OCR Software

15 Ways To Use Optical Character Recognition or OCR Software

Posted by Cris Villaroman - Softlit.io Writer
Posted on January 11, 2023
Updated on December 25, 2024

What is Optical Character Recognition Software?

Optical Character Recognition (OCR) software is a program that analyzes pictures of text and interprets the information into a computer-readable format. Often, this translates to plain text that can be edited, searched, and manipulated in many of the same ways as the original document. Common uses for OCR include scanning paper documents into a digital format or converting print to digital text in a picture.

Most OCR programs are available as commercial products, which run on all major operating systems. These programs are commonly used by law enforcement to scan and index large numbers of documents. Some programs are also open source or public domain; these are generally slower but often more accurate than their commercial counterparts. Optical Character Recognition (OCR) software is a program that analyzes pictures of text and interprets the information into a computer-readable format. Often, this translates to plain text that can be edited, searched, and manipulated in many of the same ways as the original document. Common uses for OCR include scanning paper documents into a digital format or converting print to digital text in a picture.

Here are 15 Ways To Use OCR Software

Turn Your Scanner or Camera Into Digital Document Formats

For some people, the idea of turning a scanner or digital camera into an OCR (optical character recognition) machine is an unpleasant idea. They imagine having to do manual data entry of hundreds of pages of text by painstakingly clicking on an individual, tiny letter and hoping that they get it right.

In reality, though, you can create a document reader in just a few minutes. It’s easy enough that any computer user should be able to do it—even someone who’s never heard the term “OCR” before. All you need is a scanner or digital camera and some free OCR software that can turn an image file into a text file.

Open up your scanner and start scanning—either one page at a time or however many pages you can fit on one sheet. If you’re using a digital camera, take some photographs of the text so you have several images to choose from. Use an image editor to reduce the size of the image to something manageable if necessary—there’s nothing more tedious than trying to scan or photograph an entire page of text when there are far too many words for your tool to handle.

Save the image as JPEG so there’s as little compression as possible. You want to retain as much detail as possible and keep the file size under control so the OCR program can process the image quickly.

Use OCR Software to Convert Printed Documents Into Editable Text Files

To convert printed documents into editable text files, you can use Optical Character Recognition (OCR) software. OCR software allows users to scan images, convert the images into text documents, and then edit the files. Users can also export their edited files to other file formats such as MS Word or Open Office Text Documents. Some of the ways in which you can use OCR software include:

Save ink and paper by editing your scanned PDF documents and Word docs from a digital file instead of printing them out

Edit scanned documents that are too small or poor quality so you can still read them

Add editable files to E-books that you’ve already purchased so you can change or add notes

Edit scanned documents that you want to turn into editable text for use in other programs such as MS Word or Open Office

Open, Edit, and Save Images With the Built-in Viewer, or Use a Third-Party ApplicationYou might be wondering why you’d ever need to do this. Although the process is not as straightforward as point-and-click functions on a word processor, there are actually many reasons why you might need to use OCR software at some point. For example:You might be working on a project or assignment where you’re required to write notes in a certain wayIf you’re working on digitizing old documents or books that are in the public domain, this tool can help automate the processIf you want to convert images into searchable text for projects like Google Books or The Internet Archive, using OCR software can help speed up the process of getting everything ready to input into a database or search engine.Supporting Mobile ApplicationsOCR technology is increasingly being integrated into mobile apps, offering functionalities such as scanning and translating text on the go, capturing data from receipts, or recognizing text in real time through a smartphone camera. This capability is particularly useful for professionals and consumers who need quick access to text information while mobile, providing convenience and enhancing productivity in various scenarios.Convert Images From Other Sources – From Digital Cameras Using JPEG Formats to Scanners Using TIFF FilesIs a computer literacy skill that you will use over and over again. With OCR software, you can take advantage of this skill more and more, including acquiring new skills as you go.In order to acquire images in the first place, you need to have access to a scanner, digital camera, or some other image acquisition device. Scanning equipment includes:

A flatbed scanner is a device that allows you to scan the surface of documents or photographs and capture them digitally.

A hand-held scanner, which is similar to a flatbed scanner but portable and can be used with any document in any location.

A document camera will allow you to project an image onto a screen for everyone in the room to see.

Create Office Documents, Catalogs, Flyers and BrochuresWhen you have to deal with a lot of documents, OCR software can be your best friend. You can use it to create office documents, catalogs, flyers, and brochures. It will help you organize all of your handwritten notes, notes from meetings and phone calls, and even scanned or photographed images into well-formatted digital files.The format of the document doesn’t matter; this software is so versatile that it can organize even those that are formatted in a way that a regular word processor would not be able to recognize. Some people use it to write journals or other creative pieces. Others use it to take notes during meetings or on the go.Create Marketing Materials, Business Cards, Product Labels, and Even ChartsIf you’re looking for a way to save money, take a look at OCR software. With just a few clicks, you can turn any photo or document into editable text. This means you can easily create marketing materials, business cards, product labels, and even charts.Create Many Different Types of Text-Based Documents Including Invoices, Checks, and LabelsYou may not have known it, but there’s a program for your computer that can convert photos into editable text documents. That means you can use optical character recognition software to create invoices, checks, and labels—and even edit existing text-based documents.Digitize Your Paper FilesOCR software is an excellent way to convert your paper files into easily searchable digital images. It’s important to note that the quality of the scans you get from this process can vary greatly depending on the software you’re using, the OCR scanner itself, and even how you input your documents.If you’ve got a lot of paper files to keep, you can save yourself the hassle of having to file and retrieve them by scanning them into your computer. Once they’re digitized, you can use optical character recognition (OCR tools) to make them searchable and get rid of the stacks of papers in your home office or basement.Convert PDFs to Word DocumentsIf you’re like many people, your work or school life has been made easier with the advent of PDF documents. They’re compact and efficient methods of distributing information, and they look great on a computer screen or printed page.If you want to make even more use of your PDF files, however, you may want to consider converting them into Word documents. OCR (Optical Character Recognition) software makes this process quick and easy. Many programs in this category are free to download.Fix Old PhotosLike many others, you most likely have a box of old pictures you would want to save and show your friends and relatives. Perhaps the images come from an ancient film camera or a digital camera that shattered long ago. Whether the situation calls for it or not, these pictures will never be shared if they are caught within an overcrowded scrapbook or on an old computer. Fortunately, they can be quickly turned into easily shared Word documents.Also, remember that if you’re looking for a way to share something digitally, it’s best to select the option of converting your PDFs into Word files rather than simply uploading them as PDFs directly onto Facebook or another website. Not only does this help prevent problems with image quality and file size, but it also gives you more options for editing your photos in Word. And when you do upload them onto Facebook, make sure you change their privacy settings so that family and friends can see them too!Translate Foreign Language TextsYou may have a set of grandparents or other relatives that you only see once or twice a year. You probably don’t talk to them very much on the phone and the one time you do it’s not really the best opportunity to ask about their old photos. Here are some steps for taking old photos and translating the text written on them into English.

