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NUANCE OMNIPAGE PRO 8 Manual

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Summary of Contents for NUANCE OMNIPAGE PRO 8

  • Page 2 In order to use this program, you should know how to work in the Microsoft Windows environment. Please refer to Windows documentation if you have questions about how to use menu commands, dialog boxes, scroll bars, edit boxes, and so on. OmniPage Pro for Windows Version 8 Copyright©...
  • Page 3 Welcome to OmniPage Pro, and thank you for buying our software! The following documentation has been provided to help you learn about OmniPage Pro. This manual introduces you to the basics of using OmniPage Pro. It includes an introduction to OmniPage Pro, installation and setup instructions, task-oriented instructions, ways to customize processing, settings guidelines, and technical information.
  • Page 4 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 user’s manual or online help if you have questions about how to use dialog boxes, menus, and so on. The following conventions are used in this manual.
  • Page 5 You probably use your computer for most business correspondence and other written projects. The problem is that certain sources of information cannot be immediately used on a computer. For example, if you want to incorporate information from a magazine article into a document in your word processor, you somehow have to get the text from the article into your computer.
  • Page 6 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 7 What Is Optical Character Recognition (OCR)? These are the basic steps of OmniPage Pro’s OCR process. You can scan a paper document, load an image file, or load a fax from Microsoft. The resulting image appears in OmniPage Pro’s image viewer. See “Bringing Document Images into OmniPage Pro”...
  • Page 8 The OmniPage Pro Desktop OmniPage Pro’s desktop displays the pages of a document in its thumbnail viewer, image viewer, and text viewer. You can use buttons in the Standard, AutoOCR, and Zone toolbars to perform various tasks on the document. Introduction to OmniPage Pro - 8...
  • Page 9 The OmniPage Pro Desktop The AutoOCR toolbar contains buttons that can activate each step of the OCR process. Set commands in the AutoOCR toolbar buttons for the operations you want to perform. You can choose commands in a buttons’s drop-down list.
  • Page 10 The OmniPage Pro Desktop The Standard toolbar contains buttons and drop-down lists for performing various tasks. The Zone toolbar contains buttons that allow you to draw and define zones on a page image. See “Customizing Zones” on page 65 for more information. Introduction to OmniPage Pro - 10...
  • Page 11 The OmniPage Pro Desktop You can select settings for OmniPage Pro in the Options dialog box. To open it, click the Options button or choose Options... in the Tools menu. See Chapter 4, OmniPage Pro Settings, for more information on settings. Introduction to OmniPage Pro - 11...
  • Page 12 Getting Online Help After installing OmniPage Pro, you can use its online help system to get information on features and procedures. Please refer to your Windows documentation to learn more about using Windows online help systems. Use commands in the Help menu to open topics that provide information on features and procedures.
  • Page 13 Product Support For the fastest and easiest way to get help, please look for solutions in this manual or in the online help. For troubleshooting tips, see “General Troubleshooting Solutions” on page 86. If you need additional help, product support and information are available to registered users through the services listed in this table.
  • Page 14 This chapter provides installation and setup information for OmniPage Pro and the Scan Manager. For technical and troubleshooting information, please read Chapter 6, Technical Information. For specific scanner information, please read the Scanner Setup Notes included in your OmniPage Pro package. This chapter contains the following topics: •...
  • Page 15 Minimum System Requirements You need the following setup, at minimum, to install and run OmniPage Pro: • Computer with a 486 or higher processor • Microsoft Windows 95 or Windows NT 4.0 • 8MB of memory (RAM) for Windows 95 16MB of memory for Windows NT •...
  • Page 16 Setting Up Your Scanner with OmniPage Pro Click Next to continue with installation. Follow the onscreen instructions to finish installation. During installation, you are prompted to enter a serial number. You can find the serial number on the label of the CD-ROM. To use your scanner with OmniPage Pro, you must install the Scan Manager and select your scanner.
