1. Manuals
  2. Brands
  3. NUANCE Manuals
  4. Software
  5. PAPERPORT 4.0 DELUXE SOFTWARE FOR WINDOWS
  6. Manual

NUANCE PAPERPORT 4.0 FOR WINDOWS Manual

Hide thumbs Also See for PAPERPORT 4.0 FOR WINDOWS:
Table of Contents

Advertisement

Quick Links

Download this manual
T A B L E O F C O N T E N T S
Chapter 1: Welcome to the PaperPort Software . . . . . . . . . . . . . . 1
View Scanned Items Two Ways . . . . . . . . . . . . . . . . . . . . . . . . . 2
Combine Items into Stacks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Link to Many Other Applications . . . . . . . . . . . . . . . . . . . . . . . . 4
Scan It and Fax It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Scan It and E-Mail It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Scan to Get the Best Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Organize Items in Personal Folders . . . . . . . . . . . . . . . . . . . . . . . 7
Import Items From Other Applications . . . . . . . . . . . . . . . . . . . . 8
Export Items in Other Formats . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Customize PaperPort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Right Mouse Button Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Chapter 2: Scanning Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Scanning a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Scanning a Business Card or Photo . . . . . . . . . . . . . . . . . . . . . . 13
Why You Don't Need to Save a Scanned Item . . . . . . . . . . . . . 15
Chapter 3: Viewing Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Desktop View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Switching Between Desktop View and Page View . . . . . . . . . . . 20
Using the Command Bar in Desktop View . . . . . . . . . . . . . . . . 21
Using the Command Bar in Page View . . . . . . . . . . . . . . . . . . . 22
Chapter 4: Stacking Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Combining Items into Stacks . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using Drag and Drop to Create Stacks . . . . . . . . . . . . . . . . 26
Selecting and Deselecting Items . . . . . . . . . . . . . . . . . . . . . 27
Moving Between Stacked Pages . . . . . . . . . . . . . . . . . . . . . . . . . 27
Unstacking Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Giving Titles to Items and Stacks . . . . . . . . . . . . . . . . . . . . . . . 30
iii

Advertisement

Table of Contents
loading
Need help?

Need help?

Do you have a question about the PAPERPORT 4.0 FOR WINDOWS and is the answer not in the manual?

Questions and answers

Subscribe to Our Youtube Channel

Related Manuals for NUANCE PAPERPORT 4.0 FOR WINDOWS

Summary of Contents for NUANCE PAPERPORT 4.0 FOR WINDOWS

  • Page 1: Table Of Contents

    T A B L E O F C O N T E N T S Chapter 1: Welcome to the PaperPort Software ....1 View Scanned Items Two Ways ......2 Add Notes, Highlight Areas, and Mark-Up a Page .
  • Page 2 ABLE OF ONTENTS Chapter 5: Sending a Fax or E-Mail Message ....33 Overview ......... . 33 Sending a Scanned Item as a Fax .

  • Page 3: Chapter 1: Welcome To The Paperport Software

    C H A P T E R 1 Welcome to the PaperPort Software Welcome to the PaperPort software. This guide explains how to use the main features of your PaperPort software. In addition to this guide, you can get more information from a variety of sources, as shown in this figure.

  • Page 4: View Scanned Items Two Ways

    1: W HAPTER ELCOME TO THE APER OFTWARE NOTE: To see the One-Minute Guide and Online Help, you should first install the PaperPort 4.0 Software on your computer. See the installation guide that you received with your scanner to install the software.

  • Page 5: Add Notes, Highlight Areas, And Mark-Up A Page

    OTES IGHLIGHT REAS OTES IGHLIGHT REAS With the annotation tools in Page View, you can add a sticky note, highlight text, draw lines or arrows, circle information, or paste a graphic from another application into a PaperPort item. The following figure shows a sample of how the tools can be used.

  • Page 6: Link To Many Other Applications

    1: W HAPTER ELCOME TO THE APER OFTWARE A single page Stacks Link Bar INK TO THER PPLICATIONS PaperPort automatically recognizes many other applications on your computer and creates a “working link” to them. The Link Bar at the bottom of the Desktop View shows icons of those linked applications. To use a link, you drag an item onto one of the icons.

  • Page 7: Scan It And Fax It

    T AND T AND If your computer has a fax modem and fax software, you can use the fax link to quickly send the item as a fax. The fax link is represented by a fax icon on the Link Bar at the bottom of the Desktop View. Send an item by dragging and dropping it onto a link icon.

