i Serial # Registration # WordScan User’s Guide 802-0538-030A
ii Caere Corporation Caere is a registered trademark of Caere Corporation. WordScan, WordScan Plus, HoverHelp, OCR Aware, Processed Document Architecture, PDA, and “Complete Document Recognition” are trademarks of Caere Corporation. HP AccuPage is a registered trademark of Hewlett-Packard Company. Any reference to HP AccuPage refers specifically to HewlettPackard’s AccuPage technology 2.0. Ami Professional is a registered trademark of Lotus Development Corporation.
About This Manual Overview Introduction About This Manual Overview This manual gives you all the information you need to install and use WordScan and WordScan Plus. It will help you get WordScan up and running so you can start scanning pages into your computer. WordScan is available in two versions, WordScan and 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.
ii How to Use This Manual How to Use This Manual About This Manual You will find the information in this guide organized as follows: Chapter 1 WordScan Overview and Installation, gives you a brief overview of WordScan and lists the system requirements, and then provides step-by-step instructions for installing WordScan. Chapter 2 WordScan Tutorial, provides step-by-step exercises that will help you learn WordScan quickly and easily.
Manual Conventions iii Manual Conventions There are a few conventions throughout this manual designed to help you use and identify WordScan features and functions. Pl us About This Manual The WordScan Plus icon is used throughout the manual to call attention to those features that apply only to WordScan Plus. In addition, the WordScan Plus information appears in a gray box. All other descriptions apply to both WordScan and WordScan Plus.
iv Manual Conventions Key Names About This Manual Key names The names of keys that appear on your keyboard are enclosed in square brackets ( [ and ] ) in a bold Courier typeface: [Esc], [Enter], [Ctrl], [Alt] Key Combinations and Sequences A plus sign (+) between two key names means that you must press those keys at the same time: [Ctrl] + [Tab] means press [Ctrl] and [Tab] simultaneously.
About This Manual Typographic Conventions Related Manuals Buttons, icons, and menu choices Buttons, icons, and menu choices that you click on appear in a bold typeface, such as “Click on the Print button.
vi Related Manuals About This Manual
Chapter 1: WordScan Overview and Installation Overview 1 Chapter 1 WordScan Overview and Installation Overview WordScan brings you the power and accuracy of Caere’s best recognition software with unparalleled ease of use. WordScan is an optical character recognition (OCR) program that can save you hours of retyping on every printed document you need to process.
2 WordScan Highlights Chapter1: WordScan Overview and Installation WordScan is available in two versions: Pl us ❑ WordScan, basic recognition with a number of important features to help you quickly extract text or images from printed documents using a scanner.
Chapter 1: WordScan Overview and Installation WordScan Highlights 3 ❑ Templates give you the ability to define an area (zone) that you want to capture repeatedly and apply to future jobs. ❑ Comprehensive format retention, which retains page formatting, centered text, bold, italic, and underlined text, indented paragraphs, hanging indents, justification, and margins. ❑ Support for a wide range of document types and text attributes.
4 WordScan Plus Highlights ❑ Faxing capability that permits sending acquired images as fax attachments using a fax-modem. ❑ HP AccuPage technology 2.0 support for HewlettPackard ScanJet Plus and ScanJet IIp, IIc, and IIcx scanners includes mixed grey-scale and text-andimage conversion in a single step, image enhancement, small text support, and automatic template creation.
Chapter 1: WordScan Overview and Installation Help Help 5 Whenever you have any questions about using WordScan or 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 topics. You will find detailed information on using every WordScan feature, button, menu, and setting. TM HoverHelp is available for all buttons and menu items.
6 Installing WordScan Installing WordScan Chapter1: WordScan Overview and Installation WordScan is a Windows-based product and requires Windows to be installed first. Follow these steps to install WordScan. 1. Insert the WordScan Disk #1 into the floppy drive (typically Drive A). 2. Type a:setup into the Command Line field of the Run dialog box, which is located in the Program Manager’s File menu. WordScan requires a minimum of 6 MBytes of free disk space on the drive you are installing it on.
Chapter 1: WordScan Overview and Installation Installing WordScan 7 You do not have to enter the registration number during installation. Click Cancel if you do not want to register WordScan during installation. To register WordScan anytime after installation, choose the Register menu item within WordScan to open the Product Registration window. , Important: Keep your registration number readily available by writing it on the inside cover of this manual; you will need it if you re-install WordScan.
8 Installing WordScan Chapter1: WordScan Overview and Installation 4. You must then specify the character recognition languages that you want to use. Because each OCR language requires approximately 750KBytes of disk space, you can add languages by highlighting the language and clicking on the arrow pointing to the right in the 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.
