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OmniPage Power!
Copyright ©2002 Myra Jay Fox, Michael Read, and OmniPage
Training
All rights reserved. No part of this book may be reproduced by any means without written
permission from the publisher, except for brief passages for review purposes. Address all
permission requests to the publisher.

All copyrights and trademarks used as examples or references in this book are retained by
their individual owners.

Credits: Senior Editor, Mark Garvey; Production Editor, Rodney A. Wilson; Technical Editor,
Yael Li-Ron; Cover Design, Chad Planner, Pop Design Works; Interior Design and Layout,
Val Brandenburg, Amy Francis, Custom Editorial Productions; Indexer, Kevin Broccoli,
Broccoli Information Management.

Publisher: Andy Shafran

Technology and the Internet are constantly changing; due to the lapse of time between the
writing and distribution of this book, some aspects might be out of date. Accordingly, the
author and publisher assume no responsibility for actions taken by readers based upon the
contents of this book.

Library of Congress Catalog Number: 2001099815

ISBN 1-929685-58-0

5 4 3 2 1

Educational facilities, companies, and organizations interested in multiple copies or licens-

ing of this book should contact the publisher for quantity discount information. Training
manuals, CD-ROMs, and portions of this book are also available individually or can be tai-
lored for specific needs.

Muska & Lipman Publishing

2645 Erie Avenue, Suite 41
Cincinnati, Ohio 45208

www.muskalipman.com

[email protected]
About the Authors
Myra Fox and Michael Read, originally from New Zealand, have lived in Sydney, Australia for
twenty years. Michael has been involved in computers for over thirty years. He first started
servicing punch card machines and valve card sorters in the early 70s. He has had a number of
roles in technical support, management, consulting, business analysis, and training. Myra
started her own computer training company in 1984, using some of the first PCs: twin floppy
drive machines with 64 K of memory and the CPM operating system. She set up one of the
first multimedia-training centers in Australia using accelerated learning techniques. They
have been training, supporting, and selling OmniPage products since 1995. The vast size of
Australia and the demand for OmniPage training led them to create several interactive training
CDs for OmniPage (visit www.omnipagetraining.biz for more information). To balance the
computer side of life, Myra holds diplomas in Marketing, NLP (Neuro Linguistic
Programming), life counseling, and coaching, and she studies natural therapies. Michael also
renovates and build houses and enjoys scuba diving, water skiing, and sailing.

Acknowledgments
We would like thank our editor, Mark Garvey, of Muska & Lipman for his eye for detail, for
capturing the essence of what we were saying, and for his patience. We thank all our friends
and family for their enthusiasm, and ScanSoft for supporting this book.
 v

Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
What You Will Find in This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Who This Book Is For . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
How This Book Is Organized . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Chapter 1—Document Scanning and OCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
What Is Document Scanning? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Scanning and OCR with OmniPage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Sample Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Basic OCR Principles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
How Your Computer Works with Your Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Installing and Setting Up Your Scanner Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Installing OmniPage 11 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Registration of OmniPage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Setting Up Your Scanner with the OmniPage Scanner Wizard . . . . . . . . . . . . . . . . . 21
Chapter 2—Navigating OmniPage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
OmniPage Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Document Manager View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Original Image View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Text Editor View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
OmniPage Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Edit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
The Standard Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Create a New Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Open a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Save Changes in the Current Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Proofread OCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Cut, Copy, and Paste . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
AB Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Zoom . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
The OmniPage Toolbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Auto OCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Manual OCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
OCR Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
The Navigation Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Chapter 3—Basic Document Scanning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
The Scanning Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Before You Scan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Scanning a Plain Text Document with No Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Additional Tools for Proofing Recognized Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
The Dictionaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Verifying Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Converting Text to Speech . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

