Take a Look at All HP Support Has to Offer Along with your product, you receive a variety of support services from Hewlett-Packard and our support partners designed to give you the results you need, quickly and professionally. Online Services: for 24-hour World Wide Web URL—Printer drivers, updated HP printer software, plus product and support access to information over your information can be obtained from the following URLs: modem, we suggest these services. in the U.S.: http://www.hp.
Customer Support Options Worldwide In addition to the phone numbers listed below, refer to the Administrator’s Guide for worldwide sales and service addresses and phone numbers for countries not listed here. Customer Support & Product Repair Assistance for the U.S. and Canada: Call (1) (208) 323-2551 Monday through Friday from 6 am to 6 pm (Mountain Time) free of charge during the Warranty Period. However, your standard long-distance phone charges still apply. Have your serial number ready when calling.
HP Network ScanJet 5 Scanner User’s Guide
Copyright Information © 1997 Hewlett-Packard Company All Rights Reserved. Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under the copyright laws. Publication number: C1306-90919 Second Edition: October 1997 Warranty Trademark Credits The information contained in this document is subject to change without notice. PaperPort™ is a registered trademark of Visioneer, Inc. in the United States and other countries. Microsoft® and Windows® are U.S.
CONTENTS 1 Getting Started Overview . . . . . . . . . . . . . . . . . . . . . . Installation Requirements . . . . . . . . . . . . . Software Installation . . . . . . . . . . . . . . Using the Scanner Control Panel . . . . . . . . . Scanner Users . . . . . . . . . . . . . . . . . . . Document Destinations . . . . . . . . . . . . . . Receiving Scanned Documents at Your Desktop Recipients of Your Scanned Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4 Working in the PaperPort Software General Features . . . . . . . . . . . . . Page View and Desktop View . . . . The Command Bar . . . . . . . . . . Setting Preferences . . . . . . . . . . Automatic Saving . . . . . . . . . . Giving Titles to Items . . . . . . . . Displaying and Hiding Elements . . . Rotating or Flipping an Item . . . . . Deleting Items . . . . . . . . . . . . Undoing an Action . . . . . . . . . . Working in Desktop View . . . . . . . . Selecting and Deselecting Items . . .
Copying, Cutting, and Pasting Annotations Displaying and Hiding Annotations . . . . Undoing Annotations . . . . . . . . . . . . Deleting Annotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 77 78 78 7 Importing and Exporting with the PaperPort Software Using the Import and Export Feature . . . . . Exporting Items . . . . . . . . . . . . . . . Exporting Compressed Files . . . . . . . .
Missing E-Mail Links . . . . . . . . . . . . . . . . . . . . . . . 114 PaperPort Software Error Messages . . . . . . . . . . . . . . . . . 116 A Installing the PaperPort Viewer Overview . . . . . . . . . . . . . . . . . . . . . Obtaining Extra Copies of PaperPort Viewer Installing PaperPort Viewer for Windows . . . . Installing PaperPort Viewer for Macintosh . . . Starting the PaperPort Viewers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1 Getting Started Overview The HP Network ScanJet 5 scanner can scan items such as memos, letters, brochures, photographs, newspaper clippings, and advertisements and store and distribute them electronically. Anyone can use the HP Network ScanJet 5 scanner to scan documents and send them to destinations listed in the scanner control panel (or fax numbers you enter at the scanner).
Installation Requirements To use the HP Network ScanJet 5 Utility, the PaperPort software, OCR software, and online documentation, you need the following: • A personal computer, 386 or above (486 recommended) • Microsoft Windows 3.1, Windows 3.11, Windows for Workgroups 3.11, Windows 95, or Windows NT 3.
To install on Windows 95 or Windows NT 4.0 Turn on your computer. Log on to your network. Click Start and then click Run. Type the path your network administrator gave you. Press [Enter] or click OK. The HP Network ScanJet 5 Installation program starts and takes a few moments to initialize. 6 Follow the instructions on the screen. 1 2 3 4 5 To install on Windows NT 3.51 Turn on your computer. Log on to your network. In Program Manager from the File menu, choose Run.
During the installation process, you’ll need to specify the following: • The software components you want to install. • If you are using a stand-alone installation, you will need to specify where to install all files on your hard drive. • If you are using a workstation installation, you will need to specify where to install the data files on your hard drive. The program files will be installed on the network and will be shared with others in your workgroup.
Figure 1 A Display—Displays user and destination lists, and status and error messages. B Soft keys—Press to perform the function displayed above the key. C Single/double-sided key—Press to select single or double-sided D E F G H I J EN original (indicated by the light next to the icon). Select key—Press to select a user name or a destination. Scroll arrows—Press to move up and down in the user and destination lists. Go key—Press to scan the document.
Scanner Users Two groups of users can scan and distribute documents with the HP Network ScanJet 5 scanner: • Registered users, who have been added to the public destination list by the network administrator and who have the HP Network ScanJet 5 Utility installed on their local computers. Registered users can create private destination lists by copying destinations from the public destination list and creating their own destinations.
• General users, who have not been added to the public destination list Information the general users need to operate the scanner is included in the Quick Reference card. This user’s guide addresses the registered user. EN Getting Started 17 Getting Started Figure 3 1 and who do not have the HP Network ScanJet 5 Utility installed on their local computers.
Document Destinations Scanned documents are sent to the destinations you select at the scanner control panel using public and private destination lists. When you send a scanned document, it can arrive at one or more of the following destinations: • The application you have designated as your inbox in the HP Network ScanJet 5 Utility.
Recipients of Your Scanned Documents EN Getting Started 19 Getting Started Alternatively, you can export the scanned document into another file format, such as .TIF or .BMP, that the recipient can view, as described in Chapter 7, Importing and Exporting with the PaperPort Software. 1 If you scan documents to an Internet e-mail address, you should make sure the recipients have a way to view the document which will arrive as either a .PDF or .TIF file.
