Sharpdesk R3.1 TM User’s Guide Version 3.1.08 Sharpdesk User’s Guide Downloaded From ManualsPrinter.
Copyright © 2000-2004 by Sharp Corporation. All rights reserved. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright laws. Trademark Acknowledgements Sharp® is a registered trademark of Sharp Corporation. Sharpdesk™ is a trademark of Sharp Corporation. Microsoft® and Windows® are registered trademarks of Microsoft Corporation. Internet Explorer®, Microsoft Word®, and Microsoft Excel® are registered trademarks of Microsoft Corporation.
Table of Contents Chapter 1 Introduction.......................................................................................................1 Overview ................................................................................................................................ 2 About This Guide................................................................................................................... 3 User’s Guide Organization....................................................................
Chapter 4 Working with Sharpdesk ...............................................................................17 Introduction .......................................................................................................................... 17 Viewing Images and Documents......................................................................................... 17 Working within a Folder .................................................................................................
Setup Required................................................................................................................. 30 Index Databases .......................................................................................................... 30 Ignored Words............................................................................................................. 31 Restrictions..................................................................................................................
Chapter 6 Composing with Sharpdesk .........................................................................48 Introduction .......................................................................................................................... 48 Starting Composer................................................................................................................ 50 Menu Bar ........................................................................................................................
Chapter 7 Sharpdesk Imaging ........................................................................................58 Introduction .......................................................................................................................... 58 Basic Imaging Concepts....................................................................................................... 58 What is Imaging?.............................................................................................................
Chapter 8 Converting Images to Text............................................................................73 Introduction .......................................................................................................................... 73 Setting Convert by OCR Options ........................................................................................ 74 Setting the Output File format.........................................................................................
1. Chapter 1 Introduction Welcome to Sharpdesk! This software offers you a complete, easy-to-use solution for organizing and working with your paper and electronic documents and images. Once a document has been saved to your PC, you can use Sharpdesk to organize it, view it, and then print it or e-mail it. Sharpdesk integrates the tools you need. This User’s Guide describes the standard features of Sharpdesk.
Overview Working with Sharpdesk, you can: • Scan Images and Documents Sharpdesk works with your scanner to let you read paper documents into your PC using all of the scanning controls and options provided with your TWAIN scanner or Sharp multi-functional peripheral (MFP) with the Network Scanner Tool option. Sharpdesk provides you with both “simple” scanning options as well as “advanced” options, giving you full control over scanning preferences.
About This Guide This User’s Guide assumes you have a basic understanding of Windows operation and are familiar with Windows terms. This includes how to start your system and navigate within a Windows environment, and perform such basic Windows functions as copying, printing and moving documents. For assistance in using Windows or Internet Explorer, refer to your Microsoft Windows user documentation.
Definitions of Terms As you work with Sharpdesk, keep in mind how the following terms are used: Images In Sharpdesk, the term Image refers to items that can be loaded into Imaging. Devices A device is a piece of hardware such as a scanner, printer, fax machine, digital camera or copier. OCR Optical Character Recognition (OCR). A technology that lets you convert an image into a form that is compatible with common word processors.
2. Chapter 2 Installing Sharpdesk Installation Procedure Installing the Sharpdesk software is simple and straightforward. When you install Sharpdesk, the entire suite of Sharpdesk applications, including Sharpdesk, Composer, and Imaging, is loaded into your PC.
Sharpdesk CD Installation To install Sharpdesk from a CD: 1. If any Windows applications are open, close them to ensure that the software installs properly. In particular, anti-virus programs such as “Norton AntiVirus” may report false warnings if they are not disabled prior to installation. 2. Log into your PC with a user ID with full Administrator privileges.
Uninstalling Sharpdesk If you need to uninstall Sharpdesk, you can do so using the following standard Windows procedure for uninstalling software. 1. Click the Windows Start button, then Settings and Control Panel. 2. Double-click Add/Remove Programs. Add/Remove Programs Properties Dialog Box 3. In the Add/Remove Programs Properties dialog box, scroll down the software list and click on Sharpdesk. 4. Click Add/Remove. 5.