  • Page 17 To start OmniPage Pro, click Start in the Windows taskbar and choose Programs Caere Applications OmniPage Pro 8.0. (Use the program group you selected during installation if it is different than Caere Applications.) Or, double-click the OmniPage Pro icon located in the folder where you installed OmniPage Pro.
  • Page 18 Registering OmniPage Pro Registering your copy of OmniPage Pro entitles you to product support, notification of special offers, and the lowest price offered on the next OmniPage Pro upgrade. You can use OmniPage Pro for 25 sessions without registering it. The Register dialog box appears the 26th time you launch OmniPage Pro, and the program exits if you do not register at that time.
  • Page 19 Registering OmniPage Pro The Registration menu disappears from the menu bar after you register. Click the Register menu to open the Register dialog box. Open your Web browser and go to the following address: http://www.caere.com/registration Enter the requested information in the fields provided. You will need to enter your serial number and key numbers that are listed in the Register dialog box.
  • Page 20 This chapter describes how to work with documents in OmniPage Pro, including each step of the OCR process. There are different ways to accomplish the same tasks in OmniPage Pro. You can use toolbar buttons or menu commands to start procedures. OmniPage Pro can perform all OCR steps automatically, or you can start each step individually.
  • Page 21 Ways to Process Documents Optical character recognition (OCR) is the process of turning an image into computer-editable text so you do not have to retype the text manually. Chapter 1 explains the basic steps of OmniPage Pro’s OCR process. The following is a summary of those steps. Bring a document image into OmniPage Pro.
  • Page 22 Ways to Process Documents Use the AUTO button to process a new document from start to finish or finish processing an open document. Set AutoOCR as the command in the AUTO button’s drop- down list. Set the desired Image, Zone, OCR, and Export commands. See “Setting AutoOCR Toolbar Commands”...
  • Page 23 Bringing Document Images into OmniPage Pro You can bring document images into OmniPage Pro by: • Scanning Pages • Loading Image Files • Loading Exchange Faxes You can scan paper documents to convert them to electronic images in OmniPage Pro. If a document is already open, scanned pages are inserted as new pages.
  • Page 24 Bringing Document Images into OmniPage Pro An image file is an electronic picture of text, such as a scanned paper document or an electronic fax, that is saved in an image file format such as PCX or TIFF. You can load image files into OmniPage Pro. If a document is already open, loaded image files are inserted as new pages.
  • Page 25 Bringing Document Images into OmniPage Pro Click Open when you have selected all the files you want to load. Image files are loaded in the order selected and combined into one working document. You can load fax images into OmniPage Pro from Microsoft Exchange or Outlook if you have the Microsoft Fax component installed with those applications.
  • Page 26 Creating Zones for OCR Page images are displayed in OmniPage Pro’s image viewer where zones are created before OCR. Zones are borders that identify areas of an image that will be recognized as text or retained as graphics. Any part of an image not enclosed by a zone is ignored during OCR.
  • Page 27 Performing OCR on a Document You can also choose HP AccuPage — an advanced Hewlett Packard scanning and zoning technology — as the zone setting if your scanner supports it and HP AccuPage is selected in the Scan Manager. Click the Zone button or choose Auto Zones in the Process menu.
  • Page 28 Checking OCR Results Set OCR and Check as the command in the OCR button’s drop- down list. Or, set Perform OCR as the command if you do not want error checking to begin automatically after OCR. Click the OCR button. The page is recognized according to the current zones and settings.
  • Page 29 Checking OCR Results Select one of these options for the word: • Click Ignore to allow the word to remain as is. • Click Ignore All to ignore all instances of the word in the current document. • Click Change to replace the word with the word in the Change to edit box.
  • Page 30 Checking OCR Results You can check for OCR errors directly in Microsoft Word 7 or Microsoft Word 97 if you have those versions installed on your computer. To enable this feature, you must select settings in the Microsoft Word section of OmniPage Pro’s Options dialog box. See “Microsoft Word Settings”...
