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Chapter 9 Working with Batches. General information on working with batches. Creating a new batch. Opening a batch. Adding images to a batch. Batch page number. Saving a batch. Closing a batch page or the whole batch. Deleting a batch. Batch settings. Fulltext search in recognized batch pages. Chapter 10 Network Document Processing. Working with the same batch over a network. Group work with the same user languages and dictionaries. Group work with customized dictionaries (languages with dictionary support only).
Appendix Hot Keys and Glossary. 97 Hot Keys. 98 Glossary. 100

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Chapter Welcome.qxd

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Welcome!
Thank you for choosing ABBYY FineReader! ABBYY FineReader is an Optical Character Recognition (OCR) system that helps convert printed and PDF documents into editable formats while retaining the original layout of the document. The program allows users to create a digital copy of any document in minutes without man ually retyping it. Although incredibly easy to use, ABBYY FineReader also provides more sophisticated settings and options to meet the needs of professional users who want fine tune the application to suit their needs.

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Users Guide
The Users Guide introduces you to the basics of using ABBYY FineReader. Each chapter starts with a short summary description and a list of the chapters contents.

Online Help

FineReaders online Help contains basic and advanced information on program features, set tings and dialogs. Online Help is provided in HTML format and has been designed for quick and easy information retrieval.

Readme File

The Readme file contains the latest information on the software.

Technical Support

If you have any questions on how to use FineReader, please consult all the documentation you have available (the Users Guide and the Help file) before contacting our technical support service. Also, take a look at the technical support section on our website at www.abbyy.com. You may find the information you need there. If, after having consulted both your documentation and the ABBYY website, you still require assistance, e mail us at support@abbyy.com. Note that our technical support experts will need the following information from you to be able to deal with your enquiries: The serial number of your copy of FineReader Your scanner make and model A general description of the problem and the full error message text (if you have encountered an error message) Your Windows operating system version Any other information you consider important. Note: Some system information can be obtained by clicking on System Info in the About. dialog (menu Help/About).

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Chapter 1

Installing and Starting ABBYY FineReader
This chapter provides detailed instructions on installing ABBYY FineReader, outlines the system requirements of the program and offers instructions for installing the program on workstations and networks. ABBYY FineReader 7.0 includes a specialized installation program that automates the setup process.To insure proper instal lation, always use the ABBYY FineReader CD ROM for installation.

Chapter Contents:

Software and hardware requirements Installing ABBYY FineReader Network server/workstation installation Starting ABBYY FineReader About ABBYY FineReader activation

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Software and Hardware Requirements
ABBYY FineReader 7.0 requires the following:
1. PC with Intel Pentium/Celeron/Xeon, AMD K6/ Athlon/Duron or compatible processor. Processor must be 200MHz or higher 2. Microsoft Windows XP, Microsoft Windows 2000, Windows NT 4.0 with Service Pack 6 or greater, Windows ME/98 (for working with localized inter faces, corresponding language support is required) 3. 64 MB (Windows XP/2000/NT 4.0), 32 MB (Windows ME/98), plus 16 MB of RAM for each additional processor (in the case of a multiprocessor system) 4. 150 MB of free hard disk space for typical program installation 5. 70 MB of free hard disk space for program operation 6. TWAIN compatible scanner, digital camera or faxmodem 7. Video card and monitor (min. resolution 800600) 8. Keyboard, mouse or other pointing device Note: Microsoft Internet Explorer 4.0 or later is required to search in recognized pages and to read news on the ABBYY Community news channel (only for ABBYY FineReader 7.0 Professional Edition).
Installing ABBYY FineReader
The installation program will guide you through installation of ABBYY FineReader. Please close all applications prior to installing ABBYY FineReader.
To install ABBYY FineReader:
1. Insert the ABBYY FineReader 7.0 CD ROM into the CD ROM drive. The installation program will launch automatically. 2. Follow the installation instructions. If the installation program does not automatically launched: 1. Click the Start button on the Taskbar and select the Settings/Control Panel. 2. Doubleclick on the Add/Remove Programs icon. 3. Select the Install/Uninstall tab and click the Install button. 4. Follow the installation program instructions.

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C h a p t e r 1. I n st a l l i n g a n d S t a r t i n g A B BY Y Fi n e Rea d e r

About ABBYY FineReader Activation
Software piracy hurts software manufacturers and end users alike using an illegal product is never safe.Legal software ensures that third party companies cannot introduce detrimental code changes. ABBYY makes every effort to protect its intellectual property rights and the security of its customer through a variety of anti piracy measures. ABBYY FineReader 7.0 incorporates a specialized activation technology that prohibits illegal copying and distribution of the software. This technology effectively stops the unauthorized use of ABBYY products by those who have not signed a License Agreement with ABBYY. A single user License Agreement allows for installation on a single PC. Installation of the soft ware on additional PCs breaches the License Agreement, as well as international copyright laws. The activation technology controls copying of the software and prevents the installation of a licensed copy on multiple workstations. At the same time, the technology allows the soft ware to be reinstalled on the licensed PC as often as necessary. Depending on the product version and territory of distribution, the functionality of the soft ware may be limited in the following ways: the program cannot save or print recognized Cyrillic texts
(ABBYY FineReader 7.0 Professional Edition);
the program cannot save or print recognized text in any language
(ABBYY FineReader 7.0 Professional Edition);
the program will not function prior to activation
(ABBYY FineReader 7.0 Corporate Edition).

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Step by Step Activation Instructions
The built in Activation Wizard will quickly and efficiently activate the program. A friendly user interface collects and sends all necessary activation information directly to ABBYY. You will also use the Activation Wizard to enter the Activation Code (Professional Edition) or Activation File (Corporate Edition) that you receive from ABBYY during activation. The Wizard will generate a code (called an Installation ID), which contains all of the neces sary activation information including system parameters and program information. The Installation ID does not include personal information about the computer user or the system, and the code cannot be used to identify the user.
You may choose one of three activation methods:
Via Internet (recommended) Over the Internet If you have an Internet connection, you can activate the software automatically within a few seconds. Using this method allows for activation to be carried out automatically. By e mail By e mail You may send an e mail message (which is generated by the pro gram and contains all of the necessary activation information) to ABBYY. To ensure a quick reply from the automated registration system, do not alter the information in the message body or subject field. When you have received your Activation Code or Activation File, enter it into the corresponding field of the Activation Wizard. By fax or phone(Professional Edition only) You may phone the nearest ABBYY office or partner and provide your Installation ID and serial number to the operator. In most countries, you may also fax the information. To use this method, simply print and fax the activa tion message that is automatically generated by the Wizard to the nearest ABBYY office or partner. An Activation Code will be provided in a reply fax. Enter it into the corresponding field of the Activation Wizard.

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C h a p t e r 3. G e n e ra l Fea t u re s o f A B BY Y Fi n e Rea d e r
text that you see in the FineReader Text window, a text you can edit and save in any conven ient format.
New Features of ABBYY FineReader 7.0

Recognition Accuracy

Recognition accuracy has been improved up to 25% over the previous version. Analysis and recognition of documents with complex layouts has been improved, particularly, on documents with text on a color or raster back ground and documents with complex tables (including tables with white grid lines and tables with color cells). Specialized English and German dictionaries have been added that include the most frequently used legal and medical terminology, providing unmatched recognition accuracy of specialized legal and medical texts. Recognition of barcodes has been improved and support for PDF 417 2D barcodes has been added.
XML Support and Integration with Microsoft Office
ABBYY FineReader now supports the Microsoft Word XML format. The program is fully integrated with Microsoft Word 2003, to allow you to check and edit recognition results by using Microsoft Word tools. At the same time, users can compare the exported results that have been saved in Microsoft Word with the original image from ABBYY FineReaders Zoom win dow from within Microsoft Word. ABBYY FineReader can insert recognized documents directly within Microsoft Word. This provides flexibility to allow you to collect and transform informa tion from papers or PDF documents into a single electronic document.