3. Chapter 3 Sharpdesk Overview Introduction Sharpdesk is a Windows application that provides integrated organization for all your paper and electronic documents and images.
Starting Sharpdesk You can start Sharpdesk from the Windows Start menu by clicking Start, pointing to Programs, then to Sharpdesk, and finally clicking Sharpdesk. You can also start Sharpdesk from the Windows desktop by double-clicking the Sharpdesk shortcut icon. Menu Bar Toolbar Status Bar Folder Window Work Area Output Zone Sharpdesk Main Window Folders and files are selected by clicking on them in the Folder Window or in the Work Area.
Work Area The work area displays the contents of a selected folder in a thumbnail view. From the work area, you can select a file to work with, and then view it, convert it to text, or print it. Output Zone The Sharpdesk Output Zone displays icons for various destinations you can send files to. The Output Zone lets you print, fax, e-mail, convert images to text, and pass files to other applications of your choice with a simple drag-and-drop operation.
Navigating in Sharpdesk Working with Sharpdesk is very easy. It is designed to let you find your images and documents quickly using the Folder Window, the Menu Bar, and the Toolbar. Working with the Folder Window By default, the Folder Window appears at the left on the Sharpdesk screen. The Folder Window can be used much like Windows Explorer to locate and display information from Sharpdesk, your hard disk, or any connected network drives.
• Sharpdesk Folders — add a folder shortcut to the Sharpdesk Folder window, reorder folders in the Folder Window, or remove folder shortcuts from the Folder Window. • • • Copy — copy the contents of the selected folder into the Clipboard. Paste — paste the contents of the clipboard at the current location. Properties — display property information for the selected folder.
The Sharpdesk Menu The Sharpdesk menu provides you with the following options: FILE MENU DESCRIPTION New Folder Create a new folder at the current location. Open… Open the currently selected file or folder. If a readable image is selected, it opens in Imaging. Rename Lets you rename a selected file or folder. Delete Delete the currently selected file or folder into the Windows recycle bin.
VIEW MENU DESCRIPTION Status Bar Toggle the status bar on and off. Output Zone Toggle the display of the Output Zone on and off. Refresh Refresh the thumbnails in the work area. Arrange Arrange thumbnails by Name, Date, Type, or Size. Select Auto Arrange Off to have all new files added at the end of the folder, regardless of their name, date, type, or size.
The Sharpdesk Toolbar The Sharpdesk toolbar allows you quick access to key commands and additional Sharpdesk applications such as Composer and Imaging. To display a popup tip for a command, move the mouse slowly over its icon. Sharpdesk Toolbar The toolbar lets you perform the following functions: TOOL BUTTON DESCRIPTION Acquire Displays the User Interface from the TWAIN driver (which will be different for each scanner) that lets you set various options and then scan an image into Sharpdesk.
The Sharpdesk Output Zone The Sharpdesk Output Zone lets you perform functions by simply dragging and dropping a selected file to the appropriate Output Zone button. You can also highlight a file and click the desired Output Zone button. To change the destination of an Output Zone button, click the “down arrow” to its right and select another choice from the drop-down menu that appears. Output Zone The Output Zone, when enabled, appears at the right of the Sharpdesk Work Area.
4. Chapter 4 Working with Sharpdesk Introduction Sharpdesk makes it easy to identify, locate, and organize your files. This chapter reviews how to work with each of the options Sharpdesk provides. Viewing Images and Documents When you open a folder in Sharpdesk, you view the documents contained in the folder as a thumbnail of the document. If the number of documents within a folder exceeds the available work area, horizontal and/or vertical scroll bars appear.
