Nuance PAPERPORT DELUXE SOFTWARE 5.3 User Manual

PaperPort Deluxe Software

User’s Guide

FOR WINDOWS

COPYRIGHT INFORMATION

PaperPort 5.1 Deluxe Software for Windows. 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 3000, PaperPort 6000, 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.

Microsoft is a U.S. registered trademark of Microsoft Corporation. Windo ws is a trademark of Microsoft Corporation. TextBridge is a registered trademark of
Xerox Corporation. ZyINDEX is a registered trademark of ZyLAB International, Inc. ZyINDEX toolkit portions, Copyright © 1990-1998, ZyLAB
International, Inc. All Rights Reserved. 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 , I nc. 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. I t 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: 05-0292-000
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 receiving 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.

TABLE OF CONTENTS

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

Scanning Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

View Scanned Items Two Ways . . . . . . . . . . . . . . . . . . . . . . . . . 3

Improve Image Quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Add Notes, Highlight Areas, and Mark Up a Page . . . . . . . . . . . 4

Combine Items into Stacks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Link to Many Other Applications . . . . . . . . . . . . . . . . . . . . . . . . 6

Scan It and Fax It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Send Scanned Items Over the Internet . . . . . . . . . . . . . . . . . . . . 7

Scan It and E-Mail It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Convert Scanned Text to Text That You Can Edit . . . . . . . . . . . 8

Fill In a Preprinted Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Organize Items in Personal Folders . . . . . . . . . . . . . . . . . . . . . . . 9

Use SimpleSearch to Find an Item . . . . . . . . . . . . . . . . . . . . . . 10

Import Items from Other Applications . . . . . . . . . . . . . . . . . . . 11

Export Items in Other Formats . . . . . . . . . . . . . . . . . . . . . . . . . 11

View PaperPort Items on Other Computers . . . . . . . . . . . . . . . 11

Right Mouse Button Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . 12

Chapter 2: Viewing Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Desktop View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Switching Between Desktop View and Page View . . . . . . . . . . . 16

Using the Command Bar in Desktop View . . . . . . . . . . . . . . . . 16

Using the Command Bar in Page View . . . . . . . . . . . . . . . . . . . 17

Chapter 3: Stacking Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Combining Items into Stacks . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Using Drag and Drop to Create Stacks . . . . . . . . . . . . . . . . 20

Selecting and Deselecting Items . . . . . . . . . . . . . . . . . . . . . 21

Giving Titles to Items and Stacks . . . . . . . . . . . . . . . . . . . . . . . 21

Moving Between Stacked Pages . . . . . . . . . . . . . . . . . . . . . . . . . 23

Unstacking Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Tiling Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

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Chapter 4: Sending a Fax or E-Mail Message . . . . . . . . . . . . . . . 27

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Sending a Scanned Item as a Fax . . . . . . . . . . . . . . . . . . . . . . . . 28

Sending a Scanned Item with an E-Mail Message . . . . . . . . . . . 30

Getting PaperPort Information on the Internet . . . . . . . . . . . . . 32

Chapter 5: Converting a Scanned Item to Text. . . . . . . . . . . . . . 33

What Is OCR? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Converting an Item to Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Converting Part of a Page to Text . . . . . . . . . . . . . . . . . . . . . . . 38

Converting a Scanned Spreadsheet . . . . . . . . . . . . . . . . . . . . . . 39

Chapter 6: Filling In Preprinted Forms with FormTyper. . . . . . 41

Filling In a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

FormTyper Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Printing a Filled-In Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Chapter 7: Annotating a Page. . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Using the Annotation Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Pointer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Straighten Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Pan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Mark-Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Highlighter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Freehand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Arrow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Displaying and Hiding Annotations . . . . . . . . . . . . . . . . . . . . . 55

Printing Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

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Chapter 8: Editing Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Using the Image Editing Tools . . . . . . . . . . . . . . . . . . . . . . . . . 58

Rotate Right or Left . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

AutoFix Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Adjust Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Sharpen Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Remove Red Eye . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Crop Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Invert Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Remove Stray Dots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Enhance Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Creating Wallpaper from an Item . . . . . . . . . . . . . . . . . . . . . . . 64

Chapter 9: Filing Items in Folders . . . . . . . . . . . . . . . . . . . . . . . 65

Dragging and Dropping Items into Folders . . . . . . . . . . . . . . . . 66

Creating New Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Giving Folders New Titles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Dragging and Dropping Folders into Folders . . . . . . . . . . . . . . 69

Seeing the Contents of Folders . . . . . . . . . . . . . . . . . . . . . . . . . 70

Using SimpleSearch to Find an Item . . . . . . . . . . . . . . . . . . . . . 71

v

Appendix A: PaperPort Viewer . . . . . . . . . . . . . . . . . . . . . . . . . 73

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

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CHAPTER 1

Welcome to the
PaperPort Software

Welcome to the PaperPort Deluxe Software. This guide explains how to
use the main features of your PaperPort software. In addition to this
guide, you can get more information fr om a v ariety of sour ces, as sho wn
in this figure.

