OCR for PDF: Using OCR Software for Various File Formats

Which File Formats Can You Use OCR for?

OCR (Optical Character Recognition) technology can be used to extract text and convert it into editable digital text from multiple file formats. Some of the most common file formats that OCR technology can be used for include:

• Scanned images (JPG, TIFF, PNG, BMP, GIF)
• PDF files (searchable PDFs or non-searchable PDFs)
• Microsoft Office documents (Word, Excel, PowerPoint)
• Text files (TXT)
• Ebooks (EPUB, MOBI)
• Adobe InDesign files (INDD)
• Handwritten documents (with specific OCR software)
• Fax files (TIFF)

It is important to note that the accuracy of OCR technology may vary depending on the quality of the input file, the language used in the document, and other factors. Therefore, it is recommended to review the output of OCR technology for accuracy before using it for further processing or analysis.

How to Choose OCR Software for PDF?

The choice of OCR software depends on your requirement, budget, and the size of the documents you handle. Some of the best OCR software in the market currently include Adobe Acrobat Pro, Abbyy FineReader, Omnipage Pro, and Readiris Pro.

You can also find some free OCR software options like Tesseract, SimpleOCR, and GOCR. Analyze your needs and take a close look at the software specifications before making a choice.

Ensuring Accuracy When Using OCR for PDF

Ensuring accuracy when using Optical Character Recognition (OCR) for PDF files is crucial, especially in sectors where even minor errors can have significant implications, such as legal, financial, or healthcare industries. For documents that require high accuracy, a manual review is almost always necessary. Here are some steps to help guarantee accurate OCR results:

• Start with high-quality scans, preferably at least 300 DPI (dots per inch), to improve the OCR accuracy.
• Clear any specks, shadows, or distortions on the scanned images. Tools like de-skewing and de-speckling can be employed.
• OCR software tends to perform better when the document layout is straightforward. If the layout is complex, some OCR software offers manual zone recognition where you can designate areas for OCR.
• Many OCR tools allow you to select the language of the text. Make sure to set this correctly. Some advanced OCR tools can recognize specific fonts for better accuracy. Utilize double-key data entry methods or employ confidence thresholds for suspicious characters or words.
• Use a spelling and grammar check to catch any potential errors the OCR process may have introduced.

Last but not least, some OCR solutions for PDF are tailored for specific industries like healthcare, finance, or law, and these often provide better accuracy for industry-specific terminology.

By adopting a multifaceted approach that spans pre-processing, OCR processing, and post-processing, you can significantly improve the accuracy of OCR for PDFs.

Prepare Your PDF for OCR

Before you can start the OCR process, you must prepare your documents. This step involves scanning the documents correctly, whether they be in black and white or color, and in the correct resolution.

Ensure the PDF for OCR document is readable and clear, without any smudges or blurriness. If your OCR software offers an automatic document feeder (ADF), you can scan multiple pages simultaneously, saving time and effort.

Optimize OCR for PDF Settings

OCR can cause errors or issues if the software settings are not optimized based on the data type you are working with.

For best results, you must experiment and choose the right settings to use OCR software for PDF, such as page orientation, whether to detect images or tables, language detection, and more.

OCR software settings vary according to your software, so take time to review user manuals or consult your software vendor.

Edit and Proofread Your Converted Text Using OCR for PDF

Once OCR PDF scanning is completed, you can save your OCR-converted text in the desired file format — PDF, Word, Excel, or any other format supported by your OCR software.

However, you must review and proofread converted data before you move forward. OCR errors can occur while scanning, so edit any mistakes and typos and correct them manually.

Manage Your Converted PDF Data

After completing the OCR scanning and reviewing process, you can manage your converted data in whatever suits your business needs. You can save them in cloud storage or in a digital filing system and categorize them by file type, size, date, or any desired criteria.

Some OCR software offers automated indexing and search for efficient data retrieval. With your data in digital form, you can easily share, analyze and store it indefinitely.

Here are the general steps to use OCR for scanned images in various file formats like JPG, TIFF, PNG, BMP, and GIF:

• Chose an OCR software: Many OCR software are available in the market, both free and paid. Choose one that suits your needs and install it on your computer.
• Open the scanned image you want to extract text from in the OCR software.
• Choose the language used in the scanned image. OCR software can recognize text in many languages, so select the one that matches the language in your document.
• Select the output format: Choose the desired output format for the extracted text. Most OCR software supports various output formats such as Word, Excel, PDF, and plain text.
• Run the OCR process by clicking the appropriate button in the OCR software. The software will scan the image and extract the text.
• Review and edit the extracted text: After the OCR process is complete, review the extracted text for accuracy. Edit any errors if necessary.
• Save the output in the desired format and location.

