How to Extract Data from Visuals in Seconds with OCR

You probably know the pain of a stack of invoices, screenshots, or receipts that is waiting for you to be typed into a spreadsheet. It is one of those slow and hectic jobs that consumes hours every week. And no matter how careful you are, a few typing mistakes always remain there. Now imagine doing that for hundreds of documents.

It’s not only boring. It is costly.

That’s why the OCR market is expanding. It was valued at $10.62 billion in 2022 and is forecast to hit $32.90 billion by 2030 (CAGR 14.8%). And it makes sense. Businesses are done wasting time on manual data entry when software can pull text straight from images, PDFs, or even messy handwritten notes in seconds.

In this post, I will show you how to extract accurate data from images and PDFs in seconds using this technology in simple steps. Let’s start with understanding the basics.

What is OCR?

OCR stands for Optical Character Recognition. It is a technology that can detect printed or handwritten text on images and convert it into digital text that is readable by machines. This technology is used by image to text converter tools to extract text from scanned documents, PDFs, handwritten notes, invoices, etc.

The OCR technology runs a chain of operations in the backend. The first step is image acquisition. The image is uploaded to the tool. Then the tool scans the text on the image and compares it with the fonts and characters already saved in the database. This task is done using pattern recognition techniques. Then it converts the image data into digital text that is editable and searchable, which you can copy and use where needed.

What to See in an OCR Tool Before Actually Using it

Well, while there are no hard and fast rules for choosing a good tool, there are some important points to consider.

First, the accuracy of the output depends a lot on the efficiency of the tool. Therefore, you should choose a tool that can extract text with accuracy, even if the images are of lower quality.

Second, if you work with multiple languages, like if you run a business with customers in different regions and your documents are in multiple languages, you should choose a tool that offers all the preferred languages you work with.

Third, and a very important point, is data privacy. Cybercrimes are on the rise. Therefore, when you need to extract sensitive data from images, you should select a tool that saves no data and clearly states its privacy policy. 

How to Extract Text from an Image Using Image to Text Converter 

It is quite easy to extract text from an image using an OCR tool. To show you how it works through an example involving the use of an image-to-text converter, I tested several tools and found a reliable one that is Image to Text Converter.  It provides accurate results, offers multilingual support, and clearly states its privacy policy. Now, let’s see it in action:

1. Open the tool and upload your image by clicking the “Upload” button. You can also paste the image from the clipboard or simply drag and drop the image file into the specified box.

2. After uploading, you can crop the extra part of the image containing unnecessary text by clicking the “Crop Image” button. After adjusting the image, click on the “Convert” button. The tool will start extracting text from your image.

3. Once completed, the tool will show you the extracted text in a box. You can verify and edit the text here if needed.

4. Now, you can copy the text directly to your clipboard or download it in a text, Word or PDF file according to your preferences by clicking on the “Download” button.

Tips to Get the Best Results From the OCR Tool

Here are some important tips to follow if you want accurate results. 

1) Use a Clear Image

The accuracy of the output text greatly depends on the quality and clarity of the image you give to the tool. So make sure the image is clean and bright enough. The text should be dark enough so that the tool can easily differentiate it from the background.

2) Preprocess Your Image

Well, before uploading the image to the tool, it is better to optimize the image. This can include cropping the extra edges, enhancing the brightness and contrast to differentiate the text from the background, and straightening the tilted visuals.

3) Refine the Extracted Text

Do not fully rely on any OCR tool. Always proofread and make sure the output provided by the tool is accurate. Because no matter how good a tool performs, there is always a chance of errors, either from the tool or from the quality of the input images.

Benefits of OCR Technology

The Optical character recognition technology has a significant impact on data handling in different areas. Here are some important benefits of this technology:

1) Enhanced Work Efficiency

Manually extracting data from images or documents by typing was always a hectic and time-consuming task. This process is now much easier and faster with the help of OCR technology. It has increased the efficiency of people who used to manually extract data, especially data entry operators who spend hours every day doing this repetitive job.

2) Accurate Data Extraction

The data-handling process is very sensitive. Manually extracting data from visuals is more prone to errors such as typos or missing important information. OCR has reduced these errors to a minimum. And if the extracted data is carefully reviewed, then there are almost negligible chances of mistakes. It is quite helpful in fields where data accuracy is crucial, like healthcare and finance.

3) Cost Saving

In the past, businesses had to hire full teams of data entry operators to extract data from visuals and convert it into digital documents. But OCR technology made this process much faster, and now businesses don’t need large teams; instead, the same work can be handled by a few workers. So, it saves the cost of maintaining a big team.

4) Makes Data Accessible

Searching for specific data in a pile of document images is very difficult. But converting the image data into digital text using OCR tools takes only a few minutes, and all that data becomes searchable. It becomes easy to look for specific keywords using a search bar. This makes the data easily accessible.

Wrapping It Up

Optical character recognition has really made things easier when it comes to handling data from images or scanned documents. You do not have to sit for hours typing details from receipts or documents anymore. Just upload the file into an OCR tool, and within seconds, the tool will provide you with extracted text that is ready to use. It saves time, cuts down mistakes, and honestly makes work a lot less tiring.

It is useful for everyone. Students who need notes in digital form, small business owners managing invoices, or anyone who deals with a lot of scanned documents can use it. The only thing you need is a good tool and a clear image. That’s it.

If you are still entering data manually, you might consider trying OCR. You’ll see how simple and helpful it actually is.