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ABBYY FineReader 12 User‘s Guide

Copying Content from Documents

ABBYY FineReader lets you copy text, pictures and tables from documents and paste them

to other applications. You can copy content from scanned pages and images without

recognizing the entire document or converting it to an editable format. The selected

content will be copied to the clipboard and can be pasted in any application that supports

pasting from the clipboard.

To copy content:

Use the

tool in the Image window to select the part of the

document you want to copy.

Click the

button on the pop–up toolbar or right–click the selected area and then click

Read and Copy to Clipboard on the shortcut menu.

Paste the content to another application.

To copy several pages:

Select the pages you want to copy in the Pages pane.

Right–click the selected pages, click Save selected pages as or Send Selected Pages

To… on the shortcut menu, and then select the application in which you want to insert the

pages.

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ABBYY FineReader 12 User‘s Guide

Saving OCR Results

Recognition results can be saved to a file, sent to another application, copied to the

Clipboard, or e–mailed. You can also send OCR results to Kindle.com where they will be

converted to the Kindle format and become available for download onto your Kindle device.

You can save either the entire document, or selected pages only.

Important! Be sure to select the appropriate saving options before clicking Save.

To save recognized text:

On the main toolbar, select a document layout saving mode from the Document layout

drop–down list.

Note: Available file formats are listed beneath each mode.

Format saving modes:

Exact copy

Produces a document with formatting that corresponds to that of the original.

Recommended for documents with complex formatting, such as promotion

booklets. Note, however, that this option limits the ability to change the text and

format of the output document.

Editable copy

Produces a document in which the formatting may differ slightly from that of the

original. Documents produced in this mode are easy to edit.

Formatted text

Retains fonts, font sizes, and paragraphs, but does not retain the exact spacing or

locations of the objects on the page. The text produced will be left–aligned. Texts in

right–to–left scripts will be right–aligned.

Note: Vertical texts will be changed to horizontal in this mode.

Plain text

This mode does not retain text formatting.

Flexible layout

Produces an HTML document with the positions of the objects as close to the

original as is technically possible.

On the Save tab of the Options dialoig box, select the desired saving options and click OK.

Click the arrow to the right of the Save button on the main toolbar and select the

appropriate option, or use commands on the File menu.

Note: ABBYY FineReader lets you save pages as images. For details, see "Saving an Image

of a Page."

Supported applications:



Microsoft Word 2003 (11.0), 2007 (12.0), 2010 (14.0) and 2013 (15.0)



Microsoft Excel 2003 (11.0), 2007 (12.0), 2010 (14.0) and 2013 (15.0)



Microsoft PowerPoint 2003 (11.0) (with Microsoft Office Compatibility Pack for Word, Excel,

and PowerPoint 2007 Formats), 2007 (12.0), 2010 (14.0) and 2013 (15.0)



Apache OpenOffice Writer 3.4, 4.0



Corel WordPerfect X5, X6



Adobe Acrobat/Reader (8.0 and later)

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ABBYY FineReader 12 User‘s Guide

Note: To insure the best compatibility between ABBYY FineReader and the applications

listed above, make sure you install the latest available updates to these applications.

ABBYY FineReader lets you save data from recognized images in editable formats. When

choosing a format, consider how you intend to use the document.



Saving documents in DOCX/ODT/RTF



Saving documents in PPTX



Saving plain text (TXT)

Saving in DOCX/ODT/RTF

To save your text in DOCX/DOC/RTF/ODT:



Click the arrow next to the Save button on the main toolbar and then click the desired

format. If the format that you need is not displayed in the list, click Save in Other

Formats… and then select the desired format from the Save as type drop–down list.

Alternatively, on the File menu, click Save Document As and then click the desired

saving format.

Tip: Additional saving options are available in the Options dialog box: click Tools >

Options…, click the Save tab, and then click the RTF/DOCX/ODT tab.

The saving options on this tab are grouped into the following categories:

Document layout

Depending on how you are planning to use your electronic document, select one of the

following options:

Exact copy

Produces a document that maintains the formatting of the original. This option is

recommended for documents with complex layouts, such as promotion booklets. Note,

however, that this option limits the ability to change the text and formatting of the output

document.

Editable copy

Produces a document that nearly preserves the original format and text flow but allows

easy editing.

Formatted text

Retains fonts, font sizes, and paragraphs, but does not retain the exact locations of the

objects on the page or line spacing. The resulting text will be left–aligned (right–to–left

texts will be right–aligned).

Note: Vertical texts will be changed to horizontal in this mode.

