ScanSoft PAPERPORT 3.6 User Manual

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TABLE OF CONTENTS

PART ONE: Getting Started

Chapter 1: Quick Guide

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Learning the Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Starting the PaperPort Software . . . . . . . . . . . . . . . . . . . . . . . 2

The Practice Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Selecting and Deselecting Items . . . . . . . . . . . . . . . . . . . . . . . 4

Saving an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Stacking Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Displaying an Item in Page View . . . . . . . . . . . . . . . . . . . . . . 7

Organizing and Finding Scanned Items . . . . . . . . . . . . . . . . . 8

Adding Comments to a Page . . . . . . . . . . . . . . . . . . . . . . . . 10

Exiting the PaperPort Software . . . . . . . . . . . . . . . . . . . . . . 12

Getting the Most from PaperPort . . . . . . . . . . . . . . . . . . . . . . . . 12

Sending a Fax with PaperPort . . . . . . . . . . . . . . . . . . . . . . . 13

Printing a Spreadsheet to the PaperPort Desktop . . . . . . . . . 14

Letting PaperPort Do Your Typing (with OCR) . . . . . . . . . 16

Scanning Photos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

PART TWO: Using PaperPort

Chapter 2: Scanning Items

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Scanning to Get the Best Image . . . . . . . . . . . . . . . . . . . . . . . . . 23

Changing Brightness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Tips for Scanning Groups of Items . . . . . . . . . . . . . . . . . . . 25

Improving the Image Quality . . . . . . . . . . . . . . . . . . . . . . . . 26

Cleaning Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Setting Desktop Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Scanning with an HP Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . 32

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Chapter 3: Working on the PaperPort Desktop

. . . . . . . . . . . . . 35

Working in Desktop View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

The Command Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Displaying and Hiding Desktop Features . . . . . . . . . . . . . . . 38

Moving Thumbnails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Deleting Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Giving Titles to Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Working in Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

The Command Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

The Annotation Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Displaying and Hiding the Annotation Tool Bar . . . . . . . . . 44

Zooming In or Out on a Page . . . . . . . . . . . . . . . . . . . . . . . 44

Fitting an Item into a Window . . . . . . . . . . . . . . . . . . . . . . 44

Panning an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Inverting an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Rotating Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Switching Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

PaperPort Automatically Saves . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Selecting and Deselecting Items . . . . . . . . . . . . . . . . . . . . . . . . . 48

Undoing an Action . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Chapter 4: Working with Stacks

. . . . . . . . . . . . . . . . . . . . . . . . . . 51

Stacking Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Using Drag and Drop to Create Stacks . . . . . . . . . . . . . . . . 53

Using the Stack Command . . . . . . . . . . . . . . . . . . . . . . . . . 54

Moving Between Pages in a Stack . . . . . . . . . . . . . . . . . . . . . . . . 55

Unstacking Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Reordering Pages in a Stack . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Inserting a Page into a Stack . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Duplicating Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Chapter 5: Getting Organized with Personal Folders

. . . . . . . . . 61

An Example: Keeping Track of Your Medical Bills . . . . . . . . . . . 62

Suggestions for Your Personal Folders . . . . . . . . . . . . . . . . . . . . 63

About the Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Filing Items in Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Displaying All the Items in a Folder . . . . . . . . . . . . . . . . . . . . . . 67

Seeing What Is in a Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Creating New PaperPort Folders . . . . . . . . . . . . . . . . . . . . . . . . 70

Giving a Folder a New Title . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Displaying the Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Adjusting the Folders Column Width . . . . . . . . . . . . . . . . . . . . 72

Deleting Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Chapter 6: Getting Items On and Off the

PaperPort Desktop

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Importing Files from Other Applications . . . . . . . . . . . . . . . . . . 76

Working with Color and Grayscale Images . . . . . . . . . . . . . . . . 77

Importing PaperPort Items Saved as Files . . . . . . . . . . . . . . . . . . 78

Finding Files to Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Exporting PaperPort Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Exporting Files with Compression . . . . . . . . . . . . . . . . . . . . . . . 83

Printing from Other Applications . . . . . . . . . . . . . . . . . . . . . . . 84

Adding Summary Information to Items . . . . . . . . . . . . . . . . . . . 85

Finding Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Finding Annotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Using Windows Object Linking and Embedding . . . . . . . . . . . . 91

Additional Ways To Use OLE . . . . . . . . . . . . . . . . . . . . . . . 93

Editing an OLE Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Chapter 7: Annotating Items

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

A Look at the Annotation Tools . . . . . . . . . . . . . . . . . . . . . . . . . 98

Copying, Cutting, and Pasting Information . . . . . . . . . . . . . . . . 98

Copy and Paste Options . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Cropping an Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Working with Sticky Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Adding Sticky Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Collapsing and Expanding Sticky Notes . . . . . . . . . . . . . . . 104

Adding Text to a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Highlighting Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Adding Freehand Annotations . . . . . . . . . . . . . . . . . . . . . . . . . 107

Drawing Lines and Arrows . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Creating a New Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Adding Graphics to Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Fine-Tuning Annotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Selecting the Font and Color . . . . . . . . . . . . . . . . . . . . . . . 111

Editing Annotation Text . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Moving and Resizing Annotations . . . . . . . . . . . . . . . . . . . 114

Copying, Cutting, and Pasting Annotations . . . . . . . . . . . . . . . 115

Displaying and Hiding Annotations . . . . . . . . . . . . . . . . . . . . . 116

Undoing Annotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Deleting Annotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Chapter 8: Using PaperPort Links

. . . . . . . . . . . . . . . . . . . . . . . 119

Overview of Using Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

The PaperPort Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Basic Steps for Using Links . . . . . . . . . . . . . . . . . . . . . . . . 122

Converting Text with OCR Software . . . . . . . . . . . . . . . . . . . . 122

Processing Text Using OCR Software . . . . . . . . . . . . . . . . 123

Printing Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Using PaperPort with an Electronic Fax . . . . . . . . . . . . . . . . . . 125

Reading Faxes in PaperPort . . . . . . . . . . . . . . . . . . . . . . . . 126

Using PaperPort with E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Using PaperPort with Lotus cc:Mail . . . . . . . . . . . . . . . . . . 127

Displaying E-mail Messages Sent from PaperPort . . . . . . . 128

Setting Link Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

PART THREE: Appendixes

Appendix A: Messages

Link Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Memory Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Desktop Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Disk and File Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Other Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

Appendix B: Troubleshooting

Image Quality and Appearance . . . . . . . . . . . . . . . . . . . . . . . . . 145

Printing Problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Electronic Fax Problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

OCR Problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Importing and Exporting Files . . . . . . . . . . . . . . . . . . . . . . . . . 149

Missing E-Mail Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

. . . . . . . . . . . . . . . . . . . . . . . . . . . 145

Appendix C: Obtaining and Installing PaperPort Viewer

Obtaining Extra Copies of PaperPort Viewer . . . . . . . . . . . . . . 154

Installing PaperPort Viewer for Windows . . . . . . . . . . . . . . . . 154

Hardware and Software Requirements . . . . . . . . . . . . . . . . 154

Installing from the PaperPort CD . . . . . . . . . . . . . . . . . . . 155

Installing from Disks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

Installing PaperPort Viewer for Macintosh . . . . . . . . . . . . . . . . 156

Hardware and Software Requirements . . . . . . . . . . . . . . . . 156

Using the Macintosh Installer . . . . . . . . . . . . . . . . . . . . . . 156

Starting PaperPort Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

Appendix D: Technical Information

Installation Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

Uninstalling PaperPort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

PaperPort Software Specifications . . . . . . . . . . . . . . . . . . . . . . . 160

Glossary

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

. . . . . . . . . . . . . . . . . . . . . 159

. . . . . 153

Index

Contacting Visioneer

Calibration Page

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

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PART ONE

Getting Started

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VISIONEER

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CHAPTER 1

Quick Guide

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“Learn by doing.”

—Anonymous (Proverb)

Welcome to the is a quick guide that explains how to use the PaperPort software. The quick guide has two major sections:

• “Learning the Basics” will help you to quickly get acquainted with the basic features of the PaperPort software. If you are in a hurry to get started, this section contains what you need.

• “Getting the Most from PaperPort” shows you how to do certain special tasks by using several practice exercises.

EARNING THE BASICS

The practice exercises in this section show you how to:

• Select and deselect items

• Save items automatically without using a Save command

• Combine single items into a multipage item

• Display an item in separate views

PaperPort 3.6 Software User’s Guide

. This ﬁrst chapter

• Organize items in folders

• Add comments (called

annotations

) to an item

Thumbnail of the scanned image

TARTING THE PAPERPORT SOFTWARE

The easiest way to start the PaperPort software is to simply scan an item. When scanning is complete, the PaperPort software starts automatically and the PaperPort Desktop, or Desktop View, appears.

A thumbnail—a small image representing the item you scanned— appears on the PaperPort Desktop. The following sample shows the item’s thumbnail on the PaperPort Desktop.

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You can also start the PaperPort software without scanning an item by:

• Double-clicking the PaperPort

• Pushing the PaperPort button on your scanner.

• Printing to the PaperPort Desktop from another application. For more information, see Chapter 6, “Getting Items On and Off the PaperPort Desktop.”

• Starting PaperPort from the Windows File Manager as you would any other application.

1: Quick Guide

icon in the Program Manager.

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The Command Bar has shortcuts for choosing menu commands, such as switching views or finding items.

Thumbnails—images of scanned items.

The Link Bar contains icons for printing, sending a fax or an e-mail message, reading text into your word-processing application, sending scanned items to other applications, and using Paintbrush.

THE P

RACTICE EXAMPLE

The practice exercises in “Learning the Basics” use two scanned pages consisting of a cover letter and resumé as shown in the following ﬁgure.

Name of selected item File size

Scan setting for the selected item

▼

NOTE:

If you want to follow along with these practice exercises on

your computer, you can scan any two pages into PaperPort.

Learning the Basics

ELECTING AND DESELECTING ITEMS

After you scan an item, it is automatically highlighted, or selected, on the PaperPort Desktop. A selected item has a red (or dark) line around it. To work with a scanned item—for example, to move an item, to drag an item to a link, or to display an item in Page View—you must select it.

To select or deselect an item:

1. Click any empty space on the PaperPort Desktop. Notice that both untitled thumbnails are no longer selected.

Newly scanned items are untitled until you give them a name. You’ll see how to do that in the next few pages.

2. Click one of the thumbnails, such as Untitled-2, to select it. Untitled-2 is highlighted.

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3. To deselect the item, click another item or click anywhere on the PaperPort Desktop.

TIP:

▼

AVING AN ITEM

Because PaperPort automatically saves an item after you scan it or make changes to it, you do not need to use a Save command to save an item that is on the PaperPort Desktop.

You might want to save an item when you want the item in another ﬁle format—for example, BMP or TIFF. Using the Export command, you can save an item and then open the item in another application. With the Export command, you can also save an item as a ﬁle. For more information, see Chapter 6, “Getting Items On and Off the PaperPort Desktop.”

To select multiple items, click each thumbnail while holding down the Shift key or the Ctrl key, or click on the PaperPort Desktop and drag a rectangle around the items to select.

