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ScanSoft PDF CONVERTER PROFESSIONAL 3-HELP Online Help Manual

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ScanSoft PDF Converter
Professional 3
Online Help

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  • Page 1 ScanSoft PDF Converter Professional 3 Online Help...
  • Page 2 Introduction ® ScanSoft PDF Converter Professional 3 offers the full circle of functionality for handling Portable Document Format (PDF) files. It can open PDF files from versions 1.0 to 1.6 for viewing, editing, annotation and re-assembly. It can create PDF files from versions 1.3 to 1.5.

  • Page 3: System Requirements

    System Requirements ® The following are the minimum system requirements to install and run the ScanSoft PDF Converter Professional 3.0:  A computer with at least an Intel ® ® Pentium or comparable  Microsoft Windows ® 98 (from second edition), Windows Me, Windows 2000 (SP4), or Windows XP (SP1, SP2) ...

  • Page 4: Installation And Activation

    Installation and Activation Please remove any previous version of PDF Converter or Create! before the installation. Please remove any version of the Zeon DocuCom PDF printer driver utility before the installation. 1. Insert the CD-ROM in your CD-ROM drive The installation program will start automatically. If it does not, locate your CD-ROM drive in Windows Explorer and double-click the converter’s setup.exe file.
  • Page 5 If you do not activate the product at installation time, you will be invited to do this each time you invoke the program. PDF Converter can be launched only five times without activation. Note: We recommend Automatic Activation. If you choose Manual Activation, you have to activate both PDF Converter and PDF Converter Professional separately.

  • Page 6: Key Features

    Key Features Creation: You can create PDF documents in the Windows environment from almost all application source files, with speed and quality. Document Assembly: You can combine Microsoft Word, Excel, PowerPoint, or other source files into one PDF document; or drag-and-drop pages from different sources to assemble a new document.
  • Page 7 Starting PDF Converter Professional There are several ways to start the program:  From the Start menu, select (All) Programs / ScanSoft PDF Professional 3.0 / PDF Converter Professional 3.0, then click the Open button or select Open from the File menu and select a PDF file. If you select more than one PDF file, they will be opened in separate windows.
  • Page 8 The Workspace The PDF Converter Professional program window contains a Document Window and an Organizer Panel. The Document Window can display more than one PDF document at a time. Document Window: Contains Document Views which in turn may have a Page Panel to show Bookmarks, Pages, Document Info, Annotations, etc.
  • Page 9 About PDF Toolbars ScanSoft PDF Toolbar appears in Microsoft Word Microsoft Excel. It has four buttons: The Open PDF button and the three Create buttons: The three Create PDF buttons correspond to the PDF Create! menu items in Microsoft Word, Excel and PowerPoint.

  • Page 10: Creating Pdf Files

    CREATING PDF FILES Starting PDF Creation There are several ways to start PDF creation from this program. Check your settings first, and then start PDF creation in one of the following ways:  using PDF Create! Assistant  choosing File / Create PDF / From File... ...

  • Page 11: Changing Settings

    Changing settings Click the button to display the ScanSoft PDF Create! Properties dialog box where you can change General Settings Settings. Creating PDF files using the Assistant 1. Build up a list of files. 2. Select the appropriate option for PDF creation. 3.

  • Page 12: Print Command

    Creating PDFs from Files 1. Select Create PDF / From File in the File menu or click in the Main Toolbar. 2. Select the files in the Open dialog box then click Open. Note: Multiple files can be selected, even if they were created in different applications.

