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Session 302Session 302Using Optical Using Optical Character Character Recognition Recognition ProgramsProgramsGaeir DietrichGaeir Dietrich
Director High Tech Center Training Director High Tech Center Training UnitUnitof the California Community Collegesof the California Community Colleges
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OverviewOverview
Optical character recognitionOptical character recognition Structural recognitionStructural recognition OptionsOptions LoadingLoading ZoningZoning OCROCR EditingEditing
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Optical Character Optical Character Recognition (OCR)Recognition (OCR) OCR turns pictures of text into e-OCR turns pictures of text into e-
texttext Does well unless…Does well unless…
– The picture is fuzzyThe picture is fuzzy– The contrast is poorThe contrast is poor– The font is unusualThe font is unusual– The font is too small or too largeThe font is too small or too large– The material has unusual charactersThe material has unusual characters
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Structural RecognitionStructural Recognition
Analyzes the layout of the pageAnalyzes the layout of the page– ColumnsColumns– HeadingsHeadings– GraphicsGraphics– TablesTables
Usually does fairly well, unless Usually does fairly well, unless the layout is non-standardthe layout is non-standard
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Getting Better…but…Getting Better…but…
Although the programs are Although the programs are improving all the time, it is improving all the time, it is unwise to trust to the automated unwise to trust to the automated features.features.
Learn to know what the program Learn to know what the program is doing and correct it when it is doing and correct it when it errs.errs.
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Programs that Run Programs that Run OCROCR Programs for consumersPrograms for consumers
– Kurzweil 1000, 3000Kurzweil 1000, 3000– OpenBookOpenBook– Intel ReaderIntel Reader– Many others…Many others…
Programs for productionPrograms for production– ABBYY FineReaderABBYY FineReader– Nuance OmniPageNuance OmniPage
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Consumer ProgramsConsumer Programs
Highly automatedHighly automated Designed for individuals who have Designed for individuals who have
print disabilitiesprint disabilities Are not good production toolsAre not good production tools
– Do not provide flexibilityDo not provide flexibility– Do not allow much overridingDo not allow much overriding– Interfaces not designed for editingInterfaces not designed for editing
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Production Programs Production Programs in Generalin General A good program for production A good program for production
allows you to…allows you to…– Control the zones (areas or blocks of Control the zones (areas or blocks of
text and graphics)text and graphics) Add, delete, changeAdd, delete, change
– Edit easilyEdit easily– Improve recognitionImprove recognition
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Preferred ProgramsPreferred Programs
ABBYY FineReaderABBYY FineReader– Relatively easy to learnRelatively easy to learn– Fairly intuitiveFairly intuitive– Good structural recognitionGood structural recognition
Nuance OmniPageNuance OmniPage– Less intuitive but more accessibleLess intuitive but more accessible– Often does better with technical Often does better with technical
materialsmaterials
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Both Good ToolsBoth Good Tools
If you can afford to have both, it’s If you can afford to have both, it’s nice, but not absolutely nice, but not absolutely necessary.necessary.
If you have both, run a couple If you have both, run a couple test pages through each to see test pages through each to see which is doing better on a which is doing better on a particular job.particular job.
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For TodayFor Today
Focus on ABBYY FineReaderFocus on ABBYY FineReader– A little less expensiveA little less expensive– Easier for folks who do not use an Easier for folks who do not use an
OCR program every dayOCR program every day
Let’s launch and go!Let’s launch and go!
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Wizards Are Evil…Wizards Are Evil…
Turn off the automated “Tasks” Turn off the automated “Tasks” managermanager
Uncheck the Show at startup Uncheck the Show at startup check boxcheck box– Bottom left corner of the Tasks boxBottom left corner of the Tasks box
Choose Open Image/PDFChoose Open Image/PDF
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Under the HoodUnder the Hood
For best results with a program, For best results with a program, set up your options before you set up your options before you begin!begin!
Tools > OptionsTools > Options
Shortcut keys: Ctrl + Shift + OShortcut keys: Ctrl + Shift + O
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Document TabDocument Tab
Languages drop-down menu Languages drop-down menu allows you to select the allows you to select the languages that are in your languages that are in your document.document.
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More LanguagesMore Languages
If you do not see the languages If you do not see the languages you need, select More Languages.you need, select More Languages.
Notice at the end of the list, it Notice at the end of the list, it includes computer languages, includes computer languages, numbers, and chemical formulas.numbers, and chemical formulas.
Turn on what you need, but only Turn on what you need, but only what you need.what you need.
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TipTip
If you are running OCR on math, If you are running OCR on math, turn on Greek.turn on Greek.– Greek will allow the program to Greek will allow the program to
recognize alphas, deltas, sigmas, etc.recognize alphas, deltas, sigmas, etc.
For foreign language, turn on all For foreign language, turn on all the languages in the book.the languages in the book.– It will recognize the diacritical marks.It will recognize the diacritical marks.
