CAERE WORDSCAN, User Manual

Page 1: ...i WordScan User s Guide Serial Registration 802 0538 030A...

Page 2: ...th the End User License Agreement Licensee is advised to read this End User License Agreement carefully before commencing use of the product Important Notice to All Users of Caere Products The product...

Page 3: ...WordScan Plus both of which are described in this manual Both of these products are referred to as WordScan except when there is a need to differentiate between the two WordScan is an optical characte...

Page 4: ...g and OCR functions of WordScan The chapter continues by describing all the buttons menus and dialog boxes to help you identify all the components of WordScan Chapter 4 WordScan Settings walks you thr...

Page 5: ...the cursor over a button a message appears in the HoverHelp information field describing the function The HoverHelp field is located in the status bar at the bottom of the WordScan window Context sen...

Page 6: ...e in the Preview area Scanners using HP AccuPage technology 2 0 can also use the right mouse button to change image attributes to binary dithered or 16 or 256 levels of grey Clicking on the Acquire Im...

Page 7: ...markers Keep the following manuals handy while you are installing and learning to use WordScan Installation Notes for Scanners and Fax Cards or the Installation Notes for your specific scanner provide...

Page 8: ...vi Related Manuals About This Manual...

Page 9: ...Scan works with your desktop scanner or fax card to quickly and accurately convert printed or faxed documents into text that you can edit with the most popular word processing and desktop publishing p...

Page 10: ...rather than processing the entire page The Standard toolbar provides quick access to commonly used functions such as open or save and compatibility with leading word processing applications Automatic...

Page 11: ...Your pages automatically end up in the correct order Multiple column recognition automatically reads columns of text and puts them in the right order in your finished document A drag and drop feature...

Page 12: ...in a separate template file You can then refer to that template when you want to capture information from other image files using the same settings Page Setup lets you define the format you want for...

Page 13: ...on the WordScan Help button and then click on any other button A Help window containing information on the button you selected appears Tool Tips provide small notes about buttons when you pause the c...

Page 14: ...are installing it on Important If you are installing a multiple language version of WordScan all available user interface languages are loaded The default language uses the one specified for Windows o...

Page 15: ...the inside cover of this manual you will need it if you re install WordScan Important The registration number allows WordScan to function indefinitely If you do not register WordScan the program will...

Page 16: ...middle of the dialog box Double click on the language appearing in the Installed list box that you want to use as the default recognition language You can remove languages or add additional ones afte...

Page 17: ...ed to the application The installation begins after all information is confirmed You will be instructed when to insert the remaining installation disks If you make a mistake exit the installation and...

Page 18: ...es they are explained in a file called README TXT located in the directory where you installed WordScan To view this file open Windows File Manager locate the file and double click on it For multiple...

Page 19: ...basic recognition needs When you come across a capability or feature you do not know how to use consult the on line Help system Choose a topic from the Help menu or choose Index to see a list of all...

Page 20: ...there is no ADF WordScan automatically processes the current page with no prompting Using WordScan without a Scanner WordScan supports direct access to scanners only However if you use WordScan witho...

Page 21: ...ob If you click on Acquire Image again WordScan adds the new scanned page s to the existing job All scanned pages are given the same job number When you OCR the entire job you are processing all the p...

Page 22: ...ogress Monitor shows the file being processed 4 WordScan Plus allows you to proof and edit the text 5 The Save As dialog box appears where you enter the file name and file type Then click OK You can a...

Page 23: ...ation Acquire Text now appears in the File menu of your application Note WordScan uses the Clipboard when transferring data from WordScan to your application OCR Aware can use only those file formats...

Page 24: ...dScan OCR processing is based on any zones and associated attributes you created and any text settings you specified Make sure you correctly set up WordScan before processing Once you have added WordS...

Page 25: ...e WordScan icon or into the WordScan Preview area WordScan displays the image in the Preview area so that you can process it 3 Click on the OCR button to process the image To drag an image from WordSc...

Page 26: ...that you want to OCR 2 Select and copy the image to the Clipboard 3 Open WordScan and click on the Paste from Clipboard button The image appears in the Preview area and you can now process it To copy...

Page 27: ...entation is correct 4 Click OCR and select All pages The Progress Monitor appears showing how the OCR process is progressing 5 Select Save As Document in the File menu or click on the Save button You...

Page 28: ...orientation 4 Click on the Text Zone button and create a zone Create a zone an area to be OCR d by placing the cursor in the upper left corner of the Preview area pressing the left mouse button draggi...

