Nuance SCANSOFT PAPERPORT 11 User Manual

L E G A L N O T I C E S

Copyright © 2006 Nuance Communications, Inc. All rights reserved. No part of this publication may be transmitted, transcribed, reproduced, stored in any retrieval system or translated into any language or computer language in any form or by any means, mechanical, electronic, magnetic, optical, chemical, manual, or otherwise, without prior written consent from Nuance Communications, Inc., 1 Wayside Road, Burlington, Massachusetts 01803-4609, U.S.A. Printed in the United States of America and Ireland. The software described in this book is furnished under license and may be used or copied only in accordance with the terms of such license.

IMPOR TANT NOTICE

Nuance Communications, Inc. provides this publication “AS IS” without warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability or fitness for a particular purpose. Some states or jurisdictions do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. Nuance reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of Nuance to notify any person of such revision or changes.

TRADEMARKS AND CREDITS

Nuance, the Nuance logo, All-in-One Search, DesktopDelivery, FormTyper, OmniPage, PaperPort, Productivity Without Boundaries, ScanDirect, ScanSoft, and SET are trademarks or registered trademarks of Nuance Communications, Inc. or its affiliates in the United States and/or other countries. Microsoft, Excel, MSN, Outlook, PowerPoint, and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Intel and Pentium are trademarks or registered trademarks of Intel Corporation or its subsidiaries in the United States and other countries. Adobe, Acrobat and Photoshop are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. ISIS is a registered trademark of Captiva Software Corporation in the United States. Google is a trademark of Google, Inc. WordPerfect is a trademark or registered trademark of Corel Corporation and/or its subsidiaries in Canada, the United States and/or other countries. The Verity logo is a trademark or registered trademark of Verity, Inc. in the United States and/or other countries. All other trademarks referenced herein are the property of their respective owners.

Outside In ® Viewer Technology © 1992-1999, Word for Word® copyright © 1998 Stellent Chicago, Inc. All rights reserved. This product was developed using Kakadu software. This software is based in part on the work of the Independent JPEG Group. This software is based in part on the work of Colosseum Builders, Inc. Zlib copyright © 1995-1998 Jean-loup Gailly and Mark Adler.

Nuance Communications, Inc.

1 Wayside Road

Burlington, Massachusetts 01803-4609, U.S.A.

Nuance Communications International BVBA

Guldensporenpark 32, Building D, BE-9820 Merelbeke, Belgium

PaperPort 11 Getting Started Guide

Part Number 50-F31A-10060

March, 2006

C O N T E N T S

Welcome to PaperPort	5
Installing and Activating PaperPort	5
Registration	6
Learning PaperPort	6
Technical Support	7
What’s new in PaperPort 11?	8

Getting to Know PaperPort	11
The PaperPort desktop	11
PaperPort items	12
The Folders pane	12
PaperPort item thumbnails	13
PaperPort page thumbnails	15
Two-part desktop	15
The Page View window	16
Customizable toolbars	17

Acquiring Items	17
Scan to the PaperPort desktop	18
Set up your scanner with PaperPort	19
Using Scan Profiles	19
Print to PaperPort	20
Capture web pages	20
Add PaperPort folders	20
Use DesktopDelivery	21
Import pictures from your camera	22

Touching Up Images	22
Scanner Enhancement Technology tools	23
Edit multiple images	25
Annotating Pages	26
Annotation tools	26

PaperPort Getting Started Guide

iii

Protecting Items	27
Filing Items	28
Add search criteria to items	29
Finding Items	30
Find items by their properties	30
Find words in an item	31
Add items to the All-in-One Search index	31
Use the All-in-One Search pane	32
Use PDF Searchable Image	32
Schedule indexing tasks	33
Sharing Files	33
Sending Items to Other Programs	34
Use OmniPage with PaperPort	35
Customize the Send To bar	35
Adjust Send To options	36
Converting Items	37
Convert items to image formats	37
Assembling documents	37
Convert images to text	38
Filling Out Scanned Forms	38
Creating PDF Documents	39
Using ScanDirect	40
Uninstalling PaperPort	40

iv Contents

Welcome to PaperPort

Welcome to the ScanSoft® PaperPort® Getting Started Guide.

PaperPort provides the easiest way to turn paper into organized digital documents that everybody in an office can quickly find and use. PaperPort works with scanners, multifunction printers, and networked digital copiers to turn paper documents into digital documents. It then helps you to manage them along with all other electronic documents in one convenient and easy-to-use filing system.

