Nuance OmniPage Pro 8.0 Macintosh User manual

OmniPage Pro

for Macintosh

Users Manual

2

To use this program, you should know how to work in the Macintosh environment. Please refer to your

Macintosh documentation if you have questions about how to use menus, dialog boxes, or scroll bars.

OCR are registered trademarks of Caere Corporation. AnyColor and OCR Proofreader are trademarks

of Caere Corporation.

Other brands and their products are trademarks or registered trademarks of their respective holders

and should be noted as such. Such designations appearing in this manual have been printed with

initial capitalization.

Welcome - 3

Welcome

Welcome to OmniPage Pro, and thank you for buying our software!

The following documentation has been provided to help you learn

about OmniPage Pro.

This manual provides information on features and procedures. It

includes an introduction to OmniPage Pro, installation and setup

instructions, task-oriented instructions, ways to customize tools,

settings guidelines, and technical information.

This provides online information on features and procedures. See

“Getting Online Help” on page 1-13 for more information.

This contains last-minute information about OmniPage Pro. Please read

this before installing the application.

This contains the latest information about supported scanners and

scanner setup.

Welcome - 4

Using This Manual

This manual is written with the assumption that you know how to work

in the Macintosh environment. Please refer to your Macintosh user’s

manual if you have questions about how to use dialog boxes, menus,

scroll bars, and so on.

The following conventions are used in this manual.

• Emphasizes menu commands,

dialog box options, labeled

buttons, and file names

For example:

“Choose

Open...

in the File

menu.”

• Emphasizes new terms the

first time they are used

• Emphasizes important words

in a sentence

Illustrates keyboard shortcuts

for certain tasks

For example:

J means press the Command

key and the letter “j”

Introduces a tip or an item of

note

Introduces cautionary text

Introduction to OmniPage Pro - 5

Chapter 1

Introduction to

OmniPage Pro

You probably do most of your business correspondence and other

written projects on your computer. However, certain sources of

information may not be immediately usable on a computer.

For example, if you want to incorporate information from a magazine

article into a document in your word processor, you somehow have to

get the text from the article into your computer. Painstakingly retyping

the article is not an appealing solution.

OmniPage Pro offers a smart solution to increase your work

productivity. OmniPage Pro’s

optical character recognition (OCR)

technology accurately and easily converts scanned paper documents

and image files into editable text for use in your favorite computer

applications. You do not have to retype anything — OmniPage Pro

automatically does it for you.

Please continue reading this chapter for information on these topics:

• What Is Optical Character Recognition (OCR)?

• The OmniPage Pro Interface

• Getting Online Help

• Product Support

What Is Optical Character Recognition (OCR)?

Introduction to OmniPage Pro - 6

What Is Optical Character Recognition (OCR)?

Optical character recognition

(

OCR

) is the process of turning an

image

into

computer-editable text. An image is an electronic picture of text such as

a scanned paper document or an electronic fax file. Images do not have

editable text characters; they have many tiny dots (

pixels

) that together

form a picture of text.

During OCR, OmniPage Pro analyzes an image and defines characters

to produce editable text. This is also called

recognizing

text. After OCR,

you can export the recognized text to a variety of word-processing, page

layout, and spreadsheet applications.

About OmniPage Pro OCR

In addition to text, OmniPage Pro can retain the following elements in a

document during OCR.

Photos, logos, and drawings are examples of graphics.

Font types, font sizes, and font styles (such as bold or

italic

) are examples

of text formatting.

Column structure, paragraph spacing, and placement of graphics are

examples of page formatting.

OmniPage Pro recognizes printed text characters only. However, it can

retain handwritten text, such as a signature, as a graphic element.

The graphics, text formatting, and page formatting elements that

OmniPage Pro retains depend on the settings you select for your

document before OCR. See Chapter 4, OmniPage Pro Settings, for more

information.

What Is Optical Character Recognition (OCR)?

Introduction to OmniPage Pro - 7

Basic Steps of OmniPage Pro OCR

These are the basic steps of OmniPage Pro’s OCR process:

1 Bring a document image into OmniPage Pro.

You can scan a paper document or load an image file. The

resulting image appears in the Image View.

See “Bringing Document Images into OmniPage Pro” on page

27 for more information.

2 Create zones to identify the parts of the document you want to

recognize as text or retain as graphics.

Zones are borders that enclose the parts of a document image

that will get processed. You can create zones manually,

automatically, or with a template. Any areas not enclosed by

zones are ignored during OCR.

See “Creating Zones on a Page” on page 29 for more

information.

3 Perform OCR to convert image information into editable text

characters.

