OCR in Microsoft® Office 2010

What is the advantage of OCR in Microsoft Office 2010?

OCR or Optical Character Recognition is a system that converts images of printed matter back into text allowing users to edit the material. The printed matter can include images of typewritten, handwritten or printed documents. The OCR software utilizes complex algorithms in conjunction with artificial intelligence to decipher what the printed characters are. Although OCR is not free from errors it is ideally the best way to obtain accurate reproductions of all printed materials. The Microsoft Office application that supports editing of documents which are scanned is known as MODI or Microsoft Office Document Imaging. This was first introduced with Microsoft Office installed in Windows XP and later included in Microsoft Office 2007. In Microsoft Office 2010 it is available as Microsoft Office OneNote 2010. Under the Microsoft OneNote application the OCR functionality is utilized by transferring scanned images onto Microsoft OneNote notebook or a Microsoft Word document which then allows the user to edit and format the extracted information with ease.

The following points will provide a better understanding of usability of OCR in Microsoft Office 2010:

• Archiving and recycling
• Ease of reading scanned documents
• Sending scanned documents via e-mails or fax
• Creating word documents
• Search or reorganize scanned documents

Archiving and recycling

OCR can be used to scan and then archive documents of all types. This allows users to archive the text documents in Word applications and then release the paper documents for recycling. It saves space and resources.

Ease of reading scanned documents

Documents which are scanned and transferred to word format is easy to read and understand. This also includes the ability to read with ease even a multi-page fax on your computer screen.

Sending scanned documents via e-mails or fax

OCR allows users to scan and transfer documents in Word applications to others via e-mails and faxes with ease and speed. This will enhance the clarity of the document for the reader. For example, forms can be filled online from scanned documents using OCR and then e-mailed.

Creating word documents

Text and images can be copied from scanned documents and transferred to Microsoft Word document. OCR also allows users to create Microsoft Excel worksheets from scanned documents.

Search or reorganize scanned documents

Searching for specific text within a document or reorganizing the pages of a multi-page document becomes easier for users just like re-arranging pages in a file.

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