PageKeeper Pro ® User’s Manual
Caere Corporation 100 Cooper Court Los Gatos, California 95032-7603 USA Caere GmbH Innere Wiener Strasse 5 81667 München, Germany Caere UK Information Centre Abbey House 4 Abbey Orchard Street Westminster, London SW1P 2JJ Centre d’informations Caere 72, rue Baratte-Cholet 94100 Saint-Maur, France Please Note In order to use this application, you should know how to work in the Microsoft Windows environment.
Table of Contents Welcome Using This Manual ................................................................................................................2 Getting Online Help..............................................................................................................3 Help Menu ......................................................................................................................3 Context-Sensitive Help......................................................................
Exercise 5: Find a Document ............................................................................................36 Chapter 4 Organizing and Working with Documents Adding Documents to PageKeeper .................................................................................40 Scanning Documents into PageKeeper ....................................................................41 Scanning Documents Automatically with an ADF ................................................
Chapter 6 Technical Information Troubleshooting Solutions ................................................................................................88 Solutions to Try First ...................................................................................................88 Low Disk Space Problems ..........................................................................................89 Low Memory Problems .............................................................................................
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Welcome Welcome to PageKeeper, and thank you for using our software! The following documentation has been provided to help you learn about PageKeeper. This User’s Manual This manual introduces you to the basics of using PageKeeper. It includes installation and setup instructions, an introduction to the product, exercises for getting started, task-oriented instructions, and technical information. This manual is also available as an electronic file in PDF format.
Using This Manual Using This Manual This manual is written with the assumption that you know how to work in the Windows environment. Please refer to your Windows documentation if you have questions about how to use dialog boxes, menu commands, scroll bars, drag and drop functionality, shortcut menus, and so on. The following conventions are used in this manual. Convention Purpose Italicized text • Emphasizes menu commands, dialog box options, and labeled buttons For example: “Choose Open...
Getting Online Help Getting Online Help In addition to using this manual, you can use PageKeeper’s online Help to learn about features, settings, and procedures. Online Help is available after you install PageKeeper. Choose How to Use Help... in PageKeeper’s Help menu to get information on using Windows Help. Help Menu One way to open PageKeeper’s online Help is to choose commands in the Help menu. PageKeeper Help is the first command in the Help menu.
Getting Product Support Getting Product Support For the fastest and easiest way to get help, please look for solutions in this manual or in the online Help. See page 88 for troubleshooting tips. If you need additional help, please use the following resources. • Caere’s World Wide Web site Go to Caere’s World Wide Web site for common questions and answers, updates, patches, troubleshooting procedures, and product information. Caere’s Web site address: www.caere.
Chapter 1 Installation and Setup This chapter provides information on installing and starting PageKeeper.
Minimum System Requirements Minimum System Requirements These are the minimum system requirements to install and run PageKeeper: • Computer with a Pentium or higher processor • Microsoft Windows 95, Windows 98, or Windows NT 4.
Installing PageKeeper must keep the database folder structure intact. You can safely uninstall your older version of PageKeeper without altering its database folder structure as long as you do not manually delete or move the database folders or their contents. Visioneer PaperPort If you have PaperPort Deluxe 4.0 or 5.1 - 5.
Setting Up Your Scanner with PageKeeper Setting Up Your Scanner with PageKeeper Caere Scan Manager is installed during PageKeeper installation. This sets up your scanner (or another input device such as a digital camera) so you can use it with PageKeeper. During installation, Caere Scan Manager prompts you to select your scanner manufacturer and model or other input device. Read the Scanner Setup Notes for more information on Caere Scan Manager and supported scanners.
Starting PageKeeper The list contains all the scanners and other input devices (such as digital cameras) that are set up in Caere Scan Manager. 4 Click OK after making your selection. The selected scanner or other input device will be used in PageKeeper until you change it again. Starting PageKeeper To start PageKeeper, click Start in the Windows taskbar and choose Programs Caere Applications PageKeeper Pro. Or, double-click the PageKeeper Pro icon on your Windows desktop.
Registering PageKeeper Registering PageKeeper Register your copy of PageKeeper with Caere Corporation to receive access to product support, notification of special offers, and the best prices on product upgrades. Some versions of PageKeeper will only launch 25 times if you do not register. You may not need to register some versions of PageKeeper. Your version of PageKeeper will not display a Register menu if you do not need to register it.
Chapter 2 Introduction to PageKeeper PageKeeper helps you easily organize, find, and use documents on your computer. You can get paper documents off your desk by scanning them into PageKeeper. You can also keep track of other computer documents, such as word-processing files, spreadsheet files, and Web pages, by adding them to PageKeeper’s folder system.
PageKeeper Features PageKeeper Features PageKeeper is designed to help you easily organize, find, and use all the documents on your computer. This section provides an overview of PageKeeper’s major features. Scanning and Managing Paper Documents Scan paper documents directly into PageKeeper and organize their electronic images in PageKeeper’s folder system.
PageKeeper Features Automatically Organizing Documents with Smart Folders Set up Smart Folders to have PageKeeper file your documents automatically according to specified criteria. This allows you to avoid spending time filing documents manually. See “Automatically Organizing Documents” on page 56 for more information. Finding Documents with Advanced Searching Technology Quickly retrieve your documents based on the information you are seeking.
