home-Windows-How to convert a scanned document to Word format. How to translate a scanned document into Word

How to convert a scanned document to Word format. How to translate a scanned document into Word

If you need an electronic copy of a printed document, the scanner is a necessary assistant. However, it is often required to have a scanned document not only in graphic format, but also in text.

You will need

  • FineReader or similar program

Instruction

1. In order to translate a scanned document into Word, you need to recognize the text on it. To do this, use a program like ABBYY FineReader, prepared for solving similar problems. In addition, using the interface of this program, you can also scan documents. As an analogue of the FineReader program, you can use programs such as CuneiForm, Readiris Pro, Free OCR, SimpleOCR, etc.

2. In order to start recognizing text in a scanned document, open the document in the program of your choice. If the document is multi-page, specify the range of pages that you want to recognize. You can also specify the area on the page prepared for recognition. Additionally, it is allowed to prefer the language of the text in the recognized document, the field values ​​and other parameters. Click on the "Recognize" button.

3. Upon completion of the recognition procedure, the received text will open in an additional window. You can check it and manually make metamorphoses, correcting the errors made by the program, if any. You can skip this step and return to editing the text at ease after saving the document. Then click on the "Save" button.

4. You will be prompted to save the edited text in one of several formats. We are concerned about the Microsoft Word format. Select the .doc format, name the saved document, and save it. The task was completed - the scanned document was translated into Word.

When working with documents, it is often necessary to convert a printed sheet into an MS Word document format for further editing and increasing the comfort of use. For this later scan text you need to recognize it. There are a lot of programs for recognition. In order to achieve the maximum result, it is unsatisfactory easy to run the document for identification and save the file, the one that turned out to be the output.

Instruction

1. First of all, make sure that the scanned version of the document is as clear as possible, without unnecessary blots, blurs and overexposed areas. text. Scan the text again if necessary.

2. Run the recognition program text. The program that provides the best results in this area is ABBYY FineReader. Download and install the latest version of this resolver, then run it later.

3. Using the “File” menu, add the scanned sheets to the recognition list. To simplify the work, it is desirable not to recognize them one by one, but to launch them all at once. Keep in mind that recognition programs can recognize up to ten thousand pages at a time and no more. Wait for the conclusion of the review and recognition text .

4. Later, after the program loads your files, set the recognition language. Immediately after this, proceed to the selection of areas for recognition. To do this, delete all areas mechanically selected by the program and select them manually. Assign the quality to the field "text" or "image", depending on what it is.

5. Start the recognition process. At the conclusion, choose the format in which you will save and the kind of formatting you want to keep when saving.

It often happens that you need to edit the text contained only in the paper version. For recognition and editing at the moment there are many programs that differ not only in the quality of the results, but also in advanced functionality. Fine Reader is one of the best applications available for this purpose.

You will need

  • - text editor;
  • - Fine Reader.

Instruction

1. Download and install a scanned text recognition program, say Fine Reader. Familiarize yourself with the functionality of the program - many modern versions support the integration of scanned text directly into Word, if such a function is available in your copy of the program, perform the operation by skipping the following steps.

2. If you have an outdated version of the program, scan the document you need for editing with the standard program of your copier that you traditionally use and save it in .jpg format on your computer.

3. Right-click once on the saved image, select "Open with ..." and in the list of programs that appears, select the Fine Reader you recently installed. If necessary, check the box next to Apply to all data for files of this type. You can also primitively scan an image using a more open program, preferring the “Scan and Read” item, while the image from the device is imported directly into the workspace. To do this, specify the parameters of the scanner operation in the Fine Reader program mode in advance in the settings.

4. In the program window that opens, select the "Recognize text" item. Wait while the program reads the document. If the results of the operation do not meet your requirements, change the scan and recognition settings and repeat the procedure again.

5. Save the resulting document in any format that is supported by Microsoft Office Word. Close Fine Reader, go to the folder where your document was saved.

