User manual NUANCE PDF CONVERTER STANDARD 3 - QUICK REFERENCE GUIDE

Quick Reference Guide Welcome to ScanSoft PDF Converter 3 The ScanSoft® PDF Converter 3 lets you unlock PDF files to edit them as Microsoft® Word, Microsoft Excel, CorelTM WordPerfect®, and generic RTF files. It also lets you open PDF files directly from these applications, edit them and save them in the appropriate file type. It converts Portable Document Format (PDF) files up to and including version 1.6. Encrypted PDF files can be opened if the required password is provided. PDF Converter distinguishes three types of PDF conversion: for documents, forms and spreadsheets. You must choose one of these descriptions before starting the conversion because PDF Converter uses different algorithms for each. Your choices and target applications are as follows: Word True Page® Document WordPerfect Rich Text (RTF) Flowing Column Form Logical Form Recognition (LFR) Word Spreadsheet Excel Most PDF files contain a text layer with standard character encoding. ScanSoft PDF Converter is designed to convert these files directly. PDF files not meeting these criteria must be converted by Optical Character Recognition (OCR). This is the process of extracting text from an image. OCR conversion is supplied with the product. Installation and Activation Please remove any previous version of PDF Converter before the installation. 1. Insert the CD-ROM in your CD-ROM drive. The installation program will start automatically. If it does not, locate your CD-ROM drive in Windows Explorer and double-click the converter's setup.exe file. Select a language for installation. The InstallShield® Wizard will appear. (If you have downloaded the converter from the ScanSoft web site, double-click its setup.exe file.) 2. Follow the on-screen instructions. You must accept the license agreement in order to proceed. You must enter a serial number. You will find this on the CD sleeve or on the ScanSoft web site at the download location. Be sure to keep the serial number in a safe place; it is fully checked only during product activation and is also needed for any re-installations. The installer offers a default location for the program. Accept it or define a different one. 3. Click Finish. Registration runs at the end of installation. Select Register Online to establish a connection to the ScanSoft web site. We provide an easy electronic form that can be completed in a few moments. When the form is filled, click Submit. If you decide not to register or to be reminded later, you can go to http://www.scansoft.com to register online any time later. Click on Support and from the main support screen choose Register in the left-hand column. For a statement on the use of your registration data, please see ScanSoft's Privacy Policy. 4. Activate. You will be invited to activate the product at the end of installation. Please ensure that web access is available. Provided your serial number is found at its storage location and has been cor- rectly 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. PDF Converter can be launched only five times without activation. Note: System requirements are presented on the product box and in online Help. The user performing installation or un-installation should have Administrator rights on the computer. Administrator rights are recommended for activation and de-activation. How to Get Help This printed Quick Reference Guide accompanies the ScanSoft PDF Converter when it is supplied on a CD. This guide is also available as in a PDF file on the CD and after installation in the program folder. It can also be accessed from the About panel. When the program is delivered electronically, this PDF document should be consulted. It is available at the download site. ScanSoft PDF Converter has an online Help system. All program screens have Help buttons. Help is provided in a PDF file; use the Table of Contents or the search function in your PDF viewer to find the information you need. You can download a PDF viewer free of charge from the web. ScanSoft PDF Converter Professional can also display PDF files. Press F1 or click the Help button to open the online Help system at the first page. A Readme file with latest information is available on the CD and in the program folder. The ScanSoft web site offers program information, with a regularly updated knowledge base and user forums. Presenting the Program PDF Converter has two dialog boxes, each containing tabbed panels: PDF Converter Assistant This lets you start conversions and control the process. Its first panel shows you a preview of the PDF file to be converted. It lets you specify whether the PDF should be handled as a document, as a form or as a spreadsheet, and set a page range if desired. The following panels are Document Options, Form