User manual NUANCE WORKING WITH PAPERPORT 6.1 AND PAPERPORT DELUXE 6.1 FOR WINDOWS

Working with PaperPort and PaperPort Deluxe ® ® FOR WINDOWS COPYRIGHT INFORMATION PaperPort 6.1 Software for Windows. Copyright ©1999 ScanSoft, Inc. All rights reserved. Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under the copyright laws. FormTyper, MicroChrome, PaperEnable, PaperPort, PaperPort Deluxe, PaperPort Links, PaperPortation, SimpleSearch, SharpPage, Visioneer Pro OCR 100, TextBridge, and the PaperPort logo are registered trademarks of ScanSoft, Inc. Microsoft is a U.S. registered trademark of Microsoft Corporation. Windows is a trademark of Microsoft Corporation. ZyINDEX is a registered trademark of ZyLAB International, Inc. ZyINDEX toolkit portions, Copyright © 1990-1998, ZyLAB International, Inc. All Rights Reserved. All other products mentioned herein may be trademarks of their respective companies. Information is subject to change without notice and does not represent a commitment on the part of ScanSoft, Inc. The software described is furnished under a licensing agreement. The software may be used or copied only in accordance with the terms of such an agreement. It is against the law to copy the software on any medium except as specifically allowed in the licensing agreement. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, or translated to another language, for any purpose other than the licensee's personal use and as specifically allowed in the licensing agreement, without the express written permission of ScanSoft, Inc. Part Number: 05-0369-200 Restricted Rights Legend Use, duplication, or disclosure is subject to restrictions as set forth in contract subdivision (c)(1)(ii) of the Rights in Technical Data and Computer Software Clause 52.227-FAR14. Material scanned by this product may be protected by governmental laws and other regulations, such as copyright laws. The customer is solely responsible for complying with all such laws and regulations. TA B L E O F C O N T E N T S Viewing items in Desktop View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Viewing an item in Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Viewing items by using the application that created them . . . . . . . . . 5 Creating stacks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Moving between stacked pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Faxing or e-mailing an item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Converting a PaperPort item to text . . . . . . . . . . . . . . . . . . . . . . . . 10 Filing items in folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Adding Folders to the Folder View (PaperPort Deluxe only) . . . 12 Filing items in folders by using Desktop View . . . . . . . . . . . . . . 14 Creating a new folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Using Windows Explorer to manage items . . . . . . . . . . . . . . . . 15 Capturing Web pages (PaperPort Deluxe only) . . . . . . . . . . . . . . . . 17 Annotating a page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Adjusting pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Improving pictures automatically . . . . . . . . . . . . . . . . . . . . . . . 19 Adjusting a picture yourself . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Finding Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Scanning to a link application with ScanDirect (PaperPort Deluxe only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Filling in preprinted forms with FormTyper (PaperPort Deluxe only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 iii iv TABLE OF CONTENTS Working with PaperPort and PaperPort Deluxe This guide shows you how to use some of the PaperPort and PaperPort Deluxe software features to view items, create stacks, send items electronically to PaperPort Links, add annotations, file items in folders, capture Web pages (PaperPort Deluxe only), and edit color images. The examples in this guide usually represent the PaperPort Deluxe software. However, in most cases, these examples are similar to what you see if you are using the base PaperPort software. While this brief guide is enough to get you started, take advantage of the variety of other information that is available: Web. Visit ScanSoft's Web site at www.scansoft.com where you can find Technical Notes, Frequently Asked Questions (FAQs), software updates, and more. For a quick way to access information on the Web site, choose a category from the Internet menu. CD. Access the CD, your source for installing additional software that works with the PaperPort software and for viewing the online documentation. Help. Get help fast. Everything you want to know about PaperPort-- how to procedures, dialog box reference, and troubleshooting advice. 