stack of

double-sided pages. Scan one side, turn the stack
over, then scan the other side. Your pages
automatically end up in the correct order.

❑ Multiple-column recognition automatically reads

columns of text and puts them in the right order in
your finished document.

❑ A drag and drop feature allows you to select an

image file from the File Manager or an OLE 2.0
image object and drag it onto WordScan to start
recognition. You can also drag a text or graphic zone
from the Preview area and drop it into another
OLE 2.0-compatible application, automatically
starting text conversion.

❑ The copy/paste feature uses the Clipboard so you

can select and copy a zoned image in WordScan and
paste it directly into another application.

❑ OCR Aware, a universal macro, adds WordScan

to any application so you can run WordScan from
within that application.

❑ Character and word marking means you can find

uncertain characters and words quickly using your
own word processing program.

❑ Print capability that allows any scanned image to

be printed.



3

4



WordScan Plus Highlights Chapter1: WordScan Overview and Installation

❑ Faxing capability that permits sending acquired

images as fax attachments using a fax-modem.

❑ HP AccuPage technology 2.0 support for Hewlett-

Packard ScanJet Plus and ScanJet IIp, IIc, and IIcx
scanners includes mixed grey-scale and text-and­image conversion in a single step, image
enhancement, small text support, and
automatic template creation.

WordScan Plus Highlights

lus

P

In addition to WordScan features, WordScan Plus offers
additional capabilities:

❑ Preview mode allows you to view a scanned image

and define up to 100 areas in the Preview area that
you want to OCR. You can also control the order of
processing or eliminate unwanted areas from the
output.

❑ Temp la te s allow you to keep up to 100 predefined

areas (zones) and customized settings in a separate
template file. You can then refer to that template
when you want to capture information from other
image files using the same settings.

❑ Page Setup lets you define the format you want for

your finished documents so they are automatically
reformatted according to your specifications.

❑ Auto-Orientation allows WordScan to determine

the orientation of your document for readability and
automatically correct it.

❑ Multi-job processing permits processing

individual documents as a single job.

❑ The Pop-Up Proofing Editor helps you check and

quickly correct your document for recognition errors
by displaying Pop-Up images of uncertain characters
and words.

❑ Electronic mail functionality allows you to scan a

document and then send it directly through
electronic mail as an image or as a converted text
file.

❑ Direct fax support capability permits using an

internal fax card and associated send-receive fax
software to receive pages for conversion.

Chapter 1: WordScan Overview and Installation Help

lli

lli



5

Help

Insta

ng

Windows

Whenever you have any questions about using WordScan
or come across a capability or feature you do not know how
to use, consult the on-line Help system. Choose a topic
from the Help menu or choose Index to see a list of all
topics. You will find detailed information on using every
WordScan feature, button, menu, and setting.

HoverHelp

When you position the cursor over a button or item, a
message appears in the HoverHelp information field at the
bottom of the window describing the function.

Context-sensitive Help provides information on any
WordScan button. Click on the WordScan Help button and
then click on any other button. A Help window containing
information on the button you selected appears.

Tool Tips provide small notes about buttons when you
pause the cursor over a specific button. Tool Tips is on by
default, and you can change the setting in the Toolbars
dialog box under the View menu.

Install Microsoft Windows according to the instructions
included with it. Make sure Windows is working properly
before proceeding.

TM

is available for all buttons and menu items.

Insta
Scanner

ng Your

Before you install WordScan, make sure your scanner is
installed and working properly (if you are going to use a
scanner). Install your scanner and its interface card
according to the instructions supplied with them. Also,

Installation Notes for Scanners and Fax Cards

check
supplied with some versions of WordScan for additional
important information.

6

lli



Installing WordScan Chapter1: WordScan Overview and Installation

Insta

ng

WordScan

WordScan is a Windows-based product and requires
Windows to be installed first. Follow these steps to install
WordScan.

1. Insert the WordScan Disk #1 into the floppy drive
(typically Drive A).

2. Type a:setup into the Command Line field of the Run
dialog box, which is located in the Program Manager’s
File menu.

WordScan requires a minimum of 6 MBytes of free
disk space on the drive you are installing it on.

, Important: If you are installing a multiple-language

version of WordScan, all available user interface
languages are loaded. The default language uses the
one specified for Windows or English.

3. For some versions of WordScan, a window appears
where you enter your name, the company’s name, and
the serial number. The serial number is located inside
the manual cover.

Another window appears in which you register
WordScan by entering a registration number. The
registration number is provided by Caere when you
call the phone number associated with your specific
country appearing in the Product Registration
window.

Chapter 1: WordScan Overview and Installation Installing WordScan



7

You d o

not

have to enter the registration number
during installation. Click Cancel if you do not want to
register WordScan during installation. To register
WordScan anytime after installation, choose the

Register menu item within WordScan to open the
Product Registration window.

, Important: Keep your registration number readily

available by writing it on the inside cover of this
manual; you will need it if you re-install WordScan.

, Important: The registration number allows

WordScan to function indefinitely. If you do not
register WordScan, the program will launch only 20
times after installation. Until you register, a
countdown number appears every time you start
WordScan. When the countdown reaches 5, the
registration window automatically appears. When the
countdown reaches 0, WordScan will not operate until
you enter the registration number.

When you register WordScan, you automatically
receive free technical support, product notices, and
price discounts on WordScan upgrades.

8



Installing WordScan Chapter1: WordScan Overview and Installation

4. You must then specify the character recognition
languages that you want to use. Because each OCR
language requires approximately 750KBytes of disk
space, you can add languages by highlighting the
language and clicking on the arrow pointing to the
right in the middle of the dialog box.

Double-click on the language appearing in the
Installed list box that you want to use as the default
recognition language.

You can remove languages or add additional ones after
installation using the WordScan Setup icon. Highlight
the language and click on the arrow to move the
language into the Available or installed list box.

Plus

5. You must then specify the Scanner Options for
WordScan, and additionally, Fax and E-Mail Options
for WordScan Plus. Only one option is available within
each category.

Chapter 1: WordScan Overview and Installation Installing WordScan

6. Finally, specify the word processing program you are
using so WordScan is set to use the correct default
format for text output. The selection you make here
also automatically incorporates WordScan into that
application (OCR Aware), allowing you to start
WordScan without ever leaving your word processing
program. Choose None of the above if you are not
using one of the listed word processing programs or do
not want WordScan automatically added to the
application.

The installation begins after all information is
confirmed. You will be instructed when to insert the
remaining installation disks.



9

If you make a mistake, exit the installation and re­install WordScan. In the event you want to change the
default for the scanner, fax, or e-mail
run WordScan Setup. See

“Starting WordScan”

after

installation,

in

Chapter 3 for additional information.

The installation is complete. You are now ready to use
WordScan and start working. Chapter 2 — WordScan
Tutorial provides several tutorials demonstrating common
recognition functions and Chapter 3 — Using WordScan
& Window Descriptions presents general process flows
while using WordScan, and button and window
descriptions.

10

G



Troubleshooting the Installation Chapter1: WordScan Overview and Installation

Troubleshooting the Installation

etting the
Latest
Information

If you encountered any problems during installation,
consult Chapter 5 — Troubleshooting, for information on
particular types of problems and their solutions.

There may have been minor changes in a feature or
procedure between the time this manual was printed and
the time the WordScan program was finished. If there are
any such changes, they are explained in a file called
README.TXT located in the directory where you
installed WordScan. To view this file, open Windows File
Manager, locate the file, and double-click on it.

For multiple-language versions of WordScan, there is a
corresponding README.TXT that has been translated
into various languages:

❑ LISEZMOI.TXT for French
❑ LIESMICH.TXT for German
❑ LEGGIMI.TXT for Italian
❑ LEAME.TXT for Spanish

You will be prompted to view the README file at the end
of the installation. The file will appear in the default
language used by Windows.

Chapter 2: WordScan Tutorial Overview

O

Chapter 2

WordScan Tutorial



11

verview

This chapter provides several exercises that are intended
to show common uses and provide guidelines for your own
work.

WordScan has many capabilities not fully explained in this
chapter. However, you will learn enough from these
exercises to satisfy basic recognition needs.

When you come across a capability or feature you do not
know how to use, consult the on-line
a topic from the Help menu or choose
all topics. You will find detailed information on using every
WordScan feature, button, menu, and setting.

Context-sensitive Help

WordScan button. Click on the WordScan Help button and
then click on any other button. A Help window containing
information on the button you selected appears.

provides information on any

system. Choose

Help

to see a list of

Index

12



Before You Begin Chapter 2: WordScan Tutorial

Before You Begin

The information at the beginning of most exercises is
repeated from the previous exercise. This is in the event
that you do not work sequentially through the exercises
and use only those related to a specific task.

,

Important: When you scan a page, an image of that
page appears in the Preview area. The image cannot
be edited until you perform OCR. The term “image”
used throughout this manual refers to a page scanned
into WordScan.

Using an ADF

These exercises are intended to be used with a scanner
that does not have an automatic document feeder (ADF). If
your scanner has an ADF and it is loaded with documents,
you will not receive the Load Scanner dialog box.

If you have an automatic document feeder (ADF) attached,
WordScan will prompt you to process This Page or All
Pages prior to OCR. When there is no ADF, WordScan
automatically processes the current page with no
prompting.

Using WordScan without a Scanner

WordScan supports direct access to scanners only.
However, if you use WordScan without the scanner
attached, the Open dialog box for disk files automatically
appears when you click on the New Job or Acquire
Image button. You can also use WordScan’s drag-and-drop
or association capability to access disk and fax files. See

Drag and Drop
Associations

If you are not using a scanner with this tutorial, use the
sample file (SAMPLE.TIF) in the WordScan directory as
a replacement for scanned pages.

in this chapter or

in Chapter 3 for additional information.

Drag and Drop

and

Multiple Languages

For multiple-language versions of WordScan, there is a
corresponding SAMPLE.TIF file that has been translated
into various languages:

❑ FR.TIF (French) ❑ NL.TIF (Dutch)
❑ DE.TIF (German) ❑ PT.TIF(Portuguese)
❑ IT.TIF (Italian) ❑ ES.TIF (Spanish)
❑ GB.TIF (British) ❑ FI.TIF (Finnish)
❑ DK.TIF (Danish) ❑ BZ.TIF (Brazilian)
❑ NO.TIF (Norwegian) ❑ SE.TIF (Swedish)

Chapter 2: WordScan Tutorial Before You Begin

Buttons & Menu Items

Each button has a corresponding menu item. For brevity,
only buttons are mentioned; for example, “Click on the
Acquire Image button.” However, you can replace
“clicking on a button” with “selecting a menu item” if
preferred. For example, “Select Acquire Image in the
File menu.”

Acquire Image & New Job Buttons

You can scan a page into WordScan by clicking on the
Acquire Image or New Job button. The first time you
start WordScan by clicking on Acquire Image or New
Job, WordScan starts a new job.

