User manual NUANCE PAPERPORT 4.0 FOR WINDOWS

TA B L E O F C O N T E N T S Chapter 1: Welcome to the PaperPort Software . . . . . . . . . . . . . . 1 View Scanned Items Two Ways . . . . . . . . . . . . . . . . . . . . . . . . . 2 Add Notes, Highlight Areas, and Mark-Up a Page . . . . . . . . . . . 3 Combine Items into Stacks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Link to Many Other Applications . . . . . . . . . . . . . . . . . . . . . . . . 4 Scan It and Fax It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Scan It and E-Mail It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Convert Scanned Text into Text That You Can Edit . . . . . . . . . 6 Scan to Get the Best Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Organize Items in Personal Folders . . . . . . . . . . . . . . . . . . . . . . . 7 Import Items From Other Applications . . . . . . . . . . . . . . . . . . . . 8 Export Items in Other Formats . . . . . . . . . . . . . . . . . . . . . . . . . . 8 View PaperPort Items on an IBM PC or Macintosh . . . . . . . . . . 8 Customize PaperPort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Right Mouse Button Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Chapter 2: Scanning Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Scanning a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Scanning a Business Card or Photo . . . . . . . . . . . . . . . . . . . . . . 13 Why You Don't Need to Save a Scanned Item . . . . . . . . . . . . . 15 Chapter 3: Viewing Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Desktop View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Switching Between Desktop View and Page View . . . . . . . . . . . 20 Using the Command Bar in Desktop View . . . . . . . . . . . . . . . . 21 Using the Command Bar in Page View . . . . . . . . . . . . . . . . . . . 22 Chapter 4: Stacking Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Combining Items into Stacks . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Using Drag and Drop to Create Stacks . . . . . . . . . . . . . . . . 26 Selecting and Deselecting Items . . . . . . . . . . . . . . . . . . . . . 27 Moving Between Stacked Pages . . . . . . . . . . . . . . . . . . . . . . . . . 27 Unstacking Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Giving Titles to Items and Stacks . . . . . . . . . . . . . . . . . . . . . . . 30 iii iv TABLE OF CONTENTS Chapter 5: Sending a Fax or E-Mail Message . . . . . . . . . . . . . . . 33 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Sending a Scanned Item as a Fax . . . . . . . . . . . . . . . . . . . . . . . . 34 Sending a Scanned Item with an E-Mail Message . . . . . . . . . . . 36 Chapter 6: Converting a Scanned Item to Text. . . . . . . . . . . . . . 39 What is OCR? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Converting an Item to Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Converting Part of a Page to Text . . . . . . . . . . . . . . . . . . . . . . . 43 Converting a Scanned Spreadsheet . . . . . . . . . . . . . . . . . . . . . . 44 Chapter 7: Annotating a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Using the Annotation Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Tool Samples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Pointer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Straighten Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Pan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Sticky Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Mark-Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Highlighter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Freehand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Arrow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Displaying and Hiding Annotations . . . . . . . . . . . . . . . . . . . . . 56 Printing Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Chapter 8: Filing Items in Folders . . . . . . . . . . . . . . . . . . . . . . . 59 Dragging and Dropping Items into Folders . . . . . . . . . . . . . . . . 60 Creating New Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Giving Folders New Titles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Seeing the Contents of Folders . . . . . . . . . . . . . . . . . . . . . . . . . 63 Finding an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Appendix A: PaperPort Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 s ble nt Ta onte C of CHAPTER 1 Welcome to the PaperPort Software Welcome to the PaperPort software. This guide explains how to use the main features of your PaperPort software. In addition to this guide, you can get more information from a variety of sources, as shown in this figure. EXPLORE PAPERPORT One-Minute Guide An online tour of PaperPort features. This Getting Started Guide The fastest way to get acquainted with PaperPort and start using it. Online Help Everything you want to know about PaperPort--"how-to" procedures, dialog box reference, and troubleshooting advice. PaperPort CD Your source for installing additional software that works with PaperPort and printing the documentation. 