1 2 WORKING WITH PAPERPORT AND PAPERPORT DELUXE VIEWING ITEMS IN DESKTOP VIEW PaperPort provides several ways to view items: Desktop View displays a thumbnail, a small graphic that represents each item in a folder. You can see PaperPort items (max files) and non-PaperPort items (items created using other applications, such as Microsoft Word). With PaperPort Deluxe, the thumbnails of both PaperPort and nonPaperPort items show actual images of the items. Non-PaperPort items also include an icon which indicates the application used to create the item. With base PaperPort, a non-PaperPort item is represented by a small rectangular thumbnail and not an actual image. To view items in Desktop View: · Double-click the PaperPort icon on the Windows desktop. The Command Bar has shortcuts for choosing menu commands, such as changing views. Thumbnail of a PaperPort item Thumbnail of a non-PaperPort item, in this case a Word file (in PaperPort Deluxe). Use the Folder View to navigate between different folders and to file and organize items. Stacks are PaperPort items that have been combined. Stack titles appear in bold type above the page titles. Use the scroll arrow to view other links on the Link Bar. The status bar shows information about the selected item, link, or button. The Link Bar has icons that represent other applications and functions that work with PaperPort. The icons vary, depending on the applications installed on your computer. VIEWING AN ITEM IN PAGE VIEW 3 VIEWING AN ITEM IN PAGE VIEW The Desktop View and Page View are separate applications that you can run individually or at the same time. Page View displays a close-up view of one page so that it is readable on the screen. In Page View, you can view PaperPort items. You can also view nonPaperPort items (items created using other applications) with PaperPort Deluxe. You can adjust and edit the quality, color, and other aspects of a PaperPort image by using the Image Editing toolbar. With the annotation tools, you can add comments, highlight or circle information, or add a picture to a PaperPort item. To view a PaperPort item in Page View: · In Desktop View, double-click a PaperPort item or select a PaperPort item, and then click the Page button on the Command Bar. You can also double-click a PaperPort item in Windows Explorer to view it in Page View. To view a non-PaperPort item in Page View (PaperPort Deluxe only): · In Desktop View, Shift-double-click a non-PaperPort item, or select a non-PaperPort item, and then click the Page button on the Command Bar. Note: You can set a preference in Page View that lets you open multiple Page View windows at the same time. For more information about preferences, see the Help. 4 WORKING WITH PAPERPORT AND PAPERPORT DELUXE The Command Bar has shortcuts for menu commands. The Annotation toolbar has tools for adding notes, highlighting areas, cutting and pasting a selection, adding a picture, and so on. The status bar shows information about the current page. The Image Editing toolbar has tools for editing an image, improving the quality, or adjusting the color. To change between Desktop View and Page View: 1. In Desktop View, select the item you want. 2. Click the Page button. 3. To return to Desktop View, click the Desktop button. VIEWING ITEMS BY USING THE APPLICATION THAT CREATED THEM 5 VIEWING ITEMS BY USING THE APPLICATION THAT CREATED THEM From the Desktop View, you can start a non-PaperPort item's application and use it to view the item. To view a non-PaperPort item in its application: · In Desktop View, double-click a non-PaperPort item. The application that created the item starts and the item appears. If you want, with PaperPort Deluxe you can change the Double Click Action preference so that the item appears in Page View when you double-click it. For more information, see the Help. CREATING STACKS With PaperPort, you can electronically organize PaperPort items (including captured Web pages) into stacks in much the same way that you do with paper documents. A stack is a PaperPort item with multiple pages. You cannot stack non-PaperPort items. (However, with PaperPort Deluxe you can easily convert a non-PaperPort item to PaperPort by right-clicking the item and choosing Duplicate as PaperPort Item.) To create a stack: 1. In the Desktop View, select the PaperPort item that you want to stack. This example shows stacking a Cover Letter on the Spring Vol 42 newsletter. Cover Letter Spring Vol 42 6 WORKING WITH PAPERPORT AND PAPERPORT DELUXE 2. Drag the selected item onto the PaperPort item on which you want to stack it. Cover Letter Spring Vol 42 3. When the second item is highlighted, release the mouse button. The stack is created. 