❑ If you click on Acquire Image again, WordScan

adds the new scanned page(s) to the existing job. All
scanned pages are given the same job number. When
you OCR the entire job, you are processing all the
pages you scanned since starting the new job.

❑ When you click New Job, WordScan removes any

previous job and displays the new scanned page.
Each time you click New Job, a new job number is
created and assigned to the pages you scan. When
you OCR the entire job, you are processing only the
pages you have scanned since clicking New Job.



13

The first two exercises provide general information on
using WordScan and integrating it into your applications.
The exercises beginning with

“Working with WordScan”

start you acquiring and processing scanned images.

14



One-Button OCR Chapter 2: WordScan Tutorial

One-Button OCR

You can setup WordScan so that all you need to do is click
on the New Job or Acquire Image button. WordScan
will OCR the file and then prompt you where to save it.

1. In the Settings menu, set the Image Source to
Scanner, Fax, or Disk files (if options are available)
and then enable:

❑ Auto OCR
❑ Auto Load Next Page
❑ Auto Start Proofing (WordScan Plus only)
❑ Auto Save
❑ Deskew Image
❑ Auto Orientation (WordScan Plus only)

2. Click on the New Job or Acquire Image button.

3. A dialog box opens prompting you to acquire an image.

The image file appears in the Preview area and the

Progress Monitor shows the file being processed.

4. WordScan Plus allows you to proof and edit the text.

5. The Save As dialog box appears, where you enter the
file name and file type. Then click OK.

Adding WordScan to other Applications (OCR Aware)

You can add WordScan into your favorite wordprocessing
applications. This allows you to have access to WordScan’s
OCR capabilities in the File menu of your application. To
add WordScan:

1. Minimize WordScan by clicking on the arrow pointing
down in the upper-right corner of the WordScan
window.

2. Start the application you want associated with
WordScan and then minimize it.

3. Restore WordScan by double-clicking on the
WordSca n icon.

4. Select OCR Aware in the Tools menu.

The name of the application you want to add should
appear in the left-hand list box.

Chapter 2: WordScan Tutorial OCR Aware

5. Select the application in the Unregistered
Applications list box, and then click on the arrow
pointing to the right in the middle of the dialog box.

The name of your application will move over to
Registered Applications list box.

6. Click OK.

7. Close WordScan and restore your application.
Acquire Text now appears in the File menu of

your application.



15



Note: WordScan uses the Clipboard when
transferring data from WordScan to your application.
OCR Aware can use only those file formats supported
by the Clipboard.



Note: During WordScan installation, you could have
selected a word processing application (Microsoft
Word, WordPerfect, or Lotus AmiPro). WordScan is
automatically added to the word processing
application you selected, and this application should
already appear in the Registered Applications list box.

16



OCR Aware Chapter 2: WordScan Tutorial

Working with WordScan

If you are not the first person to use WordScan, the
settings may have changed. Certain settings affect the
outcome of this tutorial. Make sure the following settings
are current in the Settings menu:

❑ Auto OCR disabled
❑ Auto Load Next Page disabled
❑ Auto Start Proofing disabled (if available)
❑ Auto Save disabled
❑ Deferred Processing disabled
❑ Deskew Image enabled
❑ Auto Orientation enabled (if available)

Using OCR Aware

,

Important: OCR Aware uses the settings you
selected the last time you used WordScan. OCR
processing is based on any zones (and associated
attributes) you created and any text settings you
specified. Make sure you correctly set up WordScan
before processing.

Once you have added WordScan to your application.

1. Open the word processing application and place the
cursor where you want the new text to appear.

2. Select Acquire Text in the File menu.

3. The Load Scanner dialog box opens and click Scan.

You can also enable:

❑ Automatic deskewing (recommended for scanner

and fax images).

❑ Mark suspicious characters to enhance the

applications spell checking function.

The Progress Monitor appears showing how the OCR
process is progressing. The text will appear in your
application at the cursor position.

Chapter 2: WordScan Tutorial Drag and Drop



17

Drag & Drop (File Manager & OLE 2.0)

If you use WordScan without a scanner attached or want
to process disk or fax files, WordScan allows you to select a
file or image object and drag it into WordScan for
processing.

.

1. Select a WordScan-compatible image file (

.

and

PCX) from the File Manager or an OLE 2.0

TIF, .DCX,

object. For OLE objects, press and hold the [Ctrl] key
while you click and hold the mouse cursor on the
image you want to process.

2. Drag it onto the WordScan icon or into the WordScan
Preview area.

WordScan displays the image in the Preview area so
that you can process it.

3. Click on the OCR button to process the image.

To drag an image from WordScan:

1. Create a zone around the area you want to process.

2. With the zone highlighted, press and hold the [Ctrl]

key and the left mouse button.

3. Slowly move the cursor into the window of the other
application.

4. When the cursor turns into an arrow over a box,
release the mouse button.

5. Your image will process and the text will appear at the
cursor insertion point.

You can also drag the entire image in the Preview area
using OLE supported text applications such as Microsoft
Word 6.0 and Excel 5.0.

18



Copy/Paste Chapter 2: WordScan Tutorial

Copy /Paste

WordScan supports copying images from other
applications into the Preview area for image acquisition,
and copying images out of the Preview area for processing
and pasting into other applications. Images copied into
WordScan will typically originate from a paint/draw
program, another image acquisition program that does not
support OCR, or a fax file attachment. The copy/paste
feature only supports formats used by the Clipboard.

To bring an image into WordScan:

1. Open the application containing the image (which
should include text) that you want to OCR.

2. Select and copy the image to the Clipboard.

3. Open WordScan and click on the Paste from
Clipboard button.

The image appears in the Preview area and you can
now process it.

To copy out all or part of an image appearing in the
Preview area:

1. Acquire an image file into the Preview area.
You can copy specific zones, the entire page, or all

pages in the job. If you select more than one:

❑ Text zone, all the text is processed and sent to

the Clipboard.

❑ Graphic zone, only the first graphic is sent

directly to the Clipboard.

❑ Text/graphic zones, only the text is processed

and sent to the Clipboard.

2. Select Copy in the Edit menu.
Text is processed and sent to the Clipboard, and

graphics are sent directly to the Clipboard.

3. Open your application and paste from the Clipboard.

Chapter 2: WordScan Tutorial Acquiring and OCRing an Entire Page



19

Acquiring & OCRing an Entire Page

You will now scan pages and save it into your word
processing or spreadsheet format.

1. Place the page you want to process into the scanner.

2. Click on the New Job or Acquire Image button.

3. Answer the questions in the Load Scanner dialog box

and click Scan.
The scanner starts moving and the scanned image

appears in the Preview area. If the image in the
Preview area is sideways or upside-down, click on the

Rotate button until the orientation is correct.

4. Click OCR and select All pages.

The Progress Monitor appears showing how the OCR
process is progressing.

5. Select Save As Document in the File menu or click
on the Save button.

You will now see the Save As dialog box, asking where
you want to save your text.

6. Verify that your text output format is correct in the
Save Text as Type field.

7. Type a file name in the File Name field. You can use
the Directory and Drive list boxes to designate what
directory to save into.

You do not need to include an extension with your file
name. WordScan appends the default extension if one
is not specified.

8. Click OK. The OCR’d text is saved into the file you
named, ready to open in your word processing or
spreadsheet program.

20



Acquiring, Previewing, and Creating Zones Chapter 2: WordScan Tutorial

Acquiring, Previewing, & Creating Zones

You will now acquire and preview a page, create zones in
the Preview area, OCR the image, and save the file in your
word processing format.

1. Place the page you want to acquire into the scanner.

2. Click on the New Job or Acquire Image button.

3. Answer the questions in the Load Scanner dialog box

and click Scan.
The scanner starts moving and the image appears in

the Preview area.
If the image in the Preview area is sideways or upside-

down, click on the Rotate button until you have the
correct orientation.

4. Click on the Text Zone button and create a zone.
Create a zone (an area to be OCR’d) by placing the

cursor in the upper-left corner of the Preview area,
pressing the left mouse button, dragging it to the
lower-right corner, and releasing the mouse button.
You have created a zone around the area you want to
process.

5. Set the zone attributes by using one of the following
methods:

❑ Clicking on the Text Zone button with the

mouse button

before you draw the zone

right

.

❑ Selecting an existing zone in the Preview area

and clicking the

right mouse button

.

❑ Selecting Text Attributes in the Templates

menu.

6. Create several new zones and change the attributes.
When you try to create another zone in WordScan, the

first zone you created will disappear. You can create up
to 100 zones in WordScan Plus.

Chapter 2: WordScan Tutorial Acquiring Images and Processing Them Later

7. When you are done creating zones, click on the OCR
button and select This Page. Select All Pages when
you want to process all the pages in a job and they will
all use the same zone layout.

The Progress Monitor appears showing how the OCR
process is progressing.

8. You will be asked if you want to scan additional pages.
You can click Stop Scanning and continue, or click

Add Page and redefine any zones and zone attributes.

9. Select Save As Document in the File menu or click

on the Save button.
The Save As dialog box appears, asking where you

want to save your text.

10. Verify that your text output format is correct in the
Save Text as Type field.

11. Type a file name in the File Name field. You can use
the Directory and Drive list boxes to designate what
directory to save into.



21

You do not need to include an extension with your file
name. WordScan appends the default extension if one
is not specified.

12. Click OK. The OCR’d text is saved into the file you
named, ready to open in your wordprocessing or
spreadsheet program.

Acquiring Images & Processing Them Later

Use an automatic document feeder (ADF) when you want
to take advantage of a scanner’s acquisition speed and
delay image processing until later. WordScan’s deferred
processing capability allows you to acquire all the images
in a job while you do something else.

1. Enable Auto OCR, Auto Load Next Page, and

✓

✓

Deferred Processing in the Settings menu.

2. Click OK to the message informing you that all

processing will be deferred.

3. Place the pages you want to acquire into the scanner.

✔

22



Acquiring Images and Processing Them Later Chapter 2: WordScan Tutorial

4. Click on the New Job or Acquire Image button.
The Load Scanner dialog box will not appear because

you are using an ADF.
The scanner starts moving. When Auto Load Next

Page is enabled, the image appears in the Preview
area and then disappears. This is because WordScan is
preparing to show the next scanned image. The
Preview area remains blank when there are no more
images. All images scanned during one session are
saved under the same job number.

After all the pages have been scanned, you will be
prompted to save your images in the HoverHelp
information field. You can click on the Acquire
Image button to add more images to the current job,
or you can start a new job. If you click on the New
Job button or try to exit from WordScan, the Close
dialog box opens and shows you the job number the
images will be saved under.

5. When you decide to OCR the pages, click the Open
button on the Standard toolbar.

You will see a list of jobs you can open. Jobs that were
deferred for later OCR are listed at the top and
marked with a Deferred icon. Other jobs appearing in
the list were interrupted during OCR processing or
have not been saved.