  • Page 31 Checking OCR Results When the first suspected error is located, the Verify Text window appears displaying the original image of the text. The Check Recognition dialog box also appears. Select one of these options for the word: • Click Ignore to allow the word to remain as is. •...
  • Page 32 Checking OCR Results Follow steps 1 and 2 in the preceding instructions if your document is not already open in Microsoft Word. Select a suspect word. Suspect words are marked in the color that was selected in the Microsoft Word section of OmniPage Pro’s Options dialog box. You can only verify words that are marked as suspected errors.
  • Page 33 Using OCR in Other Applications You can use OmniPage Pro's OCR Aware feature to use OCR in other applications. For example, you can scan, recognize, and paste text directly into a word-processing document without ever leaving the application. You can use OCR Aware with 32-bit (and some 16-bit) applications that have been registered with OmniPage Pro.
  • Page 34 Working with Documents OmniPage Pro’s thumbnail, image, and text viewers allow you to look at and work with pages in the current document. This section describes the following procedures: • Saving a Document as You Work • Resizing a Page View •...
  • Page 35 Working with Documents Click the Save button in the Standard toolbar or choose Save in the File menu to save changes to the current document as you work. The first time a document is saved, the Save As dialog box appears. See “Saving a Document”...
  • Page 36 Working with Documents The thumbnail viewer, image viewer, and text viewer all display the same page in a document. • Click the thumbnail of the page you want to display. • Click the Next Page or Previous Page buttons at the lower-right corner of the OmniPage Pro desktop.
  • Page 37 Working with Documents You can reorder pages in a document by dragging their thumbnails to different positions in the thumbnail viewer. Hold down the Ctrl key while you click thumbnails if you want to select multiple thumbnails to move as a group. If you delete a page from a document in OmniPage Pro, the thumbnail, original image, and recognized text for that page are all deleted.
  • Page 38 Working with 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 viewer. You can also choose Undo to cancel zone deletions in the image viewer. However, page deletions cannot be undone.
  • Page 39 Exporting Documents You can export a document to other applications by: • Saving a Document • Copying a Document to the Clipboard • Sending a Document as a Mail Attachment After you export a document, a copy of the document remains open in PHW OmniPage Pro.
  • Page 40 Exporting Documents Click OK. The document is saved to disk as specified. Graphics and formatting are saved in the document only if the selected file type supports them. Choose Save Image... in the File menu. The Save Image dialog box appears. Select a folder location and file type for your document.
  • Page 41 Exporting Documents Text formatting, such as bold and italics, is retained when you paste into an application that supports RTF information. Otherwise, only plain text will be pasted. Graphics are retained if the application supports bitmap images. You can send a recognized document as a file attached to a mail message if you have a MAPI-compliant mail application, such as Microsoft Exchange or Outlook, installed.
  • Page 42 This chapter describes the settings in the AutoOCR toolbar and Options dialog box. Please look in OmniPage Pro’s online help for more detailed information on settings. The settings you select for processing documents can greatly affect OCR results. You may have to experiment with different settings to get the results you want.
  • Page 43 Setting AutoOCR Toolbar Commands The AutoOCR toolbar buttons allow you to take a document through each step of the OCR process. Every toolbar button has different process commands that can be set for the operations you want to perform. OmniPage Pro can go through all steps automatically, or you can start each step individually.
  • Page 44 Setting AutoOCR Toolbar Commands Use the Image button to bring a document image into OmniPage Pro’s image viewer. The Image button’s drop-down list contains the Load Image, Load Exchange Fax, and Scan Image commands. Select Load Image to load existing image files such as TIFF or PCX files.
  • Page 45 Setting AutoOCR Toolbar Commands Use the Zone button to automatically create zones on document images. Zones are boxes that specify what will be recognized as text or retained as graphics on an image. The Zone button’s drop-down list contains the Single-Column Pages, Multiple-Column Pages, Tables, Mixed Pages and HP AccuPage commands and the names of any zone templates you have created.
