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Nuance Communications International BVBA Guldensporenpark 32, Building D, BE-9820 Merelbeke, Belgium PaperPort 11 Getting Started Guide Part Number 50-F31A-10060 March, 2006 CONTENTS Welcome to PaperPort Installing and Activating PaperPort Registration Learning PaperPort Technical Support What's new in PaperPort 11? 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 Customizable toolbars 11 11 12 12 13 15 15 16 17 Acquiring Items Scan to the PaperPort desktop Set up your scanner with PaperPort Using Scan Profiles Print to PaperPort Capture web pages Add PaperPort folders Use DesktopDelivery Import pictures from your camera 17 18 19 19 20 20 20 21 22 Touching Up Images Scanner Enhancement Technology tools Edit multiple images 22 23 25 Annotating Pages Annotation tools 26 26 PaperPort Getting Started Guide iii Protecting Items Filing Items Add search criteria to items 27 28 29 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 30 30 31 31 32 32 33 Sharing Files Sending Items to Other Programs Use OmniPage with PaperPort Customize the Send To bar Adjust Send To options 33 34 35 35 36 Converting Items Convert items to image formats Assembling documents Convert images to text 37 37 37 38 Filling Out Scanned Forms Creating PDF Documents Using ScanDirect Uninstalling PaperPort 38 39 40 40 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 11.0 can be launched only five times without activation. PaperPort Getting Started Guide 5 Registration Registration enables you to take full advantage of Nuance® 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 Nuance web site at http://www.nuance.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 Nuance 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 the program. This document is included on the installation CD, from the PaperPort Help menu, and as a sample document on the PaperPort desktop. Welcome to PaperPort 6 Technical Support Nuance 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.nuance.com for information about your support policy, local support contacts, and product updates. Before contacting Nuance, 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 2000 SP4 or above, Windows XP SP2 or above Microsoft Internet Explorer 5.5 or above 128MB of memory (RAM), 256MB recommended 200MB of free hard disk space for application files plus 5MB working space during installation 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 11? PaperPort 11 includes a number of valuable new features to help you manage your documents. Unprecedented Performance Faster launch, quick folder navigation, bigger folder capacity and faster item display both on the PaperPort Desktop and in Page Viewer. Improved OCR Accuracy PaperPort 11 provides more accurate conversion to text on scanned and PDF documents including lower resolution images. How-to-Guides On first startup the program will offer you a series of illustrated mini-guides showing typical tasks and processes, providing quick access to program areas and relevant Help sections. Once disabled, How-to-Guides can be switched on again in the Help menu. Improved Scanner Selection Select the scanner you want to use easily in the Scan pane without the need to run the Scanner Setup Wizard separately. Scanning directly from scanner buttons Use your device buttons to scan directly into PaperPort. Assign PaperPort events to scanner buttons to get this functionality. See the Scan Documents section in the How-to-Guides for details. Scan profiles With PaperPort scan profiles, you can scan different types of documents and images more easily. The profiles are optimized for the most common tasks: scanning in black-and-white, grayscale, scanning color documents, or color photos. Welcome to PaperPort 8 Capture Assistant Have more precise control over multi-page scanning with the integrated Capture Assistant. The widest range of options are provided in PaperPort Professional 11. Folder Notes If you want to automatically add the same subject, author, or keywords to all PDF and MAX items coming into a specific folder through scanning or DesktopDeliveryTM, use Folder Notes. Entering keywords and subjects makes it easier to find items later. Customizable Toolbars You can now set up your PaperPort workspace more comfortably by repositioning or docking toolbars, and customizing which icons you want to display. New SET Tools New SETTM Tools give you more control over image quality: you can set black and white points for auto-enhancement, and erase unwanted handwritten notes or shadows from the edge of your scanned pages. PaperPort Watson A new intelligent search utility that unites the best of the PaperPort All-in-One SearchTM with other popular search engines including Google® and MSN® Desktop Search utilities. Closer integration with other Nuance products · If you have ScanSoft® OmniPage® on your system, PaperPort cooperates with it more closely than ever, providing cutting-edge OCR page recognition services and high-level PDF creation including Searchable PDF files. · PaperPort Professional 11 comes with integrated PDF Create! enabling you to create smaller text-based PDF files from applications and assemble PDF files quickly and easily from a variety of source documents. PaperPort Getting Started Guide 9 The following advanced features are available only in PaperPort Professional 11: Unlimited Scan Profiles You can freely create and configure new Scan Profiles, or remove unwanted ones. Professional Capture Assistant Professional Capture Assistant: The Capture Assistant displays thumbnails of pages as they are scanned. After scanning, you can re-order or rotate pages or add blank separator pages. When you are done, you can specify subject, author and keywords for your items. PDF-MRC High Compression Now you can create scanned color or grayscale PDF files that are up to 8 times smaller than regular scanned documents. Searchable PDF If you have OmniPage together with PaperPort Professional on your system, you can create searchable image PDF files as well. You can index, search and extract the text content of such PDFs. 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 requirement ...