C OPYRIGHTS Copyright © 1999­2003 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 the Netherlands. 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 RE F E R E N C E S ScanSoft, PaperPort, PaperPort Deluxe, ScanDirect, FormTyper, OmniPage, OmniForm, and SimpleSearch are registered trademarks or trademarks of ScanSoft, Inc. in the United States and/or other countries. All other names and trademarks referenced herein are trademarks of ScanSoft or their respective owners. Designations used by third-party manufacturers and sellers to distinguish their products may be claimed as trademarks by those third-parties. ScanSoft, Inc. 9 Centennial Drive Peabody, Massachusetts 01960 PaperPort 9 Getting Started Guide Part Number 50-F31A-10023 March, 2003 C ONTENTS Welcome to PaperPort Installing PaperPort Registration Learning PaperPort Using online Help Using release notes Technical Support What's new in PaperPort 9? Create, edit, and manage PDF files Save time with batch processing Use improved scanning features Annotate all image items Find files and documents with ease Use a variety of new productivity enhancements 7 7 7 8 8 8 8 9 9 9 10 10 10 10 Getting to Know PaperPort The PaperPort desktop PaperPort items The Folders pane PaperPort thumbnails The Page View window 11 11 12 12 13 15 PaperPort Getting Started Guide iii Acquiring Items Scan to the PaperPort desktop Print to PaperPort Capture web pages Add PaperPort folders Import files Download pictures from your camera 16 16 17 17 18 18 18 Touching Up Images Image editing tools Edit multiple images 19 19 20 Annotating Pages Annotation tools 21 21 Filing Items Work with PaperPort folders Color-code folders Work with items Add search criteria to items 22 23 23 23 24 Finding Items Find items by their properties Find words in an item Add items to the SimpleSearch index Use the Search pane Use PDF Searchable Image iv Contents 25 25 25 26 26 27 Sharing Files Sending Items to Other Programs Adjust Send To options Customize the Send To bar Send items as E-mail attachments 27 28 29 30 30 Converting Items Convert items to image formats Convert images to text 31 31 32 Filling Out Scanned Forms Creating PDF Documents Using ScanDirect 33 34 35 PaperPort Getting Started Guide v vi Contents Welcome to PaperPort Welcome to the 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 thumbnails allow you to visually organize, retrieve and use your scanned documents, including Word files, spreadsheets, PDF files and even digital photos. PaperPort's editing tools ensure that scanned documents will look great while the annotation tools let you add notes and highlights to any scanned image. Installing 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. 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. PaperPort Getting Started Guide 7 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 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 on 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, on the PaperPort Help menu, and as a sample document on the PaperPort desktop. 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. 8 Welcome to PaperPort What's new in PaperPort 9? PaperPort 9 includes a number of valuable new features to help you manage your documents. Create, edit, and manage PDF files You can now scan, create, and manage PDF files, using the worldwide standard for electronic document exchange. You can perform operations directly on PDF files and no longer need to convert them to the MAX format beforehand. For example, you can: · · · · · · Scan directly to PDF Image and PDF Searchable Image Formats. Stack, unstack, reorder, and rotate PDF files. Improve and annotate PDF files with PaperPort's Image Editing and Annotation tools. Convert existing image files to PDF, and create standard searchable PDF (with OmniPage Pro 11 or higher installed). Index and search for the content and properties of PDF files. Create PDF files from existing text documents. By using the new Print to PDF feature, you can now create PDF files directly from Microsoft applications, such as Microsoft Word, PowerPoint, or Excel. Send PDF files to programs on the Send To bar. · Using the free Acrobat Reader from Adobe, anybody can view and print your documents from almost any computer worldwide. PDF files ensure that your files will be accessible on any operating system. Save time with batch processing Batch processing features enable you to quickly perform operations on multiple items at the same time. For example, you can straighten an entire stack of pages, assign common keywords to several items, or resize a number of items. Commands enabled for batch processing include Save As, Auto Enhance, Resize, Invert Color, Auto Straighten, Remove Stray Dots, Improve Lines, and Rotate. PaperPort Getting Started Guide 9 Use improved scanning features PaperPort now provides single page, multipage, and dual-sided scanning, PDF output, and sortable names for scanned items. Annotate all image items PaperPort now supports annotations on all image types, and you can edit annotations on both PDF and PaperPort Image (.max) files as well. Find files and documents with ease You can now use PaperPort's enhanced Search features to find items by specific item properties. You can also index TIFF files, PDF image files, and read-only files and directories. Use a variety of new productivity enhancements PaperPort helps you manage your time more efficiently by letting you: · · · Launch a program by clicking its program icon on the Send To bar. Open My PaperPort Documents folder each time you start the program, rather than opening the last folder opened. Auto-arrange items on the PaperPort desktop. There are many more features and enhancements in this release. For a detailed list, see the Release Notes document, which is easily accessible from the PaperPort Help menu. 