  • Page 46 Setting AutoOCR Toolbar Commands Use the OCR button to perform the selected OCR operation on document images. The OCR button’s drop-down list contains the Perform OCR, OCR and Check, Train OCR, and Defer OCR commands. Select Perform OCR to recognize text on document images. During OCR, OmniPage Pro analyzes the image and identifies characters to produce editable text.
  • Page 47 Setting AutoOCR Toolbar Commands Select Send Mail to send a recognized document as a file attached to a mail message if you have a MAPI-compliant mail application, such as Microsoft Exchange or Outlook, installed. See “Sending a Document as a Mail Attachment” on page 41 for more information. Select Copy to Clipboard to place a copy of a recognized document on the Clipboard.
  • Page 48 Selecting OmniPage Pro Settings Click the Options button or choose Options... in the Tools menu to open the Options dialog box. This is the central location for OmniPage Pro settings. Documents require different settings depending on their input attributes and your output goals. To get the best results, learn how to identify document attributes and make selections for them.
  • Page 49 Accuracy Settings Click the Accuracy tab to select settings that affect OCR accuracy the most. Click the Scanner tab to select settings for scanning pages. OmniPage Pro Settings - 49...
  • Page 50 Page Format Settings Click the Page Format tab to select settings that determine how the formatting of a page is handled during OCR. Click the Language tab to select language settings for your document. OmniPage Pro Settings - 50...
  • Page 51 OCR Aware Settings Click the OCR Aware tab to select settings for the OCR Aware feature. OCR Aware allows you to initiate OCR from another application. See “Using OCR in Other Applications” on page 33 for more information. *.exe Some applications may be pre-registered with OCR Aware during OmniPage Pro installation.
  • Page 52 Process Settings Click the Process tab to set commands and settings for each step of OCR. OmniPage Pro Settings - 52...
  • Page 53 Microsoft Word Settings Click the Microsoft Word tab to select settings for performing check recognition directly in Microsoft Word. See “Checking OCR Results in Microsoft Word” on page 30 for more information. Checking recognition in Microsoft Word is only supported in Microsoft Word versions 7 and 97.
  • Page 54 Settings Guidelines The settings you select in OmniPage Pro can greatly affect OCR results. Make sure that settings are appropriate for your document before you begin processing. You may have to experiment with different settings to get the results you want. Answer the following questions to get settings recommendations for your documents.
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  • Page 63 OmniPage Pro has many features that allow you to customize the way your documents are handled during OCR. This chapter describes how to use these features. Please continue reading this chapter for information on these topics: • Adjusting Page Images Before OCR •...
  • Page 64 Adjusting Page Images Before OCR You can rotate and straighten page images in OmniPage Pro’s image viewer before zoning and OCR take place. This is recommended to improve OCR accuracy on pages that are not oriented correctly. If you need to rotate or straighten a page, be sure to do so before you create zones because all zones are deleted during these operations.
  • Page 65 Customizing Zones Zones are borders created around areas of a page image to identify what will be recognized as text or retained as a graphic during OCR. Zones play a big part in determining OCR results. You can create zones automatically, manually, or with a template. Topics in this section describe how you can customize zones including: •...
  • Page 66 Customizing Zones You can draw zones manually on a page image using buttons in the Zone toolbar. Rectangular zones are the most common, but you can also draw irregular-shaped zones. Click the Zone Properties button and select the zone type and content for the zone you are about to draw.
  • Page 67 Customizing Zones Drag the drawing tool to form the first side of your zone. Click the mouse button when you have drawn the desired line length. Draw a perpendicular line in either direction to form the next side of the zone. Repeat steps 6 and 7 to finish drawing each side of your zone.
  • Page 68 Customizing Zones Click the Reorder Zones button. The numbers in the zones disappear. Click within the zone you want recognized first. The number 1 appears in the zone. Click within the zone you want recognized next. The number 2 appears in the zone. Repeat step 3 until all the zones are appropriately ordered.
