How to batch convert text-based PDFs into photocopied scan effects? Black-and-white and grayscale processing tutorial

After receiving a batch of electronic PDFs with neat layout and clear text, if you need to uniformly process them into page effects similar to those obtained by printing, photocopying, or scanning, opening, screenshotting, and recombining them one by one will take a lot of time. This article introduces how to use the "Convert PDF to Scanned Effect" tool in office software to import multiple PDF files at once, and select pure black and white, color, or grayscale modes, as well as 96, 150, 200, 300 PPI and other resolutions according to the purpose of the materials. By following the process of file import, parameter setting, save location confirmation, and starting processing, batch PDF scanning can be completed.

When archiving materials, submitting assignments, organizing contracts, distributing teaching materials, and circulating internal documents, a common requirement often arises: the existing files are text-based PDFs exported directly from Word, docx, doc, or other layout software. The pages are too neat and the font edges are very clear, but the submitter wants to obtain a visual effect similar to paper that has been printed, then rescanned or photocopied and digitized. If there is only one file, it can be processed by printing, scanning, or converting pages to images one by one. However, when faced with dozens or even hundreds of PDFs, repeatedly opening files, exporting pages, adjusting colors, and regenerating PDFs is not only slow but also prone to missing pages or confusing files.

For such batch tasks, you can use the "Convert PDF to scanned-copy effect" function in HeSoft Doc Batch Tool . It is an office software tool for daily document processing that can centrally import multiple text-based PDFs, uniformly set color mode and image clarity, and then output them in batches according to the workflow. This article will explain, with reference to the actual interface, how to convert many text-based PDFs into a photocopy/scanned-copy effect, and explain which parameters are suitable for different scenarios.

I. Which scenarios are suitable for converting text-based PDFs to a scanned-copy effect

PDF scan conversion is not simply about changing the file extension, but about making originally clear and regular electronic layout pages appear closer to image-based documents or scanned copies of paper materials. The following scenarios typically require this kind of processing.

1. Simulating the page effect of archived paper materials

Some archives need to be presented uniformly in a scanned archive style. The original files may come from Word, doc, docx, Excel, xlsx, or other office documents, and after direct export to PDF they still retain obvious electronic layout characteristics. After processing them into a scanned-copy effect, the pages will look closer to electronic files produced by scanning or photocopying paper materials.

2. Batch organizing teaching materials and exercise files

Teachers, trainers, or document administrators may need to process multiple handouts, test papers, class notes, and workbooks at once. If each PDF has multiple pages, manually capturing each page creates a large amount of repetitive work. Batch PDF-to-scanned-copy conversion allows multiple files to use the same set of parameters, helping to keep the output style consistent.

3. Unifying the style of black-and-white photocopies or grayscale scans

PDFs from different sources may contain colored titles, blue links, black body text, and other content. If you want the output to look closer to a black-and-white photocopy, you can choose pure black and pure white mode. If you need to retain a certain amount of light and dark gradation, you can choose grayscale. If colored markings on the page still need to be preserved, you can choose color mode.

4. Reducing repetitive operations across multiple files

Processing a single file is not complicated. What is truly time-consuming is repeating the same operation for dozens of files. The core value of batch office software is to merge repetitive steps: uniformly add files, uniformly set parameters, uniformly specify the save location, and then start processing once. This reduces the number of mouse operations and also helps avoid forgetting to set or export a particular file.

II. Effect preview: what is the difference before and after processing

1. Before processing: standard text-based PDF page

Below is the PDF before processing. You can see that the English title, blue subtitle, and body text on the page are all very clear, with smooth line edges and a neat page layout, which is a typical result of direct export from office software. The PDF reader can also display page numbers normally, and the sample file has 9 pages in total.

This kind of text-based PDF is suitable for on-screen reading and electronic transmission, but visually it is clearly different from a paper scan. If the business requires submission of files similar to photocopies, or if a batch of materials needs to maintain a uniform scanned style, further conversion is needed.

2. After processing: a visual effect similar to a black-and-white photocopied scan

The processed page still retains the original title, body structure, page numbers, and basic layout, but the text and graphics appear closer to the effect of being printed and then scanned again. The example uses a black-and-white-oriented output method, and the original colored titles are unified, making the page overall look more like a common black-and-white photocopied material.

