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C O N T E N T S Welcome to PaperPort 5 Installing and Activating PaperPort Registration Learning PaperPort Technical Support What’s new in PaperPort 10? 5 6 6 7 8 Getting to Know PaperPort 11 The PaperPort desktop PaperPort items The Folders pane PaperPort item thumbnails PaperPort page thumbnails Two-part desktop The Page View window 11 12 12 13 15 15 16 Acquiring Items 17 Scan to the PaperPort desktop Set up your scanner with PaperPort Print to PaperPort Capture web pages Add PaperPort folders
Annotating Pages Annotation tools 24 Filing Items 24 Finding Items Find items by their properties Find words in an item Add items to the All-in-One Search index Use the All-in-One Search pane Use PDF Searchable Image Schedule indexing tasks 25 26 26 26 27 27 28 28 Sharing Files 29 Sending Items to Other Programs 30 Use OmniPage with PaperPort Customize the Send To bar Adjust Send To options Converting Items Convert items to image formats Convert images to text Contents 23 Protecting Items Ad
Welcome to PaperPort Welcome to the ScanSoft® PaperPort Getting Started Guide. PaperPort® provides the easiest way to turn paper into organized digital documents that everybody in an office can quickly find and use. PaperPort works with scanners, multifunction printers, and networked digital copiers to turn paper documents into digital documents. It then helps you to manage them along with all other electronic documents in one convenient and easy-to-use filing system.
Registration Registration enables you to take full advantage of ScanSoft product support and to receive notifications of product updates. When you finish installing PaperPort, you are prompted to register online. If you want to update your registration information, you can always go to the ScanSoft, Inc. web site at http://www.scansoft.com. Learning PaperPort This guide introduces you to PaperPort and shows you how PaperPort can help you manage your information.
Technical Support ScanSoft offers both complimentary and fee-based technical support options designed to meet your individual needs. Our services offer person-to-person telephone and e-mail technical support. We also offer self-service, 24-hour access to our Knowledge Base. Visit http://www.scansoft.com for information about your support policy, local support contacts, and product updates. Before contacting ScanSoft, be sure to read the user documentation and review the Release Notes.
What’s new in PaperPort 10? PaperPort 10 includes a number of valuable new features to help you manage your documents. Page thumbnails See page thumbnails for your multi-page items, both in Desktop view and in the PageViewer. Get a better overview of your documents – find, handle and reorder pages quickly. Scanner Enhancement Technology tools Improve your image items with the SETTM tools – now accessible directly from your PaperPort desktop by right-clicking on any image file.
Extended shortcut menus Find far more functionality when right-clicking an item – be it a file or a folder. Greater flexibility with stacking and unstacking PaperPort now provides greater choice for stacking together desktop items of different file formats and offers more options in unstacking.
Fully-featured PDF creation The latest ScanSoft PDF Create! product is included, letting you create more compact higher-quality 1.5 version PDF files. Files created from any text application are searchable and editable. Create PDF files from PaperPort or any print-enabled application on your system, with precise control over compression, font embedding, password protection, watermarking and more.
Getting to Know PaperPort This section introduces you to the different parts of PaperPort. Refer to the PaperPort Help for detailed information about all these topics. The PaperPort desktop The PaperPort desktop appears with the Folders pane when you first start the program. It displays your documents, as well as the tools you can use to manage them. PaperPort offers all the tools necessary to organize, find, and use documents and images.
PaperPort items The documents and photographs you acquire in PaperPort are called items. There are two types of items: image items and text items. Image items are scanned documents, photographs, and other digital items in an image format, such as PDF, JPEG, TIFF, or PaperPort Image (.max). You create image items from documents, photographs, line art, or other items that you scan, copy, or bring in to the PaperPort desktop. Text items are documents that contain editable text, such as Word (.
The My PaperPort Documents folder contains several subfolders whose names – such as Articles, Business Cards, Photographs, and Receipts – illustrate the different ways you can organize your items in PaperPort. The Samples folder contains sample documents and photographs to help you get started using PaperPort. When you have acquired your own PaperPort items, you do not have to use the My PaperPort Document folder to store them. You can add other local and network folders to PaperPort's Folder View.