Working within a Folder On the Folder Window, click on the desired folder. The documents contained in the folder are displayed in the work area. Each of your documents appears as a thumbnail image, showing the file’s name and type. Note that it takes longer to generate thumbnails the first time a folder is selected. The Thumbnails view shows each file as a thumbnail of the actual file.
If the document cannot be displayed as a thumbnail, it will be shown in the work area in the following manner: If the thumbnails do not appear as expected, select the Refresh command from the View menu to correct the problem. Working with Images Combine You can combine .TIF image documents in the work area by clicking on an image, then dragging and dropping it on the .TIF image you want to combine it with. You can also combine .
Controlling the Desktop Display Sharpdesk lets you customize the Desktop according to your preferences: • Choose the Preferences command from the Tools menu, and click on the Desktop tab, if not already displayed. Desktop Display Options Changing the Thumbnail Size To change the thumbnail size, click on your preference: Small, Medium, or Large. Adding/Removing an Application on the Output Zone The current applications available on the Output Zone are listed in the Output Zone list box.
Viewing Image Files Sharpdesk lets you choose the various image file types you can view with Sharpdesk Imaging. To do so, choose the Preferences command from the Tools menu and click on the Imaging Files tab: Imaging Files Handling Options Setting the File Types to be Viewed by Sharpdesk Imaging The file types that can be viewed with Imaging are listed. Simply check the box next to the file type you want Imaging to open when files of that type are double-clicked.
Setting Export Options Both Sharpdesk and Sharpdesk Composer allow you to attach and send files via email. In addition, Sharpdesk Composer allows you to export Composer files as Adobe Acrobat (.PDF) format files. (Refer to Chapter 6: Composing with Sharpdesk for details.) If you have Adobe’s PDFWriter software installed (version 5 or later), Sharpdesk will use that driver to create the PDF file. If you do not have Adobe’s PDFWriter installed, Sharpdesk will create an “image PDF” file instead.
information: 1. Click the mouse on the document for which you want to view details in the work area, and choose Properties from the File menu. 2. To close the Properties dialog, click OK. Properties Dialog Organizing Files With Sharpdesk, organizing your files could not be easier. This section reviews the overall procedures for such tasks as selecting files, opening them, moving them, and deleting them.
• Right-click on the document and choose Open, or, • Choose the Open command from the File menu, or, • Double-click the image/document in the work area. To open an image using Imaging, click the image in the work area and then click the Imaging button on the toolbar. Deleting Files To delete a file, right-click on it in the work area and choose the Delete command. Or press the Delete key on your keyboard (you can also select this command from the File menu).
Copying a File A file can be copied from one folder to a different folder. To copy a file from one folder to another: 1. Open the folder with the file you want to copy. 2. Drag the file, while holding down the Ctrl key, to the desired folder. Renaming a File You can change the name of a file to something else. To rename a file: 1. Right-click on the file you wish to rename. 2. Choose the Rename option (this command can also be selected from the File menu). 3. Type the new name for the file. 4.
To scan an image from a scanner using the WIA driver: [This option is only available on Windows XP platforms.] 1. Place the image you want to scan in your scanner. 2. In Sharpdesk, choose the From scanner or camera command from the File menu. 3. Select a scanning device if you have more than one WIA device installed. 4. Set the desired scanning options and then click the Scan button. To scan an image from a camera using the WIA driver: [This option is only available on Windows XP platforms.] 1.
Image View in Imaging For more information about viewing an image, refer to “Chapter 7, Sharpdesk Imaging.” Sharpdesk User’s Guide Downloaded From ManualsPrinter.
Changing Scanning Options You can change the default naming convention used for new scans as follows: 1. Choose the Preferences command from the Tools Menu. 2. Click the Acquire tab. Acquire Tab 3. To use a Date as the name for new scans, click the Current Date Formats option, and then select a date format from the drop-down list. 4. To use a File Prefix as the new scan name, click the Custom Prefix option, and then enter the prefix you want to use. 5.
