Visioneer SCANSOFT PAPERPORT DELUXE 6.0, PaperPort Deluxe User Manual

PaperPort Deluxe

™

User’s Guide

FOR WINDOWS

Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under the copyright laws.

AnyPort, AutoFix, AutoLaunch, Visioneer® FormTyper, MicroChrome, PaperEnable, PaperLaunch, PaperPort, PaperPort Deluxe, PaperPort ix, PaperPort Links, PaperPort mx, PaperPort OneTouch, PaperPort PowerBar, PaperPort vx, PaperPortation, PaperPort Strobe, PaperPort 3000, PaperPort 3100, PaperPort 3100B, PaperPort 6000, PaperPort 6000A, PaperPort 6000B, PaperPort 6100, ScanDirect, SimpleSearch, SharpPage, Visioneer Pro OCR 100, and Visioneer are trademarks of Visioneer, Inc. PaperPort, Visioneer® Visual Explorer, and the Visioneer logo are registered trademarks of Visioneer, Inc.

Microsoft is a U.S. registered trademark of Microsoft Corporation. Windows is a trademark of Microsoft Corporation. TextBridge is a registered trademark of Xerox Corporation. ZyINDEX is a registered trademark of ZyLAB International, Inc. ZyINDEX toolkit portions, Copyright © 1990-1996, ZyLAB International, Inc. All Rights Reserved. All other products mentioned herein may be trademarks of their respective companies.

OutsideIn® Viewer Technology ©1992–1997 Inso Corporation. All rights reserved. Portions of this product were created using LEADTOOLS ©1991–1998, LEAD Technologies, Inc. All rights reserved. Powered by dtSearch. www.dtsearch.com

Information is subject to change without notice and does not represent a commitment on the part of Visioneer, Inc. The software described is furnished under a licensing agreement. The software may be used or copied only in accordance with the terms of such an agreement. It is against the law to copy the software on any medium except as speciﬁcally allowed in the licensing agreement. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, or translated to another language, for any purpose other than the licensee’s personal use and as speciﬁcally allowed in the licensing agreement, without the express written permission of Visioneer, Inc.

Part Number: 06-0008-000

Restricted Rights Legend

Use, duplication, or disclosure is subject to restrictions as set forth in contract subdivision (c)(1)(ii) of the Rights in Technical Data and Computer Software Clause 52.227-FAR14. Material scanned by this product may be protected by governmental laws and other regulations, such as copyright laws. The customer is solely responsible for complying with all such laws and regulations.

Visioneer’s Limited Product Warranty

If you ﬁnd physical defects in the materials or the workmanship used in making the product described in this document, Visioneer will repair, or at its option, replace, the product at no charge to you, provided you return it (postage prepaid, with proof of your purchase from the original reseller) during the 12-month period after the date of your original purchase of the product.

THIS IS VISIONEER’S ONLY WARRANTY AND YOUR EXCLUSIVE REMEDY CONCERNING THE PRODUCT, ALL OTHER REPRESENTATIONS, WARRANTIES OR CONDITIONS, EXPRESS OR IMPLIED, WRITTEN OR ORAL, INCLUDING ANY WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT, ARE EXPRESSLY EXCLUDED. AS A RESULT, EXCEPT AS SET OUT ABOVE, THE PRODUCT IS SOLD “AS IS” AND YOU ARE ASSUMING THE ENTIRE RISK AS TO THE PRODUCT’S SUITABILITY TO YOUR NEEDS, ITS QUALITY AND ITS PERFORMANCE,

IN NO EVENT WILL VISIONEER BE LIABLE FOR DIRECT, INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES RESULTING FROM ANY DEFECT IN THE PRODUCT OR FROM ITS USE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

All exclusions and limitations in this warranty are made only to the extent permitted by applicable law and shall be of no effect to the extent in conﬂict with the express requirements of applicable law.

