How to convert a scanned document into Word format

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If you have a printed document or a picture that you want to insert into a Word document, there are several ways you can do this.

Note: If you are looking for instructions on how to connect a Microsoft Windows scanner or copy, visit the manufacturer's support website for your device.

Scan an image into Word

To scan an image into a Word document, use a scanner, multifunction printer, digital camera, or searchable copy.

Scan the image or take a photo of it using a digital camera or smartphone.

Save the image in a standard format such as JPG, PNG or GIF. Place it in a folder on your computer.

In Word, place the cursor where you want to insert the scanned image and on the Insert tab on the ribbon, click the Pictures button.

Select your scanned image from the dialog box and click the Insert button.

Create a Word Document

If you already have a scanned document, simply open it in Paint. If not, in the same program, select File-From Scanner or Camera in the menu and start the scanning process. Since you are scanning a document for a text file, in the scanner settings window, select the option Black and white drawing or text

. After the document is scanned, open it in Paint.

Select Start - All Programs - Microsoft Office - Microsoft Office Tools - Microsoft Office Document Imaging

In the program window, select File-Open

, find the tiff file we created earlier in the dialog box that opens, and open it

Now you need to select the text contained in it. To do this, press the key combination CTRL+A and then CTRL+C to copy the text to the clipboard.

Create a new document in Microsoft Word, and press CTRL+V to paste the text you copied earlier. Then, through the File-Save As item, save the file with the extension .doc.

Thus, the Word document is created. Now all that remains is to make changes to it if necessary.

Many users who work with text documents often need to copy some text, say, from a paper original, and then paste it into Word. This eliminates the need for manual typing. It's okay if it's one or two sheets. And when there are ten or twenty pages?

Inserting scanned text into Word

The best way to scan a document into Microsoft Word is to use our free Office Lens app on your smartphone or tablet. Uses your device's camera to capture information about a document, which can be saved directly in Word format as an editable document. Available for free on iPad, iPhone, Windows Phone and Android.

If you don't want to use Office Lens, the next best option is to scan the PDF document using your own scanner and reopen the PDF in Word.

In Word, choose File > Open.

Navigate to where the PDF file is stored and open it.

Word will open a dialog box confirming that it will be ready to import text into a PDF file. Click OK to confirm and Word will import the text. Let's make Word as efficient as possible to preserve the original text formatting that appears in PDF format.

Note: The accuracy of OCR depends on the quality of the scan and the clarity of the scanned text. Handwritten text is rarely recognized, so scan printed materials for best results. Always check the text after opening it in Word to make sure it is recognized correctly.

Additionally, the scanner may come with an OCR application. Consult the documentation for your device or its manufacturer.

Scanning tricks

To scan a document you need to know small nuances:

— set the resolution to 300 dpi;
— use a frame to select the area to be scanned;
— save in tif or bmp format, since jpg has a smaller format.

When scanning photos, be sure to use the preview function in order to make changes in time. You can choose any orientation of the image, but the resolution will determine the quality of the image. How can the printer convey this clear and detailed image? Is it possible to send this photo by mail, or will it weigh a lot and I will still have to reduce the file size? By answering these questions adequately, you can save your time when scanning photos.

In order to choose the right printer, you need to understand what it is needed for: for home, office, school, printing photos, text files, what kind of computer you have, what the quality requirements are. Should it be laser or inkjet? Currently, there is a compact printer that has a built-in battery; it can easily be synchronized with a tablet, phone, or laptop via Wi-Fi. A mobile printer allows its owner not to depend on the constantly changing circumstances of our lives.

Nowadays you can choose a computer for gaming or professional use, for ordinary everyday needs and serious tasks. When the hardware is compatible with the devices attached to it, the life of the owner becomes carefree and enjoyable.

Permission

To insert a scanned image into a Word 2010 document, follow these steps:

Use the software included with the scanner to scan and save the image to your computer.

Make a note of the path to the saved image.

Open Word 2010.

Click the Insert and then select Picture .

