Nuance ScanSoft PaperPort - 14.0 Getting Started Guide

Getting Started Guide

L EGAL NOTICES

Copyright © 2011 Nuance Communications, Inc. All rights reserved. No part of this
publication may be transmitted, transcribed, reproduced, stored in any retrieval system or
translated into any language or computer language in any form or by any means,
mechanical, electronic, magnetic, optical, chemical, manual, or otherwise, without prior
written consent from Nuance Communications, Inc., 1 Wayside Road, Burlington,
Massachusetts 01803-4609, U.S.A. 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.

IMPORTANT N OTI CE

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

TRADE MAR KS AN D C RE D I TS

Please see the listing at the end of this Guide.

END -USER L IC ENSE A GR EEME NT

Please see this text via the About PaperPort panel, accessible from the Help ribbon.

Nuance Communications, Inc.

1 Wayside Road, Burlington, Massachusetts 01803-4609, U.S.A.

Nuance Communications International BVBA

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

PaperPort 14 Getting Started Guide, July, 2011

C ONTENTS

Welcome to PaperPort 5

Installing PaperPort 6
Activating PaperPort 7
Registration 7
Learning PaperPort 8
Using this Guide 8
Technical Support 9
Minimum System Requirements 9
What’s new in PaperPort 14 10
Key features 11

Getting to Know PaperPort 14

The PaperPort desktop 14
The PaperPort Ribbon 15
PaperPort items 15
The Folders pane 17
PaperPort item thumbnails 18
PaperPort page thumbnails 20
Two-part desktop 21
Bookmarks 21
The Image View window 23
Customizable Quick Access Toolbar 24
PDF Viewer Plus 24

Acquiring Items 25

Scan to the PaperPort desktop 25
Set up your scanner with PaperPort 26
Using Scan Profiles 27
Print to PaperPort 27
Capture web pages 28
Add PaperPort folders 28
Import pictures from your camera 30

Touching Up Images 30

Edit multiple images 35

PaperPort Getting Started Guide iii

Annotating Pages 36

Annotation tools 36

Protecting Items 38

Add search criteria to items 40

Finding Items 41

Find items by their properties 41
Find words in an item 42
Add items to the All-in-One Search index 42
Use the All-in-One Search pane 43
Schedule Indexing Tasks 45
Sharing Files 45
Connecting to the Cloud 46

Sending Items to Other Programs 48

Customize the Send To bar 49

Converting Items 51

Convert items to image formats 51
Stacking documents 51
Combining documents 51
Convert images to text 52
Filling Forms 52
PDF File Support 53
Creating PDF Documents 56
Creating PDF Documents with PDF Create 56
Using ScanDirect 58

Uninstalling PaperPort 60

iv Contents

Welcome to PaperPort

Welcome to the Nuance® PaperPort
PDF 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.

®

Getting Started Guide

. It is supplied as a

Accompanying programs

PaperPort 14 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).

Added components are PaperPort Anywhere, providing web storage in a Nuance
cloud site, the Nuance Cloud Connector for accessing other cloud sites and a
MAX file to PDF Converter.

In PaperPort Professional, the PDF Viewer Plus includes Nuance PDF Create,
providing high-level support for PDF creation from a wide variety of source
files.

PaperPort Getting Started Guide 5

Installing PaperPort

You can install PaperPort from a CD, a DVD, 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 installation comprises five elements that are
installed in a single process:

• PaperPort program (includes ImageViewer, ScanDirect, MAX to PDF

Converter, an Evernote connector and the Scanning Wizard)

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

• The PaperPort image printer

• The PaperPort Anywhere component

• The Nuance Cloud Connector (optional install)

PDF Viewer Plus is not installed if the top-line Nuance product PDF Converter
Professional is detected on the computer (version 6 or above) because it provides
all the functionality of PDF Viewer Plus, and much more additionally.

The latest PDF Viewer Plus cannot co-exist with Nuance PDF Converter

rofessional 5 or below, you must choose which program to keep. To use an old

P
PDF Converter Professional with PaperPort, it must be the application
associated to PDF files in your Windows system, and PaperPort must be set to
open PDF files with that associated program (see page 53).