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vi

Chapter 4—Working with Zones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Zone Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Zone Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Zone Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Zone Tool Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Draw Rectangular Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Draw Irregular Zones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Add to Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Subtract from Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Reorder Zones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Zone Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Erasing a Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
View Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Rotate the Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Zoom In and Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Zone Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Save a Zone Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Modify a Zone Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
How Perform OCR Evaluates a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Perform OCR Setting: Automatic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Perform OCR Setting: Single Column No Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Perform OCR Setting: Multiple Column No Table . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Perform OCR Setting: Single Column with Table . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Perform OCR Setting: Spreadsheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Practice Drawing Zones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Draw Zones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Draw Irregular Zones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Move Some Zones Around . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Resize a Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Change the Properties of Several Zones at Once . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Add to a Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Join Two Zones Together . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Subtract from a Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Reorder the Zones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Create and Use a Zone Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Delete a Zone Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Chapter 5—Multi-Column Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
OmniPage’s Multi-Column Choices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Scanning a Multi-Column Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Scan the Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Perform OCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Setting Up the Zoning Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Draw a Manual Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Recognizing the Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Saving the Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Chapter 6—Direct OCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Setting Up and Using Direct OCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Register Your Applications for Direct OCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Direct OCR Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
The Stages of Direct OCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Acquire Text Settings Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Acquire Text Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Acquire Text Setting: Retain Font and Paragraph . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Getting the Acquired Text into Your Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
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 vii
The Acquire Text Setting: Retain Flowing Columns . . . . . . . . . . . . . . . . . . . . . . . . 124
Getting the Acquired Text into Your Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Getting the Acquired Text into Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Using Windows Explorer to OCR Image Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Chapter 7—Tables and Spreadsheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Working with Tables and Spreadsheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Two Ways to Scan a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Setting Options for Document Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
The Table Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
The Table Toolbar Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Fixing the Phone Bill Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Jazz Up Your Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Replacing Leading Zeros in an Excel Spreadsheet . . . . . . . . . . . . . . . . . . . . . . . . . 153
Extra Table Practice Exercise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Chapter 8—Logos, Signatures, Line Art, and Color Photos . . . . . . . . . . . . . . . . 159
Working with Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Capturing Logos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Capturing Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Capturing Line Art . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Capturing Color and Black and White Photos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Manipulating Scanned Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Rotating the Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Cropping a Photo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Saving the Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Bringing a Photo into a Word Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Creating a Text Box to Insert the Photo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Inserting a Photo into the Text Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Removing the Border from the Text Box Frame . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Moving the Photo with the Text Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Word’s Float Over Text Option for Photos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
A Complex Layout with a Color Photo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Scan the Document and Review Missing Areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
Modify Zones and Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Rerecognizing the Edited Zones. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Reviewing the Results in the Text Editor View . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Saving the Results as a Word Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Working with Frames in Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Supported File Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Chapter 9—Multiple-Page and Long Documents . . . . . . . . . . . . . . . . . . . . . . . 195
Scanners and Multi-Page Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Flatbed Scanners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Sheet-Fed Scanners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Setting Up Automatic Scanning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Set Scanner Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Automatic Document Feeder (ADF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Using Blank Pages to Separate Chapters or Sections . . . . . . . . . . . . . . . . . . . . . . . . 200
Scanning Double-Sided Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Automatically Prompt for More Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Scanning a Multi-Page Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Check the Scanner Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
AutoOCR Toolbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Scanning the Pages into OmniPage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Document Layout View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Exporting the Results of the Multi-Page Document . . . . . . . . . . . . . . . . . . . . . . . . . 206
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What Is Scheduling OCR? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
How Does Schedule OCR Work? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Create a Multi-Page Image File for Schedule OCR . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Scheduling the Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Modifying and Running the Scheduled Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Chapter 10—Saving, Publishing, and Sending Documents . . . . . . . . . . . . . . . . 223
Save as a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Basic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Advanced . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Using the PDF File Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
Recognizing PDF Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
Saving as HTML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Send as Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
E-Mailing HTML Warning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Copy to the Clipboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Chapter 11—Managing Documents and Images with PaperPort . . . . . . . . . . . . 237
Developing a Method for Filing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Your Computer’s Filing System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Folders and Subfolders in Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Creating a Subfolder in Windows Explorer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
File Organization with PaperPort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Document Sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Thumbnails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Archiving and Sending Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
The PaperPort Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Organizing Existing Folders and Files on Your PC . . . . . . . . . . . . . . . . . . . . . . . . . 245
Working with Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Searching and Finding Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Other Uses for PaperPort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
Chapter 12—Form Scanning with OmniForm . . . . . . . . . . . . . . . . . . . . . . . . . 259
Introduction to OmniForm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259
Using OmniForm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
The OmniForm Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Form Designer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Form Filler . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
Printing Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Transferring Data from OmniForm to an External Database . . . . . . . . . . . . . . . . . . 278
E-Mailing the Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
More OmniForm Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
Form Scanning Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Chapter 13—OmniPage Advanced Configuration Options . . . . . . . . . . . . . . . . . 287
OCR Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Languages in the Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
OCR Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
User Dictionaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
The Reject Character . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Font Matching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291
Scanner Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291
Selected Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292
Page Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292
ADF (Automatic Document Feeder) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Flatbed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Brightness and Contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
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Direct OCR Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
Process Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
When Bringing in a New Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Automatically Prompt for More Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Automatically Correct Page Orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Find Zones in Addition to Template/Current Zones . . . . . . . . . . . . . . . . . . . . . . . . 297
Retain Text and Background Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
User Interface Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Proofing Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Automatically Proofread Results after OCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Training OmniPage to Recognize Difficult Characters . . . . . . . . . . . . . . . . . . . . . . . 300
Training File (IntelliTrain) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301
Custom Layout Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
Flowing Text: Column Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Table Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Graphics Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309
Text Editor Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
Measurement Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Word Wrap . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Use Defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Load Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Save Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Chapter 14—Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315
Questions about OmniPage Pro 11 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315
Questions about PaperPort Version 8.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325
Questions about OmniForm V5.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327