In the Insert Picture , navigate to the folder that contains the saved image.

Select an image and click the Insert .

How to scan a document in Word

First of all, the document is scanned. For this case, it is better to choose the png or jpg format. The image size must also be impressive (from 400 dpi) so that there are no problems with recognition.
The resulting images are saved in a specific location, after which the text recognition program itself will be required. It is best to choose Adobe FineReader. This is a universal software that does not cause any complaints in terms of the quality of its work. It is important to note that after installing this program, the corresponding tab should appear in MS Word, therefore, using the functionality is significantly simplified.
Through Adobe FineReader, you need to select the “File” and “Open” menu item, select the necessary images. Next, the image processing menu will appear, we need to select the language that is used in the document, as well as some other options, including dictionaries and other settings (not so important for obtaining the result).
Click the “Recognize” button and wait for the process to complete. It is likely that not everything is recognized, so those words that the program could not identify will be highlighted in a different color and can be edited directly in the program.

If the text in the scanned document itself is slightly shifted, then in Adobe FineReader you need to select certain paragraphs of text using selection. This will ensure that the text is not missed during recognition.
As a result, you need to click on the “Save” button, after which you will be able to choose where to save the document, as well as its format. Of course, in the case of MS Word you need to choose the doc or docx extension.
If before saving it turns out that the document is divided into several columns, then you need to select the “Format” menu, then go to “Columns” and select “Single” so that the document looks simple and harmonious. Also in “Page Settings” there is the ability to customize margins, indents and fonts.

How to convert a scanned document to Microsoft Word format?

Have you ever encountered a situation where you wanted to change the contents of a scanned file and were unable to do so? Now you can do it instantly by simply changing the file format. This article provides steps on how to convert a scanned document to Microsoft Word.

When you scan a document or scanner, it offers you a list of formats in which you can save the file. However, as a rule, further editing of the file is not possible. If you need to change the contents of a file, you will have to go through the tedious process of overwriting or rescanning the document. You can save time and effort by simply changing a few settings on your computer. This way you will receive a scanned document in .doc format, which you can then edit.

Note: To edit, you must first install Microsoft Office Document Imaging.

How to do it?

For Windows 7 or Vista users:

Start-Control Panel-Programs-Programs and Features

For Windows XP users:

Start-Control Panel-Add or Remove Programs-Change or Remove Programs

In the list of programs that appears, find Microsoft Office and right-click on it. From the drop-down menu that opens, select Edit

You will be redirected to the Change Installation window. Select Add or Remove Features

» and click the
Continue
.

Select the Office Tools option there and find Microsoft Office Document Imaging in the list that opens. Right-click and in the list that opens, select Run everything from my computer

, and click
Continue
(Update)

Microsoft Office Document Imaging is now installed and ready to use.

How to scan a document before editing?

In order to successfully manipulate the file in the future, it is important to correctly convert it into “picture” format, as well as take into account several simple but useful nuances in the process itself. For this:

Smooth out all creases and folds so that they do not appear on the scan and do not lead to difficulties in recognizing letters.
For ease of reference, save the file in PDF, JPG or TIFF format.
The PDF document can be opened and edited by Adobe Acrobat (or any other program designed for similar purposes).
Go to the website of the company that created the scanner, or look for a proprietary program on the included disk (often well-known brands have their own applications for changing scanned pages).
To subsequently use the file in MS Office 2003 or 2007, install the Microsoft Office Document Scanning utility. It converts the scanned file automatically, converting it directly into text (the program does not work with more recent versions of Office).
It is recommended to scan in black and white rather than color - this makes it easier to analyze the text.
The TIFF format is best used for OCR converters, that is, programs that perform optical recognition.

Additional software

It is more convenient to scan a document by installing the 3 MB ScanLite program on your computer.

The program is easy to use, but allows you to perform a minimal set of options:

enter the name of the document - this will have to be done constantly;
mark the folder where the document will be saved;
scan by pressing the start button.