Chapter 1: WordScan Overview and Installation Installing WordScan 9 6. Finally, specify the word processing program you are using so WordScan is set to use the correct default format for text output. The selection you make here also automatically incorporates WordScan into that application (OCR Aware), allowing you to start WordScan without ever leaving your word processing program.
10 Troubleshooting the Installation Chapter1: WordScan Overview and Installation Troubleshooting the Installation If you encountered any problems during installation, consult Chapter 5 — Troubleshooting, for information on particular types of problems and their solutions. Getting the Latest Information There may have been minor changes in a feature or procedure between the time this manual was printed and the time the WordScan program was finished.
Chapter 2: WordScan Tutorial Overview 11 Chapter 2 WordScan Tutorial Overview This chapter provides several exercises that are intended to show common uses and provide guidelines for your own work. WordScan has many capabilities not fully explained in this chapter. However, you will learn enough from these exercises to satisfy basic recognition needs. When you come across a capability or feature you do not know how to use, consult the on-line Help system.
12 Before You Begin Before You Begin Chapter 2: WordScan Tutorial The information at the beginning of most exercises is repeated from the previous exercise. This is in the event that you do not work sequentially through the exercises and use only those related to a specific task. , Important: When you scan a page, an image of that page appears in the Preview area. The image cannot be edited until you perform OCR. The term “image” used throughout this manual refers to a page scanned into WordScan.
Chapter 2: WordScan Tutorial Before You Begin 13 Buttons & Menu Items Each button has a corresponding menu item. For brevity, only buttons are mentioned; for example, “Click on the Acquire Image button.” However, you can replace “clicking on a button” with “selecting a menu item” if preferred. For example, “Select Acquire Image in the File menu.” Acquire Image & New Job Buttons You can scan a page into WordScan by clicking on the Acquire Image or New Job button.
14 One-Button OCR One-Button OCR Chapter 2: WordScan Tutorial You can setup WordScan so that all you need to do is click on the New Job or Acquire Image button. WordScan will OCR the file and then prompt you where to save it. 1. In the Settings menu, set the Image Source to Scanner, Fax, or Disk files (if options are available) and then enable: ❑ Auto OCR ❑ Auto Load Next Page ❑ Auto Start Proofing (WordScan Plus only) ❑ Auto Save ❑ Deskew Image ❑ Auto Orientation (WordScan Plus only) 2.
Chapter 2: WordScan Tutorial OCR Aware 15 5. Select the application in the Unregistered Applications list box, and then click on the arrow pointing to the right in the middle of the dialog box. The name of your application will move over to Registered Applications list box. 6. Click OK. 7. Close WordScan and restore your application. Acquire Text now appears in the File menu of your application. Note: WordScan uses the Clipboard when transferring data from WordScan to your application.
16 OCR Aware Working with WordScan Chapter 2: WordScan Tutorial If you are not the first person to use WordScan, the settings may have changed. Certain settings affect the outcome of this tutorial.
Chapter 2: WordScan Tutorial Drag and Drop 17 Drag & Drop (File Manager & OLE 2.0) If you use WordScan without a scanner attached or want to process disk or fax files, WordScan allows you to select a file or image object and drag it into WordScan for processing. 1. Select a WordScan-compatible image file (.TIF, .DCX, and .PCX) from the File Manager or an OLE 2.0 object. For OLE objects, press and hold the [Ctrl] key while you click and hold the mouse cursor on the image you want to process. 2.
18 Copy/Paste Chapter 2: WordScan Tutorial Copy /Paste WordScan supports copying images from other applications into the Preview area for image acquisition, and copying images out of the Preview area for processing and pasting into other applications. Images copied into WordScan will typically originate from a paint/draw program, another image acquisition program that does not support OCR, or a fax file attachment. The copy/paste feature only supports formats used by the Clipboard.
Chapter 2: WordScan Tutorial Acquiring and OCRing an Entire Page 19 Acquiring & OCRing an Entire Page You will now scan pages and save it into your word processing or spreadsheet format. 1. Place the page you want to process into the scanner. 2. Click on the New Job or Acquire Image button. 3. Answer the questions in the Load Scanner dialog box and click Scan. The scanner starts moving and the scanned image appears in the Preview area.
20 Acquiring, Previewing, and Creating Zones Chapter 2: WordScan Tutorial Acquiring, Previewing, & Creating Zones You will now acquire and preview a page, create zones in the Preview area, OCR the image, and save the file in your word processing format. 1. Place the page you want to acquire into the scanner. 2. Click on the New Job or Acquire Image button. 3. Answer the questions in the Load Scanner dialog box and click Scan. The scanner starts moving and the image appears in the Preview area.
