Nuance ScanSoft PDF Converter - 8.0 Quick Reference Guide

Quick Reference Guide

This Guide shows screen pictures made with Windows® 7 unless

otherwise stated. The appearance may vary under other Operating

Systems.

IMPORTANT

For technical reasons, the name of the Nuance Printer driver must revert

to its previous name ‘ScanSoft PDF Create!’ This is necessary to conserve

functionality from older versions of our products still in use around the

world. Whenever this Guide mentions ‘Nuance PDF Create’ as the printer

driver name, please substitute ‘ScanSoft PDF Create!’ The name of the

Nuance PDF Create Properties dialog box must also revert to ‘ScanSoft PDF

Create! Properties’.

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 8 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. An Enterprise version of the product provides advanced features useful in corporate environments.

Create PDF Files

Nuance® PDF Create 8 lets you create PDF files from a wide range of file types. The Print dialog b

ox in your print-capable

applications will offer a printer named Nuance PDF Create

The PDF Create Assistant lets you compile a list o

f 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. Document information (metadata) can also be transferred. 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 Files can be protected by passwords and ca

1.3 to 1.7 and PDF/A.

n 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. Connectors link the program to storage sites in the Cloud for file opening or saving; a collaboration feature lets you share and group-edit PDF files using text, audio or video chat, along with screen sharing and other PDF collaboration tools. 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 8 lets you unlock PDF and XPS files to

edit them as Microsoft

PowerPoint

, Corel® WordPerfectTM, and generic RTF files. It

WordTM, Microsoft® Excel®, Microsoft®

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 8 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 delivery media into the appropriate drive

The installation program will start autom the drive in Microsoft

Windows® Explorer and double-click the

program's AutoRun.exe file. Select a language for installation. The

InstallShield

Wizard will appear.

(If you have downloaded the program double-click its autorun.exe file.)

atically. If it does not, locate

from the Nuance web site,

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. Accept or decline installation of the PDF unlocking component. Select Complete or Custom Setup. Choose Custom to enable or disable the integration of PDF Converter and PDF Create in other programs and to decide which program features you want to install. 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 in the Control Panel by clicking Programs and Features (or Add/Remove Programs in Windows XP). The integration settings for the PDF unlocking component can be changed from Edit > Preferences > General > Integrations.

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 or any of its components. PDF

Converter Professional creates PDF files with a trial watermark on each

http://nuance.custhelp.com.

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 timeconsuming 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 troubl Knowledge Base at

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

eshooting see the Nuance

How to Get Help

This guide is available in a PDF file on the CD or DVD 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.

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

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.

available on the delivery

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

Starting the Program

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.

Choose Nuance PDF Professional 8 from the Windows Start Menu. This offers the following items:

The Enterprise version of PDF Converter Professional 8 appears as ‘PDF Converter Enterprise 8’.

Starting points for the PDF Create co

mponent are listed on the next

page.

Starting points for the PDF Converter component (for unlocking PDF files) are listed at the start

The screen layout of PDF Converter Professional

of the section ‘Export PDF Files’.

is shown at the start of

the section ‘Edit PDF 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

rd, scanner or files.

clipboa Create Assistant to create, combine or overlay files.

Individual settings. A page

nge can typically be

ra specified

Create Assistant, using profiles

; page ranges are not

supported

Direct conversion using a cho

sen profile and assembly

instruction

Direct conversion with current

tings. Word and general

set settings can be accessed from Word

Direct conversion with current

tings (can be accessed

set from Excel)

Direct conversion with current set

tings (can be accessed

from PowerPoint)

Direct conversion of all

tachments or with a

at selection box. Settings can be accessed

PDF Professional as

PDF

current document

Pre-defined or via Save

User defined. To local f

ile, to e-mail or both

Pre-defined or via

e As to local file,

Sav to e-mail or both

Via Save As to local

ile, to e-mail or both

Via Save As to local

ile, to e-mail or both

Via Save As to local f

ile, to e-mail or both

Pre-defined or via

e As to a local file

Sav

PDF Professional File m

enu or File toolbar

Print dialog boxes

Windows Start Menu

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

Windows Explorer

hortcut menu

Microsoft Word (Create PDF button)

Microsoft Excel (Create PDF button)

Microsoft PowerPoint 20

07 or 2010

(Create PDF button)

Microsoft Outlook and Lotus Notes

ing attachments

(sav to PDF)

One or more local or D

MS files, scanner or

clipboard

Current document in t

he calling application

One or more local or DMS files

One or more whole local files

Whole current Word file

Current Excel w

orkbook or

worksheet

Whole current p

resentation

One or more at

tachments to a

mail message

1. The commands Create Multiple Files,

Combine Files and Overlay Files work using the Create Assistant where settings are made through profiles.

2. Direct conversion via an Open dialog box, using the existing settings from the Nuance PDF Create Properties dialog box that you can access from File/Print. Multiple selection is possible; one PDF is created for each file.

3. Create a blank PDF.

4. Direct conversion from the active clipboard contents using existing settings.

5. Direct conversion via scanner’s own interface (Scan New, Scan to Existing, Scan and Markup); multi-page input via ADF may be possible.

Location Source files Conversion method Tar get

Microsoft Outlook and Lotus Notes (creat

ing and

attaching PDF)

Microsoft Internet Ex

plorer

One or more files on

he local computer

Current web page or a link

to another page

Direct conversion using cur

rent settings (no access to

settings)

Direct conversion with current

tings. Settings can be

set accessed from Explorer

PDF attached to

message

current

Via Save As to local file, to e-mail or to cloud storage.

Create PDFs from PDF Professional

Click the New PDF button in the File toolbar of PDF Professional, or select New PDF from the File menu. Se 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

From File... is chosen.

e the picture below. You can

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 Nuance 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. Profiles are not available when using this Print facility.

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.

Change profile settings

Remove all files from the list

Remove selected files from the list

Move selected files up or down

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

Assembly instruction*

Select a profile

This displays current saving settings

Click to start PDF creation

Click to change saving settings

* other assembly instructions are:

• Combine files into a single PDF (in listed order and ability to

generate a bookmark for each input file)

• Overlay files (with overlay options)

• Package files as PDFs inside a container PDF (with options)

Click the Profiles... button to change settings for any profile, or to create

2. Make selections here

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

Click this to delete the selected profile after a warning.

1. Select a profile here

3. Specify settings for each selection here

Click this to restore default settings for the selected profile.

Access settings for MRC compression and creating searchable PDF files.

a new profile based on an existing one.

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

Click OK to have the selected profile

applied, with the settings you

specified.

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 cl

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.

ick, the shortcut menu includes:

Create PDFs from Microsoft Word

1. Open the Word document.

2. Select Create PDF from the

Word 2007 or 2010 you can find this in the Nuance PDF tab.

3. Accept or change the default target folde

As dialog box that appears.

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

mbed Metadata (see below).

Nuance PDF menu or click . In

r and file name in the Save

+ 30 hidden pages