Use text or pictures from an online fax or a scanned document

Do you have information in an online fax (a fax image created by a fax program or print driver that you can view on your computer) or on a piece of paper that you need to use again? Wish you could get the text or data into Microsoft Word or a Microsoft Excel worksheet without typing it? By using Microsoft Office Document Imaging, you can copy text or pictures from a scanned document or an online fax and paste them into any Microsoft Office program to use them again. Additionally, you can export text and images from Microsoft Office Document Imaging into Microsoft Word.

Start with the document you want in Office Document Imaging

The first step in using text from a scanned document or online fax is to open the document or fax in Document Imaging. You can open Tagged Image File Format (TIFF) (Tagged Image File Format (TIFF): A high-resolution, tag-based graphics format. TIFF is used for the universal interchange of digital graphics.) or Microsoft Document Imaging Format (MDI) (Microsoft Document Imaging Format (MDI): A high resolution, tag-based graphics format, based on the Tagged Image File Format (TIFF) used for digital graphics.) files in Document Imaging, or if you have only a paper copy of the text you want, you can first scan the document by using the scanning component of Office Document Imaging, and then open the scanned document.

For more information about scanning documents, see Document Imaging Help.

Open a file in Office Document Imaging

  1. On the Windows Start menu, point to All Programs (Programs in Microsoft Windows 2000), point to Microsoft Office, point to Microsoft Office Tools, and then click Microsoft Office Document Imaging.
  2. In Document Imaging, click Open on the File menu.
  3. Locate the file you want to open, and then click Open.

Recognize text in the scanned document or online fax

Before you can use the text from the scanned document or online fax in another program, you must perform optical character recognition (OCR) (OCR: Translates images of text, such as scanned documents, into actual text characters. Also known as text recognition.) on any pages that contain text that you want to use. In the thumbnail pane (thumbnail pane: Presents the current scanned document as one or more small images.), an icon Button image appears in the lower right corner of the page that contains OCR information. If the icon does not appear for the page you want to use text from, you can run OCR on the active document by clicking Recognize Text Using OCR Button image on the Standard toolbar.

To use a picture (or to use a picture of the text), you do not need to perform OCR in the document.

Use the recognized text or pictures in a document, workbook, or presentation

When your scanned document or online fax is open in Document Imaging and text has been recognized, you are ready to export or copy the text to another program. The following are just a few examples of how you may want to use the recognized text or the pictures. Although you can only export text and pictures to a new Web page (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.) format) in Word, you can copy text or images and paste them into any Windows-based application that has a paste command.

 Note   If you want to send an image only (no text) to Word, use the "Copy pictures or artwork to a Microsoft PowerPoint® presentation" procedure instead of the "Send text and pictures to a new Web page in Word" procedure.

ShowSend text and pictures to a new Web page in Word

  1. In Document Imaging, do one of the following:
  2. On the Tools menu, click Send Text to Word, and then select the options you want.

To include images in the selection sent to Word, select the Maintain pictures in output check box.

To change the default location for the new Web page, click Browse, and then select a new location.

  1. Click OK.

 Notes 

The text and pictures you selected in Document Imaging are saved to a new Web page (Web Page (.htm) file format in Word.) The Web page is open in Word and ready for you to edit after the text and pictures have been exported. The Web page has the same name as the original scanned document or online fax with the .htm extension. For example, if you export text and pictures from the file MyScannedPage.tif, the Web page saved and opened in Word is MyScannedPage.htm.

ShowCopy data to an Excel worksheet

  1. In Document Imaging, click Select Button image on the View toolbar
  2. Select the data you want by dragging the mouse.
  3. On the Edit menu, click Copy.
  4. Open or switch to Excel, and then open the workbook that you want to add the data to.
  5. Select the location you want.
  6. On the Edit menu, click Paste.

 Notes 

  • Text that has been added as an annotation (annotation: An element that you can add to mark up your document, including text, highlighting, freeform text or shapes, or a picture.) is not included when you copy text to another program unless you have made annotations permanent and performed OCR in the document.
  • Text is copied in a linear string, and columns are not maintained. If the data you are copying is in multiple columns, select and paste one column of data at a time to preserve the layout of your data in the Excel worksheet. Or, you can send the text to a new Web page in Word first, and then copy the table from the Web page to the Excel worksheet to maintain the table.
  • To paste data as a text box on a worksheet, hold down SHIFT and click Paste Picture on the Edit menu when you paste the date in Excel.
  • When you drag the mouse to select text in Document Imaging, only the words within or touching the selection rectangle are selected. If you hold down the ALT key while dragging, Office Document Imaging selects all scanned text that appears between the first and last words in the selection, whether or not the words lie within the selection rectangle.

ShowCopy pictures or artwork to a PowerPoint presentation

  1. In Document Imaging, click Select Button image on the View toolbar.
  2. Select the picture or artwork by dragging the mouse.
  3. On the Edit menu, click Copy Image.
  4. Open or switch to PowerPoint, and then open the presentation you want to copy to.
  5. Select the location you want.
  6. On the Edit menu, click Paste.

 Note   Annotations (annotation: An element that you can add to mark up your document, including text, highlighting, freeform text or shapes, or a picture.) are included when you use the Copy Image command.

The text, data, or picture you selected in Document Imaging is now available in the Web page, Excel worksheet, or PowerPoint presentation, ready for you to use it the way you want.

 
 
Applies to:
Access 2003, Excel 2003, Outlook 2003, PowerPoint 2003, Publisher 2003, Word 2003