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How to Use OCR for Efficient Document Conversion?

by | Feb 22, 2024

OCR stands for Optical Character Recognition. It is a technology that is utilized by software and tools to extract textual data from images and uneditable documents. Since many file formats like PDFs cannot be edited, people use OCR to convert these documents to editable ones like DOCX. 

That said if you’re ever stuck in a situation where you have an uneditable document on your hand and you want to edit it. Using an OCR tool to convert it into editable format first is your best bet. 

This is why we came up with this post, to give people who are unfamiliar with OCR, a general idea of how they can use it for efficient document conversion. So, without further ado, let’s get started.

How To Use OCR Tool To Convert Your Documents?

Using an OCR tool is actually quite easy, even if you’re someone who’s doing it for the first time. But before comes the discussion of usage, you’re going to have to select an OCR tool. This can prove to be harder than the steps of conversion since there are so many tools available. It can be not very clear to choose the best one. 

But, since we’re making a guide for conversion, let us tell you how you can select the best OCR tool for this purpose. We’re dedicating the first step to selection.

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Step 1. Selecting The Right OCR Tool For Document Conversion

Below, we’re going to mention some of the things that you can consider while selecting an OCR tool. Considering these things can help you find the right tool that can provide accurate and effective results.

  • Multiple input options: When choosing an OCR tool, try to choose one that offers multiple input options for your documents. For example, uploading documents from your device storage, and fetching them from cloud storage like Drive, Dropbox, etc. 
  • No conversion limit: Try to find an OCR tool that has to conversion limit. This way, you can extract text from lengthy documents in a single go, without having to do it half and half, if there is a word extraction limit.
  • Multiple language support: The OCR tool that you choose, must be able to extract text in multiple languages. It is because, sometimes in your documents, language is switched to explain things better. This can especially be the case for documents that belong to a multi-national company. 
  • Powered by AI: Choosing an OCR tool that uses artificial intelligence on top of optical character recognition can go a long way for you. This is because AI integration allows these tools to provide extremely accurate results.
  • Output download options: This is perhaps the most important thing that you need in an OCR tool. Many of these tools don’t allow users to download the extracted text from uneditable documents. Consequently, users are left with one option and that is to edit the text in the output box of the tool. Sure, they can copy and paste it into a document manually but it’s still a hassle. Therefore, try to find an OCR tool that allows output download in a .DOCX or .TXT file format.
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These are some of the things that you can consider when finding an OCR tool. This way, you can find the best one that can provide accurate results without much hassle. 

The good thing is we’ve already found an OCR tool that fulfills these requirements. If you don’t want to find one yourself, you can just use this one. It is named OCR.best and we’ll be using it for demonstration of the steps following this one. Here’s what it looks like.

Selecting The Right OCR Tool For Document Conversion

Step 2. Upload The Un-Editable Document To The OCR Tool

Once you’ve selected the tool of your choice, it is time to upload your document to it. This step is pretty straightforward as all you have to do is provide the OCR tool with the document through whatever channel you prefer. Here’s what it looks like once we’ve uploaded our un-editable document to OCR.best.

Upload The Un-Editable Document To The OCR Tool

After uploading the document, you have to complete the CAPTCHA and click on the “Convert” button for the tool to start processing the document. Please note that there might be no CAPTCHA in other OCR tools but with OCR.best, you have to complete one.

Step 3. Download The Output Provided By The OCR Tool

After you’ve hit the “Convert” button, you have to wait a couple of seconds and the OCR tool will provide you with the result. You can then download the output in .DOCX document format and edit it however you like. 

The buttons for downloading the output will be available at the bottom of the output box, no matter which OCR tool you’re using. Here’s what the output and the buttons look like in our case.

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Download The Output Provided By The OCR Tool

Once all this is done, voila, you’ll have an editable document on your hand. This is how you use OCR for efficient document conversion.

This brings us to the end of our guide. But not the post since we’d like to mention some tips that can help you use an OCR tool effectively and ensure the results you get are accurate. After all, this is what efficiency is all about.

Tips To Effectively Use An OCR Tool

Below, we’re going to mention the tips that experts use to make sure they’re making the most out of OCR tools.

  1. Ensure the formatting in the final output is the same as the document.
  2. Make sure your document doesn’t have text written in weird fonts as the OCR tool might have trouble extracting it.
  3. If your document includes photos and important links, you can save them beforehand as most OCR tools don’t extract all these things at once. Even if some extract the links, they won’t be ones you can click to open.

These are some of the tips that will help you use an OCR tool effectively and this brings us to the end of our post.

Conclusion

OCR can be used for efficient document conversion. However, it does require you to have some knowledge of how you can convert documents and how you can make the most out of an OCR tool. In this post, we have talked about all of this.

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