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Have you ever wanted to add a document to your Web site when all you have is the paper copy? Even if you've deleted, or maybe never had the document file on your computer, you can still add it to a Web site (without retyping the information on your computer.) All you need is a scanner, Microsoft® Office Document Imaging (included with Microsoft Office 2003 and the Office 2003 standalone programs), and Microsoft Office Word 2003.

Before you begin

You’ll need the following to complete this task:

• An installed scanner  to scan the paper copy of your document. For information about installing a scanner, see your scanner documentation and Help in Microsoft Windows®.
• Microsoft Office Document Imaging  to control the scanning of the paper copy of your document, perform optical character recognition (OCR) (OCR: Translates images of text, such as scanned documents, into actual text characters. Also known as text recognition.) while the document is being scanned, and save the text and pictures as a Hypertext Markup Language (HTML) (HTML: The standard markup language used for documents on the World Wide Web. HTML uses tags to indicate how Web browsers should display page elements such as text and graphics and how to respond to user actions.) document (Web page) that opens in Word.
• Microsoft Word  to make any changes to the Web page, and publish the file to the Web site.

Get started

Start by loading the paper copy of your document, or copies of your documents (if your scanner is equipped with an automatic document feeder (ADF) (ADF: An attachment available on some scanners that allows automatic scanning of multiple pages.)) in your scanner.

Next, start Microsoft Office Document Scanning (the scanning component of the Microsoft Office Document Imaging program.)

Start Microsoft Office Document Scanning

• On the Windows Start menu, point to All Programs (Programs in Windows 2000), point to Microsoft Office, point to Microsoft Office Tools, and then click Microsoft Office Document Scanning.

If Document Imaging is already running, you can start the scanning component by clicking Scan New Document on the File menu.

 Note   If the Microsoft Office Document Imaging and Microsoft Office Document Scanning commands are not available, you will need to install Microsoft Office Document Imaging.

How?

Set up your scanning options

In the Scan New Document dialog box, do one or more of the following:

• To view your scanned file(s) in Microsoft Office Document Imaging after they have been scanned (recommended), select the View file after scanning check box.
• If you are scanning multiple pages and your scanner is equipped with an ADF:

  Select automatic document feeder (ADF) options

  • If your scanner is equipped with an ADF, click Scanner, and then select the Use automatic document feeder check box.
  • If your scanner is equipped with an ADF and you have double-sided originals, select the Original is double sided check box to scan both the front and back of multiple pages. Place the pages in the feeder so that the page fronts are scanned first.

    The Microsoft Office Document Scanning dialog box will appear after each scan, allowing you to turn the pages over and scan the page backs. Document Imaging automatically collates the pages in the correct order after scanning is complete.

  • If you have a true duplex ADF (one that automatically scans both sides of the page), do not select the Original is double sided check box. Instead, in the Scan New Document dialog box, click Scanner, and then select the Show scanner driver dialog before scanning check box. When your scanner driver dialog box appears during scanning, select the proper duplex settings.

• If you want to scan pages manually, select the Prompt for additional pages check box. Office Document Imaging will pause after each page is scanned, allowing you to place the next page in your scanner.

Select location, name, or file type for the scanned files

Part of the scanning process is to save a scanned page to a file. By default, when you scan multiple pages, the pages are saved in one file. If you want to save each scanned page as a separate file, select the naming convention for the scanned files, or change the location or file format of the scanned files, do any of the following:

1. In the Scan New Document dialog box, select the preset you want to use, such as Black and white.
2. Click Preset options, and then click either Create new preset (and then type a name for the preset), or click Edit selected preset.
3. Do one or more of the following:
   • To save each scanned page as a separate file, select the Save each page as a separate document check box on the Page tab.
   • To change the location for the saved files, click the Change button on the Output tab, and select a location.
   • To select the way the individual files will be automatically named, click one of the File Name options on the Output tab. (If you have turned off OCR during scanning, you will be unable to use the Auto name based on first words on page option.)
   • To select the file format the scanned pages will be saved in, click the Advanced button on the General tab, and select the options you want.
4. Click OK.

