EasyConverter workflow template Making plain text documents from printed paper (via a document scanner) Contact Dolphin Computer Access: Europe & Asia Tel: +44 (0)1905 754 577 Fax: +44 (0) 1905 754 559 Email: firstname.lastname@example.org Web: www.YourDolphin.com USA & Canada Tel: +1 866 797 5921 Fax: +1 609 799 0475 Email: email@example.com Web: www.YourDolphin.com Scandinavia & the Baltic States Tel: +46 (0) 515 82175 Fax: +46 (0) 515 80847 Email: firstname.lastname@example.org Web: www.dolphinse.com/swedish Generalized overview of the conversion process 1 Step 1: Start EasyConverter To start EasyConverter either left double-click on its icon on your Windows desktop: or by selecting All Programs ->Dolphin –>EasyConverter ->EasyConverter 4.01 from your Windows Start menu: 2 Step 2: Choose “Scan a document” When EasyConverter’s main window appears on your screen press EasyConverter’s “Scan a document” button (pictured below). 3 Step 3: Choose your output format In EasyConverter’s main window press the “Convert to Text” button (pictured below) in order to select plain text as your desired output format. and then press the “Preview Text output after conversion” button in the middle of the Text orb in order to have EasyConverter preview your converted plain text document in Microsoft Word. This will allow you to check the converted plain text document in Windows Notepad ahead of printing it out, or saving it to a mass storage device such as a local hard disk, network drive, or USB thumb drive. 4 Step 4: Adjust your conversion settings In EasyConverter’s main window press the “Show settings dialog box” button (in order to set your plain text conversion preferences, such as the character set used to encode the plain text output file, how line breaks in the text file should be encoded, and whether to use character substitutions (for characters that don’t exist in the output character set). In the “Dolphin EasyConverter Settings” dialog box in the settings category tree-view control select the top-level tree-view branch called “Output” and then select its sub-category called “Text” (as pictured below). When the “Text” category is highlighted in the tree-view control you can customize such things as the character set used to encode the plain text output file, how line breaks in the text file are encoded, and whether to use character substitutions (for characters that don’t exist in the output character set): Text encoding. This pull-down list box is used to select a custom text encoding (by default this is Western European). If the input documents that you are working with have character sets such as Japanese, Chinese, Arabic, Cyrillic then you should select the applicable text encoding for these character sets. 5 Insert line breaks. This pull-down list box is used to insert hard line breaks into the output plain text document. If selected then you can choose the type of end of line break used. Allow character substitution. This check box is used to substitute special characters with their text alternatives, for example, substituting the copyright sign with the text characters (c). Now that you have adjusted your plain text conversion preferences it is time to set your scanning preferences. Therefore in the “Dolphin EasyConverter Settings” dialog box in the settings category tree-view control select the top-level tree-view branch called “Input” and then select its sub-category called “Scan OCR” (as pictured below). When the “Scan OCR” category is highlighted in the tree-view control you will be able to specify how the printed pages in your scanner are processed by the OCR (Optical Character Recognition) engine of EasyConverter. For increased text recognition accuracy the language specified in the “Recognition Language” list box should match the language of the printed document to be scanned. 6 Uncheck the “Fast Recognition Mode” check box. Where the image quality of the your printed pages to be scanned are good, checking the “Fast Recognition Mode” check box will speed up the text recognition process. However, if the quality of the image is medium or poor then this option should not be checked. Uncheck the “Despeckle Image” check box. Only check this option if your printed pages to be scanned contain a lot of “noise” (such as the small random dots often seen on faxed pages). Check the “Use OCR Editor” check box as this will let you adjust the text, images and layout of your scanned page before they are converted into Microsoft Word format. (Please note: Uncheck this check box can produce improved results if the scanned pages contain tables). Check the “Insert page breaks between scanned pages” check box. This options inserts a page break after each scanned page, which helps ensure that the original number of print pages are maintained. Check the “Automatically invert image” check box. This option can sometimes help in recognizing white text on a black background that is sometimes found as sidebar text in academic textbooks. Next, in the “Dolphin EasyConverter Settings” dialog box select the sub-category called “Scan TWAIN” (as pictured below). 