Getting Started EN
2 Using the Scanner What You Can Scan Scanning a document can be as simple as loading the document in the scanner, selecting a destination from the list displayed at the scanner control panel, and pressing [Go]. Before scanning with the Automatic Document Feeder (ADF), you need to clear any paper from the scanner glass and eliminate conditions that may cause paper jams.
Loading a Document Load your document in either the automatic document feeder or on the scanner glass, as described in the following procedures. To load a document in the ADF 1 Make sure there isn’t any paper on the scanner glass. 2 Place the document (up to 50 pages) face up on the document tray with the top of the document near the feeder cover and the side of the document against the paper guide with the arrows. 3 Adjust the document guide to touch the left side of the paper stack.
Loading a Document on the Scanner Glass Use the scanner glass for regular or irregular sizes or types of paper. If the scanner doesn’t detect a document in the feeder, it will assume the job is from the scanner glass. If you’re using a custom paper size, be sure to specify the exact size in the HP Network ScanJet 5 Utility, as described in Chapter 3, Working at Your Computer.
Selecting Your Settings at the Control Panel Before scanning a document, at the control panel select the destination, type of image being scanned, and the paper size. Note At any point before you begin scanning, you can press the back arrow on the keypad to return to the previous menu or you can press [Abort] to return to the main menu and start over.
The Select Your Name screen appears, with the list of users automatically scrolled to the portion of the alphabet indicated by the first letters you typed. Figure 7 2 Using the Scanner 2 Use the up-and-down arrow keys to scroll through the list (you can hold an arrow key down to move more quickly). When your name is highlighted, press [Select] (check mark key).
You can also add destinations from the public destination list by selecting the Public entry when you are viewing your private list. You can return to your private list by pressing the back arrow. 5 Before you begin scanning, you can view the selected destinations or change a setting: • If you want to view the destinations you have selected before you begin scanning, press [View] to display the Selected Destinations screen.
Figure 11 2 7 Press [Go] to scan the document. EN Using the Scanner 27 Using the Scanner Select the paper size of the document to be scanned, and press [Enter]. (You can specify a custom paper size in the HP Network ScanJet 5 Utility, as described in Chapter 3, Working at Your Computer.
During Scanning While your document is being scanned, the scanner control panel displays messages indicating the page number being scanned. Note When you scan documents using the scanner glass, press the [Go] key to scan each page. When you have completed the job, press [Complete]. All pages scanned will be considered one document. At any point after you press [Go], you can press [Abort] to stop the scanning process. The control panel displays error messages if problems occur during scanning.
Scanning Double-Sided Documents You can scan double-sided documents by inserting the document to be scanned into the document feeder twice. After you’ve selected your scanning destinations and changed settings (if appropriate), press [Single/Double-Sided] icons so that the double-sided light is on. with the first side face up and the top of the document going into the feeder first. 2 Press [Go] to begin scanning.
Faxing to a Number Not Listed in Destination Lists The fax server must be installed and running for you to scan a document to a fax machine. To fax to a number not in a destination list 1 Place the pages (up to 50) face up in the automatic document feeder, or place a single sheet face down on the scanner glass, as described previously under “Loading a Document.” 2 Press [Enter]. 3 Press [Fax]. The scanner control panel displays the Enter Fax Number screen.
Scanning to a Printer You can quickly make a copy of your document by scanning it directly to a printer. The printer name you select can refer to either a physical printer or a logical print queue. To scan to a printer scanner control panel, press [Copy]. the name of the printer to which you want to scan the document and press [Go]. 3 On the Enter Number Of Copies screen, use the keypad to enter the number of copies you want, and press [Go].
Using the Scanner EN
3 Working at Your Computer Using the HP Network ScanJet 5 Utility The HP Network ScanJet 5 Utility is available to all registered users of the HP Network ScanJet 5 scanner and has been installed on your computer or on your network. Use the HP Network ScanJet 5 Utility to define your inbox, where you’ll receive all scanned documents. You can also use the HP Network ScanJet 5 Utility to create a private destinations list, which you can display on the scanner control panel.
Creating and Maintaining Your Private Destination List Your private destination list can contain any of the following: • Individual user destinations, selected from the public destination list. • Private distribution lists, created by choosing multiple users, fax numbers from the public or private destination list, or Internet e-mail addresses and grouping them into distribution lists. • Public distribution lists, copied from the public destination list.
Automatic Workflows When you select an automatic workflow as a destination from the scanner control panel, the incoming electronic document bypasses your inbox and goes straight to the target application. An automatic workflow can be associated with a named group of settings that optimizes the scanning quality of the type of documents typically scanned to the application selected for the automatic workflow. Note If you select an automatic workflow, you cannot select any other destinations at the same time.
To create a setting 1 On the Profile tab of the scanner utility, click New. 2 Select Automatic Workflow and click OK. 3 In the Automatic Workflow Destination dialog box, in the Setting box, click New. 4 In the New Setting dialog box, enter a setting name in the Name box. 5 Specify the Image Quality by adjusting the following: • Resolution—Select greater resolution to increase the clarity of an image. However, greater resolution increases file size.
Distribution Lists If you repeatedly scan to the same group of users, e-mail addresses, or fax machines, you can simplify your task by creating a distribution list to include these destinations. To create a distribution list 1 On the Profile tab of the HP Network ScanJet 5 Utility dialog box, click 2 3 4 5 6 Internet E-mail Destinations You can send scanned documents to e-mail addresses in your private destination list. (You cannot put e-mail addresses in the public destination list.
You can select the language of standard text in your e-mail message when you are adding e-mail destinations in the New E-mail Destination dialog box under Subject and Text. Your language choices are English, French, Italian, German, Spanish, and Custom. You can also create personalized subject line and text for all of your e-mail messages. To do this, select the Options menu on the Profile tab. Select Internet E-Mail and then Customize message.
To edit an e-mail destination 1 On the Profile tab of the HP Network ScanJet 5 Utility dialog box, select the destination you want to edit. 2 Select Edit. 3 Change the destination and click OK. To delete an e-mail destination 1 On the Profile tab of the HP Network ScanJet 5 Utility dialog box, select the destination you want to delete. 2 Select Delete. 3 To confirm deletion, select Yes.