6. Open the file using MS Office Word or any other text editor that you feel comfortable working with. Perform the necessary metamorphoses in the file, save the results.

Note!
Pay special attention to the scan settings, better than each pre-set the necessary parameters.

Useful advice
Download the program only from the official website of Abbyy.

Scanners and multifunction devices (MFPs) are deeply rooted in the lives of computer users. For successful operation with these devices, certain rules must be observed.

You will need

  • - scanner;
  • – Adobe Reader.

Instruction

1. Make sure that the scanner is connected to the computer and that all necessary drivers are installed for this device. Open the cover of the scanner or MFP and place the desired document so that the side to be scanned is facing down. Press the button that starts the scanning process and wait for the completion of this operation.

2. Some MFPs allow you to control equipment using special programs. Launch this utility and click the "Scan" button. After the conclusion of this process, the folder where the scanned document was saved will automatically open.

3. Some software does not save scanned data mechanically. Traditionally, in such cases, the opening of a program prepared for reading documents is performed. If you are faced with this type of MFP, then after opening the scanned document, press the key combination Ctrl and S. Select the folder where you want to save the image and enter the file name.

4. The choice of software is entirely up to you. Usually, DjvuReaser or Adobe Reader programs are used to work with scanned documents. When configuring scan settings, be sure to select the format that suits you.

5. Edit the document immediately after the conclusion of the scanning process. Cut out only the part that you need. Correct the image using special programs. Remove black bars if they appeared later than the scan. To ensure high quality scanned documents, select the appropriate settings for the MFP. It is better to apply the color of the image to 8 bits, and the number of dots per inch is not less than 150.

Useful advice
When scanning photographs, it is better to use those settings that allow you to ensure the best quality of the resulting image.

The scanner is designed to create digital copies of images. The scanned document can be saved as a picture or converted to textual format. It all depends on what final result the user wants to get, and what applications he uses to work.

Instruction

1. By default, the scanner saves captured images as .jpg-, .bmp- or .tiff-files - this is a graphics format. It is allowed to work with files of this type in graphic editors: change the resolution, contrast, brightness of the document, or use other visual results. The cross-platform .pdf format gives slightly different probabilities for image processing, but still, in order to work with a scanned document in text format, you need to use either a separate function scanner, or a special OCR application.

2. Explore your probabilities scanner. For many models, the developers provide a utility for converting a scanned image into text, it comes with the device and is located on the installation disk. On the menu scanner this option is referred to as "Text Identification" or OCR (Optical Character Recognition). If this option is not available, install a third party application, say Fine Rider.

3. Select from the menu scanner or program the corresponding button and wait for the scan to finish. Later, the information from the document can either be mechanically translated into textual format and open in Notepad, or you will need to perform a few additional steps.

4. If the text was exported to a .txt file, save the document in the usual way, or copy its contents and paste it into a document of a different format, say .doc (.docx). In the event that you still see the text as a picture, select the "Recognize" step and wait for the process to complete. After that, select the "Export" command, or copy the recognized text and paste it into the document in a format that is comfortable for you.

5. The quality of the "translation" of the text from scanner largely depends on the selected resolution settings. The higher the resolution, the more exact copy the scanner will make. When you are going to convert a picture to text, medium resolution settings are the best option. If the resolution is too low, the copy will not be very clear and therefore the text will be harder to recognize. If the resolution is prohibitively high, extra noise will also make it difficult to translate graphics into text.

The Microsoft Word program offers its users a very comfortable option that allows you to translate typed text. It is no longer necessary to delve into dictionaries in search of a translation of words or use translator programs. It's pretty primitive to start Word.

You will need

  • - a computer;
  • - the Internet.

Instruction

1. Launch the Microsoft Word program on your computer. The version of this program must be at least 2003.

2. Type the text that needs to be translated, checking it for spelling errors. Any inaccuracy can make it difficult to translate the text by the program or distort its meaning. Select the typed text and click the "Review" tab in the main menu. In the menu that opens, select the inscription "Translation". Later, a "Reference Materials" window will appear to the left of the page.

