User manual NUANCE PAGEKEEPER PRO 3

PageKeeper Pro ® User's Manual Caere Corporation 100 Cooper Court Los Gatos, California 95032-7603 USA Caere GmbH Innere Wiener Strasse 5 81667 München, Germany Caere UK Information Centre Abbey House 4 Abbey Orchard Street Westminster, London SW1P 2JJ Centre d'informations Caere 72, rue Baratte-Cholet 94100 Saint-Maur, France Please Note In order to use this application, you should know how to work in the Microsoft Windows environment. Please refer to Windows documentation if you have questions about how to use menu commands, dialog boxes, scroll bars, edit boxes, and so on. PageKeeper Pro Version 3 Copyright© 1999 by Caere Corporation. All rights reserved. Folder Watch is a trademark of Caere Corporation. The Caere logo, Caere, PageKeeper, PageKeeper Standard, PageKeeper Pro, OmniPage, and OmniPage Pro are registered trademarks of Caere Corporation. All other trademarks are the property of their respective companies. ii 800-1304-030A Table of Contents Welcome Using This Manual ................................................................................................................2 Getting Online Help..............................................................................................................3 Help Menu ......................................................................................................................3 Context-Sensitive Help..................................................................................................3 Getting Product Support ......................................................................................................4 Chapter 1 Installation and Setup Minimum System Requirements ........................................................................................6 If You Have a Previous Version of PageKeeper or Visioneer PaperPort Installed .....6 Installing PageKeeper ..........................................................................................................7 Setting Up Your Scanner with PageKeeper ......................................................................8 Starting PageKeeper .............................................................................................................9 Registering PageKeeper ....................................................................................................10 Chapter 2 Introduction to PageKeeper PageKeeper Features ..........................................................................................................12 PageKeeper User Interface .................................................................................................14 PageKeeper Desktop....................................................................................................14 PageKeeper View .........................................................................................................15 PageKeeper Find ..........................................................................................................16 PK Scan Button .............................................................................................................16 Selecting PageKeeper Settings ..........................................................................................17 General Settings............................................................................................................18 Scanner Settings............................................................................................................18 OCR Language Settings .............................................................................................19 New Document Settings .............................................................................................19 Folder Watch Settings .................................................................................................20 Chapter 3 Getting Started Exercises Getting Started .....................................................................................................................22 Exercise 1: Add a Document to PageKeeper ..................................................................23 Exercise 2: Work with Folders ..........................................................................................25 Exercise 3: Work in PageKeeper View ............................................................................30 Exercise 4: Work with a Clipped Group .........................................................................34 iii Exercise 5: Find a Document ............................................................................................36 Chapter 4 Organizing and Working with Documents Adding Documents to PageKeeper .................................................................................40 Scanning Documents into PageKeeper ....................................................................41 Scanning Documents Automatically with an ADF ................................................43 Adding Existing Documents to PageKeeper ..........................................................44 Adding Documents Automatically with Folder Watch ........................................45 Adding Web Page Links to PageKeeper ..................................................................47 Organizing Documents .....................................................................................................49 Creating Folders ..........................................................................................................49 Clipping Documents Together ..................................................................................50 Rearranging Items .......................................................................................................53 Renaming Items ...........................................................................................................54 Removing Items ..........................................................................................................54 Automatically Organizing Documents ...........................................................................56 Viewing Documents ..........................................................................................................60 Annotating Documents .....................................................................................................62 Opening Documents ..........................................................................................................65 Opening Documents in Their Own Applications ...................................................65 Opening Web Pages ....................................................................................................65 Opening Documents in Other Applications ...........................................................66 Printing, Faxing, and Mailing Documents ......................................................................67 Chapter 5 Finding Documents Starting a Search .................................................................................................................70 Search Tips ..........................................................................................................................72 Entering Search Text ...................................................................................................72 Searching for Similar Documents .............................................................................72 Searching Within Search Results ..............................................................................73 Searching for Old Documents to Discard ................................................................73 Sorting Search Results by Relevancy .......................................................................73 Locating Search Words in Retrieved Documents....................................................73 Reusing Search Criteria ..............................................................................................73 Saving Search Criteria to a Smart Folder .................................................................73 Storing Search Results in a Folder ............................................................................73 Specifying Multiple Criteria for Your Search .................................................................74 Modifying Search Criteria .................................................................................................76 Changing the Search Conditions .....................................................................................77 Saving Search Criteria .......................................................................................................80 PageKeeper Find Options .................................................................................................82 Content Tab ..................................................................................................................82 Properties Tab ..............................................................................................................84 Image Tab .....................................................................................................................85 Look in Tab ..................................................................................................................86 iv Chapter 6 Technical Information Troubleshooting Solutions ................................................................................................88 Solutions to Try First ...................................................................................................88 Low Disk Space Problems ..........................................................................................89 Low Memory Problems ..............................................................................................89 Problems Connecting PageKeeper to Your Scanner ..............................................90 System Crash Occurs While Scanning .....................................................................90 Converting Databases for Use in PageKeeper Pro ........................................................91 PageKeeper Standard and Lite 3.0 Conversions .....................................................93 PageKeeper 2.0 or 2.1 Conversions ...........................................................................93 Visioneer PaperPort Conversions .............................................................................94 Keeping Track of Document Changes .............................................................................95 Performing Background OCR on Images .......................................................................96 Image Quality Required for OCR ..............................................................................96 Improving OCR Accuracy .........................................................................................97 Sending Documents from PageKeeper ............................................................................98 Customizing the Application Toolbar .............................................................................99 Document Thumbnails ....................................................................................................101 Checking PageKeeper Jobs .............................................................................................102 Uninstalling PageKeeper .................................................................................................104 Index v vi Welcome Welcome to PageKeeper, and thank you for using our software! The following documentation has been provided to help you learn about PageKeeper. This User's Manual This manual introduces you to the basics of using PageKeeper. It includes installation and setup instructions, an introduction to the product, exercises for