FCC Radio Frequency Interference Statement

This equipment has been tested and found to comply with the limits for the class B digital device, pursuant to part 15 of the FCC Rules. These limits are designed to provide reasonable protection against interference in a residential installation. This equipment generates, uses and can radiate radio frequency energy and if not installed, and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try and correct the interference by one or more of the following measures:

• Reorient or relocate the receiving antenna.

• Increase the separation between the equipment and receiver.

• Connect the equipment into an outlet on a circuit different from that to which the receiver is connected.

• Consult the dealer or an experienced radio/TV technician for help.

This equipment has been certiﬁed to comply with the limits for a class B computing device, pursuant to FCC Rules. In order to maintain compliance with FCC regulations, shielded cables must be used with this equipment. Operation with non-approved equipment or unshielded cables is likely to result in interference to radio and TV reception. The user is cautioned that changes and modiﬁcations made to the equipment without the approval of manufacturer could void the user's authority to operate this equipment.

This device complies with part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation.

TABLE OF CONTENTS

Chapter 1: Welcome to the PaperPort Software

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

View items in a variety of ways . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Capture Web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Organize all your items in folders . . . . . . . . . . . . . . . . . . . . . . . . 3

Scan items with your scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Combine items into stacks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Improve image quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Add notes, highlight areas, and mark up a page . . . . . . . . . . . . . . 7

Link to many other applications . . . . . . . . . . . . . . . . . . . . . . . . . 7

Fax it . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

E-mail it . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Convert image text to text that you can edit . . . . . . . . . . . . . . . . 9

Fill in a preprinted form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Use SimpleSearch to find an item . . . . . . . . . . . . . . . . . . . . . . . 10

Import items from other applications . . . . . . . . . . . . . . . . . . . . 11

Export items in other formats . . . . . . . . . . . . . . . . . . . . . . . . . . 11

View PaperPort items on other computers . . . . . . . . . . . . . . . . . 11

Use right mouse button shortcuts . . . . . . . . . . . . . . . . . . . . . . . 12

Visit Visioneer’s Web site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Chapter 2: Viewing Items

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Viewing items in Desktop View . . . . . . . . . . . . . . . . . . . . . . . . 14

Using Desktop View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Using the Command Bar in Desktop View . . . . . . . . . . . . . 16

Viewing items in Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Using Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Using the Command Bar in Page View . . . . . . . . . . . . . . . . 20

Zooming in or out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Changing between Desktop View and Page View . . . . . . . . . . . 23

Viewing items by using the application that created them . . . . . 23

Setting the Double-Click Action preference . . . . . . . . . . . . . . . 24

Quitting Desktop View or Page View . . . . . . . . . . . . . . . . . . . . 25

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ABLE OF CONTENTS

Chapter 3: Filing Items

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

PaperPort’s filing system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Displaying folders and items . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Adding and removing folders from Folder View . . . . . . . . . . . . 31

Adding a folder to Folder View . . . . . . . . . . . . . . . . . . . . . . 31

Removing folders from Folder View . . . . . . . . . . . . . . . . . . 32

Arranging folders in Folder View . . . . . . . . . . . . . . . . . . . . 33

Working with folders and items . . . . . . . . . . . . . . . . . . . . . . . . 34

Dragging and dropping items into folders . . . . . . . . . . . . . . 35

Filing items in multiple locations . . . . . . . . . . . . . . . . . . . . 36

Duplicating items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Creating new folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Giving folders new titles . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Dragging and dropping folders into folders . . . . . . . . . . . . . 40

Creating new items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Using Windows Explorer to manage items . . . . . . . . . . . . . . . . 41

Using SimpleSearch to find an item . . . . . . . . . . . . . . . . . . . . . 43

Chapter 4: Stacking PaperPort Items

. . . . . . . . . . . . . . . . . . . . . . 47

Combining items into stacks . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Using drag and drop to create stacks . . . . . . . . . . . . . . . . . . 48