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 Introduction 1

Introduction
Welcome to OmniPage Power! Document Scanning Made Easy with OmniPage Pro. This is
the only book available that covers OCR (Optical Character Recognition) scanning with
OmniPage, apart from our other classroom training manuals. Many books and magazines
show how scanners work. There are numerous books on how to manage and manipulate
pictures. However, none of them covers OmniPage in detail. The primary use for OmniPage
is to scan and recognize text and photos for editing, printing, or archiving. OmniPage Power!
is an instructional training manual with exercises. The exercises are for beginners,
intermediate, advanced, and frequent users. It teaches a process for scanning rather than
discussing each function separately. Whether you are just beginning to scan documents or
have been using OmniPage for some time, this book clearly and simply explains all the ins
and outs of scanning a single page text document, as well as complex pages with graphics,
photos, logos, signatures, columns, and tables.
A scanner is not like a photocopier. Getting a perfect copy every time you push the scanner
button just doesn’t happen. The software controls how your scanned documents look, and
understanding how and why to set up your options in OmniPage prior to scanning will lead
you to become an OmniPage power user, saving you hours of wasted time. This book will get
you there.
We have worked with end users of OmniPage and ScanSoft/Caere products for six years. We
have supported and conducted training courses on OmniPage for thousands of users—from
corporations, governments, universities, and schools to small businesses, home users, and
retirees. This book has been written from the contents of our training courses and from
listening to and solving end-user issues. We have written step-by-step training manuals for
OmniPage since Version 6. We design, develop, and produce interactive multimedia training
CD-ROMs for OmniPage, and ScanSoft, Inc. recommends this book. For full details on our
training products for OmniPage, please visit http://www.omnipagetraining.biz or
http://www.mylearningsystems.com.

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2 Introduction

What You Will Find in This Book

䊳 Hands-on examples that teach you the keys to mastering scanning.
䊳 Easy scanning techniques and options for all types of documents—from business
and government documents to resumes, school assignments, and exams—any
small and large documents that you don’t want to retype.
䊳 Techniques for scanning spreadsheets and tables while maintaining lines and
columns.
䊳 Time-saving tips for creating templates, to make scanning similar documents
fast and easy.
䊳 Tips for making electronic copies of existing forms—timesheets, order forms, etc.
䊳 Techniques for successful scanning of logos, signatures, line art, and
photographs—with simple techniques for reducing the size of your image files
for e-mailing and the Web, plus tips on resolution.
䊳 Instructions for integrating OmniPage with Word and Excel for easy scanning and
document editing of simple, complex, and long documents.
䊳 An introduction to OmniPage’s sister applications to make your scanning jobs
work better for you. You’ll discover the right tool for the right job—OmniForm
for scanning forms with fill-in fields and checkboxes, and PaperPort to
manage your files and Windows Explorer.
䊳 A host of tips and tricks that aren’t in the OmniPage user’s manual.

Who This Book Is For

This book is for anyone who has a scanner and doesn’t want to retype existing text
documents. It’s for professionals, business people, government departments and divisions,
retirees, lecturers, teachers, legal professionals, authors, students, and kids. It’s for anyone
who wants to make brochures, fliers, magazines, and desktop publications.
This book is also for you if:
䊳 You have experienced problems scanning with OmniPage or other OCR
programs.
䊳 You have spent more than an hour trying to scan a document.
䊳 Your scanned documents don’t turn out looking like the originals, and you
want to know why and how to fix them. You want to know how to get rid of
unwanted shading and squiggly characters and how to stop your photos from
going to the bottom of the page.
䊳 You have trouble formatting scanned resumes, contracts, newsletters, catalogs,
books, manuals, tenders, lists of numbers, spreadsheets, tables, faxes,
newspaper and magazine articles, brochures, and advertising materials.
䊳 You want to know how to create an electronic signature or capture a logo.

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 Introduction 3

How This Book Is Organized

OmniPage Power! has fourteen chapters and an appendix with exercises. Most of the
exercises are for scanning in black and white; however, Chapter 8 has a section on scanning a
colored photo. To make it easy for you, we have set up an area on our Web site to download
this photo, plus all the other exercises for the chapters. You can download the photo and
exercises from: http://www.omnipagetraining.biz or from http://www.muskalipman.com.
䊳 Chapter 1: “Document Scanning and OCR.” This chapter introduces the basic
terms and concepts of scanning and Optical Character Recognition. It shows
you how to install or reinstall OmniPage. It also walks you through the
OmniPage scanner setup. Plus, it will introduce you to some of the example
exercises you will work through in the book.
䊳 Chapter 2: “Navigating OmniPage.” This chapter provides a detailed walk-
through of the OmniPage desktop and its three primary views: Document
Manager, Original Image, and Text Editor. We’ll also take a look at the menus
and toolbars available to you, including the OmniPage toolbox, the interface
from which you initiate and control scanning. Chapter 2 also includes
coverage of the OCR Wizard, a step-by-step interactive tool that helps you
obtain great character recognition results.
䊳 Chapter 3: “Basic Document Scanning.” There are decisions to be made before
scanning begins. This chapter walks you through that decision-making
process, from describing your original documents in terms of OmniPage
parameters, to establishing goals for your end results. Then, you will learn the
process of scanning and OCR step-by-step, by working through examples of
scanning a test document, proofing the results, and saving your file. We’ll also
cover using OmniPage’s dictionaries and converting text to speech.
䊳 Chapter 4: “Working With Zones.” Understanding how OmniPage creates and
uses zones is key for achieving great results with your scans. This chapter
covers zones from top to bottom—from defining zone types and properties to
using the zone toolbar to draw and edit your zones. You’ll learn how OCR
settings interact with zones, and you’ll get plenty of practice in drawing and
working with zones in the step-by-step examples.
䊳 Chapter 5: “Multi-Column Documents.” OmniPage is great for scanning
newspaper articles, resumes, legal documents, newsletters, magazines, or any
text that’s arranged in columns. This chapter provides thorough instructions
on scanning and OCR’ing documents whose text is in multiple columns. In
step-by-step exercises, you’ll learn how zone settings affect scanning results
for multi-column documents and how to arrange those settings for optimal
results. And you’ll learn how to properly recognize the scanned image and
save your results.