1: Quick Guide

TACKING PAGES

When you scan individual pages, you can combine the thumbnails for those pages into a stack. For example, if you have scanned a 10-page report, 10 individual thumbnails appear on the PaperPort Desktop. By stacking the thumbnails, you can work with the report as a single item.

In this section, you will practice using the drag-and-drop method to create a stack. For more information about stacking items, see Chapter 4, “Working with Stacks.”

To create a stack using the drag-and-drop method:

1. Click an empty space on the PaperPort Desktop. Make sure that no items are selected.

2. Drag and drop the item onto the other item. To drag and drop, select the item and hold down the mouse button. Using the mouse, drag the item until it is on top of the page that you want underneath it. When the other item is highlighted, release the mouse button.

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Learning the Basics

PaperPort creates a new, untitled item.

For this exercise, drag and drop the cover letter on top of the resumé. You now have the stack Untitled-3 on the PaperPort Desktop.

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3. Assign a title to the stack with the cover letter and resumé.

Select the item and click its title.

Type a new title and press Return.

The item now has a new title.

You use the same process to give titles to individual pages.

1: Quick Guide

ISPLAYING AN ITEM IN PAGE VIEW

Page View displays the details of the current page so that you can get a close-up of a page’s information or add comments to a page.

To view a stack in Page View:

1. On the PaperPort Desktop, double-click the stack, or select the stack and click the

Page

icon on the

Command Bar

. The ﬁrst page of the

stack appears in Page View, as shown in the following ﬁgure.

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The Document Navigator displays the previous or next item on the PaperPort Desktop or a list of all items.

Use the Annotation Tool Bar for adding notes, highlighting areas, or cutting and pasting a section.

The Status Bar shows the item’s title, scanned dpi, or the page’s percentage of enlargement or reduction when the cursor is in the page boundaries.

The Page Navigator displays the previous or next page when you click the left or right arrow. Click the middle of the Page Navigator to go to a specific page.

The Zoom Navigator reduces the page (zoom out) or magnifies the page (zoom in). Click the middle of the Zoom Navigator to return the page to its actual (100%) size.

2. Click the right arrow in the Page Navigator to move forward one

page. Click the left arrow to move backward one page.

Learning the Basics

▼

TIP:

To go to a speciﬁc page, click the middle of the Page Navigator (where it displays the number of pages). Enter the page number when the Go To Page dialog box appears.

RGANIZING AND FINDING SCANNED ITEMS

As you use PaperPort, you will probably scan literally hundreds of items, ranging from business correspondence and tax receipts, to your personal letters and interesting articles that you want to keep. Using PaperPort’s personal folders, you can quickly organize and store your important papers. Using Paperport’s browse and ﬁnd features, you can just as quickly ﬁnd the scanned items again.

To organize your scanned items in PaperPort folders:

1. In the PaperPort Desktop View, select the item.

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When the pointer is this shape:

...the item is not correctly positioned on a folder title, or you are trying to drop it onto the folder where the item is already filed.

2. Drag the item into a folder. The following example shows a business card being dragged into a folder.

1: Quick Guide

3. When you release the mouse button, the folder ﬂashes to let you know that the item is safely stored in that folder.

To see the items in a folder:

• Click the folder to open it. All of its items appear on the PaperPort

Desktop. (You may need to scroll the PaperPort Desktop window to see all of the items.)

To see a list of items in the folders:

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A thumbnail of the selected item.

The selected item is highlighted.

This open folder indicates it is the one currently open on the PaperPort Desktop.

This symbol indicates the item is a multipage stack.

1. From the

Edit

menu, choose

Browse

, or click the Browse button on

the Command Bar.

2. The Browse dialog box appears. From the Desktop View, the dialog box lists all of the folders and their contents as shown here. From Page View, the dialog box lists the items in the folder that is already open.

3. Select an item in the list. Its thumbnail is displayed so that you can

4. Click Go To. That item is selected and ready for you to work with it.

determine if it is the item you want.

Learning the Basics

PaperPort also has extensive search and retrieval features so that you can ﬁnd items based on their titles, text, date, and so forth. For more details about ﬁnding and retrieving items, see Chapter 6, “Getting Items On and Off the PaperPort Desktop.”

ADDING COMMENTS TO A PAGE

After you have displayed an item in Page View, you can use the Annotation Tool Bar to add various types of comments, or annotations, to a page. For example, the Highlighter tool highlights text in the same way as a felt-tip marker. You can select a color and then highlight the text. You can also use the Sticky Note tool to create notes and place them in a document—just like real sticky notes.

In the next exercise, you will practice using the Sticky Note tool. For more information about using the Annotation tools, see Chapter 7, “Annotating Items.”

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To add a sticky note:

1. On the PaperPort Desktop, double-click an item, or select the item

and click the Page icon on the Command Bar. The page appears in Page View.

2. On the Annotation Tool Bar, click the Sticky Note icon. The cursor changes to a small sticky-note symbol with a crosshair.

3. Position the cursor where you want to add the sticky note.

4. Click anywhere in the item. The default note size appears and is ready for you to begin typing. The following ﬁgure shows a sample of a note border.

1: Quick Guide

Sample sticky note

5. Type the note, as shown in the following ﬁgure.

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6. Practice changing the size and shape of the note. Click the Pointer icon on the Annotation Tool Bar, and select the note.

7. To resize the note box, drag one of the handles.

Drag the handle diagonally to change the size of the note.

8. From the View menu, choose Desktop View, or click the Desktop icon on the Command Bar to display the PaperPort Desktop.

Learning the Basics

EXITING THE PAPERPORT SOFTWARE

To exit the PaperPort software:

• From the File menu, choose Exit.

The next time you start PaperPort, all the items will appear on the PaperPort Desktop in the same position as when you quit.

GETTING THE MOST FROM PAPERPORT

Now that you know the basics of using the PaperPort software, you are ready to learn how powerful it can be. For example, PaperPort automatically links to supported applications that are already installed on your computer, such as electronic fax, graphics, or word-processing applications. You can use a PaperPort link to send an item to the linked application right from the PaperPort Desktop.

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This section shows how to do some typical tasks using PaperPort features, including:

• Sending a PaperPort item by using the electronic fax software

• Printing to the PaperPort Desktop from another application

• Changing a PaperPort item from an image to text

• Scanning photographs and adjusting the scan settings

1: Quick Guide

SENDING A FAX WITH PAPERPORT

To send a fax with PaperPort, your computer must have:

• A fax modem.

• Fax software for your fax modem. If you have fax software that

PaperPort recognizes, it automatically displays a Fax link icon on the Link Bar, and no special setup is needed. To add other fax software to the Link Bar, see Chapter 8, “Using PaperPort Links.”

The following example shows you how to send a scanned item as an electronic fax using the drag-and-drop method. For example, you have scanned several invoices and stacked them, and you now want to fax them to your bookkeeper. This section shows how drag and drop works.

To send a fax from PaperPort:

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The dotted rectangle shows what happens as you drag the selected stack.

When the Fax icon is highlighted, release the mouse button.

1. On the PaperPort Desktop, select the stack that you want to send, and hold down the mouse button.

2. While holding down the mouse button, drag the stack onto the Fax icon on the Link Bar, as shown in the following ﬁgure.

Getting the Most from PaperPort

3. Release the mouse button when the Fax icon is highlighted. The fax application starts.

4. Send the fax as you normally would.

▼ NOTE: You can also send a fax from Page View. Choose Links from

the File menu, and then choose the name of your fax application from the submenu. For more information about sending a fax, see Chapter 8, “Using PaperPort Links.”

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PRINTING A SPREADSHEET TO THE PAPERPORT DESKTOP

In the following example, you want to send an income tax form and a spreadsheet from PaperPort to your accountant. You have the form on paper, but the spreadsheet is in a spreadsheet program, such as Microsoft Excel. You could print the spreadsheet and scan it, but there is an easier way: printing to the PaperPort Desktop.

To print a spreadsheet to the PaperPort Desktop:

1. Scan the tax form, and display it on the PaperPort Desktop. Now you want to get the spreadsheet from Excel onto the PaperPort

Desktop. (You can get documents from other applications into PaperPort, not just from spreadsheets.)

2. Start Excel and open the spreadsheet ﬁle.

1: Quick Guide

3. From Excel’s File menu, choose Page Setup. In the Page Setup dialog box, click Print, and then click the Printer Setup button.

Other applications have different steps for selecting a printer; for example, in Microsoft Word, choose Print from the File menu, and then click Printer to select PaperPort on Desktop as the current printer. Usually the command to select a printer is found in an application’s File menu.

The dialog box for setting up the printer appears. The following dialog box is from Microsoft Excel.

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4. Select PaperPort on Desktop as the printer.

5. Click OK. Instead of being printed to the printer, the spreadsheet is printed to the PaperPort Desktop.

Getting the Most from PaperPort

The PaperPort Desktop displays the form that you scanned and the spreadsheet that was printed to the PaperPort Desktop from Excel.

The PaperPort Desktop appears and displays the spreadsheet as a PaperPort image.

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If you want to fax the form and the spreadsheet, ﬁrst stack the items and then drag and drop the stack onto the Fax icon on the Link Bar.

LETTING PAPERPORT DO YOUR TYPING (WITH OCR)

When you scan an item, it is an image (or a picture), and you cannot edit its text. However, using the OCR software that is shipped with PaperPort or using a PaperPort-supported OCR application, you can convert the image into text and read the text into your word-processing application. That process changes the scanned image into “real” text that you can edit.

If you want to edit a printed page but do not want to use a red pencil, you can scan the page, read it into your word processor, and then edit the page online.

1: Quick Guide

▼ NOTE: The OCR software may not always convert all text with

100 percent accuracy; therefore, check the document for spelling errors while editing it.

To convert a PaperPort item to text:

1. Scan the item if you have not already done so.

2. Select the item on the PaperPort Desktop.

3. Drag and drop the selected item onto the Word-Processing icon on the Link Bar.

If Page View is displayed, choose Links from the File menu. Then choose your word processor from the Links submenu.

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Drag the selected item onto the Word-Processing icon.

Release the mouse button when the Word-Processing icon is highlighted.

The OCR application reads the text into your word-processing application. The word-processing application starts.

4. Edit the text in the word processor.

Getting the Most from PaperPort

You can also drag and drop a spreadsheet onto a Spreadsheet icon. In that case, the OCR software converts the numbers and text, then opens the spreadsheet application. In most cases, the column-by-column structure of the original spreadsheet is maintained with the converted numbers and text. To learn more about using the OCR link, see Chapter 8, “Using PaperPort Links.”

SCANNING PHOTOS

With PaperPort, you can scan pictures of your kids, the family dog, ofﬁce mates, real estate, special events, and even magazine advertisements. For example, you could scan a photograph of a family member, attach it to an e-mail message, and mail the image to a coworker.

Before scanning the photograph, select the Photograph mode in the PaperPort Scan Settings.

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To scan a photo:

1. Click the Settings button on the Command Bar, or from the Edit menu, choose Preferences and click the Scanner button. The PaperPort Scan Settings dialog box appears.

