L EGAL N OTICES Copyright © 1999­2005 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 Ireland. The software described in this book is furnished under license and may be used or copied only in accordance with the terms of such license. IMPORTANT NOTICE ScanSoft, Inc. provides this publication "as is" without warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability or fitness for a particular purpose. Some states or jurisdictions do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. ScanSoft reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of ScanSoft to notify any person of such revision or changes. TR A D E M A R K S A N D C R E D I T S ScanSoft, PaperPort, ScanDirect, SET, FormTyper, DesktopDelivery, All-in-One Search, OmniPage and True Page are registered trademarks or trademarks of ScanSoft, Inc. or its affiliate companies in the United States of America and/or other countries. Outside In ® Viewer Technology © 1992-1999, Word for Word® copyright © 1998 Stellent Chicago, Inc. All rights reserved. The Verity logo is a trademark or registered trademark of Verity in the United States of America and/or other countries. All other company names or product names referenced herein may be trademarks of their respective holders. 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ScanSoft Belgium BVBA Guldensporenpark 32 BE-9820 Merelbeke, Belgium PaperPort 10 SE Getting Started Guide March, 2005 C ONTENTS Welcome to PaperPort Installing PaperPort Registration Learning PaperPort Technical Support What's new in PaperPort 10 SE? 5 5 5 6 6 8 Getting to Know PaperPort The PaperPort desktop PaperPort items The Folders pane PaperPort item thumbnails PaperPort page thumbnails The Page View window 10 10 11 11 12 13 14 Acquiring Items Scan to the PaperPort desktop Set up your scanner with PaperPort Print to PaperPort Add PaperPort folders Import pictures from your camera 15 15 16 16 17 17 Touching Up Images Scanner Enhancement Technology tools 18 18 Annotating Pages Annotation tools 19 20 PaperPort SE Getting Started Guide iii Filing Items Add search criteria to items 21 22 Finding Items Find items by their properties Use the All-in-One Search pane 22 23 23 Sharing Files Sending Items to Other Programs Customize the Send To bar Adjust Send To options 24 25 25 26 Converting Items Convert items to image formats Convert images to text 27 27 27 Creating PDF Documents Uninstalling PaperPort 28 28 iv Contents Welcome to PaperPort Welcome to the ScanSoft® 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. PaperPort's large, clear item thumbnails allow you to visually organize, retrieve and use your scanned documents, including Word files, spreadsheets, PDF files and even digital photos. PaperPort's Scanner Enhancement Technology tools ensure that scanned documents will look great while the annotation tools let you add notes and highlights to any scanned image. Installing PaperPort You can install PaperPort from a CD or from the Web. The PaperPort installation program provides easy step-by-step instructions. Follow the instructions on each screen to install the software. Installation and un-installation require Administrator rights. Registration Registration enables you to take full advantage of ScanSoft product support and to receive notifications of product updates. If you want to update your registration information, you can always go to the ScanSoft, Inc. web site at http://www.scansoft.com. PaperPort SE Getting Started Guide 5 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 this Guide This guide is written with the assumption that you know how to work in the Microsoft Windows environment. Please refer to your Windows documentation if you have questions about how to use dialog boxes, menu commands, scroll bars, drag and drop functionality, shortcut menus, and so on. Using online Help The PaperPort online Help includes comprehensive information on features, settings, and procedures. Help is available from the PaperPort Help menu. Additional technical support, including technical notes, frequently asked questions, software updates, and more is available from the PaperPort Help menu. Using release notes PaperPort Release Notes provide important information about this release of PaperPort. This document is included on the installation CD, from the PaperPort Help menu, and as a sample document on the PaperPort desktop. Technical Support Visit http://www.scansoft.com for information about your support policy, local support contacts, and product updates. Before contacting ScanSoft, be sure to read the user documentation and review the Release Notes. 