Getting Started Guide
L E G A L N O T I C E S Copyright © 2009 Nuance Communications, Inc. All rights reserved. No part of this publication may be transmitted, transcribed, reproduced, stored in any retrieval system or translated into any language or computer language in any form or by any means, mechanical, electronic, magnetic, optical, chemical, manual, or otherwise, without prior written consent from Nuance Communications, Inc., 1 Wayside Road, Burlington, Massachusetts 018034609, U.S.A.
C O N T E N T S 5 Welcome to PaperPort Installing PaperPort Activating PaperPort Registration Learning PaperPort Technical Support What’s new in PaperPort 12? 5 6 7 7 8 9 12 Getting to Know PaperPort The PaperPort desktop The PaperPort Ribbon PaperPort items The Folders pane PaperPort item thumbnails PaperPort page thumbnails Two-part desktop The Image View window Customizable Quick Access Toolbar PDF Viewer Plus 21 Acquiring Items Scan to the PaperPort desktop Set up your scanner with PaperPort Usin
Annotating Pages Annotation tools 30 30 Protecting Items 32 Filing Items 32 Add search criteria to items 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 34 35 35 36 36 37 38 38 Sharing Files 39 Sending Items to Other Programs 40 Use OmniPage with PaperPort Customize the Send To bar Adjust Send To options Converting Items Convert items to image formats Ass
Welcome to PaperPort Welcome to the Nuance® PaperPort® Getting Started Guide. It is supplied as a PDF file, suitable for use with screen readers. If you print it to paper, we recommend double-sided printing with two pages per sheet. 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.
PaperPort installation comprises three elements that are installed in a single process: • • • PaperPort program (includes ImageViewer, Scan Direct and Wizard) PDF Viewer Plus (in PaperPort Professional this includes PDF Create.) PaperPort image printer. PDF Viewer Plus is not installed if the top-line Nuance product PDF Converter Professional is detected on the computer (version 5.3 or above) because it provides all the functionality of PDF Viewer Plus, and much more additionally.
entered, no user interaction is required and no personal information is transmitted. Manual activation requires interaction and the two programs must be activated separately. If you do not activate the product at installation time, you will be invited to do this each time you invoke the program. PaperPort 12.0 and the PDF Viewer can be launched only five times without activation.
Additional technical support, including technical notes, software updates, product information and product support issues and more is available also from the PaperPort Help ribbon. PDF Viewer Plus, and also PDF Converter Professional, have their own help systems that include guidance on PDF creation. Using release notes PaperPort Release Notes provide important information about this release of the program.
CD-ROM drive for installation, or suitable web access for download Web connection (with IE 6 or above) for activation and web updates Performance and speed will be enhanced if your computer’s processor, memory, and available disk space exceed minimum requirements. This is especially true when handling very large color image and PDF files. What’s new in PaperPort 12? PaperPort 12 includes a number of valuable new features to help you manage your documents.
Searchable PDF files are now available through Scanner Profiles, through a right click ‘Save As’ operation on the PaperPort Desktop, or directly in PDF Viewer Plus. This makes the content of your scanned paper documents or image files accessible to search engines such as Windows Desktop Search or Google. Tab-and-ribbon User Interface PaperPort 12 is now easier to use because all the program features are presented on a set of tabbed ribbon style toolbars with controls placed in functional groups.
The following advanced features are available only in PaperPort Professional 12: Folder Management You can now automatically create multiple folders by importing a list of folder names from a text file. This option is available when you right-click on any folder. See the Help topic ‘About PaperPort folders’ for the required syntax.
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 the documents in the chosen folder as thumbnails and provides tools to manage them. PaperPort offers all the tools necessary to organize, find, and use documents and images.
The PaperPort Ribbon PaperPort 12 and ImageViewer have a modernized tab and ribbon interface. The main elements are: 1. The PaperPort button 2. Quick Access Toolbar (see page 20) 3. Tab 4. Ribbon associated with the tab 5. Group inside the ribbon 6. Button within the group 7. A button drop-down list. PaperPort items The documents and photographs you acquire in PaperPort are called items. There are two types of items: image items and text items.
