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WE L C O M E
Using this Guide
8
1
2
IN ST A L LA TI O N A N D S E TU P
System requirements
12
IN TR O D U C T I O N
Documents in OmniPage Pro
Basic processing steps
21
21
22
23
23
24
The OmniPage Desktop
The Menu bar
The Toolbars
The Image Panel
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29
Printing a document
3
PR O C E S SI NG D O C U M E N T S
45
45
46
47
48
48
Processing from other applications
How to set up Direct OCR
How to use Direct OCR
How to use OmniPage Pro with PaperPort
Processing with Schedule OCR
Defining the source of page images
Input from image files
iv
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Automatic zoning
53
4
PR O O FI NG A N D E D I T I N G
69
70
71
72
74
75
Manual training
IntelliTrain
Training files
Text and image editing
On-the-fly editing
Reading text aloud
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5
SA VI NG AND E X P O R T I N G
80
Saving a document as you work
6
TE C H NI C A L IN F O RM A TI O N
ODMA support
93
93
94
94
95
96
Advanced features in Schedule OCR
Supported file types
File types for opening and saving images
File types for saving recognition results
Uninstalling the software
IN D E X
97
vi
Contents
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Welcome
Welcome to OmniPage Pro®, and thank you for using our software! The
following documentation has been provided to help you get started and
give you an overview of the program.
This User’s Guide
This guide introduces you to using OmniPage Pro 12. It includes
installation and setup instructions, a description of the program’s
commands and working areas, task-oriented instructions, ways to
customize and control processing, and technical information. The guide
is presented in PDF format, allowing you to use hyperlink jumps on
cross-references and other navigation tools in your PDF viewer.
Online Help
OmniPage Pro’s online Help contains information on features, settings,
and procedures. The online Help is provided as HTML help, and has
been designed for quick and easy information retrieval. Comprehensive
context-sensitive help aims to provide just enough assistance to let you
keep working without delay. See “Getting online Help” on page 9.
Readme File
The Readme file contains last-minute information about the software.
Please read it before using OmniPage Pro. To open this HTML file,
choose Readme in the OmniPage Pro Installer or afterwards in the Help
menu.
Scanning and other information
the program. The Scanner Guide contains up-dated information about
supported scanners and related issues; ScanSoft tests the 25 most widely
used scanner models. Access ScanSoft’s web site from the OmniPage Pro
Installer or afterwards from the Help menu.
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Using this Guide
This guide is written with the assumption that you know how to work in
the Microsoft Windows environment. Please refer to your Windows
documentation if you have questions about how to use dialog boxes,
menu commands, scroll bars, drag and drop functionality, shortcut
menus, and so on.
We also assume you are familiar with your scanner and its supporting
software, and that the scanner is installed and working correctly before it
is setup with OmniPage Pro 12. Please refer to the scanner’s own
documentation as necessary.
The following conventions are used in this guide:
Bold
Introduces new terms and presents sub-headings.
Italic
Names topics in the online Help system.
Presents longer option texts in dialog boxes.
Non-serif
Presents file names: sample.tif
A note presents an item of additional information.
A tip presents ideas for using program features to
accomplish specific tasks.
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Getting online Help
In addition to using this guide, you can use OmniPage Pro’s online Help
to learn about features, settings, and procedures. Online Help is available
after you install OmniPage Pro.
Online HTML Help
Open OmniPage Pro’s online Help at its top level by choosing Help
Topics at the top of the Help menu. This allows you to see topics
arranged in a Table of Contents, search an alphabetical list of keywords or
make full-text searches through the topics. Other items in the Help menu
provide access to useful topics or web pages.
Press F1 as you are working with the program to see an online help topic
relating to the current screen area, dialog box or warning message.
Context-Sensitive Help
You can get concise on-the-spot information in a popup window about a
particular OmniPage Pro menu item, toolbar button, screen area or
dialog box, in the following ways:
Click the Help tool in the Standard toolbar to get the help icon. Click
this on any item on the desktop outside a dialog box or warning message.
Press Shift + F1 to get the same help icon. Use Shift + F1 to get context-
sensitive help for shortcut menu items.
Click the question mark button in the upper right corner of a dialog box
and then click an item in the dialog box to see the popup window.
Some dialog boxes or warning messages have their own Help button, or a
help text. Click the button or the text to get information on the dialog or
message box.
Click anywhere to remove a context-sensitive popup Help window.
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Tech Notes
commonly reported issues using OmniPage Pro 12. Web pages may also
offer assistance on the installation process and troubleshooting.
Glossary
This guide does not include a glossary. The online Help has a
comprehensive glossary, with its own alphabetical index and a table of
contents. Please consult it if you want to find the meaning of a term used
in this guide or in the program.
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Chapter 1
Installation and setup
Pro 12. It presents the following topics:
X Installing OmniPage Pro
X Setting up your scanner with OmniPage Pro
X How to start the program
X Registering your software
X New features in OmniPage Pro 12
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System requirements
You need the following minimum system requirements to install and run
OmniPage Pro 12:
X A computer with a Pentium or higher processor
X Microsoft Windows 98 (from second edition), Windows Me,
Windows NT 4.0 (with at least Service Pack 6), Windows 2000
or Windows XP
X 64MB of memory (RAM), 128MB recommended
X 90MB of free hard disk space for the application files plus 5MB
working space during installation
X 5MB for Microsoft Installer (MSI) if not present (This is present
as part of the operating system in Windows Me, Windows 2000
and Windows XP)
X SVGA monitor with 256 colors, but preferably 16-bit color
(called High Color in Windows 2000 and Medium Color in XP)
and 800 x 600 pixel resolution
X Windows-compatible pointing device
X CD-ROM drive for installation
X A compatible scanner with its own scanner driver software, if you
plan to scan documents. Please see the Scanner Guide at
scanners.
Performance and speed will be enhanced if your computer’s processor, memory,
and available disk space exceed minimum requirements.
12
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Chapter 1
Installing OmniPage Pro
OmniPage Pro 12’s installation program takes you through installation
with instructions on every screen.
Before installing OmniPage Pro:
X Close all other applications, especially anti-virus programs.
X Log into your computer with administrator privileges if you are
installing on Windows NT, 2000 or XP.
X If you own a previous version of OmniPage Pro, or if you are
upgrading from demonstration software or an OmniPage Special
Edition, the installer asks your consent to uninstall that product.
W To install OmniPage Pro:
1. Insert OmniPage Pro’s CD-ROM in the CD-ROM drive. The
installation program should start automatically. If it does not start,
locate your CD-ROM drive in Windows Explorer and double-click
the Autorun.exe program at the top-level of the CD-ROM.
2. Choose a language to use during installation. This language will be
used for the Text-to-Speech system and as the program’s interface
language. The program interface language is used for displays such as
menu items, dialog boxes, warning messages and so on. You can
change the interface language later from within OmniPage Pro 12,
but your choice at installation time determines which Text-to-Speech
system will be installed with the program. See the second note below.
3. Follow the instructions on each screen to install the software. All files
needed for scanning are copied automatically during installation.
Sometimes uninstalling and then reinstalling OmniPage Pro will solve a problem.
See “Uninstalling the software” on page 96.
It is planned to provide Text-to-Speech for English, French, German, Italian,
Portuguese and Spanish. This may vary depending on region or version. The
Readme file provides latest information. A speech system for only one language can
be installed with OmniPage Pro. See “Reading text aloud” on page 75.
Installing OmniPage Pro
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Setting up your scanner with OmniPage Pro
All files needed for scanner setup and support are copied automatically
during the program’s installation. Before using OmniPage Pro 12 for
scanning, your scanner should be installed with its own scanner driver
software and tested for correct functionality. Scanner driver software is
not included with OmniPage Pro.
Scanner installation and setup are done through the Scanner Wizard. You
can start this yourself, as described below. Otherwise, the Scanner Wizard
appears when you first attempt to perform scanning.
Please follow these steps to use the Scanner Wizard to setup your scanner
with OmniPage Pro 12:
X Choose StartꢀProgramsꢀScanSoft OmniPage Pro 12.0ꢀ
Scanner Wizard
or click the Setup button in the Scanner panel of the Options
dialog box.
or choose a scan setting in the Get Page drop-down list in the
OmniPage Toolbox and click the Get Page button.
The Scanner Setup Wizard starts. The first panel appears only on
first setup when called from inside OmniPage Pro.
X Choose ‘Select scanner or digital camera’, then click Next. You
see a list of all detected TWAIN scanner drivers, with the system
default scanner selected.
X Click once to select the driver of the scanner you want to use.
Click ‘Other drivers...’ if you need to browse for a driver. Select
‘Configure Advanced Settings’ for an extra panel if you want your
scanner’s own interface to be hidden during scanning or to
modify the image transfer method. Click on Next.
X Choose Yes to test your scanner configuration, then click Next.
The wizard will now test the connection from the computer to
your scanner. When completed, click on Next.
X Insert a test page into your scanner. The wizard is now prepared
to do a basic scan using your scanner manufacturer’s software.
Click on Next. Your scanner’s native user-interface will appear.
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Chapter 1
X Click on Scan to begin the sample scan.
X If necessary, click on Inverse Image… or Missing Image… and
make the appropriate selections.
X Once the image appears correctly in the window, click on Next.
X Select the item that most appropriately describes your scanner,
then click on Next.
X Click on Next to proceed to page size.
X The page sizes that the Scanner Wizard believes your scanner to
support are listed in the window. To make any changes to the
page sizes, click on Advanced, make the changes and then click
on Next.
X Insert a page with text but no pictures into your scanner. Click
on Next to begin a scan in black-and-white mode.
X If necessary, click on Inverse Image… or Missing Image… and
make the appropriate selections.
X Once the image appears correctly in the window, click on Next.
X If you have a color scanner, insert a color photograph or a page
with a color picture into your scanner. Click on Next to begin a
scan in color mode. If necessary, click on Inverse Image… or
Missing Image… and make the appropriate selections. Once the
image appears correctly in the window, click on Next. If your
scanner cannot scan in color, skip this step.
X Insert a photograph or a page containing a picture into your
scanner. Click on Next to begin a scan in grayscale mode. If
necessary, click on Inverse Image… or Missing Image… and
make the appropriate selections. Once the image appears
correctly in the window, click on Next.
X You have successfully configured your scanner to work with
OmniPage Pro 12! Click on Finish.
To change the scanner settings at a later time, or to set up a different
scanner, reopen the Scanner Setup Wizard from the Windows Start menu
or from the Scanner panel of the Options dialog box. To test and repair
an improperly functioning scanner, open the Scanner Setup Wizard from
the Windows Start menu and select ‘Test scanner or digital camera’ in the
first panel, then work through the procedure described above.
Setting up your scanner with OmniPage Pro
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How to start the program
To start OmniPage Pro 12 do one of the following:
X Double-click the OmniPage Pro icon in the program’s
there.
X Double-click an OmniPage Document (OPD) icon or file name;
the clicked document is loaded into the program. See
“OmniPage Documents” on page 29.
On opening, OmniPage Pro’s title screen is displayed and then its
introduction to the program’s main working areas.
There are several ways of running the program with a limited interface:
X Use the Schedule OCR program. Click Start in the Windows
taskbar and choose ProgramsꢀScanSoft OmniPage Pro 12.0ꢀꢀ
Schedule OCR. See “Processing with Schedule OCR” on
page 47.
X Click Acquire Text from the File menu of an application
Direct OCR” on page 45.
X Right-click an image file icon or file name for a shortcut menu.
Select a sub-menu item from ‘Convert To...’ to define a target.
X Use OmniPage Pro 12 with ScanSoft’s PaperPort® or Pagis®
document management products, to add OCR services. See
“How to use OmniPage Pro with PaperPort” on page 46.
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Chapter 1
Registering your software
ScanSoft’s registration Wizard runs at the end of installation. We provide
an easy electronic form that can be completed in less than five minutes.
When the form is filled, and you click Send the program will search an
Internet connection to immediately perform the registration online.
If you did not register the software during installation, you will be
register online. Click on Support and from the main support screen
choose Register on the left-hand column.
For a statement on the use of your registration data, please see ScanSoft’s
Privacy Policy.
New features in OmniPage Pro 12
The OmniPage® product family is augmented by OmniPage Pro 12. If
you are upgrading, you may not need to consult this guide very much.
Here are some main areas of innovation compared to OmniPage Pro 11:
X Dramatic increase in accuracy
professional dictionaries and the ability to train characters chosen
by the user boost accuracy to new levels.
X Streamlined interface
Automatic and manual processing are now driven directly from
the OmniPage Toolbox without separate toolbars. See page 25.
Thumbnails now display in the Image Panel; choose to see the
current page, thumbnails or both. See page 26. The previous
Detail view becomes the Document Manager and includes a
Note column for comments and searchable keywords.
X New zoning concepts
On-the-fly zoning allows zone changes to be processed
immediately without having to re-recognize the whole page. See
page 74. Page backgrounds are defined as process (auto-zone) or
ignore, so all zoning instructions appear on the page and can be
Registering your software
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drawn and zones split and joined more simply, without the need
for separate tools. See page 57.
The Proofing dialog box now shows suspect words in a wider
context. A dynamic verifier can stay open as text is being
checked, with the image display and window tracking the editing
position. See page 65.
There are three formatting levels for Text Editor display. See
page 64. The output formatting level is now chosen at export
time; the choices depend on the specified file type. An export
choice ‘Flowing Page’ is an improved version of the previous
‘Retain Flowing Columns’ view. It preserves page layout without
boxes and frames whenever possible, so text can flow between
columns. See page 81.
X Superior page analysis
The transfer of table formatting has improved, in particular the
detection of tables without gridlines in original pages. Web and
e-mail addresses can be detected and transferred to the Text
Editor; hyperlinks can be inserted. Reading order can now be
viewed and changed after recognition in the Text Editor’s True
Page® view. See from page 72.
X Improved PDF handling
deliver higher recognition accuracy. A new file type ‘PDF Edited’
allows good format retention on pages that were modified in the
Text Editor after recognition.
X Advanced saving options
A wider range of saving options is offered for each output file
type. User-defined output file types can be created with
customized settings. See page 82. If your edition of OmniPage
Pro 12 includes the new saving formats XML and eBook, see
page 95.
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Chapter 2
Introduction
You probably use your computer for business correspondence, preparing
reports, handling data and an ever-increasing number of other uses. The
challenge is that, in spite of the digital revolution, certain sources of
information still circulate in printed, paper form and cannot be used
immediately in a computer.
For example, if you want to incorporate information from a magazine
article in a report you are preparing, you somehow have to get the text
from the article into your computer. Painstakingly retyping the article is
not an appealing solution.
in your favorite computer applications.