6. Select the job number containing the acquired images
and then click the OCR button.

The Progress Monitor appears showing how the OCR
process is progressing. When Auto Save is disabled,
the job will appear in the Open Job dialog with an
Unsaved icon next to it.

7. Select the job and then select Save As Document in
the File menu or click on the Save button.

The Save As dialog box appears, asking where you
want to save your processed file.

8. Verify that your text output format is correct in the
Save Text as Type field.

Chapter 2: WordScan Tutorial Printing

9. Type a file name in the File Name field. You can use
the Directory and Drive list boxes to designate what
directory to save into.

You do not need to include an extension with your file
name. WordScan appends the default extension if one
is not specified.

10. Click OK.



23

Printing an Image with WordScan

To print an acquired image with WordScan:

1. Place the page you want to print into the scanner.

2. Click on the New Job or Acquire Image button.

3. Answer the questions in the Load Scanner dialog box

and click Scan.
The scanner starts moving and the image appears in

the Preview area.
If the image in the Preview area is sideways or upside-

down, click on the Rotate button until you have the
correct orientation.

4. Click on the Print button.
You can print just the page you are viewing or you can

print all pages in the file.
The Print button defaults to the current printer. If

you want to change printers, select Print in the File
menu and then click Printer to open the Print Setup
dialog box. From there, you can also access the
printers Options and Advanced Options dialog boxes.

5. Click OK.

24



Faxing Chapter 2: WordScan Tutorial

WordScan Faxing

Plus

WordScan Plus allows you to process fax files. Both
WordScan and WordScan Plus allow you to send images
as faxes.

To acquire a fax file as an image with WordScan Plus:

1. In the settings menu, select Fax Files as the Image
Source.

2. Click on the New Job or Acquire Image button.
The Fax Files dialog box opens. WordScan uses the fax

receive log of your fax software to show what files are
available. You can select only one file.

3. Select a fax file and click OK.
The acquired image appears in the Preview area.

To fax an image within WordScan:

1. Place the page you want to fax into the scanner.

2. Click on the New Job or Acquire Image button.

3. Answer the questions in the Load Scanner dialog box

and click Scan.
The scanner starts moving and the image appears in

the Preview area.

4. Select Print in the File menu.

5. In the Print dialog box, click on the Printer button to

open the Print Setup dialog box.

6. Change the Specific Printer setting to the fax modem
connected to a serial port in your computer.

You can fax only the page you are viewing or all
acquired images in the job.

, Important: Until you change the printer settings

back to a printer, the Print button will send acquired
images as faxes.

Chapter 2: WordScan Tutorial E-Mail



25

WordScan E-Mail

Plus

Using your electronic mail software, you can send
WordScan Plus images and processed text as
attachments to e-mail messages.

1. Place the page you want to send as an e-mail
attachment into the scanner.

2. Click on the New Job or Acquire Image button.

3. Answer the questions in the Load Scanner dialog box

and click Scan.
The scanner starts moving and the image appears in

the Preview area.
At this point you can mail the image in the Preview

area, or process the text and then send that as an
attachment.

4. Click on the Mail button or select Send Mail in the
File menu.

5. The Send Mail dialog box appears for you to add a
cover sheet to the attachment, and then click

Address.

6. Address the mail as you normally would and then
click OK.

26



E-Mail Chapter 2: WordScan Tutorial

7. You will return to the Send Mail dialog where you
click OK.

The message you processed in WordScan will be sent
as an attachment to the addressee.

Chapter 3: Using WordScan & Window Descriptions Overview

O

Chapter 3

Using WordScan & Window Descriptions



27

verview

WordScan Icons

This chapter provides the basic process on working
through WordScan and descriptions of the Main window
buttons and Status bar. Chapter 4 — WordScan Settings
provides information on the menus and dialog boxes.

WordScan has two icons that, by default, appear in the
Applications folder:

❑ WordScan application (WordScan and WordScan

Plus icons shown)

❑ WordScan Setup

WordScan icon WordScan Plus icon WordScan Setup icon

28



WordScan Main Window Chapter 3: Using WordScan & Window Descriptions

Double-click on the WordScan icon when you want to
acquire and OCR images originating from a scanner, disk
file, or fax file.

Double-click on the WordScan Setup icon when you need
to change the options for the:

❑ Scanner
❑ Fax

Plus

WordScan Main Window

Main menus
Standard toolbar

Preview toolbar

Preview area

❑ Electronic mail

When you double-click on the WordScan icon, it opens to
the Main window.



Note: WordScan Plus is shown in the following
figure. WordScan does not include the Proofing Editor,
E-mail, Reorder, Clear Template, and Auto Orient
buttons. If you did not install HP AccuPage with your
scanner, the HP AccuPage button will not appear.

Main Wi n dow

Status bar

HoverHelp information field

Chapter 3: Using WordScan & Window Descriptions WordScan Main Window

The WordScan Main window contains pull-down menus,
the Standard toolbar, the Preview toolbar, the Preview
area, and the Status bar. The buttons in the Standard and
Preview toolbars give you quick access to many of
functions and capabilities you will use most during image
acquisition and recognition.



29

Help

Concepts

The Help menu provides various types of assistance for
WordScan. In the event you do not remember what a
button does and you are hesitant to click on it, use
HoverHelp.

HoverHelp

is available for all buttons and menu items.
When you place the cursor over a button, a message
appears in the HoverHelp information field describing the
function. The HoverHelp field is located in the status bar
at the bottom of the WordScan window.

Context-sensitive Help

provides information on any
WordScan button. Click on the WordScan Help button and
then click on any other button. A Help window containing
information on the button you selected appears.

Tool Tips

provide small notes about buttons when you
pause the cursor over a specific button. It can be turned on
or off in the Toolbars dialog box under the View menu.

WordScan uses an internal format to label acquired
images, and names them all with the prefix “job”; job
numbers are incremented by one for each new job. A
WordScan image does not become a file until you enter a
name in the Save As dialog box. For example, when you
open the Open Job dialog box, you will see images that
have been:

❑ Acquired but not OCR’d (deferred)
❑ OCR’d but not proofed (WordScan Plus)
❑ Interrupted during processing

30



WordScan Main Window Chapter 3: Using WordScan & Window Descriptions

The exception is deferred files, where you enter a file name
at the beginning of acquisition as a placeholder for the
acquired images.

You can acquire an image file into WordScan by clicking on
the Acquire Image or New Job button. The first time
you start WordScan during a session and click on Acquire
Image or New Job, WordScan starts a new job.

❑ If you click on Acquire Image again, WordScan

adds the new image file onto the existing job. All
acquired images have the same job number. When
you OCR the entire job, you are processing all the
image files you have selected since starting the new
job.

❑ When you click New Job, WordScan removes any

previous job and creates a new job. Each acquired
image has its own job number. When you OCR the
entire job, you are processing only the image file you
selected.

Enabling Auto Load Next Page in the Settings menu
causes the current job to disappear from the Preview area
after acquisition because it is waiting for the next image.
When it is not enabled, the acquired image stays in the
Preview area and you must manually acquire the next
image for a job.

When you acquire images with a scanner, you have access
to graphic zone attributes for resolution and brightness.
When you acquire images from disk or fax files, graphic
zones use the file’s resolution characteristics. You cannot
access the graphic zone attributes without a scanner.

Chapter 3: Using WordScan & Window Descriptions Using WordScan Basics



31

Using WordScan Basics

There are two methods for processing files
mode and Auto OCR mode. WordScan is in Preview mode
by default, and it is the preferred method for most
processing. Start Auto OCR mode by enabling Auto OCR
in the Settings menu, or you can start it on a case-by-case
basis by clicking on the New Job or Acquire Image
button with the

❑ In Preview mode, the acquired image appears in the

Preview area before OCR processing. While an
image is in the Preview area, you can change OCR
settings, correct orientation, and create zones.

❑ In Auto OCR mode, acquisition and processing use

WordScan’s current settings and no interaction is
required.

right

mouse button.

—

Preview

32



Using WordScan Basics Chapter 3: Using WordScan & Window Descriptions

Preview mode

Automatic mode

Click on the New Job

or Acquire Image button.

Acquire an image into

the Preview area.

Check orientation and

create zones.

Click OCR butto n.

Proof document.

Save file.

Enable Auto OCR in the

Settings menu.

Click on the New Job

or Acquire Image button.

Save file.

Exit WordScan.

Exit WordScan.

Thick line boxes are basic procedure.
Thin line boxes are optional.
Shadowed boxes are WordScan Plus only.

Chapter 3: Using WordScan & Window Descriptions Using WordScan Basics



33

Starting WordScan

There are several ways you can acquire images into
WordScan. By default, WordScan selects the scanner as
the image source. If no scanner is attached, the Open
dialog box for disk files appears. You can also acquire
disk and fax files using WordScan’s drag-and-drop and
copy/paste capabilities. In addition to scanners, WordScan
Plus includes direct access to disk and fax files as image
sources.

New Job or Acquire Image Button

Click on the New Job or Acquire Image button and then
acquire an image. Then click on the OCR button. You can
also click on either button with the

right mouse button

to
start one-time Auto OCR or enable Auto OCR in the
Settings menu for entire sessions.

Associations

Windows allows you to associate file extensions with
specific applications. Then you can start an application
just by double-clicking on the associated file in the File
Manager directory window, rather than by opening the
application and then opening the file.

1. Select Associate in the File Manager’s File menu.

2. Choose to associate the extension you want with

WordScan, either from the scroll box or click on
Browse, or you can type the application’s path and
name in the field.

3. Type in the file extension you want to associate with
the WordScan. Use one of the file format extensions

.

supported by WordScan, such as

TIF, .PCX, or .DCX.

Then click OK.

34



Using WordScan Basics Chapter 3: Using WordScan & Window Descriptions

OCR Aware

OCR Aware is WordScan’s ability to link to other
applications. It allows you to start WordScan directly from
your application’s File menu, process acquired images, and
insert the text into your open application.

To add WordScan into your favorite application, you must
have both WordScan and the other application open.

1. In WordScan, click on OCR Aware in the Tools menu
to open the OCR Aware dialog box.

2. Click on the application name in the Unregistered
Applications list box and click on the Add arrow to
move the application to the Registered Applications
list box.

The next time you open your application, you will see
Acquire Text in the File menu.

Drag & Drop (File Manager & OLE 2.0)

Drag and drop allows you to select an image file or group
of similar files from the File Manager, or an OLE 2.0
image object, and drag it into WordScan to start
recognition.



If the WordScan window is open, select an image file
and drag it into the Preview area or onto the
WordScan icon. If the WordScan icon is minimized,
you will have to open WordScan to start processing.

Chapter 3: Using WordScan & Window Descriptions Using WordScan Basics



For OLE 2.0 objects, press and hold the [Ctrl] key,
click and hold the mouse button on the image you
want to process and drag it into the Preview area or
onto the WordScan icon.

When you open WordScan, the image file appears in
the Preview area ready for processing.