You can use any flavor of PDF file: PDF Image, PDF Searchable, and PDF Formatted Text and Graphics (PDF Normal) with PaperPort. PDF files by default open in PDF Viewer Plus or (if available) PDF Converter Professional. These Nuance programs are optimized for handling, annotating and editing PDF files. Go to Options > Desktop to change this behavior. You can open PDF Image or PDF Searchable files in ImageViewer in order to use the SET tools to improve the quality of PDF-image only items.
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. You can also delete the My PaperPort Documents folder, but your PaperPort structure must contain at least one folder. To show or hide the Folders pane, click the Folders button on the Desktop ribbon. With the desktop split, Folders panes can be displayed for each Workspace.
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 the 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.
PaperPort page thumbnails The Page Thumbnails pane on the PaperPort desktop and in ImageViewer displays thumbnails for multi-page image items. Select a multi-page item, then click the Thumbnail button on the Desktop ribbon. Page-level operations can be done quickly without having to open the files. The first three items listed below are available for all image files.
You can also bookmark the Workspaces of your choice by using the Bookmark Workspace command from the Desktop menu. To manage them, use the Organize Bookmarks command. Getting to a frequently used Workspace is just a mouseclick away, since they are all displayed in the same list.
The Image View window To view an image item in the Image View window, double-click its thumbnail in Desktop view, or choose Open with Image View on the Desktop ribbon or from its shortcut menu. By default PDF files appear in PDF Viewer Plus, not in Image View. The Image 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.
Customizable Quick Access Toolbar PaperPort’s buttons are placed on different ribbons according to their functionality. You can place frequently used buttons on the Quick Access Toolbar in PaperPort and also in ImageViewer. Right-click within the ribbons area and choose Customize Quick Access Toolbar.
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. • • • Acquire photos from a digital camera. Add folders to PaperPort that already contain images and documents. Import files from other programs on your computer. Print documents from other programs to the PaperPort desktop.
When the scan is complete, you will see your item on the PaperPort desktop. If your scanner does not use a TWAIN or WIA device driver, use the program that came with your scanner to scan items. Then, copy or move the scanned items to PaperPort. Refer to the PaperPort Help for more information about scanning. PaperPort makes it easy to scan pages as separate items or as a multi-page item.
Scan profile panels have the following tabs: • • • • Profile: displays the currently used scan profile. SET: define what enhancements you would like to run automatically. Output: set file format and automatically suffixed file names. Scan: adjust scan settings: mode, resolution, size, orientation, filter color, brightness and contrast In PaperPort Professional 12, you can also add new profiles, or remove existing ones.
Once you capture a web page, you can view it, archive it, go to the actual web page on the Internet (MAX items only), or index the content of captured web pages. This program is installed along with PaperPort, but is not integrated into it. Go to the program folder and run PPwebcapture.exe. It functions only on the Windows XP operating system. A short help file is available at the same location.
Use DesktopDelivery DesktopDelivery (PaperPort Professional 12 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 Image 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, clear shadows and spots from page edges, or sharpen fuzzy pictures.
Enhance an image You can manually adjust your image using the Enhance tool. It lets you change brightness, contrast, color and tint values and choose the best result from nine candidates, as shown on page 29. Sharpen an image Select the Sharpen tool to adjust the sharpness of a blurry picture or blur a sharp image for special effect. Remove red eye The Remove Red Eye tool helps you to remove the red-eye effect from a selected part of a picture.
Set black point Apply current black and white points Click this tool, then click on a dark color in the image that will become the black point. The colors chosen for the new white and black points are displayed on the Status bar. Click this tool to apply the new black and white points to the current image. If the result is not acceptable, undo your changes and pick new values.
Enhancing Images Manually Choose Enhance from the Page ribbon in Image View to receive nine candidate variants of your picture. Adjust brighness and contrast, color, or tint, then double-click the desired image. It is placed in the center and becomes the new original. The first original remains and can be reset.
Annotating Pages PaperPort includes a collection of annotation tools that allow you to mark up scanned documents with information you would like to keep with that document. PDF files are best annotated in the supplied Nuance PDF product. PaperPort Image (.