PaperPort’s large, clear item thumbnails allow you to visually organize, retrieve and use your scanned documents, including Word files, spreadsheets, PDF files and even digital photos. PaperPort’s Scanner Enhancement Technology tools ensure that scanned documents will look great while the annotation tools let you add notes and highlights to any scanned image.

Installing and Activating PaperPort

You can install PaperPort from a CD or from the Web.

The PaperPort installation program provides easy step-by-step instructions. Follow the instructions on each screen to install the software.

Installation and un-installation require Administrator rights; for Activation and Deactivation you need web access. You will be invited to activate the product at the end of installation. Provided your serial number is found at its storage location and has been correctly entered, no user interaction is required and no personal information is transmitted.

If you do not activate the product at installation time, you will be invited to do this each time you invoke the program. PaperPort 11.0 can be launched only five times without activation.

PaperPort Getting Started Guide

5

Registration

Registration enables you to take full advantage of Nuance® product support and to receive notifications of product updates.

When you finish installing PaperPort, you are prompted to register online. If you want to update your registration information, you can always go to the Nuance web site at http://www.nuance.com.

Learning PaperPort

This guide introduces you to PaperPort and shows you how PaperPort can help you manage your information. Additional sources of information to help you learn how to use PaperPort include online Help, Release Notes, and the Nuance web site.

Using this Guide

This guide is written with the assumption that you know how to work in the Microsoft® Windows® environment. Please refer to your Windows documentation if you have questions about how to use dialog boxes, menu commands, scroll bars, drag and drop functionality, shortcut menus, and so on.

Using online Help

The PaperPort online Help includes comprehensive information on features, settings, and procedures. Help is available from the PaperPort Help menu.

Additional technical support, including technical notes, frequently asked questions, software updates, and more is available from the PaperPort Help menu.

Using release notes

PaperPort Release Notes provide important information about this release of the program. This document is included on the installation CD, from the PaperPort Help menu, and as a sample document on the PaperPort desktop.

Welcome to PaperPort

6

Technical Support

Nuance offers both complimentary and fee-based technical support options designed to meet your individual needs. Our services offer person-to-person telephone and e-mail technical support. We also offer self-service, 24-hour access to our Knowledge Base.

Visit http://www.nuance.com for information about your support policy, local support contacts, and product updates. Before contacting Nuance, be sure to read the user documentation and review the Release Notes.

Minimum System Requirements

A computer with an Intel® Pentium® or higher processor

Microsoft Windows 2000 SP4 or above, Windows XP SP2 or above

Microsoft Internet Explorer 5.5 or above

128MB of memory (RAM), 256MB recommended

200MB of free hard disk space for application files plus 5MB working space during installation

SVGA monitor with 256 colors, but preferably 16-bit color (called High Color in Windows 2000 and Medium Color in XP) and 800 x 600 pixel resolution

Windows-compatible pointing device

CD-ROM drive for installation

Web connection (with IE 5.5 or above) for activation and web update

Performance and speed will be enhanced if your computer’s processor, memory, and available disk space exceed minimum requirements. This is especially true when handling very large color image and PDF files.

PaperPort Getting Started Guide

7

What’s new in PaperPort 11?

PaperPort 11 includes a number of valuable new features to help you manage your documents.

Unprecedented Performance

Faster launch, quick folder navigation, bigger folder capacity and faster item display both on the PaperPort Desktop and in Page Viewer.

Improved OCR Accuracy

PaperPort 11 provides more accurate conversion to text on scanned and PDF documents including lower resolution images.

How-to-Guides

On first startup the program will offer you a series of illustrated mini-guides showing typical tasks and processes, providing quick access to program areas and relevant Help sections. Once disabled, How-to-Guides can be switched on again in the Help menu.

Improved Scanner Selection

Select the scanner you want to use easily in the Scan pane without the need to run the Scanner Setup Wizard separately.

Scanning directly from scanner buttons

Use your device buttons to scan directly into PaperPort. Assign PaperPort events to scanner buttons to get this functionality. See the Scan Documents section in the How-to-Guides for details.

Scan profiles

With PaperPort scan profiles, you can scan different types of documents and images more easily. The profiles are optimized for the most common tasks: scanning in black-and-white, grayscale, scanning color documents, or color photos.

Welcome to PaperPort

8

Capture Assistant

Have more precise control over multi-page scanning with the integrated Capture Assistant. The widest range of options are provided in PaperPort Professional 11.

