LEGAL NOTICES

Copyright 2003 ScanSoft, Inc. All rights reserved. No part of this publication may be transmitted, transcribed, reproduced, stored in any retrieval system or translated into any language or computer language in any form or by any means, mechanical, electronic, magnetic, optical, chemical, manual, or otherwise, without prior written consent from ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts 01960. Printed in the United States of America and in Ireland. The software described in this book is furnished under license and may be used or copied only in accordance with the terms of such license. IMPORTANT NOTICE ScanSoft, Inc. provides this publication "as is" without warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability or fitness for a particular purpose. Some states or jurisdictions do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. ScanSoft reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of ScanSoft to notify any person of such revision or changes. TR A D E M A R K S A N D C R E D I T S ScanSoft, OmniPage, OmniPage Pro, PaperPort, Pagis, True Page, Direct OCR, RealSpeak and ASR-1600 are registered trademarks or trademarks of ScanSoft, Inc., in the United States and/or other countries. All other company names or product names referenced herein may be the trademarks of their respective holders. THIRD PAR TY LICENSES/NOTICES Please see acknowledgements/notices at the end of this guide.

ScanSoft, Inc.

9 Centennial Drive Peabody, MA 01960 U.S.A.

ScanSoft Belgium BVBA

Guldensporenpark 32 BE-9820 Merelbeke Belgium Part Number 50-281A-10119

O N T E N T S

WELCOME
Using this Guide Getting online Help Online HTML Help Context-Sensitive Help Tech Notes Glossary When to go online

INSTALLATION

AND SETUP
System requirements Installing OmniPage Pro Setting up your scanner with OmniPage Pro How to start the program Registering your software New features in OmniPage Pro 14

INTRODUCTION

What is optical character recognition OmniPage Pros OCR capabilities Documents in OmniPage Pro Basic processing steps The OmniPage Desktop The Menu bar The Toolbars The Image Panel The Text Editor The OmniPage Toolbox

OmniPage Pro Users Guide

Managing documents Thumbnails Document Manager Customizing Document Manager columns Deleting pages from a document Printing a document Closing a document OmniPage Documents Why save to OPD How to save to OPD How to load an OPD Settings

PROCESSING

DOCUMENTS
Quick Start Guide Loading and recognizing sample image files Scanning and recognizing a single page Processing overview Automatic processing Stopping and restarting automatic processing Manual processing Combined processing Processing with workflows Processing from other applications How to set up Direct OCR How to use Direct OCR How to use OmniPage Pro with PaperPort Processing with the Batch Manager Defining the source of page images Input from image files Input from scanner Scanning with an ADF Scanning without an ADF Describing the layout of the document Zones and backgrounds Automatic zoning iv

Contents

Manual zoning Zone types and properties Working with zones Speed zoning Table grids in the image Using zone templates

PROOFING

AND EDITING
The editor display and views Proofreading OCR results Verifying text User dictionaries Languages Training Manual training IntelliTrain Training files Text and image editing On-the-fly editing Reading text aloud

SAVING

AND EXPORTING
Saving OmniPage Documents Export Results button Saving original images Saving recognition results Selecting a formatting level Selecting converter options Using multiple converters Saving to PDF Converting from PDF Copying pages to Clipboard Sending pages by mail Other export targets

WORKFLOWS

Workflows Sample workflows Running workflows Workflow Assistant Creating workflows Modifying workflows Batch Manager Creating new jobs Modifying jobs Managing and running jobs Watched folders Barcode driven workflows Voice recognition

TECHNICAL

INFORMATION
Troubleshooting 110 Solutions to try first 110 Testing OmniPage Pro 111 Increasing memory resources 112 Increasing disk space 112 Text does not get recognized properly 113 Problems with fax recognition 114 System or performance problems during OCR 114 Supported file types 115 File types for opening and saving images 115 File types for saving recognition results 116 Uninstalling the software 118

Welcome

Welcome to this OmniPage Pro text recognition program, and thank you for choosing our software! The following documentation has been provided to help you get started and give you an overview of the program. This Users Guide This guide introduces you to using OmniPage Pro 14. It includes installation and setup instructions, a description of the programs 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 Pros 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 ScanSofts web site at www.scansoft.com provides timely information on the program. The Scanner Guide contains up-dated information about supported scanners and related issues; ScanSoft tests the 25 most widely
OmniPage Pro Users Guide 7
used scanner models. Access ScanSofts web site from the OmniPage Pro Installer or afterwards from the Help menu.

