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appropriate style hierarchy. If necessary, you can review and edit the document styles and create
new styles to format recognized text in the Text window.
To apply a style to a selected text fragment:
1. Select the desired text fragment in the Text window.
2. Select Properties from the shortcut menu.
3. Select the desired style in the open Text Properties panel from the Style list.
Note. When saving recognized texts in RTF, DOC, DOCX, and ODT formats, all styles are preserved.
Changing, creating, and merging styles:
1. On the Tools menu, click Style Editor…
2. In the Style Editor dialog box, select the desired style and adjust its name, font, font size,
character spacing, and scale.
3. To create a new style, click New. The newly created style will be added to the list of existing styles
where you can adjust it.
4. To merge multiple styles into one, select the styles to merge and click Merge…. In the Merge
Styles dialog box, specify the style into which to merge the selected styles.
5. Click Save to save the changes.
You can navigate between text fragments printed in identical styles. In the Style Editor, select the
desired style and click Previous Fragment or Next Fragment.
Editing Out Confidential Information
(ABBYY FineReader Corporate Edition only)
In ABBYY FineReader 11, you can easily remove confidential information from a recognized text
1. On the Tools menu, click Redaction Mode or click the
button on the main toolbar.
The mouse pointer will change to a marker.
2. In the Text window, use the marker to black out the text you wish to conceal.
Tip. If you black out some characters by mistake, you can undo the last redaction by
pressing CTRL+Z or clicking the Undo on the main toolbar.
3. Save your document.
The blacked out text will appear as dots in the output document. If the saving format you selected
supports text and background colors, these will be black dots against a black background.
Note: When you save a page, the blacked out areas will appear as black rectangles in the output
document.
To switch off the Redaction mode, either
•
Select Tools>Redaction Mode once again or
•
Click the
button on the main toolbar
Editing Hyperlinks
ABBYY FineReader detects hyperlinks and recreates their destination addresses in the output
document. Detected hyperlinks are underlined and displayed in blue.
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When viewing the recognized document in the Text window, rest the mouse pointer on a hyperlink
to view its address. To follow a hyperlink, select Open Hyperlink from its shortcut menu, or press
CTRL and left–click the hyperlink.
To add, delete or change the text or address of a hyperlink:
1. In the Text window, select the desired hyperlink.
2. To remove a hyperlink, right–click it and select Remove Hyperlink from the shortcut menu.
3. To add or change a hyperlink, click Hyperlink… in its shortcut menu, or click
on the main
toolbar at the top of the Text window. In the Edit Hyperlink dialog box, you can:
a. Make the necessary text changes in the Text to display field.
b. Select/change the hyperlink type in the Link to group:
•
Select Web page to link to an Internet page.
In the Address field, specify the protocol and the URL of the page
(e.g.
http://www.abbyy.com
).
•
Select Local file to link to a file.
Click Browse… to browse for the file to which the hyperlink will
point (e.g. file://D:/MyDocuments/ABBYY FineReaderGuide.pdf).
•
Select E–mail address so that the user can send an e–mail
message to the address contained in the hyperlink by simply
clicking the hyperlink.
In the Address field, specify the protocol and the e–mail address
(e.g.
mailto:office@abbyy.com
).
Editing Tables
ABBYY FineReader lets you edit recognized tables in the Text window. The following options are
available:
1. Split table cells.
Click the left mouse button to select a cell, and then select Split Table Cells from the Edit
menu.
Important! This command can only be applied to table cells that have been previously
merged.
2. Merge table cells.
Use the mouse to select the table cells to be merged, and then select Merge Table Cells
from the Edit menu.
3. Merge table rows.
Use the mouse to select the table rows to be merged, and then select Merge Table Rows
from the Edit menu.
4. Delete cell contents.
Select the cell (or a group of cells) with the contents you wish to delete and press the
DELETE key.
Note: By default, the table editing tools are not displayed on the toolbar. You can add buttons to
the toolbar by using the Customize Toolbars and Shortcuts dialog box (Tools>Customize… ).