Improved PDF Conversions

The quality of recognition of PDF documents has been drastically improved in version 7.0. ABBYY FineReader can extract and recognize texts that are placed on a background from PDF file. The recognized PDF documents can be edited in the ABBYY FineReader edi tor. The results can be saved in any of the supported saving formats including PDF. PDF documents created by ABBYY FineReader are optimized for publishing on the World Wide Web. The first page of the document is viewable before the entire document has been downloaded.

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New Saving Options
A new saving format, Microsoft PowerPoint, supports the quick creation of new presentations or the editing of existing documents from PowerPoint slides or handouts. Results saved in Microsoft Word are smaller files than in previous versions. The program more accurately retains the formatting of documents with vari ous separators. In addition, new saving options for images have been added. The program more accurately retains complex formatting elements in HTML (e.g. text flowing around non rectangular images) documents. The output files are now smaller in size for more efficient document publishing on the Internet.

8. Undo the previous action
Click the Undo button on the Standard bar
Tip: To undo the Undo action click the Redo button on the Standard bar

Batch Image Options

Convert color and gray images to black and white (Scan/Open Image tab, Tools>Options menu) Select Convert color and gray images to black and white to scan images in grayscale using the TWAIN Source interface. The scanned images will not retain color pictures or col ored fonts or backgrounds. This option reduces the amount of disk space needed to store scanned images.

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Chapter 5

Page Layout Analysis
Before starting the recognition process, ABBYY FineReader must know which image areas it needs to recognize. To achieve this, the page layout analysis process identifies text blocks, picture blocks, table blocks, and barcode blocks. In this chapter you will learn more about: when manual page analysis is necessary; what block types are available; how to edit blocks drawn using automatic layout analysis; and how to streamline the layout analysis with block templates.
General information on page layout analysis Block types Automatic page layout analysis options Drawing and editing blocks manually Manual table layout analysis Using block templates

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General Information on Page Layout Analysis
Page layout analysis can be done either automatically or manually. In most cases, ABBYY FineReader manages the complex task of analyzing page layout by itself. Start automatic analy sis by clicking on the 2 Read button. Recognition and layout analysis are performed simulta neously. Note: Stand alone page layout analysis is also available (Process>Analyze Layout menu). This process may be needed at times, but often this approach provides inferior page layout analysis, since coupled layout analysis/recognition uses information acquired during recognition to improve layout analysis
You may opt to draw blocks manually if:
1. Only part of a page is to be recognized; 2. Automatic layout analysis drew blocks incorrectly. Tip:
In some cases, the quality of the automatic layout analysis can be improved by altering the page layout analysis options. To view the current layout analysis options, go to the Recognition tab (Tools>Options menu). If the application has drawn some blocks incorrectly, it is often faster to edit the incorrect blocks with the block editing tools than to delete the blocks and draw them again manually.

To delete a block:

Select the tool and click the block you wish to delete, or Select the blocks you wish to delete and press DEL on the keyboard.
Note: If you delete a previously recognized block, its associated text in the Text window will be deleted as well.
To delete all image blocks:
Select Delete blocks and text in the Batch menu.
Note: If you delete blocks on an image that has already been recognized, the recognized text in the Text window will also be deleted.
Manual Table Layout Analysis
Tip: If automatic table layout analysis has incorrectly drawn table rows and columns, editing the automatic analysis results instead of deleting all the blocks and re drawing them manually is usually more efficient.
Editing a table manually:
Use the following Image tools to edit a table: Add a vertical separator Add a horizontal separator Remove a separator

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If the table cell only contains a picture, select Treat cell as picture in the Block Properties dialog (View>Properties menu). If the table cell contains both text and pictures, draw a sep arate picture block (or blocks) inside the cell.
To merge table cells or rows:
7. Select the Merge Table Cells or Merge Table Rows in the Edit menu. Note: You can split previously merged cells using the Split Table Cells command (Edit menu). The Merge Table Rows option does not affect the division of the table into columns. Note: To avoid drawing horizontal and vertical separators manually, draw a separate table block, then right click on it. Select Analyze Table Structure in the local menu. The sys tem will then draw all the necessary separators. Should the system draw any separa tors incorrectly, you can edit the table manually.

Using Block Templates

If you are processing a large number of documents with an identical layout (e.g. forms or questionnaires), analyzing the layout of every page will be time consuming. To save time, cre ate a block template (i.e. a standard set of a particular type blocks that correspond to a page's layout) and then apply the template to all pages you wish recognized that have the same lay out. Note: Documents should always be scanned using their respective template(s) and using the resolution that was used to create the template(s).

To change print type:

Select the print type of your choice on the Recognition tab in the Options dialog (Tools>Options menu).
Note: Once you have completed recognition of typewritten texts or dot matrix printouts, re enable the Autodetect item to recognize normal texts again.

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Other Recognition Options
Show image during recognition
When processing large numbers of pages, recognition is invariably faster if the processed image is not displayed onscreen. To run recognition without displaying the image: Clear the Show image during recognition item on the General tab (Tools>Options menu).

Text direction

If the application recognizes blocks containing vertical text incorrectly (a text block or a table cell): rightclick the block with vertical text and select the Properties item in the local menu. The Block properties dialog will open. Select the relevant item in the Text direction list in the dialog and rerecognize the image.
Inverted or flipped block
If the application recognizes blocks containing inverted or flipped text incorrectly (a text block, a table cell, or a whole table): Right click on the appropriate block and select Properties in the local menu. The Block properties dialog will open. Select the Inverted or Flipped item in the dialog and rerecognize the image.

Background Recognition

If you wish to simultaneously edit previously recognized pages and run recognition, you may find background recognition mode useful. To start background recognition: Select the Start Background Recognition item in the Process menu. The sign will appear in the status line at the bottom of FineReaders main window. If the Details view mode is active in the Batch window (to activate Details view mode, rightclick on the Batch window and select View>Details in the local menu), the page currently being recognized will display the icon in the Opened by column. When background recognition mode is activated, recognition will resume automatically if an unrecognized page is added to the batch. Note: Running in Background mode on a multiprocessor system increases recognition speed if the batch being processed contains a large number of pages.

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To stop background recognition:
Select the Stop Background Recognition item in the Process menu.
Note: The background recognition mode uses the recognition options that were active when the process started.

Undo and redo

Perform one of the following actions: To undo an action: Click Undo on the Standard toolbar or Select Undo in the Edit menu or Undo button Press CTRL+Z

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Redo button
To redo an undone action: Click Redo on the Standard toolbar or Select Redo in the Edit menu or Press CTRL+Y

Editing Tables

The table editor provides you with tools to carry out the following:
Merge cell or row contents Split cell contents Split row/column contents Delete cell contents
To merge cell or row contents:
Hold down the CTRL key and select the cells or rows you wish to merge, and then press Merge Table Cells or Merge Table Rows in the Edit menu.

To split cell contents:

Select Split Table Cells in the Edit menu.
Note: This command may only be applied to cells merged previously.
To split row or column contents:
Select the or tool on the toolbar in the Image window, then click the row/column you wish to split or add a new horizontal/vertical separator to. tool or the Merge Table
Tip: You can merge row contents by using the Rows command (Edit menu).

To delete cell contents:

Select the cell(s) you wish to delete in the Text window and press DEL.

