Nuance PAPERPORT 5.0 User Manual

PaperPort 5.0 Software

User’s Guide

FOR MACINTOSH

COPYRIGHT INFORMATION

PaperPort 5.0 Software for Macintosh. Copyright ©1997 Visioneer, Inc. All rights reserved. Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under the copyright laws. AnyPort, AutoFix, AutoLaunch, FormTyper, MicroChrome, PaperEnable, PaperLaunch, PaperPort, PaperPort Deluxe, PaperPort ix, PaperPort Links, PaperPort

mx, PaperPort PowerBar, PaperPort vx, PaperPortation, PaperPort Strobe, ScanDirect, SimpleSearch, SharpPage, and Visioneer are trademarks of Visioneer, Inc. PaperPort, Paper-driven, and the Visioneer logo are registered trademarks of Visioneer, Inc.

Apple, the Apple logo, AppleLink, LaserWriter, and Macintosh are registered trademarks of Apple Computer, Inc. Finder and QuickDraw are trademarks of A pple Computer, Inc. All other products mentioned herein may be trademarks of their respective companies.

Information is subject to change without notice and does not represent a commitment on the part of Visioneer, Inc. The software described is furnished under a licensing agreement. The software may be used or copied only in accordance with the terms of such an agreement. It is against the law to copy the software on any medium except as speciﬁcally allowed in the licensing agreement. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, or translated to another language, for any purpose other than the licensee’s personal use and as speciﬁcally allowed in the licensing agreement, without the express written permission of Visioneer, Inc.

Part Number: 05-0228-000 Photo Credits: Tony Martin

Restricted Rights Legend

Use, duplication, or disclosure is subject to restrictions as set forth in contract subdivision (c)(1)(ii) of the Rights in Technical Data and Computer Software Clause

52.227-FAR14. Material scanned by this product may be protected by governmental laws and other regulations, such as copyright laws. The customer is solely responsible for complying with all such laws and regulations.

Visioneer’s Limited Product Warranty

If you ﬁnd physical defects in the materials or the workmanship used in making the product described in this document, Visioneer will repair, or at its option, replace, the product at no charge to you, provided you return it (postage prepaid, with proof of your purchase from the original reseller) during the 12-month period after the date of your original purchase of the product.

THIS IS VISIONEER’S ONLY WARRANTY AND YOUR EXCLUSIVE REMEDY CONCERNING THE PRODUCT, ALL OTHER REPRESENTATIONS, WARRANTIES OR CONDITIONS, EXPRESS OR IMPLIED, WRITTEN OR ORAL, INCLUDING ANY WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON- INFRINGEMENT, ARE EXPRESSLY EXCLUDED. AS A RESULT, EXCEPT AS SET OUT ABOVE, THE PRODUCT IS SOLD “AS IS” AND YOU ARE ASSUMING THE ENTIRE RISK AS TO THE PRODUCT’S SUITABILITY TO YOUR NEEDS, ITS QUALITY AND ITS PERFORMANCE,

IN NO EVENT WILL VISIONEER BE LIABLE FOR DIRECT, INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES RESULTING FROM ANY DEFECT IN THE PRODUCT OR FROM ITS USE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

All exclusions and limitations in this warranty are made only to the extent permitted by applicable law and shall be of no effect to the extent in conﬂict with the express requirements of applicable law.

FCC Radio Frequency Interference Statement

This equipment has been tested and found to comply with the limits for the class B digital device, pursuant to part 15 of the FCC Rules. These limits are designed to provide reasonable protection against interference in a residential installation. This equipment generates, uses and can radiate radio frequency energy and if not installed, and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equirpment off and on, the user is encouraged to try and correct the interference by one or more of the following measures:

• Reorient or relocate the recemng antenna.

• Increase the separation between the equipment and receiver.

• Connect the equipment into an outlet on a circuit different from that to which the receiver is connected.

• Consult the dealer or an experienced radio/TV technician for help. This equipment has been certiﬁed to comply with the limits for a class B computing device, pursuant to FCC Rules. In order to maintain compliance with FCC

regulations, shielded cables must be used with this equipment. Operation with non-approved equipment or unshielded cables is likely to result in interference to radio and TV reception. The user is cautioned that changes and modiﬁcations made to the equipment without the approval of manufacturer could void the user's authority to operate this equipment.

This device complies with part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation.

Chapter 1: Welcome

Features at a Glance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

What’s Next . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Chapter 2: Scanning Items

Choosing a Target Application and Scanning . . . . . . . . . . . . . 10

Using the ScanDirect To Menu . . . . . . . . . . . . . . . . . . . . 11

Using the Scan Settings Dialog Box . . . . . . . . . . . . . . . . . 11

Using ScanDirect Function Keys . . . . . . . . . . . . . . . . . . . 12

Selecting Scan Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Selecting PaperPort Desktop Scan Settings . . . . . . . . . . . 15

Selecting the Page Viewer Scan Settings . . . . . . . . . . . . . . 15

Selecting Photocopy Scan Settings . . . . . . . . . . . . . . . . . . 16

Selecting Fax Scan Settings . . . . . . . . . . . . . . . . . . . . . . . 17

Selecting E-Mail Scan Settings . . . . . . . . . . . . . . . . . . . . . 18

Selecting Word Processing Scan Settings . . . . . . . . . . . . . 19

Selecting Image Editing Scan Settings . . . . . . . . . . . . . . . 20

Selecting Other Application Scan Settings . . . . . . . . . . . . 21

Working with Scan Modes . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Scan Mode Samples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

About Bit Depth and Resolution . . . . . . . . . . . . . . . . . . . 24

Selecting Predefined Scan Modes or Creating Your Own . 25

Scanning Color and Grayscale Items . . . . . . . . . . . . . . . . 28

Scanning to Get the Best Image . . . . . . . . . . . . . . . . . . . . . . . 29

Changing Brightness and Contrast . . . . . . . . . . . . . . . . . 30

Straightening Pages and Removing Black Edges . . . . . . . . 30

Setting the Compression . . . . . . . . . . . . . . . . . . . . . . . . . 31

Setting Paper Insertion Delay and Edge Detection . . . . . . . . . 32

Turning the Communications Port On and Off . . . . . . . . . . 33

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

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Chapter 3: Viewing Items

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Viewing Items on the PaperPort Desktop . . . . . . . . . . . . . . . . 36

Starting and Quitting the PaperPort Desktop . . . . . . . . . 37

Moving Items on the PaperPort Desktop . . . . . . . . . . . . . 38

Viewing Items by Icon or Name . . . . . . . . . . . . . . . . . . . 39

Working in the Page Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Starting and Quitting the Page Viewer . . . . . . . . . . . . . . . 41

The Annotation Tool Bar . . . . . . . . . . . . . . . . . . . . . . . . 42

Displaying and Hiding the Annotation Tool Bar . . . . . . . 43

Zooming In or Out on a Page . . . . . . . . . . . . . . . . . . . . . 43

Arranging the Page Viewer Windows . . . . . . . . . . . . . . . . 44

Navigating Between Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Switching Between the PaperPort Desktop and

Page Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Chapter 4: Filing Items into Folders

. . . . . . . . . . . . . . . . . . . . 47

Displaying Folders and Items . . . . . . . . . . . . . . . . . . . . . . . . . 48

Renaming Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Filing Items Into Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Creating Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Adding a Favorite Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Removing a Favorite Folder . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Locating Favorite Folders and Items . . . . . . . . . . . . . . . . . . . . 55

Finding Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Chapter 5: Working with Stacks

. . . . . . . . . . . . . . . . . . . . . . . . 61

Stacking Items on the PaperPort Desktop . . . . . . . . . . . . . . . 62

Using Drag and Drop to Create Stacks . . . . . . . . . . . . . . 62

Using the Stack Command . . . . . . . . . . . . . . . . . . . . . . . 63

Moving Between Pages in a Stack . . . . . . . . . . . . . . . . . . . . . . 64

Unstacking Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Reordering Pages in a Stack . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Inserting a Page into a Stack . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Duplicating Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Creating Stacks When You Scan . . . . . . . . . . . . . . . . . . . . . . 68

Chapter 6: Fine-Tuning Images

. . . . . . . . . . . . . . . . . . . . . . . . 69

Straightening and Trimming Pages . . . . . . . . . . . . . . . . . . . . 69

Cleaning Black-and-White Pages . . . . . . . . . . . . . . . . . . . . . . 70

Rotating Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Sharpening the Focus of an Image . . . . . . . . . . . . . . . . . . . . . 72

Adjusting and Enhancing Images . . . . . . . . . . . . . . . . . . . . . . 73

Adjusting a Picture with the Picture Wizard . . . . . . . . . . 74

Automatically Adjusting a Picture . . . . . . . . . . . . . . . . . . 76

Adjusting a Picture Yourself . . . . . . . . . . . . . . . . . . . . . . . 76

Undoing an Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Chapter 7: Annotating Items

. . . . . . . . . . . . . . . . . . . . . . . . . . 81

A Look at the Annotation Tools . . . . . . . . . . . . . . . . . . . . . . . 82

Copying, Cutting, and Pasting PaperPort Images . . . . . . . . . . 83

Adding Images from Other Applications . . . . . . . . . . . . . . . . 84

Cropping a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Working with Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Adding Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Collapsing and Expanding Notes . . . . . . . . . . . . . . . . . . . 87

Highlighting Information . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Adding Freehand Annotations . . . . . . . . . . . . . . . . . . . . . . . . 90

Drawing Lines and Arrows . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Fine-Tuning Annotations . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Selecting the Font and Color . . . . . . . . . . . . . . . . . . . . . . 93

Editing Annotation Text . . . . . . . . . . . . . . . . . . . . . . . . . 95

Moving and Resizing Annotations . . . . . . . . . . . . . . . . . . 95

Copying, Cutting, and Pasting Annotations . . . . . . . . . . . . . . 96

Displaying and Hiding Annotations . . . . . . . . . . . . . . . . . . . . 97

Finding Annotations in the Page Viewer . . . . . . . . . . . . . . . . 97

Deleting Annotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Filling in Forms and Adding Text Using the

Mark-Up Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Filling in Forms Using the FormTyper Software . . . . . . . . . 101

Chapter 8: Importing, Saving, and Deleting Items

. . . . . . . . 103

Importing Files from Other Applications . . . . . . . . . . . . . . . 103

Using Drag and Drop . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Importing an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Opening an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Printing from Other Applications . . . . . . . . . . . . . . . . . . . . 107

Saving Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Saving Items in Other Formats . . . . . . . . . . . . . . . . . . . . . . 109

Deleting Folders and Items . . . . . . . . . . . . . . . . . . . . . . . . . 111

Chapter 9: Using the Link Bar

. . . . . . . . . . . . . . . . . . . . . . . . 113

What Is the Link Bar? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Basic Steps for Using the Link Bar . . . . . . . . . . . . . . . . . . . . 116

Photocopying an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Setting Photocopy Preferences . . . . . . . . . . . . . . . . . . . . 117

Photocopying (Printing) Items . . . . . . . . . . . . . . . . . . . . 118

Sending an Item as an Electronic Fax . . . . . . . . . . . . . . . . . . 119

Setting Fax Preferences . . . . . . . . . . . . . . . . . . . . . . . . . 119

Sending an Item as a Fax . . . . . . . . . . . . . . . . . . . . . . . . 120

Sending an Item as an E-Mail Message . . . . . . . . . . . . . . . . . 121

Setting E-Mail Preferences . . . . . . . . . . . . . . . . . . . . . . . 121

Sending an Item by Using E-Mail . . . . . . . . . . . . . . . . . 122

Displaying E-Mail Messages Sent from PaperPort . . . . . 123

Working with a Word Processing Link

(and OCR Software) . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Setting Preferences for the Provided OCR Software . . . . 125

Setting Preferences for a Word Processing Link . . . . . . . 126

Sending an Item to a Word Processor . . . . . . . . . . . . . . 127

Getting the Best OCR Results . . . . . . . . . . . . . . . . . . . . 128

Sending an Item to an Image Editor . . . . . . . . . . . . . . . . . . . 129

Setting Image Editor Preferences . . . . . . . . . . . . . . . . . . 129

Sending an Item to an Image Editing Application . . . . . 130

Managing the Link Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Setting Link Bar Preferences . . . . . . . . . . . . . . . . . . . . . 131

Showing and Hiding the Link Bar . . . . . . . . . . . . . . . . . 132

Starting and Quitting the Link Bar . . . . . . . . . . . . . . . . 132

Adding Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Deleting Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

Showing or Hiding Link Icons on the Link Bar . . . . . . . 135

Reordering Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Glossary

Index

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

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CHAPTER 1

Welcome

Welcome to Visioneer’s award-winning PaperPort software with which you can annotate, organize, ﬁle, adjust, and ﬁnd scanned items. This guide explains how to use the PaperPort software. In addition to this guide, you can get more information from a variety of sources:

Table

EXPLORE

APERPORT

PaperPort CD

Your source for installing additional software that works with the PaperPort software and printing the documentation.

