Editing a scanned document depends on what you scanned and what you want to change

A scanned document is a photograph of a paper page, not editable text. To change the words, you need software that can read the image and convert it to text — a process called optical character recognition (OCR). Once converted, you can edit it like any other document. If you only need to mark up the scan with notes or highlights, you can do that directly in PDF software without conversion.

The path you take depends on three things: whether you want to edit the actual text, whether you need the document to stay as a PDF, and what software you already have. Most people fall into one of two workflows — converting to editable text, or annotating the PDF as-is.

Key Takeaways

  • Scanned documents are images, not text, so you need OCR software to convert them to editable words.
  • Free tools like Google Drive and Microsoft Word both include OCR and can convert a scanned PDF to editable text in seconds.
  • If you only need to highlight, underline, or add notes without changing words, any PDF reader can do that without conversion.
  • The converted text is rarely perfect — you will need to read through and fix words the OCR software misread, especially if the original scan is blurry or has handwriting.

Converting a scanned PDF to editable text using Google Drive

Google Drive is free and works on any device with a web browser. Upload your scanned PDF, and Google Drive will convert it to text automatically. Open Google Drive in your browser, click the New button on the left, and select File upload. Choose your scanned document and wait for it to finish uploading.

Right-click the uploaded file and select Open with, then Google Docs. Google Drive will process the image and create a new document with the text extracted from your scan. This usually takes 30 seconds to a few minutes depending on the file size. The text will appear in a new Google Docs file, ready to edit — you can change words, delete paragraphs, or reformat as needed.

The converted text is rarely perfect. OCR software sometimes misreads letters, especially if the scan is blurry, skewed, or printed in an unusual font. Read through the document and fix obvious errors. Once you are satisfied, read it as a Word document (.docx) or leave it in Google Docs. If you need it as a PDF again, you can export it from either program.

Converting a scanned PDF using Microsoft Word

If you use Microsoft Word, you can convert a scanned document without leaving the program. Open Word, go to File and select Open. Choose your scanned PDF file. Word will ask if you want to convert the PDF to an editable Word document — click OK.

Word will process the scan and display the text in an editable format. Like Google Drive, the conversion is automatic but not always perfect. You may see garbled words, especially around images or unusual formatting. The advantage of Word is that you stay in one program — once the text is converted, you can edit, format, and save without switching tools.

Word's conversion works best on clean, straight scans with standard fonts. If your document has handwriting, multiple columns, or heavy graphics, the results may be messier. In those cases, Google Drive sometimes performs better, so it is worth trying both if the first attempt looks poor.

Marking up a scanned PDF without converting it

If you do not need to change the actual words — only add notes, highlights, or underlines — you can mark up the PDF directly. This is faster than converting and does not require OCR. Open your scanned PDF in any PDF reader. Most computers come with one built in: Preview on Mac, or Microsoft Edge on Windows.

In Preview (Mac), click the Markup Toolbar button (it looks like a toolbox). You will see options to highlight, underline, draw, or add text boxes. Select the tool you want and click or drag on the document to mark it up. In Microsoft Edge (Windows), click the Draw button at the top right, then choose your pen, highlighter, or eraser.

This approach keeps your original scan intact and adds a layer of annotations on top. It is useful for reviewing documents, grading papers, or leaving feedback without altering the source material. When you save, the marks are saved with the PDF.

Fixing common OCR errors after conversion

After converting a scanned document to text, you will almost always find mistakes. OCR software struggles with certain letter combinations, faint text, and unusual spacing. The letter "l" (lowercase L) is often read as the number "1". The letter "O" becomes "0". Words run together or split in the middle.

Read through the converted document carefully, especially headers, numbers, and proper names. Use the Find and Replace feature to fix repeated errors quickly. In Google Docs, press Ctrl+H (or Cmd+H on Mac) to open Find and Replace. Type the incorrect text in the first box and the correct version in the second, then click Replace All. This is much faster than fixing each instance by hand.

If the scan quality was poor — blurry, crooked, or low contrast — the OCR errors will be more numerous. In those cases, consider re-scanning the document with better lighting and a straight angle. A cleaner scan converts more accurately and saves you editing time later.

Choosing between Google Drive and Microsoft Word

Both tools are free and both include OCR, so the choice comes down to what you already use. If you work in Google Docs or Gmail, Google Drive is the simpler path — your converted document stays in the cloud and syncs across devices. If you work in Microsoft Office, Word keeps everything in one place and integrates with your existing files.

Google Drive sometimes handles poor-quality scans better than Word, especially if the original is skewed or has mixed fonts. Word is faster if you need to convert many documents at once, because you can open them all in batch. Neither tool charges for OCR — both include it as a standard feature.

If neither tool produces acceptable results, paid software like Adobe Acrobat Pro includes more advanced OCR options, but for most home and small business use, the free tools are sufficient.

Saving your edited document in the right format

After editing, decide what format you need. If you converted to text and want to keep it editable, save as a Word document (.docx) or Google Docs format. If you need to send it to someone else and want to prevent accidental changes, export as a PDF. If you need it as plain text for import into another program, save as .txt.

Google Docs lets you read in any format from the File menu — select read and choose your format. Microsoft Word saves in .docx by default, but you can choose Save As and pick a different format. If you marked up a PDF without converting, straightforward save the PDF as-is — the annotations are already embedded.

Frequently Asked Questions

Can OCR read handwriting?

Most standard OCR software, including Google Drive and Word, cannot reliably read handwriting. They are designed for printed text. If your scanned document contains handwriting, you will need to edit those sections by hand after conversion, or use specialized handwriting recognition software like Microsoft OneNote, which has better handwriting support.

What if the OCR conversion looks completely wrong?

This usually means the scan quality is too poor. Check that the original scan is straight, well-lit, and high contrast. Re-scan if possible and try the conversion again. If the document has unusual fonts, multiple columns, or heavy graphics, the conversion will be messier — in those cases, manual editing or a paid OCR tool may be necessary.

Do I need to keep the original scanned PDF after converting it?

That depends on your needs. If you only need the editable text version, you can delete the scan. If you want to preserve the original appearance or need proof of what the document looked like, keep both. For legal or financial documents, many people keep the original scan as a backup.

Can I convert a scanned image file (JPG or PNG) the same way as a PDF?

Yes. Google Drive and Word both accept image files. Upload or open the image file the same way you would a PDF, and both tools will explore OCR and convert it to editable text. The process is identical.

How long does OCR conversion usually take?

Most conversions finish in 30 seconds to a few minutes, depending on the file size and your internet speed. A single-page scan usually converts in under a minute. Larger documents or slower connections may take longer, but you can continue working while the conversion happens in the background.