PageKeeper User Interface Opening Documents Directly from PageKeeper Open documents for editing in their own applications, open documents in other applications by converting them to different file types, and open live Web pages. See “Opening Documents” on page 65 for more information.
PageKeeper User Interface PageKeeper View PageKeeper View allows you to view the contents of documents without having to open their own applications. In PageKeeper View, you can annotate documents with Post-it® Notes, add color highlights, and draw lines and scribbles to mark up your documents. All of these annotations are stored in PageKeeper View; they do not affect your actual documents.
PageKeeper User Interface PageKeeper Find PageKeeper Find allows you to search for documents based on the criteria that you specify. Click each tab to view and select different search options. Please see “Finding Documents” on page 69 for more information. PK Scan Button The PK Scan button is one way that you can scan paper documents into PageKeeper. When you open the PK Scan button, it sits on the Windows desktop. Click here to start scanning. Click here to select options before scanning.
Selecting PageKeeper Settings Selecting PageKeeper Settings You can select settings for PageKeeper in the Options dialog box. To open this dialog box, click the Options button in the Standard toolbar or choose Options... in the Tools menu. Click each tab to view and select different settings. To get information about a particular setting, click this button and then click the setting. An explanation will pop up. After selecting the desired settings, click OK to close the Options dialog box.
Selecting PageKeeper Settings General Settings Click the General tab in the Options dialog box to select preferences for working in PageKeeper. Select how you want documents to be opened when you double-click them. Select options for removing and renaming documents. Scanner Settings Click the Scanner tab in the Options dialog box to select settings for scanning documents into PageKeeper. Select options for the pages you are going to scan.
Selecting PageKeeper Settings OCR Language Settings Click the OCR Language tab in the Options dialog box to select language settings for OCR (optical character recognition). OCR is the technology that allows text information to be extracted from images. Select the main language in the document you are scanning or adding. This setting is used for OCR. Select any additional languages that are in the document you are scanning or adding.
Selecting PageKeeper Settings Folder Watch Settings Click the Folder Watch tab in the Options dialog box to specify folders on your hard drive and network drives that you want PageKeeper to watch for incoming documents. Detected documents will be automatically added to PageKeeper’s default folder. Click this to select the folders you want PageKeeper to watch. You can specify document types that you do not want PageKeeper to add.
Chapter 3 Getting Started Exercises This chapter includes the following exercises to help familiarize you with PageKeeper: • Getting Started • Exercise 1: Add a Document to PageKeeper • Exercise 2: Work with Folders • Exercise 3: Work in PageKeeper View • Exercise 4: Work with a Clipped Group • Exercise 5: Find a Document 21
Getting Started Getting Started All of the exercises in this chapter are started from the PageKeeper desktop, which appears when you start PageKeeper. To start PageKeeper, click Start in the Windows taskbar and choose Programs Caere Applications PageKeeper Pro. Or, double-click the PageKeeper Pro icon on the Windows desktop.
Exercise 1: Add a Document to PageKeeper Exercise 1: Add a Document to PageKeeper PageKeeper keeps track of any document that you add to its folder system. Follow these instructions to add a document to PageKeeper. Getting Started Exercises 1 Click the Sample folder on the left area of the PageKeeper desktop to open it. You can add documents to any PageKeeper folder. In this exercise, you are adding a document to the Sample folder. 2 Choose New Document from Disk... in the File menu.
Exercise 1: Add a Document to PageKeeper 7 Click the PageKeeper View button in the Action toolbar. The document is displayed in PageKeeper View. 8 Choose Exit in the File menu to close PageKeeper View. You can set up a Folder Watch in PageKeeper so that it monitors selected folders on your computer’s hard drive and network drives. Folder Watch will automatically add newly detected documents to PageKeeper’s default folder. For more information on adding documents to PageKeeper, see page 40.
Exercise 2: Work with Folders Exercise 2: Work with Folders You can create folders to organize documents on the PageKeeper desktop. You can also set up special Smart Folders that file documents automatically. This section contains three exercises that will familiarize you with folders in PageKeeper. 2a: Create a Folder Follow these instructions to create a folder. Getting Started Exercises 1 Click the My Folders folder on the left area of the PageKeeper desktop to open it.
Exercise 2: Work with Folders 2b: Move Documents into a Folder Follow these instructions to move the sample documents into the Fresh Fruit folder you created in exercise 2a. 26 1 Click the Sample folder on the left area of the PageKeeper desktop to open it. The contents of the Sample folder are displayed in the right area of the desktop. 2 Select the document named Fruit Report by clicking it once.
Exercise 2: Work with Folders 6 Choose Paste in the Edit menu. The selected documents are placed in the Fresh Fruit folder. For more information on organizing documents in PageKeeper, see page 49.
Exercise 2: Work with Folders 2c: Create a Smart Folder Smart Folders automatically file documents based on criteria that you specify. Follow these instructions to create a Smart Folder that will file documents based on their content. 1 Click the My Folders folder on the left area of the PageKeeper desktop to open it. 2 Choose New Smart Folder in the File menu. The New Smart Folder dialog box appears. 3 Type orange in the first text box of the Content tab.