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 14. Please refer to the scanners own documentation as necessary. The following conventions are used in this guide: Bold Italic

Choose Start!All Programs!ScanSoft OmniPage Pro 14.0! Scanner Wizard or click the Setup button in the Scanner panel of the Options dialog box. or choose Scan in the Get Page drop-down list in the OmniPage Toolbox and click the Get Page button.
The Scanner Setup Wizard starts. If you have a web connection, the first panel invites you to update the scanner database supplied with the wizard. Choose Yes or No and click on Next.
Choose Select and test scanner or digital camera, then click Next. If you have a single installed scanner, it appears, along with any scanners previously set up with OmniPage Pro. If the required scanner is not listed, click Add Scanner. You see a list of all detected scanner drivers in the checkmarked categories. This can include network devices. Select one and click OK. To install a second device, you must run the Scanner Wizard again. The wizard reports whether the chosen scanner model already has settings in the scanner database. If it does, you do not need to test it. If it does not, you should test it. Click on Next. If you chose not to test, click Finish. If you chose testing, click Next to have the scanner connection tested. If the connection is in order, you see a menu of further tests. Choose which testing steps you want to run. The Basic test scan is recommended.
By default OmniPage Pro uses its own scanning interface, located in the Scanner panel of the Options dialog box. If you want to use your scanners own interface instead, choose Advanced settings and select this. Choose Modify hints only if you are experienced in configuring scanners or have been advised by Technical Support to do so. Click Next to start the tests. For the Basic scan test, insert a test page into your scanner. The wizard will scan using your scanner manufacturers software. Click on Next. Your scanners native user-interface will appear. Click on Scan to begin the sample scan. If necessary, click on Missing Image or Improper Orientation. and make the appropriate selections. Once the image appears correctly in the window, click on Next. Move through the remaining requested tests, following the instructions on the screen. When all the requested tests have been completed successfully, the Scanner Wizard reports and invites you to click on Finish. You have successfully configured your scanner to work with OmniPage Pro 14!
To change the scanner settings at a later time, or to setup or remove a 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 wizard and select Test the current scanner or digital camera in the second panel, then work through the procedure described above, maybe using advice received from Technical Support. To specify a different default scanner, open the wizard to reach the list of setup scanners. Move the highlight to the desired scanner and be sure to close the wizard with Finish. To get updated settings for your current scanner, open the wizard, request a fresh database download in the first screen, then choose Use current settings with current device, click Next and then Finish.

page 31 page 83 page 93 page 89 page 31 page 59 page 31 page 31 page 73 page 29
Colored backgrounds Resolution control Improved proofing system Concurrent saving Audio book publishing Voice read-back Batch Manager
Get better recognition of text printed on color or shaded backgrounds. There is also improved noise removal. Choose the resolution for saved page images and for images embedded in recognized pages. The two parts of words hyphenated at line ends are now joined. The image viewer and the verifier display both image parts. Create multiple converters to save to more than one file type in one step: for example save page images and recognized pages. Save recognized texts as WAV audio files. Transfer these to CD to have scanned documents read aloud anytime - even on the move. ScanSoft RealSpeak as the Text-to-Speech solution provides better quality voices in more languages for having text read aloud. Redesign of the previous Schedule OCR facility gives more control and better overview for unattended processing of pre-defined jobs. Jobs can take input from watched folders, with better handling of multiple folders. Background processing runs whenever image files are sent to these folders. Recurring jobs are supported. Start a workflow by placing a barcode cover page in a scanner on top of your document. Cover page image files can start image file workflows. Generate tagged, signed and encrypted Portable Document Files. Allow reading of tags when PDF files are opened to improve layout retention. ScanSoft enables PDF files to be converted to Word documents when working in Microsoft Word, without using OmniPage Pro. Support for Microsoft Word 2003 (Word ML). In OmniPage Pro 14 Office support is added for Microsoft Reader (.LIT) and maintained for the XML and eBook file types. Start workflows and control proofing corrections by voice commands in a number of languages, using the included ScanSoft ASR-1600 voice recognition modules. Take image files from Microsoft SharePoint, any ODMA-compliant Document Management System (DMS) or an FTP site and export files to these locations for storage or group use. Create searchable, editable PDF files from text files, such as Word documents. OmniPage Pro installs a PDF printer driver that becomes available in all your print-capable applications.

