Nuance ScanSoft PDF Converter - 5.0 Quick Reference Guide

Quick Reference Guide

This Guide shows screen pictures made with Windows® XP. The

appearance may vary under other Operating Systems.

Why are PDF files popular?

The Portable Document Format has become a de-facto standard for document exchange across platforms and computing environments. More than 200 million PDF documents are posted on the World Wide Web. Key benefits that have driven this popularity are:

• Integrity: PDF files look like the original documents they were

created from. They conserve their appearance after sharing regardless of platform, operating system or local settings on each computer or device.

• File size: In many cases, PDF files can be more compact than their

source documents - ideal for file transfer.

• Security: PDF files can be digitally signed and password protected

to prevent unauthorized changes.

• Sharing: While the basic document content can be frozen,

commenting and mark-up tools allow collective authoring and document review.

What PDF Professional does for you

Nuance® PDF Converter Professional 5 from Nuance Communications Inc., offers the full circle of functionality for handling PDF files. It can unlock and open PDF files up to version 1.7 for viewing, editing, annotation and re-assembly. It can create PDF files from versions 1.3 to

1.7 (PDF/A format is also supported). It can unlock PDF files for repurposing in other applications.

This professional product has three parts for creating, editing and unlocking PDF files. These are all installed and activated with a single procedure.

Create PDF Files

Nuance

PDF Create! 5 lets you create PDF files from a wide range of file types. The Print dialog box in your print-capable applications will offer a printer named ScanSoft PDF Create!

The PDF Create!

Assistant lets you compile a list of files generated by different applications. You can also create PDFs from XPS files. Each file can be converted to a separate PDF file, or they can be combined, overlaid or packaged into a single file. When working in Microsoft

WordTM, Excel®, PowerPoint or Outlook you can call on the program to create a PDF file directly from your current document. When converting from Microsoft Word, hyperlinks and comments can be transferred and you can set bookmarks to be generated from the structure of the Word document. Files can be protected by passwords and can include watermarks.

Edit PDF Files

Nuance PDF Converter Professional gives you extensive control over your PDF files through an easy-to-use browsing and

reading interface. You can edit pages and documents, annotate and review them, adjust document security, sign your documents and more. PDF documents can be compiled from different sources and pages can be rearranged. The program delivers a powerful document management system: use it to create archives from related documents to index and search them later. Alternatively, in the Enterprise edition, you can access different document management systems through the application: use them to store or archive your PDF documents.

Export PDF Files

The Nuance

files to edit them as Microsoft

Microsoft

PDF Converter 5 lets you unlock PDF and XPS

WordTM, Microsoft® Excel®,

PowerPoint®, Corel® WordPerfectTM, and generic RTF files. It also lets you open PDF files directly from these applications, edit them and save them in the appropriate file type. It converts PDF files up to and including version 1.7. The program offers four types of conversions: standard documents, legal documents, forms and spreadsheets.

Installation and Activation

PDF Converter Professional 5 detects previous versions and components and prompts for your confirmation to remove them. You should have administrator rights on the computer to install and activate the program. You need web access for activation.

1. Insert the CD-ROM in your CD-ROM drive

The installation program will start automatically. If it does not, locate your CD-ROM drive in Microsoft

double-click the converter's AutoRun.exe file. Select a language for installation. The InstallShield

(If you have downloaded the program from the Nuance web site, double-click its AutoRun.exe file.)

2. License and Serial Number

You must accept the license agreement in order to proceed. You must enter a serial number. You will find this on the CD sleeve or on the Nuance web site at the download location. Serial numbers never include the letter “O”, always use zero.

Be sure to keep the serial number in a safe place; it is fully checked only during product activation and is also needed for any re-installations.

3. Location and Setup Type

The installer offers a default location for the program. Accept it or define a different one. Select Complete or Custom Setup. Choose Custom to accept or decline installation of the PDF unlocking component. Choose Custom also to enable or disable the integration of PDF Converter and PDF Create! in other programs. By default, all the programs offered in the PDF Converter Professional Integration panels of the InstallShield Wizard will be enabled. (You can change integration settings later by choosing the program under Add or Remove Programs in the Control Panel and clicking Change and then Repair.)

Windows® Explorer and

Wizard will appear.

4. Click Finish

Registration runs at the end of installation. Select Register Online to establish a connection to the Nuance web site. We provide an easy electronic form that can be completed in a few moments. When the form is filled, click Submit. If you decide not to register or to be reminded later, you can go to

http://www.nuance.com to register online any time

later. Click on Support and from the main support screen choose Register in the left-hand column. For a statement on the use of your registration data, please see Nuance's Privacy Policy.

