Nuance OmniPage Pro X (Mac) manual

OmniPage ® Pr o User ’ s Manual[...]

ii Caere Corporation 100 Co oper Court Los Ga to s, Cali fornia 95032-76 03 USA Caere GmbH Innere Wiener Strasse 5 81667 M ünchen, Germany Caere UK Information Centr e Abbey House 4 Abbey Orchard Street W estminster , London SW1P 2JJ Centre d’informations Caere 72, rue Baratte-Cholet 94100 S aint-Maur , France Please Note T o use this program, y[...]

iii T able o f Conten ts Welcom e Using This Manual ....... ........... ........... ................. ............ ........... ........... ................. ........... .. vi Getting Online Help ............... ........... ............ ........... ................. ........... ............ ................ . v ii Help Menu .. ........... ..........[...]

iv Proofreading OCR Results .............. ................. ........... ........... ............ ................. ....... 25 Checking Recognized Text Against O riginal Text ... ................. ........... ................. .. 27 Working with OmniPage Documents ....... ............ ................. ........... ........... ................. .. 2[...]

v We l c o m e Welcome to Omn iPage Pro, and thank you for using our software! The followin g documentation has been provided to help you learn about Omn iPa ge Pr o. This Use r’s Manual This manual int roduces you to the bas ics of using OmniPage Pro . It includes insta llation and set up instructions , an introduction to OmniPage Pro , task-ori[...]

Using Th is Manual vi Using This Manual This manu al is written with the assum ption that you know how to work in the Microsoft Windows environment. Please refer to your Windows docume ntati on if you have quest ions a bout how to use dialog box es, menu commands, scroll bars, drag and d rop functionality, shortcut menu s, an d so o n. The followin[...]

Getting Online Help vii Getting O nline Help In additi on to using this m anual, you can use Om niPage Pro’s o nline Help to learn about features, settin gs, and procedures. Online Help is availa ble after you inst all OmniP age Pro. Help Menu One way to op en OmniPag e Pro’s online Help is to ch oose commands in the Help menu. Context-Sensitiv[...]

Product Suppor t viii Pr oduct Support For the fastest and easiest way to get help, please look for solutions in this manual or in the online Help. See “General Troubleshooting Solutio ns” on pag e 52 for tr oubleshooti ng tips. If you need additional help, please use the following resources: • Caere on the W orld W ide W eb Go to Caer e’s [...]

1 Chapter 1 Installation and Setup This chapt er provides informati on on ins talling and st arting OmniPa ge Pro. This chapter con tains the follow ing topics: • Minimum System Requirements • Instal ling Omni Page Pro • Setting Up Y our Scanner with OmniPage Pro • Starting Omn iPage Pro •R e g i s t e r i n g Y o u r S o f t w a r e[...]

Minimum System Requirements 2 Chapter 1 Minimum System Re quirements You need th e following s etup, at mini mum, to inst all and run O mniPage Pro: • Computer with a Pentium or higher processor • Microsoft W i ndows 9 5, W indow s 98, W in dows 200 0, or W ind ows NT 4.0 •3 2 M B o f m e m o r y ( R A M ) • 50MB of free hard disk space to [...]

Setting Up Your Scanner With OmniPa ge Pro Installation and Setu p 3 To install OmniPage Pro: 1 Inse rt OmniP age Pr o’s CD-R OM in th e CD- ROM dr ive . The Setup program should start automa tically . If it does not start, locate your CD-ROM drive in W indows Explorer and dou ble- cli ck the Setup.exe pr ogram at the top-level of the CD-ROM. 2 F[...]

Starti ng Omni Page Pr o 4 Chapter 1 Starti ng OmniPage Pr o To start O mnipage Pro, click Start in the Win dows taskba r and choo se Prog rams ! Caer e OmniPa ge Pr o 1 0.0 . Or, double-click the OmniPage Pro icon locate d in the folder where you install ed OmniPage Pro. OmniPa ge Pro’s deskto p appears w hen you open Om niPage Pr o. See “The [...]

Registering Your Software Installation and Setu p 5 Registe ring Y our Softwar e Register you r copy of OmniP age Pro with C aere Corporation to receive notification of special offers and the best prices on product upgrades. If you purchased yo ur product directly from Caere, you may n ot need to register again. Y our version of OmniPage Pro will n[...]

6 Chapter 1[...]

7 Chapter 2 Intr oduction to OmniPage Pr o You probably use your comp uter for most business correspondence and other wr itten proj ects. The c hallenge is that ce rtain so urces of information cannot be used immediately on a co mputer. For example, if you w ant to incorporat e information from a magazine article into a d ocument in your word proce[...]