Selecting and deselecting items . . . . . . . . . . . . . . . . . . . . . . 49

Giving titles to items and stacks . . . . . . . . . . . . . . . . . . . . . . . . 50

Moving between stacked pages . . . . . . . . . . . . . . . . . . . . . . . . . 52

Unstacking items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Tiling items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Chapter 5: Capturing Web Pages

. . . . . . . . . . . . . . . . . . . . . . . . . 57

Using a supported browser . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Capturing Web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Updating captured Web pages . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Viewing captured Web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Searching Web pages using SimpleSearch . . . . . . . . . . . . . . . . . 62

ABLE OF CONTENTS

Chapter 6: Using Links

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

The basic steps for using links . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Setting a link’s preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Managing the Link Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Changing how links appear on the Link Bar . . . . . . . . . . . . 66

Showing and hiding the Link Bar . . . . . . . . . . . . . . . . . . . . 67

Removing a link from the Link Bar . . . . . . . . . . . . . . . . . . . 68

Reordering links on the Link Bar . . . . . . . . . . . . . . . . . . . . 68

Chapter 7: Sending a Fax or E-Mail Message

. . . . . . . . . . . . . . . . 69

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Sending an item as a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Sending an item with an e-mail message . . . . . . . . . . . . . . . . . . 72

Sending a self-viewing file using an e-mail link . . . . . . . . . . . . . 74

Chapter 8: Converting Items to Text With OCR

. . . . . . . . . . . . . 77

What is OCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Converting an item to text . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Converting part of a page to text . . . . . . . . . . . . . . . . . . . . . . . . 84

Converting a scanned spreadsheet to text . . . . . . . . . . . . . . . . . . 85

Converting an item using another OCR application . . . . . . . . . 88

Setting the Visioneer OCR preferences . . . . . . . . . . . . . . . . . . . 88

Chapter 9: Using ScanDirect

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Starting ScanDirect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

The ScanDirect control panel . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Running PaperPort and ScanDirect together . . . . . . . . . . . . . . . 94

Using ScanDirect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Using a TWAIN scanner with ScanDirect . . . . . . . . . . . . . . . . . 98

Selecting the source scanner . . . . . . . . . . . . . . . . . . . . . . . . 98

Chapter 10: Filling In Preprinted Forms With FormTyper

Filling in a form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

FormTyper tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Printing a filled-in form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

. . . . 99

ABLE OF CONTENTS

Chapter 11: Annotating a Page

. . . . . . . . . . . . . . . . . . . . . . . . . . 105

Using the annotation tools . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Pointer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Eraser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Straighten Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Pan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Mark-Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Highlighter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Freehand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Arrow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Displaying and hiding annotations . . . . . . . . . . . . . . . . . . . . . 118

Chapter 12: Editing Images

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

Using the image editing tools . . . . . . . . . . . . . . . . . . . . . . . . . 119

Rotate right or left . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

AutoFix Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Adjust Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Picture Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Sharpen Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Remove Red Eye . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Crop Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Invert Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Remove Stray Dots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Enhance Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Automatically starting an image’s application . . . . . . . . . . . . . 128

Creating wallpaper from an item . . . . . . . . . . . . . . . . . . . . . . . 129

ABLE OF CONTENTS

vii

Chapter 13: Importing, Exporting, and Printing

. . . . . . . . . . . . 131

Importing files created in other applications . . . . . . . . . . . . . . 132

Exporting PaperPort items . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Exporting with compression . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Opening an item in Page View . . . . . . . . . . . . . . . . . . . . . . . . 137

Saving an item in a different format . . . . . . . . . . . . . . . . . . . . 138

Printing items to the printer . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Printing from other applications . . . . . . . . . . . . . . . . . . . . . . . 139

Appendix A: PaperPort Viewer

Index

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

. . . . . . . . . . . . . . . . . . . . . . . . . 141

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ABLE OF CONTENTS

CHAPTER 1

Welcome to the PaperPort Software

Welcome to the PaperPort software. This guide explains how to use the main features of your PaperPort software. In addition to this guide, you can get more information from a variety of sources:

Web.