  • Page 8: Convert Scanned Text Into Text That You Can Edit

    1: W HAPTER ELCOME TO THE APER OFTWARE ONVERT CANNED EXT INTO PaperPort can quickly convert the text on a scanned item, (which is really just a picture of the text), into text that you can edit with a word processing application.

  • Page 9: Organize Items In Personal Folders

    RGANIZE TEMS IN ERSONAL OLDERS The following sample shows the Scan Settings dialog box. RGANIZE TEMS IN ERSONAL OLDERS PaperPort has an easy-to-use filing system for organizing your scanned items. The filing system consists of folders designed specifically for holding every item you scan. You can also rename folders to create your own set.

  • Page 10: Import Items From Other Applications

    1: W HAPTER ELCOME TO THE APER OFTWARE Personal file folders in PaperPort MPORT TEMS THER PPLICATIONS In addition to scanning items, you can bring items into PaperPort in several different ways: • Print to the PaperPort Desktop from another application, such as Microsoft Excel or Adobe Photoshop.

  • Page 11: Customize Paperport

    IBM PC APER TEMS ON AN ACINTOSH IBM PC APER TEMS ON AN ACINTOSH PaperPort Viewer, a separate application, comes with PaperPort and lets others view PaperPort items without PaperPort. PaperPort Viewer is available for free on CompuServe, America Online, and the Visioneer web site at http://www.Visioneer.com.
  • Page 12 1: W HAPTER ELCOME TO THE APER OFTWARE You can choose from that menu instead of the menus at the top of the window. The following sample shows the shortcut menu for a single item in Desktop View. ELATED OPICS IN Each new PaperPort feature is described in detail in the Help system.

  • Page 13: Chapter 2: Scanning Items

    C H A P T E R 2 Scanning Items The PaperPort software works with a variety of scanners. Depending on the scanner you’re using, you can scan small items, such as business cards, or larger items up to 30 inches (76.2 cm) long. Typical items include newspaper clippings, reports, magazine articles, brochures, letters, memos, receipts, canceled checks, business cards, and photos.

  • Page 14: Scanning A Page

    2: S HAPTER CANNING TEMS CANNING A This section shows how to scan a page using a PaperPort scanner. If you are using the PaperPort software with another type of scanner, please see its user manual for instructions. To scan a page with a PaperPort scanner: Insert the page, face up, into the front slot of the...

  • Page 15: Scanning A Business Card Or Photo

    CANNING A USINESS ARD OR HOTO CANNING A USINESS ARD OR HOTO Because business cards and photographs are usually on heavier paper, you should set the scanner to feed the paper straight through the feed slot. In addition, the PaperPort software has special scan settings for reading the smaller print on business cards or for scanning photographs.
  • Page 16 2: S HAPTER CANNING TEMS Make sure the Scan Settings tab is selected. If you are scanning a business card, select the option, Filing Business Cards. When scanning photos, select Storing Photos Click OK. Insert the item, face up, into the front slot on the PaperPort scanner.

  • Page 17: Why You Don't Need To Save A Scanned Item

    ’ EED TO AVE A CANNED The business card Initially a newly-scanned item will be named “Untitled.” To give the item a title, see “Giving Titles to Items and Stacks” on page 30. NOTE: Remember to reset the scan settings if you will be scanning another type of item.
  • Page 18 2: S HAPTER CANNING TEMS You can also save items in other formats using the Export command. You can use the Export command to save items: As backup copies If you want to delete an item from the PaperPort Desktop but use it later on In another file format, such as BMP or TIFF On a floppy disk...

  • Page 19: Chapter 3: Viewing Items

    C H A P T E R 3 Viewing Items Using PaperPort’s two views for displaying scanned items— Desktop View and Page View—you can see either the thumbnails of the items in a folder, or a full page that you can read. This chapter explains the features of the: Desktop View Page View...

  • Page 20: Desktop View

    3: V HAPTER IEWING TEMS ESKTOP Desktop View shows thumbnails of scanned items and stacks of items. Use Desktop View to see the items on the PaperPort Desktop or in any folder. Command Bar Folders Thumbnails of scanned items Stacks Link Bar Status Bar Command Bar—The buttons on the Command Bar are shortcuts for...

  • Page 21: Page View

    A stack—After scanning multiple pages, you can combine the thumbnails of those pages into a stack. For example, if you scan a 10-page report, 10 individual pages appear on the PaperPort Desktop. By combining the pages into a stack, you can work with the report as a single item.

  • Page 22: Switching Between Desktop View And

    3: V HAPTER IEWING TEMS Command Bar—The buttons on the Command Bar are shortcuts for commands on the menus. Notice that some of the buttons in the Page View Command Bar are different than those in Desktop View. Annotation Tool Bar—These tools are for adding notes to a page, highlighting areas on it, cutting and pasting sections, drawing on the page, and so forth.