▼

TIP: You can also directly access Visioneer’s Web site for information

and support. Assuming you have an I nternet pr o vider and that Netscape Navigator is installed on y our computer, choose Go T o PaperPort on the Web from the Visioneer menu. Otherwise, you can ﬁnd us at http://www.Visioneer.com.

One-Minute Guide

An online tour of the PaperPort software features.

PaperPort Getting Started Guide

The fastest way to get acquainted with the PaperPort software and start using it.

PaperPort Installation Guide

Information about how to install the software and connect and use your scanner.

Help

Everything you want to know about the

PaperPort software—“how-to” procedures,

dialog box reference, and troubleshooting

advice. Choose PaperPort Help from the

Visioneer menu

EATURES AT A GLANCE

This section gives you a quick look at the key features of the PaperPort software.

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Choose a target application from the ScanDirect To menu or just press a ScanDirect function key.

Scan many types of items.

The scanner can scan most paper items, including newspaper clippings, reports, magazine articles, brochures, letters, memos, receipts, canceled checks, business cards, photographs, and line art.

SALES

REPORT

FAX

Scan items directly to other applications. With ScanDirect you can

scan items directly to different applications—the PaperP ort Desktop, the Page Viewer , electr onic fax software, e-mail softwar e, a wor d processor, an image editor, and more. You can scan an item directly to any PaperPortsupported application on your computer while simultaneously saving a copy on your hard disk for later use.

1: Welcome

Select the best scan setting for the item and its use.

With the PaperPort software, you select the scan setting that is best for a particular type of item and how you want to use that item. You can select a scan setting for storing color photos, ﬁling articles, editing text (OCR), faxing items, making photocopies, and ﬁling business cards. You can also customize a mode or create a new mode.

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PaperPort Desktop

View items in two ways.

With the PaperPort software, you can view items in two ways: on the PaperPort Desktop or in the Page Viewer. The PaperPort Desktop displays a

thumbnail

, a small graphic that represents each item. The Page Viewer displays a close-up of a single page at a time. (You can however, open multiple Page Viewer windows at the same time.) The PaperPort Desktop and the Page Viewer are separate applications that you can use alone or together.

Page Viewer

Features at a Glance

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Send items already on your computer to other linked applications.

If items already reside on your computer, you can send them directly to other applications by using the PaperPort Link Bar. For example, you can send an item to your electronic fax software or quickly convert an item into text by using your word processing application along with the optical character recognition (OCR) software that came with the PaperPort software. The Link Bar is a separate application that you can use alone or together with the PaperPort Desktop and the Page Viewer.

Send an electronic fax by dragging an item onto the Fax link icon.

Create your own ﬁling system.

To help you get organized, you can ﬁle PaperPort items into different folders. The Navigation pop-up menu on the PaperPort Desktop lets you easily navigate to different areas on your Macintosh computer. From the F older directory, you can select the folder containing the items you want to view. You can also create Favorite Folders—folders that you want to use often and that always appear on the PaperPort Desktop. The folders and PaperPort items that appear in the PaperPort Desktop navigation pane directly reﬂect the folders and items that you have on your Macintosh computer. That means you have the ﬂexibility of creating and managing folders from either the PaperP ort Desktop or the Macintosh desktop.

1: Welcome

Navigation pop-up menu.

Directory of folders for the location shown in the Navigation pop-up menu.

Navigation pane.

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Find items quickly.

After you ﬁle items safely into folders, y ou can easily ﬁnd them again by using the F ind D ocument command on the PaperPort Desktop. Additionally, you can identify

an item for quick retrieval by typing information in the Get Info dialog box to associate comments, keywords, or an author’s name with an item.

Features at a Glance

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ou can stack all types of items, such as photographs and artwork or pages of a document.

Combine single items into stacks.

Many items you scan will probably be more than one page. You can combine individual items into a multipage document called a

stack

. For example, to save receipts from a business trip, you scan the receipts, combine the receipts into a stack, and then stack the receipts on a scanned expense report. If you are creating a catalog of photographs, you can scan all the photographs to the PaperPort Desktop, and then catalog them using different stacks. You can stack single pages on the PaperPort Desktop or scan multiple items as a stack.

Import items from other applications on the PaperPort Desktop or in the P age Viewer.

In addition to scanning, you can convert items that are saved in other ﬁle formats into PaperPort items. Then you can use all of the PaperPort software features with those items. The following ﬁgure shows the various ways of converting items.

can an item.

Create a new item by printing from another Macintosh

1: Welcome

application to the PaperPort

Drag and drop an item from another application onto the PaperPort Desktop or Page Viewer Link Bar icon.

Import a file saved in another format, such as PICT, TIFF, GIF, or JPEG.

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Use the Highlighter tool to draw the reader’s attention to an area.

Circle information

ith the Freehand tool.

Use the electronic Note tool to add notes to an item.

Save items in other formats.

You can also save PaperPort items in other popular ﬁle formats, such as Joint Photographic Experts Group (JPEG) or Tag Image File Format (TIFF). For example, you can scan a photograph to the P aperPort Desktop and then save it as a JPEG. You can open that JPEG ﬁle in an application that reads JPEG ﬁles.

Add notes, highlight areas, and mark up a page.

With the Annotation tools in the P age V iew er, you can add a note, highlight text, draw lines or arrows, circle information, or ﬁll in preprinted forms. The following ﬁgure shows a sample of how you can use some of the Annotation tools.

Features at a Glance

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With Adjust Picture, you control the way a picture looks.

Fine-tune an image.

such as Picture Wizard and Adjust Picture to ﬁne-tune the exposure, color, and tint of an image.

HAT’S NEXT

Use the Page Viewer image editing commands,

1: Welcome

It’s time to start using the PaperPort software. For information about installing the PaperPort software and using the scanner, see the

Installation Guide

software, see the information about a PaperPort feature, see the remaining chapters of this guide and the PaperPort Help.

NOTE:

▼

share PaperPort items with others even if they do not own the PaperPort software. Others can view PaperPort items by using PaperPort Viewer for Macintosh or Windo ws, which is fr eely available from Visioneer or many popular online services. (Do not install the PaperPort software and the PaperPort Viewer software on the same computer.)

. For a quick overview of how to use the PaperPort

PaperPort Getting Started Guide.

PaperPort Viewer, another application, makes it possible to

For more detailed

PaperPort

CHAPTER 2

Scanning Items

This chapter tells you how to use PaperPort ScanDirect features to scan items directly to the PaperPort Desktop, the Page Viewer, or any supported link application, such as electronic fax, image editing, or OCR software. Basically, all you need to do is:

• Choose a target application

• Scan the item

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The PaperPort software automatically selects appropriate scan settings for each application. However, you can customize the speciﬁc settings and scan modes. In this chapter, you will learn how to:

• Choose a target application

• Select scan settings

• Select a scan mode

• Select options to get the smallest ﬁle size or best quality image

• Set the paper insertion delay and edge detection

• Turn the communications port on and off

HOOSING A TARGET APPLICATION AND SCANNING

By default when you scan an item, the P aperPort software places an image of the item on the PaperPort Desktop and automatically saves a copy of the item to your hard disk. By using ScanDirect, you can send scanned items directly to a different target application, such as:

• The Page View er. Immediately see a close-up view of the scanned item. You can modify the image in the Page Viewer, and then save the changes.

• Photocopy. Make a copy of the scanned image on your printer.

• Electronic fax or e-mail software. Send a fax or attach an item to an e-mail message.

• Word processor. Display editable text automatically converted by the PaperPort OCR software.

• Image editor. Fine-tune and enhance a photograph or other art work.

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• Other third-party applications that display the “PaperPort Ready” logo.

• Any supported application installed on your computer.

There are several ways to select a ScanDirect target application:

• Don’t do anything. If you don’ t select a different target application, the PaperPort Desktop is the default target application.

• Choose an application from the ScanDirect To menu located under the Visioneer menu.

• Choose an application from the Scan Settings dialog box.

• Press a ScanDirect function key. The function key you press selects the target application.

• On the Link Bar , drag the link icon representing the target application into the area that says “ScanDirect To.”

2: Scanning Items

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SING THE SCANDIRECT TO MENU

Use the ScanDirect To menu as a fast way to select a target application and scan an item. This method is appropriate if you do not want to ﬁrst change scan settings or scan modes.

To use the ScanDirect To menu:

1. From the Visioneer menu (located below the Visioneer icon on the Macintosh desktop menu bar), choose the ScanDirect To submenu, and then choose a target application.

2. Insert the item into the scanner. The scanner scans the item. The PaperPort software converts the image into a compatible format for the target application and opens it in the target application.

USING THE SCAN SETTINGS DIALOG BOX

If you want to ﬁrst change settings or scan modes and then select a target application, use the Scan Settings dialog box to select scan settings and start the scan. For more information about scan settings, see “Selecting Scan Settings” later in this chapter.

Target Application pop-up menu.

Specific Page Viewer settings.

To use the Scan Settings dialog box:

1. From the Visioneer menu (located below the Visioneer icon on the Macintosh desktop menu bar), choose Scan Settings.

The Scan Settings dialog box appears.

Choosing a Target Application and Scanning

2. From the Target Application pop-up menu, choose an application. Scan settings and a scan mode appropriate for the application appear. In the previous ﬁgure, the Page Viewer settings appear.

3. Click OK.

4. Insert the item into the scanner. The scanner scans the item. The PaperPort software converts the image into a compatible format for the target application and opens it in the target application.

USING SCANDIRECT FUNCTION KEYS

The ScanDirect function keys are programmed keys that you can use to send a scanned item directly to an application. When y ou press a function key, the PaperPort software uses the scan settings associated with a function key’s target application. The keys are:

• F5 PaperPort Desktop. Sends the scanned item to the PaperPort

Desktop.

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• F6 Page Viewer. Sends the scanned item to the Page Viewer.

• F7 Photocopy. Prints a copy of the scanned item on your printer.

• F8 Fax. Sends the scanned item to your electronic fax software.

• F9 Word Processor. Converts the scanned item using the PaperPort

OCR software, and then opens the item in your word processor.

• F10 Image Editor. Sends the scanned item to the image editing

application supplied with the PaperPort software.

• F11 Settings. Displays the Scan Settings dialog box.

• F12 Show or Hide. Shows or hides the Link Bar on the Macintosh

desktop.

If you press function keys F5–F10, the application associated with the key becomes the selected ScanDirect target application in the ScanDirect To menu and on the Link Bar.

2: Scanning Items

The PaperPort software automatically selects applications for each key, including the word processor and image editor functions keys. However, you can change an application if you want, or you can disable the function keys.

To scan using a function key:

1. Press a ScanDirect function key.

2. Insert the item into the scanner. The scanner scans the item. The PaperPort software converts the image into a compatible format for the target application and opens it in the target application.

To set function key preferences:

1. From the Visioneer menu, choose Preferences. The Preferences dialog box appears.

2. From the Preferences pop-up menu, choose Other. The Other preferences appear.

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Selects a target word processor for the F9 function key.

Selects a target image editor for the F10 function key.

Activates the ScanDirect function keys.

3. To disable the function keys, deselect the Enable Function Keys checkbox.

Choosing a Target Application and Scanning

4. To select a word processor for the Word Processor function key , click the Text button. To select an image editor for the Image Editor function key, click the Image Editor button. A dialog box appears asking you to select the target application. The following ﬁgure shows the dialog box that appears when you choose a word processor. The applications available in the pop-up menu depend on the applications installed on your Macintosh computer.

Target pop-up menu.

5. From the Target pop-up menu, choose an application and click OK. The selected application name and icon appear in the Preferences dialog box.

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SELECTING SCAN SETTINGS

Each target application has a set of scan settings that deﬁnes the way the scanner works and how the PaperPort software handles the scanned image. The PaperPort software chooses default settings that are often the most appropriate for a target application. H o wever, if you want to change the settings, use the Scan Settings dialog box. This section tells you how to select scan settings for a speciﬁc target application. For information about selecting scan modes (also deﬁned in the Scan Settings dialog box), see “Working with Scan Modes” later in this chapter.

▼ TIP: There are three ways to display the Scan Settings dialog box:

(1) Press the button on the left side of the scanner to display the settings; (2) Choose Scan Settings from the Visioneer menu; (3) Press the F11 function key.

2: Scanning Items

Target Application pop-up menu.

Prompts for the next page when you want to scan a multi-page item, and then creates a stack of the pages on the PaperPort Desktop.

SELECTING PAPERPORT DESKTOP SCAN SETTINGS

If you want to scan several pages and automatically create a stack of the pages on the PaperPort Desktop, select the Multiple Scan option in the PaperPort Desktop scan settings.

To select PaperPort Desktop scan settings:

1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears.

2. From the Target Application pop-up menu, choose PaperPort Desktop. The PaperPort Desktop settings appear.

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Restores the default settings.

3. Select the scan settings you want to use and click OK.

SELECTING THE PAGE VIEWER SCAN SETTINGS

The Page Viewer scan settings provide options for creating a new item when you scan or stacking the scanned item onto an item currently open (active) in the Page Viewer.

