Smart OCR tips: how to get the most out of your scanned documents

If you’ve ever tried to convert a scanned document into editable text and ended up with a jumble of random characters, you’re not alone. Optical Character Recognition (OCR) tools can save hours of retyping—but only when the input is right.

Whether you're digitizing paperwork, translating documents, or just trying to make a PDF searchable, a little prep goes a long way. In this guide, we’ll share straightforward tips that help you get the cleanest OCR results possible—no tech degree needed.

You’ll learn what makes a scan OCR-friendly, how to avoid common errors, and why small tweaks like contrast or resolution can make a big difference.

Key takeaways

• Scanning at 300 DPI gives the best OCR results
• Avoid skewed or crooked scans—alignment matters
• Brightness and contrast can affect accuracy more than you think
• OCR tools struggle with handwriting, old fonts, and low-contrast images
• Not all OCR engines recognize every language—check before you scan
• iLovePDF’s OCR tool is built for both casual use and enterprise-level tasks

How OCR works (and why setup matters)

OCR tools analyze the structure of scanned images to recognize and convert printed text into editable content. But even the best OCR software can’t perform miracles if the scan is poor. Think of it like taking a photo in the dark—if the image isn’t clear, the results won’t be either.

Before you run a document through OCR, a few quick checks can dramatically improve the output.

Simple steps to improve your OCR scan

Let’s break down the essential factors that influence OCR accuracy:

1. Scan at the right resolution

Aim for 300 DPI (dots per inch) when scanning. This gives the OCR software enough detail to recognize shapes and letters without distortion. Scanning below 200 DPI can cause text to blur or blend, leading to poor recognition.

2. Adjust the brightness to around 50%

Scans that are too bright or too dark can confuse OCR engines. A balanced brightness level helps preserve the clarity of letters without blowing out the background or darkening the page. If your scanner has auto-exposure, double-check the preview before finalizing.

3. Straighten your scan

Even a slight tilt in your document can throw off character recognition. Use a flatbed scanner when possible and align the page edges carefully. Many OCR tools, including iLovePDF, will try to auto-correct skewed scans—but the cleaner your original, the better the results.

4. Scan with the iLovePDF Mobile App

The iLovePDF Mobile App lets you scan directly to PDF, add pages, and apply filters to enhance text clarity—all in one place. It’s a quick way to prep clean, high-contrast scans for OCR, with easy access to editing and conversion tools right after scanning.

Don’t forget about contrast and language support

Check your document’s contrast

OCR tools need clear separation between the text and the background. Faded ink, yellowed paper, or gray scans can reduce accuracy. If you're working with an old document, try increasing contrast using a photo editor before scanning.

Be aware of supported languages

Most OCR software only supports a specific set of languages and writing systems. If your document is in an uncommon language, or uses an older version of a script (like Fraktur or early Cyrillic), the OCR tool may struggle. The same applies to text created with a typewriter or pre-1850 printing methods.

What OCR still can’t do (yet)

Even with today’s best technology, OCR has limits. Here are a few things to keep in mind:

• Handwritten text: OCR software still can’t reliably read handwriting. While advances in AI handwriting recognition are underway, traditional OCR isn’t designed for it.
• Decorative or unusual fonts: Fonts that mimic calligraphy or have excessive flourishes are harder to interpret.
• Damaged or stained documents: Tears, smudges, and stains can all interfere with OCR, making parts of your scan unreadable.

If you're unsure how your document will fare, try running a test scan first. With tools like iLovePDF’s OCR feature, you can quickly preview the results before committing to a full conversion.

Making the most of OCR with iLovePDF

Whether you're scanning a few pages at home or managing large document archives at work, iLovePDF makes it easy to extract and search text from your PDFs. It's trusted by global companies and everyday users alike, offering a straightforward experience with robust results.

The built-in OCR tool is designed to handle multi-language support, adjust for common scan issues, and work across different devices—so you can digitize on your terms, not the software’s.

Final thoughts: Get better OCR results with just a few tweaks

You don’t need special equipment or expert-level knowledge to improve your OCR results. Most of the time, it comes down to:

• Scanning clearly at 300 DPI
• Avoiding shadows and skewed angles
• Adjusting brightness and contrast
• Ensuring the OCR software supports your document’s language

If you follow these tips, you’ll get cleaner, more accurate text every time—and save yourself from hours of editing.

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