Nuance ScanSoft PDF Converter - 6.0 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, installed fonts 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 6 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 6 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®, or PowerPoint you can call on the program to create a PDF file directly from your current document. During conversions hyperlinks and comments can be transferred and you can set bookmarks to be generated from the structure of the Word document, each worksheet in Excel or for each slide in a PowerPoint presentation. When working in Microsoft Outlook® or Lotus Notes®, message attachments can be saved as PDF files. As you write a new message or a reply, you can choose a non-PDF file from your computer to have it converted to PDF and attached.

The program can create PDF files in versions 1.3 to 1.7 and PDF/A. Files can be protected by passwords and can include watermarks. Compression and font settings give you control over PDF file size and appearance.

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

Nuance® PDF Converter 6 lets you unlock PDF and XPS files to

edit them as Microsoft® WordTM, Microsoft® Excel®, Microsoft®

PowerPoint

, Corel® WordPerfectTM, and generic RTF files. It also lets you open PDFor XPS files directly from these and other applications, edit them and save them in the appropriate file type. It converts PDF files up to and including version 1.7. Encrypted PDF files can be opened if the required password is provided.

Installation and Activation

PDF Converter Professional 6 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 program'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.)

Windows® Explorer and

Wizard will appear.

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, or a reseller’s site at the download location.

Some resellers let you see the serial number at a later time, by returning to your purchase order. 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.

Serial numbers never include the letter “O”, always use zero.

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.)

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 Product Registration. 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

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

http://knowledgebase.nuance.com/.

How to Get Help

This guide is 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 is available at the download site and is included in the download.

Nuance PDF Converter Professional has a comprehensive HTML 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 Help.

Starting the Program

Choose Nuance PDF Professional 6 from the Windows Start Menu. This offers the following items:

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

Choose this to convert PDF files to freely editable documents.

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

Create PDF Files

Overview of creating PDF files

PDF Creation can be done from the following locations as described in the table and the following sections:

Location Source files Conversion method Tar get

Direct conversion from clipboard, scanner or files. Create Assistant to create, combine or overlay files.

Individual settings. A page range can typically be specified

Create Assistant, using profiles; page ranges are not supported

Direct conversion using a chosen profile and assembly instruction

Direct conversion with current settings. Word and general settings can be accessed from Word

Direct conversion with current settings (can be accessed from Excel)

Direct conversion with current settings (can be accessed from PowerPoint)

Direct conversion of all attachments or with a selection box. Settings can be accessed

PDF Professional as current PDF document

Pre-defined or via Save As

User defined. To local file, to e-mail or both

Pre-defined or via Save As to local file, to e-mail or both

Via Save As to local file, to e-mail or both

Pre-defined or via Save As to a local file

PDF Professional File menu or File toolbar

Print dialog boxes

Windows Start Menu

(plus optionally desktop, quick load bar and system tray)

Windows Explorer shortcut menu

Microsoft Word (Create PDF button)

Microsoft Excel (Create PDF button)

Microsoft PowerPoint 2007(Create PDF button)

Microsoft Outlook and Lotus Notes (out)

One or more local or DMS files, scanner or clipboard

Current document in the calling application

One or more local or DMS files

One or more whole local files

Whole current Word file

Current Excel workbook or worksheet

Whole current presentation

One or more attachments to a mail message

Location Source files Conversion method Tar get

Microsoft Outlook and Lotus Notes (in)

Microsoft Internet Explorer

One or more files on the local computer

Current web page or a link to another page

Direct conversion using current settings (no access to settings)

Direct conversion with current settings. Settings can be accessed from Explorer

PDF attached to current message

Via Save As to local file, to e-mail or both

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... .

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

Direct conversion from the active clipboard contents using existing settings.

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

Direct conversion via scanner’s own interface; multi-page input via ADF may be possible.

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. 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.

For information on making tagged or

Click this to restore default settings for the selected profile.

searchable PDF files, and the

3. Specify settings for each selection here

benefits of applying MRC compression, see Help.

Click OK to have the selected profile

applied, with the settings you

specified.

Access settings for MRC compression and creating searchable PDF files.

Then press the Create button in the Assistant. The Print Info dialog box appears, listing the input and output files and showing the

rsion status. Double-click any PDF name to view the created PDF.

conve

Create PDFs from Windows Explorer

Right click on a single file. The shortcut menu includes:

Choose a profile from the first item's sub menu. The current settings for that profile will be used for the PDF creation. Click Edit… to modify profile settings or create a new one before PDF creation. The second item shows the current saving instruction. Click on it to set a different instruction.

If you select a group of files and right click, the shortcut menu includes:

Choose the first option and then a profile to create one PDF from each selected file. To generate a single PDF, choose to combine, overlay or package the files along with a profile. The last option displays the current saving instruction. Click it to change this.

Create PDFs from Microsoft Word

1. Open the Word document.

2. Select Create PDF from the Nuance PDF menu or click . In

Word 2007 you can find this in the Nuance PDF tab.

3. Accept or change the default target folder and file name in the Save

As dialog box that appears.

4. Optionally, add document information (keywords etc.).

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