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Visioneer PAPERPORT 5.0 SOFTWARE FOR MACINTOSH User Manual

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  • Page 1 PaperPort 5.0 Software User’s Guide F O R M A C I N T O S H...
  • Page 2 C O P Y R I G H T I N F O R M A T I O N PaperPort 5.0 Software for Macintosh. Copyright ©1997 Visioneer, Inc. All rights reserved. Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under the copyright laws.

  • Page 3: Table Of Contents

    T A B L E O F C O N T E N T S Chapter 1: Welcome ........1 Features at a Glance .
  • Page 4 Chapter 3: Viewing Items ......35 Viewing Items on the PaperPort Desktop ....36 Starting and Quitting the PaperPort Desktop .
  • Page 5 Chapter 6: Fine-Tuning Images ......69 Straightening and Trimming Pages ....69 Cleaning Black-and-White Pages .
  • Page 6 Chapter 8: Importing, Saving, and Deleting Items ..103 Importing Files from Other Applications ....103 Using Drag and Drop ......104 Importing an Item .
  • Page 7 Managing the Link Bar ......130 Setting Link Bar Preferences ..... 131 Showing and Hiding the Link Bar .
  • Page 8 viii...

  • Page 9: Chapter 1: Welcome

    C H A P T E R 1 Welcome Welcome to Visioneer’s award-winning PaperPort software with which you can annotate, organize, file, adjust, and find scanned items. This guide explains how to use the PaperPort software. In addition to this guide, you can get more information from a variety of sources: One-Minute Guide XPLORE...

  • Page 10: Features At A Glance

    EATURES AT A LANCE This section gives you a quick look at the key features of the PaperPort software. Scan many types of items. The scanner can scan most paper items, including newspaper clippings, reports, magazine articles, brochures, letters, memos, receipts, canceled checks, business cards, photographs, and line art.
  • Page 11 View items in two ways. With the PaperPort software, you can view items in two ways: on the PaperPort Desktop or in the Page Viewer. The PaperPort Desktop displays a thumbnail, a small graphic that represents each item. The Page Viewer displays a close-up of a single page at a time.
  • Page 12 Send items already on your computer to other linked applications. If items already reside on your computer, you can send them directly to other applications by using the PaperPort Link Bar. For example, you can send an item to your electronic fax software or quickly convert an item into text by using your word processing application along with the optical character recognition (OCR) software that came with the PaperPort software.
  • Page 13 Navigation pop-up menu. Directory of folders for the location shown in the Navigation pop-up menu. Navigation pane. Find items quickly. After you file items safely into folders, you can easily find them again by using the Find Document command on the PaperPort Desktop.
  • Page 14 Combine single items into stacks. Many items you scan will probably be more than one page. You can combine individual items into a multi- page document called a stack. For example, to save receipts from a business trip, you scan the receipts, combine the receipts into a stack, and then stack the receipts on a scanned expense report.
  • Page 15 Save items in other formats. You can also save PaperPort items in other popular file formats, such as Joint Photographic Experts Group (JPEG) or Tag Image File Format (TIFF). For example, you can scan a photograph to the PaperPort Desktop and then save it as a JPEG. You can open that JPEG file in an application that reads JPEG files.

  • Page 16: What's Next

    Fine-tune an image. Use the Page Viewer image editing commands, such as Picture Wizard and Adjust Picture to fine-tune the exposure, color, and tint of an image. With Adjust Picture, you control the way a picture looks. ’ It’s time to start using the PaperPort software. For information about installing the PaperPort software and using the scanner, see the PaperPort Installation Guide.

  • Page 17: Chapter 2: Scanning Items

    C H A P T E R 2 Scanning Items This chapter tells you how to use PaperPort ScanDirect features to scan items directly to the PaperPort Desktop, the Page Viewer, or any supported link application, such as electronic fax, image editing, or OCR software.

  • Page 18: Choosing A Target Application And Scanning

    HOOSING A ARGET PPLICATION AND CANNING By default when you scan an item, the PaperPort software places an image of the item on the PaperPort Desktop and automatically saves a copy of the item to your hard disk. By using ScanDirect, you can send scanned items directly to a different target application, such as: •...

  • Page 19: Using The Scandirect To Menu

    SING THE IRECT Use the ScanDirect To menu as a fast way to select a target application and scan an item. This method is appropriate if you do not want to first change scan settings or scan modes. To use the ScanDirect To menu: 1.

  • Page 20: Using Scandirect Function Keys

    2. From the Target Application pop-up menu, choose an application. Scan settings and a scan mode appropriate for the application appear. In the previous figure, the Page Viewer settings appear. 3. Click OK. 4. Insert the item into the scanner. The scanner scans the item. The PaperPort software converts the image into a compatible format for the target application and opens it in the target application.
  • Page 21 The PaperPort software automatically selects applications for each key, including the word processor and image editor functions keys. However, you can change an application if you want, or you can disable the function keys. To scan using a function key: 1.

  • Page 22: Selecting Scan Settings

    4. To select a word processor for the Word Processor function key, click the Text button. To select an image editor for the Image Editor function key, click the Image Editor button. A dialog box appears asking you to select the target application. The following figure shows the dialog box that appears when you choose a word processor.

  • Page 23: Selecting Paperport Desktop Scan Settings

    ELECTING APER ESKTOP ETTINGS If you want to scan several pages and automatically create a stack of the pages on the PaperPort Desktop, select the Multiple Scan option in the PaperPort Desktop scan settings. To select PaperPort Desktop scan settings: 1.

