COPYRIGHTS Copyright © 1999­2001 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 the Legal Department at 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. TRADEMARK REFERENCES 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 products mentioned herein may be trademarks of their respective holders and are hereby recognized. Copies of pages 120 & 121 of "The Innocents Abroad" by Mark Twain, copyright 1911 by Publisher Grosset & Dunlap that appear in Figure 39 are used with permission of the publisher. ScanSoft, Inc. 9 Centennial Drive Peabody, Massachusetts 01960 ScanSoft Europe BV Randstad 22-139 1316 BW Almere The Netherlands PaperPort Deluxe Getting Started Guide Part Number 50-688001-00A September, 2001 CONTENTS Preface Using This Guide v vi Chapter 1 Installing PaperPort System Requirements Installing PaperPort 7 7 8 Chapter 2 Introduction What is PaperPort? The PaperPort Desktop The Page View Window The Desktop Menus and Toolbars The Page View Menus and Toolbars The Folders Pane 9 9 11 11 13 14 15 16 Chapter 3 Using PaperPort Using Thumbnails Acquiring Items Filing Items 17 18 20 26 PaperPort Deluxe Getting Started Guide iii Finding Items Viewing Pages Annotating Pages Touching Up Images Sending Items to Another Program Sending Items as E-mail Attachments Converting Images to Text Filling Out Scanned Forms Creating Web Pages Using ScanDirect 30 34 35 37 39 42 43 44 45 46 Chapter 4 Sample Sessions Scan and Save Documents Get and Touch Up Photos Send Items as E-mail Attachments Find Items 47 47 54 58 59 Chapter 5 Other Programs to Use with PaperPort OmniPage OmniForm 65 65 66 Index 67 iv Contents Preface Welcome to the PaperPort Deluxe Getting Started Guide. PaperPort is a paper management tool for home and business use that helps you manage and use scanned documents and digital photos. Designed for home and business use, it provides all the basics of desktop organization in one easy-to-learn and easy-to-use program. From PaperPort, you can: Scan documents and photos to your desktop for easy access and use with your favorite programs. Simply drag and drop a file onto the program icon and PaperPort automatically converts the file to the preferred format. Get photos from your digital camera and then make your photos picture perfect. Image editing tools provide all the basics to enhance, crop, rotate, remove red eye and add special effects. View large, clear thumbnail images of your scanned documents, photos, and other files to quickly find files based on their appearance. Find all your documents and photos using PaperPort's powerful search tool. Using SimpleSearchTM, you can search by content, keywords, or annotations. With scanned documents, PaperPort runs the OCR process to read the documents and then indexes the content to enable quick searching. Eliminate the need to retype documents. Simply drag a scanned document to your word processing program on PaperPort's Send To bar and PaperPort automatically turns it into editable text. Easily group related documents and photos as stacked pages, just as you would with papers on top of your desk. Add annotations, sticky notes, highlights, arrows, and stamps to your documents and photos. Scan and fill in forms using the FormTyperTM feature. Simply scan in a blank form and PaperPort automatically detects the form fields and lets you fill them in for a perfect form every time. View electronic documents such as spreadsheet documents in PaperPort even if you do not have the spreadsheet program on your computer. v Use the Explorer-like folder system to organize all your documents and photos on your computer or on the network. You can color-code your folders and add any existing folder to PaperPort without moving it within your file system. Easily capture web pages on the Internet and place them as PaperPort image items (.max files) on your PaperPort desktop. This guide introduces you to PaperPort and shows you how to get started managing your information. Additional information includes: Online Help -- Comprehensive information on features, settings, and procedures. Help is available on the PaperPort Help menu. Release Notes -- Important information about this release of PaperPort. It is included on the installation CD and on the PaperPort Help menu. Product Support -- Additional technical support, including technical notes, frequently asked questions, software updates, and more is available on the PaperPort Help menu. Using This Guide This guide provides you with an overview of PaperPort and how you can use it to meet your scanning and document management needs. It also provides first-time PaperPort users with enough information to install and get started using PaperPort. It assumes you are familiar with basic Windows operations and can install and set up devices such as scanners, printers, and digital cameras. This guide contains the following chapters: Chapter 1 -- Installation Instructions. Explains how to install PaperPort on your PC. Chapter 2 -- Introduction. Introduces you to PaperPort, its capabilities, and describes the various elements, such as the window panes, menu commands, and toolbars. Chapter 3 -- Using PaperPort. Explains the basic steps to acquire, annotate or edit, and store and send items. Chapter 4 -- Sample Sessions. Describes real-life examples of using PaperPort and includes step-by-step instructions. Chapter 5 -- Other Programs to Use with PaperPort. Introduces you to other ScanSoft programs you can use with PaperPort. vi Preface Chapter 1 Installing PaperPort This chapter provides information on installing and starting PaperPort. It presents the following topics: System Requirements Installing PaperPort System Requirements To install and run PaperPort, your Windows-compatible PC must be equipped with the following: An Intel Pentium or equivalent processor. Microsoft Windows 95, 98, Me, Windows NT 4.0, 2000, or Windows XP. 32 MB of RAM for Windows 95, 98, and Me; 64 MB is recommended. 