Plain text

This mode does not retain formatting. Font styles will be preserved if the Keep bold,

italic, and underlined text styles in plain text option is enabled.

Default paper size

You can select the paper size to be used for saving in RTF, DOC, DOCX, or ODT format from

the Default paper size drop–down list.

Text settings



Keep line breaks and hyphens

Retains the original arrangement of text lines in the output text.

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ABBYY FineReader 12 User‘s Guide



Keep page breaks

Retains the original page arrangement.



Keep line numbers

Retains the original line numbering (if any). The line numbers will be saved in a separate

field that remains unchanged when you edit the text.

Note: This feature is only available if Exact copy or Exact copy is selected.



Keep headers, footers, and page numbers

Retains headers, footers and page numbers in the output text.



Keep bold, italic, and underlined text styles in plain text

Retains text styles when saving in Plain text mode.



Keep text and background colors

Retains the original color of the letters.

Note: If detection of structural elements (headers, footers, footnotes, table of contents

and numbered lists) was disabled, these elements will be saved as body text. These

settings are found on the Read tab of the Options dialog box (Tools > Options…).

Picture settings

Documents containing a large number of pictures are very large. To reduce the size of the

file, select the desired option in the Picture settings group.

Tip:



To change the picture saving parameters, click Custom…. In the Custom Settings dialog

box, select the desired parameters and click ОК.



If you do not want to keep the pictures in the recognized text, make sure that the Keep

pictures option is not selected.

Advanced

Select the Highlight low–confidence characters option if you want to edit the

recognized text in Microsoft Word instead of the Text window in ABBYY FineReader. If this

option is selected, all low–confidence characters will be highlighted in the Microsoft Word

document.

Tip: You can change the color of uncertain characters on the View tab of the Options

dialog box (Tools > Options…).

Saving in PPTX

To save your text in PPTX:



On the File menu, click Save Document As and then click Microsoft PowerPoint

Presentation. Alternatively, click the arrow next to the Save button on the main toolbar

and then click Save as PPTX. If the format that you need is not displayed in the list, click

Save in Other Formats… and then select the desired format from the Save as type

drop–down list.

Tip: Additional saving options are available in the Options dialog box: click Tools >

Options…, click the Save tab, and then click the PPTX tab.

The saving options on this tab are grouped into the following categories:

Text settings

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ABBYY FineReader 12 User‘s Guide



Keep line breaks

Retains the original arrangement of lines.



Wrap text

All recognized text is fit entirely inside the text block in the slide.



Keep headers and footers

Preserves headers and footers in the output document.

Picture settings

Documents containing a large number of pictures are very large. To reduce the size of the

file, select the desired option in the Image quality group.

Tip:



To change the picture saving parameters, click Custom…. In the Custom Settings dialog

box, select the desired parameters and click OK.



If you do not want to keep the pictures in the recognized text, make sure that the Keep

pictures option is not selected.

Saving in TXT

To save your text in TXT:



On the File menu, click Save Document As and then click Text Document.

Alternatively, click the arrow next to the Save button on the main toolbar and then click

Save as TXT. If the format that you need is not displayed in the list, click Save in Other

Formats… and then select the desired format from the Save as type drop–down list.

Tip: Additional saving options are available in the Options dialog box: click Tools >

Options…, click the Save tab, and then click the TXT tab.

The saving options on this tab are grouped into the following categories:

Document layout

Depending on how you are planning to use your electronic document, select one of the

following options:

Formatted text

Retains paragraphs, but does not retain line spacing and the exact positioning of objects.

Additionally, white spaces are used to reproduce paragraph indentations and tables. The

resulting text will be left–aligned (right–to–left texts will be right–aligned).

Note: Vertical texts will be changed to horizontal in this mode.

Plain text

This mode does not retain formatting.

Text settings



Keep line breaks

Retains the original arrangement of lines. If this option is not selected, text will be saved in

one line.



Insert page break character (#12) as page break

Saves the original page arrangement.



Use blank line as paragraph separator

Separates the paragraphs with blank lines.

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ABBYY FineReader 12 User‘s Guide



Keep headers and footers

Preserves headers and footers in the output document.

Encoding

ABBYY FineReader detects the code page automatically. To change the code page, select

the desired code page from the drop–down list under Encoding.

ABBYY FineReader lets you save tables in the XLS, XLSX, and CSV formats.

XLS and XLSX

To save your text in XLS or XLSX:



Click the arrow next to the Save button on the main toolbar and then click Save as

Microsoft Excel Workbook… or Save as Microsoft Excel 97–2003 Workbook…. If

the format that you need is not displayed in the list, click Save in Other Formats… and

then select the desired format from the Save as type drop–down list. Alternatively, on the

File menu, click Save Document As, and then click Microsoft Excel 97–2003

Workbook.