To install PaperPort and its key components:

1. Click Autorun.

2. Select an installation language.

3. Accept or change the program location.

If PDF Viewer Plus/Create is to be installed, the following checkmarks appear:

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.

PaperPort Getting Started Guide 6

Install all Nuance PDF button and menu application add-ins

This choice appears only in PaperPort Professional. It 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.

Install the Nuance Cloud Connector

This optional application provides convenient file transfer to and from the most
popular web-based storage sites. By default it is not installed.

Autorun then starts the installer. It offers a Complete or a Custom installation.
C

hoose Custom only if you want to add your own folders to the supplied

PaperPort folders during installation. You can add folders later (see page 28).

Activating PaperPort

Most versions of PaperPort 14 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. 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

is each time you invoke the program. PaperPort 14 can be launched only a

th
limited number of 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
w

ant to update your registration information, you can always go to the Nuance

web site at

http://www.nuance.com

.

PaperPort Getting Started Guide 7

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-to­Guides, 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

documentation 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

Using Help

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

Additional technical support, including technical notes, software updates,
p

roduct 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

ystems that include guidance on PDF creation.

s

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.

PaperPort Getting Started Guide 8

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

• Minimum hardware requirements:

― Intel PentiumTM compatible, or higher processor

― 1 GB of memory (RAM)

― 700 MB free hard disk space for the application files and installation

― 30 MB for the Nuance Cloud Connector

― 1024 x 768 resolution display with 16-bit (High Color) or higher

• Supported operating systems:

― Windows XP 32-bit with SP3 or above

― Windows Vista 32-bit and 64-bit with SP2 or above

― Windows 7 in 32-bit and 64-bit versions

• Supported web browsers:

― Internet Explorer 7, 8 and 9

― Firefox 3, 4 and 5

― Chrome: current (versions 4 through 12 were tested)

A CD or DVD drive or web access is needed for installation. An Internet
connection and web access are necessary for online activation, registration,
technical support, and live updates.

PaperPort Getting Started Guide 9

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 14

PaperPort 14 includes a number of valuable new features to help you manage
your documents:

PaperPort Anywhere

This service allows PaperPort folders to be linked to web storage folders
maintained by Nuance, so that the contents of a linked PaperPort folder is
uploaded to the Cloud, and documents added to the Cloud folder are delivered to
the linked PaperPort folder. This cloud storage can be accessed through client

applications developed for mobile devices such as the Apple iPad
Android

move and remotely captured documents can be delivered to PaperPort.

This service connects your computer and PaperPort with other popular web­based storage sites, including Microsoft Live SkyDrive
Box.net

directly with Microsoft Windows providing easy drag-and-drop access directly
to cloud services. The Nuance Cloud Connector is also upgradeable to a more
feature-rich version of the product called Gladinet Cloud Desktop Pro. This
enhanced version adds additional functionality for using cloud services with
automatic backup and file synchronization.

TM

tablet devices. In this way PaperPort items can be accessed on the

N

uance Cloud Connector

TM

, multiple FTP sites, and many more. The Connector can integrate

TM

and

TM

, GoogleDocsTM,

Evernote Connector

The Send To bar offers a link to the Evernote web storage facility, so that
PaperPort items can be transferred to this Cloud service.

PaperPort Getting Started Guide 10

Bookmark Web Pages

In addition to the ability to bookmark workspaces, PaperPort Professional allows
favorite web pages to be bookmarked so they can be accessed with a single click.
The bookmarks supplied with your default browser also appear in PaperPort.

Windows Shortcut menu inside PaperPort

Choose at installation time whether to allow the Windows shortcut menu for
files of particular types to be available in the item’s PaperPort shortcut menu.

New SET tools

Manual despeckling with a wide choice of algorithms yield better black-and­while images for optimum OCR results.

New edge cleaning tools include automated punch-hole removal, auto-cropping
pa

ges, and border cleaning.

