Working with PaperPort and PaperPort Deluxe ® ® FOR WINDOWS
COPYRIGHT INFORMATION PaperPort 6.1 Software for Windows. Copyright ©1999 ScanSoft, Inc. All rights reserved. Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under the copyright laws. FormTyper, MicroChrome, PaperEnable, PaperPort, PaperPort Deluxe, PaperPort Links, PaperPortation, SimpleSearch, SharpPage, Visioneer Pro OCR 100, TextBridge, and the PaperPort logo are registered trademarks of ScanSoft, Inc. Microsoft is a U.S.
TA B L E O F C O N T E N T S Viewing items in Desktop View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Viewing an item in Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Viewing items by using the application that created them . . . . . . . . . 5 Creating stacks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Moving between stacked pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Faxing or e-mailing an item . . .
iv TABLE OF CONTENTS
Working with PaperPort and PaperPort Deluxe This guide shows you how to use some of the PaperPort and PaperPort Deluxe software features to view items, create stacks, send items electronically to PaperPort Links, add annotations, file items in folders, capture Web pages (PaperPort Deluxe only), and edit color images. The examples in this guide usually represent the PaperPort Deluxe software. However, in most cases, these examples are similar to what you see if you are using the base PaperPort software.
2 WORKING WITH PAPERPORT AND PAPERPORT DELUXE VIEWING ITEMS IN DESKTOP VIEW PaperPort provides several ways to view items: Desktop View displays a thumbnail, a small graphic that represents each item in a folder. You can see PaperPort items (max files) and non-PaperPort items (items created using other applications, such as Microsoft Word). With PaperPort Deluxe, the thumbnails of both PaperPort and nonPaperPort items show actual images of the items.
VIEWING AN ITEM IN PAGE VIEW 3 VIEWING AN ITEM IN PAGE VIEW The Desktop View and Page View are separate applications that you can run individually or at the same time. Page View displays a close-up view of one page so that it is readable on the screen. In Page View, you can view PaperPort items. You can also view nonPaperPort items (items created using other applications) with PaperPort Deluxe.
4 WORKING WITH PAPERPORT AND PAPERPORT DELUXE The Command Bar has shortcuts for menu commands. The Annotation toolbar has tools for adding notes, highlighting areas, cutting and pasting a selection, adding a picture, and so on. The status bar shows information about the current page. The Image Editing toolbar has tools for editing an image, improving the quality, or adjusting the color. To change between Desktop View and Page View: 1. In Desktop View, select the item you want. 2.
VIEWING ITEMS BY USING THE APPLICATION THAT CREATED THEM 5 VIEWING ITEMS BY USING THE APPLICATION THAT CREATED THEM From the Desktop View, you can start a non-PaperPort item’s application and use it to view the item. To view a non-PaperPort item in its application: • In Desktop View, double-click a non-PaperPort item. The application that created the item starts and the item appears.
6 WORKING WITH PAPERPORT AND PAPERPORT DELUXE 2. Drag the selected item onto the PaperPort item on which you want to stack it. Cover Letter Spring Vol 42 3. When the second item is highlighted, release the mouse button. The stack is created. 4. Repeat Steps 1 through 3 until you finish creating the stack. Spring Vol 42 Cover Letter A new stack receives the title of the item on the bottom of the stack.
MOVING BETWEEN STACKED PAGES 7 MOVING BETWEEN STACKED PAGES In Desktop View, use the Page Navigator on a stack to move through a stack’s pages. You can also use the First Page, Last Page, Previous Page, and Next Page commands on the Page menu to move from page to page. To move between pages in a stack in Desktop View: 1. Select the stack. 2. Click the left arrow of the Page Navigator to see the previous page in the stack. 3.
8 WORKING WITH PAPERPORT AND PAPERPORT DELUXE Note: You can change the link application preferences by choosing Link Preferences from the Edit menu. For more information, see the Help. After an item is displayed in Desktop View, you can send it as a fax, or as an attachment to an e-mail message, by using the Link Bar. You do not need to print the item first; you can send it directly from PaperPort. To fax an item, your computer must have a fax modem and fax software.
FAXING OR E-MAILING AN ITEM 3. When your fax software starts, send the scanned item as a fax. This example shows the Symantec WinFax PRO window for sending a fax. The window that appears on your computer will be for your fax software. Note: To send an item to a link from Page View, choose Links from the File menu, and then choose the name of the link application.
10 WORKING WITH PAPERPORT AND PAPERPORT DELUXE CONVERTING A PAPERPORT ITEM TO TEXT A PaperPort item is an image. Even the text on a scanned item is simply a picture of the text, and you can’t edit it as you would text in a wordprocessing document. If a supported word-processing icon such as Word appears on the Link Bar, you can use PaperPort to convert the item to text.
FILING ITEMS IN FOLDERS 11 4. When the conversion is complete, the wordprocessing application opens, and you can begin editing the text. FILING ITEMS IN FOLDERS Desktop View provides an easy-to-use filing system for organizing your items. The filing system consists of folders shown in the Folder View and items shown on the Desktop. With PaperPort Deluxe, you can add other folders or attached devices, such as Zip disks or external hard drives, to the Folder View.
12 WORKING WITH PAPERPORT AND PAPERPORT DELUXE The ScanSoft Documents folder and these subfolders are provided with PaperPort. The items of one of the folders appear on the Desktop. ADDING FOLDERS TO THE FOLDER VIEW (PAPERPORT DELUXE ONLY) Adding a folder to the Folder View lets you use PaperPort to see a folder and its items that are located on your hard disk or on another device connected to your computer.
