Xerox Documate 3640 User Guide

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User’s Guide 121
2. Right-click on the text format icon. 
3. Choose the file type that you want for the text format.
Your selection of a file type pertains only to the Destination Application currently selected on the 
OneTouch Properties window. Other Destination Appl ications that have a text option selected as 
the Page Format are not affected.
Example menu for the text format when 
the Destination Application is Microsoft 
Word. Example menu for the text format when 
the Destination Application is a Storage 
location.
Simple Text—the .txt file format. Text with no
 formatting; used by the standard 
Microsoft Notepad application.
Rich Text Format —the .rtf file format. Text that retains formatting when 
converted. Available with Microsoft WordPad and Word.
Word Document —the .doc file format used by Microsoft Word.
Comma Delimited —the .csv file format; used fo r database or spreadsheet data 
with fields, when the document is converted into editable text the fields are 
maintained.
Excel Spreadsheet —the .xls file format used by Microsoft Excel.
HTML Document —the .htm file format used to create web pages.
Searchable PDF —the .pdf file format used by Adobe Acrobat. This format 
converts scanned text into PDF with an invisible text layer for searching. 
						

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Additional options are available on the menu for 
the sPDF and nPDF text formats. The three image 
quality settings are: 
• Minimize Size—smallest file size, lowest image quality.
• Normal —medium file size, some  loss of image quality.
• Maximize Quality —largest file size, no loss of image quality.
The  Use MRC  option is a special processing procedure  for documents scanned with the PDF format.
• Use MRC —MRC stands for Mixed Raster Content. MRC  is an advanced technique for optimizing 
the image quality of scanned documents. Without MRC, the scanned image is produced using a 
single process to capture and display the image on the computer screen, even if the document 
contains both text and graphics. With MRC, the  image is produced using separate processes for 
text, graphics, and other elements on the document page. The result is clearer graphics and 
sharper text characters. Scans with Use MRC selected may take slightly longer to complete the 
processing. Select  Use MRC for documents with harder-to-read text or lower-quality graphics to 
get the best possible scan output image. The  Use MRC option is available for sPDF and PDF.
Normal PDF—the.pdf file format used by Adobe Acrobat. This format converts 
scanned text into a PDF with the text re
ady for editing in a PDF editing program.
Note:  Documents scanned with nPDF and sPDF automatically include OCR 
processing. If the processing does not recogn ize a large number of the text characters 
in the document, change the image quality setting and re-scan the document. For 
example, change from  Minimize Size to Normal to see if the text recognition 
improves. 
						

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Selecting OneTouch OmniPage OCR Options
The software you installed for your scanner includes
 a set of advanced OCR options integrated with 
OneTouch.
To select OCR options available from OneTouch:
1. Open the OneTouch Properties window.
2. Select a Destination Application that has one of  the text format file types as the page format, 
such as Microsoft Word or WordPad.
3. Right-click on the page format icon to see the menu.
4. Choose  OCR Options  from the menu.
The OCR Properties window opens with the 
OCR tab selected.
Note: 
the OCR options apply globally to all the OneTouch Destination Applications 
that perform OCR. For example, if you sele ct the OCR options for Adobe Acrobat, they 
also apply to WordPad. 
						