7 The options available in this category control the settings of your TWAIN compatible scanner. The “Current TWAIN device” list box specifies the scanner that you wish to use with EasyConverter. Only scanners with TWAIN compatible device drivers that are already installed on your operating system will be displayed. To choose a scanner, select it from the list. The “X Resolution” and “Y Resolution” spin controls allow you to specify the scanning resolution in dots per inch (both horizontally and vertically) of your scanned printed pages. We suggest you use a value of 300 DPI for both your “X Resolution” and “Y Resolution” settings. (Ideally the value should not be below 300 DPI and not be above 600 DPI). The “Color Mode” list box setting should be set to “Grayscale”. The “Paper Size” list box setting, if settable, should be set to the same size as the printed paper being scanned, e.g. US Letter, US Ledger, US Statement, etc. The “Enable Duplex Scanning” check box should be checked if your scanner has duplex (double-sided) capability and you want to scan both sides of your page at once. 8 When you have adjusted both your scanning and your plain text conversion preferences press the “OK” button. 9 Step 5: Ensure “Auto Edit” is on Back in EasyConverter’s main window press the “Turn Auto Edit on” button (in order to set Microsoft Word as your intermediate document editor so that you can view and optionally edit your scanned input before it’s converted into plain text). 10 Step 6: Start the conversion You are ready to start the conversion process. Simply press the “Start conversion” button to get the conversion process underway: The scanning stage from your printed-paper input document (located on your scanner) into EasyConverter’s EasyScan OCR editor should now start. You can monitor the progress via EasyConverter’s status bar located at the bottom of EasyConverter’s main window. During the conversion process the button will change to an "Abort" button. Selecting "Abort" will cancel the current conversion. Please note that during the initial scanning process nothing is displayed in EasyConverter’s main window. After the scanning is complete a progress bar appears (as pictured below) showing the status of the OCR analysis. When this is complete you will be brought into EasyConverter's OCR editor, EasyScan, where you can review and edit the scanned page(s). 11 1 Step 7: Edit scanned pages in EasyScan The EasyScan OCR editor (that’s supplied as part of your EasyConverter software) allows you to correct text recognition errors, adjust layout inaccuracies, and scan and append additional pages. After this step is completed the scanned page(s) are processed by EasyScan’s data analyzer and then the intermediate Microsoft Word document is automatically created and Microsoft Word is launched. The EasyScan OCR editor main window contains a title bar, a toolbar, a status bar, and a central workspace that’s split into two regions (the upper region contains an image of the scanned page, and the lower region contains the actual text that’s been recognized in the image in the upper region). Both the upper and the lower regions of the EasyScan workspace window are synchronized. Click in the top window and the bottom window will scroll to show the same location and vice-versa. 2 The EasyScan toolbar contains two buttons: A “Scan and Append” button that allows you to add further pages to your scanned document. An “Export” button that allows you to convert the data from the EasyScan OCR editor into Microsoft Word so that you can continue the conversion process to plain text. There are two ways to exit EasyScan: Close the window (ALT+F4). This will exit EasyScan and cancel the conversion. You will be returned to the main Dolphin EasyConverter window. Press the “Export” button on EasyScan’s toolbar and that will convert the data from the EasyScan OCR editor into Microsoft Word format and automatically launch Microsoft Word so that you can continue the conversion process to plain text. Editing the scanned text To edit or delete text in EasyScan: 1. Right-click on a word in the bottom region of the EasyScan OCR editor workspace. This will bring up a context-menu containing two options: “Retouch Word” and “Delete Word”. 