  • Page 69 Customizing Zones Release the mouse button when you are finished extending the zone. The zone border changes to display the modified zone area. Click the Subtract from Zone button. The mouse pointer in the image viewer becomes a drawing tool with a minus sign.
  • Page 70 Customizing Zones Click the Add to Zone button. The mouse pointer in the image viewer becomes a drawing tool with a plus sign. Hold the mouse button down and drag the drawing tool over the area where you want the zones to be connected. Release the mouse button when you are done.
  • Page 71 Customizing Zones You can set certain properties for zones to customize how each zone will be treated during OCR. The Zone Properties dialog box contains settings for zone type and zone content. Close button Every zone on a page has a zone type setting. You can select the following zone types: •...
  • Page 72 Customizing Zones Select the zone you want to modify by clicking it. You can Shift-click to select multiple zones. Selected zones are shaded. Click the Zone Properties button to open the Zone Properties dialog box. Select a zone type for the selected zones. Select a zone content for the selected zones.
  • Page 73 Specifying Fonts Select the zone template that you want to use in the Zone button drop-down list. Click the Zone button or choose Template in the Process menu. OmniPage Pro creates zones on the page image using the zone template. You can retain the font characteristics in your document during OCR if you select an Output Format option other than Remove formatting in the Page Format section of the Options dialog box.
  • Page 74 Training OCR for Special Characters Click Font Mapping... to open the Font Mapping dialog box. Select the font you want mapped to each font type. The fonts available in the drop-down lists depend on the True Type fonts installed on your system. Click OK when you are done.
  • Page 75 Training OCR for Special Characters Double-click a character you want to train. Or select it and click Specify. Most characters do not need to be trained. Look for uncommon characters such as the copyright symbol ©. The Specify Character dialog box shows how the selected character appeared in the original page image.
  • Page 76 Training OCR for Special Characters /,9, Training files are saved in the folder in your installation folder. You can select them in the Accuracy section of the Options dialog box. Choose Edit Training File... in the Tools menu. A dialog box appears listing all your training files. Double-click the training file you want to edit.
  • Page 77 Creating User Dictionaries A user dictionary is used when you perform OCR and check for errors afterward. You can select a user dictionary in the Language section of the Options dialog box. Choose Edit User Dictionary... in the Tools menu. A dialog box lists all user dictionary files.
  • Page 78 Saving Settings Files You can save OmniPage Pro settings to a file. A settings file is useful for quickly loading particular settings that you need for certain documents. The settings you select in OmniPage Pro can greatly affect OCR results. For help in selecting settings for different kinds of documents, see “Settings Guidelines”...
  • Page 79 Scheduling OCR Choose Options... in the Tools menu to open the Options dialog box. Click Load Settings... to open the Load Settings dialog box. Select the folder location of the settings file you want to load. Select the name of the settings file you want to load and click The settings change according to the selected file.
  • Page 80 Scheduling OCR You can schedule individual documents from different folders. Scheduled documents are recognized at the specified time and then saved in the designated output folder. Choose Schedule OCR... in the Process menu. The Schedule OCR dialog box appears. Click Add... to open the Add Jobs dialog box. Locate and select the files you want to add to the schedule.
  • Page 81 Scheduling OCR Select the time that you want OmniPage Pro to process the scheduled documents. Select Finish now if you want OmniPage Pro to process all scheduled documents as soon as you close the dialog box. Click OK in the Schedule OCR dialog box to save your settings as specified.
  • Page 82 Scheduling OCR Click the Options... button to open the Schedule OCR Options dialog box. Select Auto add new jobs from folder and select the desired input folder. If you use the auto-add feature to schedule documents and you do not select Delete original file after OCR, original files will be moved from the input folder to the output folder after processing.
  • Page 83 Scheduling OCR All newly scheduled documents have the same default output folder and file format assigned to them. The default output file name uses the original file name and the extension of the output file format. You can modify all of these output options for any scheduled document. Click the Options...