page 49 page 85 page 65 page 86 page 116 page 76 page 101

Office

Smart Folders

page 104

Barcode cover pages

page 106

Greater PDF support

page 88

Open PDF files in MS Word

page 89

Export to Office 2003

page 116

Voice control

page 107

SharePoint, DMS and FTP

page 92

Print to PDF functionality
A more complete list of features and differences appears in online Help.

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. This chapter introduces you to the solution: optical character recognition (OCR). It describes how OmniPage Pro 14 uses OCR technology to transform text from scanned pages or image files into editable text for use in your favorite computer applications. We present the following topics:
What is optical character recognition Documents in OmniPage Pro Basic processing steps
The OmniPage Desktop Managing documents OmniPage Documents Settings
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 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 Pros 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.

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

Workflow drop-down list

Get Pages drop-down list Some items appear only in OmniPage Pro 14 Office, others only if the source is available.
1. Make sure 1-2-3 is selected in the Workflow drop-down list. 2. Select the desired Get Page setting in the drop-down list. You define the document source, which can be from image files or from a scanner. See Defining the source of page images on page 48. 3. Select a setting from the Layout Description drop-down list, as shown above. This guides the program in auto-zoning the pages. You describe the incoming pages or specify a zone template file. See Describing the layout of the document on page 51. 4. Select a setting from the Export Results drop-down list. You can save pages (current, selected, all) to file, copy them to Clipboard, send
them as mail attachments or direct them to other targets. Save the document as an OmniPage Document file from the File menu or Standard toolbar. See Saving and exporting on page 79. 5. 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. 6. Click the Start button or choose Workflows in the Process menu and click Start with 1-2-3 still selected. 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: Finish processing unrecognized and unproofed pages and then export the results. Add more pages from the same source or a different source, with changed or unchanged settings. Re-process all pages to discard all recognition results and rerecognize 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.

52 Processing documents

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 Process Zones 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. A workflow can contain auto-zoning. 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 53

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: Background remains as ignore. Zone 4 returns as a set of zones, in this case to handle 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.

Templates are available in Direct OCR, in the Workflow Assistant and also for use in Batch Manager jobs.

Chapter 4

Proofing and editing
Recognition results are placed in the Text Editor. These can be recognized texts, tables and embedded graphics. This WYSIWYG (What You See Is What You Get) editor offers the following features, detailed in this chapter:
The editor display and views Proofreading OCR results Verifying text User dictionaries Languages Training Text and image editing On-the-fly editing Reading text aloud
The editor display and views
The Text Editor displays recognized texts and can mark words that were suspected during recognition with wavy underlines:
Green Non-dictionary words: These were recognized confidently, but are not found in any active dictionary: standard, user or professional. Blue Words with suspect characters: These contain unrecognized characters or are dictionary-approved words containing characters recognized with lower confidence. 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 14 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.
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 73. 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. 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 appears if you load an OPD with an embedded training file. You can edit it and also save it to a new named training file. Select this, click Save and type in a name to save a new training file. Select this to unload a training file.
default location, but you can specify a different path, for instance on a local network, to share training files with other users.
Click this to edit the selected training file in the Edit Training dialog box. Use this also to save new training into a loaded training file. It is listed as:

<File name>

[modified]
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.
You are editing your unsaved training. 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.
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. Changed assignations appear in red. 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 between paragraphs. The Text Editors horizontal ruler lets you define indent and tab positions easily. Advanced tab settings are done in the Tabs dialog box from the Format menu. Numbered and bulleted paragraphs can be detected and edited. 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

Saving OmniPage Documents
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.