Chapter 2: WordScan Tutorial Acquiring Images and Processing Them Later 21 7. When you are done creating zones, click on the OCR button and select This Page. Select All Pages when you want to process all the pages in a job and they will all use the same zone layout. The Progress Monitor appears showing how the OCR process is progressing. 8. You will be asked if you want to scan additional pages. You can click Stop Scanning and continue, or click Add Page and redefine any zones and zone attributes. 9.
22 Acquiring Images and Processing Them Later Chapter 2: WordScan Tutorial 4. Click on the New Job or Acquire Image button. The Load Scanner dialog box will not appear because you are using an ADF. The scanner starts moving. When Auto Load Next Page is enabled, the image appears in the Preview area and then disappears. This is because WordScan is preparing to show the next scanned image. The Preview area remains blank when there are no more images.
Chapter 2: WordScan Tutorial Printing 23 9. 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 file name. WordScan appends the default extension if one is not specified. 10. Click OK. Printing an Image with WordScan To print an acquired image with WordScan: 1. Place the page you want to print into the scanner. 2. Click on the New Job or Acquire Image button. 3.
24 Faxing Pl us WordScan Faxing Chapter 2: WordScan Tutorial WordScan Plus allows you to process fax files. Both WordScan and WordScan Plus allow you to send images as faxes. To acquire a fax file as an image with WordScan Plus: 1. In the settings menu, select Fax Files as the Image Source. 2. Click on the New Job or Acquire Image button. The Fax Files dialog box opens. WordScan uses the fax receive log of your fax software to show what files are available. You can select only one file. 3.
Chapter 2: WordScan Tutorial Pl us WordScan E-Mail E-Mail 25 Using your electronic mail software, you can send WordScan Plus images and processed text as attachments to e-mail messages. 1. Place the page you want to send as an e-mail attachment into the scanner. 2. Click on the New Job or Acquire Image button. 3. Answer the questions in the Load Scanner dialog box and click Scan. The scanner starts moving and the image appears in the Preview area.
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.
Chapter 3: Using WordScan & Window Descriptions Overview 27 Chapter 3 Using WordScan & Window Descriptions Overview WordScan Icons This chapter provides the basic process on working through WordScan and descriptions of the Main window buttons and Status bar. Chapter 4 — WordScan Settings provides information on the menus and dialog boxes.
28 WordScan Main Window Chapter 3: Using WordScan & Window Descriptions Double-click on the WordScan icon when you want to acquire and OCR images originating from a scanner, disk file, or fax file. Pl us Double-click on the WordScan Setup icon when you need to change the options for the: WordScan Main Window ❑ Scanner ❑ Fax ❑ Electronic mail When you double-click on the WordScan icon, it opens to the Main window. Note: WordScan Plus is shown in the following figure.
Chapter 3: Using WordScan & Window Descriptions WordScan Main Window 29 The WordScan Main window contains pull-down menus, the Standard toolbar, the Preview toolbar, the Preview area, and the Status bar. The buttons in the Standard and Preview toolbars give you quick access to many of functions and capabilities you will use most during image acquisition and recognition. Help The Help menu provides various types of assistance for WordScan.
30 WordScan Main Window Chapter 3: Using WordScan & Window Descriptions The exception is deferred files, where you enter a file name at the beginning of acquisition as a placeholder for the acquired images. You can acquire an image file into WordScan by clicking on the Acquire Image or New Job button. The first time you start WordScan during a session and click on Acquire Image or New Job, WordScan starts a new job.
Chapter 3: Using WordScan & Window Descriptions Using WordScan Basics Using WordScan Basics 31 There are two methods for processing files — Preview mode and Auto OCR mode. WordScan is in Preview mode by default, and it is the preferred method for most processing. Start Auto OCR mode by enabling Auto 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.
32 Using WordScan Basics Chapter 3: Using WordScan & Window Descriptions Preview mode Click on the New Job or Acquire Image button. Automatic mode Enable Auto OCR in the Settings menu. Click on the New Job or Acquire Image button. Acquire an image into the Preview area. Check orientation and create zones. Click OCR button. Proof document. Save file. Save file. Exit WordScan. Exit WordScan. Thick line boxes are basic procedure. Thin line boxes are optional.