Exercise 2: Work with Folders 4 Click Save Smart Folder. A Smart Folder icon appears with its default name highlighted. 5 Type Oranges to replace the folder name and then press the Enter key. 6 Double-click the Oranges folder to open it. The Smart Folder should contain the Fruit Report, Fruit Online, Sales Forecast, and Sales Memo documents. (The online PageKeeper Manual will also be filed in this Smart Folder because it refers to orange in this tutorial.
Exercise 3: Work in PageKeeper View Exercise 3: Work in PageKeeper View PageKeeper View allows you to preview documents, add annotations to them, and copy their content. This section contains three exercises that will familiarize you with PageKeeper View. 3a: Open a Document in PageKeeper View Follow these instructions to open a document in PageKeeper View. 1 Open the Fresh Fruit folder. 2 Select the document named Fruit Online. 3 Choose Open in PageKeeper View in the File menu.
Exercise 3: Work in PageKeeper View 3b: Add a Post-it® Note to a Document Follow these instructions to add a Post-it® Note to a document in PageKeeper View. 1 Open the Fresh Fruit folder. 2 Select the document named Fruit Report. 3 Click the PageKeeper View button in the Action toolbar. The document opens in PageKeeper View. Annotation toolbar content area Getting Started Exercises 4 Click the Post-it Note button in the Annotation toolbar.
Exercise 3: Work in PageKeeper View 8 Double-click the text icon to open the Post-it® Note. Post-it® Note 9 Click outside the Post-it® Note box to close it again. 10 Choose Exit in the File menu to close PageKeeper View.
Exercise 3: Work in PageKeeper View 3c: Copy Text to the Clipboard Follow these instructions to copy text information from a document to the Clipboard. The Fruit Report document is a scanned image that normally would not be editable in a text-editing application such as Microsoft Word. This exercise illustrates how PageKeeper’s OCR technology can produce editable text from image documents. For more information, see “Performing Background OCR on Images” on page 96.
Exercise 4: Work with a Clipped Group Exercise 4: Work with a Clipped Group A clipped group is a collection of individual documents that have been associated together in PageKeeper. This section contains three exercises that will familiarize you with clipped groups. 4a: Clip Documents Together 1 Open the Fresh Fruit folder you created in exercise 2a. 2 Select the Fruit Report document. 3 Hold down the Ctrl key and select the Fruit Online document and the Sales Forecast document.
Exercise 4: Work with a Clipped Group 4b: Open a Clipped Group in PageKeeper View 1 Open the Fresh Fruit folder. 2 Double-click the clipped group named Fruits & Labor that you created in exercise 4a. The clipped group opens in PageKeeper View. Click the thumbnail of the document you want to display. 3 Click thumbnails on the left side of the viewer to display different documents in the clipped group. 4 Choose Exit in the File menu to close PageKeeper View.
Exercise 5: Find a Document Exercise 5: Find a Document PageKeeper can find any document that has been added to it, regardless of the document’s type. Your search can be as simple as looking for a word in the content of documents or searching for a document name. Or, you can perform sophisticated searches by specifying multiple attributes to find. Follow these instructions to find a document in PageKeeper based on a search word. 1 Open the My Folders folder.
Exercise 5: Find a Document 5 Select Fruit Report in the list of search results, and choose Open in PageKeeper View in the File menu. The document opens in PageKeeper View. The first occurrence of the search word is highlighted in the document. 6 Choose Go to Next Search Word in the Edit menu to locate the next occurrence of the search word in the document. 7 Choose Exit in the File menu to close PageKeeper View. 8 Choose Exit in the File menu to close PageKeeper Find.
Exercise 5: Find a Document 38 Chapter 3
Chapter 4 Organizing and Working with Documents This chapter describes how to organize and work with documents in PageKeeper. Please continue reading for information on these topics: • Adding Documents to PageKeeper • Organizing Documents • Automatically Organizing Documents • Viewing Documents • Annotating Documents • Opening Documents • Printing, Faxing, and Mailing Documents To familiarize yourself with PageKeeper, go through the Getting Started exercises in Chapter 3.
Adding Documents to PageKeeper Adding Documents to PageKeeper PageKeeper is designed to help you organize, retrieve, and use any document on your computer. To do this, PageKeeper adds documents to its own folder system. You can scan paper documents into PageKeeper’s folder system and add existing computer documents such as word-processing files, spreadsheet files, and Web pages. When documents are added to PageKeeper, it indexes them and creates thumbnail representations of them.
Adding Documents to PageKeeper Scanning Documents into PageKeeper You can scan paper documents directly into a folder on the PageKeeper desktop. Or, you can use the PK Scan button to scan documents into PageKeeper’s default folder. When you scan a document into PageKeeper, the document is saved as an image file to a default location on your computer. A thumbnail link is added to PageKeeper’s folder system.
Adding Documents to PageKeeper 4 Click the Scan button to begin scanning. By default, you will see a preview of your scanned image before it is added to PageKeeper. Click this to save any modifications and add the image. Enter a disk location and file name for saving the image file if you do not want to use the default settings. Click this to cancel any modifications and add the image. Type in some keywords that describe the image, if desired. Click this to rotate the image 90 degrees clockwise.