64 MB of RAM for Windows NT, 2000, and XP; 128 MB is recommended. 80 MB of free space on your hard drive. SVGA monitor with 800 x 600 pixel resolution. 7 Installing PaperPort The PaperPort installation program provides easy step-by-step instructions on every screen. Before you install PaperPort 1. 2. Close all other programs, including any anti-virus programs. If you are installing PaperPort on Windows NT or 2000, log onto your computer with administrator privileges. You can install PaperPort from a CD or from the Web. To install PaperPort from a CD 1. Insert the CD into your CD-ROM drive. The installation program should start automatically. If it does not start, locate your CD-ROM drive in Windows Explorer and double-click the Setup.exe program at the top-level of the drive. Follow the instructions on each screen to install the software. 2. To install PaperPort from the Web 1. After you have purchased PaperPort and downloaded the installation program to your computer, double-click the PaperPort icon on your Windows desktop to begin the installation. Follow the instructions on each screen. 2. 8 Installing PaperPort Chapter 2 Introduction This chapter introduces you to PaperPort in the following sections: What is PaperPort? -- Presents an overview and explains some of the ways PaperPort can help you in both your home and office. The PaperPort Desktop -- Presents the interface to the product. The Page View Window -- Presents that part of the interface you use to work on individual items. The Desktop Menus and Toolbars-- Presents the PaperPort commands and tools. The Folder Pane -- Presents PaperPort folders, that part of the interface you use to organize and maintain your items. What is PaperPort? PaperPort is a document management software program. With PaperPort you can: Collect information from a wide variety of sources such as scanners, digital cameras, e-mail, and the Web. Organize and store this information on your computer as PaperPort items in folders. Edit, annotate, and search these items by title and content. In short, PaperPort can help you manage the information you use both at work and at home. 9 Using PaperPort in the office Here are two scenarios that show ways PaperPort can help you manage the mountains of paper connected with your business. Collect data from remote offices for everyone to share You work for an agency charged with collecting legal paperwork from all across the country. Each local office scans in the paperwork from a case and stores it in an individual folder, adding notations as needed. When information from a case needs to be shared or reviewed, the local office selects the information, then faxes it to the central office. Keep track of your expenses Using PaperPort with a scanner you can scan in all your business-related receipts and store them in folders by date and/or type (meals, airfare, gas, and mileage). At the end of the month pull it all together, transfer the information onto the electronic version of your expense sheet, and e-mail it to the accounting department! Using PaperPort at home Everyone from hobbyists to home-office professionals can rely on PaperPort to help manage their photographs and documents. Here are two of the ways PaperPort can help you. Store and share all your photographs Collect all your photographs into virtual albums by storing them in PaperPort folders. Scan printed photos and download digital images. Once in PaperPort you can edit the images and move them around into different folders for later viewing. PaperPort helps you share your photos with friends and family by making it easy to attach them to e-mail messages. Scan magazine and newspaper articles of interest for easy access Whether your passion is cooking, wooden boat building, photography or knitting, PaperPort makes your life easier. Scan your favorite magazine and journal articles into a PaperPort folder. Months later, when you are in the middle of a project and remember reading an article that contained just the information you need, use PaperPort's SimpleSearch tool to find the article in question quickly, even if you can't remember the title! 10 Introduction Chapter 2 The PaperPort Desktop When you start PaperPort the Desktop appears. Figure 1 describes the various parts of the Desktop. Menu Bar Open menus to display commands. Command Bar Click the buttons to choose commands quickly. Folders Pane Show the organization of your PaperPort folders. Desktop Pane with Thumbnails View, open, arrange, move, copy, and send items in the current folder. Send To Bar Send items to other programs and people. The Status Bar See information about the selected item or button. Figure 1. The PaperPort Desktop The Page View Window Double-click a PaperPort item thumbnail to view the item. PaperPort displays the item in the Page View window for viewing. You can enlarge or reduce the view for easy reading. You can also annotate and touch up images. Figure 2 shows the Page View window. The PaperPort Desktop 11 Command Bar Choose commands quickly. PaperPort item Zoom to enlarge or reduce. Image Editing Toolbar Touch up and crop your images. Annotation Toolbar Add notes and other annotations to your items. Figure 2. The Page View Window The various documents and photographs you acquire in PaperPort are referred to as items. Images saved in the PaperPort format are referred to as PaperPort image items. You can also use PaperPort with most other common types of documents such as word documents and spreadsheets. These documents are referred to as text items. Sample items are included with PaperPort to demonstrate some of the types of items yo ...