getting started, task-oriented instructions, and technical information. This manual is also available as an electronic file in PDF format. To open the file after installation, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents PageKeeper Pro Manual. PageKeeper Online Help The online Help contains information on features, settings, and procedures. It has been designed for quick and easy information retrieval. Please see "Getting Online Help" on page 3 for more information. PageKeeper Readme File The PageKeeper Readme file contains last-minute information about the software. To open the Readme file after installation, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents PageKeeper Pro Readme. Scanner Setup Notes The Scanner Setup Notes is an electronic file that contains information about the Caere Scan Manager and supported scanners. To open this PDF file after installation, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents Scanner Setup Notes. 1 Using This Manual Using This Manual This manual is written with the assumption that you know how to work in the 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. The following conventions are used in this manual. Convention Italicized text Purpose · Emphasizes menu commands, dialog box options, and labeled buttons For example: "Choose Open... in the File menu." · Emphasizes new terms the first time they are used · Emphasizes important words in a sentence monospaced text Indicates physical file names and folder locations Introduces a tip or an item of note about the current topic Introduces important information about the current topic Note symbol Warning symbol 2 Getting Online Help Getting Online Help In addition to using this manual, you can use PageKeeper's online Help to learn about features, settings, and procedures. Online Help is available after you install PageKeeper. Choose How to Use Help... in PageKeeper's Help menu to get information on using Windows Help. Help Menu One way to open PageKeeper's online Help is to choose commands in the Help menu. PageKeeper Help is the first command in the Help menu. Choose it to get contents and index listings for all Help topics. The Help menu commands will vary depending on if you are in the PageKeeper desktop, PageKeeper View, or PageKeeper Find. Context-Sensitive Help You can get on-the-spot information about a particular PageKeeper command, toolbar button, or dialog box option in the following ways: · Click the Help button in the Standard toolbar and then click any toolbar button, menu command, or area of the screen to display a Help topic explaining that item. · Click the question-mark button in the upper-right corner of a dialog box and then click an item in the dialog box to get a popup explanation for that item. Welcome 3 Getting Product Support Getting Product Support For the fastest and easiest way to get help, please look for solutions in this manual or in the online Help. See page 88 for troubleshooting tips. If you need additional help, please use the following resources. · Caere's World Wide Web site Go to Caere's World Wide Web site for common questions and answers, updates, patches, troubleshooting procedures, and product information. Caere's Web site address: www.caere.com If you are currently connected to the Web, you can choose commands in PageKeeper's Help menu to get to Caere's Web site. · PageKeeper Readme file Read the PageKeeper Readme file for last-minute information about the software, including known problems and work-around solutions. To open this file after installing PageKeeper, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents PageKeeper Pro Readme. · Caere Product Support document Read the Caere Product Support document to get a list of telephone numbers you can call for product support, including ones for international customers. This document has been provided to you as an electronic document in PDF format. To open it, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents Product Support. You must have Adobe Acrobat Reader 3.01 or greater installed in order to read PDF documents. To install the reader, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents Acrobat Reader. 4 Chapter 1 Installation and Setup This chapter provides information on installing and starting PageKeeper. Please continue reading for information on these topics: · Minimum System Requirements · If You Have a Previous Version of PageKeeper or Visioneer PaperPort Installed · Installing PageKeeper · Setting Up Your Scanner with PageKeeper · Starting PageKeeper · Registering PageKeeper 5 Minimum System Requirements Minimum System Requirements These are the minimum system requirements to install and run PageKeeper: · Computer with a Pentium or higher processor · Microsoft Windows 95, Windows 98, or Windows NT 4.0 · 16MB of memory (RAM) for Windows 95 32MB of memory for Windows 98 and Windows NT · 150MB of free hard disk space during installation (at least 100MB must be on the drive where Windows is installed) · VGA monitor with 256 colors · CD-ROM drive for installation · Windows-compatible pointing device · A compatible scanner if you plan to scan documents Please read the Scanner Setup Notes for a list of tested scanners. Performance and speed will be enhanced if your computer's processor, memory, and available disk space exceed the minimum requirements. If You Have a Previous Version of PageKeeper or Visioneer PaperPort Installed PageKeeper Pro can convert document databases from these versions of PageKeeper and Visioneer PaperPort: · PageKeeper Standard 3.0 and PageKeeper Lite 3.0 · PageKeeper 2.0, 2.01, and 2.1 · Visioneer PaperPort Deluxe 4.0 and 5.1 - 5.3 During conversion, PageKeeper Pro transfers documents to its own folder system. Please see "Converting Databases for Use in PageKeeper Pro" on page 91 for instructions on starting the conversion process and information on what to expect for different product conversions. Previous Versions of PageKeeper