  • Page 84 Scheduling OCR Select the desired options for the document. Click OK to accept the selected options. The Schedule OCR dialog box reappears. Click OK to close the Schedule OCR dialog box. Customizing OCR - 84...
  • Page 85 This chapter provides troubleshooting and other technical information about using OmniPage Pro. Please also read the Release Notes and Scanner Setup Notes that came in your OmniPage Pro package. These contain the latest information on OmniPage Pro and its supported scanners. Please continue reading this chapter for information on these topics: •...
  • Page 86 General Troubleshooting Solutions Although OmniPage Pro is designed to be easy to use, problems sometimes occur. Many of the onscreen 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 87 General Troubleshooting Solutions Restarting Windows 95 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. See Windows online help for more information.
  • Page 88 General Troubleshooting Solutions 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: • Restart your computer. •...
  • Page 89 Using Visioneer Scanners with OmniPage Pro During installation, OmniPage Pro automatically integrates with your Visioneer PaperPort software. However, you cannot scan directly into OmniPage Pro if you use a Visioneer scanner or if your scanner is set up to work with PaperPort software (such as the HP ScanJet 5s). Instead, scan pages into PaperPort and then drag the page images onto the OmniPage Pro icon at the bottom of the PaperPort Desktop.
  • Page 90 Supported File Formats UWI PHW When saving to HTML, all graphics are saved as separate image files using JPEG format. Technical Information - 90...
  • Page 91 Scanner Setup Issues This section contains information on scanner setup and solutions for scanning problems you may encounter. For more detailed scanner information, please read the Scanner Setup Notes included in the OmniPage Pro package. Topics in this section include: •...
  • Page 92 Scanner Setup Issues OmniPage Pro is shipped with special scanner drivers that allow it to communicate with supported scanners. These scanner driver files are installed on your computer when you install the Caere Scan Manager. These drivers often work in conjunction with the drivers from your scanner manufacturer.
  • Page 93 Scanner Setup Issues The Scan Image command does not appear in the Image button’s drop- down list in the following cases: • You did not install the Caere Scan Manager or select an appropriate scanner. See “Setting Up Your Scanner with OmniPage Pro”...
  • Page 94 Scanner Setup Issues Try these solutions if your scanner is not listed in the Scan Manager Supported Scanners list box: • Check Caere Corporation’s web site (www.caere.com) for Scan Manager updates. • Select TWAIN scanner as your current scanner in the Supported Scanners list box.
  • Page 95 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 Try these solutions if a crash occurs during OCR or if processing takes a very long time: •...
  • Page 96 OCR Problems 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. If an area is not enclosed by a zone, it is ignored during OCR.
  • Page 97 Uninstalling the Software • 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. You can save fax images as image files and then load them into OmniPage Pro.
  • Page 98 Uninstalling the Software Close OmniPage Pro. Click Start in the Windows taskbar and choose Settings Control Panel Add/Remove Programs. Select Caere Scan Manager 3.0 and click Add/Remove. Click OK to confirm that you want to remove the Caere Scan Manager. Restart your computer.
  • Page 99 3D OCR® A technology developed by Caere that uses grayscale information to increase accuracy when recognizing scanned text characters. ADF See automatic document feeder. Œ AnyPage A technology developed and licensed by Caere that improves the combined performance of grayscale scanners and OmniPage Pro.
  • Page 100 Glossary Terms frame A formatting box containing text or graphics that is used to design page layout. For example, columns in a document may be contained within a separate frame. HP AccuPage® A technology developed and licensed by Hewlett- Packard that improves the combined performance of HP scanners and OmniPage Pro.
  • Page 101 Glossary Terms reject character The character that represents unrecognizable characters in a recognized document. A tilde (~) is the default reject character. For example, if OmniPage could not recognize the J in REJECT, and ~ is the reject character, the string RE~ECT would appear in your document. text viewer The area on the OmniPage Pro desktop that displays recognized text and any graphics.