Optical Character Recognition (OCR) technology converts scanned images, PDFs, or photos of text into machine-readable formats. OCR can digitize documents, enable full-text search, and automate data extraction.
Audience
This article is intended for students, faculty, and staff.
Platform
Web, Microsoft Windows, Apple macOS
Microsoft OneDrive
OneDrive supports OCR for scanned documents uploaded from multifunction printers or copiers. When enabled, OCR converts images of text into searchable and selectable content.
Once a scanned document reaches OneDrive, it will process the file to recognize and index the text. After processing is completed, text within the document becomes searchable using OneDrive or SharePoint search tools; applications such as Microsoft Word can open certain scanned PDFs and attempt to extract editable text, and metadata from the OCR process improves document organization and retrieval.
OCR processing typically occurred in the background. Larger documents required additional time before becoming fully searchable.
Adobe Acrobat Pro and Reader
Adobe Acrobat Reader and Adobe Acrobat Pro include built-in OCR tools that convert scanned or image-based PDFs into searchable, editable documents. Scanned documents or image-only PDFs can be converted to searchable, editable text using the Recognize Text function. OCR-processed files could be saved in formats such as Word, Excel, or plain text to support further editing or analysis.
To access, click the Scan & OCR tool or select Recognize Text.
Best Practices
- Scanning in PDF format generally produced the best OCR results.
- Clean, high-contrast originals improved accuracy.
- Naming folders and files consistently aids in long-term organization, especially for archival work.