LE G A L N O T I C E S Copyright © 2003 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 in 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. IM P O R T A N T NO T I C E 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. TRA D E M A R K S A N D CR E D I T S ScanSoft, OmniPage, OmniPage Pro, PaperPort, Pagis, True Page, Direct OCR, RealSpeak and ASR-1600 are registered trademarks or trademarks of ScanSoft, Inc., in the United States and/or other countries. All other company names or product names referenced herein may be the trademarks of their respective holders. T H I R D PAR T Y L I C E N S E S / NOTICES Please see acknowledgements/notices at the end of this guide. ScanSoft, Inc. 9 Centennial Drive Peabody, MA 01960 U.S.A. ScanSoft Belgium BVBA Guldensporenpark 32 BE-9820 Merelbeke Belgium Part Number 50-281A-10119 C ONTENTS WE L C O M E Using this Guide Getting online Help Online HTML Help Context-Sensitive Help Tech Notes Glossary When to go online 7 8 9 9 9 10 10 10 1 IN S T A L L A T I O N AND SETUP 11 12 13 14 16 17 17 System requirements Installing OmniPage Pro Setting up your scanner with OmniPage Pro How to start the program Registering your software New features in OmniPage Pro 14 2 IN T R O D U C T I O N What is optical character recognition OmniPage Pro's OCR capabilities Documents in OmniPage Pro Basic processing steps The OmniPage Desktop The Menu bar The Toolbars The Image Panel The Text Editor The OmniPage Toolbox 19 20 20 21 21 22 23 23 24 24 25 OmniPage Pro User's Guide iii Managing documents Thumbnails Document Manager Customizing Document Manager columns Deleting pages from a document Printing a document Closing a document OmniPage Documents Why save to OPD How to save to OPD How to load an OPD Settings 26 26 27 28 28 29 29 29 30 30 31 31 3 PR O C E S S I N G DOCUMENTS 33 34 34 34 36 38 39 40 41 43 44 44 45 46 47 48 48 49 50 51 51 53 53 Quick Start Guide Loading and recognizing sample image files Scanning and recognizing a single page Processing overview Automatic processing Stopping and restarting automatic processing Manual processing Combined processing Processing with workflows Processing from other applications How to set up Direct OCR How to use Direct OCR How to use OmniPage Pro with PaperPort Processing with the Batch Manager Defining the source of page images Input from image files Input from scanner Scanning with an ADF Scanning without an ADF Describing the layout of the document Zones and backgrounds Automatic zoning iv Contents Manual zoning Zone types and properties Working with zones Speed zoning Table grids in the image Using zone templates 54 55 57 59 59 61 4 PR O O F I N G AND EDITING 63 64 65 67 68 69 69 70 70 71 73 75 76 The editor display and views Proofreading OCR results Verifying text User dictionaries Languages Training Manual training IntelliTrain Training files Text and image editing On-the-fly editing Reading text aloud 5 SA V I N G AND EXPORTING Saving OmniPage Documents Export Results button Saving original images Saving recognition results Selecting a formatting level Selecting converter options Using multiple converters Saving to PDF Converting from PDF Copying pages to Clipboard Sending pages by mail Other export targets 79 80 80 81 82 83 85 86 88 89 89 90 92 OmniPage Pro User's Guide v 6 WO R K F L O W S Workflows Sample workflows Running workflows Workflow Assistant Creating workflows Modifying workflows Batch Manager Creating new jobs Modifying jobs Managing and running jobs Watched folders Barcode driven workflows Voice recognition 93 94 94 96 98 98 101 101 102 103 103 104 106 107 7 TE C H N I C A L INFORMATION 109 Troubleshooting 110 Solutions to try first 110 Testing OmniPage Pro 111 Increasing memory resources 112 Increasing disk space 112 Text does not get recognized properly 113 Problems with fax recognition 114 System or performance problems during OCR 114 Supported file types 115 File types for opening and saving images 115 File types for saving recognition results 116 Uninstalling the software 118 vi Contents Welcome Welcome to this OmniPage Pro® text recognition program, and thank you for choosing our software! The following documentation has been provided to help you get started and give you an overview of the program. This User's Guide This guide introduces you to using OmniPage Pro 14. It includes installation and setup instructions, a description of the program's commands and working areas, task-oriented instructions, ways to customize and control processing, and technical information. The guide is presented in PDF format, allowing you to use hyperlink jumps on cross-references and other navigation tools in your PDF viewer. Online Help OmniPage Pro's online Help contains information on features, settings, and procedures. The online Help is provided as HTML help, and has been designed for quick and easy information retrieval. Comprehensive context-sensitive help aims to provide just enough assistance to let you keep working without delay. See "Getting online Help" on page 9. Readme File The Readme file contains last-minute information about the software. Please read it before using OmniPage Pro. To open this HTML file, choose Readme in the OmniPage Pro Installer or afterwards in the Help menu. Scanning and other information ScanSoft's web site at www.scansoft.com provides timely information on the program. The Scanner Guide contains up-dated information about supported scanners and related issues; ScanSoft tests the 25 most widely OmniPage Pro User's Guide 7 used scanner models. Access ScanSoft's web site from the OmniPage Pro Installer or afterwards from the Help menu. 