From the before-and-after comparison, it can be seen that the focus of this processing is not to modify the body content or re-layout the document, but to change how the PDF pages are presented. The 9 pages in the original file are still retained in their original order, and the main changes are concentrated in color expression and the overall appearance after the pages are converted into images.

III. Steps for batch converting PDFs to a photocopy/scanned-copy effect

Step 1: Enter the PDF tool and select the corresponding function

After opening HeSoft Doc Batch Tool , select "PDF Tools" from the function categories on the left. The main interface will display various PDF batch processing items, including cropping pages, modifying page layout, converting PDF pages to images, and converting color PDFs to black and white. Find and click "27. Convert PDF to scanned-copy effect". The description in the interface says it batch converts PDF pages into an image effect similar to paper scans, which corresponds to the problem addressed in this article.

The purpose of this step is to enter the dedicated processing workflow, rather than selecting the ordinary PDF-to-image function. After entering, the software will guide the user through the task according to the steps of "Select records to process - Set processing options - Set save location - Start processing".

Step 2: Add multiple text-based PDFs at once

After entering the function page, you are first in the "Select records to process" stage. You can click "Add Files" to select one or more PDFs, or click "Import files from folder" to centrally add the materials to be processed from a certain folder into the list. For tasks with a large number of files, importing from a folder usually reduces the time spent selecting them one by one.

After the files are added, the list will display information such as sequence number, name, path, extension, creation time, and modification time. In the screenshot, 1.pdf, 2.pdf, 3.pdf, and 4.pdf were imported at once, for a total of 4 records. This information can help users verify whether the correct files were selected before processing. If you find that a certain record does not need to be processed, you can use the delete icon on the right side of the corresponding row to remove it from the current list. If the entire list needs to be reselected, you can click "Clear".

At this stage, it is recommended to focus on checking three things: first, whether the extension is pdf; second, whether the path points to the source folder for this task; third, whether the total number of records matches expectations. After confirming there are no errors, click "Next" at the bottom of the page.

Step 3: Set the color mode

After entering "Set processing options", you first need to select the color mode. The interface provides three options: "Pure black and pure white", "Color", and "Grayscale". Users should choose according to the final submission requirements, rather than always using the same mode.

Pure black and pure white: suitable for text, tables, line drawings, and materials that need to simulate ordinary black-and-white photocopies. The mode selected in the example screenshot is this one. After processing, colored titles no longer retain their original colors, and the page overall looks closer to black-and-white printing and photocopying.

Color: suitable for PDFs in which colored titles, seals, charts, or other color information must be preserved. Although the final page will present a scanned-copy-like effect, important colors will not all be lost due to black-and-white processing.

Grayscale: suitable for materials where you want to remove color while retaining a certain amount of light and dark gradation. For example, when a page contains light shading, photos, or graphics with many tonal levels, grayscale usually preserves details better than pure black and white.

If the business side explicitly requires a "black-and-white photocopy", you can give priority to pure black and pure white. If only a "scanned-copy effect" is required but color removal is not specified, decide whether to use color or grayscale based on the source file content.

Step 4: Select image clarity

On the same page, you can also set image clarity. The interface provides Basic (96 PPI), Normal (150 PPI), Clear (200 PPI), High Definition (300 PPI), and a custom option. In the screenshot, "Clear (200 PPI)" is selected. This level can usually balance text readability and processing efficiency.

96 PPI: suitable for materials that are mainly for screen preview and do not require high page detail. The clarity is lower, and small-font text in the processing result needs to be checked carefully.

150 PPI: suitable for ordinary reading and internal circulation, and can be used for files with uncomplicated page content and relatively large font sizes.

200 PPI: suitable for most handouts, tables, contract copies, and text materials. The example screenshot uses this level, and the processed body text still has good legibility.

300 PPI: suitable for small-font content, thin table lines, or materials with high detail requirements. Higher clarity usually means more processing workload, so when there are many batch files, sufficient processing time and storage space should be reserved.

Custom: suitable for tasks with an already specified PPI requirement. Before setting it, it is recommended to confirm the recipient's standard to avoid parameters that are too high or too low.

After completing the parameter settings, click "Next". If you find that the file list is incorrect, you can click "Previous" to go back and check.

