How to extract data from PDF files using OCR technology

In this article we will tell you how to extract data from PDF files using OCR technology with 3 different programs.

Table of Contents

• Introduction
• What is OCR technology?
• Choose a reliable OCR software
• Method #1: Extract data using ABBYY FineReader
• Method #2: Extract data using Readiris
• Method #3: Extract data using Adobe Acrobat DC
• Conclusion

Introduction

PDF files are widely used for storing and sharing information, but extracting data from them can be a challenging task. Optical Character Recognition (OCR) technology can be used to extract data from PDF files quickly and accurately.

Here’s a comparison table for three popular options to extract data from PDF files using OCR technology: Adobe Acrobat DC, ABBYY FineReader, and Readiris.

What is OCR technology?

OCR stands for Optical Character Recognition, which is a technology used to convert images of text into editable digital text. OCR technology works by using algorithms to analyze an image and recognize the patterns of the text characters within it. Once the text has been recognized, it can be converted into digital format that can be searched, edited, and manipulated just like any other text.

OCR technology has become increasingly important as more and more documents are stored in digital format. By using OCR technology, documents that were previously only available in paper form can be digitized and made searchable. This has made it easier for businesses and organizations to manage their documents and make them accessible to others.

OCR technology is used in a wide variety of applications, including:

1. Document management: OCR technology is used to scan paper documents and convert them into digital format, making them easier to manage and search.
2. Digital archiving: OCR technology is used to digitize historical documents, books, and other written works, making them accessible to a wider audience.
3. Data extraction: OCR technology is used to extract data from forms, invoices, and other documents, making it easier to process and analyze the information contained within them.
4. Accessibility: OCR technology is used to convert printed materials into digital format for individuals with visual impairments, making the information accessible to them.

OCR technology has come a long way since it was first developed in the 1950s. Today, OCR algorithms are much more advanced and accurate, and they can recognize a wide variety of fonts, sizes, and styles. However, OCR technology is not perfect and errors can still occur, particularly when dealing with low-quality images or handwritten text. As a result, it is important to carefully review the output of any OCR process to ensure that it is accurate and complete.

Choose a reliable OCR software

To extract data from PDF files using OCR technology, you will need a reliable OCR software. There are many options available online, but not all of them are trustworthy. Therefore, it’s important to choose a reputable software that can guarantee the accuracy of the extracted data.

We’ll break down the popular options:

• Adobe Acrobat DC
• ABBYY FineReader
• Readiris

Method #1: Extract data using ABBYY FineReader

ABBYY FineReader is a popular OCR software that offers advanced features for extracting data from PDF files.
We’ll guide you on how to extract data from PDF files using ABBYY FineReader in six easy steps.

Step 1: Install and open ABBYY FineReader

To extract data from PDF files using ABBYY FineReader, you will need to install and open the software. ABBYY FineReader offers a free trial version that you can download from their website.

Step 2: Open the PDF file in ABBYY FineReader

Once you have installed ABBYY FineReader, open the software and navigate to the “Open” option. Select the PDF file you want to extract data from and open it in the software. The software will then analyze the document and prepare it for OCR.

Step 3: Select the OCR language

ABBYY FineReader offers support for over 200 languages. Select the appropriate language of the PDF document to be able to extract the data accurately. You can select the language in the “Language” tab in the software.

Step 4: Run the OCR process

After selecting the appropriate language, click on the “Recognize” button to start the OCR process. ABBYY FineReader offers different OCR modes, such as “Standard,” “Fast,” and “Precise.” Choose the appropriate mode for your PDF document.

Step 5: Check and correct the extracted data

Once the OCR process is complete, you will be able to see the extracted data in the software. Check the extracted data carefully to ensure its accuracy. ABBYY FineReader offers editing tools to correct any errors in the extracted data, such as the “Text Editor” and “Table Editor.”

Step 6: Save the extracted data

After checking and correcting the extracted data, save it to your computer in a suitable format, such as Microsoft Word, Excel, or plain text. ABBYY FineReader offers various saving options, such as “Save to File,” “Save to PDF,” and “Save to Microsoft Word.”

ABBYY FineReader is a powerful OCR software that offers advanced features for extracting data from PDF files. By following these six steps, you can easily extract data from PDF files using ABBYY FineReader.

Method #2: Extract data using Readiris

Readiris is a popular OCR software that offers advanced features for extracting data from PDF files.

How to extract data from PDF files using Readiris:

Step 1: Install and open Readiris

To extract data from PDF files using Readiris, you will need to install and open the software. Readiris offers a free trial version that you can download from their website.