Access recently scanned and viewed documents

New controls in the Desktop ribbon or in a Windows 7 jump list let you quickly
home in on documents that were recently viewed or created.

Key features

High-quality PDF performance

PDF files can be opened quickly and displayed in PDF Viewer Plus, a Nuance
PDF handling application that is fully compatible with all leading PDF creation
products. PDF Viewer Plus opens files faster than the general-purpose
ImageViewer, reducing memory requirements and permitting smaller file sizes.
The viewer optimizes the rendering resolution for each element on the page
yielding a cleaner display and optimum print resolution.

PDF Viewer Plus provides annotations and dynamic or transparent stamps.

mages within a PDF document processed by PDF Viewer Plus can be sent to the

I
ImageViewer to be enhanced using SET tools, with the modified image returned
to the PDF.

PaperPort Getting Started Guide 11

Fill and e-mail PDF forms and create new ones, either from scratch or using
FormTyper in PDF Viewer Plus to instantly make any static form fillable. It uses
Logical Form Recognition
allows their properties to be managed efficiently.

Searchable PDF files are 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

TM

technology to detect the form elements and also

TM

or GoogleTM.

Accurate OCR

Language settings can be applied to Optical Character Recognition to increase
accuracy in all supported languages.

Digital camera input

It is possible to take a picture of a document with a digital camera 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 utility program
folder, along with a short Help file. Run this program to identify and remove any
corrupt files so that PaperPort will work properly.

CheckPPFolders.exe

is supplied in the PaperPort program

PaperPort Getting Started Guide 12

The following advanced features are available only in PaperPort
Professional:

Folder Management

You can 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.

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!’. You can create PDF packages, batch create PDF files and much more
using the PDF Create Assistant. A table in the Help topic

summarizes which starting places, inputs, options and targets are available.

files

About creating PDF

Support for SharePoint

PaperPort Professional 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 13

Getting to Know PaperPort

• Properties



Des



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.

Ribbons with command buttons

ktop 

showing item
thumbnails

Function Pane

showing folders

Access to 
other pages in
this multi­page item

The Function pane can present:

• Folders

• Scan Settings

• Thumbnails

• All-in-One Search

Image item
thumbnail

PaperPort Getting Started Guide 14

Text item 
thumbnail

Send To bar

The PaperPort Ribbon

PaperPort 14 and ImageViewer have a
modern tab and ribbon interface
main elements are:

1. The PaperPort button

2. Quick Access Toolbar (see page 24)

3. Tab

4. Ribbon associated with the tab

5. Group inside the ribbon

6. Button within the group

7. A button drop-down list.

. The

PaperPort items

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

image 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 files (these MAX files
are read-only). 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.

and

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

Desktop

>
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 especially useful in a dual-screen environment. You can also choose to
open the item in the application associated with the file type.

to change this behavior. You can choose ImageViewer; this

Options

Getting to Know PaperPort 15

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. Go to
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.

Use PaperPort to view non-PaperPort items that reside on your computer.

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

S

You can quickly send an item to another program without leaving the
P

aperPort 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.

Options

>

Desktop

to change this behavior. You can

The MAX to PDF converter

MAX files have long been the proprietary PaperPort image item format.
This functionality has now been taken over by the universal PDF file type.
In PaperPort 14, MAX files retain limited functionality: they can be
viewed page-by-page but cannot be annotated, stacked or otherwise edited.
Metadata (author, subject, keywords...) cannot be added in PaperPort 14,
only already existing texts remain. In other words, MAX files are now
read-only.

Therefore, Nuance offers a Wizard-like program to convert MAX files to

DF. Find the MAX to PDF converter in the PaperPort sub-menu in the

P
Windows Start menu. It can create PDF Image or PDF Searchable files by
running OCR on text in the MAX file. The converter allows annotations to
be transferred to the resulting PDF. Language choices are available
separately for the MAX file content and for its annotations. The converter
can automatically find all MAX files within your PaperPort folders.

MAX files can be detected and imported into PaperPort Professional by

esktopDelivery. They can be exported to some other programs (for

D
instance to mailing applications, or to OmniPage for OCR).

PaperPort Getting Started Guide 16

The Folders pane

The Folders pane presents a hierarchical view of your
PaperPort folders, similar to the view you see in
W

indows 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

es – such as Articles, Business Cards, Photographs, and Receipts –

nam
illustrate the different ways you can organize your items in PaperPort.

The Samples folder contains sample documents and photographs to help

get started using PaperPort. This Getting Started Guide is placed in the

you
Samples folder as a read-only PDF file. We recommend you copy the item
and remove the read-only property from the copy if you want a text file
(PDF Normal) for experimentation.

into your My Documents folder.

My

Choose Folders
folders. Select a folder, right click and choose Create New folder to add an

pty subfolder with a name and color you choose. You can use the Folder

em
Manager to add existing folders and sub-folders from your file system.
This lets you set up a different view of folders than exists on your
computer – tailoring it to work you will do via PaperPort.

Choose
Folders pane and choose Folder Manager. Click Add and browse to an
exi

sting folders or sub-folder. They are added as top-level folders to the
PaperPort desktop along with their sub-folders and content. For instance, if
you chose ‘C:\MyReports\Fourth Quarter’, this appears in PaperPort as
'Fourth Quarter on C'. To later see the full path of an added folder, right­click and choose Properties.

Right-click on a folder to change folder color, add folder notes, create new

-folders, and (in PaperPort Professional) set DesktopDelivery options.

sub

Folder Manager on the Tools ribbon or right click in the

to view the Folders pane to view the pre-supplied

Getting to Know PaperPort 17

The Folder Manager lets you rename, remove and reorder the top-level
folders it manages. This does not affect the names, locations or existence
of those mapped folders in your computer. Sub-folders that you rename or
reorder which were not added using the Folder Manager are really
renamed or moved in your system.

Deleting folders

Any sub-folder in PaperPort can be deleted using its shortcut menu or the
Delete key. This means it disappears from PaperPort

computer's disk system

deleted. A warning message asks you to confirm this deletion. Only top­level folders cannot be deleted inside PaperPort. The folder 'My PaperPort
Documents' is a sub-folder.

. Any sub-folders of the chosen folder are also

and also from your

Removing folders

Any folder or sub-folder added to PaperPort via the Folder Manager
becomes a top-level folder and it can be later removed using the Folder
Manager again. This means it disappears from PaperPort but remains on
your computer’s disk system. When a top-level folder is removed, all its
sub-folders are also removed.

PaperPort item thumbnails

There are two kinds of thumbnails in PaperPort: item and
page thumbnails.
representation of your document or photo. Page

mbnails show pages of image items and PDF files in

thu
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

hrough the item thumbnails on your PaperPort desktop. Thumbnails show

t
you what’s in a document without having to open it. Thumbnails give you
the ability to scroll through the pages of a document without opening it.

Each item thumbnail is a small, graphic

PaperPort Getting Started Guide 18

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

(read-only)

• Microsoft Word, PowerPoint

documents created in popular software programs

®

, Excel®, Word PerfectTM , and other

• PDF documents

• PDF Image items

• HTML documents

Each item thumbnail appears with an icon that identifies the program in
which it was created or is currently associated.

Click on a thumbnail to see image attributes:

indicates that the Read-only attribute is set for that item.

indicates that the image has annotations.

icon information on author, keywords, tips and features.

indicates that the PDF file has searchable text.

Multi-page image items (TIFF, DCX, PDF, MAX, etc.) show
you scroll through the pages even with the Page Thumbnails pane closed.

Before you can work with an item, you must first select its thumbnail on

PaperPort desktop. A red border appears around an item to indicate

the
that it is selected. Multiple selections are possible. While working with
item thumbnails, you can:

to let

• Drag a thumbnail to reposition it on the PaperPort desktop.

• Drag a thumbnail to a folder to move the item to that folder.

• Drag a thumbnail to another open Workspace to move the item to

that open folder.

Getting to Know PaperPort 19