User manual NUANCE SCANSOFT PAPERPORT 11 - GETTING STARTING GUIDE

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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 requirements. Welcome to PaperPort 10 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. PaperPort How-to-Guides The How-to-Guides display on first program launch. They are a series of miniguides that help you get started easily by providing concise overviews of key program areas, such as scanning, searching, document assembly and the like. 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. Command bar with customizable toolbars Desktop Access to other pages Folders Function pane can present: Folders (View menu) · · · · · Image item thumbnail Text item thumbnail Send To bar Page Thumbnails (View menu) Item Properties (View menu) Scan or Get Photo (File menu) All-in-One Search (Tools menu) 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 (PDF Normal)) with PaperPort. PaperPort distinguishes between image-only and non-image PDF items. You can use the SET tools to improve the quality of PDF-image only items. You can quickly send an item to another program without leaving the PaperPort program. Just drag an item onto the link icon in the Send To bar at the bottom of the desktop. 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 My PaperPort Documents 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. Use the Folder Tools to access its commands quickly. 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. Getting to Know PaperPort 12 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. 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. You can also delete the My PaperPort Documents folder, but your PaperPort structure must contain at least one folder. To show or hide the Folders pane, click the Folders button on the Command bar. With the desktop split, Folders panes can be displayed for each Workspace. PaperPort item thumbnails There are two kinds of thumbnails in PaperPort: item and page thumbnails. Each item thumbnail is a small, graphic representation of your document or photo. Page thumbnails show pages of image items and PDF files in the Page Thumbnails pane both on your PaperPort desktop and in the PageViewer. One quick way to locate your PaperPort items is to visually browse through the item thumbnails on your PaperPort desktop. 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 formats such as BMP, TIFF, JPEG, GIF, and MAX Microsoft Word, PowerPoint®, Excel®, Word PerfectTM , and other documents created in popular software programs PDF documents PaperPort Getting Started Guide 13 · · PDF Image items HTML documents Each item 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 even with the Page Thumbnails pane closed. 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 item 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. Drag a thumbnail to another open Workspace to move the item to that open 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. Using item 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. Getting to Know PaperPort 14 PaperPort page thumbnails The Page Thumbnails pane on the PaperPort desktop and in PageViewer displays thumbnails for multi-page image items. Select a multi-page item, then click the Page Thumbnails button or use the View menu. Page-level operations can be done quickly without having to open the files. The first three items listed below are available for all image files. The remainder are available for PDF files (both on the PaperPort desktop and in PageViewer) and MAX files (desktop only). You can: · · · · · · Enlarge or reduce thumbnail size. Copy and move selected pages to a Workspace as separate PDF files. Copy and move pages between documents open in different panes. Copy, paste, cut, delete and reorder pages. Insert new pages at a certain location in the document. Append new pages at the end. The Page Thumbnail view of a secure PDF is only available by supplying its password. Two-part desktop When you first start PaperPort Professional 11, the desktop appears split into two Workspaces ­ top and bottom. This layout gives you a better oversight necessary to organize and combine your documents more effectively even in a cross-folder fashion. Right-click the active Workspace or use the Views button to change the way of viewing. If you work with documents containing multiple pages, you can use the corresponding function pane to view page thumbnails without having to open the given document. You can also use these desktop areas to view your folders, or the properties of the selected item. To remove the desktop split, open the Desktop menu, and uncheck the Split Desktop menu item or click the Split Desktop icon. You can also bookmark the Workspaces of your choice by using the Bookmark Workspace command from the Desktop menu. To manage them, use the Organize Bookmarks command. Getting to a frequently used Workspace is just a mouseclick away, since they are all displayed in the same menu. PaperPort Getting Started Guide 15 Function pane showing page thumbnails Desktop split Active Workspace Inactive Workspace Function pane showing folders Send To bar The Page View window To view an item in the Page View window, double-click an item thumbnail in Desktop view, choose View from its shortcut menu or select the item and click the Page button on the Command bar. 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. Use the SET tools to enhance the current page image. Use the Page Thumbnails pane to edit your document at page level. Desktop button: click to return to the PaperPort desktop Annotation Tools SET Tools Page Thumbnails Pane Getting to Know PaperPort 16 Customizable Toolbars PaperPort's buttons are placed into five groups according to their functionality. You can move, dock, reposition toolbars, and set which buttons you want to display on the PaperPort desktop and in Page View as well. To customize a PaperPort toolbar right-click it and choose Customize... . Set toolbar button order More available buttons Buttons currently visible 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. Acquire photos from a digital camera. Bring files into PaperPort Professional 11 using DesktopDelivery. PaperPort Getting Started Guide 17 Scan to the PaperPort desktop PaperPort is designed to work with TWAIN- and WIAcompatible scanners. (ISIS® scanner driver support is available on request, only in PaperPort Professional 11.) Click the Scan or Get Photo button to display the Scan pane. Choose a scan profile. Profiles are optimized for typical scanning tasks. Then choose between using the native interface of the scanner or utilizing the new Scanner Settings pane of PaperPort for best scanning results. To use the interface of the scanner driver, mark the checkbox Display scanner dialog box. Leaving it empty will put the scanned item onto the active Workspace. Turn on the Capture Assistant to add subject, author and keywords to items and (in PaperPort Professional) to view and control scanning progress. When the scan is complete, you will see your item on the PaperPort desktop. If your scanner does not use a TWAIN, WIA or ISIS 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. 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 your scanner device buttons to scan directly into PaperPort. Open the Windows system Control Panel, choose Scanners and Cameras, choose an event in the Events tab, and assign PaperPort to it. You can also use a high-speed, networked scanner to scan items to a networked folder and then add the folder to PaperPort. Use DesktopDelivery (available in PaperPort Professional 11) to monitor folders for incoming scanned images. Acquiring Items 18 Set up your scanner with PaperPort Before using PaperPort for scanning, your scanner should be installed with its own scanner driver software and tested for correct functionality. Scanner driver software is not included with PaperPort. Properly installed and correctly functioning scanners are immediately available in PaperPort by clicking the Select button, and choosing one in the Available Scanners dialog. If you are not satisfied for your scan results, you can run the PaperPort Scanner Setup Wizard from the Start menu, under the program group PaperPort 11.0. Using Scan Profiles PaperPort comes with scan profiles optimized for typical scanning tasks. Choose Black and White, Grayscale or Color Document; or Color Photograph for best results. Scan profile panels have the following tabs: · · · · Profile: displays the currently used scan profile. SET: define what enhancements you would like to run automatically. Output: set file format and automatically suffixed file names. Scan: adjust scan settings: mode, resolution, size, orientation, filter color, brightness and contrast In PaperPort Professional 11, you can also add new profiles, or remove existing ones. This edition of the program contains an extra scan profile: Color PDF-MRC High Compression. MRC is a technology that lets you make much smaller PDF files. PDF Searchable Image is only available in PaperPort Professional 11, when you also have OmniPage installed on your system. PaperPort Getting Started Guide 19 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 Professional, you can use Print to PDF to print the document in PDF Formatted Text & Graphics (PDF Normal) 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 view it, archive it, go to the actual web page on the Internet (MAX items only), or 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 All-in-One Search index for searching by text content. 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 attached devices. Acquiring Items 20