We present the following topics:
• Basic processing steps
X The OmniPage Desktop
X Managing documents
X OmniPage Documents
X Settings
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What is optical character recognition
Optical character recognition is the process of extracting text from an
image. This image can result from scanning a paper document or
opening an electronic image file. Images do not have editable text
characters; they have many tiny dots (pixels) that together form character
shapes. These present a picture of the text on a page.
During OCR, OmniPage Pro 12 analyzes the character shapes in an
image and defines solutions to produce editable text. After OCR, you can
save the resulting text to a variety of word-processing, desktop publishing
or spreadsheet applications.
OmniPage Pro’s OCR capabilities
In addition to text recognition, OmniPage Pro can retain the following
elements of a document through the OCR process.
Graphics
Photos, logos, and drawings are examples of graphics.
Text formatting
Font types, sizes and styles (such as bold, italic and underlines) are
examples of character formatting. Indents, tabs, margins and line spacing
are examples of paragraph formatting.
Page formatting
Column structure, table formats, and placement of graphics and headings
are examples of page formatting.
The graphics, text and page formatting elements that OmniPage Pro
retains are determined by the settings you select. Refer to the Settings
Guidelines in the online Help for more information about selecting
settings.
OmniPage Pro only recognizes machine-generated characters such as offset or
laser-printed or typewritten text. However, it can retain handwritten text, such as a
signature, as a graphic.
20
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Chapter 2
Documents in OmniPage Pro
your first image (from scanner or from file) a new document is started.
Further acquired images are added to the same document, until you save
and close it.
A document in OmniPage Pro consists of one image for each document
page. After you perform OCR, the document will also contain recognized
See “The OmniPage Desktop” on page 22.
Basic processing steps
There are two main ways of handling documents: with automatic
processing or manual processing. See “Automatic processing” on page 38
and “Manual processing” on page 40. The basic steps for both processing
methods are broadly the same:
1. Bring a set of images into OmniPage Pro.
You can scan a paper document with or without an Automatic
Document Feeder (ADF) or load one or more image files. The
resulting images can appear as thumbnails in the Image Panel along
with the image of the first page entered. The document pages are
summarized in the Document Manager. See “Defining the source of
page images” on page 48.
2. Perform OCR to generate editable text.
During OCR, OmniPage Pro creates zones around elements on the
page that will be processed, and then interprets text characters or
graphics in each zone. Manual and template zoning are also possible.
After OCR, you can check and correct errors in the document using
the OCR Proofreader and edit the document in the Text Editor.
3. Export the document to the desired location.
You can save your document to a specified file name and type, place
it on the Clipboard, or send it as a mail attachment. You can save it as
an OmniPage Document (OPD) as described later. You can save the
same document repeatedly to different destinations, different file
types, with different settings and levels of formatting. See “Saving
and exporting” on page 77.
What is optical character recognition
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The OmniPage Desktop
The OmniPage Desktop has a title bar and a menu bar along the top and
a status bar along the bottom. It has three main working areas, separated
by splitters: the Document Manager, the Image Panel and the Text
Editor. Each has close, maximize and restore buttons top right. The
Image Panel has an Image toolbar and the Text Editor has a Formatting
toolbar.
Standard toolbar
OmniPage
Toolbox
Formatting toolbar
Thumbnails show a
picture of each page
in the document.
The current page
has an “eye” icon.
This page has been
recognized.
Image toolbar
Page navigation
buttons
Drag these splitters to
resize the working areas.
The Text Editor view
buttons offer three
formatting levels.
Buttons to show or hide the
Document Manager, Text
Editor and the Image
Panel’s thumbnails and
current page display. This
can also be done from the
View menu.
Image Panel:
Text Editor:
This is displaying the image of the current
page, together with its zones. The image
panel can display the current page,
thumbnails, or both.
This is displaying the
recognition results from the
current page in True Page
view.
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Chapter 2
We show the program with a three-page document. Page one is the
current page, which has been recognized and proofed. Page two has been
recognized but not proofed yet. Page three has been acquired and
manually zoned, but not recognized yet. The icons at the bottom of the
thumbnail images show page status.
Status bar buttons let you show or hide the main screen areas and move
to other pages in the document. A right mouse click in any screen area
brings up a shortcut menu with the most useful commands for that area.
The Menu bar
For concise information on any menu item, click the context-sensitive
help button and then click a menu item. A popup text explains the
purpose of the menu item. Click anywhere to close the popup.
The Toolbars
menu to show, hide or customize them. Context-sensitive help explains
the purpose of all tools. Two further toolbars govern specific tasks.
Default
location
Other docking
locations
Toolbar
Standard
Image
Purpose
Horizontal under
Menu bar
Any edge of the
OmniPage Desktop See page 29 and page 65.
Performing basic program functions.
Vertically to left of
current page image
Vertically to right of
current page image
Image, zoning and table operations.
See page 53 and page 59.
Horizontal at top of
Text Editor
Formatting recognized text in the
Text Editor. See page 72.
Formatting
Verifier
None
Hover the cursor over the verifier window
to see this floating toolbar.
Controlling the location and appear-
ance of the verifier. See page 66.
Click the Change reading order tool. This
toolbar replaces the Formatting toolbar.
Modifying the order of elements in
recognized pages. See page 72.
Reorder
The OmniPage Desktop
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The Image Panel
When this displays the current page image, the Image toolbar is available.
All page images have a background value: process or ignore. Zones can be
manually drawn on page images, or can be placed automatically after
recognition. There are five zone types: Process, Ignore, Text, Table,
Graphics. Areas inside process zones and on a process background outside
other zones have zones automatically drawn and their zone types
determined during processing. See “Zones and backgrounds” on page 53.
If the current page image is hidden, the thumbnails appear in rows to
make the best use of the available space.
The Text Editor
This displays recognition results in any of three formatting levels:
X No Formatting view (NF)
X Retain Fonts and Paragraphs view (RFP)
X True Page (TP)
True Page retains page layout using text, table and picture boxes, and
frames. It can display multicolumn areas, to show text blocks that can be
treated as flowing columns at export time.
True Page is also an export formatting level, along with Flowing Page
that retains page layout without boxes and frames. See “The editor
display and views” on page 64.
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Chapter 2
The OmniPage Toolbox
This Toolbox lets you drive the processing. By default it is located along
the top of the OmniPage Desktop, just above the working areas. It can be
floated and also be docked along the bottom of the desktop.
Start button
Get Page button
Perform OCR button
Export Results button
Get Pages
drop-down list
Layout Description
drop-down list
Export Results
drop-down list
Automatic processing is started, and can be stopped and re-started with
the Start (1-2-3) button. See “Automatic processing” on page 38.
Manual processing allows you to process documents page-by-page and
step-by-step. Start each step with the three large buttons: the Get Page
button (1), the Perform OCR button (2) and the Export Results button
(3). See “Manual processing” on page 40.
You can switch between automatic and manual processing any time the
program is not busy with processing. That means you can switch between
them while you are working within a document. You can automatically
process some pages, then add more pages with manual processing. After
processing a stack of pages automatically, you can inspect the results and
then go back to reprocess certain pages manually. This procedure is
described in chapter 3. See “Combined processing” on page 41.
The OCR Wizard is designed for new users. See “Processing with the
OCR Wizard” on page 43. If you have a document open when you start
the OCR Wizard, the document will be closed after a prompting to save
it. When you have used the OCR Wizard to process and save a
document, it remains in the program and can be further processed
(adding more pages, re-recognizing pages etc.) with either manual or
automatic processing.
The OmniPage Desktop
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Managing documents
Document management can be done by thumbnails in the Image Panel
or by the Document Manager, situated along the bottom of the
OmniPage Desktop. Both summarize the pages in the document and are
synchronized. Our pictures show these with the same seven-page
document. Pages 1 and 2 are selected and page 4 is the current page, that
is, the one shown in the Image Panel. Page status is shown as follows:
Page Status
Icon
Page image has been...
1
Acquired
acquired but has not yet been recognized.
recognized, but not proofread, or proofing
was interrupted on the page.
2
Recognized
Recognized,
Proofed
recognized, and proofing has reached the
end of the page.
3
4
5
recognized with at least one editing or for-
matting change made in the Text Editor.
Modified
Modified,
proofed
recognized, edited in the Text Editor, and
proofing has reached the end of the page.
acquired, maybe recognized; some zone
changes are stored but not yet processed.
6
7
Pending
Saved
recognized and saved at least once.
Thumbnails
These present a set of numbered thumbnail images, one for each page in the
document. Scroll to see pages as necessary. The current page has an ‘eye’
icon. You can select multiple pages in the document; these have a distinctive
appearance. Use thumbnails for page operations, as follows:
Jump to a page: Click the thumbnail of the desired page.
Reorder a page: Click the thumbnail of the page you want to move and
drag it above the desired page number. Pages are renumbered
automatically.
Delete a page: Select the thumbnail of the page you want to delete and
press the Delete key.
Select multiple pages: Hold down the Shift key and click two
thumbnails to select all pages between and including them. Hold down
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Chapter 2
the Ctrl key as you click thumbnails to add pages to a selection one by
one. Then you can move or delete the selected pages as a group, or send
them to (re)recognition. You can also export selected pages.
Get information on an input image by hovering the cursor over its thumbnail (so
long as ToolTips are enabled). A popup text displays the image size in pixels and
the program’s unit of measurement. Image resolution is also shown.
Document Manager
This provides an overview of your document with a table. Each row
represents one page. Columns present statistical or status information for
each page, and (where appropriate) document totals. The picture shows
columns that a user has specified.
Move the
cursor onto the
page’s status
icon to see a
thumbnail of
the page.
Enter comments
or searchable
keywords here.
The current page is shown with an ‘eye’ icon. You can use the Document
Manager for page operations, as follows:
Jump to a page: Click the leftmost part of the page row or double click
anywhere in its row.
Reorder a page: Click the row of the page you want to move and drag it
to the desired location. An indicator on the left shows where the page will
be inserted. Pages are renumbered automatically.
Delete a page: Select the row of the page you want to delete and press the
Delete key.
Select multiple pages: Hold down the Shift key and click two page rows
to select all pages between and including them. Hold down the Ctrl key
as you click rows to add pages to a selection one by one. Then you can
move or delete the selected pages as a group, or send them to
(re)recognition. You can also export selected pages.
Managingdocuments
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When multiple pages are being selected, the page set as current does not
change. All selected pages are highlighted.
Customizing Document Manager columns
You can specify which columns of information you want to see in the
Document Manager. Click Customize Columns... in the View menu for
the following dialog box:
This item is
highlighted.
Highlight an
item and use
Click a checkbox
to select the item.
these arrows to
change the
order of
Image sizes are
expressed in
pixels.
columns.
Define a width for
the highlighted
item.
Define which columns should appear, their widths, and column order.
The topic Customizing Document Manager columns in online Help
clarifies what is presented in each column. You can change column
widths easily in the Document Manager; just drag the column dividers in
the title bar.
Deleting pages from a document
Page deletions must be confirmed and can be undone. Delete the current
page only with the item Delete Current Page in the Edit menu. Delete all
selected pages in the Document Manager or from the thumbnails by
pressing the Delete key or using the shortcut menu command Clear.
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Chapter 2
Printing a document
You can print the document with the Print item in the File menu.
Choose whether to print images or text (that is, recognition results as
they appear in the Text Editor). You can print all pages or a range of
pages. The Print tool in the Standard toolbar prints images or text,
depending whether the Image Panel or the Text Editor is active.
Closing a document
Choose Close in the File menu to close a document. You are prompted to
save your document if you have not saved it or you have modified it since
the last save. See the next section on saving the document as an
OmniPage Document (*.opd). You will also be prompted to save unsaved
training data if you selected ‘Prompt to save training data when closing
document’ in the Proofing panel of the Options dialog box.
OmniPage Documents
The OmniPage Document is the program’s proprietary file type; it has
the extension .opd. It is one of the file types offered when saving a
document to file. You save the document to the OPD file type if you
want to work with it again in OmniPage Pro during a future session. You
can then process unfinished pages, add more pages and proof or edit
recognition results.
An OmniPage Document contains the original page images (deskewed
and pre-processed) with any zones placed on them. After recognition, the
OPD also contains the recognition results. Recognized characters are
stored along with their coordinate and confidence data. This preserves
the links between image and text, so that verification and proofing
remain available when the OPD is reopened in future sessions.
When you save an OmniPage Document, the current settings (and
unsaved training) are also saved. When you open an OmniPage
Document, its settings are applied, replacing those existing in the
program.
OmniPageDocuments
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Why save to OPD
You do not have to save your documents to the OPD file type. You would
typically do this for the following reasons:
x
x
You cannot finish working with the document in the current session.
You want to pass the document to other users who have OmniPage
Pro. For example, you can pass an OPD file to a specialist for
proofing. In an office network, you may have one scanner generating
images for recognition and proofing at several workstations.
x
You want to build up an archive of recognized documents whose
original images remain accessible. The recognized texts allow
searching by keywords and other document retrieval techniques.
Recognition results should be saved from OPD files before installing any
OmniPage Pro upgrade. These files may not be upwards compatible to newer
OPD file formats, or possibly only the images will be retained when the files are
upgraded. When you open an OPD created by OmniPage Pro 10, only images are
loaded. When you open an OPD created by OmniPage Pro 11, images and
recognized pages are loaded, but no zones are retained.
How to save to OPD
If you intend to create an OPD, you can save it to this format at an early
stage, for protection. Use the Save button to save it periodically as you
work. Save it again at the end of your session.
The Save button saves the document to the name and file type of its last
save. You can save your document repeatedly to different formats. If your
first save was to another format (for instance .doc), use the item Save As...
from the File menu to save it as an OPD. If a document is saved as an
OPD, then you later save it to another format, it is not automatically
resaved as an OPD. When you close the document or exit the program,
you will be prompted to save the document as an OPD.
The title bar shows the file name of the most recent whole-document
save.
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Chapter 2
Settings
The Options dialog box is the central location for OmniPage Pro
settings. Access it from the Standard toolbar or the Tools menu. Context-
sensitive help provides information on each setting. In overview, the
settings panels are:
OCR
Use this to specify recognition languages, a user or professional
dictionary, a reject character and font matching. Click the checkbox
before a language to select or deselect it. Multiple selection is possible;
select only languages appearing in the document to be recognized. The
top items are the recently selected languages. Key in the first letters of a
language to jump to it.
Scanner
make brightness and contrast settings and define options for scanning
multi-page documents, with or without an Automatic Document Feeder
(ADF). You can change scanner setup settings or install a new scanner or
change the default scanner. See “Input from scanner” on page 49. This
panel is not available if you requested display of your scanner’s native
TWAIN interface when you set up your scanner. See “Setting up your
scanner with OmniPage Pro” on page 14.
Direct OCR
This feature provides OCR services directly from your favorite word
processor or similar application. Use this panel to register and unregister
applications for Direct OCR and to enable or disable this service. You can
also specify automatic or manual zoning and whether proofreading is
desired or not. See “How to set up Direct OCR” on page 45.