Chapter 5 Searching with Sharpdesk Introduction Sharpdesk’s advanced searching capabilities allow you to easily retrieve image and text files using a single word, a phrase, or a list of words.
Setup Required The Search capability is based on an index of all the words found in all of the files in the target folders identified when the index is created. These indexes need to be created in advance of any attempt to use the Search feature. Creating an index can be a time-consuming process, at least the first time, based on the number of files and whether they contain image types or not. Sharpdesk will attempt to gather words used in image documents using its Convert by OCR capability.
Since all Index Databases are common to all users of the local PC, if a user indexes a private directory, either local or networked, some information regarding this data will be available to any other user of the PC, even if they logon under a different username. Information such as file name and number of hits is shown in the Search Results table, although the private entries are grayed out and a non-privileged user will not be able to access the files.
Searching You can search for text files using a single word, a phrase, or a list of words. You can also perform an advanced search using a: • • • • • Document name and/or path File type Modified date File size Logical operations and, or, not, or near Documents generated with Microsoft Office applications (e.g. Word, Excel, PowerPoint) may have their Document Properties searched as well: • • • • Title Author Subject Keyword To run a search 1.
anywhere in the file, including the full path name of the file and document attribute fields (in summary tab of Microsoft Office documents). Examples: Type this To Search for this Sharp and copier Documents that contain both “sharp” and “copier”. Sharp copier Documents that contain both “sharp” and “copier”. Note that and is implied between words. “sharp copier” Documents that contain the phrase “sharp copier”. apple or pear Documents that contain either “apple” or “pear”.
ap*ed would match applied, approved, etc. Exact Match vs. “Stemming” Stemming extends a match to cover grammatical variations of a word. For example, fish would match “fish”, “fishes” and “fishing”. applied would match “applied”, “applying”, “applies”, and “apply”. To enable stemming, check ‘Variation of word endings’ in the Find Matches section of the Search Preferences page. To disable stemming, check ‘Exact word’ in the Find Matches section of the Search Preferences page.
Examining the Results The search results list shows you each file that contains the word or phase you entered to search. It displays the name of the file and a hyperlink to its location: • Clicking the Location link opens the file in the application that originally created it. • TIF files are opened in Sharpdesk Imaging, allowing you to edit them. To display additional file detail, click the Detail link next to the Sorted by drop-down.
Sorting the Results List You can re-sort the search results list by choosing a sort option from the Sorted by drop-down.
2. Select the favorite search query from the list provided. It will fill the Search For box when you select it. 3. Click Find. Advanced Searching Techniques To run a more advanced search of your files, click the Advanced button. The Advanced Search tabs display. File Attributes Tab The File Attributes tab allows you to search for files by: • Name (only a single name may be specified. Multiple words in the Name will be will be considered a single long Name with blanks in it.
• Size (at least or at most) Note that you cannot use the Boolean operators (“and”, “or”, “not”, or “near”) on the fields in the File Attributes Tab. Document Properties Tab The Document Properties tab allows you to search for a Microsoft Office file (e.g. generated by Word, Excel, PowerPoint) by: • • • • Title Author Subject Keyword [Only files produced by Microsoft applications can be searched for using the Document Properties tab.
1. Select the search term you want to remove in the Favorite Search Terms box 2. Click the Remove button. When the Favorites list is the way you want it, click OK and exit. If you change your mind, click Cancel to put the Favorites list back the way it was and exit. Customizing Search Preferences You can customize your search options – the indexes to be searched, the number of matches to display, the default result view, and the fields displayed – using the Preferences option.
Display Favorites box on this page is unchecked, the Favorites button will not be present on the Advanced page. 5. Indexes to be searched are displayed in the Search Area of the Search Home page. If you do not what them displayed, uncheck this checkbox. 6. Use the Up/Down arrows to change the number of matches which will be retrieved during the search or type in a number manually. 7. Select a default search results view – Summary or Detail. 8.
