How to use Microsoft Word to extract text from images in 3 easy steps

Suppose you’ve ever encountered the tedious task of manually transcribing information from images or faced difficulties in converting scanned documents into editable text. In that case, this article is precisely what you need. In the following sections, we will guide you through a comprehensive step-by-step process of how to use Microsoft Word to extract text from images. The best part is that you won’t need extra plug-ins or software. So without wasting any more time, let’s dive right in.

Step 1: Use Microsoft Word to insert a picture or image

To use Microsoft Word to extract text from images, start by inserting your image into the document. You can follow two convenient methods for this purpose.

1. The first option is to drag and drop the image directly into your Word document.
2. Alternatively, you can access the Insert tab, click Pictures, and choose This Device. This will let you browse your computer and select the desired image for insertion.
   
3. Within the opened file explorer, locate the desired image from its location on your computer, and then click on it to select it. Finally, press the Insert button to add the image to your document. You’re now one step closer to convert your images to editable text in Microsoft Word.

Step 2: Save Your Document as a PDF

1. To save your document as a PDF, navigate to the File tab. Next, click “Save As” and choose to browse for a suitable location to save your document.
2. Select a location where you want to save your document, then enter a fitting file name. Make sure to choose PDF as the file type. Once completed, click the Save button to finalize the process.

Step 3: Open Your PDF Document in Microsoft Word

Once you have saved your image as a PDF file, you can convert it to editable text by opening it in Microsoft Word.

1. To proceed, navigate to the File tab and click Open in the left navigation pane. From there, select the Browse option.
2. Locate your PDF file from its designated location, then click on the Open button to select and open it.
3. Within the dialog box that appears, proceed by clicking the OK button.
   
4. Your image will now appear as editable text in Microsoft Word.

Step 4 (Optional): Ways to Optimize Your Images for Best Results

While this step is optional, it can significantly enhance the quality of your final editable text, depending on your document.

1. First, consider cropping your image to eliminate undesired elements and retain only the pertinent content. Right-click on your image and choose the “Crop” option.
   
2. Fine-tune the crop region to solely encompass your image’s content (as exemplified below). Once satisfied, click outside the cropped area to save the modifications.
   
3. After selecting your image, locate and click on the Layout Options button. Choose the “In Front of Text” option from the options presented. This selection allows you to move the image within the document and adjust its size as needed.
   
4. Please make the necessary adjustments to your image to ensure it fits the width of the page, as demonstrated in the image below.
   

Microsoft Word’s PDF conversion feature ensures high accuracy, reducing the requirement for extensive edits. In most cases, you will only need to make minor adjustments, if any at all. Your primary focus will involve formatting the document to align with your specific requirements and applying basic design principles to enhance its professional appearance.

Use Microsoft Word to extract text from images

In conclusion, this comprehensive guide has provided you with the necessary steps to use Microsoft Word to extract text from images. By following these steps, you can efficiently convert images into editable text without the need for additional software or plugins. Remember, alternative methods such as free OCR (Optical Character Recognition) software apps can also be utilized for this purpose. Microsoft Word is now part of the Microsoft 365 package; you can get it here. There is also an Insider program for it; more about it here.