Process
Use this to define where new images should be placed in the document,
to request prompting for more pages when scanning, to specify two-page
scanning for handling books, and other settings. You can change the
interface language here.
Settings
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Proofing
Use this to define whether proofreading should begin automatically after
load or work with a training file. See “Proofreading OCR results” on
page 65.
Custom Layout
Use this to describe the layout of your input document pages very
precisely. This gives you maximum control over the auto-zoning process,
instructing it to search or ignore columns, graphics and tables. See
“Describing the layout of the document” on page 51.
Text Editor
“Text and image editing” on page 72.
If you have access to a Document Management System (DMS) from your
computer and your edition of OmniPage Pro 12 includes ODMA
support, an ODMA panel may also appear. See “ODMA support” on
page 93.
Some settings have an effect only on future recognition. Examples are the
recognition languages, a training file or scanner brightness. These settings should
be correctly adjusted before you start processing. To have changes in these settings
applied to already recognized pages, you will have to re-recognize them. Other
settings are implemented immediately in all existing pages. Examples are Text
Editor settings like word wrap or measurement units.
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Chapter 3
X Automatic processing
The detailed topics are:
• Automatic zoning
• Manual zoning
• Zone types and properties
• Working with zones
X Table grids in the image
X Using zone templates
OmniPage Pro User’s Guide
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Quick Start Guide
This topic takes you step-by-step through the basic OCR process.
Loading and recognizing sample image files
You will find sample image files in the program folder, both single-page
and multi-page files. First try reading these files using the procedure
presented below, except for the references to a scanner. See “Input from
image files” on page 48. The results provide you with a benchmark of the
recognition quality you should expect from your own files of comparable
quality.
Next, try scanning a page from your scanner.
Scanning and recognizing a single page
Turn your scanner on and be sure it is working correctly. Choose a page
with good-quality clear text for this test.
We assume OmniPage Pro’s default settings are set and that your
document is in the language you specified for interface language during
installation. Open the Options dialog box from the Tools menu and
choose Use Defaults if you are not using the program for the first time.
You will process the document automatically and save the recognition
results to a file. You will proof the document but will not edit it inside the
Text Editor.
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Chapter 3
What you do:
What happens:
1.
2.
3.
4.
Set up your scanner using the Scanner
Wizard, if this is not already done.
Configures OmniPage Pro to work with your scanner.
Opens OmniPage Pro on your computer.
Select Start Programs ScanSoft
OmniPage Pro 12.0 OmniPage Pro 12.0
Place the document correctly in your
scanner.
From the Get Page drop-down list, select a
scan option for your document:
black-and-white, grayscale or color.
Allows you to determine how pictures or colored texts
and backgrounds will look in the exported document.
Color scanning needs a color scanner.
5.
From the Layout Description drop-down list,
check Automatic is selected. For a wide
range of documents, this is the best choice.
Configures the program how to place zones on the
page and decide their properties automatically.
6.
7.
From the Export Results drop-down list,
check that Save as File is selected.
This means you will be able to name your export file
after you have proofed the document.
OmniPage Pro will start to scan in your document. A
thumbnail appears with a progress indicator. The
OCR Proofreader appears.
Click the Start button.
8.
9.
The OCR Proofreader operates like a spell checker in
a word processing program, but with added
OCR-specific features. It removes markings from
words you proof.
Use the OCR Proofreader to modify words
that the program suspects have not been
recognized correctly.
Click in the Text Editor. Select Text Editor
views one after another, to see how the
page appears in each view.
Each Text Editor view defines a formatting level. This
guides you which level to choose at saving time.
10. Click Resume to restart proofing. When the
message OCR Proofreading is complete
appears, click on OK.
This ends the OCR Proofreader process. The Save
As dialog box will appear.
11.
By default, Save and Launch is enabled, so your
document will be automatically opened in the word
processing program associated with the file type that
you selected.
Choose a file name, file type, path and a
formatting level to save your recognized
document. Click on OK.
12.
You have successfully used OmniPage Pro 12 to
recognize your document and open it in your target
application!
Inspect the document in your word process-
ing program.
If you succeeded in getting good results from the sample image files, but
not from the scanned page, check your scanner installation and settings:
in particular brightness and image resolution. See “Input from scanner”
on page 49. This provides a model of optimum brightness. See also the
online Help topics Setting up your scanner and Scanner troubleshooting.
Quick Start Guide
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Processing overview
Get Pages
Describe
page
layout
Auto-
zoning
page 53
Perform
OCR
to file
page 79
Verify and
edit
page 66
from file
page 48
page 51
Manual
zoning
page 54
with
to Clipboard
page 84
current
settings
page 31
from
scanner
page 49
Apply a
template
page 61
Proofread
page 65
via Mail
page 85
Here is an overview of the processing methods you can use. You will find
step-by-step guidance for each of them in the following pages.
Automatic
The fastest and easiest way to process documents is to let OmniPage Pro
do it automatically for you. Select settings in the Options dialog box and
in the OmniPage Toolbox drop-down lists and then click Start. It will
take each page through the whole process from beginning to end, when
possible running in parallel. It will typically auto-zone the pages.
Manual
Manual processing gives you more precise control over the way your
pages are handled. You can process the document page-by-page with
different settings for each page. The program also stops between each
step: acquiring images, performing recognition, exporting. This lets you,
for instance, draw zones manually or change recognition language(s). You
start each step by clicking the three buttons on the OmniPage Toolbox.
Combined
You can process a document automatically and view results in the Text
Editor. If most pages are in order, but a few have not turned out as
expected, you can switch to manual processing to adjust settings and re-
recognize just those problem pages. Alternatively, you can acquire images
with manual processing, draw zones on some or all of them, and then
send all pages to automatic processing.
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Chapter 3
Using the OCR Wizard
The OCR Wizard guides you through the selection of settings and
commands by asking you questions. It then launches automatic processing.
This is a good way to get started if you are new to OmniPage Pro.
In other applications
You can use the Direct OCR feature to call on the recognition services of
OmniPage Pro while working in your usual word-processor or similar
application. OmniPage Pro also automatically links itself to ScanSoft’s
PaperPort and Pagis document management programs.
At a later time
You can schedule OCR jobs to be performed automatically at a later
time, when you may not even be present at your computer. The New Job
Wizard in Schedule OCR allows you to specify settings and a starting
time.
Processing overview
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Automatic processing
Automatic processing provides an efficient way of handling documents,
especially larger ones. First you select all settings needed, then you can use
the Start button in the OmniPage Toolbox to process a new document
from start to finish or to restart and finish processing on an open
document.
Start button
Get Page button
Perform OCR button
Export Results button
Get Pages
drop-down list
Export
Results
drop-down
list
Layout Description
drop-down list
the document source, which can be from image files or from a
scanner. See “Defining the source of page images” on page 48.
2. Select a setting from the Layout Description drop-down list, as
describe the incoming pages or specify a zone template file. See
“Describing the layout of the document” on page 51.
3. Select a setting from the Export Results drop-down list. You can save
the document as an OmniPage Document file. You can save pages
(current, selected, all) to file, copy them to Clipboard or send them as
mail attachments. See “Saving and exporting” on page 77.
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Chapter 3
4. Choose
in the Standard toolbar or Options in the Tools menu
and check that settings are appropriate for your document. You can,
for instance, specify recognition languages and whether you want to
proofread the document or not. See “Settings” on page 31.
5. Click the Start button or choose Start auto-processing in the Process
menu. Each page of the document is processed and finished one after
the other. The program may perform tasks simultaneously, for
instance it may start loading and recognizing a new page as you
proofread the previous page.
Stopping and restarting automatic processing
Stop: When automatic processing is in progress, the Start button
becomes Stop. Click it to interrupt automatic processing. You may do
this if you find that some settings need to be changed.
Restart: When automatic processing is stopped, the Start button is
restored. Click it to restart processing. The Automatic Processing dialog
box lets you specify what you want to do:
X Finish processing unrecognized and unproofed pages and then
export the results.
X Export an already saved document again, maybe with
changes, to a different file type, name or location, or with a
different formatting level.
X Add more pages from the same source or a different source,
with changed or unchanged settings.
X Re-process all pages to discard all recognition results and re-
recognize all pages in the document with different settings.
You can specify auto-zoning or a template file. You may want
to do this if an unsuitable setting caused poor results on all
pages. An example is incorrect language choice, resulting in
almost all words marked suspect during proofing. This
option lets you perform re-recognition without having to
scan or load or rezone all the images again.
Automatic processing
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Manual processing
Manual processing gives you more precise control over the way your
pages are handled. You can process the document page-by-page with
different settings for each page. The program also stops between each
step: acquiring images, performing recognition, exporting. This lets you,
each page. You start each step in the process by clicking the three
numbered buttons on the OmniPage Toolbox.
1. Click
in the Standard toolbar or Options in the Tools menu to
page 31.
2. Select the desired value for the Get Page button from the drop-down
list. You define the document source, which can be from image files
or from a scanner. When scanning, select a scanning mode and use
the Scanner and Process panels of the Options dialog box to select
settings. See “Defining the source of page images” on page 48.
3. Click the Get Page button. This either brings up the Load Image File
dialog box allowing you to name images files, or initiates scanning.
Thumbnail images of each page can appear in the Image Panel, along
with the current page image. Use status bar buttons to show or hide
either of these. Acquired pages are summarized in the Document
Manager.
4. All page images enter the program with a process background.
Provided you draw no zones on these pages, they will be auto-zoned
when recognition is requested.
5. You can manually draw and modify zones on one or more images and
assign zone properties. Status bar buttons let you move to other pages.
As soon as you draw a zone on a page, it takes on an ignore
background. You can specify auto-zoning on parts of a page by
drawing process zones. See “Zones and backgrounds” on page 53.
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Chapter 3
6. Select a value for the Perform OCR button. You describe the layout
of the incoming pages. This value has an influence if auto-zoning
runs on any pages. See “Describing the layout of the document” on
page 51. You can also select a template to have its zones placed on the
current page. See “Using zone templates” on page 61.
7. Click the Perform OCR button to have the current page recognized.
documents” on page 26) and then click the Perform OCR button.
Recognized pages appear in the Text Editor.
suspect words one after the other from the recognized page(s). You
can proof and edit the recognized text. See “Proofreading OCR
results” on page 65.
elements in the Text Editor. See “Text and image editing” on page 72.
10. Select a value for the Export Results button. You can save the
document as an OmniPage Document file. You can save pages
(current, selected or all) to file, copy them to Clipboard or send them
as mail attachments. Click the Export Results button. See “Saving and
exporting” on page 77.
Combined processing
Automatic processing provides speed and efficiency. Manual processing
demands more attention, but gives greater control over results. It is
possible to tap into both benefits while processing a single document.
Start automatically and finish manually:
When you have a large document with only a few pages needing special
attention, you do not have to manually process the whole document. You
can process it automatically and view results in the Text Editor. You can
Combined processing
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determine which pages are in order, and which need different settings or
some manual zoning. After adjusting settings and/or modifying zones,
use manual processing to re-recognize just those pages.
1. Prepare the document and perform automatic processing, as already
described.
2. If you close or finish proofing you will be invited to save the
document. This is recommended, even if it is not in its final form.
3. Select a page needing rezoning and delete or modify the existing
zones in the Image Panel. You can also load a template to let its zones
replace existing ones. Draw new zones as desired. See “Zones and
backgrounds” on page 53.
on page 31.
5. Click the Perform OCR button to re-recognize the current page.
Confirm that the previous recognition results should be overwritten.
Alternatively, you can use on-the-fly processing to handle zoning
changes without re-recognizing the whole page. See “On-the-fly
editing” on page 74.
6. To re-recognize more than one page, select the required pages in the
thumbnails or Document Manager before clicking the Perform OCR
button.
7. When all pages have been re-recognized with acceptable results, save
the document again.
Start manually and finish automatically:
1. Prepare settings and acquire images for the document by clicking the
Get Page button.
2. Examine the pages for suitable brightness, orientation and content.
Rescan or rotate unsuitable images. Reorder pages as desired.
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Chapter 3
3. Manually zone pages where you want to process only part of the page
or if you want to give precise zoning instructions. Use ignore
backgrounds or zones to exclude areas from processing. Use process
backgrounds or zones to specify areas to be auto-zoned.
4. Click the Start button, then choose Finish Processing Existing Pages in
the Automatic Processing dialog box.
5. After proofing (if requested) you can save or export the document.
Processing with the OCR Wizard
The OCR Wizard can be used to start processing a new document. If you
through five settings panels, guiding you to make settings for your
document and then launching automatic processing. Context-sensitive
help is available for all Wizard panels. Click the OCR Wizard button in
1. The first panel lets you define your document source: scanner or
image file. See “Defining the source of page images” on page 48.
Answer the question in the first screen and click Next.
2. The second panel asks you to describe the layout of the input
document, to assist the auto-zoning. See “Describing the layout of
the document” on page 51.
with dictionary support have an open book icon. Recent choices are
at the top of the list.
4. The fourth panel asks if you want to proofread the text before
export. If you choose Yes you can also edit the text before saving. You
also decide whether to create and use IntelliTrain data during
proofing. See “IntelliTrain” on page 70.
Processing with the OCR Wizard
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5. The last panel asks you to define the export choice: saving to file or
copying to Clipboard. After setting the choice, click Finish to close
the Wizard and start the automatic processing.
6. If you requested proofing and the text contains suspect words, the
OCR Proofreader dialog box will appear. When proofing is finished
or closed, the Copy to Clipboard or Save As dialog box let you
specify file export settings, including a page range and a formatting
level.
7. The document remains in OmniPage Pro. You can edit recognition
results and save them again to other formats. You can change zones
manually or change other settings and then use manual processing to
re-recognize single pages from the document. You can add pages with
automatic or manual processing.
The Wizard panels present settings as they were last set in the program. Also,
OmniPage Pro will remember the settings you make in the OCR Wizard panels
and apply them to future automatic or manual processing, until you change them.
So, if you have more documents for which your OCR Wizard settings are suitable,
just click Start in the OmniPage Toolbox.
Applicable settings not offered by the OCR Wizard take the values last set in the
program. This concerns mainly scanner settings, a user dictionary or a training file.
Zone templates cannot be used with the OCR Wizard. If a template file was set
when the OCR Wizard starts, it is unloaded and Automatic is set as input
description. You cannot export a recognized document as a mail attachment.
Please use automatic or manual processing for this.
Processing from other applications
You can use the Direct OCR feature to call on the recognition services of
OmniPage Pro while you work in your usual word-processor or other
application. First you must establish the direct connection with the
application. Then, two items in its File Menu open the door to OCR
facilities.
