Why Extract Text from Screenshots?
Every day, office workers encounter text they can't copy:
- Error messages in applications
- Text in images shared via email
- Information in PDF screenshots
- Data from legacy systems without copy functionality
- Text in video call screen shares
Manually retyping this text wastes time and introduces errors. OCR (Optical Character Recognition) solves this instantly.
What You'll Need
- Your screenshot or image containing text
- An OCR tool (we'll use TextFromImage)
- Any device with a browser
Step-by-Step Guide
Step 1: Capture Your Screenshot
On Mac:
- Cmd + Shift + 4 for area selection
- Cmd + Shift + 3 for full screen
On Windows:
- Win + Shift + S for Snipping Tool
- Print Screen for full screen
On Phone:
- Power + Volume Down (most phones)
Step 2: Upload to TextFromImage
- Go to textfromimage.app
- Drag and drop your screenshot
- Wait a few seconds for processing
Step 3: Copy Your Text
The extracted text appears ready to copy. Click the copy button or select and Ctrl/Cmd+C.
Common Use Cases
Error Messages
Instead of typing out a long error code:
- Screenshot the error
- Extract the text
- Paste into search or support ticket
Email Attachments
When someone sends an image with text:
- Save the image
- Run through OCR
- Get the text for your records
Meeting Screenshots
Captured slides or shared screens:
- Screenshot during the meeting
- Extract text later for notes
- Never miss important details
Legacy Systems
Old software without copy functionality:
- Screenshot the interface
- Extract data fields
- Use in modern systems
Tips for Best Results
- Higher resolution = better accuracy - Zoom in before screenshotting
- Good contrast helps - Dark text on light backgrounds works best
- Avoid blurry images - Ensure text is sharp and clear
- Crop to relevant area - Less clutter means faster processing
Common Issues
Problem: Some characters are wrong
Solution: Double-check numbers and special characters. OCR can confuse O/0, l/1, etc.
Problem: Text is in wrong order
Solution: Multi-column layouts can confuse OCR. Try cropping to one column at a time.
Problem: Handwriting isn't recognized
Solution: OCR works best with printed text. Handwriting recognition requires specialized tools.
Time Savings
Consider the math:
- Typing 100 words manually: ~2-3 minutes
- Screenshot + OCR: ~10 seconds
- If you do this 5 times per day: Save 10-15 minutes daily
That's over an hour per week saved on a simple task.
Conclusion
Extracting text from screenshots is one of those small productivity wins that adds up. Instead of retyping text you can clearly see, let OCR do it instantly.
The workflow becomes: Screenshot → Upload → Copy → Done.