In order to quickly scan and accurately recognize text, pictures, PDF files, you need other software. ABBYY FineReader is a good program.

Can save scan results to applications:

Microsoft Word;
Excel;
PowerPoint;
Adobe Acrobat;
WordPerfect;
OpenOffice Writer.

ABBYY FineReader has a user-friendly interface and supports about 200 languages and dictionaries.

For more advanced users, the program to scan a document to a computer from a printer allows you to use the “settings” tab and select the format, color and quality.

If you want to get a good quality photo, you should use the VueScan product.

Printer and multifunction device HP Deskjet 2130, Minolta, Nikon, Polaroid, Epson L210, Canon PIXMA MP 250, Canon i-SENSYS MF3010 work well with this program.

Advantages:

— automatically removes defects;
- suppresses grain;
— allows you to save files in a raw file and work with them when the device is turned off;
— the program works great with negatives, slides, and other transparent images.

How to edit a scanned document - working with OCR utilities

The principle of the Optical Character Recognition method is to read the characters on paper and then compare them with elements from your own database. This way, a solid image is converted into editable text. Vivid examples of programs that cope with this task are Adobe Acrobat and Evernote. To make corrections to an existing scan, simply open it with one of these applications, the entire subsequent process will happen automatically. When the program finishes recognition, it will prompt the user to save the document in one of the available formats.

If the scanned document is saved as a PDF file, we can easily edit it in Acrobat DC. For this:

open the menu “Tools” -> “Edit PDF”;
the program starts the editing process, showing a hint menu in the top right corner;
by clicking on it and selecting “Options”, you can specify the recognition language;
To make changes, just click on any line of the document;
a document opened for editing via OCR is accompanied by a special panel with settings located on the right side of the screen;
In the “Settings” section, in addition to the language, it is also convenient to select the displayed font and mark the pages that need to be edited (all or one at a time).

There is an accessible alternative to installable converter programs on the World Wide Web. These are online OCRs that can easily convert the resulting image into any text format. For example, the website pdfonline.com allows you to create a regular MS Word file from a scanned PDF document in a few minutes.

When working with paper documents, manuscripts or books, there is often a need to convert everything into electronic format. This opens up many more possibilities and greatly simplifies the editing process. If you have a scanner or a high-resolution digital camera, this will not be difficult, but then the question arises: how to convert a scanned document into Word format? To avoid having to retype everything manually, you should use specialized software.

Video: How to transfer a scanned document to Word

Sergey Grishechkin

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Software solutions for converting scanned documents

Such a task should not cause difficulties. Modern programs allow you to either partially edit a scanned document or completely convert it into a convenient Word format. Moreover, this can be done in just a few minutes.

Tip: Thanks to high-speed Internet, you can easily find the right program for editing scanned documents. Moreover, you can now use online text recognition services.

Among the popular programs for performing such operations are:

1. ABBYY FineReader (including online);

6. online service OCR Convert, etc.

Rich functionality and ease of use make them quite popular. High reliability and performance are valued by both ordinary users and business representatives. Even an inexperienced person can quickly figure out how to scan a document in Word.

Features of connecting various brands of equipment

Scanning a document to a computer from a printer is not difficult, especially if you take into account the connection features. A lot depends on how well the computer sees the printer, copier, scanner, and multifunction devices.

How to scan a document to a computer from a Canon printer: connect the computer, printer and scanner to the network, install the necessary software, open the scanner lid and place the document on the glass surface and click “start scanning”, if necessary, pre-setting its parameters. Having seen the result on the monitor, click the “import” tab. If the document is an image, then this is enough, if it is text, then it must be recognized using ABBYY FineReader, then saved to the computer.

How to scan a document to your computer from an HP printer? The procedures that need to be performed do not differ from the features of working with Canon. But there is one feature: the HP Deskjet 2130 is an inkjet multifunctional device that not only allows you to scan and copy, but also contains a printer. There is a possibility of color and photo printing. Speed from 5.5 to 7.5 pages per minute. It all depends on the budget, appearance, and what interface you like. The same program as for Canon will allow you to scan a document to your computer from the Deskjet 2130 printer.

