How to scan a document and recognize it in MS Word?

If you chose the quick way to write a theoretical chapter, which we talked about in paragraph 2.1., Then you most likely cannot do without scanning documents. Otherwise, you can skip this item and start taking notes on the materials found in the library.

Before you start scanning, you need to decide what you want to use when writing your work.

And for this you first need to review the available literature and highlight the necessary moments with a pencil.

When I first scanned an article from a journal for my first course paper, for me this occupation was unimaginably difficult. As a result of several hours of work with the scanner and FineReader, I got out of the blue, which is not editable. As a result, I had to type everything by hand. To prevent this from happening, let’s take a closer look at all the technical aspects of scanning.

Of course, we need a scanner to scan. It is not necessary to buy. You can, for example, temporarily take time from a friend. I use the CanoScan Lide 60 scanner. Although it’s not the newest model, I really like this compact, fast and easy-to-use device. If you took a scanner for a while, in order for it to work, you must first install a driver program. Drivers and installation guide can always be found on the installation disc, which is attached to the device or downloaded from the website of the manufacturer. After installing the driver, connect the scanner to the computer using the connecting cord. Now you can proceed directly to the scan.

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

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

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

So, let’s start the first stage – scanning:

– run the scanner driver: Start – All Programs – Canon – ScanGear (I specify the name of the driver for my scanner).

– open the scanner lid and put the book, magazine or their copy text down, as even as possible with respect to the edges of the working surface of the scanner

It is very important to make sure that the scanner lid presses the scanned document as tightly as possible, preventing the working surface of the scanner that comes in contact with the document from getting outside light;

– make the necessary settings in the scanner driver. The first step is to set the resolution in which the document will be scanned. Resolution is an indicator that determines the level of detail of the object during scanning and is determined in dots per inch (dpi, or d / d). The higher the resolution, the better the image will be. But, when scanning text documents, it makes no sense to set the maximum resolution, since there will be zero sense from this. In addition, high resolution scanning takes longer. I recommend setting the resolution to 400-500 dpi. With this setting, the images are of sufficient quality for their good recognition, and the scanning process itself does not take much time.

First you need to go to “Advanced Mode”. The source will always be “Tablet” (flatbed scanner). Color mode is better to set “Black and white”, because we do not need colors to scan text, and this will reduce the size of the output images. The resolution, as I said, should be set to 400 dpi. The output image size is necessarily “A4”. Now you can safely press the “Scan” button. My scanner is designed in such a way that it first remembers the scanned images in the internal memory, and only when closing the window the driver offers to save them to the computer. It only remains for me to indicate the place where the results of the work will be saved.

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

The second stage is the recognition of the received images and their conversion into text. As I said, this will require a special program – FineReader. Download the program from this link (32Mb). The version offered by me does not require installation (portable). In the folder with the program will be many different files, but you only need one – FineReader.exe. Double click on this file will launch the program on your computer.

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

If you scanned a newspaper or magazine, the text there is often given in the form of columns (as in the example above). These columns in Word need to be converted to one. Select the text in the form of columns and execute the command: Format – Columns – One – OK. Only after that you can set the Book orientation in the Page Parameters, margins, fonts, etc.

About the author