Export Results button

Exporting is done through button 3 on the OmniPage Toolbox. It lists available export targets. The picture on the left shows all possible targets. The last three appear only in OmniPage Pro 14 Office. Some appear only if access to the target is detected on your computer. Select the desired target then click the Export Results button to begin export. You can also perform exporting through the Process menu.

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 115. 1. Choose Save to File in the Export Results drop-down list. In the dialog box that appears, select Image under Save as.
2. Choose a folder location and a file type. Type in a file name. 3. Select to save the selected zone image(s) only, the current page image, selected page images or all images in the document. For multiple zones or multiple pages, you can have all images in a single multipage image file, providing you set TIFF, MAX, DCX or Image-only PDF 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. 4. Click Converter Options. if you want to specify a saving mode (black-and-white, grayscale, color or As is), a maximum resolution and other settings. For TIFF files, you specify the compression method here. 5. Click OK to save the image(s) as specified. Zones and recognized text are not saved with the file.
To see the size and resolution of a page image, hover the cursor over it or its thumbnail in the Image Panel. Show or hide this display in its shortcut menu. 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. You can save images to two or more file types, or save images together with recognized pages in one saving step. See Using multiple converters on page 86.
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 116. 1. Choose Export Results. in the File menu, or click the Export Results button in the OmniPage Toolbox with Save to File selected in the drop-down list. 2. The Save to File dialog box appears. Select Text under Save as.

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. Three groups appear: Text converters, Image converters and Multiple converters. Select the desired converter and click the Options button. In this case, the Apply button is not available.
Using multiple converters
Multiple converters allow you to export to two or more file types in one export step. Choose Multiple in the saving dialog box:
The program has four sample multiple converters: Image PDF and TIFF, Word and TIFF, Word and TXT, PDF and Word. When you choose one, your pages will be saved to both file types using the file name you provide. The extension differentiates the files. To save the files to different folders, click Converter Options. and specify sub-folders. All other settings are taken from the current converter options for each file type in the multiple converter. To make your own multiple converter, open the Export Converters dialog box from the Tools menu. Choose the heading Multiple converters and click New. to receive a list of all text converters, followed by all image converters. Checkmark the desired ones. Optionally specify sub-folder paths for each file type. Click New Converter., specify a name and click OK. The sample converters and those you create are dependent converters. Suppose you make a multiple converter to save to HTML and WordPad.

86 Saving and exporting

If you later change the saving options for the simple HTML converter, these changes will also be applied in the multiple converter. To make an independent multiple converter, using the same example, select the simple HTML converter and make a new simple converter from it, naming it for instance HTML for multiple. Similarly, make a converter WordPad for multiple. Then make a new multiple converter from the two user-defined simple converters. In this way, the settings for simple saving to HTML will be independent from those in the multiple converter. You can save pages with different formatting levels or file options to the different file types, as defined in their simple converters. A few saving operations cannot be done with multiple converters. These are: Saving OmniPage Documents Use a workflow with two saving steps, or perform two separate saves. Saving to two targets For instance, you cannot use a multiple converter to save a document to file and also send it in mail. Use a workflow with two saving steps, or perform two separate saves. Saving different page ranges You cannot save different page ranges to different file types, because only one set of selected pages can exist at saving time. For the same reason, a single workflow cannot be used either. Perform two separate saves or use two workflows.

OmniPage Pro offers a new export option. Turn recognized text into an audio wave file for later listening, using ScanSoft RealSpeak. A multiple converter is useful for this, allowing you to save the document to file and generate a wave file in one saving step. You must specify the reading language in the converter options for the wave file type.