Adding Documents to PageKeeper 4 Click the Options button if you want to open the Options dialog box and select settings. If you selected Custom in step 3, use the Options dialog box to customize scanner settings for your document. 5 Click the Scan button to start scanning. By default, you will see a preview of your scanned image before it is added to PageKeeper. 6 Make any desired adjustments in the Preview dialog box and click Save Modifications.
Adding Documents to PageKeeper 2 Place one or more pages in your scanner’s ADF. PageKeeper starts scanning as soon as the pages are detected. The scanned document is added to PageKeeper’s default folder. When the Auto-detect pages in ADF option is selected and the PK Scan button is open, PageKeeper takes control over your scanner. To use your scanner with other applications, deselect Auto-detect pages in ADF or close the PK Scan button.
Adding Documents to PageKeeper 4 Select the document files you want to add. Ctrl-click to select more than one document in a folder. 5 Click Add. Thumbnails representing the selected documents are added to the currently open folder. Shortcuts for Adding Documents: • Drag a document from the Windows desktop or Windows Explorer directly into a PageKeeper folder.
Adding Documents to PageKeeper To set up Folder Watch for adding documents: 1 Choose Options in the Tools menu and click the Folder Watch tab. Or, click the Folder Watch button in the Standard toolbar. Click this to browse for and select the folders you want PageKeeper to watch. 2 Click Add Folder... to select the folders you want PageKeeper to watch. Click the plus sign next to a drive to display folders you can select.
Adding Documents to PageKeeper 3 Click OK after you have selected the folders you want PageKeeper to watch. The folders that PageKeeper will watch are added to the list in the Folder Watch tab. In this example, PageKeeper is set up to watch the My Documents folder on the C drive. If you decide you do not want PageKeeper to watch a folder, select the folder and click this. Select or type in the extension of a document type you do not want PageKeeper to add. Then click Add to List.
Adding Documents to PageKeeper To add Web pages to PageKeeper: 1 Make sure your computer is currently connected to the Web. 2 Open the PageKeeper folder where you want to add the document. 3 Choose New Document from Web in the File menu. Or, click the New Document from Web button in the Action toolbar. The Add Document from Web dialog box appears. 4 Type in the full address of the Web page you want to add. You can also copy and paste the address into the edit box.
Organizing Documents 4 Type the new Web page address in the Web address edit box. You can also copy and paste the address into the edit box. 5 Click OK. PageKeeper changes its link to the updated Web address. Organizing Documents Once documents are added to PageKeeper, you can organize them into folders and clipped groups. You can also copy, move, rename, and remove items. To find out how PageKeeper can file documents automatically for you, see “Automatically Organizing Documents” on page 56.
Organizing Documents 3 Choose New Folder in the File menu. Or, click the New Folder button in the Standard toolbar. The new folder appears with its default name highlighted. 4 Type in a new name for the folder if desired. To open a folder, do one of the following: • Click the folder name on the left side of the PageKeeper desktop. • Double-click the folder name on the right side of the PageKeeper desktop.
Organizing Documents 3 Choose Clip Documents Together in the Tools menu. Or, click the Clip Documents Together button in the Standard toolbar. The new clipped group appears with its default name highlighted. The first page of the first document is displayed in the clipped group’s thumbnail. Click these arrows to browse back and forth between the documents in the clipped group. 4 Type in a new name for the clipped group if desired.
Organizing Documents To reorder documents in a clipped group: 1 Double-click the clipped group to open it in PageKeeper View. 2 Click the thumbnail of the document you want to move and drag it above or below another document in the group. Drag the thumbnail to the desired position. Or, click your right mouse button over the thumbnail and choose one of these commands: Move Up One Position, Move Down One Position, Move to Top, or Move to Bottom. 3 Repeat step 2 to reorder other documents as desired.
Organizing Documents Rearranging Items You can rearrange documents, folders, and clipped groups in different PageKeeper folders by copying or moving them. Copying a folder in PageKeeper is similar to copying a folder in Windows Explorer. The selected folder and all its contents are copied. The copied folder becomes an independent entity when pasted elsewhere. However, copying documents and clipped groups in PageKeeper is different than copying documents in Windows Explorer.
Organizing Documents You can also move items by dragging them into other folders. To make copies of items, press the Ctrl key as you drag them. Renaming Items You can rename folders, documents, and clipped groups in PageKeeper. When you rename a document in PageKeeper, by default, the actual physical document is renamed as well. You can turn off this option in the General section of the Options dialog box.
Organizing Documents To remove one occurrence of an item from PageKeeper: 1 Select the item on the PageKeeper desktop. If you select a folder to remove, all the items within the folder are also removed. 2 Do one of the following: • Press the Delete key. • Choose Remove This Occurrence in the File menu. • Click the Remove This Occurrence button in the Standard toolbar. If you selected a document or clipped group, only that occurrence of the item is removed.
Automatically Organizing Documents Automatically Organizing Documents PageKeeper Smart Folders automatically file documents based on criteria you specify. You can set up Smart Folders that automatically file documents based on their names, content, document type, and other document properties. Smart Folders use the same advanced search technology that PageKeeper Find uses. For more information on PageKeeper Find, please read Chapter 5.
