C O P Y R I G H T S Copyright © 1999–2003 by ScanSoft®, 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 ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts 01960. Printed in the United States of America and the Netherlands.
C O N T E N T S Welcome to PaperPort 7 Installing PaperPort Registration Learning PaperPort Using online Help Using release notes Technical Support What’s new in PaperPort 9? Create, edit, and manage PDF files Save time with batch processing Use improved scanning features Annotate all image items Find files and documents with ease Use a variety of new productivity enhancements Getting to Know PaperPort The PaperPort desktop PaperPort items The Folders pane PaperPort thumbnails The Page View window 7 7
Acquiring Items Scan to the PaperPort desktop Print to PaperPort Capture web pages Add PaperPort folders Import files Download pictures from your camera Touching Up Images Image editing tools Edit multiple images Annotating Pages Annotation tools Filing Items Work with PaperPort folders Color-code folders Work with items Add search criteria to items Finding Items Find items by their properties Find words in an item Add items to the SimpleSearch index Use the Search pane Use PDF Searchable Image iv Cont
Sharing Files 27 Sending Items to Other Programs 28 Adjust Send To options Customize the Send To bar Send items as E-mail attachments 29 30 30 Converting Items Convert items to image formats Convert images to text 31 31 32 Filling Out Scanned Forms 33 Creating PDF Documents 34 Using ScanDirect 35 PaperPort Getting Started Guide v
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Welcome to PaperPort Welcome to the 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.
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 online Help, Release Notes, and the ScanSoft web site. Using online Help The PaperPort online Help includes comprehensive information on features, settings, and procedures. Help is available from the PaperPort Help menu.
What’s new in PaperPort 9? PaperPort 9 includes a number of valuable new features to help you manage your documents. Create, edit, and manage PDF files You can now scan, create, and manage PDF files, using the worldwide standard for electronic document exchange. You can perform operations directly on PDF files and no longer need to convert them to the MAX format beforehand. For example, you can: • Scan directly to PDF Image and PDF Searchable Image Formats.
Use improved scanning features PaperPort now provides single page, multipage, and dual-sided scanning, PDF output, and sortable names for scanned items. Annotate all image items PaperPort now supports annotations on all image types, and you can edit annotations on both PDF and PaperPort Image (.max) files as well. Find files and documents with ease You can now use PaperPort's enhanced Search features to find items by specific item properties.
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. Although you cannot remove My PaperPort Documents from the Folders pane, you can delete all subfolders whenever you prefer.
Each 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.
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. To view an item in the Page View window, double-click a thumbnail, or select the item and click the Page button on the Command bar. Annotation Tools Image Editing Tools Click the PaperPort desktop button to toggle back to the PaperPort desktop at any time.
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.
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. Print to PaperPort To bring items in from other programs, you can print them to the PaperPort desktop as PDF Image or PaperPort Image (.max) items.
Add PaperPort folders PaperPort provides an easy-to-use filing system for organizing your items and sharing them with others. In the Folders pane, you can: • Add existing folders on your computer to the Folders pane. • Create new folders, mapped network drives, and folders on external devices attached to your computer. Initially, the Folders pane shows a set of folders designed to help you get started using PaperPort. You can move or delete these folders whenever you prefer.
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 red eye The Remove Red Eye tool helps you to remove the red-eye effect that occurs when photographing people or animals in low light or with a flash. 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.
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. On PDF and PaperPort Image (.max) files, annotations are editable, meaning that you can reposition, change, or remove them—or edit textual content— whenever you want. On other types of image items, such as JPEG and Windows Bitmap files, annotations become a permanent part of the image when you save the item.
Highlighter Use the highlighter tool to highlight any area of the image, just as you might use a highlighting pen on paper. Scribble The Scribble tool lets you draw freehand lines or marks on the page. Arrow or Line Select the Arrow or Line tool to draw straight lines, with or without arrowheads, on a page. Stamp The stamp tool lets you paste the bitmapped image of your choice on the page, much like using a rubber stamp.
Work with PaperPort folders Using the PaperPort Folders dialog box, you can add, remove, move, and rename PaperPort folders. In the Folders pane, you can drag and drop, copy or move subfolders and their content to other subfolders or PaperPort folders, create subfolders, and delete subfolders. Color-code folders You can change the color of a folder icon to one that helps you organize your items.
Add search criteria to items You can assign item properties to PaperPort Image items and PDF Image items, 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 SimpleSearch. SimpleSearch 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 SimpleSearch index The SimpleSearch 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.
With PaperPort, it is simple to set up a shared folder on a server or a PC that can act as a central repository for all important office documents. Each PaperPort client can connect to that folder and use PaperPort’s document management features and paper handling tools to find and use documents instantly. In addition, you can convert items to popular output formats for shared use in numerous other programs, such as Microsoft Word, Adobe Acrobat, Claris HomePage, and Adobe Photoshop.
E-mail link MS Word link PaperPort supports a wide variety of programs including word processing, spreadsheet, fax, Internet e-mail, graphics, optical character recognition (OCR), and online services programs. Icons in the Send To bar identify the programs to which you can send your PaperPort items. These programs are often referred to as linked programs. The program link on the Send To bar does any necessary conversion and may provide options for sending the item.
Customize the Send To bar You can change the way program icons appear on the Send To bar in a number of ways. Specifically, you can: • Add a program. If you have a program on your computer that is not shown on the Send To bar, you can add it to the Send To bar by using the New Program Link wizard. • Remove a program icon. You can also remove seldom-used program icons from the Send To bar, and then include removed programs later if needed.
JPEG is a popular format for photos and single page items. Documents and multi-page items can be sent as PDF or TIFF files. The recipient receives the message and can open the attachment to view the item you sent. For more on sending items as e-mail attachments, see the PaperPort Help. Converting Items Using PaperPort, you can convert scanned documents and text items to image formats, and convert images back to text.
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. PaperPort automatically processes your scanned document using PaperPort’s OCR software, launches your word processing program, and loads the scanned text into a document ready for editing. In the Page View window, PaperPort also allows you to copy text from part of an image item for use in a text editing, word processing, or spreadsheet program.
UsingPaperPort.fm Page 33 Tuesday, February 4, 2003 1:06 PM Filling Out Scanned Forms FormTyper 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 ScanDirect 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.
