To edit scanned PDFs, it’s best to use appropriate software, such as Word or Google Docs, or PDF.net’s editing tool.
Users seeking instructions on how to edit scanned PDFs online often encounter challenges such as complex formatting, non-editable text, low-quality text and images, line breaks, etc.
If you have difficulty editing scanned PDFs, this article introduces you to easy and effective methods for streamlining this process hassle-free. We discuss the role of Optical Character Recognition (OCR) in recognizing text in scanned PDF files and facilitating this procedure, as well as other helpful tools for the same purpose.
What Is a Scanned Document?
A scanned document is a digital copy of a physical document intended for electronic use (e.g., a computer or mobile phone). The most common scanned document formats are PDF, TIFF, and JPG.
The Portable Document Format (PDF) is compatible with various devices and boasts high security. A Joint Photographic Group (JPG) is suitable for sharing different types of images, and a Tagged Image File Format (TIFF) is specifically great for preserving image quality in large files.
Creating scanned copies of important documents can help transfer the content from printed papers, books, magazines, or similar documents to computers or mobile devices. This allows users to create archives, edit those files, prepare them for further sharing, or tweak them for their own use.
Generally, editing scanned PDF documents is necessary to correct typos, modify layouts, add a search option, annotations, and hyperlinks, or make other changes and adaptations.
5 Methods to Edit Scanned Documents
There are several methods for editing scanned documents, some of which include using online tools (e.g., PDF.net) or programs like Microsoft Lens or Microsoft Word.
Let’s examine them in more detail:
Using Online Tools
Tools such as our PDF editor allow you to edit text in scanned PDF files. This online software is reliable and simple to use, as you only need to take a few short steps to edit PDFs.
Here’s what you need to do:
#1. Enter the Website and Upload the File
After visiting the website, click the edit text button in the header. Then, press the Choose file button or drag your file into the box to upload the document.
#2. Use Available Tools to Edit the Document
You can select the text option and the parts of documents with text to edit. Once you do that, you can change the font, size, and text color, as well as add, remove, or highlight text.
#3. Download the File
To finalize this process, click the download button at the top right corner. The download will start automatically, and you will be able to use your edited document once it ends.
Using Microsoft Lens
Microsoft Lens is another simple scanned document editor. Its built-in OCR feature helps with text detection.
Let’s see the steps on how to edit scanned PDFs in Lens:
#1. Download and Install the App
Visit the App Store for iOS devices or the Play Store for Android devices, and search for Microsoft Lens. Tap Download on your iPhone or iPad or Install on your Android phone to get the app. The download and installation process will complete automatically after this.
#2. Import Your File and OCR It
Open the app and find the Gallery feature. Browse your image-based PDF from your storage and click the file you want to import. Then, click Action and choose Text to OCR your document. Select the text language and the area of your image you want the app to recognize and transform. Click Continue to finalize the process.
#3. Edit Your Document
Once you have the text from your image, you can add, remove, or replace it in the app, and export it as a Word, PDF, or other formats, such as Excel. Additionally, you can copy the existing text and transfer it to another document for further editing.
Using Photoshop
Photoshop may be more suitable for tech-savvy users, but you can still easily edit a scanned document with this program.
Check the steps on how to edit scanned PDFs in Photoshop below:
#1. Open the Document and Discover the Font
Run the program and drag your file to the box or open it by finding and selecting it on your drive. Then, detect the font of your document using appropriate online software for that purpose.
Upload your document to the website and select the part of it with the text you want the software to detect. The automated tools will find your font or similar ones.
#2. Duplicate Layers and Start Editing
After you discover the text font of your document, you go back to Photoshop, click the layer button on the right, choose the background layer, and duplicate the layers. Then, press the text button in the middle of the toolbar on the left and enter the new text.
Choose the same font as the original file. Use the select tool to erase existing text (select the fill option to keep the same background). Finally, place your new text in the document area where the old one used to be.
Editing in Microsoft Word
Microsoft Word is also a commonly used program for editing scanned documents.
Here’s how to edit scanned PDFs in Word:
#1. Convert PDF to Word
Before you begin, you may use a PDF-to-Word converter; this will give you an editable Word document that you can open and modify immediately.
You can also skip this step and open the scanned document using Word without prior conversion. This program will then automatically convert your file using the OCR technology.
#2. Implement Edits
Once you have an editable format, you can start making modifications. You may also need to reformat your document if the OCR technology changes the original format. Afterward, you can add or remove text, change font and font color, etc.
#3. Save Your File
Lastly, you need to save your document by clicking on the File button and then selecting Save. You should choose the location on your drive to save your file and finalize this process.