  • Page 23: Using The Command Bar In Desktop View

    SING THE OMMAND AR IN ESKTOP To switch from Page View to Desktop View: Click the Desktop button. You can also choose Desktop View from the View menu. SING THE OMMAND AR IN ESKTOP To use a button on the Command Bar, click it. If a button does not apply to a selected item, it will be gray, and clicking it won’t have any affect.

  • Page 24: Using The Command Bar In

    3: V HAPTER IEWING TEMS Duplicate. Make a copy of the selected item(s). Stack. Combine selected items into one stack. Unstack. Unstack the pages of the selected stack. Unstack1. Unstack only the visible (top) page of the stack. The rest of the pages remain as part of the stack.
  • Page 25 SING THE OMMAND AR IN Zoom Out. Reduces the size of the page in Page View. Zoom In. Magnifies the size of the page in Page View. NOTE: Two other buttons may appear on the Command Bar. A Scan button appears if you are using the PaperPort software with a flatbed or other scanner.
  • Page 26 3: V HAPTER IEWING TEMS...

  • Page 27: Chapter 4: Stacking Items

    C H A P T E R 4 Stacking Items Like many other busy people, you may sometimes put items on your desk without organizing them. When you finally do put them in order, you might stack the items by project, contact, or department. You use a method that helps you to quickly find the stack you need.

  • Page 28: Using Drag And Drop To Create Stacks

    4: S HAPTER TACKING TEMS SING RAG AND ROP TO REATE TACKS Cover Letter Invoice In the Desktop View, select the item that you want to stack. This example shows stacking a Cover Letter on an Invoice. Drag the selected Cover Letter Invoice item onto the...

  • Page 29: Selecting And Deselecting Items

    OVING ETWEEN TACKED AGES ELECTING AND ESELECTING TEMS When stacking items you need to select them. You can select one item at a time, or several items together. To select or deselect a single item: To select the item, click its thumbnail in Desktop View. A red (or dark) line around an item indicates that it is selected.

  • Page 30: Unstacking Items

    4: S HAPTER TACKING TEMS To move between pages in a stack in Desktop View: Select the stack. Click the left arrow of the Page Navigator to see the previous page in the stack. Click the right arrow of the Page Navigator to see the next page in the stack.
  • Page 31 NSTACKING TEMS To unstack a single page: Select the stack in Desktop View. Click the Page Navigator to display the page you want to unstack. Click the Unstack1 button. You can also choose Unstack Current Page from the Desktop menu. To unstack all of the pages in a stack: Select the stack in Desktop View.

  • Page 32: Giving Titles To Items And Stacks

    4: S HAPTER TACKING TEMS IVING ITLES TO TEMS AND TACKS When you first scan an item, it is Untitled, but you can give it a title up to 30 characters long, such as Smithers Contract or Letter to Dr. Adams. The more descriptive the title, the easier it is to quickly find the item you want.
  • Page 33 IVING ITLES TO TEMS AND TACKS ELATED OPICS IN Work with Items on the PaperPort Desktop Create and Work with Stacks Work with Items in Page View...
  • Page 34 4: S HAPTER TACKING TEMS...

  • Page 35: Chapter 5: Sending A Fax Or E-Mail Message

    C H A P T E R 5 Sending a Fax or E-Mail Message After an item has been scanned into PaperPort, you can send it as a fax, or as an attachment to an e-mail message. You do not need to print the item first;...

  • Page 36: Sending A Scanned Item As A Fax

    5: S HAPTER ENDING A AX OR ESSAGE ENDING A CANNED TEM AS A To send scanned items as faxes, your computer will need: A fax modem Fax software To send a scanned item as a fax from Desktop View: Select the item to fax.
  • Page 37 ENDING A CANNED TEM AS A When your fax software starts, send the scanned item as a fax. This sample shows the Delrina WinFax PRO window for sending a fax. The window that appears on your computer will be for your fax software.

  • Page 38: Sending A Scanned Item With An E-Mail Message

    5: S HAPTER ENDING A AX OR ESSAGE NOTE: In the sample, the name of the fax software is Delrina WinFax. Note that an option named Fax is also listed. That option is for fax software that isn’t listed by name on the menu, or whose icon does not appear on the Link Bar.
  • Page 39 ENDING A CANNED TEM WITH AN ESSAGE When your e-mail software opens, log in and then send the scanned item as an attachment to an e-mail message. This sample shows the login window for Lotus cc:Mail. The login window that appears on your computer will be for your e-mail software. NOTE: Instead of using the link icons, you can also choose Links from the File menu, and then choose the name of your e-mail software.
  • Page 40 5: S HAPTER ENDING A AX OR ESSAGE...