1 s ble nt Ta onte C of 2 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE w NOTE: To see the One-Minute Guide and Online Help, you should first install the PaperPort 4.0 Software on your computer. See the installation guide that you received with your scanner to install the software. This chapter of your Getting Started Guide provides a quick overview of PaperPort's features. If you've used an earlier version of the software, you can also read this chapter to see what's new in the PaperPort software. The whole idea behind the PaperPort software is to help you work more quickly and efficiently with paper items scanned into your computer. The next few pages show--at a glance--many of the time-saving features of the PaperPort software. VIEW SCANNED ITEMS TWO WAYS PaperPort provides two ways to view items: the Desktop View and Page View. Desktop View displays a thumbnail, a small graphic that represents each item on the PaperPort Desktop. Page View displays a close-up of a single page. Desktop View displays items as thumbnails. Page View displays each item as a full page. s ble nt Ta onte C of ADD NOTES, HIGHLIGHT AREAS, AND MARK-UP A PAGE 3 ADD NOTES, HIGHLIGHT AREAS, AND MARK-UP A PAGE With the annotation tools in Page View, you can add a sticky note, highlight text, draw lines or arrows, circle information, or paste a graphic from another application into a PaperPort item. The following figure shows a sample of how the tools can be used. Use the Highlighter tool to draw the reader's attention to an area. Circle information with the Freehand tool. Use the Sticky Note tool to add notes like paper sticky notes. COMBINE ITEMS INTO STACKS Many items that you scan will probably be more than one page. You can combine the individual pages into a multipage item, called a stack. For example, you could save all of your invoices for a job in one stack named Invoices, and each page of the stack could be an invoice with its own name, such as Invoice 7/9/96. s ble nt Ta onte C of 4 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE A single page Stacks Link Bar LINK TO MANY OTHER APPLICATIONS PaperPort automatically recognizes many other applications on your computer and creates a "working link" to them. The Link Bar at the bottom of the Desktop View shows icons of those linked applications. To use a link, you drag an item onto one of the icons. Then, that link's application starts, and you can use it with the scanned item. A typical use of the Link Bar is to scan an item and fax it. This sample shows many different applications linked to PaperPort. If PaperPort does not automatically recognize one of the applications on your computer, you can manually create a link using the Create New Link feature. See the Online Help for more information about creating links. s ble nt Ta onte C of SCAN IT AND FAX IT 5 SCAN IT AND FAX IT If your computer has a fax modem and fax software, you can use the fax link to quickly send the item as a fax. The fax link is represented by a fax icon on the Link Bar at the bottom of the Desktop View. Send an item by dragging and dropping it onto a link icon. This example shows dragging and dropping an item onto the fax link icon. When the fax icon is highlighted, release the mouse button. Your fax application will start and you can send the item as a fax. SCAN IT AND E-MAIL IT If you can send e-mail from your computer, you can send any scanned item as an e-mail attachment, including scanned pages, graphics, and photos. You can use either the e-mail link icon or a convenient Send command to attach an item to an e-mail message. The e-mail link icon for Lotus cc:Mail. s ble nt Ta onte C of 6 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE CONVERT SCANNED TEXT INTO TEXT THAT YOU CAN EDIT PaperPort can quickly convert the text on a scanned item, (which is really just a picture of the text), into text that you can edit with a word processing application. The text is converted using either the optical character recognition (OCR) application provided with PaperPort, or your own OCR application if it's already on your computer. You can convert the entire item, or using the Copy As Text command, you can select only a portion of the text to convert. A word processor link icon. Dragging an item onto it starts PaperPort's built-in OCR application, or you can use your own. SCAN TO GET THE BEST IMAGE With the PaperPort software, you select a setting that is best for scanning a particular type of item. The software has scan settings for items that you want to fax or e-mail, file, convert to text, or for special items such as business cards, graphics, and photos. You can also customize the software's scan settings. s ble nt Ta onte C of ORGANIZE ITEMS IN PERSONAL FOLDERS 7 The following sample shows the Scan Settings dialog box. ORGANIZE ITEMS IN PERSONAL FOLDERS PaperPort has an easy-to-use filing system for organizing your scanned items. The filing system consists of folders designed specifically for holding every item you scan. You can also rename folders to create your own set. To store scanned items in folders, you simply drag-and-drop the items onto the folder. s ble nt Ta onte C of 8 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE Personal file folders in PaperPort IMPORT ITEMS FROM OTHER APPLICATIONS In addition to scanning items, you can bring items into PaperPort in several different ways: · Print to the PaperPort Desktop from another application, such as Microsoft Excel or Adobe Photoshop. · Import files saved in other file formats, such as Windows Bitmap (BMP) or Tag Image File Format (TIFF). · Drag and drop an image file onto the PaperPort folder in Windows Explorer and convert the file to a PaperPort item. · Drag and drop an image file onto the PaperPort icon on the Windows Desktop. EXPORT ITEMS IN OTHER FORMATS You can export or save PaperPort items in several popular file formats, such as BMP or TIFF. For example, after you scan a photograph, export it in PaperPort as a BMP file. You can open that BMP file in an application that reads BMP files. s ble nt Ta onte C of VIEW PAPERPORT ITEMS ON AN IBM PC OR MACINTOSH 9 VIEW PAPERPORT ITEMS ON AN IBM PC OR MACINTOSH PaperPort Viewer, a separate application, comes with PaperPort and lets others view PaperPort items without PaperPort. PaperPort Viewer is available for free on CompuServe, America Online, and the Visioneer web site at http://www.Visioneer.com. You can also send PaperPort Viewer to someone else by attaching it to an e-mail message. CUSTOMIZE PAPERPORT You can arrange PaperPort's tools to suit your individual style of working. For example, you can move the Command Bar to another part of the screen, hide the folders, display the Annotation Tool Bar vertically or horizontally, move it to the other side of the window, and so on. On the Link Bar, you can reorder the icons so the ones you use