Figure out what language it is written in by comparing it to other languages you already know or run it through a Google image search with different languages turned on.

Download Google Translate for your computer. It just takes a few seconds and it’s free.

Find the language the text is written in by running it through Google Translate (example: “Quran” -> French).

Use Google Translate to get an approximate translation (example: “French” -> English).

Use online translators to find more accurate translations (example: “French” -> English).

When you have multiple translations, pick whichever seems most appropriate.

Create Accessibility for the Visually ImpairedOpen-source OCR software makes it possible to convert text into a file that can be read by a computer. (OCR stands for Optical Character Recognition; it’s essentially a way to “read” text even if it wasn’t done so on a computer.) This is especially helpful for the visually impaired, who can use OCR software to create documents containing text that’s otherwise only available in a physical book or magazine.

Convert Handwritten Notes to TextIf you’re in a field that involves taking a lot of handwritten notes, then you’ve probably experienced the pain of having to type up all those notes later. With an OCR program, though, you can easily get your handwritten notes into text format.Perform Market Research Using Data ExtractionText extraction is a process that involves the use of OCR software. Using this software, a person can read text from images and store that information in databases or spreadsheets. This is a great way to save time and money when you need to do market research.ConclusionOCR software offers more versatility than many realize, transforming how businesses and individuals handle document processing and data management. Whether it’s automating data entry, enhancing document searchability, or integrating with other business software for streamlined workflows, a reliable OCR solution can make a big difference.With AI-powered OCR leading the way, these tools are more efficient and accurate than ever, adapting to the complex needs of modern organizations. Ready to see how scanning and OCR can benefit your operations? Explore options with a trusted software provider to discover all the innovative software uses OCR offers and find out how OCR helps you manage data faster and more effectively.Unlock expert insights and tips in our in-depth blogs on OCR software! Don’t miss out—explore now and snag unbeatable deals and exclusive discounts on select software. Discover amazing savings today!Ready to explore how online optical character recognition can streamline your document management? Dive into these creative ways to utilize OCR and take the next step in optimizing your workflow.Unlock expert insights and tips in our in-depth blogs on OCR software! Don’t miss out—explore now and snag unbeatable deals and exclusive discounts on select software. Discover amazing savings today!FAQs

What Is the Best OCR Software Available in 2024?

The best OCR software of 2024 includes options like Adobe Acrobat, ABBYY FineReader, and Tesseract. Each of these offers unique features and capabilities for text recognition and document processing.

How Does OCR Software Help with Document Management?

OCR software assists in document management by converting scanned documents into editable and searchable formats, streamlining document processing and retrieval.

What Are the Benefits of Using OCR Software for Text from Images?

OCR software enables efficient extraction of text from images, allowing for easy editing, searching, and organizing of content, which enhances productivity and accuracy in document handling.

How to Choose the Best OCR Software for My Needs?

To choose the best OCR software, consider factors such as compatibility with your operating system, the volume and type of documents you process, required OCR features, and budget. Evaluating reviews and trial versions can also aid in making an informed decision.

Can OCR Software Recognize Handwriting?

Yes, modern OCR software, such as ABBYY FineReader and Adobe Acrobat, includes intelligent character recognition capabilities, which allow for the recognition and conversion of handwritten text into digital formats.

Are There Free OCR Software Solutions Available?

Yes, there are free OCR software solutions like Tesseract and mobile scan apps that offer basic OCR functionality, suitable for users with limited requirements or those looking to test OCR capabilities before committing to a paid solution.

What Are the Different Types of OCR Software?

Different types of OCR software include traditional OCR, intelligent character recognition (ICR), optical word recognition (OWR), and intelligent word recognition (IWR). Each type serves specific purposes, from simple text extraction to complex handwriting recognition.

How Does OCR Functionality Integrate with Document Processing Solutions like Adobe and Microsoft?

OCR functionality integrates with document processing solutions like Adobe Acrobat and Microsoft Office by allowing users to convert scanned documents into editable files, enhancing the efficiency of document editing, sharing, and storage capabilities.

What Are Some of the Best Mobile Scanning Apps with OCR Capabilities?

Some of the best mobile scanning apps with OCR capabilities include Adobe Scan, Microsoft Office Lens, and Google Drive. These apps provide convenient on-the-go scanning and text recognition, making them ideal for mobile document management.