You must have come across a situation in which you have scanned a document, but now you are wondering how to edit a scanned document because you are required to make some important changes in the scanned document. Re-typing all of the content on a new basis is time-consuming and energy draining process and is not practical at all.
This article will take you through some simple methods by which you can easily edit a scanned document in MS Word. Before jumping to the steps directly, read the article to understand the topic thoroughly.
- Part 1: How to Edit a Scanned Document in Word
- Part 2: Disadvantages of Editing Scanned Documents in Word
- Part 3: How to Edit a Scanned PDF Document in Word without Losing Formatting
Part 1. How to Edit a Scanned Document in Word
A scanned document relatively means that it is an image file, and the text on the document can not be edited. However, you can edit the text on the scanned document once you convert it into an MS Word file. Mentioned below is a simple three-step process you need to follow to edit a scanned document in MS Word.
Step 1: Open MS Word and click on "File" from the toolbar. Follow it up by clicking the "Open" option to open the scanned document. A pop-up notification will appear on your screen saying that Word is converting the document into an editable Word file. Next, tap on "OK" to open the document in Word.
Step 2: Edit the converted Word document from the options available on the tools ribbon of MS Word. You can edit the size of the text, bold specific text, and you can also italicize your text. Also, from the styles option, you can apply different headings to your text accordingly.
Step 3: After making the desired changes in the scanned document in a matter of a few minutes, rename the file and choose a location to save your modified Word document.
Opening a scanned document with Word is a feasible option if you are looking out for a way to edit the document. However, there is one drawback to opening a scanned document in MS Word. It changes the format and setting of the original document making it difficult to edit as the perfect page-to-page layout get disturbed during conversion.
How Does Scanned Document Conversion Works?
A scanned document comes in a fixed file format, which refers to the fact that only the location of elements, such as text or image location, is stored on the document, unrelated to the link between those elements on a page. Furthermore, the structural elements, such as tables and columns on the scanned document, are not linked with the text or content inside the structure, saving the structure as a prominent element.
Hence, opening a scanned document in Word uses a complex mode system to present the matchable elements as best as it can detect in the converted Word file.
Elements in the Scanned Document that Shows Error During Conversion
Elements include page color and its border, frame of a page, footnotes and endnotes, which take more than a page, interactive elements such as audio and videos, structures such as tables with space between the cells, comments, and bookmarks on pages. It also includes special effects on text, such as a glow or shadow in a scanned document that shows flaws and errors in the converted Word file.
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Steps to Convert a Scanned PDF to Word with OCR
Mentioned below is a five-step process following which you can convert a scanned PDF document into a Word file with the OCR function:
Step 1: Open the Scanned PDF in UPDF
Download UPDF from App Store for Mac, or you can also download the Windows or Mac application directly from the official website of UPDF. You can also download UPDF by clicking the download botton below. Now launch the UPDF and tap on the "Open File" button to select the scanned PDF file.
Step 2: Choose the Output Format
After the scanned PDF is opened in UPDF, click on the "Export PDF" button on the right side. A menu with various options will open up on your screen. From there, select "Word" format.
Step 3: Choose the Document Language
Following this, enable the "Text Recognition Settings" on the "Export PDF" window. After enabling the "Text Recognition Settings," make sure to select the language of your scanned PDF document from "Document Language." Selecting the document language helps the OCR function to provide more accurate results.
Step 4: Click on Export Button
Click on the "Export" button after choosing the location of the converted PDF file. This process will take seconds, and the scanned document will be converted into Word format.
Step 5: Edit the Converted Document in Word
Now open the converted Word file for easy editing because the OCR conversion intact the file's original format and allows the on-hand editing. You can now edit all of the elements, both interactive and non-interactive elements, in the Word file.
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