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Chapter 8

Saving into External Applications and Formats
You can choose to save recognition results to a file, export them to an external application without saving them, copy them to the Clipboard or e mail them in a supported file saving formats. You can save specific pages or all of the pages in the document. FineReader can export recognition results to the folowing applications: Microsoft Word 6.0, 7.0, 97 (8.0), 2000 (9.0), 2002 (XP) and 2003 (11.0); Microsoft Excel 6.0, 7.0, 97 (8.0), 2000 (9.0), 2002 (10.0) and 2003 (11.0); Microsoft PowerPoint 2002 (10.0), 2003 (11.0); Corel WordPerfect 7.0, 8.0, 9.0, 2002 (10.0), 2003 (11.0); Lotus Word Pro 9.5, 97 and Millennium Edition; StarWriter 4.x, 5.x and 6.x, PROMT 98, and other applications that support the ODMA standard.
General information on saving recognized text Text saving options Saving the recognized text in RTF, DOC and Word XML formats Saving the recognized text in PDF format Saving the recognized text in HTML format Saving the recognized text in PPT format Saving the page image

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General Information on Saving Recognized Text
save recognized text using the Save Wizard, save opened or selected pages to a file or send them to an external applica tion, save all the batch pages to file or export them into an external application, save page image. Send recognition results to a certain application or save them to a file by clicking on 4 Save. The icon appearance changes to reflect the current sav ing mode. The Save button caption displays the name of the currently selected export application.

Saving the Recognized Text in RTF, DOC and Word XML Formats
Important! The option of saving in Word XML is only available for MS Word 2003. Layout retention modes are set on the Formatting tab in the Options dialog (Tools>Options menu). Note: When you save the text in RTF, DOC and Word XML formats, the program uses the fonts that are specified on the Formatting tab in the Options dialog (Tools>Options menu) or those you set during text editing in the Text window. Tips:
If you edit the recognized text in Microsoft Word rather than in the FineReader text window, uncertain characters can still be highlighted. Select the With background color and/or the With text color items on the RTF/DOC/Word XML tab in the Highlight uncertain characters group. All uncertain characters will be highlighted with the specified color. When saving results in Word XML, the recognized image can be viewed in the Zoom window integrated into MS Word. This window presents the magnified image of the current line or portion of the document. By default, the Open FineReader's Zoom window in MS Word 2003 option is checked on the RTF/DOC/Word XML tab.
Saving the Recognized Text in PDF Format

Document save modes:

1. Text and pictures only This option saves only the recognized text and the associated pictures. 2. Page image only This option saves only the image.

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3. Text over the page image This option saves the entire image as a picture and saves text areas over the picture. 4. Text under the page image This option saves the entire image as a pic ture and puts recognized text under it. This option is useful if you export your text to document archives: the full page layout is retained and the full text search is available in this mode.

To set these options:

1. Select Formats Settings in the Tools menu. The Formats Settings dialog will open. 2. Set the options you need on the PDF tab in the dialog. Note: 1. A special Replace uncertain words with images option is available if you use the Text and pictures only or the Text over the page image mode. This option replaces all uncertain words with their images. Set this option on the PDF tab in the Formats Settings dialog. 2. When you save texts that use a non Latin codepage (such as Cyrillic, Greek, Czech, etc.), ABBYY FineReader uses the fonts provided by ParaType company (www.paratype.com/shop). 3. If during the export in PDF, a message indicates that non standard fonts are present in the textis, you must select a mode of working with Type 1 fonts and the Type 1 fonts themselves as well. These fonts must be available via Adobe Type Manager or via postscript font installer (in Windows 2000). See more detail about Type 1 fonts in Using Type 1 fonts during export to PDF section of ABBYY FineReader Help. 4. Before you can edit PDF files that use non Latin code page (such as Cyrillic, Greek, Czech, etc.) in Adobe Acrobat, you must change the font of the cur rent text section to a font installed on your computer.

Saving the Recognized Text in HTML Format
Layout retention modes are set on the Formatting tab in the Options dialog (Tools>Options menu). Note: When you save text in HTML format, set the used fonts on the Formatting tab in the Options dialog (Tools>Options menu) or in the Text window during text editing.

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To retain pictures in a HTML file:
Set the Keep pictures option on the Formatting tab in the Options dialog (Tools>Options menu).
Note: Each picture is saved into a separate *.jpg file. Determine the resolution and quality of the images on the HTML tab of the Formats dialog (Tools>Formats).

HTML formats available:

1. Full (uses CSS and requires Internet Explorer 4.0 or later) Uses the latest HTML format (HTML 4). HTML 4 supports all document layout retention types (the actual retention type used depends on the options set on the Formatting tab in the Retain layout group). The built in style sheet is used. 2. Simple (compatible with all Internet browsers) Uses the HTML 3 for mat. The approximate document layout is retained (i.e. the program retains the approximate font size but not the first line indent). HTML 3 format sup ports only a limited number of font sizes, so ABBYY FineReader chooses the HTML 3 format font size that corresponds most closely to the actual font size of the text. HTML 3 is supported by all browsers (Netscape Navigator, Internet Explorer 3.0 and later). 3. Auto (saves Full and Simple formats in a single file with autoselec tion depending on browser type) Saves both formats (Simple and Full) to the same file. The browser you use will determine the format that is used. Note: If your browser does not have full HTML4/CSS support (e.g. Microsoft Internet Explorer 3.0 or earlier, Netscape 4.x, etc.), use the Simple saving mode.
To set the HTML format of your choice:
Click the appropriate button on the HTML tab in the Formats Settings dia log (Tools>Formats menu) in the Formats group.
Note: The application detects the code page automatically. To switch the code page, select the code page of your choice in the Code page field on the HTML tab in the Formats Settings dialog.

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Adding Images to a Batch
Select Open Image item in the File menu or press CTRL+O. Select the desired image(s) in the Open Image dialog. ABBYY FineReader will add the image to the open batch and copy the image to the batch folder.
Note: You can also add images directly from Windows Explorer: 1. Select an image file or group of files in Windows Explorer. 2. Right click the selection and select Open with FineReader from the local menu. If ABBYY FineReader is currently running, the selected files will be added to the current batch. Otherwise, ABBYY FineReader will be launched and the selected files will be added to a new batch. This local menu item is only enabled in Windows Explorer if ABBYY FineReader 7.0 supports the file format.

Batch Page Number

All batch pages are numbered. A batch may contain up to 9,999 pages. The batch page num bers are displayed in the batch. You can renumber pages directly in the Batch window or from the Renumber Pages dialog. To renumber pages directly in the Batch window : 1. Click a page in the Batch window or press F2. 2. Enter the new page number. Once the page number has been changed, all pages in the Batch window will be reordered to reflect the new numbering. Note: Double clicking a page number opens the page.
To renumber pages in the Renumber Pages dialog: 1. Select a single page or several pages. 2. Select the Renumber Pages item in the Batch menu. 3. Set the new number for the first page selected (the page with the lowest number).

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Note : 1. To renumber all batch pages, select the All Pages item in the Renumber Pages dialog. 2. To renumber only part of a batch: Select the pages you wish to renumber in the Batch window. Select the Selected pages item in the Renumber Pages dialog. 3. To renumber selected pages continuously, select the Continuous page num bering option. An example: The renumbering option would cause pages num bered 2, 5, and 6 (assuming 1 was chosen as the first number) to be renumbered as 1, 2, and 3. Otherwise (i.e. if the Continuous page numbering option is not selected), on renumbering page numbers 2, 5, and 6 would become 1, 5, 6. The first page has been assigned the chosen number, but the remaining pages have retained their original numbers. Note: If you renumber only certain batch pages, and allocate a number to a page that has been used, a warning will be issued and the operation will be cancelled.