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4 Introduction

䊳 Chapter 6: “Direct OCR.” One of the handiest features of OmniPage, Direct

OCR allows you to scan and recognize text using the OmniPage software from
within applications such as Word or Excel, or even from within Windows
Explorer. This chapter will walk you through the steps necessary to set up
Direct OCR to work seamlessly with your other applications. Examples in the
chapter will guide you through using Direct OCR and setting up options for
best results.
䊳 Chapter 7: “Tables and Spreadsheets.” OmniPage’s table feature does a great
job of scanning things like price and/or parts lists, telephone bills, schedules,
and tables. The results are exportable to Excel and, from there, into a database
of your choosing. This chapter will teach you options and settings to optimize
your results when working with tables and spreadsheets. You will also learn
your way around the Table toolbar, a special set of formatting tools for
working with spreadsheets and tables. A series of exercises will help you
sharpen your skills.
䊳 Chapter 8: “Logos, Signatures, Line Art, and Color Photos.” OmniPage has
some impressive capabilities to help you work with graphic images of all
sorts. In this chapter, you’ll learn how to use OmniPage to capture and
manipulate a variety of graphics. You’ll cover image editing and cropping,
with particular attention to the process of scanning and working with color
photographs.
䊳 Chapter 9: “Multiple-Page and Long Documents.” Some documents are much
longer than others and, as such, require somewhat different handling. In this
chapter, we’ll cover the differences you’ll encounter when working with long
documents. We’ll also cover ADFs (Automatic Document Feeders), how to
scan books and double-sided pages, and using Schedule OCR to set your
scanner up to run unattended.
䊳 Chapter 10: “Saving, Publishing, and Sending Documents.” You have a lot of
options when it comes to saving and sending documents you’ve scanned and
recognized with OmniPage. This chapter covers all the possibilities, including
basic and advanced save options, turning documents into HTML files,
scanning and creating PDF files, and e-mailing scanned files.
䊳 Chapter 11: “Managing Documents and Images with PaperPort.” You have
enough details to stay on top of—managing your files and documents should
not be one more source of complexity in your life. ScanSoft’s PaperPort
software helps alleviate file clutter and keeps you organized. In this chapter,
we’ll cover the basics of file organization in general and discuss file sharing,
archiving, searching, and document management via PaperPort.

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 Introduction 5
䊳 Chapter 12: “Form Scanning With OmniForm.” Just as we use a hammer to
knock in a nail and a spade to dig a hole, computer applications are also
specific tools meant for specific tasks. Different jobs call for different tools.
This chapter introduces OmniForm, an application specifically designed to
handle the job of scanning and recognizing forms such as tenders, legal forms,
credit applications, surveys, questionnaires, enrollment forms, a variety of in-
house forms, bank forms, employment forms, and more. You’ll learn about
optimizing your form-scanning results with OmniForm’s Form Designer and
Form Filler. You’ll learn how to transfer data from OmniForm to an external
database, and you’ll learn all about e-mailing a form.
䊳 Chapter 13: “OmniPage Advanced Configuration Options.” Make the most of
OmniPage by learning how to fine-tune the option settings to match the type
of documents you are scanning in order to get the results you’re after.
OmniPage’s advanced configuration options allow you full control over a
wide variety of parameters, including language and proofing options, scanner
options, layout, processing, and saving.
䊳 Chapter 14: “Troubleshooting.” This chapter is a list of Frequently Asked
Questions from OmniPage users. If you’re having trouble with a particular
function, feature, or process, refer to this chapter for quick answers.
䊳 Appendix. Sample documents with the appropriate settings, plus the
exercises for this book. You can also download these exercises, plus
additional documents to practice with, at http://www.omnipagetraining.biz
and at http://www.muskalipman.com.

