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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 Getting Started Guide Part Number 50-F31A-10030 August, 2004 C ONTENTS Welcome to PaperPort Installing and Activating PaperPort Registration Learning PaperPort Technical Support What's new in PaperPort 10? 5 5 6 6 7 8 Getting to Know PaperPort The PaperPort desktop PaperPort items The Folders pane PaperPort item thumbnails PaperPort page thumbnails Two-part desktop The Page View window 11 11 12 12 13 15 15 16 Acquiring Items Scan to the PaperPort desktop Set up your scanner with PaperPort Print to PaperPort Capture web pages Add PaperPort folders Use DesktopDelivery Import pictures from your camera 17 17 18 18 19 19 20 20 Touching Up Images Scanner Enhancement Technology tools Edit multiple images 21 21 22 PaperPort Getting Started Guide iii Annotating Pages Annotation tools 22 23 Protecting Items Filing Items Add search criteria to items 24 24 25 Finding Items Find items by their properties Find words in an item Add items to the All-in-One Search index Use the All-in-One Search pane Use PDF Searchable Image Schedule indexing tasks 26 26 26 27 27 28 28 Sharing Files Sending Items to Other Programs Use OmniPage with PaperPort Customize the Send To bar Adjust Send To options 29 30 30 31 31 Converting Items Convert items to image formats Convert images to text 33 33 33 Filling Out Scanned Forms Creating PDF Documents Using ScanDirect Uninstalling PaperPort 34 35 36 36 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 and Activating 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; for Activation and Deactivation you need web access. You will be invited to activate the product at the end of installation. Provided your serial number is found at its storage location and has been correctly entered, no user interaction is required and no personal information is transmitted. If you do not activate the product at installation time, you will be invited to do this each time you invoke the program. PaperPort 10.0 can be launched only five times without activation. PaperPort Getting Started Guide 5 Registration Registration enables you to take full advantage of ScanSoft product support and to receive notifications of product updates. When you finish installing PaperPort, you are prompted to register online. If you want to update your registration information, you can always go to the ScanSoft, Inc. web site at http://www.scansoft.com. 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. 6 Welcome to PaperPort Technical Support ScanSoft offers both complimentary and fee-based technical support options designed to meet your individual needs. Our services offer person-to-person telephone and e-mail technical support. We also offer self-service, 24-hour access to our Knowledge Base. 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. 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 Getting Started Guide 7 What's new in PaperPort 10? PaperPort 10 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, both on full-text searches and 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. Full-text searches can be performed on these files in PaperPort with the All-in-One Search. Extended form functionality A Print Only Fields tool in FormTyperTM lets you use PaperPort to fill in preprinted forms. 8 Welcome to PaperPort Extended shortcut menus Find far more functionality when right-clicking an item ­ be it a file or a folder. 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. · The following advanced features are available only in PaperPort Professional 10: Two-part desktop Split the PaperPort desktop into two Workspaces, to make it much easier to compare, move or copy pages between documents at different locations. Bookmark your Workspaces for one-click return to favorite locations. PaperPort Getting Started Guide 9 Fully-featured PDF creation The latest ScanSoft PDF Create! product is included, letting you create more compact higher-quality 1.5 version PDF files. Files created from any text application are searchable and editable. Create PDF files from PaperPort or any print-enabled application on your system, with precise control over compression, font embedding, password protection, watermarking and more. The program can be accessed through the Windows Start Menu, the PaperPort Print dialog box and the Print to PaperPort (PDF) menu item in the File menu. The program has its own Help systems. Index Manager Schedule full-text indexing of your items for the All-in-One Search to run as background processes at times of your choosing. DesktopDelivery Set up system folders to be monitored by DesktopDeliveryTM for files of specified types to be automatically transferred to PaperPort folders. Acquire e-mail attachments in a similar way. PaperPort is also supplied in Special Editions to selected scanner manufacturers and other resellers. The feature set in these editions may vary, in line with each vendor's requirements. 10 Welcome to PaperPort 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 Getting Started Guide 11 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 use any flavor of PDF file (PDF Image, PDF Searchable Image, and PDF Formatted Text and Graphics) with PaperPort. PaperPort distinguishes between image-only and non-image PDF items. You can use the SET tools to improve the quality of PDF-image only items. 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. 12 Getting to Know PaperPort 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. 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 many formats, such as BMP, TIFF, JPEG, GIF, and MAX Microsoft Word, PowerPoint, Excel, Word Perfect, and other documents created in popular software programs PDF documents PDF Image items HTML documents PaperPort Getting Started Guide 13 Each item 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 even with the Page Thumbnails pane closed. Before you can work with an item, you must first select its thumbnail on the PaperPort desktop. A red line appears around an item to indicate that it is selected. While working with item thumbnails, you can: · · · · · · · Drag a thumbnail to reposition it on the PaperPort desktop. Drag a thumbnail to a folder to move the item to that folder. Drag a thumbnail to another open Workspace to move the item to that open folder. Double-click a thumbnail to view the item. Press the Ctrl key and double-click a thumbnail to open the item in its source program. Right-click a thumbnail to display the item's shortcut menu. Drag a thumbnail to the Send To bar to send a copy of the item to another program. Just as you can organize and arrange documents on your physical desktop, you can quickly rearrange the items on the PaperPort desktop. For example, after selecting a thumbnail, you can reposition it or rotate it. Using item thumbnails on the PaperPort desktop, you can also easily combine individual PaperPort Image items or PDF Image items into multi-page items. This feature is useful as an organizational tool if you are using a scanner that can only scan a page as a separate item. 14 Getting to Know PaperPort PaperPort page thumbnails The Page Thumbnails pane on the PaperPort desktop and in PageViewer displays thumbnails for multi-page image items. Select a multi-page item, then click the Page Thumbnails button or use the View menu. Page-level operations can be done quickly without having to open the files ­ these are available for PDF files (both on the PaperPort desktop and in PageViewer) and MAX files (desktop only). In the pane you can: · · · · · · Enlarge or reduce thumbnail size. Copy, paste, cut, delete and reorder pages. Insert new pages at a certain location in the document. Append new pages at the end. Copy and move selected pages to a Workspace as separate PDF files. Copy and move pages between separate documents open in different panes. The Page Thumbnail view of a secure PDF is only available by supplying its password. Two-part desktop When you first start PaperPort Professional 10, the desktop appears split into two Workspaces ­ top and bottom. This layout gives you a better oversight necessary to organize and combine your documents more effectively even in a cross-folder fashion. Right-click the active Workspace or use the Views button to change the way of viewing. If you work with documents containing multiple pages, you can use the corresponding function pane to view page thumbnails without having to open the given document. You can also use these desktop areas to view your folders, or the properties of the selected item. To remove the desktop split, open the Desktop menu, and uncheck the Split Desktop menu item. You can also bookmark the Workspaces of your choice by using the Bookmark Workspace command from the Desktop menu. To manage them, use the Organize Bookmarks command. Getting to a frequently used Workspace is just a mouseclick away, since they are all displayed in the same menu. PaperPort Getting Started Guide 15 Function pane showing page thumbnails Active Workspace Desktop split Function pane showing folders Inactive Workspace Send To bar 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. Use the SET tools to enhance the current page image. Use the Page Thumbnails pane to edit your document at page level. To view an item in the Page View window, double-click an item thumbnail, choose View from its shortcut menu or select the item and click the Page button on the Command bar. Desktop button: click to return to the PaperPort desktop SET Tools Annotation Tools Page Thumbnails Pane 16 Getting to Know PaperPort 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. Drag or cut-and-paste images and documents from Windows Explorer, or other programs to the PaperPort desktop. Acquire photos from a digital camera. Bring files into PaperPort Professional 10 using DesktopDelivery. Scan to the PaperPort desktop PaperPort is designed to work with TWAIN- and WIA-compatible scanners. (ISIS support is only included in PaperPort Professional 10.) Click the Scan or Get Photo button to start scanning. In the Scan pane, you can choose between using the native interface of the scanner or utilizing the new Scanner Settings pane of PaperPort for best scanning results. To use the interface of the scanner driver, mark the checkbox Display scanner dialog box. Leaving it empty will display the PaperPort panel with two tabs. · · Output: set file format and automatically suffixed file names. Scan: adjust scan settings: mode, resolution, size, orientation, filter color, brightness and contrast. When the scan is complete, you will see your item on the PaperPort desktop. If your scanner does not use a TWAIN, WIA or ISIS device driver, use the program that came with your scanner to scan items. Then, copy or move the scanned items to PaperPort. Refer to the PaperPort Help for more information about scanning. PaperPort Getting Started Guide 17 PaperPort makes it easy to scan pages as separate items or as a multi-page item. 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. Use DesktopDelivery (available in PaperPort Professional 10) to monitor folders for incoming scanned images. Set up your scanner with PaperPort All files needed for scanner setup and support are copied automatically during the program's installation, but no scanner setup occurs at installation time. Before using PaperPort for scanning, your scanner should be installed with its own scanner driver software and tested for correct functionality. Scanner driver software is not included with PaperPort. Scanner setup is done through the Scanner Setup Wizard. You can start this yourself: by clicking the Scan or Get Photo button, then the Setup button in the Scan pane. You can also start the Wizard from ScanDirect by right-clicking the Scan button. Otherwise, it appears when you first attempt to perform scanning in ScanDirect. Follow the on-screen instructions to set up your scanner. 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. This feature lets you quickly import spreadsheets, pictures, database files, word processing files, and other files into PaperPort as items on the PaperPort desktop. In PaperPort Professional 10, you can use Print to PDF to print the document in PDF Formatted Text & Graphics format. You can use the Print to PaperPort capability to create print-formatted views of web pages. 18 Acquiring Items Capture web pages You can use Web Capture to capture web pages on the Internet as PaperPort Image items or PDF Image items on your PaperPort desktop. These items function as convenient pointers to your favorite web sites. Once you capture a web page, you can perform a variety of activities. For example, you can: · · · · View the page. Save the page for archive purposes. Go to the actual web page on the Internet (PaperPort Image item only). Index the content of captured web pages. Use the Print to PaperPort feature to create print-formatted views of web pages, which can also be added to the All-in-One Search index for searching by text content. 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. You can add folders already on your computer to the Folders pane, including network folders and folders on external devices attached to your computer. Documents within these folders are then available for use within PaperPort. Refer to the PaperPort Help for more information about adding and using PaperPort folders. PaperPort Getting Started Guide 19 Use DesktopDelivery DesktopDelivery (PaperPort Professional 10 only) monitors network or local folders for incoming files of specified types (PDF, TIFF, JPEG and MAX). It can also monitor e-mail folders for attachments. It imports these files to specified PaperPort DesktopDelivery folders (i.e. PaperPort folders designated to receive files from a monitored folder outside PaperPort). Right-click on any PaperPort folder and select DesktopDelivery from the shortcut menu. Monitored e-mail inbox folder Monitored folder Refer to the PaperPort Help for details. Import pictures from your camera To bring digital photos on the PaperPort desktop, first plug your camera in. If your device is displayed as a drive you can start acquiring your files. If your camera does not support this kind of operation, and its driver is installed properly, its TWAIN or WIA interface will display enabling you to import images from it. Do not edit the images on your camera in place ­ not all editing produces the desired result first time. Instead, bring your files into PaperPort and use the SET tools to enhance them. 20 Acquiring Items