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. Main toolbar Folders Document thumbnails Desktop Send To Bar 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 edit PDF-image only items. You can quickly send an item to another program without leaving the PaperPort program. 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 Samples 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. Although you cannot remove My PaperPort Documents from the Folders pane, you can delete all subfolders whenever you prefer. 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. To show or hide the Folders pane, click the Folders button on the Command bar. PaperPort thumbnails One quick way to locate your PaperPort items is to visually browse through the thumbnails on your PaperPort desktop. Each thumbnail is a small, graphic representation of your document or photo. 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 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. 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 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. 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 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 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. To view an item in the Page View window, double-click a thumbnail, or select the item and click the Page button on the Command bar. Annotation Tools Image Editing Tools Click the PaperPort desktop button to toggle back to the PaperPort desktop at any time. PaperPort Getting Started Guide 15 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. Download photos from a digital camera. Scan to the PaperPort desktop PaperPort is designed to work with TWAIN- and WIA-compatible scanners. Use the Scan pane to call up your scanner's program to bring images and documents into PaperPort so that you can use PaperPort's features. When the scan is complete, you will see your item on the PaperPort desktop. If your scanner does not use a TWAIN or WIA 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 makes it easy to scan pages as separate items or as a multi-page item. 16 Acquiring Items 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. 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 Pro Office, 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. 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 SimpleSearch index for searching by text content. PaperPort Getting Started Guide 17 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. Import files You can use the Import file feature to bring an image file, such as those in the PDF, BMP, JPEG, and TIFF format, created in another program to the PaperPort desktop. The image file you import becomes a PaperPort Image item on the PaperPort desktop. In addition to using the Import command, you can also copy and paste or drag and drop documents and images directly onto the PaperPort desktop. When you are finished, you can easily convert the files to a different format if desired. Download pictures from your camera To get digital photos on the PaperPort desktop, you can download your photos from a TWAIN- or WIA-compatible camera. If your camera does not use a TWAIN or WIA device driver, use the photo download program that came with your camera to get your photos into your computer and drag and drop the photos to PaperPort. Refer to the PaperPort Help for more information. 18 Acquiring Items Touching Up Images When you display an image item in the Page View window, PaperPort provides several tools you can use to adjust or improve your image. For example, you can straighten a scanned page, lighten an underexposed photograph that is too dark, adjust the color in a color picture, remove "dirt spots" from a document page, or sharpen fuzzy pictures. In addition, you can rotate an item, remove stray dots, enhance lines, remove red eye, and crop part of an image. Image editing tools Select image Use the Selection tool to select part of an image you want to cut, copy, or delete using the commands on the Edit menu. Use it also to select part of an image before cropping or using the Remove Red Eye tool. Click the Rotate tool to rotate the selected item 90 degrees to the right. Sometimes a document is crooked when scanned. When this occurs, you can use the Straighten and Auto Straighten tools to adjust it. Rotate an image Straighten an image Enhance an image The Auto Enhance feature adjusts the brightness and contrast, color, and tint of an image. PaperPort analyzes the image and tries to correct whatever is wrong with the image. You can manually adjust your image using the Enhance tool. Select the Sharpen tool to adjust the sharpness of a blurry picture or, blur a sharp image for special effect. Sharpen an Image PaperPort Getting Started Guide 19 Remove red eye The Remove Red Eye tool helps you to remove the red-eye effect that occurs when photographing people or animals in low light or with a flash. Remove part of an image When you want to save or work with only part of a page or image, you can crop the image or you can erase the part that you do not want to use. Use the Selection tool to define the part you want to keep and then use the Crop tool to remove the remainder. Select the Erase tool to erase the area of the image that you draw over with the pointer. Remove stray dots Scanned images sometimes include stray dots or "speckles" The Remove Stray Dots tool automatically finds and removes such "dirt" from a page. The Improve Lines tool darkens lines and connects broken lines in a table or form to appear darker and straighter. Improve lines Edit multiple images The ability to process items as a group is often referred to as batch processing. PaperPort provides batch processing features so that you can quickly enhance, modify, or rotate multiple image items in a single operation. Select one or more image items on the desktop, and then, on the Item menu, point to Edit Pages, and select the desired command. See the online Help for more information. 20 Touching Up Images