You can scan using the Epson L210 with this by no means budget device, which is excellent as a printer and leaves much to be desired in its ability to scan a document. In terms of photo scanning quality, it is inferior to HP.

If you choose for a home or small office between the MF3010 and the Deskjet 2130, you need to take into account that they are both made of inexpensive plastic. More ergonomic dimensions of the MF3010, print and scanning quality are worse than the Deskjet 2130, but better than the Samsung.

To help you make your purchasing decision, consider the PIXMA MP250 printer, which features new ink nozzle technology that produces grain-free document and image printing. The MP250 turns on quickly and can automatically detect document size, scan and print. But there is a certain danger in this, when a computer is set to print 1 document, it can print several.

Text recognition and conversion of scanned documents

Usually you have to deal with pictures in .jpg, .tiff, .png, .bmp format - this is the result of scanning or photographing. How to convert a scanned document into Word for further work? The text cannot be edited in the usual ways. Some scanners support automatic conversion to .pdf format, but the capabilities are still limited.

To get a full-fledged text document, you should upload the file into the program through a special form (click “open” or “download”). To improve accuracy, you can specify a page range and select a specific area of text. After some time, the preliminary result will appear. After this, all that remains is to save the .doc file so that you can later figure out how to edit the scanned document using MS Word.

How to scan from a printer to Word

We make sure that the computer has the drivers necessary for the printer. This is done in the “device manager”, “imaging device” tab.

Sequencing:

Open and launch Fax and Scan tools.
On the top panel you need to set its parameters.
Select what needs to be scanned - a photo or a text document.
Start scanning with or without previewing the result. Click the “scan” button. After this, the document became available in the “scanned documents” tab.

Scan to Microsoft Word

Using the start window, you can create Word documents using a scanner or camera.

On the Scan tab, click Scan to Microsoft Word.
Select your device and set scanning options.
Click the Preview button or anywhere in the scan area.
Preview the resulting image, change the settings if necessary, and click Preview again.
Specify the settings for the selected format. The appearance and properties of the resulting document will depend on the settings you select.

Maintain formatting. The choice of formatting saving mode depends on how you will use the created document in the future:

Exact copyThe ability to edit the output document is limited, but the appearance of the document is preserved as accurately as possible.
Edited copyThe design of the output document may differ slightly from the original. The resulting document is easily edited.
Formatted textOnly fonts, their sizes and style, and division into paragraphs are saved. The resulting document contains continuous text written in one column.
Plain textOnly paragraph breaks are preserved. All text is formatted in the same font and placed in one column.

Recognition languages—you must specify the document languages correctly. For more details, see “Recognition languages”.
Save pictures—check this option if you want to save pictures in the received document.
Save headers and page numbers - headers and page numbers will be saved in the resulting document.
Image preprocessing settings. - You can set image file processing settings, including page orientation detection and automatic image processing. These settings can significantly improve the original image and produce more accurate conversion results. See "Image Processing Options" for details.
Other settings. — allows you to open Format Settings on the DOC(X)/RTF/ODT tab of the Settings dialog (menu Tools > Settings.) and set additional settings.
Click Scan to Microsoft Word.
Once launched, a task progress bar will appear on the screen, containing a progress bar and hints.
After scanning the current page is completed, a dialog for selecting further action will appear on the screen. Click Scan again to start scanning the next pages with the current settings, or Finish Scan to close the dialog.
Specify the folder to save the received Word document.

When the task is completed, a Microsoft Word document will be created in the specified folder. In addition, all images will be added to the OCR editor and available for processing.

Download and Scan

To start the process:

This program will automatically select document fragments, pictures and tables, and, if necessary, rotate the scanned text in the desired direction. After scanning is completed, in this program you need to select a language to transcribe what was written. You can select it in the “Document language” drop-down window; if the downloaded scan is written in several foreign languages, you should select the automatic mode.