Editing in Google Docs
Editing scanned documents in Google Docs involves using Word Online, which is similar to the offline Word version.
These are the steps on how to edit scanned PDFs in Google Docs:
#1. Upload Your File to Google Drive & Open it With Google Docs
Go to your Google Drive, select your file, and drag it to the middle of the Drive webpage. When it is ready, click the three dots to open the drop-down menu and select Open with Google Docs.
#2. Edit the Document
Like Word offline, the automatic OCR tool will convert your file to an editable document. As it may lose the original format, you may need to reformat your file manually. Then, you can edit the text using available tools.
#3. Download Your File
After you finish editing your document, click on File in the menu and hover over the Download button. Then, you can choose from various formats to download your file. Also, Google Docs will automatically save your edits, so you can keep the document on the drive for future use.
What Is OCR, and How Does It Help in Editing Scanned Documents?
OCR, or Optical Character Recognition, is the electronic or mechanical conversion of images of handwritten, printed, or typed text. It can help in editing documents by recognizing and transferring texts in scanned documents or photos.
When creating a digital copy of a document, scanners create bitmaps, which show all the elements of the physical document (e.g., letters, dots, blank spots, etc.). The OCR tools then detect such bitmaps and recreate them into text, including punctuation marks and spaces. As a result, users get an editable text format.
It’s important to mention that OCR technology is not perfect and may not apply to all parts of the document equally. Additionally, having a low-quality scanned document or photo may make this process more challenging.
Some programs like Microsoft Word have the in-built OCR feature. Still, you can use one of the several online OCR tools to convert files yourself. Depending on the tool version, you may get a new editable text document or only raw material (text extracted and placed in a box of online software).
How to Edit a Scanned Image
To edit a scanned image, you can use online PDF editors that you find suitable.
Follow these steps to make edits:
- Open the image in this program.
- Select the image you want to edit.
- Use the tools from the toolbar on the right to crop, rotate, and flip images.
- Click the dots on the image’s border and drag your image to the right proportion to resize it.
In addition, you can edit images to perfection with online image enhancers. These tools let you adjust brightness and contrast, fix a dark picture, improve image details, and more.
Finally, most online PDF editors feature an option for image editing. Some of them allow you to convert your image to an editable format and choose the margins, page size, and orientation beforehand.
4 Valuable Tips for Editing Scanned Documents
To edit scanned PDFs and other documents efficiently, you need to pay attention to technical details before and after scanning and editing your files.
Here are the main tips on how to edit scanned PDFs successfully:
- Use high-resolution scans for better OCR accuracy. Choosing documents with high resolution enhances the efficiency of the OCR tool regarding text detection and extraction. If you have a low-quality scan, you can improve its quality by rescanning it using reliable software with resolutions ranging between 200-400 DPI or higher.
- Optimize the scanned file for clearer text. Enhancer tools allow you to perfect your scanned document by tweaking various parameters such as contrast, brightness, and saturation. This ensures that the text in your document is easily detected and transferred to an editable format.
- Save a backup of the original document. You may need the original document for future reference, including making new edits, sharing, etc. Therefore, it’s always a good idea to keep the original file along with the new ones.
- Utilize advanced OCR tools for complex layouts. Simple OCR tools may detect and extract text, but this process may be incomplete for complex layouts. This is why it’s essential to use high-quality, modern, and advanced OCR technology with the ability to apply the scan on all document parts and extract it with minimum format changes.
Final Thoughts
Editing scanned PDFs is helpful for anyone who wants to digitally share, archive, and correct existing physical documents easily. You can ensure the high quality of your document before scanning it or enhance it afterward by rescanning it or using image and text tools.
Although it may be challenging at times, with the right software, such as PDF.net (both for converting your PDF to Word and editing your document), you can streamline this process smoothly. The same applies to programs like Acrobat, Photoshop, Word, and OCR technology.
How to Edit Scanned PDFs FAQs
#1. Is it possible to edit a scanned PDF document?
It is possible to edit a scanned PDF document using tools such as PDF.net, Microsoft Word, Microsoft Lens, Photoshop, Google Docs, etc. You can also manually convert your PDF file to an editable format before using editing software.
#2. How do I convert a scanned PDF to editable text?
To convert a scanned PDF to editable text, you should use an OCR tool or a PDF-to-Word converter. Upload your document, click the convert button, and download it once the conversion is complete.
#3. How do I convert a scanned PDF to an editable Word?
To convert a scanned PDF to an editable Word document, you can simply open a PDF document using Microsoft Word or use an online PDF-to-Word converter. Plus, you can upload your file to Google Drive and open it using Google Docs, which will automatically convert your PDF to an editable Word.