Page 29: ...t as Type field 11 Type a file name in the File Name field You can use the Directory and Drive list boxes to designate what directory to save into You do not need to include an extension with your fil...

Page 30: ...e New Job button or try to exit from WordScan the Close dialog box opens and shows you the job number the images will be saved under 5 When you decide to OCR the pages click the Open button on the Sta...

Page 31: ...questions in the Load Scanner dialog box and click Scan The scanner starts moving and the image appears in the Preview area If the image in the Preview area is sideways or upside down click on the Rot...

Page 32: ...the Preview area To fax an image within WordScan 1 Place the page you want to fax into the scanner 2 Click on the New Job or Acquire Image button 3 Answer the questions in the Load Scanner dialog box...

Page 33: ...the questions in the Load Scanner dialog box and click Scan The scanner starts moving and the image appears in the Preview area At this point you can mail the image in the Preview area or process the...

Page 34: ...26 E Mail Chapter 2 WordScan Tutorial 7 You will return to the Send Mail dialog where you click OK The message you processed in WordScan will be sent as an attachment to the addressee...

Page 35: ...can and descriptions of the Main window buttons and Status bar Chapter 4 WordScan Settings provides information on the menus and dialog boxes WordScan has two icons that by default appear in the Appli...

Page 36: ...anner When you double click on the WordScan icon it opens to the Main window Note WordScan Plus is shown in the following figure WordScan does not include the Proofing Editor E mail Reorder Clear Temp...

Page 37: ...on The HoverHelp field is located in the status bar at the bottom of the WordScan window Context sensitive Help provides information on any WordScan button Click on the WordScan Help button and then c...

Page 38: ...you have selected since starting the new job When you click New Job WordScan removes any previous job and creates a new job Each acquired image has its own job number When you OCR the entire job you a...

Page 39: ...to OCR in the Settings menu or you can start it on a case by case basis by clicking on the New Job or Acquire Image button with the right mouse button In Preview mode the acquired image appears in the...

Page 40: ...rdScan Preview mode Click on the New Job or Acquire Image button Acquire an image into the Preview area create zones Save file Exit WordScan Click on the New Job or Acquire Image button Automatic mode...

Page 41: ...ck on either button with the right mouse button to start one time Auto OCR or enable Auto OCR in the Settings menu for entire sessions Associations Windows allows you to associate file extensions with...

Page 42: ...ware dialog box 2 Click on the application name in the Unregistered Applications list box and click on the Add arrow to move the application to the Registered Applications list box The next time you o...

Page 43: ...mage you want to bring into WordScan and copy it to the Windows Clipboard 3 Open WordScan and click on the Paste button The image appears in the Preview area Note Copy and paste use only file formats...

Page 44: ...ut scanned files and Appendix A for a list of supported fax send receive packages When you acquire an image from a scanner and you are not using an ADF the Load Scanner dialog box opens and displays y...

Page 45: ...WordScan will request that you load paper into the scanner or select an image to acquire It then acquires and displays the first page of your job in the Preview area When you select Fax Files the Fax...

Page 46: ...orten the time it takes for processing and editing Note The first acquired image automatically appears in the Preview area when you click on the New Job or Acquire Image button Preview an image when y...

Page 47: ...e an image because it was scanned at an extreme angle contrast and or brightness need to be adjusted or if you want to delete the current image from the Preview area WordScan re acquires the image and...

Page 48: ...ing the same zones that you created in the Preview area If there are more pages in the scanner and Auto Load Next Page is enabled WordScan acquires and processes each additional page according to the...

Page 49: ...document Proofing When OCR processing has completed proof the text If Auto Start Proofing is enabled the Proofing Editor automatically opens otherwise you must manually start the Proofing Editor afte...

Page 50: ...from the File menu The following dialog box appears Type a File Name WordScan will append the three character suffix based on the text or image type you select and choose a directory location for the...

Page 51: ...de is the first five characters of the file name you specified nn is a number indicating the page on which the image originally appeared or the job number of a document in a list that was split nnx is...

Page 52: ...ree files contain the text from the three sections separated by blank pages The last two files contain the two graphics on page 5 The extensions may be different depending on which image format you ch...

Page 53: ...red files see Chapter 2 for additional information Files where processing was interrupted Each file type has a different icon appearing next to it The order of the jobs appear according to their state...

Page 54: ...job that has not been processed or proofed Each job type appears with a different icon next to it in the Close window The jobs appear alphabetically by name regardless of their state deferred interrup...

Page 55: ...llation Microsoft Word WordPerfect AmiPro or WordScan default New Job The New Job button allows you start a new job and provides access to images you can acquire into WordScan The New Job button provi...