Saving a Batch

To save a batch: Select Save Batch As in the File menu. In the Save Batch As dialog, specify the name of the batch and the desired storage location.
Closing a batch page or the whole batch
To close a batch page: Select Close current page item in the Batch menu. To close a batch: Select Close Batch item in the File menu.

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Background recognition A special recognition mode that allows the user to edit and save already recognized pages while ABBYY FineReader recognizes other pages at the same time. Batch A folder that contains image files, recognized text files and other ABBYY FineReader infor mation files. There may be up to 9,999 pages in a batch. It is useful to save similar pages (such as all pages from the same book, those in the same language, or images with the same layout) in the same batch to streamline the work process. Block A framed image area. Block template A particular block arrangement that can be used to recognize pages of similar layout. A block template may be saved in a special file. Block type Each block has a type. The following block types are available in ABBYY FineReader: Recognition Area, Text, Picture, Table and Barcode. Brightness A scanning parameter that indicates the con trast between black and white image areas. Setting the correct brightness increases recognition quality. Brightness autotuning Automatic brightness tuning performed either by scanner or ABBYY FineReader. The autotuning process sets the brightness for every image area separately.

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Code page A table that sets the interrelation between the character codes and the characters them selves. Users can select the characters they need from the set found in the code page. Compound word A word made up of two or more stems (gen eral meaning); a word not found in the dic tionary, but potentially made up of two or more terms found in the dictionary (ABBYY FineReader meaning).
Ignored characters Any non letter characters found in words (e.g. syllable characters or stress marks). These characters are ignored during the spell check. Image type A scanning parameter that determines whether an image must be scanned in black and white, gray or color mode. Installation ID A computer code that is generated on the basis of the PC hardware parameters. Inverted image An image with white characters against a dark background.
Despeckle image Delete excess small black dots from an image. dpi (Dots per Inch) How resolution is measured. Driver A program controlling a computer peripheral (e.g., a scanner, a monitor, etc).
License Manager A utility used for managing ABBYY FineReader licenses and activating ABBYY FineReader 7.0 Corporate Edition. Ligature A combination of two or more glued char acters, for example, fi, fl, ffi etc. These char acters are difficult separate because they are usually glued in print. Treating them as a single compound character improves scan ning accuracy.
Font effects Certain variations of a font outlook (i.e. bold, italic, underlined, strikethrough, subscript, superscript, small caps).
Hot folder A special folder monitored by ABBYY FineReader. Images added to this folder are automatically opened in the ABBYY FineReader window.
Monospaced font A font (such as Courier New) in which all of the characters are equally spaced. Select the Typewriter item on the Print Type group (Recognition tab) to increase the recognition quality of documents set in monospaced fonts.

Scanner A device for inputting images into computer. Scan&Read The main ABBYY FineReader button. Click it to have ABBYY FineReader scan and recog nize your image(s).

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Scan&Read Wizard Runs a special Scan&Read mode. ABBYY FineReader guides you through document processing and provides advice on getting best results. Source Text Print Type A parameter reflecting how the source text was printed (on a laser printer or equivalent, on a matrix printer in the draft mode, on a typewriter). For laser printed texts, the Auto mode should be set; for typewritten texts, the Typewriter mode should be set, for texts printed on a dot matrix printer in draft mode, and the Dot Matrix Printer mode should be set.
TWAIN, TWAIN dialog A scanner dialog.
Uncertain characters Characters recognized with a certain degree of uncertainty. ABBYY FineReader marks characters that may be incorrectly recog nized. Uncertain words Words containing one or several uncertain characters. Unicode A standard developed by The Unicode Consortium (Unicode, Inc.). The standard is a 16 bit international encoding system for pro cessing texts written in the main world lan guages. The standard is easily extended. The Unicode Standard determines the character encoding, as well as properties and proce dures used in processing texts written in a certain language.
Training Creating pairs of a character image and the character itself. See the Recognition with Training section for details.

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Optical Character Recognition Program Version 8.0 Users Guide

ABBYY FineReader

2005 ABBYY Software House. All rights reserved.
ABBYY FineReader 8.0 Users Guide
Information in this document is subject to change without notice and does not bear any commitment on the part of ABBYY. The software described in this document is supplied under a license agreement. The software may only be used or copied in strict accordance with the terms of the agreement. It is a breach of the "On legal protection of software and databases" law of the Russian Federation and of international law to copy the software onto any medium unless specifically allowed in the license agreement or nondisclosure agreements. No part of this document may be reproduced or transmitted in any from or by any means, electronic or other, for any purpose, without the express written permission of ABBYY. 2005 ABBYY Software. All rights reserved. 19872003 Adobe Systems Incorporated. Adobe PDF Library is licensed from Adobe Systems Incorporated. Microsoft Reader Content Software Development Kit 2004 Microsoft Corporation, One Microsoft Way, Redmond, Washington 980526399 U.S.A. All rights reserved. Fonts Newton, Pragmatica, Courier 2001 ParaType, Inc. Font OCRvGOST 2003 ParaType, Inc. 19992000 Image Power, Inc. and the University of British Columbia, Canada. 20012002 Michael David Adams. All rights reserved. ABBYY, the ABBYY Logo, Scan&Read, ABBYY FineReader are either registered trademarks or trademarks of ABBYY Software Ltd. Adobe, the Adobe Logo, the Adobe PDF Logo and Adobe PDF Library are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. Microsoft, Outlook, Excel, PowerPoint, Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners.

Contents

Welcome!.... 4 Whats New in ABBYY FineReader 8.0... 5 Chapter 1 Working with ABBYY FineReader... 7
Installing and Starting ABBYY FineReader...... 8 Acquiring the Image....... 9 Page Layout Analysis....... 16 Recognition........ 21 Checking and Editing Text....... 28 Saving into External Applications and Formats......33 Working with Batches....... 42 Automated Tasks........ 44
Chapter 2 ABBYY Screenshot Reader... 51
Installing and Starting ABBYY Screenshot Reader..... 52 ABBYY Screenshot Reader Toolbar...... 52 Capturing Text and Tables from the Computer Screen.... 52 Making Screenshots.......53 Additional Options........ 54
Chapter 3 ABBYY Hot Folder & Scheduling... 55
Installing and Running ABBYY Hot Folder & Scheduling..... 56 ABBYY Hot Folder & Scheduling Main Window...... 56 Setting Up a Hot Folder...... 57 Hot Folder Log File........ 58 Additional Options for ABBYY Hot Folder & Scheduling.... 59

Appendix.... 60

Supported Document Saving Formats...... 61 Supported Image Formats....... 61 Hot Keys........ 62 Glossary.......63

Welcome!

Thank you for purchasing ABBYY FineReader! Electronic documents are becoming increasingly prevalent. However, business contracts, books and periodicals are still printed and millions of people use ABBYY FineReader to convert hardcopy documents into electronic formats. ABBYY FineReader gives you the edge by providing full control over printed information: you can quickly transform any printed text or PDF file into an editable format and reuse their content. ABBYY FineReader will help you: collect information from various sources and draw up a report edit a paper document or fax write an article, a thesis or a paper for publication publish newspaper and book clippings on the Web extract text from a PDF file and make changes to it ABBYY FineReader is very easy to use. Even if you are a novice to optical character recognition, you will get results in a matter of minutes. And if you are an OCR professional, you can have full control over all the OCR settings and parameters. This Users Guide will introduce you to the features and commands of ABBYY FineReader and help you teach your computer to read. Welcome to OCR!
Whats New in ABBYY FineReader 8.0
Compared to the previous version, ABBYY FineReader 8.0 introduces a variety of improvements and new features to increase your productivity when working with scanned documents, images, PDF files, and faxes. This version features intelligent technology improvements, allowing for improved reading of images taken by digital cameras, more accurate recognition of lowresolution faxes and paper documents, better handling of document layouts, and enhanced security features in PDF files. New features like scheduled operation, recognition of screenshots and automation manager for processing recurring document tasks have been added to increase your productivity even more. Detailed information on major product improvements and new features is given below. Features available only in ABBYY FineReader 8.0 Corporate Edition are marked accordingly.

