Nuance ScanSoft PaperPort - 12.0 Getting Started Guide

Getting Started Guide

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or copied only in accordance with the terms of such license.

I

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T

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®

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PaperPort 12 Getting Started Guide, August, 2009

C ONTENTS

Welcome to PaperPort 5

Installing PaperPort 5
Activating PaperPort 6
Registration 7
Learning PaperPort 7
Technical Support 8
What’s new in PaperPort 12? 9

Getting to Know PaperPort 12

The PaperPort desktop 12
The PaperPort Ribbon 13
PaperPort items 13
The Folders pane 14
PaperPort item thumbnails 15
PaperPort page thumbnails 17
Two-part desktop 17
The Image View window 19
Customizable Quick Access Toolbar 20
PDF Viewer Plus 20

Acquiring Items 21

Scan to the PaperPort desktop 21
Set up your scanner with PaperPort 22
Using Scan Profiles 22
Print to PaperPort 23
Capture web pages 23
Add PaperPort folders 24
Use DesktopDelivery 25
Import pictures from your camera 25

Touching Up Images 26

Enhancing Images Manually 29
Edit multiple images 29

PaperPort Getting Started Guide iii

Annotating Pages 30

Annotation tools 30

Protecting Items 32

Filing Items 32

Add search criteria to items 34

Finding Items 35

Find items by their properties 35
Find words in an item 36
Add items to the All-in-One Search index 36
Use the All-in-One Search pane 37
Use PDF Searchable Image 38
Schedule indexing tasks 38

Sharing Files 39

Sending Items to Other Programs 40

Use OmniPage with PaperPort 41
Customize the Send To bar 41
Adjust Send To options 42

Converting Items 43

Convert items to image formats 43
Assembling documents 43
Convert images to text 44

Filling Out Scanned Forms 44

Creating PDF Documents 45

Using ScanDirect 47

Uninstalling PaperPort 48

iv Contents

Welcome to PaperPort

Welcome to the Nuance® PaperPort® Getting Started Guide
file, suitable for use with screen readers. If you print it to paper, we recommend
double-sided printing with two pages per sheet.

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

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

. It is supplied as a PDF

Accompanying programs

PaperPort 12 includes a PaperPort image printer, a ScanDirect application
(described later), a Scanner Setup Wizard, an ImageViewer application (for viewing
and working with page images in a window separate from PaperPort) and PDF
Viewer Plus (for viewing and working with PDF files). In PaperPort Professional
12, the PDF Viewer Plus includes Nuance PDF Create, providing high-level
support for PDF creation from a wide variety of source files.

Installing PaperPort

You can install PaperPort from a CD or from the Web. The installation program
provides easy step-by-step instructions. Follow the guidance on each screen to
install the software. Installation and un-installation require Administrator rights.

PaperPort Getting Started Guide 5

PaperPort installation comprises three elements that are installed in a single process:

• PaperPort program (includes ImageViewer, Scan Direct and Wizard)

• PDF Viewer Plus (in PaperPort Professional this includes PDF Create.)

• PaperPort image printer.

PDF Viewer Plus is not installed if the top-line Nuance product PDF Converter
Professional is detected on the computer (version 5.3 or above) because it provides
all the functionality of PDF Viewer Plus, and much more additionally.

Click Autorun, select an installation language, accept or change the program
location. If PDF Viewer Plus/Create is to be installed, you have two checkmarks:

Set Nuance PDF as your default viewer for Windows and Internet Explorer

This sets PDF Viewer Plus as your system default PDF viewer. PDF files on the
PaperPort desktop are by default opened in a Nuance PDF product. If you select
this option, PDF files that are double-clicked anywhere on your system will open in
PDF Viewer Plus.

Install all Nuance PDF button and menu application add-ins

This places a Nuance PDF ribbon or toolbar in Microsoft Word, Excel,
PowerPoint, Outlook and Internet and Windows Explorer and Corel WordPerfect,
allowing PDF Create to make PDF files from the current document or mail
attachment or web page. Go to Control Panel Add/Remove programs to later
enable or disable these add-ins individually.

Autorun then starts the installer. It offers a Compete or a Custom installation.
Choose Custom only if you want to add your own folders to the supplied PaperPort
folders during installation. You can add folders later (see page 24).

Activating PaperPort

Most versions of PaperPort 12 and the associated PDF Viewer Plus require
activation. For activation and deactivation you need web access. You will be invited
to activate the product at the end of installation. Choose from automatic or manual
activation. The recommended choice is automatic; then PaperPort and the PDF
Viewer (with PDF Create for the Professional product) are activated together.
Provided your serial number is found at its storage location and has been correctly

PaperPort Getting Started Guide 6

entered, no user interaction is required and no personal information is transmitted.
Manual activation requires interaction and the two programs must be activated
separately.

If you do not activate the product at installation time, you will be invited to do this
each time you invoke the program. PaperPort 12.0 and the PDF Viewer can be
launched only five times without activation.

Registration

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

When you finish installing PaperPort, you are prompted to register online. If you
want to update your registration infor mation, you can always go to the Nuance web
site at

http://www.nuance.com

.

Learning PaperPort

This guide introduces you to PaperPort and shows you how PaperPort can help you
manage your information. Additional sources of information to help you learn how
to use PaperPort include a comprehensive Help system, the How-to-Guides,
Release Notes, and the Nuance web site. Access these from the Help ribbon.

Using this Guide

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

®

Microsoft
if you have questions about how to use dialog boxes, menu commands, scroll bars,
drag and drop functionality, shortcut menus, and so on.

Windows® environment. Please refer to your Windows documentation

Using Help

The PaperPort Help includes detailed information on features, settings, and
procedures. Help is available from the PaperPort Help ribbon.

PaperPort Getting Started Guide 7

Additional technical support, including technical notes, software updates, product
information and product support issues and more is available also from the
PaperPort Help ribbon.

PDF Viewer Plus, and also PDF Converter Professional, have their own help
systems that include guidance on PDF creation.

Using release notes

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

Technical Support

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

Visit

http://www.nuance.com

support contacts, and product updates. Before contacting Nuance, be sure to read
the user documentation and review the Release Notes.

for information about your support policy, local

Minimum System Requirements

A computer with an Intel® Pentium® or higher processor

Microsoft Windows XP 32-bit with SP3 or above, Windows Vista 32-bit and 64-bit
with SP2 or above, Windows 7 (32- and 64-bit versions)

Microsoft Internet Explorer 6.0 or above

512 MB of memory (RAM), 1 GB recommended

500 MB of free hard disk space for application files plus 20 MB working space
during installation

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

Windows-compatible pointing device

PaperPort Getting Started Guide 8

CD-ROM drive for installation, or suitable web access for download

Web connection (with IE 6 or above) for activation and web updates

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.

What’s new in PaperPort 12?

PaperPort 12 includes a number of valuable new features to help you manage your
documents.

Improved PDF performance

PDF files can be opened more speedily and displayed in PDF Viewer Plus, a newly
developed Nuance PDF handling application that is fully compatible with Adobe
Acrobat. PDF Viewer Plus opens files much faster than the general-purpose
ImageViewer, reducing memory requirements and permitting smaller file sizes. The
new viewer optimizes the rendering resolution for each element on the page
yielding a cleaner display and optimum print resolution. PDF Viewer Plus has its
own Help system.

Enhanced support for PDF files

PDF Viewer Plus provides a wide range of new PDF features including improved
annotations and dynamic or transparent stamps. Images within a PDF document
processed by PDF Viewer Plus can be sent to the ImageViewer to be enhanced
using SET tools, with the modified image returned to the PDF.

Fill and e-mail PDF forms and create new ones, either from scratch or by using an
updated FormTyper integrated into PDF Viewer Plus to instantly make any static
form fillable.

It uses Logical Form Recognition
also allows their properties to be managed better than ever before.

TM

technology to detect the form elements and

PaperPort Getting Started Guide 9

Searchable PDF files are now available through Scanner Profiles, through a right
click ‘Save As’ operation on the PaperPort Desktop, or directly in PDF Viewer Plus.
This makes the content of your scanned paper documents or image files accessible
to search engines such as Windows Desktop Search or Google.

Tab-and-ribbon User Interface

PaperPort 12 is now easier to use because all the program features are presented on
a set of tabbed ribbon style toolbars with controls placed in functional groups.
We've also added the new ‘Scan Now’ button so you can scan with one click
without having to change to the scanner settings view. A customizable Quick
Access Toolbar appears above the ribbon toolbars so you can put your most
frequently used features in one easy-to-find place. Accelerator keys allow command
activation from the keyboard; press the Alt key to see the accelerator values.
Background, panel and ribbon colors can be customized.

More accurate OCR

OCR (Optical Character Recognition) scanning accuracy has been significantly
increased; this is reflected in greater success when searching the content of
Searchable PDF file archives. Language settings can now be applied to Optical
Character Recognition to provide even greater accuracy in all supported languages.

Digital camera input

The Send To bar options for text applications have been updated to include a
PaperPort OCR option for digital camera correction. It is now possible to take a
picture of a document and accurately convert it into a text document. This is done
by applying special 3D-deskewing algorithms that flatten page images and correct
distortions to increase the accuracy of the resulting text document.

Making PaperPort more reliable

Sometimes PDF files may become corrupted so that they can no longer be opened.
In these cases PaperPort may not be able to generate a desktop thumbnail and this
may prevent PaperPort from launching properly. A new utility program

CheckPPFolders.exe

short help file. Run this program to identify and remove any corrupt files so that
PaperPort will work properly.

is supplied in the PaperPort program folder, along with a

PaperPort Getting Started Guide 10

The following advanced features are available only in PaperPort
Professional 12:

Folder Management

You can now automatically create multiple folders by importing a list of folder
names from a text file. This option is available when you right-click on any folder.
See the Help topic ‘About PaperPort folders’ for the required syntax.

New features in PDF Viewer Plus and PDF Create Assistant

You can create industry-standard text-based PDF documents from any application
directly with a right-click through the Windows or PaperPort Desktops (up to PDF
version 1.7), using the PDF Create Assistant or by printing directly from any
application with the printer driver called ‘ScanSoft PDF Create!’ Additionally you
can create PDF packages, batch create PDF files and much more using the PDF
Create Assistant. A table in the Help topic ‘About creating PDF files’ summarizes
which starting places, inputs, options and targets are available.

Support for SharePoint

PaperPort Professional 12 is able to communicate with the Microsoft SharePoint
Services 2003, SharePoint Portal 2003, SharePoint Services 2007 and SharePoint
Server 2007 document management systems: get files from there, process them as
desired, and then save the resultsby sending the output files back through the Send
To bar. ScanDirect supports scanning to PDF with the results directed to
SharePoint.

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.

PaperPort Getting Started Guide 11

Getting to Know PaperPort

The Function pane can present:

• Folders

• Scan Settings

• Thumbnails

• All-in-One Search

• Properties

Image item
thumbnail

Text i t em
thumbnail

Access to
other pages
in this multi­page item

Desktop

showing item
thumbnails

Send To bar

Ribbons with command buttons

Function Pane

showing folders

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 the documents in the chosen folder as thumbnails and
provides tools to manage them. PaperPort offers all the tools necessary to
organize, find, and use documents and images. Choose Options from the
Desktop ribbon and go to the Desktop panel to choose a color scheme for
the desktop and its elements.

PaperPort Getting Started Guide 12

The PaperPort Ribbon

PaperPort 12 and ImageViewer have a
modernized tab and ribbon interface.
The main elements are:

1. The PaperPort button

2. Quick Access Toolbar (see page 20)

3. Tab

4. Ribbon associated with the tab

5. Group inside the ribbon

6. Button within the group

7. A button drop-down list.

PaperPort items

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

• Image items are scanned documents, photographs, drawings and

other digital items in an image format, such as PDF Image, PDF
Searchable, JPEG, TIFF, or PaperPort Image (.max) files. They can be
scanned, copied or imported into the PaperPort desktop.

• Text items are documents that contain editable text, such as Word

(.doc), HTML, and Excel files, and are created by word processing and
other text-based applications. Normal PDF files are considered to be
text items.

Image items when double-clicked open by default in Image View that offers
many image-handling tools, including the SET tools. Go to Options >
Desktop to change this behavior. You can choose ImageViewer; this offers
the same functionality as Image View, but in a separate window so you can
still view the PaperPort desktop as you edit the chosen item. This is specially
useful in a dual-screen environment. You can also choose to open the item in
the application associated with the file type.

image items

and

text items

.

Getting to Know PaperPort 13

You can use any flavor of PDF file: PDF Image, PDF Searchable, and PDF
Formatted Text and Graphics (PDF Normal) with PaperPort. PDF files by
default open in PDF Viewer Plus or (if available) PDF Converter
Professional. These Nuance programs are optimized for handling, annotating
and editing PDF files. Go to Options > Desktop to change this behavior.
You can open PDF Image or PDF Searchable files in ImageViewer in order
to use the SET tools to improve the quality of PDF-image only items.

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

Samples

can keep on the PaperPort desktop.
You can also use PaperPort to view non-PaperPort items that reside on your

computer. Simply copy or move the document file or photo into a PaperPort
folder.

, containing items to demonstrate some of the types of items you

My PaperPort Documents folder with a subfolder

The Folders pane

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

PaperPort installs a PaperPort folder named

PaperPort Documents

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

The My PaperPort Documents folder contains several subfolders whose
names –such as Articles, Business Cards, Photographs, and Receipts –
illustrate the different ways you can organize your items in PaperPort.

The Samples folder contains sample documents and photographs to help you
get started using PaperPort.

into your My Documents folder.

My

PaperPort Getting Started Guide 14

When you have acquired your own PaperPort items, you do not have to use
the My PaperPort Document folder to store them. You can add other local
and network folders to PaperPort’s Folder View. You can also delete the My
PaperPort Documents folder, but your PaperPort structure must contain at
least one folder.

To show or hide the Folders pane, click the Folders button on the Desktop
ribbon. With the desktop split, Folders panes can be displayed for each
Wor ks pa ce .

PaperPort item thumbnails

There are two kinds of thumbnails in PaperPort: item and
page thumbnails. Each item thumbnail is a small, graphic
representation of your document or photo. Page
thumbnails show pages of image items and PDF files in the
Page Thumbnails pane both on your PaperPort desktop
and in the ImageViewer.

One quick way to locate your PaperPort items is to visually browse through
the item thumbnails on your PaperPort desktop. Thumbnails show you
what’s in a document without having to open it. Thumbnails also give you the
ability to scroll through the pages of a document without opening it.

PaperPort shows large, clear thumbnails of all your documents and photos,
including:

• Scanned pages and photos

• Photos from your digital camera

• Image files in formats such as BMP, TIFF, JPEG, GIF, and MAX

• Microsoft Word, PowerPoint

documents created in popular software programs

®

, Excel®, Word PerfectTM , and other

• PDF documents

• PDF Image items

• HTML documents

Getting to Know PaperPort 15