Nuance ScanSoft PageKeeper Pro - 3.0 User’s Manual

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PageKeeper® Pro

User’s Manual

Caere Corporation

100 Cooper Court Los Gatos, California 95032-7603 USA

Caere GmbH

Innere Wiener Strasse 5 81667 München, Germany

Caere UK Information Centre

Abbey House 4 Abbey Orchard Street Westminster, London SW1P 2JJ

Centre d’informations Caere

72, rue Baratte-Cholet 94100 Saint-Maur, France

Please Note

In order to use this application, you should know how to work in the Microsoft Windows environment. Please refer to Windows documentation if you have questions about how to use menu commands, dialog boxes, scroll bars, edit boxes, and so on.

PageKeeper Pro Version 3

Copyright© 1999 by Caere Corporation. All rights reserved. Folder Watch is a trademark of Caere Corporation. The Caere logo, Caere, PageKeeper, PageKeeper Standard, PageKeeper Pro, OmniPage, and OmniPage Pro are registered trademarks of Caere Corporation.

All other trademarks are the property of their respective companies.

800-1304-030A

Welcome

Using This Manual................................................................................................................2

Getting Online Help..............................................................................................................3

Help Menu ......................................................................................................................3

Context-Sensitive Help..................................................................................................3

Getting Product Support ......................................................................................................4

Chapter 1 Installation and Setup

Minimum System Requirements ........................................................................................6

If You Have a Previous Version of PageKeeper or Visioneer PaperPort Installed .....6

Installing PageKeeper ..........................................................................................................7

Setting Up Your Scanner with PageKeeper ......................................................................8

Starting PageKeeper .............................................................................................................9

Registering PageKeeper ....................................................................................................10

Chapter 2 Introduction to PageKeeper

PageKeeper Features ..........................................................................................................12

PageKeeper User Interface.................................................................................................14

PageKeeper Desktop....................................................................................................14

PageKeeper View .........................................................................................................15

PageKeeper Find ..........................................................................................................16

PK Scan Button .............................................................................................................16

Selecting PageKeeper Settings ..........................................................................................17

General Settings............................................................................................................18

Scanner Settings............................................................................................................18

OCR Language Settings .............................................................................................19

New Document Settings .............................................................................................19

Folder Watch Settings .................................................................................................20

Table of Contents

Chapter 3 Getting Started Exercises

Getting Started.....................................................................................................................22

Exercise 1: Add a Document to PageKeeper..................................................................23

Exercise 2: Work with Folders..........................................................................................25

Exercise 3: Work in PageKeeper View ............................................................................30

Exercise 4: Work with a Clipped Group.........................................................................34

iii

Exercise 5: Find a Document ............................................................................................36

Chapter 4 Organizing and Working with Documents

Adding Documents to PageKeeper .................................................................................40

Scanning Documents into PageKeeper ....................................................................41

Scanning Documents Automatically with an ADF ................................................43

Adding Existing Documents to PageKeeper ..........................................................44

Adding Documents Automatically with Folder Watch ........................................45

Adding Web Page Links to PageKeeper ..................................................................47

Organizing Documents .....................................................................................................49

Creating Folders ..........................................................................................................49

Clipping Documents Together ..................................................................................50

Rearranging Items .......................................................................................................53

Renaming Items ...........................................................................................................54

Removing Items ..........................................................................................................54

Automatically Organizing Documents ...........................................................................56

Viewing Documents ..........................................................................................................60

Annotating Documents .....................................................................................................62

Opening Documents ..........................................................................................................65

Opening Documents in Their Own Applications ...................................................65

Opening Web Pages ....................................................................................................65

Opening Documents in Other Applications ...........................................................66

Printing, Faxing, and Mailing Documents ......................................................................67

Chapter 5 Finding Documents

Starting a Search .................................................................................................................70

Search Tips ..........................................................................................................................72

Entering Search Text ...................................................................................................72

Searching for Similar Documents .............................................................................72

Searching Within Search Results ..............................................................................73

Searching for Old Documents to Discard ................................................................73

Sorting Search Results by Relevancy .......................................................................73

Locating Search Words in Retrieved Documents....................................................73

Reusing Search Criteria ..............................................................................................73

Saving Search Criteria to a Smart Folder .................................................................73

Storing Search Results in a Folder ............................................................................73

Specifying Multiple Criteria for Your Search .................................................................74

Modifying Search Criteria .................................................................................................76

Changing the Search Conditions .....................................................................................77

Saving Search Criteria .......................................................................................................80

PageKeeper Find Options .................................................................................................82

Content Tab ..................................................................................................................82

Properties Tab ..............................................................................................................84

Image Tab .....................................................................................................................85

Look in Tab ..................................................................................................................86

Chapter 6 Technical Information

Troubleshooting Solutions ................................................................................................88

Solutions to Try First ...................................................................................................88

Low Disk Space Problems ..........................................................................................89

Low Memory Problems ..............................................................................................89

Problems Connecting PageKeeper to Your Scanner ..............................................90

System Crash Occurs While Scanning .....................................................................90

Converting Databases for Use in PageKeeper Pro ........................................................91

PageKeeper Standard and Lite 3.0 Conversions .....................................................93

PageKeeper 2.0 or 2.1 Conversions ...........................................................................93

Visioneer PaperPort Conversions .............................................................................94

Keeping Track of Document Changes .............................................................................95

Performing Background OCR on Images .......................................................................96

Image Quality Required for OCR..............................................................................96

Improving OCR Accuracy .........................................................................................97

Sending Documents from PageKeeper ............................................................................98

Customizing the Application Toolbar .............................................................................99

Document Thumbnails ....................................................................................................101

Checking PageKeeper Jobs .............................................................................................102

Uninstalling PageKeeper .................................................................................................104

Index

Welcome

Welcome to PageKeeper, and thank you for using our software! The following documentation has been provided to help you learn about PageKeeper.

This User’s Manual

This manual introduces you to the basics of using PageKeeper. It includes installation and setup instructions, an introduction to the product, exercises for getting started, task-oriented instructions, and technical information.

This manual is also available as an electronic file in PDF format. To open the file after installation, click

Programs

PageKeeper Online Help

The online Help contains information on features, settings, and procedures. It has been designed for quick and easy information retrieval. Please see “Getting Online Help” on page 3 for more information.

PageKeeper Readme File

Caere ApplicationsCaere DocumentsPageKeeper Pro Manual



in the Windows taskbar and choose

Start

The

PageKeeper Readme

software. To open the Windows taskbar and choose

Documents

Scanner Setup Notes

The

Scanner Setup Notes

about the Caere Scan Manager and supported scanners. To open this PDF file after installation, click

Programs

PageKeeper Pro Readme



Caere ApplicationsCaere Documents



file contains last-minute information about the

Readme

file after installation, click

Programs

is an electronic file that contains information

Start

Caere ApplicationsCaere



in the Windows taskbar and choose

Scanner Setup Notes



Start

in the

Using This Manual

This manual is written with the assumption that you know how to work in the 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.

The following conventions are used in this manual.

Convention Purpose

Italicized text

monospaced text Indicates physical file names

Note symbol Introduces a tip or an item of

Warning symbol Introduces important

• Emphasizes menu commands, dialog box options, and labeled buttons

For example: “Choose

menu.”

• Emphasizes new terms the first time they are used

• Emphasizes important words in a sentence

and folder locations

note about the current topic

information about the current topic

Open...

in the File

Getting Online Help

In addition to using this manual, you can use PageKeeper’s online Help to learn about features, settings, and procedures. Online Help is available after you install PageKeeper.

Getting Online Help

Choose on using Windows Help.

How to Use Help...

Help Menu

One way to open PageKeeper’s online Help is to choose commands in the Help menu.

The Help menu commands will vary depending on if you are in the PageKeeper desktop, PageKeeper View, or PageKeeper Find.

Context-Sensitive Help

You can get on-the-spot information about a particular PageKeeper command, toolbar button, or dialog box option in the following ways:

in PageKeeper’s Help menu to get information

PageKeeper Help

first command in the Help menu. Choose it to get contents and index listings for all Help topics.

is the

• Click the Help button in the Standard toolbar and then click any toolbar button, menu command, or area of the screen to display a Help topic explaining that item.

• Click the question-mark button in the upper-right corner of a dialog box and then click an item in the dialog box to get a popup explanation for that item.

Welcome 3

Getting Product Support

For the fastest and easiest way to get help, please look for solutions in this manual or in the online Help. See page 88 for troubleshooting tips.

If you need additional help, please use the following resources.

• Caere’s World Wide Web site

Go to Caere’s World Wide Web site for common questions and answers, updates, patches, troubleshooting procedures, and product information. Caere’s Web site address:

www.caere.com

If you are currently connected to the Web, you can choose commands in PageKeeper’s Help menu to get to Caere’s Web site.

• PageKeeper Readme file

Read the the software, including known problems and work-around solutions. To open this file after installing PageKeeper, click in the Windows taskbar and choose

Applications

• Caere Product Support document

Read the numbers you can call for product support, including ones for international customers. This document has been provided to you as an electronic document in PDF format. To open it, click

in the Windows taskbar and choose

Start Applications

PageKeeper Readme

Caere DocumentsPageKeeper Pro Readme



Caere Product Support

Caere DocumentsProduct Support



file for last-minute information about

Programs

document to get a list of telephone

Programs



Caere



Caere

Start

You must have Adobe Acrobat Reader 3.01 or greater installed in order to read PDF documents. To install the reader, click Windows taskbar and choose

DocumentsAcrobat Reader

Programs

Caere ApplicationsCaere



Start

in the

Chapter 1

Installation and Setup

This chapter provides information on installing and starting PageKeeper.

Please continue reading for information on these topics:

• Minimum System Requirements

• If You Have a Previous Version of PageKeeper or Visioneer PaperPort Installed

• Installing PageKeeper

• Setting Up Your Scanner with PageKeeper

• Starting PageKeeper

• Registering PageKeeper

Minimum System Requirements

These are the minimum system requirements to install and run PageKeeper:

• Computer with a Pentium or higher processor

• Microsoft Windows 95, Windows 98, or Windows NT 4.0

• 16MB of memory (RAM) for Windows 95 32MB of memory for Windows 98 and Windows NT

• 150MB of free hard disk space during installation (at least 100MB must be on the drive where Windows is installed)

• VGA monitor with 256 colors

• CD-ROM drive for installation

• Windows-compatible pointing device

• A compatible scanner if you plan to scan documents Please read the

Performance and speed will be enhanced if your computer’s processor, memory, and available disk space exceed the minimum requirements.

Scanner Setup Notes

for a list of tested scanners.

If You Have a Previous Version of PageKeeper or Visioneer PaperPort Installed

PageKeeper Pro can convert document databases from these versions of PageKeeper and Visioneer PaperPort:

• PageKeeper Standard 3.0 and PageKeeper Lite 3.0

• PageKeeper 2.0, 2.01, and 2.1

• Visioneer PaperPort Deluxe 4.0 and 5.1 - 5.3

During conversion, PageKeeper Pro transfers documents to its own folder system. Please see “Converting Databases for Use in PageKeeper Pro” on page 91 for instructions on starting the conversion process and information on what to expect for different product conversions.

Previous Versions of PageKeeper

If you have PageKeeper Standard 3.0, PageKeeper Lite 3.0, or PageKeeper 2.x installed, it is recommended that you uninstall it and restart your computer before installing PageKeeper Pro. If you want to transfer your current PageKeeper database to PageKeeper Pro, you

6 Chapter 1

must keep the database folder structure intact. You can safely uninstall your older version of PageKeeper without altering its database folder structure as long as you do not manually delete or move the database folders or their contents.

Visioneer PaperPort

If you have PaperPort Deluxe 4.0 or 5.1 - 5.3 installed, and you want to transfer your current database to PageKeeper Pro, you must keep the full application installed and keep the database folder structure intact until conversion is complete. You can uninstall PaperPort after successfully converting its database, if you no longer plan to use it.

Installing PageKeeper

PageKeeper’s Setup program takes you through installation with instructions on the screen at every step.

Before installing PageKeeper:

• Make sure your scanner is connected, turned on, and compatible with your system.