Fax Destinations If a fax server is installed on your network and has been configured for the scanner, you can include fax numbers as part of your private destination list. To create your fax destination list 1 On the Profile tab of the HP Network ScanJet 5 Utility dialog box, click New. 2 Select Fax. 3 Click OK. 4 In the Name box, type a name identifying the fax destination. Note To tell the difference on the control panel between entries such as e-mail and fax destinations, add a designation tag.
Creating and Maintaining Your Inboxes An inbox holds the scanned documents sent to an individual’s computer (except those documents directed to a specific destination in an automatic workflow). You can have only one current inbox. The default inbox you identified when you installed the scanner software is used until you select a different one.
Creating a New Inbox You can create a new inbox in addition to those automatically recognized by the HP Network ScanJet 5 Utility. This may be necessary if you have developed an in-house application that you want to use as an inbox. Such applications could be common-directory applications, such as the Win95 Explorer shell extension, or a launch-application, which directs the HP Network ScanJet 5 Utility to start the specified application and place the scanned document in its directory.
To create a new printer inbox 1 On the Inbox tab of the HP Network ScanJet 5 Utility dialog box, click Add New Inbox. 2 In the Add New Inbox dialog box, select Printer. 3 Click OK. The New Printer Inbox dialog box appears. 4 In the Name Of Inbox box, type a name for the inbox as it will appear in the Preferred Inbox list on the Inbox tab. 5 In the Printer box, select the printer you want to use as an inbox. 6 Click OK. Configuring an Inbox You can change inbox properties after an inbox has been created.
Disabling the Current Inbox When you disable your current inbox, other people cannot send scanned documents to you, either by selecting your name or by selecting a distribution list that contains your name on the scanner control panel. When they attempt to send you a document, the control panel displays a message saying that the document can’t be delivered to you because your inbox is disabled. To disable your current inbox, select Disable Inbox on the Inbox tab.
Choosing the Notification Method and Time You can specify how often the HP Network ScanJet 5 Utility will check for new scanned documents. If you want to be notified when a scanned document arrives at your inbox, you can choose one of several notification methods. To choose the notification method and time 1 On the Inbox tab of the HP Network ScanJet 5 Utility dialog box, click Inbox Properties. 2 Click the General tab.
Creating or Changing Your Password If you are a registered scanner user, you can use a password to access your private destination list on the scanner control panel. To create or change your password 1 On the Inbox tab of the HP Network ScanJet 5 Utility dialog box, click Inbox Properties. 2 Type a new password in the New box. 3 Type the new password once again in the Confirm box.
4 Working in the PaperPort Software General Features The PaperPort software allows you to annotate, organize, and find scanned items. You can also electronically link scanned documents to other applications such as fax, electronic mail (e-mail), and word processing applications. Unless you specify otherwise, the PaperPort software is the default inbox for receiving scanned documents at your computer.
Figure 13 Desktop View displays the Command Bar(A), Link Bar(B), and Status Bar(C). To switch between Desktop View and Page View Switch between Desktop View and Page View in any of the following ways: • Click Desktop or Page on the Command Bar. • From the View menu, chose Page View or Desktop View. • In Desktop View, double-click an item to display that item in Page View.
The Command Bar The buttons on the Command Bar provide quick access to various commands on the menus. Some of the buttons are not available in both views. Icon Description Icon Description Page—Switches from Desktop View to Page View. Available only in Desktop View. Unstack—Unstacks the pages of the selected stack. Available only in Desktop View. Find—Finds an item in the Desktop View; finds annotations in Page View. Unstack 1—Unstack the current page of the stack. Available only in Desktop View.
Setting Preferences You can customize the PaperPort software so that it is displayed according to your preferences. To select preferences 1 From the Edit menu, choose Preferences. The PaperPort Preferences dialog box appears. 2 Click the Desktop icon. 3 Select the options you want. The options are explained in the following table. Option Description Scan to Desktop As you scan items, they appear on the PaperPort desktop view as thumbnails.
Automatic Saving Every item in the PaperPort software is automatically saved as soon as you scan it. Any changes that you make to an item, such as adding a note or giving an item a new title, are automatically saved as well. If you want to delete items from the Desktop but save back-up copies or save them in some other format, such as .BMP or TIFF, from the File menu, choose Export. For details see Chapter 7, Importing and Exporting with the PaperPort Software.
Displaying and Hiding Elements Display or hide the Folders, Command Bar, Link Bar, Status Bar, or Tool Palette by selecting each from the View menu. A check mark next to the menu item indicates the tool bar or folders are visible. Note Not all menu items are available in both views. Rotating or Flipping an Item Rotate a page in 90 degree increments or flip it in 180 degree increments to change the direction of an image on the page.
Deleting Items Deleting an item permanently removes it from your computer. If you want to save an item, from the File menu choose Export before deleting the item from the PaperPort software. For more information on exporting files, see Chapter 7, Importing and Exporting with the PaperPort Software. To delete an item 1 Select the item in Desktop View, or display the item in Page View. 2 Press [Delete]. - Or From the File menu, choose Delete Item. - OrIn Desktop View, choose Delete from the Edit menu.
Working in Desktop View Desktop View provides an overall view of PaperPort items and stacks. Each item in Desktop View is shown as a thumbnail (an icon representing a scanned item). Selecting and Deselecting Items Before performing an action on an item, such as moving it or printing it, you must select the item. A red (or dark) line around an item indicates that it is selected. To select items in Desktop View • To select a single item, click its thumbnail.
Moving and Arranging Items If you would like to organize the items in Desktop View, you can either move each thumbnail with the mouse or use the PaperPort software’s Arrange feature. To move an item, drag it to a new location in the Desktop View. To arrange all of the items in Desktop View, from the Desktop menu choose Arrange Desktop, or on the Command Bar, click Arrange. The thumbnails are automatically arranged in rows on the screen.
