Nuance PAPERPORT 4.0 FOR WINDOWS User Manual

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T A B L E O F C O N T E N T S

Chapter 1: Welcome to the PaperPort Software . . . . . . . . . . . . . . 1

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 Scan It and E-Mail It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Convert Scanned Text into Text That You Can Edit . . . . . . . . . 6 Scan to Get the Best Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Organize Items in Personal Folders . . . . . . . . . . . . . . . . . . . . . . . 7 Import Items From Other Applications . . . . . . . . . . . . . . . . . . . . 8 Export Items in Other Formats . . . . . . . . . . . . . . . . . . . . . . . . . . 8 View PaperPort Items on an IBM PC or Macintosh . . . . . . . . . . 8 Customize PaperPort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Right Mouse Button Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Chapter 2: Scanning Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Scanning a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Scanning a Business Card or Photo . . . . . . . . . . . . . . . . . . . . . . 13 Why You Don’t Need to Save a Scanned Item . . . . . . . . . . . . . 15

Chapter 3: Viewing Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Desktop View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Switching Between Desktop View and Page View . . . . . . . . . . . 20

Using the Command Bar in Desktop View . . . . . . . . . . . . . . . . 21

Using the Command Bar in Page View . . . . . . . . . . . . . . . . . . . 22

Chapter 4: Stacking Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Combining Items into Stacks . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Using Drag and Drop to Create Stacks . . . . . . . . . . . . . . . . 26 Selecting and Deselecting Items . . . . . . . . . . . . . . . . . . . . . 27 Moving Between Stacked Pages . . . . . . . . . . . . . . . . . . . . . . . . . 27 Unstacking Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Giving Titles to Items and Stacks . . . . . . . . . . . . . . . . . . . . . . . 30

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Chapter 5: Sending a Fax or E-Mail Message . . . . . . . . . . . . . . . 33

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Sending a Scanned Item as a Fax . . . . . . . . . . . . . . . . . . . . . . . . 34

Sending a Scanned Item with an E-Mail Message . . . . . . . . . . . 36

Chapter 6: Converting a Scanned Item to Text. . . . . . . . . . . . . . 39

What is OCR? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Converting an Item to Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Converting Part of a Page to Text . . . . . . . . . . . . . . . . . . . . . . . 43

Converting a Scanned Spreadsheet . . . . . . . . . . . . . . . . . . . . . . 44

Chapter 7: Annotating a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Using the Annotation Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Tool Samples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Pointer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Straighten Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Pan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Sticky Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Mark-Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Highlighter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Freehand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Arrow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Displaying and Hiding Annotations . . . . . . . . . . . . . . . . . . . . . 56

Printing Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Chapter 8: Filing Items in Folders . . . . . . . . . . . . . . . . . . . . . . . 59

Dragging and Dropping Items into Folders . . . . . . . . . . . . . . . . 60

Creating New Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Giving Folders New Titles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Seeing the Contents of Folders . . . . . . . . . . . . . . . . . . . . . . . . . 63

Finding an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Appendix A: PaperPort Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

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C H A P T E R 1

Welcome to the

PaperPort Software

Welcome to the PaperPort software. This guide explains how to use the main features of your PaperPort software. In addition to this guide, you can get more information from a variety of sources, as shown in this figure.

EXPLORE

PAPERPORT

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.

Online 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.

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CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE

Contents

 

 

NOTE: To see the One-Minute Guide and Online Help, you should first install the PaperPort 4.0 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.

VIEW SCANNED ITEMS TWO WAYS

PaperPort provides two ways to view items: the Desktop View and Page View. Desktop View displays a thumbnail, a small graphic that represents each item on the PaperPort Desktop. Page View displays a close-up of a single page.

Desktop View displays

Page View displays each

items as thumbnails.

item as a full page.

ADD NOTES, HIGHLIGHT AREAS, AND MARK-UP A PAGE

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ADD NOTES, HIGHLIGHT 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.

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.

COMBINE 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 7/9/96.

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A single page

Stacks

Link Bar

LINK TO MANY OTHER APPLICATIONS

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PaperPort automatically recognizes many other applications on your computer and creates a “working link” to them. The Link Bar at the bottom of the 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 feature. See the Online Help for more information about creating links.

SCAN IT AND FAX IT

SCAN IT AND FAX IT

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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 the Desktop View.

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 will start and you can send the item as a fax.

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.

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CONVERT SCANNED TEXT INTO TEXT THAT YOU

CAN EDIT

A word processor link icon. Dragging an item onto it starts PaperPort’s built-in OCR application, or you can use your own.

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. The text is converted using either the optical character recognition (OCR) application provided with PaperPort, or your own 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 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.

ORGANIZE ITEMS IN PERSONAL FOLDERS

The following sample shows the Scan Settings dialog box.

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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 also rename folders to create your own set. To store scanned items in folders, you simply drag-and-drop the items onto the folder.

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Personal file folders in

PaperPort

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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

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 MACINTOSH

VIEW PAPERPORT ITEMS ON AN IBM PC OR

MACINTOSH

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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.

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.

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 of commands for the item.

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You can choose from that menu instead of the menus at the top of the window. 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 file.

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C H A P T E R 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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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.

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SCANNING A PAGE

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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.

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:

 

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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.

3.Click Settings on the Command Bar, or from the Edit menu, choose

Preferences.

SCANNING A BUSINESS CARD OR PHOTO

SCANNING A BUSINESS CARD OR PHOTO

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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:

14 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.

 

Movers

Consolidated

 

John

Smythe

Blvd.

Forbes

1212

 

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.

WHY YOU DONT NEED TO SAVE A SCANNED ITEM

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The business card

Initially a newly-scanned item will be named “Untitled.” To give the item a title, see “Giving Titles to Items and Stacks” on page 30.

NOTE: Remember to reset the scan settings if you will be scanning another type of item.

WHY YOU DONT 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.

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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

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

Use the Scanner

Work with Items on the PaperPort Desktop

Clean and Straighten Scanned Items

Print, Save, and Delete Items

Import and Export Files

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C H A P T E R 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 the:

Desktop View

Page View

Command Bar in both views

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DESKTOP VIEW

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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

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, and delete folders.

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 Page View.

PAGE VIEW

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A stack—After scanning multiple pages, you can combine the thumbnails of those pages into a stack. For example, if you scan a 10-page report, 10 individual pages appear on the PaperPort Desktop. 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, 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.

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.

Command Bar

Annotation Tool Bar

Status Bar

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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 7, “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.

To view an item in Page View:

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 just double-click the item to see it in Page View.

USING THE COMMAND BAR IN DESKTOP VIEW

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To switch from Page View to Desktop View:

Click the Desktop button.

You can also choose Desktop View from the View menu.

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, it will be gray, and clicking it won’t have any affect.

Desktop. Switch from Page View to Desktop View.

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.

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