Selecting Scan Settings

Target Application pop-up menu.

To select the Page Viewer scan settings:

1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears.

2. From the Target Application pop-up menu, choose the PaperPort Page View er . The Page Viewer settings appear.

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Creates a new item

hen you scan.

Restores the default settings.

Stacks the item that you scan onto the item currently displayed in the active Page Viewer window.

3. Select the scan settings you want to use and click OK.

SELECTING PHOTOCOPY SCAN SETTINGS

When you choose Photocopy as the target application, the PaperPort software scans a copy of the item to your printer software and prints the item, just like a photocopy machine.

2: Scanning Items

To select Photocopy scan settings:

1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears.

2. From the Target Application pop-up menu, choose Photocopy. The Photocopy settings appear.

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arget Application pop-up

menu. Prompts for the next page when

you want to print a multi-page item.

Displays the Print dialog box, so that you can make selections before you print.

Customizes the scan mode. Saves a copy to the Favorite

Folder you specify.

Shrinks images that have printable material extending to the edge of the paper, so that the entire image is printed.

3. Select the scan settings you want to use and click OK.

SELECTING FAX SCAN SETTINGS

The Fax scan settings let you choose a fax package and other fax features. This feature is available only if your computer has fax software and a modem.

Selecting Scan Settings

Prompts for the next page when you want to fax a multi-page item.

Shrinks images that have printable material extending to the edge of the paper, so that the entire image is printed.

To select Fax scan settings:

1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears.

2. From the Target Application pop-up menu, choose Fax. The Fax settings appear.

Saves a copy to the folder you choose.

Sets options specific to the fax software you use.

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Identifies the fax package you want to use.

Restores the default settings.

3. Select the scan settings that you want to use and click OK.

SELECTING E-MAIL SCAN SETTINGS

The E-Mail scan settings let you select the format of the attached scanned item. For example, if you choose PaperPort, the item is attached to the e-mail message as a PaperPort item. If the recipient does not have the PaperPort software or PaperPort Viewer, save the item in a different format.

To select E-Mail scan settings:

1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears.

2: Scanning Items

Prompts for the next page when you want to scan and send a multi-page item.

2. From the Target Application pop-up menu, choose the e-mail package you want to use. The e-mail settings appear. The following example shows settings for AOL mail.

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Selects the format for the attached item.

Use the Editing Text scan mode when you scan a document that you want to convert to editable text.

Saves a copy to the folder you choose.

3. Select the settings you want to use and click OK.

SELECTING WORD PROCESSING SCAN SETTINGS

When you select word processing scan settings, you select the format of the item that is sent to your word processing application.

To select word processing scan settings:

1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears.

2. From the Target Application pop-up menu, choose a word processing application. The word processing settings appear for the selected word processor. The following ﬁgure shows settings for ClarisWorks.

Select the format for the file that is sent to the word processor.

Selecting Scan Settings

Use the Storing

Photos scan mode

hen you scan a color

item.

3. Select the settings you want and click OK.

SELECTING IMAGE EDITING SCAN SETTINGS

With the image editing scan settings, you select the format of the item that is sent to your image editing application. The default scan mode for an image editor assumes you are scanning a color image.

To select Image Editing scan settings:

1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears.

2. From the Target Application pop-up menu, choose your image editing application. The image editing settings appear for the selected image editor. The following ﬁgure shows settings for PhotoEnhancer.

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Select the format for the file that is sent to the image editor.

3. Select the settings you want and click OK.

2: Scanning Items

SELECTING OTHER APPLICATION SCAN SETTINGS

In addition to the previously mentioned applications, you can scan items directly to other supported applications on your Macintosh computer. Many of your applications automatically appear in the ScanDirect To menu and the Scan Settings dialog box. The PaperPort software selects logical default scan settings for each application, such as selecting a word processor ﬁle format for a target word processing application. You can change the settings for a target application in the Scan Settings dialog box, if you want.

▼ NOTE: If an application name does not appear in the ScanDirect To

menu and Scan Settings dialog box, and it is supported by the PaperPort software, you can add it as an application link. After adding it as a link, its name appears in the ScanDirect To menu and Scan Settings dialog box. For more information, see Chapter 9, “Using the Link Bar.”

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WORKING WITH SCAN MODES

The scan mode helps to deﬁne each target application’s scan settings.

Usually, you do not need to change the scan mode associated with a target application. But at times, you may want to select a different mode or

create a new mode. For example, assume you want to make a photocopy of a color document. The mode associated with Photocopy scans in black and white. To scan a color page and then print it on a color printer, you should select Storing Photos for the Photocopy target application.

From the Scan S ettings dialog box, you can select predeﬁned scan modes, customize predeﬁned scan modes, and create new scan modes. The scan mode determines the sharpness of the image and the number of possible shades of gray or color. These selections affect the speed of the scan and the ﬁle size. The following table describes the different predeﬁned scan modes.

Working with Scan Modes

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Scan Mode Setting

Filing Articles

Editing Text (OCR)

Filing Business Cards

Making Photocopies

To Scan Description

Newspaper and magazine articles, receipts, forms, and other text items

Business letters, contracts, memos, and other documents that you want to edit

Business cards and other documents with small or ﬁne text

Pages with many graphics, or mixed graphics and text, line art, or photos that require a quick scan

Provides the fastest scan time and smallest ﬁle size. This is the PaperPort software default setting for scanning to the PaperPort Desktop.

Enhances the use of OCR software for converting image text to editable text. Provides higher quality and a larger ﬁle size than the Filing Articles scan mode.

Provides the best setting for cards linked to other applications, such as a contact database. Pro vides the highest quality text setting.

Creates a reasonable scanned image in a ﬁle that is not too large.

2: Scanning Items

Storing Photos

Photographs and color images

Provides the ideal setting for color images, image editing, desktop publishing, and high-quality output. Results in a color scan with slower scan time and a larger ﬁle size.

SCAN MODE SAMPLES

Selecting the proper scan mode pr ovides the best scanned image. Here are some samples of items scanned at various scan modes:

The shell on the left was scanned with the Storing Photos setting, and the one on the right with the Filing Articles setting. As you can see, there is no appreciable difference in quality, because the shell is drawn in black and white. However, the file size is much greater if you use the Storing Photos mode. For this reason, Filing Articles is the more appropriate mode.

The original photo of the cow on the left was scanned with the Storing Photos setting. The image on the right is the same photo scanned with the Filing Articles mode. The Storing Photos mode is more appropriate.

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Dear Sir, In response to your recent ad in the Food Is Great Journal , I am

submitting my resume for your review.

The Filing Articles mode is the most appropriate for this letter because it has large, clear type and the 200 dpi resolution is sufficient. If the typeface were smaller, you would use the Filing Business Cards mode or Editing Text mode, which scans at a higher resolution.

Working with Scan Modes

ABOUT BIT DEPTH AND RESOLUTION

Two factors that deﬁne a scan mode are bit depth and resolution. Bit depth refers to the number of bits that the PaperP ort softwar e uses to

recreate the paper image on the screen. The greater the bit depth, the more colors and shades of gray that are possible in the image.

1 bit provides the fewest levels of gray and produces a black-and-white image that is best for letters and articles.

8 bit produces an image that can have up to 256 shades of gray or colors.

24 bit produces an image in millions of colors.

When you scan a color or grayscale image, the scanner reproduces the image’s colors or grayscale based on the bit depth setting.

Resolution refers to the sharpness of the image and is measured in dots per inch (dpi). The higher the dpi, the greater the image’s resolution. But as resolution increases, so does the ﬁle size and the length of time to scan an item. Therefore, use the higher dpi settings only when necessary.

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In addition to bit depth and resolution, the PaperPort software provides the SharpPage option. This option optimizes the scan for items that you scan in black and white (1 bit) and want to fax or convert using the PaperPort software’s OCR. SharpPage enhances the scan of an item that has colored text on colored background, so that the scanned image is more readable.

2: Scanning Items

SELECTING PREDEFINED SCAN MODES OR CREATING YOUR OWN

In the Scan Settings dialog bo x, y ou can select a different predeﬁned scan mode for a target application or you can customize a predeﬁned mode by selecting color, the number of grays, the resolution, or the brightness of the scan. You can also create new scan modes.

▼ CAUTION: If you change a predeﬁned scan mode, the changes are

applied to all target applications that use that scan mode. For example, if you change the Storing Photos mode, target applications such as image editors and the Page Viewer that are set by default to use the Storing Photos mode, will be changed to use the new customized mode. It’s a good idea to create a new mode for use with a speciﬁc application or speciﬁc use instead of modifying a predeﬁned mode.

To choose a predeﬁned scan mode:

1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears.

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Target Application pop-up menu.

Scan Mode pop-up menu.

Restores the default settings.

2. From the Target Application pop-up menu, choose the target application for which you want to set the scan mode. Settings for the application appear . The follo wing ﬁgur e shows the Page Viewer settings.

3. From the Scan Mode pop-up menu, choose the mode setting you want. Notice that when you select a setting, the description below it changes. For example, the previous ﬁgure shows the description for the Storing Photos mode (24 bit, 100 dpi).

4. Click OK.

Working with Scan Modes

Target Application pop-up menu.

Scan Mode pop-up menu.

Restores the default settings.

To customize a predeﬁned scan mode:

1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears.

2. From the Target Application pop-up menu, choose the application for which you want to set the scan mode. S ettings for the application appear. The following ﬁgure shows the settings for Making Photocopies.

Edit button. Customizes the scan mode.

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Number of Colors pop-up menu. Choose Color if you want to scan a color item. Choose Black & White to scan black-and-white items.

3. Click the Edit button. The Settings For dialog box appears so that you can select the bit depth (number of grays or color), brightness, and resolution. The following ﬁgure shows the Settings for the Making Photocopies dialog box.

Resolution pop-up menu.

4. Choose settings and click OK. The Scan Settings dialog box appears. The new settings now become the settings used by the Predeﬁned mode.

2: Scanning Items

▼ TIP: To revert to the original settings for a predeﬁned mode, click the

Defaults button.

To create a new scan mode:

1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears.

2. From the Target Application pop-up menu, choose the application for which you want to create a new scan mode. Settings for the application appear. (After you create a new mode, you can choose it for use with any application you want.)

3. If you want to base the new mode on a predeﬁned mode, choose the mode from the Scan Mode pop-up menu.

4. From the Scan Mode pop-up menu, choose Create. A dialog box appears asking you to name the new scan mode.

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5. Type a name and click OK. The Settings For dialog box appears. The following ﬁgure shows a new mode named Color Photocopies.

6. Select settings for the mode and click OK. The Scan Settings dialog box appears. The new scan mode appears in the Scan Mode pop-up menu.

Working with Scan Modes

To delete a created scan mode:

1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears.

2. From the Scan Mode pop-up menu, choose Delete. A dialog box appears asking you to select the scan mode you want to delete. You cannot delete predeﬁned scan modes.

3. Select the scan mode you want to delete and click OK. The scan mode is removed from the Scan Mode pop-up menu.

▼ NOTE: You cannot change the name of a created scan mode.

You must ﬁrst delete the scan mode, and then create it again.

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SCANNING COLOR AND GRAYSCALE ITEMS

By default, your scanner is set up to scan black-and-white items that you typically want to fax, ﬁle, or copy. All of the scan modes, except for Storing Photos, scan your items in black and white. If y ou want to scan color or grayscale items, you should either choose the Storing Photos mode for a target application, or change the scan mode Number of Colors to Grayscale (8 bit) for grayscale items and Color (24 bit) for color items.

▼ NOTE: For some target applications, such as PhotoEnhancer, Storing

Photos is the default mode. Therefore, you do not need to complete the following procedure to scan color items to this type of target application.

2: Scanning Items

To scan color or grayscale items:

1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears.

2. From the Target Application pop-up menu, choose the target application for which you want to set the scan mode. Settings for the application appear.

3. From the Scan M ode pop-up menu, choose S toring P hotos, or click the Edit button and then choose Color or Grayscale from the Number of Colors pop-up menu. The new settings now become the settings used by the selected target application.

4. Scan your color or grayscale item. After you scan the color or grayscale item, it is a good idea to change

the target application scan mode back to its original setting, unless you will routinely be scanning color or grayscale items to the application.

▼ NOTE: Color scanning takes longer and creates a larger ﬁle.

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SCANNING TO GET THE BEST IMAGE

Using the scan settings, you can improve the quality of an image by:

• Changing the brightness and contrast of a scan

• Straightening a crooked page

• Removing the black edges

• Changing the ﬁle compression

You select these settings before you scan an item. For information about adjusting an image, such as changing the tint, brightness, and color after you scan an item, see Chapter 6, “Fine-Tuning Images.”

