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-10024 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 format, and, if OmniPage Pro 11 or higher is installed, to the PDF Searchable Image format. Stack, unstack, reorder, and rotate PDF files. Improve and annotate PDF files with PaperPort's Image Editing and Annotation tools. Index and search for the content and properties of PDF files. 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. ...