3. It is allowed to open this window and more by a simple method. Select the text or the desired fragment, right-click on it, select "Translate" in the context menu that appears.

4. In the window that opens, specify the initial language and the target language. Later, the program will display the translated text below. It is also possible to set certain translation parameters by clicking on the inscription of the same name in the "Reference Materials". In the window that appears, check the box next to "Apply a dictionary on the Internet." This will contribute more to a perfect translation.

5. After the desired text is translated, click the "Insert" button below it. And in your document, in place of the initial test, text in a different language will appear.

6. If there is no such button, easily select the translation, right-click on it, select "Copy". And then paste it in place of the initial text. Translation will be completed.

7. It is allowed to translate not every text as a whole, but a certain fragment or word. To do this, select the element that needs to be translated and apply all the actions described above to it.

8. Remember that when translating, the computer conveys only the general sense of the sentences. Therefore, you should not use the translated text in business documents or correspondence.

Note!
In order to translate the text into Word, the computer must be connected to the Internet. This is where the data for translation comes from.

Books have always been a subject of wisdom for man. For a long time, books were a tool for leaving behind at least some history or information. Whatever the books were, it all started with clay tablets, which were replaced one after another by parchment, papyrus, birch bark and paper. And the books didn't stop there. Nowadays, more and more people use the so-called "electronic books" for reading.

You will need

  • - a computer
  • - camera or scanner
  • - special program

Instruction

1. Each in a few steps is allowed to translate his beloved book from "paper-bound" to printed text on a computer. In order to book it was not allowed to easily translate into electronic text, but it was also comfortable to open on any computer, the Doc format is better than everyone, the one that opens with many text editors, including everyone's favorite Word.

2. First of all, you need to copy the pages by scanning or photographing. In this case, electronic versions of the pages are immediately obtained, but so far in the format of compressed Jpg images. It is allowed, of course, to leave it like that, it will be quite comfortable to “flip through”, but for a long time reading the text in this case will not be very nice and suitable for the eyes.

3. In order to make ordinary text from a snapshot, it must be recognized. This is amazingly done with the help of special programs, one of which you need to have on your computer or install it. Some of the most famous are Fine Reader and CuneiForm.

5. As soon as the program makes text from a Jpg file, it will be allowed to save it in various text formats, including the Doc format. Thus, it is easy to receive a file with a book in electronic form.

Useful advice
Later, if desired, it is allowed to transfer this format to any comfortable one for creating an e-book in full, be it Pdf, DjVu, Rtf, Fb2 and others. To do this, you need any suitable converter for these types of formats. Before converting, check the text, arrange it and pictures according to the book, if necessary, and make your copy of the e-book. It is also allowed to convert in the opposite direction from the above formats in Doc for reading in Word.

Note!
Depending on the selected program for recognizing scanned documents, the names of program elements, as well as additionally set parameters, may vary slightly. However, the general algorithm for working with the program remains unshakable regardless of which software product you have chosen.

It is convenient and safe to store scanned documents on your computer's hard drive or external media. However, how do you make changes to pages that are usually rendered as images? We will need special programs, the installation and management of which we will discuss below.

How to scan a document before editing?

In order to successfully manipulate the file in the future, it is important to correctly convert it to the “picture” format, as well as take into account a few simple but useful nuances in the process itself. For this:

  • Smooth out any creases and folds so that they do not appear on the scan and do not lead to difficulties in recognizing letters.
  • For ease of reference, save the file as a PDF, JPG, or TIFF.
  • The PDF document can be opened and edited by Adobe Acrobat (or any other program designed for similar purposes).
  • Go to the website of the scanner company, or look for a proprietary program on the supplied disk (often well-known brands have their own applications for modifying scanned pages).
  • To use the file later in MS Office 2003 or 2007, install the Microsoft Office Document Scanning utility. It converts the scanned file automatically, translating it directly into text (the program does not work with more recent versions of Office).
  • It is recommended to scan in black and white rather than in color to make text analysis easier.
  • TIFF format is best used for OCR converters, that is, programs that produce optical recognition.