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The OCR Tab
The options shown on the OCR tab window are for 
spellchecking scanned text, replacing missing or 
unrecognized characters, and setting the speed and quality levels of the OCR processing.
1. Choose the options you want from the OCR window.
•Languages in Document —click on the language(s) in list that correspond to the languages 
in the documents to be scanned. You can click on multiple languages. These are the 
languages that will be recognized during th e OCR process. For faster and more reliable 
language recognition, select only  the languages in the documents. 
The languages are in alphabetical order. Type the  first letter of a language’s name to jump to 
its section in the list.
• Use languages and dictionaries to improve accuracy —select this option to automatically 
check the validity of the recognized words. An  OCR engine looks at each letter or symbol on 
the page individually, then “guesses” what the letter or symbol is based on the shape. 
Therefore, the OCR engine may have more than one guess for a particular letter or symbol, a 
“best guess”, a “second-best guess”, and so on. This option tells the OCR engine to look 
through the dictionary to validate its best guess fo r the letters in that word; if its best guess is 
not in the dictionary, it checks fo r the second-best guess, and so on. 
For example, if the word “house” appears in  the original document but the OCR engine is 
75% sure that the “o” is actually an “a”, the  finished document would have the word “hause”. 
Turning this option on tells the OCR engine to look at the other letters in the word, check to 
see which version of the word is  in the dictionary, and output the correct word “house” in the 
final document. 
The OCR engine does not automatically correct  misspelled words that were present in the 
original document.
When dictionaries are selected, the terms in those dictionaries are used to check the spelling. 
If this is option is not select ed, User Dictionaries and Professional Dictionaries cannot be 
selected. 
						

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•
User Dictionary —a user dictionary is your personal  dictionary with words that you want the 
OCR engine to reference for better accuracy when converting the document into editable 
text. For example, if you scan documents with  highly technical terms or acronyms not found 
in typical dictionaries, you can add them to yo ur personal dictionary. You can also add names 
that you expect to be in the  documents too. This way, as th e OCR process recognizes each 
letter or symbol, there is a higher chance that the technical term or name will be correctly 
spelled in the final document. You can create  multiple user dictionaries. See the section 
Creating Your Own Dictionaries  on page 125.
Click the menu arrow and select a user dictionary from the list.
If you select  [none] as the user dictionary, the text will  be validated using the terms in the 
dictionaries for the selected languages, as well  as any professional dictionaries if they are 
selected.
The label  [current] is next to the currently-select user dictionary.
• Professional Dictionaries —these are legal and medical dictionaries containing highly 
specialized words and phrases. The options  are: Dutch Legal, Dutch Medical, English 
Financial, English Legal, English Medical, Fren ch Legal, French Medical, German Legal, and 
German Medical. Select the appropriate dictionary for the OCR engine to use to validate the 
scanned text.
• Reject Character —this is the character that the OCR process inserts for an unrecognizable 
text character. For example, if the OCR process  cannot recognize the J in REJECT, and ~ is the 
reject character, the word would appear as RE~ECT in your document. The ~ is the default 
reject character.
Type the character you want to use in the  Reject Character box. Try to choose a character 
that will not appear in your documents.
• Missing Character—this is the character that the OCR process inserts for a missing text 
character. A missing text character is one that the OCR process recognizes, but cannot 
represent because that character is not availabl e for the selected language. For example, if 
the document contains the text symbol “Ç ” but the OCR process cannot represent that 
character, then every place “Ç”  appears, the OCR process substitutes the missing character 
symbol. The caret (^) is the default symbol for the missing character.
Type the character you want to use in the  Missing Character box. Try to choose a character 
that will not appear in your documents.
• Recognition Quality —drag the slider to the left or right to set the degree of accuracy for the 
OCR process. The higher the accuracy, the longer the OCR process requires to complete. For 
clean, highly-legible documents, you can set the recognition quality to a lower level to 
produce results more quickly. 
2. Click  OK or  Apply .
These options will now apply to the OCR processing  when you select any text format as the page 
format.
Creating Your Own Dictionaries
You can create multiple dictionaries for your pers onal use. For example, you might have different 
dictionaries for separate work projects, especially if each project uses different acronyms and 
terminology. 
						