Chapter 3: Using WordScan & Window Descriptions Starting WordScan Using WordScan Basics 33 There are several ways you can acquire images into WordScan. By default, WordScan selects the scanner as the image source. If no scanner is attached, the Open dialog box for disk files appears. You can also acquire disk and fax files using WordScan’s drag-and-drop and copy/paste capabilities. In addition to scanners, WordScan Plus includes direct access to disk and fax files as image sources.
34 Using WordScan Basics Chapter 3: Using WordScan & Window Descriptions OCR Aware OCR Aware is WordScan’s ability to link to other applications. It allows you to start WordScan directly from your application’s File menu, process acquired images, and insert the text into your open application. To add WordScan into your favorite application, you must have both WordScan and the other application open. 1. In WordScan, click on OCR Aware in the Tools menu to open the OCR Aware dialog box. 2.
Chapter 3: Using WordScan & Window Descriptions Using WordScan Basics 35 For OLE 2.0 objects, press and hold the [Ctrl] key, click and hold the mouse button on the image you want to process and drag it into the Preview area or onto the WordScan icon. When you open WordScan, the image file appears in the Preview area ready for processing. Copy/Paste You can copy images into WordScan.
36 Using WordScan Basics Chapter 3: Using WordScan & Window Descriptions Scanner Use your scanner as the image source. If no scanner is installed, the scanner button is disabled and the disk file Open dialog box appears. Pl us Disk Files Obtain images from disk files. Fax Files Obtain fax files created directly from your send/receive fax software. Note: WordScan Plus only communicates with the receive log of supported fax software packages.
Pl us Chapter 3: Using WordScan & Window Descriptions Using WordScan Basics 37 When you select Fax Files, the Fax Files dialog box opens, from which you choose your source files. 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.
38 Using WordScan Basics Preview Area Chapter 3: Using WordScan & Window Descriptions Acquired images appear in the Preview area after they have been scanned, opened, pasted, or dropped into WordScan. The Preview area lets you look at each image prior to performing recognition so you can easily decide whether to: ❑ Include or exclude images in the Preview area. ❑ Define text and/or graphic attributes for improved recognition. ❑ Adjust resolution or brightness for improved graphic enhancement.
Chapter 3: Using WordScan & Window Descriptions Using WordScan Basics 39 Note: By default, WordScan processes acquired images using the current text attributes. If you want to process a graphic image, enable the Graphic Zone button. If you want to process text and graphic images, make sure both the Text Zone and Graphic Zone buttons are enabled. Gridmarks You can use gridmarks to help you create aligned zones.
40 Using WordScan Basics Chapter 3: Using WordScan & Window Descriptions Click on the Cancel button when you want to cancel the job, resize zones, or reset zone attributes, and then continue processing without re-acquiring the image. When you select All Pages, WordScan processes all the images in the job using the same zones that you created in the Preview area.
Chapter 3: Using WordScan & Window Descriptions Using WordScan Basics 41 At this point, you can either click Stop Scanning if your job is complete, Add Pages if you need to process additional pages, or Turn Pages Over to scan the other side of a double-sided document. Pl us 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 after the page is OCR’d.
42 Using WordScan Basics Saving a Finished Document Chapter 3: Using WordScan & Window Descriptions When WordScan finishes processing the acquired image, you must save it in a text or image format you specify. If you want to save the same document under more than one name or in different formats, enable Multiple Saves in the Save As dialog box. See “Allow Multiple Saves” in Chapter 4 — WordScan Settings and Appendix A for text and image formats.
Chapter 3: Using WordScan & Window Descriptions Using WordScan Basics 43 File Naming Conventions WordScan names documents according to the name you specify in the Save As dialog box. But it does not always use the entire eight-character document name. Here are some situations where the name may be shortened: Image files Documents split on blank pages When your document includes graphics, the file name is not affected.
44 Using WordScan Basics Chapter 3: Using WordScan & Window Descriptions For graphic files only, if you specified more than one graphic zone per page, a letter (A to Z, where A equals 1 and Z equals 26) is appended to the end of the file name indicating the order in which the graphic was captured (file names are shortened accordingly).
Chapter 3: Using WordScan & Window Descriptions Opening an Existing Job Opening an Existing Job 45 If you want to open an existing job, click on the Open button or choose Open Job in the File menu. There are three types of jobs that can appear in the Open dialog box: Files that have not been proofed Deferred files (see Chapter 2 for additional information) Files where processing was interrupted Each file type has a different icon appearing next to it.
46 Closing the Current Job Closing the Current Job Chapter 3: Using WordScan & Window Descriptions If you want to close the current job, choose Close Job from the File menu. Generally, choose this to close a job that has not been processed or proofed. Each job type appears with a different icon next to it in the Close window. Deferred icon Interrupted OCR icon Ready to Proof icon The jobs appear alphabetically by name, regardless of their state (deferred, interrupted, or ready to proof).