Each item thumbnail appears with an icon that identifies the program in which it was created or is currently associated. This makes it easy and convenient to quickly see and find all different types of items on your computer. Click on a thumbnail to see image attributes. A small icon indicates that the Read-only attribute is set for that item. A small icon indicates that the image has annotations. Multi-page image items show to let you scroll through the pages even with the Page Thumbnails pane closed.
PaperPort page thumbnails The Page Thumbnails pane on the PaperPort desktop and in PageViewer displays thumbnails for multi-page image items. Select a multi-page item, then click the Page Thumbnails button or use the View menu. Page-level operations can be done quickly without having to open the files – these are available for PDF files (both on the PaperPort desktop and in PageViewer) and MAX files (desktop only). In the pane you can: • Enlarge or reduce thumbnail size.
Function pane showing page thumbnails Active Workspace Desktop split Inactive Workspace Function pane showing folders Send To bar The Page View window The Page View window allows you to take a closer look at your items and to touch up and annotate them. You can also enlarge or reduce the view for easy reading. Use the SET tools to enhance the current page image. Use the Page Thumbnails pane to edit your document at page level.
Acquiring Items There are many ways to bring images and documents into PaperPort so that you can use PaperPort’s viewing, editing, annotation, indexing, OCR, and file management tools. For example, you can: • Scan photos, pages, and other images on a scanning device. • Add folders to PaperPort that already contain images and documents. • Capture snapshots of web pages. • Import files from other programs on your computer. • Print documents from other programs to the PaperPort desktop.
PaperPort makes it easy to scan pages as separate items or as a multi-page item. To scan and collate two-sided pages on your ADF scanner, flip the pages when prompted, click Scan Other Side, and PaperPort will automatically scan and collate the pages in the correct order. You can also use a high-speed, networked scanner to scan items to a networked folder and then add the folder to PaperPort. Use DesktopDelivery (available in PaperPort Professional 10) to monitor folders for incoming scanned images.
Capture web pages You can use Web Capture to capture web pages on the Internet as PaperPort Image items or PDF Image items on your PaperPort desktop. These items function as convenient pointers to your favorite web sites. Once you capture a web page, you can perform a variety of activities. For example, you can: • View the page. • Save the page for archive purposes. • Go to the actual web page on the Internet (PaperPort Image item only). • Index the content of captured web pages.
Use DesktopDelivery DesktopDelivery (PaperPort Professional 10 only) monitors network or local folders for incoming files of specified types (PDF, TIFF, JPEG and MAX). It can also monitor e-mail folders for attachments. It imports these files to specified PaperPort DesktopDelivery folders (i.e. PaperPort folders designated to receive files from a monitored folder outside PaperPort). Right-click on any PaperPort folder and select DesktopDelivery from the shortcut menu.
Touching Up Images When you display an image item in the Page View window, PaperPort provides several tools you can use to adjust or improve your image. For example, you can straighten a scanned page, lighten an underexposed photograph that is too dark, adjust the color in a color picture, remove “dirt spots” from a document page, or sharpen fuzzy pictures. In addition, you can rotate an item, remove stray dots, enhance lines, remove red eye, and crop part of an image.
Remove part of an image When you want to save or work with only part of a page or image, you can crop the image or you can erase the part that you do not want to use. Use the Selection tool to define the part you want to keep and then use the Crop tool to remove the remainder. Select the Eraser tool to erase the area of the image that you draw over with the pointer. Remove stray dots Scanned images sometimes include stray dots or “speckles”.
Using PaperPort’s annotation tools, you can add notes and text, highlight text, draw lines and arrows, or stamp a picture onto an image item. It is easy to send a document with annotations to people without PaperPort by using the PDF Image format. The recipient only has to double click on the e-mail attachment they receive from you and they will see the document in Adobe Acrobat – annotations intact.
Protecting Items In PaperPort Professional 10, you can adjust the security level of your PDF files (supported up to format 1.5). When you create a new PDF from existing ones (for example, by copying a thumbnail of a page onto a Workspace) its security settings will be the same as those of the original one. Newly created PDF files will be generated according to the default PDF security settings in PaperPort, as specified under the Tools menu. There are two types of passwords in the program.