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Scan and Open TabScan and Open Tab
Change the radio button under Change the radio button under General to “Do not read and General to “Do not read and analyze acquired page images analyze acquired page images automatically.”automatically.”
Remember…wizards are evil…Remember…wizards are evil…
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Another DecisionAnother Decision
Under Image Preprocessing, you Under Image Preprocessing, you have the choice to Detect page have the choice to Detect page orientation.orientation.– Try it if you have many pages Try it if you have many pages
turned, but it sometimes goofs.turned, but it sometimes goofs. Also note the Split facing pages Also note the Split facing pages
feature.feature.– Nice if you have a two-page spread.Nice if you have a two-page spread.
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Read TabRead Tab
The “pattern editor” is useful if The “pattern editor” is useful if you have a book with a very you have a book with a very unusual font.unusual font.– You can map the letters by telling You can map the letters by telling
the program what each letter is.the program what each letter is.– Not worth it for occasional errors, Not worth it for occasional errors,
but very useful for books filled with but very useful for books filled with otherwise unreadable fonts.otherwise unreadable fonts.
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Save TabSave Tab
Specify which format you want as Specify which format you want as an end product.an end product.
For Word docs, choose either For Word docs, choose either Formatted Text or Plain Text.Formatted Text or Plain Text.– Otherwise, you can get the dreaded Otherwise, you can get the dreaded
“textbox.”“textbox.”
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ConsiderationsConsiderations
You may or may not want to keep You may or may not want to keep headers and footers.headers and footers.– I generally keep them to pull the I generally keep them to pull the
page numbers.page numbers. You may want to keep the page You may want to keep the page
breaks.breaks.– Retaining page breaks helps to Retaining page breaks helps to
maintain one-to-one page maintain one-to-one page correspondence with the book.correspondence with the book.
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Paper SizePaper Size
In some cases, you may wish to In some cases, you may wish to work with a custom paper size work with a custom paper size and choose “Increase paper size and choose “Increase paper size to fit content.”to fit content.”
This feature can be helpful when This feature can be helpful when you are retaining everything on you are retaining everything on the page but not the layout.the page but not the layout.
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View TabView Tab
The view tab has some nice features The view tab has some nice features for those with visual impairments.for those with visual impairments.
Colors are completely customizable.Colors are completely customizable.– Choose the mark-up, then click on the Choose the mark-up, then click on the
color swatch.color swatch.– Choose Define Custom Colors for more Choose Define Custom Colors for more
choices.choices.
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More ChoicesMore Choices
The View Tab also allows you to The View Tab also allows you to control the appearance of your control the appearance of your working window.working window.
Pages window > ThumbnailsPages window > Thumbnails– Shows graphics of the pages on the Shows graphics of the pages on the
left-hand side (under “Pages”).left-hand side (under “Pages”).
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More AccessibleMore Accessible
Instead, you can see a detail view.Instead, you can see a detail view. Detail view is more accessible for Detail view is more accessible for
screen readers.screen readers. Otherwise, it is personal Otherwise, it is personal
preference.preference.
Pages window > DetailsPages window > Details– Shows text instead of graphicsShows text instead of graphics
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Advanced TabAdvanced Tab
This tab has choices about spell This tab has choices about spell check and editing.check and editing.
Please note that if the program is Please note that if the program is handling spacing around handling spacing around punctuation incorrectly, there is punctuation incorrectly, there is an option on this tab to fix the an option on this tab to fix the problem.problem.
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Customizing ToolsCustomizing Tools
Choose Tools > CustomizeChoose Tools > Customize Under Categories, select ImageUnder Categories, select Image Move two tools to your Quick Move two tools to your Quick
Access toolbarAccess toolbar– Select the tool and use the double Select the tool and use the double
arrow button to move the toolarrow button to move the tool
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Move EraserMove Eraser
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Move Order AreasMove Order Areas
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Turn on Quick ToolsTurn on Quick Tools
View > Toolbars > Quick AccessView > Toolbars > Quick Access
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ReadyReady
We have set our options.We have set our options. We have customized our tools.We have customized our tools.
These features are now set.These features are now set.– Do not need to do again until Do not need to do again until
reinstall program.reinstall program.
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Time to Start Working!Time to Start Working!
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Please NotePlease Note
Although you can scan with the Although you can scan with the program, preference is to scan with program, preference is to scan with your scanning utility (that came with your scanning utility (that came with your scanner) and load the resulting your scanner) and load the resulting TIFF or JPEGs into FineReader.TIFF or JPEGs into FineReader.
No scanning utility? Then go ahead No scanning utility? Then go ahead and scan with FineReader (Ctrl + K).and scan with FineReader (Ctrl + K).
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Loading a FileLoading a File
Open an ImageOpen an Image– Click the open iconClick the open icon– Control + OControl + O
Image files include TIFF, JPEG, Image files include TIFF, JPEG, PDF, BMP, GIF, etc.PDF, BMP, GIF, etc.