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. We also assume you are familiar with your scanner and its supporting software, and that the scanner is installed and working correctly before it is setup with OmniPage Pro 14. Please refer to the scanner's own documentation as necessary. The following conventions are used in this guide: Bold Italic Non-serif Introduces new terms and presents sub-headings. Names topics in the online Help system. Presents longer option texts in dialog boxes. Presents file names: sample.tif A note presents an item of additional information. A tip presents ideas for using program features to accomplish specific tasks. OmniPage Pro 14 Office is a version of the product designed for more intensive use and is tailored to office environments. Its added features are denoted through the guide by this symbol. For a concise listing, see "New features in OmniPage Pro 14" on page 17. 8 Welcome Getting online Help In addition to using this guide, you can use OmniPage Pro's online Help to learn about features, settings, and procedures. Online Help is available after you install OmniPage Pro. Online HTML Help Open OmniPage Pro's online Help at its top level by choosing Help Topics at the top of the Help menu. This allows you to see topics arranged in a Table of Contents, search an alphabetical list of keywords or make full-text searches through the topics. Other items in the Help menu provide access to useful topics or web pages. Press F1 as you are working with the program to see an online help topic relating to the current screen area, dialog box or warning message. Context-Sensitive Help You can get concise on-the-spot information in a popup window about a particular OmniPage Pro menu item, toolbar button, screen area or dialog box, in the following ways: Click the Help tool in the Standard toolbar to get the help icon. Click this on any item on the desktop outside a dialog box or warning message. Press Shift + F1 to get the same help icon. Use Shift + F1 to get contextsensitive help for shortcut menu items. Click the question mark button in the upper right corner of a dialog box and then click an item in the dialog box to see the popup window. Some dialog boxes or warning messages have their own Help button, or a help text. Click the button or the text to get information on the dialog or message box. Click anywhere to remove a context-sensitive popup Help window. OmniPage Pro User's Guide 9 Tech Notes ScanSoft's web site at www.scansoft.com contains Tech Notes on commonly reported issues using OmniPage Pro 14. Web pages may also offer assistance on the installation process and troubleshooting. Glossary This guide does not include a glossary. The online Help has a comprehensive glossary, with its own alphabetical index and a table of contents. Please consult it if you want to find the meaning of a term used in this guide or in the program. When to go online This guide concentrates on providing background understanding of program features, suggesting also what they can be useful for. The online Help provides mainly numbered procedures. Turn to online Help for the following items or for grater detail on the following topics: Keyboard guide Settings guidelines Manual training Export Converter options Using the Text Editor On-the-fly zoning and editing 10 Welcome Chapter 1 Installation and setup This chapter provides information on installing and starting OmniPage Pro 14. It presents the following topics: System requirements Installing OmniPage Pro Setting up your scanner with OmniPage Pro How to start the program Registering your software New features in OmniPage Pro 14 OmniPage Pro User's Guide 11 System requirements The minimum requirements to install and run OmniPage Pro 14 are: A computer with an Intel® Pentium® III processor or equivalent Microsoft® Windows® 98 (from second edition), Windows Me, Windows NT® 4.0 (from Service Pack 6), Windows 2000 (from Service Pack 2), Windows XP or Windows Server 2003 Microsoft Internet Explorer 5.01 with at least Service Pack 2 128MB of memory (RAM), 256MB recommended 135MB of free hard disk space for application and sample files plus 40-45MB working space during installation. Additionally: 20-67 MB per RealSpeakTM module (343 MB for 9 languages) 2 MB per ASR speech recognition language (15MB for 7 languages) * 18 MB for ScanSoft PDF Converter * 3.4 MB for ScanSoft PDF Printer Driver * 5MB for Microsoft Installer (MSI) if not present (it is included in most Windows operating systems) Up to 5MB for system updates An SVGA monitor with 256 colors, but preferably 16-bit color (called High Color in Windows 2000 and Medium Color in XP) and a resolution of at least 800 x 600 pixels A CD-ROM drive for installation A Windows compatible pointing device A compatible scanner with its own scanner driver software, if you plan to scan documents. See the Scanner Guide at ScanSoft's web site (www.scansoft.com) for a list of supported scanners Web access is needed for product registration, Scanner Wizard database updating and obtaining live updates for the program. * Supplied with OmniPage Pro 14 Office only. Performance and speed will be enhanced if your computer's processor, memory, and available disk space exceed minimum requirements. 12 Installation and setup Chapter 1 Installing OmniPage Pro OmniPage Pro 14's installation program takes you through installation with instructions on every screen. Before installing OmniPage Pro: Close all other applications, especially anti-virus programs. Log into your computer with administrator privileges if you are installing on Windows NT, 2000, XP or Server 2003. If you own a previous version of OmniPage Pro, or if you are upgrading from demonstration software or an OmniPage Special Edition, the installer asks your consent to uninstall that product. ! To install OmniPage Pro: 1. Insert OmniPage Pro's CD-ROM in the CD-ROM drive. The installation program should start automatical ...