Working with PaperPort and PaperPort Deluxe ® ® FOR WINDOWS
COPYRIGHT INFORMATION PaperPort Software for Windows. Copyright ©1999-2000 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.
Table of Contents PREFACE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Related Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 WORKING WITH PAPERPORT AND PAPERPORT DELUXE . . . . . . . . 7 Viewing items in Desktop View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Viewing an item in Page View . . . . . . . .
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Preface This guide shows you how to use PaperPort and PaperPort Deluxe software from ScanSoft, Inc. Please read this preface for information about the following items: • related information • technical support Please note that this manual is designed for readers who are already familiar with the operation of their computers, peripheral equipment (scanners, digital cameras, printers), and the Windows operating system.
6 PREFACE TECHNICAL SUPPORT If you should experience problems with PaperPort that you cannot resolve on your own using the documentation and software, go to: www.scansoft.com The ScanSoft Web site provides a link to PaperPort pages, including Technical Support with Frequently Asked Questions, technical information bulletins, and a problem report form. Before sending a problem report form to ScanSoft Technical Support, be sure to visit FastTrack, ScanSoft’s electronic support system on the web site.
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 basic PaperPort software.
8 WORKING WITH PAPERPORT AND PAPERPORT DELUXE The Command Bar has shortcuts for choosing menu commands, such as changing views. Thumbnail of a PaperPort item Thumbnail of a non-PaperPort item, in this case a Word file (in PaperPort Deluxe). Use the Folder View to navigate between different folders and to file and organize items. Stacks are PaperPort items that have been combined. Stack titles appear in bold type above the page titles. Use the scroll arrow to view other links on the Link Bar.
VIEWING AN ITEM IN PAGE VIEW 9 To view a PaperPort item in Page View: • In Desktop View, double-click a PaperPort item or select a PaperPort item, and then click the Page button on the Command Bar. You can also double-click a PaperPort item in Windows Explorer to view it in Page View. To view a non-PaperPort item in Page View (PaperPort Deluxe only): • In Desktop View, Shift-double-click a non-PaperPort item, or select a non-PaperPort item, and then click the Page button on the Command Bar.
10 WORKING WITH PAPERPORT AND PAPERPORT DELUXE To change between Desktop View and Page View: 1. In Desktop View, select the item you want. 2. Click the Page button. 3. To return to Desktop View, click the Desktop button. 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.
CREATING STACKS 11 To create a stack: 1. In the Desktop View, select the PaperPort item that you want to stack. Cover Letter Spring Vol 42 Cover Letter Spring Vol 42 This example shows stacking a Cover Letter on the Spring Vol 42 newsletter. 2. Drag the selected item onto the PaperPort item on which you want to stack it. 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.
12 WORKING WITH PAPERPORT AND PAPERPORT DELUXE 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.
FAXING OR E-MAILING AN ITEM 13 Note: You can change the link application preferences by choosing Link Preferences from the Edit menu. For more information, see the online 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.
14 WORKING WITH PAPERPORT AND PAPERPORT DELUXE 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.
CONVERTING A PAPERPORT ITEM TO TEXT 15 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. The PaperPort software performs this conversion by using the built-in OCR (optical character recognition) software provided with PaperPort.
16 WORKING WITH PAPERPORT AND PAPERPORT DELUXE 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.
FILING ITEMS IN FOLDERS 17 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. After you add a folder to the Folder View, you can view any of its folders or items in Desktop View.
18 WORKING WITH PAPERPORT AND PAPERPORT DELUXE 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.
FILING ITEMS IN FOLDERS 19 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.
20 WORKING WITH PAPERPORT AND PAPERPORT DELUXE 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.
FILING ITEMS IN FOLDERS 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.
22 WORKING WITH PAPERPORT AND PAPERPORT DELUXE CAPTURING WEB PAGES (PAPERPORT DELUXE ONLY) When you install BookMark Express as part of the PaperPort installation and sign into BookMark Central.com, you gain a set of tools for capturing, viewing, and managing your favorite web sites, both in PaperPort and in your web browser.
CAPTURING WEB PAGES (PAPERPORT DELUXE ONLY) 23 To capture a Web page and display it: 1. In the Folder View of the PaperPort Desktop, select the folder in which you want to add a Web page. 2. Connect to the Internet and, in your Internet browser, display the Web page that you want to capture. 3. From your Internet browser’s Favorites menu, select the Web Capture command, and then choose Capture Visible Portion.
24 WORKING WITH PAPERPORT AND PAPERPORT DELUXE ANNOTATING A PAGE With the annotation tools, you can add a note, highlight text, draw lines or arrows, circle information, or paste a picture into a PaperPort item (including Web page captures.) For example, you might add a note that tells you when the item needs to be processed and returned to the sender. You cannot add annotations to non-PaperPort items. You add annotations by displaying an item in Page View and using the Annotation toolbar.
ADJUSTING PICTURES 25 ADJUSTING PICTURES Whether you are photographing houses for sale, displaying the newest model car, or just storing your favorite photographs as PaperPort items, you can edit these color or grayscale pictures using PaperPort’s imageediting tools. The Image Editing toolbar contains all of the tools for adjusting color as well as grayscale images. Note: The Image Editing tools work only with PaperPort items.
26 WORKING WITH PAPERPORT AND PAPERPORT DELUXE 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. Image Editing toolbar ADJUSTING A PICTURE YOURSELF Sometimes you have a photograph that is too light or too dark, or whose color is not right.
ADJUSTING PICTURES 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. This picture has a dark blue border and appears in the center of the Adjust Picture dialog box. Options to change color, brightness, contrast, or tint. Adjustment slider for changing samples.
28 WORKING WITH PAPERPORT AND PAPERPORT DELUXE To adjust the color: 3. Select the Color option. 4. Drag the slider to the left for less color or to the right for more 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 29 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.
30 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) 31 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.
32 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.
