Session 302 Using Optical Character Recognition Programs

Session 302Session 302Using Optical Using Optical Character Character Recognition Recognition ProgramsProgramsGaeir DietrichGaeir Dietrich

Director High Tech Center Training Director High Tech Center Training UnitUnitof the California Community Collegesof the California Community Colleges

04/21/2304/21/23 CTEBVI ConferenceCTEBVI Conference 22

OverviewOverview

Optical character recognitionOptical character recognition Structural recognitionStructural recognition OptionsOptions LoadingLoading ZoningZoning OCROCR EditingEditing


Optical Character Optical Character Recognition (OCR)Recognition (OCR) OCR turns pictures of text into e-OCR turns pictures of text into e-

texttext Does well unless…Does well unless…

– The picture is fuzzyThe picture is fuzzy– The contrast is poorThe contrast is poor– The font is unusualThe font is unusual– The font is too small or too largeThe font is too small or too large– The material has unusual charactersThe material has unusual characters


Structural RecognitionStructural Recognition

Analyzes the layout of the pageAnalyzes the layout of the page– ColumnsColumns– HeadingsHeadings– GraphicsGraphics– TablesTables

Usually does fairly well, unless Usually does fairly well, unless the layout is non-standardthe layout is non-standard


Getting Better…but…Getting Better…but…

Although the programs are Although the programs are improving all the time, it is improving all the time, it is unwise to trust to the automated unwise to trust to the automated features.features.

Learn to know what the program Learn to know what the program is doing and correct it when it is doing and correct it when it errs.errs.


Programs that Run Programs that Run OCROCR Programs for consumersPrograms for consumers

– Kurzweil 1000, 3000Kurzweil 1000, 3000– OpenBookOpenBook– Intel ReaderIntel Reader– Many others…Many others…

Programs for productionPrograms for production– ABBYY FineReaderABBYY FineReader– Nuance OmniPageNuance OmniPage


Consumer ProgramsConsumer Programs

Highly automatedHighly automated Designed for individuals who have Designed for individuals who have

print disabilitiesprint disabilities Are not good production toolsAre not good production tools

– Do not provide flexibilityDo not provide flexibility– Do not allow much overridingDo not allow much overriding– Interfaces not designed for editingInterfaces not designed for editing


Production Programs Production Programs in Generalin General A good program for production A good program for production

allows you to…allows you to…– Control the zones (areas or blocks of Control the zones (areas or blocks of

text and graphics)text and graphics) Add, delete, changeAdd, delete, change

– Edit easilyEdit easily– Improve recognitionImprove recognition


Preferred ProgramsPreferred Programs

ABBYY FineReaderABBYY FineReader– Relatively easy to learnRelatively easy to learn– Fairly intuitiveFairly intuitive– Good structural recognitionGood structural recognition

Nuance OmniPageNuance OmniPage– Less intuitive but more accessibleLess intuitive but more accessible– Often does better with technical Often does better with technical

materialsmaterials


Both Good ToolsBoth Good Tools

If you can afford to have both, it’s If you can afford to have both, it’s nice, but not absolutely nice, but not absolutely necessary.necessary.

If you have both, run a couple If you have both, run a couple test pages through each to see test pages through each to see which is doing better on a which is doing better on a particular job.particular job.


For TodayFor Today

Focus on ABBYY FineReaderFocus on ABBYY FineReader– A little less expensiveA little less expensive– Easier for folks who do not use an Easier for folks who do not use an

OCR program every dayOCR program every day

Let’s launch and go!Let’s launch and go!


Wizards Are Evil…Wizards Are Evil…

Turn off the automated “Tasks” Turn off the automated “Tasks” managermanager

Uncheck the Show at startup Uncheck the Show at startup check boxcheck box– Bottom left corner of the Tasks boxBottom left corner of the Tasks box

Choose Open Image/PDFChoose Open Image/PDF



Under the HoodUnder the Hood

For best results with a program, For best results with a program, set up your options before you set up your options before you begin!begin!

Tools > OptionsTools > Options

Shortcut keys: Ctrl + Shift + OShortcut keys: Ctrl + Shift + O



Document TabDocument Tab

Languages drop-down menu Languages drop-down menu allows you to select the allows you to select the languages that are in your languages that are in your document.document.



More LanguagesMore Languages

If you do not see the languages If you do not see the languages you need, select More Languages.you need, select More Languages.

Notice at the end of the list, it Notice at the end of the list, it includes computer languages, includes computer languages, numbers, and chemical formulas.numbers, and chemical formulas.

Turn on what you need, but only Turn on what you need, but only what you need.what you need.



TipTip

If you are running OCR on math, If you are running OCR on math, turn on Greek.turn on Greek.– Greek will allow the program to Greek will allow the program to

recognize alphas, deltas, sigmas, etc.recognize alphas, deltas, sigmas, etc.

For foreign language, turn on all For foreign language, turn on all the languages in the book.the languages in the book.– It will recognize the diacritical marks.It will recognize the diacritical marks.