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Working with Complex–Script Languages
With ABBYY FineReader, you can also recognize documents in Hebrew, Yiddish, Japanese, Chinese,
Thai, Korean, and Arabic languages. Consider the following when working with documents in
character–based languages and documents in which a combination of character–based and
European languages is used.
You may need to do the following to recognize these types of documents:
•
Installing Additional Languages
•
Recommended Fonts
This section contains tips and guidelines on improving recognized text quality:
•
Disabling Automatic Image Processing
•
Recognizing Documents Written in More Than One Language
•
Non–European Characters Not Displayed in the Text Window
•
Selecting the Direction of Recognized Text
Installing Additional Languages
To recognize texts written in Japanese, Chinese, Thai, Korean, Arabic, Hebrew, or Yiddish you may
need to install these languages separately.
Note: Microsoft Windows Vista and Windows 7 support these languages by default.
To install new languages in Microsoft Windows XP:
1. Click Start on the Control panel.
2. Select Control Panel>Regional and Language Options.
3. On the Language tab, select:
•
Install files for complex–script and right–to–left languages
to be able to recognize texts in Hebrew, Yiddish, Arabic, and Thai
•
Install files for East Asian languages
to be able to recognize texts in Japanese, Chinese, and Korean
4. Click OK.
Recommended Fonts
The table below lists the recommended fonts for working with Hebrew, Yiddish, Thai, Chinese, and
Japanese texts.
OCR Language
Recommended Font
Arabic
Arial™ Unicode™ MS*
Hebrew
Arial™ Unicode™ MS*
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Yiddish
Arial™ Unicode™ MS*
Thai
Arial™ Unicode™ MS*
Aharoni
David
Levenim mt
Miriam
Narkisim
Rod
Chinese (Simplified),
Chinese (Traditional),
Japanese, Korean,
Korean (Hangul)
Arial™ Unicode™ MS*
SimSun fonts
For example: SimSun (Founder Extended), SimSun–18030, NSimSun.
Simhei
YouYuan
PMingLiU
MingLiU
Ming(for–ISO10646)
STSong
* This font is installed together with Microsoft Windows XP and Microsoft Office 2000 or later.
Disabling Automatic Image Processing
By default, any pages you add to an ABBYY FineReader document are automatically recognized.
However, if your document contains a text in a Character–based language combined with a
European language, we recommend disabling automatic page orientation detection and using the
dual page splitting option only if all of the page images have the correct orientation (e.g., they
were not scanned upside down).
The Detect page orientation and Split facing pages options can be enabled and disabled
directly in the image scanning and opening dialog boxes, and from the Options dialog box on the
Scan/Open tab.
Note: To split facing pages in Arabic, Hebrew, or Yiddish, be sure to select the corresponding
recognition language first and only then select the Split facing pages option. This will ensure that
the pages are arranged in the correct order. You can also restore the original page numbering by
selecting the Swap book pages option. For details, see Numbering Pages in an ABBYY FineReader
Document.
If your document has a complex structure, we recommend disabling automatic analysis and OCR for
images and performing these operations manually.
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To disable automatic analysis and OCR:
1. Open the Options dialog box (Tools>Options… ).
2. Select the Do not read and analyze acquired page images automatically option on the
Scan/Open tab.
3. Click OK.
Recognizing Documents Written in More Than One Language
The instructions below will help you process a document written in English and Chinese.
1. Disable the automatic analysis and OCR options.
2. On the main toolbar, select More languages… from the Document Languages drop–down list.
Select Specify languages manually from the Language Editor dialog box and select Chinese
and English from the language list (for details, see Document Languages).
3. Scan or open images after disabling Detect page orientation. The dual page splitting option
should be used only if all page images have the correct orientation. The pages will be added to the
current ABBYY FineReader document after the command is executed.
Important! When scanning, be sure that the pages are properly centered on the scanner's
glass bed. If the skew is too large, the text may be recognized incorrectly.