5. Activate

You will be invited to activate the product at the end of installation. Please ensure that web access is available. 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. PDF Converter Professional creates PDF files with a trial watermark on each page if you use it without activation. If you ignore the first five activation prompts, you must activate products separately and manually - a much more time-consuming process.

You will be allowed to re-install the program a reasonable number of times without having re-activation problems, because un-installation includes a de-activation step. The serial number is needed for reinstallation and web access is needed for de-activation and re-activation.

For registration and activation troubleshooting see the Nuance Knowledge Base at http://knowledgebase.nuance.com/

Note: Keep the serial number of earlier versions, to retain the option of installing them on a different computer.

How to Get Help

This printed Quick Reference Guide accompanies the Nuance PDF Professional when it is supplied on a CD. This guide is also available in a PDF file on the CD and after installation in the program folder. It can also be accessed from the About panel. When the program is delivered electronically, this PDF document should be consulted. It is available at the download site.

Nuance PDF Converter Professional has a comprehensive HTML online Help system. Use the Help Menu to open it at its Introduction.

Press F1 to open Help: typically at the topic describing the currently open panel. Some dialog boxes have Help buttons.

A Release Notes file with latest information is available on the CD and in the program folder. The Nuance web site offers program information, with a regularly updated knowledge base and user forums.

Note: System requirements are presented on the product box and in online Help.

Starting the Program

Choose Nuance PDF Professional 5 from the Windows Start Menu. This offers the following items:

Choose this to convert PDF files to freely editable documents.

Choose this to start the main program and edit PDF files.

Choose this to create PDF files from one or more source files.

Create PDF Files

Create PDFs from PDF Professional

Click the New PDF button in the Main toolbar of PDF Professional, or select New PDF from the File menu. See the picture below. You can create a blank PDF or choose From File... to select one or more files from an Open dialog box, even if they were created in different applications. The next three commands lead to the PDF Create Assistant giving you full control over the creation process. You can also drag-and-drop files created in a print-capable application onto the PDF Converter Professional workspace. In this case the behavior is the same as when

choosing From File... .

Multiple selection is possible, one PDF is created for each file using the existing settings from the ScanSoft PDF Create! Properties dialog box that you can access from File/Print.

These commands work through the Create Assistant where settings are made through profiles.

This makes one PDF file from the active clipboard contents.

Create PDFs from Print dialogs

The Print dialog box appearing in your print-capable applications will include a PDF Create! printer. Load a file you want to make a PDF from, then select File/Print. Select ScanSoft PDF Create! as the name of your printer. Specify a page range and other settings as desired. One PDF file is created; the number of copies value is ignored. Click Properties to check or change PDF Create! settings. Click OK to start the creation. By default the Save As dialog appears, but you can give automated saving instructions under Properties/PDF Settings.

Use the PDF Create Assistant

The Assistant is called from the Windows Start menu. It lets you compile a list of files to be converted. These files may have been created in different applications. Choose to combine the files in the given order to create a single PDF file or have each file converted separately. You can package a set of files into a single PDF. Files can also be overlaid for the conversion. The Assistant lets you use profiles to control the PDF creation. Profiles contain a group of settings designed for a particular outcome. The program includes seven profiles; you can create more for your own needs. Online help explains how to do this.

Remove selected files from the list

Drag and drop input files onto this area, or use the Add button

Assembly instruction*

Move selected files up or down

Remove all files from the list

Select a profile

This displays current saving settings

Click to start PDF creation

Click to change saving settings

Change profile settings

* other assembly instructions are:

• Combine files into a single PDF (in the listed order)

• Overlay files (with overlay options)

• Package files as PDFs inside a container PDF (with packaging

options)

Click the Profiles... button to change settings for any profile, or to create a new profile based on an existing one.

1. Select a profile here

Select a profile, click this to name a new profile based on it, then change settings and save it with OK.

2. Make selections here

Click this to delete the selected profile after a warning.

Click this to restore default settings for the selected profile.

3. Specify settings for each selection here

Access settings for MRC compression and creating searchable PDF files.

For information on making tagged or searchable PDF files, and the benefits of applying MRC compression, see online Help.

Click OK to have the selected profile applied, with the settings you specified.

Then press the Go button in the Assistant. The Print Info dialog box appears, listing the input and output files and showing the conversion status. Double-click any PDF name to view the created PDF.

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