Page 56: ...in the Preview area using the current settings in the Print Setup dialog box Select Print Setup in the File menu if you want to change the printer settings See Chapter 2 for additional information Co...

Page 57: ...d right edges of the page Fit to Window automatically scales the entire page image to the size of the Preview area regardless of the Preview area s size Actual approximates the size of the document as...

Page 58: ...dScan uses any zones you have defined on all successive images in that job You can cancel processing at any time to reset zones or zone attributes and then continue scanning without re acquiring the i...

Page 59: ...and after an image appears in the Preview area Reorder Zones If you find that your zones are not in the correct processing order use the Reorder button to renumber them Click on the Reorder button an...

Page 60: ...window provides useful information about buttons and the settings The first field contains HoverHelp information When HoverHelp is enabled and you place the cursor over a button or select a menu item...

Page 61: ...t to setup WordScan before you start processing to ensure recognition quality and output This chapter identifies and explains each setting The Settings menu contains many of the options for specifying...

Page 62: ...ight characters that relates to the use of the settings then click Save For example LEGAL would be a good name for a Settings file tailored for reading legal documents WordScan includes ORIGINAL setti...

Page 63: ...he same settings to other files without redefining them In addition to the default settings that you can save you can also save Text Settings dialog box options Scanner Settings dialog box options Tex...

Page 64: ...or Delete to delete it You cannot delete the ORIGINAL Settings file Once you have retrieved the desired settings file you can proceed with your work as usual The new settings take effect instantly Im...

Page 65: ...ng in the word processing format of your choice when you save your document Text Settings When enabled X in the box the images of uncertain characters and or words are saved so they can be displayed a...

Page 66: ...enabled X in the boxes before you OCR Save Markers As During recognition WordScan keeps track of all characters and words for which recognition was uncertain You have the option of marking these unce...

Page 67: ...photograph HP AccuPage compatible scanners allow you to specify 16 or 256 levels of grey Choose 16 levels for line art and 256 levels for photographs All other scanners allow you to choose Dithered fo...

Page 68: ...affect an image that has already been acquired If your scanner has preset darker and lighter settings the displayed percentage will change to the words Darker or Lighter accordingly If your scanner ha...

Page 69: ...er inch dpi when processing text You can use a higher dpi setting for special recognition situations or for capturing graphics Page Size Choose the input size of the page you are scanning Select Lette...

Page 70: ...acquire images from scanner disk files and fax files WordScan Plus allows direct access to disk and fax files With WordScan you can directly access files only from a scanner however you can use WordS...

Page 71: ...is by clicking on the New Job or Acquire Image button with the right mouse button Auto Load Next Page allows you to take full advantage of your scanner s automatic document feeder or you can acquire m...

Page 72: ...it can save editing time in your word processor because you can quickly jump forward to uncertain characters or words by pressing Shift Tab jump backwards by pressing Ctrl Tab or jump forward and rem...

Page 73: ...ing has completed When Auto Save is enabled a check mark appears next to it the Save As dialog box appears automatically after processing or proofing Deskew Image automatically checks the alignment of...

Page 74: ...ing deferred processing See Chapter 2 for additional information Auto Orientation Enable Auto Orientation in the WordScan Plus Settings menu so WordScan can automatically determine the direction of th...

Page 75: ...box before processing your images WordScan has a large built in dictionary that it uses during recognition as one of many steps in determining the certainty of words it OCRs You can also create your...

Page 76: ...character strings New Click New to create a new dictionary The following dialog box appears Type a name for your dictionary using up to eight characters You should name your dictionaries to indicate...

Page 77: ...The words in the dictionary then appear in the Words in Dictionary list Close Use the Close button to close the current open dictionary You can then open another dictionary Add Once you have opened a...

Page 78: ...u use for example an existing dictionary from your word processor The word list you import must be a plain text ASCII file with each word separated from other words by a space a return or a tab To imp...

Page 79: ...viewing size of the image in the Preview area The Toolbars dialog box in the View menu allows you to determine whether One neither or both toolbars appear in the WordScan window Color or black and whi...

Page 80: ...you can view the page image in the Preview area at 100 is based on a one to one relationship of the dpi scan resolution to the monitor pixel resolution 75 50 25 Fit to Width automatically scales the e...

Page 81: ...can automatically apply a particular style to your file or remove the format so that you can reformat the files later Important The effect of the various Page Setup settings depends on the capabiliti...

Page 82: ...7cm pages Point Size Text Attributes Choose Like Original to retain point sizes from the original document Choose Force to and specify a point size to make all type in your finished document the same...