How to use OCR for Microsoft Office Documents

Here are the general steps to use business OCR for Microsoft Office documents:

1. Open the Microsoft Office document that you want to extract text from in the OCR software.
2. Choose the language used in the Microsoft Office document for OCR software. It can recognize text in many languages, so select the one that matches the language in your document.
3. Choose the desired output format for the extracted text. Most OCR software supports various output formats such as Word, Excel, PDF, and plain text.
4. Run the OCR process by clicking the appropriate button in the OCR software. The software will scan the document and extract the text.
5. After completing the OCR process, review the extracted Microsoft Office for OCR document for accuracy. Edit any errors if necessary.
6. Save the output in the desired format and location.

Some OCR software can integrate directly with Microsoft Office applications like Word, Excel, and PowerPoint. In this case, you can install the OCR software as an add-in or plugin within the Office application. This allows you to run OCR on Microsoft Office documents without leaving the application. The steps to use OCR for Microsoft Office applications may vary depending on the OCR software used.

OCR for Handwriting

OCR technology can be used to recognize and convert handwritten text into digital text, but the accuracy of the results may vary depending on handwriting quality and legibility. Here are some general steps to use OCR for handwriting:

1. Choose an OCR software for handwriting: Some OCR softwares can recognize handwritten text. Choose one that suits your needs and install it on your computer.
2. Scan the handwritten text that you want to extract text from. Ensure the scanned image is clear, readable, and has a high resolution.
3. Select the language: Choose the language used in the handwritten text. OCR software can recognize text in many languages, so select the one that matches the language in your document.
4. Run the OCR process by clicking the appropriate button in the OCR software. The software will scan the image and try to recognize the text.
5. Review and edit the extracted text if necessary.
6. Save the output in the desired format and location.

It’s important to note that the accuracy of OCR for handwriting can be limited, and it may only be able to recognize some handwriting styles or languages. Additionally, OCR for handwriting recognition may be more accurate than general-purpose OCR software.

Artsyl OCR: More File Formats for Ease of Data Processing

Artsyl docAlpha has OCR software built into its intelligent business automation platform. docAlpha can capture data from a variety of file formats, including scanned images (JPG, TIFF, PNG, BMP, GIF), PDF files, Microsoft Office documents (Word, Excel, PowerPoint), text files (TXT), and email attachments. docAlpha can also process documents in different languages and supports automatic language detection.

Additionally, docAlpha can extract data from documents and feed it into ERP or other business systems for further processing.

Final Thoughts

OCR software has made the document management process an efficient and time-saving task, allowing businesses and individuals to handle massive amounts of paper documents easily. Utilizing OCR technology properly requires proper preparation, optimization and proofreading of data. Choosing the right OCR software and settings can help you obtain best results without compromising quality. This blog post aims to provide a comprehensive guide to using OCR software for PDFs and other file formats, helping you to convert, edit, review and manage data effectively.

FAQ

What is OCR?

OCR stands for Optical Character Recognition. It is a technology that can recognize text in an image or a scanned document and convert it into editable digital text.

Which file formats can OCR be used for?

OCR technology can be used for a variety of file formats, including scanned images (JPG, TIFF, PNG, BMP, GIF), PDF files, Microsoft Office documents (Word, Excel, PowerPoint), text files (TXT), ebooks (EPUB, MOBI), Adobe InDesign files (INDD), handwritten documents (with specific OCR software), and fax files (TIFF).

How do I use OCR for scanned images?

To use OCR for scanned images, you need to choose an OCR software, open the scanned image, select the language, select the output format, run the OCR process, review and edit the extracted text, and save the output in the desired format and location.

Can I use OCR for handwritten documents?

Yes, OCR technology can be used to recognize and convert handwritten text into digital text. However, the accuracy of the results may vary depending on the handwriting quality and legibility.

Is OCR software free?

Some OCR software is free, while others require a paid license. The features and accuracy of the OCR software may also vary depending on whether it is free or paid.

How accurate is OCR technology?

The accuracy of OCR technology can vary depending on the quality of the input file, the language used in the document, and other factors. Generally, OCR technology can achieve high accuracy when processing clear, high-quality documents with standard fonts and languages.

Can OCR extract images or graphics from a document?

No, OCR technology is designed to recognize and extract text from a document, not images or graphics. However, some OCR software may have additional features allowing image or graphics extraction.