Working in Page View Page View displays an item one page at a time and allows you to read and add annotations to a page. Use the Navigators to display other pages of a stack, see other items, or enlarge the image. Figure 14 A Zoom Navigator—Click the “minus” and “plus” magnifying glasses to B C D E reduce or enlarge the image. Click Actual to return the image to its actual size. The scale of the image is shown on the right side of the Status Bar.
Changing the Display Size of an Item Use the Zoom Navigator or Zoom commands from the View menu to zoom in and display the details of a page, or zoom out and make the page smaller on the screen while in Page View. The page magnification is shown in the status bar in Page View. Use any of the following methods to change the display size: • From the View menu, choose Zoom In or Zoom Out. • Click the plus (+) or minus (-) magnifying glass on the Zoom Navigator.
Working in the PaperPort Software EN
5 Managing Scanned Items Working with Stacks In the PaperPort software, a stack is an item with multiple pages. Use the stack feature to organize multipage documents. When you use the automatic document feeder to scan a document, the document will appear as a multipage stack in Desktop View. When you scan an item, each scanned page appears in Desktop View as a one-page, untitled item. Creating Stacks Any page or stack in Desktop View can be stacked onto any other page or stack.
To stack items using the Stack Selected Items command or the Stack button 1 In Desktop View, select the items you want to stack in the order that you want them to be stacked. The first item selected will be on top. 2 From the Desktop menu, choose Stack Selected Items. - Or Click Stack on the Command Bar. Navigating within a Stack To move between pages in a stack, select the stack and click the arrows on the scroll bar (Page Navigator) below the stack.
To unstack a whole stack 1 In Desktop View, select the stack. 2 From the Desktop menu, choose Unstack. - Or Click Unstack on the Command Bar. The PaperPort software unstacks the pages, and shows all of the pages as selected, untitled items in Desktop View. Note Any Summary Information for a stack is lost during the unstacking. Reordering Pages in a Stack After creating a stack, you can reorder the pages. To reorder the pages in a stack 1 In Desktop View, select the stack.
Inserting a Page in a Stack Both the page you want to insert and the target stack must be displayed in Desktop View. To insert a page in an existing stack 1 In Desktop View, select the target stack. 2 Use the Page Navigator to move to the location where you want to insert the new page. Note The new page will be inserted on top of the current page. 3 Select the page you want to insert and drag it onto the target stack. The PaperPort software places the page at the new location.
Working with Folders Create folders in the PaperPort software to help you organize your scanned items and stacks. Filing Items in Folders The PaperPort software provides you with an initial set of folders that appears in a column down the left side of Desktop View.
To copy items to another folder • Hold down [Ctrl] as you select an item and drag the item into the new folder. The title of the target folder flashes to let you know the selected item has been copied and filed. - Or Select the item. From the Desktop menu, select Copy to Folder, select the target folder, and click OK. The PaperPort software copies the item into the new folder.
Creating, Renaming, and Deleting Folders Delete, rename, or create new folders to match the way you organize information. The Main Folder, at the top of the column, cannot be deleted. It is the default folder into which all scanned items are placed if the PaperPort software is not running when you scan the item. If the PaperPort software is running and a folder is open, the item is filed automatically in the open folder.
Managing Scanned Items EN
6 Annotating Scanned Items Using the Annotation Tools In Page View, the Annotation Tool Bar is displayed on the left side of your monitor. Annotation tools are described in the following table. Icon Description Icon Description Edit Annotations (Pointer) —Selects, moves, and resizes annotations on a page. Add Text (Markup)—Add a line of text. Useful for filling in preprinted forms because the form will remains visible as you type text.
Copying, Cutting, and Pasting The PaperPort software allows you to copy, cut, and paste items within the PaperPort software and between it and other applications. The Copy As Text command on the Edit menu uses the OCR feature to copy text from the PaperPort software to another application. For details, see “Word Processor OCR Link” in Chapter 8. Note To copy and paste items 1 In Page View on the Annotation Tool Bar, click Select an Area. The 2 3 4 5 6 7 cursor changes to a cross hair.
To copy and paste an item from another application 1 2 3 4 5 In the other application, copy or cut the information to the clipboard. In Page View, display the target page. On the Annotation Tool Bar, click Add Text. Position the cursor on the target page, and click the left mouse button. From the Edit menu, choose Paste. The copied image will appear on the displayed page. Cropping an Item Crop an item to display only a portion of it.
Working with Sticky Notes Sticky Notes can contain several lines of text and can be placed anywhere on an item. When you place a Sticky Note on a page, the note covers the information beneath it. However, you can make Sticky Notes as large or small as you like or collapse them to minimize the amount of information that is hidden. You can change the color of the text or its background, as described in “Fine-Tuning Annotations” later in this chapter.
Adding Markup Text 1 In Page View on the Annotation Tool Bar, click Add Text. The cursor changes to an insertion point. 2 Select the location in the target item where you want to add a markup and type the text. 3 To end the note, click elsewhere on the page. - Or Select one of the other Annotation tools. Markups should be a single line. You cannot press enter and type a second line. Highlighting Information Use the Highlighter tool to emphasize or mark important paragraphs or key phrases of an item.
Adding Freehand Annotations Use Freehand to draw, underline, circle, scribble, or mark an item. To add a freehand annotation 1 In Page View on the Annotation Tool Bar, click Add Freehand Annotation. The cursor changes to a pencil. 2 Drag the pencil to make annotations on the item. To change the line width of the freehand annotation 1 2 3 4 In Page View on the Annotation Tool Bar, click Edit Annotations. Select the freehand annotation. From the Annotations menu, choose Line Width.
Creating New Items 1 From the File menu, choose New Item. 2 A new, blank item appears. In Page View you can cut and paste items onto the new item. Adding Graphics to Items A picture or graphic can be added to an item. Use this feature to incorporate art from other applications. To add a graphic 1 Launch the application that contains the graphic and display the graphic. 2 Copy the graphic to the Clipboard. The graphic cannot be larger than the page you’re pasting it to in the PaperPort software.