Chapter 3: Using WordScan & Window Descriptions WordScan Window Descriptions WordScan Window Descriptions 47 This section provides an overview of WordScan’s Main window toolbars, status bar, and dialog boxes. Most buttons also are available as a menu item.
48 WordScan Window Descriptions Chapter 3: Using WordScan & Window Descriptions Open Job The Open Job button provides a list of jobs that have been acquired into WordScan. See “Opening an Existing Job” earlier in this chapter for additional information. You will not be able to open the Open Job dialog box if you have not processed any jobs. Save The Save button opens the Save As dialog box so you can save OCR’d files.
Chapter 3: Using WordScan & Window Descriptions WordScan Window Descriptions 49 Paste Pl us The Paste button allows you to paste an image from the Clipboard into the Preview area that was copied from a scanner or fax file. E-Mail The E-Mail button allows you to send the image appearing in the Preview area as an image attachment or processed text as a text attachment. See Appendix A for additional information.
50 WordScan Window Descriptions Chapter 3: Using WordScan & Window Descriptions Preview Toolbar Buttons Scanner as source Disk Files as source Fax files as source All sources available Acquire Image Click on the Acquire Image button to bring images into the Preview area. The picture that appears on the button is determined by the image sources you have available, and then what you set the default image source to be in the Settings menu.
Chapter 3: Using WordScan & Window Descriptions WordScan Window Descriptions 51 Pl us 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 and then click on each zone in the order you want the zones to process. Disable the Reorder button by clicking on it again. Pl us Clear Template You can clear a template or zones from the Preview area by clicking on the Clear Template button.
52 WordScan Window Descriptions Chapter 3: Using WordScan & Window Descriptions HP AccuPage Technology The HP AccuPage button appears only when an HP AccuPage-compatible scanner is installed. It provides the Scanner Settings dialog box with settings for small text, auto-zoning, auto-threshold, and binary, dithered, 16 shades of grey, or 256 shades of grey. , Important: Auto zoning is available with HP AccuPage-compatible scanners. Auto zoning occurs before auto orientation and deskewing.
Chapter 4: WordScan Settings Overview Chapter 4 WordScan Settings Overview It is important to setup WordScan before you start processing to ensure recognition quality and output. This chapter identifies and explains each setting. The Settings Menu The Settings menu contains many of the options for specifying the WordScan interface and processing characteristics.
54 The Settings Menu Saving Settings Chapter 4: WordScan Settings You can change several WordScan settings that affect image acquisition and processing. In addition, you can change several components of WordScan that are related to its appearance (the user interface). The settings you make in WordScan remain from session to session, until you change them. You can save settings that you want to use over and over with other images by selecting Save Settings in the Settings menu.
Chapter 4: WordScan Settings The Settings Menu WordScan allows you to save components of the file settings so that you can apply the same settings to other files without redefining them.
56 The Settings Menu Retrieving Settings Chapter 4: WordScan Settings You will want to use Retrieve Settings to: Easily change all your settings to those previously saved Delete unwanted Settings files Choose Retrieve Settings from the Settings menu. The following dialog box appears. Click the name of the Settings file you want, then click Open to retrieve it or Delete to delete it. You cannot delete the ORIGINAL Settings file.
Chapter 4: WordScan Settings Text Settings The Settings Menu 57 Text settings affect how text is processed in WordScan. To see or change text settings, choose Text Settings from the Settings menu. The Text Settings dialog box appears. Pl us Proof with Image Pop-Ups When enabled (X in the box), the images of uncertain characters and/or words are saved so they can be displayed as Pop-Ups in the Proofing Editor.
58 The Settings Menu Chapter 4: WordScan Settings Note: WordScan will mark words that are not found in the dictionary, although each character in a word is recognized correctly. Add these words to your custom dictionary and WordScan will not mark them the next time you process a file with your custom dictionary open.
Chapter 4: WordScan Settings Scanner Settings The Settings Menu 59 Scanner settings affect how images are scanned. (These settings can affect text recognition.) To change scanner settings, choose Scanner Settings from the Settings menu. Image Type Binary images include line art that are typically black lines on a white background. Choose Binary for scanning pages with text and line art.
60 The Settings Menu Chapter 4: WordScan Settings , Important: Use grey-scale and dithering on graphics-only images. Do not dither images intended for OCR processing. The dithering option in the pull-down list box depends on your scanner. Consult the documentation that came with your scanner to determine the best choice for your images. Brightness The brightness scroll bar lets you lighten and darken pages to compensate for less-than perfect originals when your image source is a scanner.