Copy/Paste

You can copy images into WordScan. For example, you
may have an application that scans but does not OCR text
images or you have created a presentation in a graphic
format and want to retrieve the text.

1. Open the application.

2. Select the image you want to bring into WordScan and

copy it to the Windows Clipboard.

3. Open WordScan and click on the Paste button.
The image appears in the Preview area.



35

Image Source

Plus



Note: Copy and paste use only file formats supported
by the Clipboard.

By default, WordScan selects the scanner as the image
source. If no scanner is attached, the Open dialog box for
disk files appears. You can also acquire disk and fax files
using WordScan’s drag-and-drop and copy/paste
capabilities.

WordScan Plus includes direct access to disk and fax files
as image sources. You can specify a default image source
by choosing an Image Source in the Settings menu. You
can also choose All as an Image Source, and then select
a specific image source when you click on the New Job or
Acquire Image button.

36



Plus

Using WordScan Basics Chapter 3: Using WordScan & Window Descriptions

Scanner Use your scanner as the image source. If no

scanner is installed, the scanner button is
disabled and the disk file Open dialog box

Disk Files Obtain images from disk files.
Fax Files Obtain fax files created directly from your



Note: WordScan Plus only communicates with the
receive log of supported fax software packages. See
Chapter 2 for information on faxing out scanned files
and Appendix A for a list of supported fax send/receive
packages.

When you acquire an image from a scanner and you are
not using an ADF, the Load Scanner dialog box opens and
displays your scanner type, your paper path, and the
number of pages to scan.

appears.

send/receive fax software.

Plus

When Disk Files is chosen, the Open dialog box appears
so you can choose the image files to recognize. Supported
image types are listed in Appendix A.

Chapter 3: Using WordScan & Window Descriptions Using WordScan Basics

When you select

Fax Files

, the Fax Files dialog box

opens, from which you choose your source files.

Plus



37

WordScan will request that you load paper into the
scanner or select an image to acquire. It then acquires and
displays the first page of your job in the Preview area.

38



Using WordScan Basics Chapter 3: Using WordScan & Window Descriptions

Preview Area

Acquired images appear in the Preview area after they
have been scanned, opened, pasted, or dropped into
WordScan. The Preview area lets you look at each image
prior to performing recognition so you can easily decide
whether to:

❑ Include or exclude images in the Preview area.
❑ Define text and/or graphic attributes for improved

recognition.

❑ Adjust resolution or brightness for improved graphic

enhancement.

Specifying the characteristics of an image prior to
recognition will shorten the time it takes for processing
and editing.



Note: The first acquired image automatically
appears in the Preview area when you click on the
New Job or Acquire Image button.

Preview an image when you want to ensure correct page
orientation, OCR a specific area, or eliminate page “noise.”
In Preview mode, you can process the current page or all
the pages in the job. You can use the Preview area to:



Acquire an image to check visual quality and then
rescan it, if necessary.

Plus



Create templates for processing stacks of images.

❑ Ensure the image file is in the correct orientation.



Capture text and images at the same time without
rescanning.



Use zones to define the sequence in which text
should be scanned for very complex pages.

Chapter 3: Using WordScan & Window Descriptions Using WordScan Basics



Note: By default, WordScan processes acquired
images using the current text attributes. If you want
to process a graphic image, enable the Graphic Zone
button. If you want to process text and graphic images,
make sure both the Text Zone and Graphic Zone
buttons are enabled.

Gridmarks

You can use gridmarks to help you create aligned zones.
Turn gridmarks on or off in the Preview area by placing
the cursor anywhere in the Preview area not over a
selected zone and pressing the

right

mouse button.

Re-Acquiring Images

Click on the New Job or Acquire Image button if you
need to re-acquire an image because it was scanned at an
extreme angle, contrast and/or brightness need to be
adjusted, or if you want to delete the current image from
the Preview area. WordScan re-acquires the image and
displays it in the Preview area. Any zones you created will
remain in the Preview area and be superimposed over the
re-acquired image.



39

Processing Images

Click on the OCR button and then select This Page or All
Pages when you are ready to process the file. The

Progress Monitor will appear and indicate OCR
processing.

❑ This Page processes the page currently in the

Preview area.

❑ All Pages processes all pages in the job.

➣ If you acquired images using the New Job

button, you will process all pages since you
clicked New Job.

➣ If you acquired images using the Acquire

Image button, you will process all pages since

the beginning of the current WordScan session.

40



Using WordScan Basics Chapter 3: Using WordScan & Window Descriptions

Click on the Cancel button when you want to cancel the
job, resize zones, or reset zone attributes, and then
continue processing without re-acquiring the image.
When you select All Pages, WordScan processes all the
images in the job using the same zones that you created
in the Preview area.

If there are more pages in the scanner and Auto Load
Next Page is enabled, WordScan acquires and processes
each additional page according to the text and/or graphic
zone attributes. If you are using a flatbed scanner or a
scanner that cannot sense when pages have been inserted,
you will see a Load Scanner dialog box again.

If you are using a scanner with a document feeder and the
document feeder becomes empty, you will see the following
message.

Chapter 3: Using WordScan & Window Descriptions Using WordScan Basics

At this point, you can either click Stop Scanning if your
job is complete, Add Pages if you need to process
additional pages, or Tur n Pages O v e r to scan the other
side of a double-sided document.



41

Proofing

us

Pl

When OCR processing has completed, proof the text. If
Auto Start Proofing is enabled, the Proofing Editor
automatically opens; otherwise, you must manually start
the Proofing Editor after the page is OCR’d.

❑ Move from marker to marker by pressing [Tab].
❑ Review each marker and correct any errors that

occurred during processing.

❑ Once completed, exit the Proofing Editor and save

the document to your word processing or
spreadsheet format.

42



Using WordScan Basics Chapter 3: Using WordScan & Window Descriptions

Saving a Finished Document

Save butt on

When WordScan finishes processing the acquired image,
you must save it in a text or image format you specify. If
you want to save the same document under more than one
name or in different formats, enable Multiple Saves in the
Save As dialog box. See

“Allow Multiple Saves”

in
Chapter 4 — WordScan Settings and Appendix A for text
and image formats.

To save your document, click on the Save button or choose
Save As Document from the File menu. The following
dialog box appears.

Type a File Name (WordScan will append the three­character suffix based on the text or image type you select)
and choose a directory location for the file. Once you have
specified a document name and selected the desired
options, click OK to save your document. The current
image is saved to a file in your specified output format.

File Names

Type a file name for your document using standard
DOS naming conventions. The name can be up to eight
characters. WordScan supplies a three-character file
extension appropriate for the text or image format you
have selected or you can add your own extension.

Chapter 3: Using WordScan & Window Descriptions Using WordScan Basics

File Naming Conventions

WordScan names documents according to the name you
specify in the Save As dialog box. But it does not always
use the entire eight-character document name. Here are
some situations where the name may be shortened:



Image files



Documents split on blank pages

When your document includes graphics, the file name is
not affected. Text files that have been split by the use of
Split on Blank are named according to the following
rules:

abcdenn.ext or
abcdennx.ext

where:

abcde

nn

nnx

ext

is the first five characters of the file name you
specified.

is a number indicating the page on which the
image originally appeared or the job number of
a document in a list that was split.

is a number indicating the page on which the
image originally appeared and x is a letter A
through Z that denotes the number (1 through

26) of a graphic zone.
For example, the document CALERA has a

TIF image on the first page (page “01”) and the
image is the third one defined on the page. The

.

file name appears as CALER01C
is the three character DOS file name extension

for the selected file format (for example,

.

TIF, or .PDA).

TIF.



.

PCX,

43

If your original document contains more than 99 pages,
the file name is shortened even more to allow room for the
additional digit(s).

44



Using WordScan Basics Chapter 3: Using WordScan & Window Descriptions

For graphic files only, if you specified more than one
graphic zone per page, a letter (A to Z, where A equals 1
and Z equals 26) is appended to the end of the file name
indicating the order in which the graphic was captured
(file names are shortened accordingly).

For example, if a document named ARTICLE had three
sections separated by blank pages as well as two graphics
on the fifth page of the stack, WordScan would create the
following files:

ARTICL01.DOC
ARTICL02.DOC
ARTICL03.DOC
ARTIC05A.TIF
ARTIC05B.TIF

The first three files contain the text from the three
sections separated by blank pages. The last two files
contain the two graphics on page 5. (The extensions may
be different depending on which image format you chose.)

Text Format

Choose the desired text format from the drop-down
list box. See Appendix A for a list of text formats.

Graphic Format

Choose the desired graphic format from the drop down list
box. See Appendix A for a list of graphic formats.

Directories

The Directories list box shows in which directory the file
will be saved. All directories accessible from the current
directory are shown in the list box. Below the Directories
box is the Drive box. Click on the drive and directory
names until you have specified the desired path name or
type a complete path name in the File Name field.

Chapter 3: Using WordScan & Window Descriptions Opening an Existing Job

O



45

pening an

Existing Job

Open button

If you want to open an existing job, click on the Open
button or choose Open Job in the File menu.

There are three types of jobs that can appear in the Open
dialog box:



Files that have not been proofed



Deferred files (see Chapter 2 for additional
information)



Files where processing was interrupted

Each file type has a different icon appearing next to it.

Deferred icon

Interrupted OCR icon

Ready to Proof icon

The order of the jobs appear according to their state
(deferred, interrupted, or ready to proof) and then
alphabetically by name. Interrupted jobs are those that
you have cancelled during processing or where processing
was otherwise incomplete.

46

Closi



Closing the Current Job Chapter 3: Using WordScan & Window Descriptions

ng the

Current Job

If you want to close the current job, choose Close Job
from the File menu. Generally, choose this to close a job
that has not been processed or proofed. Each job type
appears with a different icon next to it in the Close
window.

Deferred icon

Interrupted OCR icon

Ready to Proof icon

The jobs appear alphabetically by name, regardless of
their state (deferred, interrupted, or ready to proof).

Exiting WordScan

Choose Exit in the File menu when you want to quit
WordScan.

Chapter 3: Using WordScan & Window Descriptions WordScan Window Descriptions



47

WordScan Window Descriptions

Main menus
Standard toolbar

Preview toolbar

Preview area

Status bar

This section provides an overview of WordScan’s Main
window toolbars, status bar, and dialog boxes. Most
buttons also are available as a menu item.

Main Wi n dow

HoverHelp information field

Standard Toolbar Buttons

The appearance of the Standard toolbar buttons depends
on the word processing application you selected during
installation (Microsoft Word, WordPerfect, AmiPro, or
WordScan default).

New Job

The New Job button allows you start a new job and
provides access to images you can acquire into WordScan.
The New Job button provides much of the same
functionality as the Acquire Image button; however, the
New Job button starts a new job, while Acquire Image
button adds acquired images to the existing job.

48



WordScan Window Descriptions Chapter 3: Using WordScan & Window Descriptions

Plus

Open Job

The Open Job button provides a list of jobs that have
been acquired into WordScan. See

Job”

earlier in this chapter for additional information. You

“Opening an Existing

will not be able to open the Open Job dialog box if you have
not processed any jobs.