During OCR, OmniPage Pro defines text characters in an

image. After OCR, you can check for and edit any errors.

See “Converting Images to Text” on page 37 for more

information.

4 Export the document to the desired location.

You can save your document to a specified file format or place

it on the Clipboard.

See “Exporting Documents” on page 57 for more information.

The OmniPage Pro Interface

Introduction to OmniPage Pro - 8

The OmniPage Pro Interface

The main parts of OmniPage Pro’s user interface include:

• The AutoOCR Toolbar

• The Document Window

• The Thumbnail Window

• Zone Info and Tool Palettes

• The Settings Panel

The OmniPage Pro Interface

Introduction to OmniPage Pro - 9

The AutoOCR Toolbar

®

contains buttons that can activate each step of

the OCR process. Choose

Show Toolbar

in the Window menu to open the

AutoOCR Toolbar if it is closed.

•The

AUTO

button allows you to activate automatic processing.

• The next four buttons — Image, Zone, OCR, and Export — have

various commands that can be set for the operations you want to

perform. You can set commands in the pop-up menus beneath

each button.

• The last two buttons — Settings Panel and Proofread OCR — are

shortcuts for opening the Settings Panel and checking for errors

in a recognized document.

See “Basic Steps of OmniPage Pro OCR” on page 25 for more

information on OCR procedures.

The Document Window

The Document window allows you to view and work with pages in the

current document. Original images are displayed in Image View and

recognized text is displayed in Text View.

Choose

Image View

in the Window menu (or

M) to display a

document’s Image View and make it active. Choose

Text View

in the

The OmniPage Pro Interface

Introduction to OmniPage Pro - 10

Window menu (or

J) to display a document’s Text View and make it

active.

You can select options in the

Document

section of the Settings Panel to

specify how views in the Document window are displayed. See

“Document Display Settings” on page 74 for more information.

The OmniPage Pro Interface

Introduction to OmniPage Pro - 11

The Thumbnail Window

The Thumbnail window displays miniature pictures (thumbnails) of

page images in the current document. You can use thumbnails to change

pages, rearrange pages, and drag copies of images into other

applications.

Choose

Show Thumbnails

in the Window menu to open the Thumbnail

window if it is closed.

See “Working With Documents” on page 48 for more information on

working with thumbnails.

The OmniPage Pro Interface

Introduction to OmniPage Pro - 12

Zone Info and Tool Palettes

The Zone Info and Tool palettes are displayed when the Image View of

a document is active.

Choose

Show Tool Palette

in the Window menu if the Tools palette does

not appear when the Image View is active.

Choose

Show Zone Info Palette

in the Window menu if the Zone Info

palette does not appear when the Image View is active.

You can move the palettes anywhere on your desktop as you work in the

Image View. The palettes are automatically hidden whenever the Text

View is active.

See “Creating Zones on a Page” on page 29 for more information on

zones.

Getting Online Help

Introduction to OmniPage Pro - 13

The Settings Panel

The Settings Panel is the central location of OmniPage Pro settings. You

can click the Settings Panel button or choose

Settings Panel

in the Settings

menu to open it.

The Settings Panel has six different sections of settings. Each section can

be displayed by clicking its icon on the left.

Getting Online Help

You can use OmniPage Pro’s balloon help and online reference guide to

learn about features and procedures. These are available in the Guide

menu after you install and launch OmniPage Pro.

If you are using Macintosh OS 8 (or later), the Guide menu has been re-

named as the

Help

menu, and appears as the right-most menu selection

in the OmniPage Pro application. The

OmniPage Pro Guide

follows the

conventions of the standard Apple Guide. Please refer to your

Macintosh user’s manual for more information on using Apple Guide.

Getting Online Help

Introduction to OmniPage Pro - 14

Balloon Help

Balloon help consists of “balloons” that pop up on screen to explain the

function of icons, menus, commands, dialog box options, and other

items in an application interface.

To turn balloons on, choose

Show Balloons

in the Guide menu. Different

balloons appear as you move the mouse pointer over items in the

interface. Choose

Hide Balloons

in the Guide menu when you want to

turn off balloon help.

OmniPage Pro Guide

Choose

OmniPage Pro Guide

in the Guide menu to get online reference

information for features and instructions for common tasks.

Product Support

Introduction to OmniPage Pro - 15

Product Support

For the fastest and easiest way to get help, please look for solutions in

this manual or in the

OmniPage Pro Guide

.

If you need additional help, product support and information are also

available to registered users through the services listed in this table.

Please have the following information ready for the most efficient

service when you call Caere Product Support:

• OmniPage Pro version and serial number

The serial number is printed on the label of the first installation

disk or the CD case. To get the version number, choose

About

OmniPage Pro...

in the Apple menu when OmniPage Pro is open.