Scanning to Get the Best Image

CHANGING BRIGHTNESS AND CONTRAST

Sometimes an image is scanned with the brightness too light or too dark. For example, a note written with a light pencil may need to be scanned darker to improve legibility. Lightening or darkening the scan brightness can improve image quality and make it easier to read. Changing the brightness is similar to changing the setting on a photocopy machine to make the image lighter or darker.

To change the brightness and contrast:

1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears.

2. From the Target Application pop-up menu, choose the application for which you want to set the brightness. Settings for the application appear.

3. Click the Edit button. The Settings For dialog box appears. It contains brightness and contrast control bars.

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4. Drag the lever on the Brightness bar or Contrast bar to change the image.

5. Click OK. The ScanDirect Settings dialog box appears.

6. Click OK to save the scan settings.

STRAIGHTENING PAGES AND REMOVING BLACK EDGES

If you inadvertently insert an item into the scanner at an angle, the Straighten Image option can automatically straighten the image on the screen. The option works with any item that has squared edges, which includes most business items. If you insert the page at a sharp angle, the Straighten Image option cannot always straighten the image. When this option is selected, scanning speed is slower.

When you scan an item that is narrower than 8that has torn edges, the Trim Image option can remove the black edges and ﬁll them with white.

1/2 inches (21.6 cm) or

2: Scanning Items

▼ TIP: If you do not use the automatic options to correct these

problems before scanning, use the Straighten Page command or the Straighten Page tool, and the Trim Page command to correct these problems after scanning. For more information, see Chapter 6, “FineTuning Images.”

To straighten pages and remove black edges when you scan:

1. From the Visioneer menu, choose Scan Settings. The Scan Settings dialog box appears.

2. From the Target Application pop-up menu, choose the application for which you want to set options. Settings for the application appear.

3. Click the Edit button. The Settings For dialog box appears. It contains the Straighten Image and Trim Image checkboxes.

4. Select the checkboxes that you want.

5. Click OK. The Scan Settings dialog box appears.

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6. Click OK to save the settings.

▼ TIP: If you scan an item with black edges, the Trim Image option

produces poor results. The PaperPort software looks for a white edge when performing this operation.

SETTING THE COMPRESSION

The compression of a gray-scale or color item affects the quality and size of a saved ﬁle. The default selection is Good, a setting that is ﬁne-tuned for the PaperPort software. If you have limited disk space or require a higher quality scanned image, you can adjust the compression. If you change the compression and then open and save the item again, you may increase the ﬁle size or change the quality of an image.

▼ NOTE: You usually do not need to change the compression setting.

Scanning to Get the Best Image

To set the compression:

1. From the Visioneer menu, choose Preferences.

2. From the Preferences pop-up menu, choose Compression. Settings for compression appear.

3. Select the quality of the compression that you want and click OK.

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SETTING PAPER INSERTION DELAY AND EDGE DETECTION

The scanner waits a certain amount of time between the moment you insert a page and when the scanner actually grabs that page and begins scanning it. You can increase or decrease this delay.

If you select the Edge Detection option and inser t an item at an angle, the scanner can detect when the item gets too close to either side of the feed slot, and automatically ejects it to prevent damage. A message warns you when this happens.

2: Scanning Items

To change the paper insertion delay and edge detection:

1. Double-click the PaperPort icon in the Control Panels folder. The PaperPort Control Panel dialog box appears.

2. From the Insertion Delay pop-up menu, choose the Paper Insertion Delay that you want. For example, in the following ﬁgure Long is chosen.

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Shows the progress dialog box

hen you scan an item.

Detects the edge of the paper when you scan.

Insertion Delay pop-up menu.

Turns the port on or off. Provides SCSI port information, such

as which port is assigned to the scanner.

Calibrates the PaperPort scanner. Displays PaperPort Help.

3. To turn off the Detect Paper Edge option, deselect it.

TURNING THE COMMUNICATIONS PORT ON AND OFF

You can turn off the communications port where the scanner is connected. If you want to unplug the scanner SCSI cable, shut down your Macintosh computer ﬁrst.

To turn the port off, use one of these methods:

• Press Command-Shift-9. (This works as a toggle for turning the

connection to the communications port on or off.)

• Double-click the PaperPort icon in the Control Panels folder and

click the Off button in the PaperPort Control Panel dialog box.

Turning the Communications Port On and Off

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2: Scanning Items

CHAPTER 3

Viewing Items

With the PaperPort software, you can view an item in two ways: on the PaperPort Desktop or in the Page Viewer. The P aperPort Desktop and the Page Viewer are separate applications that are tightly integrated. You can run each application individually or together.

The PaperPort Desktop displays thumbnails of your items after you scan or display them on the P aperPort Desktop. It also pr ovides an easy way to ﬁle items into different folders and navigate between the folders.

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The Page Viewer displays a close-up view of an item so that it is readable on the screen, and lets you adjust and edit the quality and color of the image and add annotations to a page.

This chapter tells you how to:

• View items on the PaperPort Desktop

• View items in the Page Viewer

• Navigate between pages on the PaperPort Desktop or in the Page

Viewer

• Switch between the PaperPort Desktop and the Page Viewer

VIEWING ITEMS ON THE PAPERPORT DESKTOP

The PaperPort Desktop is a work area like your o wn desk, where you can open different folders to display differ ent papers, photographs, and stacks on the desktop. The following ﬁgure shows the P aperPort Desktop with a few sample items.

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The number of PaperPort items contained in the selected folder and displayed on the PaperPort Desktop.

Navigation pop-up menu.

The Folder directory displays all folders included in the location named in the Navigation pop-up menu.

Favorite Folders. These aliases always appear on the PaperPort Desktop.

The total number of items in the selected folder.

View by icon. View by list.

A PaperPort item in the location named in the Navigation pop-up menu.

Navigation pane. Thumbnail item. Stack.

Page Navigator of a stack.

The left side of the PaperPort Desktop provides a Navigation pane. Y ou use the Navigation pop-up menu to navigate to different locations on your Macintosh computer (such as a folder or disk) similarly to the way you navigate through the hierarchy of folders on your Macintosh computer when using a directory dialog box to save or open a ﬁle.

Below the pop-up menu is a list (dir ectory) of the folders contained in the location named in the Navigation pop-up menu. You can go to a higherlevel directory by choosing a location at a higher level in the pop-up menu. You can go to a lower-level dir ectory by double-clicking a folder in the directory. For more information about selecting different folders, see Chapter 4, “Filing Items into Folders.”

3: Viewing Items

The right side of the PaperPort Desktop displays the PaperPort items contained in the location named in the Navigation pop-up menu. The items can be single pages or multi-paged items called stacks. The status bar at the top of the PaperPort Desktop lists the number of PaperPort items in a folder and the number of total items in a folder. (A folder can contain items other than PaperPort items, but they will not appear on the PaperPort Desktop.)

▼ TIP: You can use the Import command to convert an item created

using another application into a PaperPort item. For more information about importing, see Chapter 8, “Importing, S aving, and Deleting Items.”

STARTING AND QUITTING THE PAPERPORT DESKTOP

You can start the PaperPort Desktop and display items several different ways.

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To start and display the PaperPort Desktop, use one of these methods:

• Scan an item directly to the PaperPort Desktop. The PaperPort

Desktop is the default target application when you scan. For more information about selecting a target application, see Chapter 2, “Scanning Items.”

• Drag an item to the PaperPort Desktop link icon on the Link Bar.

For more information about using the Link Bar, see Chapter 9, “U sing the Link Bar.”

• Double-click the PaperPort Desktop application icon.

• Double-click the PaperPort Desktop link icon on the Link Bar.

To quit the PaperPort Desktop application:

• From the File menu, choose Quit.

Viewing Items on the PaperPort Desktop

MOVING ITEMS ON THE PAPERPORT DESKTOP

If the PaperPort Desktop becomes cluttered, you can r earrange the items.

To move an item:

1. Click to select the item that you want to move, or use Shift-click to select multiple thumbnail items.

2. Drag the item to the new location on the PaperPort Desktop, or choose Clean U p D esktop fr om the Desktop menu to r earrange the selected items.

▼ TIP: To select all the items, choose Select All from the Edit menu.

To arrange all items:

• From the Desktop menu, choose Clean Up Desktop. The items are

automatically reordered in neat rows starting from the upper-left corner of the PaperPort Desktop.

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▼ TIP: To arrange items alphabetically, hold down the Option key and

choose the Clean Up Desktop command.

3: Viewing Items

Click a column title—Name, Pages, Size, or Last Modified— to sort the list in that order.

VIEWING ITEMS BY ICON OR NAME

You can view items on the PaperPort Desktop in icon view or list view. The following ﬁgure shows items in list view.

Click either the View by Icon or View by List icon.

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To display an item list:

• From the View menu, choose View by List, or click the View by List icon in the upper-right corner of the PaperPort Desktop. Each item’s ﬁlename, number of pages, ﬁle size, and date last modiﬁed appears.

To display item thumbnails:

• From the View menu, choose View by Icon, or click the View by I con icon in the upper-right corner of the PaperPort Desktop.

Viewing Items on the PaperPort Desktop

WORKING IN THE PAGE VIEWER

While the PaperPort Desktop gives you an overall picture of all of the items on the P aperPort Desktop, the Page Viewer displays the details of a single page, so it is easy to edit an image, add annotations, or select information.

The Page Viewer displays a full-size or close-up view of one page. Although a stack has multiple pages, you can display only one page of a stack at a time in the Page Viewer. However, you can display multiple Page Viewer windows for different items. The following ﬁgure shows a sample page in the Page Viewer.

Name of the item you are viewing.

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The Annotation tools are for adding notes, highlighting areas, or selecting a section.

Page magnification. Reduces the page

(zoom out).

Magnifies the page (zoom in).

The Page Navigator displays the previous or next page of a multi-page item (stack) when you click the left or right arrow.

3: Viewing Items

STARTING AND QUITTING THE PAGE VIEWER

You can start the Page Viewer in several different ways.

To start the Page Viewer and display an item, use one of these methods:

• Scan an item directly to the Page Viewer. For more information about selecting the Page Viewer as the target application, see Chapter 2, “Scanning Items.”

• Double-click the Page View er application icon, and then choose the Open command in the File menu to select and open an item.

• Double-click a thumbnail item on the PaperPort Desktop.

• Select an item on the PaperPort Desktop and choose Open from the File menu.

• Double-click a PaperPort item on your hard disk.

• Drag an item onto the P age Viewer link icon on the Link Bar.

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• Double-click the Page View er link icon on the Link Bar.

To close an item in the Page Viewer:

1. From the File menu, choose Close, or click the close box. A message

asks if you want to save changes.

2. Click Yes to save the changes to an item. If you scan or link an item

to the Page Viewer, you must click Yes to save a copy of the item on your hard disk.

To quit the Page Viewer:

• From the File menu, choose Quit.

Working in the Page Viewer

THE ANNOTATION TOOL BAR

After you display an item in the Page Viewer , you can use the Annotation Tool Bar to annotate items. For example, you can highlight text, circle information, or add a sticky note. The Annotation tools are as follows:

Pointer. Selects, moves, and resizes annotations on a page.

Selection. Selects a section of a page that you want to crop, cut or copy. For example, you may want to copy a graphic for use in another application, such as in a word pr ocessing document. You also use this tool for cropping an area of a page or processing selected text with the OCR software provided with the PaperPort software.

Straighten Page. Draws a line that serves as a guide for straightening a page. For more information about how to use this tool, see Chapter 6, “Fine-Tuning Images.”

Mark-U p. A dds one or more lines of text in a transparent frame. This tool is especially useful for ﬁlling in forms because the form remains visible when you type text on it.

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▼ TIP: Contact Visioneer for information about purchasing the

FormTyper software, an application that automatically creates form ﬁelds on a scanned form and makes it easy to tab between ﬁelds and enter information.

Note. Writes a note. F or example, you can add y our comments or identify important information.

Freehand. Draws freehand marks. For example, circle text and underline sentences.

Highlighter. Highlights an area, item, or text on a page. This directs a reader’s attention to speciﬁc details. If used in the opaque mode, it blocks out information that you don’t want shown on a printed or faxed copy.

Arrow. Draws straight lines, with or without arrowheads, to point to speciﬁc items or text. This tool works well with mark-ups or sticky notes when you want to point out an item on a page.

3: Viewing Items

DISPLAYING AND HIDING THE ANNOTATION TOOL BAR

The Annotation Tool Bar is displayed by default when you view a page in the Page Viewer, unless you choose to hide it.

To hide or display the Annotation Tool Bar:

• From the View menu, choose Hide Tool Bar or Show Tool Bar .

The following sections show you how to use the Page Viewer. For more information about how to use the Annotation tools, see Chapter 7, “Annotating Items.”

ZOOMING IN OR OUT ON A PAGE

In the Page Viewer, you can zoom in to display the details of a page, or zoom out to make the page smaller on the scr een.When y ou z oom in, the page contents appear larger on the screen and are easier to see.

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Making the page smaller, or zooming out, reduces the size of the entire page to ﬁt onto the screen. Notice that while you can see more of the page, you may not be able to read the text.

