01. Introduction

You might have a scanner attached to your computer. A scanner is used to take an image of pictures or text on a piece of paper and convert it into a digital format that can then be used on your computer.

You may want to scan text, photographs, drawings, or outline drawings that you will complete and colour on the computer.

02. Scanning text

Text scanning uses a method called OCR (Optical Character Recognition). This takes an image of printed text from your scanner and analyses each character or group of characters, interpreting them into words.

Each time you scan a new page of text from the same source, the OCR software becomes better at analysing the letters. OCR is usually linked to a word processing program and, as you complete each page, it places the text in a new document. The finished text may have a few errors in it, which you will need to correct using your word processor.

03. Acquiring text

You will usually scan text straight into your word processor. When you install OCR software, a menu item, such as ‘Acquire text’, is usually added to your word processor’s ‘File’ menu. Click this menu item to activate the scanner software.

On some scanners you will need to select the setting for ‘Line art’ and
300 DPI. This should provide a good image of the text and the scan will be fairly accurate. You will be given the chance to check and correct words the OCR software does not recognise. After the scan is completed, it is useful to run a spell check to find any errors.

You should always save scanned text to your own workspace after scanning.
Clicking here will activate OCR

04. Scanning pictures

Picture scanning takes an image from your scanner and places it as a new image in a graphics program. The software allows you to change colours and sizes and enhance your picture as you scan it.

You can use your scanner to scan pictures into a graphics program such as Paint Shop Pro. You should follow the instructions provided with the software (usually found in the help files).

05. How to scan

The following instructions are an example only and will vary depending on the graphics program you are using and the scanner that is attached to the computer. To be sure you are following the correct instructions, you should check your software’s help files.

  1. Place the page or picture face down on the scanner.
  2. Select ‘File’ from the menu bar.
  3. Select ‘Import’ from the drop-down menu.
  4. Select ‘TWAIN’ (this is the name of the software that the scanner uses).
  5. Select ‘Acquire’ (this is the word used to start up the scanner software).
  6. Select ‘Scan’.

06. Selecting settings

Scanner software will usually allow you to make adjustments to the image that you are scanning before you scan it.

You can:

select an area to scan
choose full colour, greyscale (i.e. black and white with grey tones), line art (black and white with no greys), etc.
change the lightness and contrast
select how many dots per inch (DPI) you want to scan in.

This last point is very important. For a same-size image you should scan at about 150 DPI for a greyscale picture you are only going to use on your computer. If you intend to print out a greyscale picture, scan the image using about 400 DPI . You should scan using about 75 DPI if you are scanning in full colour for use on your computer,
but use around 400 DPI or higher if you are intending to print out a
full-colour picture.

Higher scan rates produce images that use up more disk space.