Fine-Tuning Annotations You can fine-tune an annotation by specifying the font and color of the text or background or by moving and resizing the annotation. Selecting the Font or Color You can select the font, style, point size, or color of the text of a text markup or Sticky Note before or after typing it. You can also change the color of an annotation already drawn on the page.
To change the color of an existing annotation You cannot change the background color of Add Text annotations. Editing Annotation Text You can edit the text of a Sticky Note or markup. To edit annotation text 1 In Page View on the Annotation Tool Bar, click Edit Annotations. 2 Double-click the annotation containing the text. The cursor becomes a text-insertion pointer in the text. 3 Edit the text. Use the standard Windows editing features to edit the annotation text.
Moving and Resizing Annotations After adding an annotation, you can move it to another location on the page or change its size To resize annotations 1 In Page View on the Annotation Tool Bar, click Edit Annotations. 2 Select the annotation you want to resize. Handles appear on the frame surrounding the annotation, indicating it is selected. Freehand and Add Text annotations cannot be resized. Note 3 Point to the handle to drag. The pointer becomes a resize pointer. 4 Drag a handle to change the size.
Copying, Cutting, and Pasting Annotations To copy, cut, and paste annotations In Page View on the Annotation Tool Bar, click Edit Annotations. Select the annotations that you want to cut or copy. From the Edit menu, choose Cut or Copy. Display the page to which you want to move or paste the annotation. This can be a page within the same stack or a page in a different item. 5 From the Edit menu, choose Paste. The pasted annotation appears at the top-left corner of the page.
Undoing Annotations The undo options only apply to the page on which you’re working. To undo the newest annotation, from the Edit menu, choose Undo New Annotation. The last annotation added to the page is removed. This command is only available immediately after you add a new annotation. If you do anything else, such as move or resize the annotation or switch to another page and back, the Undo New Annotation command is no longer available.
7 Importing and Exporting with the PaperPort Software Using the Import and Export Feature Using the PaperPort software, you can import files created in other applications and export files to other applications. Importing allows you to edit, organize, or annotate in the PaperPort software. Exporting allows you to save a copy of an item either as a backup or in another file format. The PaperPort software can import and export items in the following file formats: EN Format Description PaperPort file (.
To import a file created in another application or to open a previously exported item 1 From the File menu, choose Import. 2 From the List Files of Type drop-down list, select the format type. 3 In the File Name list, select the file to import and click OK. Exporting Items Exporting an item saves a copy of it as a file. The original item remains in the PaperPort software. If you export a PaperPort software item in any format other than a PaperPort (.
Exporting Compressed Files Because exported files can sometimes be large and take a long time to export, the PaperPort software has a built-in compression feature for files that are exported in the .JPG file format. Compression speeds up the export process, but at the same time decreases the image quality. The PaperPort software lets you adjust the image quality setting to meet your particular needs.
Printing from Other Applications You can print files from other applications to the PaperPort software. Note Color images are converted to grayscale when printed to the PaperPort software. To retain the color, use the PaperPort software Import command to import the file to the PaperPort software. To print from other applications to the PaperPort software 1 Open the file in the application you want to print from. 2 In the application, choose the command to set up the printer.
Adding Summary Information to Items You can add summary information to items to help you find them quickly. If you’re going to combine items into a stack, add the summary information after stacking the pages. If you add summary information to individual items and then stack those items, the summary information will be lost. Note The fields are described in the following table. Option Description Title The field will be blank if the item is “Untitled.
Finding Information The PaperPort software allows you to quickly find files, items, or annotations. Finding Files If you want to import a file, but don’t remember its name or where it’s located, use the Find File feature from the Import dialog box. To find a file that you have already exported 1 In the Import dialog box, click Find File. 2 Select the drive and directory where you want to search for the file. 3 Select Search Subdirectories to search all the subdirectories within the specified directory.
Tip If you chose Find and want to see the next item in the search that meets the search criteria, from the Edit menu, choose Find Next or press [F3]. Table 7-1 Search Options Title The title assigned to the item. Creator The name listed in the Summary Information dialog box as the creator of the item. Keywords The item’s keywords listed in the Summary Information dialog box. Comments Comments added in the item’s Summary Information dialog box.
Finding Annotations You can find an annotation based on the text in an Add Text markup or Sticky Note. Note You can find annotation text in both Page View and Desktop View. In Page View, the PaperPort software searches through the pages of the stack. In Desktop View, the PaperPort software searches through all items on the desktop and selects the thumbnail that has the annotation. In Page View, the annotation that is found is selected. In Desktop View, the item found with the annotation text is selected.
Using Object Linking and Embedding (OLE) Before starting, check the application’s documentation to see if it supports OLE. To insert a PaperPort software item into another application 1 In the container application, click where you want the scanned object to be inserted. 2 From that application’s Edit or Insert menu, choose Insert Object, or a similar command. 3 Select PaperPort Document and click OK. The PaperPort software opens. A message summarizes the steps to insert an item. 4 Click Continue.
You can insert an item into a container application in two other ways: • Copy the item from the PaperPort software to the clipboard and paste it into the container application. The OLE link is established when the item is pasted. • Open both applications, select the item in the PaperPort software and, while holding down [Ctrl], drag the item into the container application. When you release the mouse button in the container application, the OLE link is established.
8 Linking to Other Applications Using Link Icons With the PaperPort software you can send scanned items to other applications using icons on the Link Bar. The links available to the PaperPort software depend on the applications installed on your computer. The PaperPort software automatically displays the link icons described as follows: • Printer—Print items instead of selecting the Print command from the File menu. • Fax —Fax items using your fax software.
Using Links The steps for using links are similar regardless of the type of link. To use links 1 Scan the item into the PaperPort software. 2 Drag the item onto the appropriate link icon on the Link Bar. - Or From the File menu, choose Links and select the appropriate link application from the Links submenu. - Or Select the item and click the link icon. 3 Continue using the linked application as described in its documentation.