Scan and Open TabScan and Open Tab

Change the radio button under Change the radio button under General to “Do not read and General to “Do not read and analyze acquired page images analyze acquired page images automatically.”automatically.”

Remember…wizards are evil…Remember…wizards are evil…


Another DecisionAnother Decision

Under Image Preprocessing, you Under Image Preprocessing, you have the choice to Detect page have the choice to Detect page orientation.orientation.– Try it if you have many pages Try it if you have many pages

turned, but it sometimes goofs.turned, but it sometimes goofs. Also note the Split facing pages Also note the Split facing pages

feature.feature.– Nice if you have a two-page spread.Nice if you have a two-page spread.



Read TabRead Tab

The “pattern editor” is useful if The “pattern editor” is useful if you have a book with a very you have a book with a very unusual font.unusual font.– You can map the letters by telling You can map the letters by telling

the program what each letter is.the program what each letter is.– Not worth it for occasional errors, Not worth it for occasional errors,

but very useful for books filled with but very useful for books filled with otherwise unreadable fonts.otherwise unreadable fonts.



Save TabSave Tab

Specify which format you want as Specify which format you want as an end product.an end product.

For Word docs, choose either For Word docs, choose either Formatted Text or Plain Text.Formatted Text or Plain Text.– Otherwise, you can get the dreaded Otherwise, you can get the dreaded

“textbox.”“textbox.”


ConsiderationsConsiderations

You may or may not want to keep You may or may not want to keep headers and footers.headers and footers.– I generally keep them to pull the I generally keep them to pull the

page numbers.page numbers. You may want to keep the page You may want to keep the page

breaks.breaks.– Retaining page breaks helps to Retaining page breaks helps to

maintain one-to-one page maintain one-to-one page correspondence with the book.correspondence with the book.


Paper SizePaper Size

In some cases, you may wish to In some cases, you may wish to work with a custom paper size work with a custom paper size and choose “Increase paper size and choose “Increase paper size to fit content.”to fit content.”

This feature can be helpful when This feature can be helpful when you are retaining everything on you are retaining everything on the page but not the layout.the page but not the layout.



View TabView Tab

The view tab has some nice features The view tab has some nice features for those with visual impairments.for those with visual impairments.

Colors are completely customizable.Colors are completely customizable.– Choose the mark-up, then click on the Choose the mark-up, then click on the

color swatch.color swatch.– Choose Define Custom Colors for more Choose Define Custom Colors for more

choices.choices.



More ChoicesMore Choices

The View Tab also allows you to The View Tab also allows you to control the appearance of your control the appearance of your working window.working window.

Pages window > ThumbnailsPages window > Thumbnails– Shows graphics of the pages on the Shows graphics of the pages on the

left-hand side (under “Pages”).left-hand side (under “Pages”).



More AccessibleMore Accessible

Instead, you can see a detail view.Instead, you can see a detail view. Detail view is more accessible for Detail view is more accessible for

screen readers.screen readers. Otherwise, it is personal Otherwise, it is personal

preference.preference.

Pages window > DetailsPages window > Details– Shows text instead of graphicsShows text instead of graphics



Advanced TabAdvanced Tab

This tab has choices about spell This tab has choices about spell check and editing.check and editing.

Please note that if the program is Please note that if the program is handling spacing around handling spacing around punctuation incorrectly, there is punctuation incorrectly, there is an option on this tab to fix the an option on this tab to fix the problem.problem.



Customizing ToolsCustomizing Tools

Choose Tools > CustomizeChoose Tools > Customize Under Categories, select ImageUnder Categories, select Image Move two tools to your Quick Move two tools to your Quick

Access toolbarAccess toolbar– Select the tool and use the double Select the tool and use the double

arrow button to move the toolarrow button to move the tool


Move EraserMove Eraser


Move Order AreasMove Order Areas


Turn on Quick ToolsTurn on Quick Tools

View > Toolbars > Quick AccessView > Toolbars > Quick Access



ReadyReady

We have set our options.We have set our options. We have customized our tools.We have customized our tools.

These features are now set.These features are now set.– Do not need to do again until Do not need to do again until

reinstall program.reinstall program.


Time to Start Working!Time to Start Working!


Please NotePlease Note

Although you can scan with the Although you can scan with the program, preference is to scan with program, preference is to scan with your scanning utility (that came with your scanning utility (that came with your scanner) and load the resulting your scanner) and load the resulting TIFF or JPEGs into FineReader.TIFF or JPEGs into FineReader.

No scanning utility? Then go ahead No scanning utility? Then go ahead and scan with FineReader (Ctrl + K).and scan with FineReader (Ctrl + K).


Loading a FileLoading a File

Open an ImageOpen an Image– Click the open iconClick the open icon– Control + OControl + O

Image files include TIFF, JPEG, Image files include TIFF, JPEG, PDF, BMP, GIF, etc.PDF, BMP, GIF, etc.



