Nuance PAPERPORT 5.0 SOFTWARE FOR MACINTOSH, PaperPort - 5.0 - Macintosh User Manual

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PaperPort 5.0 Software

User’s Guide

F O R M A C I N T O S H

C O P Y R I G H T I N F O R M A T I O N

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 Apple 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 NONINFRINGEMENT, 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.

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

Chapter 1: Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

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

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

Chapter 2: Scanning Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 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

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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

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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

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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

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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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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C H A P T E R 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:

EXPLORE

PAPERPORT

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

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 Internet provider and that Netscape Navigator is installed on your computer, choose Go To PaperPort on the Web from the Visioneer menu. Otherwise, you can find us at http://www.Visioneer.com.

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

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FEATURES AT A GLANCE

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

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

 

 

 

F A X

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

REPORT

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Scan items directly to other applications. With ScanDirect you can scan items directly to different applications—the PaperPort Desktop, the Page Viewer, electronic fax software, e-mail software, a word 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.

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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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.

PaperPort Desktop

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 Folder 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 PaperPort Desktop or the Macintosh desktop.

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Navigation pop-up menu.

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

Navigation pane.

Find items quickly. After you file items safely into folders, you can easily find them again by using the Find Document 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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You can stack all types of items, such as photographs and artwork or pages of a document.

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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 Page 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.

Scan an item.

Drag and drop an item from another

 

 

application onto the PaperPort Desktop

 

 

or Page Viewer Link Bar icon.

 

 

 

 

 

 

 

 

 

 

 

 

Create a new item by printing from another Macintosh application to the PaperPort

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

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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 PaperPort 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 Page Viewer, 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.

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

Circle information with the Freehand tool.

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

Features at a Glance

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

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Fine-tune an image. Use the Page Viewer image editing commands, such as Picture Wizard and Adjust Picture to fine-tune the exposure, color, and tint of an image.

WHATS NEXT

It’s time to start using the PaperPort software. For information about installing the PaperPort software and using the scanner, see the PaperPort Installation Guide. For a quick overview of how to use the PaperPort software, see the PaperPort Getting Started Guide. For more detailed information about a PaperPort feature, see the remaining chapters of this guide and the PaperPort Help.

NOTE: PaperPort Viewer, another application, makes it possible to 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 Windows, which is freely available from Visioneer or many popular online services. (Do not install the PaperPort software and the PaperPort Viewer software on the same computer.)

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C H A P T E R 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

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

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CHOOSING A TARGET APPLICATION AND SCANNING

By default when you scan an item, the PaperPort 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 Viewer. 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.

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.”

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USING 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.

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.

Target Application pop-up menu.

Specific Page

Viewer settings.

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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 you 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.

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.

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Selects a target word processor for the F9 function key.

Selects a target image editor for the F10 function key.

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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.

Activates the ScanDirect function keys.

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

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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.

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. However, 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.

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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.

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.

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

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Target Application pop-up menu.

Creates a new item when you scan.

Restores the default settings.

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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 Viewer. The Page Viewer settings appear.

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.

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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.

Target 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.

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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.

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.

Identifies the fax package you want to use.

Saves a copy to the folder you choose.

Sets options specific to the fax software you 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.

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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.

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

Selects the format for the attached item.

Saves a copy to the folder you choose.

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

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

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.

Selecting Scan Settings

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Use the Storing Photos scan mode when you scan a color item.

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

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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.

3. Select the settings you want and click OK.

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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.”

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 Settings 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.

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Scan Mode

To Scan

Description

Setting

 

 

 

 

 

Filing

Newspaper and

Provides the fastest scan time

Articles

magazine articles,

and smallest file size. This is

 

receipts, forms, and

the PaperPort software

 

other text items

default setting for scanning to

 

 

the PaperPort Desktop.

 

 

 

Editing Text

Business letters,

Enhances the use of OCR

(OCR)

contracts, memos, and

software for converting image

 

other documents that

text to editable text. Provides

 

you want to edit

higher quality and a larger file

 

 

size than the Filing Articles

 

 

scan mode.

 

 

 

Filing

Business cards and

Provides the best setting for

Business

other documents

cards linked to other

Cards

with small or fine text

applications, such as a contact

 

 

database. Provides the highest

 

 

quality text setting.

 

 

 

Making

Pages with many

Creates a reasonable scanned

Photocopies

graphics, or mixed

image in a file that is not too

 

graphics and text,

large.

 

line art, or photos

 

 

that require a quick

 

 

scan

 

 

 

 

Storing

Photographs and

Provides the ideal setting for

Photos

color images

color images, image editing,

 

 

desktop publishing, and

 

 

high-quality output.

 

 

Results in a color scan with

 

 

slower scan time and a larger

 

 

file size.

 

 

 

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SCAN MODE SAMPLES

Selecting the proper scan mode provides 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.

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.

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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 PaperPort software 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.

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.

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SELECTING PREDEFINED SCAN MODES OR CREATING YOUR OWN

In the Scan Settings dialog box, you 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.

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 following figure shows the Page Viewer settings.

Target Application pop-up menu.

Scan Mode pop-up menu.

Restores the default 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.

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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. Settings for the application appear. The following figure shows the settings for Making Photocopies.

Target Application

pop-up menu. Edit button. Customizes the scan mode.

Scan Mode pop-up menu.

Restores the default settings.

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.

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.

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.

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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.

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.

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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.

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 you 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.

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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 Mode pop-up menu, choose Storing Photos, 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.

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.”

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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.

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 8-1/2 inches (21.6 cm) or that has torn edges, the Trim Image option can remove the black edges and fill them with white.

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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.

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.

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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.

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 insert 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.

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Shows the progress dialog box when you scan an item.

Detects the edge of the paper when you scan.

Insertion Delay pop-up menu.

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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.

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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C H A P T E R 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 PaperPort 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 PaperPort Desktop. It also provides an easy way to file items into different folders and navigate between the folders.

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

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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.

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VIEWING ITEMS ON THE PAPERPORT DESKTOP

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

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.

You 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 (directory) 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 directory by double-clicking a folder in the directory. For more information about selecting different folders, see Chapter 4, “Filing Items into Folders.”

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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, Saving, and Deleting Items.”

STARTING AND QUITTING THE PAPERPORT DESKTOP

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

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, “Using 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

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MOVING ITEMS ON THE PAPERPORT DESKTOP

If the PaperPort Desktop becomes cluttered, you can rearrange 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 Up Desktop from the Desktop menu to rearrange 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.

TIP: To arrange items alphabetically, hold down the Option key and choose the Clean Up Desktop command.

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

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

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 Icon icon in the upper-right corner of the PaperPort Desktop.

Viewing Items on the PaperPort Desktop

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

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WORKING IN THE PAGE VIEWER

While the PaperPort Desktop gives you an overall picture of all of the items on the PaperPort 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.

Page magnification.

 

 

 

 

 

 

 

 

 

Reduces the page

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(zoom out).

Magnifies

 

the page

The Page Navigator displays

 

the previous or next page of a

 

 

 

 

(zoom in).

multi-page item (stack) when you click the left or right arrow.

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+ 112 hidden pages