Nuance PAPERPORT DELUXE SOFTWARE 5.3 FOR WINDOWS, PaperPort - 5.1 - Windows User Manual

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PaperPort Deluxe Software

User’s Guide

F O R W I N D O W S

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

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. Windows 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, 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: 05-0292-000

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 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 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.

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

 

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

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

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

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C H A P T E R 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 from a variety of sources, as shown in this figure.

EXPLORE

PAPERPORT

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.

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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 features. If you’ve used an earlier version of the software, you can also read this chapter to see what’s new in the PaperPort software.

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

SCANNING ITEMS

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MEMO

 

 

 

SALES

 

 

 

F A X

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

REPORT

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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.

VIEW SCANNED ITEMS TWO WAYS

VIEW SCANNED ITEMS TWO WAYS

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

Desktop View displays

Page View displays each

items as thumbnails.

item as a full page.

IMPROVE IMAGE QUALITY

With the PaperPort 5.1 Deluxe Software, 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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Here are some “before and after” examples of scanned images:

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

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

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 NOTES, HIGHLIGHT 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.

COMBINE ITEMS INTO STACKS

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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.

COMBINE ITEMS INTO STACKS

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

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A single page

Stacks

Link Bar

LINK TO MANY OTHER APPLICATIONS

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PaperPort automatically recognizes many other applications on your computer and creates a “working link” to them. The Link Bar at the bottom of 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

SCAN IT AND FAX IT

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

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.)

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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.

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

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.

CONVERT SCANNED TEXT TO TEXT THAT YOU CAN EDIT

PaperPort can quickly convert the text on a scanned item, which is really just a picture of the text, into text that you can edit with a word processing application. PaperPort converts the text using either the 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.

FILL IN A PREPRINTED FORM

FILL IN A PREPRINTED FORM

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

The FormTyper link icon.

ORGANIZE ITEMS IN PERSONAL FOLDERS

PaperPort has an easy-to-use filing system for organizing your scanned items. The filing system consists of folders designed specifically 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.

The tree structure of personal file folders in PaperPort.

 

 

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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.

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

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

USE SIMPLESEARCH TO FIND AN ITEM

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

For example, if you only remember that the item included the word “scanner” or the phrase “elegant scanning,” SimpleSearch can find the item containing that word or phrase for you. SimpleSearch 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 shows the dialog box set to find the phrase “elegant scanning” in your scanned items.

IMPORT ITEMS FROM OTHER APPLICATIONS

IMPORT ITEMS FROM OTHER APPLICATIONS

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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 an image file onto the PaperPort icon on the Windows desktop.

EXPORT ITEMS IN OTHER FORMATS

You can export or save PaperPort items in several popular file formats, such as BMP, 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. You can also send PaperPort Viewer to someone else by attaching it to an e-mail message.

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RIGHT MOUSE BUTTON SHORTCUTS

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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 you click the right mouse button on the PaperPort Desktop instead of on an item, and when you’re viewing an item in Page View.

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.

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C H A P T E R 2

Viewing Items

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

DESKTOP VIEW

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

Command Bar

Folders

Thumbnail of scanned items

Stacks

Thumbnail of scanned photo

Link Bar

Status Bar

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

The Command Bar appears in both Desktop View and Page View.

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

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

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.

PAGE VIEW

PAGE VIEW

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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

Command Bar

Annotation Tool Bar

Status Bar

Command Bar—The buttons on the Command Bar are shortcuts for commands on the menus. Notice 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 “red 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.

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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.

Click the Desktop button.

You can also choose

Desktop View from the View menu.

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:

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.

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USING THE COMMAND BAR IN PAGE VIEW

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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 View.

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).

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.

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Desktop. Switch from Page View to Desktop View.

<< Item. Displays the previous item on the PaperPort 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-by-step process to help you improve the color of an item scanned in color.

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

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C H A P T E R 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 are often two or more pages. You can stack and unstack these items electronically on the PaperPort Desktop.

COMBINING ITEMS INTO STACKS

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

Drag one page on top of the other

Click the Stack button on the Command Bar

Use the stack commands in the Desktop menu

You can also add stacks to other stacks.

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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.

USING DRAG AND DROP TO CREATE STACKS

Cover Letter

Invoice

Cover Letter

Invoice

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The stack is created.

4.Repeat Steps 1 through 3 until you are finished creating the stack.

Invoice

Cover Letter

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

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

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