WorkspaceWorkspace

The program has three primary The program has three primary areasareas

Pages PanePages Pane– Either thumbnails or detailsEither thumbnails or details– Allows simple navigation of pagesAllows simple navigation of pages

Image PaneImage Pane– Your graphicYour graphic

Text PaneText Pane– Area where the text from OCR will showArea where the text from OCR will show



Handy TipHandy Tip

Whichever pane has your focus, Whichever pane has your focus, bring up more information by bring up more information by using the shortcut Alt + Enter.using the shortcut Alt + Enter.– Use shortcut again to toggle offUse shortcut again to toggle off

Under the Image Pane, you get Under the Image Pane, you get information about the image.information about the image.



Understanding the Understanding the MenusMenus ABBYY designates three different ABBYY designates three different

“chunks” that it works with.“chunks” that it works with.– Actions applied to entire documentsActions applied to entire documents

Document MenuDocument Menu

– Actions applied only to the selected Actions applied only to the selected pagepage

Page MenuPage Menu

– Actions applied only to the selected areaActions applied only to the selected area Areas MenuAreas Menu


To Avoid ConfusionTo Avoid Confusion

Always be aware of what is Always be aware of what is selected when you apply an selected when you apply an actionaction


To Edit the ImageTo Edit the Image

Sometimes it is useful to clean up Sometimes it is useful to clean up an image before processing it.an image before processing it.

A scan of a page marked with A scan of a page marked with black pen, for instance, may black pen, for instance, may benefit from erasing some of the benefit from erasing some of the stray marks.stray marks.

Choose Edit Image from the tools.Choose Edit Image from the tools.



Edit ImageEdit Image

The eraser tool allows you to The eraser tool allows you to remove stray marks.remove stray marks.– Just lasso whatever you want to Just lasso whatever you want to

delete.delete.



ErasingErasing

We can remove the graphic in the We can remove the graphic in the middle of the text.middle of the text.



ABBYY QuirkABBYY Quirk

It works best to separate the It works best to separate the layout analysis from the character layout analysis from the character recognition.recognition.

Analyze layout first, adjust as Analyze layout first, adjust as necessary, then read the necessary, then read the document.document.


Layout FirstLayout First

Choose Document > Analyze Choose Document > Analyze LayoutLayout

Keyboard shortcut: Ctrl + Shift +EKeyboard shortcut: Ctrl + Shift +E

(Please note: If you use Dolphin (Please note: If you use Dolphin products, you may experience products, you may experience some keyboard conflicts.)some keyboard conflicts.)



Areas Are BlockedAreas Are Blocked

There are now colored blocks There are now colored blocks around the areas.around the areas.– Text is greenText is green– Graphics are redGraphics are red– Tables are blueTables are blue

To change an area, right click.To change an area, right click.


Right Click in AreaRight Click in Area


Modify AreaModify Area

Choose the white arrow tool (on Choose the white arrow tool (on the image toolbar) to modify the the image toolbar) to modify the area.area.

Please note: You can also draw Please note: You can also draw the areas yourself using the tools the areas yourself using the tools at the top of the Image Paane.at the top of the Image Paane.


Change FirstChange First

Make sure that you do any Make sure that you do any changes to the layout before you changes to the layout before you run OCR.run OCR.

ABBYY does not like have lots of ABBYY does not like have lots of changes made after the text has changes made after the text has been recognized.been recognized.– Crashing can result.Crashing can result.


Now Read Now Read

Choose Document > ReadChoose Document > Read

Shortcut: Ctrl + Shift + RShortcut: Ctrl + Shift + R



EditEdit

You can visually scan errorsYou can visually scan errors Or use the verification tool.Or use the verification tool.

The verification tool brings up the The verification tool brings up the error and the graphic on one error and the graphic on one screen.screen.– It works like spell-check for It works like spell-check for

proofreading.proofreading.



Save the FileSave the File

Save to Word.Save to Word.– The default is RTF, but you can The default is RTF, but you can

choose DOC or DOCX.choose DOC or DOCX.– Create a single file for all pages or Create a single file for all pages or

individual page files (under File individual page files (under File Options).Options).


Two Ways to SaveTwo Ways to Save

To Save the FineReader file, To Save the FineReader file, choose File > Save FineReader choose File > Save FineReader DocumentDocument

This saves your work file.This saves your work file.

You can close the FineReader file You can close the FineReader file under the same menu.under the same menu.


You did it!You did it!

You now have e-text!You now have e-text!


Production TipsProduction Tips

Work with dual monitorsWork with dual monitors– Check your computer and video cardCheck your computer and video card

Stretching an OCR program across Stretching an OCR program across two monitors is a HUGE time-two monitors is a HUGE time-saver!saver!

Learn to use keyboard shortcuts.Learn to use keyboard shortcuts.– They save tons of time!They save tons of time!


Happy OCR-ing!Happy OCR-ing!

Gaeir (rhymes with “fire”) DietrichGaeir (rhymes with “fire”) Dietrich [email protected] 408-996-6047408-996-6047 www.htctu.netwww.htctu.net

Documents

Session 302 Using Optical Character Recognition Programs