Save

The Save button opens the Save As dialog box so you can
save OCR’d files. See

“Saving a Finished Document”

earlier in this chapter for additional information.

Print

The Print button prints the image appearing in the
Preview area using the current settings in the Print Setup
dialog box. Select Print Setup in the File menu if you
want to change the printer settings. See Chapter 2 for
additional information.

Proofing Editor

The Proofing Editor button puts an OCR’d file into
WordScan’s text editor so that you can correct any OCR
inaccuracies.

Copy

The Copy button allows you to copy an entire page or
selected zones into the Clipboard and then paste them into
other applications. When you copy:



Multiple text zones, the text is OCR’d and then sent
to the Clipboard.



A graphic zone, the graphic is sent directly to the
Clipboard (only one graphic zone can be copied).



Combination text and graphic zones, only the text is
processed and sent to the Clipboard.

Chapter 3: Using WordScan & Window Descriptions WordScan Window Descriptions



49

Plus

Paste

The Paste button allows you to paste an image from the
Clipboard into the Preview area that was copied from a
scanner or fax file.

E-Mail

The E-Mail button allows you to send the image
appearing in the Preview area as an image attachment
or processed text as a text attachment. See Appendix A
for additional information.

Scale

When you click on the pop-up Scale button, you can select
the view setting for the image in the Preview area:



100% is based on a one-to-one relationship of the dpi
scan resolution to the monitor pixel resolution



75%



50%



25%



Fit to Width (automatically scales the entire page
image to the width of the Preview area, so you will
always see the left and right edges of the page)



Fit to Window (automatically scales the entire page
image to the size of the Preview area, regardless of
the Preview area’s size)



Actual approximates the size of the document as it
would appear on actual hardcopy output.

Highlight the option you want and then release the mouse
bu tt on ; yo ur sel ec tio n a pp ea rs in th e bu tt on w in do w.

Help

Context-sensitive Help provides information on any
WordScan button. Click on the WordScan Help button and
then click on any other button. A Help window containing
information on the button you selected appears.

50

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WordScan Window Descriptions Chapter 3: Using WordScan & Window Descriptions

Preview Toolbar Buttons

Scanner
as source

Disk Files
as source

Fax files
as source

All sources
available

Acquire Image

Click on the Acquire Image button to bring images into
the Preview area. The picture that appears on the button
is determined by the image sources you have available,
and then what you set the default image source to be in
the Settings menu.

The Acquire Image button provides much of the same
functionality as the New Job button. The Acquire
Image button starts a new job at the beginning of a new
session; however, it adds images to the existing job, while
the New Job button always starts a new job.

T ext Zone Cursor

Graphic Zone cursor

T ext /Graphic Zone cursor

OCR

Click on the OCR button and select whether to process the
current image or all images in the job. If you process all
images, WordScan uses any zones you have defined on all
successive images in that job. You can cancel processing at
any time to reset zones or zone attributes, and then
continue scanning without re-acquiring the image.

Text Zones

Use text zones to improve OCR by specifying fixed or
variable pitch, dot matrix quality, numbers only, and type
smaller than 6 points. By default, WordScan’s OCR
processing uses the current text attributes when you do
not define any zones.

Graphic Zones

Use graphic zones to process binary (black-and-white
only), or (for HP AccuPage-compatible scanners) dithered,
or 16 or 256 shades of grey. When you want to process an
entire page of graphics, enable the Graphic Zone button.

To process both

text and graphics

, make sure both buttons

are enabled.

Chapter 3: Using WordScan & Window Descriptions WordScan Window Descriptions

Reorder Zones

If you find that your zones are not in the correct

Reorder

button and then click on each

button to renumber

Plus

processing order, use the
them. Click on the
zone in the order you want the zones to process. Disable

Reorder

the

Reorder

button by clicking on it again.

Clear Template

You can clear a template or zones from the Preview area

Clear Template

[Delete]

[Shift]

key while clicking on additional

button. This removes

. To select several zones, press

Plus

by clicking on the
all zones in the area. To remove specific zones, select each
zone and press
and hold the
zones.



51

s

Plu

Rotate

With the
the page image 90 degrees clockwise each time you click
on the button. With the

Image

clockwise each time you click on the button.

Deskew

Clicking on the
if the page is not aligned properly and straightens it, if
necessary. This can add time to the OCR process but is
useful when you are unable to rescan a page, such as when
acquiring a fax file. It functions before and after an image
appears in the Preview area.

left mouse button

right mouse button

button flips the page image 90 degrees counter-

Deskew

Rotate Image

, the

button automatically determines

button flips

Rotate

, the

Auto Orientation

Auto Orientation

The
care of re-orienting the image page for readability. It
functions only when enabled before an image is processed.

button allows WordScan to take

52

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WordScan Window Descriptions Chapter 3: Using WordScan & Window Descriptions

Status Bar

HP AccuPage Technology

The HP AccuPage button appears only when an HP
AccuPage-compatible scanner is installed. It provides the
Scanner Settings dialog box with settings for small text,
auto-zoning, auto-threshold, and binary, dithered, 16
shades of grey, or 256 shades of grey.

,

Important: Auto zoning is available with HP
AccuPage-compatible scanners. Auto zoning occurs
before auto orientation and deskewing. Disable Auto
Zone if you cannot control an image’s orientation or
skew before acquiring it.

The Status bar at the bottom of the Main window provides
useful information about buttons and the settings. The
first field contains HoverHelp information. When
HoverHelp is enabled and you place the cursor over a
button or select a menu item, a short description appears
in the HoverHelp field.

The second field shows the number of processed pages,
and the third field identifies the template in use. The
other fields show the settings enabled in the Settings
menu.

❑ DEF — WordScan is in deferred processing mode.
❑ PROOF — WordScan goes directly into the Proofing

Editor after recognition (Auto Start Proofing).

❑ SAV — WordScan opens the Save As dialog when

processing has completed (Auto Save).

❑ LOAD — WordScan loads the next image without

prompting (Auto Load Next Page). Typically used
on a scanner with an automatic document feeder
(ADF) or a multiple page image.

Chapter 4: WordScan Settings Overview

O

Chapter 4

WordScan Settings



53

verview

The Settings Menu

It is important to setup WordScan before you start
processing to ensure recognition quality and output.
This chapter identifies and explains each setting.

The Settings menu contains many of the options for
specifying the WordScan interface and processing
characteristics.

54



The Settings Menu Chapter 4: WordScan Settings

Saving Settings

Plus

You can change several WordScan settings that affect
image acquisition and processing. In addition, you can
change several components of WordScan that are related
to its appearance (the user interface).

The settings you make in WordScan remain from session
to session, until you change them. You can save settings
that you want to use over and over with other images by
selecting Save Settings in the Settings menu.



Save your current settings as a specific Settings file.
Type a name of up to eight characters that relates to
the use of the settings, then click Save. For
example, LEGAL would be a good name for a
Settings file tailored for reading legal documents.



WordScan includes ORIGINAL settings that cannot
be overwritten or deleted. Use these as a reference
point for the settings when the product was
installed. Original settings are:

➣ Both toolbars and the status bar are displayed.
➣ Image size is Fit-to-Width.
➣ Text Attributes are Variable Pitch.
➣ HP AccuPage settings are Binary.
➣ Acquisition Source is Scanner.
➣ Auto Start OCR is disabled.
➣ Auto Load Next Page is disabled.
➣ Auto Save is enabled.
➣ Deferred Processing is disabled.
➣ Deskew Image is enabled.

➣ Auto Orientation is disabled.
➣ Auto Start Proofing is disabled.

Chapter 4: WordScan Settings The Settings Menu

WordScan allows you to save components of the file
settings so that you can apply the same settings to other
files without redefining them. In addition to the default
settings that you can save, you can also save:



55

Plus



Text Settings dialog box options



Scanner Settings dialog box options



Text and graphic zone attributes



A specified user dictionary



Zoom settings



User-defined templates

❑ Page Setup dialog box options

56



The Settings Menu Chapter 4: WordScan Settings

Retrieving Settings

You will want to use Retrieve Settings to:



Easily change all your settings to those
previously saved



Delete unwanted Settings files

Choose Retrieve Settings from the Settings menu. The
following dialog box appears.

Click the name of the Settings file you want, then click
Open to retrieve it or Delete to delete it. You cannot
delete the ORIGINAL Settings file.

Once you have retrieved the desired settings file, you can
proceed with your work as usual. The new settings take
effect instantly.

, Important: Retrieving a Settings file that opens a

user-defined dictionary has no effect on pages that
have already been processed. The dictionary is used
during recognition to increase accuracy and reduce the
number of marked, but correctly spelled, words. For
additional information, see
chapter.

“User Dictionaries”

in this

Chapter 4: WordScan Settings The Settings Menu



57

Text Settings

Plus

Text settings affect how text is processed in WordScan. To
see or change text settings, choose Text Settings from the
Settings menu. The Text Settings dialog box appears.

Proof with Image Pop-Ups

When enabled (X in the box), the images of uncertain
characters and/or words are saved so they can be
displayed as Pop-Ups in the Proofing Editor. Using Pop-
Ups will dramatically increase your productivity — you
will spend far less time checking recognition against the
original document.



Normal collects about one character width on either
side of a suspicious character.



Wide provides twice the amount of image space
WordScan Plus normally collects for more context
while verifying. This option uses more time and disk
space.

Mark Suspicious Words

When enabled (X in the box), uncertain words are marked
so that they are highlighted (in blue on a color monitor) in
the Proofing Editor or marked for proofing in the word
processing format of your choice when you save your
document.

58



The Settings Menu Chapter 4: WordScan Settings



Note: WordScan will mark words that are not found
in the dictionary, although each character in a word is
recognized correctly. Add these words to your custom
dictionary and WordScan will not mark them the next
time you process a file with your custom dictionary
open.

Mark Suspicious Characters

When enabled (X in the box), uncertain characters are
marked so that they are highlighted (in yellow on a color
monitor) in the Proofing Editor or marked for proofing in
the word processing format of your choice when you save
your document.



Note: Mark Suspicious Characters or Mark
Suspicious Words must be enabled (X in the boxes)

before you OCR.

Save Markers As

During recognition, WordScan keeps track of all
characters and words for which recognition was uncertain.
You have the option of marking these uncertain characters
and words in your finished document and specifying the
character to use as a marker. If you want your finished
document to contain markers, enable Save Markers As
(X in the box) and type the desired marker character in the
box. You should specify a character that is used
infrequently so that you can use your word processor’s
search function to quickly find all markers.



Note: Only uncertain characters and words that

not

have

been processed by the Proofing Editor appear
in your final document. Any marked characters or
words that you either corrected or confirmed using
Proofing commands will not be marked in the final
document.