2. If you choose the option “Retouch Word” it will bring up the “Retouch Word” dialog box (as pictured below) where you will be able to edit the text of the selected word, as well as its font and its text attributes such as whether it is bold, italicized, or underlined etc. 3 4 Navigating your scanned pages in EasyScan In the bottom (“text”) region of the EasyScan OCR editor workspace the following shortcut keys are available: Function Key Press Go to previous scanned page Page Up Go to next scanned page Page Down Go to top of current page Ctrl + Home Go to bottom of current page Ctrl + End Go to start of line Home Go to end of line End Open Export dialog Ctrl + E Append menu Ctrl + A Adding more pages To scan more pages press the “Scan and Append” button on EasyScan’s toolbar. Exporting your scanned pages and exiting EasyScan When you have finished labeling your photos, diagrams and graphs and have also finished editing (or “retouching”) the OCR-ed text in EasyScan it is time to export the scanned data into Microsoft Word. Therefore the final step in the OCR editing process is to define the column layout of the page. This is done from within the EasyScan "Export" dialog box. To open EasyScan’s "Export" dialog box press the “Export” button on EasyScan’s toolbar and the “Export” dialog box (as pictured below) will appear: 5 In EasyScan’s “Export” dialog box you can, if you wish, for each scanned page, change the order of the exported columns of text, by using the "Up" and "Down" buttons to re-order the columns of text (and the “Page” spin control to select the page for whose columns you want to re-order). The "Reset" button will restore the order of the columns of the current page. When finished, press the "Export" button to confirm your choices, quit EasyScan, and launch Microsoft Word automatically. 6 Step 8: Check document then quit Word Microsoft Word is the intermediate document editor used by Dolphin EasyConverter. When you have checked the quality of your intermediate Word input document, quit Word (press ALT+F4). 7 Step 9: Wait for the conversion to complete Now wait for the conversion process to complete (and your computer’s default plain text editing application to load in order to “Preview” your finalized plain text document). You can monitor the conversion progress on EasyConverter’s status bar, which is located at the bottom-left of the EasyConverter main window. Note for large books, say over 500 pages, this may take some time. So please be patient. 8 Step 10: Preview the plain text document in Windows Notepad Once the conversion process has completed and EasyConverter has automatically launched Windows Notepad, use Windows Notepad to review the contents of the finalized plain text document. If you are unsatisfied with the contents of your plain text document then quit Windows Notepad and click on the “Open the document for editing” button right in the center of the main EasyConverter user interface. This will re-launch Microsoft Word so that you can re-edit your intermediate Word input document and correct any errors. Once you have corrected any issues that you found in your intermediate Word input document then quit Microsoft Word (press ALT+F4) and then press EasyConverter’s “Start conversion” button in order to create an updated version of your plain text document. Now go back to Step 8 of the conversion workflow. Alternatively, if you are satisfied with the contents of your plain text document then quit Windows Notepad and move on to Step 11 of the conversion workflow, “Save your converted plain text document”. 9 Step 11: Save your converted plain text document Now that you are satisfied with the output of your conversion it is time to save a copy of your plain text document for distribution to your students. To do this press the "Save Text to output folder after conversion" button in the Text orb of EasyConverter’s main window in order to choose on your hard disk the folder in which you want to save the converted book: 10 A dialog box similar to the one pictured below should appear. The "Select Distribution Path:" dialog box even has a "Make New Folder" button in it so that you can press it in order to create a new sub-folder that you can name as you see fit. i.e. The new folder name that you create can contain perhaps the grade number and the novel name of your finalized plain text document. Once this is done you can press the "OK" button to copy the finalized plain text document into the newly created folder (or else the folder that you have selected in the distribution path tree- view). Make a note of the full path where you have saved the finalized plain text document. Alternatively, pressing the "Print Text output after conversion" button in the Text orb of EasyConverter’s main user interface will allow you to print one or more copies of your plain text document. 11 Step 12: Save your project file If you want to keep this conversion and all of its settings, then press the "Save project" button in EasyConverter’s main user interface. Saving an EasyConverter project files means that a re-conversion of the original source document does not have to be performed in the future if you want to convert this same document into other alternative formats (such as MP3, or Braille), or make minor adjustments to the intermediate Word file for this project. A saved project can later be re-opened by pressing the “Open Project” button. You have now finished the conversion process. Enjoy your plain text document!