To zoom in or out on a page:

1. Display the item in the Page Viewer.

2. To zoom in, choose Zoom In from the View menu, or click the

Zoom In icon.

3. To zoom out, choose Zoom Out from the View menu, or click the

Zoom Out icon.

▼ NOTE: To display the page at 100 percent, click the page

magniﬁcation area, or choose Actual Size from the View menu.

Working in the Page Viewer

ARRANGING THE PAGE VIEWER WINDOWS

You can open multiple Page Viewer windows at the same time. Sometimes you will be able to wor k more easily if the windo ws ar e side by side or are placed on top of each other. You can arrange the windows in three ways using the Window menu.

To arrange the Page Viewer windows:

1. In the Page Viewer, open the items that you want to view.

2. From the Window menu, choose the W indo w menu command that you want. The following table describes the commands that are available.

Command Description

Tile Vertical Arranges the Page Viewer windows one

above the other.

Tile Horizontal Arranges the Page Viewer windows side by

side.

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Overlay Windows Arranges the Page Viewer windows on top

of each other so that all windows can be seen.

NAVIGATING BETWEEN PAGES

You can move between pages in a stack on the PaperPort Desktop or in the Page Viewer by:

• Clicking the Page Navigator

• Choosing commands from the View menu

3: Viewing Items

To move between pages:

1. Select the item on the PaperPort Desktop, or display it in Page View.

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Previous Next

Click the middle of the Page Navigator to display the Go To Page dialog box.

2. Click the right arrow of the Page Navigator to display the next page; click the left arrow to display the previous page.

You can also move between pages by choosing the View menu commands: First Page, Last Page, Previous Page, and Next Page. You can also use the Go To Page command to move directly to a speciﬁc page in the stack.

To go to a speciﬁc page in a stack:

1. From the View menu, choose Go To Page, or click the middle button of the Page Navigator. The Go To Page dialog box appears.

2. T ype the page number that you want to go to, and click OK.

SWITCHING BETWEEN THE PAPERPORT DESKTOP AND

AGE VIEWER

If both the PaperPort Desktop and the Page Viewer applications are active, you can switch between them by clicking the window that you want to make active, or choosing the application from the Macintosh Finder menu.

Switching Between the PaperPort Desktop and Page Viewer

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3: Viewing Items

CHAPTER 4

Filing Items into Folders

One of the primary beneﬁts of using the PaperPort software is that it helps you get organized. Scanning the papers on your desk cleans up the clutter, but then what? Without some way of organizing your electronic copies of paper, you are simply trading clutter on your desk for clutter on your computer.

This chapter tells you how to save these items into separate folders that are like ordinary manila ﬁle folders, except that they are electronic.You’ll also learn how to create Favorite Folders—folders that you want to use often and that always appear on the PaperPort Desktop so you can quickly and easily ﬁle information.

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This chapter tells you how to:

• Display folders and items

• Rename items

• File items into folders

• Create folders

• Make a Favorite Folder

• Remove a Favorite Folder

• Locate folders and items on your Macintosh computer

• Find items and annotated text

Navigation pop-up menu.

The Folder directory displays all folders included in the location named in the Navigation pop-up menu.

DISPLAYING FOLDERS AND ITEMS

When you scan an item to the PaperPort Desktop or the Page Viewer, The PaperPort software saves the item on your hard disk. The folder in which it is saved is determined by the folder currently named in the Navigation pop-up menu. The PaperPort Folder is the default folder the ﬁrst time you use the PaperPort software. The following ﬁgure shows the PaperPort Desktop with a few sample items.

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Favorite Folders. These aliases always appear on the PaperPort Desktop.

Navigation pane. Thumbnail item.

The left side of the PaperPort Desktop provides a Navigation pane that you use to navigate to different locations on your Macintosh computer. The right side of the PaperPort Desktop displays PaperPort items contained in the location named in the Navigation pop-up menu.

To navigate and display PaperPort items:

1. From the N avigation pop-up menu in the N avigation Pane, choose a location, such as a folder or disk.

Below the pop-up menu, a list (directory) of the folders contained in the location named in the pop-up menu appears.

4: Filing Items into Folders

1. Choose the Hard Disk in the Navigation pop-up menu.

Folders on the Hard Disk appear in the Folder directory.

2. Double-click the PaperPort Folder to open it.

2. To go to a higher-level directory, choose an item at a higher level in the pop-up menu. To go to a lower-level directory, double-click a folder in the directory.

The PaperPort items contained in the location named in the Navigation pop-up menu appear on the right side of the PaperPort Desktop.

The following ﬁgure shows the navigation from the Macintosh hard disk to the PaperPort Folder. The PaperPort items in the folder appear on the PaperPort Desktop.

The PaperPort Folder name now appears in the Navigation pop-up menu.

The items in the folder appear on the right side of the PaperPort Desktop.

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This folder contains five PaperPort items and a total of seven items.

Displaying Folders and Items

When you quit the PaperPort Desktop, the folder that is currently selected remains as the selected folder the next time that you start the PaperPort Desktop application.

RENAMING ITEMS

When you ﬁrst place an item on the PaperPort Desktop, it appears as an untitled item. It’s a good idea to rename your items with a unique name.

To rename an item on the PaperPort Desktop:

1. Click the title of the item. The text becomes highlighted.

2. Position the cursor in the text area of the title and click the mouse. As you position the cursor, it changes to an I-beam. When you click the mouse, the cursor starts to ﬂash.

3. Type a new title for the item.

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4. After you type the name, click another place on the PaperPort Desktop.

▼ TIP: You can also rename items in the Page Viewer by using the Save

As command. For more information, see Chapter 8, “Importing, Saving, and Deleting Items.”

FILING ITEMS INTO FOLDERS

The PaperPort software provides several ways to ﬁle items into folders:

• Scan directly to a folder or another target application, such as your

e-mail application, and save a copy of the scanned item on the PaperPort Desktop in one of your Favorite Folders. For more information about saving a copy of a scanned item into a folder, see Chapter 2, “Scanning Items.”

• Drag items from the PaperPort Desktop into a folder or Favorite

Folder on the PaperPort Desktop.

4: Filing Items into Folders

Name of the location containing the item you want to file.

• Drag items from the PaperPort Desktop into a folder on the Macintosh desktop.

• Drag items between folders on the Macintosh desktop.

▼ TIP: You can use other M acintosh commands, such as O ption-drag to

copy an item into another folder, or Shift-click to select multiple items to ﬁle into a folder.

To drag an item into a folder:

1. On the PaperPortDesktop, use the Navigation pane to navigate to

the location containing the item you want to ﬁle. The item appears on the PaperPort Desktop.

2. Drag the item into the folder in which you want to ﬁle it. Shift-click

to select multiple items. The following ﬁgure shows an item dragged into a Favorite Folder.

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Drag the item into the folder in which you want to file it. Shift-click to select multiple items.

Filing Items Into Folders

To drag an item from the PaperPort Desktop to the Macintosh desktop:

1. On the PaperPort Desktop, select the folder that contains the item you want to move.

2. Drag the item from the PaperPort Desktop into a folder on the Macintosh desktop.

To drag an item between folders on the Macintosh desktop:

1. On the Macintosh desktop, navigate to the folder that contains the PaperPort item you want to move.

2. Select the item and drag it into another folder.

On the Macintosh desktop, you can drag an item into a different folder.

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4: Filing Items into Folders

CREATING FOLDERS

You can create folders on the PaperPort Desktop or the Macintosh desktop. You can create a folder at any level—on the Macintosh hard drive, on an external drive, or within another existing folder. F or example, you may want to create a folder named Business Travel and then create other folders within Business Travel for various categories, such as Receipts, Maps, and Accommodations.

▼ TIP: A good way to archive information is to scan items and then ﬁle

them in folders that you create on a removable medium, such as a ﬂoppy disk, removable hard drive, or zip drive. For example, you may want to scan a variety of refer ence articles, and then ﬁle them on a ZIP drive in various folders based on subject matter.

To create a folder on the PaperPort Desktop:

1. From the Navigation pane, navigate to the location where you want to create a new folder. The location name appears in the pop-up menu.

2. From the File menu, choose New Folder. A dialog box appears asking you to name the folder.

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3. Type a name for the folder.

4. Select the Add to Favorites checkbox if you want to automatically make the folder a Favorite Folder.

5. Click Create. The new folder is selected as the current folder in the Navigation menu.

To create a folder on the Macintosh desktop:

• On the Macintosh desktop, choose New Folder from the File menu.

On the P aperPort Desktop, navigate to the folder using the N avigation pop-up menu as described in “Displaying Folders and Items ” earlier in this chapter.

Creating Folders

▼ NOTE: Delete a folder the same way you would any folder from your

Macintosh computer—by dragging it from the Macintosh desktop to the trash can. If you want to delete a Favorite Folder, you must ﬁrst remove the folder fr om the list of favorites. For more information, see “Removing a Favorite Folder” later in this chapter.

ADDING A FAVORITE FOLDER

A Favorite Folder is an alias—a folder that represents an actual folder on your Macintosh computer. Favorite Folders always appear in the Favorite Folders section of the PaperPort Desktop, regardless of the folder you choose from the Navigation pop-up menu. You can drag and drop items into Favorite Folders or use Favorite Folders to ﬁle a copy of an item that is scanned directly to another target application, such as your e-mail or fax application.

▼ NOTE: When you install the PaperPort software, several Favorite

Folders, such as Articles, Receipts, Sample Files, and Photographs appear automatically in your list of Favorite Folders. You can keep these folders in your list of Favorite Folders or remove them as described in “Removing a Favorite Folder” later in this chapter.

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4: Filing Items into Folders

To add a Favorite Folder:

1. From the Navigation pane, navigate to the folder that you want to make a Favorite Folder. The folder name appears in the Navigation pop-up menu.

2. From the File menu, choose Add folder to Favorites, where folder is the name of the selected folder. The selected folder appears in the list of Favorite Folders.

▼ TIP: To ﬁnd the actual location of a Favorite folder on your

Macintosh computer, use the Locate in Finder command. For more information, see “Locating Favorite Folders and Items” later in this chapter.

REMOVING A FAVORITE FOLDER

If you no longer want a folder designated as a Favorite Folder, you can remove it from the Favorite Folders list.

▼ NOTE: If you delete a folder from your Macintosh computer that is

designated as a favorite, you should also remove the Favorite Folder from the list of Favorite Folders. Otherwise, an error message appears if you try to ﬁle items into the Favorite Folder.

To remove a Favorite Folder:

1. From the list of Favorite Folders, select the folder.

2. From the Edit menu, choose Remove folder from Favorites, where folder is the name of the selected folder. The selected folder is removed from the list of Favorite Folders.

▼ NOTE: For information about deleting items, see Chapter 8,

“Importing, Saving, and Deleting Items.”

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LOCATING FAVORITE FOLDERS AND ITEMS

Designating a folder as a favorite makes it easy to ﬁ le information because the folder is always available on the PaperPort Desktop. However, at times you may want to ﬁnd the physical location of a Favorite Folder. To locate a Favorite Folder, use the Locate in Finder command. You can also use this command to locate any item on the PaperPort Desktop.

Removing a Favorite Folder

To locate a Favorite Folder or item on the Macintosh computer:

1. On the PaperPort Desktop, select the Favorite Folder or item that you want to locate.

2. From the File menu, choose Locate in Finder. The location containing the Favorite Folder or item appears as an open window with the F av orite Folder or item selected. The follo wing ﬁ gur e shows the location results when the Articles Favorite Folder is located.

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The Articles Favorite Folder is selected.

After you choose the Locate in Finder command, the window containing the Articles folder appears with the folder

FINDING ITEMS

Filing items into folders helps you keep your PaperPort Desktop organized, but you need to also be able to quickly locate those items. To search for items, use the Find Document command. With Find Document, you search for items by using different information called search criteria. You can search for an item by its ﬁlename, location, annotation text, and date modiﬁed. You can use one criterion or several criteria to help you ﬁnd the item. For example, you can search for all ﬁles named Tax Laws that were modiﬁed between January 1, 1997 and June 1, 1997. At least one criterion must be met before a ﬁle is found.

4: Filing Items into Folders

To help ensure that an item is even easier to ﬁnd at a later date, you can add information in the Get Info dialog box associated with an item. This data can include keywords, comments, or an author’s name. For example, you may want to add keywords or comments that describe the content of the item, such as new laws for 1997, competitor’s products, or health insurance information.

Displays the location of this item on your Macintosh computer.

▼ TIP: You can also search for added annotations. For more

information, see Chapter 7, “Annotating Items.”

To add Get Info data:

1. On the PaperPort Desktop or in the Page Viewer, select the item for which you want to add information.

2. From the File menu, choose Get Info. The Get Info dialog box appears.

You can also use the filename and modified date as search criteria.

Type information that you want to use to search for this item at a later date.

Closes the dialog box.

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3. Type information in one or more of the ﬁelds that y ou want to use to identify the item.

