Make a scanned PDF searchable
A scanned PDF is a set of pictures. You can read it, but you can't search it, copy a paragraph, or have it read aloud. OCR (text recognition) adds the missing text behind each page.
What OCR adds
OCR reads the picture of each page and places the words it finds invisibly behind them. The pages look the same, but Ctrl+F (or Cmd+F) now finds words, you can select and copy text, and screen readers can read the document.
Online OCR services need your file on their servers. Think Pages downloads the reading engine once (30 to 50 MB) and then does the work on your own device.
Key benefits
- Find anythingSearch long scanned contracts, manuals and statements in seconds.
- Copy instead of retypingSelect and copy text from a scan like any other document.
- Looks the sameThe pages are unchanged. Only hidden text is added, and pages that already have text are left alone.
- Good on poor scansTilted pages, faxes and phone photos are straightened before reading.
How to OCR a PDF
- Open OCR PDF and add the scanned file.
- Check that Make scanned pages searchable is switched on.
- Press Export PDF. The first time, wait for the reading engine to download. The result tells you how many words it read.
Tips
- To edit the text, export to Word instead and switch on Read text in scans and photos.
- Clear, straight scans at a normal size read best. Very small or faint print is the usual cause of mistakes.
- Printed and typed text is read well. Handwriting isn't supported yet.
Questions
How do I know if my PDF is already searchable?
Try to select a word with the mouse, or search for one. If you can't, the PDF is a scan.
Does it work without an internet connection?
After the reading engine has downloaded once, yes.
Will the file get bigger?
Only slightly. The added text is small compared with the page pictures.
Tools for this job
More guides
- Work and adminCombine receipts into one PDF for your expense claimTurn receipt photos, PDF invoices and screenshots into one tidy PDF for your expense claim. Free, private and done in your browser, with no upload.
- Work and adminMake a PDF small enough to email or uploadReduce PDF file size so it fits email attachment limits (often 10 to 25 MB) and upload portals. Compress PDFs free in your browser without uploading them.
- Work and adminTurn your CV and cover letter into one PDFConvert a Word CV to PDF and combine it with your cover letter and certificates in one file for job applications. Free, private, in your browser.