Up to 30 percent accuracy improvement on low resolution documents and faxes
While ABBYY FineReader has traditionally delivered highly accurate recognition results on documents of good quality, there is still a possibility of documents of lowerthanexpected quality arriving at your desk. Most often these are faxes or paper documents that were scanned at resolution lower than recommended for OCR. ABBYY FineReader 8.0 handles such documents better, delivering up to a 30 percent improvement in recognition accuracy.
Processing images taken by digital cameras
When you are on the go and no scanner is available, you may still capture documents with a digital camera and recognize them later on your desktop PC. Now ABBYY FineReader 8.0 includes new adaptive recognition technology for better OCR of camera images.
Security options for PDF files
The new version of ABBYY FineReader supports PDF security settings and allows you to set document Open and Permissions passwords as well as selecting other security options for PDF files. You can select RC4based 40bit or 128bit encryption or the newest AES (Advanced Encryption Standard)based 128bit encryption.
Creating tagged PDF files
A new option for saving tagged PDF files in ABBYY FineReader 8.0 makes it possible to create PDF files that will be easier to read when used on devices with limited screen sizes, for example handheld devices.

Automation Manager

This new feature allows faster processing of repeated document tasks by grouping them into sets of consecutive operations that can then be called by one click of a button. Several predefined automated tasks are available and it is also possible to create your own customized automated tasks and share them with colleagues.

Support for hyperlinks

The new version recognizes hyperlinks, such as links to Web sites and email addresses, and reconstructs them in output documents. You can also add new hyperlinks into recognized documents.

Fast mode recognition

With ABBYY FineReader 8.0 you can recognize documents 22 1/2 times faster using a new fast recognition mode. This mode is recommended for documents with simple layouts and good printing and scanning quality. For more complex documents, the accuracy mode should be preferred. However, recognition accuracy obtained in fast mode will be sufficient in many cases, for example when converting paper documents into searchable PDF files.
Saving to Microsoft Reader ebook (LIT) format
Now you can save recognition results in Microsoft Readers LIT ebook format that makes such documents suitable for reading on handheld devices and PDAs.
Defining documentrelated properties
ABBYY FineReader 8.0 allows for defining additional document properties like Title, Author, Subject and Keywords, and saving this data to PDF, DOC/RTF, XLS, HTML, Word XML and LIT file formats. These properties can be used by the operating system and other software for indexing and search purposes.

Click the arrow at the right of the Scan&Read button and select the Scan&Read item in the local menu.
ABBYY FineReader will scan and read the images. The scanned image will appear in the Image window and the recognition results will be displayed in the Text window of the main window.
Setting Scanning Parameters
Recognition quality depends greatly on the quality of the scanned image. You can improve the image quality by altering the main scanning parameters: resolution, scan mode and brightness. The main scanning parameters are: Resolution use 300 dpi resolution for regular texts (font size 10 pts or greater) and 400600 dpi resolution for texts set in smaller font sizes (9 pts or less). Scan mode gray. Scanning in grayscale mode is best for recognition purposes. During grayscale scanning, brightness is adjusted automatically. Scan mode black and white. Black and white scanning maximizes scanning speed but may result in the loss of some character information. This may lower recognition quality in documents of medium and low print quality. Scan mode color. Select this mode for documents that contain pictures, colored text or colored backgrounds, so that you can retain the original colors. In all other cases, gray scan mode is preferable. Brightness a medium brightness value of around 50% should suffice in most cases. Some documents scanned in black and white mode may require additional brightness tuning. Note: Scanning at 400 to 600 dpi resolution (instead of the default 300 dpi) or scanning in grayscale or color (instead of black & white) mode takes more time. Some scanners may take up to four times longer to scan at 600 dpi than 300 dpi. To set scanning parameters: To scan images using the ABBYY FineReader TWAIN interface, click the Scanner Settings button on the Scan/Open tab in the Options dialog (menu Tools>Options). The Scanner Settings dialog will open. Select the appropriate scanning options from the dialog. If you wish to scan your images using the TWAINSource interface, your scanner's TWAIN dialog will open automatically when you click the 1Scan button. Set the scanning parameters in the dialogue. Scanning options may have different names depending on the scanner model. For example, for brightness the word "threshold", a "sun" symbol or a black and white circle may be used. Consult your scanner documentation for a full description of available options.
Tips on Brightness Tuning
To be recognized, a scanned image must be legible. Check the legibility of the image in the Zoom window. an example of an image that is appropriate for OCR If you see that the scanned image is compromised (characters are glued or torn), consult the table below to find ways to improve image quality. Your image looks like this: Possible remedy: characters are "torn" or very light Lower the brightness (to make the image darker). Scan in gray mode (to activate brightness autotuning). Increase the brightness (to make the image brighter). Scan in gray mode (to activate brightness autotuning).

Manual Table Layout Analysis
Tip: If automatic table layout analysis has incorrectly drawn table rows and columns, editing the automatic analysis results instead of deleting all the blocks and redrawing them manually is usually more efficient. Editing a table manually: Use the following Image toolbar tools to edit a table: Add a vertical separator Add a horizontal separator
Remove a separator If the table cell only contains a picture, select the Treat cell as picture item in the Block Properties dialog (menu View>Properties). If the table cell contains both text and pictures, draw a separate picture block (or blocks) inside the cell. To merge table cells or rows: Select the Merge Cells or Merge Rows item in the Image>Table Cells menu. Note: You can split previously merged cells using the Split Cells command (Image>Table Cells menu). The Merge Rows option does not affect the division of the table into columns. Note: To avoid drawing horizontal and vertical separators manually, draw a separate table block, then rightclick on it. Select Analyze Table Structure in the local menu. The system will then draw all the necessary separators. Should the system draw any separators incorrectly, you can edit the table manually.

Using Block Templates

If you are processing a large number of documents with an identical layout (e.g. forms or questionnaires), analyzing the layout of every page will be time consuming. To save time, create a block template (i.e. a standard set of blocks of a particular type that correspond to a pages layout) and then apply the template to all pages you wish recognized that have the same layout. Note: Documents should always be scanned using their respective template(s) and using the resolution that was used to create the template(s).
To create a block template:
1. 2. Open an image and draw the blocks automatically or manually. Select Save Blocks Template in the Image menu. The Save Blocks Template As dialog will open. Type a file name for the block template in the dialog. Click the Batch Window and select the pages you wish to apply the block template to. Select Load Blocks Template in the Image menu. The Open Blocks Template dialog will open. Select the relevant block template file in the dialog. Click the appropriate Apply to item in the group. All pages applies the block template to all batch pages, while Selected pages applies the block template only to selected pages. Click the Open button.

To load a block template:

1. 2. 3. 4. 5.