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Chapter 3
How to set up Direct OCR
1. Start the application you want connected to OmniPage Pro. Start
OmniPage Pro, open the Options dialog box at the Direct OCR
panel and select Enable Direct OCR.
2. Select process options for proofing and zoning. These function for
future Direct OCR work until you change them again; they are not
applied when OmniPage Pro is used on its own.
3. The Unregistered panel displays running or previously registered
applications. Select the desired one(s) and click Add. You can browse
for an unlisted application.
How to use Direct OCR
1. Open your registered application and work in a document. To
acquire recognition results from scanned pages, place them correctly
in the scanner.
2. Use the target application’s File Menu item Acquire Text Settings... to
specify settings to be used during recognition. Any settings not
offered take their values from those last used in OmniPage Pro.
Settings changed for Direct OCR are also changed in OmniPage Pro.
3. Use the File Menu item Acquire Text to acquire images from scanner
or file.
4. If you selected Draw zones automatically in the Direct OCR panel of
the Options dialog box, or under Acquire Text Settings...,
recognition proceeds immediately.
5. If Draw zones automatically is not selected, each page image will be
presented to you, allowing you to draw zones manually. Click the
Perform OCR button to continue with recognition.
6. If proofing was specified, this follows recognition. Then the
recognized text is placed at the cursor position in your application,
with the formatting level specified by Acquire Text Settings... .
Processing from other applications
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If OmniPage Pro is running when Direct OCR is called from a target application,
a second instance of OmniPage Pro is launched.
See the Direct OCR topics in online Help for more information. These include a
topic Direct OCR Questions and Answers. The Readme file and the ScanSoft web
site may present more recent information relating to specific target applications.
How to use OmniPage Pro with PaperPort
PaperPort® is a paper management software product from ScanSoft.
It lets you link pages with suitable applications. Pages can contain
pictures, text or both. If PaperPort exists on a computer with
OmniPage Pro, its OCR services become available and amplify the
power of PaperPort. You can choose an OCR program by right
clicking on a text application’s PaperPort link, selecting Preferences
and then selecting OmniPage Pro 12 as the OCR package. OCR
settings can be specified, as with Direct OCR.
:
Here OmniPage Pro 12 has been selected as the OCR package for
MS Word 2000. Then you can drag page images from the PaperPort
desktop onto the MS Word link on a PaperPort toolbar. While the
text is being recognized, only a progress monitor is displayed.
OmniPage Pro’s manual zoning window or proofing facility will
appear if requested. The recognition results are placed in a new
unnamed document in the target application.
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Chapter 3
Processing with Schedule OCR
You can schedule OCR jobs to be performed automatically at any time
within the following eight days. The job pages can come from a scanner
with an ADF or from image files. You do not have to be present at your
computer at job start time, nor does OmniPage Pro have to be running. It
does not matter if your computer is turned off after the job is set up, so long
as it is running at job start time. If you are scanning pages, your scanner
must be functioning at job start time, with the pages loaded in the ADF.
Here is how to set up a job:
1. Click Schedule OCR in the Process menu or in the Windows Start
menu: select ProgramsꢀScanSoftꢀOmniPage Pro 12.0ꢀSchedule
OCR.
2. The Schedule OCR dialog box appears. Click New... to get the New
Job Wizard. It takes you through six panels, similar to the OCR
Wizard.
3. In the first panel you define image source: scanner with ADF or file.
4. The next two panels are similar to those in the OCR Wizard, but you
can also specify a user or professional dictionary and a training file.
Whether IntelliTrain runs or not depends on the setting in
OmniPage Pro at job time.
5. The following panels let you specify an export file name, type,
location, a file separation choice and a formatting level.
6. The last panel lets you define the job start time and (where applicable)
a stop time, and retain or delete input files after processing. Click
Finish to close the Wizard
.
The Schedule OCR dialog box lists all jobs, with status Waiting, Running, Paused,
Error or Complete. Use Modify Job... to change settings for a waiting job. You can
view, modify and reuse finished jobs to process new jobs needing similar settings.
You can delete completed jobs when they are no longer needed.
For more information, please see Scheduling OCR in the online Help. If
your edition of OmniPage Pro supports file input from folders, including
watched folders, see “Advanced features in Schedule OCR” on page 93.
Processing with Schedule OCR
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Defining the source of page images
There are two possible image sources: from image files and from a
scanner. There are two main types of scanners: flatbed or sheetfed. A
scanner may have a built-in or added Automatic Document Feeder
(ADF), which makes it easier to scan multi-page documents. The images
from scanned documents can be input directly into OmniPage Pro or
OmniPage Pro can later open.
Input from image files
You can create image files from your own scanner, or receive them by
e-mail or as fax files. OmniPage Pro can open a wide range of image file
types. See “File types for opening and saving images” on page 94. Select
Load Image File in the Get Pages drop-down list. Files are specified in the
Load Image File dialog box. This appears when you start automatic
processing. In manual processing, click the Get Page button or use the
Process menu. The lower part of the dialog box provides advanced
settings, and can be shown or hidden. Here, it is displayed.
Select this to see
a thumbnail of
the selected file.
Not available
This is the
current folder.
Use Shift+ clicks or
Ctrl+clicks to place
more than one file
in the File name text
box.
when multiple
files are selected.
Specify the file
type(s) you want
listed.
Click Advanced to
open the lower panel
and Basic to close it.
This can be used for
multipage TIFF, DCX,
MAX and PDF files.
Use this to add files
from different folders
and to control file
order precisely.
This is a blank
image file for the
saving option:
"New file for each
blank page".
Use these arrows to change the file order.
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Chapter 3
will be added immediately below the lowest highlighted file.
Input from scanner
You must have a functioning, supported scanner correctly installed with
OmniPage Pro. See “Setting up your scanner with OmniPage Pro” on
page 14. You have a choice of scanning modes. In making your choice,
there are two main considerations:
X Which type of output do you want in your export document?
X Which mode will yield best OCR accuracy?
Scan black and white
Select this to scan in black-and-white. This is not suitable if you want
color in your output document, nor if you want pictures to look like
so-called ‘black-and-white’ photographs: they need grayscale scanning.
For best OCR accuracy, use this for crisp black texts on a white or light
background. Black-and-white images can be scanned and handled
quicker than others and occupy less disk space.
Scan grayscale
Select this to use grayscale scanning. Choose this to keep ‘black-and-
white’ photographs in the output document. For best OCR accuracy, use
this for pages with varying or low contrast (not much difference between
light and dark) and with text on colored or shaded backgrounds.
Scan color
Select this to scan in color. This will function only with color scanners.
Choose this if you want colored graphics, texts or backgrounds in the
output document. For OCR accuracy, it offers no more benefit than
grayscale scanning (for a given resolution), but will require much more
time, memory resources and disk space.
Defining the source of page images
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Brightness and contrast
Good brightness and contrast settings play an important role in OCR
accuracy. Set these in the Scanner panel of the Options dialog box or in
your scanner’s interface. The diagram illustrates an optimum brightness
setting. After loading an image, check its appearance. If characters are
thick and touching, lighten the brightness. If characters are thin and
broken, darken it. Then rescan the page.
Unsuitable
Tolerable
Good
Best
Good
Tolerable
Unsuitable
Scanning with an ADF
The best way to scan multi-page documents is with an Automatic
Document Feeder (ADF). Simply load pages in the correct order into the
ADF. Place blank pages if you want to save your document to multiple
output files using the Create a new file at each blank page option. See
“Saving recognition results” on page 79.
If you have a document longer than the capacity of your ADF, select
Automatically prompt for more pages in the Process panel of the Options
dialog box. Then a dialog box lets you add further page batches and
signal when all pages are scanned.
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Chapter 3
You can scan double-sided documents with an ADF. A duplex scanner
will manage this automatically. For non-duplex scanners, select Scan
double-sided pages in the Scanner panel of the Options dialog box. Then
you can scan the document in just a few passes, with even pages grouped
together and odd pages also grouped. OmniPage Pro will merge the pages
for you.
Scanning without an ADF
You can scan multi-page documents efficiently from a flatbed scanner,
even without an ADF. Select Automatically scan pages in the Scanner panel
of the Options dialog box, and define a pause value in seconds. Then the
scanner will make scanning passes automatically, pausing between each
scan by the defined number of seconds, giving you time to place the next
page. A dialog box allows you finish the pause early or request a longer
pause and to specify when the last page is scanned.
To scan books two pages at a time, select Look for facing pages in the
Process panel of the Options dialog box. The program will split the
incoming images into two pages and deskew them independently.
Describing the layout of the document
Before starting recognition you are requested to describe the layout of the
incoming pages to assist the auto-zoning process. When you use the
OCR Wizard, auto-zoning always runs. When you do automatic
processing, auto-zoning always runs unless you specify a template that
does not contain a process zone or background. When you do manual
processing, auto-zoning sometimes runs. See the online Help topic When
does auto-zoning run? Here are your input description choices:
Automatic
Choose this to let the program make all auto-zoning decisions. It decides
whether text is in columns or not, whether an item is a graphic or text to
be recognized and whether to place tables or not. Choose Automatic if
your document contains pages with different or unknown layouts.
Choose it for a page with multiple columns and a table, and for any pages
with more than one table.
Describing the layout of the document
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Single column, no table
Choose this setting if your pages contain only one column of text and no
table. Business letters or pages from a book are normally like this. Choose
it also for a page with words or numbers arranged in columns if you do
not want these placed in a table or decolumnized or treated as separate
columns. Graphics may be detected.
Multiple columns, no table
Choose this if some of your pages contain text in columns and you want
this decolumnized or kept in separate columns, similar to the original
layout. Columns can be retained in the output document, either with
frames (if True Page is selected at export time) or without frames (if
Flowing Page is selected). If tabular data is encountered, it is likely to be
treated as flowing text. Graphics may be detected.
Single column with table
Choose this if your page contains only one column of text and a table.
Auto-zoning will not look for columns but will try to find a table and
place it in a grid in the Text Editor. You can later specify whether to
export it in a grid or as tab separated text columns. Graphics may be
detected.
Spreadsheet
Choose this if your whole page consists of a table which you want to
export to a spreadsheet program, or have treated as single table. No
flowing text or graphics zones will be detected.
Custom
Choose this for maximum control over auto-zoning. You can prevent or
encourage the detection of columns, graphics and tables. Make your
settings in the Custom Layout panel of the Options dialog box.
Template
Choose a zone template file if you wish to have its background value,
zones and properties applied to all acquired pages from now on. The
template zones are also applied to the current page, replacing any existing
zones. They will also be applied to pre-existing pages without zones when
they are (re-)recognized. See “Using zone templates” on page 61.
If auto-zoning yielded unexpected recognition results, use manual
processing to rezone individual pages and re-recognize them.
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Chapter 3
Zones and backgrounds
Zones define areas on the page to be processed or ignored. Zones are
rectangular or irregular, with vertical and horizontal sides. Page images in
a document have a background value: process or ignore (the latter is more
typical). Background values can be changed with the tools shown. Zones
can be drawn on page backgrounds with the tools shown:
Backgrounds
Zones
Process
Process
Ignore
Ignore
Text
Table
Graphic
Process areas (in process zones or backgrounds) are auto-zoned when they
are sent to recognition.
Ignore areas (in ignore zones or backgrounds) are dropped from
processing. No text is recognized and no image is transferred.
Automatic zoning
Automatic zoning allows the program to detect blocks of text, headings,
pictures and other elements on a page and draw zones to enclose them. It
assigns zone types and properties to those zones. Auto-zoning runs on
whole pages when you do automatic processing, unless you have a
template loaded. It runs when you use the OCR Wizard. You can also
specify auto-zoning when doing manual processing, as follows:
Auto-zone a whole page
Acquire a page. It appears with a process background. Draw no zones on
it and check in the Layout Description drop-down list that a zone
template is not loaded. Click the Perform OCR button. You can select
several zone-less pages to have them auto-zoned and recognized together.
Auto-zone a part of a page
Acquire a page. It appears with a process background. Draw a zone. The
background changes to ignore. Draw text, table or graphic zones to
enclose areas you want manually zoned. Draw process zones to enclose
areas you want auto-zoned. After recognition the process zones will be
replaced with one or more text, table or graphic zones.
Zones and backgrounds
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Auto-zone a page background
Acquire a page. It appears with a process background. Draw a zone. The
background changes to ignore. Draw text, table or graphic zones to
enclose areas you want manually zoned. Click the Process background
tool (shown) to set a process background. Draw ignore zones over parts of
the page you do not need. After recognition the page will return with an
ignore background and new zones round all elements found on the
background.
Manual zoning
First we present two examples on zones and backgrounds. Then we detail
the zone types. Lastly we explain how to draw and work with zones. In
these examples the numbers refer to the table on the following page.
Drawing zones on an ignore background:
Before
recognition:
After
recognition:
Zone 4 returns as a
Background
set of zones, in this
remains as
case to handle
ignore.
three columns of
text and a photo.
Drawing zones on a process background:
Before
recognition:
After
recognition:
Background
is changed
to ignore.
Zone 6 is absorbed
into the background.
All zones on the left
side of the page
were automatically
created.
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Chapter 3
No.
1
Type
What happens:
Text zone
OCR runs and generates text.
2
Table zone
OCR runs, text is placed in a table grid.
Image is embedded in recognized page.
3
Graphic zone
Process zone
Process background
Ignore zone
4
Auto-zoning creates one or more zones,
decides their types and processes their
contents.
5
6
Nothing
7
Ignore background
Automatically drawn zones and template zones have solid borders:
Manually drawn or modified zones have dotted borders:
Zones do not have a reading order. Reordering of recognized elements
can be done in the Text Editor. See “Text and image editing” on page 72.
On-the-fly zoning is described in chapter 4. See “On-the-fly editing” on
page 74.
Zone types and properties
Each zone has a zone type. Zones containing text can also have a zone
contents setting: alphanumeric or numeric. The zone type and zone
contents together constitute the zone properties. Right-click in a zone for
a shortcut menu allowing you to change the zone’s properties. Select
multiple zones with Shift+clicks to change their properties in one move.
The Image toolbar provides five zone drawing tools, one for each type. A
zone’s type is shown by an icon in its top left corner, and by the icon and
zone border color. Here are the tools and the colors:
Process zone (olive)
Use this to draw a process zone, to define a page area where auto-zoning
will run. After recognition, this zone will be replaced by one or more
zones with automatically determined zone types. You normally draw
Zones and backgrounds
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process zones on an ignore background. Draw a process zone to enclose
columns of text to have them handled automatically. They will be
decolumnized in the Text Editor’s NF view and RFP view, but kept in
columns in True Page view.
Ignore zone (gray)
Use this to draw an ignore zone, to define a page area you do not want
transferred to the Text Editor. Auto-zoning will not place zones here. To
exclude a given page area from many pages (for example a header or page
numbers), place an ignore zone in a template. You normally draw ignore
zones on a process background.