Automatically Organizing Documents 4 Specify the desired criteria for the Smart Folder in the Content, Properties, and Image tabs. The options in these tabs are identical to the ones in PageKeeper Find. Please see “PageKeeper Find Options” on page 82 for detailed information on those options. 5 Click the Smart Folder tab and select the desired options for the Smart Folder. This setting determines how selective the Smart Folder will be when it is first created.
Automatically Organizing Documents To make an existing PageKeeper folder into a Smart folder: 1 Select the PageKeeper folder that you want to make into a Smart Folder. 2 Choose Properties in the File menu. Select this to make your folder into a Smart Folder. 58 3 Select Make this a Smart Folder in the General tab. A Smart Folder tab appears. 4 Click Modify Smart Folder... in the Smart Folder tab. The New Smart Folder dialog box appears.
Automatically Organizing Documents To modify a Smart folder: 1 Select the Smart Folder you want to modify. 2 Choose Modify Smart Folder in the Edit menu. The Modify Smart Folder dialog box appears. The currently specified criteria are listed on the right side of the dialog box. Double-click an item that you want to modify. Criteria for the Smart Folder are listed here. 3 Double-click an item that you want to modify. A separate dialog box appears in which to make changes for that item.
Viewing Documents Viewing Documents PageKeeper View allows you to look at the contents of documents without having to open their own applications. When documents are open in PageKeeper View, you can add annotations to them, copy their content to the Clipboard, and open them in other applications. Annotation toolbar You can add Post-it® Notes to annotate your document. Thumbnails represent each document in a clipped group. Click the thumbnail of the document you want to display.
Viewing Documents To find text in a document in PageKeeper View: 1 Choose Find… in the Edit menu. Or, click the Find Text button in the Standard toolbar. The Find dialog box appears. 2 Enter the exact text you want to find. The search is not case-sensitive, so you will get the same results using uppercase or lowercase letters. 3 Select Search in annotations if you also want to search for text within Post-it® Notes. 4 Click Find Next to locate the first occurrence of the search word.
Annotating Documents • When you copy an area of an image that does not have background OCR information, you can only paste the contents into applications that support graphics.
Annotating Documents 4 Click outside of the text box when you are done. A yellow text icon represents the Post-it® Note. Double-click the icon to open the Post-it® Note. Click outside the open Postit® Note to close it again. To view the text in all Post-it® Notes at once, deselect Show Post-it Notes as Icons in the View menu. To highlight areas of a document: 1 Click the Highlight button in the Annotation toolbar. 2 Select the area of the document you want to highlight.
Annotating Documents To select options for highlight, line, and scribble annotations: 1 Click the Annotation Options button in the Annotation toolbar. The Annotation Options dialog box appears. 2 Click the Highlight Options, Line Options, and Scribble Options tabs to make selections for those annotation tools. 3 Click OK when you are done selecting options. The selections that you make will be applied to all future annotations. Current annotations will not be altered.
Opening Documents Opening Documents You can open documents directly from PageKeeper in a variety of ways, including: • Opening Documents in Their Own Applications • Opening Documents in Other Applications • Opening Web Pages Opening Documents in Their Own Applications You can open a document in its original application (the one in which it was created) directly from PageKeeper. For example, you can open a Word document in Microsoft Word.
Opening Documents To open a Web page from PageKeeper: 1 Make sure your computer is currently connected to the Web. 2 Select the Web page you want to open in PageKeeper. 3 Choose Open in the File menu. Or, click the button representing your Web browser on the Application toolbar. Your Web browser launches and goes to the selected Web page. Opening Documents in Other Applications Use the buttons on PageKeeper’s Application toolbar to open documents in various applications.
Printing, Faxing, and Mailing Documents Printing, Faxing, and Mailing Documents You can print, mail, and fax documents from PageKeeper if you have the appropriate applications set up on your computer. To print documents from PageKeeper, you need a printer and an appropriate print driver. To fax documents, you need a fax modem or multi-function device and a fax application that provides a standard print driver.
Printing, Faxing, and Mailing Documents To fax a document: 1 Make sure the correct fax driver is selected for faxing. To check that the correct fax driver is selected, right-click over the Send Fax button in the Application toolbar and choose Properties... 2 Select the document or clipped group you want to fax. If a clipped group of documents is open in PageKeeper View, click the thumbnail of the document you want to fax. 3 Choose Send To Fax Recipient in the File menu.
Chapter 5 Finding Documents This chapter describes how to find documents on your computer using PageKeeper’s powerful search technology. PageKeeper indexes information so it can quickly and easily retrieve the documents you are seeking. Finding documents can be as simple as typing in a word and clicking a button. Or, you can set up sophisticated searches by specifying multiple criteria to find, such as words and phrases, names, dates, file types, and other document properties.
Starting a Search Starting a Search PageKeeper can find any document that has been added to it, regardless of the document’s type. Your search can be as simple as looking for a word in the content of documents or searching for a document name. Or, you can perform sophisticated searches by specifying multiple attributes to find. In this chapter, the entries or selections you make for finding documents are referred to as search criteria.