Recognition
The aim of OCR is to read text from a source image and retain the source page layout. Before this can be done, however, the main recognition parameter recognition language needs to be set. This chapter deals with the recognition parameters and other important recognition issues, including the use of different recognition settings etc.
General Information on Recognition
Note: Always ensure that the following options have been correctly set before you start recognition: recognition language, recognition mode and source text print type. You may: 1. Recognize a block or several blocks drawn on an image. 2. Recognize an open page or all pages selected in the Batch window. 3. Recognize all unrecognized batch pages. 4. Recognize all pages in background mode. Background mode allows you to edit and recognize pages at the same time. 5. Recognize pages in training mode. Training mode is used for recognizing texts set in decorative fonts or for processing large volumes (more than a hundred pages) of documents of inferior print quality. 6. Recognize the same batch on several workstations. Note: This feature is available only in ABBYY FineReader 8.0 Corporate Edition. To start recognition: Either click the 2Read button on the WizardBar toolbar, or Select the necessary item in the Process>Read menu: Read to recognize the open page or all the pages selected in the Batch window; Read All Pages to recognize all unrecognized batch pages; Read Block to recognize a block or several blocks drawn on the image; Select Process>Start Background Recognition to start recognition in background mode. By default, the 2Read button recognizes the open image. To change button mode, click the arrow to the right of the button and select the mode of your choice in the local menu.
Note: When you perform OCR on a page that has already been recognized, recognition will only be carried out on new or modified blocks.

Recognition Languages

ABBYY FineReader recognizes both mono and multilingual (e.g. English and French) documents. To set the text recognition language, select it in the dropdown list on the Standard toolbar.
To recognize a multilingual document: 1. Select the Select multiple languages item in the language list on the Standard toolbar. The Recognition language dialog will open. 2. Select the language of your choice in the Recognition language dialog. Note: 1. If you find that you often use a certain language combination, you can create a new language group that includes the languages you most often use. 2. Increasing the number of the recognition languages used simultaneously may have an adverse effect on recognition quality. A reasonable number of languages to use simultaneously is 23. 3. Before recognizing a document, ensure that the fonts selected on the Save tab support all the characters contained in the recognition language(s) chosen, otherwise the recognized text will be displayed incorrectly ("?" or " " symbols will appear instead of letters). You may find that your chosen recognition language is not listed. This can be because of one of the following reasons: 1. The language is not supported by ABBYY FineReader. See the complete list of recognition languages under "Supported Languages". 2. The language hasn't been included in the recognition language list displayed on the Recognition toolbar. To add a language select the Choose more languages item in the language list on the Standard toolbar. The Recognition language dialog will open. Select the language of your choice in the dialog. 3. The language was disabled during custom installation. Note: Always ensure that you use the same folder as the one that contains ABBYY FineReader. 4. Your copy of ABBYY FineReader was purchased in an online store. To reduce download times, the distribution package sold via online stores includes only the most common interface and recognition languages. To download more languages, select Start/Programs/ABBYY FineReader 8.0/Download more languages and follow the instructions of the program. To show/hide a language in the dropdown list on the toolbar: Select the language of your choice in the Language Editor dialog (Tools>Language Editor) and then check or uncheck the Show this language in the dropdown list on the toolbar item. Tip: It is even possible to set a recognition language for an individual block. To do this, rightclick the block and select the Properties item in the local menu. The Properties dialog will open. Select the Block tab in the dialog and then select the block recognition language in the Languages field on the tab.

Check and Edit Text Options
These options are set on the Check Spelling tab (Tools>Options menu). Error display level Note: This option must be set before you start recognition. In the Error display level list, you may select the following values: None recognition errors are not highlighted. Standard unrecognized and uncertainly recognized characters are highlighted. Thorough the same as Standard, words not found in the dictionary are highlighted too. Note: The number of errors displayed in the Text window will change after you rerecognize the page. Stop at words with uncertain characters If you set this option, the spelling checker will stop at words with uncertain characters. Stop at words not found in the dictionary If you set this option, the spelling checker will stop at words not found in the dictionary. If a word is not found in the dictionary, it may have been recognized incorrectly. Stop at compound words If you set this option, the spelling checker will stop at those words not in dictionary which can be either made up according to the available morphology models or from the words in the dictionary. Note: This option is set in the Legacy Options dialog. To open this dialog box, click the Legacy Options. button on the General tab in the Options dialog. Ignore words with digits and other nonalphabetic characters If you set this option, the spelling checker will treat all words with digits and other characters not included in recognition language as correct, unless they contain uncertain characters. Correct spaces before and after punctuation marks If you set this option, the spelling checker won't stop if it finds incorrect spaces before or after punctuation marks; it will just correct the spaces automatically. Note: This option is set in the Legacy Options dialog. To open this dialog box, click the Legacy Options. button on the General tab in the Options dialog.
Adding and Deleting Words to/from the User Dictionary
Adding words to the user dictionary
Enlarging the dictionary is a good way of increasing recognition quality. During recognition, ABBYY FineReader checks all words it comes across for possible dictionary entries. Therefore it makes sense to add new words that are likely to come up frequently (e.g. specialized terms, abbreviations, names etc.) to the user dictionary. A distinctive feature of ABBYY FineReader's spelling checker is that a word is not only added to the dictionary in its original form, but its paradigm (i.e. the set of all its forms) is also added. This feature results in ABBYY FineReader being able to recognize a word in all its forms once it has been entered. To add a word to the dictionary during the spelling check: Click the Add button in the Check Spelling dialog.

Select Web page to link to an Internet page. In the Address field, specify the protocol and the URL of the page (e.g. http://www.abbyy.com); Select File to link to a file. Selecting this option opens the Open dialog where you need to provide the name of the file to which the hyperlink will lead; Select Email so that the user can send an email message to the address in the hyperlink. In the Address field, specify the protocol and the email address (e.g. mailto:office@abbyy.com).
To delete a hyperlink: In the Text window, rightclick the hyperlink you wish to delete and select Delete Hyperlink in the context menu.
Saving into External Applications and Formats
You can choose to save recognition results to a file, export them to an external application without saving them, copy them to the Clipboard or email them in a supported file saving format. You can save specific pages or all of the pages in the document. ABBYY FineReader can export recognition results to the following applications: Microsoft Word 6.0, 7.0, 97 (8.0), 2000 (9.0), 2002 (10.0) and 2003 (11.0); Microsoft Excel 6.0, 7.0, 97 (8.0), 2000 (9.0), 2002 (10.0) and 2003 (11.0); Microsoft PowerPoint 2002 (10.0) and 2003 (11.0); Corel WordPerfect 7.0, 8.0, 9.0, 10.0 (2002 ), 11.0 (2003) and 12.0; Lotus Word Pro 9.5, 97 and Millennium Edition; StarWriter 4.x, 5.x and 6.x, Adobe Acrobat/Reader (all versions).
General Information on Saving Recognized Text
You may: save recognized text using the Save Wizard, save opened or selected pages to a file or send them to an external application, save all the batch pages to a file or export them into an external application, save page image. Click the 4Save button to send the recognition results to the application you need or save them to a file. The icon appearance changes to reflect the current saving mode. The Save button caption displays the name of the currently selected export application.
To save recognized text: 1. Click on the downwardpointing arrow to the right to the 4Save button and select the desired item in the local menu. Note: To save a specific number of pages, select them prior to clicking the 4Save button. After the export is finished, the 4Save button icon will change to reflect the previous action (sending the recognized text to an application, sending it by email, copying it to the Clipboard or saving it to a file). The last export mode becomes the default for the 4 Save button, so that clicking the icon will use that save option without going to the buttons local menu.

