How to Convert Scanned Files to Word Documents: A Step-By-Step Guide

Scanned documents are usually found in the form of images or photos embedded together in a PDF file. In either condition, the text in these documents is not editable because of its format compatibility. 

This scenario is usually observed in various areas of our daily lives, including educational institutes and business workplaces. 

Students scan handwritten notes by taking photos or use a scanner to make a digital PDF. But they find it challenging to convert them into an editable format.

As for office workplaces, the data entry operators have to edit and update scanned documents, which seems quite hectic if done manually.

In this article, we will present a step-by-step approach to how to convert scanned files to Word documents. We will briefly discuss two different methods to convert PDF files and scanned document images into editable form.

Converting Scanned Document Image to Word File: Using Online Tool

Perhaps you took an image of a document to keep its digital copy, but it’s only suitable for reading. Suppose you want to convert an image to text; you’ll have to write it by reading from the image manually. 

But with the help of an online tool, you can make this effort of hours a matter of seconds by following these easy steps:

  1. Upload the image by clicking the Browse Files button on the tool’s interface. You can upload more than one image to extract text as well.
  2. Once the image is uploaded, you can click on the Submit button to proceed from image to text conversion.
  3. Finally, when the tool has scanned text from the image file, you can download it as a Word document by clicking on the Word icon on the top right side, as shown in the figure below.

This method is effective yet efficient in converting any image format containing text into a Word document. It works relatively well for screenshots, certificates, and even handwritten notes. It saves your hours of work reading and manually writing the whole text from an image.

Converting PDF Scanned Document to Word File: Using Microsoft Word

This approach is relatively easy and preferable for those fond of using Microsoft Word. It works well with Microsoft Word online and desktop versions as well. If you have a scanned document in the form of a PDF file, you can convert it into an editable Word Document by following these simple steps:

  1. Open Microsoft Word and click on the File tab on the control panel’s top right.
  2. Now go to the Open tab featured on the side left panel of the screen. Here you will find several options to open a new file.
  3. Then click on the Browse option to open the PDF file from your local system storage. Go to the PDF file location and click Open after selecting it.
  4. Once you have clicked on Open, your PDF document will open in Word. 
  5. Finally, press Control Key + S from your keyword to save the opened PDF file as a Word Document.

This method is only effective if the scanned document is in the form of a PDF file. If the PDF contains images instead of plain text, it may not be compatible with editing. In this case, you can use the online tool for scanning text for ideas.



The guidelines mentioned above on converting scanned files to word documents will make things easier for students, data entry operators, or anyone who finds it challenging to edit scanned documents.

Converting a scanned document into Word Document gives you several advantages if you want to make changes or update the document. It also makes the document file compatible for sharing and editing on other devices and applications.

Leave a Comment