Nuance ScanSoft PaperPort - 10.0 Getting Started Guide

L EGAL NOTICES

Copyright © 1999–2004 by ScanSoft, Inc. All rights reserved. No part of this publication may be transmitted, transcribed, reproduced, stored in any retrieval system or translated into any language or computer language in any form or by any means, mechanical, electronic, magnetic, optical, chemical, manual, or otherwise, without prior written consent from ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts 01960. Printed in the United States of America and Ireland.

The software described in this book is furnished under license and may be used or copied only in accordance with the terms of such license.

MPORTANT NOTICE

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

RADEMARKS AND CREDITS

ScanSoft, PaperPort, ScanDirect, SET, FormTyper, DesktopDelivery, All-in-One Search, OmniPage and Tr ue Pa ge are registered trademarks or trademarks of ScanSoft, Inc. or its

affiliate companies in the United States of America and/or other countries.

Outside In Chicago, Inc. All rights reserved. The Verity logo is a trademark or registered trademark of Verity in the United States of America and/or other countries. All other company names or product names referenced herein may be trademarks of their respective holders.

ScanSoft, Inc.

9 Centennial Drive Peabody, Massachusetts 01960, U.S.A.

ScanSoft Belgium BVBA

Guldensporenpark 32 BE-9820 Merelbeke, Belgium

PaperPort 10 Getting Started Guide

Part Number 50-F31A-10030 August, 2004

C ONTENTS

Welcome to PaperPort 5

Installing and Activating PaperPort 5 Registration 6 Learning PaperPort 6 Technical Support 7 What’s new in PaperPort 10? 8

Getting to Know PaperPort 11

The PaperPort desktop 11 PaperPort items 12 The Folders pane 12 PaperPort item thumbnails 13 PaperPort page thumbnails 15 Two-part desktop 15 The Page View window 16

Acquiring Items 17

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

Touching Up Images 21

Scanner Enhancement Technology tools 21 Edit multiple images 22

PaperPort Getting Started Guide iii

Annotating Pages 22

Annotation tools 23

Protecting Items 24

Filing Items 24

Add search criteria to items 25

Finding Items 26

Find items by their properties 26 Find words in an item 26 Add items to the All-in-One Search index 27 Use the All-in-One Search pane 27 Use PDF Searchable Image 28 Schedule indexing tasks 28

Sharing Files 29

Sending Items to Other Programs 30

Use OmniPage with PaperPort 30 Customize the Send To bar 31 Adjust Send To options 31

iv Contents

Converting Items 33

Convert items to image formats 33 Convert images to text 33

Filling Out Scanned Forms 34

Creating PDF Documents 35

Using ScanDirect 36

Uninstalling PaperPort 36

Welcome to PaperPort

Welcome to the ScanSoft® PaperPort Getting Started Guide.

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

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

Installing and Activating PaperPort

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

The PaperPort installation program provides easy step-by-step instructions.

ollow the instructions on each screen to install the software.

provides the easiest way to turn paper into organized digital

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

If you do not activate the product at installation time, you will be invited to do this each time you invoke the program. PaperPort 10.0 can be launched only five times without activation.

PaperPort Getting Started Guide 5

Registration

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

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

Learning PaperPort

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

Using this Guide

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

Using online Help

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

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

Using release notes

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

6 Welcome to PaperPort

Technical Support

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

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

Minimum System Requirements

A computer with an Intel® Pentium® or higher processor

Microsoft Windows SP4 or above, Windows XP SP2 or above

Microsoft Internet Explorer 5.5 or above

128MB of memory (RAM), 256MB recommended

150MB of free hard disk space for application files plus 5MB working space during installation

98 (from second edition), Windows Me, Windows 2000

5MB for Microsoft Installer (MSI) if not present. (This is present as part of the operating system in Windows Me, Windows 2000 and Windows XP)

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

Windows-compatible pointing device

CD-ROM drive for installation

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

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

PaperPort Getting Started Guide 7

What’s new in PaperPort 10?

PaperPort 10 includes a number of valuable new features to help you manage your documents.

Page thumbnails

See page thumbnails for your multi-page items, both in Desktop view and in the PageViewer. Get a better overview of your documents – find, handle and reorder pages quickly.

Scanner Enhancement Technology tools

Improve your image items with the SETTM tools – now accessible directly from your PaperPort desktop by right-clicking on any image file. Annotation tools let you mark up your image items.

New Scanner Wizard

Set up scanners with PaperPort more easily, then enjoy improved scanner controls with greater scope for acquiring multi-page documents without interaction.

Better searching

The new All-in-One SearchTM facility delivers more power and precision, both on full-text searches and on keywords and other file information.

PDF creation

Generate image-only PDF files. Use the Duplicate as PDF command for image items, including MAX files. Print text items to PDF from inside PaperPort or any print-enabled application on your system. Full-text searches can be performed on these files in PaperPort with the All-in-One Search.

Extended form functionality

A Print Only Fields tool in FormTyperTM lets you use PaperPort to fill in preprinted forms.

8 Welcome to PaperPort

Extended shortcut menus

Find far more functionality when right-clicking an item – be it a file or a folder.

Greater flexibility with stacking and unstacking

PaperPort now provides greater choice for stacking together desktop items of different file formats and offers more options in unstacking.

Folder improvements

Use the Folder Manager to organize your PaperPort folder structure, find more functionality in the folder shortcut menus and utilize the Back button to navigate through your folder tree quickly and easily.

Closer integration with other ScanSoft products

• If you have ScanSoft OmniPage

with it more closely than ever, providing cutting-edge OCR page recognition services and high-level PDF creation.

• If you have ScanSoft PDF Converter for Microsoft

it will appear on the Send To bar, allowing you to unlock PDF files and transform them into editable Word documents.

The following advanced features are available only in PaperPort Professional 10:

Pro on your system, PaperPort cooperates

Word on your system,

Two-part desktop

Split the PaperPort desktop into two Workspaces, to make it much easier to compare, move or copy pages between documents at different locations. Bookmark your Workspaces for one-click return to favorite locations.

PaperPort Getting Started Guide 9

Fully-featured PDF creation

The latest ScanSoft PDF Create! product is included, letting you create more compact higher-quality 1.5 version PDF files. Files created from any text application are searchable and editable. Create PDF files from PaperPort or any print-enabled application on your system, with precise control over compression, font embedding, password protection, watermarking and more. The program can be accessed through the Windows Start Menu, the PaperPort Print dialog box and the Print to PaperPort (PDF) menu item in the File menu. The program has its own Help systems.

Index Manager

Schedule full-text indexing of your items for the All-in-One Search to run as background processes at times of your choosing.

DesktopDelivery

Set up system folders to be monitored by DesktopDeliveryTM for files of specified types to be automatically transferred to PaperPort folders. Acquire e-mail attachments in a similar way.

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

10 Welcome to PaperPort

Command bar

Getting to Know PaperPort

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

The PaperPort desktop

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

Desktop

Folders

Function pane can present:

• Folders (View menu)

• Page Thumbnails (View menu)

• Item Properties (View menu)

• Scan or Get Photo (File menu)

• All-in-One Search (Tools menu)

Image item thumbnail

Access to other pages

Send To bar

Text item thumbnail

PaperPort Getting Started Guide 11

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