Retaining page layout

Layout retention modes are set in the Retain layout group. The following choices are available: Columns, tables, paragraphs, fonts This option will retain the original layout in full, but in some cases there might be a slight difference from the original layout. Select this option if you are planning a lot of editing and reformatting in the recognized text. Original layout Select this option if you wish the recognition results to look exactly like the original document. Note: This option will not allow a lot of editing in the recognized text. It is most suitable for short artistic or brochurelike documents. Tables, paragraphs, fonts Select this option if you need the content of the original document, but do not need to retain the exact layout of the document.
Setting up the paper size
You may select the default paper size that will be used for saving in RTF, DOC or Word XML format. To do this, specify the required paper size in the Default paper size dropdown list.
Tips. 1. If you do not find a suitable paper size in the list, you can add your own custom paper size. In order to do this, select the Add custom paper size item from the list and in the dialog that appears specify the name, height and width for the custom paper size. 2. To ensure the recognition results fit the paper size, select the Increase paper size if content does not fit option. ABBYY FineReader will automatically select the most suitable paper size when saving the recognized text and pictures.

Text settings

Note that the default values of Text settings (an option is set or not) depend on the page layout retention mentioned above. Keep line breaks This option saves the the original arrangement into lines to be retained the RTF/DOC/Word XML format. Keep page breaks This option saves the original document page arrangement to be retained in RTF/DOC/Word XML format. Retain text color This option saves the original character color to be retained. Note: Word 6.0, 7.0 and 97 (8.0) have a limited text and background color palette. The original document colors may be replaced with the ones from the Word palette. Word 2000 (9.0) or later, on the contrary, retains the source document colors in full. Remove optional hyphens This option removes the optional hyphen sign () from the recognized text. If the Keep line breaks option is set, the optional hyphen signs will be replaced with the hyphen signs (). Highlight uncertain characters Select this options if you wish to edit the recognized text in Microsoft Word rather than in the ABBYY FineReader Text window. If this option is set all uncertain characters will be highlighted in Microsoft Word window. Tip. You may change the color of uncertain characters in the View tab of the Options dialog (Tools>Options menu).

Use system fonts If this option is selected the PDF file refers to the standard fonts installed on the user's computer. By default ABBYY FineReader embeds the fonts into the resulting PDF document. Embedded fonts ensure that the PDF document looks exactly like the original regardless of where it is viewed or printed. However, embedded fonts increase file size. If you do not need to embed fonts to your PDF documents, clear the Embed fonts option. Tips. 1. When you save texts that use a nonLatin code page (such as Cyrillic, Greek, Czech, etc.), ABBYY FineReader uses the fonts provided by ParaType (www.paratype.com/shop). 2. Before you can edit PDF files that use nonLatin code pages in Adobe Acrobat, you must change the font of the current text section to a font installed on your computer.

Security

When saving recognized text to PDF format you can use passwords that will prevent the PDF document from being opened, printed or edited.

PDF Security Settings

When saving recognized text to PDF format you can use passwords that will prevent the PDF document from being opened, printed or edited. The passwords and other restrictions are set in the PDF Security Settings dialog. To open this dialog, click the PDF Security Settings button on the PDF tab of the Formats Settings dialog. You can specify a Document Open password or/and Permissions password. Document Open password A Document Open password prevents the users from opening the PDF document unless they type the password specified by the author. If you wish to add this password to your PDF document: and in the the Enter Document Open Select the Require password to open document option, click Password dialog, type in the password and confirm it. The password you specified will be displayed with dots in the Document Open password field. Permissions password A Permissions password prevents the users from printing and editing the PDF document unless they type the password you specify. If some security settings are selected for the document the users will not be able to change these settings until they type the password you specify. If you wish to add this password to your PDF document: and Select the Restrict printing and editing the document and its security settings option, click in the the Enter Permissions Password dialog, type in the password and confirm it. The password you specified will be displayed with dots in the Permissions password field. You can also enable or disable printing, editing or copying your PDF documents. These restrictions are defined in the Permissions settings group. The Printing allowed dropdown list enables/disables printing for the PDF document. The Changes allowed dropdown list specifies which editing actions are allowed in the PDF document. The Enable copying text, images and other contents option allows the users to select and copy text, pictures, etc. from your PDF document. If you wish to prevent the users from copying the content of the document, make sure that this option is cleared. The Encryption level dropdown list specifies the type of encryption for a passwordprotected document. The list allows you to select one of the three levels: the Low (40 bit) compatible with Acrobat 3.0 and above item sets a low (40bit RC4) encryption level; the High (128 bit) compatible with Acrobat 5.0 and above item sets a high (128bit RC4) encryption level, but Acrobat 3.0 users cannot open PDF documents with this encryption level; the High (128 bit AES) compatible with Acrobat 7.0 item sets a high (128bit RC4) encryption level, but Acrobat 6.0 (or earlier) users cannot open PDF documents with this encryption level.

Saving Recognized Text in HTML Format
All saving options for HTML format are set on the HTML tab in the Formats Settings dialog. To open this dialog, click the Formats Settings button on the Save tab of the Options dialog or press CTRL+SHIFT+X. Note: When saving text in HTML format, ABBYY FineReader uses the fonts set on the Save tab in the Options dialog (Tools>Options menu) or those you set during text editing in the Text window. The following options enable you to customize the saving mode so that the resulting document is most suitable for later retrieval and processing: Page layout options Format options Text settings Picture settings Character encoding options
Layout retention modes are set in the Retain layout group. The following choices are available: Original layout Select this option if you wish the recognition results to look exactly like the original document. Note: This option will not allow a lot of editing in the recognized text. It is most suitable for short artistic or brochurelike documents. Remove all formatting Only structure of tables and arrangement into paragraphs are retained. The text is set in the same font of the same size. Retain font and font size Structure of tables, arrangement into paragraphs, font and font size are retained in this mode.

Format options

HTML formats available: 1. Full (uses CSS and requires Internet Explorer 4.0 or later) the latest HTML format HTML 4 is used. HTML 4 supports all document layout retention types (the actual retention type used depends on the options set on the Formatting tab in the Retain layout group). The builtin style sheet is used. Note: Internet Explorer 4.0 or later is required for viewing a document saved in this mode. 2. Simple (compatible with all (Internet) browsers) HTML 3 format is used. The approximate document layout is retained i.e. the first line indent is not retained but the approximate font size is (HTML 3 format supports only a limited number of font sizes; ABBYY FineReader will choose the HTML 3 format font size that corresponds to the actual font size of your text). This HTML format is supported by all browsers (Netscape Navigator, Internet Explorer 3.0 and later).
Note that the default values of Text settings (an option is set or not) depend on the page layout retention mentioned above. Keep line breaks This option allows the the original arrangement into lines to be retained in HTML format. Retain text color This option saves the original character color to be retained. Note: Word 6.0, 7.0 and 97 (8.0) have a limited text and background color palette. The original document colors may be replaced with the ones from the Word palette. Word 2000 (9.0) or later, on the contrary, retains the source document colors in full. Use solid line as page break This option saves the original arrangement into pages; the pages will be separated by a solid line.