If you have PageKeeper Standard 3.0, PageKeeper Lite 3.0, or PageKeeper 2.x installed, it is recommended that you uninstall it and restart your computer before installing PageKeeper Pro. If you want to transfer your current PageKeeper database to PageKeeper Pro, you 6 Chapter 1 Installing PageKeeper must keep the database folder structure intact. You can safely uninstall your older version of PageKeeper without altering its database folder structure as long as you do not manually delete or move the database folders or their contents. Visioneer PaperPort If you have PaperPort Deluxe 4.0 or 5.1 - 5.3 installed, and you want to transfer your current database to PageKeeper Pro, you must keep the full application installed and keep the database folder structure intact until conversion is complete. You can uninstall PaperPort after successfully converting its database, if you no longer plan to use it. Installing PageKeeper PageKeeper's Setup program takes you through installation with instructions on the screen at every step. Before installing PageKeeper: · Make sure your scanner is connected, turned on, and compatible with your system. · Close all other applications, especially anti-virus programs. · Log into your computer with administrator privileges if you are installing on Windows NT. To install PageKeeper: 1 Insert PageKeeper's CD-ROM in the CD-ROM drive. PageKeeper's Setup program should start automatically. If it does not start, locate your CD-ROM drive in Windows Explorer and double-click the Setup.exe program at the toplevel of the CD-ROM. Click Install PageKeeper Pro in the first setup screen. Follow the instructions on the screen to finish installation. By default, PageKeeper installs all its program files in this folder location: c:\Program Files\Caere\PageKeeperPro30\System 2 3 The Post-it® Software Notes application is automatically installed with PageKeeper. You can use Post-it® Notes to add text annotations to documents in PageKeeper View. See "Annotating Documents" on page 62 for more information. Installation and Setup 7 Setting Up Your Scanner with PageKeeper Setting Up Your Scanner with PageKeeper Caere Scan Manager is installed during PageKeeper installation. This sets up your scanner (or another input device such as a digital camera) so you can use it with PageKeeper. During installation, Caere Scan Manager prompts you to select your scanner manufacturer and model or other input device. Read the Scanner Setup Notes for more information on Caere Scan Manager and supported scanners. You can open the Scanner Setup Notes after PageKeeper has been installed by clicking Start in the Windows taskbar and choosing Programs Caere Applications Caere Documents Scanner Setup Notes. After installation, you can use Caere Scan Manager to set up additional scanners with PageKeeper and change various scanner settings. Caere Scan Manager is located in the Windows Control Panel. To open Caere Scan Manager: 1 2 Click Start in the Windows taskbar and choose Settings Control Panel. Double-click the Caere Scan Manager icon. To change your scanner selection in PageKeeper: 1 2 Open PageKeeper. Choose Select Scanner... in the File menu. The Select Scanner dialog box appears. 3 Select the scanner or other input device you want to use with PageKeeper in the drop-down list. 8 Chapter 1 Starting PageKeeper The list contains all the scanners and other input devices (such as digital cameras) that are set up in Caere Scan Manager. 4 Click OK after making your selection. The selected scanner or other input device will be used in PageKeeper until you change it again. Starting PageKeeper To start PageKeeper, click Start in the Windows taskbar and choose Programs Caere Applications PageKeeper Pro. Or, double-click the PageKeeper Pro icon on your Windows desktop. PageKeeper takes some extra time to launch the very first time it starts because it customizes the Application toolbar with the applications that it finds installed on your system. PageKeeper's desktop displays all of the folders and documents it contains. The top-level folder is named My Folders. Standard toolbar Action toolbar Application toolbar The right side of the desktop displays the contents of the currently open folder. The left side of the desktop displays PageKeeper's entire folder structure. The Sample folder contains sample documents. You can work with these documents in Chapter 3, Getting Started Exercises, to familiarize yourself with PageKeeper. Installation and Setup 9 Registering PageKeeper Registering PageKeeper Register your copy of PageKeeper with Caere Corporation to receive access to product support, notification of special offers, and the best prices on product upgrades. Some versions of PageKeeper will only launch 25 times if you do not register. You may not need to register some versions of PageKeeper. Your version of PageKeeper will not display a Register menu if you do not need to register it. To register PageKeeper: 1 2 3 4 Click the Register menu to open the Register dialog box. Click Register Now. Fill out the information requested on the screen and then click Next. Follow the instructions on the screen. PageKeeper decides on the best method of registration according to your country and computer system. It may try using your modem, linking to a remote FTP (file transfer) location, or visiting a Web site to transmit your registration information directly. In other cases, it may prompt you to call a telephone number or print out and mail in your registration information. After registration is complete, you will be given a registration number. Be sure to write that number down and keep it handy in case you need to use it for reinstallation. To re-register PageKeeper after reinstallation: 1 2 3 Click the Register menu to open the Register dialog box. Click Re-register. Type in your registration number and click OK. 10 Chapter 1 Chapter 2 Introduction to PageKeeper PageKeeper helps you easily organize, find, and