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Visioneer SCANSOFT PAPERPORT DELUXE 6.0 User Manual

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PaperPort Deluxe
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User's Guide
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Summary of Contents for Visioneer SCANSOFT PAPERPORT DELUXE 6.0

  • Page 1 PaperPort Deluxe ™ User’s Guide F O R W I N D O W S...
  • Page 2 C O P Y R I G H T I N F O R M A T I O N PaperPort 6.0™ Software for Windows. Copyright ©1998 Visioneer, Inc. All rights reserved. Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under the copyright laws. AnyPort, AutoFix, AutoLaunch, Visioneer®...

  • Page 3: 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 items in a variety of ways .
  • Page 4 ABLE OF ONTENTS Chapter 3: Filing Items ....... . . 27 PaperPort’s filing system .
  • Page 5 ABLE OF ONTENTS Chapter 6: Using Links ....... . . 63 The basic steps for using links .
  • Page 6 ABLE OF ONTENTS Chapter 11: Annotating a Page ......105 Using the annotation tools ......107 Pointer .
  • Page 7 ABLE OF ONTENTS Chapter 13: Importing, Exporting, and Printing... . 131 Importing files created in other applications ....132 Exporting PaperPort items .
  • Page 8 viii ABLE OF ONTENTS...

  • Page 9: 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: Web.

  • Page 10: View Items In A Variety Of Ways

    1: W HAPTER ELCOME TO THE APER OFTWARE IEW ITEMS IN A VARIETY OF WAYS PaperPort provides several ways to view items: Desktop View displays a thumbnail, a small graphic that represents each item in a Desktop or folder. You can see PaperPort items (MAX files) and non-PaperPort items (files created using other applications, such as Microsoft Word).

  • Page 11: Capture Web

    APTURE EB PAGES APTURE EB PAGES With PaperPort’s Web Capture, you can easily add Web pages as PaperPort items directly to the Desktop View and update the captured page the next time you connect to the Internet. You have the option of capturing only the visible portion of a page or an entire page.

  • Page 12: Scan Items With Your Scanner

    1: W HAPTER ELCOME TO THE APER OFTWARE Folder View. A folder added to the Folder View. Items in the selected folder appear on the Desktop. CAN ITEMS WITH YOUR SCANNER 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.

  • Page 13: Combine Items Into Stacks

    OMBINE ITEMS INTO STACKS OMBINE ITEMS INTO STACKS Many items that you place on the PaperPort Desktop will probably be more than one page. You can combine individual PaperPort items into a multipage item, called a stack. For example, you could save all of your medical claims in one stack or combine the pages of an article.
  • Page 14 1: W HAPTER ELCOME TO THE APER OFTWARE Here are some “before and after” examples of images: This picture of a flower cart is improved by clicking the AutoFix Picture tool. The image is lightened and sharpened. This picture of a cow was slightly blurred and out of focus. The focus was improved by using the Sharpen Picture tool.

  • Page 15: Add Notes, Highlight Areas, And Mark Up A Page

    DD NOTES HIGHLIGHT AREAS AND MARK UP A PAGE DD NOTES HIGHLIGHT AREAS AND MARK UP A PAGE With the annotation tools in Page View, you can add a note, highlight text, draw lines or arrows, circle information, or paste a picture or graphic from another application into a PaperPort item.

  • Page 16: Fax It

    1: W HAPTER ELCOME TO THE APER OFTWARE If PaperPort does not automatically recognize one of the applications on your computer, you can manually create a link using the Create New Link command. See the PaperPort Help for more information about creating new links.

  • Page 17: Convert Image Text To Text That You Can Edit

    ONVERT IMAGE TEXT TO TEXT THAT YOU CAN EDIT The e-mail link icon for Lotus cc:Mail. ONVERT IMAGE TEXT TO TEXT THAT YOU CAN EDIT PaperPort can quickly convert the text on a PaperPort item (which is really just a picture of the text) into text that you can edit with a word- processing application.

  • Page 18: Use Simplesearch To Find An Item

    1: W HAPTER ELCOME TO THE APER OFTWARE IMPLE EARCH TO FIND AN ITEM The PaperPort software has a wide range of options for finding items. In addition to the standard methods of searching for items by name, date, or keywords, a powerful PaperPort feature named SimpleSearch can find items based on the textual content.

  • Page 19: Import Items From Other Applications

    MPORT ITEMS FROM OTHER APPLICATIONS MPORT ITEMS FROM OTHER APPLICATIONS In addition to scanning items, you can bring items into PaperPort in a variety of ways and convert them to PaperPort (MAX) files in several different ways: • Print to the Desktop View from another application, such as Microsoft Excel.

  • Page 20: Use Right Mouse Button Shortcuts

    1: W HAPTER ELCOME TO THE APER OFTWARE SE RIGHT MOUSE BUTTON SHORTCUTS Many of the tools, buttons, and icons in PaperPort have right mouse button shortcuts. For example, select an item in Desktop View and click the right mouse button to display a menu for the item. You can choose commands from that menu instead of the menus in the menu bar.

  • Page 21: Chapter 2: Viewing Items

    C H A P T E R 2 Viewing Items PaperPort provides several ways to view items: Desktop View displays a thumbnail, a small graphic that represents each item in a selected folder. You can see PaperPort items (MAX files) and non-PaperPort items (items created using other applications, such as Microsoft Word) located anywhere on your computer.

  • Page 22: Viewing Items In Desktop View

    2: V HAPTER IEWING TEMS IEWING ITEMS IN ESKTOP Desktop View shows thumbnails of items and stacks of items. When you first start Desktop View, the items in the default folder appear. You can select a different folder to see its items. To view items in Desktop View: •...