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 Document Scanning and OCR — Chapter 1 7

1
Document Scanning

CHAPTER 1
and OCR
In this chapter, you’ll discover how to get a document from the scanner into OmniPage.
We’ll discuss different types of documents you can scan with OmniPage and show you
some examples. We’ll look at basic OCR (Optical Character Recognition) principles and how
OmniPage interprets the document you are scanning. Plus, we’ll discuss the importance of
starting out with a good-quality document. As a result, you’ll understand what is meant by
document and OCR scanning, you’ll know the important steps involved in installing your
scanner to work with OmniPage, and you’ll learn the correct procedure for installing
OmniPage and how to register your software.
Documents are scanned for a wide variety of purposes, from simple home use to high-speed
image and document management systems. The home user may scan photos for use in image-
editing programs, or use the scanner for the occasional OCR—the process of turning the
scanned image of a paper-based document into editable text—of text for invoices, school
assignments, and other projects. Small businesses may use OCR document scanning for
administration and for scanning parts and price lists, reports, and many different business
documents. Those scanned documents can then be saved as Excel spreadsheets and imported
into databases. OCR programs can also be used to create electronic forms.
Larger organizations may use document scanning with sophisticated programs that can read
hand printing, bar codes, and checkboxes. You may often see surveys, exam questions, or
application forms that have registration marks on the sides. Document scanning also
encompasses image archiving of documents. Large organizations, municipal councils, freight
companies, and other organizations use scanning to archive masses of documents that need
to be kept for future reference.

What Is Document Scanning?

Simply put, a scanner is a device for taking pictures and getting them into your computer.
For instance, a scanner can take a picture of a page of text. A software program such as
OmniPage then converts this picture into editable text, so you can then use your word
processing or spreadsheet program to edit and rearrange the text. A scanner can also take a
picture of a black and white or color photograph. You can then use an image editing program
such as Adobe PhotoDeluxe to remove red eye, to crop, and to make other changes.

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8 Document Scanning and OCR — Chapter 1

Document scanning should begin with a clear goal in mind for the end purpose of the
scanned image. Most people think document scanning is nothing more than putting a
document or page in a scanner and pressing the button to have it miraculously appear in
their PC. But there’s more to it than that.

NOTE
We are often asked, “How do I scan my document?” Our standard reply is,
“What do you want to do with it?” Scanning must begin with the end result in
mind. Do you want to fax your document, edit it in Word, save it into a
spreadsheet so you can edit it, keep it as a high-resolution image for archiving,
e-mail it . . . ?”

Scanning and OCR with OmniPage

OmniPage is a scanning software program that converts scanned documents and PDF files into
editable text and images for use in computer software applications such as Microsoft Word or
Excel. OmniPage retains other nontext elements of a document during OCR, including:
䊳 Graphics: Photographs, graphics, drawings, signatures, logos, etc.
䊳 Text Formatting: Bold and italic font types, font sizes, font styles, and more.
䊳 Page Formatting: Column structure, paragraph spacing, and placement of
graphics, for example.
OmniPage scans resumes, legal documents, schedules, price and parts lists, multiple column
documents, contracts, letters, memos, invoices, logos, signatures, newspaper and magazine
articles, brochures, manuals, tables of numbers like a phone bill, spreadsheets,
advertisements, line-art drawings, maps, both color and black and white photos, recipes,
school exam papers, medical literature, and plain text documents with no format layouts.
Also, OmniPage will scan a document with a combination of a table of text and numbers,
single and multiple columns, a logo, signature, and color photo all on one page while
keeping these elements in their original positions—and the photo will not go to the bottom of
the page. The following are examples of types of documents you can scan with OmniPage.
We will use these examples as exercises. Some of these exercises are in color. Since this book
is printed in black and white, the photos, obviously, are not in color; however, you can log on
to http://www.omnipagetraining.biz or http://www.muskalipman.com or use your own color
document. Plus, we’ll be using many more examples throughout this book. As you move
through the book, you’ll find all the tips, tricks, and techniques necessary to scan all these
types of documents.

Sample Documents
These example images are available to download from http://www.omnipagetraining.biz or
http://www.muskalipman.com. Some are also in the appendix.

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 Document Scanning and OCR — Chapter 1 9

CHAPTER 1
Figure 1.1
Example of document that has
multiple columns, a table, and photo

Figure 1.2
Example of a contract
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10 Document Scanning and OCR — Chapter 1

Figure 1.3
Example of a signature

Figure 1.4
Example of a phone bill

Figure 1.5
Example of a color
photo (shown here in
black and white)

Figure 1.6
Example of a logo

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 Document Scanning and OCR — Chapter 1 11
Figure 1.7
Example of a
newspaper article

CHAPTER 1
Figure 1.8
Example of a letter

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12 Document Scanning and OCR — Chapter 1

Basic OCR Principles

When a document is scanned, it is converted into an image made up of dots. These dots are
called pixels. When using OmniPage, the resolution—or “dots per inch” (DPI)—is set to 300.
Every square inch of the image is made up of 300 dots. Each dot is either black or white
when scanned in black and white mode. When scanned in grayscale, each dot can be one of
256 shades of gray. When scanned in color, each dot can be one of millions of different
colors! The dots make up patterns that form text characters and graphics (see Figure 1.9).