use documents on your computer. You can get paper documents off your desk by scanning them into PageKeeper. You can also keep track of other computer documents, such as word-processing files, spreadsheet files, and Web pages, by adding them to PageKeeper's folder system. Once you have added documents to PageKeeper, you can organize them into folders, arrange related documents into groups, preview and copy the contents of documents, make annotations on documents, open documents in their own and other applications, and find documents whenever you need them. Please continue reading for information on these topics: · PageKeeper Features · PageKeeper User Interface · Selecting PageKeeper Settings 11 PageKeeper Features PageKeeper Features PageKeeper is designed to help you easily organize, find, and use all the documents on your computer. This section provides an overview of PageKeeper's major features. Scanning and Managing Paper Documents Scan paper documents directly into PageKeeper and organize their electronic images in PageKeeper's folder system. PageKeeper uses OCR technology to recognize text in scanned documents and other image documents so you can easily find documents by searching for words in their content. See "Scanning Documents into PageKeeper" on page 41 for more information. Managing Word-Processing Files and Other Documents Add word-processing files, spreadsheet files, and any other computer documents to PageKeeper's folder system. PageKeeper uses advanced indexing technology to keep track of each document's content so you can easily find documents by searching for words and other criteria. See "Adding Existing Documents to PageKeeper" on page 44 for more information. Watching Folders for New Documents to Manage Use the Folder WatchTM feature to specify folders on your computer's hard drive and network drives that you want PageKeeper to watch. As PageKeeper detects documents, it automatically adds them to its default folder. See "Adding Documents Automatically with Folder Watch" on page 45 for more information. Capturing Web Pages Add Web pages to PageKeeper's folder system and maintain a live link to their Web addresses. See "Adding Web Page Links to PageKeeper" on page 47 for more information. Displaying Thumbnail Representations of Documents PageKeeper provides thumbnail views of documents so you can easily identify them as you look through PageKeeper's folder system. Organizing Documents into Folders and Clipped Groups Create your own system of folders in which to arrange your documents. You can also "clip" documents together to associate them in groups. See "Organizing Documents" on page 49 for more information. 12 Chapter 2 PageKeeper Features Automatically Organizing Documents with Smart Folders Set up Smart Folders to have PageKeeper file your documents automatically according to specified criteria. This allows you to avoid spending time filing documents manually. See "Automatically Organizing Documents" on page 56 for more information. Finding Documents with Advanced Searching Technology Quickly retrieve your documents based on the information you are seeking. You can use Boolean (must, should, must not) logic to search over multiple criteria including words and phrases, keywords, dates, document names, document types, and other document properties. See "Starting a Search" on page 70 for more information. Ranking Search Results and Highlighting Search Words After a search, view returned documents in a prioritized ranking according to how relevant they are to your search criteria. See "Sorting Search Results by Relevancy" on page 73 for more information. You can easily locate search words that were found in a document by opening it in PageKeeper View. The first occurrence of a search word is highlighted. Use the Go to Next Search Word or Go to Previous Search Word commands in the Edit menu to navigate through the rest of the search words. See "Search Tips" on page 72 for more search tips. Previewing Documents Open documents in PageKeeper View to preview their content and add annotations to them. See "Viewing Documents" on page 60 for more information. Marking Up Documents with 3M Post-it® Notes and Other Annotations Use 3M Post-it® Notes to add searchable text annotations to documents. Use different colors to highlight areas of documents that you want to set off. Draw lines and free-hand scribbles to mark up documents. PageKeeper annotations do not affect the actual physical documents. They are only visible in PageKeeper View. See "Annotating Documents" on page 62 for more information. Getting Editable Text from Images Get editable and searchable text out of your scanned documents and other image files with award winning OCR technology (optical character recognition). You will be able to find images based on their textual content and open images in text-based applications. See "Performing Background OCR on Images" on page 96 for more information. Introduction to PageKeeper 13 PageKeeper User Interface Opening Documents Directly from PageKeeper Open documents for editing in their own applications, open documents in other applications by converting them to different file types, and open live Web pages. See "Opening Documents" on page 65 for more information. PageKeeper User Interface These are the main parts of the PageKeeper user interface: · PageKeeper Desktop · PageKeeper View · PageKeeper Find · PK Scan Button PageKeeper Desktop The PageKeeper desktop displays all of the folders and documents it contains. The top-level folder is named My Folders. Standard toolbar Action toolbar My Folders is the top-level folder; it cannot be deleted. The left side of the desktop displays PageKeeper's entire folder structure. Application toolbar The right side of the desktop displays the contents of the currently open folder. Please see "Organizing Documents" on page 49 for more information on organizing documents and folders on the PageKeeper desktop. 14 Chapter 2