How to edit a scanned document - working with OCR utilities

The principle of the Optical Character Recognition method is the reading of characters available on paper, their subsequent comparison with elements from their own database. Thus, the solid image is converted into editable text. Vivid examples of programs that cope with this task are Adobe Acrobat and Evernote. To make corrections to an existing scan, simply open it with one of these applications, the entire subsequent process will happen automatically. When the program finishes recognition, it will prompt the user to save the document in one of the available formats.


How to edit a scanned PDF document

If the scanned document is saved as a PDF file, we can easily edit it in Acrobat DC. For this:

  • open the menu “Tools” -> “Edit PDF”;
  • the program starts the editing process, showing a menu of tips in the upper right corner;
  • by clicking on it and selecting “Options”, you can specify the recognition language;
  • to make changes, just click on any line of the document;
  • a document opened for editing via OCR is accompanied by a special settings panel located on the right side of the screen;
  • in the "Settings" section, in addition to the language, it is also convenient to choose the displayed font, mark the pages that need to be edited (all or one at a time).


There is an affordable alternative to installed converter programs on the worldwide web. These are online OCRs that will easily convert the resulting image into any text format. For example, the site pdfonline.com will allow you to turn a scanned PDF document into a regular MS Word file in a few minutes.

If you chose the quick way of writing a theoretical chapter, which we talked about in paragraph 2.1., most likely you will not do without scanning documents. Otherwise, you can skip this point and start taking notes on the materials found in the library.

Before you start scanning, you need to decide what exactly you want to use when writing your work. And for this, you must first look at the available literature and highlight the necessary points with a pencil.

When I first scanned a magazine article for my first term paper, it was an unimaginably difficult task for me. As a result of several hours of work with the scanner and FineReader, I ended up with nonsense that could not be edited. In the end, I had to pick everything up by hand. To prevent this from happening to you, let's take a closer look at all the technical aspects of scanning.

To scan, we, of course, need a scanner. It doesn't have to be bought. You can, for example, take a loan from a friend for a while. I use the CanoScan Lide 60 scanner. Although it is not the newest model, I really like this compact, fast and easy-to-use “device”. If you borrowed a scanner, in order for it to work, you must first install the driver program. Drivers and installation guide can always be found on the installation disk that came with the device or downloaded from the manufacturer's website. After installing the driver, connect the scanner to the computer using the connecting cord. Now you can start scanning directly.

But first, some theory. You should know that the scanning process consists of two steps:

1. Directly scanning the document. At this stage, the scanner, as it were, photographs the surface of the scanned document and saves the resulting image to the computer as a regular .jpg .gif file or in another format;

2. Document recognition. This is the process of converting text from an image taken by a scanner into a regular test, which can then be saved in Word and edited. Recognition is carried out without the participation of a scanner, using a special program (the most popular is Adobe FineReader). Thus, you can first scan several sheets of text and save them as an image and only then convert them to text.

So, let's begin step one - scanning:

- run the scanner driver: Start - All Programs - Canon - ScanGear(I specify the name of the driver for my scanner). The driver window will appear:

- open the scanner lid and put a book, magazine or copy of them with the text down, as even as possible in relation to the edges of the scanner's working surface:

Here it is very important to make sure that the scanner cover presses the scanned document as tightly as possible, preventing external light from entering the scanner working surface that is in contact with the document;

– make the necessary settings in the scanner driver. The first step is to set the resolution in which the document will be scanned. Resolution is a measure that determines the level of detail in an object when it is scanned and is measured in dots per inch (dpi, or dpi). The higher the resolution, the better the image quality is. But, when scanning text documents, it makes no sense to set the maximum resolution, since this will be of no use. Also, scanning at a higher resolution takes longer. I recommend setting the resolution to between 400-500 dpi. With this setting, the images are of sufficient quality for good recognition, and the scanning process itself does not take much time. I suggest looking at a screenshot of my printer settings:

To get started, you need to go to "Advanced Mode". The source will always be "The tablet"(flatbed scanner). Color mode is better to set “Black and white”, because we do not need colors to scan text, and this will reduce the size of the output images. Permission, as I said, should be set 400 t/d. Output Image Size - Required "A4". Now you can safely press the button "Scan". My scanner is designed in such a way that it first stores the scanned images in the internal memory, and only when the driver window is closed offers to save them to the computer. I can only specify the place where the results of the work will be saved.

You should get files like this:

When such an image is enlarged, the text should be clearly visible.

Second phase – recognition received images and their conversion to text. As I said, for this you need a special program - FineReader. Download the program from this link (32Mb). Archive password - website. The version I suggested does not require installation (portable). There will be many different files in the program folder, but you only need one - FineReader.exe. Double clicking on this file will launch the program on your computer.

This version of the program is quite old. I took all the screenshots below using it. If this version FineReader it does not start for you - select a newer one.

Window FineReader has the following form:

After setting the language in which the documents you scanned earlier are printed, you can start recognition. If the text contains two languages ​​​​at once (for example, Russian and English), make the installation accordingly.

To start recognition, click on the arrow to the right of the first button Scan- and then - Open image:

The image selection window will open. Open the folder where you saved the scanned images, click CTRL+A(English) on the keyboard and press the button Open.

After that, on the left in the window FineReader thumbnails of the added files will appear, in the center - the currently selected thumbnail in an enlarged view, below - an even larger increase, and on the right is the recognition result:

For example, I took only two images. In the screenshot above, the first of them is highlighted, and now we recognize it. As you can see, the image is scanned vertically, in order to recognize the text, the image must first be rotated 90 degrees. To do this, use the and buttons. The next step is to tell the program which part of the image needs to be recognized, and also set the type of data that should be output text, table or image. There are buttons for this, respectively: . For example, if you need to mark a text block, left-click on , then left-click in the upper left corner of the text block and, holding the left button, drag it to the lower right corner. For example, I fully prepared one image for recognition:

As you can see, all the text blocks in the example above are highlighted in green, while the pictures are highlighted in red. Tables are prepared for recognition in the same way. The button is intended for this. To move to the next picture, left-click on its thumbnail on the left. Thus, all images obtained as a result of scanning are prepared for recognition. After the preparation of the images is completed, all of them should be selected. To do this, left-click in an empty space on the thumbnails panel (it is called Package) and press Ctrl+A(English) on the keyboard. Next, click on the button and wait until FineReader converts images to text. After that, you can save the received text in Word using the button, after clicking on which a window will open. In it, you must select the format for saving - Microsoft Word, and also check the box so that all pages are saved:

After pressing the button OK the program will create a Word document and insert the text from the recognized pages into it in the order in which they are in the thumbnail panel (Batch). The resulting document immediately save to a folder in the file structure of the thesis and you can start editing. How this is done is described in my free course.

And the last moment. If you scanned a newspaper or magazine, the text is often given in columns (as in the example above). These columns in Word need to be converted into one. Select the text in columns and run the command: Format - Columns - One - OK. Only after that you can set the Portrait orientation in the Page Setup, margin indents, font, etc.

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An electronic version of a paper document can be obtained by scanning it. The format of scanned documents can be different, but pdf is considered the most common. Files written in this format can be easily opened with any image viewer, but the resulting document cannot be modified. Scan document to pdf You can use any office or professional device designed to convert paper copies into electronic form. As a rule, the default scanner settings assume that the copy will be saved in this format. The resulting file has a small volume, it can be easily sent by e-mail, written to a USB flash drive or CD.

Format of Scanned Documents pdf: development history

The format first appeared in 1993 and was not widely used at the initial stage. Programs with which it was possible to work with pdf documents were paid, as a result of which the further development of the format was hampered. Over time, platforms for free work with pdf files appeared, and gradually the format managed to gain well-deserved recognition and distribution. Today, the pdf format of scanned documents is the most common in the world.