  • Page 13: Using Drag-And-Drop

    Using Drag-and-Drop  Select one or more files, then drag-and-drop them into the program window. o If you drag-and-drop a single PDF, it will be displayed. o If you drag-and-drop a single file of a different type, a PDF will be created and displayed.
  • Page 14 Paper Size Select Standard and then choose a page size from the pull-down list, or choose Custom and specify the page dimensions and margins. Click to define or modify additional standard page sizes using page dimensions you specify. Orientation Select Portrait or Landscape.
  • Page 15 ® Selecting the PDF 1.4 (compatible with Adobe Acrobat Reader version 5.0 or higher) option will create PDF 1.4 specific commands, such as “Transparency” and may result in higher quality and smaller file sizes. ® Selecting the PDF 1.5 (compatible with Adobe Acrobat Reader version 6.0 or higher) option will create PDF 1.5 specific commands, such as allowing you to use the more efficient JPEG2000 compression and 128-bit encryption.
  • Page 16 Compression ScanSoft PDF Create! includes six predefined conversion controls which specify settings for compressing text and graphics (line art) as well as specific compression settings for color images, grayscale images, and monochrome (black and white) images. Compression helps to make your PDF files smaller. You can select the appropriate control from the drop-down list: Medium Quality (level 50) (default) High Quality (level 75)
  • Page 17 The default value for each of the predefined conversion controls allows the print driver to choose the best method based on the nature of the image. For monochrome images, you can choose from ZIP, CCITT Group and Run Length encoding. CCITT (International Coordinating Committee for Telephony and Telegraphy) compression method works best for black-and-white images made by paint programs and 1-bit scanned images.
  • Page 18 You can specify two passwords:  Open Password Anyone providing this password can view the PDF it protects. This is sometimes called a user password. Further use of such a PDF depends on which permissions are set.  Permissions Password Anyone providing this password can view the PDF and use it freely, regardless of permissions settings.
  • Page 19  Opacity Defines how transparent the watermark should be. Use the slider or edit box to define a value between 0 (fully transparent) and 100 (fully opaque). PDF files in version 1.3 cannot interpret this setting, watermarks appear at full strength (100). ...
  • Page 20 panel under Composite properties. Click OK to save your choices. Select an existing composite watermark to modify its contents, using the Remove buttons. Watermarks listed in the top panel contribute to the composite. A cross-page watermark appears split across two consecutive pages. When you select this, the positioning options change.

  • Page 21: Document Settings

     If File Exists Choose one of following options to resolve a filename conflict: Show Warning Dialog: PDF Create! displays a Warning dialog box in which you can choose to Replace existing file Add trailing number to filename. Click Cancel to terminate the operation without saving anything. Replace existing file: The new PDF document replaces the existing file.
  • Page 22 Troubleshooting for PDF Creation I do not see any controls in my PDF viewer. Check Document Settings. You may have specified Hide Menu Bar, Hide Toolbar or Hide Window Controls. I cannot edit the PDF file. If the source file was created by an imaging application, the PDF may not be editable.

  • Page 23: Editing Pdf Files

    EDITING PDF FILES PDF Converter Professional 3 is a powerful tool for viewing, editing and archiving PDF files. The workspace consists of the following parts: Document View, Navigation Panel and Organizer. Viewing and Editing PDF Pages Document View You can choose different page layout and magnification factors to read document pages.

  • Page 24: The Navigation Panel

    Actual Size Click the button, or choose Actual Size in the View menu to resize the page to 100% magnification. Fit Width Click the Fit Width button, or choose Fit Width in the View menu to resize the page to fit the width of the Document View. Fit Page Click the Fit Page...
  • Page 25 different palettes by clicking the related icons on top of the Navigation Panel, or the corresponding menu item from the View menu. Navigation Panel tools from left to right are as follows: Split Panel, Pages, Bookmarks, Comments, Signatures, Properties. Split Panel Click to split the Navigation Panel to display all the palettes, or to remove the split.

  • Page 26: Properties Palette

    You can sort items in the Comments Palette by author, type, date, color, etc. using the shortcut menu. If the opened PDF does not contain any notes, attachments, etc. this palette remains empty. Signatures Palette Any information (status, name, date, etc.) on digital signatures will be shown in the Signatures Palette.
  • Page 27 Smooth Settings Smooth text, graphics, line and image to improve the rendering quality on screen display; and you can gray out text below a defined character size. User Interface Click Hand Tool option allows you to choose whether to have the page scroll when you click the Hand tool and also decide the scrolling speed.
  • Page 28 Where To Look There are 3 different places where you can look for the information you need:  Search in the current file.  Search In Folder. Select a folder to search. You can easily access your previously searched folders by choosing Recent Folder. ...
  • Page 29 Suppose you have a PDF with one occurrence of the word ‘Tropical’ capitalized. If you mark Match whole word only but leave Match case unmarked, the Search Phrases ‘Tropical’, ‘tropical’ or any miscapitalized versions of the same word – e.g. ‘TROPICAL’...
  • Page 30 Refine your search by using the following options: Match whole word only Match case Match comments Search in Comments Search in Bookmarks Search Sub-folder More Criteria The first five settings work in the same way as for searching the current PDF. For details see How to search the current file.
  • Page 31 How To Search Indexes Searchable index files (with the extension .zpi) are text archives composed of any PDF document that you choose to include in it. You can create your own index files for archiving purposes, or use an existing one to perform your search on it. How to build a new index file Click the button next to the Look in field in the Search panel of the Organizer.

  • Page 32: Search Criteria

    Excludes 123’, searching will not yield any results, since you have excluded the only document from the search that contains the Search Phrase. To include new document information fields in your search, use the Custom Field setting. Specify its name and type (Date, Integer, or Text). Includes –...

  • Page 33: Document Properties

    index search, clicking an entry opens the file at the page containing the searched text and highlights it. Document Properties Select Properties in the Document menu or click the Properties button in the Navigation panel to show the properties of the document. Standard Fields Standard fields are: Title, Author, Subject, Keywords, Creator, Producer, Created, Modified, File Path, Size, Security, PDF Version, Page Size, Number of Pages, and...
  • Page 34 With 128-bit encryption, choose changing permissions:  None  Creating, inserting, deleting, and rotating pages  Filling in form fields and signing  Commenting, filling in form fields, and signing  Any except extracting pages. With 128-bit encryption, choose printing permissions: None, Low Resolution or High Resolution.

  • Page 35: Edit Menu Commands

    Edit Menu Commands Pages in the Edit menu to do page operations: Insert Choose a source file and insert the selected pages into the current document. Extract Copy the current or selected pages from the open document and place them in a new unnamed PDF file.
  • Page 36 Scroll When scroll is on, you see this icon beside the cursor. Click the minus sign to reduce scrolling speed. Click the plus sign to speed up scrolling. Click the left button to scroll the document page by page, or continuously. Click the right button with the arrow to show scrolling direction (upwards or downwards).
  • Page 37 Annotation tools like Note, Text Box, Draw, Markup, and Attach File share many common properties as described below. Annotation Tools A wide variety of revision tools are offered on the Annotation tools, which is part of the Main Toolbar. If you cannot see the Annotation tools on the screen, click Toolbar...
  • Page 38 Text Box Drag a window to enter phrases directly there. The window resizes itself to the text. Make a text selection to modify fonts, size, style, for the text; and define border color, line style, fill color, and opacity for the text box. Double-click in the Text Box to restore its tools.
  • Page 39  Rename: Right-click a custom-created stamp and select Rename, then type in the box the new name and click Enter.  Delete: Right-click a custom-created stamp and select Delete or click a stamp and press the button. Click OK in the dialog box that appears. The selected stamp will be deleted.
  • Page 40 ready you can save the file to have the inserted object included in the real PDF contents. You can insert a page from a file or a picture from Clip Art. Drag-and-Drop a File Within Windows Explorer: 1. Click the mouse button to select a single file. 2.
  • Page 41  Drag the Rotate handle to rotate the object. To get the Rotate handle, click on the red circle above the object. The cursor will change its shape. Drag it in the desired direction. While dragging, the cursor shape will change again. Editing objects with the Touchup Object tool Use the Touchup Object...

  • Page 42: Digital Signature

    4. Click the checkbox Repeat last page of the shorter document for page overlay, if you want to put the shorter file e.g. a logo on each page of a longer document. If you do not select this option, the shorter file will be overlaid only on the first page of the longer document.
  • Page 43 Creating PDF Forms PDF Converter Professional includes complete Form Creation tools to insert dynamic form fields onto PDF pages. You can post PDF forms you create on a web page, in order to receive filled form data directly to a database. There are two basic ways to prepare forms in PDF Converter Professional 3: ...
  • Page 44 Seven kinds of form fields are available in PDF Converter 3 Professional: Button Check Box Radio Button Combo Box Text Field List Box Signature You can create any of them by selecting the appropriate tool and outlining the new form element with the mouse. A dynamic form field can be repositioned and resized. Its properties –...
  • Page 45 Setting Form Field Properties The Form Properties panel shows only the settings relevant to the selected form field. Click any form field to see its settings and attributes in the Form Properties panel. Settings That Apply to All Form Fields This is the full list of settings common to all form fields.
  • Page 46 Changing Button-Specific Properties In addition to the common settings, a Form Button has the following additional settings:  Layout: Define the location of the button icon and label. If your button has an icon as well, click Advanced… to access its scaling settings. You can set the conditions on when to allow icon scaling;...
  • Page 47 Changing Combo Box Properties In addition to common settings, a Combo Box and List Box fields have the following additional settings: Options  Item: Click Item, then give it a name. Click Add. Your new item will appear in the combo box Items List (below in the panel).
  • Page 48 Calculate (Combo Boxes only) Calculate settings to perform mathematical operations on form fields. For details see Setting Calculation. Options for List Boxes only Multiple Selection: If you mark this check box, users of your form will be able to select more than one item in the list box. Changing Radio Button Properties Radio buttons can be grouped together under a common field name but with different export values.

  • Page 49: Setting Format

    Format Format settings to control the type of data users can enter into the form field. For details see Setting Format. Validate Run a custom validation script to ensure that the value entered by users is correct. For details see Setting Validation.

  • Page 50: Setting Actions

    Setting Validation You can choose to validate a form field by marking the Run custom validation script check box. This way you can control the data that users can enter into a given field. Form field validation helps avoiding typing errors. Mark the check box, then click Edit and create your own Java Script in the dialog.
  • Page 51 The Trigger Actions are launched by triggers. A trigger is an event that causes a pre-defined action to take place. You can also assign multiple actions to a single trigger. The following triggers are available for form fields: Mouse Up This is the state of the mouse button when released after clicking.

  • Page 52: Printing Documents

    Delete: Clear the selected action from the list. Printing Documents Choose a real physical printer. PDF viewer(s) do not rely on “printer resident fonts” or “printer memory”, or even “versions of printer driver”. The point is -- if you can display the PDF on screen, you should be able to print it without any problem.
  • Page 53 Split pages to multiple sheets: Print oversized pages onto multiple sheets. Multiple pages per sheet: Print multiple pages onto one sheet. You can decide how many pages to combine. Auto-Rotate and Center: Rotate and center the page according to the paper size. Remove Margin: Print document without margins.

  • Page 54: Exporting Pdf Files

    EXPORTING PDF FILES PDF Converter Professional 3 has a component, called PDF Converter 3 that lets you transform PDF pages or documents into fully editable files. The supported ® ® ® formats are Microsoft Word , Microsoft Excel , Corel WordPerfect and generic RTF files.
  • Page 55 files as documents or forms. Your settings are stored separately for each type of conversion. Language support When converting PDF files as documents or spreadsheets, ScanSoft PDF Converter can handle over a hundred languages using the Latin alphabet, including Catalan, Czech, Danish, Dutch, English, Finnish, French, German, Hungarian, Italian, Norwegian, Polish, Portuguese, Spanish and Swedish.
  • Page 56 Converting PDF Files You can start converting  from inside PDF Converter Professional 3  using PDF Converter Assistant  from other places. Starting PDF conversion from inside PDF Converter Professional 3 Converting can be started from inside PDF Converter Professional 3 once you have a PDF file opened.
  • Page 57 o Select Spreadsheet for PDF files containing tables that you want converted to spreadsheets. The only target application is Microsoft Excel. 3. Enter a PDF file name with full path and extension or browse to select a file and click Open. A preview of the first PDF page appears. 4.
  • Page 58 2. Enter a PDF file name with full path and extension or browse to select a file and click Open. A preview of the first PDF page appears in the Assistant. 3. Decide the conversion type: Document or Form. 4. Use the navigation buttons to view other pages. 5.
  • Page 59 From Microsoft Outlook 1. Select a message that has a PDF attachment. The PDF Converter button will become active. 2. Click the PDF Converter button in the Outlook toolbar or in the message toolbar. A dialog box appears. 3. If the message has more than one PDF, select which PDF to convert. 4.
  • Page 60 4. Accept or modify the offered name and path for the output file to be created. The offered name and path are those of the input PDF. Only the extension is changed from PDF to XLS. The named file will be displayed in the target application when conversion is finished.
  • Page 61 PDF Converter Assistant The PDF Converter Assistant gives you control over the conversion process. Access the Assistant from  the Open PDF button in a Word or Excel toolbar or the Open PDF... item in the File menu of Microsoft Word, Excel or Corel WordPerfect, ...

  • Page 62: Preview Panel

    It allows you to choose from eleven languages or select Multi-lingual, and lets you retain color images or convert them to B&W. Spreadsheet Options This panel always appears when:  Spreadsheet Processing is selected in the Preview panel.  PDF Converter Settings is selected from the Microsoft Excel Tools menu. It lets you decide how image-only pages, color conversion and resolution for graphic elements should be handled and which languages should be recognized during a conversion with OCR.
  • Page 63 Convert as Choose one of the following options to define the type of conversion you want:  Document: The pages have body text and maybe titles, columns, tables and pictures.  Form: The pages have spaces, answer boxes, comb boxes, checkmarks and similar elements for collecting information.
  • Page 64 Example Pages to be converted Pages 8, 7, 6, 5 and 4 Pages 1, 2 ,3 ,4 and 5 All pages from 11 to end of file 2-4, 6, 9-7 Pages 2, 3, 4, 6, 9, 8, 7 - 3, 15-18, 22-20 Pages 1, 2, 3, 15, 16, 17, 18, 22, 21, 20 When you perform a one-click conversion without calling the PDF Converter Assistant, all pages in the PDF are converted.
  • Page 65 Add to Document as Image Image-only pages will appear in the target file as full-page images. Text on those pages will not be editable, but the pages can be printed. You will be notified at the end of processing if pages were transferred as image. The target file may be large; you can reduce file size by setting Color Conversion Grayscale...
  • Page 66 Layout PDF Converter retains page layout as faithfully as possible. Choose from two layout styles: Flowing Column Graphics and framed elements are placed in text boxes. Whenever possible, other text is transferred without using text boxes, so text flows from one column to another. This setting is recommended when the PDF has a typical columnar structure, when the text flow is from top-to-bottom and left-to-right.
  • Page 67 Black-and-White Select this to have color and grayscale pages converted to black-and-white. This will deliver smaller file sizes, but grayscale or color pictures will lose all their detail. Note: The Color Conversion setting and the Resolution setting are applied to all graphics in the PDF file, and also to image-only pages in the PDF when they are transferred as image pages into the target application.

  • Page 68: About Panel

    Spreadsheet Options Panel The following options can be chosen in this panel: Image-only Pages, PDF Tags, Color Conversion, Non-standard encoded pages and Resolution for Graphic Elements. For details see the Document Options panel. Settings for each processing type are stored separately to give you better control over conversions.
  • Page 69 File Open Settings Panel This panel appears only if PDF Converter Settings was invoked from the Tools menu of Word. Choose a method for all future conversions started from the Microsoft Word Open dialog box: Use ScanSoft PDF Converter Assistant Choose this to have full control over conversions: See page previews, select pages to convert, choose Document or Form conversion at processing time, and have access to all options.
  • Page 70 Microsoft Outlook Enable this to place a PDF Converter button in the Outlook toolbar and in the toolbar of individual messages. It lets you convert PDF file attachments in your messages. Conversion can be performed with or without PDF Converter Assistant. You can select the target application and output format if the converter runs without Assistant.

  • Page 71: Converting Documents

    Converting Documents When you specify conversion as a Document and not a Form, you invoke the program's normal conversion algorithms. These are governed by the settings in the Document Options panel. Two layout choices are available: Flowing Column and ® True Page .
  • Page 72 The sample document shows a typical PDF the program is designed to convert, and provides a benchmark for conversion quality. Process it using both Flowing Column and True Page, to see the difference between them.
  • Page 73 Converting Forms Form conversions let you transform PDF files with form-like layout and content into editable Word documents. That means form-like elements will be detected in the PDF and reproduced in the Word document. PDF Converter offers two ways of handling form-like PDF files: Logical Form Recognition™...
  • Page 74 True Page® Form-like PDF files can also be handled by the general conversion algorithm in PDF Converter using the setting True Page. How to start True Page conversion Use the Preview panel in the PDF Converter Assistant. Under Convert as, choose Document.
  • Page 75 Converting Tables to Spreadsheets This conversion can be used for PDF files containing partly or mainly tables or spreadsheets. Each detected table is converted and placed in a separate worksheet inside Microsoft Excel file (extension XLS). All content not detected as a table is placed in a separate worksheet at the end and it is named Overview.
  • Page 76 Handling Mixed PDF Files A multi-page PDF document may contain tables and forms. Sometimes such documents can be converted using a single process: Document, Form or Spreadsheet. In other cases, however, you may prefer to do more than one conversion, as shown in the following example. Page ranges help you to handle mixed PDF files in different layouts.
  • Page 77 Editing After Converting Editing Documents in Microsoft Word If you defined the Word document name before converting, you can edit it freely. There are cases when the Word documents cannot be named beforehand; they are displayed in Word. You can edit these files without saving them first; however it is a good idea to save them with the Save As command, before large-scale editing.
  • Page 78 into the following column, forcing the content of the next original column into the third column. Removing the column break can solve the problem easily. The same action is required if you add a significant amount of text to the original. To add column breaks To specify exactly where the next column should begin, do the following: 1.
  • Page 79 Editing documents in WordPerfect 1. Enable Show ¶ in the View menu to make the end of paragraphs visible. 2. Select Tools / Settings / Display / Symbols and check that symbols you want displayed on screen are enabled. If you need to restore the original layout (e.g. if a few words appear on a new page) you can modify margin settings by dragging the appropriate margin line.
  • Page 80 Saving You define the file name and path for the target file before conversion if you start processing from:  The toolbar button in Microsoft Word and Excel.  The File menu item Open PDF… in Microsoft Word, Excel and Corel WordPerfect.
  • Page 81 The Built-In OCR OCR is the process of extracting text from an image. This image can result from scanning a paper document, opening an electronic image file or a PDF file. Images do not have editable text characters, they have many tiny dots (pixels) that together form character shapes.
  • Page 82 The four formatting levels offered for saving in OmniPage Pro are: 1. Flowing Page The pages retain the layout of the originals. Graphics and framed elements are placed in text boxes. Whenever possible, other text is transferred without using text boxes.
  • Page 83 Non-Standard Encoding Most PDF files use standard character encoding, but some use an internal file- specific solution. Select the Recognize non-standard encoded pages checkbox in the Document Options panel to extract text using the built-in Optical Character Recognition (OCR). Protected PDF Files PDF Converter respects security settings applied to PDF files.

  • Page 84: Supported Languages

    If both Copying Content and Printing are prohibited, pages will be transferred as images (non-editable result) regardless of the Convert Page with OCR setting. This information is true for both 40-bit and 128-bit encryption. Signed PDF Files Most types of digitally signed PDF files can be opened. The converted files carry no signature information and the signature on the original PDF is not altered.
  • Page 85 Troubleshooting For File Conversions PDF couldn't be opened The PDF file may be damaged, or created with very untypical settings using third- party software. You cannot open a password protected PDF file The PDF file may be protected by open and permissions passwords and by limitations on how the PDF may be used.
  • Page 86 A de-activation step is performed at the start of uninstallation, allowing you to reinstall the program later without re-activation problems. De-activation requires web access.

  • Page 87: Additional Resources

    Additional Resources Readme This file includes last-minute information and troubleshooting. You can access it on the delivery CD, or from the installation folder (see Installation). ScanSoft on the Web You have the following links from the Help menu: ScanSoft Home Page Product Information ScanSoft Online Store Product Support...
  • Page 88 countries. Adobe Acrobat and Adobe Reader are registered trademark s of Adobe Systems Incorporated in the United States of America and / or other countries. All other company names or product names may be trademarks of their respective owners. Third party licenses / notices for PDF Create! 3 ®...
  • Page 89 ScanSoft, Inc. END-USER LICENSE AGREEMENT The software and materials provided with this agreement are licensed, not sold, and are available for use only under the terms of this license agreement. Please read this agreement carefully. By downloading, installing, copying, or otherwise using the software, you agree to be bound by the terms and conditions of this agreement and become a party to this agreement.
  • Page 90 WARRANTY CONSTITUTES AN ESSENTIAL PART OF THIS AGREEMENT. NO USE OF THE SOFTWARE IS AUTHORIZED HEREUNDER EXCEPT UNDER THIS DISCLAIMER. SOME STATES OR JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES OR LIMITATIONS ON HOW LONG AN IMPLIED WARRANTY MAY LAST, SO THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU.

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