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EXPLORE
P

APERPORT

One-Minute Guide

An online tour of PaperPort features.

This User’s Guide

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

Help

Everything you want to know about
PaperPort—“how-to” procedures,
dialog box reference, and trouble­shooting advice.

PaperPort CD

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

1

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2

HAPTER

C

ELCOME TO THE PAPERPORT SOFTWARE

1: W

▼

NOTE:

To see the One-Minute Guide and Help, you should first
install the PaperPort software on your computer. See the installation
guide that you received with your scanner to install the software.

This chapter of the User’s Guide provides a quick overview of
PaperPort’ s featur es. If y ou’ve used an earlier version of the software, you
can also read this chapter to see what’s new in the PaperPort software.

The whole idea behind the PaperPort software is to help you wor k mor e
quickly and efficiently with paper items scanned into your computer.
The next few pages show—at a glance—many of the time-saving
features of the PaperPort software.

CANNING ITEMS

S

The PaperPort software works with a variety of scanners. Depending on
the scanner you ’re using, you can scan small items, such as business car ds,
or larger items up to 30 inches (76.2 cm) long. Typical items include
newspaper clippings, reports, magazine articles, brochures, letters,
memos, receipts, canceled checks, business cards, and color photos.

MEMO

SALES

REPORT

FAX

PaperPort has special scan settings for a variety of different items so you
can get the best image with your scanner. For more information about
scanning items, see the Installation Guide that came with your scanner.

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IEW SCANNED ITEMS TWO WAYS

V

PaperPort provides two ways to view items: the

View

represents each item on the PaperPort Desktop. Page View displays a
close-up of a single page.

Desktop View displays
items as thumbnails.

. Desktop View displays a

IEW SCANNED ITEMS TWO WAYS

V

Desktop View

thumbnail

, a small graphic that

Page View displays each
item as a full page.

and

3

Page

MPROVE IMAGE QUALITY

I

With the P aperP ort 5.1 D eluxe Softwar e, you can scan virtually any type
of item, including color photographs, business cards with color logos,
maps, memos, business letters, invoices, handwritten letters, and so on.
PaperPort also has special features to improve the scanned images. For
example, you can lighten underexposed color photographs that are too
dark, sharpen fuzzy pictures, adjust the colors of color graphics and
photographs, straighten pages scanned in crooked, remove “dirt spots”
with a single mouse click, and enhance the lines of a form.

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4

This picture of a
flower cart is
improved by clicking
the AutoFix Picture
tool. The image is
lightened and
sharpened.

This cow picture was
slightly blurred and
out of focus. Using
the Sharpen Picture
tool the cow comes
into focus.

HAPTER

C

ELCOME TO THE PAPERPORT SOFTWARE

1: W

Here are some “before and after” examples of scanned images:

The original picture
of the family dog had
the “red eye effect”
caused by an indoor
flash. The red was
removed with the
Remove Red Eye
tool.

ADD N

OTES

, H

IGHLIGHT AREAS, AND MARK UP A PAGE

With the annotation tools in Page View, you can add a note, highlight
text, draw lines or arrows, circle information, or paste a picture or
graphic from another application into a PaperPort item. The following
figure shows a sample of how the tools can be used.

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Use the Picture tool to
add a picture to the
page.

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

Circle information
with the Freehand tool.

Use the Note tool to add
notes to a page.

OMBINE ITEMS INTO STACKS

C

5

C

OMBINE ITEMS

INTO STACKS

Many items that you scan will pr obably be mor e than one page. You can
combine the individual pages into a multipage item, called a stack.
For example, you could save all of your invoices for a job in one stack
named Invoices, and each page of the stack could be an invoice with its
own name, such as Invoice April 17, 1997.

6 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE

A single page

Stacks

Link Bar

LINK TO MANY OTHER APPLICATIONS

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PaperPort automatically recognizes many other applications on your
computer and creates a “working link” to them. The Link Bar at the
bottom of Desktop View shows icons of those linked applications.
To use a link, drag an item onto one of the icons to start the application
represented by the icon. A typical use of the Link Bar is to scan an item
and fax it.

This sample Link Bar shows several applications linked to PaperPort.

