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Estimate your OCR costs

You can use the OCR cost estimator tool (preview) to estimate your optical character recognition (OCR) scanning costs.

Tip

If you're not an E5 customer, use the 90-day Microsoft Purview solutions trial to explore how additional Purview capabilities can help your organization manage data security and compliance needs. Start now at the Microsoft Purview trials hub. Learn details about signing up and trial terms.

Prerequisites

To enable the OCR cost estimator tool on Endpoint, you must first install the latest Windows Update released on February 29, 2024 or later.

Estimate your bill

To estimate your bill, follow these instructions:

  1. Sign in to the Microsoft Purview portal.
  2. Select Settings.
  3. Select Optical character recognition (OCR)
  4. Under Estimate the cost of an OCR scan for free, select Try for free.
  5. In the flyout pane, select the locations where the files you want to scan are found and then choose Run estimation.
  6. After Estimation started successfully displays in the flyout pane, select View estimation next to Predict OCR cost estimate for free to view the Estimation page.
  7. To enable OCR scans from the Estimation page, select Turn on OCR in the flyout pane and then follow the steps to configure your OCR settings.

Note

Running an OCR estimation can take around 24 hours to complete the first time. After that the dashboard is refreshed daily and can be viewed anytime.

Edit the scope of your estimate

  1. On the Estimation page, select Edit scope from the dropdown menu next to Enable OCR.
  2. In the flyout pane, edit the locations with files that you wish to scan and then select Restart estimation.

Download your estimate

  1. On the Estimation page, select Download Report from the dropdown menu next to Enable OCR.
  2. In the flyout pane, select Download all, or select the individual reports you want to download.

Cancel an in-progress estimate

  1. On the Estimation page, Select Stop estimation from the dropdown menu next to Enable OCR.
  2. On the next page, confirm your choice.

Restart a stopped estimate

  1. On the Estimation page, select Start estimation from the dropdown menu next to Enable OCR.
  2. In the flyout pane, edit the locations with files that you wish to scan and then select Start estimation.

Limitations

  • OCR and OCR cost estimator can't run at the same time.
  • OCR cost estimator can be used only once by a customer and can't be re-enabled. Once turned on, you will have 90 days to complete 30-day estimation. You may pause the estimation any number of times
  • Reports must be downloaded after using estimator. The data from dashboards is deleted after 90 days from the date estimator is first turned on.
  • Estimation for embedded and standalone image is only supported for the Exchange workload. Estimation for embedded images in SharePoint and OneDrive is not supported yet.
  • Estimation of images in pdf files is supported in Exchange and Teams. Estimation of images in pdf files isn't supported in SharePoint and OneDrive. As a result, your actual OCR bill for SharePoint and OneDrive may be higher than estimated, since OCR will run in SharePoint and OneDrive on all supported file types listed in Supported file types
  • For Endpoint, each pdf file is estimated to have an image count of 4. This is the current average with OCR customers.
  • In Exchange and Teams, there is the ability to cache small images, such as logos or email signatures, without being charged.
  • Downloaded reports show the To Date in the Estimation Timeframe column as the date of latest scan (current date in case of ongoing scan) for all the rows in the report.
  • All incoming emails and Teams messages from outside the organization are estimated if the scope is set to "ALL" when configuring OCR Cost Estimator for Exchange and Teams.
  • All dashboards are reset when you restart estimation. Use the download report of the scan history before restarting an estimation. Even with the same location and scope, estimation can be restarted from scratch.