What Is Document Imaging?
Document imaging is the process of scanning paper documents, converting them to digital images that are then stored on CD, DVD, or other magnetic storage.
With Microsoft Office Document Imaging, you can scan paper documents and convert them to digital images that you can save in 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): A high resolution, tag-based graphics format, based on TIFF used for digital graphics) to your computer’s hard disk, network server, CD, or DVD.
Microsoft Office Document Imaging also gives you the ability to perform optical character recognition ((OCR): Translates images of text, such as scanned documents, into actual text characters (also known as text recognition), either as part of scanning a document, or while you work with a TIFF or MDI file). By performing OCR, you can then copy recognized text from a scanned image or a fax into a Microsoft Word document or other Office program file.
Why and when to use document imaging?
Document imaging brings the two worlds of online and paper together in a way that can help make you more productive. With Microsoft Office Document Imaging, you can not only scan a document (eliminating the need for the paper copy), but you can also work with a scanned document or a fax as easily as other Microsoft Office documents on your computer.
Use Microsoft Office Document Imaging when you want to:
- Scan both single- and multi-page documents. For example, you can scan paper documents for archiving and recycle the paper copies.
- Read a scanned document or fax quickly and easily on your computer screen. For example, you can read through a multi-page fax online.
- Fill out a simple form online that has been scanned or faxed. For example, scan a paper form or open a faxed form, fill in the requested information including check boxes, and return the form in email.
- Perform optical character recognition (OCR) in a scanned document or a fax. For example, after recognizing text in a scanned document or a fax, you can search for specific text, or copy text to another program.
- Copy text and images from a scanned document or a fax, and paste in any Office program. Or, export text and images from a scanned document or a fax to Microsoft Word. For example, copy important data from a fax or scanned document to a Microsoft Excel worksheet.
- Search for text within a scanned document or a fax.
- Reorganize the page order in a multi-page-scanned document or fax as easily as rearranging papers in a folder. For example, remove the cover page from a fax, or add additional pages before sending it on to another person.
- Send scanned documents to others in e-mail or as a fax over the Internet.
Annotate a scanned document or fax and share it with another person. For example, add comments to a fax and return it to the sender.
Scanning and imaging – A Brief Guide
Microsoft Office Document Imaging actually has two components— a scanning component and an imaging component— listed separately in the Windows Start menu as Microsoft Office Document Scanning and Microsoft Office Document Imaging.
Start the scanning component
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.
The scanning component allows you to scan documents and make them available on your computer by using any installed scanner. This component provides scanning presets that control your scanner by using settings that are optimized for specific purposes. For example, the Black and white scanning preset will give you the best OCR results when scanning pages of text, while the Colour scanning preset is best for scanning full-colour pictures or artwork. OCR is automatically performed on text documents immediately after scanning, and you can easily scan multiple pages into a single file.
Start the imaging component
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 Imaging.
The imaging component makes it easy to view scanned documents on the screen, rearrange multi-page documents, select and manipulate recognized text, annotate scanned documents and online faxes, and send documents to others by e-mail or fax.
About the Microsoft Office Document Image Writer print driver
The Microsoft Office Document Image Writer print driver is included with Microsoft Office Document Imaging, and allows you to save any Office document (any file that can be printed from the program it was created in on your computer) in the TIFF or MDI format. You can then open the TIFF or MDI file in Office Document Imaging to make changes, add annotations, perform OCR, or send to someone using your e-mail program.