How to Scan Documents and Use OCR in OneNote 2019
Question details
The user wants to scan physical documents directly into OneNote 2019 and extract the text using the OCR (Copy Text from Picture) feature.
- Product
- Microsoft OneNote 2019
- Device & OS
- Windows
- Scenario
- Attempting to digitize physical documents and extract editable text directly within the OneNote application.
- Observed behavior
- OneNote 2019 lacks the direct scanning functionality present in older versions, preventing users from importing scanner feeds directly, and OCR features may require falling back to OneNote 2016.
Ensure your physical scanner is turned on, connected to your computer, and that a basic scanning application like Windows Scan or Windows Fax and Scan is installed.
Use a Dedicated Scanning App and OneNote 2016
Since direct scanning was removed in OneNote 2019, you must first scan the document using a system app, insert the image into OneNote, and use a supported version (like OneNote 2016) to extract the text.
Microsoft removed the direct scanner integration in newer versions of OneNote to streamline the app. To achieve your goal, you will need to bridge the gap using Windows' built-in scanning tools alongside an OCR-compatible version of OneNote.
Open 'Windows Scan' or your scanner manufacturer's software. Scan your physical document and save it to your computer as an image file (e.g., JPG or PNG).
Launch OneNote, navigate to the 'Insert' tab on the top ribbon, click on 'Pictures', and browse your files to insert the scanned image you just saved.
Right-click on the inserted image and select 'Copy Text from Picture' from the context menu. You can then paste the extracted text anywhere in your notes.
Use WPS Office to Easily Extract Text from Scanned Images
WPS Office includes powerful, built-in OCR capabilities. Instead of relying on legacy software or juggling multiple apps, you can directly insert images into WPS Writer or open scanned PDFs in WPS PDF to extract text accurately and instantly.
- 1. Open WPS Writer: Launch WPS Office on your computer and open a new blank document in WPS Writer.
- 2. Insert your scanned image: Navigate to the 'Insert' tab, click on 'Picture', and select the scanned document image from your local files.
- 3. Launch the OCR tool: Click on the inserted image to select it. Under the 'Picture Tools' tab, click the 'OCR' or 'Picture to Text' button.
- 4. Convert and copy text: Review the extracted text in the OCR dialog box. You can then copy it to your clipboard or convert it directly into an editable document.
Frequently Asked Questions
Why was the scan feature removed from OneNote 2019?
Microsoft removed the direct scanner integration in OneNote 2019 and the OneNote for Windows 10 app to streamline the software. They now recommend using dedicated mobile scanning apps like Microsoft Lens or native desktop scanning utilities to capture documents.
Can I still download OneNote 2016 to use the OCR features?
Yes, Microsoft still provides the installer for OneNote 2016 (now often just referred to as 'OneNote' in the Microsoft 365 suite). You can download it directly from the official Microsoft OneNote website to access legacy features like 'Copy Text from Picture'.
Does the 'Copy Text from Picture' feature work immediately?
Not always. OneNote processes OCR in the background. If you just inserted an image, it might take a few minutes for the 'Copy Text from Picture' option to appear in the right-click menu while the software analyzes the image.
