This manual uses the following symbols in explanation.
This symbol alerts operators to particularly important information. Be sure to read this
information.
This symbol alerts operators to helpful advice regarding operation.
This symbol indicates places in the manual where you can refer to for the information such as
how to operate.
Screen Examples in This Manual
The screen examples in this manual are subject to change without notice in the interest of
product improvement.
If the actual screen differs from the screen examples in this manual, operate by following
the actual screen displayed.
Screenshots in this manual are used according to guidelines provided by Microsoft
Corporation.
Users who may use Windows Vista
All the screenshots in this manual were taken in Window XP. If the operating system you
are using is Windows Vista, the screen displays may vary slightly. The differences
between these operating systems are as follows:
Windows XP Windows Vista
[My ScanSnap] folder [ScanSnap] folder
[My Documents] [Documents]
3
1.1. System Requirements
The following system requirements are essential for ScanSnap Organizer.
1. Introduction
Operating System Windows 2000
Windows Vista
Windows XP
PC
CPU Intel® Pentium® III
Processor 600 MHz or
higher
*1
®
Pentium® 4
Intel
Processor 1.8GHz or
higher
*1
RAM 256 MB or more *1 512 MB or more *1
Hard disk space 370 MB or more of free hard disk space
*1. It is recommended to meet or be higher than the system requirements for your
scanner.
To use the search function, Adobe Acrobat 7.0 or later must be installed.
(For details, refer to “3.3. Converting PDF Files into Searchable Ones” on page 42,
and “Appendix 1. About Searchable PDF Files” on page 80.)
To use the search function on Windows Vista, Adobe Acrobat in a version that supports
Windows Vista must be installed. The search function is not guaranteed in a version
that does not support Windows Vista.
4
2. Basic Operations
2. Basic Operations
This chapter explains how to use ScanSnap Organizer.
2.1. Starting ScanSnap Organizer
1. From the [Start] menu, select [All Programs] -> [ScanSnap Organizer] ->
[ScanSnap Organizer].
Ö The “PDF Automatic Conversion Settings” dialog box appears. (Depending on the
setting, it may not appear.)
You can also activate the ScanSnap Organizer by double-clicking the icon on
the desktop.
2. If you want to perform automatic conversion into searchable PDF, click the
[Yes] button, and if not, click the [No] button.
● ScanSnap Organizer is capable of making searchable PDF files by embedding
textual information in PDF files, which are the image data scanned with the
ScanSnap. There are two methods to use this function:
- Manually select only necessary PDF files to convert them into searchable files.
- Automatically convert PDF files added in the predetermined folder ([My ScanSnap]
folder).
To select the former method, click the [No] button; for the latter, click the [Yes] button.
● The “PDF Automatic Conversion Settings” dialog box can be hidden form view. Mark
the “Do not show this message again” checkbox if you don’t want to see this dialog
box again.
● Every log-in user can use his/her own “PDF Automatic Conversion Settings.”
Automatic conversion is executed while the user who added the PDF file into the [My
ScanSnap] folder logs on Windows and whenever any other applications are not
running on the computer. If the automatic conversion is not complete by the time the
user logs off, it will be restarted when the same user logs in again.
5
● If you want to know what the searchable PDF files are, refer to “Appendix 1. About
Searchable PDF Files” on page 80.
● You can change the “PDF Automatic Conversion Settings” later. For details on how to
change the settings, refer to “3.4. Configuring Automatic Conversion Settings of
PDF Files” on page 54.
Ö The ScanSnap Organizer window appears.
2. Basic Operations
If you turn Automatic OCR on (if you click the [Yes] button), “Automatically convert added
PDFs into searchable PDFs” appears on the title bar while the [My ScanSnap] folder is
selected to show files in the folder.
6
2. Basic Operations
2.2. Operating Window
The following is an example of the ScanSnap Organizer main window, which is displayed at
startup. This window provides the controls that you can use in ScanSnap Organizer
For details of ScanSnap Organizer Viewer screen, refer to “2.4. ” (page 29).
<Main Window>
.
About the image display in ScanSnap Organizer
●ScanSnap Organizer creates cache data (temporarily stored data) of PDF files
capable of being thumbnailed so that it can display images faster. The cache data
is stored in the hidden “.organizer” subfolder in the folder where the relevant PDF
file is stored. If it is deleted accidentally, it takes time to display images. Be careful
not to delete the cache data.
●ScanSnap Organizer cannot create cache data of PDF files saved in unwritable
media such as the CD even if it displays the image of these PDF files. If you want
to display images faster, once copy the files from the said media into the hard disk
to create cache data, and then store the files with the cache data in the CD again.
●After scanning, images may not appear immediately or no images may appear
while additional operations such as password settings are being applied. If images
do not appear after setting a password, select [Refresh] from the [View] menu.
7
<Thumbnail View>
2. Basic Operations
Menu bar
Displays the menu used in ScanSnap
Organizer.
Folder view
Folders managed in
ScanSnap Organizer are
listed.
Pop-up Thumbnail window
The selected page is displayed in a
pop-up window when the thumbnail
view is used.
Actions menu
The icons of the Actions
with which the selected
files are utilized are
displayed in this list.
Toolbar
Frequently-used functions are indicated by
icons.
File view
PDF or JPEG files in
the selected folder
are displayed as
thumbnails.
Status bar
When any file is selected:
Date Created, Size, and File
sequence of the selected file
are shown.
When any folder is selected:
The total number of files in
the folder is shown.
PDF and JPEG files are displayed as thumbnails in the Folder view.
Other files are displayed as icons associated with their applications.
8
2. Basic Operations
<List View>
Menu bar
Displays the menu used in ScanSnap
Organizer.
Folder view
Folders managed in
ScanSnap Organizer are
listed.
Actions menu
The icons of the Actions
with which the selected
files are utilized are
displayed in this list.
Toolbar
Frequently-used functions are indicated by
icons.
File view
Files in the selected folder
are listed.
Status bar
When any file is selected:
Date Created, Size, and File
sequence of the selected file
are shown.
When any folder is selected:
The total number of files in
the folder is shown.
9
2.2.1. Menu Bar (Main Window)
This section explains each menu item of the menu bar.
<[File] menu>
File
ScanSnap Organizer
Viewer
Open
Print <Ctrl + P>
New
Shortcut
to folder
Delete shortcut to
folder
Import
Export
Delete <Del>
Rename <F2>
Properties
Exit
Opens selected PDF and JPEG files with ScanSnap Organizer Viewer.
You can view and edit the files with ScanSnap Organizer Viewer.
Opens a file with an associated application.
Prints a selected file.
(In addition, multiple files can be selected and printed at a time.)
Cabinet: <Ctrl + B>
Creates a new Cabinet directly under the [My ScanSnap] folder.
Folders or files can be stored inside it.
Folder: <Ctrl + F>
Creates a new Folder under the selected Cabinet.
Files can be stored inside it.
Folders cannot be created under the [My ScanSnap] folder.
Also, if a new folder is created directly under the [My ScanSnap]
folder in other programs such as Windows Explorer, it is shown as
[Cabinet] in ScanSnap Organizer.
Creates a shortcut to any existing folder directly under the [My
ScanSnap] folder.
Files within the selected folder can be previewed in ScanSnap Organizer.
The shortcut to the [My ScanSnap] folder, which is specified on the
[General Settings] tab in the “Options” dialog box, cannot be
created. The path is set to the “My ScanSnap” folder under My
Documents by default. (See page 20.)
Deletes the shortcut to the selected folder.
Copies files in other folders to the selected folder.
Copies the selected files to other folders.
Files cannot be exported to the [My ScanSnap] folder.
Deletes the selected file, Folder, or Cabinet.
Renames the selected file, Folder, Cabinet, or Shortcut.
Shows the folder to which the selected shortcut is linked.
This item is available only when the shortcut is selected.
Exits ScanSnap Organizer.
2. Basic Operations
10
2. Basic Operations
<[Edit] menu>
Edit
Undo <Ctrl + Z>
Cut <Ctrl + X>
Copy <Ctrl + C>
Paste <Ctrl + V>
Select All <Ctrl + A>
Undoes the most recent action such as the following.
● Delete (to move to the Recycle Bin)
● Rename
● Copy/Move by a drag and drop action
● Cut or Paste
Cuts the selected file, Folder, or Cabinet.
Copies the selected file, Folder, or Cabinet.
Pastes the cut or copied file, Folder, Cabinet.
When [Folder] is pasted directly under the [My ScanSnap] folder, it
is changed to [Cabinet] in ScanSnap Organizer. On the other hand,
when [Cabinet] is copied/moved to under another [Cabinet] or
[Folder], it is changed to [Folder].
Selects all files displayed in File view.
<[View] menu>
View
File Name
Checking it shows the file name
under the displayed thumbnail.
(when Thumbnail View is used).
Pop-up Thumbnail
Checking it shows a pop-up
thumbnail when you select a
file.
You can scale the thumbnail
up and down by dragging
the lower right corner.
11
View
List
2. Basic Operations
Displays a list of files instead of thumbnails in the File view area.
Thumbnails
Thumbnail size
Rearrange Folders by
Rearrange Files by
Displays the thumbnail view instead of the file list in the File view area.
Changes the size of thumbnails displayed in File view to Large, Medium,
or Small, or changes to Top Thumbnail view.
Large: 196 X 196 (Pixels)
Medium: 128 X 128 (Pixels)
Small: 96 X 96 (Pixels)
Top: Shows the upper part of the image
Rearranges the folders displayed in Folder view in ascending or
descending order according to folder names.
Rearranges the files in File view in ascending or descending order by the
following.
Name
You can rearrange the display sequences of files in File view in
alphabetical order according to the name.
Type
You can rearrange the display sequences of files in File view according
to the type.
Size
You can rearrange the display sequences of files in File view according
to the size.
Date Modified
You can rearrange the display sequences of files in File view according
to the date modified.
Date Created
You can rearrange the display sequences of files in File view according
to the date created.
The newly added file while ScanSnap Organizer is active is added
to the end of thumbnails/list.
You can change the order (ascending Ù descending) by clicking
each factor (Name, Type, Size, Date Modified, or Date Created) on
the menu.
12
2. Basic Operations
View
Refresh <F5>
Refreshes the display of Folder view and File view to the latest
information.
<[PDF file] menu>
PDF file
Convert into
Searchable PDF
- Execute
Converts selected PDF files, which are scanned with the ScanSnap, into
searchable PDF files.
Settings can be changed in the following dialog box.
● Pages
Specifies the pages you want to make searchable.
All pages
All pages are converted.
(It may take an extended period of time depending on the number of
pages/PDF files selected because all pages are converted.)
Current page only
Thumbnails: Only the currently thumbnailed page is converted.
List: Not available.
“Skip pages with embedded textual information” checkbox
Textual information is embedded into the scanned images when
PDF files are converted into searchable ones. If this checkbox is
marked, only pages not yet made searchable are converted. If the
check mark is cleared, all pages including those already searchable
are converted.
● Timing
Specifies timing to execute conversion.
Execute immediately
Conversion is started upon clicking the [OK] button.
Execute when the computer is idle
Conversion is performed depending on workload of the computer
while a user who is using this function logs on to Windows. If the
conversion is not complete by the time the user logs off, it will be
restarted when the same user logs on again.
13
PDF file
Convert into
Searchable PDF
- Execute
(Continued)
2. Basic Operations
“Display conversion list” checkbox
If the checkbox is marked, a list of files to be converted is displayed
upon clicking the [OK] button so that you can check the status.
This checkbox is available only when “Execute when the computer
is idle” is selected.
● Other settings
Language for conversion to searchable files
You can select a language in which the document to be converted is
written.
Error handling:
You can specify what to do in case of a conversion error.
You can specify it only when “Execute immediately” is selected as
“Timing.”
- Ignore the error and continue
Even if an error occurs, conversion is continued to the end of the
process.
- Ask for confirmation
If an error occurs during conversion, the confirmation message
is displayed and conversion is suspended.
- Stop processing and display error message
If an error occurs during conversion, the error message is
displayed and conversion is stopped halfway.
If “Execute when the computer is idle” is selected, errors are ignored
and conversion is continued to the end of the process.
By selecting a Folder, Cabinet, or Shortcut, you can also convert PDF
files stored the selected Folder, Cabinet, or Shortcut into searchable
PDF files.
In such case, the following dialog box will appear.
14
2. Basic Operations
PDF file
Convert into
Searchable PDF
- Execute
(Continued)
● Target pages
All pages
All pages are converted.
(It may take an extended period of time depending on the number of
pages/PDF files selected because all pages are converted.)
The first page only
Only the first page is converted.
“Skip pages with embedded textual information” checkbox
Textual information is embedded into the scanned images when
PDF files are converted into searchable ones. If this checkbox is
marked, only the pages not yet made searchable are converted. If
the check mark is cleared, all pages including those already
searchable are converted.
● Target files
Include subfolders
If the checkbox is marked, PDF files in the subfolder(s) are also
converted. Note that this checkbox is grayed out if the selected
folder is the [My ScanSnap] folder/Shortcut to folder on the
network.
● Timing
“Execute when the computer is idle” only
Conversion is performed depending on workload of the computer
while a user who is using this function logs on to Windows. If the
conversion is not complete by the time the user logs off, it will be
restarted when the same user logs on again.
“Display conversion list” checkbox
If the checkbox is marked, a list of files to be converted is displayed
upon clicking the [OK] button so that you can check the status.
● Other Settings
Language for conversion to searchable files
You can select the language used for conversion.
15
r
PDF file
Convert into
Searchable PDF
- PDF Conversion List
2. Basic Operations
Displays the “PDF Conversion List” in which PDF files to be converted
are listed so that you can check the status.
This list is used to check the status of PDF files to be converted as well as
show PDF files targeted for conversion while the computer is not doing
any other tasks (in other words, when idle).
You can also check the conversion results of PDF files to be converted
automatically.
Menu ba
File list
Title bar
Menu Bar
● File
Stop/Delete
from the list:
Conversion of the selected files is stopped and
those filenames are removed from the list.
Close: Upon selecting “Close” from the menu, the PDF
Conversion List dialog box closes.
● Edit
Select All: All files are selected.
● PDF Conversion
Suspend: Conversion into searchable PDF files is suspended.
This item switches to “Restart” when the
conversion is suspended. “Suspended” is displayed
on the title bar.
Restart: The suspended conversion is restarted. This item
switches to “Suspend” when the conversion is
restarted.
● History
Conversion
The conversion history of PDF files is displayed.
history:
● Tools
View
history
setting:
Specifies the number of days so that the name of
files whose “Status” is “Conversion failed” is
displayed in PDF Conversion List for a specified
number days.
● Help
Help: ScanSnap Organizer Help is displayed.
About
ScanSnap
Organizer:
The version information of “ScanSnap Organizer –
PDF Conversion List.”
16
2. Basic Operations
PDF file
Convert into
Searchable PDF
- PDF Conversion List
(Continued)
File List
● File name
The name of PDF files is displayed.
● Folder name
The path to the folder, in which PDF files are stored, is displayed.
● Status
The status of conversion is displayed.
Waiting: The task is on standby.
Converting: Conversion into searchable PDF files is in process.
Conversion
failed:
Being
stopped:
Being
suspended:
Conversion into searchable PDF files has failed, or
the PDF files incapable of being converted into
searchable PDF files.
Conversion into searchable PDF files was stopped
during conversion, and your system is stopping
conversion.
“Suspend” was selected during conversion.
Conversion to searchable PDF files is being
suspended. When the conversion is suspended, this
column will become blank.
● Cause
When the “Status” is “Conversion failed,” the cause of failure is
displayed.
● Pages
The number of pages targeted for conversion is displayed. Note that
the number of pages cannot be displayed if the PDF files are
security-protected (such as by a password).
● Date Listed
Date and time the conversion to searchable PDF files was directed.
● Date Finished
Date and time the conversion was finished.
The following file names are automatically removed from the “PDF
Conversion List”.
- The name of PDF files converted into searchable PDF files
successfully.
- The “Status” is “Conversion failed,” and the elapsed number of
days starting on “Date Finished” exceeds the number of days
specified on “View setting” dialog box.
When “PDF Conversion List” is brought to the front, conversion
starts even if the computer is not idle.
17
PDF file
Convert into
Searchable PDF
- Automatic
Conversion Setting
2. Basic Operations
You can set the setting so that PDF files added to the [My ScanSnap]
folder are automatically converted into searchable PDF files.
● “Automatically make PDF files searchable after the PDF
files are added to the My ScanSnap folder” checkbox
If this checkbox is marked, all PDF files scanned with the ScanSnap
and added to the [My ScanSnap] folder are automatically converted
into searchable PDF files.
All pages are converted every time. If you want to convert only
some pages, clear the check and select the files to convert those
pages.
Any files saved while this checkbox is unmarked are not targeted
for automatic conversion. If you want to convert those files, select
them to convert.
● Language for conversion to searchable files
You can select a language in which the document to be converted is
written.
●“Skip pages with embedded textual information”checkbox
Textual information is embedded into the scanned images when PDF
files are converted into searchable ones. If this checkbox is marked,
only pages not yet made searchable are converted. If the check mark is
cleared, all pages including those already searchable are converted.
● “Display the message to confirm the settings at ScanSnap
Organizer startup” checkbox
If this checkbox is marked, you will see a message confirming the
settings every time you start ScanSnap Organizer.
18
2. Basic Operations
PDF file
Search <Ctrl + S>
Searches PDF files.
● Enter search words
Enter the word(s) you want to find in the PDF file made searchable.
● Only the fully matching words are searched for
Mark this check box if you want to search only the words that
precisely match with what you enter above.
● Location
You can specify folders, cabinets, and shortcuts to be searched.
Upon clicking the [Search] button, Adobe Acrobat is activated and a
search is started. For the details, refer to Help in Adobe Acrobat.
The Search function is available only when Adobe Acrobat 7.0 or later is installed on your
computer.
19
<[Actions] menu>
Actions
Scan2E-mail
Scan2Print
<[Tools] menu>
Tools
Options
- [General Settings]
tab
2. Basic Operations
You can send e-mail with selected files attached.
You can print selected files with a printer.
You can specify a destination folder, select a mouse operation, and rename
files when moving or copying the files.
● My ScanSnap folder
Specifies the location of the [My ScanSnap] folder, which is present in
Folder view when ScanSnap Organizer is started. The specified folder and
the sub-folders can be displayed by ScanSnap Organizer.
● “ScanSnap Organizer Viewer” radio button
When selected, double-clicking PDF / JPEG files or selecting files to
press the [Enter] key opens those files with ScanSnap Organizer Viewer.
● “Open (with an associated application)” radio button
When selected, double-clicking PDF / JPEG files or selecting files to
press the [Enter] key opens those files with the associated application.
● “Append the filenames with the folder name when
moving/copying” checkbox
When moving or copying a file, the destination folder’s name is appended
in front of the file name.
e.g.: When moving/copying a file named Snap001.pdf to a folder named
Scan.
File name after moving/copying:Scan_Snap001.pdf
Either of the first operation, double-clicking on a PDF/JPEG file or
selecting files to press the [Enter] key, opens the window below.
20
2. Basic Operations
Tools
The selected operation in this window is reflected to the “Mouse
operation” options and the later click opens a file in the selected
operation.
Options
- [PDF automatic
conversion] tab
You can set the setting so that all PDF files scanned with the
ScanSnap and added in the [My ScanSnap] folder are automatically
converted into searchable PDF files.
● “Automatically make PDF files searchable after the PDF files
are added to the My ScanSnap folder” checkbox
All PDF files scanned with the ScanSnap and added in the [My
ScanSnap] folder while this checkbox is marked are converted into
searchable PDF files automatically.
All pages are converted every time. If you want to convert only some
pages, clear the check and select the files to convert those pages.
Any files saved while this checkbox is unmarked are not targeted for
automatic conversion. If you want to convert those files, select them to
convert.
● Language for conversion to searchable files
You can select a language in which the document to be converted is
written.
● “Skip pages with embedded textual information” checkbox
Textual information is embedded the scanned images when PDF files are
converted into searchable ones. If this checkbox is marked, only pages not
yet made searchable are converted. If the check mark is cleared, all pages
including those already searchable are converted.
● “Display the message to confirm the settings at ScanSnap
Organizer startup” checkbox
If this checkbox is marked, you will see a message confirming the
settings every time you start Organizer.
21
Tools
Options
- [E-mail] tab
2. Basic Operations
You can change preferences for sending files by e-mail.
● “When attaching a PDF file, add a ‘Document Open
Password’ ” checkbox
If this checkbox is marked, you can set a password for files in the
“Scan2E-mail - Set a password” dialog box that appears when sending
PDF files by e-mail.
Even if you mark this checkbox, you cannot set a password for the
selected files that are already protected with a “Document Open
Password”, or digital signatures are already applied to.
You can set a password only for PDF files that were created with the
ScanSnap.
● “When the combined file size exceeds the set parameters
(below), display a Warning message”
SCAN Button
Settings
<[Help] menu>
Help
Help
About ScanSnap
Organizer
Online Update
When the combined file size becomes larger than the preset size, a
Warning message is displayed.
You can set a parameter to between 1 and 10 MB.
Even if you see a Warning message, you can send the attached files.
However, it is recommended to send files not larger than 2MB (it depends
on your system environment).
ScanSnap Manager Settings is displayed.
Displays ScanSnap Organizer Help.
Displays ScanSnap Organizer’s version information.
Updates ScanSnap Organizer to the latest version.
It is essential that Internet Explorer is installed in a system which can
access the Internet.
22
2. Basic Operations
2.2.2. Toolbar (Main Window)
Buttons in the toolbar are as follows:
Button name Meaning
Create new
cabinet
Create new folder
Create shortcut to
ScanSnap
Organizer folder
Change display
mode
Rearrange files
Convert into
Searchable PDF
Creates a Cabinet in Folder view.
A cabinet can be created only under [My ScanSnap] folder.
Creates a Folder in a Cabinet in Folder view.
Folders cannot be created under the [My ScanSnap] folder.
Also, if a new folder is created directly under the [My
ScanSnap] folder in other programs such as Windows
Explorer, it is shown as [Cabinet] in ScanSnap Organizer.
Creates a shortcut to any folder directly under the [My
ScanSnap] folder.
The shortcut to the [My ScanSnap] folder, which is
specified on the [General Settings] tab in the “Options”
dialog box, cannot be created. (Open the “Options” dialog
box by selecting the [Tools] menu -> [Options].) By
default, the path is set to the original “My ScanSnap”
folder, which is under “My Documents” folder. (See page
20.)
Switches the File view between Thumbnails and the List.
Rearrange files displayed in File view according to the name,
type, size, date modified, or date created.
If a file is added while ScanSnap Organizer is active, you
will find that it is added to the end of the list.
You can rearrange files listed in ascending order or
descending order every time clicking the button or each
factor (name, type, size, etc.) marked in the pull-down list.
Converts selected PDF files or PDF files in a selected folder,
cabinet or shortcut folder into searchable ones.
PDF Conversion
List
Search
Scan2E-mail
Scan2Print
Cut
Displays a list of files being converted into searchable PDF files
in order for you to check the status.
Searches PDF files.
Opens your e-mail program with the selected file(s) attached to
an e-mail message.
Prints the selected file(s).
Cuts the selected cabinet/folder/file.
23
Button name Meaning
Copy
Copies the selected cabinet/folder/file.
2. Basic Operations
24
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