Chapter 4: WordScan Settings The Settings Menu 61 Contrast Contrast does not affect the quality of recognition, whereas brightness does. Change the Contrast setting to improve the quality of the images you capture. If your scanner does not provide both a contrast and brightness setting, the Contrast setting is disabled. Consult your scanner’s documentation for more information about how to use this setting.
62 The Settings Menu Chapter 4: WordScan Settings Auto Zone Auto Template allows HP AccuPage-compatible scanners to determine the location for zones and the zone attributes and automatically displays the zones in the Preview area. , Important: Auto zoning is available with HP AccuPage-compatible scanners. Auto zoning occurs before auto orientation and deskewing. Disable Auto Zone if you cannot control an image’s orientation or skew before acquiring it.
Chapter 4: WordScan Settings The Settings Menu 63 Auto OCR WordScan can be set to automatically start OCR after an image file is acquired by enabling Auto OCR in the Settings menu. Auto OCR uses the current settings and zones. You can also enable Auto OCR on a case-by-case basis by clicking on the New Job or Acquire Image button with the right mouse button.
64 The Settings Menu Chapter 4: WordScan Settings Pl us Auto Start Proofing You can have the Proofing Editor start automatically after an image has been acquired and OCR’d. This way, you can make sure any errors to the scanned information can be immediately corrected. Enable the Auto Start Proofing by selecting it (a check mark will appear) in the Settings menu. Use the Proofing Editor to view documents you have OCR’d but not checked for text accuracy.
Chapter 4: WordScan Settings The Settings Menu 65 Auto Save You can choose to be prompted to save your documents automatically after processing 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 Deskew Image automatically checks the alignment of the image while WordScan is acquiring it. You can also deskew images already appearing in the Preview area.
66 The Settings Menu Chapter 4: WordScan Settings Pl us Auto Orientation Enable Auto Orientation in the WordScan Plus Settings menu so WordScan can automatically determine the direction of the acquired image for readability and change it accordingly. , Important: Choosing the correct orientation is critical to successful recognition. If you choose the wrong orientation, you will end up with a document full of meaningless text and symbols after a very long recognition time.
Chapter 4: WordScan Settings Tools Menu 67 Tools Menu Language The Language option in the Tools menu determines the recognition and WordScan interface languages. The User Interface Language changes the language in all WordScan windows, dialog boxes, and help messages. If WordScan came with additional recognition languages, choose the language you want to use from the pull-down list box before processing your images.
68 Tools Menu Chapter 4: WordScan Settings Each dictionary name should not exceed 13 characters because of the Dictionary list box width. Words listed in a dictionary must use unbroken 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 what kinds of words they contain. For example, you might name a dictionary of legal terms LEGAL.
Chapter 4: WordScan Settings Tools Menu 69 Note: The recognition software has a built-in dictionary of approximately 75,000 words that is used at all times. Each user dictionary can contain approximately 8,000 words. You can define as many user dictionaries as you want; however, only one user dictionary can be in use at a time. Open Before you can add words to a dictionary or use it for recognition, it must be opened. To open a dictionary, first click its name to select it, then click Open.
70 Tools Menu Chapter 4: WordScan Settings Delete The Delete button deletes the selected dictionary or word. First click on its dictionary name or word to select it, then click Delete. To delete multiple words at once, press and hold [Ctrl] or [Shift] while clicking on each word, and then click Delete. If you accidentally select a word that you do not want to delete, click on it again to deselect it. Import WordScan lets you import a list of words into a dictionary.
Chapter 4: WordScan Settings View Menu 71 Grid Marks You can turn grid marks on and off in the Preview area by placing the cursor anywhere in the Preview area that is not on a zone and pressing the right mouse button. View Menu The Rotate and Zoom menu items let you change the orientation and viewing size of the image in the Preview area. Toolbars The Toolbars dialog box in the View menu allows you to determine whether: ❑ One, neither, or both toolbars appear in the WordScan window.
72 View Menu Chapter 4: WordScan Settings Rotate The Rotate menu item lets you rotate the image in the Preview area clockwise 90, 180, or 270 degrees. As discussed in Chapter 3, the Rotate button allows you to rotate an image clockwise or counter-clockwise in 90-degree increments.
Chapter 4: WordScan Settings Pl us Page Setup Page Setup 73 Select Page Setup in the File menu to change the style of your original document and make it conform to a different set of style options. The Page Setup lets you specify how you want your finished document formatted, regardless of how the original was formatted. You can automatically apply a particular style to your file or remove the format so that you can reformat the files later.
