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Related Manuals for ScanSoft PAPERPORT 8.0 DELUXE
Summary of Contents for ScanSoft PAPERPORT 8.0 DELUXE
- Page 2 O P Y R I G H T S Copyright © 1999–2001 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.
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Page 3: Table Of Contents
O N T E N T S Preface Using This Guide Installing PaperPort Chapter 1 System Requirements Installing PaperPort Introduction Chapter 2 What is PaperPort? The PaperPort Desktop The Page View Window The Desktop Menus and Toolbars The Page View Menus and Toolbars The Folders Pane Using PaperPort Chapter 3... - Page 4 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 Sample Sessions Chapter 4 Scan and Save Documents Get and Touch Up Photos Send Items as E-mail Attachments Find Items...
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Page 5: Preface
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. -
Page 6: Using This Guide
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. -
Page 7: Installing Paperport
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. -
Page 8: Installing Paperport
Installing PaperPort The PaperPort installation program provides easy step-by-step instructions on every screen. Before you install PaperPort 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. -
Page 9: Introduction
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 —... - Page 10 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.
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Page 11: The Paperport Desktop
Chapter 2 The PaperPort Desktop When you start PaperPort the Desktop appears. Figure 1 describes the various parts of the Desktop. Desktop Pane with Thumbnails View, open, arrange, move, copy, and send items in the current folder. Menu Bar Open menus to display commands. - Page 12 Command Bar PaperPort item Image Editing Toolbar Choose commands Zoom to enlarge or reduce. Touch up and crop your images. quickly. 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.
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Page 13: The Desktop Menus And Toolbars
Chapter 2 The Desktop Menus and Toolbars Menus contain the commands you use to perform the PaperPort functions. Toolbars contain graphical “shortcuts” for those commands. The Menus The File Menu — Commands to create, file, print, or send items. The Edit Menu — Commands to cut, copy, paste and delete selected items. You can also Select or Deselect all items in the Desktop or Undo your last edit. -
Page 14: The Page View Menus And Toolbars
Figure 4. The Send To Bar You can add, remove, and rearrange the program icons on the Send To bar. The Page View Menus and Toolbars This section describes the menus and toolbars available to you in the Page View window. -
Page 15: The Folders Pane
Chapter 2 A brief description of each tool appears in the Status bar along the bottom of your pane when you place your cursor over an icon. The Annotation Tools — Tools to add a note, add or highlight text, draw lines and arrows, or paste a picture into PaperPort image items. - Page 16 Introduction...
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Page 17: Using Paperport
Chapter 3 Using PaperPort This chapter introduces you to the many different things you can do with PaperPort and is organized as follows: Using Thumbnails Acquiring Items Filing Items 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... -
Page 18: Using Thumbnails
Using Thumbnails One quick way to locate your PaperPort items is to visually browse through the thumbnails on your Desktop. Each thumbnail is a small, graphic representation of your document or photo (Figure 6). Figure 6. PaperPort Thumbnails PaperPort shows large, clear thumbnails of all your documents and photos. With the exception of PaperPort image items (.max) files, each thumbnail appears with an icon that identifies the program in which it was created or is currently associated. - Page 19 Chapter 3 If your Desktop becomes cluttered and disorganized, you can quickly clean up or rearrange one, two, or all the items on the Desktop. To straighten up items, right-click the Desktop, and then, on the shortcut menu, click Line Up Items. To rearrange all items, right-click an empty area of the Desktop, and on the shortcut menu, point to Arrange Items.
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Page 20: Acquiring Items
Acquiring Items There are many ways to bring images and pages 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. Download photos from a digital camera. - Page 21 Chapter 3 The Scan pane appears in the left panel, as shown in Figure 8. Select your scanner Specify the document type Click Scan Figure 8. The Scan Pane Use your scanner’s program to scan the item. When the scan is complete, you will see your item on the Desktop.
- Page 22 Click the Get Photos button on the Command bar. The Get Photos pane appears in the left panel as shown in Figure 9. Select your digital camera Click to specify a file type other than JPEG Click Download Figure 9. The Get Photos Pane PaperPort starts the camera’s software program.
- Page 23 Chapter 3 Figure 10 shows the Print dialog box for Microsoft Word. Select the PaperPort printer Click OK to print to PaperPort Figure 10. Selecting the PaperPort Printer Use the source program’s command to print the file to the Desktop, where it will appear as a new item on the Desktop.