  • Page 41: Chapter 6: Converting A Scanned Item To Text

    C H A P T E R 6 Converting a Scanned Item to Text A scanned 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 word processing document.
  • Page 42 6: C HAPTER ONVERTING A CANNED TEM TO document containing text that word processing applications can recognize. You can then edit the text, format it, cut and paste it, and so on as you would normally when word processing. The process is not always perfect. If the scanned item contains smudges or hand-written notes, the OCR application will try to analyze them but, of course, won’t be able to come up with a suitable match.

  • Page 43: Converting An Item To Text

    ONVERTING AN TEM TO ONVERTING AN TEM TO To convert an item to text, you first scan it into PaperPort. You can use OCR to convert text from either Desktop View or Page View. To convert an item from Desktop View: Select the item to convert.
  • Page 44 6: C HAPTER ONVERTING A CANNED TEM TO When the conversion is complete, the word processing application opens, and you can begin editing the text. To convert an item from Page View: Display the item in Page View that you want to convert.

  • Page 45: Converting Part Of A Page To Text

    ONVERTING ART OF A AGE TO ONVERTING ART OF A AGE TO If a page includes graphics and you convert it, the OCR software will try to convert the graphics to text. The result will be a lot of unrecognized characters on the page because the software can’t match text characters with graphics.

  • Page 46: Converting A Scanned Spreadsheet

    6: C HAPTER ONVERTING A CANNED TEM TO From the Edit menu, choose Copy As Text. The conversion begins. When conversion is complete, the selected text is copied to the Clipboard. Open the application where you want to paste the text and choose Paste from that application’s Edit menu.
  • Page 47 ONVERTING A CANNED PREADSHEET To convert a spreadsheet from Desktop View: Select the spreadsheet to convert. It can be a single spreadsheet or a stack. Drag the item onto the spreadsheet link icon on the Link Bar. You can also click the spreadsheet link icon.
  • Page 48 6: C HAPTER ONVERTING A CANNED TEM TO When the conversion is complete, the spreadsheet application opens and you can begin editing its text and numbers. To convert a spreadsheet in Page View, use the steps on page 42 that explain how to convert an item from Page View, except choose the name of the spreadsheet application instead of the word processing application.

  • Page 49: Chapter 7: Annotating A Page

    C H A P T E R 7 Annotating a Page To communicate well, you need to draw the reader’s attention to important information. When working with paper, you can highlight text with highlighter markers, add post-it notes, and circle text with a pen or pencil. With PaperPort, you can use these methods, but in electronic form.
  • Page 50 7: A HAPTER NNOTATING A Here is an example of a page with some annotations on it. Selection. Select an area to copy, cut, paste, or crop. Sticky Note. Add a note, just like a post-it note. Arrow. Point to important information with a line or arrow.

  • Page 51: Using The Annotation Tools

    SING THE NNOTATION OOLS SING THE NNOTATION OOLS The basic method to use the annotation tools is similar for each tool. To use an annotation tool: Click the tool on the Annotation Tool Bar. Place the cursor on the page. Its shape will indicate the tool you selected.

  • Page 52: Selection

    7: A HAPTER NNOTATING A To use the Pointer tool to move, resize, or edit an annotation: Click an annotation to select it. To move the annotation, put the pointer inside the selected area, and drag the annotation to a new place.
  • Page 53 AMPLES To use the Selection tool: Drag to select an area of the page. Depending on what you want to do with the selection, choose Copy, Cut, Crop, Delete, or Copy As Text from the Edit menu. To paste the selection to another document, open...

  • Page 54: Straighten Page

    7: A HAPTER NNOTATING A From another application to PaperPort. If the copied image is a graphic, pasting it to the PaperPort Desktop creates a new item with the image on it. Pasting to the Page View puts that image on the page being displayed.

  • Page 55: Pan

    AMPLES When you release the mouse button the PaperPort software straightens the whole page along the line you drew. Use the Pan tool to quickly scroll an image, up, down, left, or right. To use the Pan tool to scroll quickly: Put the hand pointer on the page.

  • Page 56: Sticky Note

    7: A HAPTER NNOTATING A TICKY Use the Sticky Note tool to write a resizable note at any place on the page. You can also “collapse” the note so it doesn’t cover any information on the page. To write a note with the Sticky Note tool: Click the page.

