Microsoft Office Lens - Education Authority



Sensory ServiceMicrosoft Office Lens What is Microsoft Office Lens? Microsoft Office Lens is a free app on Android and iOS that allows users to scan in copies of text, documents, photos, whiteboards, business cards, and similar content using their device’s camera. The app provides a way to scan in materials and convert them into other accessible formats. It is an easily converts printed text into an editable digital Word or PowerPoint documents. After scanning in the content, users can edit the image or keep it as is and export it in the format of their choice. There is an option to scan multiple pages and include them in a single file. Office Lens has a Whiteboard setting that reduces glare so that students can also use Office Lens to capture materials on whiteboards or blackboards. Office Lens works well with VoiceOver, including the ability for a blind user to snap the picture. “Microsoft Office Lens is one of my favourite apps across all of my devices and has helped me tremendously with being able to independently access materials and create accessible materials that I can enlarge and read with my low vision. I highly recommend that everyone download this app, especially students with print disabilities, as it is a great way to scan a variety of adifferent types of content in a short period of time.” (Veronica Lewis – student with vision impairment)This link takes you to a to a video on how to use Office Lens This video is also available for schools to access in the C2k media library.Exporting and Supported File Formats Microsoft Office Lens supports several different options for exporting scans in the following formats:Save to gallery (device gallery)PDF (to OneDrive or device storage)Microsoft OneNote notebookOneDrive folderMicrosoft Word OCR documentMicrosoft PowerPointUsers can also edit the title of their scans, which is recommended for organisational purposes - otherwise, the default name is Office Lens and a time stamp.Using Immersive ReaderAnother option on the export screen is for users to open their scans using Microsoft Immersive Reader, which opens within the Microsoft Office Lens app. From Immersive Reader, users can have text read out loud and adjust the text spacing and size so that it is easier to read for users with print disabilities. If this option is selected, users will have the option to either save the content in another format or delete it once they are finished reading with the app. Office Lens and Screen ReaderMicrosoft Office Lens is fully compatible with VoiceOver and TalkBack, so screen reader users can use the app independently. The screen reader will tell the user if the object is in the frame as well, this means that students with vision impairment can also scan images as this function means that they can make sure the item is in focus.Step 1: Choose what to captureAs soon as you open Office Lens, you can choose a capture mode.Swipe left or right near the bottom of the screen to select either Whiteboard, Document, Business Card, or Photo.Whiteboard: This mode is best used for capturing handwritten notes and sketches on a dry erase board or a similar surface. The whiteboard background is automatically lightened in order to improve the contrast of the writing, and the text can be converted to OCR so it can be read by a screen reader or used within another application.Document: The document option is best for taking pictures of papers, large amounts of text, pages, or smaller posters. Microsoft Office Lens has a built-in cropping tool that will automatically filter out background items and scan only the page. Users can add multiple pages to one document if needed as well.Business Card: This mode captures contact information from a business card and saves it to the Contacts app on your iPhone or iPad, as well as to Microsoft OneNote. The automatic cropping is available within this feature as well, though the final image can only be exported as a Microsoft Office OneNote contact and image, or as an image to the phone gallery- it cannot be exported in any of the other formats.Photo: This mode is best used for capturing images containing scenery or people. The automatic cropping feature is not available in this mode, however, it is the only scanning mode that supports the front-facing camera, so it is still incredibly useful. This may be the scanning mode that users use the least often, as most prefer to use their device camera for photos instead.Step 2: Take a pictureAfter you’ve selected your capture mode in Step 1, you can either take a new picture with your camera, or import an existing image from your device.Step 3: Review and editOffice Lens lets you edit a captured image before you save it, so it looks exactly how you want.Tap any of the icons that appear in the upper right corner to begin editing or adjusting the captured image. You can Crop or Rotate the image, or annotate it with Text or with the Pen.You can also tap Filters at the bottom centre of the screen to quickly apply visual enhancements to selected image (for example, to remove all colours from a document).By using the Crop feature, you can trim away any unwanted parts of the image by excluding them from your selectionWhen you have finished cropping the image, tap ‘Done’ in the lower right corner. If you want, you can then continue editing the current image with any of the other editing tools.When you’re done editing the current image, tap ‘Done’ in the lower right corner.Tip: If you add a caption to the image, it will be used as the alt text in Microsoft OneNote, as well as the file title when saving the image to Microsoft OneDrive.Step 4: Save and shareIf your image was captured in Whiteboard, Document, or Photo mode, you can save it to your iPhone or iPad’s Photo Library. You can also save the image as a PDF (Portable Document Format) file, or save it to Microsoft OneNote, OneDrive, Word, or PowerPoint. In addition, you can also send the image via Microsoft Outlook or the Mail app in iOS. Note: If you choose to save the image to OneNote, OneDrive, Word, or PowerPoint, you may be prompted to sign in with your Microsoft Account or your Work or School account.If you want Office Lens to read aloud any text found in the captured image, tap Immersive Reader. For more information, see Accessibility in Office Lens for iOS.If you want Optical Character Recognition (OCR) to be applied to your captured image, use the Word option. Office Lens will create a Word file in your OneDrive account, which will automatically extract all legible text that is found in your captured image.Captured images saved as Word, PowerPoint, or PDF files will be in your Documents folder on OneDrive, so you can access them from any of your devices. PDF files can also be saved locally on your iPhone or iPad, and you can edit the save location for your PDF by tapping the Save button.Office Lens doesn’t just import an image into a Word or PowerPoint file. The final Word and PowerPoint documents are real Microsoft Office documents.Multi Page Scans Office Lens detects the edges automatically. There is a bulk mode option at the upper right to scan multiple pages at once.Once you enable it, you can scan one page after another without having to go back and forth between editing options. Once you are done scanning all the pages, tap on the circular scan option on the right with a number denoting the number of scans completed.Simply tap on the orange check mark option to create a PDF file with all the scans neatly organized page-wise. You will select the PDF option in the next screen.Once bulk mode is selected, you can simply scan one page after another ................
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