- Page 24 The Web Capture icon appears in the Windows taskbar to indicate that it is running as a background task (Figure 11). Click for Web Capture menu Figure 11. The Web Capture Icon in the Taskbar Connect to the Internet, and then display the web page you want to capture. Then, click the Web Capture icon to display the Web Capture menu (Figure 12).
- Page 25 Chapter 3 List of current PaperPort folders Click to open the Add Folders dialog box Figure 13. The PaperPort Folders Dialog Box Select the folder you want to add Click OK Figure 14. The Add Folders Dialog Box Refer to the PaperPort Help for more information about adding and using PaperPort folders.
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Page 26: Filing Items
Importing files You can use the Import file feature to bring an image file, such as those in the BMP, JPEG, and TFF format, created in another program to the Desktop. The image file you import becomes a PaperPort image item (.max) file on the Desktop. To import an image file to PaperPort, select the Import command from the File menu and display the Import As PaperPort Image Item dialog box (Figure 15). - Page 27 Chapter 3 Working with PaperPort folders Using the PaperPort Folders dialog box, you can move and rename PaperPort folders that you have added to the Folders pane. In the Folders pane, right-click any folder and select PaperPort Folders to display the PaperPort Folders dialog box, where you can select the folder you want to move or rename (Figure 16).
- Page 28 To move subfolders to other subfolders or to other PaperPort folders, simply click the subfolder and drag it to a new location in the Folders pane. However, subfolders within a folder are always listed in alphabetical order. To rename a subfolder, click on the folder name and edit it. When you rename a subfolder, you also change the Windows name for that folder.
- Page 29 Chapter 3 To copy items from one folder to another folder or to the Desktop, select the item you want to copy on the Desktop. Hold down the Ctrl key as you drag and drop the item to the folder you want. The original item remains in the original location. The name of each item appears above the thumbnail when you display the thumbnail view.
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Page 30: Finding Items
Specify the search criteria as follows: Page Name — The name of the item, generated when the item was first created. You can edit the name in the Summary tab whenever necessary. Author — The name of the individual who created the item or who is responsible for its content. - Page 31 Chapter 3 Finding words in an item To search for words within an item, you need to add the item to the SimpleSearch index and check Use Index for searching. When you search using the index, you can find items by their properties, or content, or both. Adding items to the SimpleSearch index The SimpleSearch index uses PaperPort’s OCR software to extract and copy textual content from your items, and creates a database of the words or phrases in those...
- Page 32 Using the Search Pane Use the Search pane to enter search criteria and select options for finding your PaperPort items. On the Command bar, click the Search button to display the Search pane and specify your search criteria as shown in Figure 19. Then, click Search to start the search.
- Page 33 Chapter 3 If you select All items, PaperPort displays the Search Results pane in the Desktop and lists all the found items (Figure 20). Properties of first item in list List of items found using search criteria Figure 20. Search Results Double-click a listed item to select it on the Desktop.
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Page 34: Viewing Pages
Viewing Pages Using the Page View window, PaperPort enables you to display a full-size view of a page or image item, where you can adjust and edit the quality of images, as well as add comments, notes, and annotations. Figure 21. The Page View Window Select the item on the Command bar and click the Page button. -
Page 35: Annotating Pages
Chapter 3 Annotating Pages Using PaperPort’s annotation tools, you can add notes and text, highlight text, draw lines and arrows, or stamp a picture onto a PaperPort image item. You can select an annotation tool from the Annotation toolbar whenever you display a PaperPort image item in the Page View window. - Page 36 Click the Note button Click anywhere on the item Type the note text Figure 22. Adding a Note Turn off the Note tool when you are done. You can click one of the other annotation tools, such as the Select Annotation button, or an image editing tool. All notes have a shortcut menu you can use to perform a variety of commands, such as Cut, Copy, and Collapse.
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Page 37: Touching Up Images
Chapter 3 Touching Up Images When you display an image item in the Page View window, PaperPort provides several tools you can use to adjust or improve your image. For example, you can straighten a scanned page, lighten an underexposed photograph that is too dark, adjust the color in a color picture, remove “dirt spots”... - Page 38 Cropping an image To save or work with part of a page or image, you can crop the portion you do not want to keep (Figure 23). Click the Select Image button Click and drag to select the area you want to keep Click the Crop button Figure 23.