What Is Optical Character Recognition (OCR)? 8 Chapter 2 What Is Optical Character Recognition (OCR)? Optical character r ecognition ( OCR ) is the process of turnin g an image into computer-editable text. An image is an electronic picture of text such as a scanned paper do cument or an elec tronic fax fil e. Imag es do not have editable text chara[...]

What Is Optical Char acter Recognition (OCR)? Introduction to OmniPage Pro 9 Basic Steps of OmniPage Pro OCR These are the basic steps o f OmniPage Pro’s OCR process. 1 Bring a document image into OmniPage Pro. Y ou can s can a paper do cument or load an imag e file. Th e resulting image appears in OmniPage Pro’s image vi ew . 2 Perform OCR to [...]

The OmniPage Pro Desktop 10 Chapter 2 The OmniPage P r o Desktop OmniPage Pro’ s desktop displa ys the pages of an open docu ment in its thumbnail view, image view, and text view. You can use the Sta ndard, AutoOCR, Manual OCR, and Ima ge toolbars to perform various tasks on the document, or the O CR Wizard to walk you throu gh the entire process[...]

The OmniPage Pro Desktop Introduction to OmniPage Pro 11 OmniPage T oolbox The OmniPage Toolbox contains the AutoOCR ® toolbar, the Manual OCR toolb ar, and the OCR Wizard. AutoOCR T ool bar The AutoOCR to olbar contains dro p-down lists where you ca n select process commands, and buttons to start, stop, finish, an d continue automatic proces sing[...]

The OmniPage Pro Desktop 12 Chapter 2 Manual OCR T oolbar The Manual O CR toolbar con tains button s that can activate each step of the OCR process individually. You can set com mands in the Man ual OCR toolbar butto ns’ drop-down lists for the operatio ns you want to perform. Click each but ton to process your document step-by-step. OCR Wiza rd [...]

The OmniPage Pro Desktop Introduction to OmniPage Pro 13 Standard T oolbar The Standard t oolbar contains buttons and a drop-down list for performing standard tasks. Image T ool bar The Image toolbar cont ains buttons that a llow you to work w ith zones in an image, rotat e or straighten an im age, or zoom in a nd zoom out on an image. The Image to[...]

14 Chapter 2[...]

15 Chapter 3 Pr ocessing Documents This chapter describes how to work with documents in OmniPage Pro, including each step of the OCR process. There are different ways to accomplish the same tasks in OmniPage Pro. You can use toolbar buttons or m enu command s to start procedu res. OmniPage Pro can perform all OCR steps a utomatically , you can star[...]

Different W ays to Pr ocess Documents 16 Chapter 3 Different W a ys to Process Documents There are different ways to process your documents with OmniPage Pro: • Using the OCR W izar d The OCR W izar d guides you through each step of the pr ocess by asking yo u questions , selecting settin gs and comman ds, and performing each step for yo u. This [...]

Converting Images to Text Proce ssing Docu ments 17 Conver ting Images to T ext Optical char acter recognition (OCR) is the process of turni ng an image into compu ter-editable text so you do not have to retype th e text manually. The bas ic steps of OmniPage Pro’s OCR process are explaine d on page 9. The follow ing is a summar y of those steps.[...]

Converting Images to T ext 18 Chapter 3 After OCR, the docum ent with zones dr awn is displayed in th e image view, and the recognized text is displayed in the text view where you can proofre ad results. These are text zones. They will be converted to text during OCR.[...]

Converting Images to Text Proce ssing Docu ments 19 Pr ocessin g Documents Using the O CR Wizard The OCR Wizard guides you through the entire OCR process by as king you questions about your do cument and selecting the appropriate settings a nd commands for you. To process your docum ent using the OCR Wiza rd: 1 Click t he OCR W izard tab in the Omn[...]

Converting Images to T ext 20 Chapter 3 Automatic Pr ocessing Use the AutoOCR to olbar in the OmniP age Toolbox to process a new d o cu m e n t f r o m st a r t t o f i n is h o r t o f i n i s h pr o c e ss i n g a n o p e n d o cu m e n t . To process your document automaticall y: 1 Click the AutoO CR tab in the OmniPage T oo lbox to display the [...]

Converting Images to Text Proce ssing Docu ments 21 Manual Pr ocessing Use the Manual OCR toolbar to process a document step-by-step. You can use the Manua l OCR toolbar functio ns on a new document or a documen t that has been partially o r completely pro cessed automa tically or using the O CR Wizard . Refer to the onlin e Help for informatio n o[...]