2. Click the Create button. The Index Database Creation Wizard begins. 3. Click Next. The Index Name and Location window displays. 4. Enter an Index Name using up to 39 characters. To select an index location, click Browse, navigate to the desired location and click OK. After entering the information, click Next. The Folders to Index prompt displays. Sharpdesk User’s Guide Downloaded From ManualsPrinter.
5. Click the checkbox next to the folder(s) you want to include in the index (any subfolders are automatically selected). To clear all your selections, click Clear. After making your selections, click Next. The File Extensions to Index prompt displays. 6. By default, the following file extensions are selected (.dat, .doc, .sdf, .tif, .txt, .wpd, .wps, .xls, .htm, .pdf, .rtf, .ppt). These are the default file types that will be indexed, making them available to search.
7. To create the index later, select Skip building Index Database for now and click Next. To create the index database now, select Build Index Database now and click Next. The Ready to Build Index Database screen appears. Click Index Now to begin the index process. The Index is created and displayed in the Currently Available Databases list box. 8. Once an index has been created, they can be ‘refreshed’ by selecting the indexes you want to refresh and clicking the Index Selected button.
3. Make the desired changes to the folders or sub-folders you want searched, or the file extensions you want to include. 4. Click Save. Your changes are saved and the Index Databases page is redisplayed. Note that you must rerun the index step for the changes to take effect in your searches. Deleting an Index Database If you want to delete an index database: 1. Choose Index Databases from the Search option in the Tools menu.
To set up or modify the Index Schedule: 1. Choose Indexing Schedule from the Search option in the Tools menu. This can also be selected from the Search drop-down on the toolbar, the Search Home page, or the Index Database page. The Indexing Schedule page displays. 2. Select the preferred indexing interval, Daily or Weekly, from the drop-down list, or if you want to manually run the index, click the Schedule Off button. 3.
6. If you are running on Windows NT, 2000, or XP, you may be asked to provide your login name and password before the Index schedule can be saved. Typically, this occurs the first time that you attempt to use the Windows scheduling service. If this is necessary, the following dialog will be presented: Enter your Domain Name\Username in the appropriate box and your password in each of the password boxes.
Show Progress Select the Show Progress item to display the current file being indexed. A display similar to the following will appear: Show Last Indexing Select the Show Last Indexing item to display the summary of the last indexing operation. A display similar to the following will appear: The Last Indexing Performed dialog displays detailed information about the last instance of indexing performed for the local PC, regardless of which user performed indexing the last time.
Chapter 6 Composing with Sharpdesk Introduction Using Sharpdesk Composer, you can combine files of different types into a single productionready document. For example, you could combine a Word file with an Excel file, and then even add in a Lotus file. Composer lets you reorder pages, add a cover page or inserts, and then print, copy, or e-mail the entire document. You can load as many source documents as you need to create the new document.
Application Adobe Acrobat Reader Version Support Drag & Drop? Support direct print? 5.0, 6.0 Yes (Note 1) Yes (Note 1) Adobe Illustrator All Marginal (Note 2) Marginal (Note2) Adobe Page Maker All Not Supported (Note 3) Not Supported (Note 3) Adobe Photoshop 5.0, 5.5 Not Supported Yes cc Mail 8.2 – 8.5 Not Supported Yes Corel Presentations 8.0, 9.0 Yes (Note 5) Yes Corel Quattro Pro 8.0, 9.0 Yes (Note 4) Yes Corel WordPerfect 8.0, 9.0 Yes Yes 2.
Starting Composer To start the Composer from Sharpdesk: Click the Composer icon on the Sharpdesk toolbar, or choose the Composer command from the Tools menu. The Composer work area and reference area appears. Menu Bar Toolbar Composer Reference Area Composer Work Area Sharpdesk Composer Composer is comprised of the following elements: Menu Bar When Composer starts, the options in the menu bar change to Composer-specific tasks. Refer to Menu Options, below, for a description of the options available.