Step 5: Set the save location

According to the workflow at the top, the next stage is "Set save location". It is recommended to create a separate output folder for this batch task and avoid mixing it with the source PDFs as much as possible. This makes it easier to compare files before and after processing, and also reduces the risk of misuse, overwriting, or duplicate processing.

If multiple batches need to be processed at once, you can create folders by project name, date, or material type. For example, put the source files into "Original text-based PDFs" and the output results into "Scanned-copy effect PDFs". This directory structure helps with later review and archiving.

Step 6: Start batch processing and check the results

After confirming the save location, enter the "Start processing" stage. After starting the task, the software will perform the conversion according to the added records and unified parameters. The number of files, the number of pages in each PDF, and the selected PPI will all affect the actual processing time, so you should avoid moving or deleting the source files during processing.

After the task is completed, it is recommended to spot-check different types of files in the output directory: open the first page to confirm whether the color mode meets the requirements, zoom in to check whether small-font text and table lines are clear, and then jump to the last page to confirm that the page count and content order are complete. For materials submitted formally, it is also best to check the file count to ensure that the output files correspond one-to-one with the imported records.

IV. How to combine color mode and clarity

If the source files are mainly black text, with no photos, colored seals, or gradient shading, you can choose "Pure black and pure white + 200 PPI" to obtain an effect close to black-and-white photocopied material. If the text is small or the table lines are thin, you can increase the clarity to 300 PPI.

If the files contain photos, shading, or light-colored charts, but color does not need to be retained in the final result, you can choose "Grayscale + 200 PPI" or "Grayscale + 300 PPI". Grayscale mode can express different depths and is usually more suitable than pure black and white for pages containing images.

If the colored content has actual meaning, for example, different colors represent different categories, or there are marks on the page whose colors must be identified, then "Color" should be selected. For clarity, you can first use 200 PPI for a small batch test, and after confirming the results, process all files.

V. Common questions and precautions

1. After conversion, can text still be selected like the original text-based PDF?

The goal of this function is to convert PDF pages into an image effect similar to paper scans, so the processed pages will be presented in a way closer to image-based PDFs. If later processes depend on text selection, copying, or full-text search, it is recommended to keep the original text-based PDF and not save only the processed version.

2. Why does pure black-and-white mode make colored titles disappear?

Pure black and pure white mode unifies the color expression of the page, which is a normal result of creating a black-and-white photocopy effect. If titles, seals, or chart colors must be preserved, switch to color mode. If only the light-dark relationship needs to be preserved, try grayscale mode.

3. Is higher PPI always better?

Not all tasks require the highest parameter. Higher PPI helps preserve details, but it also increases processing workload. For ordinary text materials, try 200 PPI first. For small fonts, thin tables, or files that need to be viewed enlarged, consider 300 PPI. It is recommended to test with one or two representative files first, rather than processing all materials before reviewing the results.

4. Why should the output directory be kept separate from the source file directory?

Keeping them separate makes before-and-after comparison easier and also avoids confusing the original files with the scanned results. Especially when batch processing dozens of PDFs, a clear directory structure can reduce the probability of duplicate submission, missed submission, or accidental deletion.

5. How can missed processing be avoided when there are many files?

After importing, first check the record count at the bottom of the list, and then compare it with the number of target files in the source folder. After processing is complete, also check the output count, and spot-check the first and last pages of multi-page files. Batch processing can reduce repetitive operations, but the necessary result checks still cannot be omitted.

VI. Summary

When creating a photocopy/scanned-copy effect for a large number of text-based PDFs, the most time-consuming part is not converting a single file, but repeatedly performing the same steps for multiple files. With HeSoft Doc Batch Tool , you can complete centralized PDF import, color mode setting, PPI clarity selection, save location setting, and batch processing within a single office software workflow, avoiding the mechanical operations of opening files one by one and exporting page by page.

In actual use, you can first select one representative PDF, choose pure black and pure white, color, or grayscale according to the requirements, and test with 200 PPI. After confirming that the text, images, and tables meet expectations, import the entire folder and run the batch process. After processing is complete, keep the original text-based PDF and check the number, page count, and readability of the output files, so that the batch PDF scan conversion task can be completed more reliably.