If PaperPort does not automatically recognize one of the applications on
your computer, you can manually create a link using the Create New
Link command. See the Help system for more information about
creating new links.

Send an item by
dragging and dropping it
onto a link icon. This
example shows dragging
and dropping an item
onto the fax link icon.

When the fax icon is
highlighted, release the
mouse button. Your fax
application starts and
you can send the item
as a fax.

SCAN IT AND FAX IT 7

SCAN IT AND FAX IT

If your computer has a fax modem and fax software, you can use the fax
link to quickly send the item as a fax. The fax link is represented by a fax
icon on the Link Bar at the bottom of Desktop View.

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SEND SCANNED ITEMS OVER THE INTERNET

Using the Netscape Navigator e-mail link you can scan an item or
import an item to the PaperPort Desktop, and send it as an e-mail
attachment over the Internet. This means that you can send your
scanned items worldwide to anyone who has Internet access.

In addition, you can use the PaperPort software to connect to different
areas on Visioneer’s Web site on the Internet. For example, to get
technical support, choose Technical Support from the WebSite menu.
The PaperPort software starts your Internet browser software and
displays the selected area on Visioneer’s Web site. (If you do not have a
direct Internet connection, you may have to connect to your Internet
provider before choosing a WebSite menu command.)

8 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE

SCAN IT AND E-MAIL IT

If you can send e-mail from your computer, you can send any scanned
item as an e-mail attachment, including scanned pages, graphics, and
photos. You can use either the e-mail link icon or a convenient Send
command to attach an item to an e-mail message.

The e-mail link icon for
Lotus cc:Mail.

CONVERT SCANNED TEXT TO TEXT THAT YOU CAN EDIT

PaperPort can quickly convert the text on a scanned item, which is r eally
just a picture of the text, into text that you can edit with a word
processing application. PaperPort converts the text using either the
Visioneer OCR (optical character recognition )application that comes
with PaperPort, or your OCR application if it’s already on your
computer. You can convert the entire item, or using the Copy As Text
command, you can select only a portion of the text to convert.

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

The FormTyper link
icon.

FILL IN A PREPRINTED FORM 9

FILL IN A PREPRINTED FORM

A built-in PaperPort application named FormTyper is designed
specifically for filling in the fields on pr eprinted forms, such as insurance
forms, registration cards, or tax forms, which often ask you to “Please
Type the Information.” U sing F ormTyper, you can type the information
using your computer keyboard (instead of a typewriter), and then print
the filled-in form. The FormTyper icon is on the Link Bar. Drag a
scanned form onto the FormTyper icon and the form’s fields will be
ready for you to begin typing.

ORGANIZE ITEMS IN PERSONAL FOLDERS

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The tree structure of
personal file folders
in PaperPort.

PaperPort has an easy-to-use filing system for organizing your scanned
items. The filing system consists of folders designed specifically to hold
every item you scan. You can rename folders, create your own set, or
even assign different colors, such as red for items that need immediate
attention.

10 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE

■ Folders are arranged in a “tree” structure. The tree arrangement is

similar to the one in Windows Explorer.

■ Scanned items are stored in folders. You can simply drag and drop the

item onto the folder. When the folder is highlighted, release the
mouse button and the item is stored in that folder.

■ F olders can be “nested”—that is, stored in other folders. The plus symbol

(+) shows the folder contains other folders. The minus symbol (-)
shows that the other folders are visible.

USE SIMPLESEARCH TO FIND AN ITEM

The PaperPort software has a wide range of options for finding scanned
items. In addition to the standard methods of searching for items by
name, date, or keywords, a powerful PaperPort feature named
SimpleSearch can find items based on the textual content.

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For example, if you only remember that the item included the word
“scanner” or the phrase “elegant scanning,” SimpleSearch can find the
item containing that word or phrase for you. SimpleSearch finds items
this way because it actually reads all of your scanned items and
remembers the textual content. You simply enter a word or phrase, and
SimpleSearch finds the item(s) that have it. The following sample sho ws
the dialog box set to find the phrase “elegant scanning” in your scanned
items.

IMPORT ITEMS FROM OTHER APPLICATIONS 11

IMPORT ITEMS FROM OTHER APPLICATIONS

In addition to scanning items, you can bring items into PaperPort in
several different ways:

■ Print to the PaperPort Desktop from another application, such as

Microsoft Excel.

■ Print to the PaperPort Desktop from the Internet, so you can display

images and text from Internet Web sites on the PaperPort Desktop.

■ Import files saved in other file formats, such as Windows Bitmap

(BMP) or Tag Image File Format (TIFF).

■ Drag and drop an image file onto the PaperPort folder in Windows

Explorer and convert the file to a PaperPort item.

