Start learning with our library of video tutorials taught by experts. Get started

Up and Running with Acrobat XI

Scanning hard copy


From:

Up and Running with Acrobat XI

with Claudia McCue

Video: Scanning hard copy

Here I have a scan of a paper document, and you can see the text looks a little bit rough, but that's because it's a picture of text. It's not real text. But my colleague needs this text, because he needs to be able to search this in a repository of PDFs. So it can't search this as long as it's pixels. Acrobat needs to perform OCR--Optical Character Recognition--to convert these pixels into genuine searchable text. And that feature is over here under Tools > Text Recognition. And I can choose to search in this file or if I have multiple files open, I could OCR all of them.
Expand all | Collapse all
  1. 1m 3s
    1. Welcome
      47s
    2. Using the exercise files
      16s
  2. 9m 13s
    1. Understanding the Portable Document Format
      1m 55s
    2. Comparing the three versions of Acrobat
      7m 18s
  3. 16m 11s
    1. Navigating through documents
      4m 57s
    2. Changing the screen view
      7m 29s
    3. Understanding the Tool panels
      3m 45s
  4. 15m 45s
    1. Combining PDFs
      2m 57s
    2. Inserting pages
      2m 33s
    3. Replacing pages
      1m 59s
    4. Changing page order
      1m 29s
    5. Extracting pages
      1m 47s
    6. Creating portfolios
      5m 0s
  5. 16m 28s
    1. Creating PDFs from Word documents
      8m 20s
    2. Creating PDFs from PowerPoint presentations
      3m 5s
    3. Creating PDFs from Excel spreadsheets
      2m 0s
    4. Creating PDFs on a Mac
      3m 3s
  6. 14m 1s
    1. Converting web pages to PDFs
      3m 43s
    2. Scanning hard copy
      5m 27s
    3. Creating PDFs from text and image files
      1m 37s
    4. Converting selected areas of a document and clipboard contents into a PDF
      1m 49s
    5. Printing to PDF
      1m 25s
  7. 9m 43s
    1. Exporting PDF documents to Word
      3m 4s
    2. Exporting PDF documents to Excel
      1m 22s
    3. Exporting PDF documents to PowerPoint
      3m 0s
    4. Extracting images
      2m 17s
  8. 13m 21s
    1. Editing text
      3m 3s
    2. Editing graphics
      2m 38s
    3. Adding hyperlinks
      3m 23s
    4. Adding bookmarks
      4m 17s
  9. 17m 4s
    1. Adding annotations
      2m 32s
    2. Using drawing markups
      6m 48s
    3. Creating email reviews
      3m 26s
    4. Using shared reviews
      4m 18s
  10. 4m 23s
    1. Understanding interactive forms
      2m 27s
    2. Creating forms from Word documents
      1m 56s
  11. 58s
    1. Next steps
      58s

Watch this entire course now—plus get access to every course in the library. Each course includes high-quality videos taught by expert instructors.

Become a member
Please wait...
Up and Running with Acrobat XI
1h 58m Appropriate for all Oct 08, 2012

Viewers: in countries Watching now:

Take a tour of Acrobat XI, compare its three editions, and get a fresh look at what you can do with Acrobat. This course demonstrates the basics of working with PDFs: how to create, combine, edit, export, and review documents. Author Claudia McCue also shows how PDFs integrate with Microsoft Office applications and introduces the basics of working with forms.

Topics include:
  • Understanding the Portable Document Format (PDF)
  • Inserting, replacing, and extracting pages
  • Combining PDFs
  • Creating PDFs from Word, PowerPoint, and Excel
  • Converting web pages to PDF
  • Scanning hard copies of documents
  • Printing to PDF
  • Exporting to other formats from Acrobat (such as the Excel .xls)
  • Adding hyperlinks and bookmarks
  • Marking up a PDF with annotations and drawings
  • Using shared reviews
Subjects:
Business Collaboration Productivity
Software:
Acrobat
Author:
Claudia McCue

Scanning hard copy

Here I have a scan of a paper document, and you can see the text looks a little bit rough, but that's because it's a picture of text. It's not real text. But my colleague needs this text, because he needs to be able to search this in a repository of PDFs. So it can't search this as long as it's pixels. Acrobat needs to perform OCR--Optical Character Recognition--to convert these pixels into genuine searchable text. And that feature is over here under Tools > Text Recognition. And I can choose to search in this file or if I have multiple files open, I could OCR all of them.