Figure 1.9
Characters are made up
of a pattern of dots
OCR

Pixel Image Text Character

However, to the PC it is just a page of different-colored dots. OmniPage recognizes the text by
using “maps” or “templates” of what each character looks like. It compares these character
maps to find the matching pattern. When it finds a match, OmniPage places the text
character in that location on the page. It does this very quickly—sometimes at a rate of up to
8,000 words per minute. OmniPage also uses intelligent built-in spelling dictionaries and
training files. OmniPage uses several “recognition engines” to achieve an amazing level of
accuracy. Sometimes, OmniPage may mistake what looks to us like a graphic or a smudge for
text, and it will produce stray characters. This is easily fixed.
During OCR, OmniPage uses specific settings to determine how the page is evaluated. The
settings also create ordered zones around areas of a page. These zones identify what will be
recognized as text or retained as a graphic. The recognized text and graphics are then placed
in the new text document based on settings you select in the Text window.
OmniPage identifies words by looking at the average spacing between characters and the font
size. When it sees a larger-than-average space, it assumes this must be the end of a word. It
then starts looking for the beginning of the next word. OmniPage applies this same principle
to line and paragraph spacing. For columns and tables, OmniPage looks for similar word
spacing and larger gaps on consecutive lines. It also looks for grid lines of tables and
graphics. OmniPage uses this information to determine where and what type of zones to
draw. See Figure 1.10.

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 Document Scanning and OCR — Chapter 1 13
Character space Characters on a page
–the gap between each
character is of the same
or similar size.

Word space

CHAPTER 1
–the gap between
each word is larger
than the character
space, therefore, it
must be a word space.

Line space
–the gap between
each line is of the
same or similar size.

Paragraph space
–the gap is larger
than a line space,
therefore it must be
a paragraph space.

Column or table
–there is consistent or
similar word spacing
on consecutive lines.

Figure 1.10
The characteristics of a page—OmniPage uses these characteristics to
determine how and where to break words, lines, and paragraphs and
where to create columns

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14 Document Scanning and OCR — Chapter 1

If you have headings, titles, or text in a very large, bold font, or if there is more than normal
space between characters, OmniPage may recognize groups of letters within words as
separate words. For example, the word “SCAN” written in a large font with wide spacing
between letters may end up, after the OCR process, as two “words”: “SC” and “AN.”

Calculating Font Size

We get many calls from users asking why their scanned fonts turn out smaller or larger than
they are in their original documents. The explanation below will give you some insight as to
why this can happen and how a slight difference in the scanned font can change the size of
the recognized font.
The font size reproduction is very good on font sizes between 8 points and about 28 points.
For anything less than 8 points, it is better to scan at a higher resolution. This will give
OmniPage more pixels to measure the font size and more pixels to help recognize the shape
of the character. If the font size is incorrect, you can easily change the font size in
OmniPage’s Text Editor view or in your word processing program.
OmniPage calculates the size of the font based on the resolution at which the document was
scanned—which, remember, is usually 300 dpi—and the height of the character in pixels.
Fonts are measured in “points” (10-point, 12-point, etc.). A point is equal to 1/72nd of an
inch. A 10-point character would be 10 divided by 72, or 0.138 inches high. So, OmniPage
calculates a 10-point character is 41 pixels high (300 dpi multiplied by 0.138 inch). An
11-point character is 45.9 pixels high (300 dpi multiplied by 0.153 inch).
So, you can see the difference between recognizing a character as 10 points or as 11 points is
only four pixels, which is just over thirteen one thousandths of an inch (Figure 1.11).

Figure 1.11
The difference in
character size between
10 points and 10.5
points

The Importance of Document Quality

There’s an old saying: “Garbage in, garbage out.” You will get the best scanning results using
first-generation documents (original of a document, not a photocopy or fax). For OmniPage to
work effectively, the characters must be clear and clean. OmniPage needs to see a clear gap
between characters for good recognition. Best results are obtained using laser-quality
originals. The characters should not bleed into one another, nor be too light or broken. That
said, OmniPage can often give amazing results even on poor quality documents.

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 Document Scanning and OCR — Chapter 1 15
If the document contains a script font, where the characters are joined together (Figure 1.12),
no OCR program, including OmniPage, will be able to recognize the text, as there is no gap or
clear separation between the characters.