Chapter 4: WordScan Settings The Settings Menu



59

Scanner Settings

Scanner settings affect how images are scanned. (These
settings can affect text recognition.) To change scanner
settings, choose Scanner Settings from the Settings
menu.

Image Type

Binary images include line art that are typically black
lines on a white background. Choose Binary for scanning
pages with text and line art.

Half-tones are graphics created using a grey-scale; that is,
true grey is used in the graphic (such as a photograph).
HP AccuPage-compatible scanners allow you to specify 16
or 256 levels of grey. Choose 16 levels for line art and 256
levels for photographs.

All other scanners allow you to choose Dithered for
scanning pages of half-tone images only. A dithered
pattern is an arrangement of black-and-white dots that
simulates a half-tone. Different dither patterns produce
different results, and it is generally much coarser than a
half-tone due to the limitation of scanning and printing at
300 dots-per-inch.

Because recognition requires a high contrast, sharp
definition, black-and-white image, WordScan will not let
you process text when Dithered is selected.

60



The Settings Menu Chapter 4: WordScan Settings

, Important: Use grey-scale and dithering on

graphics-only images. Do not dither images
intended for OCR processing.

The dithering option in the pull-down list box depends on
your scanner. Consult the documentation that came with
your scanner to determine the best choice for your images.

Brightness

The brightness scroll bar lets you lighten and darken
pages to compensate for less-than perfect originals when
your image source is a scanner. You must adjust the
brightness setting before processing to affect new image
files. Changing this setting does not affect an image that
has already been acquired.



If your scanner has preset “darker” and “lighter”
settings, the displayed percentage will change to the
words Darker or Lighter, accordingly.



If your scanner has HP AccuPage or an “automatic”
brightness setting, clicking on the Auto Threshold
button will enable automatic brightness and change
the displayed percentage to the word Auto.

Changing the brightness has the same effect as on a
photocopier. Choose darken when scanning light pages,
and choose lighten when scanning dark pages.

, Important: The range of the Brightness setting

depends on the capabilities of your scanner. Some
scanners have very good brightness control, while
others offer very little improvement. For more
information on your particular scanner, consult the
manufacturer’s scanner documentation.

Chapter 4: WordScan Settings The Settings Menu

Contrast

Contrast does not affect the quality of recognition,
whereas brightness does. Change the Contrast setting to
improve the quality of the images you capture. If your
scanner does not provide both a contrast and brightness
setting, the Contrast setting is disabled. Consult your
scanner’s documentation for more information about how
to use this setting.

If your scanner has preset “darker” and “lighter” settings,
the displayed percentage will change to Dark or Light,
accordingly.

Scan Resolution

Choose the desired scan resolution from the drop-down list
box. Choices depend on the scanner you are using.
Generally, you want to use 300 dots-per-inch (dpi) when
processing text. You can use a higher dpi setting for
special recognition situations or for capturing graphics.

Page Size



61

Choose the
Letter to scan 8

input

size of the page you are scanning. Select

1

/2” x 11” pages, Legal to scan 8 1/2” x 14”
pages, or A4 to scan 21cm x 29.7cm pages. You can also
choose the output page size in the Page Setup dialog box.

Small Text

You can OCR text smaller than 6 points, such as stock
data and legal information, by selecting the Small Text
attribute for text zones. If your scanner supports HP
AccuPage, you can select Small Text in the Scanner
Settings dialog box and have WordScan perform OCR at a
higher resolution than available from specifying the Small
Text attribute in a text zone. If you choose the Small Text
setting and then OCR an entire image in Auto OCR mode,
all text must be less than 6 points for the highest
recognition accuracy.

62

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The Settings Menu Chapter 4: WordScan Settings

Auto Zone

Auto Template allows HP AccuPage-compatible scanners
to determine the location for zones and the zone attributes
and automatically displays the zones in the Preview area.

,

Important: Auto zoning is available with HP
AccuPage-compatible scanners. Auto zoning occurs
before auto orientation and deskewing. Disable Auto
Zone if you cannot control an image’s orientation or
skew before acquiring it.

Image Source

You can acquire images from scanner, disk files, and fax
files. WordScan Plus allows direct access to disk and fax
files. With WordScan, you can directly access files only
from a scanner; however, you can use WordScan’s copy/
paste and drag-and-drop capabilities to acquire disk and
fax images. In addition, if you do not have a scanner
attached, the disk files Open dialog box automatically
appears.

The picture that appears on the Acquire Image button is
determined by the image sources you have available, and
then what you set the default Image Source to be in the
Settings menu.

Scanner
as source

Disk Files
as source

Fax files
as source

All sources
available

Chapter 4: WordScan Settings The Settings Menu



63

Auto OCR

Auto Load Next Page

WordScan can be set to automatically start OCR after an
image file is acquired by enabling Auto OCR in the
Settings menu. Auto OCR uses the current settings and
zones. You can also enable Auto OCR on a case-by-case
basis by clicking on the New Job or Acquire Image
button with the

right

mouse button.

Auto Load Next Page allows you to take full advantage of
your scanner’s automatic document feeder or you can
acquire multiple page image files. You can have each page
in a scanner with an ADF or a multiple page image
automatically appear in the Preview area after the first
image is acquired and OCR’d by enabling Auto Load
Next Page in the Settings menu.

64

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The Settings Menu Chapter 4: WordScan Settings

Auto Start Proofing

Plus

You can have the Proofing Editor start automatically after
an image has been acquired and OCR’d. This way, you can
make sure any errors to the scanned information can be
immediately corrected. Enable the Auto Start Proofing
by selecting it (a check mark will appear) in the Settings
menu.

Use the Proofing Editor to view documents you have
OCR’d but not checked for text accuracy. Proofing is
optional, but using it can save editing time in your word
processor because you can quickly jump forward to
uncertain characters or words by pressing

[Shift] + [Tab], jump backwards by pressing
[Ctrl] + [Tab], or jump forward

by pressing [Tab].

When you click on the Open button, the Open dialog box
appears and shows all documents that have been deferred,
ready to proof, or interrupted.

When you open a document in the Proofing Editor, it has
not been formatted. Text appears in the same relative
position as it did in the original document or it appears in
the order specified by any zones. WordScan reformats the
text when it saves the finished document in the chosen
output format.

and

remove the marker

Chapter 4: WordScan Settings The Settings Menu



65

Auto Save

Deskew Image

You can choose to be prompted to save your documents
automatically after processing has completed. When Auto
Save is enabled (a check mark appears next to it), the Save
As dialog box appears automatically after processing or
proofing.

Deskew Image automatically checks the alignment of the
image while WordScan is acquiring it. You can also deskew
images already appearing in the Preview area.

66



The Settings Menu Chapter 4: WordScan Settings

Auto Orientation

Plus

Deferred Processing

Enable Auto Orientation in the WordScan Plus Settings
menu so WordScan can automatically determine the
direction of the acquired image for readability and change
it accordingly.

,

Important: Choosing the correct orientation is
critical to successful recognition. If you choose the
wrong orientation, you will end up with a document
full of meaningless text and symbols after a very long
recognition time. In addition, all pages in a multiple
page job use the orientation of the first page.

Use deferred processing when you want to acquire images
quickly and perform recognition later (recognition is
generally more time consuming than the actual scanning
process). Deferred processing lets you scan pages as fast as
your scanner can go. The acquired images are saved on
your system for later OCR processing.



Note: Enable Auto OCR when using deferred
processing. See Chapter 2 for additional information.

Chapter 4: WordScan Settings Tools Menu



67

Tools Menu

Language

Dictionary

The Language option in the Tools menu determines the
recognition and WordScan interface languages. The User
Interface Language changes the language in all WordScan
windows, dialog boxes, and help messages. If WordScan
came with additional recognition languages, choose the
language you want to use from the pull-down list box
before processing your images.

WordScan has a large built-in dictionary that it uses
during recognition as one of many steps in determining
the certainty of words it OCRs. You can also create your
own supplemental user dictionaries. If you consistently
encounter marked words that are spelled correctly, you
can improve recognition accuracy by adding these words to
a user dictionary. You can have several different
dictionaries containing different word lists.

To define a user dictionary, choose Dictionary from the
Tools menu.

68



Tools Menu Chapter 4: WordScan Settings

Each dictionary name should not exceed 13 characters
because of the Dictionary list box width. Words listed in a
dictionary must use unbroken character strings.

New

Click New to create a new dictionary. The following dialog
box appears.

Type a name for your dictionary using up to eight
characters. You should name your dictionaries to indicate
what kinds of words they contain. For example, you might
name a dictionary of legal terms LEGAL. After you enter
a name, the new dictionary appears in the list of
Dictionaries Available.

Chapter 4: WordScan Settings Tools Menu



Note: The recognition software has a built-in
dictionary of approximately 75,000 words that is used
at all times. Each user dictionary can contain
approximately 8,000 words. You can define as many
user dictionaries as you want; however, only one user
dictionary can be in use at a time.

Open

Before you can add words to a dictionary or use it for
recognition, it must be opened. To open a dictionary, first
click its name to select it, then click Open. The words in
the dictionary then appear in the Words in Dictionary
list.

Close

Use the Close button to close the current open dictionary.
You can then open another dictionary.

Add

Once you have opened a dictionary, you can add words to
it. Type the word in the Word box at the bottom of the
dialog box, then click Add or press [Enter]. WordScan
then adds the word if it is not already in the dictionary.



69



Note: Words must have a minimum of three
characters.



Note: You can also add words to the open user
dictionary while you are using the Proofing Editor.

, Important: When you add a word to a user

dictionary, the word is not used until the next time you
OCR an image with the same user dictionary open.

70

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Tools Menu Chapter 4: WordScan Settings

Delete

The Delete button deletes the selected dictionary or word.
First click on its dictionary name or word to select it, then
click Delete. To delete multiple words at once, press and
hold [Ctrl] or [Shift] while clicking on each word, and
then click Delete. If you accidentally select a word that
you do not want to delete, click on it again to deselect it.

Import

WordScan lets you import a list of words into a dictionary.
This lets you use, for example, an existing dictionary from
your word processor. The word list you import must be a
plain text (ASCII) file with each word separated from
other words by a space, a return, or a tab. To import the
word list, first open an existing dictionary (or create a new
dictionary and open it, if desired), then click Import.

Use the list box to select the word list you want to import,
then click OK. WordScan then sorts and adds them to the
open dictionary.

Click OK to save any changes you made to your dictionary.
WordScan clears the existing user dictionary from memory
and then loads the words in the currently opened user
dictionary for use the next time you process pages.

Chapter 4: WordScan Settings View Menu



71

Grid Marks

View Menu

Toolbars

You can turn grid marks on and off in the Preview area by
placing the cursor anywhere in the Preview area that is
not on a zone and pressing the

right

mouse button.

The Rotate and Zoom menu items let you change the
orientation and viewing size of the image in the Preview
area.

The Toolbars dialog box in the View menu allows you to
determine whether:

❑ One, neither, or both toolbars appear in the

WordScan window.