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Page 39: Sending Items To Another Program
Chapter 3 Click the Auto Enhance button and, in the Auto Enhance dialog box, click Yes or No (Figure 24). Click the Auto Enhance button Accept or reject the changes Figure 24. Enhancing an image Before you accept or cancel the automatic enhancement, you can manually adjust your image. - Page 40 To send a PaperPort item to another program, select the item on the Desktop, and then drag and drop the item onto the program icon on the Send To bar (Figure 26). Select an item Drag it to the program icon Figure 26.
- Page 41 Chapter 3 PaperPort displays the Send To Options dialog box for that program (Figure 27). Select the options you want Save your changes Figure 27. The Send To Options Dialog Box Customizing the Send To bar You can change the way program icons appear on the Send To bar in a number of ways.
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Page 42: Sending Items As E-Mail Attachments
Sending Items as E-mail Attachments PaperPort works with many popular e-mail programs. To e-mail an item, simply drag and drop the item to your e-mail program on the Send To bar. The e-mail program starts, and PaperPort attaches the item to the new e-mail message (Figure 28). -
Page 43: Converting Images To Text
Chapter 3 PaperPort Browser-Viewable (.htm) format lets the recipient view the PaperPort image item in their Internet web browser. The first time the recipient opens a Browser-Viewable attachment, the recipient is prompted to confirm the automatic download of the PaperPort image viewer plug-in. The plug-in enables the user to view the PaperPort Browser-Viewable items in their web browser. -
Page 44: Filling Out Scanned Forms
The OCR software processes the text and copies it to the Windows Clipboard. Open the program in which you want to insert the text, and use Paste to paste the text in a file. Filling Out Scanned Forms FormTyper is a PaperPort program that enables you to fill in forms, such as insurance forms, registration cards, and medical forms, that you scan to the Desktop. -
Page 45: Creating Web Pages
Chapter 3 Creating Web Pages PaperPort’s Web Publisher program enables you to create an HTML file that contains one or more PaperPort image items. Simply drag and drop items to the Web Publisher icon on the Send To bar and follow the on-screen steps to create an HTML file ready for viewing as a web page in a web browser (Figure 31). -
Page 46: Using Scandirect
Using ScanDirect ScanDirect is a PaperPort program that enables you to scan items and send them directly to PaperPort or other programs on your computer without first running PaperPort. ScanDirect runs as a separate program from the Windows Start Menu and displays the ScanDirect bar (Figure 32). -
Page 47: Sample Sessions
Chapter 4 Sample Sessions The previous chapters introduced you to PaperPort and some of its many capabilities. This chapter shows you some real-life examples of using PaperPort. The chapter presents the following topics: Scan and Save Documents Get and Touch Up Photos Send Items as E-mail Attachments Find Items Scan and Save Documents... - Page 48 Have you ever highlighted or added notes to a magazine article that you thought important? And have you ever then lost the magazine or forgotten the issue in which you saw it? PaperPort makes it easy to scan articles and documents, highlight passages, add notes, and file the information for easy retrieval.
- Page 49 Chapter 4 Select the type of item you are scanning. In this case it is a Document. Documents are scanned to PaperPort in the PaperPort image item (.max) format by default. You can change the default file format by clicking on Settings.
- Page 50 Figure 35. The Desktop with Thumbnail Highlight text and add a note to your scanned page Double-click the thumbnail to open it in the Page View window. If the text in the sample is a little small, use the Zoom tool to enlarge the view until you can read the text.
- Page 51 Chapter 4 Click the Highlighter tool to highlight some of the text in the article. Position the Highlighter cursor on the target text and drag it to highlight. Click the Note tool to add a yellow sticky-type note. Click once on the page where you want the note to appear and move your cursor into the note box where you can type.
- Page 52 Add summary information PaperPort makes it easy for you to keep track of and find items later with summary information you can add to your items. Right-click on the item and choose Properties. The Item Properties dialog box appears. Figure 38. The Item Properties Dialog Box Enter Author, Keywords, and Comments information in the fields provided to help you locate the item at later dates.
- Page 53 Chapter 4 Drag the thumbnail of your document to the Samples\Photos subfolder. Scan and Save Session 2 — Capture Text from a Book In this session you will learn how to: Scan in a page from a book Crop the page to get just the text you want Send the text to your word processor Scan in a page from a book Click the Scan button to open the Scan pane.