■ Drag and drop a n image file onto the P aperPort icon on the Windows

desktop.

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EXPORT ITEMS IN OTHER FORMATS

You can export or save PaperPort items in several popular file formats,
such as BMP, GIF, or TIFF. For example, to create a file for an Internet
Web site, export it as a GIF file. Web pages often use GIF files for
displaying images.

VIEW PAPERPORT ITEMS ON OTHER COMPUTERS

PaperPort Viewer, a separate application, comes with PaperPort and lets
others view PaperPort items without PaperPort. PaperPort Viewer is
available for free on the Visioneer Web site at http://www .visioneer.com.
Y ou can also send PaperPort Viewer to someone else b y attaching it to an
e-mail message.

12 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE

RIGHT MOUSE BUTTON SHORTCUTS

Many of the tools, buttons, and icons in PaperPort have right mouse
button shortcuts. For example, select an item in Desktop View and click
the right mouse button to display a menu for the item. You can choose
commands from that menu instead of the menus in the menu bar.

The following sample shows the shortcut menu for a single item
in Desktop View . Other shortcut menus appear when y ou click the right
mouse button on the PaperPort Desktop instead of on an item, and
when you’re viewing an item in Page View.

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RELATED TOPICS IN HELP

Each new PaperPort feature is described in detail in the Help system.
From the PaperPort Help menu, choose PaperPort Help Topics to see
the Help topics.

CHAPTER 2

Viewing Items

Using PaperPort’s two views for displaying scanned items—Desktop
View and P age V iew—you can see either the thumbnails of the items, or
a full page that you can read.

DESKTOP VIEW

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Command Bar

Folders

Thumbnail of
scanned items

Stacks
Thumbnail of

scanned photo

Link Bar

Status Bar

Desktop View shows thumbnails of scanned items and stacks of items.
Use Desktop View to see the items on the PaperPort Desktop or in any
folder.

13

14 CHAPTER 2: VIEWING ITEMS

Command Bar—The buttons on the Command Bar are shortcuts for
commands on the menus. For example, clicking the Settings button is
the same as choosing Preferences from the Edit menu and then clicking
the Scan Settings tab in the PaperPort Preferences dialog box.
The Command Bar appears in both Desktop View and Page View.

Folders—You can store items in the folders to organize them. PaperP ort
comes with a set of folders already on the PaperPort Desktop, but you
can change their titles, add new folders, delete folders, and change their
colors.

Thumbnails of scanned items—Thumbnails are small representations
of scanned items so you can see them at a glance. To see an item at full
size, use Page View.

A stack—After scanning multiple pages, you can combine the
thumbnails of those pages into a stack. For example, if you scan a
10-page report, 10 individual pages appear on the PaperPort Desktop.
By combining the pages into a stack, you can work with the report as a
single item. Stack titles appear in bold type above the page titles.

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Link Bar—The icons on the Link Bar represent other applications and
functions that work with PaperPort. The icons include links for sending
a scanned item as a fax or an e-mail attachment, reading text from a
scanned item into a word processing program, entering data into a
preprinted form, and so on. The icons that appear depend on the
applications installed on your computer. Use the scroll arrows on the
Link Bar to see the other icons.

Status Bar—The Status Bar shows information about the selected
items, the links, or the buttons on the Command Bar.

Command Bar

Annotation Tool Bar

PAGE VIEW 15

PAGE VIEW

Page View shows one page at a time. Use Page View to get a close-up
view of the item or to add comments to the page.

Image Tool Bar

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Status Bar

Command Bar—The buttons on the Command Bar are shortcuts for
commands on the menus. N otice that several of the buttons in the Page
View Command Bar are different from those in Desktop View.

Annotation Tool Bar—These tools are for adding notes to a page,
highlighting areas on it, cutting and pasting sections, drawing on the
page, adding a picture to the page, and so forth. See Chapter 7,
“Annotating a Page,” for examples of annotations and how to use the
tools.

Image Tool Bar—These tools are for editing the scanned images,
including adjusting an image’s colors, rotating an image, removing the
“r ed eye” effect from a color snapshots, sharpening fuzzy images, and so
on. See Chapter 8, “Editing Images,” for more information.

Status Bar—The Status Bar shows information about the page being
displayed.

16 CHAPTER 2: VIEWING ITEMS

SWITCHING BETWEEN DESKTOP VIEW AND PAGE VIEW

While working with PaperPort, you’ll want to switch back and forth
from Desktop View to Page View to work with a single page in Page
View, or with the thumbnails in Desktop View.