Figure 1.12
Script font

CHAPTER 1
A similar problem is when characters in documents are unintentionally joined together. This
is called bleeding, meaning that one character “bleeds” into the one beside it. This can
happen with third- or fourth-generation (or worse) photocopies. Bleeding can typically be
seen in photocopies of newspaper articles, documents with shaded backgrounds, documents
with poorly formed or broken characters, or poor-quality faxes. Serif characters are more
prone to bleeding than are sans because of the “tails” on the characters.
Figure 1.13 shows an example of a word from a poor-quality document. The word is “dog,”
but, as you can see, the scanned image is missing some of the dots that make up the
characters. Since OmniPage is looking for gaps between characters to define each one, and
since there are dots missing in the “d,” OmniPage will interpret the “d” as two separate
characters: “c” and “l.” The OmniPage recognition engines and spell checkers will produce
the word “clog.” A valid result; however, the sentence “I took my clog for a walk” is very
different from “I took my dog for a walk.”

Figure 1.13
Clog or dog?

How Your Computer Works with Your Scanner

There are many components of hardware and software between you and your scanner. You
interact with the OmniPage desktop screen; the commands you send to OmniPage are then
sent to Microsoft Windows. Windows talks to the OmniPage Scanner Wizard, which talks to
the scanner’s TWAIN driver, which then talks to your scanner. The scanner sends the image
all the way back through this chain until you see it on the screen. All these components must
be working properly and be able to talk to each other for OmniPage to function correctly.
Scanner manufacturers know you need software to be able to use their scanner, so they
provide it with the hardware they sell. But at the price for which they sell the scanners, they
can’t include the full version of all the different software programs. They don’t know if you
want tea or coffee, so to speak. So, you get an instant tea and a trial-size coffee. They bundle
cut-down or limited versions of software applications with their hardware—and not always
the latest versions. This allows you to perform basic OCR of plain text documents and basic
image/picture editing.

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16 Document Scanning and OCR — Chapter 1

It pays to shop around and look at what software is included with scanners you are
considering purchasing. The OCR program that often comes bundled with scanners is
OmniPage Limited Edition. Some Scanners come with OmniPage Version 9, which lets you
scan tables, spreadsheets, and color pictures. Some of the higher-range HP scanners come
with OmniForm, for scanning forms, or PaperPort. PaperPort is an excellent document
manager with OCR capabilities. Now, if you want the full cappuccino with froth and
powdered chocolate on top, you need to purchase OmniPage 11 for OCR.

CAUTION
If you buy the latest scanner and it has OmniPage 9 bundled with it, remember
that OmniPage 9 came out many years prior to the release of your new scanner.
If you are not getting the accuracy you are expecting, it’s most likely that you
have not completed two important tasks.
1. You have not set up your scanner to talk to OmniPage. Because
OmniPage 9 does not have a Scanner Wizard to set up your scanner to
talk to OmniPage as does Pro 11, you must select the scanner driver
through Scan Manager 5.0. To do this, go to Start > Settings > Control
Panel > Scan Manager 5.0. Click Add Scanner. Click Generic and then
TWAIN Scanner. Click Next, name this driver TWAIN (and then the
name of your scanner, i.e., Canon). All you are doing here is setting up
another scanner driver to use. Click Next and select your Scanner Twain
Driver from the list. If it is not in the list, you haven’t installed your
scanner driver. Click Finish. You will see the new Generic Twain Driver
icon in the Caere Scan Manager Window. Now, OmniPage Pro 9 is set up
to talk to your scanner. If you have more than one scanner, this is where
you will need to select which scanner to use before launching OmniPage.
You can download Scan Manager 5.0 from ScanSoft’s Support Web site at
http://support.scansoft.com/cu/library/downloads/index.asp.
2. You are not actually using OmniPage to scan the document, but rather
using the OCR engine built into the new scanner driver.
Some scanner driver menus—Canoscan and Epson Smart Panel, for example—
give you the option to select the OCR program to use. Often, these OCR
programs are the limited versions that are embedded in the scanner program.
They are not the same as the full OmniPage product. If you are scanning this
way and not launching OmniPage correctly as indicated below, accuracy will
suffer and the layout of the document may be all over the place.
You do not start OmniPage through your scanner driver menu—i.e., through
CanoScan or Epson Smart Panel. For OmniPage 9, you access OmniPage by
launching OmniPage from Start > Programs > Caere > OmniPage. For OmniPage
11, click Start > Programs > Scansoft OmniPage Pro 11 > OmniPage Pro 11.
Telling your scanner how to talk to OmniPage and launching it correctly will
improve your scanning accuracy.

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 Document Scanning and OCR — Chapter 1 17
Table 1.1
A comparison of OCR speeds using the document “test” on computers with varying specifications

PC system specs OCR Recognition Recognition

characters time words per minute

Pentium II 3588 19.7sec 1948

CHAPTER 1
233MHz
128Mb memory
100Mb free disk space

Pentium II 3588 6.0sec 6707

660MH
128Mb memory
2Gb free disk space

Pentium III 3588 2.9sec 13,036

850MHz
256Mb memory
12Gb free disk space

Installing and Setting Up Your Scanner Software

Before you install OmniPage, you must install your scanner and the scanner driver according
to the scanner manufacturer’s specifications. Remember, if you have an older scanner and
you upgrade to OmniPage 11, you’ll need to check the compatibility.
A scanner driver is software that is required to allow the Windows operating system to
communicate with your scanner. Every scanner has its own driver. The scanner drivers are
on the CD that came with your scanner.
All scanners have a special driver called a TWAIN driver. Some say it stands for “Technology
Without An Interesting Name.” It sounds like a fun acronym, given how many of them we
use. TWAIN is the universal programming standard that the scanner and scanning programs
use to communicate commands and images between each other.