Scan your pages

1. In the Scan New Document dialog box, make sure the preset you want to use is selected, such as Black and white, and then click Scan.

   If you selected the Original is double sided check box or the Prompt for additional pages check box, the Microsoft Office Document Scanning dialog box appears periodically to let you know that the scanner has finished. You then have the option to continue scanning (place another page in a scanner that doesn't have an ADF) or turn your page or pages over to scan the other side. Arrange your page or pages as desired, and select the option you want to continue scanning.

2. When all pages, all sides have been scanned, click Done in the Microsoft Office Document Scanning dialog box.

Send your pages to Word

Now that you've finished scanning, you are ready to send the document or documents to Word. If your scanned pages are not open in Document Imaging, do the following:

1. On the Start menu, point to All Programs (Programs in Windows 2000), point to Microsoft Office, point to Microsoft Office Tools, and then click Microsoft Office Document Imaging to start Document Imaging.
2. In Microsoft Office Document Imaging, click Open on the File menu.
3. Locate the file you want to open (by default, the scanned page(s) is saved to the My Documents folder with an auto filename based on the first words on the page, such as Page1of.tif) and then click Open.

With the document that you want to add to the Web open in Document Imaging, do the following:

1. On the Tools menu, click Send Text to Word.
2. If the document contains multiple pages and you want to add them all to the Web, select the All Pages option in the Send Text to Word dialog box.
3. If the document does not contain any pictures, clear the Maintain pictures in output check box.
4. To change the location that the Web page will be saved to, click Browse, select another location, and then click OK.
5. Click OK.

Format your pages in Word

All recognized text from the document that was open in Document Imaging is now available in a Web page (.htm) in Microsoft Word. Pictures from the document are also preserved (by default, if the Maintain pictures in output check box was selected in the Send Text to Word dialog box.) You can now use the editing tools available in Word to make any formatting or text changes to the document. For example, you may want to apply bold formatting to a word (select the text you want to change and then click Bold on the Formatting toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.).) Or you may want to center text (select the paragraph you want to center, and then click Center on the Formatting toolbar.

Notes about saving your pages

• If you selected images along with text to send to Word, and you selected the Maintain pictures in output option (in the Send Text to Word dialog box in Office Document Imaging), a folder is created along with your .htm file. This folder contains the supporting files, or the images you sent to Word (one image file for each image on your original scanned page.) The folder has the name filename_files (where filename is your Web page file name.) If you move or copy your Web page, be sure to move the supporting files as well. Otherwise, images will be missing from your Web page.
• You can save your Web page as a Word document (for example to include the document as a link on a Web site that people can download, rather than a Web page.) On the File menu, click Save As, and then select Word Document in the Save as type drop-down list.
• The pages you scanned in Office Document Imaging were saved to a file on your computer's hard disk (Page1of.tif in the above example.) This file was used as an intermediate file to save the text you wanted as a Web page. If you don't plan to use this Office Document Imaging file again, you can delete this file to save disk space.
• If you selected the All Pages option (in the Send Text to Word dialog box in Microsoft Office Document Imaging) to send multiple pages to Word, page breaks are not maintained. To can add a manual page break in Word, click where you want to start a new page, click Break on the Insert menu, and then click Page break.
• To preview your Web page in your default Web browser (browser: Software that interprets HTML files, formats them into Web pages, and displays them. A Web browser, such as Microsoft Internet Explorer, can follow hyperlinks, transfer files, and play sound or video files that are embedded in Web pages.), click Web Page Preview on the File menu.
• For more information about working with Web pages in Word, see Help in Word.

Add your document to your Web site

When your new Web page looks the way you want, it is ready to be published to your Web site. Another step closer to the paperless office.