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ScanSoft OMNIPAGE PRO 10 User Manual

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  • Page 1 OmniPage ® User’s Manual...
  • Page 2 Caere Corporation 100 Cooper Court Los Gatos, California 95032-7603 USA Caere GmbH Innere Wiener Strasse 5 81667 München, Germany Caere UK Information Centre Abbey House 4 Abbey Orchard Street Westminster, London SW1P 2JJ Centre d’informations Caere 72, rue Baratte-Cholet 94100 Saint-Maur, France Please Note To use this program, you should know how to work in the Microsoft Windows environment.

  • Page 3: Table Of Contents

    Table of Contents Welcome Using This Manual ......................vi Getting Online Help ......................vii Help Menu ........................vii Context-Sensitive Help....................vii Product Support ........................viii Chapter 1 Installation and Setup Minimum System Requirements..................2 Installing OmniPage Pro .....................2 Setting Up Your Scanner With OmniPage Pro ..............3 Starting OmniPage Pro ......................4 Registering Your Software ....................5 Chapter 2 Introduction to OmniPage Pro...
  • Page 4 Proofreading OCR Results ..................25 Checking Recognized Text Against Original Text ..........27 Working with OmniPage Documents ................28 Resizing a Page View ....................29 Changing Pages ......................29 Reordering Pages ......................30 Deleting Pages ......................30 Printing a Document ....................31 Closing a Document ....................31 Chapter 4 Settings and Commands The OmniPage Toolbox......................34 AutoOCR Toolbar ......................34 Manual OCR Toolbar ....................34...

  • Page 5: Welcome

    Welcome Welcome to OmniPage Pro, and thank you for using our software! The following documentation has been provided to help you learn about OmniPage Pro. This User’s Manual This manual introduces you to the basics of using OmniPage Pro. It includes installation and setup instructions, an introduction to OmniPage Pro, task-oriented instructions, ways to customize processing, and technical information.

  • Page 6: Using This Manual

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

  • Page 7: Getting Online Help

    Getting Online Help Getting Online Help In addition to using this manual, you can use OmniPage Pro’s online Help to learn about features, settings, and procedures. Online Help is available after you install OmniPage Pro. Help Menu One way to open OmniPage Pro’s online Help is to choose commands in the Help menu.

  • Page 8: Product Support

    Product Support Product Support For the fastest and easiest way to get help, please look for solutions in this manual or in the online Help. See “General Troubleshooting Solutions” on page 52 for troubleshooting tips. If you need additional help, please use the following resources: •...

  • Page 9: Chapter 1 Installation And Setup

    Chapter 1 Installation and Setup This chapter provides information on installing and starting OmniPage Pro. This chapter contains the following topics: • Minimum System Requirements • Installing OmniPage Pro • Setting Up Your Scanner with OmniPage Pro • Starting OmniPage Pro •...

  • Page 10: Minimum System Requirements

    Minimum System Requirements Minimum System Requirements You need the following setup, at minimum, to install and run OmniPage Pro: • Computer with a Pentium or higher processor • Microsoft Windows 95, Windows 98, Windows 2000, or Windows NT 4.0 • 32MB of memory (RAM) •...

  • Page 11: Setting Up Your Scanner With Omnipage Pro

    Setting Up Your Scanner With OmniPage Pro To install OmniPage Pro: Insert OmniPage Pro’s CD-ROM in the CD-ROM drive. The Setup program should start automatically. If it does not start, locate your CD-ROM drive in Windows Explorer and double-click the Setup.exe program at the top-level of the CD-ROM.

  • Page 12: Starting Omnipage Pro

    Starting OmniPage Pro To start Omnipage Pro, click Start in the Windows taskbar and choose Programs ! Caere OmniPage Pro 10.0. Or, double-click the OmniPage Pro icon located in the folder where you installed OmniPage Pro. OmniPage Pro’s desktop appears when you open OmniPage Pro. See “The OmniPage Pro Desktop”...

  • Page 13: Registering Your Software

    Registering Your Software Registering Your Software Register your copy of OmniPage Pro with Caere Corporation to receive notification of special offers and the best prices on product upgrades. If you purchased your product directly from Caere, you may not need to register again.
  • Page 14 Chapter 1...