Using Printer Links You can print items from both Page View and Desktop View in black and white and in grayscale. To print an item 1 In Desktop View, select the item to print. If you’re displaying the item in Page View, you do not have to select it. Note If the item has annotations that you don’t want to print, display the item in Page View. Then clear the Show Annotations command on the Annotations menu. 2 Drag the item onto the Printer icon on the Link Bar. - Or Click the Printer icon.
Using Fax Links You can scan an item into the PaperPort software, add annotations, and fax the item provided your computer has access to a fax modem and fax software. To send items using the fax link 1 In Desktop View, select the item you want to fax. 2 If you don’t want PaperPort annotations to appear in the faxed item, clear Show Annotations from the Annotations menu. 3 Drag the item onto the Fax icon on the Link Bar. - Or From the File menu, choose Links. Then select the fax name from the submenu.
Using Word Processor OCR Links Once text is scanned into the PaperPort software, the text becomes an image that cannot be edited. However, the PaperPort software has optical character recognition (OCR) software to process scanned text when using a Word Processing or Spreadsheet link icon. The OCR software converts the scanned text image to editable text; it does not translate photos or graphics. You can process an entire item or only the text that you select.
To process text using the Copy As Text command 1 In Desktop View, select an item. 2 From the Edit menu, choose Copy As Text. The PaperPort software processes the text with the OCR software and places the editable text on the Clipboard. You can then paste the text into another application, such as a word processor.
Using E-Mail Links You can send an item from the PaperPort software using your e-mail software. To send items using e-mail 1 In Desktop View, select the item you want to send. 2 Drag the item onto the E-Mail icon on the Link Bar. - Or Click the E-Mail icon. - Or From the File menu, select Links, then select the e-mail software name from the Links submenu. 3 If necessary, log on to your e-mail software. 4 Fill in the message information and send the message.
Setting Preferences for Links Each link icon on the Link Bar has a set of preferences for customizing the way the link operates. To set preferences for the Links 1 From the Edit menu, choose Preferences. - Or Right-click the link icon, and choose Preferences. Use the scrollbar to see the link icons on the list. 2 Click the icon you want to customize. The options in the Preferences dialog box will apply to the icon you clicked. 3 Select the options for the link and click OK.
Link Icon Generic Fax Select a Fax Driver Assign a fax driver to your fax software (one that the PaperPort software does not configure automatically). The PaperPort software will add the fax icon to the Link Bar. Graphics and additional OCR File Format to Use Select the file format in which to save the graphic item. The options will be Windows graphics formats, such as .BMP and .PCX.
Linking to Other Applications EN
9 Troubleshooting and Error Messages Overview This chapter describes problems that can occur during the scanning process, including error messages you may encounter, that can originate from several sources: • At the scanner. Most of the messages displayed on the control panel of the scanner are status or information messages. However, error messages, requiring some action to be taken before scanning can proceed, are also displayed.
Scanner Troubleshooting If you have problems with the scanner, proceed as described in the following paragraphs. Scanner is not Working Make sure of the following: • The power cord is connected securely to the scanner and is plugged into an electrical outlet. • The scanner is turned on. • The scanner is connected to the network. • The scanner is unlocked. If you try to scan a document when the scanner is locked, it will emit a harsh, grinding sound.
Clearing Paper Jams When you have a paper jam, the scanner control panel displays an error message directing you to where it occurred: the start of a page, the end of a page, or inside the ADF. Use one of the procedures to clear the paper jam. To clear jams at the start of a page Open the ADF cover. Remove the jammed paper. Close the ADF cover securely. The control panel prompts you to do one of the following: • Reinsert the paper and press the [Go] button to continue scanning.
To clear jams at the end of a page 1 Open the ADF cover, and lift up the document tray. 2 Remove the jammed paper. 3 Close the document tray and the ADF 4 • • • 102 Troubleshooting and Error Messages cover securely. The control panel prompts you to do one of the following: Reinsert the paper and press [Go] to continue scanning. Stop scanning and save your data by pressing [Stop]. Stop scanning without saving your data by pressing [Abort].
To clear jams inside the ADF 1 Open the ADF cover. 2 Lift up the ADF unit. 3 Open the delivery guide by grasping the small plastic handles on either side of the delivery guide and pulling down. 4 Remove the jammed paper.
5 Close the delivery guide sheet by 6 7 • • • 104 Troubleshooting and Error Messages aligning its holes with the small plastic spindles on the delivery guide and pressing down. Close the document tray and the ADF cover securely. The control panel prompts you to do one of the following: Reinsert the paper and press [Go] to continue scanning. Stop scanning and save your data by pressing [Stop]. Stop scanning without saving your data by pressing [Abort].
Control Panel Error Messages Error messages displayed at the control panel are identified by a number, which HP Support Service uses to resolve the problem, if necessary. In some cases a second number, further identifying the problem, will also be included. Note If you do not find the message here, contact your network administrator. Internal Errors Error Message Error Description Actions 73 Internal Error Internal Disk Error. Press any key...
Error Message Error Description Actions 107 No Prv Destinations Found. Press any key... The private destinations related to the user validated at the control panel have not been configured previously. Install the HP Network ScanJet 5 Utility on your computer. Run the scanner utility to configure your private destinations. If the problem persists, contact your network administrator.
Error Message Error Description Actions 160 Open Remote File Error (err) An error has occurred in opening, reading, or writing a file on the server disk. This error occurs when a file cannot be created in the destination workarea. Check if the available disk space for your workarea is full. 170 Transport Connection Error (err) The scanner detected an error while trying to contact the specified server. Try scanning again.
HP Network ScanJet 5 Utility Error Messages The HP Network ScanJet 5 Utility error messages are displayed in the following table. If you do not find the message here, contact your system administrator. Error Message Error Description Actions Not all addresses could be imported. Total imported . Do you want to see the log file? The import procedure could not be Answer Yes and look in the log file completed for one of the following for the reason why the addresses reasons: could not be imported.