Page 83: ...an scans an area for text it replaces any pictures it finds with blank lines in your finished document This can often result in 20 to 50 blank lines which you will likely want to delete To reduce the...

Page 84: ...your original document set Max Blank Lines to 99 Font Name Choose the font that you want the output text to appear in All fonts available on your system appear in the pull down list box Click Advanced...

Page 85: ...iters allow you to specify the character used to separate columns or fields in forms such as commas or periods when using the Database ASCII output format Indentation Choose Like Original to retain in...

Page 86: ...n setting before you acquire and process images especially if you are using Auto OCR mode Some settings you can change when you have finished processing the image or are using deferred processing See...

Page 87: ...iles and close the file after saving To save the job again open the Open Job dialog box click on the document and save it again Split on Blank Usually WordScan puts all the text of your document into...

Page 88: ...80 Page Setup Chapter 4 WordScan Settings...

Page 89: ...ration You just finished installing WordScan and it does not work WordScan was working correctly but suddenly stopped working System performance is not acceptable Throughout this appendix the director...

Page 90: ...ne partition to another to free up additional disk space See the Windows 3 1 User s Guide for additional information Monitor Microsoft Windows 3 1 compatible graphics display using either a VGA or SVG...

Page 91: ...determine how to correct any problems Make sure the scanner is plugged in turned on and that the scanner is working according to the manufacturer s specifications If you have not done that it is impor...

Page 92: ...ed image of a page of text included so that you can isolate WordScan problems from scanner problems If WordScan can successfully recognize SAMPLE TIF recognition will probably not be perfect it is ver...

Page 93: ...MMSize Have you installed memory resident application programs that take up too much memory or conflict with Windows operation Or have you loaded other Windows programs that are leaving too little mem...

Page 94: ...y There are many different areas that can affect the performance of WordScan and other programs Check the following areas If performance or accuracy is not acceptable adjust the brightness setting and...

Page 95: ...programs create modify and delete files DOS uses whatever space is available on your disk This means that small portions of files are stored in blocks all over the disk the disk becomes fragmented In...

Page 96: ...on Caere product name WordScan WordScan Plus Computer manufacturer type and model WordScan version number and registration number Scanner manufacturer and model number Scanner interface type Problem d...

Page 97: ...ic formats scanners faxes and electronic mail systems When choosing a default setting for text format all other options are available through the drop down lists The option you choose for a scanner fa...

Page 98: ...ar 2000 supported import format Text Format Options Ami Professional 2 0 3 0 PFS First Choice 3 0 ASCII PFS Professional Write 2 x Database ASCII Quattro WK1 DCA RFT Rich Text Format RTF Decolumnized...

Page 99: ...sed All lines of text terminate with ASCII carriage return and line feed characters Leading spaces like first line indents are removed WordScan automatically converts the acquired images into the file...

Page 100: ...Scan 2000 2020 3000 Epson ES 300C ES 600C ES 800C Envisions ENV6100 ENV8100 ENV24PRO Ficus LeoScan 610 Fujitsu ScanPartner 10 3096G w Adaptec SCSI Fujitsu 3093E 3096E w Kofax KIPP 2 0 Howtek Personal...

Page 101: ...can Plus electronic mail option after installation you must run WordScan Plus Setup Sharp JX 300 JX 320 JX 450 JX 610 Tamarack Teco Relisys TWAIN UMAX Scanners w GS11 PC Card Fax Options none CAS gene...

Page 102: ...94 Electronic Mail Options Appendix A Output Formats and Scanner Fax and E Mail Settings...

Page 103: ...e to a single hard disk provided you keep the original solely for backup or archival purposes You may not copy the written materials accompanying the Software You may only transfer the software to ano...

Page 104: ...ponent media or documentation which has been subjected to damage or abuse The warranty does not cover any product or component which has been altered or changed in any way by you or others CAERE is no...

Page 105: ...tings 2 D Decolumnize 75 Deferred processing 3 66 Deskew 51 Deskew image 65 Deskewing automatic 2 Dictionary 2 67 Directories 44 Disk files 36 Document types 3 74 DOS 82 Dot matrix 86 Double sided rec...

Page 106: ...ing 20 Print 48 Printing 23 images 23 Processing deferred 66 images 39 Product registration 6 Product support 88 Proofing editor 48 R Ragged right 77 Re acquiring images 39 Recognition double sided 3...

Page 107: ...iii V View menu 71 Virtual memory 82 W Windows 82 Z Zones creating 20 graphic 39 Zoom 72...

Page 108: ...iv...