▼ NOTE: If the PaperPort software is not running, you can also press

the PaperPort button on the scanner to see the PaperPort Scan Settings dialog box.

2. In the Scan Mode options, select Photograph.

1: Quick Guide

3. Click OK.

4. Scan your photo.

▼ TIP: You may need to adjust the Image Improvement setting, making

it either darker or lighter, to make the photo look the way you want.

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Getting the Most from PaperPort

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1: Quick Guide

PART TWO

Using PaperPort

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VISIONEER

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CHAPTER 2

Scanning Items

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“Art is the technique of communication. The image is the most complete technique of all communication.”

—Claes Oldenburg

This chapter tells you how to use the PaperPort software when scanning, including how to:

• Produce the best quality image

• Change the PaperPort Desktop settings

• Scan with other scanners

SCANNING TO GET THE BEST IMAGE

The PaperPort software always attempts to produce the perfect image. However, there are times when you can improve the quality of a particular image by:

• Changing the brightness of a scan

• Straightening the pages and trimming the black edges from them

• Cleaning the pages

You can use the options in the PaperPort Scan Settings dialog box to improve image quality.

See the installation guide that you received with your scanner for more information about setting the scan mode.

▼ TIP: You can quickly display the PaperPort Scan Settings dialog box

by pressing the PaperPort button.

Use the Scan Settings and PaperPort commands for improving the images if the items that you want to scan are dirty or are too light or too dark. The following are some samples along with suggestions for getting a better image.

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This letter was scanned too dark. It is also crooked, and it has “speckles” (in the upper left corner) caused by irregularities in the paper.

The Straighten Page command takes care of the crooked page problem, but the speckles remain.

▼ TIP: For larger dirt smudges, use the Selection tool to select them, and

then choose Cut from the Edit menu.

After the image setting for brightness was changed, the letter was scanned again. Now the text is fine, but the speckles are still there, and the letter is still crooked.

The Clean Page command removes the speckles. With just a few settings, you have greatly improved the quality of the scan.

2: Scanning Items

CHANGING BRIGHTNESS

Sometimes an image is scanned with the brightness too light or too dark. For example, a note written with a light pencil may need to be scanned darker to improve legibility. Lightening or darkening the scan brightness can improve the quality of an image and make it easier to read. Changing the brightness is similar to changing the setting on a photocopy machine to make the image lighter or darker.

To change the scan brightness:

1. Click the Settings button on the Command Bar, or from the Edit menu, choose Preferences and then click the Scanner icon. The Scan Settings dialog box appears.

2. To change the scan brightness, drag the slider, or click the arrows. You can also click the number and enter a number directly.

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The higher the number, the lighter the image; the lower the number, the darker the image. Fifty is usually a good setting

Increase or decrease the brightness of an image by moving the slider or clicking the arrows.

for most items.

3. Click OK to set the new value.

▼ NOTE: Changing the brightness does not affect items already scanned

into PaperPort.

TIPS FOR SCANNING GROUPS OF ITEMS

If you plan to scan a lot of items at one time, put them into groups based on their quality. Choose the scan settings for the ﬁrst batch, scan it, change the settings for the next batch, scan it, and so forth. That way you will need to change the settings only once for each group.

Scanning to Get the Best Image

IMPROVING THE IMAGE QUALITY

If you inadvertently insert an item at an angle into the scanner, the PaperPort software can automatically straighten the image as it is scanned. When you scan an item that is narrower than 8 or that has torn edges, PaperPort can trim the ragged black edges.

If an image is still skewed after you have scanned it, you can straighten the page using either the Auto-Straighten Page command or the Straighten Page tool.

The PaperPort software also has a SharpPage setting for optimizing the readability of scanned items. When it is turned on, SharpPage causes all of the text and image details to show up more vividly. SharpPage is available for the Article, Letter, Business Card, and Custom scan modes (which have a bit depth of 1-bit). It is not available for the Snapshot and Photograph scan modes (which have other bit depths).

1/2 inches (21.6 cm) wide

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To improve the image automatically when you scan:

1. Click the Settings button on the Command Bar, or from the Edit menu, choose Preferences and click the Scanner icon on the Preferences dialog box. The Scan Settings dialog box appears.

2. Select one or all the Image Improvement options.

2: Scanning Items

Option Description

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Straighten Automatically

Straightens a page that has been inserted at an angle. Works with items that have crisp, square corners, which includes most business documents. If you insert the page at a very sharp angle, or if the corners are dog-eared or bent, this option may not be able to straighten the image.

Trim Automatically

Removes the black border that would otherwise appear when you scan a page that is less than

8.5

inches (21.6 cm) wide or that has ragged edges

or tears.

SharpPage Optimizes the readability of items scanned at a

1-bit depth setting.

3. Click OK.

By default, the options to straighten and trim automatically are both turned on when you receive PaperPort.

▼ TIP: If an image has black edges that you want to be included in the

scan, do not use the option to trim the black border.

To automatically straighten a page after it has been scanned:

1. Display the page in Page View.

2. From the Page menu, choose Auto-straighten Page.

The PaperPort software analyzes the image to determine the best angle to use for straightening that page, and then automatically straightens the page.

Scanning to Get the Best Image

To manually straighten a skewed page after it has been scanned:

1. Display the page in Page View.

2. Click the Straighten button on the Annotation Tool Bar. A message box explains how to draw a reference line for straightening

the page. If you don’t want the message box to appear again, select the checkbox.

3. Click Close.

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The cursor becomes a crosshair.

4. Hold down the mouse button and drag the cursor to draw a horizontal or vertical reference line for straightening the page. Draw the line so that it is along the edge of the horizontal or vertical features on the page, such as a paragraph. A small arrow on the reference line indicates the angle that PaperPort will use to straighten the page.

When you release the mouse button, PaperPort straightens the page relative to your reference line.

2: Scanning Items

The black edges on a page indicate that the item was scanned at an angle.

Draw a line along the edge of a paragraph or other feature on the page. The line and the arrow show which way the page will be straightened.

Use the crosshair for drawing the reference line.

The following ﬁgure shows a sample of a page with a reference line drawn on it prior to being straightened.

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▼ NOTE: A page with annotations cannot be straightened. If the page

already contains annotations, choose Select All from the Edit menu to select all of the annotations; then choose Cut from the Edit menu to cut them from the page. Straighten the page, and choose Paste from the Edit menu. The annotations will be pasted back onto the now straightened page. You may have to reposition them slightly.

CLEANING PAGES

Sometimes a page has small marks, dots, or speckles that appear on the scanned image. If you scan a newspaper article, for example, the newsprint may have speckles that the scanner picks up. If you are using OCR software to read text into your word-processing application, speckled pages can slow down the performance or make the text unreadable by the software.

Scanning to Get the Best Image

To clean a scanned page:

1. Display the page in Page View.

2. From the Page menu, choose Clean Page. If the cleaning removes portions of the image that you want to keep,

choose Undo right away from the Edit menu. The original image will reappear.

To manually clean a page:

1. Display the page in Page View.

2. Click the Selection tool.

3. Select the dirty spot to be removed.

4. From the Edit menu, choose Cut, or press the Delete key. The spot is cut from the page.

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▼ TIP: You can also use this process to remove ragged edges from

scanned images, such as articles torn out of a newspaper or magazine.

▼ NOTE: Sometimes the lines on a spreadsheet or a form are broken or

need to be darkened. To darken or connect broken lines (also called enhancing lines), display the item in Page View and choose the Enhance Lines command from the Page menu. This command works only on black-and-white images.

2: Scanning Items

Desktop icon

SETTING DESKTOP PREFERENCES

The Desktop preferences are for customizing the PaperPort software so that you can scan and display items the way you want.

To select preferences for the PaperPort Desktop:

1. From the Edit menu, choose Preferences. The PaperPort Preferences

dialog box appears.

2. Click the Desktop icon to see its options.

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With text... and without.

3. Select the options that you want.

Option Description

Scan to Desktop

Scan to Page View

Show Text With Icons

As you scan items, they appear on the PaperPort Desktop as thumbnails.

The scanned items ﬁrst appear in Page View instead of in Desktop View.

The buttons on the Command Bar are displayed with names. When this option is deselected, the buttons are smaller and do not have any text on them.

Setting Desktop Preferences

Option Description

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Show ToolTips

Color Screen Select this option if your computer has a color

Maximize Window at Startup

Use Gray Dialog Background

4. Click OK to save the Desktop preferences.

Short descriptions of the Command Bar buttons and Annotation Tools are displayed when the cursor is on them.

monitor.

The PaperPort window is maximized (ﬁlls the computer screen) when PaperPort starts.

The PaperPort dialog boxes are displayed with a gray instead of a white background. The gray background appears the next time you restart Windows.

SCANNING WITH AN HP SCANNER

The PaperPort software also supports certain HP ScanJet scanners available from the Hewlett-Packard company. To use these scanners with the PaperPort software, you must have HP’s DeskScan software, version

2.3 or later. Contact Hewlett-Packard to obtain the DeskScan software.

The instructions in this section apply only if you have a supported scanner and its driver program installed on your computer.

2: Scanning Items

To use PaperPort with a supported HP scanner:

1. If this is the ﬁrst time you are using the other scanner, or if you have

more than one scanner attached to your computer, choose Select Source from the File menu. A dialog box lists the names of the driver programs for the HP scanners available to your computer.

2. Select the software source (driver) for your scanner.

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3. Click Select.

4. To scan, click the Scan button on the Command Bar, or from the PaperPort File menu, choose Acquire. The scanner scans the image, and it appears on the PaperPort Desktop.

▼ NOTE: The Scan button will not appear, and the Acquire and Select

Source commands will remain inactive on the PaperPort File menu until another supported scanner is attached to your computer, and its driver program is installed.

Scanning with an HP Scanner

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2: Scanning Items

CHAPTER 3

Working on the PaperPort Desktop

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“Wisdom outweighs any wealth.”

—Sophocles (Antigone)

This chapter explains how to work with the PaperPort Desktop. You will learn about the basic views for looking at scanned items, and also how to “get around” in PaperPort and work with its features.

This chapter covers:

• PaperPort’s two views for looking at scanned items

• Switching between views

• PaperPort’s automatic save feature

• Selecting and deselecting items

• Undoing an action

Command Bar has button shortcuts for choosing menu commands.

Single-page item

Stacks are items with multiple pages that you can flip through by clicking the Page Navigators at the bottom of the thumbnails.

WORKING IN DESKTOP VIEW

The PaperPort Desktop View displays all of the items as thumbnails. The following sample shows three thumbnails: one is a single-page item, and the other two are stacks.

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Link Bar has icons you can use for faxing, printing, sending e-mail, reading text into your word-processing application, and using Paintbrush.

Status Bar shows information about the selected items, the links, or the buttons on the Command Bar.

THE COMMAND BAR

The buttons on the Command Bar are shortcuts for various commands on the menus. The buttons appear in Desktop View and Page View.

Desktop. Switch from Page View to Desktop View.

Page. Switch from Desktop View to Page View.