Error Message Error Description Actions Could not open the The file could not be opened. file. Please verify it is not used by other The file may be in use by another applications. application. Close the file or the application that is using it. Verify the rights to access the file. The file may be corrupt. The user does not have rights to access the file. A document was The HP Network ScanJet 5 Utility received for an was unable to complete the automatic workflow automatic workflow link.
Error Message Error Description Actions General network error. There is a problem accessing the network. Make sure the network connections are present and the server is accessible. An inbox with this The user is creating an inbox with name already exists. the same name as an existing Please choose a inbox. different name. Type a unique name for the inbox. The new password could not be confirmed. Please make sure the confirmation password exactly matches the new password.
PaperPort Software Troubleshooting This section provides solutions to some common problems you may encounter while using the PaperPort software. The problems are grouped into the following topics: • • • • • • Installation problems Printing problems Fax problems OCR problems Import and export file problems Missing e-mail links Installation Problems Windows fails to restart.
Printing Problems Highlighted annotations are opaque when printed on HP LaserJet 4 printers. The LaserJet 4 printer driver has two graphics modes: HP-GL/2 and Raster. If you are using Win 3.1x, double-click the printer icon in the Control Panel; then change the graphic mode to Raster. If you are using Win 95, change to Raster mode in the Graphics Tab, under Properties, in the Printer Settings. For more information on changing the graphics mode on your computer, see the documentation that came with Windows.
A high percentage of incorrect characters appears in an item that was converted with the OCR link. The accuracy of the OCR link depends in large part on the quality, size, and structure of the original document and on the quality of the scan itself. To obtain the best possible results when using the OCR link, choose a scan setting specific to text and do the following: • Process only pages that have crisp, clear text.
Missing E-Mail Links Lotus Notes link icon does not appear. The link to Lotus Notes requires the file NOTES.EXE. The path to this file must be typed in the LOTUS.INI file. To make sure that the Lotus Notes icon appears, do the following: 1 Check that the file LOTUS.INI exists in your Windows directory. (If not, skip steps 2 and 3.) 2 Check this file for the line Notes=. 3 Check this path for the NOTES.EXE file. If either is missing, try reinstalling your Notes client. 4 Check your WIN.
Microsoft Mail link icon does not appear. The Microsoft Mail link requires the file MAPI.DLL. Check the following items to verify this file is in the correct place: • Make sure that the path to this file, which is usually C:\MSMAIL, is included in the path statement in your AUTOEXEC.BAT file. • The WIN.INI file must include the line MAPI=1 in the [Mail] section. Note Installing Novell GroupWise will overwrite MAPI.DLL, making MSMail unavailable. WordPerfect Office link icon does not appear.
PaperPort Software Error Messages When a problem occurs, the PaperPort software displays a message that indicates the type of problem. This chapter explains what to do if you see one of these messages. Message Category Recommended Action An unsuccessful application exit has left Windows in an unstable state. You should restart Windows. General This can occur if your computer “hangs” or “crashes” while PaperPort software is running, or if some other error occurs. Try restarting Windows.
Message Category Recommended Action PaperPort cannot read page Disk and File of the file because the page is damaged. An item or a page in a stack can be damaged if your computer is shut down while PaperPort software is running or if PaperPort software is shut down in any way other than by a normal exit. Attempt to repair this file by running MAXFIX.EXE. Then follow the instructions on the screen. PaperPort is out of available Memory system memory.
Message Category Recommended Action PaperPort cannot use the file because it is damaged. You can run MAXFIX.EXE to repair this file. Disk and File An item or a page in a stack can be damaged if your computer is shut down while PaperPort software is running or if PaperPort software is shut down in any way other than by a normal exit. Attempt to repair this file by running MAXFIX.EXE. Then follow the instructions on the screen.
Message Category The Desktop file is either Desktop damaged or missing. PaperPort will continue with a new Desktop. Recommended Action The desktop file contains information you need for accessing the items on the Desktop. If this file is damaged, you may be able to fix it with the MAXFIX utility. Run MAXFIX.EXE and then follow the instructions on the screen.
Message Category Recommended Action Document failed General The document cannot be sent to the target application. Check if the link is still available. Check the document format. Check your system resources. Retry. Destination is busy General The target application is not ready to receive documents. Wait and retry. Close the target application and retry. Destination is not valid Link 120 Troubleshooting and Error Messages The selection link is not valid.
A Installing the PaperPort Viewer Overview You can share PaperPort items, including contracts, budgets, reports, and letters, with others who do not own PaperPort software. With PaperPort Viewer, others can view and print PaperPort items. Tip If you use the PaperPort 3.0 software and send an item to someone else to view using the PaperPort Viewer, save the item in a .MAX 2.0 format. Others will not be able to view your PaperPort 3.0 files.
Installing PaperPort Viewer for Windows To run PaperPort Viewer for Windows, you need the following software and hardware: • IBM or 100%-compatible personal computer with a 386 or higher • • • • microprocessor Windows 3.1 or later 4 MB of memory 1 MB of hard disk space VGA monitor or better To install the PaperPort Viewer on your workstation 1 Start Windows. 2 Choose Run from the Program Manager File menu and enter the drive and path information (for example, type N:\PAPRVIEW\PAPRVIEW.
Installing PaperPort Viewer for Macintosh To install PaperPort Viewer for Macintosh, you need the following hardware and software: • • • • • Macintosh Plus or later model System 6.0.4 or above 2 MB of memory 400 kilobytes (K) of hard disk space A color or grayscale monitor is recommended To install PaperPort Viewer for Macintosh The PaperPort Viewer for Macintosh comes as a self-extracting archive file. You should copy the file PaperPort Viewer.sea to your hard disk before starting.
Starting the PaperPort Viewers Starting PaperPort Viewer varies, depending on your computer platform. • For Windows, open the PaperPort program group and double-click the PaperPort Viewer icon. • For Macintosh, double-click the PaperPort Viewer application icon on the Macintosh desktop. If you need help or step-by-step instructions when using PaperPort Viewer, use the Help menu.