• Close all other applications, especially anti-virus programs.

• Log into your computer with administrator privileges if you are installing on Windows NT.

Installing PageKeeper

To install PageKeeper:

1 Insert PageKeeper’s CD-ROM in the CD-ROM drive.

PageKeeper’s Setup program should start automatically. If it does not start, locate your CD-ROM drive in Windows Explorer and double-click the Setup.exe program at the top-

level of the CD-ROM. 2 Click 3 Follow the instructions on the screen to finish installation.

The Post-it® Software Notes application is automatically installed with PageKeeper. You can use Post-it documents in PageKeeper View. See “Annotating Documents” on page 62 for more information.

Installation and Setup 7

Install PageKeeper Pro

By default, PageKeeper installs all its program files in this

folder location:

c:\Program Files\Caere\PageKeeperPro30\System

in the first setup screen.

Notes to add text annotations to

Setting Up Your Scanner with PageKeeper

Caere Scan Manager is installed during PageKeeper installation. This sets up your scanner (or another input device such as a digital camera) so you can use it with PageKeeper. During installation, Caere Scan Manager prompts you to select your scanner manufacturer and model or other input device.

Read the Manager and supported scanners. You can open the after PageKeeper has been installed by clicking taskbar and choosing

DocumentsScanner Setup Notes

After installation, you can use Caere Scan Manager to set up additional scanners with PageKeeper and change various scanner settings. Caere Scan Manager is located in the Windows Control Panel.

To open Caere Scan Manager:

To change your scanner selection in PageKeeper:

Scanner Setup Notes

1 Click

Settings

2 Double-click the

1 Open PageKeeper. 2 Choose

The Select Scanner dialog box appears.

in the Windows taskbar and choose

Start

Control Panel



Select Scanner...

for more information on Caere Scan

Start

Programs

Caere Scan Manager

Caere ApplicationsCaere



icon.

in the File menu.

Scanner Setup Notes

in the Windows

3 Select the scanner or other input device you want to use with

PageKeeper in the drop-down list.

8 Chapter 1

The list contains all the scanners and other input devices (such

as digital cameras) that are set up in Caere Scan Manager. 4 Click OK after making your selection.

The selected scanner or other input device will be used in

PageKeeper until you change it again.

Starting PageKeeper

Standard toolbar

Action toolbar

The left side of the desktop displays PageKeeper’s entire folder structure.

To start PageKeeper, click

Programs

Caere ApplicationsPageKeeper Pro



in the Windows taskbar and choose

Start

. Or, double-click the

PageKeeper Pro icon on your Windows desktop.

PageKeeper takes some extra time to launch the very first time it starts because it customizes the Application toolbar with the applications that it finds installed on your system.

PageKeeper’s desktop displays all of the folders and documents it contains. The top-level folder is named

My Folders.

Application toolbar

The right side of the desktop displays the contents of the currently open folder.

The

folder contains sample documents. You can work with these

Sample

documents in Chapter 3, Getting Started Exercises, to familiarize yourself with PageKeeper.

Installation and Setup 9

Registering PageKeeper

Register your copy of PageKeeper with Caere Corporation to receive access to product support, notification of special offers, and the best prices on product upgrades.

Some versions of PageKeeper will only launch 25 times if you do not register.

You may not need to register some versions of PageKeeper. Your version of PageKeeper will not display a need to register it.

To register PageKeeper:

menu if you do not

1 Click the 2 Click 3 Fill out the information requested on the screen and then click

4 Follow the instructions on the screen.

PageKeeper decides on the best method of registration according to your country and computer system. It may try using your modem, linking to a remote FTP (file transfer) location, or visiting a Web site to transmit your registration information directly. In other cases, it may prompt you to call a telephone number or print out and mail in your registration information.

After registration is complete, you will be given a registration number. Be sure to write that number down and keep it handy in case you need to use it for reinstallation.

To re-register PageKeeper after reinstallation:

1 Click the 2 Click

Re-register

menu to open the Register dialog box.

3 Type in your registration number and click OK.

10 Chapter 1

Chapter 2

Introduction to

PageKeeper

PageKeeper helps you easily organize, find, and use documents on your computer. You can get paper documents off your desk by scanning them into PageKeeper. You can also keep track of other computer documents, such as word-processing files, spreadsheet files, and Web pages, by adding them to PageKeeper’s folder system.

Once you have added documents to PageKeeper, you can organize them into folders, arrange related documents into groups, preview and copy the contents of documents, make annotations on documents, open documents in their own and other applications, and find documents whenever you need them.

Please continue reading for information on these topics:

• PageKeeper Features

• PageKeeper User Interface

• Selecting PageKeeper Settings

PageKeeper Features

PageKeeper is designed to help you easily organize, find, and use all the documents on your computer. This section provides an overview of PageKeeper’s major features.

Scanning and Managing Paper Documents

Scan paper documents directly into PageKeeper and organize their electronic images in PageKeeper’s folder system. PageKeeper uses OCR technology to recognize text in scanned documents and other image documents so you can easily find documents by searching for words in their content. See “Scanning Documents into PageKeeper” on page 41 for more information.

Managing Word-Processing Files and Other Documents

Add word-processing files, spreadsheet files, and any other computer documents to PageKeeper’s folder system. PageKeeper uses advanced indexing technology to keep track of each document’s content so you can easily find documents by searching for words and other criteria. See “Adding Existing Documents to PageKeeper” on page 44 for more information.

Watching Folders for New Documents to Manage

Use the Folder Watch hard drive and network drives that you want PageKeeper to watch. As PageKeeper detects documents, it automatically adds them to its default folder. See “Adding Documents Automatically with Folder Watch” on page 45 for more information.

™

feature to specify folders on your computer’s

Capturing Web Pages

Add Web pages to PageKeeper’s folder system and maintain a live link to their Web addresses. See “Adding Web Page Links to PageKeeper” on page 47 for more information.

Displaying Thumbnail Representations of Documents

PageKeeper provides thumbnail views of documents so you can easily identify them as you look through PageKeeper’s folder system.

Organizing Documents into Folders and Clipped Groups

Create your own system of folders in which to arrange your documents. You can also “clip” documents together to associate them in groups. See “Organizing Documents” on page 49 for more information.

12 Chapter 2

PageKeeper Features

Automatically Organizing Documents with Smart Folders

Set up Smart Folders to have PageKeeper file your documents automatically according to specified criteria. This allows you to avoid spending time filing documents manually. See “Automatically Organizing Documents” on page 56 for more information.

Finding Documents with Advanced Searching Technology

Quickly retrieve your documents based on the information you are seeking. You can use Boolean (

must, should, must not

) logic to search over multiple criteria including words and phrases, keywords, dates, document names, document types, and other document properties. See “Starting a Search” on page 70 for more information.

Ranking Search Results and Highlighting Search Words

After a search, view returned documents in a prioritized ranking according to how relevant they are to your search criteria. See “Sorting Search Results by Relevancy” on page 73 for more information.

You can easily locate search words that were found in a document by opening it in PageKeeper View. The first occurrence of a search word is highlighted. Use the

Go to Next Search Word

Go to Previous Search Word

commands in the Edit menu to navigate through the rest of the search words. See “Search Tips” on page 72 for more search tips.

Previewing Documents

Open documents in PageKeeper View to preview their content and add annotations to them. See “Viewing Documents” on page 60 for more information.

Marking Up Documents with 3M Post-it

Notes and Other

Annotations

Use 3M Post-it

Notes to add searchable text annotations to documents. Use different colors to highlight areas of documents that you want to set off. Draw lines and free-hand scribbles to mark up documents. PageKeeper annotations do not affect the actual physical documents. They are only visible in PageKeeper View. See “Annotating Documents” on page 62 for more information.

Getting Editable Text from Images

Get editable and searchable text out of your scanned documents and other image files with award winning OCR technology (optical character recognition). You will be able to find images based on their textual content and open images in text-based applications. See “Performing Background OCR on Images” on page 96 for more information.

Introduction to PageKeeper 13

PageKeeper User Interface

Opening Documents Directly from PageKeeper

Open documents for editing in their own applications, open documents in other applications by converting them to different file types, and open live Web pages. See “Opening Documents” on page 65 for more information.

PageKeeper User Interface

These are the main parts of the PageKeeper user interface:

• PageKeeper Desktop

• PageKeeper View

• PageKeeper Find

• PK Scan Button

PageKeeper Desktop

The PageKeeper desktop displays all of the folders and documents it contains. The top-level folder is named

Standard toolbar

Action toolbar

My Folders

the top-level folder; it cannot be deleted.

My Folders.

Application toolbar

The left side of the desktop displays PageKeeper’s entire folder structure.

The right side of the desktop displays the contents of the currently open folder.

Please see “Organizing Documents” on page 49 for more information on organizing documents and folders on the PageKeeper desktop.

14 Chapter 2

PageKeeper View

PageKeeper View allows you to view the contents of documents without having to open their own applications.

In PageKeeper View, you can annotate documents with Post-it add color highlights, and draw lines and scribbles to mark up your documents. All of these annotations are stored in PageKeeper View; they do not affect your actual documents.

You can also copy the content of documents to the Clipboard and open documents in other applications from PageKeeper View.

PageKeeper User Interface

Notes,

Standard toolbar

Action toolbar

Thumbnails represent each document in a clipped group. Click the thumbnail of the document you want to display.

Annotation toolbar

Application toolbar

You can add Post-it® Notes to annotate your document.

This area displays the content of the current document.

Please see “Viewing Documents” on page 60 for more information.

Introduction to PageKeeper 15

PageKeeper User Interface

PageKeeper Find

Click each tab to view and select different search options.

PageKeeper Find allows you to search for documents based on the criteria that you specify.

Please see “Finding Documents” on page 69 for more information.

PK Scan Button

The PK Scan button is one way that you can scan paper documents into PageKeeper. When you open the PK Scan button, it sits on the Windows desktop.

Click here to start scanning.

Please see page 42 for more information on scanning with the PK Scan button.

16 Chapter 2

Click here to select options before scanning.

Click here to select an option for scanning in the drop-down list.

Selecting PageKeeper Settings

You can select settings for PageKeeper in the Options dialog box. To open this dialog box, click the Options button in the Standard toolbar or choose

Options...

in the Tools menu.

Selecting PageKeeper Settings

Click each tab to view and select different settings.

To get information about a particular setting, click this button and then click the setting. An explanation will pop up.

After selecting the desired

settings, click Options dialog box.

to close the

For more detailed information on settings, please look in PageKeeper’s online Help.

Certain setting selections affect the ability to select other settings. For example, if you select *.PCX as the file format for saving images in the

New Documents

tab, you will not be able to select the setting for saving

multiple pages as one file. This is because the *.PCX format does not support multiple pages. Settings that are unavailable are grayed out.

Introduction to PageKeeper 17

Selecting PageKeeper Settings

General Settings

Select how you want documents to be opened when you double-click them.

Scanner Settings

Click the

General

tab in the Options dialog box to select preferences for

working in PageKeeper.

Click the

Scanner

tab in the Options dialog box to select settings for

scanning documents into PageKeeper.

Select options for removing and renaming documents.

Select options for the pages you are going to scan.

Select options for scanning multiple pages and using an ADF.

Select this if you want to preview scanned documents before adding them to PageKeeper.

Select this if you want to perform

OCR on scanned documents.

Select brightness and contrast settings for the pages you are going to

Brightness

scan. the intensity of a color or

Contrast

tone. the relationship between the light and dark areas of the image.

determines

Please see page 41 for more information on scanning in PageKeeper.

18 Chapter 2

OCR Language Settings

Select the main language in the document you are scanning or adding. This setting is used for OCR.

Select any additional languages that are in the document you are scanning or adding.

For best results, select only the languages that are in the document you are scanning or adding.

Selecting PageKeeper Settings

Click the

OCR Language

tab in the Options dialog box to select language settings for OCR (optical character recognition). OCR is the technology that allows text information to be extracted from images.

New Document Settings

Select whether you want Smart Folders to move or copy documents from the default folder.

Select options for saving image files when you scan or paste them into PageKeeper.

Please see page 96 for more information on OCR.

