PDFs are a type of file and are a commonly shared file format for sharing documents. However, not all PDFs are the same. If you have ever tried to use Ctrl + F (search) on a PDF and the words you typed were not highlighted, good chance that you are working with a scanned or image PDF. These scanned or image PDFs do not have any text layers, so you cannot select text, cannot copy text, cannot search text, or use it in any other way.
To make a PDF usable and accessible for operations like Editing, Watermarking, etc, it has to be made editable and searchable. This is done using OCR (Optical Character Recognition), which reads the images in the PDF file and creates an invisible text layer behind the images so you can select, copy, and search the text and still maintain the appearance of the original document.
But before we split break down what to do to make a PDF file searchable let’s first look at the difference between a scanned, normal PDF, and a searchable PDF.
Difference Between Scanned PDF and Searchable PDF
Scanned/Image-based PDF:
- Generated by scanning paper documents.
- The file contains images of text, not the text itself.
- The words can’t be copied, highlighted, or searched.
Searchable PDF:
- Utilizes OCR technology to recognize text in scanned images.
- Adds a hidden text layer behind the images.
- Text can be selected, copied, and searched.
So, if you’ve been asking yourself, “Is there a way to search a scanned PDF?” — the answer is yes, by converting it into a searchable PDF.
Scenarios Where You Need Searchable PDFs
Having a searchable PDF is not only convenient, but in many professional, academic, and personal environments, it is expected. Below are some regular scenarios where this aspect proves to be handy:
- Academic Research & Study Materials
Students often use scanned books, notes, or research articles. Making these documents searchable allows the user to easily search against keywords, references, or page numbers instead of having to read the entire document.
- Business and Legal Documents
The majority of agreements, invoices, and contracts are scanned and PDF’d, but now that they are PDF searchable text, it’s so easy and quick to search for clauses, dates, or specific terms.
- Government and Historical Records
Handwritten records, old archives, and digitized government documents are primarily saved in image-based PDFs. OCR makes them usable by extracting scanned PDFs into searchable text.
- Personal Document Organization
From receipts scanned to property documents, searchable PDFs simplify the process for people to keep and find valuable information when needed.
Also Read: Best PDF Signer Tools/Software On Windows PC
Methods to Make a PDF Searchable on Windows
With the significance of searchable PDFs known to us, let us proceed to explore how to make PDFs searchable in various ways.
1. With Systweak PDF Editor (Recommended)
If a good, simple solution is what you need, Systweak PDF Editor is the ideal software to turn a scanned PDF into a searchable PDF. It has an in-built OCR functionality that is offline, so your data will be secure.
This is how to save a scanned PDF to a searchable PDF with Systweak PDF Editor:
Step 1: Download & Install Systweak PDF Editor on your Windows.
Step 2: Open the scanned PDF Document within the program.
Step 3: Navigate to the OCR (Optical Character Recognition) from the menu.
Step 4: Select Perform OCR and click on OCR from PDF.
Step 5: Select the language of the document (to make it more accurate).
Step 6: Click on the OCR Option and select Scan to Searchable Text in image.
Step 7: Click Perform OCR.
Step 8: The program will read the file and add a hidden text layer.
Step 9: Save the updated file as a searchable PDF.
Now you can search through your PDF effortlessly using Ctrl + F.
Tip: With Systweak PDF Editor, you can also edit, annotate, compress, and secure your PDFs — so it is an all-in-one solution if you use Windows.
2. Utilizing Online OCR Tools
If you do not wish to install software, you have the option of using convert scanned PDF to searchable PDF online tools. They are web-based OCR software that enables you to upload a file and directly convert it in the browser.
Here is how to do it:
Step 1: Go to an online OCR tool like OCR Space.
Step 2: Upload your scanned PDF file.
Step 3: Pick ‘Searchable PDF’ as the output format.
Step 4: Click on Start OCR and start the conversion process.
Step 5: Download your converted searchable PDF.
Downside: Although handy, web tools might not be secure for sensitive documents because files are transferred to off-site servers.
Also Read: How to Scan Documents to PDF Quickly and Easily
3. Employing Google Drive & Google Docs
Google’s free software can also assist if you wish to make scanned PDF searchable text:
Step 1: Scan the PDF and upload it to Google Drive.
Step 2: Right-click the file → Choose Open with Google Docs.
Step 3: Automatically go to the magic of OCR via Google Docs.
Step 4: Save again as a PDF.
You now have a searchable copy. However, it may not always preserve formatting.
4. Using Microsoft OneNote
OneNote also features OCR functionality:
Step 1: Open OneNote and copy the scanned document. Right-click the page and select paste.
Step 2: Now, attach your scanned PDF with Insert Printout.
Step 3: Right-click the image → Copy Text from All the Pages of the Printout.
Step 4: Paste that recognized Text into a new document.
Step 5: Saved as PDF, it’s searchable.
5. Using Adobe Acrobat (Alternative)
Adobe Acrobat Pro DC can OCR as well.
Step 1: Open the scanned PDF file in Acrobat.
Step 2: Tools → Enhance Scans → Recognize Text
Step 3: Select the OCR options and run them.
Step 4: Save as a searchable PDF.
Note: But since Adobe is a paid application, many use alternatives such as Systweak PDF Editor.
Conclusion
If you have had difficulty working with unsearchable PDFs, you will be glad to learn that there is a solution. Everybody, whether a student, professional, or just an individual dealing with personal records, can save themselves time and energy by learning how to convert a PDF file to a true searchable PDF file.
For ease of use and for the best experience, we recommend Systweak PDF Editor since it offers offline OCR, a safe method of handling documents, and many of the PDF editing features that you want. If you just need a short-term fashion, you can quickly convert scanned PDFs to a searchable PDF using various online tools, or using free applications such as Google Docs — in a limited form — if you don’t mind being limited as it pertains to what you can do with your scanned PDFs.
So, the solution to the next time you find yourself thinking, “Is there a way of searching a PDF that is scanned in?” It is simple, yes, by making a PDF searchable by way of OCR technology.
FAQs (Frequently Asked Questions)
Q1: Can I edit the scanned PDF as well as make it searchable?
Answer: Yes. With tools such as Systweak PDF Editor, you can apply OCR to make the PDF searchable and edit the recognized text accordingly as per your requirements.
Q2: Is OCR done offline in Systweak PDF Editor?
Answer: Yes. Contrary to online converters, Systweak PDF Editor does OCR offline, keeping your confidential documents away from public access and safeguarding them.
Q3: Are free OCR software as accurate as paid ones?
Answer: Free software is helpful but might not be very accurate, particularly with intricate layouts, more than one language, or handwritten text. Charges tools such as Systweak PDF Editor offer better results.
Q4: Does OCR alter the original layout?
Answer: OCR tries to maintain the original appearance of your document. Yet, subject to the tool, there can be minor differences in formatting. Systweak PDF Editor maintains minimal changes to your PDF while making it searchable.