Or, select the OmniPage Pro icon in the installation folder and

choose

Get Info

in the File menu in the Finder.

• The make and model of your computer system and peripheral

devices (scanner, printer, monitor, and so on)

• The amount of memory in your system

To get information about your computer system and memory,

choose

About This Computer...

in the Apple menu when the Finder

is active.

• The amount of free disk space

To check the amount of free disk space, open your hard disk

folder and check the number in the upper-right corner. You must

view the folder

by Icon

or

by Small Icon

to see the number.

Installation and Setup - 16

Chapter 2

Installation and Setup

This chapter provides information on installing OmniPage Pro and

selecting a scanner to use with it.

Please also read the

Release Notes

and the

Scanner Setup Notes

included in

your OmniPage Pro package. These provide the most up-to-date

information concerning installation and setup issues.

Please continue reading this chapter for information on these topics:

• System Requirements

• Installing the Software

• Selecting Your Scanner

• Starting OmniPage Pro

• Registering OmniPage Pro

System Requirements

To install and run OmniPage Pro, you need the following setup:

• A Power Macintosh or compatible computer

• System 7.5 or later

• 10MB RAM if virtual memory is turned off (or at least 8MB

free

RAM if virtual memory is on) to install OmniPage Pro

• 640x480 resolution display or better

• At least 25MB available hard disk space for OmniPage Pro files

and temporary storage while OmniPage Pro is running

• A supported scanner if you plan to scan documents

See the supported scanner list in the

Scanner Setup Notes

. Your

scanner and the driver supplied by its manufacturer, if any, must

be installed on your system according to the manufacturer's

instructions.

Installing the Software

Installation and Setup - 17

Installing the Software

Before you install OmniPage Pro:

• Make sure your scanner is working on your system by using the

scanning software supplied by the manufacturer.

• Turn off any virus-protection software. This is often a Control

Panel device. Refer to your virus-protection software manual.

• Some versions of OmniPage Pro are designed only for customers

upgrading from previous versions of Caere OCR software. To

install these special upgrade versions, you may be prompted to

enter the serial number of your previous product.

• Some components of the previous version of OmniPage Pro can

be reused. Previous setting files, the test TIFF image file, and

zone templates will not work with the newer version of

OmniPage Pro. OmniPage Pro 7 style sets and user dictionaries

will work with your new version.

Installing the Software

Installation and Setup - 18

1 From the Settings menu, select

Edit User Dictionary...

2 From the dialog box that appears, select the user dictionary you

want to preserve to use with the new version of OmniPage Pro

and click on

Open

.

3 Save your dictionary to a location external to the OmniPage

folder.

4 Once you have successfully installed the new OmniPage Pro,

select

Edit User Dictionary

from the Settings menu.

5 Click Import...

1 Remove the style set files from the Styles folder.

2 Add them into the new Styles folder after OmniPage Pro

installation.

1 Insert the OmniPage Pro CD-ROM in the CD-ROM drive. (Or,

insert disk #1 in the disk drive.)

2 Double-click the installer icon and then click

Continue

.

3 Read the license agreement and then click

Accept

.

4 The Install dialog appears.

Installing the Software

Installation and Setup - 19

If you just want to install individual components of OmniPage

Pro, click the Custom button and select the items that you want

to install in the Installer dialog box.

5 Click

Install

to proceed with installation.

A dialog box appears that enables you to choose where the

OmniPage Pro files will be installed. If you have a previous

version of OmniPage (Limited Edition or Pro), install your new

version into a new folder.

6 Choose the drive and folder and click

Install

to proceed with

installation.

OmniPage Pro 8 Folder

is the name of the default installation

folder.

7 If you are performing a standard installation or if you picked

Scanners

during a custom installation, a dialog box appears,

Installing the Software

Installation and Setup - 20

prompting you to choose the manufacturer settings for the

scanners you will use with OmniPage Pro.

Click to select one (or more) manufacturer settings, and then

click

OK

to proceed with the installation.

8 If you are performing a standard installation or if you picked

Languages

during a Custom installation, a dialog appears,

prompting you to select the languages you wish OmniPage Pro

to recognize.

Click to select one (or more) languages and click

OK

to proceed

with the installation.

OmniPage Pro will always install some Portuguese language files and

one English file in the Main Dictionaries folder. This is normal, and these

files should

not

be deleted. The OCR engines needs these data files.

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Nuance OmniPage Pro 8.0 Macintosh User manual

Nuance OmniPage Pro 8.0 Macintosh User manual

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