Converting Images to T ext 22 Chapter 3 Pr ocessing D ocuments In Other Applica tions You can use OmniPa ge Pro's Dire ct OCR feature to process your documents i n other application s. For example, you ca n scan, recognize, and paste text directly into a documen t without ever leaving yo ur word- processing applica tion. You can use Direct OCR[...]

Impro ving OC R Res ults Proce ssing Docu ments 23 Impr oving OCR Results OmniPage Pro has many features th at allow you to customize processing and improve OCR results. Please refer to the onlin e Help for more informatio n on these and other ways to improve OCR results. Adjusting Page Images Before OCR You can rotate and st raighten page ima ges [...]

Improving OCR Results 24 Chapter 3 Changing Zone Properties Zones pla y a big part in determin ing OCR results . Once zones have been created, you can change the shape, size, location, order, and properties of each zone. Please refer to the online Help for more informa tion on customi zing zones. To change the properties of a zone : 1 Select the zo[...]

Impro ving OC R Res ults Proce ssing Docu ments 25 Matching Or iginal Document Fonts You can retain the font characteris tics in your do cument during OC R if you select an Output Format option other than Remove Format ting . See “Output Form at” on page 36 fo r more infor mation. OmniPage Pro automatically matches detected font types to specif[...]

Improving OCR Results 26 Chapter 3 To proofread OCR result s and correct errors: 1 Click the Proofr ead OCR button in the Stan dard to olbar , or choose Proofr ead OCR... in the T ools menu. If a suspected err o r is detected, the OCR Pr oofreader dialog box displays the error and a picture of how it origina lly looked in the image. 2 Select how yo[...]

Impro ving OC R Res ults Proce ssing Docu ments 27 Checking Recognized T ex t Against Origi nal T ext After perfo rming OCR, you can compar e recogni zed text against the original ima ge to verify that the text was recognized correctly. To verify text against its original ima ge: 1 Double-click any word in the text view or select a word and choose [...]

Working with Om niPage Docu ments 28 Chapter 3 W orking with OmniPage Documents OmniPage Pro ’s thumbnail, ima ge, and text views allow you to look at and work with pages in the current document. This section describes the following procedures: • Resizing a Page V i ew • Chang ing Pages • Reorderin g Pages • Deleting Pages • Printing a [...]

Working wi th OmniPage Docu ments Proce ssing Docu ments 29 Resizing a Page V iew You can resize a page dis played in the image view o r text view to enlarge or reduce the view. To resiz e a page view: 1 Click in the view you want to enl arge or reduce to make it active. 2 Choose a si ze option s in the Zoom drop-down li st in the Standar d tool ba[...]

Working with Om niPage Docu ments 30 Chapter 3 • Click the Next Page or Previous Page buttons a t the lower-right corner of the OmniPage Pr o desktop. •C h o o s e Next Page , Pre vious Page , or Go to Page... in t he Edit men u. Reordering Pages Y ou can r eor der page s in a document by drag ging their thumbna ils to differ ent positions in t[...]

Working wi th OmniPage Docu ments Proce ssing Docu ments 31 Undoing Ch anges You can click the Undo b utton or choose Undo in the Edit menu to cancel the very last change you made in the text view . You can also choose Undo to cancel zone edits in the image view. However, page deletions cannot be undone. Printing a Document You can print the curren[...]

32 Chapter 3[...]

33 Chapter 4 Settings and Commands This chapter des cribes Omni Page Pro to olbar com mands and Optio ns settings. Plea se also look in O mniPage Pro’s on line Help for more detailed in formation on settings and comm ands. The settings and commands you select for processing documents can greatly affect OCR results. You may have to experimen t wit[...]

The OmniPage T oolbox 34 Chapter 4 The OmniPage T ool box The OmniPage Toolbox contains the Auto OCR toolbar, the Manual OCR toolbar, and the OCR W izard. AutoOCR T ool bar The AutoOCR too lbar allows you to process a docum ent from start to finish autom atically accordin g to the commands you s elect in the drop- down lists. Manual OCR T oolbar Th[...]

The OmniPage Toolbox Settings an d Commands 35 Setting T oolbar Commands Document S ource You can bring d ocuments int o OmniPage Pro by l oading a file or scanni ng an i mage. The Document So urce drop-down list co ntains the follo wing options: •L o a d F i l e Select Load File to load existin g image files such as TIFF or PCX files into Omn iP[...]

The OmniPage T oolbox 36 Chapter 4 • Spreadshee t Select Spreadshee t to have Omni Page Pro automatical ly draw and or der zones for pages with tables or spr eadsheets. •M i x e d P a g e Select Mixe d Page to ha ve OmniPag e Pro automatica lly draw an d order zones for pages with a combina tion of text, tables or spr eadsh eets, and graphi cs,[...]