Saving to PDF

You have five choices when saving to Portable Document Format (PDF) files. The first four are presented as Text converters, the last one is listed among the Image converters. 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. OmniPage Pro 14 Office allows you to create signed, tagged or encrypted PDF files. To do this, select a PDF file type, click Converter Options. and make the necessary choices. OmniPage Pro 14 Office is supplied with a PDF printer facility. This allows documents inside any print-capable application to be converted to the PDF (Normal) format. Once OmniPage is installed, a new printer, called ScanSoft PDF Printer will appear in your Print dialog boxes. Click Properties. to set PDF creation norms. When you click OK you are invited to specify a path and name for the PDF file.

Converting from PDF

OmniPage Pro 14 Office is supplied with a separate program from ScanSoft: the PDF Converter for Microsoft Word. This allows you to convert PDF files into Word documents quickly and easily. Once OmniPage Pro is installed, PDF becomes available as a file type in the Microsoft Word File Open dialog box. In most cases the conversion can be done without invoking OmniPage Pro. It also places a PDF to Word button in the Microsoft Outlook toolbar to perform conversion of PDF files attached to mail messages. The PDF Converter has its own help system, to be found in the Help menu in Microsoft Word.
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 plain or Unicode text will be pasted. Graphics are retained if the application supports insertion of images. If the target application has a command Paste Special., use it to specify which variant to paste. ! 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. 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.

Running workflows

Here is how to run a sample workflow or one you have created: 1. If your workflow takes input from scanner, place your document in its ADF or its first page on the scanner bed. 2. Select the desired workflow from the Workflow drop-down list. 3. Press the Start button. The OmniPage Toolbox displays the steps in the workflow and acts as a progress monitor. You do not have access
to most program functions while the workflow is running. To stop the workflow before it completes, press the Stop button. 4. If run-time input selection is specified, the Load Images dialog box awaits your choice of files. 5. If you requested a step requiring interaction (manual zoning or proofing) the program presents pages for attention. 6. When a page is zoned or proofed, click the Page Ready button in the Toolbox to move to the next page. 7. When the last page is zoned or proofed, or when you no longer want to do zoning or proofing, press the appropriate Document Ready button on the Toolbox. Any pages without zones will be auto-zoned. 8. The document will remain displayed in OmniPage Pro if you requested that when the workflow was created. Documents created by the sample workflows will remain displayed. If your workflow contains no saving step, you will be invited to save it to an OmniPage Document on workflow completion. 9. A progress monitor tells you when the workflow is complete and where to find the output file(s). In OmniPage Pro 14 Office, you can have automatic notification sent to an e-mail address. You can also run workflows from an OmniPage Workflow Starter icon on the Windows taskbar. Click it for a shortcut menu listing your workflows. Select one to run it. OmniPage Pro will be launched if necessary. If it is running with a document loaded, you will be invited to close it first, unless the workflow input is Use current document. If you do not see the OmniPage icon, enable it in the General panel of the Options dialog box or choose Start!All Programs!ScanSoft OmniPage Pro 14.0! OmniPage Workflow Starter. When the Workflow Starter is running in OmniPage Pro 14 Office with the ASR-1600 voice recognition system in operation, you can launch workflows by voice commands. See Voice recognition on page 107. You can launch some workflows from your desktop. Right click on an image file icon or file name for a shortcut menu. Multiple file selection is possible. Choose OmniPage Pro 14.0 and a workflow name from the sub-menu. This sub-menu also provides quick access to five target

Workflows 97

formats using default settings: Word, Excel, PDF, TXT and WordPerfect. Only workflows with run-time prompting for input files are listed here. Pressing Stop while a workflow is running pauses it. Click Start to resume processing. If you pause a workflow, maybe do some manual processing, and then save the document as an OmniPage Document, when you later open that OmniPage Document, the interrupted workflow will use the OPD as input and finish the processing.