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Scan and edit a document

Applies To:
Word for Office 365
Word 2016
Word 2013
Word 2010
Word 2007
More…
Less

After you scan a document, you can open the document in Word to edit it. How you do this depends on the version of Office that you have installed.

Newer versions
Office 2010
Office 2007

Scan a document as a PDF file and edit it in Word

Tip:  The conversion works best with documents that are mostly text.

  1. Scan your document according to the instructions for your scanner, and save it to your computer as a .pdf file.

  2. In Word, click File > Open.

  3. Browse to the location of the PDF file on your computer and click Open.

  4. A message appears, stating that Word will convert the PDF file into an editable Word document. Click OK.

The converted document might not have a perfect page-to-page correspondence with the original. For example, lines and pages may break at different locations. For more information, see Opening PDFs in Word .

See also

Edit PDF content in Word

Save as PDF

The From Scanner or Camera option for scanning documents and pictures is not available in Word 2010. Instead, you can use your scanner to scan the document, and then you can save the file on your computer.

Step 1: Install Microsoft Office Document Imaging

Microsoft Office Document Imaging has been removed from Office 2010; however, you can use one of the options described in Install MODI for use with Microsoft Office 2010 to install it on your computer.

Step 2: Create a document that you can edit

Scan your document according to the instructions for your scanner.

Before you continue    Convert the file that the scanner created to TIFF format. You can use Paint or another program to convert the file.

  1. Open Microsoft Office Document Imaging by searching for Microsoft Office Document Imaging on the Windows Start menu.

  2. On the File menu, click Open.

  3. Locate the document that you scanned, and then click Open.

  4. After Microsoft Office Document Imaging runs, press CTRL+A to select the entire document, and then press CTRL+C.

  5. Start Microsoft Word.

  6. On the File tab, click New.

  7. Double-click Blank document.

  8. Press CTRL+V to paste the contents of the scanned document into the new file.

You now have a document that you can edit. Be sure to save the new file so that you don’t lose your changes.

The From Scanner or Camera option for scanning documents and pictures is not available in Microsoft Office Word 2007. Instead, you can use your scanner to scan the document, and then you can save the file on your computer.

Step 1: Install Microsoft Office Document Imaging

  1. Exit all programs.

    Tip: You may want to print this topic before you exit all programs.

  2. Open Control Panel: Right-click the Windows Start button, and then click Control Panel, or type Control Panel in the Windows Search box.

  3. In Control Panel, click Programs, and then click Programs and Features.

  4. Right-click the name of the Microsoft Office edition that you have installed, or right-click Microsoft Office Word 2007 (depending on whether you installed Word as part of Office or as an individual program), and then click Change.

  5. Click Add or Remove Features, and then click Continue.

  6. Under Installation Options, click the plus sign (+) next to Office Tools.

  7. Click the arrow next to Microsoft Office Document Imaging, click Run all from my Computer, and then click Continue.

Step 2: Create a document that you can edit

Scan your document according to the instructions for your scanner.

Before you continue    Convert the file that the scanner created to TIFF format. You can use Paint or another program to convert the file.

  1. Open Microsoft Office Document Imaging by searching for Microsoft Office Document Imaging on the Windows Start menu.

  2. On the File menu, click Open.

  3. Locate the document that you scanned, and then click Open.

  4. After Microsoft Office Document Imaging runs, press CTRL+A to select the entire document, and then press CTRL+C.

  5. Start Microsoft Office Word.

  6. Click the Microsoft Office Button
    Office button image
    , and then click New.

  7. Click Blank document, and then click Create.

  8. Press CTRL+V to paste the contents of the scanned document into the new file.

You now have a document that you can edit. Be sure to save the new file so that you don’t lose your changes.

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Community Tested

How to Edit a Scanned Document

Two Methods: Using the New OCR Website Using the Online OCR Website Community Q&A

This wikiHow teaches you how to edit the text of a document that you scanned into your computer. The technology behind turning visual representations of text into actual text is called Optical Character Recognition (OCR) software. You can use a website called “New OCR” to pull the text from your document without preserving the formatting, or you can sign up for a site called “Online OCR” for more advanced PDFs.