3: Working on the PaperPort Desktop

Settings. Change the scan mode in the Scan Settings dialog box.

Find. Find an item in Desktop View, or find an annotation in Page View.

Browse. See a list of items on the PaperPort Desktop.

Rotate. Rotate the selected item 90 degrees to the right.

Duplicate. Make a copy of the selected item(s).

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Stack. Stack selected items into one stack.

Unstack. Unstack the pages of the selected stack.

Unstack1. Unstack the visible page of the stack. The rest of the pages

remain stacked.

Arrange. Neatly rearrange the items in Desktop View.

Working in Desktop View

Two other buttons may appear on the Command Bar depending on how you are using the PaperPort software.

Scan. This button appears if you attach another scanner to your computer. After you use the Acquire Source command on the File menu to choose the scanner’s proper driver program, clicking this button starts that scanner. This button is not used for a PaperPort scanner because it starts automatically when you insert an item to be scanned.

OLE Return. This button appears when you are using Windows OLE. Clicking this button returns to the Windows application that you were previously using for OLE. For more information about OLE, see Chapter 6, “Getting Items On and Off the PaperPort Desktop.”

DISPLAYING AND HIDING DESKTOP FEATURES

Using the View menu, you can decide which PaperPort features you want to display in Desktop View.

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To display or hide PaperPort Desktop features:

1. From the View menu, choose the features that you want. The choices are Folders, Command Bar, Link Bar, and Status Bar.

A checkmark means that the visual element will be displayed on the PaperPort views.

2. These choices are “toggles.” Choose the appropriate command to display or hide the visual element on the PaperPort Desktop.

3: Working on the PaperPort Desktop

MOVING THUMBNAILS

If the PaperPort Desktop becomes cluttered, you can either move the thumbnails or rearrange them.

To move an item:

1. Select the item that you want to move. To select multiple items hold

down the Shift key or Ctrl key while clicking on them, or click on the Desktop and drag a rectangle around the items.

2. Drag the item(s) to a new location on the PaperPort Desktop.

To arrange all items on the PaperPort Desktop:

• From the Desktop menu, choose Arrange Desktop, or click the Arrange button on the Command Bar. The thumbnails are

automatically reordered in neat rows starting from the upper-left corner of the PaperPort Desktop.

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To arrange some of the items on the PaperPort Desktop:

1. Select two or more items that you want to rearrange.

2. From the Desktop menu, choose Arrange Selected Items. The

selected items move to the end of the list of items on the Desktop.

DELETING ITEMS

If you are sure that you no longer need an item, you can delete it. PaperPort always asks if you are sure that you want to delete an item, so that you will not inadvertently delete one that you want to keep.

▼ NOTE: Deleting an item deletes it permanently. If you want to save it

for future use, use the Export command on the File menu to export the item before deleting it. When you export an item, you can save it in several different formats. For details about exporting, see Chapter 6, “Getting Items On and Off the PaperPort Desktop.”

Working in Desktop View

To delete an item:

1. Select the item in Desktop View, or display the item in Page View.

2. From the File menu, choose Delete Item. In Desktop View, you can also press the Delete key or choose Delete

from the Edit menu. A message box asks if you are sure that you want to delete the item.

3. Click Yes if you want to delete it; click No or Cancel if you don’t want to delete it.

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If you selected multiple items, you can delete them all in one step by clicking the Yes to All button.

GIVING TITLES TO ITEMS

PaperPort titles can be up to 30 characters long, so you can have titles such as Smithers Contract or Letter to Dr. Adams. The more descriptive the title, the easier it is for you to quickly ﬁnd the item you want.

To give a title to an item in Desktop View:

1. Select the item. If you just scanned the item, it will be Untitled.

2. Click its title, or choose Change Title from the File menu. An edit box appears around the title.

3: Working on the PaperPort Desktop

3. Type the new title, up to 30 characters, and press Return.

...an edit box appears

around the title. Click Select the item, then click the title...

the title and type a new

title. Press Return.

The item now has the new title.

To retitle an item in Page View:

1. From the File menu, choose Change Title. The Change Item Title

dialog box appears.

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2. Enter a new title for the item and click OK.

An item’s title is at the top of the item in Desktop View...

...on the Document Navigator when you are looking at the full page in Page View...

Working in Desktop View

...and on the Status Bar.

WORKING IN PAGE VIEW

Page View displays one page at a time. Page View is also where you can add annotations to a page. Use the “navigators” to display other pages of a stack, see other items, or reduce and enlarge the image. The folders do not appear in Page View so you can have the entire window for viewing the page.

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Document Navigator. Click the arrows to scroll among items on the PaperPort Desktop. Click the middle area to see a list of items on the PaperPort Desktop.

Annotation Tool Bar. Use these Annotation tools to add notes, highlight areas, or cut and paste sections.

Page Navigator. Click the arrows to scroll between pages in a stack. Click the middle area to go to a specific page.

Zoom Navigator. Click the “minus” and “plus” magnifying glasses to reduce or enlarge the image. Click “Actual” to return the image to actual size. The scale of the image is shown at the lower right of the Status Bar.

Status Bar shows the item’s title, scanned dpi, or the page’s percentage of enlargement or reduction when the cursor is in the page boundaries.

THE COMMAND BAR

The buttons on the Command Bar in Page View are a subset of the ones that appear in Desktop View. The rest of the buttons do not apply to the Page View of the scanned item. For more information, see “The Command Bar” earlier in this chapter.

3: Working on the PaperPort Desktop

THE ANNOTATION TOOLS

In Page View, you can annotate an item using the tools on the Annotation Tool Bar. For example, the Highlighter tool works in the same way as a felt-tip marker to highlight text.

Pointer. Select, move, and resize annotations on a page.

Selection. Select an area to cut or copy for pasting or cropping. For

example, select a part of the page for use in another application, such as in a word-processing document.

Straighten Page. Straighten an item, either horizontally or vertically, that was originally scanned in at an angle.

Pan. Quickly scroll an image up, down, right, or left.

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Sticky Note. Write a resizable sticky note at any place on the page. You can also “collapse” the note to avoid covering underlying information.

Mark-Up. Add a line of text. Use this tool for adding text to pages, because the page remains visible when you type text on it.

Highlighter. Highlight any part of a page.

Freehand. Draw freehand marks—for example, by circling text and

underlining sentences.

Arrow. Draw straight lines, with or without arrowheads, to point to speciﬁc parts of a page.

For step-by-step instructions about these tools, including how to change the font, color, and size of text, and the color of the highlighter or lines, see Chapter 7, “Annotating Items.”

Working in Page View

DISPLAYING AND HIDING THE ANNOTATION TOOL BAR

Using the View menu, you can display or hide the Annotation Tool Bar.

To display or hide the Annotation Tool Bar:

1. From the View menu, choose Tool Palette. A checkmark means that

the Tool Bar will be displayed.

2. These choices are “toggles.” Choose the appropriate command to display or hide the visual element on the PaperPort Desktop.

ZOOMING IN OR OUT ON A PAGE

In Page View, you can zoom in to display the details of a page, or zoom out to make the page smaller on the screen. When you zoom in, the page’s contents are larger on the screen and are easier to see. By zooming out you can see more of the page.

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To zoom in or out on a page:

1. Display the page in Page View.

2. From the View menu, choose Zoom In or Zoom Out, or click the plus (+) or minus (-) magnifying glass buttons on the Zoom Navigator. The page magniﬁcation changes as you click the buttons or repeat the Zoom commands.

The actual page magniﬁcation is shown on the Status Bar.

▼ NOTE: Zooming in or out does not change the actual size of the page.

To see the page at its actual size (100 percent) choose Actual Size from the View menu or click Actual on the Zoom Navigator.

FITTING AN ITEM INTO A WINDOW

An image of an item will often be larger than the Page View window. To ﬁt the entire image into the Page View, you can use the Fit To Window command.

3: Working on the PaperPort Desktop

To ﬁt an item into the window:

1. Display the item in Page View.

2. From the View menu, choose Fit to Window.

The image size is reduced so that the entire item is visible in the Page View window. This command is a toggle; choose it again to return the item to its previous size.

PANNING AN ITEM

Panning an item is a quick way to scroll it in Page View.

To pan an item:

1. Display the item in Page View.

2. Click the Pan tool.

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3. Place the pointer on the image. The pointer changes to a hand.

4. Hold down the mouse button and drag up or down, right or left. The image moves as you move the pointer.

INVERTING AN ITEM

Inverting an item reverses an image from black on white to white on black. Gray shades are reversed as well.

To invert an item:

1. Display the item in Page View.

2. From the Page menu, choose Invert. The image is reversed. If you want to change it back to the original

black-on-white image, just invert it again.

The original image

The inverted image

Working in Page View

ROTATING PAGES

You can rotate a page to change the original direction of an image, thus creating a different impact, or turn a graphic upside down by ﬂipping it.

For example, you can scan a logo or company name horizontally and rotate it so that the logo is displayed vertically. The following illustration shows a logo (a) in its original position, (b) rotated left 90 degrees, (c) rotated right 90 degrees, and (d) ﬂipped 180 degrees.

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(a) Original position (b) Rotated left 90

(d) Flipped

To rotate or ﬂip a single page:

1. Select the page you want to rotate, or display it in Page View.

2. From the Page menu, choose Rotate Right or Rotate Left, or click the Rotate button on the Command Bar to rotate the page to the right.

To rotate the page 180 degrees from its current position, choose Flip from the Page menu.

3: Working on the PaperPort Desktop

You can rotate an item more than once. For example, clicking the Rotate button twice is the same as ﬂipping the item.

To undo the rotation, choose Undo Rotate from the Edit menu.

▼ NOTE: You cannot rotate a page that has annotations. If the page you

want to rotate has annotations, select them, choose Cut from the Edit menu to remove the annotations, rotate the page, and then choose Paste from the Edit menu to paste the annotations back onto the page.

SWITCHING VIEWS

You can switch between Desktop View and Page View in several ways:

• Click the Desktop or Page buttons on the Command Bar.

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• From the View menu, choose Page View or Desktop View.

• Double-click an item in Desktop View to display it in Page View.

PAPERPORT AUTOMATICALLY SAVES

Every item in PaperPort is automatically saved as soon as you scan it. You do not need to use a Save command to save it. As long as you don’t delete the item, you can “scan it and forget it” because PaperPort makes sure that the item is there when you need it. Any changes that you make to an item, such as adding a note or giving an item a new title, are automatically saved as well.

You can also save items as regular DOS ﬁles using the Export command, but that is necessary only if you want to save them as backup copies, or save them in some other format, such as BMP or TIFF, or save them on a ﬂoppy disk. For details, see Chapter 6, “Getting Items On and Off the PaperPort Desktop.”

You can also use the Export command if you want to delete items from the PaperPort Desktop but use them later.

Switching Views

SELECTING AND DESELECTING ITEMS

A red (or dark) line around an item indicates that it is selected. To work with an item on the PaperPort Desktop—for example, to print the item—it must be selected ﬁrst. An item scanned into PaperPort is automatically selected.

To select or deselect a single item:

• To select the item, click its thumbnail in Desktop View.