  • Page 15: Chapter 2 Introduction To Omnipage Pro

    Chapter 2 Introduction to OmniPage Pro You probably use your computer for most business correspondence and other written projects. The challenge is that certain sources of information cannot be used immediately on a computer. For example, if you want to incorporate information from a magazine article into a document in your word processor, you somehow have to get the text from the article into your computer.

  • Page 16: What Is Optical Character Recognition (Ocr)

    What Is Optical Character Recognition (OCR)? What Is Optical Character Recognition (OCR)? Optical character recognition (OCR) is the process of turning an image into computer-editable text. An image is an electronic picture of text such as a scanned paper document or an electronic fax file. Images do not have editable text characters;...

  • Page 17: Basic Steps Of Omnipage Pro Ocr

    What Is Optical Character Recognition (OCR)? Basic Steps of OmniPage Pro OCR These are the basic steps of OmniPage Pro’s OCR process. Bring a document image into OmniPage Pro. You can scan a paper document or load an image file. The resulting image appears in OmniPage Pro’s image view.

  • Page 18: The Omnipage Pro Desktop

    The OmniPage Pro Desktop The OmniPage Pro Desktop OmniPage Pro’s desktop displays the pages of an open document in its thumbnail view, image view, and text view. You can use the Standard, AutoOCR, Manual OCR, and Image toolbars to perform various tasks on the document, or the OCR Wizard to walk you through the entire process.

  • Page 19: Omnipage Toolbox

    The OmniPage Pro Desktop OmniPage Toolbox ® The OmniPage Toolbox contains the AutoOCR toolbar, the Manual OCR toolbar, and the OCR Wizard. AutoOCR Toolbar The AutoOCR toolbar contains drop-down lists where you can select process commands, and buttons to start, stop, finish, and continue automatic processing.
  • Page 20 The OmniPage Pro Desktop Manual OCR Toolbar The Manual OCR toolbar contains buttons that can activate each step of the OCR process individually. Original Layout Export Document & Output Format Destination Source Manual OCR tab Click the down arrow to display the commands in a button’s drop-down list.

  • Page 21: Standard Toolbar

    The OmniPage Pro Desktop Standard Toolbar The Standard toolbar contains buttons and a drop-down list for performing standard tasks. Save Proofread Copy Undo Zoom Options Help Open Print Paste Image Toolbar The Image toolbar contains buttons that allow you to work with zones in an image, rotate or straighten an image, or zoom in and zoom out on an image.
  • Page 22 Chapter 2...

  • Page 23: Chapter 3 Processing Documents

    Chapter 3 Processing Documents This chapter describes how to work with documents in OmniPage Pro, including each step of the OCR process. There are different ways to accomplish the same tasks in OmniPage Pro. You can use toolbar buttons or menu commands to start procedures. OmniPage Pro can perform all OCR steps automatically, you can start each step individually, or you can use the OCR Wizard to guide you through the OCR process.

  • Page 24: Different Ways To Process Documents

    Different Ways to Process Documents Different Ways to Process Documents There are different ways to process your documents with OmniPage Pro: • Using the OCR Wizard The OCR Wizard guides you through each step of the process by asking you questions, selecting settings and commands, and performing each step for you.

  • Page 25: Converting Images To Text

    Converting Images to Text Converting Images to Text Optical character recognition (OCR) is the process of turning an image into computer-editable text so you do not have to retype the text manually. The basic steps of OmniPage Pro’s OCR process are explained on page 9.
  • Page 26 Converting Images to Text After OCR, the document with zones drawn is displayed in the image view, and the recognized text is displayed in the text view where you can proofread results. These are text zones. They will be converted to text during OCR.

  • Page 27: Processing Documents Using The Ocr Wizard

    Converting Images to Text Processing Documents Using the OCR Wizard The OCR Wizard guides you through the entire OCR process by asking you questions about your document and selecting the appropriate settings and commands for you. To process your document using the OCR Wizard: Click the OCR Wizard tab in the OmniPage Toolbox and click the Wizard button.