Reference Area The Reference section lists all source documents displayed in the Work Area. The Reference area shows the document name, the number of pages, and the created date. Menu Options The Menu Bar provides you with the following options: MENU DESCRIPTION File New Create a new, blank document. . If you have an existing document open, a prompt displays giving you the option to save it. Open Open an existing Sharpdesk (.SDF) file. Add Document Add pages to the current file’s Work Area.
MENU DESCRIPTION View References Toggle the reference documents list on and off. Toolbars Toggle the toolbar on and off. Tools Reinstall Printer Driver Reinstall the Sharpdesk Composer printer driver. Help Contents and Index Display the Composer help information. About Composer Display Composer copyright and version information. Toolbar Options The Composer Toolbar lets you select commands quickly, including: COMMAND DESCRIPTION Add Doc… Adds pages to the current file.
Working with Composer Pages are loaded into Composer by printing to the Sharpdesk Composer driver from third-party applications (for example, MS Word, MS Excel, and so on). Or, you can drag and drop a file from Sharpdesk or Microsoft Explorer directly into either the Composer’s work area or the Composer icon on the Output Zone. Loading pages by drag and drop uses the default paper size and orientation.
2. Click OK to save your settings and close the Properties screen. 3. Click OK or Print (depending on the application you’re running) to start the print operation. If Sharpdesk is not running, it automatically starts and the new pages are added to an Untitled1.sdf document in the Composer work area. If Composer is running with a document in the work area, the new page(s) is added to the existing document. 4. Continue loading pages into the Composer until you have all the pages you want.
• To view the Work Area only, uncheck the References option in the View menu. You can also enlarge the Work Area (or the Reference Area) by grabbing and dragging the separator bar between the Work Area and Reference Area. • To view a full-page image, double-click on the page, or choose the Print Preview command from the File menu. To return to the default view, click the close icon (X) in the upper right corner of the work area. Deleting Pages To delete a page: 1.
File.Page Setup menu option. If specific pages were not selected prior to entering the Header/Footer dialog, only the “Entire document” selection will be available. 3. Select the “This page forward” item from the drop-down list in the Apply to: section if you want the Header/Footer to be applied the page you selected prior to selecting the File.Page Setup menu option. The selected page and all following pages will contain the Header/Footer you have defined.
saved. If this is the first time you are saving the document, a Save As dialog box displays allowing you to name it and save it with a .SDF extension. Opening a Composer Document You can open a Composer document as follows: 1. Choose the Open command from the File menu. The Open dialog box appears. 2. Navigate to the file you want to open and click Open. Closing Composer To close the Composer, choose the Exit command from the File menu. Sharpdesk User’s Guide Downloaded From ManualsPrinter.
7. Chapter 7 Sharpdesk Imaging Introduction Using Sharpdesk Imaging, you can view images, manipulate them, annotate them, and print them. Basic Imaging Concepts This section discusses some basic concepts and terminology to help you better understand Sharpdesk Imaging. What is Imaging? Imaging can be described as using computer software to create, modify, and process electronic images.
Types of Images An image is an electronic representation of a text document, a photograph, a line drawing, or other graphical entity. You can create an image by scanning a printed page, a photograph, a drawing, by saving a fax, or by creating an image with a drawing or graphic-design program. After a page of text is scanned and saved, it takes on the properties of an image file, and can no longer be opened with a word processor or text editor.
Simple Image Document Another image document could be a collection of faxes, memos, and photographs that are scanned to a multi-page image file. Multi-Page Image File Sharpdesk Imaging With Sharpdesk Imaging, you can perform a variety of imaging operations by making selections from menus or by clicking on tool buttons. Many options present dialog boxes. If you are not sure about which values or properties to set, accept the default values.