Text zone (brown)
Use this to draw a text zone. Draw it over a single block of text. Zone
contents will be treated as flowing text, without columns being found. If
you want columns of text to be handled automatically, enclose them in a
process zone.
Table zone (blue)
Use this to have the zone contents treated as a table. Table grids can be
automatically detected, or placed manually as described in the next
section. Table zones must be rectangular. The Text Editor displays the
table in an editable grid. For many output file types, you can choose
whether to export tables in grids or in columns separated by tabs.
Graphic zone (green)
Use this to enclose a picture, diagram, drawing, signature or anything you
want transferred to the Text Editor as an embedded image, and not as
recognized text. Embedded images can be exported with the document to
target applications supporting graphics.
Text and table zones have a zone content setting. Alphanumeric contents validates
all characters needed for your language choice. Recognition results from a numeric
zone will contain only numbers and number-related punctuation. No letters will
be placed. Use the zone’s shortcut menu to change this setting.
Right-click outside a zone for a shortcut menu tailored for the whole image. It
allows you to zoom in or out or rotate the image. When an image is rotated, all
zones on it are deleted.
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Chapter 3
Working with zones
The Image toolbar provides zone editing tools. One is always selected.
When you no longer want the service of a tool, click a different tool.
Some tools on this toolbar are grouped. Only the last selected tool from
the group is visible. To select a visible tool, click it. To select a hidden
tool, hold down the mouse button on the triangle at the bottom right of
the visible tool until the additional tools appear, then click the tool you
want.
Draw a single zone
Select the zone drawing tool of the desired
type, then click and drag the cursor.
In these examples, this is shown by the
arrow going from A to B. Dragging from
top left to bottom right is also possible.
Only rectangular zones can be drawn; zones (except table zones) can be
made irregular after they are drawn.
To resize a zone, select it by clicking in it, move the cursor to a side or
corner, catch a handle and move it to the desired location.
To move a zone, select it with the zone selection tool and move it as
desired. You cannot move a zone to overlap another zone.
Make an irregular zone by addition
Draw a partially overlapping zone of the same type:
existing zone
resulting zone
new zone
Zones and backgrounds
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Join two zones of the same type
Draw an overlapping zone of the same type.
existing
zones
new
zone
resulting
zone
Make an irregular zone by subtraction
Draw an overlapping zone of the same type as the background (in this
example, on an ignore background).
existing
zone on an
ignore
background
resulting
zone
new
ignore
zone
Split a zone
Draw a splitting zone of the same type as the background (in this
example, on a process background).
existing text
zone on a
process
background
resulting
zones
new process
zone
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Chapter 3
The following zone shapes are prohibited:
Indented
along the
bottom
Indented
along the
top
Hole in the
middle
To expand a zone more quickly than using its resizing handles, draw a
zone of the same type to completely enclose it. The smaller zone is
replaced by the larger one. To replace a set of zones of whatever type with
a single zone, draw a larger zone of the desired type to completely enclose
them. All the smaller zones are replaced by the larger one.
When you draw a new zone that partly overlaps an existing zone of a
different type, it does not really overlap it; the new zone replaces the
overlapped part of the existing zone.
Diagrams in the online Help topic Drawing zones manually clarify these
two topics.
Table grids in the image
After automatic processing you may see table zones placed on a page.
They are denoted with a table zone icon in the top left corner of the zone.
To change a rectangular zone to or from a table zone, use its shortcut
menu. You can also draw table type zones, but they must remain
rectangular.
You draw or move table dividers to determine where gridlines will appear
when the table is placed in the Text Editor. You can draw or resize a table
zone (provided it stays rectangular) to discard unneeded columns or rows
from the outer edges of a table.
The five grouped table handling tools on the Imaging toolbar can be used
if the current page contains a table type zone. If the tool you need is not
visible, click the triangle on the bottom right of the visible tool to display
all the tools, then click the desired one.
Table grids in the image
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Use the table tools and their cursors as follows:
Insert row dividers
Click the tool then click at the location in a table zone where you want to
place a row divider. Avoid placing a divider so it cuts through text.
Insert column dividers
Click the tool then click at the location in a table zone where you want to
place a column divider.
Move dividers
Click the tool and move the cursor to the row or column divider to be
moved. It displays a double-headed arrow. Drag the divider as desired.
You cannot drag it beyond its neighbor. Avoid placing dividers so they
cut through text.
Remove dividers
Click the tool then click on a single row or column divider you want to
delete. Do this if a divider is wrongly located, or if you want to change
the appearance of the table in the final document. For example, you can
place two columns of data in a single column by deleting the divider
between the columns.
Place/Remove all dividers
Click this tool and click its cursor icon inside a table zone without
dividers. Dividers will be auto-detected and placed. Click it in a table
with dividers to make them all disappear.
Press the Ctrl key as you click if you want to place, move or delete a
divider in the current cell only.
You can specify line formatting for table borders and grids from a
shortcut menu. You will have greater choice for editing borders and
shading in the Text Editor after recognition.
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Chapter 3
Using zone templates
A template contains a page background value and a set of zones and their
properties, stored in a file. A zone template file can be loaded to have
template zones used during recognition. Load a template file in the
Layout Description drop-down list or from the Tools menu.
When you load a template, its background and zones are placed:
X on the current page, replacing any zones already there
X on all further acquired pages
X on pre-existing pages sent to (re-)recognition without any zones.
With manual processing the template zones in the first two cases can be
viewed and modified before recognition.
With automatic processing the template zones can be viewed and
modified only after recognition.
This behavior continues until the template is unloaded.
Templates accept ignore and process zones and backgrounds. They can
therefore be useful to define which parts of the pages to process with
auto-zoning, and which parts to ignore. Process zones or process
background areas from a template may be replaced during recognition by
a set of smaller zones; specific zone types will be assigned to these zones.
How to save a zone template
Select a background value and prepare zones on a page. Check their
locations and properties. Click Zone Template... in the Tools menu. In
the dialog box, select [zones on page] and click Save, then assign a name
and click OK.
How to modify a zone template
Load the template and acquire a suitable image with manual processing.
The template zones appear. Modify the zones and/or properties as
desired. Open the Zone Template File dialog box. The current template
is selected. Click Save and then Close.
Using zone templates
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How to unload a template
Select a non-template setting in the Layout Description drop-down list.
The template zones are not removed from the current or existing pages,
but template zones will no longer be used for future processing. You can
also open the Zone Template Files dialog box, select [none] and click the
Set As Current button. In this case, the layout description setting returns
to Automatic.
How to replace one template with another
Select a different template in the Layout Description drop-down list, or
open the Zone Template Files dialog box, select the desired template and
click the Set As Current button. Zones from the new template are applied
to the current page, replacing any existing zones. They are also applied as
explained above.
How to delete a template file
Open the Zone Template Files dialog box. Select a template and click the
Delete button. Zones already placed by this template are not removed.
Templates are available in Schedule OCR and Direct OCR, but not in the OCR
Wizard.
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The editor display and views
The Text Editor displays recognized texts and can mark words that were
suspected during recognition with wavy underlines:
X Green – Non-dictionary words: These were recognized
confidently, but are not found in any active dictionary: standard,
user or professional.
X Blue – Words with suspect characters: These contain
unrecognized characters or are dictionary-approved words
containing characters recognized with lower confidence.
X Red – Suspect words: These are likely to be non-dictionary
words with one or more suspect characters, but may also be
suspect for other reasons.
Choose to have non-dictionary words marked or not in the Proofing
panel of the Options dialog box. All markers can be shown or hidden as
selected in the Text Editor panel of the Options dialog box. You can also
show or hide non-printing characters and header/footer indicators. The
Text Editor panel also lets you define a unit of measurement for the
program and a word wrap setting for use in all Text Editor views except
No Formatting view.
OmniPage Pro 12 can display pages with three levels of formatting. You
can switch freely between them with the three buttons at the bottom left
of the Text Editor or from the View menu. Graphics and tables can
appear in all views. Here are the main differences between the views:
No Formatting view
This displays plain decolumnized left-aligned text in a single font and font
size, with the same line breaks as in the original document. Most
formatting buttons and dialog boxes are disabled. Rulers are not displayed.
You may find this view convenient for verifying and editing the text.
Retain Fonts and Paragraphs view
This displays decolumnized text with font and paragraph styling. The
horizontal ruler is displayed. You may find this view convenient for
verifying, editing and modifying the text together with its styling.
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True Page view
True Page® view tries to conserve as much of the formatting of the
original document as possible. Character and paragraph styling is
retained. All page elements, including columns, are placed in boxes and
frames. Reading order can be displayed by arrows. See from page 72.
The formatting level for export is chosen separately at export time.
Proofreading OCR results
After a page is recognized, the recognition results appear in the Text
Editor. Proofreading starts automatically if that was requested in the
Proofing panel of the Options dialog box or in the OCR Wizard. You can
start proofing manually any time. Work as follows:
1. Click the Proofread OCR tool in the Standard toolbar, or choose
Proofread OCR... in the Tools menu.
2. Proofing starts from the current page, but skips text already proofed.
If a suspected error is detected, the OCR Proofreader dialog box
colors the suspect word in its context, and provides a picture of how
it originally looked in the image.
This tells why the
word is marked.
Edit panel: The
marked word is shown
in its marker color:
red, blue or green.
The image of
the suspect
word is
highlighted.
This window shows
the relevant part of the
original image. Click
inside it to enlarge or
reduce the display.
Drag a corner
or the bottom of
the dialog box
to resize it.
Proofreading OCR results
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3. If the recognized word is correct, click Ignore or Ignore All to move
to the next suspect word. Click Add to add it to the current user
dictionary and move to the next suspect word.
4. If the recognized word is not correct, modify the word in the Edit
panel or select a dictionary suggestion. Click Change or Change All
to implement the change and move to the next suspect word. Click
Add to add the changed word to the current user dictionary and
move to the next suspect word.
5. Color markers are removed from words in the Text Editor as they are
proofread. You can switch to the Text Editor during proofing to
make corrections there. Use the Resume button to restart proofing.
Click Close to stop proofreading before the end of the document is
reached.
A page is marked with the proofed icon
on its thumbnail and in the
Document Manager if proofing ran to the end of the page.
If markers were hidden in the Text Editor when proofing is started or Find Next
Suspect is chosen, the markers become shown and remain shown after proofing.
If Mark non-dictionary words is turned off in the Proofing panel of the Options
dialog box, proofing will stop only on words marked red or blue, and not on non-
dictionary words. This is useful when checking pages with many non-dictionary
words, such as product catalogues containing codes and bibliographies containing
many proper names.
Use Recheck Current Page in the Tools menu to run a new spelling check on a page
that has already been proofed. Do this to check words typed or pasted in the Text
Editor after proofing was done. This works even if Mark non-dictionary words is
turned off in the Proofing panel.
Verifying text
After performing OCR, you can compare any part of the recognized text
against the corresponding part of the original image, to verify that the
text was recognized correctly. Work as follows:
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Chapter 4
To do this:
Use this:
Turn verifier on
F9 or verifier tool
Turn verifier off
Esc or F9 or verifier tool
F8: press and hold down
Double-click on word
Alt + Num + or click in verifier
Alt + Num – or click in verifier
Alt + Num /
Turn verifier on/off temporarily
Show verifier until next keystroke
Zoom display in
Zoom display out
Make verifier dynamic or docked/floating
Dynamic context (scroll through 3 values)
Alt + Num *
The verifier tool is in the Formatting toolbar. The verifier can also be
controlled from the Tools menu. Hover the cursor over a verifier display
to obtain the verifier toolbar. Use it as follows:
verifier tool (on/off)
Drag between float
and docked
to float or dock (returns to last state)
How much context for dynamic verifier?
• one word
• three words (current + neighbors)
• whole image line
Verifier
Toolbar:
to dynamic
zoom in/out
Text Editor
You should proofread and verify texts before doing large-scale editing. If you cut
and paste large blocks of text, the links between text and image may be disturbed.
You can use OmniPage Pro’s Text-to-Speech facility to have the recognized text
read aloud as another way of verifying text. You can hear the text letter-by-letter,
word-by-word, line-by-line, sentence-by-sentence or in whole pages. See the
section “Reading text aloud” on page 75.
Verifying text
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User dictionaries
The program has built-in dictionaries for many languages. These assist
during recognition and may offer suggestions during proofing. They can
be supplemented by user dictionaries. You can save any number of user
dictionaries, but only one can be loaded at a time. Your user dictionaries
from Microsoft Word are also available; a dictionary called Custom is the
default user dictionary for Microsoft Word.
Starting a user dictionary
Click Add in the OCR Proofreader dialog box with no user dictionary
loaded or open the User Dictionary Files dialog box from the Tools menu
and click New. You will be asked to name the dictionary immediately.
Loading or unloading a user dictionary
Do this from the OCR panel of the Options dialog box or from the User
Dictionary Files dialog box. Select a dictionary file to load it or [none] to
unload a user dictionary.
Editing or deleting a user dictionary
Add words by loading a user dictionary and then clicking Add in the
OCR Proofreader dialog box. You can add and delete words by clicking
Edit in the User Dictionary Files dialog box. The Delete button lets you
delete the selected user dictionary.
While editing a user dictionary, you can import a word list from a plain text file to
add words to the dictionary quickly. Each word must be on a separate line with no
punctuation at the start or end of the word.
In addition to user dictionaries, specialized dictionaries are available for
certain professions (currently medical and legal) for some languages. See
the list and make selections in the OCR panel of the Options dialog box.
The program identifies the language of recognized texts and displays it in the status
bar. This language marking is exported with the document. Use Set Language... in
the Tools menu to change the language marking for selected text. This does not
change the recognition language(s).
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Chapter 4
Training
Training is the process of changing the OCR solutions assigned to
character shapes in the image. It is useful for uniformly degraded
documents or when an unusual typeface is used throughout a document.
Training will be less useful for texts with random distortions. Here is an
example, based on the letter “g”, which can be printed in different ways:
The first two examples do not need training, because both shapes are
normal for the letter “g” and the program can handle them. The third
example could benefit from training because the shape of “g” is unusual,
and all instances of “g” in the text are likely to look like this. The fourth
example is not good for training, because the first “g” is poorly printed, and
this shape is unlikely to appear again in the document.
You can use training to improve recognition of special symbols such as @,
® and © or to recognize supported accented letters more reliably. The
purpose of training is not to teach the program to read characters from
non-supported languages or alphabets.
OmniPage Pro 12 offers two types of training: manual training and
automatic training (IntelliTrain). Data coming from both types of
training are combined and available for saving to a training file.
When you leave a page on which training data was generated, you will be
asked how to apply it to other existing pages in the document.
Manual training
To do manual training, place the insertion point in front of the character
you want to train, or select a group of characters (up to one word) and
choose Train Character... from the Tools menu or the shortcut menu. You
will see an enlarged view of the character(s) to be trained, along with the
current OCR solution. Change this to the desired solution and click OK.