4. Repeat Steps 1 through 3 until you finish creating the stack. Spring Vol 42 Cover Letter A new stack receives the title of the item on the bottom of the stack. The stack title (the name of the newsletter, "Spring Vol 42" in this case) is shown in boldface type. Each page title is shown in normal typeface ("Cover Letter" in the example). Note: When you select multiple items to stack, PaperPort stacks them in the order in which they were selected. MOVING BETWEEN STACKED PAGES 7 MOVING BETWEEN STACKED PAGES In Desktop View, use the Page Navigator on a stack to move through a stack's pages. You can also use the First Page, Last Page, Previous Page, and Next Page commands on the Page menu to move from page to page. To move between pages in a stack in Desktop View: 1. Select the stack. 2. Click the left arrow of the Page Navigator to see the previous page in the stack. 3. Click the right arrow of the Page Navigator to see the next page in the stack, or click the middle of the Page Navigator to go to a specific page. To move between pages in a stack in Page View: 1. Display the stack. 2. Click the << Page or Page >> button. FAXING OR E-MAILING AN ITEM The PaperPort software is designed to work with--or link to--other types of applications. To send items to other applications, you use the Link Bar. The Link Bar automatically displays link icons for applications installed on your computer and supported by the PaperPort software, such as electronic fax, e-mail, image editing, and wordprocessing applications. 8 WORKING WITH PAPERPORT AND PAPERPORT DELUXE Note: You can change the link application preferences by choosing Link Preferences from the Edit menu. For more information, see the Help. After an item is displayed in Desktop View, you can send it as a fax, or as an attachment to an e-mail message, by using the Link Bar. You do not need to print the item first; you can send it directly from PaperPort. To fax an item, your computer must have a fax modem and fax software. To attach an item to an e-mail message, you need an e-mail account and e-mail software. To fax an item from Desktop View: 1. Select the item to fax. 2. Drag the item onto the fax link icon on the Link Bar. You can also click the item, and then click the fax link icon. FAXING OR E-MAILING AN ITEM 9 3. When your fax software starts, send the scanned item as a fax. This example shows the Symantec WinFax PRO window for sending a fax. The window that appears on your computer will be for your fax software. Note: To send an item to a link from Page View, choose Links from the File menu, and then choose the name of the link application. To send an item using an e-mail application: · Repeat the steps as described for faxing an item in the preceding procedure, except, drag the item onto your e-mail link icon on the Link Bar. If you are attaching items to an e-mail message, the e-mail software starts. After you log in, the item appears as an attachment to the e-mail message. Note: When you send an item as an e-mail message, you can make the message self-viewing. Recipients of the e-mail message can view the attached PaperPort item even if PaperPort is not installed on their computers. To create this type of e-mail attachment, choose Self Viewing Files as the Send Format in the Links preferences, before you send the item. For more information, see the Help. 10 WORKING WITH PAPERPORT AND PAPERPORT DELUXE CONVERTING A PAPERPORT ITEM TO TEXT A PaperPort item is an image. Even the text on a scanned item is simply a picture of the text, and you can't edit it as you would text in a wordprocessing document. If a supported word-processing icon such as Word appears on the Link Bar, you can use PaperPort to convert the item to text. The PaperPort software performs this conversion by using the built-in OCR (optical character recognition) software provided with PaperPort. After converting an image into text, you can edit the file by using a word-processing application, such as Word. To convert a PaperPort item to text from Desktop View: 1. Select the PaperPort item to convert. It can be a single page or a stack. 2. Drag the item onto the word-processing link icon on the Link Bar. You can also just click the word-processing link icon. 3. When the wordprocessing link icon is highlighted, release the mouse button. The OCR software displays a progress window while the conversion is in process. Note: This example shows the steps for using PaperPort's built-in OCR software and sending the converted text directly to Word. If you have other OCR software installed on your computer, you can convert the item by dragging the item to the OCR application on the Link Bar. FILING ITEMS IN FOLDERS 11 4. When the conversion is complete, the wordprocessing application opens, and you can begin editing the text. FILING ITEMS IN FOLDERS Desktop View provides an easy-to-use filing system for organizing your items. The filing system consists of folders shown in the Folder View and items shown on the Desktop. With PaperPort Deluxe, you can add other folders or attached devices, such as Zip disks or external hard drives, to the Folder View. With the PaperPort software, you can save items in separate folders similar to ordinary file folders, except that they are electronic. You can use folders to store and organize all your items. Although PaperPort has certain default folders, you can add new folders or change any folder's title and color. 