  • Page 57: Highlighter

    AMPLES To write a note with the Mark-Up tool: Click the page The Mark-Up tool is for typing a single line of text, like this. where you want to type text. Don’t press Enter to type a second line of text... Type a line of ...instead create another mark-up box and type your text.

  • Page 58: Arrow

    7: A HAPTER NNOTATING A To change the line width of an existing line, select it, then choose Line Width from the Annotations menu and choose a new line width. To change the width for new lines that you want to draw, click the Freehand tool or Arrow tool, choose Line Width from the Annotations menu and then choose a new width.

  • Page 59: Printing Items

    RINTING TEMS To display or hide annotations: In Page View, choose Show Annotations from the Annotations menu. The checkmark means the annotations will be visible. To hide annotations, choose Show Annotations again from the Annotations menu. A page with visible annotations The same page with hidden annotations RINTING TEMS...
  • Page 60 7: A HAPTER NNOTATING A To print an item: Select the item. It can be a single item or a stack. Drag the selected item onto the Printer link icon on the Link Bar. You can also just click on the Printer link icon.

  • Page 61: Chapter 8: Filing Items In Folders

    C H A P T E R 8 Filing Items in Folders PaperPort’s filing system with folders is for items scanned or imported to the PaperPort Desktop. This chapter shows how to: Store items in folders Create new folders Give folders titles See the contents of folders Find an item in a folder...

  • Page 62: Dragging And Dropping Items Into Folders

    8: F HAPTER ILING TEMS IN OLDERS The list of folders appear in Desktop View along the left side of the window. The list of folders RAGGING AND ROPPING TEMS INTO OLDERS The easiest way to move an item into a folder is by dragging-and- dropping the item into the folder.

  • Page 63: Creating New Folders

    REATING OLDERS To drag and drop an item into a folder: Click an item(s) to select it. Drag the selected item onto a folder. When the folder is highlighted, release the mouse button. You can also put the selected item into a folder using the Move to Folder or Copy to Folder commands on the Desktop menu.

  • Page 64: Giving Folders New Titles

    8: F HAPTER ILING TEMS IN OLDERS To add a folder to the main list of folders: Click PaperPort Desktop. File From the menu, choose New Folder. Type the new folder’s title next to the new folder, and click OK. IVING OLDERS ITLES...

  • Page 65: Seeing The Contents Of Folders

    EEING THE ONTENTS OF OLDERS To give a folder a new title: Click a folder to select it. Click the folder’s title to see the text box for editing the title. Type the new title and press the Enter key or just click elsewhere on the PaperPort Desktop.

  • Page 66: Finding An Item

    8: F HAPTER ILING TEMS IN OLDERS To see the items in a folder: Click a folder to see the items in it. You can also click the Browse button to see all of the items in all of the folders. INDING AN PaperPort’s search features help you find items stored in folders.
  • Page 67 INDING AN To find an item in a folder: In the Desktop View, choose Find Item from the Search menu. Type the text that you know will identify the item. Select one or more checkboxes to tell PaperPort where to search for the identifying text.
  • Page 68 8: F HAPTER ILING TEMS IN OLDERS...

  • Page 69: Appendix A: Paperport Viewer

    A P P E N D I X A PaperPort Viewer With PaperPort Viewer, you can share PaperPort items—including articles, letters, contracts, budgets, reports, and photos with others who do not own the PaperPort software. PaperPort Viewer lets others view and print PaperPort items.
  • Page 70 A: P PPENDIX APER IEWER...

  • Page 71: Index

    I N D E X e-mail link 5, 33, 36 Excel 45 Export command 16 Annotation Tool Bar 9, 19, 49 export item 8, 16 annotation tool samples 3, 49–56 annotations collapse notes 54 fax link 5, 33, 34 copy and paste 51 Find button 21 hiding or displaying 56 find item 64...
  • Page 72 NDEX item (continued) Page menu 27, 28 selecting multiple 27 Page Navigators 27 send Page View 2, 19 as e-mail 36 Command Bar 22 as fax 34 convert text 42 title 15, 30 fax item 35 unstacking 28 switch to 20 Pan tool 53 paper return 13 letter, signature on 51...
  • Page 73 NDEX spreadsheet convert 44 Viewer, PaperPort 67 link 45 Visioneer web site 8, 67 stack 19 convert text 41 creating 25 WinFax PRO 35, 36 definition 25 word processing drag and drop 26 application 42 seeing pages in 27 link icon 41 title 30 writing notes 54 unstacking 28...
  • Page 74 NDEX...

This manual is also suitable for:

Paperport

Table of Contents