The Back button makes it easy to step through the ordered history of folders you recently visited one by one – functioning similarly to Internet Explorer – enhancing quick backward navigation for both Workspaces independently of each other. Add search criteria to items You can assign item properties to PaperPort Image items and PDF files, and then use the properties as search criteria to find items in PaperPort.
Finding Items PaperPort provides features to help you find your PaperPort items. You can quickly find an item by visually browsing through thumbnails on your PaperPort desktop. When you have many folders and items, PaperPort provides more powerful capabilities with All-in-One SearchTM. All-in-One Search provides many options for specifying where and what to look for when finding an item, including indexed text content. The information you want to find is referred to as search criteria.
Add items to the All-in-One Search index The All-in-One Search index uses PaperPort’s OCR software to extract and copy textual content from your items, and creates a database of the words or phrases in those items, much like the index of a book. Item properties, such as name and author, are also added to the index. Although creating an index is time consuming, searching for items in the index may be much faster than searching file by file.
Use PDF Searchable Image In addition to using PaperPort’s proprietary search and indexing capabilities, you can also create PDF Searchable Image files that can be indexed and searched outside of PaperPort. PDF Searchable Image is a flavor of PDF. A PDF Searchable Image file contains a bitmapped image of a document or graphic with textual content stored as hidden text.
Sharing Files PaperPort provides many tools to make it easy for you to share files, images, and documents with friends, colleagues, and business associates. These tools are built-in to the program and are readily available on toolbars, menus, and command bars for quick access whenever you need them. To help you share your items with others, PaperPort makes it easy to: • E-mail items to others, simply by dragging the items to your favorite e-mail program on the PaperPort Send To bar.
Sending Items to Other Programs Drag and drop functionality makes opening your files in your favorite programs a snap. Simply choose the file you want and drop it onto the program icon on the Send To bar at the bottom of the PaperPort desktop. Common office tasks like e-mailing and faxing are now faster than ever. The Send To bar makes using scanned documents in other applications easier by automatically translating the document into a form that the receiving application can understand.
With OmniPage you can: • Instantly convert paper into usable Microsoft® Office documents. • Turn PDF files into editable documents while retaining their layout. • Create unlimited searchable PDF files for electronic archives. • Automatically process images from network MFPs and scanners. • Scan and convert documents into XML, PDF, TIFF and more. • Share documents using e-mail, Web, XML and e-Books. • Use OmniPage workflows for instant but effective control over document conversions.
If you have OmniPage Pro 14 or above on your system, use the Send To options for the OmniPage Workflows link to choose a workflow. To e-mail an item, simply drag and drop the item to your e-mail program on the Send To bar. Use the e-mail link options to specify the file format of the attachments and other options.
Converting Items Using PaperPort, you can convert scanned documents and text items to image formats, and convert images back to text. Convert items to image formats You can convert scanned documents and text items to image formats. The Save As command allows you to save image items to any of a variety of standard image formats including PDF, JPEG, and TIFF, as well as the native PaperPort Image format (.max). You can convert text items and image items to PaperPort Image items (.
Filling Out Scanned Forms FormTyperTM is a PaperPort program that enables you to fill in forms, such as insurance forms, registration cards, and medical forms, that you scan to the PaperPort desktop. You simply drag a form from the PaperPort desktop to the FormTyper program on the Send To bar. FormTyper automatically analyzes the form, recognizes the blank areas in which data can be entered, and creates blank fields for the data.
Creating PDF Documents PDF (Portable Document Format) files are often classified into three different types, commonly called flavors: • PDF Image • PDF Searchable Image • PDF Formatted Text & Graphics You can create one or more of these PDF flavors, depending upon your version of PaperPort software. Refer to the PaperPort online Help for additional details.
Using ScanDirect ScanDirectTM is a PaperPort program that enables you to scan items and send them directly to PaperPort or other programs on your computer without first running PaperPort. ScanDirect runs as a separate program from the Windows Start Menu and displays the ScanDirect bar. Using ScanDirect, you can scan an item and immediately send the item to either: • A program on the ScanDirect Send To bar – Icons on the ScanDirect bar represent the programs that are linked to PaperPort and to ScanDirect.