To view an item in Page View:

■ Double-click the

item you want to
see in Page View,
such as a business
card.

■ You can also click

once on the item
then click the Page
button.

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■ Click the Desktop

button.

■ You can also choose

Desktop View from
the View menu.

To switch from Page View to Desktop View:

USING THE COMMAND BAR IN DESKTOP VIEW

To use a button on the Command Bar, click it. If a button does not
apply to a selected item, the button will be gray, and clicking it won’t
have any effect.

USING THE COMMAND BAR IN PAGE VIEW 17

Page. Switch from Desktop View to Page View.
Settings. Display the PaperPort Preferences dialog box where you can

set scan settings, customize the PaperPort Desktop and folders, choose
options for importing and exporting files, calibrate the scanner, and
change its hardware settings.

Find. Find an item in Desktop View, or find an annotation or page in
Page V iew.

Browse. In Desktop View, see a list of items available on the PaperPort
Desktop and in all the folders. In Page View, see a list of items available
in the currently open folder.

Rotate. Rotate the selected items or stacks 90 degrees to the right.
Rotating a stack rotates every page in the stack.

Duplicate. Make a copy of the selected item(s).

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Stack. Combine selected items into one stack.
Unstack. Unstack the pages of the selected stack.
Unstack1. Unstack only the visible (top) page of the stack. The rest of

the pages remain as part of the stack.
Arrange. Arrange the items on the PaperPort Desktop.

USING THE COMMAND BAR IN PAGE VIEW

Several of the buttons that appear in Desktop View also appear in Page
View. However, because Page View displays a single item, buttons for
viewing single items appear only in the Page View Command Bar.

18 CHAPTER 2: VIEWING ITEMS

Desktop. Switch from Page View to Desktop View.
<< Item. Displays the pr evious item on the PaperP ort Desktop or in the

currently open folder.
Item >>. Displays the next item on the PaperPort Desktop or in the

currently open folder.

<< Page. Displays the previous page in a stack.
Page >>. Displays the next page in a stack.
Zoom Out. Reduces the size of the page in Page View.
Actual Size. Returns the page to its original (100%) size.
Zoom In. Magnifies the size of the page in Page View.
Wizard. Runs a step-b y-step process to help y ou impr ove the color of an

item scanned in color.

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▼ NOTE: Two other buttons may appear on the Command Bar.

A TWAIN button appears if you are using the PaperPort software
with another (non-PaperPort) scanner. Clicking the TWAIN button
starts the scanning on the other scanner. The other button that can
appear on the Command Bar is labeled OLE Return. It appears
when you are using Windows Object Linking and Embedding
(OLE).

RELATED TOPICS IN HELP

PaperPort Basics, Desktop View
PaperPort Basics, Page View
View Items
Work with Items in Page View
Works with Items on the PaperPort Desktop

CHAPTER 3

Stacking Items

Like many other busy people, you may sometimes put items on your
desk without organizing them. When you finally do put them in order,
you might stack the items by project, contact, or department. You use a
method that helps you to quickly find the right stack.

With PaperPort you can electronically organize items into stacks in
much the same way that you do with paper documents. A stack is a
PaperPort item with multiple pages. Expense reports, contracts, memos,
letters, presentations, and other business materials ar e often two or mor e
pages. You can stack and unstack these items electronically on the
PaperPort Desktop.

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COMBINING ITEMS INTO STACKS

Each scanned page appears on the PaperPort Desktop as a one-page
untitled item. To stack scanned pages, you can:

■ Drag one page on top of the other

■ Click the Stack button on the Command Bar

■ Use the stack commands in the Desktop menu

You can also add stacks to other stacks.

19

20 CHAPTER 3: STACKING ITEMS

USING DRAG AND DROP TO CREATE STACKS

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1. In the Desktop

View, select the
item that you
want to stack.

This example
shows stacking a
Cover Letter on
an Invoice.

2. Drag the selected

item onto the item
on which you
want to stack it.

3. When the

second item is
highlighted,
release the mouse
button.

The stack is
created.

4. Repeat Steps 1

through 3 until
you are finished
creating the stack.

Cover Letter Invoice

Cover Letter Invoice

Invoice

Cover Letter

A new stack receives the title of the item on the bottom of the stack.
The stack title (Invoice in this case) is shown in boldface type. Each
page title is shown in normal typeface (Cover Letter in the sample
above).

Any item on the P aperPort Desktop can be stacked onto any other item.
You can use drag and drop to stack pages onto other pages, stacks onto
other stacks, pages onto stacks, and stacks onto pages. You can also use
the Stack button on the Command Bar to stack items. Select them in
the order that you want them stacked and click the Stack button.