❑ Color or black-and-white buttons appear in the

toolbars.

❑ The toolbar buttons are large or small.
❑ Tool Tips appears when you place the cursor over a

button.

You can also bring up the Toolbars dialog box by clicking in
the Standard toolbar with the

right

mouse button.

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View Menu Chapter 4: WordScan Settings

Rotate

Zoom

The Rotate menu item lets you rotate the image in
the Preview area clockwise 90, 180, or 270 degrees. As
discussed in Chapter 3, the Rotate button allows you
to rotate an image clockwise or counter-clockwise in
90-degree increments.

When you select Zoom in the View menu, a pull-down
menu appears where you can view the page image in the
Preview area at:



100% is based on a one-to-one relationship of the dpi
scan resolution to the monitor pixel resolution



75%



50%



25%



Fit to Width (automatically scales the entire page
image to the width of the Preview area, so you will
always see the left and right edges of the page)



Fit to Window (automatically scales the entire page
image to the size of the Preview area, regardless of
the Preview area’s size)



Actual approximates the size of the document as it
would appear on actual hardcopy output.

Chapter 4: WordScan Settings Page Setup

Page Setup

Plus

Select
your original document and make it conform to a different
set of style options. The Page Setup lets you specify how
you want your finished document formatted, regardless of
how the original was formatted. You can automatically
apply a particular style to your file or remove the format
so that you can reformat the files later.

Page Setup

in the File menu to change the style of



73

,

Important:

settings depends on the capabilities of the application
format in which you save your finished document. For
example, retaining tabs, page format, and character
styles (such as bold, italic, and underline) have no
affect if you are exporting to an ASCII file.

To select style options, select
menu. The following dialog box appears.

The effect of the various Page Setup

Page Setup

in the File

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Page Setup Chapter 4: WordScan Settings

Document Type

Choose either Normal Style or Legal Style document
type as the

output

format for your document. Legal
materials have special formatting requirements. Select
Legal Style only when you are processing single-column
legal documents or when your document has line numbers
in the left column.

Output Page Size

Choose Letter for 8 1/2” x 11” pages, Legal for 8 1/2” x 14”
pages, or A4 for 21cm x 29.7cm pages.

Point Size & Text Attributes

Choose Like Original to retain point sizes from the
original document. Choose Force to and specify a point
size to make all type in your finished document the same
size.

Enable Retain Bold, Italic, and/or Underline (X in the
boxes) to retain character attributes from the original
document. Disable any or all of these to ignore any bold,
italic, or underlining in your document.

Hard Page Breaks

Enable this option (X in the box) if you want WordScan to
insert a page break code for each page scanned. With this
option disabled, your word processing, spreadsheet, or
database program will decide where to break pages.

Chapter 4: WordScan Settings Page Setup

Decolumnize

Normally, you will want Decolumnize disabled (no X in
the box) so that WordScan processes your multiple column
document and leaves it as multiple columns. If you
decolumnize a multiple column document, your document
will turn into a single column of text in the proper order.
You must then reformat the columns in a word processing
or spreadsheet program. (WordScan automatically
recognizes that single-column documents should not be
decolumnized.)

Original Document Decolumnized Not Decolumnized

10.00

10.05

10.10

20.33

31.33

42.11

43.66

47.22

55.19

69.17

Two separate

columns

72.81

75.77

77.88

78.01

80.00

83.33

84.00

85.01

91.41

97.09

10.00

10.05

10.10

20.33

31.33

42.11

43.66

47.22

55.19

69.17

72.81

75.77

77.88

78.01

80.00

83.33

84.00

85.01

91.41

97.09

10.00

10.05

10.10

20.33

31.33

42.11

43.66

47.22

55.19

69.17



72.81

75.77

77.88

78.01

80.00

83.33

84.00

85.01

91.41

97.09

Separated
by tabs

75

Max Blank Lines

When WordScan scans an area for text, it replaces any
pictures it finds with blank lines in your finished
document. This can often result in 20 to 50 blank lines
which you will likely want to delete. To reduce the number
of lines to a specific limit, set Max Blank Lines to a small
number.

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Page Setup Chapter 4: WordScan Settings

For example, if you set Max Blank Lines to 5, and your
document contains a picture that is 20 lines high, your
finished document will contain 5 blank lines where the
picture was. If you want to preserve the number of blank
lines in your original document, set Max Blank Lines
to 99.

Font Name

Choose the font that you want the output text to appear in.
All fonts available on your system appear in the pull-down
list box.

Advanced Page Setup

Click Advanced to see another dialog box of Page Setup
options.

Centered Text

Choose Like Original if you want WordScan to insert
codes that will automatically center text in your finished
document. Choose Left if you want centered text aligned
with the left margin.

Chapter 4: WordScan Settings Page Setup

Right Justification

Choose Like Original to preserve the justification of the
original document. Choose Ragged Right to produce a
left-justified document with a ragged-right edge,
regardless of the justification of the original. Choose
Justified to create a left-and-right justified document,
regardless of the justification of the original.

Line Spacing

Choose Like Original, Single Space, One and a Half,
or Double Space to set the desired line spacing.

Field Delimiters

Field delimiters allow you to specify the character used to
separate columns or fields in forms (such as commas or
periods) when using the Database ASCII output format.

Indentation

Choose Like Original to retain indenting of indented
paragraphs. Choose Flush Left to force all indented text
to be aligned with the left margin.

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77

First Line Indent

Choose Like Original to retain indenting of indented first
lines of paragraphs. Choose Force To if you want
indented paragraphs indented a specific amount, then
enter the amount of space to indent (see “Units” below). If
you want indented paragraphs aligned with the left
margin, enter 0.

Margins

Specify the size of the left, right, top, and bottom margins
in your finished document (see “

Units

” below).

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Page Setup Chapter 4: WordScan Settings

Units

This pull-down list box lets you select the units to use for
Margins, Line Spacing, and First Line Indent. Choose the
desired units from the list of choices. Note that WordScan
automatically converts the measurement you entered to
the equivalent value in the new units.

Changing Settings

It is a good idea to set most WordScan setting before you
acquire and process images, especially if you are using
Auto OCR mode. Some settings you can change when you
have finished processing the image or are using deferred
processing. See Appendix A for text and image types.

Select the Save As in the File menu to open the Save
Document dialog box.

Multiple Saves

During recognition, WordScan saves the text and graphics
from each page in its own format. Normally Multiple
Saves is disabled (no X in the box), so WordScan will
delete the job after saving your finished document.

Chapter 4: WordScan Settings Page Setup

If you want to save the intermediate files (so that you can
add more pages to the document or save the document
multiple times using different text and graphic formats),
enable Multiple Saves (X in the box). WordScan will then
retain the intermediate files and close the file after saving.
To save the job again, open the Open Job dialog box, click
on the document and save it again.

Split on Blank

Usually, WordScan puts all the text of your document into
a single file. If you want to scan several short documents

s

Plu

in one stack, put a blank sheet of paper between each
document in the stack. Then, when you save your
document, enable Split on Blank (X in the box).
WordScan will create a separate file for each set of pages
between blank sheets.



79

80

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Page Setup Chapter 4: WordScan Settings

Chapter 5: Troubleshooting Overview

O

Chapter 5

Troubleshooting



81

verview

Use this chapter for any of the following reasons:

❑ You could not complete installation because the

installation program had problems with your system
configuration.

❑ You just finished installing WordScan and it does not

work.

❑ WordScan was working correctly but suddenly

stopped working.

❑ System performance is not acceptable.

Throughout this appendix, the directory C:\WORDSCAN
refers to the default directory in which you installed
WordScan. If you installed WordScan in a different
directory or on a different disk drive, substitute the
appropriate information when necessary.

82

S



System Requirements Chapter 5: Troubleshooting

ystem

Requirements

PC/AT or compatible An IBM PC/AT or compatible with an 80386 or higher

Hard Disk A hard disk with at least 6 MBytes of unused space.

Memory At least 4 MBytes of total system memory (8 MBytes

Windows Virtual At least 8 MBytes of permanent virtual memory (swap

Memory Space file) within Windows (10 MBytes recommended).

Checking Choose the 386 Enhanced item in the Control Panel

Virtual Memory of the Main program group. Windows should suggest at

Monitor Microsoft Windows 3.1-compatible graphics display using

To use WordScan, you need:

processor.

highly recommended).

least 6 MBytes for virtual memory. If unavailable, try
another partition or move files from one partition to
another to free up additional disk space. See the
Windows 3.1 User’s Guide for additional information.

either a VGA or SVGA card.

Mouse Microsoft Windows 3.1-compatible mouse or other pointing

device.

DOS PC DOS or MS DOS version 5.0 or higher.

Basic Installation Checklist

Windows Microsoft Windows version 3.1 or higher in Enhanced

mode.

Scanner WordScan-compatible image scanner and interface card.

Use this checklist to find and remedy the most common
installation problems.

❑ Make sure your PC starts up normally (without any

error messages) and can run other software.

❑ Make sure Windows version 3.1 is installed and

working correctly. Try running other Windows
software such as Paintbrush, Notepad, or Calculator
to see if they run properly.

Chapter 5: Troubleshooting Basic Installation Checklist

❑ Be sure to reboot your computer after installing

Windows so that the Windows subdirectory is
added to your path. If the WordScan installation
program cannot find your Windows subdirectory
in the path, the installation program may terminate.

❑ Make sure your system has at least 4 MBytes of

memory for DOS, Windows, and WordScan — more
if you want to load other programs at the same time.

❑ From the Windows Program Manager, choose About

Program Manager from the Help menu to

determine the mode in which Windows is operating
and the amount of available memory. Windows
should be running in Enhanced mode and report at
least 8 MBytes of total free memory. Consult the
installation and configuration information included
with Windows to determine how to correct any
problems.

❑ Make sure the scanner is plugged in, turned on, and

that the scanner is working according to the
manufacturer’s specifications. If you have not done
that, it is important to do so now, before continuing
with troubleshooting. If you have another software
package that uses this scanner (such as the software
supplied with the scanner), use it to see whether the
problem is specific to WordScan or common to other
programs.

❑ Make sure your fax and electronic mail send

capabilities work correctly before you install
WordScan.



83

❑ If you are using a disk cache program (other than

the SMARTDRV.EXE program included with
Windows), temporarily disable it and try to install
again. Some cache programs interfere with proper
memory allocation. Once you complete the
installation, enable the cache program and make
sure it works. You should never run Windows
without a disk cache program — performance will
not be acceptable. In most cases, you will want to use
SMARTDRV.EXE.

84



If WordScan has Stopped Working Chapter 5: Troubleshooting

If WordScan has Stopped Working

If WordScan worked at one time, but suddenly stopped
working, you may have inadvertently altered your system
configuration. Review the following questions to help
pinpoint the problem. If this does not help, try reinstalling
WordScan before calling for help.