Steps

1

Using the New OCR Website

  1. Image titled Edit a Scanned Document Step 1

    1
    Scan your document as a PDF . This is important, as many text converters don’t recognize text in pictures as well as they do in PDF files.

    • If possible, scan your document using black-and-white settings rather than color settings. This makes it easier for text-editing programs to recognize the characters.
  2. Image titled Edit a Scanned Document Step 2

    2
    Open the New OCR website. Go to http://www.newocr.com/ in your browser. You can convert scanned documents into editable plain-text documents from here.

  3. Image titled Edit a Scanned Document Step 3

    3
    Click Choose file. It’s a grey button at the top of the page. Doing so will open a File Explorer (Windows) or Finder (Mac) window.

  4. Image titled Edit a Scanned Document Step 4

    4
    Select your scanned PDF. Click the scanned PDF file to do so.

    • You may first have to click the scanned PDF file’s location folder on the left side of the window.
  5. Image titled Edit a Scanned Document Step 5

    5
    Click Open. It’s in the bottom-right corner of the window. Doing so will upload your PDF to the website.

  6. Image titled Edit a Scanned Document Step 6

    6
    Click Upload + OCR. This button is near the bottom of the page. Your uploaded PDF will be converted into text.

  7. Image titled Edit a Scanned Document Step 7

    7
    Scroll down and click Download. It’s on the left side of the page. Clicking it prompts a drop-down menu.

  8. Image titled Edit a Scanned Document Step 8

    8
    Click Microsoft Word (DOC). This option is in the drop-down menu. Doing so will prompt a Microsoft Word version of your uploaded PDF to download onto your computer.

    • If you don’t have Microsoft Word installed on your computer, you can download a .txt version by clicking Plain text (TXT) in the resulting drop-down menu. You can then edit the document using Notepad (Windows) or TextEdit (Mac).
  9. Image titled Edit a Scanned Document Step 9

    9
    Edit the PDF’s Word version. Double-click the downloaded Word document to open it in Microsoft Word, then edit any text in the PDF that’s readable.

    • Some text in the PDF will be impossible to edit based on translation errors.
    • You may have to click Enable Editing at the top of the Word window before you can edit the text.
  10. Image titled Edit a Scanned Document Step 10

    10
    Save the Word document as a PDF. To do so: [1]

    • Windows – Click File, click Save As, click the “Word Document” drop-down box, click PDF, and click Save.
    • Mac – Click File, click Save As, enter a name, click the “Format” box, click PDF, and click Save.

2

Using the Online OCR Website

  1. Image titled Edit a Scanned Document Step 11

    1
    Scan your document as a PDF . This is important, as many text converters don’t recognize text in pictures as well as they do in PDF files.

    • If possible, scan your document using black-and-white settings rather than color settings. This makes it easier for text-editing programs to recognize individual characters.
  2. Image titled Edit a Scanned Document Step 12

    2
    Open the Online OCR website. Go to https://www.onlineocr.net/ in your browser. This site allows you to edit your PDF’s text while still maintaining the visual formatting of the PDF, though you can only convert 50 total pages for free.

  3. Image titled Edit a Scanned Document Step 13

    3
    Click SIGN UP. It’s in the upper-right side of the page. Doing so takes you to the account creation page.

  4. Image titled Edit a Scanned Document Step 14

    4
    Create an account. Creating an account on the Online OCR site is free, and it will allow you to edit multiple PDF pages at once. To create your account, enter the following details:

    • Username – Type your preferred username into the “Username” text field.
    • Password – Type your preferred password into the “Password” and “Confirm password” text fields.
    • Email – Type your email address into the “E-Mail” text field.
    • Captcha – Type the code that’s in the code box into the “Enter Captcha code” text field.
  5. Image titled Edit a Scanned Document Step 15

    5
    Click Sign Up. It’s a green button at the bottom of the page. Doing so will create your Online OCR account.

  6. Image titled Edit a Scanned Document Step 16

    6
    Log into your account. Click LOGIN in the top-right corner of the page, enter your username and password, and click the green Log in button. This will take you to the PDF converter page.