4. To draw areas on the image manually, use the tools for Adjusting Area Shapes and Area
Borders.
Note: If the structure of your document is simple, you can launch automatic layout analysis.
Click the
(Analysis) button on the toolbar of the Image window or press CTRL+E.
5. If there are areas on the image where text is written in only one language:
a. Select these areas.
b. Select the language of the text area (Chinese or English) on the Area Properties panel.
Important! You can only specify a language for areas of the same type. If you
select both text and table areas, you won't be able to specify a language.
c. If necessary, select the text direction from the Orientation drop–down menu (for details,
see Vertical or Inverted Text Not Recognized Properly).
d. For texts in character–based languages, the program provides a selection of the text
directions in the Direction of hieroglyphic text drop–down menu (for details, see
Changing Text Properties).
6. Click Recognize.
Non–European Characters Not Displayed in the Text Window
If a character–based language is displayed incorrectly in the Text window, you may have selected
the Plain text mode.
To change the font used in Plain text mode:
1. Open the Options dialog box (Tools>Options… ).
2. Go to the View tab.
3. Select Arial Unicode MS from the Font used to display plain text drop–down menu.
4. Click OK.
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If nothing has changed in the Text window, refer to: Incorrect Font in Recognized Text or Some
Characters Are Replaced
with "?" or "□".
Selecting the Direction of Recognized Text
ABBYY FineReader automatically detects text direction when it performs OCR. If required, you can
manually adjust the direction of recognized text.
1. Go to the Text window.
2. Select one or several paragraphs.
3. Click
on the main toolbar.
Note: For character–based languages, use the Direction of hieroglyphic text option to select
the text direction before text recognition is performed. For details, see Changing Text Properties.
Saving the Results
Recognized texts can be saved to a file, sent to another application without saving them to disk,
copied to the Clipboard, or sent by e–mail as attachments in any of the supported saving formats.
•
Saving: General
Describes the saving capabilities provided by ABBYY FineReader.
•
Document Properties
•
Saving text in RTF, DOC, DOCX or ODT format
•
Saving in XLSX
•
Saving in PDF
•
Saving in PDF/A
•
PDF Security Settings
Explains the security settings available when saving in PDF: protecting your document with
passwords that prevent unauthorized opening, editing, or printing and selecting an encryption level
compatible with earlier versions of Adobe Acrobat.
•
Saving in HTML
•
Saving in PPTX
•
Saving in TXT
•
Saving in CSV
•
Saving E–books
•
Saving in DjVu
•
Saving to Microsoft SharePoint
•
Saving an Image of the Page
Describes the procedure that saves your page without performing OCR on it and provides advice on
reducing the size of your images.
Saving: General
The File menu offers you a choice of different saving methods for the recognized text. You can also
send the recognized text to various applications.
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•
File>Save FineReader Document
Saves the current ABBYY FineReader document. Both the recognized text and the page images are
saved.
•
File>Save Document As
Saves the recognized text on your hard disk in a format of your choice.
•
File>Send Document To
Opens the recognized text in an application of your choice. No information is saved on your drive.
•
File>Save To Microsoft SharePoint (Corproate Edition only)
Saves the recognized text in a network location: on a website, on an intranet portal, or in an
electronic library.
•
File>E–mail
Sends the image or recognized text via e–mail. In the dialog box that opens, select the desired
options for your e–mail attachment and click OK. A new e–mail message will be created with the
image or recognized text attached to it.
•
File>Print
Prints the text or the images of the selected pages of the current ABBYY FineReader document.