Use the following commands in PDF Viewer Plus: Hand Select this tool and click in an annotation to move, cut, copy, or resize it on the page. Double-click on a note or text box to edit its text. Right-click on a selected annotation to change its status or properties. Note Want to give yourself a reminder? Select the Note tool and add a resizable note much like a sticky note that you write on and then stick on paper documents. You can shrink the note to an icon. Right-click to access note properties.
Protecting Items In PaperPort Professional 12, you can adjust the security level of your PDF files (supported up to format 1.7). 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 on the Item ribbon. 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. You can add notes to folders that are relevant to their content. A customer name, telephone number, date of birth, project ID, e-mail address are typical examples.
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. PaperPort also allows you to assign the same keywords to multiple items at the same time, providing a powerful tool for organizing and locating similar documents and images.
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 Search. All-in-One Search provides many options for specifying where and what to look for when finding an item, including indexed text content. This information is referred to as search criteria.
Find words in an item To search for words within an item, you need to add the item to the All-in-One Search index and select Use All-in-One index. When you search using the index, you can find items that have been indexed by their properties, or text content, or both. Specify search limits: • all files in current folder but not its sub-folders • current folder plus sub-folders • all PaperPort folders and sub-folders.
If you prefer, you can manually update the All-in-One Search index for all items, a single item, or all items in one or more folders. It is good practice to update the All-in-One Search index on a regular basis to shorten the length of time required to complete the process. Use the Index Manager in PaperPort Professional 12 to create and schedule indexing tasks on a regular basis. For quick access to your regular indexing processes, launch the Index Manager directly from the All-in-One Search pane.
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 is a flavor of PDF; it contains a bitmapped image of a document or graphic with textual content stored as hidden text.
For new tasks you can set which folder to browse (local or network) with subfolders included or excluded, set timing and recurrence (duration, pattern and range), activate and deactivate a task, pause its completion, or skip a task occurrence. In the program settings dialog box, you can specify how and when the Index Manager should stop. Sharing Files PaperPort provides many tools to make it easy for you to share files, images, and documents with friends, colleagues, and business associates.
In addition, you can convert items to popular output formats for shared use in numerous other programs. To obtain a list of all supported program links, visit PaperPort at the Nuance web site at www.nuance.com. 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.
Use OmniPage with PaperPort If PaperPort exists on a computer with OmniPage, its OCR services become available and amplify the power of PaperPort. You can choose an OCR program by right clicking on a text application's PaperPort link, selecting Send To Options and then selecting OmniPage as the OCR package, instead of the always available PaperPort OCR. With OmniPage you can: • Instantly convert paper into usable Microsoft Office documents.
Adjust Send To options You can tune Send To options to specify how you want to use a certain program on the Send To bar. For example, you can specify the file format in which PaperPort will save an item. If you have the professional version of OmniPage 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.
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 (.
The original items remain in their original file types. Combining usually takes more time than stacking because of PDF generation. PaperPort Professional can additionally combine text items. To convert a text item, the application that created it must be available on your system. Convert images to text You can convert scanned documents to text by a simple drag and drop of the thumbnail to your word processor program.
underlines each field in color. FormTyper can detect edit boxes and checkmarks. Now, you can quickly type and tab to each field. You can also quickly reposition fields, insert new fields, and remove fields as necessary. After you enter data and complete the form, save the form to the PaperPort desktop so that you can print or e-mail the form in its entirety with its completed data. If you have a pre-printed form, use the Print Only Fields tool to print your responses directly onto the form.
You can create one or more of these PDF flavors, depending upon your version of PaperPort software. Refer to the PaperPort 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.
Uninstalling PaperPort For a full uninstallation, three PaperPort components should be removed, one after the other, in any order. The components are PaperPort 12, PaperPort Image Printer and PDF Viewer Plus. Removing only the image printer and/or the PDF Viewer will cause PaperPort to function incorrectly. 1. Select Add/Remove Programs from the Control Panel. 2. Select Nuance PaperPort 12.0. 3. Click Remove to uninstall the program. 4. Repeat this for the remaining components. 5.