Starting a Search When you open PageKeeper Find from the PageKeeper desktop, the Look in folder will be set to whatever folder was open at the time. 2 Specify the desired criteria in the Content, Properties, Image, and Look in tabs. See “PageKeeper Find Options” on page 82 for more information on the options you can select in each tab. See “Search Tips” on page 72 for helpful hints on searching with PageKeeper. 3 Click Find Now when you have specified all of the desired search criteria.
Search Tips 4 Click New Search if you want to start a brand new search. All the current criteria will be cleared from the tabs so you can enter new criteria. Search Tips This section contains search tips that may be helpful when you are using PageKeeper Find. Entering Search Text These are tips for entering search text in the Content tab: • Use meaningful search words that describe the information you are seeking. PageKeeper indexes documents so that they can be quickly retrieved.
Search Tips Searching Within Search Results If PageKeeper retrieves a lot of documents and you want to focus another search within those documents, select Search only within these documents above the results list. Modify your criteria as desired and then click Find Now. Searching for Old Documents to Discard You can use PageKeeper to find old documents that you no longer use by searching by document date in the Properties tab.
Specifying Multiple Criteria for Your Search Specifying Multiple Criteria for Your Search You can specify multiple criteria for your search using the various PageKeeper Find tabs and then click Find Now to start your search. However, if you want to enter multiple criteria from the same tab, you must use the Add Criteria button. For example, if you wanted to find two documents with different names during the same search, you would enter the first document’s name in the Properties tab and click Add Criteria.
Specifying Multiple Criteria for Your Search 3 The PageKeeper Find tabs are cleared after adding criteria so you can add more criteria as desired. Finding Documents Click Add Criteria. The PageKeeper Find window expands to display a tree view of all the criteria you have entered so far. All PageKeeper Find tabs are cleared so you can enter additional criteria. Search criteria are listed in the criteria tree. 4 Specify additional criteria in the desired tabs and click Add Criteria.
Modifying Search Criteria Modifying Search Criteria You can modify the search criteria that you have entered in PageKeeper Find any time before you start your search. If you have not clicked the Add Criteria button, then the existing search criteria can be altered directly in the tabs. If you have clicked Add Criteria, you must modify existing criteria in the criteria tree. To modify search criteria in the criteria tree: 1 Click Show Criteria...
Changing the Search Conditions 4 Repeat steps 2 and 3 to modify other criteria as desired. 5 Click Find Now when you are ready to start your search. To delete search criteria from the criteria tree: 1 Click Show Criteria... if PageKeeper Find is not already expanded to show the criteria tree. The PageKeeper Find window expands to display a tree view of all the criteria you have entered so far. Select the item you want to delete and press the Delete key.
Changing the Search Conditions By default, all search criteria is entered under the should condition. You must expand PageKeeper Find to show its criteria tree if you want to change the default search operator or the search operator for specific criteria. To change the default search operator in PageKeeper Find: 1 Click Show Criteria... if PageKeeper Find is not already expanded to show the criteria tree.
Changing the Search Conditions To change the search operator for specific criteria: 1 Click Show Criteria... if PageKeeper Find is not already expanded to show the criteria tree. The PageKeeper Find window expands to display a tree view of all the criteria you have entered so far. Drag an item under the desired search operator. Search criteria are listed in the criteria tree. Finding Documents 2 Select the desired item in the criteria tree and drag it under the desired search operator.
Saving Search Criteria Saving Search Criteria You can save search criteria that you have specified in PageKeeper Find in a search file. This allows you to use the same criteria for future searches without having to specify it all over again. You can also save the criteria you have specified to a Smart Folder, which will reside on the PageKeeper desktop and automatically file documents that fit that criteria.
Saving Search Criteria The Open dialog box appears. 3 Locate and select the search file (*.srh) you want to open. 4 Click Open. The search file opens and loads its search criteria into PageKeeper Find. To save search criteria to a Smart Folder: 1 Open PageKeeper Find and specify the desired criteria. 2 Choose Save Search to Smart Folder... in the File menu. Or click the Save Search to Smart Folder button in the Standard toolbar. The Save As Smart Folder dialog box appears.
PageKeeper Find Options PageKeeper Find Options This section describes the search options you can select in each PageKeeper Find tab, including: • Content Tab • Properties Tab • Image Tab • Look in Tab By default, all search criteria are entered under a should search condition. This means that PageKeeper will retrieve documents that contain the specified criteria, but will not require that criteria if other criteria are satisfied. See “Changing the Search Conditions” on page 77 for more information.
PageKeeper Find Options Stopwords are insignificant words such as and or the. PageKeeper ignores stopwords during a search, so try to use words that are more descriptive about the information you are seeking. For other tips on entering text, see “Entering Search Text” on page 72. Treat text as a phrase Select Treat text as a phrase if you want to require that all search words be found in their exact order. This excludes stopwords such as and, on or the, which are ignored during a search.
PageKeeper Find Options Look for words in Select the areas within which you want PageKeeper to search for text. All text includes document content, Post-it® Notes, and keywords. Post-it® Notes are text annotations you can attach to documents in PageKeeper View. Keywords are words you can enter on a document’s properties page. Proximity search Use proximity searching if you want to require that search words be within a maximum number of words of each other.