4. Click Close.

Finding Items

Search for files by specifying a range of dates.

To ﬁnd an item:

1. On the PaperPort Desktop, choose Find Document from the File menu. The Find Document dialog box appears

Type any text for which you want to search.

Select one or more areas in which to look for the text.

Location pop-up menu. Select the location you want to search, such as the current folder or all Favorite Folders.

2. In the Search For ﬁeld, type the text for which you want to search. For example, if you typed data in the Get Info dialog box that describes the subject of the item, such as Tax Laws for 1997 or Sales Promotion, type one or more words of the description. If you are searching for an item that you tagged with the author’s name, type the name of the author. If you are searching for text contained in an annotation, type the annotation text.

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4: Filing Items into Folders

3. Select one or more areas in which you want to look for the text. For example, if you type an author’s name in the Search For ﬁeld, select Author. If you want to search in one or more areas, select multiple checkboxes. For example, if you want to search the Comments and File Name for the words Sales Promotion, select both checkboxes. The PaperPort software looks for items that match at least one criterion. All criteria do not need to be met.

4. If you want to search for ﬁles b y specifying the date or range of dates that the ﬁles were last modiﬁed, select Modiﬁed Between.

Type the beginning date in the ﬁrst box. Tab to the next box, and type the ending date. You can enter the date numerically in the

format mm/dd/yy—for example, 5/15/97 or 6/29/97.

5. From the Location pop-up menu, choose the location you want to search. You can search in all Favorite Folders, the current selected folder (the one named in the N avigation pop-up menu), or a speciﬁc Favorite Folder.

6. To search in folders within the selected folder, select the Search Enclosed Folder checkbox. Otherwise, the PaperPort software searches only in the top level folder that is named.

▼ TIP: To search the entire hard disk, make your hard disk a Favorite

Folder. Then select the har d disk from the Location pop-up menu and select the Search Enclosed Folders option. You can also search your hard disk by making it the current “folder” by choosing it in the Navigation pop-up menu, and then choosing Current Folder from the Location pop-up menu.

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Finding Items

Select the filename here to display the item’s thumbnail in the preview area.

7. Click Search to begin searching for the ﬁles that match the search criteria you speciﬁed.

Any matching ﬁle is listed in the Items Found window, as shown in the following ﬁgure.

Preview area.

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4: Filing Items into Folders

8. To open a ﬁle, double-click the ﬁlename in the Items Found box. The thumbnail appears on the PaperPort Desktop.

▼ TIP: You can drag and drop a found item from the Items Found

window directly onto a link icon in the Link Bar or into a Favorite Folder.

CHAPTER 5

Working with Stacks

Like many busy people, you may sometimes put items on your desk without organizing them. When y ou ﬁnally put them in or der, you might stack the items by project, contact, or depar tment. You use a method that helps you quickly ﬁnd the stack you need.

With the PaperPort software, you can electronically organize items into stacks in much the same way that you do with paper items. 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 also create stacks of art work and photographs, such as a photo catalog of employee pictures or real estate photographs. You can stack and unstack these items electronically on the PaperPort Desktop.

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This chapter tells you how to:

• Stack items on the PaperPort Desktop

• Move between pages in a stack

• Unstack pages

• Reorder pages within a stack

• Insert a page into a stack

• Duplicate (copy) items

• Create a stack when you scan

STACKING ITEMS ON THE PAPERPORT DESKTOP

If you don’t select scan settings that indicate that you want to scan a multi-page item, each scanned page appears on the PaperPort Desktop as a one-page untitled item. You can add other pages to the item b y stacking each scanned page on top of the ﬁrst one. You can also place one or more stacks on top of another stack.

Legal contracts, for example, usually have many pages. If you scan a contract, each page becomes a separate untitled item; so y ou can combine the pages into a stack to create the entire contract. The following ﬁgure shows several stacked items.

A stack of memos and

stack of photographs provides a catalog that is easy to browse.

contracts keeps items from getting lost.

A stack of business cards provides a quick source of contacts.

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USING DRAG AND DROP TO CREATE STACKS

You can drag and drop the thumbnail of a selected item onto another item’s thumbnail to create a new item. If you drag and drop Untitled 1 onto Untitled 2, the PaperPort software creates a stack with the name Untitled 2.

To stack items by using the drag-and-drop method:

1. On the P aperPort Desktop, select the item or items that you want to

stack. It can be a page or another stack. When you select multiple items to stack, the PaperPort software

stacks them in the order in which y ou select them. The item that you want to be placed on top of the stack should be selected ﬁrst.

5: Working with Stacks

2. Drag and drop the item onto the target item. As you drag the selected item over the target item, the target item is

highlighted. Drop the item now. The following sample shows a stack that is created when Document

A is stacked onto Document B. Notice that the stack that is created takes the name of the target document, D ocument B.

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Document A

jdhd flfdlfl fdlkflfklf dkjdkjhfdgkjgfjjfg

kjdkjdjf fkljfl fdfd kjdkfkff fdljfd fl kjdjdlkflkflkjfl

jdllkfdlkflkfl lksdlkdflkf fljfl fglhflkj gfjkj fgli flkgdflkjf lk

l gdflk jdlkfg lklfg l gl lgkjkbfgkbk hgl lkj gfl fkfk lffkgb lr lkj lf lfk sdjhjgkljhljklhlfkj lkjh kljhkfdbhbkfj dfjhf lk flkjlf lkdslfd fdlk fklf kjlk;lfglkkl lklkflfjhlfkj

kdljd flflkjfdlkjfhkjfhkf kf kjf kgkfbkhbfjkjdl lk lkjknk kfk fkkfjdf fdlfkfjhkfdhkbfbkfjbkfj bkbklkjlkfdglgkl lgfhkjbkfglkjgfljfkljhf fjf fh kj dkhdfkjhfdlhlfklkjkjlkjhfk fdkk fkjfkjfkjh fdk fhkdjh fkjhfkj dkjd dkjfkjhkbfdkfkjhfk j dfhk fkjfdhkjfhk kfj fkj fkjh dkjkd fkdhkdf dkjhfdkj dkjhfkjhfd kjdhkdjfh kjh dfkhfk fk jhfkj fdkjhfk fdkjhf fdkjfh kdj dkjhfkjhfdkjd fh kdjhkjhfkjhdfkjh fkjrkjhfdkjh fkjf kfj fkjh f kfjhfdkjhdkjhlkjfb kfhkdjh k

jfkjfdkj fdkjhfkjhfk kjfkfdjhkfdjh kfjhkdf k f k f fkjhkjhfkjhf kjf kjhfkjhfk dhkdj kdfjhfkd khfkjhfkjhfdkjfdkjfhdkfjh fkd fkj fkjf fkjhfk dhdkjhfkhkjfdkbfbbdkbfkjhfdk dfkjhk gkjg hkj fdkjghkdf kdjdk djd kdjdkjgkdfjhg

hfkjfkjfjkjfdkjh

jfjfdljdflklfklfkjlk

Document B

jdhd flfdlfl fdlkflfklf dkjdkjhfdgkjgfjjfg

kjdkjdjf fkljfl fdfd kjdkfkff fdljfd fl kjdjdlkflkflkjfl

jdllkfdlkflkfl lksdlkdflkf fljfl fglhflkj gfjkj fgli flkgdflkjf lkjfl flkg lkjf lkf l

gdflk jdlkfg lklfg l gl lgkjkbfgkbk hgl lkj gflfkfk lffkgb lr lkj lf lfk sdjhjgkljhljklhlfkj lkjh kljhkfdbhbkfj dfjhf lk flkjlf lkdslfd fdlk fklfkjlk;lfglkkl lklkflfjhlfkj

kdljd flflkjfdlkjfhkjfhkf kf kjf kgkfbkhbfjkjdl lk lkjknk kfk fkkfjdf fdlfkfjhkfdhkbfbkfjbkfjbkbklkjlkfdglgkl lgfhkjbkfglkjgfljfkljhf fjf fhkj dkhdfkjhfdlhlfklkjkjlkjhfk fdkk fkjfkjfkjhfdk fhkdjh fkjhfkj dkjd dkjfkjhkbfdkfkjhfk jdfhk fkjfdhkjfhk kfj fkj fkjh dkjkd fkdhkdf dkjhfdkj dkjhfkjhfd kjdhkdjfh kjh dfkhfk fkjhfkj fdkjhfk fdkjhf fdkjfh kdj dkjhfkjhfdkjdfh kdjhkjhfkjhdfkjh fkjrkjhfdkjh fkjf kfj fkjhf kfjhfdkjhdkjhlkjfb kfhkdjh k

jfkjfdkj fdkjhfkjhfk kjfkfdjhkfdjh kfjhkdf k fk f fkjhkjhfkjhf kjf kjhfkjhfk dhkdj kdfjhfkd khfkjhfkjhfdkjfdkjfhdkfjh fkd fkj fkjf fkjhfkdhdkjhfkhkjfdkbfbbdkbfkjhfdk dfkjhk gkjghkj fdkjghkdf kdjdk djd kdjdkjgkdfjhg

hfkjfkjfjkjfdkjh

jfjfdljdflklfklfkjlk

Document B

jdhd flfdlfl fdlkflfklf dkjdkjhfdgkjgfjjfg

kjdkjdjf fkljfl fdfd

jdhd flfdlfl fdlkflfklf

kjdkfkff fdljfd fl

jdhd flfdlfl fdlkflfklf

kjdjdlkflkflkjfl

dkjdkjhfdgkjgfjjfg

kjdkjdjf fkljfl fdfd

jdllkfdlkflkfl

kjdkjdjf fkljfl fdfd

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3. Repeat Steps 2 and 3 until you ﬁnish creating the stack.

USING THE STACK COMMAND

You can also use the Stack command to stack selected thumbnails into one item. The following ﬁgure shows a sales presentation that has three pages. To stack the pages and create one document rather than three, select the documents that you want to stack, and choose the Stack command.

Select three separate items you want to stack.

Choose the Stack command.

The PaperPort software combines the documents to create a new document, which is a three-page stack.

Stacking Items on the PaperPort Desktop

To stack items by using the Stack command:

1. On the PaperPort Desktop, select the items that you want to stack.

2. From the Desktop menu, choose Stack. The PaperPort software places the ﬁrst selected item on top and the

other items underneath.

▼ TIP: If you scan items in order one after the other onto the PaperPort

Desktop, they are automatically selected. All you need to do is choose the Stack command from the Desktop menu. Or, before you scan multiple pages, select the Multiple Page Dialog checkbox in the Scan Settings dialog box. The scanned pages are automatically stacked together.

MOVING BETWEEN PAGES IN A STACK

You can move between pages in a stack on the PaperPort Desktop or in Page View by either of the following methods:

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Previous Next

5: Working with Stacks

• Click the Page Navigator.

• Choose commands from the Page menu.

To move between pages in a stack:

1. Select the item on the PaperPort Desktop, or display it in Page V iew.

2. Click the right arrow in the Page Navigator to display the next page. Click the left arrow to display the previous page.

You can also move between pages by choosing the Page menu commands: First Page, Last Page, Previous Page, and Next Page. You can also use the Go To Page command to move directly to a speciﬁc page in the stack.

Click the middle of the Page Navigator to go to a specific page.

To go to a speciﬁc page in a stack:

1. From the Page menu, choose Go T o P age, or click the middle button of the Page Navigator. The Go To Page dialog box appears.

2. Type the page number you want to go to, and click OK.

UNSTACKING PAGES

You can create new stacks by unstacking one or more pages from a stack.

To unstack a page:

1. On the P aperPort Desktop, select the item that you want to unstack.

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2. Use the P age N avigator to display the page that y ou want to unstack.

3. From the Desktop menu, choose Unstack Current Page. The PaperPort software unstacks the selected page and creates a new

untitled item.

To unstack all pages in a stack:

1. On the PaperPort Desktop, select the item that you want to unstack.

2. From the Desktop menu, choose Unstack. The PaperPort software unstacks all the pages, places them on the

PaperPort Desktop, and selects all the items. A new untitled item is displayed for each page of the stack.

Unstacking Pages

REORDERING PAGES IN A STACK

After you create a stack, you may want to reorder the pages. For example, if you have scanned a stack of inv oices and then decide you want them in numerical order, you can unstack the invoices and then restack them in numerical order.

The following ﬁgure shows how to unstack a page and insert it into a different place in the stack. Notice that a page is unstacked from Document A, at which point it becomes an untitled document. After navigating to the page where you want to place the untitled document, drag and drop the unstacked page at the new position in Document A.

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Document A Document A Document A

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To reorder the pages in a stack:

1. On the P aperPort Desktop, select the stack and then display the page that you want to reorder.

2. From the Desktop menu, choose Unstack Current Page.

3. Drag the page away from the stack and onto the PaperPort Desktop.

4. Display the page that will follow the page that you want to insert.

5. Drag and drop the unstacked page onto the stack.

5: Working with Stacks

INSERTING A PAGE INTO A STACK

Before you insert a new page, be sur e that the page or stack that you want to insert is displayed on the PaperPort Desktop.

