Getting Started Guide
L E G AL N O TI CE S Copyright © 2011 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 01803-4609, U.S.A.
C O NT E N T S Welcome to PaperPort 5 Installing PaperPort Activating PaperPort Registration Learning PaperPort Using this Guide Technical Support Minimum System Requirements What’s new in PaperPort 14 Key features Getting to Know PaperPort 6 7 7 8 8 9 9 10 11 14 The PaperPort desktop The PaperPort Ribbon PaperPort items The Folders pane PaperPort item thumbnails PaperPort page thumbnails Two-part desktop Bookmarks The Image View window Customizable Quick Access Toolbar PDF Viewer Plus Acquiring Ite
Annotating Pages 36 Annotation tools 36 Protecting Items 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 Schedule Indexing Tasks Sharing Files Connecting to the Cloud Sending Items to Other Programs Customize the Send To bar Converting Items Convert items to image formats Stacking documents Combining documents Convert images to text Filling Forms PDF File Support Creating PDF Docume
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.
Installing PaperPort You can install PaperPort from a CD, a DVD, or from the Web. The installation program provides easy step-by-step instructions. Follow the guidance on each screen to install the software. Installation and un-installation require Administrator rights.
Install all Nuance PDF button and menu application add-ins This choice appears only in PaperPort Professional. It places a Nuance PDF ribbon or toolbar in Microsoft Word, Excel, PowerPoint, Outlook and Internet and Windows Explorer and Corel WordPerfect, allowing PDF Create to make PDF files from the current document or mail attachment or web page. Go to Control Panel Add/Remove programs to later enable or disable these add-ins individually.
Learning PaperPort This guide introduces you to PaperPort and shows you how PaperPort can help you manage your information. Additional sources of information to help you learn how to use PaperPort include a comprehensive Help system, the How-toGuides, Release Notes, and the Nuance web site. Access these from the Help ribbon. Using this Guide This guide is written with the assumption that you know how to work in the Microsoft® Windows® environment.
Technical Support Nuance 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.nuance.com for information about your support policy, local support contacts, and product updates. Before contacting Nuance, be sure to read the user documentation and review the Release Notes.
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.
Bookmark Web Pages In addition to the ability to bookmark workspaces, PaperPort Professional allows favorite web pages to be bookmarked so they can be accessed with a single click. The bookmarks supplied with your default browser also appear in PaperPort. Windows Shortcut menu inside PaperPort Choose at installation time whether to allow the Windows shortcut menu for files of particular types to be available in the item’s PaperPort shortcut menu.
Fill and e-mail PDF forms and create new ones, either from scratch or using FormTyper in PDF Viewer Plus to instantly make any static form fillable. It uses Logical Form RecognitionTM technology to detect the form elements and also allows their properties to be managed efficiently. Searchable PDF files are available through Scanner Profiles, through a right click ‘Save As’ operation on the PaperPort Desktop, or directly in PDF Viewer Plus.
The following advanced features are available only in PaperPort Professional: Folder Management You can 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 14 and ImageViewer have a modern tab and ribbon interface. The main elements are: 1. The PaperPort button 2. Quick Access Toolbar (see page 24) 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. 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. Use PaperPort to view non-PaperPort items that reside on your computer.
The Folders pane The Folders pane presents a hierarchical view of your PaperPort folders, similar to the view you see in Windows Explorer. Use the Folder Tools to access its commands quickly. PaperPort installs a PaperPort folder named My PaperPort Documents into your My Documents folder. If you are using a multi-user system, each user has their own My PaperPort Documents folder.
The Folder Manager lets you rename, remove and reorder the top-level folders it manages. This does not affect the names, locations or existence of those mapped folders in your computer. Sub-folders that you rename or reorder which were not added using the Folder Manager are really renamed or moved in your system. Deleting folders Any sub-folder in PaperPort can be deleted using its shortcut menu or the Delete key. This means it disappears from PaperPort and also from your computer's disk system.
PaperPort shows large, clear thumbnails of all your documents and photos, including: • Scanned pages and photos • Photos from your digital camera • Image files in formats such as BMP, TIFF, JPEG, GIF, and MAX (read-only) • Microsoft Word, PowerPoint®, Excel®, Word PerfectTM , and other documents created in popular software programs • PDF documents • PDF Image items • HTML documents Each item thumbnail appears with an icon that identifies the program in which it was created or is currently associated.
• Double-click a thumbnail to view the item. • Press the Ctrl key and double-click a thumbnail to open the item in its source program. • Right-click a thumbnail to display the item’s shortcut menu. • Drag a thumbnail to the Send To bar to send a copy of the item to another program. Using item thumbnails on the PaperPort desktop, you can also easily combine individual PaperPort Image items or PDF Image items into multipage items.