Options and Spreadsheet Options. Only one of these panels will be active, depending on your PDF processing choice. The About panel gives access to product support and help. Open the Options panel for settings of your processing choice. Specify this choice first because this will determine your further choices. This icon shows that the page has a text layer. Pages without a text layer display this icon. Select your output document type. Page ranges help you handle PDF files of mixed content. Preview each page of your PDF using these navigation buttons. Browse to the PDF to be converted. Click Convert when you have adjusted your desired settings. PDF Converter Settings This can be called from the Tools menu of the supported applications (Microsoft Word, Excel and WordPerfect). When you call it from Microsoft Word, the File Open Settings panel lets you choose whether to use the PDF Converter Assistant or not for future conversions started from the Microsoft Word Open dialog box. It also provides access to other settings. Starting the Program To make the services of PDF Converter easy to call on, it can be started from several locations, as described in the following procedures: 3. The Open Dialog Box in Microsoft Word 1. Click the File Open button or go to the Microsoft Word File menu and click Open... 2. Click the PDF (Portable Document Format) (*.pdf) format in the Files of type box. 3. Select the PDF file you want to convert. Multiple selection is possible. 4. Click Open. (See the screen shot). 5. Conversion starts with or without the Converter Assistant, as specified in PDF Converter 3.0 Settings (Tools menu). 6. If the PDF Converter Assistant is enabled, the PDF is previewed and you can change settings before starting the conversion. If the PDF Converter Assistant is disabled, conversion starts immediately, using existing settings. 7. The progress monitor is displayed along with a series of tips. 8. The converted, editable document is displayed in Microsoft Word. See the following section on how to save the file. Here are steps 2, 3 and 4 from this procedure: 1. The Windows Start Menu Choose ScanSoft PDF Converter 3.0 under Programs or All Programs. All conversions started from the Start menu use the PDF Converter Assistant. It allows you to name an input PDF file and an output file. Display of the created file is optional. 2. The Open PDF button in a Microsoft Word Toolbar Use the Open PDF button in a Microsoft Word toolbar or the Open PDF item in the File menu to call the PDF Converter Assistant, displaying its Preview panel. It allows you to name an input PDF file, an output Word document file, choose between Document and Formtype processing, and more. The resulting file is displayed in Microsoft Word, ready for editing. Note: You can select two or more PDF files from a folder; each file will be converted into a separate Word document. From all other starting places, only one file can be converted at a time. Note: Using the Open command from the File menu to unlock your PDF files is only possible from Microsoft Word. 4. WordPerfect Use the Open PDF item in the File menu of WordPerfect to call the PDF Converter Assistant, displaying its Preview panel. It allows you to name an input PDF file and an output WordPerfect document file. The resulting file is displayed in WordPerfect, ready for editing. Note: All starting methods except for the one from the Windows Start menu can be enabled and disabled in the Enable Shortcuts panel in the PDF Converter Assistant dialog box. How to Convert PDF Documents For files to be converted as documents, select your settings in the Document Options panel. Choose how the layout should be maintained: · · True Page® places all elements in text boxes or frames. Flowing Column uses text boxes and frames only when necessary, allowing body text to flow from one column to another. 5. Microsoft Excel Use the Open PDF button in a Microsoft Excel toolbar or the Open PDF item in the File menu to call the PDF Converter Assistant, displaying its Preview panel. It allows you to name an input PDF file and an output Excel spreadsheet file. Each detected table is converted and placed in a separate worksheet inside the Microsoft Excel file. 6. Microsoft Outlook 1. 2. 3. 4. Select a message that has a PDF attachment. The PDF Converter buttons will become active. Click the PDF Converter button in the Outlook toolbar or in the message toolbar. If the message has more than one PDF, select which PDF to convert and click OK. Here you can choose to use the PDF Converter Assistant for conversion or unlock your PDF file without it. If you prefer automatic conversion, you can decide on your preferred file handling and the target application. How to Convert Form-like PDF Files There are two ways of processing form-like PDF files: · Logical Form RecognitionTM Technology. Choose Form as PDF handling and use the settings in the Form Options panel. Prefer this when retaining the form structure is more important. True Page® Conversion. Choose Document as PDF handling and choose True Page under Document Options along with the other document options. Prefer this when converting text content is more important and when the form is only a part of the PDF content. · 7. Microsoft Internet Explorer 1. 