Tip: Additional saving options are available in the Options dialog box: click Tools >

Options…, click the Save tab, and then click the XLSX tab.

The following options are available:

Document layout

Select one of the following options from this drop–down list based on how you plan to use

the document:

Formatted text

Preserves fonts, font sizes and paragraphs, but does not preserve exact positions of objects

and line spacing. You will get continuous left–aligned text (texts printed in right–to left

scripts will be right–aligned).

Note: Any vertical text will be displayed horizontally if this option is selected.

Plain text

Does not preserve text formatting.

Text settings



Ignore text outside tables

Saves only the tables and ignores the rest.



Convert numeric values to numbers

Converts numbers into the "Numbers" format in the XLS file. Microsoft Excel may

perform arithmetical operations on cells of this format.



Keep headers and footers

Preserves headers and footers in the output document.



Create separate worksheet for each page (XLSX only)

Select this option to save pages from the source document as separate worksheets.

Picture settings

You can save pictures in XLSX documents. Documents containing a large number of

ABBYY FineReader 12 User‘s Guide

pictures are very large. To reduce the size of the file, select the desired option from the

drop–down list in the Picture settings group.

Tip:



If you want to specify a wider range of picture quality parameters, select Custom… and

change the settings in the Custom Settings dialog box.



If you do not want to keep the pictures in the recognized text, make sure that the Keep

pictures (XLSX only) option is not selected.

CSV

To save your text in CSV:



On the File menu, click Save Document As and then click CSV Document.

Alternatively, click the arrow next to the Save button on the main toolbar and then click

Save as CSV. If the format that you need is not displayed in the list, click Save in Other

Formats… and then select the desired format from the Save as type drop–down list.

Tip: Additional saving options are available in the Options dialog box: select Tools >

Options…, click the Save tab, and then click the CSV tab.

The saving options on this tab are grouped into the following categories:

Text settings



Ignore text outside tables

Saves only the tables and ignores the rest.



Insert page break character (#12) as page separator

Saves the original page arrangement.



Field separator

Selects the character that will separate the data columns in the CSV file.

Encoding

ABBYY FineReader detects the code page automatically. To change the code page, select

the desired code page from the drop–down list under Encoding.

PDF is a widely used document format. PDF documents appear the same on different

computers, can be protected with passwords, and are well suited for storage in electronic

archives.

To save your text in PDF:



Click the arrow next to the Save button on the main toolbar and then click Save as PDF

Document…. If the format that you need is not displayed in the list, click Save in Other

Formats… and then select the desired format from the Save as type drop–down list.

Alternatively, on the File menu, click Save Document As and then click PDF Document.

Tip: Additional saving options are available in the Options dialog box: click Tools >

Options…, click the Save tab, and then click the PDF tab.

The saving options on this tab are grouped into the following categories:

ABBYY FineReader 12 User‘s Guide

Default paper size

Choose the paper size to be used for saving in PDF format from the drop–down list.

Save mode

Depending on how you are planning to use your electronic document, select one of the

following options:



Text and pictures only

This option saves only the recognized text and the associated pictures. The page will be

fully searchable and the size of the PDF file will be small. The appearance of the resulting

document may slightly differ from the original



Text over the page image

This option saves the background and pictures of the original document and places the

recognized text over them. Usually, this PDF type requires more disk space than Text and

pictures only. The resulting PDF document is fully searchable. In some cases, the

appearance of the resulting document may slightly differ from the original.



Text under the page image

This option saves the entire page image as a picture and places the recognized text

underneath. Use this option to create a fully searchable document that looks virtually the

same as the original.



Page image only

This option saves the exact image of the page. This type of PDF document will be virtually

indistinguishable from the original but the file will not be searchable.

Depending on the save mode you select, some of the following options will become

available:



Keep text and background colors

Select this option to retain the font color and background when saving in PDF.



Keep headers and footers

Preserves headers and footers in the output document.



Create outline

Select this option if you wish to create a table of contents from the document headings.



Enable tagged PDF

Select this option to add PDF tags to the output PDF document.

Apart from text and pictures, PDF files can contain information about the document

structure such as logical parts, pictures, and tables. This information is encoded in PDF

tags. A PDF file equipped with PDF tags may be reflowed to fit different screen sizes and

will display well on handheld devices.



Compress images using MRC

Select this option to retain the visual quality of the text and the pictures in a highly

compressed document.