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WorkspaceWorkspace
The program has three primary The program has three primary areasareas
Pages PanePages Pane– Either thumbnails or detailsEither thumbnails or details– Allows simple navigation of pagesAllows simple navigation of pages
Image PaneImage Pane– Your graphicYour graphic
Text PaneText Pane– Area where the text from OCR will showArea where the text from OCR will show
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Handy TipHandy Tip
Whichever pane has your focus, Whichever pane has your focus, bring up more information by bring up more information by using the shortcut Alt + Enter.using the shortcut Alt + Enter.– Use shortcut again to toggle offUse shortcut again to toggle off
Under the Image Pane, you get Under the Image Pane, you get information about the image.information about the image.
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Understanding the Understanding the MenusMenus ABBYY designates three different ABBYY designates three different
“chunks” that it works with.“chunks” that it works with.– Actions applied to entire documentsActions applied to entire documents
Document MenuDocument Menu
– Actions applied only to the selected Actions applied only to the selected pagepage
Page MenuPage Menu
– Actions applied only to the selected areaActions applied only to the selected area Areas MenuAreas Menu
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To Avoid ConfusionTo Avoid Confusion
Always be aware of what is Always be aware of what is selected when you apply an selected when you apply an actionaction
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To Edit the ImageTo Edit the Image
Sometimes it is useful to clean up Sometimes it is useful to clean up an image before processing it.an image before processing it.
A scan of a page marked with A scan of a page marked with black pen, for instance, may black pen, for instance, may benefit from erasing some of the benefit from erasing some of the stray marks.stray marks.
Choose Edit Image from the tools.Choose Edit Image from the tools.
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Edit ImageEdit Image
The eraser tool allows you to The eraser tool allows you to remove stray marks.remove stray marks.– Just lasso whatever you want to Just lasso whatever you want to
delete.delete.
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ErasingErasing
We can remove the graphic in the We can remove the graphic in the middle of the text.middle of the text.
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ABBYY QuirkABBYY Quirk
It works best to separate the It works best to separate the layout analysis from the character layout analysis from the character recognition.recognition.
Analyze layout first, adjust as Analyze layout first, adjust as necessary, then read the necessary, then read the document.document.
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Layout FirstLayout First
Choose Document > Analyze Choose Document > Analyze LayoutLayout
Keyboard shortcut: Ctrl + Shift +EKeyboard shortcut: Ctrl + Shift +E
(Please note: If you use Dolphin (Please note: If you use Dolphin products, you may experience products, you may experience some keyboard conflicts.)some keyboard conflicts.)
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Areas Are BlockedAreas Are Blocked
There are now colored blocks There are now colored blocks around the areas.around the areas.– Text is greenText is green– Graphics are redGraphics are red– Tables are blueTables are blue
To change an area, right click.To change an area, right click.
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Right Click in AreaRight Click in Area
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Modify AreaModify Area
Choose the white arrow tool (on Choose the white arrow tool (on the image toolbar) to modify the the image toolbar) to modify the area.area.
Please note: You can also draw Please note: You can also draw the areas yourself using the tools the areas yourself using the tools at the top of the Image Paane.at the top of the Image Paane.
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Change FirstChange First
Make sure that you do any Make sure that you do any changes to the layout before you changes to the layout before you run OCR.run OCR.
ABBYY does not like have lots of ABBYY does not like have lots of changes made after the text has changes made after the text has been recognized.been recognized.– Crashing can result.Crashing can result.
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Now Read Now Read
Choose Document > ReadChoose Document > Read
Shortcut: Ctrl + Shift + RShortcut: Ctrl + Shift + R
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EditEdit
You can visually scan errorsYou can visually scan errors Or use the verification tool.Or use the verification tool.
The verification tool brings up the The verification tool brings up the error and the graphic on one error and the graphic on one screen.screen.– It works like spell-check for It works like spell-check for
proofreading.proofreading.
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Save the FileSave the File
Save to Word.Save to Word.– The default is RTF, but you can The default is RTF, but you can
choose DOC or DOCX.choose DOC or DOCX.– Create a single file for all pages or Create a single file for all pages or
individual page files (under File individual page files (under File Options).Options).
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Two Ways to SaveTwo Ways to Save
To Save the FineReader file, To Save the FineReader file, choose File > Save FineReader choose File > Save FineReader DocumentDocument
This saves your work file.This saves your work file.
You can close the FineReader file You can close the FineReader file under the same menu.under the same menu.
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You did it!You did it!
You now have e-text!You now have e-text!
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Production TipsProduction Tips
Work with dual monitorsWork with dual monitors– Check your computer and video cardCheck your computer and video card
Stretching an OCR program across Stretching an OCR program across two monitors is a HUGE time-two monitors is a HUGE time-saver!saver!
Learn to use keyboard shortcuts.Learn to use keyboard shortcuts.– They save tons of time!They save tons of time!
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Happy OCR-ing!Happy OCR-ing!
Gaeir (rhymes with “fire”) DietrichGaeir (rhymes with “fire”) Dietrich gdietrich@htctu.net 408-996-6047408-996-6047 www.htctu.netwww.htctu.net