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Page 54: Get And Touch Up Photos
Click the Select Image tool, move the cursor to the text you want, and drag to select it. Click the Crop tool to remove all but the selected text. Click the Desktop button to return to the Desktop. Send the text to your word processor PaperPort can automatically convert the image text to actual text you can edit in your word processor. - Page 55 Chapter 4 Touch up the image Download pictures from the camera Attach your camera to your computer and turn the camera on. Open the folder in which you wish to store the pictures. On the Desktop, click the Get Photos button on the Command bar. The Get Photos pane replaces the Folders pane.
- Page 56 Figure 41. Untouched Photo The picture looks too dark and slightly out of focus. Let’s use the image editing tools to touch up the photo. Click the Auto Enhance tool. PaperPort automatically adjusts brightness, color, and tint. You are asked to accept the changes. Figure 42.
- Page 57 Chapter 4 The picture looks a lot better now, but the bow is still out of focus. Click the Sharpen Image tool. A slider appears in the upper left corner of the window. Use the slider to sharpen the image. Click OK when you are done. Figure 43.
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Page 58: Send Items As E-Mail Attachments
Click the Desktop button to return to the Desktop. Send Items as E-mail Attachments By now you have acquired a couple of text items and several photographs. The following sessions teach you how easy it is to share these items with your friends and family by sending your items as e-mail attachments. -
Page 59: Find Items
Chapter 4 Figure 45. The Send To Options Dialog Box In the Comment box, click PaperPort image items (MAX) only. In the File type window, select PaperPort Browser-Viewable (.htm) and then Send the item On the Desktop, click the item’s thumbnail and drag it to your e-mail icon on the Send To bar. - Page 60 File search - Searches the file attributes for your search criteria. Index search - Searches the file attributes and any text within an item for your search criteria. An index search requires you to build and periodically update the SimpleSearch index. In these sessions you will learn to: Perform a file search Update the SimpleSearch Index...
- Page 61 Chapter 4 Click Search. The results are displayed in the Search Results pane. Figure 47 shows the results. Figure 47. The Search Results Pane Double-click the first item in the lower part of the Search Results pane to open the image. Find Items Session 2 - Update the SimpleSearch index Sometimes you cannot remember an item’s name, but do remember words within the document.
- Page 62 Add items to the SimpleSearch index You can add items to the SimpleSearch index on a folder-by-folder basis. Use these steps to add the items in the My PaperPort Documents\Samples folder to your index. In the Folders pane, open the My PaperPort Documents folder if it is not expanded.
- Page 63 Chapter 4 In the Containing text box, enter humpback whales and then click Search. The search results are displayed in the Search Results pane. Figure 48. Successful Search Results Double-click the thumbnail, or, if multiple items were found, one of the entries listed.
- Page 64 Sample Sessions...
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Page 65: Other Programs To Use With Paperport
Chapter 5 Other Programs to Use with PaperPort The previous chapters introduced you to the most popular PaperPort features. This chapter introduces you to two additional Scansoft products that can also help you manage and use scanned documents and digital forms. The chapter is organized as follows: OmniPage®... -
Page 66: Omniform
Powerful format retention — Retains every aspect of your original document including columns, tables, type styles, color text and backgrounds. This format retention feature even applies to spreadsheets and other tables. PDF Conversion — Converts PDF files into your favorite program. PDF Output —... -
Page 67: Index
Index , 12 , 55 Command bar (Page View) Download command , 59 Comment box , 34 Actual Size command , 30, 52 Comments (item property) , 25 Add Folders dialog box , 63 Containing text box Add to SimpleSearch command , 13 Edit menu (Desktop) copy... - Page 68 , 52 , 23 button Internet My PaperPort Documents folder , 48 , 13 15, 62 command Item menu folders items , 24 , 20 adding acquiring , 28 , 29 color-coding adding search criteria to , 32 Name (item property) , 27 , 29 copy...
- Page 69 , 10 , vi , 58 office use Release Notes Send To options , 31 , 37 , 54 Options Remove Red Eye tool Session Photo folder , 22 , 37 printer assignment Remove Stray Dots tool Settings , 17 , 19 , 55 using...
- Page 70 , 21, 22 Use index for searching check box WIA device driver , 20 WIA-compatible scanners , 23 Web Capture , 54 word processor , 24 icon , 31 words, finding items with , 24 Menu web pages , 13 View menu (Desktop) , 23 capturing...