Folder Notes

If you want to automatically add the same subject, author, or keywords to all PDF and MAX items coming into a specific folder through scanning or DesktopDeliveryTM, use Folder Notes. Entering keywords and subjects makes it easier to find items later.

Customizable Toolbars

You can now set up your PaperPort workspace more comfortably by repositioning or docking toolbars, and customizing which icons you want to display.

New SET Tools

New SETTM Tools give you more control over image quality: you can set black and white points for auto-enhancement, and erase unwanted handwritten notes or shadows from the edge of your scanned pages.

PaperPort Watson

A new intelligent search utility that unites the best of the PaperPort All-in-One SearchTM with other popular search engines including Google® and MSN® Desktop Search utilities.

Closer integration with other Nuance products

• If you have ScanSoft® OmniPage® on your system, PaperPort cooperates with it more closely than ever, providing cutting-edge OCR page recognition services and high-level PDF creation including Searchable PDF files.

• PaperPort Professional 11 comes with integrated PDF Create! enabling you to create smaller text-based PDF files from applications and assemble PDF files quickly and easily from a variety of source documents.

PaperPort Getting Started Guide

9

The following advanced features are available only in PaperPort Professional 11:

Unlimited Scan Profiles

You can freely create and configure new Scan Profiles, or remove unwanted ones.

Professional Capture Assistant

Professional Capture Assistant: The Capture Assistant displays thumbnails of pages as they are scanned. After scanning, you can re-order or rotate pages or add blank separator pages. When you are done, you can specify subject, author and keywords for your items.

PDF-MRC High Compression

Now you can create scanned color or grayscale PDF files that are up to 8 times smaller than regular scanned documents.

Searchable PDF

If you have OmniPage together with PaperPort Professional on your system, you can create searchable image PDF files as well. You can index, search and extract the text content of such PDFs.

PaperPort is also supplied in Special Editions to selected scanner manufacturers and other resellers. The feature set in these editions may vary, in line with each vendor’s requirements.

Welcome to PaperPort

10

Getting to Know PaperPort

This section introduces you to the different parts of PaperPort. Refer to the PaperPort Help for detailed information about all these topics.

PaperPort How-to-Guides

The How-to-Guides display on first program launch. They are a series of miniguides that help you get started easily by providing concise overviews of key program areas, such as scanning, searching, document assembly and the like.

The PaperPort desktop

The PaperPort desktop appears with the Folders pane when you first start the program. It displays your documents, as well as the tools you can use to manage them. PaperPort offers all the tools necessary to organize, find, and use documents and images.

Command bar with customizable toolbars

Folders

Function pane can present:

•Folders (View menu)

•Page Thumbnails (View menu)

•Item Properties (View menu)

•Scan or Get Photo (File menu)

•All-in-One Search (Tools menu)

Desktop

Access to other pages

		Text		item	Send To bar
Image item
thumbnail		thumbnail

PaperPort Getting Started Guide

11

PaperPort items

The documents and photographs you acquire in PaperPort are called items. There are two types of items: image items and text items.

Image items are scanned documents, photographs, and other digital items in an image format, such as PDF, JPEG, TIFF, or PaperPort Image (.max).

You create image items from documents, photographs, line art, or other items that you scan, copy, or bring in to the PaperPort desktop.

Text items are documents that contain editable text, such as Word (.doc), HTML, and Excel files, and are created by word processing and other text-based applications.

You can use any flavor of PDF file (PDF Image, PDF Searchable Image, and PDF Formatted Text and Graphics (PDF Normal)) with PaperPort. PaperPort distinguishes between image-only and non-image PDF items. You can use the SET tools to improve the quality of PDF-image only items.

You can quickly send an item to another program without leaving the PaperPort program. Just drag an item onto the link icon in the Send To bar at the bottom of the desktop. PaperPort supports a wide variety of programs including word processing, spreadsheet, fax, Internet e-mail, graphics, optical character recognition (OCR), and online services programs.

PaperPort includes a My PaperPort Documents folder containing items to demonstrate some of the types of items you can keep on the PaperPort desktop.

You can also use PaperPort to view non-PaperPort items that reside on your computer. Simply copy or move the document file or photo into a PaperPort folder.

The Folders pane

The Folders pane presents a hierarchical view of your PaperPort folders, similar to the view you see in Windows Explorer. Use the Folder Tools to access its commands quickly.

PaperPort installs a PaperPort folder named My PaperPort Documents into your My Documents folder. If you are using a multi-user system, each user has their own My PaperPort Documents folder.

Getting to Know PaperPort

12