• To deselect the item, click another item, or click anywhere else in

Desktop View.

To select multiple items:

• Click each thumbnail while holding down the Shift key or the Ctrl key.

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• Click an empty space on the PaperPort Desktop, and then hold down

the mouse button. Without releasing the mouse button, drag the mouse. A box follows the cursor as you drag the mouse. Any item that is partially enclosed in the box, or that the box even touches, will be selected. Release the mouse button when the items you want are selected.

To select all the items on the PaperPort Desktop:

• From the Edit menu, choose Select All.

To deselect all the items on the PaperPort Desktop:

• From the Edit menu, choose Deselect All.

To deselect some, but not all, of the selected items on the PaperPort Desktop:

• Hold down the Shift key and click on each item that you want to

deselect. The other selected items are not affected.

3: Working on the PaperPort Desktop

UNDOING AN ACTION

The Undo command in the Edit menu will undo the last action you just made in PaperPort. For example, if you move a thumbnail on the PaperPort Desktop, you can choose Undo Move and the thumbnail will move back to its original location. Similarly, if you highlight a section of text on a page in Page View, you can choose Undo New Annotation to remove that highlighting.

Note, however, that undoing applies only to the last action. For example, if you move one thumbnail, and then move another one, the Undo Move applies only to the last thumbnail that was moved (which was the last action you took).

After you undo an action, the Undo command becomes Redo, which undoes the Undo. For example, if you highlight a section of text in Page View and choose Undo New Annotation to undo it, but then decide that you made a mistake and want to keep that highlighting, just choose Redo New Annotation, and it reappears.

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The Redo command, like the Undo command, applies only to the last action.

In Page View, there is also the Undo All Changes command. Choosing that command undoes all annotations and other changes made to the item in Page View.

Undoing an Action

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3: Working on the PaperPort Desktop

CHAPTER 4

Working with Stacks

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“Little by little does the trick.”

—Aesop

Like many other busy people, you may sometimes put items on your desk without organizing them. When you ﬁnally do put them in order, you might stack the items by project, contact, or department. You use a method that helps you to quickly ﬁnd the stack you need.

With PaperPort you can electronically organize items into stacks in much the same way that you do with paper documents. A stack is a PaperPort item with multiple pages. Expense reports, contracts, memos, letters, presentations, and other business materials are often two or more pages. You can stack and unstack these items electronically on the PaperPort Desktop.

This chapter explains how to:

• Stack items

• Move between pages in a stack

• Unstack pages

• Reorder pages within a stack

• Insert a page into a stack

• Duplicate items

STACKING ITEMS

Each scanned page appears on the PaperPort Desktop as a one-page untitled item. To stack scanned pages, you can drag one page on top of the other, or click the Stack button on the Command Bar, or use the stack commands from the Desktop menu. You can also add stacks to other stacks.

Legal contracts, for example, usually have many pages. When unstacked, the scanned pages are separate untitled items. Stacking these items collects them into a single, multipage item. The following ﬁgure shows several stacked contracts.

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Stacked contracts

Page Navigators

▼ NOTE: If you plan to add summary information about the stack, add

it after creating the stack. Summary information added to individual pages that are then stacked is retained only for the bottom page in the stack. PaperPort can use summary information to help you quickly ﬁnd items. For more information, see “Adding Summary Information to Items” on page 85 in Chapter 8, “Getting Items On and Off the PaperPort Desktop.”

4: Working with Stacks

USING DRAG AND DROP TO CREATE STACKS

In the PaperPort Desktop View, you can drag and drop one item onto another item to create a stack.

To stack items using the drag-and-drop method:

1. On the PaperPort Desktop, select the item that you want to stack. It can be a page or another stack.

Do not select the other item. That is the “target” item.

2. Place the pointer on the selected item, and then press and hold down the mouse button.

3. Move the pointer onto the target item so that it becomes highlighted. Release the mouse button when the target item is highlighted.

When you release the mouse button, the selected item is stacked on top of the target item. The following sample shows a stack created by stacking Document A on top of Document B.

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Document A

jdhd flfdlfl fdlkflfklf dkjdkjhfdgkjgfjjfg

kjdkjdjf fkljfl fdfd kjdkfkff fdljfd fl kjdjdlkflkflkjfl

jdllkfdlkflkfl lksdlkdflkf fljfl fglhflkj gfjkj fgli flkgdflkjf lk

l gdflk jdlkfg lklfg l gl lgkjkbfgkbk hgl lkj gfl fkfk lffkgb lr lkj lf lfk sdjhjgkljhljklhlfkj lkjh kljhkfdbhbkfj dfjhf lk flkjlf lkdslfd fdlk fklf kjlk;lfglkkl lklkflfjhlfkj

kdljd flflkjfdlkjfhkjfhkf kf kjf kgkfbkhbfjkjdl lk lkjknk kfk fkkfjdf fdlfkfjhkfdhkbfbkfjbkfj bkbklkjlkfdglgkl lgfhkjbkfglkjgfljfkljhf fjf fh kj dkhdfkjhfdlhlfklkjkjlkjhfk fdkk fkjfkjfkjh fdk fhkdjh fkjhfkj dkjd dkjfkjhkbfdkfkjhfk j dfhk fkjfdhkjfhk kfj fkj fkjh dkjkd fkdhkdf dkjhfdkj dkjhfkjhfd kjdhkdjfh kjh dfkhfk fk jhfkj fdkjhfk fdkjhf fdkjfh kdj dkjhfkjhfdkjd fh kdjhkjhfkjhdfkjh fkjrkjhfdkjh fkjf kfj fkjh f kfjhfdkjhdkjhlkjfb kfhkdjh k

jfkjfdkj fdkjhfkjhfk kjfkfdjhkfdjh kfjhkdf k f k f fkjhkjhfkjhf kjf kjhfkjhfk dhkdj kdfjhfkd khfkjhfkjhfdkjfdkjfhdkfjh fkd fkj fkjf fkjhfk dhdkjhfkhkjfdkbfbbdkbfkjhfdk dfkjhk gkjg hkj fdkjghkdf kdjdk djd kdjdkjgkdfjhg

hfkjfkjfjkjfdkjh

jfjfdljdflklfklfkjlk

Document B

jdhd flfdlfl fdlkflfklf dkjdkjhfdgkjgfjjfg

kjdkjdjf fkljfl fdfd kjdkfkff fdljfd fl kjdjdlkflkflkjfl

jdllkfdlkflkfl lksdlkdflkf fljfl fglhflkj gfjkj fgli flkgdflkjf lkjfl flkg lkjf lkf l

gdflk jdlkfg lklfg l gl lgkjkbfgkbk hgl lkj gflfkfk lffkgb lr lkj lf lfk sdjhjgkljhljklhlfkj lkjh kljhkfdbhbkfj dfjhf lk flkjlf lkdslfd fdlk fklfkjlk;lfglkkl lklkflfjhlfkj

kdljd flflkjfdlkjfhkjfhkf kf kjf kgkfbkhbfjkjdl lk lkjknk kfk fkkfjdf fdlfkfjhkfdhkbfbkfjbkfjbkbklkjlkfdglgkl lgfhkjbkfglkjgfljfkljhf fjf fhkj dkhdfkjhfdlhlfklkjkjlkjhfk fdkk fkjfkjfkjhfdk fhkdjh fkjhfkj dkjd dkjfkjhkbfdkfkjhfk jdfhk fkjfdhkjfhk kfj fkj fkjh dkjkd fkdhkdf dkjhfdkj dkjhfkjhfd kjdhkdjfh kjh dfkhfk fkjhfkj fdkjhfk fdkjhf fdkjfh kdj dkjhfkjhfdkjdfh kdjhkjhfkjhdfkjh fkjrkjhfdkjh fkjf kfj fkjhf kfjhfdkjhdkjhlkjfb kfhkdjh k

jfkjfdkj fdkjhfkjhfk kjfkfdjhkfdjh kfjhkdf k fk f fkjhkjhfkjhf kjf kjhfkjhfk dhkdj kdfjhfkd khfkjhfkjhfdkjfdkjfhdkfjh fkd fkj fkjf fkjhfkdhdkjhfkhkjfdkbfbbdkbfkjhfdk dfkjhk gkjghkj fdkjghkdf kdjdk djd kdjdkjgkdfjhg

hfkjfkjfjkjfdkjh

jfjfdljdflklfklfkjlk

Document B

jdhd flfdlfl fdlkflfklf dkjdkjhfdgkjgfjjfg

kjdkjdjf fkljfl fdfd

jdhd flfdlfl fdlkflfklf

kjdkfkff fdljfd fl

jdhd flfdlfl fdlkflfklf

kjdjdlkflkflkjfl

dkjdkjhfdgkjgfjjfg

kjdkjdjf fkljfl fdfd

jdllkfdlkflkfl

kjdkjdjf fkljfl fdfd

kjdkfkff fdljfd fl

kjdjdlkflkflkjfl

lksdlkdflkf fljfl fglhflkj gfjkj fgli flkgdflkjf lk

kjdjdlkflkflkjfl

l gdflk jdlkfg lklfg l gl lgkjkbfgkbk hgl lkj gfl

jdllkfdlkflkfl

fkfk lffkgb lr lkj lf lfk sdjhjgkljhljklhlfkj lkjh

jdllkfdlkflkfl

kljhkfdbhbkfj dfjhf lk flkjlf lkdslfd fdlk fklf

lksdlkdflkf fljfl fglhflkj gfjkj fgli flkgdflkjf lkjfl flkg lkjf lkf l

kjlk;lfglkkl lklkflfjhlfkj

lksdlkdflkf fljfl fglhflkj gfjkj fgli flkgdflkjf lkjfl flkg lkjf lkf l

gdflk jdlkfg lklfg l gl lgkjkbfgkbk hgl lkj gflfkfk lffkgb lr lkj

lf lfk sdjhjgkljhljklhlfkj lkjh kljhkfdbhbkfj dfjhf lk flkjlf

kdljd flflkjfdlkjfhkjfhkf kf kjf kgkfbkhbfjkjdl

lf lfk sdjhjgkljhljklhlfkj lkjh kljhkfdbhbkfj dfjhf lk flkjlf

lkdslfd fdlk fklfkjlk;lfglkkl lklkflfjhlfkj

lk lkjknk kfk fkkfjdf fdlfkfjhkfdhkbfbkfjbkfj

lkdslfd fdlk fklfkjlk;lfglkkl lklkflfjhlfkj

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kdljd flflkjfdlkjfhkjfhkf kf kjf kgkfbkhbfjkjdl lk lkjknk kfk

kj dkhdfkjhfdlhlfklkjkjlkjhfk fdkk fkjfkjfkjh

kdljd flflkjfdlkjfhkjfhkf kf kjf kgkfbkhbfjkjdl lk lkjknk kfk

fkkfjdf fdlfkfjhkfdhkbfbkfjbkfjbkbklkjlkfdglgkl

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fkkfjdf fdlfkfjhkfdhkbfbkfjbkfjbkbklkjlkfdglgkl

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dfhk fkjfdhkjfhk kfj fkj fkjh dkjkd fkdhkdf

lgfhkjbkfglkjgfljfkljhf fjf fhkj dkhdfkjhfdlhlfklkjkjlkjhfk

fdkk fkjfkjfkjhfdk fhkdjh fkjhfkj dkjd dkjfkjhkbfdkfkjhfk

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4. Repeat Steps 1 through 3 until you have ﬁnished creating the stack.