B Warranty and Support Information Warranty and Service Statement HP Network ScanJet 5 Scanner One-Year Limited Warranty 1 HP warrants HP hardware, accessories and supplies against defects in 2 3 4 5 EN materials and workmanship for the period specified above. If HP receives notice of such defects during the warranty period, HP will, at its option, either repair or replace products which prove to be defective.
6 THE ABOVE WARRANTIES ARE EXCLUSIVE AND NO OTHER WARRANTY, WHETHER WRITTEN OR ORAL, IS EXPRESSED OR IMPLIED. HP SPECIFICALLY DISCLAIMS THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.
Item Part Number* English Administrator’s and User’s Guides C1306-99000 French Administrator’s and User’s Guides C1306-99001 German Administrator’s and User’s Guides C1306-99002 Italian Administrator’s and User’s Guides C1306-99003 Spanish Administrator’s and User’s Guides C1306-99004 Replacement CD-ROM (full set) C1306-13600 English Replacement disks (full set) C1306-60100 English Replacement disks (does not include OmniPage Limited Edition) C1306-60106 French Replacement disks (full set)
Warranty and Support Information EN
INDEX EN printing to PaperPort 82 scanning to 35 Arrange Desktop 55 icon 49 arranging items 55 arrows freehand annotation 72 scroll 15, 24 art adding 73 files 79 attached files 95 automatic document feeder 21, 22, 59, 101 automatic saving 51 automatic workflow 25, 35 creating 35 setting 36 B back-up copies 51 background color 50, 74, 75 background control automatic workflow 36 backspace key 15 bitmap files, Windows 79 black and white 36, 57, 91 BMP file format 51, 79 Browse icon 49 busy system error messa
Index Color Screen option 50 Command Bar 48, 49, 52 comments 83, 85 compression 36, 81 configuring inbox 43 confirming passwords 46 contents list in folders 64 contrast automatic workflow 36 control panel, scanner 15, 24, 28, 34, 100, 105 Copies option 91 Copy As Text 68, 97 copying annotations 77 between applications 68, 73 SEE ALSO duplicating items 49, 55 items between folders 64 pages in stacks 62 within PaperPort 68 creator name 83, 85 criteria search 85 cropping items 69 custom paper size 23, 27, 36
EN exporting 84 finding 84 formats 51, 79, 81 in folders 63 names 95 printing to 91 printing to PaperPort 82 problems 113 searching for 84 Find Annotation 70 icon 49 Fit to Window display 57 flash window 45 flipping items 52 folders copying items between 64 creating 65 deleting 65 displaying 52 displaying items in 64 filing in 63 hiding 52 list of contents 64 moving items between 63 naming 65 renaming 65 search criteria 85 fonts annotations 74 format data 36 e-mail destinations 37 file 36, 51, 79, 81 page
Index Graphics link icon 89, 97 grayscale 36, 57, 82, 91 gummed-back paper, scanning 21 H Hand tool 67 hard drive requirements 12 hardware service 126 height, paper automatic workflow 36 Hewlett-Packard service information 125 warranty 125 hiding annotations 77 elements 52 Highlighter tool 67 highlighting 53, 56, 71 HP Network ScanJet 5 scanner automatic document feeder 22 control panel 15, 24 destinations 17, 30 double-sided documents 29 fax, scanning to 30 features 11 printer, scanning to 31 scanner glas
EN scanner error 99 status 28 mode, scanning 26 monitor, color 50 moving annotations 76 between pages 60 graphics 73 items 54, 55 items between folders 63 pages 60 undoing 53 MS Exchange 41 MS Mail 41, 115 multiple copy forms, scanning 21 multiple-page scanning 29, 59 N names folders 63, 65 items 51 user 25 navigating within stacks 60 Navigators 56 network installation 33 new items, creating 73 notes, adding 56 Notes, Sticky 70 color 74 editing 75 fonts 74 point size 74 style 74 notification, inbox 45 numb
Index orientation, page, fax 97 output data type automatic workflow 36 overheating scanner 100 P Page icon 49 Navigator 56 View 47, 51, 56 pages adding to stacks 62 copying in stacks 62 damaged error message 117 deleting 60 SEE ALSO documents format 36 inserting in stacks 62 SEE ALSO items magnification 56 moving 60 moving between 60 multiple, scanning 29 orientation, fax 97 reordering in stacks 61 replacing 60 rotating 52 scanning 59 scrolling between 56 size, fax 97 Paintbrush, PC, files 79 Palette, Tool
EN scaling automatic workflow 36 Scan to Desktop option 50 Scan to Page View option 50 scanned documents receiving 18 sending 18 viewing 47 scanned text, converting 93 scanner control panel 15, 24, 33, 34 error messages 99 glass 21, 28 loading documents 22 overheats 100 troubleshooting 100 users 16, 25, 35, 105 scanner utility distribution lists 37 e-mail 41 fax 40 inbox 41 notification 45 passwords 46 transaction log 46 scanner validation error 107 scanning e-mail 25 faxes, to 30 items 59 printers, to 31
Index service information 125 setting, automatic workflow 36 settings, control panel 24 Setup options, fax 97 Show Annotations 77 Show Text with icons option 50 Show Tool Tips option 50 single page scanning 59 single/double-sided key 15 size display 57 exported file problems 113 image 36, 56 image error message 116 image, problems printing 112 page, fax 97 paper 21, 23, 26, 36 soft keys scanner control panel 15 software error messages 99 SEE HP Network ScanJet 5 Utility PaperPort 12 space disk problems 111
EN Index V validation error 107 Viewer PaperPort 95, 121 viewing private destination lists 34 transaction log 46 views Desktop 54 Page 56 PaperPort 47 switching between 48 W warranty 125 weight, paper 21 white-on-black images 57 width, paper automatic workflow 36 window flash 45 PaperPort 50 Windows bitmap files 79 error message 116 images files 79 installation 12, 13, 33 PaperPort Viewer 122 problems 111 word processing application option 97 format 97 OCR link 97 orientation 97 PaperPort link 93 Word Pro
Index Index-138 EN