The following operations are available for PDF files, on the PaperPort desktop or in PDF Viewer Plus: • Copy, paste, cut, delete and reorder pages. • Insert new pages at a certain location in the document. • Append new pages at the end. The Page Thumbnail view of a secure PDF is only available by supplying its password. Two-part desktop When you first start PaperPort Professional, the desktop appears split into two Workspaces – top and bottom.
You can also bookmark favorite web pages, using the Web bookmarks in the Extras group of the Tools ribbon. The delivery bookmarks in your default browser are already added, select a new web page and click the button to bookmark it.
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. • • Import files from other programs on your computer. • • Print documents from other programs to the PaperPort desktop. • • • Acquire photos from a digital camera. Add folders to PaperPort that already contain images and documents.
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.
Using Scan Profiles PaperPort comes with scan profiles optimized for typical scanning tasks. Choose Black and White, Grayscale or Color Document, Color Photograph, Color Searchable PDF Document, or Color PDF-MRC High Compression. Scan profile panels have the following tabs: • • • • Profile: Displays the currently used scan profile. SET: Define enhancements to be run automatically. Output: Set file format and automatically suffixed file names.
Capture web pages Capture web pages from the Internet and save them as PDF items on the PaperPort desktop. This Web Capture program is installed with PaperPort, but is not integrated into it, since it functions only on the Windows XP operating system. Go to the program folder and double-click PPwebcap.exe. It places an icon on the system tray; use its shortcut menu to access settings (for instance to specify PDF image or PDF searchable) and to capture web pages – either whole pages or the visible area.
Refer to the PaperPort Help for more information about adding and using PaperPort folders. Use Folder Notes to assign the same file information to all PDF files arriving in a folder of your choice through scanning or DesktopDelivery. Use DesktopDelivery DesktopDelivery (PaperPort Professional 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.
Import pictures from your camera To bring digital photos on the PaperPort desktop, first plug your camera in. If your device is displayed as a drive you can start acquiring your files. If your camera does not support this kind of operation, and its driver is installed properly, its TWAIN or WIA interface will display enabling you to import images from it. Do not edit the images on your camera in place – not all editing produces the desired result first time.
Scanner Enhancement Technology tools The availability is shown like this: P = Image View or ImageViewer (Page ribbon) to change the current page only. PI = Also on PaperPort desktop (Item ribbon) to change all pages in selected item(s). PM = Also in PaperPort desktop shortcut menu to change all pages in selected item(s). PS = Also available in a Scanning Profile to modify all incoming images.
Enhance an image (P) 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 33. Sharpen an image (P) Select the Sharpen tool to adjust the sharpness of a blurry picture or blur a sharp image for special effect. Remove red eye (P) The Remove Red Eye tool helps you to remove the red-eye effect from a selected part of a picture.
Invert colors Use this tool to change the image to inverted color values. (PMI) Convert color Use this tool to change color images to grayscale, halftone or black-and-white. (PMI) Punch-hole removal Remove hole marks from page sides, replacing them with the background color. (PMIS) Auto-Crop This tool crops images according to pixel settings you provide. (PMIS) Black border cleaning This tool removes scanning shadows from page margins.
N ew po bl in ac t k de fa ul t de fa ul t N ew po w in hit t e A typical use for this is to remove a shaded gray background in a document you want to OCR. Select one of the darker gray pixels from the background and apply it as the white point. Then the background will become white. Changing black and white points for a color photo will typically increase its contrast, but may also change color values. Before: After: You can apply new black and white points to individual images, as described.
Enhancing Images Manually Choose Enhance from the Page ribbon in Image View to receive nine candidate variants of your picture. Adjust brightness 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. For a wider offering of PDF annotation tools use the supplied Nuance PDF product.
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, 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.
In the Folders pane, you can drag and drop, copy or move subfolders and their content to other subfolders or PaperPort folders, create or delete subfolders; or add Folder Notes. Sharing and Security, and DesktopDelivery adjustments can also be directly made for each folder shortcut menu.
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. This 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.
Using PaperPort Options available from the PaperPort button, you can specify whether you want All-in-One Search to run automatically each time you add a new item or modify an existing item. You can also set how long PaperPort should wait before starting the update process. 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.
To do a file and index search on a single search string, turn on Use All-inOne Index, enter the string in the Containing indexed text edit box, make sure the Name, author, keywords edit box is empty and turn on as many file search checkmarks as desired. The search returns a list of all items that match the search string, either in file contents or file information.
Schedule Indexing Tasks The Index Manager is a PaperPort Professional application designed to create, modify and schedule indexing tasks for a given local or network folder. Indexed files can afterwards be searched with the All-in-One Search. 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.