12 WORKING WITH PAPERPORT AND PAPERPORT DELUXE The ScanSoft Documents folder and these subfolders are provided with PaperPort. The items of one of the folders appear on the Desktop. ADDING FOLDERS TO THE FOLDER VIEW (PAPERPORT DELUXE ONLY) Adding a folder to the Folder View lets you use PaperPort to see a folder and its items that are located on your hard disk or on another device connected to your computer. After you add a folder to the Folder View, you can view any of its folders or items in Desktop View. To add a folder to Folder View: 1. In Desktop View, choose Add to Folder View from the File menu. The Add to Folder View dialog box appears. It shows the same device and folder information that you see in Windows Explorer. 2. Select the folder on a drive or disk that you want to add to Folder View and click OK. The folder and its subfolders appear in the Folder View and items in the added folder appear on the Desktop. An icon identifies the folder as an added folder. In addition, the actual location of the folder on your computer, such as the C drive, appears in the folder title. FILING ITEMS IN FOLDERS 13 Note: When you first add a folder to the Folder View, choose Refresh Thumbnails from the View menu. To see the contents of a folder: 1. In the Folder View, click a Folder or click the plus sign next to a folder if one appears. Any subfolders included in the folder appear in the Folder View. Items appear on the Desktop. 2. Click a subfolder to display its contents. Any items in the folder appear on the Desktop. This example shows four items in the Newsletters folder, which is located in the Articles folder. 14 WORKING WITH PAPERPORT AND PAPERPORT DELUXE Note: If you place an item into PaperPort, such as by scanning or capturing a Web page (PaperPort Deluxe only), the item is placed in the location that is currently selected in Desktop View. For example, if the Articles folder is selected and its items appear in Desktop View, then a scanned item is placed in the Articles folder. FILING ITEMS IN FOLDERS BY USING DESKTOP VIEW You can use the folders to store and organize different items. The easiest way to move an item into a folder is by dragging and dropping the item. You can file items one at a time, or you can file multiple selected items all at the same time. To drag and drop an item into a folder: 1. Click an item to select it. Use Ctrl-click to select multiple items. 2. Drag the selected item onto a folder. 3. When the folder is highlighted, release the mouse button. To open a folder and see its contents, click the folder. Tip: To make a copy of an item and leave the original in its original folder, hold down the Ctrl key when dragging an item to a folder or select the item, and then choose Copy to Folder from the Desktop menu. FILING ITEMS IN FOLDERS 15 CREATING A NEW FOLDER By adding new folders, you can create a set of folders that work best for different items, such as bills, expenses, memos, or personal and business correspondence. You can use PaperPort to create subfolders for any of the folders shown in the Folder View. To add a folder: 1. Click the location in which you want to add a folder. 2. From the File menu, choose New, and then Folder. 3. Type the new folder's title. 4. Select a color from the drop-down list, and then click OK. The new folder appears in the Folder View. Tip: To change a folder's title, select the folder title in the list, and then click it again. Type the new title and press Enter. USING WINDOWS EXPLORER TO MANAGE ITEMS The previous procedures tell you how to work with folders and items from the Desktop View. You can also use Windows Explorer to complete changes, such as retitling a folder and filing items in different folders. The changes you make in Windows Explorer are directly reflected in Desktop View. Likewise, any changes you make in Desktop View are visible in Windows Explorer. 16 WORKING WITH PAPERPORT AND PAPERPORT DELUXE To make changes in Windows Explorer: 1. In Desktop View, click the Explorer button on the Command Bar. Windows Explorer appears. 2. Use Windows Explorer to make changes to folders or items that appear in Desktop View. For example, you can retitle a folder or drag and drop items into different folders. You can also drag items from Windows Explorer directly to PaperPort.