Click the

New Documents

tab in the Options dialog box to select settings

for adding new documents to PageKeeper.

Specify the default PageKeeper folder. Documents are added to the default folder when no other folder is directly specified.

Introduction to PageKeeper 19

Selecting PageKeeper Settings

Folder Watch Settings

You can specify document types that you do not want PageKeeper to add.

Click the

Folder Watch

tab in the Options dialog box to specify folders on your hard drive and network drives that you want PageKeeper to watch for incoming documents. Detected documents will be automatically added to PageKeeper’s default folder.

Click this to select the folders you want PageKeeper to watch.

Please see page 45 for more information on adding documents automatically with Folder Watch.

20 Chapter 2

Chapter 3

Getting Started Exercises

This chapter includes the following exercises to help familiarize you with PageKeeper:

•Getting Started

• Exercise 1: Add a Document to PageKeeper

• Exercise 2: Work with Folders

• Exercise 3: Work in PageKeeper View

• Exercise 4: Work with a Clipped Group

• Exercise 5: Find a Document

Getting Started

All of the exercises in this chapter are started from the PageKeeper desktop, which appears when you start PageKeeper.

Standard toolbar Action toolbar

My Folders

top-level folder.

is the

To start PageKeeper, click

Programs

Caere ApplicationsPageKeeper Pro



in the Windows taskbar and choose

Start

. Or, double-click the

PageKeeper Pro icon on the Windows desktop.

PageKeeper takes some extra time to launch the very first time it starts because it customizes the Application toolbar with the applications that it finds installed on your system.

PageKeeper’s top-level folder is named another folder named default, the

folder is open the first time you start PageKeeper.

Sample

Sample,

which contains sample documents. By

My Folders.

This contains

Application toolbar

The sample documents are in the

Sample

folder.

Some exercises in this chapter rely on tasks accomplished in previous exercises. Therefore, you should complete all exercises in order.

22 Chapter 3

Exercise 1: Add a Document to PageKeeper

PageKeeper keeps track of any document that you add to its folder system. Follow these instructions to add a document to PageKeeper.

1 Click the

desktop to open it. You can add documents to any PageKeeper folder. In this

exercise, you are adding a document to the

2 Choose

The Add to PageKeeper dialog box appears.

3 Locate PageKeeper’s installation folder.

The default location of PageKeeper’s installation folder is: c:\program files\caere\PageKeeperPro30

4Open the document folder within PageKeeper’s installation

folder, and then open the sample folder.

Sample

New

folder on the left area of the PageKeeper

Sample

Document from Disk...



in the File menu.

folder.

5 Select the

A thumbnail representing the document is added to PageKeeper’s

6 Select the

Getting Started Exercises 23

Sales Memo.rtf

Sample

Sales Memo

document and click

folder.

document on the PageKeeper desktop.

Add

Exercise 1: Add a Document to PageKeeper

7 Click the PageKeeper View button in the Action toolbar.

The document is displayed in PageKeeper View.

8 Choose

You can set up a

in the File menu to close PageKeeper View.

Exit

Folder Watch

in PageKeeper so that it monitors selected folders on your computer’s hard drive and network drives. Folder Watch will automatically add newly detected documents to PageKeeper’s default folder. For more information on adding documents to PageKeeper, see page 40.

24 Chapter 3

Exercise 2: Work with Folders

You can create folders to organize documents on the PageKeeper desktop. You can also set up special automatically. This section contains three exercises that will familiarize you with folders in PageKeeper.

2a: Create a Folder

Follow these instructions to create a folder.

Exercise 2: Work with Folders

Smart Folders

that file documents

1 Click the

desktop to open it. You can create new folders anywhere in PageKeeper. In this

exercise, you are creating a new folder directly under

Folders

2 Choose

A folder icon appears with its default name highlighted.

3Type

Enter key. The PageKeeper desktop now displays the

My Folders

New



Fresh Fruit

folder on the left area of the PageKeeper

in the File menu.

Folder

to replace the folder name and then press the

Fresh Fruit

folder.

Getting Started Exercises 25

Exercise 2: Work with Folders

2b: Move Documents into a Folder

Follow these instructions to move the sample documents into the

folder you created in exercise 2a.

Fruit

1 Click the

desktop to open it. The contents of the

of the desktop.

Sample

folder on the left area of the PageKeeper

Sample

folder are displayed in the right area

Fresh

2 Select the document named 3 Hold down the Ctrl key and click the following so they are all

selected:

Fruit Graphics Sales Forecast Sales Memo Fruit Online

4 Choose

The selected items are placed on the Clipboard.

5 Click the

desktop to open it.

26 Chapter 3

clipped group

document

in the Edit menu.

Cut

Fresh Fruit

folder on the left area of the PageKeeper

Fruit Report

by clicking it once.

Exercise 2: Work with Folders

6 Choose

The selected documents are placed in the

in the Edit menu.

Paste

Fresh Fruit

folder.

For more information on organizing documents in PageKeeper, see page 49.

Getting Started Exercises 27

Exercise 2: Work with Folders

2c: Create a Smart Folder

Smart Folders

automatically file documents based on criteria that you specify. Follow these instructions to create a documents based on their content.

1 Click the

My Folders

folder on the left area of the PageKeeper

desktop to open it.

2 Choose

New

Smart Folder



in the File menu.

The New Smart Folder dialog box appears.

3Type

orange

in the first text box of the

This specifies that you want this Smart Folder to file all documents that contain

in their content.

orange

Smart Folder

Content

tab.

that will file

Type

orange

this text box

28 Chapter 3

Exercise 2: Work with Folders

4 Click

Save Smart Folder

A Smart Folder icon appears with its default name highlighted.

5Type

Oranges

to replace the folder name and then press the

Enter key.

6 Double-click the

Oranges

The Smart Folder should contain the

Sales Forecast

, and

Sales Memo

PageKeeper Manual

because it refers to Any other documents that have

folder to open it.

Fruit Report, Fruit Online

documents. (The online

will also be filed in this Smart Folder

in this tutorial.)

orange

in their content will

orange

automatically be filed in this Smart Folder when they are added to PageKeeper.

For more information on creating Smart Folders, see page 56.

Getting Started Exercises 29

Exercise 3: Work in PageKeeper View

PageKeeper View allows you to preview documents, add annotations to them, and copy their content. This section contains three exercises that will familiarize you with PageKeeper View.

3a: Open a Document in PageKeeper View

Follow these instructions to open a document in PageKeeper View.

thumbnail view

1Open the

Fresh Fruit

2 Select the document named 3 Choose

Open in PageKeeper View

folder.

Fruit Online

in the File menu.

The document opens in PageKeeper View.

4 Double-click the yellow Post-it

Note to open it.

Post-it® Note

content view

5 Click outside the Post-it 6 Choose

The

Fruit Online

in the File menu to close PageKeeper View.

Exit

document is a Web page that was captured in

Note to close it.

PageKeeper. You can open the live Web page directly from PageKeeper if you are connected to the World Wide Web. For more information on opening Web pages from PageKeeper, see page 65.

30 Chapter 3

Exercise 3: Work in PageKeeper View

3b: Add a Post-it® Note to a Document

Follow these instructions to add a Post-it® Note to a document in PageKeeper View.

1Open the

Fresh Fruit

2 Select the document named

folder.

Fruit Report.

3 Click the PageKeeper View button in the Action toolbar.

The document opens in PageKeeper View.

Annotation toolbar

content area

4 Click the Post-it Note button in the Annotation toolbar. 5 Click anywhere in the content area of the document to create

the Post-it

Note.

A yellow text box appears with the cursor ready for typing.

6 Type in this text:

7 Click outside the Post-it

A yellow text icon representing the Post-it

Oranges and vitamins

Note box when you are done typing.

Note appears in the

document.

Getting Started Exercises 31

Exercise 3: Work in PageKeeper View

8 Double-click the text icon to open the Post-it® Note.

9 Click outside the Post-it

Note box to close it again.

Post-it® Note

10 Choose

in the File menu to close PageKeeper View.

Exit

32 Chapter 3

3c: Copy Text to the Clipboard

Follow these instructions to copy text information from a document to the Clipboard.

Exercise 3: Work in PageKeeper View

The

Fruit Report

document is a scanned image that normally would not be editable in a text-editing application such as Microsoft Word. This exercise illustrates how PageKeeper’s OCR technology can produce editable text from image documents. For more information, see “Performing Background OCR on Images” on page 96.

1Open the

Fruit Report

document in PageKeeper View.

Annotation toolbar

content area

2 Click the Select Content button in the Annotation toolbar. 3 Hold down your mouse button and drag the mouse pointer to

select an area of text in the document. For example, you could select the first paragraph. A box

surrounds the items you select.

4 Choose

in the Edit menu to copy text from the selected

Copy

area to the Clipboard.

5 Open a text-editing application, such as Microsoft Word, and

paste the Clipboard contents into a document.

6 Choose

in the File menu to close PageKeeper View.

Exit

For more information on working in PageKeeper View, see page 60.

Getting Started Exercises 33

Exercise 4: Work with a Clipped Group

clipped group

associated together in PageKeeper. This section contains three exercises that will familiarize you with clipped groups.

is a collection of individual documents that have been

4a: Clip Documents Together

1Open the 2 Select the 3 Hold down the Ctrl key and select the

and the

4 Choose

A thumbnail for the clipped group appears with its default name highlighted.

5Type

Enter key.

Fresh Fruit

Fruit Report

Sales Forecast

Clip Documents Together

Fruits & Labor

folder you created in exercise 2a.

document.

Fruit Online

document.

in the Tools menu.

to replace the default name and press the

document

For more information on clipped groups, see page 50.

34 Chapter 3

Exercise 4: Work with a Clipped Group

4b: Open a Clipped Group in PageKeeper View

Click the thumbnail of the document you want to display.

1Open the

Fresh Fruit

2 Double-click the clipped group named

folder.

Fruits & Labor

that you

created in exercise 4a. The clipped group opens in PageKeeper View.

3 Click thumbnails on the left side of the viewer to display

different documents in the clipped group.

4 Choose

in the File menu to close PageKeeper View.

Exit

4c: Unclip Documents

1Open the 2 Select the 3 Choose

Fresh Fruit

Fruits & Labor

Unclip Documents

The documents are unclipped. Separate documents named

Fruit Report, Fruit Online,

individually in the

Getting Started Exercises 35

folder.

clipped group.

in the Tools menu.

and

Sales Forecast

Fresh Fruit

folder.

are displayed

Exercise 5: Find a Document

PageKeeper can find any document that has been added to it, regardless of the document’s type. Your search can be as simple as looking for a word in the content of documents or searching for a document name. Or, you can perform sophisticated searches by specifying multiple attributes to find.

Follow these instructions to find a document in PageKeeper based on a search word.

Enter the search text here

The starting point for the search is listed here. You can change this

Look in

in the

tab.

1Open the

My Folders

folder.

PageKeeper Find defaults to the folder you currently have open as the starting point for a search. Starting from

My Folders

means

PageKeeper will search through all folders.

2 Choose

PageKeeper Find...

in the Tools menu.

The PageKeeper Find window opens.

3 Type the following search text in the first text box:

vitamin

4 Click

Find Now

The document named

to start the search.

Fruit Report

will appear in the list of

search results.

36 Chapter 3

Exercise 5: Find a Document

Each search word is highlighted as it is found.

5Select

Fruit Report

in PageKeeper View

in the list of search results, and choose

in the File menu.

The document opens in PageKeeper View. The first occurrence of the search word is highlighted in the document.

6 Choose

Go to Next Search Word

in the Edit menu to locate the

next occurrence of the search word in the document.

7 Choose

in the File menu to close PageKeeper View.

Exit

Open

8 Choose

in the File menu to close PageKeeper Find.

Exit

For more information on finding documents, including search tips, see page 69.

Getting Started Exercises 37

Exercise 5: Find a Document

38 Chapter 3

Chapter 4

Organizing and Working

with Documents

This chapter describes how to organize and work with documents in PageKeeper.

