Canon Scanner User Notes

Canon Scanner User Notes
Using the Canon DR 1210c Scanner
This scanner is designed primarily for scanning text and performing optical character
recognition (OCR) on the scanned material i.e., converting an image of the scanned page to
editable text. You can also use the scanner to scan photos and other image types. These
notes describe first how to scan photos (see p. 2) and then text documents (see p. 4) with
this scanner. In most cases, use OmniPage SE (v 4.0) to work the scanner (but not for
scanning text using Direct OCR — see p. 4).
OmniPage SE is set to auto-open, so will appear when you login to the PC. (If this doesn’t
happen, double-click on the OmniPage icon to open the program.) OmniPage has two main
workflows — automatic and manual. Both are easy to use. Automatic works well for text
materials; for scanning photos you are best to use the manual method.
When you use the scanner for the first time you will be required to go through a set-up
process. Just follow the on-screen instructions — in short, click “No”, “Select”, “OK”, “Next”,
“No” and then “Finish”.
When OmniPage SE opens the screen looks like this.
1. Button bar. (l to r):
Auto, Scan, OCR, Save.
2. Image panel.
3. Image tool bar.
4. Text Editor.
5. Document Manager.
Figure 1. The OmniPage SE screen.
You should see the button bar (Figure 1 #1) and three panels:
Image panel — shows thumbnail images of the documents scanned at left and an
enlarged view of the current document. The two areas are separated by the image
Text Editor — at right of screen. Here you can edit text (see Scanning Text).
Document Manager — at bottom. Shows an overview of your documents in table form.
Each line represents one page.
If these three panels are not visible, click on the View menu and select the missing ones from
the menu.
Scanning Photographs
1. Open the scanner lid and place your photo face down on the glass.
2. Close the scanner lid.
3. In the OmniPage SE screen, click on the down-arrow beneath the Scan button. This
allows you to control whether the image is scanned in colour or grayscale.
If you wish your final result to be in colour, select the ‘Scan Color’ option.
If you wish the final result to be in greyscale, choose ‘Scan Grayscale’ — regardless of
whether your original image is grayscale or not.
Do not select ‘Scan B&W’ for photos.
4. Click on the Scan button. Wait for the scanner to do its thing. When finished, a view of
the scanner bed with your photo will appear in the Image panel. A box will appear asking
if you have more pages to scan — click on the appropriate button.
5. Click on a draw zone button in the Image tool bar (Figure 1 #3). Move the cursor into the
image area and click & drag to define a rectangle that includes that part of the image you
wish to keep. (This is probably the whole image, but if you wish to crop the original
image, this is a good place to do so.) Once you have defined a rectangle (happens when
you release the mouse button), you can fine-tune the size and location of the shape:
Move the cursor into the rectangle — now click & drag to move the entire rectangle.
Or move the cursor over one of the lines — now click-and-drag to move just that line.
6. Right-click in the area you have defined and click Zone Type on the menu — a sub-menu
appears — click Graphic. This defines your scan as a picture.
7. Now move to the Save button on the Button bar (#3). Check that the drop-down list
beneath the button says ‘Save to File’. Click on the Save button — the Save to File
dialogue box will appear.
1. Click Image here — this lets you
save your scan in an image file format.
2. Choose a suitable file format
(probably JPG) from the
drop-down menu.
3. Click Selected Zones from the
Page range drop-down menu.
Figure 2. The Save to File dialog box (for images).
8. Navigate to the folder where you wish to save the image — make sure you save it on
your H: drive or in ‘My Documents’ so that you can access the file from other computers
on campus. Do not save your files to the D: drive!
9. Choose Image from the 3 radio buttons to the right of Save as: (just beneath ‘File Name’
— see Figure 2 #1). This will allow you to save your image in a suitable file format
(probably JPEG, but others are available).
10. Click on File of type: to select the file format — see Figure 2 #2. If you know you will be
working with the image subsequently in a photo-editing program, you may wish to save
in a lossless format like TIFF (file size will be large), but for most purposes, select ‘JPGJPEG Bitmap’.
11. Now click on Page range: at bottom of the Save As dialogue — see Figure 2 #3. From the
drop-down list, click on ‘Selected zones’. This will ensure that only your photo area will
be saved.
12. Now give your file a suitable name and click OK.
13. That’s it! If you have more images to scan, repeat these steps (you’ll get quicker as you
do this more often). When you have finished, log off. Remember to retrieve your original
photos from the scanner.
Your images will be scanned by default at high resolution (300 ppi) which means they will be
suitable for printing. If you wish to put the images on the web, the files will be larger than
necessary — you can reduce the resolution (and therefore the file size) using an image
editing program. There are minimal controls on this scanner to control brightness and
contrast of the resulting scan. The scanner usually does a good job, but once again you can
fine-tune things using a separate image editing program. If you wish to edit your images,
please do this on another computer so that this one remains free for people to use the
Scanning Text
Scanning and recognising text accurately can be difficult. You will get best results if your
original is crisp and clear and in good condition — not stained or creased. When you have
scanned and recognized your text, you will need to read your resulting document carefully
and make corrections where appropriate. OCR software can recognize text characters, but it
cannot always know when it has made an error or when it has produced nonsense. Take
time to proof read your scanned text and correct errors. You may also need to spend time
altering the formatting of the scanned text. If you have questions or problems with the OCR
process, refer to the Help in OmniPage SE in the first instance.