FILING ITEMS IN FOLDERS 13 Note: When you first add a folder to the Folder View, choose Refresh Thumbnails from the View menu. To see the contents of a folder: 1. In the Folder View, click a Folder or click the plus sign next to a folder if one appears. Any subfolders included in the folder appear in the Folder View. Items appear on the Desktop. 2. Click a subfolder to display its contents. Any items in the folder appear on the Desktop.
14 WORKING WITH PAPERPORT AND PAPERPORT DELUXE Note: If you place an item into PaperPort, such as by scanning or capturing a Web page (PaperPort Deluxe only), the item is placed in the location that is currently selected in Desktop View. For example, if the Articles folder is selected and its items appear in Desktop View, then a scanned item is placed in the Articles folder. FILING ITEMS IN FOLDERS BY USING DESKTOP VIEW You can use the folders to store and organize different items.
FILING ITEMS IN FOLDERS 15 CREATING A NEW FOLDER By adding new folders, you can create a set of folders that work best for different items, such as bills, expenses, memos, or personal and business correspondence. You can use PaperPort to create subfolders for any of the folders shown in the Folder View. To add a folder: 1. Click the location in which you want to add a folder. 2. From the File menu, choose New, and then Folder. 3. Type the new folder’s title. 4.
16 WORKING WITH PAPERPORT AND PAPERPORT DELUXE To make changes in Windows Explorer: 1. In Desktop View, click the Explorer button on the Command Bar. Windows Explorer appears. 2. Use Windows Explorer to make changes to folders or items that appear in Desktop View. For example, you can retitle a folder or drag and drop items into different folders. You can also drag items from Windows Explorer directly to PaperPort.
CAPTURING WEB PAGES (PAPERPORT DELUXE ONLY) 17 CAPTURING WEB PAGES (PAPERPORT DELUXE ONLY) With Web Capture, you can easily add Web pages directly to the Desktop View and automatically update them the next time you connect to the Internet. For example, you can capture information about your favorite stocks and then automatically update the Web page to reflect the latest numbers. Or visit a company’s Web site to get the latest product information.
18 WORKING WITH PAPERPORT AND PAPERPORT DELUXE A message appears asking if you want to update the page or create a new one. To update your current capture, click Update Existing. The page is updated. To create another Web page capture, (leaving the originally captured Web page as is), click Create New. A copy of the Web capture appears in Desktop View. Tip: To view a captured Web page in Page View, Shift-double-click the captured Web page item in Desktop View.
ADJUSTING PICTURES 19 To add an annotation: 1. In Page View, click the tool on the Annotation toolbar. 2. Place the cursor on the page. Its shape will indicate the tool you selected. 3. Depending on the tool you selected, click or drag the cursor to use the tool, such as to add a note.
20 WORKING WITH PAPERPORT AND PAPERPORT DELUXE Tip: To adjust the brightness, contrast, color, or tint of a picture, use the Adjust Picture command or the Picture wizard. For more information, see the next section, “Adjusting a picture yourself ”. To improve a picture automatically: 1. Display the picture in Page View. 2. Click the AutoFix Picture tool on the Image Editing toolbar, or choose AutoFix Picture from the Page menu. PaperPort begins adjusting the picture to improve its quality.
ADJUSTING PICTURES 21 Tip: To learn how to use Adjust Picture, click the Wizard icon on the Image Editing toolbar. The Picture wizard shows you step-by-step how to adjust the brightness, contrast, tint, and color. To adjust and enhance a picture yourself: 1. Display the color picture in Page View. 2. Click the Adjust Picture tool on the Image Editing toolbar. The Adjust Picture dialog box appears. Original picture. Current picture.
22 WORKING WITH PAPERPORT AND PAPERPORT DELUXE To adjust the color: 3. Select the Color option. 4. Drag the slider to the left for more color or to the right for less color. PaperPort adjusts all eight sample pictures. To select the picture you like best: 5. Click the picture that has the color you like best. It moves to the center and becomes the current picture. 6. To adjust another setting, repeat Steps 1 through 5, choosing another setting. 7.
FINDING ITEMS 23 FINDING ITEMS With PaperPort you can use the Find Item feature to locate items by name, date, or keywords. With PaperPort Deluxe, Find Item includes the powerful SimpleSearch feature which lets you find items based on the textual content. For example, if you remember only that the item included the word “California” or the phrase “…California coast,” SimpleSearch can find the item containing that word or phrase. To find an item: 1. In Desktop View, choose Find Item from the Search menu.
24 WORKING WITH PAPERPORT AND PAPERPORT DELUXE SCANNING TO A LINK APPLICATION WITH SCANDIRECT (PAPERPORT DELUXE ONLY) With ScanDirect, you can scan an item and send it to a linked application without starting PaperPort. ScanDirect is a control panel that runs in the background on your computer, and when minimized, the ScanDirect Control Panel icon appears on the Windows taskbar.
FILLING IN PREPRINTED FORMS WITH FORMTYPER (PAPERPORT DELUXE ONLY) 25 2. Right-click the Photoshop icon and choose Preferences. The Link Preferences dialog box appears. 3. Select the preferences and click OK. 4. Click the Photoshop icon on the control panel. 5. Click the button for scanning. If you have a TWAIN scanner, the button looks like this. Your image is scanned and appears in Photoshop.
26 WORKING WITH PAPERPORT AND PAPERPORT DELUXE To fill in a form: 1. Place a form in Desktop View, for example, such as by scanning the form. 2. Select the form, and then click the FormTyper link. FormTyper analyzes the form to find its fields and opens the FormTyper window. The fields are underlined in blue, and the cursor is at the first field to be filled in. 3. Begin typing data if the cursor is at the first field that you want to fill in. To type in any other field, click the field.