  7. Image titled Edit a Scanned Document Step 17

    7
    Select a language. Click the language of your PDF on the left side of the page.

    • For example, if your PDF is in English, you’d click ENGLISH on the left side of the page.
  8. Image titled Edit a Scanned Document Step 18

    8
    Check the “Microsoft Word” box. It’s in the middle of the page.

  9. Image titled Edit a Scanned Document Step 19

    9
    Check the “All Pages” box. You’ll find this to the right of the “Microsoft Word” section.

  10. Image titled Edit a Scanned Document Step 20

    10
    Click Select file…. It’s a blue button in the middle of the page. A window will open.

  11. Image titled Edit a Scanned Document Step 21

    11
    Select your scanned PDF. Click the scanned PDF file to do so.

    • You may first have to click the scanned PDF file’s location folder on the left side of the window.
  12. Image titled Edit a Scanned Document Step 22

    12
    Click Open. This is in the bottom-right corner of the window. Doing so will begin uploading your document to the website. Once the progress bar to the right of Select file… reaches 100%, you can continue.

  13. Image titled Edit a Scanned Document Step 23

    13
    Click CONVERT. It’s at the bottom of the page. This will take you to the converted file’s page once Online OCR finishes converting your uploaded PDF into an editable Word document.

  14. Image titled Edit a Scanned Document Step 24

    14
    Click your document’s name. You’ll see the document’s name appear as a blue link at the bottom of the page. Clicking it will download the document onto your computer.

  15. Image titled Edit a Scanned Document Step 25

    15
    Edit the PDF’s Word version. Double-click the downloaded Word document to open it in Microsoft Word, then edit any text in the PDF that’s readable.

    • Some text in the PDF will be impossible to edit based on translation errors.
    • You may have to click Enable Editing at the top of the Word window before you can edit the text.
  16. Image titled Edit a Scanned Document Step 26

    16
    Save the Word document as a PDF. To do so:

    • Windows – Click File, click Save As, click the “Word Document” drop-down box, click PDF, and click Save.
    • Mac – Click File, click Save As, enter a name, click the “Format” box, click PDF, and click Save.

Community Q&A

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Add New Question

  • Question
    How do I edit documents on Android mobile?
    wikiHow Contributor
    Community Answer

    Hold your finger on the screen, then move it to the place you want to edit. Then select the option to edit.
    Thanks!

    Yes
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    Not Helpful 2
    Helpful 5

  • Question
    How do I change documents to PDF files?
    wikiHow Contributor
    Community Answer

    If you are using MS-Word (and many other word processing programs, too), open the document and then save it as a PDF file. Don’t forget to rename it first.
    Thanks!

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    Not Helpful 4
    Helpful 5

  • Question
    How do I edit documents on my iPhone?
    wikiHow Contributor
    Community Answer

    You will likely have to download a specific program. iPhones will let you view documents easily (like through an email), but it doesn’t give you editing capabilities like the program normally would.
    Thanks!

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    Not Helpful 2
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    Tips

    • Scanned documents are typically saved as PDFs on your computer; if a scanned document is saved as a TIFF file, you can to convert the file into a PDF .

    Warnings

    • OCR technology isn’t perfect. Any scanned document that you edit will most likely have errors.

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    Sources and Citations

    1. https://support.microsoft.com/en-us/help/968197/save-a-file-in-a-different-format-in-microsoft-office-for-mac-applicat

    Article Info

    Categories: Solid Documents Programs

    In other languages:

    Español:  editar un documento escaneado , Português:  Editar um Documento Escaneado , Italiano:  Modificare un Documento Scannerizzato , 中文:  编辑扫描文档 , Русский:  редактировать сканированный документ , Deutsch:  Ein gescanntes Dokument bearbeiten , Français:  modifier un document scanné , Bahasa Indonesia:  Menyunting Dokumen Hasil Pemindaian

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    This version of How to Edit a Scanned Document was reviewed on February 22, 2018.

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    Co-authors: 41
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