Apply ABBYY PreciseScan to smooth characters on images

Select this option to smooth characters on the document using ABBYY's PreciseScan

technology, making them less pixelated.

Image settings

The resulting file may be quite large if your text contains a lot of pictures or if you choose

to save the page image together with the recognized text. To adjust the size of the

resulting file and the quality of the pictures, select one of the options from the Image

settings drop–down list:

ABBYY FineReader 12 User‘s Guide



Best quality (source image resolution)

Select this option to retain the quality of the pictures or the page image. The original

resolution of the source image will be preserved.



Balanced

Select this option to reduce the size of the PDF file while keeping the quality of the pictures

or page image at a reasonably high level.



Compact size

Select this option to obtain a small–sized PDF file. The resolution of the pictures and page

image will be reduced to 150 dpi, affecting their quality.



Custom…

Select this option to choose your own picture and page image settings in the Custom

Settings dialog box.

Tip: If you do not want to keep the pictures in the recognized text, make sure that the

Keep pictures option is not selected.

Font settings

When saving texts to PDF, you can use either Adobe fonts or Windows fonts installed on

your machine. To specify the font set to be used, in the select one of the following items

from the drop–down list:



Use predefined fonts

The PDF file will use Adobe fonts, for example: Times New Roman, Arial, Courier New.



Use Windows fonts

The file will use the Windows fonts installed on your computer.

To embed fonts in the PDF document, select the Embed fonts option. This will insure that

the document's fonts will look the same on all computers, but will also increase the size of

the resulting file. The Embed fonts option is only available if the Text and pictures only

or the Text over the page image option is selected.

PDF Security Settings

You can use passwords to prevent unauthorized opening, printing or editing of your PDF

document. To change PDF security settings, click the PDF Security Settings… button and

choose how you want to protect your document in the dialog box that opens.



Document Open Password

This password protects the PDF–document from unauthorized opening. The user will be

able to open the document only after entering the password specified by the author.

To set a password for your document:

Select the Require password to open document option.

Click the

button.

Type the password in the Enter Document Open Password dialog box and

confirm it.

The password you specified will be displayed as dots in the Document Open Password

field of the PDF Security Settings dialog box.



Permissions Password

This password protects the PDF–document from unauthorized editing and printing

and prevents users who do not have the password from copying information to

ABBYY FineReader 12 User‘s Guide

another application. Users will be able to perform all of these actions only after

entering the password specified by the author.

Select the Restrict printing and editing the document and its security

settings option.

Click the

button.

In the Enter Permissions Password dialog box, enter your password and confirm

it.

The password you specified will be displayed as dots in the Permissions Password field

of the PDF Security Settings dialog box.

Next, select the actions you want to allow users to do with the PDF document. These

restrictions are set in the Permissions settings options group.

Items in the Printing allowed drop–down list let you allow or prohibit document

printing.

Items in the Changes allowed drop–down list let you allow or prohibit document

editing.

If the Allow copying text, pictures, and other content option is selected, the

user will be able to copy the contents of the PDF–document (text and images) to

the Clipboard. If you want to prohibit such actions, make sure this option is clear.

If the Allow screen readers to read text option is selected, the user will be able

to copy the contents of the PDF–document (text and images) to the Clipboard. If

you want to prohibit such actions, make sure this option is clear.

Encryption level

Items in the Encryption level drop–down list let you set the encoding type for the

password–protected PDF–document.

Low (40 bit) – compatible with Adobe Acrobat 3.0 and above sets a low 40–

bit encoding level based on the RC4 standard.

High (128 bit) – compatible with Adobe Acrobat 5.0 and above sets a high

128–bit encoding level based on the RC4 standard, but users of earlier Adobe

Acrobat versions will not be able to open PDF documents with this kind of

encryption.

High (128–bit AES) – compatible with Adobe Acrobat 7.0 and above sets a

high 128–bit encoding level based on the AES standard, but users of earlier Adobe

Acrobat versions will not be able to open PDF documents with this kind of

encryption.

Large archives of paper documents are difficult to organize and maintain, and it is often

practical to take data from these archives and store it digitally. Digital archives have many

advantages: documents are easier to access, searches take much less time, the archive

takes up less space, and documents do not deteriorate over time. Documents in digital

archives are often stored in the PDF/A format.

PDF/A is a version of the PDF format that omits several features, including encryption,

audio content, video content, and links to external sources. PDF/A files contain all of the

data necessary to render them in the same way on different platforms.

Note: DjVu is yet another document archiving format. It is commonly used to store

documents that contain many pictures, graphs, and formulas. See "Saving E–books" for

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