You can use this easy drag-and-drop process to stack pages onto other pages, stacks onto other stacks, pages onto stacks, and stacks onto pages. That is, any item on the PaperPort Desktop can be stacked onto any other item.

Stacking Items

▼ NOTE: Stacking applies only while you are working in the PaperPort

Desktop View. If you display an item in Page View, you cannot stack it onto another item until switching back to Desktop View.

USING THE STACK COMMAND

You can also stack items using the Stack button on the Command Bar or the Stack Selected Items command in the Desktop menu. The following example shows a sales presentation that has three pages to stack.

Click the Stack button.

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Select the items in the order in which you want them in the stack.

To stack items using the Stack Selected Items command or the Stack button:

1. On the PaperPort Desktop, select the items that you want to stack. Select them in the order that you want them in the stack. The ﬁrst item you select goes on top; the last item you select goes on the bottom.

2. From the Desktop menu, choose Stack Selected Items, or click the Stack button on the Command Bar.

PaperPort places the ﬁrst selected item on top, then the other items underneath it.

PaperPort combines the items to create a new item, which in this case is a three-page stack.

4: Working with Stacks

MOVING BETWEEN PAGES IN A STACK

You can move between pages in a stack on the PaperPort Desktop or in Page View by either of the following methods:

• Clicking the Page Navigator. Page Navigators are located on each stack’s thumbnail and on the Page View Command Bar.

• Choosing commands from the Page menu.

To move between pages in a stack:

1. Select the stack on the PaperPort Desktop or display it in Page View.

2. Click the right arrow in the Page Navigator to display the next page.

3. Click the left arrow in the Page Navigator to display the previous page.

You can also move between pages by choosing the Page menu commands: First Page, Last Page, Previous Page, and Next Page. Or use the Go To Page command to move directly to any page in the stack.

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Click the middle of the Page Navigator.

To go to a speciﬁc page in a stack:

1. From the Page menu, choose Go To Page, or click the middle button

of the Page Navigator. The Go To Page dialog box appears.

2. Type the page number that you want to go to, and click OK.

To go to the ﬁrst or last pages in the stack, click First Page or Last Page.

Moving Between Pages in a Stack

UNSTACKING PAGES

You can unstack pages in a stack if, for example, you want to move those pages to another stack, replace those pages with new ones, or delete them from the stack without disturbing the rest of the pages.

▼ NOTE: You do not need to unstack pages in order to add annotations.

Double-clicking a stack displays it in Page View, where you see the pages one page at a time and you can add annotations to each page.

To unstack a single page:

1. On the PaperPort Desktop, select the stack that you want to unstack.

2. Use the Page Navigator to display the page that you want to unstack.

3. From the Desktop menu, choose Unstack Current Page, or click the Unstack1 button on the Command Bar.

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PaperPort unstacks the selected page and creates a new untitled item for it.

To unstack all pages in a stack:

1. On the PaperPort Desktop, select the stack that you want to unstack.

2. From the Desktop menu, choose Unstack, or click the Unstack button on the Command Bar.

PaperPort unstacks all the pages, places them on the PaperPort Desktop, and selects all the items. There is a new untitled item for each page of the stack.

▼ NOTE: Any summary information for a stack is not retained after the

unstacking, because the original stack no longer exists.

4: Working with Stacks

Drag the page that you want to reorder (in this example, Page 3).

REORDERING PAGES IN A STACK

After creating a stack, you may want to reorder the pages. For example, a stack of scanned invoices not in numerical order can be reordered in numerical order.

To reorder the pages in a stack:

1. On the PaperPort Desktop, select the stack with the pages to reorder.

2. From the Desktop menu, choose Reorder.

The Reorder dialog box shows the pages in their current order.

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Page position marker

If the page that you want to reorder is not visible, use the horizontal scroll bar to see it.

3. Place the pointer on the page, hold down the mouse button, and drag the page to move it between the other two pages.

If the place where you want to put the page is not visible, the pages will automatically scroll as you drag the page you are moving.

The page position marker shows the new position for the page.

Reordering Pages in a Stack

Page 3 has been moved.

4. Release the mouse button when the page is reordered to its new position.

The dialog box shows the pages in their new order.

5. Click OK. The pages are reordered and renumbered.

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INSERTING A PAGE INTO A STACK

You insert pages into stacks on the PaperPort Desktop. Both the page that you want to insert, and the stack to insert it into must be displayed on the PaperPort Desktop.

To insert a page into an existing stack:

1. On the PaperPort Desktop, select the stack that will receive the page.

2. In the stack, move to the page where you want to insert the new page. The new page will be inserted in front of the stack’s current page.

If the ﬁrst page of the stack is displayed, the new page will be added on top of the stack.

3. Select the page that you want to insert, and drag it onto the stack. PaperPort places the page at the new location.

You can also drag a page onto the stack and then reorder the pages using the Reorder command.

4: Working with Stacks

▼ TIP: You can insert a new page into a stack as a section separator. To

create a new, blank page in PaperPort, choose New Item from the File menu. PaperPort displays a new untitled item. You can then insert it into the stack. For example, if you want to insert a section separator between pages in the stack, ﬁrst create the new item, add an annotation such as “Latest Comments,” and then insert that page at the proper place in the stack.

To add a page at the end of a stack:

1. On the PaperPort Desktop, select the stack.

2. Drag and drop the stack onto the page.

▼ IMPORTANT: When you add a page at the end of a stack, any

summary or title information for the page will be lost.

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DUPLICATING ITEMS

You can duplicate an item using the Duplicate Item or Duplicate Current Page commands, or the Duplicate button on the Command Bar.

To duplicate an item or a stack:

1. On the PaperPort Desktop, select the item. You can also select multiple items to duplicate.

2. From the Desktop menu, choose Duplicate Item, or click the Duplicate button on the Command Bar.

You can also create a duplicate by pressing the Ctrl key while dragging the item to another location on the Desktop. The pointer will have a (+) sign in it to indicate that the selected item will be duplicated.

Duplicating Items

To duplicate a page in a stack:

1. Select the stack on the PaperPort Desktop.

2. Use the stack’s Page Navigator to bring the page that you want to copy to the top of the stack.

3. From the Desktop menu, choose Duplicate Current Page. A duplicate of that item appears as a new, untitled image on the

PaperPort Desktop.

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4: Working with Stacks

CHAPTER 5

Getting Organized with Personal Folders

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“A moment’s insight is sometimes worth a life’s experience.”

—Oliver Wendell Holmes

The main purpose of PaperPort is to help you get organized. Scanning the papers on your desk cleans up the clutter, but then what? Without some way of organizing your electronic copies of the papers, you would simply be trading clutter on your desk for clutter on your computer. That’s where your PaperPort personal folders come in.

PaperPort’s personal folders are like regular manila ﬁle folders, except that they are electronic. If you read an interesting newspaper article, you can scan it and put it into your Articles & Clippings folder.

In this chapter, you will learn how to:

• File items in folders and quickly retrieve them

• Create your own folders and give them titles

• Set up the PaperPort Desktop to display the folders as you want

• Delete folders

AN EXAMPLE: KEEPING TRACK OF YOUR MEDICAL BILLS

You know what a headache it can be to keep track of all of your medical bills. Here is an example of how you can organize those bills and your payments:

1. Scan your medical bills.

2. Stack the bills in any organized way that you want. For example, maybe you keep track of your bills on a monthly basis. Or maybe you want to keep all the bills about a major operation in one stack.

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▼ TIP: In addition to scanning the bills, you can also scan the canceled

checks that paid the bills, any receipts received, and correspondence regarding payment. Then, to create a clear “audit trail,” you can stack the items so that bills, checks, receipts, and correspondence are all together.

3. Now select the stacks and drag them onto the Medical folder already provided for you.

4. When the Medical folder is highlighted, release the mouse button. The medical bills are now organized in their own folder.

5. When you want to see the bills, click the Medical folder again.

5: Getting Organized with Personal Folders

Your personal folders appear in a column down the left side of the PaperPort Desktop.

This example shows the Medical folder open.

The stacks of bills are contained in the Medical folder on the PaperPort Desktop.

Here is what the example might look like.

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▼ NOTE: The folders appear only in Desktop View. In Page View, the

folders are not visible so that you can have the entire screen for viewing the page.

SUGGESTIONS FOR YOUR PERSONAL FOLDERS

The following are some suggestions to help you organize your personal folders:

• Create folders that match the way you organize. For example, if you are using PaperPort for business bookkeeping, you could create one folder for “Accounts Receivable” and another one for “Paid in Full.” When you send a bill, scan it into the Accounts Receivable folder, and when you receive a payment, scan the check into PaperPort. Stack it with the original invoice, and drag that stack into the Paid in Full folder. Now you have a complete record of the transaction.

Suggestions for Your Personal Folders

• Create folders for smaller sets of items. For example, instead of creating a single folder for Bills To Pay, you might create one for each month’s bills. That way, you can quickly ﬁnd an item. At the end of the year, you could move all of the bills into one folder titled “Tax Deductions.”

• Create folders for projects. Suppose you are on a crash project with a tight deadline. By having a folder speciﬁcally for the project, you can easily keep track of all the items for that project. The stacks of items in that folder can then be for different topics, such as initial plans, budget, and work orders.

• Give the folders descriptive titles. Because a folder can have a title up to 30 characters long, its title can fully describe what the folder contains. For example, instead of a folder titled “Project1,” give it a more descriptive title, such as “Coffee Buyer Contract/1996.”

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ABOUT THE FOLDERS

The set of folders that you initially receive with PaperPort cover many typical topics, such as Investments, Receipts, and Travel. However, those folders are just suggestions. You can retitle the folders and create new ones that match the way you organize your work.

Note that the Main Folder is always at the top of the list of folders. It is the only folder required to be in the list. You can change the title of the Main Folder, but you cannot delete it, and it will always be ﬁrst in the list.

PaperPort uses the Main Folder as the place for items scanned when the PaperPort application is not yet open. Thus, if the PaperPort software is not running when you scan an item, it is automatically placed in the Main Folder. You can then move it to the folder you want.

However, if the PaperPort software is already running when you scan an item, the item is automatically placed in the folder that is currently open. Each item must be in one folder or another.

Folders are for ﬁling purposes only. You cannot, for instance, drag a folder onto the Printer icon to print all of the items in the folder. Also, you cannot ﬁle one folder within another.

5: Getting Organized with Personal Folders

FILING ITEMS IN FOLDERS

The key to getting organized with PaperPort is to ﬁle items in the right folders. You can drag and drop items from one folder to another to organize information in any way you want.

