Converting scanned images into editable text has become an essential skill for anyone working with documents, whether in an office environment, academic setting, or personal organization. WPS Office offers a built-in OCR feature that makes this process simple, accurate, and accessible without requiring third-party tools

OCR stands for optical character recognition and it allows software to detect and interpret printed or handwritten text within images or scanned documents and convert it into machine encoded text that can be edited, copied, and searched. The system identifies characters through pattern recognition algorithms

To begin using WPS Office’s OCR functionality, first open the application and navigate to the PDF module. You can drag and drop JPG, PNG, or TIFF files into WPS PDF for instant OCR processing

Once the image is loaded, look for the OCR button, typically located in the toolbar under the Tools or Edit tab. Activate the feature by clicking the dedicated OCR button in the ribbon

WPS Office will analyze the document and automatically detect text regions. Text recognition performance is influenced by scan clarity and resolution

High resolution scans with clear contrast between text and background yield the best results. Dark text on a light background works optimally

If the document contains multiple languages, WPS Office supports several common languages including English, Chinese, Spanish, French, and German, which can be selected in the OCR settings prior to processing. Language settings can be customized to match your document’s content

After the OCR process completes, the software overlays the recognized text on top of the original image. Highlighted characters can be edited directly on the screen

For improved readability, you can choose to export the result as a fully editable Word or RTF file. The RTF format maintains formatting while enabling easy editing

You can also save the output as a searchable PDF, which keeps the original image intact while embedding a hidden text layer that enables copy paste and search functions. This format is ideal for archiving while maintaining editability

One of the advantages of using WPS Office’s OCR is its integration within a familiar interface. No need to download extra tools — OCR is built right into WPS Office

This means users can scan, convert, edit, and save documents without switching between multiple programs. Eliminate the hassle of juggling multiple software tools

It is particularly useful for students digitizing handwritten notes, professionals extracting data from printed contracts, or anyone archiving old paperwork. Ideal for students turning handwritten lecture notes into editable files

To optimize results, ensure that scanned documents are flat, well lit, and free of shadows or smudges. Clean the scanner glass and ensure the document lies flat for best accuracy

Avoid using low quality scans from smartphones unless they are taken with a steady hand and good lighting. Avoid motion blur and poor lighting conditions

If the OCR output contains errors, WPS Office allows you to manually edit the recognized text directly in the editor. Review and fix misidentified letters with a few clicks

For users who frequently work with scanned documents, it is helpful to create a routine. Maintain a structured digital archive to maximize efficiency

After running OCR, review each document briefly to verify accuracy before saving the final version. A quick 30-second check prevents costly errors later

WPS Office’s OCR feature is a powerful yet underutilized tool that bridges the gap between physical and digital document management. This feature turns paper into searchable, modifiable digital files

By reducing manual data entry and increasing accessibility, it saves time and minimizes errors. Speed up workflows with instant text extraction

Whether you are digitizing an old receipt, extracting information from a printed form, or converting a textbook page into a study note, this function transforms static images into dynamic, editable content with minimal effort. Perfect for converting invoices, forms, or handwritten summaries

With regular use, you will find that OCR becomes an indispensable part of your daily workflow. OCR in WPS Office becomes an automatic step in your document process