User manual NUANCE PAGIS PRO 3.0 MILLENNIUM

Contents Index COPYRIGHT INFORMATION Copyright © 1996­2000 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 the prior written consent of ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts 01960. Printed in the United States of America. 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. ScanSoft, TextBridge, and Pagis are registered trademarks, and Kai's PhotoSoap2 is a trademark of ScanSoft, Inc. Excel, Word, and Windows are trademarks of Microsoft Corp. WordPerfect is a registered trademark of WordPerfect Corp. Other terms used in this manual are the trademarks of their respective holders. Portions of this product copyright © 1990­2000, Pixel Translations, Inc. Portions of this product copyright © 1994­2000, Mastersoft Corp. Portions of this product copyright © 2000, Adobe Systems, Inc. Verity Topic® Search Technology copyrighted by Verity, Inc. AccuSoft Redlining® Toolkit copyrighted by AccuSoft Corp. Authors: Jim Cahill and Sadie DeSimone TRADEMARKS AND CREDITS © SCANSOFT, INC. 9 Centennial Drive Peabody, Massachusetts 01960 Pagis Pro 3.0 Millennium User's Guide Part Number 00­09690­00 January 2000 Index CONTENTS PREFACE About this User's Guide..............................xiii Typographic conventions used in this manual ..........xiv Related Documents ................................. xv 1 INTRODUCTION What is Pagis Pro? ................................ What Comes with Pagis Pro ......................... Pagis Pro Features ................................ Where to Go From Here............................. 1­1 1­2 1­3 1­9 2 INSTALLING PAGIS PRO System Requirements .............................. 2­1 Installing and Testing Your Scanner ................... 2­2 Installing Pagis Pro Software ........................ 2­3 If you already have TextBridge .................... 2­3 Upgrading from an earlier Pagis version ............. 2­3 Running the Pagis Pro setup program ............... 2­4 Upgrading old Pagis search database .............. 2­12 Where to Go From Here............................ 2­14 Uninstalling Pagis Pro ............................ 2­15 Pagis Pro User's Guide iii Index 3 LEARNING PAGIS PRO Pagis Inbox -- The Pagis Control Center ................ 3­2 Pagis ToolBar ................................. 3­3 Pagis SendTo Bar .............................. 3­5 Pagis Folders.................................. 3­6 Scanning a Document .............................. 3­6 Copying a Document .............................. 3­10 Faxing a Document ............................... 3­13 E-mailing a XIF image ............................ 3­16 Refining and Annotating a Document ................. 3­19 Scanning and Typing Into a Form .................... 3­23 Scanning a Document Into a Text Application ........... 3­26 Searching for a Document .......................... 3­28 Running OCR on a Document ....................... 3­32 Where to Go From Here............................ 3­34 4 USING PAGIS PRO Pagis Inbox ...................................... 4­1 Pagis Inbox menus and commands ................. 4­2 Pagis commands in the File menu ............... 4­3 Pagis commands added to the View menu ......... 4­3 Pagis menu ................................ 4­4 Document thumbnails ........................... 4­5 Pagis ToolBar ................................. 4­7 Modifying the Pagis ToolBar ................... 4­7 Pagis SendTo Bar .............................. 4­9 Changing SendTo Bar options .................. 4­9 Adding a program to the SendTo Bar............ 4­10 Removing a program from the SendTo Bar ....... 4­12 Changing the Pagis Inbox location in your file system .. 4­13 iv Pagis Pro User's Guide Index 4 USING PAGIS PRO (CONT.) Pagis Folders.................................... 4­14 Creating a Pagis Folder...................... 4­14 Removing Pagis Folder attributes .............. 4­14 Pagis Folders and Pagis Search Databases ....... Working with Pagis Files in WindowsTM ............... About Pagis (XIF) files.......................... Enhanced context menu ........................ 4­15 4­15 4­16 4­18 Stacking documents......................... 4­18 Unstacking documents ...................... 4­20 Converting to other image formats ............. 4­20 Adding files to the Pagis Search Database ........ 4­23 Defining keywords and other properties for a file...... 4­24 Defining Title, Author, and Keywords for a file .... 4­24 Viewing and printing documents with Pagis Document Viewer................................ 4­26 Working with the Pagis Document Viewer........ 4­26 File menu ................................ 4­28 Edit menu ................................ 4­29 View menu ............................... 4­30 Scan Tool (Scanner, Copier, Fax) .................... 4­31 Setting up your scanner or digital camera to work with Pagis....................... 4­32 About scanners and scanner drivers ............ 4­32 Running the Scanner Setup Wizard............. 4­33 Changing default properties for scanned documents ... 4­36 Specifying scanner properties ................. 4­37 Specifying page refinements .................. 4­40 Specifying auto save properties ................ 4­43 Specifying keyword properties ................. 4­45 Table of Contents v Index 4 USING PAGIS PRO (CONT.) Scanning documents ........................... 4­46 Scanning a single-sided document to a XIF file .... 4­46 Scanning a double-sided document to a XIF file.... 4­50 Scanning directly to an application ............. 4­52 Acquiring an image from a digital camera ........ 4­54 Using Prescan to scan part of a document ........ 4­57 Copying documents ............................ 4­59 Select a printer ............................ 4­60 Set up the copy job.......................... 4­61 Make copies............................... 4­63 Faxing documents ............................. 4­65 Select a fax printer ......................... 4­65 Set up the fax job........................... 4­67 Fax a document ............................ 4­68 Pagis Editor .................................... 4­70 Menus and Commands in the Pagis Editor .......... 4­71 File menu ................................ 4­71 Edit menu ................................ 4­74 View menu ............................... 4­76 Insert menu............................... 4­78 Tools menu ............................... 4­78 Page menu................................ 4­80 Annotate menu ............................ 4­82 Forms menu .............................. 4­84 Toolbars in the Pagis Editor ..................... 4­86 Standard toolbar ........................... 4­86 Annotation toolbar.......................... 4­87 Image toolbar ............................. 4­87 vi Pagis Pro User's Guide Index 4 USING PAGIS PRO (CONT.) Inserting New Pages into an Open Document ........ 4­88 Scanning new pages into an open document ...... 4­88 Pasting images from other applications .......... 4­90 Inserting a blank page....................... 4­90 Inserting an image file....................... 4­90 Re-ordering pages in a document............... 4­91 Image Editing and Refinement ................... 4­92 Auto refinement ........................... 4­93 Manual refinement ......................... 4­93 Straightening pages ........................ 4­95 Rotating pages............................. 4­96 Cropping pages ............................ 4­96 Adjusting brightness and contrast .............. 4­97 Resizing pages............................. 4­98 Changing resolution ........................ 4­98 Converting color depth ...................... 4­98 Removing background tint.................... 4­99 Making Annotations in a Pagis document .......... 4­100 Basic annotation procedure .................. 4­100 Specifying annotation options ................ 4­101 Filling Out Forms ............................ 4­103 Specify form field options.................... 4­103 Analyze and fill out the form ................. 4­104 Preparing a XIF Document for Printing............ 4­106 Exporting XIF to Other Image Formats............ 4­107 Specify Save/Export preferences .............. 4­107 Using the Export command .................. 4­108 Using the SendTo command ................. 4­109 Table of Contents vii Index 4 USING PAGIS PRO (CONT.) Using OCR To Capture Text from the Editor ........ Web Capture Tool ............................ Creating a web site shortcut .................... Editing a web site thumbnail.................... Using a weblink shortcut....................... Pagis Search Database Manager and Update Tool....... About search databases ........................ Exploring the Pagis Search Database Manager ...... 4­110 4­112 4­112 4­114 4­114 4­115 4­116 4­117 Create Search Database command............. 4­118 Configure Search Database command .......... 4­119 Delete Search Database command............. 4­120 Change Schedule command .................. 4­120 Update Search Database command ............ 4­121 Attach to Search Database command........... 4­122 Detach from Search Database command ........ 4­123 Properties command ....................... 4­123 Exit command ............................ 4­123 Search Database toolbar .................... Creating and defining a search database ........... Updating a search database for removable media .... Sharing search databases in a networked environment Search Tool .................................... Basic search steps ............................ Defining a search string ....................... 4­123 4­124 4­128 4­130 4­131 4­132 4­134 Simple searches........................... 4­135 Proximity searches ........................ 4­136 Natural language searches .................. 4­136 Search by example......................... 4­137 viii Pagis Pro User's Guide Index 4 USING PAGIS PRO (CONT.) Other search properties ........................ 4­137 Keywords tab ............................ 4­137 Date tab ................................ 4­138 Name and Type tab ........................ 4­139 Advanced tab............................. 4­139 Finding out what files a database contains ...... 4­142 File menu .................................. 4­143 Open Selected Document command ............ 4­143 Properties command ....................... 4­143 Open Containing Folder command............. 4­144 Save Search command...................... 4­144 Exit command ............................ 4­144 Edit menu .................................. 4­144 Copy command ........................... 4­145 Select All command ........................ 4­145 Invert Selection command ................... 4­145 View menu ................................. 4­145 Large Icons command ...................... 4­145 Small Icons command ...................... 4­146 List command ............................ 4­146 Details command.......................... 4­146 Arrange Items command .................... 4­146 Database menu .............................. 4­146 Update Search Databases command ........... 4­147 Manage Search Databases command........... Working with found documents .................. Viewing search hits in found documents ........... Where to Go From Here........................... 4­147 4­147 4­149 4­150 Table of Contents ix Index EXAMPLES AND ADVANCED FEATURES Sample Uses of Pagis Pro ........................... 5­1 Scan manuscripts and photographs for a newsletter .... 5­2 Scan a document and edit it in a word processor ....... 5­3 Scan a spreadsheet and edit it in a spreadsheet application ................ 5­3 Create a library of company documents .............. 5­4 Use annotations to comment on scanned design drawings 5­5 Scan invoices and e-mail them to customers .......... 5­6 Scan and fax reports to clients..................... 5­6 Scan, organize, and retrieve articles and research information ...................... 5­7 Eliminate office clutter .......................... 5­8 Scan receipts and other financial documents for tax purposes......................... 5­10 Scan a picture, add keywords, and add it to a search database ............. 5­10 Scan photos of possessions for insurance purposes..... 5­11 Tips and Techniques .............................. 5­12 Using the Pagis Print Driver to create XIF documents.. 5­12 Downloading the Pagis Viewer ................... 5­17 Sending XIF files as e-mail attachments ............ 5­18 America Online ............................ 5­18 Eudora Pro and Eudora Lite .................. 5­19 Lotus cc:Mail and Lotus Notes................. 5­20 MS Outlook Express and MS Outlook ........... 5­20 Netscape Mail ............................. 5­21 Registering Netscape and Netscape Mail ......... Dragging XIF files to open applications ............. Using TextBridge Pro as a standalone application..... Where to Go From Here............................ 5­22 5­27 5­27 5­29 x Pagis Pro User's Guide Index SUPPORTED PROGRAMS AND FILE FORMATS Supported Drag-and-Drop Programs ................... A­1 Image Formats that Pagis Pro Supports ................ A­6 GLOSSARY OF TERMS INDEX Table of Contents xi Contents Index PREFACE Welcome to Pagis Pro from ScanSoft, Inc. Pagis Pro is your allin-one scanning suite running in Microsoft® WindowsTM 95, Windows 98, and Windows NT 4.0. Please read this preface before going on to install and use Pagis Pro. It discusses the following topics: x x About this user's guide Related documents ABOUT THIS USER'S GUIDE This user's guide provides all the information you need to successfully install, learn, and use Pagis Pro in the chapters sections. The "Glossary of Terms" provides definitions of all of the technical terms used in this manual, and the "Index" gives page numbers for all of the topics described. Appendix A, ""Supported Programs and File Formats", lists the programs that Pagis Pro supports for drag-and-drop operations. It also lists the file formats Pagis can import and export. Please note that this user's guide does not teach you about your Windows operating system. It assumes that you know how to operate and manage your computer and its operating system software. Pagis Pro User's Guide xiii Contents Index Typographic conventions used in this manual This manual uses bold, italic, and other typographic styles to highlight different types of information in the text (Table P­1). Table P­1. Documentation Conventions bold Introduces a new term, or the first use of an important term in a chapter; also sometimes used to denote strong in-line emphasis. Denotes titles of other manuals or books. Also denotes generic file name entries, for example, filename monospace " " (quotes) Denotes examples, menu text, and file names or messages that appear on the computer screen. Denotes titles of chapters and sections in this manual. Introduces tips that provide useful information about a procedural step or system function. Introduces information of special note about the current topic. There are borders above and below the noted text. italic Note xiv Pagis Pro User's Guide Contents Index RELATED DOCUMENTS In addition to the printed Pagis Pro User's Guide, refer to the following documents for more information related to Pagis Pro: x Release Notes--Read the on-line Release Notes (Relnote.rtf) first. This document provides late-breaking information about Pagis Pro. You can access the Release Notes at installation time, and after installation in the Pagis Pro 3.0 Millennium installation directory. On-line Help--From Pagis Pro software, you can access context sensitive help, including topics about the menus, commands, and tools. Using the standard Windows winhelp utility, you can also access Pagis help via Contents, Index, and Search screens. Pagis Activity Guide--This is an interactive guide which allows you to choose an activity (such as Scan a document into your word processor, or Scan and fill out a form) and get step-by-step instructions on your screen. Pagis/JetSend Integration Notes--Provided in PDF format, this document gives a brief explanation of HP's JetSend technology, tells you how to install and uninstall JetSend for Pagis, and how to send and receive image files using JetSend for Pagis. Pagis Pro User's Guide--A longer version of the Pagis Pro User's Guide is provided in PDF format. The PDF version includes all the chapters in the printed version as well as: Chapter 4, "Using Pagis Pro", Chapter 5, "Examples and Advanced Features", "Glossary of Terms", and Appendix A, "Supported Programs and File Formats". TextBridge Pro User's Guide--Provided in PDF format, the TextBridge Pro User's Guide covers all aspects of the optical character recognition (OCR) technology built into Pagis Pro software. TextBridge Pro software also contains its own extensive on-line help system. x x x x x Preface xv Contents Index The PDF versions of the Pagis Pro User's Guide and the TextBridge Pro User's Guide can be opened by going to the Windows Start menu, then opening the Documentation folder in the Pagis program group. xvi Pagis Pro User's Guide Contents Index 1 INTRODUCTION Welcome to PagisTM Pro, your all-in-one scanning suite from ScanSoft, Inc. Read this chapter for information about the following topics: x x x x What is Pagis Pro? What comes with Pagis Pro Pagis Pro features Where to go from here Pro," for installation instructions. To get started quickly, go directly to Chapter 2, "Installing Pagis WHAT IS PAGIS PRO? Pagis Pro is a value-packed color scanning suite for Microsoft WindowsTM 95, Windows 98, Windows NT 4.0, and Windows 2000 Professional Pagis Pro enables you to scan, copy, fax, view and edit, search and otherwise manage electronic documents (articles, photos, forms, and so on) on your Windows desktop. In addition to documents on your personal computer, Pagis Pro enables you to manage documents on removable media, such as JazTM and ZipTM drives, and to locate documents on CD-ROMs. Pagis Pro User's Guide 1­1 Contents Index WHAT COMES WITH PAGIS PRO Pagis Pro includes a CD-ROM that contains the following items: x x x x Pagis Pro installation program and application software TextBridge® Pro OCR software Pagis Pro multimedia product tour On-line manuals for Pagis Pro and TextBridge Pro in Adobe® Portable Document Format (PDF) Adobe AcrobatTM Reader Sample XIF (eXtended Image Format) image files Pagis MiniViewer Pagis Pro Release Notes Be sure to register your copy of Pagis Pro software. As a registered user, you will be kept up to date on new software releases, special offers, and other important product information. Also, please read the Pagis Pro Release Notes (relnote.rtf) on the CD-ROM for information about other items that may be included with Pagis Pro. x x x x Note 1­2 Pagis Pro User's Guide Contents Index PAGIS PRO FEATURES Pagis Pro tools are designed to improve your work flow, productivity, and organization. Please read this section for highlights of the many features and benefits Pagis Pro provides. x The Pagis Inbox The Pagis Inbox (Figure 1­1) is the main control center for Pagis Pro operations and the default location for scanned documents. It is a special folder with a unique look that is placed on your Windows desktop during installation. Standard Menu bar (Pagis menu is added) Pagis ToolBar Enhanced Explorer view with document thumbnails Pagis SendTo Bar with shortcuts to other programs Figure 1­1. Pagis Inbox with document thumbnails Think of the Pagis Inbox as a supercharged Windows folder. It includes all the menu items of a Windows Explorer view as well as a Pagis menu, a Pagis ToolBar, and a SendTo Bar for dragand-drop operations. Introduction 1­3 Contents Index For organizing your scanned documents, the Pagis Inbox provides several sample Pagis Folders--Business Materials, Finances, Home, Magazine Articles, Photographs, and Recipes. You can change the names of these folders or delete them if you wish. x Pagis Folders There is only one Pagis Inbox (which is actually a Pagis Folder). However, you can convert any standard Windows folder into a Pagis Folder, which has all the features of the Pagis Inbox. From the Pagis Inbox or Pagis Folders, you can arrange and organize your scanned documents, launch Pagis tools, and drag documents to the icons on the SendTo Bar where they will open installed applications for word processing, e-mailing, image editing, and other activities. x Pagis ToolBar The Pagis ToolBar is a standard feature of the Pagis Inbox and all Pagis Folders. It provides access to all the major document management tools and commands in the product. x SendTo Bar The SendTo Bar is a standard feature of the Pagis Inbox and all Pagis Folders. It shows shortcuts to your favorite applications. and can hold an unlimited number of shortcuts. During installation, Pagis detects the applications on your computer and adds shortcuts for them on the SendTo Bar. You can then drag and drop a scanned document onto the application's shortcut on the SendTo Bar, or just click the shortcut icon, to open the document in that application. For example, when you click the MS Word icon, or drag and drop a scanned document onto the MS Word shortcut, Pagis performs OCR (optical character recognition) on the document, launches Word, and places the recognized text and graphics in an open Word document. 1­4 Pagis Pro User's Guide Contents Index x SendTo Bar drag and drop to registration wizard You can add applications to the SendTo Bar at anytime. Simply drag and drop the application shortcut onto the SendTo bar. This opens the Drag and Drop Registration Wizard so you can register the application with Pagis Pro. x Scanner Setup Wizard The Pagis Scanner Setup Wizard helps you set up your scanner for use with Pagis and TextBridge, and helps diagnose and solve incompatibilities. You can start the wizard from the Pagis Scan Tool. x Scan and capture high quality color images in extremely compact file sizes Only Pagis Pro offers the XIF (eXtended Image File) format, which enables you to store high quality color scans in extremely compact file sizes. A typical color magazine page, for example, can use less than 100 kilobytes when scanned to XIF. By contrast, a JPEG version of the same file could be as much as five times the size. Pagis Pro achieves its high compression levels by segmenting scanned images into four layers in the XIF file: the binary (black and white) text layer; the color text layer; the background tint layer; and the color image layer. Each layer is then appropriately compressed. x Scan to and read many popular image formats In addition to XIF, Pagis Pro can read and write many popular image formats, including BMP, FlashPix, JPEG, and TIFF. For a complete list of supported image formats, see Appendix A, "Supported Programs and File Formats." Introduction 1­5