2. 3. Right-click on a hyperlink leading to a PDF file or an HTML page hosting a PDF. Choose Open with ScanSoft PDF Converter 3.0. Conversion is performed through the Assistant. How to Convert Spreadsheet-like PDF Files This conversion can be used for PDF files containing partly or mainly tables. Each detected table is converted and placed in a separate worksheet inside a Microsoft Excel file (extension XLS). All content not detected as a table is placed in a separate worksheet at the end. The detected tables do not appear here, but are replaced by hyperlinks leading to the relevant worksheet table. When you do document conversions, tables in the PDF become tables in the output file. 8. Windows Explorer 1. 2. Right-click on a PDF icon or file name in Windows Explorer or a PDF icon on your desktop. Choose a conversion method and target from the shortcut menu. If you choose to use the Assistant, you make these choices in its Preview panel. Handling Mixed PDF Files PDF files often have mixed content: flowing text, tables and forms. In many cases you can process these files with the setting Document and receive good results. For more precise control, your can use page ranges to separate forms and tables and convert them separately. For example, to best unlock a PDF with two pages of illustrated text, followed by a one-page table you want to do calculations on, and finally a three-page form ­ convert pages 1 and 2 as Document, page 3 as Spreadsheet and pages 4-6 as Form. Language Support When converting a PDF file you classified as a Form, the following languages are supported: Danish, Dutch, English, Finnish, French, German, Italian, Norwegian, Portuguese, Spanish and Swedish. When converting a PDF file you classified as a Document or a Spreadsheet, ScanSoft PDF Converter can handle over a hundred languages using the Latin alphabet, including all the above and, for instance, Catalan, Czech, Hungarian, Indonesian, Polish, Quechua, Romanian, Swahili and Turkish. The program can convert multi-lingual documents. A full list of supported languages is provided in online Help. Saving Converted Files When you use the Open command from the Microsoft Word File menu for conversion, your document will display as if it were still the PDF file. You must save it as a Word document with the command Save As.... If you use Save or Close without saving, you will lose either the converted document or the original PDF. The program warns you of this: Web Updates You can get the latest program updates directly from the Enable Shortcuts and the About panels of PDF Converter Assistant. Please ensure that web access is available. Un-installation Select Add/Remove Programs from the Control Panel. 2. Select ScanSoft PDF Converter 3.0. 3. Click Remove to uninstall the program or Change to auto-repair it. A de-activation step is performed at the start of uninstallation, allowing you to reinstall the program later without re-activation problems. De-activation requires web access. 1. Handling Image-only PDF Files PDF files without a text layer are a special case for conversion. You can decide how the program should handle these pages: convert them with the built-in Optical Character Recognition (OCR), transfer them as images to the Word document or skip them. You can require inspection of the first pages (up to ten) in PDF files you open. Optionally, you can set conversion to be stopped, if no text-layer pages are detected. If you have ScanSoft OmniPage Pro, you can use this to have more control over the recognition process. www.scansoft.com Copyright © 2005 ScanSoft, Inc. All rights reserved. Subject to change without prior notice. Productivity Without Boundaries, ScanSoft, the ScanSoft logo, OmniPage Pro, True Page and Logical Form Recognition are trademarks or registered trademarks of ScanSoft Inc. in the United States and/or other countries. Microsoft, Windows, Excel and Outlook are registered trademarks and/or trademarks of Microsoft Corporation in the United States and other countries. InstallShield is a registered trademark of InstallShield Software Corporation. WordPerfect is a registered trademark of Corel Corporation. All other company names or product names may be trademarks of their respective owners. This program is protected by US and International copyright laws as described in the About panel.