Nuance WORDSCAN User Manual

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Serial #

Registration #

WordScan

User’s Guide

802-0538-030A

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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

i

Introduction

About This Manual

Overview

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 and WordScan Plus, both of which are described in this 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.

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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

Plus

Special Information

Manual Conventions

iii

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 is available for all windows

 

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 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 is available in the Toolbars dialog

 

box under the View menu.

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Manual Conventions

About This Manual

Key Names

Key Combinations

and Sequences

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.

Mouse Button Options The right mouse button offers additional functionality when used with specific WordScan components.

YThe 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.

YClicking 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.

YYou can rotate a page counter-clockwise when you click with the right mouse button on the Rotate button in the Preview toolbar.

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

YClicking 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

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

Related Manuals

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

YInstallation Notes for Scanners and Fax Cards or the

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

YMicrosoft 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.

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Related Manuals

About This Manual

Chapter 1: WordScan Overview and Installation

Overview

1

Overview

Plus

Chapter 1

WordScan Overview

and Installation

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 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 grey box. All other descriptions apply to both WordScan and WordScan Plus.

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WordScan Highlights

Chapter1: WordScan Overview and Installation

Plus

WordScan

Highlights

WordScan is available in two versions:

YWordScan, 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 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

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Templates 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.

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WordScan Plus Highlights

Chapter1: WordScan Overview and Installation

WordScan Plus

Highlights

Plus

Faxing capability that permits sending acquired images as fax attachments using a fax-modem.

HP AccuPage technology 2.0 support for HewlettPackard ScanJet Plus and ScanJet IIp, IIc, and IIcx scanners includes mixed grey-scale and text-and- image conversion in a single step, image enhancement, small text support, and

automatic template creation.

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.

Templates 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

5

Help

Installing

Windows

Installing Your

Scanner

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.

TM

HoverHelp is available for all buttons and menu items. 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.

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, check Installation Notes for Scanners and Fax Cards supplied with some versions of WordScan for additional important information.

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Installing WordScan

Chapter1: WordScan Overview and Installation

Installing

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 do 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.

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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

9

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.

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 after installation, run WordScan Setup. See “Starting WordScan” 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.

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Troubleshooting the Installation

Chapter1: WordScan Overview and Installation

Troubleshooting

the Installation

Getting 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

11

Chapter 2

WordScan Tutorial

Overview

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 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.

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.

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Before You Begin

Before You

Begin

Chapter 2: WordScan Tutorial

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 in this chapter or Drag and Drop and

Associations in Chapter 3 for additional information.

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.

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

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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.

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.

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One-Button OCR

One-Button OCR

Adding WordScan to other Applications (OCR Aware)

Chapter 2: WordScan Tutorial

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.

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

WordScan 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

15

 

 

 

 

 

 

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.

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.

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OCR Aware

Working with WordScan

Chapter 2: WordScan Tutorial

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 (.TIF, .DCX, and .PCX) from the File Manager or an OLE 2.0 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 upsidedown, 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 right mouse button before you draw the zone.

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.

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Acquiring Images and Processing Them Later

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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.

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.

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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.

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Printing an Image with WordScan

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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.

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 upsidedown, 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.

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WordScan Faxing

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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.

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WordScan E-Mail

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E-Mail 25

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.

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