Last Updated: 12 Aug, 2025
So, you’ve just scanned a document and run it through Optical Character Recognition (OCR) software. Now you’re faced with a choice: how should you save the output? The three most common formats TXT, Searchable PDF, and Word (DOCX), each offer unique advantages and disadvantages. Choosing the right one can save you hours of frustration and make your workflow significantly more efficient. The three most common options are:
- Plain Text (TXT)
- Searchable PDF
- Word Document (DOCX)
Each has its own strengths, limitations, and ideal use cases. In this blog post, we’ll break down the pros and cons of each, helping you determine the right format for your specific needs.
1. Plain Text (.txt) - The Raw Data Powerhouse
A TXT file is the simplest, most basic digital text format. When your OCR software outputs a TXT file, it strips away all formatting—fonts, colors, images, columns, and tables—and gives you nothing but the raw, unformatted text.
Pros:
- ✅ Universal Compatibility – TXT files can be opened on any device, from smartphones to legacy systems, without requiring special software.
- ✅ Small File Size – Since it contains raw text without formatting, TXT files are extremely lightweight.
- ✅ Easy to Edit & Process – Ideal for data extraction, text mining, or feeding into databases and AI models.
- ✅ No Formatting Issues – Unlike DOCX or PDF, there’s no risk of fonts, images, or layouts breaking.
- ✅ Ideal for Data Analysis - Since it’s just pure text, this format is perfect for importing into databases, spreadsheets, or programming scripts for data mining and analysis.
Cons:
- ❌ Total Loss of Formatting: This is the biggest drawback. You lose the original document’s entire visual layout, which can make the text difficult to read if the structure was important.
- ❌ No Searchable Images – If the OCR result includes diagrams or handwritten notes, they won’t be preserved.
- ❌ Limited Structure – Paragraphs and headings may blend together without proper spacing.
Best For:
- Data scientists and researchers who need to extract large volumes of text for quantitative analysis.
- Programmers who are feeding text into an application.
- Anyone who needs the absolute basic text content and nothing more.
- Good for quickly copying and pasting content into other applications
2. Searchable PDF (.pdf) - The Perfect Digital Replica
A Searchable PDF is the best of both worlds. It looks identical to the original scanned document, preserving the exact layout, images, and fonts. However, it contains an invisible layer of OCR-generated text “behind” the image. This means you can see the original document while being able to search, select, copy, and paste the text.
Pros:
- ✅ Preserves Original Layout – The document looks exactly as it did on paper. This is crucial for legal documents, invoices, historical records, and any file where the original appearance is vital.
- ✅ Fully Searchable – You can use Ctrl+F (or Cmd+F) to instantly find keywords, making it easy to navigate long documents.
- ✅ Secure & Shareable – PDFs are widely accepted for legal, academic, and professional documents.
- ✅ Smaller Size Than Image-Only PDFs – Since text is embedded, file sizes are optimized.
- ✅ Content Can Be Copied – You can select and copy text to use elsewhere.
Cons:
- ❌ Editing is Limited – While you can highlight and annotate, modifying text requires PDF editing tools like Adobe Acrobat.
- ❌ Can Be Bulky – If the document has many images, the file size may still be large.
- ❌ Formatting May Shift – Complex layouts (e.g., multi-column text) might not OCR perfectly.
Best For:
- Archivists, librarians, and legal professionals who need to create digital, searchable archives of original documents.
- Students and researchers who want to digitize textbooks or articles for easy searching.
- Anyone who needs to store a perfect, searchable digital copy of a paper document.
- Sharing documents where original formatting must be preserved
3. Microsoft Word (DOCX) – The Editable Powerhouse
Saving your OCR output as a Microsoft Word (DOCX) file attempts to not only extract the text but also reconstruct the original document’s formatting—including headings, columns, tables, and fonts—in an editable format.
Pros:
- ✅ Fully Editable – This is the main advantage. You can freely change the text, reformat paragraphs, edit tables, and repurpose the content for new documents.
- ✅ Retains Most Formatting – Modern OCR is quite good at recreating the original layout, saving you the time of having to reformat everything from scratch.
- ✅ Familiar Interface – Most people are comfortable working within Microsoft Word or other word processors like Google Docs.
- ✅ Great for Collaboration – Track changes, leave comments, and share with colleagues.
- ✅ Compatible with Other Tools – Can be converted to Google Docs, LibreOffice, etc.
Cons:
- ❌ Formatting Errors – Complex layouts with multiple columns, intricate tables, or images can sometimes result in formatting errors or “funky” layouts that require manual correction.
- ❌ Larger File Size Than TXT – Embedded images and styling increase storage usage.
- ❌ Requires Word or Alternatives – Not as universally accessible as PDF or TXT.
- ❌ Potential for Font Mismatches – If you don’t have the original document’s fonts installed, your word processor will substitute them, altering the appearance.
Best For:
- Content creators and writers who want to update an old document or use its contents as a starting point for a new one.
- Administrative assistants who need to convert a printed memo or form into an editable digital version.
- Anyone who needs to extensively edit or rewrite the content of a scanned document.
- Good for collaborative work where multiple revisions are expected
- Anyone who documents that require styling adjustments before finalizing
Quick Comparison Table
| No. | Feature | TXT | Searchable PDF | DOCX |
|---|---|---|---|---|
| 1 | Editability | Low | Medium | High |
| 2 | File Size | Very Small | Medium to High | Medium |
| 3 | Layout Preservation | None | High | Medium |
| 4 | Searchable | Yes | Yes | Yes |
| 5 | Best For | Raw data | Archiving, viewing | Editing, collaboration |
Pro Tip: Use the Right OCR Tool
Not all OCR tools output all formats equally well. Top OCR apps like Aspose OCR, Adobe Acrobat Pro, ABBYY FineReader, or cloud-based OCR APIs like Aspose OCR Cloud API and SDKs allow format selection and customization.
Interested to create your own OCR processing applications for all major platforms, Java, .NET, PHP, Python, Node.js, Ruby and others. Please consider Aspose OCR APIs.
Always review and proofread the output—OCR isn’t perfect, especially with handwritten or poor-quality scans.
Final Thoughts
- Need simplicity & portability? → TXT
- Want a perfect balance of search-ability & layout? → Searchable PDF
- Need to edit and repurpose the content? → Word (DOCX)
OCR is a powerful ally in going paperless, digitizing historical records, or streamlining workflows. But the output format you choose makes a big difference in how usable and shareable that data is. By understanding the strengths and trade-offs of TXT, Searchable PDF, and DOCX, you can tailor your OCR strategy to match your unique needs.
FAQ
Q: What is the main difference between TXT, Searchable PDF, and DOCX OCR outputs?
A: TXT is plain text without formatting, Searchable PDF keeps the original look with searchable text, and DOCX offers fully editable content.
Q: Which OCR format is best for editing documents?
A: DOCX is the best choice for editing as it preserves formatting and allows full text modifications.
Q: Why should I use a Searchable PDF instead of a regular PDF?
A: A Searchable PDF lets you find, highlight, and copy text within the document while keeping the original layout.
Q: TXT output useful for professional documents?
A: No, TXT is better for simple text extraction where layout and formatting are not important.
Q: Is there any open source or free APIs for working with PDF files? A: Yes, there are many useful open-source and free APIs for working with PDF files.