ScanSoft OMNIPAGE PRO 14 User manual

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.
TRADEMARKS AND CREDITS
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 PARTY 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

OmniPage Pro User’s Guide iii
CONTENTS
WELCOME 7
Using this Guide 8
Getting online Help 9
Online HTML Help 9
Context-Sensitive Help 9
Tech Notes 10
Glossary 10
When to go online 10
1INSTALLATION AND SETUP 11
System requirements 12
Installing OmniPage Pro 13
Setting up your scanner with OmniPage Pro 14
How to start the program 16
Registering your software 17
New features in OmniPage Pro 14 17
2INTRODUCTION 19
What is optical character recognition 20
OmniPage Pro’s OCR capabilities 20
Documents in OmniPage Pro 21
Basic processing steps 21
The OmniPage Desktop 22
The Menu bar 23
The Toolbars 23
The Image Panel 24
The Text Editor 24
The OmniPage Toolbox 25

iv Contents
Managing documents 26
Thumbnails 26
Document Manager 27
Customizing Document Manager columns 28
Deleting pages from a document 28
Printing a document 29
Closing a document 29
OmniPage Documents 29
Why save to OPD 30
How to save to OPD 30
How to load an OPD 31
Settings 31
3PROCESSING DOCUMENTS 33
Quick Start Guide 34
Loading and recognizing sample image files 34
Scanning and recognizing a single page 34
Processing overview 36
Automatic processing 38
Stopping and restarting automatic processing 39
Manual processing 40
Combined processing 41
Processing with workflows 43
Processing from other applications 44
How to set up Direct OCR 44
How to use Direct OCR 45
How to use OmniPage Pro with PaperPort 46
Processing with the Batch Manager 47
Defining the source of page images 48
Input from image files 48
Input from scanner 49
Scanning with an ADF 50
Scanning without an ADF 51
Describing the layout of the document 51
Zones and backgrounds 53
Automatic zoning 53

OmniPage Pro User’s Guide v
Manual zoning 54
Zone types and properties 55
Working with zones 57
Speed zoning 59
Table grids in the image 59
Using zone templates 61
4PROOFING AND EDITING 63
The editor display and views 64
Proofreading OCR results 65
Verifying text 67
User dictionaries 68
Languages 69
Training 69
Manual training 70
IntelliTrain 70
Training files 71
Text and image editing 73
On-the-fly editing 75
Reading text aloud 76
5SAVING AND EXPORTING 79
Saving OmniPage Documents 80
Export Results button 80
Saving original images 81
Saving recognition results 82
Selecting a formatting level 83
Selecting converter options 85
Using multiple converters 86
Saving to PDF 88
Converting from PDF 89
Copying pages to Clipboard 89
Sending pages by mail 90
Other export targets 92

vi Contents
6WORKFLOWS 93
Workflows 94
Sample workflows 94
Running workflows 96
Workflow Assistant 98
Creating workflows 98
Modifying workflows 101
Batch Manager 101
Creating new jobs 102
Modifying jobs 103
Managing and running jobs 103
Watched folders 104
Barcode driven workflows 106
Voice recognition 107
7TECHNICAL INFORMATION 109
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

OmniPage Pro User’s Guide 7
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 giveyou an overview of the
program.
This User’sGuide
This guide introduces you to using OmniPage Pro 14. Itincludes
installation and setup instructions, a description of the program’s
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-referencesandothernavigation tools in your PDF viewer.
Online Help
OmniPage Pro’s online Help contains information on features, settings,
and procedures. The online Help is provided as HTMLhelp, and has
been designed for quick and easy informationretrieval.Comprehensive
context-sensitive help aims to provide just enough assistance to let you
keep working without delay. See “Getting online Help” on page 9.
ReadmeFile
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
ScanSoft’s 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

8Welcome
used scanner models. Access ScanSoft’s 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 scanner’s own
documentation as necessary.
The following conventions are used in this guide:
Bold Introduces new terms and presents sub-headings.
Italic Names topics in the online Help system.
Presents longer option texts in dialog boxes.
Non-serif Presents file names: sample.tif
A note presents an item of additional information.
A tip presents ideas for using program features to
accomplish specific tasks.
OmniPage Pro 14 Office is a version of the product
designed for more intensive use and is tailored to office
environments. Its added features are denoted through
the guide by this symbol. For a concise listing, see “New
features in OmniPage Pro 14” on page 17.

OmniPage Pro User’s Guide 9
Getting online Help
In addition to using this guide, you can use OmniPage Pro’s online Help
to learn about features, settings, and procedures. Online Help is available
after you install OmniPage Pro.
Online HTML Help
Open OmniPage Pro’s online Help at its top level by choosing Help
Topics at the top of the Help menu. This allows you to see topics
arranged in a Table of Contents, search an alphabetical list of keywords or
make full-text searches through the topics. Other items in the Help menu
provide access to useful topics or web pages.
Press F1 as you are working with the program to see an online help topic
relating to the current screen area, dialog box or warning message.
Context-Sensitive Help
You can get concise on-the-spot information in a popup window about a
particular OmniPage Pro menu item, toolbar button, screen area or
dialog box, in the following ways:
Click the Help tool in the Standard toolbar to get the help icon. Click
this on any item on the desktop outside a dialog box or warning message.
Press Shift + F1 to get the same help icon. Use Shift + F1 to get context-
sensitive help for shortcut menu items.
Click the question mark button in the upper right corner of a dialog box
and then click an item in the dialog box to see the popup window.
Some dialog boxes or warning messages have their own Help button, or a
help text. Click the button or the text to get information on the dialog or
message box.
Click anywhere to remove a context-sensitive popup Help window.

10 Welcome
TechNotes
ScanSoft’s web site at www.scansoft.com contains Tech Notes on
commonly reported issues using OmniPage Pro 14. Web pages may also
offer assistance on the installation process and troubleshooting.
Glossary
This guide does not include a glossary. The online Help has a
comprehensive glossary, with its own alphabetical index and a table of
contents. Please consult it if you want to find the meaning of a term used
in this guide or in the program.
When to go online
This guide concentrates on providing background understanding of
program features, suggesting also what they can be useful for. The online
Help provides mainly numbered procedures. Turn to online Help for the
following items or for grater detail on the following topics:
◆Keyboard guide
◆Settings guidelines
◆Manual training
◆Export Converter options
◆Using the Text Editor
◆On-the-fly zoning and editing