Xerox Documate 4790 User Guide

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-93 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.
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.Normal PDF—the.pdf file format used by Adobe Acrobat. This format converts scanned 
text into a PDF with the text ready for editing in a PDF editing program.
Note: Documents scanned with nPDF and sPDF automatically include OCR processing. If the 
processing does not recognize 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.
Note: the OCR options apply globally to all the OneTouch Destination Applications that 
perform OCR. For example, if you select the OCR options for Adobe Acrobat, they also apply to 
WordPad. 
						

							Scanning and Configuring OneTouch
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User’s Guide 6-94 4. Choose OCR Options from the menu.
The OCR Properties window opens with the OCR tab selected.
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 the 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. 
						

							Scanning and Configuring OneTouch
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® DocuMate® 4790
User’s Guide6-95 –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 for the letters in 
that word; if its best guess is not in the dictionary, it checks for 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 selected, User Dictionaries and Professional Dictionaries cannot be selected.
–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 your personal dictionary. You can also add names that you expect to be in the documents too. 
This way, as the 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 96.
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, French 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 available 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.  
						

							Scanning and Configuring OneTouch
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® DocuMate® 4790
User’s Guide 6-96 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 personal use. For example, you might have different dictionaries for 
separate work projects, especially if each project uses different acronyms and terminology.
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 want in the dictionary. You will be able to edit the list later. 
In fact, the file does not have to contain any text at all, and you could add the words using the editing 
options. However, if the list of words 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. 
						

							Scanning and Configuring OneTouch
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® DocuMate® 4790
User’s Guide6-97 7. The User Dictionary Files window opens and shows the available dictionaries.
MyDictionary is an example of a user dictionary.
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. 
						

							Scanning and Configuring OneTouch
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® DocuMate® 4790
User’s Guide 6-98 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 dictionaries 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.
Editing User Dictionaries
Once a dictionary has been added to the list of user dictionaries, its list of words can be edited.
To  e d i t  a  u s e r  d i c t i o n a r y :
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 OneTouch 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.  
						

							Scanning and Configuring OneTouch
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® DocuMate® 4790
User’s Guide6-99 4. Select the file that has the words you want to add to your user dictionary.
Importing will add the entire list of words in a file to the user dictionary.
5. Click Import. The file’s words will be added to your user dictionary list.
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 Dictionary 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. 
						

							Scanning and Configuring OneTouch
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® DocuMate® 4790
User’s Guide 6-100
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 for both the input and output formats.
Input Format Options
•Automatic—choose this option to let the OCR process determine the format of the pages. Typically you 
select this option when the document has different or unknown types of layouts, pages with multiple 
columns and a table, or pages 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 document 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 
columns, 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 document 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.
Output Format Options
•Automatic—the document will be formatted as close to its original as possible. The OneTouch software will 
adjust its settings to the most appropriate for the document being scanned in order to match your selected 
output format. The output quality will be maximized and the processing time minimized.
•No formatting—the document will be plain text, one column, left-aligned in a single font and font size. You 
can then export the plain text to nearly all file types and target applications. 
						

							Scanning and Configuring OneTouch
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® DocuMate® 4790
User’s Guide6-101 •Retain fonts and paragraphs—this output format retains the font and paragraph styling, including graphics 
and tables without columnized text, but does not retain layout formatting. If the document is being scanned 
as an Excel spreadsheet, each detected table or spreadsheet becomes a separate worksheet, while other 
content is placed on the last worksheet.
•Flowing page—this format preserves the original layout of the pages, including columns. This is done 
wherever possible with column and indent settings, but not with text boxes or frames. Text will then flow 
from one column to the other, which does not happen when text boxes are present. 
•True page—this output format uses absolute positioning on the page to keep the original layout of the 
pages, including columns. This is done with text, picture and table boxes and frames. True Page is the only 
choice for documents scanned with the PDF format. It is not available for the TXT, RTF, CSV, or XLS formats.
•Spreadsheet—this output format produces results in a tabular form with each page becoming a separate 
worksheet. The worksheets can then be opened in a spreadsheet application. The Spreadsheet output option 
is only available for documents scanned with the XLS format.
These options will now apply to the OCR processing when you select any text format as the page format.
OneTouch with Visioneer Acuity Technology
The OneTouch software you received with your Xerox scanner now includes the Visioneer Acuity technology. This 
application has a set of features for improving and enhancing the quality of scanned documents, especially 
documents that would usually produce poorer quality images. Scan configurations with Acuity options work with 
OneTouch scan settings to produce the best quality images.
This section explains how to use the Visioneer Acuity features when choosing new scan settings for your scanner. 
The Acuity options appear on the Scan Configuration Properties window that you use to create a new scan 
configuration for your scanner.
Click the Acuity Settings tab to see the new 
options available for your scanner. 
						

							Scanning and Configuring OneTouch
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User’s Guide 6-102
The Acuity Settings
You select the Visioneer Acuity settings when creating or editing a scan configuration on the OneTouch 
Properties window. 
1. Open the OneTouch Properties window.
2. Click the New button to create a new configuration, or select one of your custom configurations you created 
earlier and click the Edit button.
3. Click the Acuity Settings tab to see the new Acuity settings.
4. Choose the Visioneer Acuity options for the scan configuration.
5. Click the drop-down arrow to choose the type of Acuity settings to use for the new scan configuration. The 
options are:
–Do not use Acuity image processing—scanning will not use the Acuity processing.
–Default settings—automatically selects the options your scanner can use with any scan mode 
(Black&White, Grayscale, and Color).
6. Select the options for scanning.