Please continue reading for information on these topics:

• Adding Documents to PageKeeper

• Organizing Documents

• Automatically Organizing Documents

• Viewing Documents

• Annotating Documents

• Opening Documents

• Printing, Faxing, and Mailing Documents

To familiarize yourself with PageKeeper, go through the Getting Started exercises in Chapter 3. For the most complete information on working in PageKeeper, please use its online Help. See “Getting Online Help” on page 3 for more information.

Adding Documents to PageKeeper

PageKeeper is designed to help you organize, retrieve, and use any document on your computer. To do this, PageKeeper adds documents to its own folder system. You can scan paper documents into PageKeeper’s folder system and add existing computer documents such as word-processing files, spreadsheet files, and Web pages.

When documents are added to PageKeeper, it indexes them and creates thumbnail representations of them. The thumbnails are linked to the location where the documents reside on your computer, similar to Windows shortcuts.

During the process of scanning or adding a document to PageKeeper, a temporary thumbnail is displayed on the PageKeeper desktop.

When the job is complete, the temporary thumbnail is replaced by a thumbnail representing the first page of the document.

For more information on thumbnails, see “Document Thumbnails” on page 101.

The rest of this section describes how to add documents to PageKeeper, including:

• Scanning Documents into PageKeeper

• Scanning Documents Automatically with an ADF

• Adding Existing Documents to PageKeeper

• Adding Documents Automatically with Folder Watch

• Adding Web Page Links to PageKeeper

40 Chapter 4

Scanning Documents into PageKeeper

You can scan paper documents directly into a folder on the PageKeeper desktop. Or, you can use the PK Scan button to scan documents into PageKeeper’s default folder.

When you scan a document into PageKeeper, the document is saved as an image file to a default location on your computer. A thumbnail link is added to PageKeeper’s folder system.

Adding Documents to PageKeeper

The defaults for saving images are specified in the PageKeeper’s Options dialog box. See page 19 for more information.

To scan from the PageKeeper desktop:

The picture on the Scan button changes depending on the current setting.

Select this to use the Scan Wizard to select options before scanning.

Select this to scan with the options currently selected in the Options dialog box.

New Documents

1 Open the PageKeeper folder where you want to add the

scanned document. 2 Place the document you want to scan in your scanner. 3 Locate the Scan button in the Action toolbar and select an

option in its drop-down list.

Select the type of document you plan to scan. PageKeeper will use preset scanning options that are appropriate for that document.

tab of

You can use the

New

Document from Scanner



command in the File menu to scan with the options that are currently selected in the Options dialog box. (This is the same as using the

Custom

option in

the Scan button.)

Organizing and Working with Documents 41

Adding Documents to PageKeeper

Enter a disk location and file name for saving the image file if you do not want to use the default settings.

4 Click the Scan button to begin scanning.

By default, you will see a preview of your scanned image before it is added to PageKeeper.

Click this to save any modifications and add the image.

Click this to cancel any modifications and add the image.

Type in some keywords that describe the image, if desired.

The preview of the image appears here.

Click this to rotate the image 90 degrees clockwise.

Click this to reverse the light and dark elements of the image.

5 Make any desired adjustments in the Preview dialog box and

click

Save Modifications

Or, click

Cancel Modifications

if you want to undo your

modifications and continue with the page as it originally was. By default, you will be asked if you want to scan more pages.

6 Click

to continue scanning additional pages. (Be sure to put

Ye s

the next page in the scanner first.) Or, click No to end the scanning session and add the scanned

document to PageKeeper. The scanned document is added to the currently open folder.

To scan with the PK Scan button:

1 Choose

Scan

Start

Programs  Caere Applications  PageKeeper



in the Windows taskbar to open the PK Scan button.

Click here to start scanning.

Click here to select custom options before scanning.

Click here to select an option for scanning in the drop-down list.

2 Place the document you want to scan in your scanner. 3 Select an option in the PK Scan button drop-down list.

42 Chapter 4

Adding Documents to PageKeeper

4 Click the Options button if you want to open the Options

dialog box and select settings. If you selected

Custom

in step 3, use the Options dialog box to

customize scanner settings for your document.

5 Click the Scan button to start scanning.

By default, you will see a preview of your scanned image before it is added to PageKeeper.

6 Make any desired adjustments in the Preview dialog box and

click

Save Modifications

Or, click

Cancel Modifications

if you want to undo your

modifications and continue with the page as it originally was. By default, you will be asked if you want to scan more pages.

7 Click

to continue scanning additional pages (be sure to put

Ye s

the next page in the scanner first). Or, click No to end the scanning session and add the scanned

document to PageKeeper. The scanned document is added to PageKeeper’s default

folder.

Scanning Documents Automatically with an ADF

If your scanner has an automatic document feeder (ADF), you can set up PageKeeper to automatically scan and add pages that you put in the ADF.

To set up automatic scanning:

1 Choose 2 Click the 3Select

Options...

Scanner

Auto-detect pages in ADF

4 Click OK.

To start automatic scanning:

1 Choose

Scan

Start

in the Windows taskbar to open the PK Scan button.

in the Tools menu.

tab in the Options dialog box.

Programs  Caere Applications  PageKeeper



The PK Scan button must be open to use the automatic scanning feature. However, the PageKeeper desktop does

not

need to be open.

Organizing and Working with Documents 43

Adding Documents to PageKeeper

2 Place one or more pages in your scanner’s ADF.

PageKeeper starts scanning as soon as the pages are detected. The scanned document is added to PageKeeper’s default folder.

Adding Existing Documents to PageKeeper

You can add existing computer documents, such as word-processing and spreadsheet files, to PageKeeper’s folder system. When you add documents to PageKeeper, you are not adding actual physical files. You are creating links to wherever the files exist on your computer. PageKeeper keeps track of these links even when you edit documents and move them around.

To add an existing document to PageKeeper:

Select the folder from which you want to add documents.

When the

Auto-detect pages in ADF

option is selected and the PK Scan button is open, PageKeeper takes control over your scanner. To use your scanner with other applications, deselect

in ADF

or close the PK Scan button.

Auto-detect pages

1 Open the PageKeeper folder where you want to add the

document.

2 Choose

New

Document from Disk



in the File menu.

Or, click the New Document from Disk button in the Action toolbar.

The Add to PageKeeper dialog box appears.

Select the file type you want to add.

3 Select the folder location where your files exist and the type of

files you want to add.

44 Chapter 4

Adding Documents to PageKeeper

4 Select the document files you want to add.

Ctrl-click to select more than one document in a folder.

5 Click

Add

Thumbnails representing the selected documents are added to the currently open folder.

Shortcuts for Adding Documents:

• Drag a document from the Windows desktop or Windows Explorer directly into a PageKeeper folder.

• Click your right mouse button over a document on the Windows desktop or Explorer and choose

Send To

PageKeeper



in the shortcut menu to send the document to PageKeeper’s default folder.

• Drag a document onto the PageKeeper application icon to send the document to PageKeeper’s default folder.

• Drag a selected area of an image from any graphic application that supports OLE drag and drop onto a PageKeeper folder. The dragged image will be saved as a file using the options specified in the

New Document

section of the Options dialog box. A link to

the new image file will be added to the PageKeeper folder.

Adding Documents Automatically with Folder Watch

PageKeeper’s

Folder Watch

your various computer drives that you want PageKeeper to watch for incoming documents. Any documents that are detected will be automatically added to PageKeeper’s default folder.

™

feature allows you to specify folders on

You can set up an automatic filing system using PageKeeper’s Folder Watch and Smart Folder features. Folder Watch will automatically add documents to PageKeeper and Smart Folders will automatically file the documents for you. For more information on Smart Folders, see “Automatically Organizing Documents” on page 56.

Organizing and Working with Documents 45

Adding Documents to PageKeeper

To set up Folder Watch for adding documents:

1 Choose

Options

in the Tools menu and click the

tab. Or, click the Folder Watch button in the Standard toolbar.

2 Click

Add Folder...

to select the folders you want PageKeeper to

watch.

Folder Watch

Click this to browse for and select the folders you want PageKeeper to watch.

Click the plus sign next to a drive to display folders you can select.

For example, you might want to select the

My Documents

folder

on your hard drive. You can Ctrl-click to select multiple folders.

PageKeeper only watches the top-level of the selected folder. Subfolders will not be watched unless you separately specify those folders.

46 Chapter 4

Adding Documents to PageKeeper

3 Click OK after you have selected the folders you want

PageKeeper to watch. The folders that PageKeeper will watch are added to the list in

the

Folder Watch

tab.

In this example, PageKeeper is set up to watch the

Documents

Select or type in the extension of a document type you do not want PageKeeper to add. Then click

folder on the C drive.

Add to List

If you decide you do not want PageKeeper to watch a folder, select the folder and click this.

4 Select (or type in) the file extensions of any document types

you do

want PageKeeper to add and click

not

Add to List

For example, if you do not want PageKeeper to add application files or temporary files, you would add

exe

and

tmp

to the

exclusion list.

5 Click OK to close the Options dialog box.

Documents in the selected folders are added to PageKeeper’s default folder immediately. PageKeeper will continue to watch the selected folders and add documents as they are detected.

Adding Web Page Links to PageKeeper

If you have access to the World Wide Web, you can add Web page links to PageKeeper. PageKeeper captures the text and graphic content of a Web page at the point in time that you add it. You can also update a Web page link or change its address in PageKeeper any time.

To open a live Web page directly from PageKeeper, see “Opening Web Pages” on page 65.

Organizing and Working with Documents 47

Adding Documents to PageKeeper

To add Web pages to PageKeeper:

1 Make sure your computer is currently connected to the Web. 2 Open the PageKeeper folder where you want to add the

document.

3 Choose

Document from Web

New



in the File menu.

Or, click the New Document from Web button in the Action toolbar.

The Add Document from Web dialog box appears.

4 Type in the full address of the Web page you want to add.

You can also copy and paste the address into the edit box.

5 Click

to add the page to the current folder.

Add

A thumbnail representing the Web page is added to PageKeeper.

You can also use the shortcut icons that are available in some versions of Microsoft Internet Explorer and Netscape Navigator to add Web pages to PageKeeper. Drag the icons onto the PageKeeper application icon or into an open PageKeeper folder.

To update Web pages in PageKeeper:

1 Make sure your computer is currently connected to the Web. 2 Click your right mouse button over the Web page you want to

update in PageKeeper.

3 Choose

Update Document

in the shortcut menu that appears.

PageKeeper updates the indexed content and thumbnail for that Web page.

To change the address for a Web page link in PageKeeper:

1 Make sure your computer is currently connected to the Web. 2 Click your right mouse button over the Web page you want to

change in PageKeeper.

3 Choose

48 Chapter 4

Properties

in the shortcut menu that appears.

Organizing Documents

4 Type the new Web page address in the

You can also copy and paste the address into the edit box.

5 Click OK.

PageKeeper changes its link to the updated Web address.

Organizing Documents

Once documents are added to PageKeeper, you can organize them into folders and clipped groups. You can also copy, move, rename, and remove items.

To find out how PageKeeper can file documents automatically for you, see “Automatically Organizing Documents” on page 56.

The rest of this section describes organizational tasks, including:

• Creating Folders

• Clipping Documents Together

• Rearranging Items

• Renaming Items

• Removing Items

Web address

edit box.

Creating Folders

My Folders

deleted, but it can be renamed. You can create a structure of folders within

The folder structure in PageKeeper looks similar to Windows Explorer. However, these two folder systems are not related in any way. They are independent of each other.

To create a folder in PageKeeper:

Organizing and Working with Documents 49

is PageKeeper’s top-level folder. This folder cannot be

My Folders

1 Start PageKeeper to display the PageKeeper desktop. 2 Open the folder in which you want to create a new folder.

Organizing Documents

3 Choose

New



Folder

Or, click the New Folder button in the Standard toolbar. The new folder appears with its default name highlighted.

4 Type in a new name for the folder if desired.

To open a folder, do one of the following:

• Click the folder name on the left side of the PageKeeper desktop.

• Double-click the folder name on the right side of the PageKeeper desktop.

The contents of the currently open folder are displayed on the right side of the PageKeeper desktop.

For information on creating Organizing Documents” on page 56.