  • Page 28: Automatic Processing

    Converting Images to Text Automatic Processing Use the AutoOCR toolbar in the OmniPage Toolbox to process a new document from start to finish or to finish processing an open document. To process your document automatically: Click the AutoOCR tab in the OmniPage Toolbox to display the AutoOCR toolbar.

  • Page 29: Manual Processing

    Converting Images to Text Manual Processing Use the Manual OCR toolbar to process a document step-by-step. You can use the Manual OCR toolbar functions on a new document or a document that has been partially or completely processed automatically or using the OCR Wizard. Refer to the online Help for information on drawing zones manually.

  • Page 30: Processing Documents In Other Applications

    Converting Images to Text Processing Documents In Other Applications You can use OmniPage Pro's Direct OCR feature to process your documents in other applications. For example, you can scan, recognize, and paste text directly into a document without ever leaving your word- processing application.

  • Page 31: Improving Ocr Results

    Improving OCR Results Improving OCR Results OmniPage Pro has many features that allow you to customize processing and improve OCR results. Please refer to the online Help for more information on these and other ways to improve OCR results. Adjusting Page Images Before OCR You can rotate and straighten page images in OmniPage Pro’s image view before zoning and OCR take place.

  • Page 32: Changing Zone Properties

    Improving OCR Results Changing Zone Properties Zones play a big part in determining OCR results. Once zones have been created, you can change the shape, size, location, order, and properties of each zone. Please refer to the online Help for more information on customizing zones.

  • Page 33: Matching Original Document Fonts

    Improving OCR Results Matching Original Document Fonts You can retain the font characteristics in your document during OCR if you select an Output Format option other than Remove Formatting. See “Output Format” on page 36 for more information. OmniPage Pro automatically matches detected font types to specified fonts.
  • Page 34 Improving OCR Results To proofread OCR results and correct errors: Click the Proofread OCR button in the Standard toolbar, or choose Proofread OCR... in the Tools menu. If a suspected error is detected, the OCR Proofreader dialog box displays the error and a picture of how it originally looked in the image.

  • Page 35: Checking Recognized Text Against Original Text

    Improving OCR Results Checking Recognized Text Against Original Text After performing OCR, you can compare recognized text against the original image to verify that the text was recognized correctly. To verify text against its original image: Double-click any word in the text view or select a word and choose Verify Text in the Tools menu.

  • Page 36: Working With Omnipage Documents

    Working with OmniPage Documents Working with OmniPage Documents OmniPage Pro’s thumbnail, image, and text views allow you to look at and work with pages in the current document. Thumbnail view Image view Drag this splitter to the left Text view or right to resize a view.

  • Page 37: Resizing A Page View

    Working with OmniPage Documents Resizing a Page View You can resize a page displayed in the image view or text view to enlarge or reduce the view. To resize a page view: Click in the view you want to enlarge or reduce to make it active.

  • Page 38: Reordering Pages

    Working with OmniPage Documents • Click the Next Page or Previous Page buttons at the lower-right corner of the OmniPage Pro desktop. • Choose Next Page, Previous Page, or Go to Page... in the Edit menu. Reordering Pages You can reorder pages in a document by dragging their thumbnails to different positions in the thumbnail view.

  • Page 39: Printing A Document

    Working with OmniPage Documents Undoing Changes You can click the Undo button or choose Undo in the Edit menu to cancel the very last change you made in the text view. You can also choose Undo to cancel zone edits in the image view. However, page deletions cannot be undone.
  • Page 40 Chapter 3...

  • Page 41: Chapter 4 Settings And Commands

    Chapter 4 Settings and Commands This chapter describes OmniPage Pro toolbar commands and Options settings. Please also look in OmniPage Pro’s online Help for more detailed information on settings and commands. The settings and commands you select for processing documents can greatly affect OCR results.

  • Page 42: The Omnipage Toolbox

    The OmniPage Toolbox The OmniPage Toolbox The OmniPage Toolbox contains the AutoOCR toolbar, the Manual OCR toolbar, and the OCR Wizard. AutoOCR Toolbar The AutoOCR toolbar allows you to process a document from start to finish automatically according to the commands you select in the drop- down lists.