❑ Is the problem with your scanner, your scanner

interface card, or WordScan?
To find out, try using WordScan to process the image

file SAMPLE.TIF(localized versions are available, as
listed under
sample file can be found in the C:\WORDSCAN
directory. It is a scanned image of a page of text,
included so that you can isolate WordScan problems
from scanner problems. If WordScan can
successfully recognize SAMPLE.TIF (recognition
will probably not be perfect), it is very likely that
something is wrong with your scanner or scanner
interface card. If WordScan will not recognize the
file, then try re-installing WordScan.

❑ Have you installed cards in your computer that

might interfere with the memory addresses being
used for your scanner interface card?

You may need to reconfigure the new cards to use
other memory addresses, DMA channels, or
interrupts.

Multiple Languages

in Chapter 2). This

❑ Is your scanner plugged in, turned on, and securely

connected to your interface card?
This can cause errors when launching or running

WordScan. Can you run the scanner with any other
software package?

Chapter 5: Troubleshooting If WordScan has Stopped Working

❑ Have the system configuration files

(AUTOEXEC.BAT and CONFIG.SYS) been
modified recently?

Installing a new application program may have
modified these files in such a way that they will no
longer work with WordScan. (To determine the last
time they were modified, you can check the date and
time displayed by the DOS DIR command.)

❑ Did you recently install a new Windows application

program?
If so, it may have changed the EMMSize parameter

in the SYSTEM.INI file. For proper operation, the
EMMSize parameter should be left blank:

EMMSize =

❑ Have you installed memory resident application

programs that take up too much memory or
conflict with Windows operation? Or, have you
loaded other Windows programs that are leaving
too little memory free for proper operation of
Windows and WordScan?



85

Choose About Program Manager from the
Windows Program Manager Help menu to check the
amount of free memory.

Check the virtual memory size within the Windows
Control Panels and make sure there is at least
8MBytes.

❑ You are receiving one of the following error

messages:
“Can’t launch RSP or couldn’t find it after launch.”

“Deskew error, out of memory.”
“Zone list full.”
“Not enough memory to load executable.”
“General Protection Fault in XOCR.”

These can be related to virtual memory size. Be sure
you have at least 8 MBytes of virtual memory.

86

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If WordScan Performance is Unacceptable Chapter 5: Troubleshooting

❑ You are receiving the following error messages:

“Can’t create a default page directory.”
Create a directory under the WORDSCAN directory

called TEMP, and then restart WordScan.

❑ Are the WordScan program files or the disks that

they are on corrupted?
Run the DOS CHKDSK program to find out.

❑ Have you run out of disk space for saving your

documents?
If you have been scanning image files or using the

deferred processing feature, you can run out of disk
space.

❑ Did you reinstall Windows?

If you reinstalled Windows, you must save the
wordscan.ini file before deleting the Window’s
directory.

If WordScan Performance is Unacceptable

There are many different areas that can affect the
performance of WordScan and other programs. Check the
following areas:

❑ If performance (or accuracy) is not acceptable, adjust

the brightness setting and try again. With some
scanners, depending on the quality of your original
document, the wrong setting can result in very slow
recognition.

❑ Use the Dot Matrix setting for Text Attributes

when appropriate. Recognizing dot matrix with the
normal setting results in very slow recognition and
poor accuracy. Also, Fixed pitch and Variable pitch
can improve recognition accuracy.

❑ Recognition performance varies with the quality,

point size, font, and density of the original
document. A page of 8 point type with 6,000
characters will take much longer to recognize than a
page of 12 point type with 2,000 characters. Make

Chapter 5: Troubleshooting If WordScan Performance is Unacceptable

sure to specify Small Text as a Text Attribute of
Text Zones (and in the Scanner Settings dialog box,
if appropriate) when text smaller than 6 points
appears on a page. Also, pages with complex formats
require more recognition time than simple, single
column pages.

❑ Make sure there is sufficient disk space for the

temporary files that Windows and WordScan must
create. For best performance, your disk should have
at least 25% of its space free. If it has less space than
this, files may be fragmented (that is, written in
small blocks in many different places on your disk).
This results in very slow performance.

❑ “Optimize” your disk regularly. When you start with

a new hard disk, all the data in one file is stored in
contiguous blocks from beginning to end. As you
(and your programs) create, modify, and delete files,
DOS uses whatever space is available on your disk.
This means that small portions of files are stored in
blocks all over the disk; the disk becomes
“fragmented.” Instead of the disk quickly reading
the entire file in one operation, it must search for all
the individual blocks.

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87

An optimization program reorganizes your disk and
puts all blocks of each file into a contiguous space.
Programs that do this are available from your
computer dealer and should be run regularly.

❑ Check for a computer virus. Computer viruses

corrupt your system when you install software from
infected diskettes or download infected programs
from modems. They can even get into your system
over a network connection. A virus can not only slow
down your system it can also damage your programs
and data.

You should regularly check your system for viruses.
Virus programs are frequently distributed as
shareware on many computer bulletin boards and
information services. Similar programs should be
available from your dealer.

88

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For More Help Chapter 5: Troubleshooting

For More Help

Please try the suggestions in this chapter. Then work with
your dealer to try to resolve the problem. Your dealer is
closer to you geographically, and more likely to be familiar
with your configuration. Your dealer can also perform
hardware repair or replacement, both in and out of
warranty.

If you need additional assistance, please have the
following information ready before contacting Caere
Corporation:

❑ Caere product name (WordScan, WordScan Plus)
❑ Computer manufacturer, type, and model

❑ WordScan version number, and registration number
❑ Scanner manufacturer and model number
❑ Scanner interface type
❑ Problem description

The telephone numbers for Caere’s Technical
Support are:

Country Tel.

AU 0660-8443
BE 0800-11062
CH 155-1846
DK 800-10930
ESP 900-993170
FR 05-905948
DE 0130-810915
IT 1678-78388
NL 06-0997771
NOR 800-11310
SWE 020-795736
UK 0800-894332
Other European countries (31) 55-384279
U.S. and all other countries (1) 408 720-0999

The fax number for Europe is (31) 55-434455 and for the
U.S. and all other countries is (1) 408 720-1330.

Appendix A: Output Formats, and Scanner, Fax, and E-Mail Settings Overview

O

Appendix A

Output Formats, and Scanner, Fax, and E-Mail Settings

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89

verview

This chapter lists the available settings for text and
graphic formats, scanners, faxes, and electronic mail
systems. When choosing a default setting for text format,
all other options are available through the drop-down lists.
The option you choose for a scanner, fax, or electronic mail
system can only be changed by running WordScan Setup.



Note:

scanner drivers, fax compatibilites, e-mail support,
or export filters.

Not all versions of WordScan include all

90



Text Formats Appendix A: Output Formats, and Scanner, Fax, and E-Mail Settings

Tex t For m ats

The Text Format options are shown in the following table.

Text Format Options

Ami Professional 2.0/3.0 PFS: First Choice 3.0
ASCII PFS: Professional Write 2.x
Database ASCII Quattro (.WK1)
DCA/RFT Rich Text Format (RTF)
Decolumnized ASCII Samna Word IV Plus
EBCDIC Ventura (MS Word)
Excel Windows Write 3.x
FrameMaker Word for Windows 1.x
Interleaf (RTF) Word for Windows 2.x
Lotus 1-2-3 (.WK1) Word for Windows 6.0 (RTF)
Lotus Manuscript 2.x WordPerfect 4.2
Microsoft Word 4.0 WordPerfect 5.0
Microsoft Word 5.x WordPerfect 5.1/5.2
Microsoft Word 6.0 WordPerfect 6.0
Multimate 3.3 WordStar 5.0
Multimate Adv. 3.6 WordStar 5.5
Multimate Adv. II 3.7 WordStar 6.0
OfficeWriter 6.x WordStar 7.0
PageMaker (MS Word) WordStar for Windows 1.x
PDA XyWrite III Plus
PFS: First Choice 2.0

PageMaker and Ventura can import text files in several
different formats. Following the manufacturers’
recommendations, we selected Microsoft Word as the
default import format. You can, however, use any other
supported format.

Use WordStar’s file import utility to convert version 4.0
files created by WordScan. WordStar 2000 can also import
several other formats. Some users prefer DCA/RFT. You
can use any other WordStar 2000 supported import
format.

Appendix A: Output Formats, and Scanner, Fax, and E-Mail Settings Image Formats

Select ASCII when you want to get a “best fit”
reproduction of your document using the standard 128­character ASCII character set. Each line of text
terminates with a hard carriage return and a line feed
character. First line indents and space between regions of
text are filled with ASCII “space” characters. The left
margin of the page is removed.

Select Decolumnized ASCII if you want multiple column
documents decolumnized or placed in natural reading
sequence. Only the standard 128-character ASCII
character set is used. All lines of text terminate with
ASCII carriage return and line feed characters. Leading
spaces (like first line indents) are removed.



91

Image Formats

WordScan automatically converts the acquired images
into the file format of your choice. It currently outputs in
PCX, four different versions of TIFF, and Caere’s PDA
format. These standard file formats make it possible to
import files into a variety of popular word processors,
desktop publishing packages, and paint applications, as
well as many specialty image-based applications.

Image Format Options

PDA Uncompressed
PDA G3
PDA G4
PCX
PDA (CCITT Group 4 compressed images)
TIFF Uncompressed
TIFF Packits
TIFF G3
TIFF G3 Modified
TIFF G4
PCX

WordScan supports TIFF (Tagged Image File Format)
formats that conform to the TIFF 5.0, Draft 3
specification.

92

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Scanner Options Appendix A: Output Formats, and Scanner, Fax, and E-Mail Settings

canner Options

In the event you want to change the option for the scanner,

after

installation, you must run WordScan Setup.

Scanner Options

(none)
Apple OneScanner
AVR (HP emulation)
Canon IX-12 Flatbed (ADF optional)
Canon IX-30F
Canon IX-3010/IX-4015 w/ASPI
Canon IX-3010/IX-4015 w/SI4
The Complete PC Scanner
The Complete PC Flatbed
DEST PC Scan 2000, 2020, 3000
Epson ES-300C, ES-600C, ES-800C
Envisions ENV6100/ENV8100/ENV24PRO
Ficus LeoScan 610
Fujitsu ScanPartner 10 & 3096G w/Adaptec SCSI
Fujitsu 3093E & 3096E w/Kofax KIPP 2.0
Howtek Personal Color Scanner
HP ScanJet, ScanJet Plus, IIp, IIc, IIcx
HP Scanner w/ HP AccuPage technology 2.0
Microtek MS-300C, MS-600G, MS-600Z
Microtek MSF-300G, MSF-300Q, MSF-400Q
Microtek MS-II
Microtek ScanMaker II
Microtek ScanMaker II
OBM ProScan
Panasonic FX-RS 307, 505, 506
Pentax SB-A4301/IQ Scan
Princeton Graphics LS300
Ricoh IS-410 and IBM 2456 w/ WINASPI
Ricoh IS-510, IS-520
Ricoh IS-50, IS-60

XE