To convert images using OnlyOffice's OCR feature and AI, you must first install a plug-in. After doing that, the office applications in the package will be able to read any text within a photo and convert it into text. In the following sections, we explain how to do this in OnlyOffice for Windows, step by step.

What is OCR, and why is it so useful?

The acronym OCR stands for Optical Character Recognition. In simple words, it is a technology that allows scanned images or documents to be converted into editable text. In practice, this means you can select a photo of a page in a book, a paper contract, or a screenshot, and then, in a matter of seconds, you will be able to transform it into a file where you can copy, paste, or edit the content without having to transcribe it.

The best thing about OCR is that it saves you time and reduces the likelihood of manual transcription errors. Consider, for example, crucial data such as a phone number or bank account number. Unless there is a typographical error in the original document, OCR prevents any errors in the conversion to editable text. Furthermore, combined with OnlyOffice's artificial intelligence, it improves recognition accuracy, even when text is in a low-quality photo or a different language.

Advantages of using OCR directly with AI in OnlyOffice

Although there are external applications that perform OCR, having it integrated into OnlyOffice has several advantages:

  • No need to open additional programs. Everything is done from within the office suite.
  • It supports Word documents, spreadsheets, and presentations. Meaning you can leverage its potential in your own files.
  • Thanks to AI, recognition is faster and more accurate. This means that there are fewer errors in the transcription process.
  • Allows working with multiple languages and fonts. It will even work with handwritten text, in most cases.
  • Once the text has been converted, you can edit it directly in your document, without any extra steps.

In short, taking advantage of OnlyOffice's OCR function saves you steps and, as a result, a lot of time, especially if you have to scan documents several times during the course of your day.

How to set up OnlyOffice to use its AI OCR

Before you begin, ensure that you have the desktop version of OnlyOffice installed on your Windows PC. The OCR function is executed through an official plugin, so it is not enabled by default.

The good thing is that OnlyOffice allows you to install plugins easily in just a few clicks. Once added, OCR will be available in the plugins menu, meaning you can use it whenever from the PDF file editor.

How to install and activate the AI plugin with OCR in OnlyOffice

The steps to install and activate the AI plugin with OCR in OnlyOffice are quite simple.

Install or update the AI plugin in OnlyOfficeInstall or update the AI plugin in OnlyOffice

It is enough to do the following:

  1. Open the PDF file containing the images you want to edit.
  2. Then, in the top menu, click on Extensions > Plugins Manager.
  3. Then, install the AI plug-in. In our case, it was already pre-installed (this may also be the case for you), and we only had to update it.
  4. Finally, go to Plugins in the background and activate the plugin you just installed, as shown in the image below.
You hace to activate the plugin to make the most of all its functionsYou hace to activate the plugin to make the most of all its functions

Now, in OnlyOffice, you'll see an additional tab in the top menu labeled AI. The OCR feature is not yet ready, as some additional steps are required.

You need an APK key to use the majority of commercial models or run a local modelYou need an APK key to use the majority of commercial models or run a local model

These are:

  1. Go to the AI tab in the menu.
  2. Next, click on Settings.
  3. Click on Edit AI models.
  4. Add a new model. It is important to note that OnlyOffice does not provide AI models. You will need an API key for commercial models, and many of them are not free. We have connected the Gemini 2.5 Flash model from Google's AI Studio for free. You can also use LM Studio or Ollama to run models locally. It should be noted that although the AI plugin is free, some AI models may require a fee, depending on the chosen provider.
  5. Once you have configured the model with the API key, select it for the OCR function.

Now, you have connected the AI model to OnlyOffice, specifically for the OCR function. In any case, you will also be able to take advantage of this integration for other functions, such as text generation or image generation, as it includes not only OCR functionalities.

How to convert images into editable text in OnlyOffice, step by step

After connecting the corresponding AI model, you can now use AI to perform tasks such as OCR or content generation. Please note that all the actions you do with these features do not go through OnlyOffice servers, but through those of your chosen provider. In our case, it will be Google.

Editing non-editable text within a PDF with OnlyOfficeEditing non-editable text within a PDF with OnlyOffice

If everything is in order, you will now be able to convert an image, such as those found in a PDF, into editable text. You have to do it like this:

  1. Make sure you are in edit mode.
  2. To convert an entire document, click the OCR button in the AI section.
  3. Now, edit the content of the PDF document.
Extracting text with OnlyOffice's AI-based OCR straight from an imageExtracting text with OnlyOffice's AI-based OCR straight from an image

On the other hand, if you want to run the task on an image within a PDF, right-click on it and select AI > Image > OCR. You will then have an editable version of the text in the image.

Tips and tricks for getting better results with OnlyOffice OCR

Although OnlyOffice's AI-powered OCR works very well, you can always improve the quality of the result by following a few simple steps. Here is a list of practical recommendations that will help you obtain a more accurate and easier-to-edit text:

  • Use sharp images with good contrast. If the photo or scan is well-lit, the OCR will recognize the letters better, and you will avoid errors in similar words.
  • Correct orientation before processing. If the image is crooked or upside down, the recognition engine may become confused. Aligning it straight greatly improves accuracy.
  • Use it, above all, with popular languages. Although AI models are generally compatible with virtually any language, they tend to perform better with languages that have more speakers, due to the greater availability of written content for training.
  • Avoid backgrounds with too many elements. If the image has logos, graphics, or stains, it is best to crop the part where the text appears so that the OCR can focus on it.
  • Divide long documents into sections. Processing one page or block of text at a time helps reduce errors and speeds up the process. However, remember that submitting too much content could deplete your API credits.
  • Prefer high-resolution files. A 300 dpi scan or a non-pixelated photo significantly improves the recognition of small letters or complex fonts.
  • Do a quick check after OCR. Although AI is accurate, it never hurts to review the result and correct accents, line breaks, or misinterpreted characters.
  • Use OCR to digitize old files. This feature is not only useful for photos; it is also ideal for converting old paper documents into editable digital files.

And you, how are you leveraging OnlyOffice's AI and OCR features? Leave us a comment below. Tell us about your experience and share it with our community of software enthusiasts. See you later!

Manuel Sánchez
Manuel Sánchez