If you wish to keep pictures in the recognized text, make sure that the Keep pictures option is set in the Picture settings group. If the recognized document contains many pictures, you can reduce the size of the resulting file: select the desired picture quality and format in the Picture settings group. Quality Three quality levels are available in the Quality dropdown list. Select: High if you are planning to print the recognition results. Medium if the recognition results are intended for viewing on the screen. Low if you are planning to place the recognition results on the Web. The higher the value you choose from the Quality dropdown list, the higher will be the quality of the pictures you save. The size of the file is also affected by this value: the higher the value, the larger the file you get. Tip. In order to tune the best 'size/quality' ratio, try to save the recognition results with different Quality values, and then open them in an image viewing application. Format As a rule, ABBYY FineReader selects the picture format automatically. To ensure that this is the case, make sure that the (Automatic) item is selected from the Format dropdown list. If you wish to set up the format manually, select one of the following items: JPEG, Color (for photos), This option is suitable for documents containing color scanned or digital photos. JPEG, Gray (for photos), This option is suitable for scanned or digital photos saved in grayscale mode. PNG, Color (for charts, diagrams), This option allows you to save charts, diagrams or drawings with retaining their colos. PNG, Gray (for charts, diagrams), This option is suitable for saving charts and diagrams in grayscale mode. PNG, Black and white. This option allows you save pictures in blackandwhite mode.
Character encoding options
ABBYY FineReader detects the code page automatically. To change the code page, select the code page of your choice or the code page type in the Character encoding group.
Saving Recognized Text in PPT Format
When saving the recognition results to PPT format, ABBYY FineReader automatically retains full page layout. All saving options for PPT format are set on the PPT tab in the Formats Settings dialog. To open this dialog, click the Formats Settings button on the Save tab of the Options dialog or press CTRL+SHIFT+X. Note: When saving text in PPT format, ABBYY FineReader uses the fonts set on the Save tab in the Options dialog (Tools>Options menu) or those you set during text editing in the Text window. The following options enable you to customize the saving mode so that the resulting document is most suitable for later retrieval and processing: Text settings Picture settings
Keep line breaks This option saves the original arrangement into lines in the PPT format. Wrap text If line formatting is preserved, the recognized text will fit the width of the text block of the slide.

Saving a Batch

To save a batch: Select Save Batch As in the File menu. In the Save Batch As dialog, specify the name of the batch and the desired storage location.
Closing a batch page or the whole batch
To close a batch page: Select Close Current Page in the Batch menu. To close a batch: Select Close Batch in the File menu.

Deleting a Batch

Note: When a batch is deleted, all of its contents (including image and text pages, related files, user patterns, user languages, etc.) will be deleted, leaving the folder empty.
To delete a batch: Select Delete Batch in the Batch menu. To delete a batch page: 1. Select the page(s) you wish to delete in the Batch window. 2. Select Delete Page from Batch in the Batch menu or press DEL.

Batch Settings

To save batch settings in a file: Click on Save Options. on the General tab (Tools>Options). The Save Options As dialog will open. Enter the file name. The following settings will be saved: the Scan/Open, Read, Check Spelling and Save tab settings, and the settings specified in the Formats Settings dialog box. The user languages, user language groups and user patterns will also be saved in the file. To apply the options set to all new batches, check Apply this options set to new batches in the Save Options As dialog. To return to the default settings: Click on Reset to Defaults on the General tab. To load the settings: Click Load Options. on the General tab and select the ABBYY FineReader option set (*.fbt) file that contains the desired settings.
FullText Search in Recognized Batch Pages
Important! You need Internet Explorer 4.0 or later to access this option. ABBYY FineReader allows you to search all recognized pages for words in every possible grammatical form. The search pattern may consist of one or several words. The search term may be in any form (for languages with dictionary support), and the search process will identify the indicated words anywhere within the text (no matter how far apart) and in any order. To do a fulltext search: 1. Select Advanced search in the Edit menu or press ALT+F3. 2. The Search window will open below the Zoom window. 3. Enter the desired text in the Find what field. You can also paste the Clipboard contents into the field or select a previous search from the dropdown list. 4. Click Find. The Search results window will display the list of batch page numbers that contain all of the words from the Find what field. The date that each identified page was modified will be displayed and the first page section to contain the search pattern will be highlighted. Click on a page number to open it in the Image, Text and Zoom windows. The found words will be highlighted in color in all three windows. Note: The search function cannot locate specialized characters, such as endofline characters or paragraph marks.

Omnifont system A recognition system that recognizes characters set in any font and font size without prior training. Option set the total of option values specified on the Scan/Open, Read, Check Spelling and Save tabs of the Options, Formats Settings and Legacy Options dialog boxes. Option sets also include user languages and patterns. Option sets can be saved and then used (loaded) in other ABBYY FineReader batches. 64
Optional hyphen A hyphen () that indicates exactly where a word or word combination should be split if it occurs at the end of a line (e.g. "autoformat" should be split to "autoformat"). ABBYY FineReader replaces all hyphens found in dictionary words with optional hyphens. P Page layout A combination of the way text, tables and pictures are arranged on a page, the way text is arranged into paragraphs, the font and font size of the text, the number of text columns, the character and background color, and the text orientation. Page layout analysis (drawing blocks) A process of analyzing the page layout and enclosing different image areas in blocks according to the layout. Blocks may be of different types. Page layout analysis may be performed automatically in a coupled recognition/page layout analysis procedure (run by clicking the 2Read button) or manually. Paradigm The set of all grammatical forms of a word. Pattern A set of pairs (the character image and the character itself) that is created during pattern training. A pattern provides additional information during recognition. Permissions password A password which prevents the users from printing and editing a PDF document unless they type the password the author specified. If some security settings are selected for the document the users will not be able to change these settings until they type the password you specify. PDF security settings Restrictions that can prevent a PDF document from being opened, edited, copied or printed. These settings include Document Open passwords, Permissions passwords and encryption levels. Picture A block that is used for image areas that contain pictures. This type of block may enclose an actual picture or any other object that should be displayed as a picture (e.g. a section of text). Primary form The form of words in dictionary. Prohibited characters If certain characters will never be found in recognized text, they may be specified in a set of prohibited characters in the language group properties. Specifying these characters increases the speed and quality of recognition. To specify a set of prohibited characters, click on Advanced in the Language Group Properties dialog. The Advanced language group properties dialog will open. Specify the set of prohibited characters in the Prohibited characters line. R Recognition Area A block that is used for automatic recognition and analysis. After the 2Read button is clicked, all blocks of this type will be automatically analyzed and recognized. Resolution A scanning parameter determining how many dpi to use during scanning. Resolution of 300 dpi should be used for texts set in 10pt font size and larger, 400 to 600 dpi is preferable for texts of smaller font size (9pt and less). S Scanner A device for inputting images into computer. Scan&Read The main ABBYY FineReader button. Click it to have ABBYY FineReader scan and recognize your image(s). Scan&Read Wizard Runs a special Scan&Read mode. ABBYY FineReader guides you through document processing and provides advice on getting best results. Source Text Print Type A parameter reflecting how the source text was printed (on a laser printer or equivalent, on a matrix printer in the draft mode, on a typewriter). For laserprinted texts, the Auto mode should be set; for typewritten texts, the Typewriter mode should be set; for texts printed on a dot matrix printer in draft mode, the Dot Matrix Printer mode should be set. T Table A block that is used for table image areas or for areas of text that are structured in a table. When the application reads this type of block, it draws vertical and horizontal separators inside the block to form a table. This block is represented as a table in the output text. Tagged PDF A PDF document which contains information about the document structure such as logical parts, pictures, tables, etc. This structure is expressed via "PDF tags". A PDF file equipped with the tags may be reflowed to fit different screen sizes and will be displayed well on handheld devices. Text A block that contains text areas. Note that Text blocks should only contain singlecolumn text. Training Creating pairs of a character image and the character itself. See the "Recognition with Training" section for details. TWAIN, TWAIN dialog A scanner dialog. U Uncertain characters Characters recognized with a certain degree of uncertainty. ABBYY FineReader marks characters that may be incorrectly recognized. Uncertain words Words containing one or several uncertain characters. Unicode A standard developed by The Unicode Consortium (Unicode, Inc.). The standard is a 16bit international encoding system for processing texts written in the main world languages. The standard is easily extended. The Unicode Standard determines the character encoding, as well as properties and procedures used in processing texts written in a certain language.