Step 2: Open the PDF file in Readiris

Once you have installed Readiris, open the software and navigate to the “Open” option. Select the PDF file you want to extract data from and open it in the software. The software will then analyze the document and prepare it for OCR.

Step 3: Select the OCR language

Readiris offers support for over 130 languages. Select the appropriate language of the PDF document to be able to extract the data accurately. You can select the language in the “Language” tab in the software.

Step 4: Run the OCR process

After selecting the appropriate language, click on the “Recognize” button to start the OCR process. Readiris offers different OCR modes, such as “Text,” “Image,” and “Table.” Choose the appropriate mode for your PDF document.

Step 5: Check and correct the extracted data

Once the OCR process is complete, you will be able to see the extracted data in the software. Check the extracted data carefully to ensure its accuracy. Readiris offers editing tools to correct any errors in the extracted data, such as the “Text Editor” and “Table Editor.”

Step 6: Save the extracted data

After checking and correcting the extracted data, save it to your computer in a suitable format, such as Microsoft Word, Excel, or plain text. Readiris offers various saving options, such as “Save to File,” “Save to PDF,” and “Save to Microsoft Word.“

Readiris is a simple OCR software that offers advanced features for extracting data from PDF files. With the right OCR software, you can ensure the accuracy of the extracted data while enjoying the convenience of automated data extraction.

If you want to know about how to protect your PDF file, you can read about it in our previous blog article.

Method #3: Extract data using Adobe Acrobat DC

Adobe Acrobat DC is a popular OCR software that offers advanced features for extracting data from PDF files.

How to extract data from PDF files using Adobe Acrobat DC:

Step 1: Install and open Adobe Acrobat DC

To extract data from PDF files using Adobe Acrobat DC, you will need to install and open the software. Adobe Acrobat DC offers a free trial version that you can download from their website.

Step 2: Open the PDF file in Adobe Acrobat DC

Once you have installed Adobe Acrobat DC, open the software and navigate to the “Open” option. Select the PDF file you want to extract data from and open it in the software. The software will then analyze the document and prepare it for OCR.

Step 3: Run the OCR process

After opening the PDF file, click on the “Tools” option in the top menu bar, and then select “Enhance Scans.” From there, click on the “Recognize Text” option and select “In This File.” Adobe Acrobat DC offers different OCR modes, such as “Editable Text” and “Searchable Image (Exact),” among others. Choose the appropriate mode for your PDF document.

Step 4: Select the OCR language

Adobe Acrobat DC offers support for over 20 languages. Select the appropriate language of the PDF document to be able to extract the data accurately. You can select the language in the “Recognize Text” option under “Enhance Scans.”

Step 5: Check and correct the extracted data

Once the OCR process is complete, you will be able to see the extracted data in the software. Check the extracted data carefully to ensure its accuracy. Adobe Acrobat DC offers editing tools to correct any errors in the extracted data, such as the “Edit Text & Images” and “Edit Tables” options.

Step 6: Save the extracted data

After checking and correcting the extracted data, save it to your computer in a suitable format, such as Microsoft Word, Excel, or plain text. Adobe Acrobat DC offers various saving options, such as “Save to File,” “Save to PDF,” and “Export to Microsoft Word or Excel.”

Adobe Acrobat DC offers additional features that can further enhance your experience with PDF documents. For example, you can use the “Organize Pages” option to reorder, rotate, or delete pages from a PDF document. Additionally, you can use the “Protect” option to add password protection and other security measures to your PDF files.

Moreover, Adobe Acrobat DC offers integration with other applications, such as Microsoft Office, SharePoint, and OneDrive, among others. This integration allows for a seamless workflow between different applications, making it easier to share, edit, and manage PDF documents.

In summary, Adobe Acrobat DC is a versatile software that offers advanced features for extracting data from PDF files. Whether you need to extract text, images, or tables from a PDF document, Adobe Acrobat DC makes it easy to do so. With its powerful OCR engine and easy-to-use interface, Adobe Acrobat DC is an excellent choice for anyone who works with PDF files on a regular basis.

Conclusion

• In summary, Adobe Acrobat DC, ABBYY FineReader, and Readiris are all advanced OCR software options for extracting data from PDF files. Adobe Acrobat DC is the most feature-rich and supports multiple platforms, but it requires a subscription.
• ABBYY FineReader has a very high OCR accuracy rate and supports over 200 languages, but it is only available for Windows and requires a one-time purchase.
• Readiris also has a high OCR accuracy rate and supports over 130 languages, but it is only available for Windows and requires a one-time purchase.

Ultimately, the choice of OCR software depends on your specific needs, such as the number of languages you need to support, the frequency of use, and your budget. All three options have advanced user interfaces and support batch processing, which can save time and increase productivity when dealing with large numbers of PDF files.