74 Page Setup Chapter 4: WordScan Settings Document Type Choose either Normal Style or Legal Style document type as the output format for your document. Legal materials have special formatting requirements. Select Legal Style only when you are processing single-column legal documents or when your document has line numbers in the left column. Output Page Size 1 1 Choose Letter for 8 /2” x 11” pages, Legal for 8 /2” x 14” pages, or A4 for 21cm x 29.7cm pages.
Chapter 4: WordScan Settings Page Setup 75 Decolumnize Normally, you will want Decolumnize disabled (no X in the box) so that WordScan processes your multiple column document and leaves it as multiple columns. If you decolumnize a multiple column document, your document will turn into a single column of text in the proper order. You must then reformat the columns in a word processing or spreadsheet program. (WordScan automatically recognizes that single-column documents should not be decolumnized.
76 Page Setup Chapter 4: WordScan Settings For example, if you set Max Blank Lines to 5, and your document contains a picture that is 20 lines high, your finished document will contain 5 blank lines where the picture was. If you want to preserve the number of blank lines in 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.
Chapter 4: WordScan Settings Page Setup 77 Right Justification Choose Like Original to preserve the justification of the original document. Choose Ragged Right to produce a left-justified document with a ragged-right edge, regardless of the justification of the original. Choose Justified to create a left-and-right justified document, regardless of the justification of the original. Line Spacing Choose Like Original, Single Space, One and a Half, or Double Space to set the desired line spacing.
78 Page Setup Chapter 4: WordScan Settings Units This pull-down list box lets you select the units to use for Margins, Line Spacing, and First Line Indent. Choose the desired units from the list of choices. Note that WordScan automatically converts the measurement you entered to the equivalent value in the new units. Changing Settings It is a good idea to set most WordScan setting before you acquire and process images, especially if you are using Auto OCR mode.
Chapter 4: WordScan Settings Page Setup 79 If you want to save the intermediate files (so that you can add more pages to the document or save the document multiple times using different text and graphic formats), enable Multiple Saves (X in the box). WordScan will then retain the intermediate files 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.
80 Page Setup Chapter 4: WordScan Settings
Chapter 5: Troubleshooting Overview 81 Chapter 5 Troubleshooting Overview Use this chapter for any of the following reasons: ❑ You could not complete installation because the installation program had problems with your system configuration. ❑ You just finished installing WordScan and it does not work. ❑ WordScan was working correctly but suddenly stopped working. ❑ System performance is not acceptable.
82 System Requirements Chapter 5: Troubleshooting To use WordScan, you need: System Requirements PC/AT or compatible Hard Disk Memory An IBM PC/AT or compatible with an 80386 or higher processor. A hard disk with at least 6 MBytes of unused space. At least 4 MBytes of total system memory (8 MBytes highly recommended). Windows Virtual Memory Space At least 8 MBytes of permanent virtual memory (swap file) within Windows (10 MBytes recommended).
Chapter 5: Troubleshooting Basic Installation Checklist 83 ❑ Be sure to reboot your computer after installing Windows so that the Windows subdirectory is added to your path. If the WordScan installation program cannot find your Windows subdirectory in the path, the installation program may terminate. ❑ Make sure your system has at least 4 MBytes of memory for DOS, Windows, and WordScan — more if you want to load other programs at the same time.
84 If WordScan has Stopped Working If WordScan has Stopped Working Chapter 5: Troubleshooting If WordScan worked at one time, but suddenly stopped working, you may have inadvertently altered your system configuration. Review the following questions to help pinpoint the problem. If this does not help, try reinstalling WordScan before calling for help. ❑ Is the problem with your scanner, your scanner interface card, or WordScan? To find out, try using WordScan to process the image file SAMPLE.
Chapter 5: Troubleshooting If WordScan has Stopped Working ❑ 85 Have the system configuration files (AUTOEXEC.BAT and CONFIG.SYS) been modified recently? Installing a new application program may have modified these files in such a way that they will no longer work with WordScan. (To determine the last time they were modified, you can check the date and time displayed by the DOS DIR command.
86 If WordScan Performance is Unacceptable ❑ Chapter 5: Troubleshooting You are receiving the following error messages: “Can’t create a default page directory.” Create a directory under the WORDSCAN directory called TEMP, and then restart WordScan. ❑ Are the WordScan program files or the disks that they are on corrupted? Run the DOS CHKDSK program to find out.