Supported applications
•
Microsoft Word 2000 (9.0), 2002 (10.0), 2003 (11.0), 2007 (12.0), and 2010 (14.0)
•
Microsoft Excel 2000 (9.0), 2002 (10.0), 2003 (11.0), 2007 (12.0), and 2010 (14.0)
•
Microsoft PowerPoint 2003 (11.0) (with Microsoft Office Compatibility Pack for Word, Excel, and
PowerPoint 2007 formats), 2007 (12.0), and 2010 (14.0)
•
Corel WordPerfect 10.0 (2002), 11.0 (2003), 12.0, 13.0, and 14.0
•
Lotus Word Pro 97 and Millennium Edition
•
OpenOffice.org 3.0, 3.1
•
Adobe Acrobat/Reader (5.0 and later)
Note: To ensure better compatibility, we recommend installing the latest updates and upgrades
available for the above applications.
Document Properties
Document properties contain information about the document (the extended title of the document,
author, subject, key words, etc). Document properties can be used to sort your files. Additionally,
you can search for documents by their properties.
When recognizing PDF–files and a number of image types, ABBYY FineReader exports the
properties of the source document. You can change them later.
To add or modify document properties:
•
Click Tools>Options…
•
Click the Document tab, and, in the Document properties group, specify the title, author,
subject and key words.
Saving text in RTF, DOC, DOCX or ODT format
To save your text in RTF/DOC/DOCX/ODT:
•
In the drop–down list on the main toolbar, choose a document layout saving mode.
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•
Click File>Save Document As>Microsoft Word 97–2003 Document (to save to ODT format,
choose File>Save Document As>OpenOffice.org Writer Document) or the Save button on
the main toolbar. Click the arrow next to the Save button and choose a saving format from the list.
If there is no suitable format in the list, click Save to Other Formats… , and, in the dialog box that
opens, select the desired format.
Tip. Additional saving options are available in the Options dialog box: select 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:
Retain layout
Depending on how you are planning to use your electronic document, select the best option below:
a. 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.
b. Editable copy
Produces a document that nearly preserves the original format and text flow but allows easy editing.
c. Formatted text
Retains fonts, font sizes, and paragraphs, but does not retain the exact locations of the objects on
the page or the 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.
d. Plain text
Unlike the Formatted text mode, this mode does not retain formatting.
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.
Tip. To ensure the recognized text fits the paper size, select the Increase paper size to fit
content option. ABBYY FineReader will automatically select the most suitable paper size when
saving.
Text settings
•
Keep headers and footers
Retains running titles (headers and footers) in the output text.
•
Keep page breaks
Retains the original page arrangement.
•
Keep line breaks
Retains the original arrangement into lines.
•
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 Editable copy is selected.
•
Retain text and background colors
Retains the original color of the letters.
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Note: Word 6.0, 7.0, and 97 (8.0) have a limited text and background color palette,
therefore the original document colors may be replaced with the ones available in the Word
palette. Word 2000 (9.0) or later retains the colors of the source document in full.
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 Picture Settings dialog
box, select the desired parameters and click OK.
•
If you don't want to keep pictures in the recognized text, make sure the Keep pictures
option is clear.
Advanced
Some of the more advanced saving options become available by clicking the Advanced group.
•
Highlight uncertain characters
Select this option to edit the recognized text in Microsoft Word rather than in the ABBYY FineReader
Text window. All uncertain characters will be highlighted in the Microsoft Word window.
Tip. You can change the color of uncertain characters on the View tab of the Options
dialog box (Tools>Options… ).
•
Enable compatibility with other word processors
Produces a document that can be opened and edited in earlier versions of Microsoft Word
and other word processing applications that support the RTF format.
Saving in XLSX
To save your text in XLS/XLSX:
•
Click File>Save Document As>Microsoft Excel 97–2003 Document or the Save button on
the main toolbar. Click the arrow next to the Save button and choose a saving format from the list.
If there is no suitable format in the list, click Save to Other Formats… , and, in the dialog box that
opens, select the desired format.
Tip. Additional saving options are available in the Options dialog box: select Tools>Options…,
click the Save tab, and then click the XLSX tab.
The following options are available:
•
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.
Saving in PDF
To save your text in PDF:
•
Click File>Save Document As>PDF Document or the Save button on the main toolbar. Click the
arrow next to the Save button and choose a saving format from the list. If there is no suitable
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