You may have heard about the optical character recognition (OCR) feature that comes with your ScanSnap, but what is OCR and how can it help you? ABBYY FineReader for ScanSnap is a built-in OCR software application that “reads” printed text on scanned documents. Using the OCR feature allows you to either create searchable PDFs, or convert your scanned documents into editable Microsoft Word, Excel, or PowerPoint files. Most people use OCR as an essential tool for searching specific words within a scanned document or updating spreadsheets and contracts. Here are a couple of tips on using OCR with your ScanSnap scanner.
You can use OCR to convert your documents into editable files by simply selecting one of the “ABBYY Scan to…” options from the QuickMenu. In case you were wondering what these three icons were for, now you know that they convert your paper documents into editable ones.
To create searchable PDFs, start by right-clicking on the ScanSnap icon in your system’s task tray and select “Scan Button Settings.” Once the settings window is open, click on the “File Option” tab. There you will see the options for turning on the OCR. You can choose to OCR the entire document, just the first page, or marked key words. There are also options for selecting an OCR language depending on the language in the document.
You can also set up an OCR scanning profile to make it easier to create searchable PDFs when you need them. To create an OCR Profile, start by right-clicking on the ScanSnap icon in your system’s task tray and select “Scan Button Settings.” Once the settings window is open, turn off the Quick Menu by deselecting the “Use Quick Menu” box. Next, click on the “Profile” drop-down menu and select “Add Profile” to create a new profile. Name your new profile accordingly; I’ll name mine OCR.
Once you have a name for your profile, go through the settings options and select the settings for your new profile. You’ll want to start by selecting which application you want your searchable documents to be saved in. I want mine to be saved in a local folder on my computer, so I’ll select “Scan to Folder.”
Next, under the “Save” tab, click “Browse” to select the default folder where you want the documents to be saved. For this profile, I’ll keep the location as my desktop.
Under the “File Option” tab, select your OCR settings. I’ll select “Convert to Searchable PDF” and “All pages.”
Now that you have your profile set up, you can turn back on your Quick Menu and easily switch between using the Quick Menu and your OCR scanning profile. Simply left-click on your ScanSnap icon in the task tray and select the OCR Profile. For more information on creating Profiles, check out this article.
Fujitsu Computer Products of America, Inc.