Chapter 5: Troubleshooting If WordScan Performance is Unacceptable 87 sure to specify Small Text as a Text Attribute of Text Zones (and in the Scanner Settings dialog box, if appropriate) when text smaller than 6 points appears on a page. Also, pages with complex formats require more recognition time than simple, single column pages. ❑ Make sure there is sufficient disk space for the temporary files that Windows and WordScan must create.
88 For More Help For More Help Chapter 5: Troubleshooting Please try the suggestions in this chapter. Then work with your dealer to try to resolve the problem. Your dealer is closer to you geographically, and more likely to be familiar with your configuration. Your dealer can also perform hardware repair or replacement, both in and out of warranty.
Appendix A: Output Formats, and Scanner, Fax, and E-Mail Settings Overview 89 Appendix A Output Formats, and Scanner, Fax, and E-Mail Settings Overview This chapter lists the available settings for text and graphic 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, fax, or electronic mail system can only be changed by running WordScan Setup.
90 Text Formats Text Formats Appendix A: Output Formats, and Scanner, Fax, and E-Mail Settings The Text Format options are shown in the following table. 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 ASCII Samna Word IV Plus EBCDIC Ventura (MS Word) Excel Windows Write 3.x FrameMaker Word for Windows 1.x Interleaf (RTF) Word for Windows 2.x Lotus 1-2-3 (.
Appendix A: Output Formats, and Scanner, Fax, and E-Mail Settings Image Formats 91 Select ASCII when you want to get a “best fit” reproduction of your document using the standard 128character ASCII character set. Each line of text terminates with a hard carriage return and a line feed character. First line indents and space between regions of text are filled with ASCII “space” characters. The left margin of the page is removed.
92 Scanner Options Scanner Options Appendix A: Output Formats, and Scanner, Fax, and E-Mail Settings In the event you want to change the option for the scanner, after installation, you must run WordScan Setup.
Appendix A: Output Formats, and Scanner, Fax, and E-Mail Settings Fax Options Scanner Options Sharp JX-300, JX-320, JX-450, JX-610 Tamarack Teco/Relisys TWAIN UMAX Scanners w/ GS11-PC Card Fax Options In the event you want to change the WordScan Plus fax option after installation, you must run WordScan Plus Setup. Fax Options (none) CAS generic Eclipse Fax Eclipse Fax w/ CAS Intel FaxActivity Sofnet Faxworks Pro 3.0 Sofnet w/ CAS WINFAX 2.x WINFAX 2.x w/ CAS WINFAX 3.
94 Electronic Mail Options Appendix A: Output Formats, and Scanner, Fax, and E-Mail Settings
Caere Corporation Recognition Software License THE SOFTWARE CONTAINED IN THIS PACKAGE IS NOT FOR SALE. The recognition product you have purchased includes intangible Software provided on tangible programmed magnetic media and/or on memory chips located on hardware components. The intangible Software is subject to the following license terms and conditions. The programmed magnetic media and/or memory chips are covered by the Limited Warranty packaged with this License.
Limited Warranty for CAERE Recognition Products CAERE recognition products employ complex statistical recognition algorithms to identify scanned text. Some documents may be processed with a high degree of accuracy; however, poor-quality documents, certain typefaces, complex layout, lower resolutions, and poor quality or irregular image scanners may make it difficult or impossible for the products to process pages with satisfactory accuracy.
i Index A Acquire image 12, 21, 30, 33, 50 Acquiring 19, 20 an entire page 19 Add pages 41 ADF 12 Advanced page setup 76 All pages 12 ASCII 91 Assistance, technical 88 Associate 33 Auto 64 Auto load 40 Auto load next page 30, 63 Auto OCR 63 Auto orientation 51, 66 Auto save 65 Auto start proofing 41, 64 Auto zone 62 AUTOEXEC.BAT 85 Automatic deskewing 2 Automatic document feeder (ADF) 12 B Bold 74 Brightness 60 C Centered text 76 Clear template 51 Close job 46 CONFIG.
ii Images acquiring 21 processing 39 re-acquiring 39 type 59 Import 70 Indentation 77 Index 11 Italic 74 J Justified 77 L Language 67 Languages multiple 12 Legal documents 54 Like original 74, 77 Line spacing 77 M Macro OCR Aware 3 Main window 28 Margins 77 Mark suspicious characters 58 Mark suspicious words 57 Max blank lines 75 Memory 82 Monitor 82 Mouse 82 Multiple languages 12 page mode 3 N New job 12, 30, 33 Next page 40 O OCR 50 OCR Aware 3, 14, 34 OCRing 19 OLE 2.
iii V View menu 71 Virtual memory 82 W Windows 82 Z Zones creating 20 graphic 39 Zoom 72
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