There are two main ways to scan text:
Use Direct OCR to scan from your destination programme (e.g. Word). This option is
suitable for scanning short, simple documents — see instructions on this page.
If you have long or complex documents to scan, refer to the section on using
OmniPage SE (see page 5).
Open the scanner lid and place your document face down on the glass. Or you can use the
automatic document feeder (ADF) on top of the scanner — fold out the plastic lid and place
your pages face up on top of the lid.
Using Direct OCR
The very easiest way to use the scanner for text is to use Direct OCR – this lets you scan from
Word on this computer. This option is suitable if you have only a small amount of text to
scan, the original is in good condition and the text is in a simple layout (e.g., a page of text
with minimal formatting).
To use Direct OCR:
1. Load your original in the scanner (on the glass plate or in the ADF).
2. If OmniPage is already open, close it and open your preferred application — e.g., Word,
3. In Word you will see a non-standard menu to the right of the Help menu — OmniPage.
Under this menu, click the item: Acquire Text (OmniPage SE 4.0). If you open Word and
the OmniPage menu is not visible, open OmniPage SE and follow the instructions on p5
— “Automatic OCR”.
4. This will initiate the scanning process. Wait until the text starts to appear in your
application…you will be asked if you wish to add pages. You can put another page on the
scanner and click ‘Add More Pages’ button, or when scanning is complete, click on the
‘Stop Loading Pages’ button.
5. The proofreading dialog box will appear next. This tool will step through the document
stopping at each point where the software is unsure of the correct character(s) in the
original. You can make corrections in the dialog box (highlight the incorrect text and
enter the proper characters and then click the Change button), or click Ignore to advance
to the next problem word.
6. If the process gets too tedious you can click the Close button on the dialog box and the
software will load the uncorrected text into your Word document.
Either way you will probably find the scanned text still needs careful proofreading and
possibly further correction. You may also wish to alter the formatting in your final document.
Automatic OCR
The next simplest way to scan text is to use the automatic feature in OmniPage SE.
1. Open Omnipage SE (if it’s not already open) and click the 1-2-3 button at the top left of
the OmniPage screen. This performs the three steps:
Page Recognition & OCR (Optical Character Recognition),
Save file
automatically, with minimum input required from the user.
2. After your page(s) has been scanned, you will be asked if there are more pages to scan. If
you have more pages to scan, replace the page on the glass plate, close the scanner lid
and click “Add More Pages”. When you click the ‘Stop Loading Pages’ button, the next
stage (page recognition) begins.
3. The page recognition process divides the page into different zone types (alphanumeric,
table or graphic.) depending on their content and layout. When that step is complete the
OCR stage begins — the OCR window will open (see Figure 3).
1. The View window shows a magnified view of the problem text.
2. The Corrections window highlights the problem text. You
can highlight the text and make corrections here.
3. Click the Ignore button to leave the text as-is.
Click Change to apply your change. The program will
advance to the next problem area.
4. The ‘Suggestions’ window may show suggested
corrections. Double-click on one to apply it to the text.
Figure 3. The OCR Proofreader window.
4. The OCR window steps through the document stopping at any words which the software
cannot recognise and asks you to make corrections. It may be that the highlighted word
is correct, just that the word does not appear in the software’s dictionary. In this case,
click the Ignore button and the box will advance to the next problem word.
5. If a word needs correction, highlight the word in the Suspect Word box and type in the
correction — then click Change. Continue until the page is complete. This can be tedious
work! You can choose to click the Close button and make corrections later in Word —
either way your document will need careful proof reading and correction to make sure
the text is accurate and makes sense.
6. When the OCR stage is complete the Save As dialogue box will appear (see Figure 4).
First of all navigate to the location where you wish to save your document —make sure
you save it on your H: drive or in ‘My Documents’ so that you can access them from
other computers on campus. Do not save your files to the D: drive!
1. Check that Text is selected here.
2. Choose a suitable level of formatting —
the default is True Page.
Figure 4. The save to File dialog box (for text).
7. Give the file a name and make sure that Text is selected from the Save As option
(see Figure 4 #1).
8. Choose your desired file format beside “File of Type” — the default is RTF Word 2000,
which is a good choice. Only change this if you know what you are doing!
9. Under Formatting level (see Figure 4 #2) you can choose the formatting level you desire:
Plain text – applies minimal formatting (line breaks and little else).
Formatted Text – preserves an intermediate level of formatting.
True Page – tries to recreate the appearance of the original page as closely as
There are other settings in the Save to File box which are probably best left at the default
settings. Give your file a suitable name and click OK.
10. That’s it! If you have more items for scanning, repeat these steps. If not, please log off
this computer so that it is free for other people to use for scanning — and make sure you
retrieve all your originals from the scanner.
Remember to proofread your scanned text carefully and correct any errors that may have
been missed by the OCR process.
David Hollander
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