  • Page 24: Selecting Photocopy Scan Settings

    To select the Page Viewer scan settings: 1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears. 2. From the Target Application pop-up menu, choose the PaperPort Page Viewer. The Page Viewer settings appear. Target Application pop-up menu.

  • Page 25: Selecting Fax Scan Settings

    To select Photocopy scan settings: 1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears. 2. From the Target Application pop-up menu, choose Photocopy. The Photocopy settings appear. Target Application pop-up Customizes the scan mode. menu. Saves a copy to the Favorite Prompts for the next page when Folder you specify.

  • Page 26: Selecting E-Mail Scan Settings

    To select Fax scan settings: 1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears. 2. From the Target Application pop-up menu, choose Fax. The Fax settings appear. Prompts for the next page when you want to fax a multi-page item.

  • Page 27: Selecting Word Processing Scan Settings

    2. From the Target Application pop-up menu, choose the e-mail package you want to use. The e-mail settings appear. The following example shows settings for AOL mail. Prompts for the next page when you want to scan and send a multi-page item.

  • Page 28: Selecting Image Editing Scan Settings

    3. Select the settings you want and click OK. ELECTING MAGE DITING ETTINGS With the image editing scan settings, you select the format of the item that is sent to your image editing application. The default scan mode for an image editor assumes you are scanning a color image. To select Image Editing scan settings: 1.

  • Page 29: Selecting Other Application Scan Settings

    ELECTING THER PPLICATION ETTINGS In addition to the previously mentioned applications, you can scan items directly to other supported applications on your Macintosh computer. Many of your applications automatically appear in the ScanDirect To menu and the Scan Settings dialog box. The PaperPort software selects logical default scan settings for each application, such as selecting a word processor file format for a target word processing application.
  • Page 30 Scan Mode To Scan Description Setting Filing Newspaper and Provides the fastest scan time Articles magazine articles, and smallest file size. This is receipts, forms, and the PaperPort software other text items default setting for scanning to the PaperPort Desktop. Editing Text Business letters, Enhances the use of OCR...

  • Page 31: Scan Mode Samples

    AMPLES Selecting the proper scan mode provides the best scanned image. Here are some samples of items scanned at various scan modes: The shell on the left was scanned with the Storing Photos setting, and the one on the right with the Filing Articles setting.

  • Page 32: About Bit Depth And Resolution

    BOUT EPTH AND ESOLUTION Two factors that define a scan mode are bit depth and resolution. Bit depth refers to the number of bits that the PaperPort software uses to recreate the paper image on the screen. The greater the bit depth, the more colors and shades of gray that are possible in the image.

  • Page 33: Selecting Predefined Scan Modes Or Creating Your Own

    ELECTING REDEFINED ODES OR REATING In the Scan Settings dialog box, you can select a different predefined scan mode for a target application or you can customize a predefined mode by selecting color, the number of grays, the resolution, or the brightness of the scan.
  • Page 34 To customize a predefined scan mode: 1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears. 2. From the Target Application pop-up menu, choose the application for which you want to set the scan mode. Settings for the application appear.
  • Page 35 TIP: To revert to the original settings for a predefined mode, click the Defaults button. To create a new scan mode: 1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears. 2. From the Target Application pop-up menu, choose the application for which you want to create a new scan mode.

  • Page 36: Scanning Color And Grayscale Items

    To delete a created scan mode: 1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears. 2. From the Scan Mode pop-up menu, choose Delete. A dialog box appears asking you to select the scan mode you want to delete. You cannot delete predefined scan modes.

  • Page 37: Scanning To Get The Best Image

    To scan color or grayscale items: 1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears. 2. From the Target Application pop-up menu, choose the target application for which you want to set the scan mode. Settings for the application appear.

  • Page 38: Changing Brightness And Contrast

    HANGING RIGHTNESS AND ONTRAST Sometimes an image is scanned with the brightness too light or too dark. For example, a note written with a light pencil may need to be scanned darker to improve legibility. Lightening or darkening the scan brightness can improve image quality and make it easier to read.

  • Page 39: Setting The Compression

    TIP: If you do not use the automatic options to correct these problems before scanning, use the Straighten Page command or the Straighten Page tool, and the Trim Page command to correct these problems after scanning. For more information, see Chapter 6, “Fine- Tuning Images.”...

  • Page 40: Setting Paper Insertion Delay And Edge Detection

    To set the compression: 1. From the Visioneer menu, choose Preferences. 2. From the Preferences pop-up menu, choose Compression. Settings for compression appear. 3. Select the quality of the compression that you want and click OK. ETTING APER NSERTION ELAY AND ETECTION The scanner waits a certain amount of time between the moment you insert a page and when the scanner actually grabs that page and begins...

  • Page 41: Turning The Communications Port On And Off

    To change the paper insertion delay and edge detection: 1. Double-click the PaperPort icon in the Control Panels folder. The PaperPort Control Panel dialog box appears. 2. From the Insertion Delay pop-up menu, choose the Paper Insertion Delay that you want. For example, in the following figure Long is chosen.
  • Page 42 2: Scanning Items...

  • Page 43: Chapter 3: Viewing Items

    C H A P T E R 3 Viewing Items With the PaperPort software, you can view an item in two ways: on the PaperPort Desktop or in the Page Viewer. The PaperPort Desktop and the Page Viewer are separate applications that are tightly integrated. You can run each application individually or together.