most often appear first, and you can hide the icons that you use infrequently. RIGHT MOUSE BUTTON SHORTCUTS Many of the tools, buttons, and icons in PaperPort have right mouse button shortcuts. For example, select an item in Desktop View and click the right mouse button to display a menu of commands for the item. s ble nt Ta onte C of 10 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE You can choose from that menu instead of the menus at the top of the window. The following sample shows the shortcut menu for a single item in Desktop View. RELATED TOPICS IN HELP Each new PaperPort feature is described in detail in the Help system. From the PaperPort Help menu, choose PaperPort Help Topics to see the help file. s ble nt Ta onte C of CHAPTER 2 Scanning Items The PaperPort software works with a variety of scanners. Depending on the scanner you're using, you can scan small items, such as business cards, or larger items up to 30 inches (76.2 cm) long. Typical items include newspaper clippings, reports, magazine articles, brochures, letters, memos, receipts, canceled checks, business cards, and photos. MEMO SALES REPORT FAX PaperPort has special scan settings for a variety of different items so you can get the best image with your scanner. This chapter explains how to: s s s Scan a page Adjust the paper return for different types of items Change scan settings This chapter also explains why you don't have to save each scanned item manually. 11 s ble nt Ta onte C of After a slight pause, the feed mechanism pulls the page into the scanner; you do not need to push it through. As the page is being scanned, a preview appears on the screen. This section shows how to scan a page using a PaperPort scanner. 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Insert the page, Use the page markers on the front slot to center the page. 12 2. Push the page forward until it stops and begins to curl upward. The scanned page appears on the PaperPort Desktop. To scan a page with a PaperPort scanner: s ble nt Ta onte C of SCANNING A BUSINESS CARD OR PHOTO 13 SCANNING A BUSINESS CARD OR PHOTO Because business cards and photographs are usually on heavier paper, you should set the scanner to feed the paper straight through the feed slot. In addition, the PaperPort software has special scan settings for reading the smaller print on business cards or for scanning photographs. To scan a business card or photo with a PaperPort scanner: 1. Rotate the scanner's Paper Return so it's set to scan straight through. 2. Align the marker on the scanner with the straightthrough arrow. 3. Click Settings on the Command Bar, or from the Edit menu, choose Preferences. s ble nt Ta onte C of 14 CHAPTER 2: SCANNING ITEMS Make sure the Scan Settings tab is selected. 4. If you are scanning a business card, select the option, Filing Business Cards. When scanning photos, select Storing Photos 5. Click OK. 6. Insert the item, face up, into the front slot on the PaperPort scanner. Consolidated Movers This example shows scanning a business card. e John Smyth Blvd. 1212 Forbes 10 S.S.F 941 The card (or photo) feeds straight through the scanner, and a preview of the scan appears as the scanning progresses. When scanning is complete, the item appears on the PaperPort Desktop. s ble nt Ta onte C of WHY YOU DON'T NEED TO SAVE A SCANNED ITEM 15 The business card Initially a newly-scanned item will be named "Untitled." To give the item a title, see "Giving Titles to Items and Stacks" on page 30. w NOTE: Remember to reset the scan settings if you will be scanning another type of item. WHY YOU DON'T NEED TO SAVE A SCANNED ITEM Every item scanned into PaperPort is automatically saved as soon as you scan it. As long as you don't delete the item, you can "scan it and forget it" because the PaperPort software makes sure that the item is there when you need it. Any changes that you make to an item, such as adding a note or giving an item a new title, are automatically saved as well. s ble nt Ta onte C of 16 CHAPTER 2: SCANNING ITEMS You can also save items in other formats using the Export command. You can use the Export command to save items: s s As backup copies If you want to delete an item from the PaperPort Desktop but use it later on In another file format, such as BMP or TIFF On a floppy disk s s Besides the Export command, PaperPort has an archive link for creating a backup of selected files or for quickly backing up the entire PaperPort Desktop. See the Online Help for more information about using the archive link. RELATED TOPICS IN HELP Use the Scanner Work with Items on the PaperPort Desktop Clean and Straighten Scanned Items Print, Save, and Delete Items Import and Export Files s ble nt Ta onte C of CHAPTER 3 Viewing Items Using PaperPort's two views for displaying scanned items-- Desktop View and Page View--you can see either the thumbnails of the items in a folder, or a full page that you can read. This chapter explains the features of the: s s s Desktop View Page View Command Bar in both views 17 s ble nt Ta onte C of 18 CHAPTER 3: VIEWING ITEMS DESKTOP VIEW Desktop View shows thumbnails of scanned items and stacks of items. Use Desktop View to see the items on the PaperPort Desktop or in any folder. Command Bar Folders Thumbnails of scanned items Stacks Link Bar Status Bar Command Bar--The buttons on the Command Bar are shortcuts for commands on the menus. For example, clicking the Settings button is the same as choosing Preferences from the Edit menu and then clicking the Scan Settings tab in the PaperPort Preferences dialog box. The Command Bar appears in both Desktop View and Page View. Folders--You can store items in the folders to organize them. PaperPort comes with a set of folders already on the PaperPort Desktop, but you can change their titles, add new folders, and delete folders. Thumbnails of scanned items--Thumbnails are small representations of scanned items so you can see them at a glance. To see an item at full size, use Page View.