Scan documents to Word: what to do when pdf is not suitable

However, it is not always convenient to scan a document to pdf. If you want to not only receive an electronic copy of the document for viewing, but also edit it or make changes and edits, this format is not suitable. In this case, it is much more convenient to scan the document into Word - a text editor, with which you can easily perform all the necessary actions with the source.

You can get an electronic version of a paper document available for editing in two steps:

  • scan document to pdf,
  • using special programs to translate the resulting file into Word.

This method is optimal and simple, it is they who are most often used in copy centers when required scan document to word .

How to translate a document from pdf to word

Currently, there are a number of online services for converting a document from pdf to word, but working with them is not always convenient, there are restrictions on the number of free operations, and there is a high percentage of errors in text recognition.

The best option for converting files from pdf to word is the stationary free program FineReader. With its help, you can easily convert any scanned file into text format. However, despite the fact that this software product recognizes text well, the resulting document must be checked for possible errors.

Scanning large format documents at a copy center

A4 format documents can be converted into electronic form with subsequent conversion to doc format using a conventional office scanner and computer. Drawings and design documents can only be scanned using special equipment in a copy center. Here you can also digitize drawings, as a result of which technical documents are converted into an editable format and you can also make changes to them. It also makes sense to contact a copy center for large volumes of scanning documents in standard A4 format. Specialists will do everything quickly and without errors.

Before sending documents for scanning to the copy center, they must be prepared: remove all staples, springs and other foreign objects that may interfere with scanning. If you don’t have time to do it yourself, you can order the appropriate service at a copy center.

You can scan not only black and white documents, but also color ones. At the same time, the quality of a professional scan will always be higher than that made using conventional office equipment.

In the copy center, the customer has access to a full range of printing and processing services for documents of any format.

Those people who actively work with documents and other textual information clearly see the need to scan various materials. It is important to remember that in order to obtain high-quality documents, the presence of a scanner is not discussed at all. However, in certain situations, a photograph of the required text may also be suitable, but the picture must also be of high quality.

How to scan a document in Word

  • The first step is to scan the document. For this case, it is better to choose the png or jpg format. The size of the image should also be impressive (from 400 dpi) so that there are no problems with recognition.
  • The resulting images are saved in a specific location, after which the OCR program itself will be required. Your best bet is to opt for Adobe FineReader. This is a universal software that does not cause any complaints about the quality of its work. It is important to note that after installing this program, the corresponding tab should also appear in MS Word, respectively, the use of the functionality is greatly simplified.
  • Through Adobe FineReader, you need to select the menu item "File" and "Open", select the necessary images. Next, the image processing menu will appear, we need to select the language that is used in the document, as well as some other options, including dictionaries and other settings (not so important for obtaining the result).
  • Click the "Recognize" button and wait for the process to complete. It is likely that not all are recognized, so those words that the program could not determine will be highlighted in a different color, they can be edited directly in the program.
  • If the text in the scanned document itself is slightly shifted, then in Adobe FineReader you need to select certain paragraphs of text using selection. This will prevent text from being skipped during recognition.
  • As a result, you need to click on the "Save" button, after which it becomes possible to choose the location for saving the document, as well as its format. Of course, in the case of MS Word, you need to choose the doc or docx extension.
  • If before saving it turns out that the document is divided into several columns, then you need to select the "Format" menu, then go to "Columns" and select "One" so that the document looks simple and harmonious. Also in the "Page Options" there is the ability to configure margins, indents and fonts.


As a result, the document can be freely edited directly in the MS Office suite. It is important to note that when recognizing a document directly in Word, formatting is even easier, since the functionality is the same for both source documents and recognized ones.

As for recognition from photographs or other materials, it is not so easy to get high quality recognition here, since we are talking about offset margins, indents and other details of documents, which will take a lot of time to correct.

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