6 Welcome to PaperPort Minimum System Requirements A computer with an Intel® Pentium® or higher processor Microsoft Windows® 98 (from second edition), Windows Me, Windows 2000 SP4 or above, Windows XP SP2 or above Microsoft Internet Explorer 5.5 or above 128MB of memory (RAM), 256MB recommended 150MB of free hard disk space for application files plus 5MB working space during installation 5MB for Microsoft Installer (MSI) if not present. (This is present as part of the operating system in Windows Me, Windows 2000 and Windows XP) SVGA monitor with 256 colors, but preferably 16-bit color (called High Color in Windows 2000 and Medium Color in XP) and 800 x 600 pixel resolution Windows-compatible pointing device CD-ROM drive for installation Web connection (with IE 5.5 or above) for activation and web update 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. PaperPort SE Getting Started Guide 7 What's new in PaperPort 10 SE? PaperPort 10 SE includes a number of valuable new features to help you manage your documents. Page thumbnails See page thumbnails for your multi-page items, both in Desktop view and in the PageViewer. Get a better overview of your documents ­ find, handle and reorder pages quickly. Scanner Enhancement Technology tools Improve your image items with the SETTM tools ­ now accessible directly from your PaperPort desktop by right-clicking on any image file. Annotation tools let you mark up your image items. New Scanner Wizard Set up scanners with PaperPort more easily, then enjoy improved scanner controls with greater scope for acquiring multi-page documents without interaction. Better searching The new All-in-One SearchTM facility delivers more power and precision on keywords and other file information. PDF creation Generate image-only PDF files. Use the Duplicate as PDF command for image items, including MAX files. Print text items to PDF from inside PaperPort or any print-enabled application on your system. Extended shortcut menus Find far more functionality when right-clicking an item ­ be it a file or a folder. 8 Welcome to PaperPort Greater flexibility with stacking and unstacking PaperPort now provides greater choice for stacking together desktop items of different file formats and offers more options in unstacking. Folder improvements Use the Folder Manager to organize your PaperPort folder structure, find more functionality in the folder shortcut menus and utilize the Back button to navigate through your folder tree quickly and easily. Closer integration with other ScanSoft products · If you have ScanSoft OmniPage® Pro on your system, PaperPort cooperates with it more closely than ever, providing cutting-edge OCR page recognition services and high-level PDF creation. If you have ScanSoft PDF Converter for Microsoft® Word on your system, it will appear on the Send To bar, allowing you to unlock PDF files and transform them into editable Word documents. · PaperPort SE Getting Started Guide 9 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. Command bar Desktop Folders Access to other pages Send To bar Function pane can present: · Folders (View menu) · Page Thumbnails (View menu) · Item Properties (View menu) · Scan or Get Photo (File menu) · All-in-One Search (Tools menu) Image item thumbnail Text item thumbnail PaperPort SE Getting Started Guide 10 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 (.doc), HTML, and Excel files, and are created by word processing and other text-based applications. You can quickly send an item to another program without leaving the PaperPort program. Just drag an item onto the link icon in the Send To bar at the bottom of the desktop. PaperPort supports a wide variety of programs including word processing, spreadsheet, fax, Internet e-mail, graphics, optical character recognition (OCR), and online services programs. PaperPort includes a My PaperPort Documents folder containing items to demonstrate some of the types of items you can keep on the PaperPort desktop. You can also use PaperPort to view non-PaperPort items that reside on your computer. Simply copy or move the document file or photo into a PaperPort folder. The Folders pane The Folders pane presents a hierarchical view of your PaperPort folders, similar to the view you see in Windows Explorer. 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 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. 11 Getting to Know PaperPort 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 Command bar. With the desktop split, Folders panes can be displayed for each Workspace. PaperPort item thumbnails There are two kinds of thumbnails in PaperPort: item and page thumbnails. Each item thumbnail is a small, graphic representation of your document or photo. Page thumbnails show pages of image items and PDF files in the Page Thumbnails pane both on your PaperPort desktop and in the PageViewer. One quick way to locate your PaperPort items is to visually browse through the item thumbnails on your PaperPort desktop. Thumbnails show you what's in a document without having to open it. In addition, thumbnails give you the ability to scroll through the pages of the document without opening it. PaperPort shows large, clear thumbnails of all your documents and photos, including: · · · · · · Scanned pages and photos Photos from your digital camera Image files in ...