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To create a personal dictionary:
1. Open any word processing program, such as Microsoft Word, WordPad, or Notepad.
2. Create a new document in the word processing program. 
3. Type each word you want in your new dictionary, followed by a carriage return. Make sure to spell 
the words correctly as they will be used for spellchecking.
Here is an example of what the text file might look like:
•Xerox
•OneTouch
• OmniPage
•wysiwyg
•jpeg
•bmp
•sPDF
•nPDF
The file does not have to include every word you wa nt in the dictionary. You will be able to edit the 
list later. In fact, the file does not have to co ntain any text at all, and you could add the words 
using the editing options. However, if the list of word s is long, it’s usually faster to type them in the 
word processing program. Note also that  the words do not need to be alphabetized.
4. Save the document in the .txt format and give the file the name that you want for the dictionary.  For example, give it the name  USERDIC1.
5. Now open the  OCR Options window. 
6. On the  OCR Options  window, click the button next to the menu arrow.
7. The  User Dictionary Files  window opens and shows the available dictionaries.
MyDictionary  is an example of a user dictionary. 
						

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8. Click 
Add New. 
The  Add New User Dictionary  window opens. 
9. Click the drop-down arrow for  Files of type and choose Text Files (.txt)
.
10. Select the file you just created for your user dictionary and click  Open.
In the example above, the file is named  USERDIC1.
11. The text file now appears on the list of user dictionaries that you can use for spellchecking.
12. Select a dictionary and click  Set As Current to set it as the current dictionary for spellchecking. 
The label  [current]
 is added to the name.
If you don’t want to use any user di ctionaries for spellchecking, click
 [none] at the top of the list.
To remove a dictionary from the list, select it and click  Remove. This only removes the dictionary 
from the list. It does not affect the original text file you created with the list of words. 
						

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Editing User Dictionaries
Once a dictionary has been added to the list of us
er dictionaries, its list of words can be edited.
To edit a user dictionary:
1. On the Add New window, select the dictionary to edit and click  Edit.
The Edit User Dictionary window opens. It lists the words currently in the dictionary. The following 
example shows the words OmniPage and OneTou ch are in the user dictionary named 
MyDictionary.
2. To add a new word to the list, type it in the box for  User Word and click Add. If the word includes 
any spaces before or after it, those spaces are removed and the word is added to the list.
To delete a word from the list, select it and click  Delete.
If a word in the list is misspelled, delete it, then re-type the word correctly in the  User Word box 
and click  Add.
3. To import a list of words from another text file, click  Import.
The Import Contents of User Dictionary window opens. 
4. Select the file that has the words you want to add to your user dictionary. Importing will add the entire list of wo rds in a file to the user dictionary.
5. Click  Import. The file’s words will be added to your user dictionary list. 
						

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6. To export a user dictionary so it can be used by another program, select the dictionary on the User 
Dictionary Files list and click  Export. 
The Export User Dict ionary window opens.
7. Select the dictionary file to export and click  Save.
The file is exported as a formatted dictionary with the .ud filename extension so it can be opened 
by other programs. 
						

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The Format Tab
The options on the 
Fo r m a t tab window are for setting the input and output formats for the scanned 
documents.
Click the  Fo r m a t tab and choose the options you want fo r both the input and output formats.
Input Format Options
• Automatic —choose this option to let the OCR proc ess determine the format of the pages. 
Typically you select this option when the docume nt has different or unknown types of layouts, 
pages with multiple columns and a table, or pa ges containing more than one table. The OCR 
process will then determine if text is in columns, an item is a graphic or text, and tables are 
present.
• Single column no table —choose this option if the document  contains only one column of text 
and no tables. Business letters are normally in  this form. You can also use this option for 
documents with words or numbers in columns if  you do not want them placed in a table or 
decolumnized or treated as separate columns.
• Multiple columns, no table —choose this option if some docume nt pages contain text in columns 
and you want it kept in separate columns, similar to the original layout. If table-like data is 
encountered, it is placed in co lumns, not in a gridded table. 
• Single column with table —choose this option if your document contains only one column of text 
and a table. The table will be placed in a grid in  the Destination Application you have selected. You 
can later specify whether to export it in a grid or as tab-separated text columns.
• Spreadsheet —choose this option if the entire docume nt consists of a table that you want to 
export to a spreadsheet program, or have treated as  a table. No flowing text or graphics will be 
detected.