  • Page 44: Viewing Items On The Paperport Desktop

    IEWING TEMS ON THE APER ESKTOP The PaperPort Desktop is a work area like your own desk, where you can open different folders to display different papers, photographs, and stacks on the desktop. The following figure shows the PaperPort Desktop with a few sample items.

  • Page 45: Starting And Quitting The Paperport Desktop

    The right side of the PaperPort Desktop displays the PaperPort items contained in the location named in the Navigation pop-up menu. The items can be single pages or multi-paged items called stacks. The status bar at the top of the PaperPort Desktop lists the number of PaperPort items in a folder and the number of total items in a folder.

  • Page 46: Moving Items On The Paperport Desktop

    OVING TEMS ON THE APER ESKTOP If the PaperPort Desktop becomes cluttered, you can rearrange the items. To move an item: 1. Click to select the item that you want to move, or use Shift-click to select multiple thumbnail items. 2.

  • Page 47: Viewing Items By Icon Or Name

    IEWING TEMS BY CON OR You can view items on the PaperPort Desktop in icon view or list view. The following figure shows items in list view. Click a column title—Name, Pages, Size, or Last Modified— to sort the list in that Click either order.

  • Page 48: Working In The

    ORKING IN THE IEWER While the PaperPort Desktop gives you an overall picture of all of the items on the PaperPort Desktop, the Page Viewer displays the details of a single page, so it is easy to edit an image, add annotations, or select information.

  • Page 49: Starting And Quitting The

    TARTING AND UITTING THE IEWER You can start the Page Viewer in several different ways. To start the Page Viewer and display an item, use one of these methods: • Scan an item directly to the Page Viewer. For more information about selecting the Page Viewer as the target application, see Chapter 2, “Scanning Items.”...

  • Page 50: The Annotation Tool Bar

    NNOTATION After you display an item in the Page Viewer, you can use the Annotation Tool Bar to annotate items. For example, you can highlight text, circle information, or add a sticky note. The Annotation tools are as follows: Pointer. Selects, moves, and resizes annotations on a page. Selection.

  • Page 51: Displaying And Hiding The Annotation Tool Bar

    ISPLAYING AND IDING THE NNOTATION The Annotation Tool Bar is displayed by default when you view a page in the Page Viewer, unless you choose to hide it. To hide or display the Annotation Tool Bar: • From the View menu, choose Hide Tool Bar or Show Tool Bar. The following sections show you how to use the Page Viewer.

  • Page 52: Arranging The Page Viewer Windows

    RRANGING THE IEWER INDOWS You can open multiple Page Viewer windows at the same time. Sometimes you will be able to work more easily if the windows are side by side or are placed on top of each other. You can arrange the windows in three ways using the Window menu.

  • Page 53: Switching Between The Paperport Desktop And Page Viewer

    To move between pages: 1. Select the item on the PaperPort Desktop, or display it in Page View. 2. Click the right arrow of the Page Navigator to display the next page; Previous Next click the left arrow to display the previous page. Click the middle of You can also move between pages by choosing the View menu the Page Navigator to...
  • Page 54 3: Viewing Items...

  • Page 55: Chapter 4: Filing Items Into Folders

    C H A P T E R 4 Filing Items into Folders One of the primary benefits of using the PaperPort software is that it helps you get organized. Scanning the papers on your desk cleans up the clutter, but then what? Without some way of organizing your electronic copies of paper, you are simply trading clutter on your desk for clutter on your computer.

  • Page 56: Displaying Folders And Items

    ISPLAYING OLDERS AND TEMS When you scan an item to the PaperPort Desktop or the Page Viewer, The PaperPort software saves the item on your hard disk. The folder in which it is saved is determined by the folder currently named in the Navigation pop-up menu.
  • Page 57 2. To go to a higher-level directory, choose an item at a higher level in the pop-up menu. To go to a lower-level directory, double-click a folder in the directory. The PaperPort items contained in the location named in the Navigation pop-up menu appear on the right side of the PaperPort Desktop.

  • Page 58: Renaming Items

    When you quit the PaperPort Desktop, the folder that is currently selected remains as the selected folder the next time that you start the PaperPort Desktop application. ENAMING TEMS When you first place an item on the PaperPort Desktop, it appears as an untitled item.
  • Page 59 • Drag items from the PaperPort Desktop into a folder on the Macintosh desktop. • Drag items between folders on the Macintosh desktop. TIP: You can use other Macintosh commands, such as Option-drag to copy an item into another folder, or Shift-click to select multiple items to file into a folder.

  • Page 60: Creating Folders

    To drag an item from the PaperPort Desktop to the Macintosh desktop: 1. On the PaperPort Desktop, select the folder that contains the item you want to move. 2. Drag the item from the PaperPort Desktop into a folder on the Macintosh desktop.
  • Page 61 TIP: A good way to archive information is to scan items and then file them in folders that you create on a removable medium, such as a floppy disk, removable hard drive, or zip drive. For example, you may want to scan a variety of reference articles, and then file them on a ZIP drive in various folders based on subject matter.

  • Page 62: Adding A Favorite Folder

    NOTE: Delete a folder the same way you would any folder from your Macintosh computer—by dragging it from the Macintosh desktop to the trash can. If you want to delete a Favorite Folder, you must first remove the folder from the list of favorites. For more information, see “Removing a Favorite Folder”...

  • Page 63: Removing A Favorite Folder

    EMOVING A AVORITE OLDER If you no longer want a folder designated as a Favorite Folder, you can remove it from the Favorite Folders list. NOTE: If you delete a folder from your Macintosh computer that is designated as a favorite, you should also remove the Favorite Folder from the list of Favorite Folders.

  • Page 64: Finding Items

    To locate a Favorite Folder or item on the Macintosh computer: 1. On the PaperPort Desktop, select the Favorite Folder or item that you want to locate. 2. From the File menu, choose Locate in Finder. The location containing the Favorite Folder or item appears as an open window with the Favorite Folder or item selected.
  • Page 65 TIP: You can also search for added annotations. For more information, see Chapter 7, “Annotating Items.” To add Get Info data: 1. On the PaperPort Desktop or in the Page Viewer, select the item for which you want to add information. 2.
  • Page 66 To find an item: 1. On the PaperPort Desktop, choose Find Document from the File menu. The Find Document dialog box appears Type any text for which you want to search. Select one or more areas in which to look for the text.
  • Page 67 4. If you want to search for files by specifying the date or range of dates that the files were last modified, select Modified Between. Type the beginning date in the first box. Tab to the next box, and type the ending date. You can enter the date numerically in the format mm/dd/yy—for example, 5/15/97 or 6/29/97.
  • Page 68 7. Click Search to begin searching for the files that match the search criteria you specified. Any matching file is listed in the Items Found window, as shown in the following figure. Select the filename here to display the item’s thumbnail in the preview area.

  • Page 69: Chapter 5: Working With Stacks

    C H A P T E R 5 Working with Stacks Like many busy people, you may sometimes put items on your desk without organizing them. When you finally put them in order, you might stack the items by project, contact, or department. You use a method that helps you quickly find the stack you need.

  • Page 70: Stacking Items On The Paperport Desktop

    TACKING TEMS ON THE APER ESKTOP If you don’t select scan settings that indicate that you want to scan a multi-page item, each scanned page appears on the PaperPort Desktop as a one-page untitled item. You can add other pages to the item by stacking each scanned page on top of the first one.

  • Page 71: Using The Stack Command

    2. Drag and drop the item onto the target item. As you drag the selected item over the target item, the target item is highlighted. Drop the item now. The following sample shows a stack that is created when Document A is stacked onto Document B.

  • Page 72: Moving Between Pages In A Stack

    To stack items by using the Stack command: 1. On the PaperPort Desktop, select the items that you want to stack. 2. From the Desktop menu, choose Stack. The PaperPort software places the first selected item on top and the other items underneath.

  • Page 73: Unstacking

    To go to a specific page in a stack: 1. From the Page menu, choose Go To Page, or click the middle button Click the middle of of the Page Navigator. The Go To Page dialog box appears. the Page Navigator to go to a specific page.

  • Page 74: Reordering Pages In A Stack

    EORDERING AGES IN A TACK After you create a stack, you may want to reorder the pages. For example, if you have scanned a stack of invoices and then decide you want them in numerical order, you can unstack the invoices and then restack them in numerical order.

  • Page 75: Inserting A Page Into A Stack

    NSERTING A AGE INTO A TACK Before you insert a new page, be sure that the page or stack that you want to insert is displayed on the PaperPort Desktop. To insert a page into an existing stack: 1. On the PaperPort Desktop, select the source item. 2.

  • Page 76: Duplicating Items

    UPLICATING TEMS At times you may want to duplicate an item on the PaperPort Desktop. For example, after you scan a letter, you can duplicate the scanned letter, stack it onto other documents, and then send the documents by using your electronic fax software.

  • Page 77: Chapter 6: Fine-Tuning Images

    C H A P T E R 6 Fine-Tuning Images Sometimes, after you scan an image and view it in the Page Viewer, you notice that the page has small marks or smudges, or is crooked. You may also notice that a picture is out of focus or has poor color or contrast. You can correct these problems by using the Page menu commands.

  • Page 78: Cleaning Black-And-White

    To straighten or trim a page by using the Page menu command: 1. Display the page that you want to change on the PaperPort Desktop or in the Page Viewer. 2. From the Page menu, choose Straighten Page or Trim Page. To straighten a page by using the Straighten Page tool: 1.

  • Page 79: Rotating

    OTATING AGES If you inadvertently scan a page upside down, you can rotate the page and place it in the upright position. You can also rotate a page to change the original direction of an image, thus creating a different impact, or you can turn a graphic upside down by flipping it.

  • Page 80: Sharpening The Focus Of An Image

    To rotate or flip a page: 1. Display the page that you want to rotate on the PaperPort Desktop or in the Page Viewer. The Rotate command rotates the current page, not an entire stack. 2. From the Page menu, choose Rotate Left 90˚, Rotate Right 90˚, Rotate 180˚, Flip Horizontal, or Flip Vertical.

  • Page 81: Adjusting And Enhancing Images

    3. Drag the picture to position it in the window. The pointer changes to a hand, allowing you to “pan” the picture. Drag the picture to position it in the window. Drag the arrows on the bar left and right to blur or focus the picture.

  • Page 82: Adjusting A Picture With The Picture Wizard

    DJUSTING A ICTURE WITH THE ICTURE IZARD The Picture Wizard leads you through the three-step process of adjusting the exposure, color, and tint of an image. For each of these settings, Picture Wizard displays different samples of your image for you to choose the one you like best.
  • Page 83 3. Click the picture that you like best, or if you want to further adjust the exposure, slide the lever on the Exposure bar to the right or left, and then click a picture. As you slide the lever, the exposure in all samples changes. If you want to return the pictures to their original state, click the Return To Original picture.

  • Page 84: Automatically Adjusting A Picture

    UTOMATICALLY DJUSTING A ICTURE Use PaperPort’s AutoFix Picture command to automatically improve the brightness, contrast, color, and tint of a color picture. The PaperPort software uses an internal process that analyzes a picture and fixes what’s wrong. For example, if you take a photograph of a red sports car, scan it and notice that the color of the scanned picture is not true red, you can use AutoFix to adjust the color.
  • Page 85 NOTE: With grayscale pictures, you can adjust only the brightness and contrast. To adjust a picture yourself: 1. Display the picture in the Page Viewer. 2. From the Page menu, choose Adjust Picture. Samples of your picture appear. The original picture appears in the upper- right corner of your screen.
  • Page 86 5. Click a picture that you like. The selected picture moves to the center as your working picture. All other pictures are adjusted relative to the center picture. For example, if you click the upper-left picture, which is darker with greater contrast, it moves to the center. All other pictures automatically adjust and become darker and with greater contrast.

  • Page 87: Undoing An Adjustment

    NDOING AN DJUSTMENT Like many other Macintosh commands, you can use the Undo command to undo a Page menu adjustment command in the Page Viewer. For example, you can undo a change that you make to an image, such as Sharpen Page or undoing AutoFix.
  • Page 88 6: Fine-Tuning Images...

  • Page 89: Chapter 7: Annotating Items

    C H A P T E R 7 Annotating Items To communicate well, you need to draw the reader’s attention to important information. One way to do this is by adding an annotation (a note, comment, or emphasis) to a page. When working with paper pages, you can highlight text by using highlighter markers, add notes, and circle information with a pen or pencil.

  • Page 90: A Look At The Annotation Tools

    • Fill in forms and add text using the Mark Up tool • Fill in forms using the FormTyper software OOK AT THE NNOTATION OOLS After you display an item in the Page Viewer, you can use the Annotation tools to add annotations. Arrow.

  • Page 91: Copying, Cutting, And Pasting Paperport Images

    OPYING UTTING ASTING APER MAGES You can copy or cut images from a page in the Page Viewer and paste it onto another page in the Page Viewer, into another application, or onto the Clipboard. You can: • Paste to another location on a page or another page of the same item you are currently viewing in the Page Viewer.

  • Page 92: Adding Images From Other Applications

    6. Click the target location, and choose Paste from the Edit menu. The copied information appears. If you pasted the information onto a PaperPort page, it appears in the center of the window. 7. Drag the image to the location you want. You can either paste over existing information on the target page or expand the target item with the pasted information.

  • Page 93: Cropping A Page

    4. From the Edit menu, choose Paste. The image appears, surrounded by a dashed box, on the Page Viewer page. While the dashed box is displayed, you can move the image. Pasted graphic. A note adds details. 5. To move the image, drag it to the new location. After you release the mouse button and select another tool, the graphic becomes embedded on the page and can no longer be moved.

  • Page 94: Working With Notes

    3. Drag the mouse to surround the text or image that you want to keep; the area not selected will be cropped. A dashed box appears around the information as you select it. 4. From the Edit menu, choose Crop. Only the selected area remains on the page.

  • Page 95: Adding Notes

    DDING OTES You can add as many notes to a page as you want. Notes can be very useful. For example, you may want to add notes to help remind yourself to perform a task, such as reviewing a memo by a certain date or passing a document on to a coworker.
  • Page 96 3. From the Annotation menu, choose Collapse Note. All selected notes change to a collapsed form. Collapsed note. To expand collapsed notes: 1. Display the page in the Page Viewer. 2. Select the note or notes that you want to expand. You can expand notes individually or as a group.

  • Page 97: Highlighting Information

    IGHLIGHTING NFORMATION Use the Highlighter to call attention to specific areas or text on a page, just as you would use a marker to highlight a printed page. For example, you may want to highlight an important paragraph or key phrases. Highlighter tool.

  • Page 98: Adding Freehand Annotations

    3. Drag the cursor across the text that you want to highlight. Highlighted text Handle To change the highlighting to opaque or transparent: 1. Display the page in the Page Viewer. 2. Select the highlighting that you want to change. Handles appear at the corners of the highlighted box.
  • Page 99 To add a freehand annotation: 1. Display the page in the Page Viewer. 2. On the Annotation Tool Bar, click the Freehand tool. The cursor changes to a paintbrush. 3. Drag the brush to circle, draw, or mark text. To customize the freehand annotation: 1.

  • Page 100: Drawing Lines And Arrows

    RAWING INES AND RROWS Use the Arrow tool to add lines and arrows to a page. This is a convenient way to point to important details or to connect an annotation to an area on a page. The following procedures tell you how to add an arrow annotation and customize the line width, opacity, and arrowhead location.

  • Page 101: Fine-Tuning Annotations

    UNING NNOTATIONS You can fine-tune an annotation by changing the color of the annotation background or text, editing and customizing the font or text size, and moving and resizing an annotation. You can make these selections before or after using an annotation tool. ELECTING THE ONT AND OLOR...
  • Page 102 To select the font of an added annotation: 1. Click the text of the annotation. 2. Select a command from the Annotation menu to change the style, size, or font. To select the color of an annotation: 1. On the Annotation Tool Bar, click the Annotation tool you want to use.

  • Page 103: Editing Annotation Text

    DITING NNOTATION As described previously, you can use the PaperPort software to customize the font, style, and point size of a mark-up or note text before or after typing it. You will also find it easy to edit the text. To edit annotation text: 1.

  • Page 104: Copying, Cutting, And Pasting Annotations

    To move an annotation: 1. Display the page in the Page Viewer. 2. To move an annotation to a different location on the same page, select the annotation and drag it to the new location; do not click a handle on the frame surrounding an annotation or you might inadvertently resize the box.

  • Page 105: Displaying And Hiding Annotations

    ISPLAYING AND IDING NNOTATIONS In addition to collapsing and expanding notes, you can display or hide annotations. This feature is especially useful if you want to print a page or send it using an electronic fax software, but do not want to include the added annotations.
  • Page 106 To find annotated text on a page: 1. Display the item in the Page Viewer. From the Edit menu, choose Find Annotation. The Find Annotation dialog box appears. Type the text that you want to find. Narrows the search to Searches for any of the annotations that match the characters in the text.

  • Page 107: Deleting Annotations

    ELETING NNOTATIONS You can delete individual annotations one at a time or delete multiple annotations at the same time. To delete annotations: 1. Display the page in the Page Viewer. 2. Select the annotation that you want to delete. 3. Press the Delete key, or choose Clear from the Edit menu. ILLING IN ORMS AND DDING...
  • Page 108 You can also mark up the page with key words that you can later use in searching for information. For example, if you are researching a particular product in a magazine article, you can add a mark-up as a reference at each location in the article where the product is mentioned.

  • Page 109: Filling In Forms Using The Formtyper Software

    ILLING IN ORMS SING THE YPER OFTWARE If you own the FormTyper software, an application that you can purchase from Visioneer, you can automatically create fields on a form and tab between the fields. For information about purchasing the FormTyper software, contact Visioneer.
  • Page 110 7: Annotating Items...

  • Page 111: Chapter 8: Importing, Saving, And Deleting Items

    C H A P T E R 8 Importing, Saving, and Deleting Items This chapter tells you how to place non-PaperPort items (items created in other applications) onto the PaperPort Desktop or into the Page Viewer, and how to save PaperPort items in other formats. You will learn how to: •...

  • Page 112: Using Drag And Drop

    The Import command does not convert all types of files from other applications. For example, you cannot open a text or ASCII file. However, by using drag and drop, you can place any type of file onto the PaperPort Desktop. TIP: You can also print an unsupported file format to the PaperPort Desktop.

  • Page 113: Importing An Item

    MPORTING AN Use the Import command to import a variety of files, including grayscale and color files saved in one of the formats described in the following table. Format Description (file extension) PaperPort file (MAX) A file previously saved in PaperPort for Macintosh or for Windows.

  • Page 114: Opening An Item

    To import a file created in another application: 1. On the PaperPort Desktop, choose Import from the File menu. A directory dialog box appears. Only folders or files saved in one of the previously described formats appear. TIP: If you have a Windows file without the appropriate extension, such as .TIF for a TIFF file, the file does not appear in the dialog box.

  • Page 115: Printing From Other Applications

    3. After you view the item, choose Close from the File menu. A message appears asking you to save changes. 4. Click Save to save the item as a PaperPort item. If you don’t save the changes, the item is not saved as a PaperPort item. RINTING FROM THER PPLICATIONS...

  • Page 116: Saving Items

    AVING TEMS The PaperPort software automatically saves all items that you place on the PaperPort Desktop to your hard disk in the folder currently open (named in the Navigation pop-up menu). For example, if the Articles folder is currently open and its items displayed on the PaperPort Desktop, any new item that you scan, import, or drag to the PaperPort Desktop is saved in the Articles folder.

  • Page 117: Saving Items In Other Formats

    AVING TEMS IN THER ORMATS You can save a PaperPort item in different file formats. For example, you may be using photographs with a page layout application. You can scan each picture, save the scanned images in a popular graphic format (such as TIFF or PICT), and then import the graphics into the other application.
  • Page 118 To save an item in a format other than the PaperPort format: 1. On the PaperPort Desktop or in the Page Viewer, select the item that you want to save. 2. From the File menu, choose Save As. The directory dialog box appears. Select a file format for the saved item.

  • Page 119: Deleting Folders And Items

    TIP: If you want to save a single page from a stack, first display the page at the top of the stack, then unstack that page, and then save the page in the format that you want. ELETING OLDERS AND TEMS The PaperPort Desktop provides a direct reflection of the folders on your Macintosh computer.
  • Page 120 To delete an item from the PaperPort Desktop: • Drag the item from the PaperPort Desktop into the trash can, or select the item and choose Remove document from the Edit menu, where document is the name of the item you want to delete. To delete an item from the Macintosh desktop: •...

  • Page 121: Chapter 9: Using The Link Bar

    C H A P T E R 9 Using the Link Bar The PaperPort software is designed to work with—or link to—other types of applications. Chapter 2, “Scanning Items” tells you how to scan directly to a linked application. This chapter describes the Link Bar and tells you how to use it to send an item already on your computer to a linked application.

  • Page 122: What Is The Link Bar

    NOTE: PaperPort Links to other popular applications are continually being added. Visit Visioneer’s Web site at http://www.visioneer.com to see the latest links. If you have an Internet provider and Netscape Navigator installed on your Macintosh computer, you can choose Go to PaperPort on the Web from the Visioneer menu.
  • Page 123 Photocopy. Use this link icon for printing items. Rather than choose the Print command from the File menu, simply drag the item that you want to print onto the Photocopy icon. Electronic Fax. One generic electronic fax link icon appears on the Link Bar, even if you have multiple electronic fax packages installed on your Macintosh computer.

  • Page 124: Basic Steps For Using The Link Bar

    ASIC TEPS FOR SING THE The steps for using the Link Bar are similar each time you send an item to a link application. You can use the Link Bar from the PaperPort Desktop, the Page Viewer, or the Macintosh desktop. The following procedure provides the basic steps for using the Link Bar.

  • Page 125: Photocopying An Item

    HOTOCOPYING AN With the PaperPort software, you can use your printer like a photocopy machine. You can print as many items and as many copies of an item as you want. ETTING HOTOCOPY REFERENCES The PaperPort software automatically displays a dialog box before printing.

  • Page 126: Photocopying (Printing) Items

    3. Select Photocopy from the list of links and click the Edit button. The Photocopy link preferences appear. Displays the Print dialog Scan settings. box when you use the Photocopy link. Shrinks images that have Displays the selected printer’s printable material extending to Page Setup options.

  • Page 127: Sending An Item As An Electronic Fax

    ENDING AN TEM AS AN LECTRONIC With the PaperPort software and your electronic fax software, you can send an item directly from the PaperPort Desktop, Page Viewer, or your Macintosh desktop as an electronic fax. The PaperPort software supports electronic fax software from a variety of companies including: •...

  • Page 128: Sending An Item As A Fax

    3. Select Fax from the list and click the Edit button. The Fax link preferences appear. Scan Settings. Displays fax packages on your Shrinks images that have computer. Select the one you printable material extending to want to use. the edge of the paper so that the entire image is printed.

  • Page 129: Sending An Item As An E-Mail Message

    ENDING AN TEM AS AN ESSAGE You can send items, such as memos, budgets, newspaper clippings, photographs, and spreadsheets to other people by using the PaperPort software and your e-mail application. The PaperPort software supports the most popular Macintosh e-mail applications, including: •...

  • Page 130: Sending An Item By Using E-Mail

    3. Select the e-mail application from the list and click the Edit button. The E-mail link preferences appear. Select the format you want to use for the item that you are attaching to an e-mail Scan settings. message. For example, select JPEG, PaperPort, or TIFF.

  • Page 131: Displaying E-Mail Messages Sent From Paperport

    3. Log on to the e-mail application. The message-addressing dialog box, which is different for each e-mail application, appears. The PaperPort software creates a file and attaches the item to the e-mail message. The PaperPort filenames start with Mail, followed by the item number and the extension.max—for example, Mail3.max.

  • Page 132: Working With A Word Processing Link (And Ocr Software)

    ORKING WITH A ROCESSING OCR S OFTWARE In addition to organizing, reviewing, and distributing information as an e-mail message or fax, you may want to edit scanned text. To do this, you can use the PaperPort software and the supplied OCR software along with any text-based software, such as a word processing or spreadsheet application.

  • Page 133: Setting Preferences For The Provided Ocr Software

    OCR S ETTING REFERENCES FOR THE ROVIDED OFTWARE The following procedure tells you how to set preferences for the OCR provided with the PaperPort software. To set another OCR’s processing preferences, see the documentation that came with the OCR application. To set OCR preferences: 1.

  • Page 134: Setting Preferences For A Word Processing Link

    ETTING REFERENCES FOR A ROCESSING The PaperPort software automatically selects word processing preferences for you, such as the format in which a processed item is saved. If you want to change preferences, complete the following steps. NOTE: To identify the word processor that PaperPort uses when you press the Word Processor function key and scan, see Chapter 2, “Scanning Items.”...

  • Page 135: Sending An Item To A Word Processor

    ENDING AN TEM TO A ROCESSOR You can process an entire item and open the converted text in a text-based application, such as a word processor, or process only selected text on a page and automatically copy it to the Clipboard. To process an item using a word processing link: 1.

  • Page 136: Getting The Best Ocr Results

    To process text and copy it to the Clipboard: 1. Display the page in the Page Viewer. 2. On the Annotation Tool Bar, click the Selection icon. The cursor changes to a crosshair. 3. Drag the mouse to surround the text that you want to copy to the Clipboard as text.

  • Page 137: Sending An Item To An Image Editor

    ENDING AN TEM TO AN MAGE DITOR Use an image editing link, such as PhotoEnhancer or Adobe PhotoShop, to work with color and gray-scale images on your computer. TIP: You can scan an item directly to your image editor. When you select an image editor as the target application, the scan mode is set to Storing Photos, the optimum mode for scanning color items.

  • Page 138: Sending An Item To An Image Editing Application

    ENDING AN TEM TO AN MAGE DITING PPLICATION When you send an item using an image editing link, the item is converted to the format you specified for the image editor link preferences. To send an item to an image editing application: 1.

  • Page 139: Setting Link Bar Preferences

    ETTING REFERENCES Set the Link Bar preferences to determine the orientation of the Link Bar, the size of the icons on the Link Bar, and to indicate if you want the PaperPort software to look for new applications to add to the Link Bar every time you start your Macintosh computer.

  • Page 140: Showing And Hiding The Link Bar

    HOWING AND IDING THE By default, the Link Bar does not appear. To use the Link Bar you must first show it. To show or hide the Link Bar: • Choose Show PaperPort Link Bar or Hide PaperPort Link Bar from the Visioneer menu.