To insert a page into an existing stack:

1. On the PaperPort Desktop, select the source item.

2. Move to the page in the target item where you want to insert the new page. The new page will be inserted in front of the current page.

3. Drag and drop the new page onto the target stack. The PaperPort software places the page at the new location and

renumbers the remaining pages in the stack.

You can place the pages of one stack at the end of another stack. In the following example, Document A is a two-page stack and Document B is a ﬁve-page stack. The following steps tell you how to stack Document B at the end of Document A.

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To place one stack at the end of another stack:

1. On the PaperPort Desktop, select the stack whose pages you want ﬁrst in the new stack.

In this case, select Document A.

2. Drag and drop the ﬁrst stack onto the target stack. Drag and drop Document A onto Document B. The new stack is

seven pages. Pages 1 and 2 from Document A are the ﬁrst pages in the stack, and the pages from Document B are at the end.

Inserting a Page into a Stack

DUPLICATING ITEMS

At times you may want to duplicate an item on the PaperPort Desktop. For example, after you scan a letter, you can duplicate the scanned letter, stack it onto other documents, and then send the documents by using your electronic fax software.

To duplicate an item:

1. On the PaperPort Desktop, select the item.

2. From the Desktop menu, choose Duplicate. You can also hold down the Option key and drag the selected item

into a different folder, to create a copy of the item in the folder.

▼ TIP: To copy a page in a stack, click the Page Navigator to move to

that page in the stack. Then choose Duplicate Current Page from the Desktop menu. The duplicated page appears as an untitled item on the PaperPort Desktop.

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5: Working with Stacks

CREATING STACKS WHEN YOU SCAN

If you want to scan a multi-page item and have it appear as a stack, select the Multiple Page Scan Dialog option in the ScanDirect Settings dialog box. When you select this option, the PaperPort software prompts you to insert the next page as you scan the item and automatically cr eates a stack.

You can select this option when you use ScanDirect to scan to any target application including the PaperPort Desktop, Page Viewer, your electronic fax software, or OCR software. For more information about ScanDirect settings, see Chapter 2, “Scanning Items.”

CHAPTER 6

Fine-Tuning Images

Sometimes, after you scan an image and view it in the Page Viewer, you notice that the page has small marks or smudges, or is crooked. You may also notice that a picture is out of focus or has poor color or contrast. You can correct these problems by using the Page menu commands. This chapter tells you how to:

• Straighten or trim a page

• Clean a black-and-white page

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• Rotate pages

• Sharpen the focus of an image

• Adjust and enhance an image

• Undo a change

STRAIGHTENING AND TRIMMING PAGES

Use the Straighten Page command or the Straighten Page tool to straighten a page that you inadvertently scanned at an angle. Use the Trim Page command if y ou scan a document that is narrower than 8(21.6 cm) or that has torn edges. The Trim Image option can r emove the black edges.

1/2 inches

To straighten or trim a page by using the Page menu command:

1. Display the page that you want to change on the PaperPort Desktop or in the Page Viewer.

2. From the Page menu, choose Straighten Page or Trim Page.

To straighten a page by using the Straighten Page tool:

1. Display the page that you want to straighten in the Page Viewer.

2. On the Annotation Tool Bar, click the Straighten Page tool. The cursor changes to a crosshair.

3. Drag the crosshair down the page to draw a line. The PaperPort software uses the line as a guide and straightens the page.

CLEANING BLACK-AND-WHITE PAGES

Sometimes a page has small marks, dots, or speckles that appear on the scanned image. For example, if you scan a newspaper article, the newsprint may have speckles that the scanner picks up. If you want to process a scanned text image using OCR software, the speckled pages can slow down the performance of the software and produce poor results.

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6: Fine-Tuning Images

To clean a page:

1. Display the page in the Page Viewer.

2. From the Page menu, choose Clean Page.

▼ TIP: To remove heavy splotches and marks, use the Annotation

selection tool to select the marks, and then choose the Cut command from the Edit menu. For more information, see Chapter 7, “Annotating Items.”

ROTATING PAGES

If you inadvertently scan a page upside do wn, y ou can rotate the page and place it in the upright position. You can also rotate a page to change the original direction of an image, thus creating a different impact, or you can turn a graphic upside down by ﬂipping it. You can rotate and ﬂip pages on the PaperPort Desktop or in the Page Viewer.

For example, you can scan a logo or company name horizontally and rotate it so that the logo is displayed vertically. The following illustration shows the Tropical Blends logo (a) in its original position, (b) rotated left 90 degrees, (c) rotated right 90 degrees, (d) ﬂipped horizontal, and (e) ﬂipped vertical.

(a) Original position

(b) Rotated left 90

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(d) Flipped horizontal

(e) Flipped vertical

Rotating Pages

To rotate or ﬂip a page:

1. Display the page that you want to r otate on the P aperPort Desktop or in the Page Viewer. The Rotate command rotates the current page, not an entire stack.

2. From the Page menu, choose Rotate Left 90˚, Rotate Right 90˚, Rotate 180˚, Flip Horizontal, or Flip Vertical.

▼ NOTE: You cannot rotate or ﬂip a page that has annotations.

If the page you want to rotate has annotations, you must cut the annotations, rotate the page, and then paste the annotations back onto the page.

SHARPENING THE FOCUS OF AN IMAGE

Sharpen the focus of an image with the S harpen P icture command. I f you want to create a special effect, use Sharpen Picture to blur a picture.

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To sharpen an image:

1. Display the image in the Page Viewer.

2. From the Page menu, choose Sharpen Picture. An enlarged view of the image appears with a Focus control bar.

6: Fine-Tuning Images

Drag the picture to position it in the window.

Drag the arrows on the bar left and right to blur or focus the picture.

3. Drag the picture to position it in the windo w. The pointer changes to a hand, allowing you to “pan” the picture.

4. Drag the arrows on the Focus bar to the left to blur and to the right to focus the picture.

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5. Click OK. A progress dialog box appears as the picture is adjusted.

ADJUSTING AND ENHANCING IMAGES

The PaperPort software provides three different ways to adjust and enhance your images:

• Picture Wizard. With Picture Wizard, you are guided through a three-

step process of adjusting an image. Use Picture Wizard if you want a little extra help when adjusting an image.

• AutoFix. With AutoFix, you can automatically improve an image.

Use this command for a quick ﬁx of a poor image. Do not use this command with images that just need minor adjustments.

• Adjust Picture. With Adjust Picture, you control the adjustments and

enhancements to an image. U se A djust Picture when you want to have complete and ﬁner control of the changes.

Adjusting and Enhancing Images

ADJUSTING A PICTURE WITH THE PICTURE WIZARD

The Picture W izard leads you through the three-step process of adjusting the exposure, color, and tint of an image. For each of these settings, Picture W izard displays different samples of your image for you to choose the one you like best. If you don’t like any of the images, you can slide an adjustment bar to further change the appearance of the image.

To adjust a picture with the Picture Wizard:

1. Display the picture in the Page Viewer.

2. From the Page menu, choose Picture Wizar d. Step 1, Exposure, appears with different samples of your image.

The original image appears as the center picture and in the upperright corner of your screen.

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Instructions lead you through the process.

Slide the bar to change the exposure in the sample pictures.

Click the original picture to revert to the original exposure.

If you are satisfied with the original picture’s exposure, click the middle picture.

6: Fine-Tuning Images

3. Click the picture that you like best, or if you want to further adjust the exposure, slide the lever on the Exposure bar to the right or left, and then click a picture.

As you slide the lever, the exposure in all samples changes. If you want to return the pictures to their original state, click the Return T o Original picture.

After you click a picture, Step 2, Color, appears with samples of y our picture.

4. Click the picture that you like best, or if you want to further adjust the color, slide the lever on the Color adjustment bar to the right or left, and then click a picture. As you slide the lever, the color in all samples changes.

After you click a picture, Step 3, Tint, appears with samples of your picture.

5. Click the picture that you like best, or if you want to further adjust the tint, slide the lever on the Tint adjustment bar to the right or left, and then click a picture. As you slide the lever, the tint in all samples changes.

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After you complete the last step , a progress dialog bo x appears as y our picture is adjusted.

▼ NOTE: You do not need to complete all steps to adjust a picture.

You can click the OK button at any time. The changes you make in a previous step will be saved. For example, to adjust only the exposure, select a picture in S tep 1, then click OK. To adjust only the color, click the center picture in Step 1 (retaining the original picture exposure), adjust the color in Step 2, and click OK.

Adjusting and Enhancing Images

AUTOMATICALLY ADJUSTING A PICTURE

Use PaperPort’s AutoFix Picture command to automatically improve the brightness, contrast, color, and tint of a color picture. The PaperPort software uses an internal process that analyzes a picture and ﬁxes what’s wrong. For example, if you take a photograph of a red sports car, scan it and notice that the color of the scanned picture is not true red, you can use AutoFix to adjust the color.

AutoF ix works best with 24-bit true color images. I f you use A utoF ix with a GIF ﬁle (8 bit), it will probably worsen the image. If want to use Autoﬁx with an 8-bit image, ﬁrst convert the image to a 24-bit color image using another image editing application or by rescanning the color image using the Storing Photos mode.

To automatically adjust a picture:

1. Display the picture in the Page Viewer.

2. From the Page menu, choose AutoFix P icture. A pr ogress dialog bo x appears as Autoﬁx adjusts the picture.

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6: Fine-Tuning Images

ADJUSTING A PICTURE YOURSELF

The Adjust Picture command is similar to the Picture Wizard in that y ou control settings, such as color and tint. H ow ever, you make all changes on one screen and without any instructions from the PaperPort software. You make adjustments by using an Adjustment bar and by selecting one or more of the sample pictures, multiple times. For example, if the photos of your prize-winning ﬂowers don’t appear as vibrant as you like, or the contrast between the leaves and petals is not quite right, you can enhance the color and adjust the contrast to make the picture truly representative and as beautiful as the live ﬂowers.

At any time during the adjustment, you can click the Revert button or select the original picture in the upper-right corner of the screen to return to the original picture. You can also click the Undo Last button to undo the last adjustment.

▼ NOTE: With grayscale pictures, you can adjust only the brightness

and contrast.

To adjust a picture yourself:

1. Display the picture in the Page Viewer.

2. From the Page menu, choose Adjust Picture. Samples of your picture appear. The original picture appears in the upper- right corner of your screen. The middle picture is your “working” picture and is the one you save when you make adjustments and click OK.

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Click a picture to move it to the center and make it your working picture.

Click the original picture to return all samples to their original state.

Working picture.

Adjustment buttons.

Adjustment bar. Slide the arrows to change all sample pictures.

Reverts to original picture.

Undoes the last change.

3. Click the Adjustment button that you want to use, such as Brightness/Contrast.

4. (Optional) To increase or decrease the degree of adjustment to the sample pictures, drag the arrows on the Amount of Adjustment bar to the right or left. Each of the sample pictur es changes to reﬂect y our adjustment. If you drag the arrows to the right, the change to the pictures is greater. If you drag the arrows to the left, the change to the pictures is less.

Adjusting and Enhancing Images

5. Click a picture that you like. The selected picture moves to the center as your working picture. All other pictur es ar e adjusted r elativ e to the center picture. F or example, if y ou click the upper-left picture, which is darker with greater contrast, it moves to the center. All other pictures automatically adjust and become darker and with greater contrast.

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Selecting the upper-left picture moves it to the center.

ll other sample pictures are changed (in this xample, darkened) relative to the new working enter picture.

If you pick the upper-right picture, which is lighter and with less contrast, it moves to the center and all other pictures are adjusted to a lighter brightness and contrast. You can continue to click pictures, until you are satisﬁed with the way the center picture looks.

6. Repeat Steps 4 and 5 until you have the center picture just the way you want it.

7. To adjust another setting, such as color or tint, repeat Steps 3–6.

8. After you complete all adjustments, click OK. A progress dialog box appears as your picture is adjusted.

6: Fine-Tuning Images

Selecting the upper-right picture moves it to the center. All other sample pictures are changed (in this example, lightened) relative to the new working center picture.

UNDOING AN ADJUSTMENT

Like many other Macintosh commands, y ou can use the Undo command to undo a Page menu adjustment command in the Page Viewer. For example, you can undo a change that you make to an image, such as Sharpen Page or undoing AutoFix.

To undo an adjustment:

• In the Page Viewer, choose Undo command from the Edit menu, where command is the name of the command you just used. For example, to undo AutoFix you choose Undo AutoFix from the Edit menu. The picture reverts to its original state.

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Undoing an Adjustment

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6: Fine-Tuning Images

CHAPTER 7

Annotating Items

To communicate well, you need to draw the reader’s attention to important information. One way to do this is by adding an annotation (a note, comment, or emphasis) to a page. When working with paper pages, you can highlight text by using highlighter mar kers, add notes, and circle information with a pen or pencil. With the PaperPort software you can do these same things, but in an electronic form by using the Annotation tools.