The OmniPage Toolbox Settings an d Commands 37 Export Destination You can export recognized text an d retained graphics for use in other applicat ions by sa ving them as a file, s ending t hem as a ma il attach ment, or copyin g them to th e clipboard. You can a lso listen t o your d ocument before saving it by having OmniPage Pro read the text out[...]

The OmniPage T oolbox 38 Chapter 4 Activating T oolbar Commands Select a command in each toolbar dro p-down list. The pictures on the toolb ars chan ge as you set dif ferent pro cess co mmand s. AutoOCR T ool bar T o activate the AutoOCR too lbar commands, do the following: • Click t he Start butt on or choose Sta rt in the Process menu to begin [...]

Selecting OmniPa ge Pro Settings Settings an d Commands 39 Selecting OmniPage Pro Settings Click the Op tions button o r choose Options ! All... in the Tools menu to open the Optio ns dialog box. This is the central loca tion for OmniPage Pro settings . Default settin gs are shown in most exa mples that follow. Ho wever, documents require different[...]

OCR Settings 40 Chapter 4 OCR Settings Click the OCR tab to select settin gs that affect OCR accuracy. Scanner Settings Click the Scanner tab to select settings for sca nning pages. The Scanner tab appea rs only if y ou have instal led Caere Scan Ma nager, and dependin g on your particular sca nner, your scanner mi ght need to be connected and turn[...]

Tables Settings Settings an d Commands 41 T ables Settings Click the Tables tab to select table settings for your docu ment. Select to automatically detect tables that have grid lines between rows and columns. Changing the lin e styles using the dr op-down me nus will change the page icon to show the general appearance you can expect of the table g[...]

Direct OCR Settings 42 Chapter 4 Direct OCR Settings Click the Dir ect O CR tab to select settings for the Direct OCR feature. Direct OCR all ows you to initiate OCR from another applica tion. See “Pro cessi ng Doc ume nts I n Other Appl ica tions ” on page 22 for more informati on. Some applicat ions may be pre-registered wi th Direct OCR duri[...]

Process Settings Settings an d Commands 43 Pr ocess Settings Click the Proc ess tab to set commands and setting s for each step of OCR. Usually , these setti ngs should be selected for optima l accuracy . Deselect any that cause over-cor rect ion. Specifies whe re newly loaded or scanned images are to be added to an open doc ument. This is the lang[...]

44 Chapter 4[...]

45 Chapter 5 Saving and Expor ting Once you have loa ded and recognized a documen t in OmniPage Pro, you can export the origi nal image or reco gnized text to other applications by: • Saving a Document • Copyi ng a Docum ent to the C lipboard • Sending a Docu ment as a Mail At tachment • Converting T ext to Speech After you export a documen[...]

Savin g a Docum ent 46 Chapter 5 Or , click th e Export Destinatio n button in the Manua l OCR toolbar with Save as File selected in the drop-down list. The Save As dialog bo x appears. 2 Select a folder location and file type for your document. See “Supported File T ypes” on page 5 5 for a complete list of supported file types. 3 T ype in a fi[...]

Saving a Do cum ent Savin g and Export ing 47 To save original im ages: 1C h o o s e Save Image... in the File menu. The Save Image dialog box appears. 2 Select a folder location and file type for your document. See “Supported File T ypes” on page 55 for a complete list of supported file types. 3 T ype in a file name a nd select Save and Image [...]

Copying a Docum ent to the Clipbo ard 48 Chapter 5 Copying a Document to the Clipboard You can copy every page of a recognized document to the Clipboard and then paste the text directly into anothe r application. To copy a document to the Clipboard: 1S e l e c t Copy to Clipboard as the command in the Expo rt Desti nati on dr op-down li st on the M[...]

Converting Text to Speech Savin g and Export ing 49 Y ou can also select Send as Ma il in the File menu. The Send Mail dia log box appears. 3 Specify a file ty pe and attachm ent options fo r your docu ment. 4C l i c k OK . 5 Log into your mail applica tion if you are prom pted to do so. A new messa ge appears ready for addressing . 6 Address your [...]

50 Chapter 5[...]

51 Chapter 6 T echnical Information This chapter provi des troubleshooti ng and other technical informa tion about usin g OmniPa ge Pro. Please also read the online Readm e file and the Scanner Setu p Notes . Th e Scanner Set up Notes contain s det ailed i nformat ion abou t scan ner se tup and support. The Readm e file contai ns last-min ute infor[...]