  • Page 141: Adding Links

    DDING INKS You can add as many links to the Link Bar as you want for any application with a format supported by the PaperPort software. Links that you add using this procedure remain on the Link Bar, unless you choose to delete them later.
  • Page 142 5. Click OK. The application link icon appears on the Link Bar and is listed in the PaperPort Preferences dialog box. The PaperPort software selects default preferences for the link application, which you can change if you want. The options that are available vary, depending on the application that you add.

  • Page 143: Deleting Links

    ELETING INKS If you no longer want a link on the Link Bar, you can delete it. TIP: It may be more useful to hide a link than to delete it. Then, if you later decide to show the link back on the Link Bar, all you do is select the link and click the Show Link button.

  • Page 144: Reordering Links

    3. To show a link on the Link Bar, select the button to the right of the link. To hide a link on the Link Bar, deselect the button to the right of the link. Claris Works is deselected. The ClarisWorks link icon won’t appear on the Link Bar.

  • Page 145: Glossary

    G L O S S A R Y actual size The size of the page when it was scanned (not enlarged using zoom in or reduced using zoom out). annotation A word, a note, a mark, or highlighting added to an item.
  • Page 146 An abbreviation for dots per inch. A measurement of resolution used for scanning and for printing. electronic fax The software that you use with a modem for sending a fax. See fax for more information. e-mail An abbreviation for electronic mail. Software that you can use to electronically transmit items over a communications network.
  • Page 147 Graphics Interchange Format, an image format used by CompuServe. grayscale Shades of gray that represent light and dark portions of an image. Color images can also be converted to grayscale, where colors are represented by various shades of gray. handles The small squares at the corners of a selected annotation that you click and drag to resize the annotation.
  • Page 148 link application An application installed on your computer that you can use with the PaperPort software. For example, you can use a word processor and OCR software to translate a PaperPort item into text and edit the text. Link Bar An icon bar that provides links to your printer, fax, e-mail, word processor, and other applications.
  • Page 149 Page Navigator The buttons you click on the PaperPort Desktop or the Page Viewer to move from page to page in a stack or to go to a specific page. Page Viewer A PaperPort application that you use to display a close-up view of one page, annotate a page, and edit an image.
  • Page 150 scan mode A scan setting that you select to determine the speed of the scan, the file size of the scanned image, the resolution, and the bit depth. scanner A device that converts a printed image or document into a bitmapped computer screen image or file.
  • Page 151 I N D E X Arrow tool 42 arrows Arrow command 92 drawing/customizing 92 Actual Size command 43 Add folder to Favorites command 54 adding bit depth annotations 81–99 about 24 Favorite Folder 54 scan mode settings 21 freehand annotations 90 selecting 26 lines and arrows 92 black edges, removing 30...
  • Page 152 converting files document See importing changing brightness 30 See file formats combining 62–63 Copy As Text command 128 converting, with OCR software 127 copying copying 68 annotations 96 deleting 111 documents 68 finding 56–60 images 83 importing from other applications 104 creator code 123 linking crooked pages, straightening 30–31...

  • Page 153: Index

    about 24 function key 12 choosing in PaperPort Writer 107 linking 119–120 scan mode settings 21 scan settings 17 selecting for scan 26 sending a document 120 drag and drop setting preferences 119 creating a stack 62 supported applications 119 filing items 51 Fax STF 119 onto Link Bar 116...
  • Page 154 forms GIF file filling in with FormTyper 101 importing 106 filling in with Mark-Up tool 42, 99 saving as 109 FormTyper 42, 101 Global Village 119 freehand annotation Go to Page command 45, 64 adding/customizing 91 graphics, importing 103 See also annotations grayscale images Freehand tool 42 bits 24...
  • Page 155 image editor file formats, selecting in preferences 129 JPEG file function key 12 importing 105 linking 130 saving as 109 scan settings 20 sending an item to 130 setting function key 14 Last Page command 45, 64 setting preferences 129 Line Width command 92 imaging mode lines...
  • Page 156 links moving adding 133–134 annotations 95 command 133 thumbnails 38 deleting 135 e-mail preferences 121 navigating fax preferences 119 in a stack 44, 64 image editor preferences 129 on the PaperPort Desktop 48 OCR preferences 125 Navigation pane 48 printer 107 Navigation pop-up menu 48 printer preferences 117 Netscape 1...
  • Page 157 PCX file exporting 110 page importing 105 adding annotations 86–101 opening 105 cleaning 70 saving as 109 magnifying 43 photocopy reducing 43 function key 12 reordering 66 linking 117 rotating 72 scan settings 16 straightening 69 Photocopy link 117 trimming 69 PICT file Page menu 45, 64 exporting 110...
  • Page 158 printing scan modes 21–29 item 117 best for to PaperPort Desktop 104, 107 articles 22 using a function key 12 color and grayscale 22 processing an image to text 12, 127, 128 printing 22 small print 22 use with OCR 22 quality, improving 29–32 creating new 25, 26 QuickMail 121...
  • Page 159 scanner stack setting edge detection 32 copying 68 setting paper insertion delay 32 creating setting to scan a color item 28 using drag and drop 62–63 scanner button, displaying scan settings 14 using the Stack command 63–67 scanning when you scan 68 color and grayscale image 28 definition of 62 color images 20, 22...
  • Page 160 underlining text 42 Unstack command 65 Unstack Current Page command 65 view changing 45 description of 3 Page Viewer 40–43 PaperPort Desktop 36–39, 48 View by Icon command 39 View by List command 39 Visioneer menu accessing Web site 1 choosing ScanDirect To 11 displaying Help 1 displaying scan settings 11...

This manual is also suitable for:

Scansoft paperport 5.0

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