To ﬁle an item in a folder:

1. Select the item on the PaperPort Desktop. The item can be a single item or a group of items.

2. Drag the item onto the folder. The folder title is highlighted when the item is correctly positioned on it.

There is no need to drag an item onto the folder where it is already ﬁled in order to reﬁle it. Once an item is in a folder, it stays there until you move it.

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When you release the mouse button, the folder ﬂashes to let you know that the selected item(s) is ﬁled in the folder.

Filing Items in Folders

A dotted outline shows where you are dragging the item.

When the item is correctly positioned on the folder, the folder title is highlighted.

If the item is not correctly positioned on a folder title, the pointer looks like this:

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▼ TIP: If you hold down the Ctrl key while dragging an item onto a new

folder, a copy of the item goes into the new folder and the original remains in its original folder.

You can also use menu commands to reﬁle and copy items into folders.

To ﬁle an item by using menu commands:

1. Select the thumbnail for the item(s) on the PaperPort Desktop.

2. From the Desktop menu, choose Move to Folder.

If you want to ﬁle a copy of the item in the new folder and keep the original in its original folder, choose Copy to Folder from the Desktop menu.

You will see the dialog box for moving or copying the item to a new folder.

3. In the list labeled To Folder, select the new folder for the item.

4. Click OK, or double-click the folder title.

5: Getting Organized with Personal Folders

DISPLAYING ALL THE ITEMS IN A FOLDER

Opening a folder displays the items in it. They appear on the PaperPort Desktop in the same positions as the last time you opened that folder.

▼ TIP: Arrange the items on the PaperPort Desktop in the order in

which you want to see them when the folder is opened. They will appear that way each time you open the folder. For example, if you create a folder for Invoices 1996, creating a stack for each month and then ordering them on the PaperPort Desktop as Jan, Feb, Mar, and so on, might make it easier to quickly ﬁnd the invoice you want.

To display the items in a folder:

• Select the folder. You can select a folder by clicking on it, or by

pressing the Tab key when a folder is highlighted.

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The items in the selected folder appear on the PaperPort Desktop. Only one folder at a time can be open (or current) on the PaperPort

Desktop. If any other folder is open, it closes and the newly selected one opens.

Displaying All the Items in a Folder

Clicking a folder opens it and displays its items on the PaperPort Desktop. Notice that this folder icon is “open” compared to the other folder icons.

The arrangement of the items on the PaperPort Desktop is the same as the last time the folder was opened.

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If a folder contains many items, you may need to use the scroll bars to see them. You can also press the Tab key to select the items in sequence.

SEEING WHAT IS IN A FOLDER

Using the Browse button on the Command Bar or the Browse command from the Edit menu, you can quickly see the items in each folder.

To see the items in a folder:

1. From the Edit menu, choose Browse, or click the Browse button on the Command Bar.

The Browse dialog box appears. If you are working in Page View, you can also click the middle of the Document Navigator to see the Browse dialog box.

The Browse dialog box lists all of the items on the PaperPort Desktop in order, from the upper left to the lower right in the Desktop View.

5: Getting Organized with Personal Folders

Thumbnail of the item selected in the list.

This type of icon indicates a stack.

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In Desktop View, the Browse dialog box lists all of the folders and the items in them. In Page View, the Browse dialog box lists only the items in the folder that is already open.

2. Select an item in the list to display its thumbnail.

3. When the item that you want is selected, double-click it, or click the

Go To button. The item is selected on the PaperPort Desktop. Note that the small icons in the list indicate which items are stacks

and which are single pages. If a stack is selected, you can see its pages by clicking the Page Navigator on the thumbnail.

Seeing What Is in a Folder

CREATING NEW PAPERPORT FOLDERS

Creating PaperPort folders is how you build a personal ﬁling system. You can then ﬁle scanned items in the folders you want.

To create a folder:

1. From the File menu, choose New Folder. The New Folder dialog box appears.

2. Type the title for the folder in the dialog box.

The title can be up to 30 characters and can include spaces, dashes, periods, quotation marks, upper- and lowercase letters, and any other character that you can type on the keyboard. As the samples in this chapter show, the titles can describe the items to be stored in the folders.

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Two folders cannot have the same title. A message informs you if you try to give a folder the title of another folder.

3. Click OK. That folder is added to the others in the list in alphabetical order.

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GIVING A FOLDER A NEW TITLE

When giving folders titles, use descriptions that tell you at a glance what a folder contains.

To retitle a folder:

1. Select the folder that you want to retitle. The folder’s title is highlighted.

The folder is highlighted when you select it. You then click again in the title to edit it.

The folder receives its new title.

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▼ NOTE: When a folder is highlighted, you can use the arrow keys on

your keyboard to select the other folders.

2. Click the title again to select it for editing.

3. Type the new title, and press Enter.

DISPLAYING THE FOLDERS

You can hide or display your personal folders. Usually, the only reason to hide them is to provide more space for working on the PaperPort Desktop, but you can also resize the width of the folder column.

To display or hide the folder column:

1. From the View menu, choose Folders. The Folders command is a “toggle.” If it has a checkmark, the folders

are displayed; otherwise, the folders are hidden.

Giving a Folder a New Title

The following are samples of Desktop View with and without the folders.

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ADJUSTING THE FOLDERS COLUMN WIDTH

Making the folders column smaller allows more room for you to work. Increasing the width can display the full titles of the folders if they have longer titles.

To adjust the folders column width:

1. Put the cursor on the right-hand border of the column. The cursor changes to a resizing cursor.

2. Drag to the right or the left.

5: Getting Organized with Personal Folders

3. Release the mouse button when the column is the right size. The following are some samples.

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To change the width of the column, place the cursor on the border. The cursor changes to a resizing cursor.

Drag to the left to reduce the column width.

Drag to the right to increase the column width. This example shows how increasing the width can show the full title of a long folder title.

Adjusting the Folders Column Width

DELETING FOLDERS

If you no longer want a folder on the PaperPort Desktop, you can delete it. To make sure that you don’t throw away items that you meant to keep, PaperPort will check the folder to see if it contains any items. If it does contain items, a message asks if you’re sure you want to delete them.

To delete a folder:

1. Select the folder that you want to delete.

2. From the Edit menu, choose Delete, or press the Delete key.

A message asks if you are sure you want to delete the folder. If the folder contains items, a message also asks if you want to delete

each item.

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You can decide to delete them one by one, or all at the same time. If you decide not to delete an item, you cannot delete its folder. Move

any items that you want to keep into other folders, and then delete the folder.

3. Click Yes to delete the folder, or click No to keep it.

5: Getting Organized with Personal Folders

CHAPTER 6

Getting Items On and Off the PaperPort Desktop

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“I must govern the clock, not be governed by it.“

—Golda Meir

In addition to scanning items, you can also import them into the PaperPort application from other applications. Then you can use all the features of PaperPort on these new items, including adding annotations, grouping them into stacks, and sending a fax with the PaperPort fax link icon.

You can also export items from the PaperPort application to other applications. For example, if you scan a logo and want to use it on your letterhead, you can export it to your word-processing program.

This chapter explains how to:

• Import and export items

• Print items to PaperPort from other applications

• Add summary information to items

• Find ﬁles in other applications

• Find annotations

• Use Windows OLE

IMPORTING FILES FROM OTHER APPLICATIONS

You import ﬁles created in other applications using the Import command from the File menu. The ﬁle formats that PaperPort can import from other applications are described in the following table.

Format Description

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PaperPort ﬁle (.MAX)

Windows Bitmap (.BMP)

PC Paintbrush (.PCX)

Windows images (.DCX)

Joint Photographic Experts Group (.JPG)

Graphics Interchange Format (.GIF)

Tag Image File Format (.TIF)

A ﬁle previously saved in PaperPort for Windows or PaperPort for Macintosh.

A format used for displaying and storing Windows images.

A format commonly used for paint applications.

A format for multipage PCX ﬁles.

An international standard for the compression of digital photographic images.

A popular format for images on CompuServe.

A format that works well for storage and exchange between desktop publishing and graphic arts applications. TIFF also works well between different platforms, such as Microsoft Windows and Macintosh. PaperPort supports single- and multipage TIFF.

6: Getting Items On and Off the PaperPort Desktop

Select the format of the file that you want to open.

To import a ﬁle created in another application:

1. From the File menu, choose Import. The Import dialog box appears.

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2. From the List Files of Type drop-down list, choose the format type.

3. In the list of ﬁle names, select the ﬁle to import and click OK, or double-click the ﬁle name.

WORKING WITH COLOR AND GRAYSCALE IMAGES

You can display color images on the PaperPort Desktop. For example, if you import a color image from another application, it will appear in color in PaperPort.

PaperPort can also print in color to a color printer. Color images scanned with the PaperPort scanner are converted to grayscale if the item was scanned with the Snapshot or Photograph scan setting, or a custom setting with a bit depth set to more than one bit.

Working with Color and Grayscale Images

IMPORTING PAPERPORT ITEMS SAVED AS FILES

If you have exported a PaperPort item as a ﬁle, you can import it back into PaperPort.

To open a PaperPort item previously exported as a ﬁle:

1. From the File menu, choose Import.

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The ﬁle type is .MAX. Unless you speciﬁed otherwise when exporting and saving the original PaperPort item, it was exported as a .MAX ﬁle.

2. Select the ﬁle and click OK, or double-click the ﬁle name.

6: Getting Items On and Off the PaperPort Desktop

FINDING FILES TO IMPORT

If you want to import a ﬁle but don’t remember its name or where it is located, you can use the Find File features available in the Import dialog box.

To ﬁnd a ﬁle that you have already exported:

1. In the Import dialog box, click the Find File button. The Find File dialog box appears.

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Enter the information here that tells PaperPort where to search.

Enter the information here that tells PaperPort the search criteria to use when searching.

2. To search on another drive, select it from the Drives drop-down list.

3. Select the directory that you want to search.

Select Search Subdirectories to also search all the subdirectories within the speciﬁed directory.

Importing PaperPort Items Saved as Files

4. Enter the information on the right-hand side of the dialog box.

Use the Search by Date Modiﬁed option to ﬁnd the ﬁle based on the date when it was last modiﬁed. Enter the date in the space; enter it as month/day/year, such as 9/30/96. The Before option searches for all ﬁles prior to the date; select After to search for ﬁles after that date.

The other ﬁelds are the same as the ones you use to ﬁnd an item on the PaperPort Desktop. For more information, see “Finding Items” on page 86.

5. Click Find. PaperPort will search using the criteria you have

speciﬁed, and will list all matching ﬁles.

EXPORTING PAPERPORT ITEMS

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Exporting an item saves a copy of it. The original item remains on the PaperPort Desktop. Export an item when you want to:

• Save the ﬁle on a ﬂoppy disk.

• Save the ﬁle as a DOS ﬁle or in some other format.

• Give the ﬁle to someone else to open in an application that requires a different ﬁle format, such as a Bitmap (.BMP) ﬁle.

For example, with PaperPort you can scan pictures of your employees, export the scanned images in a popular graphic format (such as TIFF or BMP), and open and save the graphics in a database.

6: Getting Items On and Off the PaperPort Desktop

Scan each employee’s picture, save the image in an appropriate format such as a TIFF file, and add it to the employee database.