Clipping Documents Together

Documents can be associated in PageKeeper by “clipping” them together. For example, if you did an expense report in your spreadsheet application and then scanned some receipts related to the report, you could clip all these documents together in PageKeeper without altering anything about the individual documents.

in the File menu.

Smart Folders

, see “Automatically

Clipping documents together gives you the advantage of keeping particular documents in a group without having to create a lot of different folders. For example, you can have one folder called

Expenses

that contains many different clipped groups of expense reports.

To clip documents together:

1 Click a document on the PageKeeper desktop to select it. 2 Ctrl-click to select additional documents.

50 Chapter 4

Organizing Documents

The first page of the first document is displayed in the clipped group’s thumbnail.

3 Choose

Clip Documents Together

in the Tools menu.

Or, click the Clip Documents Together button in the Standard toolbar.

The new clipped group appears with its default name highlighted.

Click these arrows to browse back and forth between the documents in the clipped group.

4 Type in a new name for the clipped group if desired.

To view all the documents in a clipped group, open it in PageKeeper View. See “Viewing Documents” on page 60 for more information.

You can also clip documents and existing clipped groups together by selecting the document or clipped group and dragging it onto another document or clipped group.

Organizing and Working with Documents 51

Organizing Documents

Drag the thumbnail to the desired position.

To reorder documents in a clipped group:

1 Double-click the clipped group to open it in PageKeeper View. 2 Click the thumbnail of the document you want to move and

drag it above or below another document in the group.

Or, click your right mouse button over the thumbnail and choose one of these commands:

Down One Position, Move to Top

Move Up One Position, Move

, or

Move to Bottom.

3 Repeat step 2 to reorder other documents as desired.

To remove an individual document from a clipped group:

1 Double-click the clipped group to open it in PageKeeper View. 2 Click the thumbnail of the document you want to remove from

the group.

3 Choose

Remove from Clipped Group

in the File menu.

The selected document is removed from the clipped group and placed as a single document in the same folder.

To unclip documents:

1 Select the clipped group on the PageKeeper desktop. 2 Choose

Unclip Documents

in the Tools menu. Or, click the Unclip Documents button in the Standard toolbar. The thumbnail for the clipped group disappears and

thumbnails for each individual document appear.

52 Chapter 4

Rearranging Items

You can rearrange documents, folders, and clipped groups in different PageKeeper folders by copying or moving them.

Copying a folder in PageKeeper is similar to copying a folder in Windows Explorer. The selected folder and all its contents are copied. The copied folder becomes an independent entity when pasted elsewhere.

However, copying documents and clipped groups in PageKeeper is different than copying documents in Windows Explorer. All copies of a document or clipped group are linked together. If you modify (such as by renaming or annotating) a document or clipped group, the changes are reflected in all other copies. Linking allows you to put documents and clipped groups in as many folders as you want without taking up additional hard disk space.

The only time an action will be independently applied to one instance of a clipped group is if you unclip it. Other copies of the clipped group will remain intact.

Organizing Documents

To copy items on the PageKeeper desktop:

1 Select the items that you want to copy. 2 Choose

Standard toolbar.

A copy of the selected items is placed on the Clipboard. 3 Open the folder where you want to place the items. 4 Choose

Standard toolbar.

The items are placed into the open folder.

To move items on the PageKeeper desktop:

1 Select the items that you want to move. 2 Choose

Standard toolbar.

The selected items are placed on the Clipboard. 3 Open the folder where you want to move the items. 4 Choose

Standard toolbar.

The items are moved into the open folder.

in the Edit menu. Or, click the Copy button in the

Copy

in the Edit menu. Or, click the Paste button in the

Paste

in the Edit menu. Or, click the Cut button in the

Cut

in the Edit menu. Or, click the Paste button in the

Paste

Organizing and Working with Documents 53

Organizing Documents

Renaming Items

You can also move items by dragging them into other folders. To make copies of items, press the Ctrl key as you drag them.

You can rename folders, documents, and clipped groups in PageKeeper. When you rename a document in PageKeeper, by default, the actual

physical document is renamed as well. You can turn off this option in the

General

rename the actual documents on your disk when renaming them in PageKeeper, then separate names will be maintained for the documents. Document names are listed in the document properties.

To rename an item:

section of the Options dialog box. If you choose not to

1 Select the item you want to rename. 2 Choose

Or, click inside the selected item’s name box to make it active. 3 Type in the desired name. 4 Press the Enter key or click outside the item’s name box.

If there are copies of a document or clipped group in other

PageKeeper folders, all copies are renamed.

Removing Items

You can remove documents, folders, and clipped groups from PageKeeper. The only item you cannot remove is PageKeeper’s toplevel folder.

Copies of documents and clipped groups can be kept in multiple folders, so you have the choice of removing just the selected occurrence of an item or all occurrences of the item from PageKeeper. When you remove all occurrences of a document from PageKeeper, by default, the actual physical document is removed as well. You can turn off this option in the

General

remove the actual physical documents when removing them from PageKeeper, then only the links in PageKeeper are deleted.

Rename

section of the Options dialog box. If you choose not to

in the File menu.

54 Chapter 4

Organizing Documents

To remove one occurrence of an item from PageKeeper:

1 Select the item on the PageKeeper desktop.

If you select a folder to remove, all the items within the folder are also removed.

2 Do one of the following:

• Press the Delete key.

• Choose

Remove

This Occurrence



in the File menu.

• Click the Remove This Occurrence button in the Standard toolbar.

If you selected a document or clipped group, only that occurrence of the item is removed. Copies in other folders and the actual physical file remain as is.

To remove all occurrences of a document or clipped group from PageKeeper (and your computer):

1 Select the document or clipped group on the PageKeeper

desktop.

2 Choose

Remove

All Occurrences



in the File menu.

All copies of the item are removed from PageKeeper.

When you remove all occurrences of a document from PageKeeper, by default, the actual physical document is also deleted. (It will be sent to the Windows Recycle bin if you have that option enabled for Windows.) If you prefer not to delete the physical document, you can deselect that option in the

General

section of the Options dialog box.

Organizing and Working with Documents 55

Automatically Organizing Documents

PageKeeper

Smart Folders

automatically file documents based on criteria you specify. You can set up Smart Folders that automatically file documents based on their names, content, document type, and other document properties. Smart Folders use the same advanced search technology that PageKeeper Find uses. For more information on PageKeeper Find, please read Chapter 5.

Documents that are automatically added to PageKeeper’s

default folder

(such as with the Folder Watch feature) can be either copied or moved to applicable Smart Folders. Select your preference in the

Documents

tab of the Options dialog box.

New

However, documents in other folders are always copied (rather than moved) to applicable Smart Folders.

To create a Smart folder in PageKeeper:

1 Start PageKeeper to display the PageKeeper desktop. 2 Open the folder in which you want to create a Smart Folder. 3 Choose

New

Smart Folder



in the File menu. Or, click the New Smart Folder button in the Standard toolbar. The New Smart Folder dialog box appears.

Click each tab to view and select different options.

56 Chapter 4

Click here to add multiple entries from one tab or to change the search operators

should

(

must, must

not

Automatically Organizing Documents

4 Specify the desired criteria for the Smart Folder in the

5 Click the

Select the area where you want the Smart Folder to look for documents.

Select this if you want the Smart Folder to delete or move documents that no longer conform to its criteria.

Content

Properties

, and

Image

tabs.

The options in these tabs are identical to the ones in PageKeeper Find. Please see “PageKeeper Find Options” on page 82 for detailed information on those options.

Smart Folder

tab and select the desired options for the

Smart Folder.

This setting determines how selective the Smart Folder will be

Few

when it is first created.

relevant documents.

All

means it will only file the most

means it will file any relevant documents.

Click this if you want to test your criteria before saving the Smart Folder.

6 Click

Tes t Cr i te r ia

if you want to test the criteria you have

specified for the Smart Folder. The documents that the Smart Folder will file are displayed in a

results list. 7 Make any desired adjustments to the criteria. 8 Click

Save Smart Folder

when you are satisfied with the criteria

you have specified.

A Smart Folder icon appears on the PageKeeper desktop with

its default name highlighted.

9 Type in a new name for the folder, if desired, and then press the

Enter key.

Organizing and Working with Documents 57

Automatically Organizing Documents

To make an existing PageKeeper folder into a Smart folder:

1 Select the PageKeeper folder that you want to make into a

Smart Folder.

2 Choose

3Select

Make this a Smart Folder

Properties

in the File menu.

folder into a Smart Folder.

in the

A Smart Folder tab appears.

4 Click

Modify Smart Folder...

in the

The New Smart Folder dialog box appears.

Select this to make your

General

Smart Folder

tab.

5 Specify the desired criteria for the Smart Folder in the

Properties

, and

Image

tabs.

Content

The options in these tabs are identical to the ones in PageKeeper Find. Please see “PageKeeper Find Options” on page 82 for detailed information on those options.

6 Click the

Smart Folder

tab and select the desired options for the

Smart Folder.

7 Click

Save Smart Folder

when you are satisfied with the criteria

you have specified.

8 Click OK in the Properties dialog box to close it.

58 Chapter 4

Automatically Organizing Documents

To modify a Smart folder:

1 Select the Smart Folder you want to modify. 2 Choose

Modify Smart Folder

in the Edit menu.

The Modify Smart Folder dialog box appears. The currently

specified criteria are listed on the right side of the dialog box.

Double-click an item that you want to modify.

Criteria for the Smart Folder are listed here.

3 Double-click an item that you want to modify.

A separate dialog box appears in which to make changes for

that item. To delete an item, select it and then press the Delete

key. 4 Add criteria as desired using the

Content, Properties

, and

tabs.

After entering or selecting options in any of the tabs, click the

Add Criteria

button. The criteria will be added to the list on the

right.

Image

5 Click

Save Smart Folder

when you are satisfied with the criteria

you have modified.

Organizing and Working with Documents 59

Viewing Documents

PageKeeper View allows you to look at the contents of documents without having to open their own applications. When documents are open in PageKeeper View, you can add annotations to them, copy their content to the Clipboard, and open them in other applications.

Thumbnails represent each document in a clipped group. Click the thumbnail of the document you want to display.

Annotation toolbar

You can add

Notes

Post-it to annotate your document.

The content of the current document is displayed on the right side.

To open a document or clipped group in PageKeeper View:

1 Select the document or clipped group that you want to open. 2 Choose

Open in PageKeeper View

in the File menu. Or, click the

PageKeeper View button in the Action toolbar. PageKeeper View opens. If you selected multiple documents,

each document is displayed in a separate viewer. If you selected a clipped group, all documents in the group are displayed in the same viewer.

If you double-click a document on the PageKeeper desktop, it will either open in PageKeeper View or in its own application. You can set the option you prefer in the

General

section of the Options dialog

box.

60 Chapter 4

Viewing Documents

To find text in a document in PageKeeper View:

1 Choose

in the Edit menu. Or, click the Find Text button

Find…

in the Standard toolbar.

The Find dialog box appears.

2 Enter the exact text you want to find.

The search is not case-sensitive, so you will get the same results

using uppercase or lowercase letters. 3Select

4 Click

Search in annotations

within Post-it

Find Next

Notes.

to locate the first occurrence of the search word.

5 Continue clicking

Find Next

if you also want to search for text

to find subsequent occurrences of

the word. 6 Click

to close the Find dialog box.

Cancel

To copy the contents of a document to the Clipboard:

1 Open the document in PageKeeper View. 2 Click the Select Content button in the Annotation toolbar.

Select Content button

3 Select the area of the document you want to copy.

If you are viewing an image document, the selected area has a

box around it. If you are viewing a text document, the selected

area is highlighted. 4 Click the Copy button in the Standard toolbar.

A copy of the selected area is placed on the Clipboard.

• When you copy an area of a text-based document, you can paste it into text applications.

• When you copy an area of an image document that has background OCR information, you can paste the contents into text applications or graphic applications. A text application will receive the contents as editable text. A graphic application will receive the contents as a graphic.

Organizing and Working with Documents 61

Annotating Documents

• When you copy an area of an image that does not have background OCR information, you can only paste the contents into applications that support graphics.

Annotating Documents

You can mark up documents in PageKeeper View using the following types of annotations:

•Post-it

• Colored highlights

•Lines

• Freehand scribbles

Use the buttons in the Annotation toolbar to make annotations:

Notes

Select Annotation

The annotations that you make on documents in PageKeeper View do not affect the actual physical documents. Annotations are only visible in PageKeeper View.

To add Post-it

Click here to open a menu for selecting font and color options for the Post-it

Note.

Select

Content

Highlight

Notes to a document:

1 Click the Post-it

Line

Scribble

Note button in the Annotation toolbar.

Post-it

Note

Annotation Options

2 Click the area of the document where you want the annotation

marker to appear. A Post-it

Note text box appears with the cursor ready for

typing.

3 Type in the desired text.

62 Chapter 4

Annotating Documents

4 Click outside of the text box when you are done.

A yellow text icon represents the Post-it the icon to open the Post-it

Note to close it again.

Note. Click outside the open Post-

Note. Double-click

To view the text in all Post-it® Notes at once, deselect

Notes as Icons

in the View menu.

To highlight areas of a document:

1 Click the Highlight button in the Annotation toolbar. 2 Select the area of the document you want to highlight.

A highlight appears over the areas you select. The color and type of the highlight depend on the currently selected

Options

. See page 64 for more information.

3 Click the Select Annotation button (or another annotation

button) to turn off the highlighting tool.

To draw lines:

1 Click the Line button in the Annotation toolbar. 2 Draw lines wherever you want in the document.

The color and thickness of the line depend on the currently selected

Line Options

. See page 64 for more information.

3 Click the Select Annotation button (or another annotation

button) to turn off the drawing tool.

To draw freehand scribbles:

Show Post-it

Highlight

1 Click the Scribble button in the Annotation toolbar. 2 Draw free-hand circles, scribbles, and other shapes wherever

you want in the document. The color and thickness of the scribbles depend on the

currently selected

Scribble Options

. See page 64 for more

information.

3 Click the Select Annotation button (or another annotation

button) to turn off the drawing tool.

Organizing and Working with Documents 63

Annotating Documents

To select options for highlight, line, and scribble annotations:

1 Click the Annotation Options button in the Annotation toolbar.

The Annotation Options dialog box appears.

2 Click the

Highlight Options, Line Options

, and

Scribble Options

tabs to make selections for those annotation tools.

3 Click OK when you are done selecting options.

The selections that you make will be applied to all future annotations. Current annotations will not be altered.

To delete annotations:

1 Click the Select Annotation button in the Annotation toolbar. 2 Select the annotation you want to delete by clicking it.

You can select line, scribble, and highlight annotations all at once by holding down your mouse button and drawing a box around them. However, Post-it® Notes must be selected and deleted separately.

3 Press the Delete key.

The selected annotations disappear.

64 Chapter 4

Opening Documents

You can open documents directly from PageKeeper in a variety of ways, including:

• Opening Documents in Their Own Applications

• Opening Documents in Other Applications

• Opening Web Pages

Opening Documents in Their Own Applications

You can open a document in its original application (the one in which it was created) directly from PageKeeper. For example, you can open a Word document in Microsoft Word. PageKeeper keeps track of the edits that you make to a document as long you do not save the document as a different file.

PageKeeper determines a document’s original application by its file name extension and the application that is associated with that extension in Windows.

Opening Documents

You can open a document in its original application in the following ways:

• Choose

PageKeeper desktop.

• Choose

document is selected in a PageKeeper Find results list.

• Choose

document is open in PageKeeper View.

• Choose

open in PageKeeper View.

Open

Open Document for Editing

Open Current Document for Editing

Opening Web Pages

If you have access to the World Wide Web and have added Web page links to PageKeeper, you can open a live Web page directly from PageKeeper.

For information on adding Web pages to PageKeeper, see “Adding Web Page Links to PageKeeper” on page 47.

in the File menu if the document is selected on the

in the File menu if the

if a clipped group is

Organizing and Working with Documents 65

Opening Documents

To open a Web page from PageKeeper:

1 Make sure your computer is currently connected to the Web. 2 Select the Web page you want to open in PageKeeper. 3 Choose

in the File menu. Or, click the button representing

Open

your Web browser on the Application toolbar. Your Web browser launches and goes to the selected Web page.

Opening Documents in Other Applications

Use the buttons on PageKeeper’s Application toolbar to open documents in various applications.

These are application buttons. To add or remove

application buttons, see “Customizing the Application

Toolbar” on page 99.

The way an application opens documents depends on the properties that are set for the application and the file types it supports. You can set up an application to try and open all documents in their native file types or to convert documents to different file types. See “Customizing the Application Toolbar” on page 99 for information on changing application properties.

To open a document using the application toolbar:

1 Select the document you want to open. 2 Click the button of the application in which you want to open

the document. Or, drag the document onto the application button. The application opens the document if it supports the

document’s file type (or can convert the document to a supported file type).

66 Chapter 4

Printing, Faxing, and Mailing Documents

You can print, mail, and fax documents from PageKeeper if you have the appropriate applications set up on your computer.

To print documents from PageKeeper, you need a printer and an appropriate print driver. To fax documents, you need a fax modem or multi-function device and a fax application that provides a standard print driver. To send documents to other users, you need a MAPIcompliant mail application such as Microsoft Outlook.

Printing and faxing a document from PageKeeper will not be as exact as printing and faxing from the document’s source application. Documents printed or faxed from PageKeeper will appear as they would in PageKeeper View.

To print a document or clipped group:

1 Select the document or clipped group you want to print.

If a clipped group of documents is open in PageKeeper View, click the thumbnail of the document you want to print.

2 Choose

If you have a clipped group of documents open in PageKeeper View, choose

Documents

Click the Print button in the Application toolbar if you want to send your print job directly to your printer without selecting print options.

3 Select the desired print options in the Print dialog box.

If you select a separate page after your document is printed.

4 Click OK to start printing.

Print…

in the File menu.

Print...

Print annotations

Current Document



, Post-it

Print...All

Notes will be printed on

Organizing and Working with Documents 67

Printing, Faxing, and Mailing Documents

To fax a document:

1 Make sure the correct fax driver is selected for faxing.

2 Select the document or clipped group you want to fax.

To check that the correct fax driver is selected, right-click over the Send Fax button in the Application toolbar and choose

Properties

...

If a clipped group of documents is open in PageKeeper View, click the thumbnail of the document you want to fax.

3 Choose

Send To

Fax Recipient



in the File menu.

Or, click the Send Fax button in the Application toolbar if you want to send your fax job without selecting fax options.

4 Select the desired options in the Fax dialog box and click OK.

An interface to your fax application appears.

5 Enter the recipient information and then send the fax.

To mail a document:

1 Select the document or clipped group you want to mail.

If a clipped group of documents is open in PageKeeper View, click the thumbnail of the document you want to mail.

2 Click the Send Mail button in the Application toolbar.

Or, choose

Send to

Mail Recipient



in the File menu.

The Send To dialog box appears.

3 Select an option for sending your document.

You can send the document by itself. Or, you can send PageKeeper information, such as annotations, along with the document.

If you send a document with PageKeeper information, a special

PageKeeper Send File

(*.stp) will be sent. The recipient of the

PageKeeper Send File must have PageKeeper installed to view the file. See “Sending Documents from PageKeeper” on page 98 for more information.

4 Click OK.

An interface to your mail application appears with the document attached.

5 Enter the recipient information and send the mail message.

68 Chapter 4

Chapter 5

Finding Documents

This chapter describes how to find documents on your computer using PageKeeper’s powerful search technology.

PageKeeper indexes information so it can quickly and easily retrieve the documents you are seeking. Finding documents can be as simple as typing in a word and clicking a button. Or, you can set up sophisticated searches by specifying multiple criteria to find, such as words and phrases, names, dates, file types, and other document properties.

Please continue reading for information on these topics:

• Starting a Search

•Search Tips

• Specifying Multiple Criteria for Your Search

• Modifying Search Criteria

• Changing the Search Conditions

• Saving Search Criteria

• PageKeeper Find Options

Starting a Search

In this chapter, the entries or selections you make for finding documents are referred to as

You can open PageKeeper Find in the following ways:

search criteria

• Click the PageKeeper Find button on the Action toolbar.

To start a search:

Click each tab to view and select different search options.

The folder location where PageKeeper will search is listed here. This can be changed in the

Look in

tab.

• Choose

• Click

PageKeeper Find...

• Click

Programs

• Choose

PageKeeper Find...

in the Windows taskbar and choose

Start

in the Windows taskbar and choose

Start

Caere ApplicationsPageKeeper Find



Find

PageKeeper Find



Explorer.

1 Open PageKeeper Find.

in the Tools menu.

Find

in the Tools menu of Windows

Click

Criteria

if you want to add multiple entries from the same tab.



Add

only

70 Chapter 5

Starting a Search

When you open PageKeeper Find from the PageKeeper desktop, the

folder will be set to whatever folder was open at the time.

Look in

You can sort the results list in different ways by choosing commands in the View menu.

2 Specify the desired criteria in the

Look in

tabs.

Content, Properties, Image

See “PageKeeper Find Options” on page 82 for more information on the options you can select in each tab. See “Search Tips” on page 72 for helpful hints on searching with PageKeeper.

3 Click

Find Now

when you have specified all of the desired

search criteria. The PageKeeper Find window expands to display a list of all

the documents that it finds.

When search results are displayed in

Detail

you can click columns to sort documents by different properties.

, and

view,

PageKeeper helps you locate the most important documents by ranking them in order of relevance. To show search results by their relevance, choose

Finding Documents 71

Arrange Icons

by Relevance



in the View menu.

Search Tips

Entering Search Text

4 Click

This section contains search tips that may be helpful when you are using PageKeeper Find.

These are tips for entering search text in the

• Use meaningful search words that describe the information you are seeking.

PageKeeper indexes documents so that they can be quickly retrieved. To make document indexes more efficient and meaningful, PageKeeper filters out as

and, on

document. PageKeeper ignores stopwords during a search.

• Do not use punctuation marks such as quotation marks or commas to denote your search entries. Use spaces to separate multiple word entries.

•Select words be found in their exact order. This excludes stopwords such as

• Use the exact you want PageKeeper to be when it looks for words. See “Word matching” on page 83 for more information.

• Use an asterisk (*) to perform wildcard searches if you are not sure of the spelling for particular words. For example, if you are trying to find someone’s name, and you are not sure of the exact spelling, you could use a wildcard within your search text. The search entry

Hansen

New Search

All the current criteria will be cleared from the tabs so you can enter new criteria.

and

Treat text as a phrase

and, on

Word matching

Hanson

if you want to start a brand new search.

Content

stopwords

, that do not add significant meaning to a

the

if you want to require that all search

, which are ignored during a search.

the

Hans*n

settings in the

would return documents that contained

Content

tab:

. These are words, such

tab to select how

Searching for Similar Documents

If PageKeeper retrieves a document that you are interested in, you can use that document as a model for another search. Select the document in the results list and click PageKeeper will look for and retrieve all other documents that are similar to that document.

72 Chapter 5

Find more like this

above the results list.

Searching Within Search Results

If PageKeeper retrieves a lot of documents and you want to focus another search within those documents, select

documents

click

above the results list. Modify your criteria as desired and then

Find Now

Search only within these

Searching for Old Documents to Discard

You can use PageKeeper to find old documents that you no longer use by searching by document date in the want to delete documents that are older than a certain date, you can specify that date in your search. After PageKeeper retrieves the documents, you can delete them directly from the search results list. Select the documents and click the Remove All Occurrences button in the Standard toolbar.

Properties

tab. For example, if you

Sorting Search Results by Relevancy

After a search, you can view returned documents in a prioritized ranking according to how relevant they are to your search criteria. To show search results by their relevancy, choose

Relevance

in the View menu.

Arrange Icons

Locating Search Words in Retrieved Documents

If you open a document in PageKeeper View directly from PageKeeper Find’s search results list, you can easily locate search words that were found in the document. Use the

Search Word

words.

commands in the Edit menu to navigate through the search

Go to Next Search Word

Search Tips



Go to Previous

Reusing Search Criteria

You can save search criteria that you have specified in PageKeeper Find in a

search file

searches. See page 80 for more information.

. This allows you to use the same criteria for future

Saving Search Criteria to a Smart Folder

You can save search criteria you have specified to a will reside on the PageKeeper desktop and automatically file documents that fit the criteria. See page 81 for more information.

Smart Folder,

which

Storing Search Results in a Folder

After a search, you can copy and paste documents from the results list into a folder on the PageKeeper desktop. Or, drag the documents into a folder on the PageKeeper desktop.

Finding Documents 73

Specifying Multiple Criteria for Your Search

You can specify multiple criteria for your search using the various PageKeeper Find tabs and then click However, if you want to enter multiple criteria from the same tab, you must use the

For example, if you wanted to find two documents with different names during the same search, you would enter the first document’s name in the second document’s name and click be possible using the default Search Conditions” on page 77 for more information on search operators.)

To enter multiple criteria from the same tab:

Click each tab to view and select different search options.

button.

Add Criteria

Properties

Add Criteria

tab and click

should

1 Open PageKeeper Find.

Find Now

. Then you would enter the

Add Criteria

search operator. See “Changing the

to start your search.

. (This search would only

Click here to enter the currently selected criteria. Tabs will be cleared for additional entries.

2 Specify the desired criteria in the

Look in

tabs.

Content, Properties, Image

, and

See “PageKeeper Find Options” on page 82 for more information on the options you can select.

74 Chapter 5

Specifying Multiple Criteria for Your Search

The PageKeeper Find tabs are cleared after adding criteria so you can add more criteria as desired.

3 Click

Add Criteria

The PageKeeper Find window expands to display a tree view of all the criteria you have entered so far. All PageKeeper Find tabs are cleared so you can enter additional criteria.

Search criteria are listed in the criteria tree.

4 Specify additional criteria in the desired tabs and click

Criteria

. 5 Repeat step 4 to continue adding criteria as desired. 6 Click

Find Now

when you are ready to start your search.

Add

Finding Documents 75

Modifying Search Criteria

You can modify the search criteria that you have entered in PageKeeper Find any time before you start your search. If you have not clicked the

Add Criteria

directly in the tabs. If you have clicked existing criteria in the criteria tree.

To modify search criteria in the criteria tree:

button, then the existing search criteria can be altered

Add Criteria

, you must modify

1 Click

Show Criteria...

if PageKeeper Find is not already

expanded to show the criteria tree. The PageKeeper Find window expands to display a tree view

of all the criteria you have entered so far.

Double-click the item that you want to modify.

Search criteria are listed in the criteria tree.

2 Double-click the item that you want to modify in the criteria

tree. A separate dialog box appears in which to make changes for

that item.

3 Make the desired changes for that item and click OK.

76 Chapter 5

Changing the Search Conditions

4 Repeat steps 2 and 3 to modify other criteria as desired. 5 Click

Find Now

when you are ready to start your search.

To delete search criteria from the criteria tree:

1 Click

Show Criteria...

if PageKeeper Find is not already

expanded to show the criteria tree. The PageKeeper Find window expands to display a tree view

of all the criteria you have entered so far.

2 Select the item you want to delete and press the Delete key.

Or, right-click the item and choose

Remove Nod

e in the shortcut

menu. The selected item disappears.

Select the item you want to delete and press the Delete key.

Search criteria are listed in the criteria tree.

Changing the Search Conditions

The

should/must/must not

your search:

•

means that PageKeeper will retrieve documents that

Should

contain the specified criteria, but will not require that criteria if other criteria are satisfied.

•

means that PageKeeper will only retrieve documents that

Must

contain the specified criteria.

•

Must not

means that PageKeeper will not retrieve documents that contain the specified criteria. (The used if criteria are also entered under the condition.)

Finding Documents 77

search operators determine the conditions for

Must not

condition can only be

Should

Must

Changing the Search Conditions

By default, all search criteria is entered under the

condition. You

should

must expand PageKeeper Find to show its criteria tree if you want to change the default search operator or the search operator for specific criteria.

To change the default search operator in PageKeeper Find:

1 Click

Show Criteria...

if PageKeeper Find is not already

expanded to show the criteria tree. The PageKeeper Find window expands to display a tree view

of all the criteria you have entered so far.

Select the desired default

search operator here.

Search criteria are listed in the criteria tree.

2 Select the search operator that you want to make the default.

The new default will be applied to search criteria that you enter in the future. Existing search criteria will not be affected by the change.

78 Chapter 5

Changing the Search Conditions

To change the search operator for specific criteria:

1 Click

Show Criteria...

if PageKeeper Find is not already

expanded to show the criteria tree. The PageKeeper Find window expands to display a tree view

of all the criteria you have entered so far.

Drag an item under the desired search operator.

Search criteria are listed in the criteria tree.

2 Select the desired item in the criteria tree and drag it under the

desired search operator.

3 Click

Find Now

when you are ready to start your search.

Finding Documents 79

Saving Search Criteria

You can save search criteria that you have specified in PageKeeper Find in a

search file

without having to specify it all over again. You can also save the criteria you have specified to a PageKeeper desktop and automatically file documents that fit that criteria.

To save search criteria to a search file:

1 Open PageKeeper Find and specify the desired search criteria.

. This allows you to use the same criteria for future searches

Smart Folder,

which will reside on the

2 Choose

Or click the Save Search button in the Standard toolbar. The Save As dialog box appears.

3 Type in a file name and select a folder location for the search

file. Search files are saved with a .srh extension.

4 Click

The search file is saved and you are returned to PageKeeper Find.

To open a search file in PageKeeper Find:

1 Open PageKeeper Find.

Save Search...

Save

in the File menu.

2 Choose

Or click the Open Search button in the Standard toolbar.

80 Chapter 5

Open Search File...

in the File menu.

Saving Search Criteria

The Open dialog box appears.

3 Locate and select the search file (*.srh) you want to open.

To save search criteria to a Smart Folder:

Select the PageKeeper folder where the Smart folder will be saved.

Select the area where you want the Smart Folder to look for documents.

Select this if you want the Smart Folder to delete or move documents that no longer conform to its criteria.

4 Click

Open

The search file opens and loads its search criteria into PageKeeper Find.

1 Open PageKeeper Find and specify the desired criteria. 2 Choose

Save Search to Smart Folder...

in the File menu.

Or click the Save Search to Smart Folder button in the Standard toolbar.

The Save As Smart Folder dialog box appears.

Type in a name for the Smart folder.

This setting determines how selective the Smart Folder will be when it is first created. will file only the most relevant documents. means it will file any relevant documents.

Few

means it

All

3 Select the desired options for the Smart Folder and click OK.

The Smart Folder is saved and you are returned to PageKeeper Find. For more information on Smart Folders, see “Automatically Organizing Documents” on page 56.

Finding Documents 81

PageKeeper Find Options

This section describes the search options you can select in each PageKeeper Find tab, including:

• Content Tab

• Properties Tab

•Image Tab

• Look in Tab

By default, all search criteria are entered under a This means that PageKeeper will retrieve documents that contain the specified criteria, but will not require that criteria if other criteria are satisfied. See “Changing the Search Conditions” on page 77 for more information.

Content Tab

Click the you want to find in documents.

Content

search condition.

should

tab in PageKeeper Find to specify textual content that

Entering words or phrases

Enter the text you want PageKeeper to look for within documents. By default, PageKeeper will retrieve documents that contain one or more of the search words in any order.

82 Chapter 5

PageKeeper Find Options

Stopwords

are insignificant words such as

and

. PageKeeper ignores

the

stopwords during a search, so try to use words that are more descriptive about the information you are seeking. For other tips on entering text, see “Entering Search Text” on page 72.

Treat text as a phrase

Select

Treat text as a phrase

found in their exact order. This excludes stopwords such as

, which are ignored during a search.

the

if you want to require that all search words be

and, on

Word matching

Use the

Word matching

scale to select how exact you want PageKeeper to be when it looks for words within documents. The scale has four levels, ranging from exact to “fuzzy” (approximate) word matching:

•Select

for the highest level of word matching. This will not

Exact

allow for word variations in your search text. For example, the search word

match,

color

would retrieve only its exact

color

• Select the second level in the sliding scale to allow for variations of the same root word in your search text.

For example, the search word

would retrieve

color

colors

• Select the third level in the sliding scale to allow for word and spelling variations in your search text.

For example, the search word

colour

•Select

Approximate

for the fuzziest level of word matching. This

would retrieve

color

colors

will allow for word, spelling, and OCR (error) variations in your search text.

For example, the search word and

(where ~ is an OCR reject character).

col~r

would retrieve

color

colors, colour

and

Match uppercase letters

Select

Match uppercase letters

if you have the

word matching option

Exact

selected and you want to apply case-sensitivity to uppercase letters in your search text. For example, if you enter

Match uppercase letters

The

Match uppercase letters

selected,

option is only available with

would not be found.

grace

as your search text with

Grace

Exact

word

matching.

Finding Documents 83

PageKeeper Find Options

Look for words in

Select the areas within which you want PageKeeper to search for text.

includes document content, Post-it

text

are text annotations you can attach to documents in PageKeeper

Notes

View.

Keywords

page.

Proximity search

Use proximity searching if you want to require that search words be within a maximum number of words of each other. Select

and then type in the desired number. The proximity requirement

within

is applied between all search words. If any words are separated by more than the specified number, then they will not satisfy the search criteria.

For example, if you want to find certain words within the same sentence, you would enter the desired search words and then set the proximity setting to the approximate number of words in the sentence.

Proximity searching is available if you have entered at least two search words. Proximity searching will be disabled if selected because phrases already have a set proximity requirement.

Properties Tab

Click the properties that you want to find.

Notes, and keywords.

are words you can enter on a document’s properties

Treat text as a phrase

Properties

tab in PageKeeper Find to specify document

All

Post-it

Words must be

Document name

Enter the name of the document you want to find. This is not casesensitive, so it does not matter if you use uppercase or lowercase letters.

84 Chapter 5

PageKeeper Find Options

If you do not know the exact document name, use an asterisk (*) as a wildcard. For example, you could enter

Dave’s Resume

Document type

Select the file type of the document you want to find in the drop-down list.

Document size

Use the drop-down list to specify the way you want PageKeeper to look for file sizes (such as applying a the number that you want to use for comparison.

Document date

Greater than

to find a document named

Dave*

condition) and then enter

Use the drop-down lists to specify the to find. You can select general dates such as specify particular dates that you want to find.

Image Tab

Images, such as TIFF files, have special attributes that you may want to find. Click the want to find in image documents.

created

tab in PageKeeper Find to specify the attributes you

Image

modified

Last month

dates you want

, or you can

Image type

Select the type (black and white, grayscale, or color) of the image document you want to find in the drop-down list.

Finding Documents 85

PageKeeper Find Options

Look in Tab

Image size

Select the size (dimensions) of the image document you want to find in the drop-down list. Select non-standard image size.

Image resolution

Select the resolution (dpi) of an image document you want to find by selecting a condition in the drop-down list and then entering the number that you want to use for comparison.

Click the your search within PageKeeper.

When you open PageKeeper Find from the PageKeeper desktop, the

Look in

folder will be set to whatever folder was open at the time.

tab in PageKeeper Find to specify the starting point of

Custom size

in the list if you want to enter a

PageKeeper folder

Select the PageKeeper folder within which you want to search. The folder that was open on the PageKeeper desktop when you launched PageKeeper Find will be selected by default. If you started PageKeeper Find outside of the PageKeeper desktop, it will default to the top-level folder,

Search in subfolders

Select this if you want to search all folders within the selected PageKeeper folder.

86 Chapter 5

My Folders

Chapter 6

Technical Information

This chapter provides troubleshooting tips and other technical information about using PageKeeper.

Please also read the information on PageKeeper. To open this file, click taskbar and choose

Documents

Please continue reading this chapter for information on these topics:

• Troubleshooting Solutions

• Converting Databases for Use in PageKeeper Pro

• Keeping Track of Document Changes

• Performing Background OCR on Images

• Sending Documents from PageKeeper

• Customizing the Application Toolbar

• Document Thumbnails

• Checking PageKeeper Jobs

• Uninstalling PageKeeper

PageKeeper Pro Readme



PageKeeper Pro Readme

Programs

Caere ApplicationsCaere



file, which contains the latest

in the Windows

Start

Troubleshooting Solutions

Although PageKeeper is designed to be easy to use, problems may sometimes occur. Many of the on-screen error messages contain selfexplanatory descriptions of what to do — check connections, close other applications to free up memory, and so on. Sometimes that is all the troubleshooting help you will need.

Topics in this section include:

• Solutions to Try First

• Low Disk Space Problems

• Low Memory Problems

• Problems Connecting PageKeeper to Your Scanner

• System Crash Occurs While Scanning

Please refer to your Windows documentation for information on optimizing your system and application performance.

Solutions to Try First

Try these possible solutions if you experience problems using PageKeeper:

• Make sure that your system meets all the minimum requirements listed on page 6.

• Make sure that your scanner is plugged in and that all cable connections are secure.

• Turn off your computer and scanner. Restart the scanner, and then restart the computer.

• Make sure other applications are functioning properly after restarting your computer.

• Resolve low memory problems. See page 89 for suggestions.

• Resolve low disk space problems. See page 89 for suggestions.

• Run ScanDisk for Windows 95 or 98 or Check Disk for Windows NT to check your hard disk for errors. See Windows online Help for more information.

• Defragment your hard disk. See Windows online Help for more information.

• Make sure you have the correct drivers for your scanner, printer, and video card. Contact their manufacturers for more information.

88 Chapter 6

• Uninstall and reinstall PageKeeper and Caere Scan Manager. See “Uninstalling PageKeeper” on page 104 for instructions.

Low Disk Space Problems

Problems may occur if your system runs low on free disk space. Try these solutions for low disk space problems:

• Empty the Windows Recycle Bin.

• Delete the *.tmp files in the Temp folder located in your Windows folder.

• Delete the *.tmp files in the Temp folder located in PageKeeper’s installation folder.

• Run ScanDisk for Windows 95 or 98 or Check Disk for Windows NT to check for errors that may be using up disk space. See Windows online Help for more information.

• Defragment your hard disk. See Windows online Help for instructions.

• Remove applications that you do not use.

Low Memory Problems

PageKeeper may run poorly under low memory conditions. This may be indicated by out-of-memory messages, unexpected errors, or operations that take a long time. Try these solutions for low memory conditions:

• Close other open applications to free up memory.

• Close unnecessary PageKeeper windows.

• Restart your computer.

• Defragment your hard disk. See Windows online Help for instructions.

• Increase the amount of free hard disk space on your computer.

• Increase your computer’s physical memory (RAM).

Troubleshooting Solutions

If you are running PageKeeper under Windows NT, increase your computer's virtual-memory allotment to 100 MB or more for optimum performance. Windows NT will not allow you to set your virtual memory higher than the disk space you have available.

Technical Information 89

Troubleshooting Solutions

Problems Connecting PageKeeper to Your Scanner

Try these solutions if you cannot get your scanner to work with PageKeeper.

• Make sure the scanner is supported by PageKeeper with your version of Windows 95, Windows 98, or Windows NT.

• Make sure Caere Scan Manager is installed and that you selected the correct scanner in it.

Please refer to the

Scanner Setup Notes

for more information.

The

Scanner Setup Notes

supported scanners. To open this file, click

taskbar and choose

Documents

documentation for information on resolving scanner problems.

• Make sure you have installed the correct scanner driver supplied by the scanner manufacturer.

• Make sure your scanner is turned on and connected securely before you start PageKeeper.

Some scanner drivers must be loaded at startup. In this case, restart your scanner and then restart your computer.

• Make sure your scanner works outside of PageKeeper, with its own application.

• Make sure the scanner is not in use by another application. Close other applications that might be conflicting.

• Uninstall and then reinstall Caere Scan Manager. See page 105 for more information.

Scanner Setup Notes



PDF file contains the latest information on

Programs

Caere ApplicationsCaere



. Please also refer to your scanner

System Crash Occurs While Scanning

Try these solutions if a crash occurs during a scan:

• Turn your scanner off and on again to return the scanner to its default state. Then restart your computer.

• Check your scanner setup. See the previous section, “Problems Connecting PageKeeper to Your Scanner,” for more information.

• Close any applications that might be conflicting with scanning in PageKeeper.

• Resolve low memory problems. See “Low Memory Problems” on page 89 for more information.

in the Windows

Start

90 Chapter 6

Converting Databases for Use in PageKeeper Pro

• Resolve low disk space problems. See “Low Disk Space Problems” on page 89 for more information.

•Check the you are using a TWAIN scanner.

• Check with the scanner manufacturer to make sure you have the correct driver for your scanner.

TWAIN Scanner Settings

tab in Caere Scan Manager if

Converting Databases for Use in PageKeeper Pro

PageKeeper Pro 3.0 can convert document databases from these applications:

• PageKeeper Standard 3.0 and PageKeeper Lite 3.0

• PageKeeper 2.0, 2.01, and 2.1

• Visioneer PaperPort Deluxe 4.0 and 5.1 - 5.3

Converting these databases to PageKeeper Pro is an automated process, but it may take some time. You will be able to use your computer for other tasks, but processing may be slowed by the conversion process. For best results, start the conversion process at a time when you do not plan to use your computer.

PageKeeper Pro does not alter your original database during conversion. It copies all data and adds it to its own folder system. Your original database will remain as is.

Before starting a database conversion, please read the important information and expected results provided for your particular database. This information is available starting on page 93.

Technical Information 91

Converting Databases for Use in PageKeeper Pro

To convert a database for use in PageKeeper Pro:

Databases that will be converted from respective versions of PageKeeper are shown here.

1 Open PageKeeper Pro. 2 Choose

Convert...

The Convert to PageKeeper Pro dialog box appears. PageKeeper identifies the databases that it has found on your system and makes them available for conversion.

3 Select the databases you want to convert.

PageKeeper can convert databases from PageKeeper Standard/ Lite, PageKeeper 2.x, and Visioneer PaperPort all at the same time.

in the File menu.

Click this to look for and select a PageKeeper Standard/Lite database manually.

Click this to look for and select a PageKeeper 2.x database manually.

If the conversion options for PageKeeper Standard/Lite or PageKeeper 2.x are not selectable, and you have those databases on your computer, use the respective

Browse...

buttons to look for and

select your PageKeeper databases manually.

4 Click

Convert Now

A screen shows the progress during conversion and reports when conversion is finished.

92 Chapter 6

Converting Databases for Use in PageKeeper Pro

PageKeeper Standard and Lite 3.0 Conversions

Please read this section before converting a PageKeeper Standard or Lite database to PageKeeper Pro. When you are ready to start conversion, see page 92 for instructions.

Important information:

• You do not need to have PageKeeper Standard or Lite installed to convert your old database.

• You will need free disk space that is approximately 1.5 times the disk space that the current database occupies.

Expected results after PageKeeper Standard or Lite conversions:

• A folder named PageKeeper Pro desktop. All of your PageKeeper 3.x folders are added to this folder in their original folder structure. Document links remain in their original folder locations.

• Internal PageKeeper names are preserved as is.

• Clipped groups are preserved as is.

• PageKeeper annotations are preserved as is, except for text annotations, which are converted to Post-it

PageKeeper 3.x Conversion

is created on the

Notes.

PageKeeper 2.0 or 2.1 Conversions

Please read this section before converting a PageKeeper 2.x database to PageKeeper Pro. When you are ready to start conversion, see page 92 for instructions.

Important information:

• You do not need to have PageKeeper 2.x or the pagekeep.trn file installed to convert your old database.

• You will need free disk space that is approximately 3 times the disk space that the current database occupies.

If you do not have enough disk space on the drive where PageKeeper Pro is installed, you can use disk space on another drive for saving converted TIFF files and text files. (These files use approximately half of the total disk-space requirement.) To do so, change the default folder in the PageKeeper Pro’s Options dialog box to a folder on the desired drive. Make sure you have write access to that drive.

• PageKeeper Pro can convert one PageKeeper 2.x database at a time. The Convert to PageKeeper Pro dialog box displays the path of the database it finds first. To select a different database for conversion, use the

Technical Information 93

Browse...

button in the dialog box.

New Documents

tab of

Converting Databases for Use in PageKeeper Pro

Expected results after PageKeeper 2.x conversions:

• A folder named PageKeeper Pro desktop. All of the documents from your PageKeeper 2.x database are added to this folder with their original PageKeeper names. (The original 2.x folder structure is not preserved.)

• Folders for subsequent database conversions are named

PageKeeper 2.x Conversion

• PageKeeper Documents are converted to TIFF (Packbits) files or text files, depending on whether they are image-based or textbased. The physical files are saved to a physical folder named

PageKeeper 2x Documents.

Pro’s default folder for new documents, which is specified in the

New Document

• PageKeeper Documents that contain images with text information (through OCR) are saved as TIFF (Packbits) files and corresponding text files. These files are saved as clipped groups in PageKeeper Pro.

• Links to external files (external file indexes) are not preserved during conversion. However, you can use PageKeeper Pro’s

Folder Watch

See “Adding Documents Automatically with Folder Watch” on page 45 for more information.

• PageKeeper notes are converted to 3M Post-it

PageKeeper 2.x Conversion

is created on the

followed by a sequential number.

This folder is created under PageKeeper

tab of the Options dialog box.

feature to quickly add links back to your documents.

Notes.

Visioneer PaperPort Conversions

Please read this section before converting a PaperPort database to PageKeeper Pro. When you are ready to start conversion, see page 92 for instructions.

Important information:

• You must have Visioneer PaperPort installed on your computer in order to convert your PaperPort database.

• You will need free disk space that is approximately 3 times the disk space that the current database occupies.

If you do not have enough disk space on the drive where PageKeeper Pro is installed, you can use disk space on another drive for saving converted TIFF files. (These files use approximately half of the total disk-space requirement.) To do so, change the default folder in the

New Documents

PageKeeper Pro’s Options dialog box to a folder on the desired drive. Make sure you have write access to that drive.

94 Chapter 6

tab of

Nuance ScanSoft PageKeeper Pro - 3.0 User’s Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Welcome

Using This Manual

Getting Online Help

Help Menu

Context-Sensitive Help

Getting Product Support

Installation and Setup

Minimum System Requirements

If You Have a Previous Version of PageKeeper or Visioneer PaperPort Installed

Installing PageKeeper

Setting Up Your Scanner with PageKeeper

Starting PageKeeper

Registering PageKeeper

PageKeeper Features

PageKeeper User Interface

PageKeeper Desktop

PageKeeper View

PageKeeper Find

PK Scan Button

Selecting PageKeeper Settings

General Settings

Scanner Settings

OCR Language Settings

New Document Settings

Folder Watch Settings

Getting Started Exercises

Getting Started

Exercise 1: Add a Document to PageKeeper

Exercise 2: Work with Folders

Exercise 3: Work in PageKeeper View

Exercise 4: Work with a Clipped Group

Exercise 5: Find a Document

Adding Documents to PageKeeper

Scanning Documents into PageKeeper

Scanning Documents Automatically with an ADF

Adding Existing Documents to PageKeeper

Adding Documents Automatically with Folder Watch

Adding Web Page Links to PageKeeper

Organizing Documents

Creating Folders

Clipping Documents Together

Rearranging Items

Renaming Items

Removing Items

Automatically Organizing Documents

Viewing Documents

Annotating Documents

Opening Documents

Opening Documents in Their Own Applications

Opening Web Pages

Opening Documents in Other Applications

Printing, Faxing, and Mailing Documents

Finding Documents

Starting a Search

Search Tips

Entering Search Text

Searching for Similar Documents

Searching Within Search Results

Searching for Old Documents to Discard

Sorting Search Results by Relevancy

Locating Search Words in Retrieved Documents

Reusing Search Criteria

Saving Search Criteria to a Smart Folder

Storing Search Results in a Folder

Specifying Multiple Criteria for Your Search

Modifying Search Criteria

Changing the Search Conditions

Saving Search Criteria

PageKeeper Find Options

Content Tab

Properties Tab

Image Tab

Look in Tab

Technical Information

Troubleshooting Solutions

Solutions to Try First