IMAGE FILE TYPE EXTENSION JPEG File .JPG, .JPE, .JPEG PCX/DCX Document .PCX, .DCX WIFF Document .WIF XIF Document .XIF You can display a single image in the window, display thumbnail views of the images contained in a multi-page image document, or display an image page and thumbnails together. Imaging Window Dialog Convert Image Files Using Sharpdesk Imaging, you can save a displayed image in one of the following formats: • • • • .TIFF .BMP .JPEG .
In some cases, converting from one format to another causes the source image to permanently lose certain attributes. For example, if you save a color .BMP file to .AWD format (which is black and white only), the saved image is converted to black and white. If you convert the .AWD image back to .BMP, the color information that was lost in the first conversion cannot be recovered.
When the annotation icon appears next to a thumbnail's page number, it means the page contains one or more annotations. Annotating an Image Dialog Create a Contact Sheet You can create a contact sheet that contains a thumbnail rendition of each page of an image document, similar to a photographic contact sheet that displays images of each negative on a roll of film.
Using the Straighten Page option from the Tools menu, you can straighten an image that is crooked in relation to the background page. After you draw a reference line on the displayed document, the application rotates the image to the correct orientation. You can specify a portion of the image to crop or let the program automatically crop the edges of a displayed image for you. Using the Imaging Application This section guides you through some basic operations when working with the Imaging application.
The Summary tab allows you to specify property values for your image documents. You may want to standardize the values you use so your documents are organized in a more useful way. For example, descriptive Keyword entries might be Invoices, Deposits, Inventory, and so on. 7. Enter the property values you want to apply and then click OK. 8. Choose the Save command from the File menu to add the property value to the document. Finding Specified Properties To find an image document using a property value: 1.
4. Select the drive or folder you want to search from the Look in drop-down. To navigate to a particular folder, use the Browse button. 5. Click the Include Subfolders checkbox. 6. Click Find Now. The lower pane of the dialog displays the names of documents containing the specified property value. Clicking an image name displays a thumbnail of the document.
4. Position the pointer over the vertical bar separating the Thumbnail and Page windows and picture. When the pointer changes shape, hold down the left mouse button and then drag the bar left or right to resize each window. Sizing Windows Dialog 5. Using the Tools menu, you can click Magnifier to enlarge a portion of the document page. [Note: Magnifier controls can only be accessed with the mouse. Keyboard control is not supported.] Displaying and Changing Thumbnails To display or change thumbnails: 1.
3. Place the pointer over the handle in the lower right corner of the thumbnail, hold down the left mouse button, and then drag the handle diagonally to increase or decrease the size of the thumbnail. 4. Click OK to apply the new size to the displayed thumbnails. Creating a Contact Sheet To create a contact sheet: 1. Choose the Open command from the File menu. The Open dialog box appears. 2. Navigate to the image document you want to open, and then click Open. The image document appears. 3.
2. Navigate to the image document you want to annotate, and click Open. The image document appears. 3. Choose the One Page command from the View menu. 4. Choose the Rubber Stamps command from the Annotation menu. The Rubber Stamp Properties dialog appears. You can also click on the Rubber Stamp icon in the Annotation toolbar to display this dialog. Rubber Stamp Properties Dialog 5. Click the stamp you want to use in the Stamps list, and then click Edit.
The Rubber Stamp Font Properties dialog appears. Rubber Stamp Font Properties Dialog 6. Choose the desired font attributes and color, and click OK. 7. Click OK to close the Edit Text Rubber Stamp Properties dialog. 8. Click OK to close the Rubber Stamp Properties dialog. The pointer changes to a rubber stamp icon. 9. Position the rubber stamp where you want to place the annotation, and then press the left mouse button once. The stamp annotation is applied to the document.
Highlighter Properties Dialog 3. Choose a color, such as light blue, that allows the text to show through. 4. Click OK to apply the new color. Document Enhancement This section shows how to enhance a document page by despeckling and straightening it. Removing Speckles From a Document To remove speckles from a displayed document: 1. Choose the Best Fit option from the Zoom menu. 2. Choose the Remove Speckles command from the Tools menu.
