How to OCR Image-Based PDFs Using Abbyy FineReader

Optical Character Recognition (OCR) is a critical tool for converting image-based PDFs into accessible and searchable documents. By using Abbyy FineReader Professional, it becomes possible to transform scanned or image-based files into editable formats. These can be read, searched, and interacted with, improving accessibility for all users.

This guide explains the steps to perform OCR on large PDF files and how to optimize the results for screen readers and other assistive technologies.

Video Guide

What is OCR?

OCR, or Optical Character Recognition, converts non-digital text, such as scanned paper documents or image-based PDFs, into searchable and editable text. Using OCR software, text within images becomes recognizable and selectable, enabling users to copy, search, or modify the content. Abbyy FineReader Professional is a top-tier OCR tool that offers accuracy and flexibility, making it ideal for handling complex documents.

Why Use Abbyy FineReader?

Abbyy FineReader offers several advantages:

• Convert scanned documents to editable text: This makes digital archiving and editing easy.
• Ensure document accessibility: The OCR process makes PDFs compatible with screen readers.
• Handle large files efficiently: Abbyy FineReader processes large documents quickly and effectively.
• Customizable OCR zones: It allows manual adjustments to improve the accuracy of text recognition, especially for documents with a mix of text and images.

Check out this practical demonstration of the OCR process for student accommodation.

The Process of OCR Using Abbyy FineReader

1. Launch Abbyy FineReader Professional

From the main menu, select the OCR editor. This is where the file conversion and text recognition will take place.

2. Select the PDF File

Abbyy FineReader supports the processing of large files, even those with hundreds of pages. Once the file is selected, the software will begin processing and analyzing each page for text and images.

3. Processing the Document

Abbyy FineReader automatically processes the document, identifying text areas and images. This is the first step in converting the content into searchable and editable text zones.

4. Adjusting the OCR Zones

After the automatic scan, review the recognized text zones. In some cases, the software might incorrectly identify text or mark areas as images. Manually adjusting the text zones ensures that all text is accurately recognized.

To do this:

1. Select and draw a text zone around the necessary areas.
2. Use the recognize page option to update the OCR results for that page.
3. For complex documents with mixed content, such as images and text, this manual adjustment is essential to achieve better results.

5. Reviewing and Validating the Text

After processing the document, review the recognized text to ensure it has been captured correctly. During this validation process:

• Delete irrelevant text: For example, remove unnecessary elements like page numbers or headers that don’t need to be part of the final document.
• Check for errors: Occasionally, OCR might misinterpret characters or sections of text, so it’s important to correct any mistakes before finalizing the document.

This step helps optimize the document’s usability for screen readers and other assistive technologies.

6. Saving the Document as a Searchable PDF

Once satisfied with the text recognition, save the document as a searchable PDF. This format enables users to select, copy, and search the text, transforming the previously inaccessible image-based PDF into a fully functional and editable file.

To save:

1. Select Save.
2. Choose Save as a Searchable PDF from the options.

Abbyy FineReader will then incorporate the recognized text zones and any adjustments made, resulting in a final searchable PDF.

7. Comparing the Original and Processed Files

After saving the processed document, compare it with the original PDF:

Original PDF: This file will contain images of text, with no selectable or searchable text. Attempts to highlight or copy text will fail.
OCR-Processed PDF: The converted document allows text selection, copying, and searching. It will also be fully compatible with screen reader software, ensuring accessibility for users who rely on assistive technology.
Inspecting both versions reveals how much more functional the processed document has become after running OCR.

Tips for Enhancing OCR Results

While Abbyy FineReader performs automatic text recognition, certain documents might require additional attention for optimal results. Here are some tips for enhancing the OCR process:

A. Manual Zone Adjustments
When working with documents that contain both text and images, manually adjusting the OCR zones can improve accuracy. Mark sections containing images as non-text areas to prevent misinterpretation.

B. Language Settings
If the document contains multiple languages, configure the OCR language settings appropriately. Abbyy FineReader supports a wide range of languages, making it capable of handling mixed-language documents with ease.

C. Handling Complex Layouts
For documents with complex layouts, such as forms or multi-column designs, guide Abbyy FineReader to recognize the different content types accurately. This may involve marking specific areas for text, images, or tables to ensure correct interpretation.

The Importance of OCR for Accessibility

OCR isn’t just about making documents editable or searchable—it plays a key role in ensuring accessibility. For individuals relying on screen readers or other assistive technologies, OCR-processed documents provide a way to interact with content that would otherwise be unavailable. Using Abbyy FineReader to convert image-based PDFs into text-based, accessible formats is a crucial step toward creating an inclusive digital environment.

Using Abbyy FineReader Professional for OCR enables the conversion of large image-based PDFs into fully searchable and editable documents. With options to fine-tune the text recognition and adjust zones, the software ensures a high level of accuracy. The result is a document that works seamlessly with screen readers, enhancing accessibility for all users.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!