So I just have the one file, so I'm going to choose In This File. Now, there are three options here. When you choose Edit, you have the option for Searchable image, Searchable Image (Exact), or ClearScan. Searchable Image tries to sort of clean up the document, and then the text that's created is not visible; it's sort of behind the image, if you will. Searchable Image (Exact) doesn't clean up the image, and that's used, for example, in legal environments or insurance offices where they need to have the original look of the document for legal reasons.

So that's left intact. You still get the invisible searchable image. The ClearScan tries to create a font to mimic the original; if it can't, then you end up still with that sort of veneer of an image. So let's try Searchable Image first. And this is actually 1200 dpi scan. It offers to downsample it to 600 to make it a smaller PDF, and that's going to be all right. It will still keep detail. So when I click OK, and OK, Acrobat begins processing. And when you watch, did you see it sort of shift to the left? It deskews it, it straightens it out, and it seems to be actually for Acrobat's own purposes, to make it easier for Acrobat to recognize the content.

Well, now we need to find out how good a job it did. And again, remember that that searchable text is going to be invisible. So you can see that the text is still made out of pixels--at least that's all we can see--but let's check our work. On the right I'm going to click on Find First Suspect. Now, I'm not going to go all the way through the document, but I want to show you how this mechanism works. Here in this window you're going to see that little clump of pixels greatly magnified, and then back in the document you see the figure that it proposes to replace it with. So for a moment there, you can see that invisible text.

It says it's an ampersand and I agree, so I check Accept and Find. And then I'm going to go down and accept and find a few of the other replacements. They seem to do a pretty good job. BASIC, that's good. What I'm worried about is that italic text, because that has some sort of flouncy characters in it, and I'm wondering if Acrobat will recognize them. So down here, oh, it has not done a good job. You might have to look closely, but it's replaced Roux with !wix. Well, it got the x right, but that's it.

I know that this is disappointing, but keep in mind, you're asking it to do something pretty heavy-duty, convert pixels to text, so this why you want to pay attention to the results. So I'm going to go in here and fix this and type the correct word. And Accept means now I'm accepting what I just typed. And again, I'm not going to go through the whole document, but you sort of get the idea. One of the ways I like to check this is to select all the text--and I can just get my Selection tool, and just select it as I would in Microsoft Word--copy it, and then go into an empty Word file and then just paste.

And let's take a look at that. If I go to View--and let's zoom up some, something in a nice 200% ought to do it-- and you can see it's confused about some things. In fact, it didn't seem to take the word that I typed. But going on through, a couple of things to consider, this could also be a way for you to extract text from a scan. Maybe you don't care about it being searchable. Maybe you just don't have to type this over and over again. Well, at least you've got something that you can work with now. You have editable text. It's not perfect. If you had to have this for legal purposes, you would need to go back into Acrobat, to all those little suspects, and fix every little instance that isn't correct. And yes, that's tedious, but there are times that that's going to be required.

So this was a bitmap scan. I'm going to try it quickly with a grayscale scan. I will say that for the most part I get better results with the bitmap, but just so you know, to convert that from a scan to a PDF is pretty easy. You can also drive a scanner from directly within Acrobat. And I don't have a scanner hooked up. I already had scanned these files, so I'm just going to choose Create PDF from File, and there's my grayscale scan. And I'm just going to quickly start this, just so you can see some difference in the Searchable (Exact).

So I'm going to choose In This File, and then for my Option I'm going to choose Searchable Image (Exact), and leave the rest of the options at their defaults. Notice that it didn't shift at the end. So it didn't do the deskewing, and that's what I meant when I said it keeps that image intact. So now when I say Find First Suspect, the first thing it finds is this little clump of trash on the scan, so maybe there was something on the scanner platen. So I can say no, that's not text, don't worry about it, and then I could continue on with the Accept and Find.

So for legal purposes, this is a faithful representation of the original. If I finish cleaning out all my little suspects, then I have a searchable file, so I kind of have the best of both worlds. So in a document like this, yes, it could be kind of tedious, but it's something that Acrobat does, in general, very well.

There are currently no FAQs about Up and Running with Acrobat XI.

Share a link to this course
Please wait... Please wait...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.
Upgrade now


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Upgrade now

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Up and Running with Acrobat XI.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Welcome to the redesigned course page.

We’ve moved some things around, and now you can



Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked