L EGAL N OTICES Copyright © 1999­2004 by ScanSoft, Inc. All rights reserved. No part of this publication may be transmitted, transcribed, reproduced, stored in any retrieval system or translated into any language or computer language in any form or by any means, mechanical, electronic, magnetic, optical, chemical, manual, or otherwise, without prior written consent from ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts 01960. Printed in the United States of America and Ireland. The software described in this book is furnished under license and may be used or copied only in accordance with the terms of such license. IMPORTANT NOTICE ScanSoft, Inc. provides this publication "as is" without warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability or fitness for a particular purpose. Some states or jurisdictions do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. ScanSoft reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of ScanSoft to notify any person of such revision or changes. TR A D E M A R K S A N D C R E D I T S ScanSoft, PaperPort, ScanDirect, SET, FormTyper, DesktopDelivery, All-in-One Search, OmniPage and True Page are registered trademarks or trademarks of ScanSoft, Inc. or its affiliate companies in the United States of America and/or other countries. Outside In ® Viewer Technology © 1992-1999, Word for Word® copyright © 1998 Stellent Chicago, Inc. All rights reserved. The Verity logo is a trademark or registered trademark of Verity in the United States of America and/or other countries. All other company names or product names referenced herein may be trademarks of their respective holders. ScanSoft, Inc. 9 Centennial Drive Peabody, Massachusetts 01960, U.S.A. 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 ...