  • Page 43: Setting Toolbar Commands

    The OmniPage Toolbox Setting Toolbar Commands Document Source You can bring documents into OmniPage Pro by loading a file or scanning an image. The Document Source drop-down list contains the following options: • Load File Select Load File to load existing image files such as TIFF or PCX files into OmniPage Pro.
  • Page 44 The OmniPage Toolbox • Spreadsheet Select Spreadsheet to have OmniPage Pro automatically draw and order zones for pages with tables or spreadsheets. • Mixed Page Select Mixed Page to have OmniPage Pro automatically draw and order zones for pages with a combination of text, tables or spreadsheets, and graphics, in one or more columns.
  • Page 45 The OmniPage Toolbox Export Destination You can export recognized text and retained graphics for use in other applications by saving them as a file, sending them as a mail attachment, or copying them to the clipboard. You can also listen to your document before saving it by having OmniPage Pro read the text out loud.

  • Page 46: Activating Toolbar Commands

    The OmniPage Toolbox Activating Toolbar Commands Select a command in each toolbar drop-down list. The pictures on the toolbars change as you set different process commands. AutoOCR Toolbar To activate the AutoOCR toolbar commands, do the following: • Click the Start button or choose Start in the Process menu to begin automatic processing.

  • Page 47: Selecting Omnipage Pro Settings

    Selecting OmniPage Pro Settings Selecting OmniPage Pro Settings Click the Options button or choose Options ! All... in the Tools menu to open the Options dialog box. This is the central location for OmniPage Pro settings. Click each tab to view and select different settings.

  • Page 48: Ocr Settings

    OCR Settings OCR Settings Click the OCR tab to select settings that affect OCR accuracy. Move the slider to the Most Accurate end of Select the the scale to increase languages that OCR accuracy to the appear in your highest level. document.

  • Page 49: Tables Settings

    Tables Settings Tables Settings Click the Tables tab to select table settings for your document. Select to automatically detect tables that have grid lines between rows and columns. These drop-down menus determine how your table borders will look after export. Changing the line styles using Once line styles are changed, the the drop-down menus will...

  • Page 50: Direct Ocr Settings

    Direct OCR Settings Direct OCR Settings Click the Direct OCR tab to select settings for the Direct OCR feature. Direct OCR allows you to initiate OCR from another application. See “Processing Documents In Other Applications” on page 22 for more information.

  • Page 51: Process Settings

    Process Settings Process Settings Click the Process tab to set commands and settings for each step of OCR. Specifies where newly loaded or scanned images are to be added to an open document. Usually, these settings should be selected for optimal accuracy.
  • Page 52 Chapter 4...

  • Page 53: Chapter 5 Saving And Exporting

    Chapter 5 Saving and Exporting Once you have loaded and recognized a document in OmniPage Pro, you can export the original image or recognized text to other applications by: • Saving a Document • Copying a Document to the Clipboard •...
  • Page 54 Saving a Document Or, click the Export Destination button in the Manual OCR toolbar with Save as File selected in the drop-down list. The Save As dialog box appears. The Add to PageKeeper setting only appears if you have PageKeeper installed on your computer.
  • Page 55 Saving a Document To save original images: Choose Save Image... in the File menu. The Save Image dialog box appears. The Add to PageKeeper setting only appears if you have PageKeeper installed on your computer. It puts a link to the saved document in PageKeeper’s default folder.

  • Page 56: Copying A Document To The Clipboard

    Copying a Document to the Clipboard Copying a Document to the Clipboard You can copy every page of a recognized document to the Clipboard and then paste the text directly into another application. To copy a document to the Clipboard: Select Copy to Clipboard as the command in the Export Destination drop-down list on the Manual OCR or AutoOCR toolbar.

  • Page 57: Converting Text To Speech

    Converting Text to Speech You can also select Send as Mail in the File menu. The Send Mail dialog box appears. Specify a file type and attachment options for your document. Click OK. Log into your mail application if you are prompted to do so. A new message appears ready for addressing.
  • Page 58 Chapter 5...