PageKeeper Find Options If you do not know the exact document name, use an asterisk (*) as a wildcard. For example, you could enter Dave* to find a document named Dave’s Resume. Document type Select the file type of the document you want to find in the drop-down list. Document size Use the drop-down list to specify the way you want PageKeeper to look for file sizes (such as applying a Greater than condition) and then enter the number that you want to use for comparison.
PageKeeper Find Options Image size Select the size (dimensions) of the image document you want to find in the drop-down list. Select Custom size in the list if you want to enter a non-standard image size. Image resolution Select the resolution (dpi) of an image document you want to find by selecting a condition in the drop-down list and then entering the number that you want to use for comparison.
Chapter 6 Technical Information This chapter provides troubleshooting tips and other technical information about using PageKeeper. Please also read the PageKeeper Pro Readme file, which contains the latest information on PageKeeper. To open this file, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents PageKeeper Pro Readme.
Troubleshooting Solutions Troubleshooting Solutions Although PageKeeper is designed to be easy to use, problems may sometimes occur. Many of the on-screen error messages contain selfexplanatory descriptions of what to do — check connections, close other applications to free up memory, and so on. Sometimes that is all the troubleshooting help you will need.
Troubleshooting Solutions • Uninstall and reinstall PageKeeper and Caere Scan Manager. See “Uninstalling PageKeeper” on page 104 for instructions. Low Disk Space Problems Problems may occur if your system runs low on free disk space. Try these solutions for low disk space problems: • Empty the Windows Recycle Bin. • Delete the *.tmp files in the Temp folder located in your Windows folder. • Delete the *.tmp files in the Temp folder located in PageKeeper’s installation folder.
Troubleshooting Solutions Problems Connecting PageKeeper to Your Scanner Try these solutions if you cannot get your scanner to work with PageKeeper. • Make sure the scanner is supported by PageKeeper with your version of Windows 95, Windows 98, or Windows NT. • Make sure Caere Scan Manager is installed and that you selected the correct scanner in it. Please refer to the Scanner Setup Notes for more information. The Scanner Setup Notes PDF file contains the latest information on supported scanners.
Converting Databases for Use in PageKeeper Pro • Resolve low disk space problems. See “Low Disk Space Problems” on page 89 for more information. • Check the TWAIN Scanner Settings tab in Caere Scan Manager if you are using a TWAIN scanner. • Check with the scanner manufacturer to make sure you have the correct driver for your scanner. Converting Databases for Use in PageKeeper Pro PageKeeper Pro 3.0 can convert document databases from these applications: • PageKeeper Standard 3.0 and PageKeeper Lite 3.
Converting Databases for Use in PageKeeper Pro To convert a database for use in PageKeeper Pro: 1 Open PageKeeper Pro. 2 Choose Convert... in the File menu. The Convert to PageKeeper Pro dialog box appears. PageKeeper identifies the databases that it has found on your system and makes them available for conversion. Click this to look for and select a PageKeeper Standard/Lite database manually. Databases that will be converted from respective versions of PageKeeper are shown here.
Converting Databases for Use in PageKeeper Pro PageKeeper Standard and Lite 3.0 Conversions Please read this section before converting a PageKeeper Standard or Lite database to PageKeeper Pro. When you are ready to start conversion, see page 92 for instructions. Important information: • You do not need to have PageKeeper Standard or Lite installed to convert your old database. • You will need free disk space that is approximately 1.5 times the disk space that the current database occupies.
Converting Databases for Use in PageKeeper Pro Expected results after PageKeeper 2.x conversions: • A folder named PageKeeper 2.x Conversion is created on the PageKeeper Pro desktop. All of the documents from your PageKeeper 2.x database are added to this folder with their original PageKeeper names. (The original 2.x folder structure is not preserved.) • Folders for subsequent database conversions are named PageKeeper 2.x Conversion followed by a sequential number.
Keeping Track of Document Changes Expected Results after PaperPort conversions: • A folder named PaperPort Conversion is created on the PageKeeper Pro desktop. All of your PaperPort folders are added to this folder in their original folder structure. Document links remain in their original folder locations. • PaperPort documents are saved as TIFF (Packbits) files. The physical files are saved to a physical folder named PaperPort Documents.
Performing Background OCR on Images Performing Background OCR on Images An image, such as a scanned paper document, does not have editable text characters — it is only a picture. However, PageKeeper’s optical character recognition (OCR) technology can produce editable and searchable text information from images. For example, if you scan a recipe into PageKeeper and perform OCR on it, you can find that recipe by doing a content search on any of its ingredients.
Performing Background OCR on Images Improving OCR Accuracy High OCR accuracy enhances your results when searching for images in PageKeeper. The following are ways to increase OCR accuracy. Select Settings for Higher Accuracy Select a grayscale or color scan mode in PageKeeper’s Scanner settings if you are scanning poor-quality pages, pages with very small type, or pages with text on colored or shaded backgrounds. If you scan in grayscale, select a high resolution as well.
Sending Documents from PageKeeper Sending Documents from PageKeeper If you send documents as mail attachments or to a floppy disk from PageKeeper, you are prompted to make one of the following choices: • Send the document alone • Send the document along with PageKeeper information such as annotations If you send a document with PageKeeper information, a PK Send File (*.stp) is created.