The program takes this training and examines the rest of the page. If it
Training
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finds candidate words to change, the Check Training dialog box lists
these. Incorrect words should be re-trained before the list is approved.
For guidance on using the Train Character and Check Training dialog
boxes, please consult their context-sensitive help or the online help topic
Manual training and its related topics.
IntelliTrain
IntelliTrain is an automated form of training. It takes input from the
corrections you make during proofing. When you make a change, it
remembers the character shape involved, and your proofing change. It
searches other similar character shapes in the document, especially in
suspect words. It assesses whether to apply the user correction or not.
You can turn IntelliTrain on or off in the OCR panel of the Options
dialog box.
The following shows how IntelliTrain works, using the original image.
Our example involves the letters c and e. With some typefaces and
scanning settings, the horizontal line in e can become very thin, leading
to OCR errors that IntelliTrain can repair.
OmniPage Pro read this as
bcnefit.
You changed it during
proofing to benefit.
IntelliTrain
remembers this
shape and the rule:
This is not c.
e This is e.
IntelliTrain changes:
thcrc to there
likc to like
Whcncvcr to Whenever
etc.
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Chapter 4
IntelliTrain remembers the training data it collects, and adds it to any
manual training you have done. This training can be saved to a training
file for future use with similar documents.
Training files
If you want to be prompted to save your unsaved training data when you
close the document, select that option in the Proofing panel of the
Options dialog box. Unsaved training data is stored in an OmniPage
Document. If you do not save the document as an OPD, unsaved
training is discarded when the document is closed.
Saving training to file, loading, editing and unloading training files are all
done in the Training Files dialog box. Open this from the Proofing panel
of the Options dialog box or the Tools menu.
Select this, click
Save and type
in a name to
save a new
Click this to edit the
selected training file
in the Edit Training
dialog box.
training file.
Use this also to save new
training into a loaded
training file. It is listed as:
<File name> [modified]
Select this to
unload a
training file.
Unsaved training can be edited in the Edit Training dialog box, an
asterisk is displayed in the title bar in place of a training file name. It
remains unsaved when you close the Edit Training dialog box. Save it in
the Training Files dialog box.
A training file can be also edited; its name appears in the title bar. If it has
unsaved training added to it, an asterisk appears after its name. Both the
unsaved and the modified training are saved when you close the dialog
box.
The Edit Training dialog box displays frames containing a character
shape and an OCR solution assigned to that shape. Click a frame to select
it. Then you can delete it with the Delete key, or change the assignation.
Use arrow keys to move to the next or previous frame.
Training
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You are editing
your unsaved
training.
Double-click a frame
or press Enter to
change its OCR
solution. Enter the
new solution in the
text box that appears
and press Enter.
Changedassignations
appear in red.
This frame is grayed.
It has been deleted.
To undelete it, select
it again and press the
Delete key.
Characters marked
as deleted are really
deleted when you
close the dialog box.
This frame is selected. The top part shows the
shape from the image. The bottom part shows
the assigned OCR solution.
Text and image editing
OmniPage Pro has a WYSIWYG Text Editor, providing many editing
facilities. These work very similarly to those in leading word processors.
Editing character attributes
In all views except No Formatting view, you can change the font type,
size and attributes (bold, italic, underlined) for selected text. Use the
Formatting toolbar or the Font dialog box from the Format menu. The
latter also offers subscripts, superscripts and colored text or backgrounds.
In No Formatting view, use the Formatting toolbar to specify one font
type and size to be applied to the whole document. This is not used for
export, nor transferred to other views; their previous settings are restored.
Open the Font Matching dialog box from the OCR panel of the Options
dialog box before OCR, to specify which fonts to use for texts entering
the Text Editor.
Editing paragraph attributes
In all views except No Formatting view, you can change the alignment of
selected paragraphs and apply bulleting to paragraphs. Use the
Formatting toolbar or the Paragraph dialog box from the Format menu.
The latter allows you to modify indents, line spacing and spacing
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Chapter 4
between paragraphs. The Text Editor’s horizontal ruler lets you define
indent and tab positions easily. Advanced tab settings are done in the
Tabs dialog box from the Format menu.
Paragraph styles
Paragraph styles are auto-detected during recognition. A list of styles is
built up and presented in a selection box on the left of the Formatting
toolbar. Use this to assign a style to selected paragraphs. Use the Style
dialog box from the Format menu to rename or modify a style and to
define a new style. When you save a document to file, you can choose
whether to export the paragraph styles with the document or not. This is
valid only if the target application supports paragraph styles.
Graphics
You can edit the contents of a selected graphic if you have an image editor
in your computer. Click Edit Picture in the Tools menu. This will
activate the image editor associated with BMP files in your Windows
system, and load the graphic. Edit the graphic, then close the editor to
have it re-embedded in the Text Editor. Do not change the graphic’s size,
resolution or type, because this will prevent the re-embedding.
Tables
Tables are displayed in the Text Editor in grids. Move the cursor into a
table area. It changes appearance, allowing you to move gridlines. You can
also use the Text Editor’s rulers to modify a table. Modify the placement
of text in table cells with the alignment buttons in the Formatting toolbar
and the tab controls in the ruler. When saving the document to some file
types, you can choose whether to have the tables exported in grids or as
tab separated or space separated columns.
Hyperlinks
Web page and e-mail addresses can be detected and placed as links in
recognized text. Choose Hyperlink... in the Format menu to edit an
existing link or create a new one. A new link can be to a web page or a
file. Use a shortcut menu to delete a link.
Editing in True Page
Page elements are contained in text boxes, table boxes and picture boxes.
These usually correspond to text, table and graphic zones in the image.
Click inside an element to see the box border; they have the same
coloring as the corresponding zones. The online Help topic True Page
provides details on the operations summarized here.
Text and image editing
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Frames have gray borders and enclose one or more boxes. They are placed
when a visible border is detected in an image. Format frame and table
borders and shading with a shortcut menu or by choosing Table... in the
Format menu. Text box shading can be specified from its shortcut menu.
To call up a shortcut menu, right-click inside an element away from a
marked word.
Multicolumn areas have pink borders and enclose one or more boxes.
They are auto-detected and show which text will be treated as flowing
columns when exported with the Flowing Page formatting level. Use
shortcut menus to ungroup multicolumn areas and frames, allowing their
elements to be modified. You can also group elements into frames or
multicolumn areas.
Reading order can be displayed and changed. Click the Show reading
order tool in the Formatting toolbar to have the order shown by arrows.
Click again to remove the arrows. Click the Change reading order tool
for a set of reordering buttons in place of the Formatting toolbar.
Context-sensitive help explains their use, as does Reading order in online
Help. A changed order is applied in NF and RFP views. It modifies the
way the cursor moves through a page when it is exported as True Page.
On-the-fly editing
This allows you to modify a recognized page through re-zoning, without
having to re-process the whole page. When on-the-fly editing is enabled,
zone changes (deleting, drawing, resizing, changing type) immediately
make changes in the recognized page. Conversely, when you modify
elements in the Text Editor’s True Page view, this changes the zones on
that page. On-the-fly zoning can also be used with unrecognized pages.
Two linked tools on the Image toolbar control on-the-fly zoning. One of
these tools is always active whenever no recognition is in progress.
Click this to activate on-the-fly editing. The red signal shows there are no
stored zoning changes.
Click this to turn on-the-fly editing off. Your zoning changes are stored;
the on-the-fly tool displays a green signal to show there are stored
changes. To activate these changes, do one of the following:
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Chapter 4
Click the on-the-fly tool with a green signal. The
zoning changes will cause changes in the Text Editor.
Click the Perform OCR button to have the whole page
(re)recognized, including your zone changes.
For details on how changes are handled in on-the-fly zoning and their
effects in the Text Editor views, see On-the-fly processing in online Help.
Reading text aloud
This speech facility is designed for the visually impaired, but it can also
be useful to anyone during text checking and verification. The speaking is
controlled by movements of the insertion point in the Text Editor which
can be mouse or keyboard driven.
To hear text:
Use these keys:
Right or left arrow. Letter, number or
punctuation names are spoken.
One character at a time, forward or back
Current word
Ctrl + Numpad 1
Ctrl + right arrow
Ctrl + left arrow
One word to the right
One word to the left
A single line
Place the insertion point in the line
Down arrow
Next line
Previous line
Up arrow
Current sentence
Ctrl + Numpad 2
Ctrl + Numpad 6
Ctrl + Numpad 4
Ctrl + Numpad 3
Ctrl + Home
From insertion point to end of sentence
From start of sentence to insertion point
Current page
From top of current page to insertion point
From insertion point to end of current page
Previous, next or any page
Ctrl + End
Ctrl + PgUp, PgDown or navigation buttons
Each typed character is pronounced, one by
one, including punctuation.
Typed characters
Reading text aloud
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The Text-to-Speech facility is enabled or disabled with the Tools menu
item Speech Mode or with the F5 key. A second menu item Speech
Settings... allows you to select a voice (for example, male or female for a
given language), a reading speed and the volume.
The three basic speech keys are grouped together on the numeric keypad.
+
1
2
3
Speak
current
word
Speak
current
sentence
Speak
current
page
You also have the following keyboard controls:
To do this:
Use this:
Pause/Resume
Set speed higher
Set speed lower
Restore speed
Ctrl + Numpad 5
Ctrl + Numpad +
Ctrl + Numpad –
Ctrl + Numpad *
It is planned to provide speech programs for the following languages:
English, French, German, Italian, Portuguese and Spanish. Please consult
the Readme file for the latest information. Only one speech system will
be installed with OmniPage Pro, depending on your language choice at
the start of installation. If you specify a language with no speech system
available, English is installed.
If you have SAPI-compliant speech systems for other languages on your
computer, they will be detected and available. Their voices will be offered
in the Speech Settings dialog box. Once you have associated a voice with
a language, OmniPage Pro will remember this, and switch voices
according to the recognition language of your document.
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Chapter 5
Saving and exporting
Once you have acquired at least one image for a document, you can
Document is always possible.
• Saving a document as you work
• Selecting a formatting level
• Selecting advanced saving options
• Saving to PDF
X Copying pages to Clipboard
X Sending pages by mail
A document remains in OmniPage Pro after export. This allows you to
save, copy or send its pages repeatedly, for example with different
formatting levels, using different file types, names or locations. You can
also add or re-recognize pages or modify the recognized text.
With automatic processing and using the OCR Wizard, you specify the
first saving destination before processing starts. When the last available
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page is recognized (or proofread, if that was requested), an exporting
dialog box appears.
You can specify export any time the program is not busy. If you ask to
export a document with unrecognized pages, you will be asked whether
they should be recognized first. If you answer No, only results from
recognized pages will be exported. If zones have been modified on
exporting.
Saving original images
You can save original images to disk in a wide variety of file types. See
“File types for opening and saving images” on page 94.
1. Choose Save Image... in the File menu. In the dialog box that
appears, select a folder location and a file type for your images. Type
in a file name.
2. Select to save the current zone image only, the current page image,
selected page images or all images in the document. In the last two
cases you can have all images in a single multi-page image file,
providing you set TIFF, MAX or DCX as file type. Otherwise each
image is placed in a separate file. OmniPage Pro adds numerical
suffixes to the file name you provide, to generate unique file names.
3. Click OK to save the image(s) as specified. Zones and recognized text
are not saved with the file. If possible, the file is saved as displayed:
that is black-and-white, grayscale or color. Black-and-white images
are saved at their original resolutions. Grayscale and color images are
reduced to approximately 150 dpi.
To see the image size and original resolution of an image, hover the cursor over its
thumbnail in the Image Panel.
You can save your document to five variants of PDF. Two of these save the original
images, the others save recognition results. See the following sections.
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Chapter 5
Saving recognition results
You can save recognized pages to disk in a wide variety of file types. See
“File types for saving recognition results” on page 95.
1. Choose Save As... in the File menu, or click the Export Results
button in the OmniPage Toolbox with Save as File selected in the
drop-down list.
2. The Save As dialog box appears, as shown in its expanded form.
Click Advanced to
open the lower panel
and Basic to close it.
Select this to
automatically open
the saved file in its
target application.
Click this to view and
change output options
for the current file type.
Possible choices:
All pages
Possible choices:
Current page
Selected pages
Create one file per page
Select pages with the
thumbnails or in the
Document Manager.
Create a new file at each blank page
Create a new file for each image file.
3. Select a folder location and a file type for your document. The special
OPD file type is the last in the file type list. Then select a formatting
level for the document. See “Selecting a formatting level” on page 81.
4. Type in a file name. Click the Advanced button if you want to specify
a page range, a file separation option or other saving options. Select
these as desired. See “Selecting advanced saving options” on page 82.
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5. Click OK. The document is saved to disk as specified. If Save and
Launch is selected, the exported file will appear in its target
application; that is the one associated with the selected file type in
your Windows system or in the advanced saving options for your
selected file type converter.
Graphics, table grids and other properties are saved in the document only if the
selected file type supports them, and if these are specified for retention in the
advanced settings (Converter options) for the current file type.
If more than one export file is created, OmniPage Pro will append numerical
suffixes to your file name to create unique file names.
If you select Create a new file at each blank page with input from image files, you
can place blank image files in the document. See “Input from image files” on
page 48.
If you select Create a new file for each image file, no file name is required. Each
output file will take its name from the input file that generated it, with just the
extension changed.
Saving a document as you work
Click the Save tool in the Standard toolbar or choose Save in the File
menu to save changes to the current document as you work. If you do
this with an untitled document, the Save As dialog box appears.
With a named document, the Save command saves it to the name and file
type of its last full save, as displayed in the title bar. These display only if
the whole document has been saved.
If the document was last saved as an OmniPage Document, the save
command updates this document: new or changed images, changed
zoning, recognition results and training are all saved. If the document was
last saved to any other file type, only changes to the recognition results
are saved.
If you want to work with your document again in OmniPage Pro in a
later session, save it as an OmniPage Document. This is a special output
file type. It saves the original images together with the recognition results,
settings and training. See “OmniPage Documents” on page 29.
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Chapter 5
The Save As dialog box lists available file types in its Save as Type drop-
down list. The OmniPage Document is the last format in the list.
If you first save the document as an OmniPage Document (for instance as
memo.opd), then modify it and later save it to a text file (for instance as
memo.txt), then modify it again and click Save, the recent changes are
saved to the memo.txt file, not to the OPD. When you close the document
or exit the program, you will be prompted to save the document if it has
not been saved as an OmniPage Document, or there are changes since the
last OPD save.
