OCR (Optical Character Recognition) is a technology that allows you to convert images of text into editable and searchable text documents. OCR has revolutionized the way we process and manage documents, making it possible to extract data from images, photographs, and scanned documents. In this article, we’ll discuss how to use OCR on a document and some of the benefits of using OCR technology.

Choose an OCR Software

Step 1: Choose an OCR Software

The first step in using OCR on a document is to choose an OCR software. There are many OCR software options available, including free and paid versions. Some popular OCR software includes Adobe Acrobat, ABBYY FineReader, and Google Docs.

When choosing an OCR software, consider the following factors:

  • Accuracy: Ensure the OCR software has a high accuracy rate to avoid errors in the final text document.
  • Language Support: Choose OCR software that supports the language of your document.
  • Integration: Consider the compatibility of the OCR software with your existing software and devices.
  • User-Friendliness: Choose OCR software that is easy to use and navigate.

Step 2: Scan the Document

The second step in using OCR on a document is to scan the document. You can scan the document using a scanner or a mobile device’s camera. Ensure the document is in good condition and is not blurry or distorted. If the document has a lot of images or graphics, consider using a higher resolution when scanning the document.

Step 3: Upload the Document

The third step in using OCR on a document is to upload the scanned document to the OCR software. You can upload the document in a variety of formats, including JPEG, TIFF, and PDF. Ensure the OCR software recognizes the format of the document to avoid errors in the final text document.

Step 4: Select the OCR Language

The fourth step in using OCR on a document is to select the OCR language. OCR software supports a variety of languages, including English, Spanish, French, and Chinese. Ensure you select the correct OCR language to ensure accurate text extraction.

Start the OCR Process

Step 5: Start the OCR Process

The fifth step in using OCR on a document is to start the OCR process. The OCR software will analyze the document and extract the text. The time taken to complete the OCR process depends on the size and complexity of the document.

Step 6: Edit and Save the Document

The final step in using OCR on a document is to edit and save the document. Once the OCR process is complete, you can edit the text document to correct any errors or inaccuracies. You can also format the text document to make it more presentable. Finally, save the text document in the desired format, such as Word or PDF.

Benefits of Using OCR Technology

Using OCR technology has many benefits, including:

  • Increased Efficiency: OCR technology allows you to process and manage documents quickly and efficiently, saving time and resources.
  • Improved Accuracy: OCR technology has a high accuracy rate, reducing the likelihood of errors in the final text document.
  • Enhanced Searchability: OCR technology makes documents searchable, making it easy to find specific information in a document.
  • Cost Savings: Using OCR technology reduces the need for manual data entry, reducing labor costs and improving productivity.
  • Improved Accessibility: OCR technology makes it possible to convert physical documents into accessible digital formats, making it easier for people with disabilities to access information.


In conclusion, using OCR technology is an effective way to process and manage documents. By following the steps outlined in this article, you can easily use OCR on a document and enjoy the benefits of improved efficiency, accuracy, and searchability.