Customizing the Application Toolbar Customizing the Application Toolbar On first launch, PageKeeper looks for the major applications installed on your computer and adds buttons for them to the Application toolbar. You can customize the toolbar by adding applications, deleting applications, and modifying the application properties. Send Fax Print Send Mail Use the application buttons to open documents in different applications.
Customizing the Application Toolbar 3 Make selections on the screen and click Next. The next screen appears. Select the specific files types that the application can open. This list is based on the document types you selected in the previous screen. 4 Make selections on the screen and click Next. The final screen appears. Select the file type you want to convert documents to if the application cannot open them as is. 5 Make a selection on the final screen and click Finish.
Document Thumbnails Document Thumbnails The following are examples of thumbnails you may see in PageKeeper. Thumbnail Description PageKeeper is in the process of adding a document. The document was added successfully and is fully supported by PageKeeper. (Thumbnails of fullysupported documents will look like the first page of the documents. Thumbnails are proportional to the size of the documents they represent.) An icon above a thumbnail indicates the document type.
Checking PageKeeper Jobs Checking PageKeeper Jobs When you scan or add documents to PageKeeper, they are put into a processing queue. This queue is managed by the PageKeeper Jobs application, which runs in the background. You normally do not need to display PageKeeper Jobs. However, you may want to check on the status of jobs if you are adding many documents at once or if you are experiencing problems. To display PageKeeper Jobs: 1 Locate the PageKeeper Jobs icon in the Windows taskbar.
Checking PageKeeper Jobs You can restart PageKeeper Jobs in the following ways: • Click Start in the Windows taskbar and choose Programs StartUp PageKeeper Jobs. • Restart your computer. • Scan or add a document to PageKeeper. To cancel a job: 1 Display PageKeeper Jobs. See page 102 for instructions. 2 Click a job to select it. 3 Choose Remove Job in the Jobs menu. The job disappears from the list and will not be processed. 4 Choose Hide Jobs in the Jobs menu to hide PageKeeper Jobs.
Uninstalling PageKeeper Uninstalling PageKeeper Sometimes uninstalling and then reinstalling PageKeeper and Caere Scan Manager will solve a problem. To uninstall from Windows NT, you must be logged in with administrator privileges. To uninstall PageKeeper: 1 Exit PageKeeper. 2 Click Start in the Windows taskbar and choose Settings Control Panel. 3 Double-click Add/Remove Programs. 4 Select PageKeeper Pro and click Add/Remove.
Uninstalling PageKeeper If you are going to delete PageKeeper’s installation folder and subfolders, make sure the folders do not contain any documents you want to keep. Move documents you want to keep to another folder location first. To uninstall Caere Scan Manager: 1 Exit PageKeeper. 2 Click Start in the Windows taskbar and choose Settings Control Panel. 3 Double-click Add/Remove Programs. 4 Select Caere Scan Manager and click Add/Remove.
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Index Numerics 3M’ Post-it® Software Notes see Post-it® Notes A Accuracy of OCR 97 Adding documents to PageKeeper 40 automatically with Folder Watch 45 by scanning 41 from disk 44 from the World Wide Web 47 shortcuts for 45 thumbnail indicating problems 101 ADF automatic scanning with 43 scanner settings for 18 Annotating documents 62 sample exercise 31 with freehand scribbles 63 with highlighting 63 with lines 63 with Post-it® Notes 62 Annotations creating 62 deleting 64 finding in PageKeeper View 61 samp
PageKeeper Standard or Lite conversions 93 PaperPort conversions 94 pkdatapath folder 104 Deinstalling the software 104 Deleting annotations 64 documents and folders 54 search criteria 77 Desktop My Folders 9, 14, 49 Discarding old documents 73 Disk space increasing 89 required 6 Displaying search results 71, 73 Displaying thumbnails 40, 101 Document dates, searching for 85 Document files, adding to PageKeeper 44 Document names, searching for 84 Document sizes, searching for 85 Document thumbnails 101 Docum
L Launching PageKeeper 9 Line annotations 63 Links to source documents 44 Loading presaved search criteria 80 Locating search words in PageKeeper View 73 Low disk space problems 89 Low memory problems 89 see OCR Options for annotations 64 Options dialog box 17 Options for PageKeeper Find 82 Organizing documents 49 to 55 Organizing documents automatically 56 Original document files 44 M Mailing documents 68 Managing documents, introduction to 11 Marking up documents with annotations 62 Match uppercase lett
with an ADF 43 with the PK Scan button 42 Scribble annotations 63 Search conditions changing for specific criteria 79 changing the default search operator 78 default 78 described 77 Search criteria changing the condition for 79 defined 70 deleting 77 modifying 76 PageKeeper Find options 82 reusing 73 saving to a search file 80 saving to a Smart Folder 81 specifying multiple 74 Search files opening 80 saving 80 Search operators 77 Search options 82 Content tab 82 Image tab 85 Look in tab 86 Properties tab 84
Windows NT and virtual memory 89 memory requirement for 6 Word matching 83 Word-processing documents, adding to PageKeeper 44 Words or phrases, entering 82 World Wide Web see Web 111
112 Index