You can export a PaperPort item in one of these formats:

• PaperPort (.MAX)

• Windows Bitmap (.BMP)

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• Windows Paintbrush (.PCX)

• Multipage PCX (.DCX)

• Several versions of TIFF (.TIF)

• JPEG (.JPG)

• Graphics Interchange Format (.GIF)

• Portable Document Format (.PDF)

To export an item:

1. On the PaperPort Desktop, select the item you want to export. You can export both individual items and stacks. To export a page

from a stack, unstack the page from the stack and select it.

Exporting PaperPort Items

2. From the File menu, choose Export.

3. Select the drive and directory where you want to save the item.

4. Select the ﬁle format from the Export Files of Type drop-down list.

If you want to export the item as a PaperPort ﬁle, select PaperPort Files (*.MAX) from the list.

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If you export a PaperPort item in any format other than a PaperPort (.MAX) ﬁle, annotations in that ﬁle cannot be edited, deleted, or moved. If the annotations are hidden, they are not exported.

5. Type the name of the ﬁle in the File Name box.

▼ NOTE: If you don’t type a name for the ﬁle, PaperPort uses the item’s

title. If the title is longer than eight characters, PaperPort uses only the ﬁrst eight characters of the title. For example, if the item’s title is Update Memo, its ﬁle name will be UPDATEME.MAX.

6. Click OK.

▼ NOTE: PaperPort items exported as BMP or TIFF ﬁles can be as

much as 10 times larger than the original PaperPort items. If you have an application that compresses ﬁles, you may want to compress the exported ﬁles before saving them on a ﬂoppy disk.

6: Getting Items On and Off the PaperPort Desktop

EXPORTING FILES WITH COMPRESSION

Color images and grayscale images, when exported as ﬁles, can become large ﬁles requiring large portions of hard disk space. To overcome this problem, PaperPort has a built-in compression feature that uses the JPEG ﬁle format to compress ﬁles. The more that a ﬁle is compressed, the less disk space it requires. However, there is a trade-off. As compression increases, image quality decreases. Therefore PaperPort lets you determine the level of compression that is best for your ﬁles.

To use this feature, the ﬁles must be exported in the JPG format.

To set the amount of compression:

1. From the Edit menu, choose Preferences.

2. Click the Import/Export icon in the Category list.

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Import/Export icon

Drag the slider to set the level of compression.

3. Drag the slider to set the level of compression. The higher the setting, the better the image quality and the lower the compression.

Trial and error with the amount of compression will determine the best setting for your requirements. The setting applies to all ﬁles exported in the JPG format.

Exporting Files with Compression

▼ NOTE: Use compression only for color or grayscale images. Text items

and black-and-white items should not be compressed.

PRINTING FROM OTHER APPLICATIONS

You can print ﬁles from other applications onto the PaperPort Desktop. This is how to get spreadsheets, pictures, database ﬁles, word-processing ﬁles, and other ﬁles onto the PaperPort Desktop.

▼ NOTE: Color images are converted to grayscale when printed to the

PaperPort Desktop. To retain the color, use the PaperPort Import command to import the image ﬁle into PaperPort.

To print from other applications to the PaperPort Desktop:

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Select PaperPort on Desktop as the printer.

1. Start the application from which you want to print, and open the ﬁle in that application.

2. From the application’s File menu, choose the command for setting up the printer. Some applications have a Print Setup command (usually in the File menu), others use a Setup button in the Print dialog box. If you have questions, refer to the user manual.

You will see a dialog box similar to the following (this dialog box is from Microsoft Excel).

3. In the printer list, select PaperPort on Desktop.

4. Click the appropriate button to set PaperPort as the current printer. Click OK, or in other applications, click Set as Default Printer.

6: Getting Items On and Off the PaperPort Desktop

5. Use the application’s Print command to print the ﬁle. The ﬁle prints to the PaperPort Desktop. You will see the new

untitled item on the PaperPort Desktop.

▼ NOTE: After you ﬁnish printing to PaperPort, remember to reset the

printer to your regular printer.

▼ TIP: By clicking the Setup options button, you can set the document

dots-per-inch (dpi) print setting to 200 or 300 dpi.

ADDING SUMMARY INFORMATION TO ITEMS

Summary information helps you ﬁnd items quickly. When searching for items, PaperPort looks for a match between the summary information and the search criteria that you specify.

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▼ NOTE: If you are going to combine items into a stack, add the

summary information after stacking the pages. Summary information added to individual items that are then stacked is not saved.

To add summary information about an item:

1. Select the item in Desktop View or display it in Page View.

2. From the File menu, choose Summary Info. The Summary Information dialog box appears.

Adding Summary Information to Items

3. Type the summary information that you want.

Information Description

Title The title of the item. This ﬁeld is blank if the

item is untitled. Changing the title here also changes it on the PaperPort Desktop.

Creator The name that was entered when PaperPort was

initially installed. You can change the name.

Keywords Words that PaperPort uses to ﬁnd items. Use a

comma to separate keywords—for example, Smith Corp. invoice, Building project, Jacques. PaperPort ﬁnds items with keywords that match any one keyword that you speciﬁed.

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Comments Information that will help you remember facts

about the item, such as “Copy Sent to NW Sales Ofﬁce” or “Received as Fax from Frankfurt.”

4. Click OK. Summary information is attached to the item and will

appear in its Summary Information dialog box.

FINDING ITEMS

PaperPort has an extensive set of features to help you quickly ﬁnd an item. You can ﬁnd items by using:

• The Find Item command to search for items in Desktop View.

• The Find Annotation command to search for annotation text in Page View.

To use the ﬁnd features, you specify the information to use for searching. That information is called the search criteria. PaperPort looks through the items to ﬁnd those whose summary information matches the search criteria.

6: Getting Items On and Off the PaperPort Desktop

▼ NOTE: You can also browse through items on the PaperPort Desktop

or in the open folder using the Browse button or the Browse command.

To ﬁnd an item in Desktop View:

1. From the Edit menu, choose Find Item, or click the Find button on the Command Bar. The Find Item dialog box appears.

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You specify the search criteria in the text ﬁelds of this dialog box.

2. Type the information that you want to use to ﬁnd the item. The following table describes the text ﬁelds.

Text Field Description

Title The title given to the item.

Creator The name listed in the Summary Information

dialog box as the creator of the item.

Keywords The item’s keywords listed in its Summary

Information dialog box.

Comments Comments added in the item’s Summary

Information dialog box.

Annotation Annotation text added to the item with the

PaperPort Annotation tools.

Finding Items

3. Select the options for the search, as described in the following table.

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Search Option

Match Any Field

Description

PaperPort ﬁnds items when any of the search criteria in the Find Item dialog box match the information in the Summary Information dialog box.

Match All Fields

PaperPort ﬁnds only the items that match all of the search criteria.

These options are available only when text is in more than one of the ﬁelds.

Case Sensitive PaperPort ﬁnds items when the title, creator,

keywords, comments, and annotations have exactly the same combination of upper- and lowercase characters as the search criteria text.

Whole Word Only

PaperPort ﬁnds items only if the whole word of the summary information matches the whole word of the search criteria text.

Folders: Search All/ Search Current

Direction: Up/Down

6: Getting Items On and Off the PaperPort Desktop

Search All—PaperPort searches all of your personal folders.

Search Current—PaperPort searches only the folder that is currently open.

PaperPort searches either up or down through the list of items. To search backward through the items, select Up. If the item is not found, PaperPort searches the other items.

Thumbnail of the item selected in the list

4. Click one of the search buttons: Find—Finds the ﬁrst item that matches the search criteria and selects

it on the PaperPort Desktop. Find All—Finds all of the items that match your search criteria

options and lists them in the Items Found dialog box.

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5. Select an item in the list to display its thumbnail.

6. When the correct item is selected in the list, double-click it or click the Go To button. The item is selected on the PaperPort Desktop.

▼ TIP: If you selected the Find option (instead of Find All) and want to

see the next item in the search that meets the search criteria, choose Find Next from the Edit menu (or press the F3 key).

▼ TIP: If PaperPort ﬁnds the item based on annotation text, the item

will be selected on the PaperPort Desktop. Switch to the Page View, and then choose Find Next from the Edit menu (or press F3). The exact annotation on the page will be displayed and selected.

Finding Items

FINDING ANNOTATIONS

While you are working in Page View, PaperPort can ﬁnd annotation text in a mark-up or sticky note. For example, if you have a multipage contract and have exceptions to the wording, you could add an annotation such as “Check This” at each place where the wording needs to be revised. Then when you have finished reading the contract, ﬁnding the annotations is a quick way to get to the clauses that need revision.

▼ NOTE: You can ﬁnd annotation text in both Desktop View and Page

View. In Page View, PaperPort searches through the pages of the stack. If you use the process in Desktop View, PaperPort searches through all items on the desktop and selects the thumbnail that has the annotation.

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To ﬁnd an annotation:

1. Click the Find button, or from the Edit menu in Page View, choose Find Annotation. The Find Annotation dialog box appears.

To ﬁnd the item while in Desktop View, choose Find Item from the Edit menu.

2. Type the text that you want to ﬁnd, and select the search options.

6: Getting Items On and Off the PaperPort Desktop

3. Click Find. PaperPort begins searching for the text you typed.

In Page View, the annotation that is found is selected. In Desktop View, the item with the annotation text is selected.

4. To ﬁnd the next occurrence of the annotation, choose Find Next from the Edit menu.

▼ TIP: If the annotation you are looking for is on a page in a stack, ﬁnd

the stack in Desktop View, switch to Page View, and press F3. PaperPort ﬁnds the page with the annotation and displays it.

USING WINDOWS OBJECT LINKING AND EMBEDDING

You can insert a PaperPort item into another Windows application, such as Microsoft Word 6.0, by using Object Linking and Embedding (OLE). The item will appear in the Word document, creating a special link between the PaperPort application and Word. An application that contains an OLE object is called a container application. Word 6.0 is a typical container application for a PaperPort item.

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When you double-click the item in Word, PaperPort opens so that you can view or edit the item. Although you can perform some editing in PaperPort, generally you will want to edit the item by using one of the application icons on the PaperPort Desktop, such as Microsoft Paintbrush or one of the other graphics programs.

Before starting, check to see if the container application that you want to use supports OLE. Look for the Insert Object command, which is usually found in the Edit or Insert menu.

▼ NOTE: Not all Windows applications use OLE in the same way. If an

Insert Object command is not available, check the application’s user guide to see if it supports OLE.

Using Windows Object Linking and Embedding

To insert a PaperPort item into another application:

1. In the container application, click where you want the PaperPort item inserted.

2. From that application’s Edit or Insert menu, choose Insert Object or a similar command.

The Object dialog box appears.

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The Object dialog box may be different from the one shown here, depending on the version of Windows and OLE that you are using.

3. Select PaperPort Document and click OK. PaperPort opens. A message box summarizes the steps for inserting an item.

4. Click Continue.

5. On the PaperPort Desktop, select the item that you want to insert into the other application.

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ScanSoft PAPERPORT 3.6 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual