TABLE OF CONTENTS
Chapter 1: Welcome to the PaperPort Software
View Scanned Items Two Ways . . . . . . . . . . . . . . . . . . . . . . . . . 2
Add Notes, Highlight Areas, and Mark-Up a Page . . . . . . . . . . . 3
Combine Items into Stacks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Link to Many Other Applications . . . . . . . . . . . . . . . . . . . . . . . . 4
Scan It and Fax It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Send Scanned Items Over the Internet . . . . . . . . . . . . . . . . . . . . 5
Scan It and E-Mail It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Fill In a Preprinted Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Convert Scanned Text into Text That You Can Edit . . . . . . . . . 7
Scan Directly to Another Application . . . . . . . . . . . . . . . . . . . . . 7
Scan to Get the Best Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Organize Items in Personal Folders . . . . . . . . . . . . . . . . . . . . . . . 8
Use SimpleSearch to Find an Item . . . . . . . . . . . . . . . . . . . . . . . 9
Import Items from Other Applications . . . . . . . . . . . . . . . . . . . 10
Export Items in Other Formats . . . . . . . . . . . . . . . . . . . . . . . . . 11
View PaperPort Items on an IBM PC or Macintosh . . . . . . . . . 11
Customize PaperPort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Right Mouse Button Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . 12
Chapter 2: Scanning Items
Scanning a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Scanning a Business Card or Photo . . . . . . . . . . . . . . . . . . . . . . 15
Why You Don’t Need to Save a Scanned Item . . . . . . . . . . . . . 18
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
. . . . . . . . . . . . . . 1
Chapter 3: Viewing Items
Desktop View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Switching Between Desktop View and Page View . . . . . . . . . . . 22
Using the Command Bar in Desktop View . . . . . . . . . . . . . . . . 23
Using the Command Bar in Page View . . . . . . . . . . . . . . . . . . . 24
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
iii
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Chapter 4: Stacking Items
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Combining Items into Stacks . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Using Drag and Drop to Create Stacks . . . . . . . . . . . . . . . . 28
Selecting and Deselecting Items . . . . . . . . . . . . . . . . . . . . . 29
Moving Between Stacked Pages . . . . . . . . . . . . . . . . . . . . . . . . . 30
Unstacking Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Giving Titles to Items and Stacks . . . . . . . . . . . . . . . . . . . . . . . 32
Chapter 5: Sending a Fax or E-Mail Message
. . . . . . . . . . . . . . . . 35
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Sending a Scanned Item as a Fax . . . . . . . . . . . . . . . . . . . . . . . . 36
Sending a Scanned Item with an E-Mail Message . . . . . . . . . . . 38
Chapter 6: Using ScanDirect
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Starting ScanDirect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
The ScanDirect Control Panel . . . . . . . . . . . . . . . . . . . . . . . . . 43
Using ScanDirect: An Example . . . . . . . . . . . . . . . . . . . . . . . . . 44
Running PaperPort and ScanDirect Simultaneously . . . . . . . . . 45
Chapter 7: Converting a Scanned Item to Text
. . . . . . . . . . . . . . 47
What Is OCR? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Converting an Item to Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Converting a Portion of a Page to Text . . . . . . . . . . . . . . . . . . . 52
Converting a Scanned Spreadsheet . . . . . . . . . . . . . . . . . . . . . . 54
Chapter 8: Filling In Preprinted Forms with FormTyper
. . . . . . 57
Filling In a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
FormTyper Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Printing a Filled-In Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
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Chapter 9: Annotating a Page. . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Using the Annotation Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Tool Samples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Pointer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Straighten Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Pan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Sticky Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Mark-Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Highlighter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Freehand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Arrow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Displaying and Hiding Annotations . . . . . . . . . . . . . . . . . . . . . 73
Printing Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Chapter 10: Filing Items in Folders . . . . . . . . . . . . . . . . . . . . . . 75
Dragging and Dropping Items into Folders . . . . . . . . . . . . . . . . 76
Creating New Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Giving Folders New Titles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Dragging and Dropping Folders into Folders . . . . . . . . . . . . . . 79
Seeing the Contents of Folders . . . . . . . . . . . . . . . . . . . . . . . . . 81
Using SimpleSearch to Find an Item . . . . . . . . . . . . . . . . . . . . . 82
v
Appendix A: PaperPort Viewer . . . . . . . . . . . . . . . . . . . . . . . . . 85
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
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CHAPTER 1
Welcome to the
PaperPort Software
Welcome to the PaperPort software. This guide explains how to use the
main features of your PaperPort software. In addition to this guide, you
can get more information from a variety of sources, as shown in this
figure.
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EXPLORE
APERPORT
P
One-Minute Guide
An online tour of PaperPort features.
This Getting Started Guide
The fastest way to get acquainted
with PaperPort and start using it.
Help
Everything you want to know about
PaperPort—“how-to” procedures,
dialog box reference, and troubleshooting advice.
PaperPort CD
Your source for installing additional
software that works with PaperPort
and printing the documentation.
1
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2
HAPTER
C
ELCOME TO THE PAPERPORT SOFTWARE
1: W
▼
NOTE:
To see the One-Minute Guide and Help, you should first
install the PaperPort 4.0 Deluxe Software on your computer. See the
installation guide that you received with your scanner to install the
software.
This chapter of your
Getting Started Guide
provides a quick overview of
PaperPort’s features. If you’ve used an earlier version of the software, you
can also read this chapter to see what’s new in the PaperPort software.
The whole idea behind the PaperPort software is to help you work more
quickly and efficiently with paper items scanned into your computer.
The next few pages show—at a glance—many of the time-saving
features of the PaperPort software.
V
IEW SCANNED ITEMS TWO WAYS
PaperPort provides two ways to view items: the
View
. Desktop View displays a
thumbnail
Desktop View
and
, a small graphic that
Page
represents each item on the PaperPort Desktop. Page View displays a
close-up of a single page.
Desktop View displays
items as thumbnails.
Page View displays each
item as a full page.
ADD N
OTES
IGHLIGHT AREAS, AND MARK-UP A PAGE
, H
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3
Use the Highlighter
tool to draw the
reader’s attention
to an area.
Circle information
with the Freehand tool.
Use the Sticky Note tool
to add notes like paper
sticky notes.
ADD N
OTES
, H
IGHLIGHT AREAS, AND MARK-UP A PAGE
With the annotation tools in Page View, you can add a sticky note,
highlight text, draw lines or arrows, circle information, or paste a
graphic from another application into a PaperPort item. The following
figure shows a sample of how the tools can be used.
C
OMBINE ITEMS INTO STACKS
Many items that you scan will probably be more than one page. You can
combine the individual pages into a multipage item, called a
stack
. For
example, you could save all of your invoices for a job in one stack named
Invoices, and each page of the stack could be an invoice with its own
name, such as Invoice 12/9/96.
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4
A single page
Stacks
Link Bar
HAPTER
C
ELCOME TO THE PAPERPORT SOFTWARE
1: W
L
INK TO MANY OTHER APPLICATIONS
PaperPort automatically recognizes many other applications on your
computer and creates a “working link” to them. The Link Bar at the
bottom of Desktop View shows icons of those linked applications. To
use a link, you drag an item onto one of the icons. Then, that link’s
application starts, and you can use it with the scanned item. A typical
use of the Link Bar is to scan an item and fax it.
This sample shows many different applications linked to PaperPort.
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 Online Help system for more information
about creating new links.
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Send an item by
dragging and dropping it
onto a link icon. This
example shows dragging
and dropping an item
onto the fax link icon.
When the fax icon is
highlighted, release the
mouse button. Your fax
application starts and
you can send the item
as a fax.
CAN IT AND FAX IT
S
S
CAN
I
T AND FAX IT
If your computer has a fax modem and fax software, you can use the fax
link to quickly send the item as a fax. The fax link is represented by a fax
icon on the Link Bar at the bottom of Desktop View.
5
The link icon for Netscape
Navigator e-mail.
SEND SCANNED ITEMS OVER THE INTERNET
Using the Netscape Navigator e-mail link you can scan an item and send
it as an e-mail attachment over the Internet. This means that you can
send your scanned items worldwide to anyone who has Internet access.
6 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE
SCAN IT AND E-MAIL IT
If you can send e-mail from your computer, you can send any scanned
item as an e-mail attachment, including scanned pages, graphics, and
photos. You can use either the e-mail link icon, or a convenient Send
command to attach an item to an e-mail message.
The e-mail link icon for
Lotus cc:Mail.
FILL IN A PREPRINTED FORM
A built-in PaperPort application named FormTyper is designed
specifically for filling in the fields on a preprinted form, such as an
insurance form, registration card, or tax form, which often ask you to
“Please Type the Information.” Using FormTyper, you can type the
information using your computer keyboard (instead of a typewriter),
and then print the filled-in form. The FormTyper icon is on the Link
Bar. Drag a scanned form onto its icon and the form’s fields will be ready
for you to begin typing.
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The FormTyper link
icon.
A word processor link
icon. Dragging an item
onto a link icon starts
PaperPort’s built-in
OCR application, or
you can use your own
OCR application.
CONVERT SCANNED TEXT INTO TEXT THAT YOU CAN EDIT 7
CONVERT SCANNED TEXT INTO TEXT THAT YOU
AN EDIT
C
PaperPort can quickly convert the text on a scanned item, which is really
just a picture of the text, into text that you can edit with a word
processing application. PaperPort converts the text using either the
Xerox TextBridge optical character recognition (OCR) application that
comes with PaperPort, or your OCR application if it’s already on your
computer. You can convert the entire item, or using the Copy As Text
command, you can select only a portion of the text to convert.
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SCAN DIRECTLY TO ANOTHER APPLICATION
PaperPort has another built-in application, called ScanDirect, that you
can use to send a scanned item directly to an application without
opening PaperPort. This is a real time saver if you use one linked
application often. PaperPort does not need to be running, and a scanned
item can go directly to the other application.
For example, if you want to scan an item and send it as a fax, click the
fax icon on the ScanDirect Control Panel. As soon as the scanner
finishes scanning the item, your fax software opens, and the item is
ready to be sent.
ScanDirect appears as a separate Control Panel on your computer. This
sample shows the Netscape Navigator e-mail icon selected so you could
scan an item and send it over the Internet.
8 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE
SCAN TO GET THE BEST IMAGE
With the PaperPort software, you select a setting that is best for
scanning a particular type of item. The software has scan settings for
items that you want to fax or e-mail, file, convert to text, or for special
items such as business cards, graphics, and photos. You can also
customize the software’s scan settings.
The following sample shows the Scan Settings.
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ORGANIZE ITEMS IN PERSONAL FOLDERS
PaperPort has an easy-to-use filing system for organizing your scanned
items. The filing system consists of folders designed specifically for
holding every item you scan. You can rename folders, create your own
set, or even assign different colors, such as red for items that need
immediate attention.
Personal file folders
in PaperPort
USE SIMPLESEARCH TO FIND AN ITEM 9
■ Folders are arranged in a “tree” structure. The tree arrangement is
similar to the one in Windows Explorer.
■ Scanned items are stored in folders. You can simply drag-and-drop the
item onto the folder. When the folder is highlighted, release the mouse
button and the item is stored in that folder.
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■ Folders can be “nested”—that is, stored in other folders. The plus symbol
(+) shows the folder contains other folders. The minus symbol (-)
shows that the other folders are visible.
USE SIMPLESEARCH TO FIND AN ITEM
The PaperPort software has a wide range of options for finding scanned
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.
For example, if you only remember that the item included the word
“scanner” or the phrase “…elegant scanning,” SimpleSearch can find the
item containing that word or phrase for you. SimpleSearch can find
items this way because it actually reads all of your scanned items and
remembers the textual content.
10 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE
You simply enter a word or phrase and SimpleSearch will find the
item(s) that have it. You don’t even have to remember the exact word or
phrase. SimpleSearch can find words or phrases that are close to what
you remember in the item. The following sample shows the dialog box
set to find the phrase “elegant scanning” in your scanned items.
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IMPORT ITEMS FROM OTHER APPLICATIONS
In addition to scanning items, you can bring items into PaperPort in
several different ways:
■ Print to the PaperPort Desktop from another application, such as
Microsoft Excel or Adobe Photoshop.
■ Import files saved in other file formats, such as Windows Bitmap
(BMP) or Tag Image File Format (TIFF).
■ Drag and drop an image file onto the PaperPort folder in Windows
Explorer and convert the file to a PaperPort item.
■ Drag and drop an image file onto the PaperPort icon on the Windows
desktop.
EXPORT ITEMS IN OTHER FORMATS 11
EXPORT ITEMS IN OTHER FORMATS
You can export or save PaperPort items in several popular file formats,
such as BMP or TIFF. For example, after you scan a photograph, export
it in PaperPort as a BMP file. You can open that BMP file in an
application that reads BMP files.
VIEW PAPERPORT ITEMS ON AN IBM PC OR
ACINTOSH
M
PaperPort Viewer, a separate application, comes with PaperPort and lets
others view PaperPort items without PaperPort. PaperPort Viewer is
available for free on CompuServe, America Online, and the Visioneer
web site at http://www.Visioneer.com. You can also send PaperPort
Viewer to someone else by attaching it to an e-mail message.
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CUSTOMIZE PAPERPORT
You can arrange PaperPort’s tools to suit your individual style of
working. For example, you can move the Command Bar to another part
of the screen, hide the folders, display the Annotation Tool Bar vertically
or horizontally, move it to the other side of the window, and so on. On
the Link Bar, you can reorder the icons so the ones you use most often
appear first, and you can hide the icons that you use infrequently.
12 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE
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.
The following sample shows the shortcut menu for a single item
in Desktop View.
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RELATED TOPICS IN HELP
Each new PaperPort feature is described in detail in the Help system.
From the PaperPort Help menu, choose PaperPort Help Topics to see
the help topics.
CHAPTER 2
Scanning Items
The PaperPort software works with a variety of scanners. Depending on
the scanner you’re using, you can scan small items, such as business
cards, or larger items up to 30 inches (76.2 cm) long. Typical items
include newspaper clippings, reports, magazine articles, brochures,
letters, memos, receipts, canceled checks, business cards, and photos.
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MEMO
PaperPort has special scan settings for a variety of different items so you
can get the best image with your scanner.
This chapter explains how to:
■ Scan a page
■ Adjust the paper return for different types of items
■ Change scan settings
This chapter also explains why you don’t have to save each scanned item
manually.
SALES
REPORT
FAX
13
14 CHAPTER 2: SCANNING ITEMS
SCANNING A PAGE
This section shows how to scan a page using a PaperPort scanner. If you
are using the PaperPort software with another type of scanner, please see
its user manual for instructions.
To scan a page with a PaperPort scanner:
1. Insert the page,
face up, into the
front slot of the
PaperPort
scanner.
Use the page
markers on the
front slot to
center the page.
2. Push the page
forward until it
stops and begins
to curl upward.
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kdlkdlkdlksldskdslkjsdlksdlkf;lk;d df;sf;lkf;lfk ;flkf;lk;lf sd;lfks;df;lg
dklddlkdjldjlkdjl ksdjl kskdj l;kfj lkjl dnlnlvnl fkm;sk;fkssdlkfjj;df
lkjlkdsjlsdlsd sdldslkjsflkjfslkksd ;kd;lsk v;lsd;dsl ;slsdlfjsldk;ls
kdldlllkdlkdlklksd dlkdlkjdlkjlklklkldskldskdlkdlkflkflkflkfsldlkfl
kdlkdlkdlksldskdslkjsdlksdlkf;lk;d df;sf;lkf;lfk ;flkf;lk;lf ;lldfjg
dklddlkdjldjlkdjl ksdjl kskdj l;kfj lkjl dnlnlvnl fkm;sk;fsdfksj;df
lkjlkdsjlsdlsd sdldslkjsflkjfslkksd ;kd;lsk v;lsd;dsl ;slk;sdfsls
kdldlllkdlkdlklksd dlkdlkjdlkjlklklkldskldskdlkdlkflkflkflkflkfl
kdlkdlkdlksldskdslkjsdlksdlkf;lk;d df;sf;lkf;lfk ;flkf;lk;lf ;sdflg
dklddlkdjldjlkdjl ksdjl kskdj l;kfj lkjl dnlnlvnl fkm;sk;fkssdfj;df
lkjlkdsjlsdlsd sdldslkjsflkjfslkksd ;kd;lsk v;lsd;dsl ;slksdf;ls
l;dsld;lsd ds;ds;lkfd;lkgdfl;fsd ;fd dfk;gdl fdl;fd df;lkfsdf;dglkg
felkf rs;ljfd;lk;dflkf;l;dflk;fdlkdslkds;lkf; fd;lkfd; f;lkfsdfsdfdgk
dfj;fdk;f f;;lkfd;ldflkjnfd;lkfd;kj f;kfdg;lkgfd;kjfdgsdl;dsf;ks
'lkfd;lkfdlkds;dslfd;lkfd;ldf;lsfd
kdflkfd;lkfd'lkfd'l;kfd'lkdgf;lkgf;lkdf;lkgf;lgf;lkgf
jsdflkdfslkf;kfdg;lfkglkjdf;glkdf;gkj;sflk;df;lkd;ldfg;ldgk;llsdlskkdf
kjhsdljsdf;sdf f
kjdskdslkds lfkdjlfd fdlkdgfl sdfl fdglj hsdflkj gflj hfkjnsfsldlsdkklj
'lkfd;lkfdlkds;dslfd;lkfd;ldf;lsfd
dfj;fdk;f f;;lkfd;ldflkjnfd;lkfd;kj f;kfdg;lkgfd;kjfdgsdl;dlsdlsksf;ks
felkf rs;ljfd;lk;dflkf;l;dflk;fdlkdslkds;lkf; fd;lkfd; f;lkfdlsdfsldlsdgk
l;dsld;lsd ds;ds;lkfd;lkgdfl;fsd ;fd dfk;gdl fdl;fd df;lkf;dglssldlkg
lkjlkdsjlsdlsd sdldslkjsflkjfslkksd ;kd;lsk v;lsd;dsl ;slk;ls
dklddlkdjldjlkdjl ksdjl kskdj l;kfj lkjl dnlnlvnl fkm;sk;fksj;dflskfl
kdlkdlkdlksldskdslkjsdlksdlkf;lk;d df;sf;lkf;lfk ;flkf;lk;lsd lskf
kdldlllkdlkdlklksd dlkdlkjdlkjlklklkldskldskdlkdlkflkfldlkflk sdk
fsdlkjfdglkjdfg,msfdklj dgflkjdflkjdfglkdfglkjdfg lkjdf
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After a slight pause, the feed mechanism pulls the page into the scanner;
you do not need to push it through. As the page is being scanned, a
preview appears on the screen.
The scanned page appears on the PaperPort Desktop.
1. Rotate the
scanner’s paper
return so it’s set
to scan straight
through.
2. Align the marker
on the scanner
with the straightthrough arrow.
SCANNING A BUSINESS CARD OR PHOTO 15
SCANNING A BUSINESS CARD OR PHOTO
Because business cards and photographs are usually on heavier paper,
you should set the scanner to feed the paper straight through the feed
slot. In addition, the PaperPort software has special scan settings for
reading the smaller print on business cards or for scanning photographs.
To scan a business card or photo with a PaperPort scanner:
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3. Click Settings on
the Command
Bar, or from the
Edit menu, choose
Preferences.
16 CHAPTER 2: SCANNING ITEMS
Make sure the
Scan Settings tab
is selected.
4. If you are
scanning a
business card,
select the option,
Filing Business
Cards.
When scanning
photos, select
Storing Photos
5. Click OK.
6. Insert the item,
face up, into the
front slot on the
PaperPort
scanner.
This example
shows scanning a
business card.
Consolidated Movers
John Smythe
1212 Forbes Blvd.
S.S.F 94110
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The card (or photo) feeds straight through the scanner, and a preview
of the scan appears as the scanning progresses. When scanning is
complete, the item appears on the PaperPort Desktop.
The business card
SCANNING A BUSINESS CARD OR PHOTO 17
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Initially a newly-scanned item will be named “Untitled.” To give the
item a title, see “Giving Titles to Items and Stacks” on page 32.
▼ NOTE: Remember to reset the scan settings if you are scanning
another type of item.
18 CHAPTER 2: SCANNING ITEMS
WHY YOU DON’T NEED TO SAVE A SCANNED ITEM
Every item scanned into PaperPort is automatically saved as soon as you
scan it. As long as you don’t delete the item, you can “scan it and forget
it” because the PaperPort software makes sure that the item is there
when you need it. Any changes that you make to an item, such as
adding a note or giving an item a new title, are automatically saved as
well.
You can also save items in other formats using the Export command.
You can use the Export command to save items:
■ As backup copies
■ If you want to delete an item from the PaperPort Desktop but use it
later on
■ In another file format, such as BMP or TIFF
■ On a floppy disk
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Besides the Export command, PaperPort has an archive link for creating
a backup of selected files or for quickly backing up the entire PaperPort
Desktop. See the Online Help for more information about using the
archive link.
RELATED TOPICS IN HELP
Clean and Straighten Scanned Items
PaperPort Basics, Getting Documents into PaperPort
Use the Scanner, Scan an Item
Use the Scanner, Selecting Settings for Scanning
View Items
CHAPTER 3
Viewing Items
Using PaperPort’s two views for displaying scanned items—Desktop
View and Page View—you can see either the thumbnails of the items in
a folder, or a full page that you can read.
This chapter explains the features of:
■ Desktop View
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■ Page View
■ The Command Bar in both views
19
20 CHAPTER 3: VIEWING ITEMS
DESKTOP VIEW
Desktop View shows thumbnails of scanned items and stacks of items.
Use Desktop View to see the items on the PaperPort Desktop or in any
folder.
Command Bar
Folders
Thumbnails of
scanned items
Stacks
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Link Bar
Status Bar
Command Bar—The buttons on the Command Bar are shortcuts for
commands on the menus. For example, clicking the Settings button is
the same as choosing Preferences from the Edit menu and then clicking
the Scan Settings tab in the PaperPort Preferences dialog box. The
Command Bar appears in both Desktop View and Page View.
Folders—You can store items in the folders to organize them. PaperPort
comes with a set of folders already on the PaperPort Desktop, but you
can change their titles, add new folders, delete folders, and change their
colors.
Thumbnails of scanned items—Thumbnails are small representations
of scanned items so you can see them at a glance. To see an item at full
size, use the Page View.
PAGE VIEW 21
A stack—After scanning multiple pages, you can combine the
thumbnails of those pages into a stack. For example, if you scan a 10page report, 10 individual pages appear on the PaperPort Desktop. By
combining the pages into a stack, you can work with the report as a
single item. Stack titles appear in bold type above the page titles.
Link Bar—The icons on the Link Bar represent other applications and
functions that work with PaperPort. The icons include links for sending
a scanned item as a fax or an e-mail attachment, reading text from a
scanned item into a word-processing program, entering data into a
preprinted form, and so on. The icons that appear depend on the
applications on your computer. Use the scroll arrows on the Link Bar to
see the other icons.
Status Bar—The Status Bar shows information about the selected
items, the links, or the buttons on the Command Bar.
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Command Bar
Annotation Tool Bar
Status Bar
PAGE VIEW
Page View shows one page at a time. Use Page View to get a close-up
view of an item’s information or to add comments to the page.
22 CHAPTER 3: VIEWING ITEMS
Command Bar—The buttons on the Command Bar are shortcuts for
commands on the menus. Notice that some of the buttons in the Page
View Command Bar are different than those in Desktop View.
Annotation Tool Bar—These tools are for adding notes to a page,
highlighting areas on it, cutting and pasting sections, drawing on the
page, and so forth. See Chapter 9, “Annotating a Page,” for examples of
annotations, and how to use the tools.
Status Bar—The Status Bar shows information about the page being
displayed.
SWITCHING BETWEEN DESKTOP VIEW AND PAGE VIEW
While working with PaperPort, you’ll want to switch back and forth
from Desktop View to Page View to work with a single page in Page
View, or with the thumbnails in Desktop View.
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1. Select (click) the
item you want to
see in Page View,
such as a business
card.
2. Click the Page
button.
You can also
double-click the
item to see it in
Page View.
To view an item in Page View:
Click the
Desktop
button.
You can also
choose Desktop
View from the
View menu.
USING THE COMMAND BAR IN DESKTOP VIEW 23
To switch from Page View to Desktop View:
USING THE COMMAND BAR IN DESKTOP VIEW
To use a button on the Command Bar, click it. If a button does not
apply to a selected item, the button will be gray, and clicking it won’t
have any effect.
Desktop. Switch from Page View to Desktop View.
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Page. Switch from Desktop View to Page View.
Settings. Displays the PaperPort Preferences dialog box where you can
set the scan settings, customize the PaperPort Desktop and folders,
choose options for importing and exporting files, calibrate the scanner,
and change its hardware settings.
Find. Find an item in Desktop View, or find an annotation in Page
View.
Browse. In Desktop View, see a list of items available on the PaperPort
Desktop and in all of the folders. In Page View, see a list of items
available in the currently open folder.
Rotate. Rotate the selected item or page 90 degrees to the right.
24 CHAPTER 3: VIEWING ITEMS
Duplicate. Make a copy of the selected item(s).
Stack. Combine selected items into one stack.
Unstack. Unstack the pages of the selected stack.
Unstack1. Unstack only the visible (top) page of the stack. The rest of
the pages remain as part of the stack.
Arrange. Arrange the items on the PaperPort Desktop.
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USING THE COMMAND BAR IN PAGE VIEW
Several of the buttons that appear in Desktop View also appear in Page
View. However, because Page View displays a single item, buttons for
viewing single items only appear in the Page View Command Bar.
Previous. Displays the previous item on the PaperPort Desktop, or in
the currently open folder.
Next. Displays the next item on the PaperPort Desktop, or in the
currently open folder.
Previous. Displays the previous page in a stack.
USING THE COMMAND BAR IN PAGE VIEW 25
Next. Displays the next page in a stack.
Zoom Out. Reduces the size of the page in Page View.
Zoom In. Magnifies the size of the page in Page View.
▼ NOTE: Two other buttons may appear on the Command Bar. A
Scan button appears if you are using the PaperPort software with
another (non-PaperPort) scanner. Clicking the Scan button starts the
scanning on the other scanner. The other button that can appear on
the Command Bar is labeled OLE Return. It appears when you are
using Windows Object Linking and Embedding (OLE).
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RELATED TOPICS IN HELP
PaperPort Basics, Desktop View
PaperPort Basics, Page View
View Items
Work with Items in Page View
Works with Items on the PaperPort Desktop
26 CHAPTER 3: VIEWING ITEMS
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CHAPTER 4
Stacking Items
Like many other busy people, you may sometimes put items on your
desk without organizing them. When you finally do put them in order,
you might stack the items by project, contact, or department. You use a
method that helps you to quickly find the stack you need.
With PaperPort you can electronically organize items into stacks in
much the same way that you do with paper documents. A stack is a
PaperPort item with multiple pages. Expense reports, contracts, memos,
letters, presentations, and other business materials are often two or more
pages. You can stack and unstack these items electronically on the
PaperPort Desktop.
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COMBINING ITEMS INTO STACKS
Each scanned page appears on the PaperPort Desktop as a one-page
untitled item. To stack scanned 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.
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28 CHAPTER 4: STACKING ITEMS
USING DRAG AND DROP TO CREATE STACKS
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1. In the Desktop
View, select the
item that you
want to stack.
This example
shows stacking a
Cover Letter on
an Invoice.
2. Drag the selected
item onto the item
on which you
want to stack it.
3. When the
second item is
highlighted,
release the mouse
button.
The stack is
created.
4. Repeat steps 1
through 3 until
you are finished
creating the stack.
Cover Letter Invoice
Cover Letter Invoice
Invoice
Cover Letter
A new stack receives the title of the item on the bottom of the stack. The
stack title (Invoice in this case) is shown in boldface type. Each page title
is shown in normal typeface (Cover Letter in the sample above).
Any item on the PaperPort Desktop can be stacked onto any other item.
You can use drag-and-drop to stack pages onto other pages, stacks onto
other stacks, pages onto stacks, and stacks onto pages. You can also use
the Stack button on the Command Bar to stack items. Select them in
the order that you want them stacked and click the Stack button.
COMBINING ITEMS INTO STACKS 29
SELECTING AND DESELECTING ITEMS
When stacking items, you need to select them. You can select one item
at a time, or several items together.
To select or deselect a single item:
■ To select the item, click its thumbnail in Desktop View. A red (or
dark) line around an item indicates that it is selected.
■ To deselect the item, click another item, or click anywhere else in
Desktop View.
To select multiple items:
■ Click each thumbnail while holding down the Shift key or the Ctrl
key.
Or
■ 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.
Release the mouse button when the items you want are selected.
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30 CHAPTER 4: STACKING ITEMS
MOVING BETWEEN STACKED PAGES
The Page Navigators are the buttons for “flipping” through the pages of
a stack. You can also use the commands on the Page menu to move from
page to page in a stack.
To move between pages in a stack in Desktop View:
1. Select the stack.
2. Click the left
arrow of the Page
Navigator to see
the previous page
in the stack.
3. Click the right
arrow of the Page
Navigator to see
the next page in
the stack.
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1. Display the stack
in Page View.
2. Click the
Previous or
Next buttons.
You can also move between pages by choosing the Page menu
commands: First Page, Last Page, Previous Page, and Next Page. Or use
the Go To Page command from the Page menu to move directly to any
page in the stack. Clicking the middle of the Page Navigator (it says 1 of
2 in the sample above) is a shortcut for choosing the Go To Page
command.
To move between pages in a stack in Page View:
You can also use the commands in the Page menu to move between
pages in Page View.
1. Select the stack in
Desktop View.
2. Click the Page
Navigator to
display the page
you want to
unstack.
UNSTACKING ITEMS 31
UNSTACKING ITEMS
You can unstack pages in a stack if; for example, you want to move those
pages to another stack, replace those pages with new ones, or delete
them from the stack without disturbing the rest of the pages. You
unstack pages in Desktop View.
To unstack a single page:
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3. Click the
Unstack1 button.
You can also
choose Unstack
Current Page
from the
Desktop menu.
32 CHAPTER 4: STACKING ITEMS
To unstack all of the pages in a stack:
1. Select the stack in
Desktop View.
2. Click the Unstack
button.
You can also
choose Unstack
from the
Desktop menu.
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Each page of the stack becomes a separate item on the PaperPort
Desktop.
GIVING TITLES TO ITEMS AND STACKS
When you first scan an item, it is Untitled, but you can give it a title up
to 30 characters long, such as Smithers Contract or Letter to Dr. Adams.
The more descriptive the title, the easier it is to quickly find the item
you want. You can also give titles to stacks to help identify them.
The stack title and page titles both appear above the stack so that, as you
flip through the pages of a stack, you can see each page’s title as well as
the stack title.
The stack title is
in boldface type.
The page title is
in normal type.
As you flip through
the pages, each
page’s title appears.
1. Select the item or
stack.
2. Click its title, or
choose Change
Title from the File
menu.
GIVING TITLES TO ITEMS AND STACKS 33
If you don’t want to see page titles with the stack titles, choose Per-Page
Titles from the View menu to remove the checkmark from in front of
the command.
To give an item or stack a title in Desktop View:
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3. Type the new title
and press Enter.
To change a title in Page View, choose Change Title from the File menu.
RELATED TOPICS IN HELP
Create and Work with Stacks
PaperPort Basics, Desktop View
Selecting and Arranging Items
Working with Item Titles
34 CHAPTER 4: STACKING ITEMS
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CHAPTER 5
Sending a Fax or E-Mail Message
After an item has been scanned into PaperPort, you can send it as a fax
or as an attachment to an e-mail message. You do not need to print the
item first; you can send it directly from the PaperPort Desktop without
worrying about paper jams when faxing.
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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.
The annotations can be “turned off ” before the item is sent, in case you
don’t want someone to see your comments on it. See Chapter 9,
“Annotating a Page,” for the steps to create annotations and to display or
hide them.
OVERVIEW
The PaperPort software has several ways to send a fax or e-mail:
■ Select an item and drag it onto the fax or e-mail link icon.
■ Choose the fax or e-mail application from the Links menu in the
File menu.
■ Use the ScanDirect application that you received with the PaperPort
software. See Chapter 6, “Using ScanDirect,” to send items with
ScanDirect.
35
36 CHAPTER 5: SENDING A FAX OR E-MAIL MESSAGE
SENDING A SCANNED ITEM AS A FAX
To send scanned items as faxes, your computer will need:
■ A fax modem
■ Fax software
To send a scanned item as a fax from Desktop View:
1. Select the item to
fax.
2. Drag the item
onto the fax link
icon on the Link
Bar.
You can also click
the fax link icon.
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3. When the fax
link icon is
highlighted,
release the
mouse button.
4. When your fax
software starts,
send the scanned
item as a fax.
SENDING A SCANNED ITEM AS A FAX 37
This sample shows the Delrina WinFax PRO window for sending a fax.
The window that appears on your computer will be for your fax
software.
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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.
4. The fax software
starts, and you
can send the item.
▼ NOTE: Instead of using the fax link icon, you can also choose Links
from the File menu, and then choose the name of your fax software.
To send a scanned item as a fax from Page View:
38 CHAPTER 5: SENDING A FAX OR E-MAIL MESSAGE
▼ NOTE: In the sample, the name of the fax software is Delrina
WinFax. Note that an option named Fax is also listed. That option is
for fax software that isn’t listed by name on the menu, or for which
an icon does not appear on the Link Bar.
SENDING A SCANNED ITEM WITH AN E-MAIL MESSAGE
To send items as attachments to e-mail messages, your computer will
need:
■ An e-mail account (typically over a network, or modem)
■ E-mail software
To send a scanned item as an e-mail attachment from Desktop View:
1. Select the item to
send.
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2. Drag the item
onto the e-mail
link icon on the
Link Bar.
You can also click
the e-mail link
icon.
3. When the e-mail
link icon is
highlighted,
release the mouse
button.
4. When your e-mail
software opens, log
in and then send
the scanned item
as an attachment
to an e-mail
message.
SENDING A SCANNED ITEM WITH AN E-MAIL MESSAGE 39
This sample shows the login window for Lotus cc:Mail. The login
window that appears on your computer will be for your e-mail software.
To send the scanned item over the Internet, drag it onto your Internet
e-mail link icon, such as Netscape Navigator e-mail.
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▼ NOTE: Instead of using the link icons, you can also choose Links
from the File menu, and then choose the name of your e-mail or
Internet e-mail software. The software will open and you can send
the item as an attachment to an e-mail message.
To send a scanned item as an e-mail attachment from Page View, choose
Links from the File menu, and then choose the name of your e-mail
application.
RELATED TOPICS IN HELP
Fax an Item
Manage and Use Other Links
PaperPort Basics, Using PaperPort Links
Send an Item as an E-Mail Message
40 CHAPTER 5: SENDING A FAX OR E-MAIL MESSAGE
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CHAPTER 6
Using ScanDirect
ScanDirect is an application for scanning an item and sending it directly
to another application without opening PaperPort first. For example, if
you want 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.
This chapter shows how to start ScanDirect, explains its features, and
uses an example that describes how to use the ScanDirect Control Panel.
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1. Click the
Windows Start
button.
2. Choose
Programs, and
then choose
PaperPort.
3. Choose
ScanDirect.
STARTING SCANDIRECT
The ScanDirect application is installed with your PaperPort software
and is available from the Windows Start button.
To start ScanDirect:
41
42 CHAPTER 6: USING SCANDIRECT
The ScanDirect
icon appears on
the taskbar.
4. Click the
ScanDirect icon
to open the
Control Panel.
A ScanDirect shortcut also appears on your Windows desktop. You can
double-click the shortcut to start ScanDirect.
▼ 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 ScanDirect:
1. Click the icon in
the title bar to see
the drop-down
menu.
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2. Choose
Minimize to
minimize the
Control Panel.
3. Choose Exit to
close the Control
Panel.
THE SCANDIRECT CONTROL PANEL 43
THE SCANDIRECT CONTROL PANEL
The ScanDirect Control Panel can remain visible on the screen so you
can easily scan an item directly to another application.
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Scan Single Page
Scan Multiple Pages
Scan to
PaperPort Desktop
Scroll Arrows
ScanDirect Icons
About
ScanDirect
Help
Button
Scan Single Page—Click to scan a single page and send it to the
selected application.
Scan Multiple Pages—Click to scan several pages and send them to the
selected application.
Scroll Arrows—Click to see other icons on the ScanDirect Control
Panel.
ScanDirect Icons—Click to select which application the scanned items
are sent to when scanned. Notice that the first icon is for PaperPort.
Clicking this icon sends the item to PaperPort.
Help Button—Click to see the ScanDirect help.
About ScanDirect—Click to see copyright information about the
application.
▼ NOTE: You can switch positions of icons on the ScanDirect Control
Panel. To rearrange the icons, hold down the Alt key, and then click
the icon you want to move. Hold the mouse button and drag the
icon to the spot where you want it. Release the mouse button. The
icon appears at the new position.
44 CHAPTER 6: USING SCANDIRECT
USING SCANDIRECT: AN EXAMPLE
The basic process to use ScanDirect is the same for each application icon
on the ScanDirect Control Panel. This example shows how to use
ScanDirect to scan a a two-page item and send it as a fax.
To use ScanDirect to fax an item:
1. Click the fax icon
on the Control
Panel.
2. Click the button
you want for
scanning a single
page or multiple
pages.
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This example
shows the button
for multiple pages
is selected.
3. Scan the first
page.
A scan preview
shows the page
being scanned.
4. Insert the next
page.
5. Click Finish after
scanning the last
page.
Your fax software
opens and you can
send the scanned
page(s).
The scan preview
shows where the
scanned items will
be sent.
In this example
Delrina WinFax
starts, and the
pages are ready to
send.
▼ NOTE: If you select the single page button on the Control Panel,
you won’t have to click the Finish button. PaperPort will start the
application as soon as the single page is scanned.
RUNNING PAPERPORT AND SCANDIRECT SIMULTANEOUSLY 45
Each icon on the ScanDirect Control Panel can have its own preferences
settings. See the ScanDirect help to set preferences for each icon.
RUNNING PAPERPORT AND SCANDIRECT
IMULTANEOUSLY
S
PaperPort does not have to be running in order for you to use
ScanDirect. You can think of ScanDirect as a means to “bypass”
PaperPort to get an item quickly to another application as soon as it is
scanned.
In fact, if both 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. For example,
if the icon for e-mail is selected on the ScanDirect Control Panel, the
e-mail application opens when the scanning is finished. The scanned
item is sent to the e-mail application before being sent to PaperPort.
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RELATED TOPICS IN HELP
ScanDirect has its own help system. To view the help topics, click the
Help button on the ScanDirect Control Panel.
Close ScanDirect
ScanDirect Basic Steps
Scan One Page
Scan Multiple Pages
Set a Link’s Preferences
Set ScanDirect Preferences
46 CHAPTER 6: USING SCANDIRECT
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CHAPTER 7
Converting a Scanned Item to Text
A scanned item is an image. Even the text on a scanned item is simply a
picture of the text, and you can’t edit it as you would text in a word
processing document. Using optical character recognition (OCR)
software, the PaperPort software can convert those text “pictures” into
real text that you can then edit using a word processing application.
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The PaperPort software includes the Xerox TextBridge OCR software so
you can convert scanned items without having to buy your own OCR
software. After scanning an item, you can simply “OCR it,” and then
work with the converted text in your word processing application.
If you already own OCR software, you can use either it or PaperPort’s
built-in OCR software to convert scanned items.
WHAT IS OCR?
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 software looks at each letter on a page and, if it recognizes the
letter’s shape, converts it into the appropriate text character. When the
analysis of the page is complete, the OCR software puts the text
characters onto a page in about the same format as the pictures of text
on the original scanned item.
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48 CHAPTER 7: CONVERTING A SCANNED ITEM TO TEXT
The page is now a word processing document containing text that word
processing applications can recognize. You can then edit the text, format
it, cut and paste it, and so on as you would normally when word
processing.
The process is not always perfect. If the scanned item contains smudges
or hand-written notes, the OCR application will try to analyze them
but, of course, won’t be able to come up with a suitable match. For that
reason, you should always try to scan clean copies when planning to use
PaperPort’s OCR feature. Also, you should carefully check the converted
document to correct any mistakes that the OCR application made.
Here’s an example:
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
couldn’t.
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After being processed
with the OCR
software, 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.
1. Select the item to
convert. It can be
a single page or
a stack.
2. Drag the item
onto the word
processing link
icon on the
Link Bar.
CONVERTING AN ITEM TO TEXT 49
CONVERTING AN ITEM TO TEXT
To convert an item to text, you first scan it into PaperPort. You can use
OCR to convert text from either Desktop View or Page View.
You can also convert an item using the ScanDirect Control Panel. See
Chapter 6, “Using ScanDirect,” for details.
To convert an item from Desktop View:
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You can also
click the word
processing link
icon.
3. When the
word processing
link icon is
highlighted,
release the
mouse button.
▼ NOTE: This sample shows the steps for using PaperPort’s built-in
TextBridge OCR software and sending the converted text directly to
a word processing application, in this case Word. If you have other
OCR software on your computer, you send the text to it instead. You
can also configure the word processing link to send text to the other
OCR application.
50 CHAPTER 7: CONVERTING A SCANNED ITEM TO TEXT
If the item is a stack, all pages are converted. To convert a single page of
a stack, use the Unstack1 button on the Command Bar to unstack the
page first, and then convert it.
Instead of using the word processing link icon, you can also choose
Links from the File menu, and then choose the name of your word
processing software. The conversion process begins.
4. The OCR
software shows a
progress window
while the
conversion is in
process.
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5. When the
conversion is
complete, the
word processing
application
opens and you
can begin editing
the text.
1. Display the item
in Page View that
you want to
convert.
2. From the File
menu, choose
Links.
3. Choose the name
of your word
processing
software.
CONVERTING AN ITEM TO TEXT 51
▼ NOTE: PaperPort’s built-in TextBridge OCR software has an option
to convert text to HTML format so that you can display the text on
an Internet web page.
To convert an item to text from Page View:
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The OCR conversion begins. If the item is a stack, all of its pages are
converted. To convert a single page of a stack, unstack that page from
the stack first, then convert it.
52 CHAPTER 7: CONVERTING A SCANNED ITEM TO TEXT
CONVERTING A PORTION OF A PAGE TO TEXT
If a page includes graphics and you convert it, the OCR software will try
to convert the graphics to text. The result will be a lot of unrecognized
characters on the page because the software can’t match text characters
with graphics. In that case, select those portions of the page that contain
only text, and convert that selected area.
To convert a portion of a page to text:
1. Display the page
in Page View.
2. Click the
Selection
tool on the
Annotation
Tool Bar.
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3. Drag around
the portion of
text you want to
convert.
4. From the Edit
menu, choose
Copy As Text.
5. The OCR
progress window
shows that the
conversion is
taking place.
CONVERTING A PORTION OF A PAGE TO TEXT 53
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The selected text
is copied to the
Clipboard.
6. Open the
application where
you want to paste
the text and
choose Paste from
that application’s
Edit menu.
54 CHAPTER 7: CONVERTING A SCANNED ITEM TO TEXT
CONVERTING A SCANNED SPREADSHEET
The process to convert a scanned spreadsheet is similar to converting a
page of text. In most cases the spreadsheet will retain it columnar
format, and the spreadsheet application will recognize number
characters as numbers if you want to update them.
To convert a spreadsheet from Desktop View:
1. Select the
spreadsheet to
convert. It can
be a single
spreadsheet or
a stack.
2. Drag the item
onto the
spreadsheet link
icon on the Link
Bar.
You can also click
the spreadsheet
link icon.
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3. When the
spreadsheet
link icon is
highlighted,
release the
mouse button.
This sample shows Microsoft Excel as your spreadsheet application, but
you could drag the spreadsheet onto any other spreadsheet icon on the
Link Bar.
Instead of using the spreadsheet link icon, you can also choose Links
from the File menu, and then choose the name of your spreadsheet
application.
4. When the
conversion is
complete, the
spreadsheet
application
opens and you
can begin editing
its text and
numbers.
CONVERTING A SCANNED SPREADSHEET 55
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To convert a spreadsheet in Page View, use the steps on page 51 that
explain how to convert an item from Page View, except choose the name
of the spreadsheet application instead of the word processor application.
RELATED TOPICS IN HELP
Convert an Item to Text
Manage and Use Other Links
PaperPort Basics, Using PaperPort Links
56 CHAPTER 7: CONVERTING A SCANNED ITEM TO TEXT
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CHAPTER 8
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 manually
fill in the fields on preprinted forms. With the Visioneer FormTyper
application, you can enter data using your computer and then print the
form. The end result is the preprinted form, filled with data as if you
had used a typewriter.
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This chapter explains how to:
■ Fill in a form using FormTyper
■ Use the FormTyper tools
■ Print a filled in form
57
58 CHAPTER 8: FILLING IN PREPRINTED FORMS WITH FORMTYPER
FILLING 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.
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3. When the
FormTyper link
icon is
highlighted,
release the mouse
button.
After a few moments while the software analyzes the form to find its
fields, the FormTyper window opens. The fields are underlined in blue,
and the cursor is at the first field to be filled in.
To fill in a form from Page View, choose Links from the File menu and
then choose Visioneer FormTyper from the Links menu. The
FormTyper application opens, and you can begin filling in the data
fields.
4. Begin typing data
if the cursor is at
the first field that
you want to fill in.
To type in any
other field, click
the field.
To add another
line to a field,
press Enter.
5. When you’re
finished typing
data in a field,
press the Tab key
or the left or right
arrow keys to
move to the next
field.
FILLING IN A FORM 59
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6. From the Form
menu, choose
Save to
PaperPort
Desktop As.
7. Type a name for
the filled-in form
and click OK.
If you make a mistake or need to edit the data, double-click the field
again. The cursor will be in the text and you can edit it.
After filling in all the fields, you must save the form.
▼ NOTE: It is a good idea to use the Save to PaperPort As command to
save the filled-in form as a separate item. If you modify the original
form in FormTyper and save it using the Save to PaperPort Desktop
command, another PaperPort application, such as PaperPort for
Macintosh, cannot read the form. Use the Save to PaperPort Desktop
command only if you don’t want to keep an original copy of the
form.
60 CHAPTER 8: FILLING IN PREPRINTED FORMS WITH FORMTYPER
The filled-in form appears as a new item on the PaperPort Desktop.
The original form
The filled-in form with
the new name that you
gave it.
Note that the filled-in
fields have the “A”
symbol indicating they
are filled with a text
annotation.
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FORMTYPER TOOLS
The FormTyper application has the “look-and-feel” of the PaperPort 4.0
Deluxe Software. Some of FormTyper’s tools are similar.
Form Navigator. If the form consists of more than one page, click the
left and right arrows to display the previous or next page. Click the
middle of the navigator (that says 2 of 3 in this example) to see the Go
To Page dialog box.
Zoom Navigator. Click the Plus magnifying glass to enlarge the image
of the form. Click the Minus magnifying glass to reduce the image.
Click Actual to see the image at its actual size.
Place Field. Click to manually place a field on the form. Then put the
cursor on the form, hold down the mouse button, and drag to create a
new field.
1. Select the filled-in
form.
2. Drag the form
onto the Printer
link icon on the
Link Bar.
PRINTING A FILLED-IN FORM 61
Auto-Find. Click to have FormTyper find all of the fields on the form
again. Use this button if you’ve deleted some fields and want to
automatically find them again.
PRINTING A FILLED-IN FORM
Once the filled-in form is saved to the PaperPort Desktop, you can print
it as you would any other scanned item.
To print the filled-in form:
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You can also click
the Printer link
icon.
3. When the Printer
link icon is
highlighted,
release the mouse
button.
RELATED TOPICS IN HELP
Fill In a Form
Working with Items in Page View
Working with Items on the PaperPort Desktop
62 CHAPTER 8: FILLING IN PREPRINTED FORMS WITH FORMTYPER
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CHAPTER 9
Annotating a Page
To communicate well, you need to draw the reader’s attention to
important information. When working with paper, you can highlight
text with highlighter markers, add post-it notes, and circle text with a
pen or pencil. With PaperPort, you can use these methods but in
electronic form.
This chapter shows how to:
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■ Select, move, and resize annotations
■ Cut, copy, paste, and crop sections of a page
■ Straighten a page that was originally scanned at an angle
■ Scroll quickly
■ Write notes on a page
■ Highlight sections of a page
■ Draw lines and arrows
■ Display and hide annotations
■ Print items
63
64 CHAPTER 9: ANNOTATING A PAGE
Here is an example of a page with some annotations.
Selection. Select an area to
copy, cut, paste, or crop.
Sticky Note. Add a note,
just like a post-it note.
Arrow. Point to important
information with a line or
arrow.
Highlight. Add a highlight
color.
Freehand. Circle or underline important information.
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Symbols on the thumbnail
indicate that the item has
annotations.
You can also tell if an item in Desktop View contains annotations
because they appear as small symbols on the thumbnails.
1. Click the tool on
the Annotation
Tool Bar.
2. Place the cursor
on the page. Its
shape will
indicate the tool
you selected.
3. Depending on the
tool you selected,
click or drag the
cursor to use the
tool.
USING THE ANNOTATION TOOLS 65
USING THE ANNOTATION TOOLS
The basic method to use the annotation tools is similar for each tool.
To use an annotation tool:
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TOOL SAMPLES
The following examples show how to use the annotation tools.
POINTER
Use the Pointer tool to select annotations on a page. Annotations must
be selected to move, resize, or edit them.
66 CHAPTER 9: ANNOTATING A PAGE
To use the Pointer tool to move, resize, or edit an annotation:
1. Click an
annotation to
select it.
2. To move the
annotation, put
the pointer inside
the selected area,
and drag the
annotation to a
new place.
3. To resize the
annotation, put
the pointer on one
of the selection
boxes, hold down
the mouse button,
and drag the
pointer.
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4. To edit the text in
an annotation,
double-click the
annotation. The
cursor is at the
start of the text.
SELECTION
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.
1. Drag to select an
area of the page.
2. Depending on
what you want to
do with the
selection, choose
Copy, Cut, Crop,
Delete, or Copy
As Text from the
Edit menu.
3. To paste the
selection to
another
document, open
it, and choose
Paste from the
Edit menu.
To use the Selection tool:
TOOL SAMPLES 67
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▼ TIP: Use this 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).
CUT 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; you can then move the image into place.
■ From Page View to the PaperPort Desktop. A new item is created on the
Desktop with the copied image on it.
■ From Page View to another application. The copied image appears on
the page in that application; you can then move that image to its
correct position in that application.
68 CHAPTER 9: ANNOTATING A PAGE
■ From another application to PaperPort. If the copied image is a
graphic, pasting it to the PaperPort Desktop creates a new item with
the image on it. Pasting to the Page View puts that image on the page
being displayed. If the copied material is text, it can be pasted to a
PaperPort sticky note or mark-up note, but copied text cannot be
pasted directly to a thumbnail on the PaperPort Desktop.
▼ NOTE: Another copy and paste option is the Copy As Text
command in the Edit menu. PaperPort converts the selection to text
at the same time it copies the text to the Clipboard.
STRAIGHTEN PAGE
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.
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2. When you
release the
mouse button,
the PaperPort
software
straightens the
whole page
along the line
you drew.
TOOL SAMPLES 69
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1. Put the hand
pointer on the
page.
2. Drag the mouse.
The page image
moves as you
move the mouse.
PAN
Use the Pan tool to quickly scroll an image, up, down, left, or right.
To use the Pan tool:
70 CHAPTER 9: ANNOTATING A PAGE
STICKY NOTE
Use the Sticky Note tool to write a resizable note at any place on the
page. You can also “collapse” the note so it doesn’t cover any information
on the page.
To write a note with the Sticky Note tool:
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1. Click the page.
2. Type the note in
the text box that
appears.
1. To collapse all the
sticky notes on a
page, select any one
of the notes first.
2. From the
Annotations
menu, choose
Collapse Sticky
Notes.
3. To see the notes
again, select any
note, then choose
Expand Sticky
Notes from the
Annotations
menu.
The insertion point is ready
for you to begin typing.
As you type the
note, the box
expa
nds to fit the
amount of text...
The Collapsed Note icon
indicates a Sticky Note is at
that position on the page.
1. Click the page
where you want
to type text.
TOOL SAMPLES 71
MARK-UP
Use the Mark-Up tool to add a line of text to the page.
To write a note with the Mark-Up tool:
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…
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2. Type a line of
text.
■ Hold down the
mouse button
and drag the
Highlighter tool
over the area you
want to highlight.
…instead create another mark-up box and type your text.
HIGHLIGHTER
Use the Highlighter tool to highlight any part of a page with a color.
To highlight a portion of a page:
FREEHAND
Use the Freehand tool to draw freehand marks, for example, circle text
or underline important sentences.
■ Hold down the
mouse button
and draw a line
around the area
you want to
emphasize.
To draw freehand lines on a page:
72 CHAPTER 9: ANNOTATING A PAGE
To change the line width of an existing line, select it, then choose Line
Width from the Annotations menu and choose a new line width.
To change the width for new lines that you want to draw, click the
Freehand tool or Arrow tool, choose Line Width from the Annotations
menu and then choose a new width. Existing lines will not be affected.
▼ NOTE: Changing the line width affects both the Arrow tool and
Freehand tool.
ARROW
Use the Arrow tool to draw straight lines, with or without arrowheads,
to point to specific parts of a page.
To draw straight lines with the Arrow tool:
1. Hold down the
mouse button
and drag to draw
a line or arrow.
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2. To add or remove
arrowheads when
you draw, choose
Line Arrowhead
from the
Annotations
menu.
DISPLAYING AND HIDING ANNOTATIONS
You can display items on 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. In Page View,
choose Show
Annotations
from the
Annotations
menu. The
checkmark means
the annotations
are visible.
2. To hide annotations, choose
Show Annotations again
from the Annotations
menu.
DISPLAYING AND HIDING ANNOTATIONS 73
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A page with visible annotations The same page with hidden annotations
74 CHAPTER 9: ANNOTATING A PAGE
PRINTING ITEMS
You can print any scanned item. If an item contains annotations that
you don’t want to include when it’s printed, remember to turn off the
annotations first.
To print an item:
1. Select the item.
It can be a single
item or a stack.
2. Drag the selected
item onto the
Printer link icon
on the Link Bar.
You can also just
click the Printer
link icon.
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3. When the Printer
link icon is
highlighted,
release the mouse
button.
You can also print by choosing Print from the File menu.
RELATED TOPICS IN HELP
Change Annotations
Create Annotations
Manage Annotations
PaperPort Basics, Page View
Print, Save, and Delete Items
CHAPTER 10
Filing Items in Folders
PaperPort’s filing system with folders is similar to the filing system that
you use with Windows, except the PaperPort folders are only for items
scanned or imported to the PaperPort Desktop.
This chapter shows how to:
■ Store items in folders
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■ Create new folders
■ Give folders titles
■ Store folders in folders
■ See the contents of folders
■ Find an item in a folder
75
76 CHAPTER 10: FILING ITEMS IN FOLDERS
The list of folders appears in Desktop View along the left side of the
window.
The list of folders
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▼ NOTE: You can add other folders to the list, give them new titles,
store folders within folders, and change their colors.
DRAGGING AND DROPPING ITEMS INTO FOLDERS
The easiest way to move an item into a folder is by dragging and
dropping the item into the folder.
You can file items one at a time, or you can file multiple selected items
all at the same time. Each folder can hold up to 200 items.
1. Click an item(s)
to select it.
2. Drag the selected
item into a folder.
3. When the folder is
highlighted,
release the mouse
button.
To drag and drop an item into a folder:
CREATING NEW FOLDERS 77
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You can also put the selected item into a folder using the Move to Folder
or Copy to Folder commands in the Desktop menu. The Copy to
Folder command files a copy of the item in the folder, but leaves the
original in its original folder.
CREATING NEW FOLDERS
You can add new folders to the main list, or add a folder within a folder
to create a sublist of folders. Each sublist can contain up to 100 folders,
and each folder can have up to five sublists.
For example, you could create a folder named Business and another one
named Vacation for your Travel folder. Then, you could keep all of your
business travel receipts in one and vacation travel receipts in the other.
78 CHAPTER 10: FILING ITEMS IN FOLDERS
To add a folder to the main list of folders:
1. Click PaperPort
Desktop.
2. From the File
menu, choose
New Folder.
3. Type the new
folder’s title, and
then click OK.
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To add a folder within another folder, click the folder instead of the
PaperPort Desktop. Choose New Folder from the File menu, and type a
title for the new folder.
1. Click a folder to
select it.
2. Click the folder’s
title to see the text
box for editing
the title.
GIVING FOLDERS NEW TITLES 79
GIVING FOLDERS NEW TITLES
Each folder must have a title. You can re-title any folder, including the
basic set of folders that you receive with PaperPort.
▼ NOTE: The PaperPort Desktop is not a folder and cannot be
renamed.
To give a folder a new title:
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3. Type the new title
and press the
Enter key or just
click elsewhere on
the PaperPort
Desktop.
You can also select the folder and choose Change Title from the File
menu.
DRAGGING AND DROPPING FOLDERS INTO FOLDERS
Folders can be stored in other folders by dragging and dropping one
folder into another.
80 CHAPTER 10: FILING ITEMS IN FOLDERS
▼ 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. When you’re finished creating the
folders, you can give each new one its own title. If the folder being
duplicated already contains items, they’re duplicated too.
To drag and drop one folder into another:
1. Click a folder to
select it.
2. Drag the selected
folder onto
another folder.
3. When the folder is
highlighted,
release the mouse
button.
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The plus sign indicates
the folder contains
other folders.
The minus sign
indicates the folder is
open and displaying
other folders.
You can tell when a folder has other folders in it because a small plus
sign appears next to a folder.
1. Click a folder to
see the items in it.
SEEING THE CONTENTS OF FOLDERS 81
SEEING THE CONTENTS OF FOLDERS
Desktop View displays the contents of the open folder. Thus, if you
open the Travel folder, you will see all of the scanned items stored in that
folder.
Opening one folder, closes the other open folder.
To see the items in a folder:
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You can also click
the Browse
button to see all
of the items in all
of the folders.
1. Click the plus
sign, or doubleclick the folder.
2. To close a folder,
click the minus
sign or doubleclick the folder.
To see the folders within a folder:
82 CHAPTER 10: FILING ITEMS IN FOLDERS
USING SIMPLESEARCH TO FIND AN ITEM
PaperPort’s SimpleSearch features help you find items scanned and
stored in folders. For example, if you recall the item’s title or keywords,
PaperPort can find the item based on them. However, PaperPort also
reads the entire text content of each scanned item and can find items
based on any words and phrases in the content. To use this powerful
search feature, make sure that the Content checkbox is selected on the
Find Item dialog box.
To use SimpleSearch to find an item in a folder:
1. In Desktop View,
choose Find Item
from the Search
menu.
2. Type the text that
you know will
identify the item.
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3. Select one or more
checkboxes to tell
PaperPort where
to search for the
text.
4. Select the buttons
to find just the
first, or all items
that have that text.
Clicking the Options tab in the dialog box displays 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 as
well.
Clicking the Update Index button tells PaperPort to read any scanned
items that haven’t been read yet. PaperPort reads the items and stores the
words and phrases in the content index (which is similar to the index of
this guide).
USING SIMPLESEARCH TO FIND AN ITEM 83
▼ NOTE: You may see messages that “indexing” is in progress and that
you shouldn’t quit the application. These messages mean that
PaperPort is still in the process of reading the textual content of some
scanned items and creating the index of their words and phrases.
Normally, if you wait a few moments, PaperPort finishes the process,
and you can then quit the application.
RELATED TOPICS IN HELP
Create Folders
Find Items and Folders
PaperPort Basics, Desktop View
Name and Organize Folders
Place Items in Folders
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84 CHAPTER 10: FILING ITEMS IN FOLDERS
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APPENDIX 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.
You can distribute PaperPort Viewer to others free of charge.
One way to send someone PaperPort Viewer is to attach the PaperPort
Viewer file to an e-mail message and then send that e-mail message
to the recipient.
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The PaperPort CD includes PaperPort Viewer for Windows. See the
installation guide that you received with your PaperPort scanner for
instructions about installing applications from the CD.
PaperPort Viewer is also available free on Visioneer’s web page. The
address is http://www.Visioneer.com. You can also get PaperPort Viewer
at many online services, such as America Online and CompuServe. For
example, on CompuServe, PaperPort Viewer is available under the
Office Automation Vendor Forum.
PaperPort Viewer has its own help information. Please see that help
information for a complete description of PaperPort Viewer and how to
use it.
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86 APPENDIX A: PAPERPORT VIEWER
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INDEX
A
Annotation Tool Bar 11, 21, 65
annotation tool samples 3, 65–72
annotations
collapse notes 70
copy and paste 67
hiding or displaying 73
how to create 65
samples 64
selecting 65–66
application link 4
archive link 18
Arrange button 24
Arrow tool 72
Auto-Find button 61
B
backup files 18
Browse button 23, 81
business card scan 15
C
Collapse Sticky Notes command 70
Command Bar 11, 15, 20, 23, 24
content, SimpleSearch 82
Contents checkbox 82
convert text 7, 49–52
copy annotations 67
Copy As Text command 53, 68
D
data, entering on a form 58
deselect an item 29
Desktop button 23
Desktop View 2, 20, 31
annotations 64
Command Bar 23
e-mail 38
folders 76, 81
switch to 23
titles 33
drag and drop
create a stack 28
folder in folder 79
item in folder 76
Duplicate button 24
E
e-mail link 5, 6, 35, 38
Excel 54
Export command 18
export item 11, 18
F
fax link 5, 35, 36
fax, ScanDirect 44
field
editing 59
finding 61
on a form 58
placing 60
Find button 23
find item, with SimpleSearch 9, 82
folders
adding to list 78
contents 81
definition 20
drag and drop 76
folders 79
dragging items 76–77
duplicating 80
in folders 9, 81
list of 76
minus sign 80
new folder 77, 79
plus sign 80
samples 8
selecting 79
form
fields 58
filling in 58
printing 61
saving 59
seeing in FormTyper 60
87
88 INDEX
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Form Navigator 60
FormTyper 6
print a form 61
sample 58
tools 60
Freehand tool 71
G
Go To Page 30
H
help 1
Highlighter tool 71
I
import item 10
indexing, SimpleSearch 83
Internet 5, 11, 39, 85
item
export 11, 18
fax with ScanDirect 44
filing in a folder 8
finding 9, 82
import 10
in
folder 81
FormTyper 60
print 74
rotate 23
saved 18
scanning 14
scanned at an angle 68
selecting and deselecting 29
selecting multiple 29
send
as e-mail 38
as fax 36
title 17, 32
unstacking 31
L
letter, signature on 67
line width 72
Line Widths command 72
Link Bar 4–7, 11, 20, 21, 74
link, creating manually 4
Links menu 35, 37, 39, 50, 54, 58
M
Mark-Up tool 71
minus sign, folders 80
N
Netscape Navigator e-mail link 5, 39
Next button 24, 25
notes, sticky
collapse 70
on a page 70
O
OCR 7, 47
definition 47
sample 48
OLE 25
OLE Return button 25
One-Minute Guide 1
online Help 1
Optical Character Recognition, See OCR
P
page
arrows 72
convert portion to text 52
highlight sections 71
note 71
scanned at an angle 68
Page button 22, 23
Page menu 30
Page Navigators 30
Page View 2, 21
Command Bar 24
convert text 51
fax item 37
FormTyper 58
switch to 22
Pan tool 69
paper return 15
PaperPort CD 1
INDEX 89
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PaperPort Desktop 16, 20, 60
PaperPort Viewer 11, 85
paste
annotations 67
converted text 53
Per-Page Titles command 33
photo scan 15
Place Field button 60
plus sign, folders 80
Pointer tool 65
Previous button 24
print items 74
Printer link icon 74
R
right mouse button 12
Rotate button 23
S
Save to PaperPort As command 59
scan
page 14
photo 15
preview 14
straight through 15
Scan button 25
Scan Settings 8, 15, 16
ScanDirect Control Panel 7, 35, 42
about button 43
convert text 49
fax an item 44
help 43, 45
icons 43
preferences 45
scan multiple pages button 43
scan single page button 43
scroll arrows 43
starting 41
scroll quickly 69
search for item 9
select an item 29
Selection button 52
Selection tool 66
Settings button 23
shortcuts, right mouse button 12
signature, copy to a letter 67
SimpleSearch 9, 82
indexing 83
spreadsheet
converting 54
link 54
stack 21
convert text 50
creating 27
definition 27
drag and drop 28
seeing pages in 30
title 32
unstacking 31
Stack button 24, 28
stack sample 3
Status Bar 20, 21
Sticky Note tool 70
Straighten Page tool 68
T
text
convert 47, 49
convert a portion 52
convert with OCR 7
paste converted 53
text content, of item 82
TextBridge OCR software 47, 49
thumbnail 20
annotations 64
definition 2
title 17
folder 78
item 28, 32
stack 28, 32
U
unstack all pages 32
Unstack button 24
unstack one page 31
unstack pages 31
Unstack1 button 24, 50
90 INDEX
V
Viewer, PaperPort 85
Visioneer web site 11, 85
W
Windows taskbar 42
WinFax PRO 37, 38
word processing
application 50
link icon 49
writing notes 70
Z
Zoom In button 25
Zoom Navigator 60
Zoom Out button 25
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