  • Page 23: Using Desktop View

    IEWING ITEMS IN ESKTOP Tip: By default, the Desktop background is gray. If you prefer to use the system default background color, deselect the gray option in the Desktop Preferences. To display the preferences, choose Preferences from the Edit menu, and then click the Desktop tab. SING ESKTOP Desktop View contains many features that help you to easily navigate...

  • Page 24: Using The Command Bar In Desktop View

    2: V HAPTER IEWING TEMS A stack. After scanning or importing multiple pages to Desktop View, 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.

  • Page 25: Viewing Items In

    IEWING ITEMS IN Find. Find an item in Desktop View. Rotate. Rotate the selected items or stacks. Rotating a stack rotates every page in the stack. Click the arrow next to the button to see different options for rotating items, such as to the right, left, or flipped. Duplicate.
  • Page 26 2: V HAPTER IEWING TEMS To view a PaperPort item in Page View: • In Desktop View, double-click the item that you want to see in Page View, such as a scanned business card. • Click an item in Desktop View, and then click the Page button. Tip: You can also double-click a PaperPort item in Windows Explorer to view it in Page View.

  • Page 27: Using

    IEWING ITEMS IN Image Editing toolbar Command Bar Annotation toolbar Status bar Note: To open multiple Page View windows at the same time, choose Open New Viewer for Each Document in Page View, Viewer Preferences. To display Page View preferences, choose Preferences from the Edit menu.

  • Page 28: Using The Command Bar In

    2: V HAPTER IEWING TEMS Image Editing toolbar. These tools are for editing the scanned images, including adjusting an image’s colors, rotating an image, removing the “red eye” effect from a color snapshots, sharpening fuzzy images, and so on. See Chapter 12, “Editing Images,”...
  • Page 29 IEWING ITEMS IN Note: Several other buttons might appear on the Command Bar. A Settings button appears if you are using the PaperPort software with a PaperPort sheet-fed scanner. Click this button to display the PaperPort Preferences dialog box where you can set scan settings and options.

  • Page 30: Zooming In Or Out

    2: V HAPTER IEWING TEMS OOMING IN OR OUT In Page View, you can zoom in to display the details of a page, or zoom out to make the page smaller on the screen. To zoom in or out on a page: 1.

  • Page 31: Changing Between Desktop View And

    HANGING BETWEEN ESKTOP IEW AND HANGING BETWEEN ESKTOP IEW AND After starting Desktop View and Page View, you can use the Windows taskbar or the Page and Desktop icons to quickly change between the two applications. To change between Desktop View and Page View: 1.

  • Page 32: Setting The Double-Click Action Preference

    2: V HAPTER IEWING TEMS ETTING THE OUBLE LICK CTION PREFERENCE Desktop View shows both PaperPort items and non-PaperPort items. By default, when you double-click a non-PaperPort item in Desktop View, it appears in the application used to create it. For example, a thumbnail of an item with a small Microsoft Word icon in the lower left corner would open in Word.

  • Page 33: Quitting Desktop View Or

    UITTING ESKTOP IEW OR UITTING ESKTOP IEW OR Quit Desktop View or Page View in the same way that you exit from other Windows applications. To quit: • From the File menu, choose Exit.
  • Page 34 2: V HAPTER IEWING TEMS...

  • Page 35: Chapter 3: Filing Items

    C H A P T E R 3 Filing Items In PaperPort’s Desktop View, you can easily file and manage items. This chapter tells you about: • PaperPort’s filing system • Displaying folders and items • Adding and removing folders from Folder View •...

  • Page 36: Displaying Folders And Items

    3: F HAPTER ILING TEMS A PaperPort item. A non-PaperPort item. Folder View. This icon identifies the folder as one that was added to Folder View. Items in a selected folder appear on the Desktop. ISPLAYING FOLDERS AND ITEMS When you start PaperPort, the Visioneer Documents folder (or the one that you chose when you installed PaperPort) is selected in Folder View and the items it contains appear on the Desktop.
  • Page 37 ISPLAYING FOLDERS AND ITEMS After you add a folder to Folder View, you can see all of its subfolders and its items in Desktop View. Items can include PaperPort items as well as non-PaperPort items (files that were created using other applications, such as Word).
  • Page 38 3: F HAPTER ILING TEMS Items in the selected folder appear on the Desktop. This example shows four items in the Newsletter folder, which is located in the Adventure Travel folder. Note: When you place items in Desktop View, such as by scanning, capturing Web pages, and importing items, the items appear in the location that is currently selected in Folder View.

  • Page 39: Adding And Removing Folders From Folder View

    DDING AND REMOVING FOLDERS FROM OLDER DDING AND REMOVING FOLDERS FROM OLDER To see a folder already located on your computer or on an external device, such as an external hard drive or Iomega Zip drive, you add the folder to Folder View. The folder can contain many subfolders or can be simply a single folder.

  • Page 40: Removing Folders From Folder View

    3: F HAPTER ILING TEMS 2. Select the folder that you want to add and click OK. The folder appears in Folder View and its items appear on the Desktop. Any subfolders are automatically included and shown in Folder View below the added folder.

  • Page 41: Arranging Folders In Folder View

    DDING AND REMOVING FOLDERS FROM OLDER Note: You can also remove a folder by choosing Arrange Folder View from the File menu, selecting a folder in the dialog box that appears, and then clicking the Close button. RRANGING FOLDERS IN OLDER Use the Arrange Folder View dialog box to change the order in which added folders appear in Folder View.

  • Page 42: Working With Folders And Items

    3: F HAPTER ILING TEMS 2. To move a folder up in the list, select the folder and click the Move Up button. To move a folder down in the list, select the folder and click the Move Down button. The following example shows that the My Documents folder was moved down.

  • Page 43: Dragging And Dropping Items Into Folders

    ORKING WITH FOLDERS AND ITEMS Note: The following procedures tell you how to work with folders and items from Desktop View. You can also use Windows Explorer to complete changes, such as retitling a folder and filing items in different folders. For more information, see “Using Windows Explorer to manage items,”...

  • Page 44: Filing Items In Multiple Locations

    3: F HAPTER ILING TEMS ILING ITEMS IN MULTIPLE LOCATIONS To file the same item in multiple locations, such as in different folders, you can either create a copy of the item or create a shortcut for the item. (A shortcut is a great way to file an item in different places, without taking up the extra disk space required by a copied item.) To create a copy of the item: 1.

  • Page 45: Duplicating Items

    ORKING WITH FOLDERS AND ITEMS 2. Choose Create Shortcut(s) Here. The item remains in the original location, and a thumbnail representing the item appears in the other location. (The new thumbnail is really just a shortcut; the file has not been copied to the new location.) Note: You can also create shortcuts for items by using Windows Explorer.

  • Page 46: Creating New Folders

    3: F HAPTER ILING TEMS 3. The duplicated item appears as a PaperPort item with the title Copy of title. For example, if you duplicate the Flowers item, the duplicated item is titled Copy of Flowers. REATING NEW FOLDERS You can use PaperPort to create new subfolders for any of the folders you add to Folder View.

  • Page 47: Giving Folders New Titles

    ORKING WITH FOLDERS AND ITEMS 3. Type the new folder’s title, choose a folder color, and then click OK. The following shows a new folder named Web Capture. Tip: Use the Folder Preferences in the PaperPort Preferences dialog box to set up your preferred folder title and color. For more information about preferences, see the PaperPort Help.

  • Page 48: Dragging And Dropping Folders Into Folders

    3: F HAPTER ILING TEMS RAGGING AND DROPPING FOLDERS INTO FOLDERS Folders can be stored in other folders by dragging and dropping one folder into another. Tip: Holding down the Ctrl key while dragging a folder into another folder creates a duplicate of the one you’re dragging. This is a quick way to create a new folder, and can save time when you’re creating a batch of new folders.

  • Page 49: Using Windows Explorer To Manage Items

    SING INDOWS XPLORER TO MANAGE ITEMS 2. Type the width and height of the image that you want to create. 3. Select the image type and a resolution, and then click OK. The new PaperPort item appears in Desktop View. To create a non-PaperPort item: 1.
  • Page 50 3: F HAPTER ILING TEMS 2. Using Windows Explorer, make changes to folders or items that are part of a folder added to Folder View. For example, you can create a new folder, retitle a folder, and drag and drop items into different folders.

  • Page 51: Using Simplesearch To Find An Item

    SING IMPLE EARCH TO FIND AN ITEM 3. If Desktop View is currently active, switch to the PaperPort Desktop View and refresh the information by choosing Refresh from the View menu. The changes you make in Windows Explorer are directly reflected in Desktop View. If you don’t choose Refresh now, Desktop View is updated the next time SimpleSearch indexes information.
  • Page 52 3: F HAPTER ILING TEMS 4. Select the buttons to find just the first, or all items that have that text. Click Find. In the SimpleSearch dialog box, you can: • Click the Options tab to display several options for using SimpleSearch, including whether you want PaperPort to match the exact phrase you’re looking for or to find text that closely matches.
  • Page 53 SING IMPLE EARCH TO FIND AN ITEM This is particularly useful when you’ve scanned a number of items and filed them in a new folder. Right-click the folder and PaperPort begins adding the items’ content to the SimpleSearch database. Note: SimpleSearch works in the background, which means that PaperPort periodically indexes items’...
  • Page 54 3: F HAPTER ILING TEMS...

  • Page 55: Chapter 4: Stacking Paperport Items

    C H A P T E R 4 Stacking PaperPort Items Like many other busy people, you might 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 right stack.

  • Page 56: Chapter 4: Stacking Paperport Items

    4: S HAPTER TACKING APER TEMS OMBINING ITEMS INTO STACKS To stack pages, you can: • Drag one page on top of the other • Click the Stack button on the Command Bar • Use the stack commands in the Desktop menu You can also add stacks to other stacks.

  • Page 57: Selecting And Deselecting Items

    OMBINING ITEMS INTO STACKS The stack is created. Spring Vol 42 Cover Letter 4. Repeat Steps 1 through 3 until you finish creating the stack. A new stack receives the title of the item on the bottom of the stack. The stack title (“Spring Vol 42”...

  • Page 58: Giving Titles To Items And Stacks

    4: S HAPTER TACKING APER TEMS To select multiple items: • Click each thumbnail while holding down the Shift key or the Ctrl key. • Click an empty space on the PaperPort Desktop; then drag the mouse around the items that you want to select. Any item that is partially enclosed in the box, or that the box even touches, will be selected.
  • Page 59 IVING TITLES TO ITEMS AND STACKS If you don’t want to see page titles with the stack titles, choose Per-Page Titles from the View menu to remove the check mark from the command. Or, from the Edit menu, choose Preferences, and then click the Desktop tab;...

  • Page 60: Moving Between Stacked

    4: S HAPTER TACKING APER TEMS To change a title in Page View: • Choose Change Title from the File menu. Duplicated items receive titles based on the original item. For example, the duplicate of a single-page item named “Invoice” will be “Copy of Invoice.”...

  • Page 61: Unstacking Items

    NSTACKING ITEMS page in the stack. Clicking the middle of the Page Navigator (it says 1 of 2 in the example above) is a shortcut for choosing the Go To Page command. To move between pages in a stack in Page View: 1.
  • Page 62 4: S HAPTER TACKING APER TEMS 3. Click the arrow next to the Unstack button in the Command Bar, and then choose Unstack Current Page. You can also choose Unstack Current Page from the Desktop menu. To unstack all the pages in a stack: 1.

  • Page 63: Tiling Items

    ILING ITEMS ILING ITEMS For smaller items, such as business cards, articles, and receipts, you can combine the items on the same page instead of stacking them as separate pages. This is called tiling items because the images are arranged on the page in a regular pattern like tiles on a floor.
  • Page 64 4: S HAPTER TACKING APER TEMS 2. From the Desktop menu, choose Tile Items Together. PaperPort places as many items as will fit onto a page. (The original items still remain on the Desktop.) Images too big to fit on a single page are placed on the next page, creating a stack of pages.

  • Page 65: Chapter 5: Capturing Web

    C H A P T E R 5 Capturing Web Pages With Web Capture, you can easily add Web pages as PaperPort items directly to the Desktop View and update them the next time you connect to the Internet. For example, you can capture information about your favorite stocks and then update the information to reflect the latest numbers.

  • Page 66: Capturing Web

    5: C HAPTER APTURING AGES APTURING EB PAGES Capture Web pages to save images of one or more Web pages to the Desktop View as PaperPort items. You can save a portion of a Web page or save an entire Web page that contains several screens of information. For example, when researching the daily flights to Hawaii provided by your favorite airline, you might want to capture just the portion of a Web page that shows the flight time tables.
  • Page 67 APTURING EB PAGES 3. Right-click the Web Capture icon in the Windows taskbar. The Web Capture menu appears. 4. To capture an entire web page or a portion of a Web page, use one of the following: • To capture only the visible portion of a Web page, choose Capture Visible Portion.

  • Page 68: Updating Captured Web

    5: C HAPTER APTURING AGES PDATING CAPTURED EB PAGES You can update a captured Web page or choose to save a copy of an updated Web page. If you have changed the captured Web page, such as by editing it in Page View, you cannot automatically update it. To update a captured Web page: 1.

  • Page 69: Viewing Captured Web

    IEWING CAPTURED EB PAGES 4. Choose Capture Visible Portion or Capture Entire Page, depending on the currently captured Web page. For example, to update a captured Web page stack, you choose Capture Entire Page. A message appears asking if you want to update the page or create a new one.

  • Page 70: Searching Web Pages Using Simplesearch

    5: C HAPTER APTURING AGES EARCHING EB PAGES USING IMPLE EARCH After you add a Web page to the Desktop View, you can include the page in your searches by using the SimpleSearch feature. For more information about SimpleSearch, see Chapter 3, “Filing Items.”...

  • Page 71: Chapter 6: Using Links

    C H A P T E R 6 Using Links You can send an item from PaperPort to another application by using a PaperPort link. PaperPort automatically displays icons for linked applications on the Link Bar. The Link Bar shows such applications as word processing, spreadsheet, electronic fax, e-mail, graphics, OCR, and online services on the Link Bar.
  • Page 72 6: U HAPTER SING INKS The links are available on the Link Bar and the Links menu. Note: If you use a supported application and its link does not appear on the Link Bar, you can create a new link and add the application to the Link Bar.

  • Page 73: Setting A Link's Preferences

    ’ ETTING A LINK S PREFERENCES ’ ETTING A LINK S PREFERENCES A link’s preferences determine how a link operates. For example, with the word-processing link, the preferences determine in which file format the PaperPort saves the converted file. For the Microsoft Word link, you might create an rich text format (RTF) file rather than a DOC file.

  • Page 74: Managing The Link Bar

    6: U HAPTER SING INKS ANAGING THE The Link Bar appears at the bottom of Desktop View and operates much like a separate application. To make it easier to work with links, you can manage the Link Bar including: • Changing how links appear on the Link Bar •...

  • Page 75: Showing And Hiding The Link Bar

    ANAGING THE • Raised To set the Link Bar properties: 1. From the Edit menu, choose Preferences. The PaperPort Preferences dialog box appears. 2. Click the Link Bar tab. The Link Bar preferences appear. 3. From the Links Icon Style drop-down list, choose the style you want.

  • Page 76: Removing A Link From The Link Bar

    6: U HAPTER SING INKS To show or hide the Link Bar: 1. From the View menu, choose Link Bar. When the Link Bar command is checked, the Link Bar appears. If the check mark is gone, the Link Bar is hidden. 2.

  • Page 77: Chapter 7: Sending A Fax Or E-Mail Message

    C H A P T E R 7 Sending a Fax or E-Mail Message If you have fax and e-mail software on your computer, you can send an item directly from PaperPort. You do not need to print the item first. If you want to add some notes to a fax, but don’t want to mark up the original, you can annotate the item using PaperPort’s annotation tools.

  • Page 78: Sending An Item As A Fax

    7: S HAPTER ENDING A AX OR ESSAGE 2. Use the fax or e-mail application as you would usually do. Note: You can also use the ScanDirect application to send an item directly to the e-mail or fax application. See Chapter 9, “Using ScanDirect,”...
  • Page 79 ENDING AN ITEM AS A FAX 3. When the fax link icon is highlighted, release the mouse button. 4. When your fax software starts, use the fax software as you usually do. The following shows the dialog box that appears for Symantec WinFax.

  • Page 80: Sending An Item With An E-Mail Message

    7: S HAPTER ENDING A AX OR ESSAGE To send a scanned item as a fax from Page View: 1. Display the item in Page View that you want to fax. 2. From the File menu, choose Links. 3. Choose the name of your fax software. The fax software starts, and you can send the item.
  • Page 81 ENDING AN ITEM WITH AN E-MAIL MESSAGE To send an item as an e-mail attachment from Desktop View: 1. Select the item to send. 2. Drag the item onto the e-mail link icon on the Link Bar. You can also click the e-mail link icon. 3.

  • Page 82: Sending A Self-Viewing File Using An E-Mail Link

    7: S HAPTER ENDING A AX OR ESSAGE This example shows the login window for Lotus cc:Mail. The login window that appears on your computer will be for your e-mail software. To send the item over the Internet, drag it onto your Internet e-mail link icon, such as the Netscape Navigator e-mail icon (as shown to the left).
  • Page 83 ENDING A SELF VIEWING FILE USING AN E-MAIL LINK 3. Select Self Viewing Files (*.EXE) from the Save as Type drop-down list. 4. Type the name of the file in File Name. 5. Click Save As. PaperPort saves the file with the extension .EXE. 6.
  • Page 84 7: S HAPTER ENDING A AX OR ESSAGE...

  • Page 85: Chapter 8: Converting Items To Text With Ocr

    C H A P T E R 8 Converting Items to Text With OCR PaperPort items, such as scanned documents, are images. Even the text on a scanned item is simply a picture of the text, which you can’t edit as you would edit text in a word-processing document.

  • Page 86: What Is Ocr

    8: C HAPTER ONVERTING TEMS TO HAT IS OCR is the computer’s way of recognizing that a picture of an “S” is really the letter S, that the picture of a “W” is really the letter W, and so on for each letter’s picture in a scanned item. The OCR application looks at each letter on a page, and if it recognizes the letter’s shape converts it into the appropriate text character.
  • Page 87 HAT IS Here’s an example of a scanned document: The scanned words on this page are not text. The words are pictures of text, and can’t be edited in a word-processing application. For example, if you tried to select a line of text to reformat it, you would not be able to do it.

  • Page 88: Converting An Item To Text

    8: C HAPTER ONVERTING TEMS TO After being processed with the OCR application, the pictures of the text are now “real” text that a word-processing application recognizes. You can select text, as shown here, to edit it. This example shows how the converted text would appear in Microsoft Word.
  • Page 89 ONVERTING AN ITEM TO TEXT Note: If you drag a Word item to the Word link, the built-in OCR application is not used. Instead, PaperPort launches Word and opens the item in it. 3. When the word-processing link icon is highlighted, release the mouse button.
  • Page 90 8: C HAPTER ONVERTING TEMS TO If the item is a stack, all pages are converted. To convert a single page of a stack, first use the Unstack Current Page command from the Unstack button on the Command Bar, and then convert it. Instead of using a word-processing link icon, you can also choose Links from the File menu, and then choose the name of the link that you want to use.
  • Page 91 ONVERTING AN ITEM TO TEXT Note: PaperPort’s built-in OCR application has an option to convert text to an HTML format so that you can display the text on an Internet Web page. To convert to HTML, choose HTML as the document format in the Link Preferences for your word-processing link.

  • Page 92: Converting Part Of A Page To Text

    8: C HAPTER ONVERTING TEMS TO ONVERTING PART OF A PAGE TO TEXT If you want to convert only part of a page to text and copy it automatically to the Clipboard, use the Copy As Text feature. To convert a portion of a page to text: 1.

  • Page 93: Converting A Scanned Spreadsheet To Text

    ONVERTING A SCANNED SPREADSHEET TO TEXT The selected text is copied to the Clipboard. 5. Open the application where you want to paste the text and choose Paste from that application’s Edit menu. ONVERTING A SCANNED SPREADSHEET TO TEXT Converting a scanned spreadsheet is similar to converting a page of text. By default, the OCR preferences are set to retain a multiple column format, so you can ensure that the spreadsheet retains it columnar format, and that the spreadsheet application recognizes number...
  • Page 94 8: C HAPTER ONVERTING TEMS TO To convert a spreadsheet from Desktop View: 1. Select the spreadsheet to convert. It can be a single spreadsheet or a stack. 2. Drag it onto the spreadsheet link icon on the Link Bar. You can also click the spreadsheet link icon.
  • Page 95 ONVERTING A SCANNED SPREADSHEET TO TEXT 4. When the conversion is complete, the spreadsheet application opens and you can begin editing its text and numbers. Note: To maintain the column format for a spreadsheet table, choose Link Preferences from the Edit menu, click the icon for your spreadsheet application, click OCR Setting, and select Multiple Columns.

  • Page 96: Converting An Item Using Another Ocr Application

    8: C HAPTER ONVERTING TEMS TO ONVERTING AN ITEM USING ANOTHER APPLICATION If you have another OCR application installed on your computer, such as Pro OCR, an OCR link appears on the Link Bar. Instead of using PaperPort’s built-in OCR application, you can convert an item to text by using another OCR application.
  • Page 97 ETTING THE ISIONEER PREFERENCES To set OCR preferences for the Visioneer OCR: 1. From the Edit menu, choose Link Preferences. The Link Preferences dialog box appears. 2. Select the word-processing or spreadsheet link, such as Microsoft Word or Microsoft Excel, for which you want to set OCR preferences.
  • Page 98 8: C HAPTER ONVERTING TEMS TO 4. Click the OCR Settings button. The Visioneer OCR Preference dialog box appears. 5. Select preferences based on the following information, and then click OK. Preference Comment Document Quality The document quality helps the OCR application interpret the text.

  • Page 99: Chapter 9: Using Scandirect

    C H A P T E R 9 Using ScanDirect ScanDirect is an application for scanning an item and sending it directly to another application without opening PaperPort first. For example, to scan an item and fax it right away, use ScanDirect. As soon as the item is scanned, your fax software starts and the item is ready to send.
  • Page 100 9: U HAPTER SING IRECT The ScanDirect control panel appears. Note: If another open window hides the ScanDirect control panel, click the ScanDirect icon on the taskbar to bring the control panel to the front. To close or minimize the ScanDirect control panel: 1.

  • Page 101: The Scandirect Control Panel

    IRECT CONTROL PANEL IRECT CONTROL PANEL The ScanDirect control panel can remain visible on the screen so that you can easily scan an item directly to another application. Before you scan an item with ScanDirect, you must select the target application. Scan to PaperPort Desktop.

  • Page 102: Running Paperport And Scandirect Together

    9: U HAPTER SING IRECT UNNING APER ORT AND IRECT TOGETHER PaperPort does not have to be running for you to use ScanDirect. You can think of ScanDirect as a means to “bypass” PaperPort to get an item to another application as soon as it is scanned. If ScanDirect and PaperPort are running simultaneously, a scanned item will be sent directly to the application selected on the ScanDirect control panel before being sent to PaperPort.
  • Page 103 SING IRECT To set the preferences for the fax application: 1. Right-click the fax icon and choose Link Preferences. The Link Preferences dialog box appears. The dialog box shows the preferences for the selected link. 2. Select the preferences and click OK.
  • Page 104 9: U HAPTER SING IRECT To use ScanDirect to scan and fax an item: 1. Click the fax icon on the control panel. 2. Click the TWAIN button on the control panel. If you are using a PaperPort scanner, the PaperPort Scan Manager appears.
  • Page 105 SING IRECT 6. When you are satisfied with the preview item, click the Scan button on the PaperPort Scan Manager dialog box to scan the item. The scanner scans the item, ScanDirect processes the item, and the WinFax PRO Send dialog box appears.

  • Page 106: Using A Twain Scanner With Scandirect

    9: U HAPTER SING IRECT TWAIN SING A SCANNER WITH IRECT ScanDirect can scan an item from a TWAIN scanner. This makes it possible to use your TWAIN scanner or digital camera with ScanDirect and send the item to any application on the ScanDirect control panel. ELECTING THE SOURCE SCANNER Before you can use the TWAIN scanner, you must select it as the source scanner.

  • Page 107: Chapter 10: Filling In Preprinted Forms With Formtyper

    C H A P T E R 1 0 Filling In Preprinted Forms With FormTyper Insurance forms, registration cards, coupons, and tax forms are examples of preprinted forms. They have fields that you need to fill in with data, such as name, address, and telephone number. In the past, you had to use a typewriter or a ballpoint pen to fill in the fields manually on preprinted forms.

  • Page 108: Filling In A Form

    10: F HAPTER ILLING REPRINTED ORMS YPER ILLING IN A FORM The following example shows a medical form on the PaperPort Desktop with fields to fill in. To fill in a form with FormTyper: 1. Select the form. 2. Drag the form onto the FormTyper link icon on the Link Bar. You can also just click the FormTyper link icon.
  • Page 109 ILLING IN A FORM Tip: Before dragging the form onto the FormTyper link, switch to Page View and use the Enhance Lines tool to darken and straighten the form’s lines. The PaperPort FormTyper link identifies underlining of blank areas on a form as data fields to be filled in. Darkening and straightening the form’s lines with the Enhance Lines tool helps PaperPort find the fields with more accuracy.

  • Page 110: Formtyper Tools

    10: F HAPTER ILLING REPRINTED ORMS YPER 7. Type a name for the filled-in form and click OK. The form appears on the PaperPort Desktop. The “A” symbols indicate fields filled with text annotations. Note: Use the Save to PaperPort As command to save the filled-in form.

  • Page 111: Printing A Filled-In Form

    RINTING A FILLED IN FORM Place Field. Click to place a field manually on a form. Then put the cursor on the form where you want to create a new field, and then click the left mouse button. Auto-Find. Click to have FormTyper find all of the fields on the form again.
  • Page 112 10: F HAPTER ILLING REPRINTED ORMS YPER...

  • Page 113: Chapter 11: Annotating A Page

    C H A P T E R 1 1 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.
  • Page 114 11: A HAPTER NNOTATING A Here is an example of a page with some annotations. Selection. Select an area to copy, cut, paste, or crop. Freehand. Circle or underline important information. Note. Add a note, just like a Post-it note. Highlight.

  • Page 115: Using The Annotation Tools

    SING THE ANNOTATION TOOLS SING THE ANNOTATION TOOLS The basic method of using the annotation tools is similar for each tool. To use an annotation tool: 1. Click the tool on the Annotation toolbar. Pointer Selection Eraser Straighten Page Note Mark-Up Highlighter Freehand...

  • Page 116: Pointer

    11: A HAPTER NNOTATING A OINTER Use the Pointer tool to select annotations on a page. Annotations must be selected in order to move, resize, or edit them. To use the Pointer tool to move, resize, or edit an annotation: 1.

  • Page 117: Selection

    SING THE ANNOTATION TOOLS ELECTION Use the Selection tool to select an area to crop, cut, copy and paste, such as a graphic for use in another application, or your signature for use on a form letter. Tip: Use the selection process to copy your signature onto letters. Then you can fax a signed copy of your letters directly from your computer without having to print the letter, sign it, and then rescan it (or send it from a fax machine).

  • Page 118: Eraser

    11: A HAPTER NNOTATING A UT AND PASTE OPTIONS You can copy (or cut) and paste to and from pages and applications in several different combinations: • From one page to another in Page View. The copied image is pasted onto the receiving page;...

  • Page 119: Straighten Page

    SING THE ANNOTATION TOOLS TRAIGHTEN Use the Straighten Page tool to straighten a page, either horizontally or vertically, that was originally scanned in at an angle. To straighten a page: 1. Hold down the mouse button and draw a line along the edge of an area that you want to be horizontal or vertical on the page.

  • Page 120: Pan

    11: A HAPTER NNOTATING A 2. When you release the mouse button, the PaperPort software straightens the whole page along the line you drew. Use the Pan tool to scroll an image quickly, up, down, left, or right. To use the Pan tool: 1.
  • Page 121 SING THE ANNOTATION TOOLS To write a note with the Note tool: 1. Click the page. The note appears and the insertion point is ready for you to begin typing. 2. Type the note in the text box that appears. As you type the note, the box expands to fit the...

  • Page 122: Mark-Up

    11: A HAPTER NNOTATING A Use the Mark-Up tool to add a line of text to the page. To write a note with the Mark-Up tool: 1. Click the page where you want to type text. The Mark-Up tool is for typing a single line of text, like this. Don’t press Enter to type a second line of text…...

  • Page 123: Freehand

    SING THE ANNOTATION TOOLS REEHAND Use the Freehand tool to draw freehand marks, for example, circle text or underline important sentences. To draw freehand lines on a page: • Hold down the mouse button and draw a line around the area you want to emphasize.

  • Page 124: Picture

    11: A HAPTER NNOTATING A 2. To add or remove arrowheads when you draw, choose Line Arrowhead from the Annotations menu. ICTURE Use the Picture annotation tool to place a picture as an annotation onto a page. You can add a Picture annotation by selecting a bitmap file already saved on your hard disk or by pasting a picture from the Clipboard.
  • Page 125 SING THE ANNOTATION TOOLS 2. Select the name of the picture. 3. Click Open. The picture appears on the page. 4. To reposition a picture, click the Pointer tool and then click the picture to select it. Handles around the picture indicate it is selected.

  • Page 126: Displaying And Hiding Annotations

    11: A HAPTER NNOTATING A ISPLAYING AND HIDING ANNOTATIONS You can display items in Page View with all of their annotations either visible or hidden. This feature is especially useful if you want to print or fax an item, but don’t want to include the annotations. To display or hide annotations: 1.

  • Page 127: Using The Image Editing Tools

    C H A P T E R 1 2 Editing Images An original image might not be the exact color or sharpness that you want. For example, an indoor snapshot of your family or household pet might have the “red eye” effect from the camera’s flash. Using PaperPort’s Remove Red Eye tool, you can remove the red.

  • Page 128: Chapter 12: Editing

    12: E HAPTER DITING MAGES The following table briefly describes each image editing tool: Tool Does this... Rotates the image right 90 degrees. Rotates the image left 90 degrees. Runs a step-by-step process to help you improve the color of an item scanned in color. Fixes the appearance of the image by trying to improve the color.

  • Page 129: Rotate Right Or Left

    SING THE IMAGE EDITING TOOLS OTATE RIGHT OR LEFT Use the Rotate tools to rotate an entire pages 90 degrees to the left or right. Pages with annotations cannot be rotated. Rotating a page is particularly useful for spreadsheets, graphs, charts, and other pages normally displayed horizontally.

  • Page 130: Autofix Picture

    12: E HAPTER DITING MAGES ICTURE Use the AutoFix Picture tool to automatically enrich the quality of an image. The PaperPort software analyzes the image and improves its appearance as much as possible. Fuzzy images might become sharper, and underexposed (dark) or overexposed (lighter) photos might be darkened or lightened.

  • Page 131: Adjust Picture

    SING THE IMAGE EDITING TOOLS DJUST ICTURE Use the Adjust Picture tool to manually adjust a color picture’s brightness and contrast, color, and tint. To use the Adjust Picture tool: 1. Click the Adjust Picture tool. 2. Select the picture that you like best. The one you select moves to the center and becomes the current picture, or the one to adjust.

  • Page 132: Picture Wizard

    12: E HAPTER DITING MAGES ICTURE IZARD The Picture Wizard is also for adjusting a color picture. Clicking the Picture Wizard button on the Command Bar walks you through the most likely steps to produce a good quality image. To use the Picture Wizard: •...

  • Page 133: Remove Red Eye

    SING THE IMAGE EDITING TOOLS 3. Click OK. Before—A blurred picture After—The sharpened picture EMOVE Indoor flash photographs can produce the “red eye” effect that turns the pupils of the eyes red. Using the Remove Red Eye tool, you can remove the redness from the eyes in the image.

  • Page 134: Crop Page

    12: E HAPTER DITING MAGES Tip: Use the Zoom In button (on the Command Bar) before selecting the red area, and then select as small an area of the eye as possible. PaperPort removes the color red from the entire selected area.

  • Page 135: Invert Page

    SING THE IMAGE EDITING TOOLS NVERT Use the Invert Page tool to reverse the colors of an image. This is particularly helpful for reading text on images with a dark background and light letters. To reverse images with the Invert tool: •...

  • Page 136: Enhance Lines

    12: E HAPTER DITING MAGES Note: PaperPort removes only the smaller dots and speckles on the page because larger marks, such as handwritten notes, might be a valid part of the image. To remove larger unwanted portions of an image, use the Selection tool (on the Annotation toolbar) to select the unwanted portion;...

  • Page 137: Creating Wallpaper From An Item

    REATING WALLPAPER FROM AN ITEM REATING WALLPAPER FROM AN ITEM The background color of your computer’s screen is called “wallpaper.” Typically it is a nondescript color, but you can easily change it to an image from PaperPort, for example, a picture of your spouse or children. To create wallpaper: 1.
  • Page 138 12: E HAPTER DITING MAGES...

  • Page 139: Chapter 13: Importing, Exporting, And

    C H A P T E R 1 3 Importing, Exporting, and Printing Although you can view and file both PaperPort and non-PaperPort items, many features such as adding annotations and grouping items into stacks are available only with PaperPort items. To use these features, you can easily import a non-PaperPort image, such as a TIF file converting it into a PaperPort (MAX file) item.
  • Page 140 13: I HAPTER MPORTING XPORTING RINTING MPORTING FILES CREATED IN OTHER APPLICATIONS You can import files created in other image editing applications such as Photoshop by using the Import command from the File menu. When you import a file, PaperPort copies the original image and saves it as a PaperPort item.

  • Page 141: Exporting Paperport Items

    XPORTING APER ORT ITEMS Format Description Self Viewing File A format that creates a special PaperPort file you (.EXE) can attach to an e-mail message that the recipient can double-click and view without using PaperPort. FlashPix (.FPX) A high-resolution image file format. To import an image file created in another application: 1.
  • Page 142 13: I HAPTER MPORTING XPORTING RINTING You might want to export items when: • Someone else needs to open the item in an application that requires a different file format, such as JPEG for embedding the file in a Web page.
  • Page 143 XPORTING APER ORT ITEMS Format Description Self Viewing File A format that creates a special PaperPort file (.EXE) you can attach to an e-mail message or place on a server. The recipient of the file simply double-clicks and views the file without using PaperPort.

  • Page 144: Exporting With Compression

    13: I HAPTER MPORTING XPORTING RINTING 6. Click Save. Note: PaperPort items exported as BMP or TIFF files can be as much as 10 times larger than the original PaperPort items. If you have an application that compresses files, you might want to compress the exported files before saving them on a floppy disk XPORTING WITH COMPRESSION When you export color and grayscale images, the files can become large...

  • Page 145: Opening An Item In

    PENING AN ITEM IN 3. Drag the slider in the JPEG Image Quality bar to set the level of compression. The higher the setting, the better the image quality and the lower the compression. 4. Export the file using the Export command and select JPEG as the file format.

  • Page 146: Saving An Item In A Different Format

    13: I HAPTER MPORTING XPORTING RINTING AVING AN ITEM IN A DIFFERENT FORMAT In Page View, you can use the Save As command to save the current item with a new file name and save it in a specific file format. Before making changes to the item in Page View, save the original under a unique name so that you always have the original file.

  • Page 147: Printing Items To The Printer

    RINTING ITEMS TO THE PRINTER RINTING ITEMS TO THE PRINTER You can print any item from the PaperPort Desktop to the printer. If an item contains annotations that you don’t want to include when it’s printed, remember to hide the annotations first. To print an item: 1.
  • Page 148 13: I HAPTER MPORTING XPORTING RINTING You will see a dialog box similar to the following. (This dialog box is from Microsoft Word.) 3. In the printer list, select Visioneer or Visioneer Color (for color items.) 4. Click OK, or in other applications, click Set as Default Printer. 5.

  • Page 149: 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 150 HAPTER...

  • Page 151: Index

    I N D E X color picture adjusting as wallpaper blurred Actual Size button brightness and contrast Add to Folder View dialog box clearer Add to SimpleSearch command removing red eye Adjust Picture dialog box reverse Adjust Picture tool scanning Annotation Tool Bar 17, 19, 107 tint...
  • Page 152 NDEX drag and drop Find button between Windows and Desktop View find item, with SimpleSearch 10, 43 create a stack flash photo, remove red eye folder in folder FlashPix item in folder Folder Preferences Duplicate button Folder View Duplicate Item command, before cropping adding folders to duplicating an item 37, 52...
  • Page 153 NDEX send as e-mail Go To Page as fax graphic tiled on a page editing title importing 133, 137 unstacking gray Desktop background viewing in other applications Item button item title, default Highlighter tool HTML format keyboard navigation image editing tool samples 119–128 Image Tool Bar Launch Page View in Separate Window...
  • Page 154 NDEX Pan tool PaperPort Viewer 11, 141 paste definition 9, 78 annotations sample converted text OCR software Paste as Annotation command OLE Return button 17, 21 opening multiple Page View windows Per-Page Titles command opening non-PaperPort item photo, exposure and focus in its application picture in Page View...
  • Page 155 NDEX definition 16, 47 drag and drop Save As command sample ScanDirect Control Panel seeing pages in about button showing page titles definition title fax an item unstacking help Stack button 17, 49 icon positions Status Bar icons Straighten Page tool scan multiple pages button switching scan single page button...
  • Page 156 NDEX WinFax PRO Wizard button 120, 123 Unstack All Pages command word-processing Unstack button application Unstack Current Page 53, 82 link unstacking items link icon updating captured Web page opening file Zoom In button Viewer preference definition Viewer, PaperPort for red eye viewing items in other applications Zoom Navigator Visioneer Web site...

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