Straighten Page Dialog 4. Click OK in the Straighten Page dialog. The page rotates until the reference line you drew is parallel with the top and bottom edges of the window. 72 Downloaded From ManualsPrinter.
Chapter 8 Converting Images to Text Introduction Sharpdesk lets you convert a non-editable, graphical image containing text into a file that can be edited with your favorite word processor. You can convert an image at anytime while working in Sharpdesk by simply dragging the image onto the Convert by OCR option on the Output Zone bar. With Sharpdesk, even your document layouts are preserved.
Setting Convert by OCR Options Sharpdesk lets you set the various options that control the OCR process. To do so, choose the Preferences command from the Sharpdesk Tools menu and click the Convert by OCR tab: Convert By OCR Options 74 Downloaded From ManualsPrinter.
Setting the Output File format You may select one of the following output file formats for the OCR process: Save File As format Adobe PDF (*.pdf) Adobe PDF with image on text (*.pdf) Excel 97, 2000 (*.xls) RTF Word 2000 (*.rtf) Text – Comma Delimited (*.txt) Text – Standard (*.txt) MS Word Document (*.doc) WordPerfect 8.0 (*.wpd) WordPerfect 9, 10 (*.wpd) Word format (*.doc) is the default. Sharpdesk User’s Guide Downloaded From ManualsPrinter.
Setting the Original Document Layout The Original Document Layout setting tells the OCR engine what to expect in the image(s) it is about to process. You may choose from the following layout selections: Layout Setting Description Automatic Let the OCR engine make its own decisions regarding the layout. It decides whether text is in columns or not, whether an item is a graphic or text to be recognized, and whether to place tables or not.
Selecting a User Dictionary You may improve the recognition of words that you find in documents you scan often by creating a User Dictionary. The currently selected dictionary is displayed in the Custom Dictionary box. To change the selected dictionary or create a new one, click on the Browse button. This will display the User Dictionary Files dialog: Selecting an existing dictionary All known User Dictionaries will be displayed in the File Name section.
Deleting words from the user dictionary Select the words currently in the dictionary you want to remove by clicking on it in the list; this will highlight the word to show it has been selected. To select more than one word, hold down the Ctrl key as you click on each word to select it. To unselect a word already selected, click on it again and the highlight will go away. When you have the list of words you want to delete highlighted, click on the Delete button to remove them from the dictionary.
Creating a new User Dictionary To create a new User Dictionary, click on the New button in the User Dictionary Files dialog. This will display the following dialog: Give the new user dictionary a name and click on the OK button. This will create the user dictionary file (“Contract Terms”) and display the dialog for adding, importing, or deleting words. See the “Modifying a user dictionary” section of this manual for more details.
completes, the dialog automatically closes and the finished text document appears in the appropriate application. If you click Cancel, the ongoing conversion process is canceled. 80 Downloaded From ManualsPrinter.
Chapter 9 Glossary Introduction The following terms and definitions can assist you when working with Sharpdesk. A ASCII Acronym for American Standard Code for Information Interchange. A set of definitions for the bit composition of characters and symbols. ASCII defines 128 symbols using 7 binary bits and 1 parity bit. B Browser The application program, such as Microsoft’s Internet Explorer, that lets you display HTML documents.
G Graphic A written, printed, or electronically displayed symbol or drawing. Also, characters or text that have been generated by a computer graphics application program. Grayscale An image in black and white created from a color image using different intensities of black. I Image In Sharpdesk, an image is used interchangeably with Document. Commands and functions work exactly the same regardless of whether the item in question is a .TIF file, a .JPG file, or a .DOC file.
T TWAIN Both a protocol and an application programmer’s interface (API) that lets you input image data directly from any source (for example: desktop and hand-held scanners, video capture boards, digital cameras, and other imaging equipment) without requiring you to switch out of the application. It provides compatibility between image input devices and applications by acting as the liaison between hardware devices and software applications.