Selecting a formatting level
dialog box, the Copy to Clipboard dialog box or the Send as Mail dialog
box. Three of the levels correspond to the format views of the same name
in the Text Editor. However, the level to be applied for saving is
independent of the formatting view displayed in the Text Editor. When
exporting to file or mail, first specify a file type. This determines which
formatting levels are available. A table in chapter 6 summarizes this. See
“File types for saving recognition results” on page 95.
The formatting levels are:
No Formatting (NF)
This exports plain decolumnized left-aligned text in a single font and font
size. When exporting to Text or Unicode file types, graphics and tables
are not supported. You can export plain text to nearly all file types and
target applications; in these cases graphics, tables and bullets can be
retained.
Retain Fonts and Paragraphs (RFP)
This exports decolumnized text with font and paragraph styling, along
with graphics and tables. This is available for nearly all file types.
Flowing Page (FP)
This keeps the original layout of the pages, including columns. This is
done wherever possible with column and indent settings, not with text
boxes or frames. Text will then flow from one column to the other, which
does not happen when text boxes are used.
Saving recognition results
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True Page (TP)
This keeps the original layout of the pages, including columns. This is
done with text, picture and table boxes and frames. This is offered only
for target applications capable of handling these. True Page formatting is
the only choice for XML export and for all PDF export, except to the file
type ‘PDF Edited’.
Spreadsheet
This exports recognition results in tabular form, suitable for use in
spreadsheet applications.
Decolumnization for NF and RFP export is performed from left-to-right
and top-to-bottom:
Original
page
Decolumnized
result
Before export, check in NF or RFP view that the decolumnized order of
elements is correct. If not, switch to True Page view and click the Show
reading order tool to have the order shown by arrows. Use the Change
reading order tool to specify a different order. Multicolumn areas show
which columns are linked. If this linking is unsuitable, ungroup the area
and change the order of the elements it enclosed.
Selecting advanced saving options
Click the Converter Options button in the advanced part of the Save As
dialog box to have precise control over the export. This brings up a dialog
box with the name of the current file type. It presents a series of options
tailored to this file type. First, confirm or change the formatting level,
because this influences which other options are presented. Select options
as desired. Online Help details how to do this.
Click Apply to have the changed settings applied to the current save only.
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Chapter 5
Click Defaults to have all settings returned to the default values for the
current file type.
Click Save to have the changed settings applied to the current save and
also stored as the settings to be applied in future whenever this file type is
selected again for saving.
The program currently associated with the chosen file type for the Save
and Launch feature is displayed at the bottom of the dialog box. Click the
three dots button to specify a different program.
To make your own customized converter, prepare your settings, click
New Converter, provide a name, then click OK. Alternatively, name the
converter first, change settings next and then click Save. Custom
converters are useful for repeated tasks, such as publishing a weekly
magazine. Then all recognized pages can be exported with their
formatting tailored to their intended use. You can also create a set of
customized converters for a given file type defining saving options for
each output formatting level, for example: RTF No Formatting, RTF
Retain Fonts and Paragraphs, RTF Flowing Page and RTF True Page.
You can change converter options without saving anything to file. Call
the Export Converters dialog box from the Tools menu. Select the desired
converter and click the Options button. In this case, the Apply button is
not available.
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Saving to PDF
You have five choices when saving to Portable Document Format (PDF)
files.
PDF (Normal):
Pages are exported as they appeared in the Text Editor in True Page view.
The PDF file can be viewed and searched in a PDF viewer and edited in a
PDF editor.
PDF Edited:
Use this if you have made significant editing changes in the recognition
results. You have three formatting level choices, including True Page. The
PDF file can be viewed, searched and edited.
PDF with image on text:
The PDF file is viewable only and cannot be modified in a PDF editor.
The original images are exported, but there is a linked text file behind
each image, so the text can be searched. A found word is highlighted in
the image.
PDF with image substitutes:
As for PDF (Normal), but words containing reject and suspect characters
have image overlays, so these uncertain words display as they were in the
original document. The PDF file can be viewed, searched and edited.
PDF, image only:
The original images are exported. The PDF file is viewable only and
cannot be modified in a PDF editor and text cannot be searched.
Copying pages to Clipboard
You can copy the recognition results from the current page, selected pages
or all document pages to the Clipboard. The copying is reported by a
progress monitor. You can then paste the Clipboard contents into another
application.
Text formatting, such as bold and italics, is retained when you paste into
an application that supports RTF 6.0/95 information. Otherwise, only
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Chapter 5
plain or Unicode text will be pasted. Graphics are retained if the
application supports insertion of images.
W To copy pages to the Clipboard:
•
With automatic processing, select Copy to Clipboard as the setting in
the Export Results drop-down list on the OmniPage Toolbox or in
the OCR Wizard. The Copy to Clipboard dialog box appears as soon
as the last available page is recognized or proofed.
•
•
With manual processing, select the Copy to Clipboard setting in the
Export Results drop-down list and then click its button. The Copy to
Clipboard dialog box appears immediately.
Specify a page range and formatting level to be used, then click OK
to start the copying.
You can perform a copy and paste operation for the current page by drag-and-
drop. Press and hold Ctrl+Tab as you click the current page in the Image Panel
and drag the cursor to a target application with an open document. The page
contents will be pasted at the cursor position. OCR runs if necessary.
Sending pages by mail
You can send recognition results as one or more files attached to a mail
message if you have installed a MAPI-compliant mail application, such as
Microsoft Outlook.
W To send pages by e-mail:
•
With automatic processing, select Send as Mail as the setting in the
Export Results drop-down list on the OmniPage Toolbox. The Send
as Mail dialog box appears as soon as the last available page in the
document is recognized or proofed.
•
With manual processing, select Send as Mail as the setting in the
Export Results drop-down list and then click its button. The Send as
Mail dialog box appears immediately.
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At any time the program is not busy, choose Send as Mail in the File
menu to call up the Send as Mail dialog box.
1. This dialog box lets you specify a file type, a page range, a formatting
level and attachment options: one attachment for all pages, one
attachment per page, new attachment at each blank page or one
attachment for each input file. Set all options and click OK.
2. Log into your mail application if you are prompted to do so.
3. Your mail application appears with the attachment(s) in a new empty
message. Attachments take the name used for the last save of the
document in OmniPage Pro, or ‘Untitled from OmniPage’. The
suitable file extension is added, and numerical suffixes for multiple
attachments.
4. Address your mail message, add message text as desired and click the
Send button.
The program can detect e-mail addresses as it recognizes pages and transmits these
to the Text Editor. If you click an address, your mailing application appears with a
new empty message containing only the e-mail address.
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Chapter 6
Technical information
This chapter provides troubleshooting and other technical information
about using OmniPage Pro 12. Please also read the online Readme file
to OmniPage Pro. Access to the Readme file and to ScanSoft’s web pages
is provided in the Help menu.
This chapter contains the following information:
• Solutions to try first
• Problems with fax recognition
◆ ODMA support
◆ Advanced features in Schedule OCR
◆ Supported file types
• File types for opening and saving images
• File types for saving recognition results
◆ Uninstalling the software
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Troubleshooting
Although OmniPage Pro is designed to be easy to use, problems
sometimes occur. Many of the error messages contain self-explanatory
descriptions of what to do – check connections, close other applications
to free up memory, and so on. Sometimes that is all the troubleshooting
help you need.
Please see your Windows documentation for information on optimizing
Solutions to try first
Try these solutions if you experience problems starting or using
OmniPage Pro:
◆ Make sure that your system meets all the listed requirements. See
“System requirements” on page 12.
◆ Make sure that your scanner is plugged in and that all cable
connections are secure.
◆ Visit the support section of ScanSoft’s web site at
www.scansoft.com. It contains Tech Notes on commonly
reported issues using OmniPage Pro 12. Our web pages may also
offer assistance on the installation process and troubleshooting.
◆ Turn off your computer and your scanner, turn your scanner
back on, and then restart your computer. Make sure other
applications are functioning properly.
◆ Use the software that came with your scanner to verify that the
scanner works properly before using it with OmniPage Pro.
◆ Make sure you have the correct drivers for your scanner, printer,
and video card. Visit ScanSoft’s web page through the Help
◆ Run ScanDisk for Windows 98 or Me, or Check Disk for
Windows NT, 2000 and XP to check your hard disk for errors.
See Windows online Help for more information.
◆ Defragment your hard disk. See Windows online Help for more
information.
◆ Uninstall and reinstall OmniPage Pro, as described in the last
section, “Uninstalling the software” on page 96.
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Chapter 6
Testing OmniPage Pro
Restarting Windows 98, Me, 2000 or XP in safe mode or Windows NT
in VGA mode allows you to test OmniPage Pro on a simplified system.
This is recommended when you cannot resolve crashing problems or if
OmniPage Pro has stopped running altogether. See Windows online
Help for more information.
Your scanner will not run with OmniPage Pro in safe mode or VGA mode, so do
not test scanner problems in this configuration.
◆ To test OmniPage Pro in safe mode (Windows 98, 2000, Me or XP):
1. Restart your computer in safe mode by pressing F8 immediately after
you see the ‘Starting Windows’ message.
2. Launch OmniPage Pro and try performing OCR on an image. Use a
known image file, for instance one of the supplied sample image files.
• If OmniPage Pro does not launch or run properly in safe
mode, then there may be a problem with the installation.
Uninstall and reinstall OmniPage Pro (see the end of this
chapter), and then run it in Windows safe mode.
• If OmniPage Pro runs in safe mode, then a device driver on
your system may be interfering with OmniPage Pro
operation. Troubleshoot the problem by restarting Windows
in Step-by-Step Confirmation mode. See Windows online
Help for more information.
◆ To test OmniPage Pro in VGA mode (Windows NT):
1. Restart your computer.
2. Select Windows NT Workstation Version 4.00 [VGA mode] and
press Enter.
3. Press Ctrl+Alt+Del and select Task Manager.
4. In the Task Manager dialog box, select all background applications
and click End Process. See Windows online Help for more
information.
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5. Launch OmniPage Pro and try performing OCR on an image. Use a
known image file such as one of the supplied sample files.
You can also run OmniPage Pro 12 from a command line in its own safe mode.
Choose Start ꢀRun, browse for the file OmniPage.exe and add the command
line option /safe. This starts the program, but ignores previously stored settings
and does not try to recover a document from an abnormal termination.
Increasing memory resources
OmniPage Pro may run poorly under low-memory conditions. This may
be indicated by various error messages or if OmniPage Pro works slowly
and accesses the hard drive often. Try these solutions for low memory
conditions:
◆ Restart your computer.
◆ Close unnecessary OmniPage Pro applications.
◆ Defragment your hard disk to free up contiguous blocks of disk
space. See Windows online Help for instructions.
◆ Increase the amount of free hard disk space.
◆ Increase your computer’s physical memory (RAM). More
memory optimizes OCR performance. See “System
requirements” on page 12.
Increasing disk space
Problems may occur if your system runs low on free disk space. Try these
solutions for low disk space problems:
◆ Empty the Windows Recycle Bin.
◆ Close all open applications and delete the *.tmp files in the Temp
folder. This folder is usually located in your Windows folder.
◆ Run ScanDisk or Check Disk.
◆ Back up unneeded files onto floppy disks or other media and
delete them from your hard disk.
◆ Remove Windows applications that you do not use.
◆ Defragment your hard disk.
◆ Clear the cache for your web browser and limit its size.
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Chapter 6
Text does not get recognized properly
Try these solutions if any part of the original document is not converted
to text properly during OCR:
◆ Look at the original page image and ensure that all text areas are
enclosed by text zones. If an area is not enclosed by a zone, it is
generally ignored during OCR. See the section on creating and
modifying zones, “Working with zones” on page 57.
◆ Make sure text zones are identified correctly. Reidentify zone
types and contents, if necessary, and perform OCR on the
document again. See “Zone types and properties” on page 55.
◆ Be sure you do not have an unsuitable template loaded by
mistake. If zone borders cut through text, recognition is
impaired.
◆ Adjust the brightness and contrast sliders in the Scanner panel of
the Options dialog box. You may need to experiment with
different settings combinations to get the desired results.
◆ Check the resolution of the original image. Hover the cursor over
a page thumbnail for a popup display. If the resolution is
significantly above or below 300 dpi, recognition is likely to
suffer.
◆ Make sure the correct document languages are selected in the
OCR panel of the Options dialog box. Only languages included
in the document should be selected.
◆ Turn IntelliTrain on and make some proofing corrections. This is
most likely to help with stylized fonts or uniformly degraded
documents. If IntelliTrain was running, try turning it off – on
some types of degraded documents it may not be able to help.
◆ Do some manual training, or edit existing training to remove
unsuccessful training.
◆ If you use True Page as the Text Editor view or for export,
recognized text is put into text boxes or frames. Some text may be
hidden if a text box is too small. To view the text, place the
cursor in the text box and use the arrow keys on your keyboard to
scroll to the top, bottom, left, or right of the box.
◆ Check the glass, mirrors, and lenses on your scanner for dust,
smudges or scratches. Clean if necessary.
Troubleshooting
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OmniPage Pro only recognizes machine printed-text characters such as type-
written or laser-printed text. It can handle dot-matrix characters, though accuracy
may be lower on draft-quality texts. It cannot read handprint or handwriting.
However, it can retain signatures or other handwritten text as a graphic.
Problems with fax recognition
◆ Ask senders to use clean, original documents if possible.
◆ Ask senders to select Fine or Best mode when they send you a
fax. This produces a resolution of 200 x 200 dpi.
◆ Ask senders to transmit files directly to your computer via fax
modem if you both have one. You can save fax images as image
files and then load them into OmniPage Pro. See “Input from
System or performance problems during OCR
Try these solutions if a crash occurs during OCR or if processing takes a
very long time:
◆ Resolve low memory and low disk space problems. See “Testing
OmniPage Pro” on page 89.
error messages.
◆ Check image quality. Consult your scanner documentation on
ways to improve the quality of scanned images.
◆ Break complex page images (lots of text and graphics or elaborate
formatting) into smaller jobs. Draw zones manually or modify
automatically created zones and perform OCR on one page area
at a time. See “Working with zones” on page 57.
◆ Restart Windows 98, Me, 2000 or XP in safe mode, or Windows
NT in VGA mode and test OmniPage Pro by performing OCR
on the included sample image files.
If you are performing multiple tasks at once, such as recognizing and
printing, OCR may take longer.
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Chapter 6
ODMA support
If your local network includes a Document Management System (DMS)
that supports ODMA clients, OmniPage Pro may be able to work with it.
Then an ODMA panel will appear in the Options dialog box allowing
you to specify permissible file types and other settings. An ODMA
interface will replace the Load Image File and Open OmniPage
Document (OPD) dialog boxes. This lets you load image files and OPDs
one at a time from the network file system or your local computer. The
Save As dialog box will provide a Save to DMS button for saving
recognized documents into that system. For detail, see online Help.