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This chapter tells you how to use the Annotation tools to:

• Copy, cut, and paste PaperPort images

• Add images from other applications

• Crop information

• Add notes

• Highlight information

• Add freehand annotations

• Draw lines and arrows

• Add graphics to a page

• Fine-tune the font, color, text, size, and location of annotations

• Copy, cut, and paste annotations

• Display and hide annotations

• Delete annotations

• Fill in forms and add text using the Mark Up tool

• Fill in forms using the FormTyper software

A LOOK AT THE ANNOTATION TOOLS

After you display an item in the Page Viewer , you can use the Annotation tools to add annotations.

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Mark-Up. Adds text.

Highlighter. Highlights information.

Freehand. Circles or underlines information.

Straighten Page. Draw a line that serves as a guide to PaperPort for straightening a page.

Arrow. Adds an arrow or line.

▼ TIP: To keep a tool selected so that you can use it continually,

Selection. Selects the section you want to cut, copy, or crop.

Note. Adds a note.

double-click the tool. Otherwise, the Pointer tool is reselected after you use a tool.

7: Annotating Items

The remainder of this chapter tells you how to use these tools to add annotations. For information about the Straighten Page tool, see Chapter 6, “Fine-Tuning Images.”

COPYING, CUTTING, AND PASTING PAPERPORT IMAGES

You can copy or cut images from a page in the Page Viewer and paste it onto another page in the Page Viewer, into another application, or onto the Clipboard. You can:

• Paste to another location on a page or another page of the same item you are currently viewing in the Page Viewer.

• Paste to a different item that is open in the Page Viewer.

• Expand the borders of a page by pasting an image. As you drag the pasted image off the PaperPort page, the page is automatically resized to include the image.

• Paste to another application (such as a word-processing or drawing application).

The pasted information is always an image, not editable text. For example, information copied from a PaperPort page and pasted onto a word-processing page cannot be edited as text . If y ou want to convert an image to text, use the Copy as Text command or a word processing link. For more information, see Chapter 9, “Using the Link Bar.”

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A dashed box appears.

To copy and paste images:

1. Display the page in the Page Viewer.

2. On the Annotation Tool Bar, click the Selection tool. The cursor

changes to a crosshair.

3. Drag the mouse to surround the text or image that you want to copy .

A dashed box appears around the information as you select it.

4. From the Edit menu, choose Copy.

5. To paste the selection onto a PaperPort page, display the target page

in the Page Viewer. To paste the selection into another application, such as a Microsoft Word ﬁle, switch to that ﬁle using your usual method.

Copying, Cutting, and Pasting PaperPort Images

6. Click the target location, and choose Paste from the Edit menu. The copied information appears.

If you pasted the information onto a P aperPort page, it appears in the center of the window.

7. Drag the image to the location you want. You can either paste over existing information on the target page or

expand the target item with the pasted information. Pasting over existing information replaces the information in the target item.

If you drag the pasted information beyond the right or bottom borders of the target page, it automatically expands to incorporate the pasted image after you embed it. You cannot drag the pasted image past the left and top borders.

8. Click anywhere else on the page. The image is embedded at the new location.

▼ NOTE: You cannot use the Selection tool to copy and paste

annotations that you add to a page. For information about copying and pasting annotations, see “Copying, Cutting, and Pasting Annotations” later in this chapter.

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7: Annotating Items

ADDING IMAGES FROM OTHER APPLICATIONS

You can add images, such as graphics or photographs created in other applications to a page displayed in the Page Viewer. This feature is a useful way of incorporating art from a variety of sources.

To add an image:

1. Start the application that currently contains the image or that y ou can use to view the image. F or example, y ou can view the E ncapsulated Postscript (EPS) image shown to the left using Adobe Photoshop.

2. Copy the image to the Clipboard.

3. In the Page Viewer, display the target page.

Pasted graphic.

A note adds details.

4. From the Edit menu, choose Paste. The image appears, surrounded by a dashed box, on the Page Viewer page. While the dashed box is displayed, you can move the image.

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5. To move the image, drag it to the new location. After you release the mouse button and select another tool, the graphic becomes embedded on the page and can no longer be moved.

CROPPING A PAGE

You can also use the Selection tool and the Crop command to select an area of a page and then crop or remove the area that is not selected.

To crop a page:

1. Display the page in the Page Viewer.

2. On the Annotation Tool Bar, click the Selection tool. The cursor changes to a crosshair.

Cropping a Page

3. Drag the mouse to surround the text or image that you want to keep; the area not selected will be cropped. A dashed box appears around the information as you select it.

4. From the Edit menu, choose Crop. Only the selected area remains on the page.

WORKING WITH NOTES

Notes are similar to paper notes that you stick on a paper page or item; they can contain several lines of text, and you can place them wherever you like on a page. As with a paper note, when y ou place a PaperPort note on a page, the note covers the information beneath it. However, you can make PaperPort notes as large or as small as you like, or collapse them, minimizing the amount of information that is hidden. You can also change the size, shape, color, and location of each note.

The following sample shows three notes added to a sales letter. Two notes are expanded and can be read; one note is collapsed so that it does not cover underlying text.

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Note tool.

This note covers the text underneath it.

This note is collapsed. Double-click to expand it.

7: Annotating Items

ADDING NOTES

You can add as many notes to a page as you want. Notes can be very useful. For example, you may want to add notes to help remind yourself to perform a task, such as reviewing a memo b y a certain date or passing a document on to a coworker.

To add a note:

1. Display the page in the Page Viewer.

2. On the Annotation Tool Bar, click the Note tool. The cursor changes to a crosshair.

3. Click anywhere on the page and the default note siz e appears, or drag the mouse to create the frame for the note. The note can be any size that you want. When you release the mouse button, the cursor is automatically placed within the note.

4. Type the note text. The note borders expand vertically to accommodate the amount of text that you type.

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▼ TIP: To resize a note, click the Pointer tool and select the note. Drag

the handles on the note box to resize it.

COLLAPSING AND EXPANDING NOTES

At times, you may want to collapse your notes so that they do not block information, such as when you add a note that you want to use later to search for information, or when a note provides extra information to a reader. When you are ready to read the note, simply expand it.

To collapse notes:

1. Display the page in the Page Viewer.

2. Select the note or notes that you want to collapse. You can collapse notes individually or as a group.

Working with Notes

Collapsed note.

3. From the Annotation menu, choose Collapse Note. All selected notes change to a collapsed form.

To expand collapsed notes:

1. Display the page in the Page Viewer.

2. Select the note or notes that you want to expand. You can expand notes individually or as a group.

3. From the Annotation menu, choose Expand N ote. All selected notes expand.

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One note expanded and one note collapsed.

▼ TIP: Double-click any note to toggle between the expanded and

collapsed forms.

7: Annotating Items

Highlighter tool.

Highlighted text is easy to spot.

HIGHLIGHTING INFORMATION

Use the Highlighter to call attention to speciﬁc areas or text on a page, just as you would use a marker to highlight a printed page. For example, you may want to highlight an important paragraph or key phrases.

You can also use the highlighter in the opaque setting (a solid color that covers the underlying information) to prevent others from seeing the information, perhaps when the page is printed or sent as an electr onic fax. For example, in the following sample, the prospective employee’s salary demands are blocked out. Reviewers who receive this information as an electronic fax or a printed copy cannot see the blocked-out text.

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To highlight information:

1. Display the page in the Page Viewer.

2. On the Annotation T ool Bar , click the Highlighter tool. The cursor changes to a crosshair.

Highlighting Information

Highlighted text Handle

3. Drag the cursor across the text that you want to highlight.

To change the highlighting to opaque or transparent:

1. Display the page in the Page Viewer.

2. Select the highlighting that you want to change. Handles appear at the corners of the highlighted box.

3. To change to opaque or transparent, choose the Opaque or Transparent command from the Annotation menu.

ADDING FREEHAND ANNOTATIONS

Use the Freehand tool to draw, underline, circle, scribble, and mark a page. You control the color and whether the line is opaque or transpar ent. The following sample shows how you can use the freehand annotation to draw attention to the costs noted on an invoice.

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Freehand tool.

7: Annotating Items

When you circle text, others can quickly locate important information.

To add a freehand annotation:

1. Display the page in the Page Viewer.

2. On the Annotation Tool Bar, click the Freehand tool. The cursor changes to a paintbrush.

3. Drag the brush to circle, draw, or mark text.

To customize the freehand annotation:

1. Display the page in the Page Viewer.

2. Select the freehand annotation . H andles appear around the selected freehand annotation.

3. From the Annotation menu, choose the command you want.

Create an opaque freehand annotation that covers the underlying information.

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Create a transparent freehand annotation that lets you see the underlying information.

Select a freehand line width.

Adding Freehand Annotations

DRAWING LINES AND ARROWS

Use the Arro w tool to add lines and arr o ws to a page. This is a convenient way to point to important details or to connect an annotation to an area on a page.

The following procedures tell you how to add an arrow annotation and customize the line width, opacity, and arrowhead location.

To add lines and arrows:

1. Display the page in the Page Viewer.

2. On the Annotation Tool Bar, click the Arrow tool. The cursor changes to a crosshair.

3. Drag the mouse to create an arrow.

To customize lines and arrows:

1. Display the page in the Page Viewer.

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Handle

2. Select the line or arrow. Handles appear at each end of the arrow.

3. Choose the appropriate command from the Annotation menu.

Create an opaque arrow or line that covers the information underneath it.

Create a transparent arrow or line that displays the underlying information.

Choose the line width.

Choose an arrowhead.

7: Annotating Items

Nuance PAPERPORT 5.0 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

COPYRIGHT INFORMATION

TABLE OF CONTENTS

Welcome

Scanning Items

USING THE SCAN SETTINGS DIALOG BOX

USING SCANDIRECT FUNCTION KEYS

SELECTING SCAN SETTINGS

SELECTING PAPERPORT DESKTOP SCAN SETTINGS

SELECTING THE PAGE VIEWER SCAN SETTINGS

SELECTING PHOTOCOPY SCAN SETTINGS

SELECTING FAX SCAN SETTINGS

SELECTING E-MAIL SCAN SETTINGS

SELECTING WORD PROCESSING SCAN SETTINGS

SELECTING IMAGE EDITING SCAN SETTINGS

SELECTING OTHER APPLICATION SCAN SETTINGS

Working with Scan Modes

SCAN MODE SAMPLES

ABOUT BIT DEPTH AND RESOLUTION

SCANNING COLOR AND GRAYSCALE ITEMS

Scanning to Get the Best Image

CHANGING BRIGHTNESS AND CONTRAST

STRAIGHTENING PAGES AND REMOVING BLACK EDGES

SETTING THE COMPRESSION

SETTING PAPER INSERTION DELAY AND EDGE DETECTION

Turning the Communications Port On and Off

Viewing Items

VIEWING ITEMS ON THE PAPERPORT DESKTOP

STARTING AND QUITTING THE PAPERPORT DESKTOP

MOVING ITEMS ON THE PAPERPORT DESKTOP

VIEWING ITEMS BY ICON OR NAME

WORKING IN THE PAGE VIEWER

STARTING AND QUITTING THE PAGE VIEWER

THE ANNOTATION TOOL BAR

DISPLAYING AND HIDING THE ANNOTATION TOOL BAR

ZOOMING IN OR OUT ON A PAGE

ARRANGING THE PAGE VIEWER WINDOWS

NAVIGATING BETWEEN PAGES

Filing Items into Folders

DISPLAYING FOLDERS AND ITEMS

RENAMING ITEMS

FILING ITEMS INTO FOLDERS

CREATING FOLDERS

ADDING A FAVORITE FOLDER

LOCATING FAVORITE FOLDERS AND ITEMS

Removing a Favorite Folder

FINDING ITEMS

Working with Stacks

STACKING ITEMS ON THE PAPERPORT DESKTOP

USING DRAG AND DROP TO CREATE STACKS

USING THE STACK COMMAND

MOVING BETWEEN PAGES IN A STACK

Unstacking Pages

REORDERING PAGES IN A STACK

Inserting a Page into a Stack

DUPLICATING ITEMS

CREATING STACKS WHEN YOU SCAN

Fine-Tuning Images

STRAIGHTENING AND TRIMMING PAGES

CLEANING BLACK-AND-WHITE PAGES

Rotating Pages

SHARPENING THE FOCUS OF AN IMAGE

Adjusting and Enhancing Images

ADJUSTING A PICTURE WITH THE PICTURE WIZARD

AUTOMATICALLY ADJUSTING A PICTURE

ADJUSTING A PICTURE YOURSELF

Undoing an Adjustment

Annotating Items

A LOOK AT THE ANNOTATION TOOLS

Copying, Cutting, and Pasting PaperPort Images

ADDING IMAGES FROM OTHER APPLICATIONS

Cropping a Page

WORKING WITH NOTES

ADDING NOTES

COLLAPSING AND EXPANDING NOTES

Highlighting Information

ADDING FREEHAND ANNOTATIONS