  • Page 59: Chapter 6 Technical Information

    Chapter 6 Technical Information This chapter provides troubleshooting and other technical information about using OmniPage Pro. Please also read the online Readme file and the Scanner Setup Notes. The Scanner Setup Notes contains detailed information about scanner setup and support. The Readme file contains last-minute information relating to OmniPage Pro.

  • Page 60: General Troubleshooting Solutions

    General Troubleshooting Solutions General Troubleshooting Solutions Although OmniPage Pro is designed to be easy to use, problems sometimes occur. Many of the error messages contain self-explanatory descriptions of what to do — check connections, close other applications to free up memory, and so on. Sometimes that is all the troubleshooting help you need.

  • Page 61: Testing Omnipage Pro

    General Troubleshooting Solutions Testing OmniPage Pro Restarting Windows 95, 98, or 2000 in safe mode or Windows NT in VGA mode allows you to test OmniPage Pro on a simplified system. This is recommended when you cannot resolve crashing problems or if OmniPage Pro has stopped running altogether.

  • Page 62: Low Memory Problems

    General Troubleshooting Solutions Low Memory Problems OmniPage Pro may run poorly under low-memory conditions. This may be indicated by various error messages or if OmniPage Pro works slowly and accesses the hard drive often. Try these solutions for low memory conditions: •...

  • Page 63: Supported File Types

    Supported File Types Supported File Types OmniPage Pro can open these file types: BMP, Bitmap (*.bmp) PCX (*.pcx) DCX (*.dcx) TIFF Packbits (*.tif) JPEG (*.jpg) TIFF uncompressed (*.tif) OmniPage Document (*.opd) TIFF Group 3 or 4 compressed (*.tif) TIFF files can be single- or multiple-page; color, line art, or grayscale; compressed or uncompressed.
  • Page 64 OCR Problems OCR Problems This section contains information and solutions for possible OCR problems. Topics in this section include: • System Crash During OCR • Text Does Not Get Recognized Properly • Problems With Fax Recognition System Crash During OCR Try these solutions if a crash occurs during OCR or if processing takes a very long time: •...

  • Page 65: Ocr Problems

    OCR Problems Text Does Not Get Recognized Properly Try these solutions if any part of the original document is not converted to text properly during OCR: • Look at the original page image and make sure that all text areas are enclosed by text zones.

  • Page 66: Problems With Fax Recognition

    OCR Problems Problems With Fax Recognition Try these solutions to improve OCR accuracy on fax images: • Ask senders to select Fine or Best mode when they send you a fax. This produces a resolution of 200x200 dpi. • Ask senders to transmit files directly to your computer via fax modem if you both have one.
  • Page 67 Uninstalling the Software Uninstalling the Software Sometimes uninstalling and then reinstalling OmniPage Pro and Caere Scan Manager will solve a problem. OmniPage Pro’s Uninstall program will not remove any of the following files: • Zone templates (*.zon) • Training files (*.trn) •...

  • Page 68: Uninstalling The Software

    Uninstalling the Software To uninstall Caere Scan Manager: Close OmniPage Pro. Click Start in the Windows taskbar and choose Settings ! Control Panel ! Add/Remove Programs. Select Caere Scan Manager and click Add/Remove. Click OK to confirm that you want to remove Caere Scan Manager.
  • Page 69 Index Direct OCR settings 42 Adjusting Getting online Help ix using in other applications 22 page images before OCR 23 Going to a particular page 29 Disk space view of pages 29 Green text 25 increasing 54 Automatic processing 20, 21 minimum required 2 AutoOCR toolbar 11, 12 Document...
  • Page 70 comparing to text 27 Scanner settings 40 saving 47 Sending a document as a mail Manual OCR toolbar 12 Outlook attachment 48 MAPI-compliant mail 48 sending a recognized Settings, Options 39 Memory document with 48 Setup minimum required 2 installing OmniPage Pro 2 problems 54 Specifying zone properties 24 Microsoft Exchange or Outlook...
  • Page 71 Toolbars AutoOCR 11, 12, 34 Manual OCR 12 OCR Wizard 12 Standard 13 Troubleshooting 52–59 general solutions 52 low disk space problems 54 low memory problems 54 OCR problems 57 product support services x text does not get recognized 58 uninstalling the software 60 True Page frames in the text view 58...

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