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Understanding OCR Technology and Tips for Converting Scanned Documents to PDF

One way to convert a physical document into a digital file is by scanning it. When you scan a document, you will usually get an image-based PDF output. Now, if you need to edit the text on the scanned file or fill it out if it’s a form, that can be difficult. 

You may be searching “How to convert a scanned PDF to Word?” Because Word files are much easier to deal with when editing text and formatting, you’d want to convert that PDF file into a Word document.

These days, converting scanned documents has become easier with tools or software that include an OCR (Optical Character Recognition) feature. This article will help you understand what OCR is and how you can seamlessly convert your scanned files into an editable Word file. 

What Is OCR?

OCR, or Optical Character Recognition, is a widespread technology that allows for easy recognition of text inside images. This technology is used to convert any image with written text, whether typed, printed, or handwritten. OCR converts the text within images into machine-readable text data. 

Converting scanned documents into machine-readable text documents (like PDF to Word conversion) is the most common use case of OCR. Once a scanned paper document goes through software with OCR capabilities, you’ll get a document that can be edited on word processors like Word or Google Docs. 

How Accurate Is OCR When Converting Scanned PDF?

OCR is a technology that’s generally very precise. However, there are limitations to what can be converted into machine-readable text. Some factors, like the quality of the PDF file, the scan resolution, and the file’s layout, can affect the accuracy of OCR. If you want to get the best results, make sure you always use high-quality settings when scanning your document. 

In cases where the scanned document has complex layouts or fonts, OCR may also not produce an accurate result. You should review your converted file and make some manual post-conversion adjustments. Additionally, you can also adjust the OCR setting on your PDF tool for improved results. 

Tips on Converting Scanned PDF Files

When converting a scanned PDF document into editable files, the first step is to look for a PDF editor and converter with OCR capabilities. You can find lots of PDF tools online, which you can certainly use for simple conversion and editing. However, not all of them can help with scanned PDFs. 

So, you’ve found the PDF tool that lets you convert scanned PDF files to Word documents. Next, you should check that the scanned PDF file has good image quality. Remember that OCR technology, though generally accurate, may render less favorable results if the source image file is of low quality. 

The next thing to do is to understand the tool’s OCR settings. There will be times when you’ll need to adjust its parameters, like text recognition and image enhancement, to get better results when converting. You should also confirm that the PDF tool supports the language used in your document.

Lastly, try exploring additional features. Some OCR-enabled PDF editors and converters can also perform other tasks beyond conversions. Some of these features include PDF file translation, merging, and splitting. 

Why Convert Scanned Documents to Word Files?

From a business standpoint, there are many reasons why you should have a PDF tool that allows the conversion of scanned PDF files into Word and other editable files. For one, it allows for easy file edits, such as when you need to add or remove text or edit branding elements in the document. 

In case you need to send the document to visually impaired users, having a document in Word makes it easier for them. If, for some reason, you don’t have a PDF reader on your computer or device, it’s much more convenient to have a document in Word format since the software is available on almost every device. 

The converted scanned file also allows for easy extraction and reuse of text data. Since image-based PDF files don’t allow copy-pasting or extracting of special formats like tables, you are most likely to resort to retyping the entire thing. Converting your scanned file into Word will help you eliminate all the hassles.  

Find PDF Tools With OCR Technology Online

Converting a scanned PDF file to a text file offers many benefits. Document management and editing have become easier and more efficient. However, it is important to choose the right PDF editing tool. You can try out many free or paid online PDF editors with OCR capabilities to see if any of them suit your needs.

Shaurya Jain
Shaurya Jain

Shaurya jain is a blogger at Attention always. He is an expert in social media marketing & PR. He keeps experimenting with Snapchat, Instagram, YouTube and other social media platforms to stay up to date. When he is not writing, you can find watching reruns of Brooklyn 99.

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