TIP
If you have an old scanner and are using the drivers that came with it, you may
have some accuracy problems. If this is the case, you will need the latest driver
for your scanner. Go to the Web site of your scanner manufacturer and
download the latest drivers.

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18 Document Scanning and OCR — Chapter 1

As there are many scanner manufacturers, each installation process will be different. There
are too many to list step-by-step instructions for installing every kind of driver. It is self-
explanatory once you start the installation process.
1. Make sure your scanner is connected to your PC and switched on.
2. After placing the scanner software CD-ROM in your CD-ROM drive, the
installation process should start. Follow the on-screen prompts for your
scanner installation.

NOTE
The installation program should start automatically. If it does not, go to
Windows Explorer. Locate your CD-ROM drive and click it. There in the top-
level directory will be a program named Setup.exe or Install.exe or
Autorun.exe. Double-click to start the program and the installation process.

The scanner driver installation will create a program folder in the Programs menu. For
example, HP scanners create an HP DeskScanII or HP Precision Scan folder. Canon scanners
create the CanoScan folder. Epson Scanner creates the Epson Smart Panel for its software.
After you have installed your scanner and scanner drivers, conduct a test using the TWAIN
interface you have just installed. We have used the Epson TWAIN interface (Figure 1.14).
Every scanner manufacturer’s TWAIN interface will be different. To test the Epson TWAIN
interface, we selected Start > Programs > Epson Smart Panel, then clicked on Preview. When
you click Preview, and most TWAIN interfaces have a preview button, it does a quick scan. If it

Figure 1.14
A simple way to do a
test scan

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 Document Scanning and OCR — Chapter 1 19
doesn’t, there could be something wrong with the scanner or the cable, or the TWAIN drivers
may not have been installed correctly. Consult the manual that comes with your scanner.

CAUTION

CHAPTER 1
OmniPage supports scanners capable of scanning from 200 dpi to 600 dpi and
is controlled by TWAIN or WIA (Windows Image Acquisition) scanner drivers.
Scanners, scanner drivers, and programs are all made and released on the
market at different times. It is important to ensure your scanner, scanner driver,
scanning program, and application programs are compatible.
Please see the Scanner Guide at ScanSoft’s Web site http://www.scansoft.com
for a list of supported scanners.

Installing OmniPage 11
Make sure your scanner is connected to your PC and switched on. Have you done a test scan
to make sure your PC can talk to the scanner? If not, do this first.
For Windows 98 users, make sure you have only Systray and Explorer running. Check this by
holding down CTL+ALT keys and then press the Delete key once to select the Task Manager.
There, you will see what programs are running. Close all but these two files. Always make
sure you switch off your virus checker. It is important to do this; otherwise, you may get an
incomplete installation.
All OmniPage files are copied automatically during installation. Follow these steps.
1. Make sure you’ve closed your anti-virus programs. This will avoid any
possible conflicts when installing drivers and programs.
2. If you are installing on Windows 2000, Windows NT, or Windows XP, log on
to your computer with administrator privileges.
3. Place the OmniPage 11 CD-ROM into the CD-ROM Drive. The installation
program should start automatically.

NOTE
If the installation does not begin, go to Windows Explorer. Locate your CD-
ROM drive and double-click it. In the top-level is Autorun.exe. Double-click
this program. It starts the installation process.

4. The first screen asks you to choose a language. This language will be used for
the Text-to-Speech system and as the program’s interface language. The
program interface language is used for displays such as menu items, dialog
boxes, and warning messages. You can change the interface language later in
Tools Options. Your choice determines which Text-to-Speech system will be
installed with the program.

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20 Document Scanning and OCR — Chapter 1

5. If you own a previous version of OmniPage, or if you are upgrading from

OmniPage Limited Edition, the installer will ask for your consent to uninstall
that product first. You can leave the previous versions on your system.
6. Accept the License Agreement.
7. Enter your user name and company name if required.
8. You will be asked to enter OmniPage 11’s serial number. This appears on a
sticky label at the back of the CD sleeve.

TIP
OmniPage 11’s CD-ROM is in a paper sleeve. At the back of the cover, you will
find the serial number on several removable sticky labels. To avoid losing your
serial number, remove the label and place on the OmniPage Software CD-ROM.
You will need this serial number when installing or reinstalling OmniPage 11.

Figure 1.15
Serial number on back
of CD-ROM sleeve

Follow the self-explanatory instructions on each screen to install the software. Next, you will
be asked to register OmniPage. If you have an earlier version of OmniPage, register your
software at http://www.mylearningsystems.com.

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