General T roublesho oting Soluti ons 52 Chapter 6 General T r oubleshooting Sol utions Although O mniPage Pro is designed to be eas y to use, problems sometimes occur. Many of the error messages contain self-explanatory descri ptions of wha t to do — ch eck co nnection s, clos e othe r applica tions to free up memory, and so on. Sometimes that is[...]

General Troublesh ooting Solutions Technical Inform ation 53 T esting OmniPage Pro Restarti ng Windo ws 95, 98, o r 2000 i n safe m ode o r W i n d o w s N T i n VGA mode allows you to test OmniPage Pro on a simplified system. This is recommended when you cannot reso lve crashi ng problems o r if OmniP age P ro has st oppe d ru nnin g al toget her [...]

General T roublesho oting Soluti ons 54 Chapter 6 Low Memor y Problems OmniPage Pro may run poorly under low -memory conditio ns. This may be indicat ed by various error messages o r if OmniPage Pro works slowly and accesses the har d drive often. Try these solutions for low memor y co ndit ion s: • Restart your co mputer . • Close other open a[...]

Suppo rted F ile Types Technical Inform ation 55 Supported File T ypes OmniPage Pro can op en these file types: TIFF files can be single- or multiple-page; color, line art, or gra yscale; compressed or uncompressed. They can be up to 600 dpi, but 300 dpi is recommended for optimal OCR accuracy. OmniPag e Pro stores line-a rt image a t 300 dpi and g[...]

OCR Problems 56 Chapter 6 OCR Pr oblems This section contains informatio n and solution s for possible OCR problems. Topics in this section include: •S y s t e m C r a s h D u r i n g O C R • T ext Does Not Get Recognized Properly • Problems W ith Fax Recogni tion System Crash During OCR Try these soluti ons if a crash occurs during OCR o r i[...]

OCR Problems Technical Inform ation 57 T ext Does Not Get Recognized Properly Try these solutions if any part of the origina l document is not converted to text properly during O CR: • Look at the original page imag e and make sure that all text areas are enclosed by text zones. If a n ar ea is not enclosed by a zone, it is ignored during OCR. Se[...]

OCR Problems 58 Chapter 6 Pr oblems With Fax Reco gnition Try these solutions to improve OCR accuracy on fax images: • Ask se nders to s elect Fine or Best m o d e w h e n t h e y s e n d y o u a f a x . This pr odu ces a r esolution of 200 x200 dpi. • Ask senders to trans mit files directly to your computer via fa x modem if yo u both have one[...]

Uninstalling the Software Technical Inform ation 59 Uninstall ing the Software Sometim es uninstal ling and then reinsta lling OmniPa ge Pro and Caere Scan Manager will s olve a problem. OmniPage Pro ’s Uninstall pro gram will not remov e any of the following files: • Zone templates ( *.zon ) • T ra ining files ( *.trn ) • User dictionaries[...]

Uninstalling th e Software 60 Chapter 6 To uninstall Caere Scan M anager: 1 Close Omn iPa ge Pr o. 2 Click Sta rt in the W indow s taskbar an d choose Settings ! Control Panel ! Add/Remove Pr ograms . 3 Select Caere Scan Mana ger and click Add/Re move . 4 Click OK to confirm that you want to r emove Caere S can Mana ger . 5 Restart y our comput er [...]

Index 61 A Adjusting page images before OCR 23 view of pages 29 Automatic processing 20, 21 AutoOCR toolbar 11, 12 location of 10 overview 3 4 B Basic step s of OCR 9 C Caer e Docu ments see OmniP age Do cuments Caere Produc t Support x Changing pages in a document 29 Checking OCR results 25 Clipboard, copying an entire document to 48 Closing doc u[...]

62 Index M Man ual OC R tool bar 1 2 MAPI-com pliant m ail 48 Memory minimu m requ ired 2 problem s 54 Microsof t Exchange or Outloo k sending a recognized document with 48 Minimum requirement s 2 Modifying te xt see OmniPage Pro ’s online help N New documents, automatically processi ng 20, 21 O OCR automatic processing 20, 21 AutoOCR toolbar 34 [...]

63 Toolbars AutoOCR 11, 12, 34 Manual OCR 12 OCR Wizard 12 Standard 13 Troubleshooting 52–59 general solutio ns 52 low disk sp ace problems 54 low memor y prob lems 54 OCR probl ems 57 product support serv ices x text does not get recognize d 58 uninstalling the so ftware 60 True Page frames in the text view 58 U Undoing changes 31 Uninstalling t[...]