Advanced features in Schedule OCR
Schedule OCR allows you to specify input files for a job. Some editions
of OmniPage Pro let you specify that all files of a given type in one or
more folders be processed. These editions also offer watched folder jobs.
The first New Job Wizard screen has two buttons: Files and Folders. It
also displays a checkmark Watch folders for incoming files. Select this and
specify one or more folders. Then all files of the specified type(s) entering
the folder(s) will be processed on arrival. In the fifth wizard panel you can
specify both a start and stop time for the job watching process. You can
choose not to specify a stop time when you set up the job. In that case,
use the Pause and Modify buttons to enter a stop time later.
You can pause and resume jobs. The View button lets you see a file-by-
file log of all completed processing inside a selected job. When a job is
running, a job log window is available, displaying file-by-file progress and
reporting any processing problems.
The fourth New Job Wizard panel lets you specify a file type and choose
file separation options. If you choose A new output file for each input file,
you specify only a folder; output files retain their input names with
modified extensions. If you choose an option requiring multiple output
files, you supply one file name and the program appends numerical
suffixes to generate unique file names. If you specify input from a set of
folders, you can specify a different output folder for each input folder.
ODMA support
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Supported file types
The program supports a wide range of file types for images and text.
File types for opening and saving images
Multi-
B/W, Grayscale,
Color
File type
Extension
Open / Save
page
BMP, Bitmap
bmp
dcx
gif
No
Open and Save
Open and Save
Open and Save
Open and Save
Open and Save
Open and Save
All
DCX
Yes
No
All
GIF
All
JPEG
jpg
max
pcx
pdf
png
tif
No
Grayscale, color
MAX
Yes
No
All
All
PCX
PDF
Yes
No
Open (see note) All
PNG
Open and Save
Open and Save
Open and Save
Open and Save
Open
All
TIFF Compressed G3
TIFF Compressed G4
TIFF Compressed LZW
TIFF FX
Yes
Yes
Yes
Yes
Yes
Yes
B/W
B/W
All
tif
tif
xif
All
TIFF PackBits
TIFF Uncompressed
tif
Open and Save
Open and Save
All
tif
All
Input image files can have resolutions up to 600 dpi, but 300 dpi (both
horizontally and vertically) is recommended for optimum OCR accuracy.
The program stores black-and-white images at their original resolution,
but grayscale and color images are not usually saved above 150 dpi. That
means these are not good candidates for future OCR processing.
Hover the cursor over a page thumbnail for a popup window showing the
size and resolution of the original image.
If you try to save a black-and-white image to JPEG format, the program will offer
conversion to grayscale. With TIFF G3 and G4 it will offer conversion to black-
and-white.
Saving to PDF format is supported, with five options. Two of these, Image only
and Image on text, export original images. This is done in the Save As dialog box
for recognized pages. See “Saving to PDF” on page 84.
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Chapter 6
File types for saving recognition results
This table shows which formatting levels are available for each file type.
Spread
sheet
Exten- No For-
Flowing True
File type
RFP
Graphics Tables
sion
opf
xls
matting
Page
Page
eBook (1)
◆
◆
◆
◆
◆
◆
◆
◆
◆
◆
◆
◆
◆
◆
◆◆
◆◆
◆
Excel 97, 2000
◆
◆
◆
◆
Excel 3.0 to 7.0
xls
◆
◆
FrameMaker 5.5.3
Freelance Graphics
Harvard Graphics
mif
txt
◆
◆◆
◆◆
◆◆
◆◆
◆
◆
txt
◆
HTML 4.0 (2)
htm
htm
rtf
◆
◆
◆
◆◆
◆◆
◆◆
◆◆
◆◆
◆◆
HTML 3.2 (2)
◆
◆
◆
◆
Microsoft PowerPoint 97
Microsoft Publisher 98
Microsoft Word 6.0, 97, 2000, XP
PageMaker 6.5.2
◆
◆◆
◆◆
◆◆
◆◆
◆
rtf
◆
doc
doc
xls
◆
◆
◆
Quattro Pro for Windows 4.0, 8
PDF (Normal)
◆
pdf
pdf
pdf
pdf
pdf
rtf
◆
◆◆
◆◆
◆
◆
PDF Edited
◆
◆
◆
◆◆
◆
PDF with image on text
PDF with image substitutes
PDF, image only
(◆)
◆
◆
◆
(◆)
◆
◆
◆
RTF Word 2000, 97, 95/6.0 (3)
Ventura Publisher
◆
◆
◆
◆
◆
◆
◆
◆
◆
◆
◆
◆
◆
◆
◆◆
◆
◆◆
◆◆
◆◆
◆◆
◆◆
◆◆
(◆)
◆◆
◆
doc
rtf
WordPad
◆◆
◆◆
◆◆
◆◆
◆
WordPerfect 8, 9, 10
WordPerfect 6.0, 6.1
WordPerfect 5.1,5.2
XML (1)
wpd
wpd
wp5
xml
txt
◆
◆
◆
◆
Text and Text with line breaks (4)
Text – Comma Separated (4)
Text – Formatted (4)
OmniPage Document (5)
◆
◆
◆
◆
csv
txt
◆
(◆)
◆
opd
Saved as displayed
◆
Graphics
File type supports graphics
◆
◆◆ File type supports graphics, with export choice to retain or drop graphics.
Supported file types
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Tables
◆
File type supports tables in grids, no table handling choices at export time
◆◆ File type supports tables, choose to use grids or tab separated columns
◆◆ File type does not supports table grids, choose to convert to tab or space
separated columns
1
2
3
These new formats are available only in some editions of the program.
When saving to HTML, all graphics are saved as separate JPEG image files.
Recognition results are sent to Clipboard in RTF 95/6.0 and will be pasted in this
format if possible, and as Unicode or ASCII text if not.
4
5
All text formats are available as Text or Unicode. The latter can handle the widest
range of accented characters.
OmniPage Documents can be reopened by OmniPage Pro. It can open OPD files
created by OmniPage Pro 10 or 11. These files enter the program as unnamed
documents. To keep an OPD in the old format and also save it as a new OPD,
choose a different name to avoid overwriting the old file.
Uninstalling the software
Sometimes uninstalling and then reinstalling OmniPage Pro will solve a
problem. OmniPage Pro’s Uninstall program will not remove any of the
following user-created files:
Zone templates (*.zon)
Training files (*.otd)
User dictionaries (*.ud)
OmniPage Documents (*.opd)
To uninstall from Windows NT, 2000 or XP you must be logged into
your computer with administrator privileges.
◆ To uninstall or reinstall OmniPage Pro:
◆ Close OmniPage Pro.
◆ Click Start in the Windows taskbar and choose theꢀControl
Panel and then Add/Remove Programs.
◆ Select OmniPage Pro and click Change.
◆ Click Next in the dialog box that appears.
◆ Select Remove All or Repair All, then Next.
◆ Follow instructions until the process is finished.
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I N D E X
unrecognized, 64
double-sided, 51
finishing, 39
A
Accuracy
improvement, 49, 69, 91
in OmniPage Pro, 21
layout description, 51
managing, 26
Acquired pages, 26
Color
images, 78
markers, 66
saving, 30, 77
scanning, 49
Columns
unfinished, 29
Acquiring images, 21, 40
in Document Manager, 28
Adding
in tables, 60
with varied layout, 51
Dot-matrix texts, 92
Drop-down list
Comparing recognized words with
originals, 66
ADF, 31, 48, 50
Contrast, 31, 50, 91
Customizing
Advanced saving options, 82
Advice on problems, 88
Alphanumeric zone, 55
Auto-detect layout, 51
31, 48, 50
Get Pages, 40
Duplex scanners, 51
Automatic training, 70
export converters, 82
toolbars, 23
character attributes, 72
graphics, 73
in True Page, 73
on-the-fly, 75
B
Backgrounds for zoning, 24, 53
Basic processing steps, 21
Black-and-white
Deleting
paragraph attributes, 72
PDF output, 84
pages, 26, 28
tables, 59, 73
images, 78
training files, 71
scanning, 49
user dictionaries, 68
zone templates, 61
training files, 71
Bold text, 72
Export converters, 82
Export Results button, 39, 41, 79
Exporting
Book scanning, 31
Boxes, 24, 73
Brightness, 31, 50, 91
Direct OCR, 44
Options panel, 31
Disk space, 12, 90
DMS support, 93
C
file types and formatting levels, 95
Flowing Page, 81
graphics, 79, 96
Changing
Docking toolbars, 23
Document Manager, 22, 26, 27
customizing columns in, 28
Documents
part of a page, 75
reading order, 74
zone types, 56
Character attributes, 72
Characters
repeated, 77, 80
to Clipboard, 84
to file, 79, 95
closing, 29
to mail, 85
copying to Clipboard, 43, 84
to PDF, 84, 95
suspect, 64
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True Page, 82
opening, 94
a user dictionary, 68
OPD files, 29
samples, 89
training files, 71
types, 94
F
Image Panel, 22, 24
Fax recognition, 92
Features, new, 17
Files
as export target, 78
backgrounds, 53
black-and-white, 78
color, 78
types, 79
conversion, 94
editing, 73
types for export, 81, 95
Finding
grayscale, 78
quality, 50
saving, 78, 94
non-dictionary words, 65
suspect words, 65
size, 27
Finishing a document, 39
Floating toolbars, 23
Flowing Page, 81
substitutes in PDF, 84
Input
Formatting levels and file types, 95
Moving
between pages, 26
table dividers, 60
from scanner, 49
Installing
Multiple column pages, 52
G
Get Page button, 38, 40
Get Pages drop-down list, 40
Getting online Help, 9
Graphic zone, 56
Graphics
scanners, 14
IntelliTrain, 32, 47, 70, 91
Interface language, 31
Italic text, 72
New features, 17
New Job Wizard, 47, 93
No Formatting view, 64, 81
28
editing, 73
in export, 79, 95
in HTML files, 96
Grayscale
images, 78
Joining zones, 58
scanning, 49
Grouping elements, 73
K
H
Hearing texts read aloud, 76
Help
OCR
definition, 20
Context-Sensitive, 9, 23, 31
Languages
online, 9
for recognition, 31, 43, 91
for user interface, 31
Launch target application, 80
Layout description, 38, 43, 51
Layout retention, 65
Layout, auto-detect, 51
Legal dictionaries, 66
Links to web pages, 73
Load Image File dialog box, 48
Loading
Direct OCR, 31, 44
jobs in Schedule OCR, 47
manual processing, 25, 40
performing OCR, 21
poor performance during, 92
proofreading results, 65
Schedule OCR, 47
Hiding or showing markers, 64
Hyperlinks, 73
I
Ignore backgrounds, 53
Ignore zones, 56
Image files
settings, 31
settings for Direct OCR, 44
Wizard, 37, 43, 44
input, 20, 48
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ODMA support, 93
OmniPage Desktop, 22
OmniPage Documents
contents of, 80
re-recognizing all, 39
saved, 26
Reading
spreadsheet pages, 52
status, 26
order of image files, 48
text aloud, 75
definition, 29
saving as, 30, 80
Recognition
accuracy, 50, 69, 91
languages, 31, 43, 91
performing, 40
OmniPage Pro
documents in, 21
zoned, 26
earlier versions, 13
installing, 13
saving results, 79
Paragraph
new features of, 17
registering, 17
editing attributes, 73
speeding up, 92
styles, 73, 79
Registering
reinstalling, 96
starting, 14
testing, 89
uninstalling, 96
OmniPage Pro, 17
Online
HTML Help, 9
registration, 17
documents, 29
recognized pages, 29
OPD files
definition, 29
purpose of, 30
saving to, 30
81
Opening image files, 48, 94
Optimizing brightness, 31, 50
Options dialog box, 31
Options for proofing, 32, 65
Options for saving, 82
Original image saving, 78, 94
Overview
Processing
automatic, 25, 38
basic steps of, 21
combined, 25, 41
from other applications, 44
incomplete auto-processing, 39
manual, 25, 40
of document, 26
step-by-step, 40
of processing, 36
Overview of processing, 34
switching between manual and
with OCR Wizard, 43
P
documents, 77
Pages
options, 82
acquired, 26
deleting, 26, 28
Save and Launch, 80
text, 79
Proofing
modified, 26
in later sessions, 29
options, 32, 65
Proofreader dialog box, 65
Proofreading OCR results, 65
Properties of zones, 55
Purpose of OPD files, 30
Purpose of training, 69
to file, 44, 78
moving between, 26
multi-page image files, 48, 78, 94
multiple column, 52
navigation, 22, 76
new file on blank page, 48
pending, 26
to OPD format, 30, 79
training files, 71
user dictionaries, 68
zone templates, 61
Scanners, 49, 91
drivers, 14
Q
proofed, 26
duplex, 51
recognized, 26
Quality of images, 50
Quick Start Guide, 34
setting up, 14
reordering, 26
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Scanning
unloading, 68
black-and-white, 49
books, 31
brightness, 31, 50
rows in, 59
color, 49
contrast, 31
zones, 56, 59
grayscale, 49
input from, 49
No Formatting, 64
True Page, 65
pictures, 49
Wizard, 14
Schedule OCR, 47
input from folders, 93
watched folders, 93
Searching PDF output, 84
Send Mail dialog box, 85
Sending pages by mail, 85
Settings
for processing, 43
for scanner setup, 14
for Schedule OCR, 47, 93
Thumbnails, 22, 24, 26
Acquire Text, 45
automatic, 70
for Direct OCR, 45
in OCR Wizard, 44
zone types, 59
IntelliTrain, 70
manual, 69
adding to, 58
graphic, 56
Shortcut menus, 56
prompt to save data, 29
training files, 71
Single-column
pages, 52, 55
pages with tables, 52
Slow recognition, 92
Splitting zones, 55
unloading training files, 71
unsaved training data, 29
ignore, 56
irregular, 57
joining, 58
Spreadsheet pages, 52
Standard toolbar, 22, 23
Starting a user dictionary, 68
Storing zoning changes, 75
Subtracting from zones, 55
Suggestions during proofing, 66
Supported file types, 94
Suspect words, 64
True Page editing, 73
True Page view, 65
numeric, 55
Types of zones, 55
on page, 26
process, 56
properties, 55
rectangular, 57
U
resizing, 57
Unloading a user dictionary, 68
Unloading training files, 71
Unloading zone templates, 61
Unsaved training data, 29
URLs, 73
saving templates, 61
setting types, 60
splitting, 56
Switching between manual and
System or performance problems during
OCR, 92
subtracting from, 56
table, 56, 59
templates, 52, 61, 91
text, 56
System requirements, 12
types, 24, 55, 91
unloading templates, 62
working with, 57
Zoning on-the-fly, 75
Zooming displays, 22, 66
T
Tables
User dictionaries, 66, 68
adding words, 66
columns in, 60
editing, 73
editing, 68
editing dividers, 59
generating dividers, 60
loading, 68
starting, 68
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