Access Sharing and Security settings directly from the folder shortcut menu. Access a number of cloud services including Microsoft Live SkyDrive, GoogleDocs, Box.net, FTP sites, and many more. With PaperPort, it is simple to set up a shared folder on a server, web storage sites, or a PC that can act as a central repository for all important office documents.
the two folders remain in synch. A control top-right lets you pause and resume syncronization and to sign out from the Cloud or sign back in. Similar synchronization can be established between mobile devices and the Cloud, thus allowing PaperPort contents to be accessed and supplemented on the move. Nuance Cloud Connector This is a self-standing program delivered with all variants of PaperPort, whose installation is optional.
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. • Automatically process images from network MFPs and scanners. • Scan and convert documents into XML, PDF, TIFF and more. • Share documents using e-mail, Web, Cloud Connector, XML and e-Books. • Use OmniPage workflows for instant but effective control over document conversions.
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 16 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. The Duplicate Item command makes a copy of the item, conserving its original file type.
• Combine into PDF Stack: Each original page becomes one PDF page with no resizing. • Combine into Multi-item PDF Pages, Resize to fit: This resizes the contributing items and always places four original pages onto a single PDF page. • Combine into Multi-item PDF Pages, Maintain original sizes: This places as many original pages onto each PDF page as it can. • Combine into Thumbnail PDF Page: This creates thumbnails of all item pages and fits as many as possible on a PDF page.
FormTyperTM is a PaperPort program that enables you to fill in static 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. The form is converted to PDF if necessary and opened in your Nuance PDF product. FormTyper automatically analyzes the form, recognizes the blank areas in which data can be entered, and creates blank fields for the data.
• ImageViewer (to apply these SET tools in a separate program window) • Program associated with file type (your system application for PDF files) You need to choose the last option if you use version 5 or earlier of PDF Converter Professional as your PDF program. Protected files can be accessed by giving the correct password. Security limitations are respected and can be changed if you can provide the Permissions password.
Extracting text from PDF files The Copy Text command finds text in PDF files and places it onto the Clipboard as plain text, running OCR if necessary. The command View Text does the same, but displays the text in a PaperPort window. You can choose to have these texts stored or not; if not it is regenerated each time the command is used. Send PDF files to word processor programs on the Send To bar. This delivers editable text with a defined level of formatting, using OCR if necessary.
Creating PDF Documents Create PDF Image files from other applications In Desktop > Options > Items choose between PDF Image and PDF Searchable Image. Then open a source file in a suitable application and choose Print, typically from the File menu. Choose PaperPort Image Printer and make print settings, e.g. black-and-white versus color conversion. See the Help topic About the PaperPort print driver and Printing to PDF from other applications.
• from Microsoft Word, Excel, PowerPoint, Outlook or Internet Explorer using a toolbar or the PDF Create menu items or the Nuance PDF ribbon. The Help topic About creating PDF files details all the possible starting points for PDF creation and the available choices. How to Get Help for PDF Create Nuance PDF Create has a comprehensive HTML Help system. Access it through the Help system in PDF Viewer Plus or PDF Converter Professional or through the PDF Create menu in Microsoft Word, Excel or PowerPoint.
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, four PaperPort components should be removed, one after the other, in any order. The components are PaperPort 14, PaperPort Image Printer, PDF Viewer Plus and PaperPort Anywhere. Removing only the image printer and/or the PDF Viewer will cause PaperPort to function incorrectly. Other accompanying programs can be uninstalled or retained, independently of PaperPort (Nuance Cloud Converter, the MAX to PDF Converter and Nuance PDF Create).
Trademarks and Credits Nuance, the Nuance logo, All-in-One Search, DesktopDelivery, FormTyper, OmniPage, PaperPort, Productivity Without Boundaries, ScanDirect, ScanSoft, and SET are trademarks or registered trademarks of Nuance Communications, Inc. or its affiliates in the United States and/or other countries. Microsoft, Excel, MSN, Outlook, PowerPoint, and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.
contained in the license available at http://www.xstandard.com/1D1B6C13-7BB6-4FA8A1F9-EC1E32577D26/license-ijg.txt. JBIG2 license - Copyright (c) 1990, 1991, 1992, 1993 Cornell University. All Rights Reserved. Copyright (c) 1991, 1992 Xerox Corporation. All Rights Reserved. Use, reproduction, preparation of derivative works, and distribution of this software is permitted.
subject to the conditions and disclaimers in the Mozilla Public License, Version 1.1 found at http://www.mozilla.org/MPL/MPL-1.1.html. LCMS. Marti Maria. Additional information is available at http://www.littlecms.com/. Use of this software is subject to the conditions and disclaimers contained in the license available at http://www.opensource.org/licenses/mit-license.php Mozilla Public License. Subject to the Mozilla Public License Version 1.