Visit Visioneer’s Web site at www.visioneer.com where you can ﬁnd Technical Notes, Frequently Asked Questions (FAQs), software updates, and more. For a quick way to access information on the Web site, use the Internet menu.

Getting Started Guide.

started using PaperPort.

CD.

Access the Visioneer CD, your source for installing additional software that works with the Visioneer software and for viewing the online documentation.

Help.

how-to procedures, dialog box reference, and troubleshooting advice.

For a quick overview of PaperPort features, see the rest of this chapter.

Get help fast. Everything you want to know about PaperPort—

Review this printed guide to quickly get

HAPTER

ELCOME TO THE PAPERPORT SOFTWARE

1: W

IEW ITEMS IN A VARIETY OF WAYS

PaperPort provides several ways to view items:

thumbnail

, a small graphic that represents each item in a Desktop or

Desktop View

displays a

folder. You can see PaperPort items (MAX ﬁles) and non-PaperPort items (ﬁles created using other applications, such as Microsoft Word). Both types of items appear; no extra steps are necessary to see nonPaperPort items.

Page View

displays a close-up of a single page. You can open both PaperPort items and non-PaperPort items in Page View. Desktop View and Page View are separate applications that you can run independently or at the same time. You can also display a non-PaperPort item in the application that created it.

Desktop View displays items as thumbnails.

Page View displays each item as a full page.

APTURE WEB PAGES

Capture the visible portion of a Web page or the entire page.

APTURE

With PaperPort’s Web Capture, you can easily add Web pages as PaperPort items directly to the Desktop View and update the captured page the next time you connect to the Internet. You have the option of capturing only the visible portion of a page or an entire page.

RGANIZE ALL YOUR ITEMS IN FOLDERS

PaperPort has an easy-to-use ﬁling system for organizing your items. The ﬁling system consists of folders and items that you select to view in Desktop View. A folder can be located any where on your computer or on a device attached to your computer, such as an external drive or Zip disk. (You cannot view items on a network.) An item can be a PaperPort item or non-PaperPort item (a ﬁle created using another application, such as Word). You decide which folders to show in the Folder View.

WEB

PAGES

Folders are arranged in a “tree” structure in the Folder View. You use

•

this pane to select folders and view their items in Desktop View.

You can simply drag and drop an item onto a folder. When the folder

•

is highlighted, release the mouse button and the item is stored in that folder.

Folders can be “nested”—that is, stored in other folders.

•

When you double-click a folder, its items (both PaperPort (MAX) ﬁles and other ﬁles) appear on the Desktop.

•

You can also use Windows Explorer to manage the folders and items shown in Desktop View.

Folder View.

A folder added to the Folder View.

Items in the selected folder appear on the Desktop.

HAPTER

1: W

ELCOME TO THE PAPERPORT SOFTWARE

CAN

ITEMS WITH YOUR SCANNER

The PaperPort software works with a variety of scanners. Depending on the scanner you’re using, you can scan small items, such as business cards, or larger items up to 30 inches (76.2 cm) long. Typical items include newspaper clippings, reports, magazine articles, brochures, letters, memos, receipts, canceled checks, business cards, and color photos.

MEMO SALES

REPORT

FAX

For more information about scanning items, see the Installation Guide that came with your scanner.

A stack.

COMBINE ITEMS INTO STACKS 5

COMBINE ITEMS INTO STACKS

Many items that you place on the PaperPort Desktop will probably be more than one page. You can combine individual PaperPort items into a multipage item, called a stack. For example, you could save all of your medical claims in one stack or combine the pages of an article.

A single page.

IMPROVE IMAGE QUALITY

PaperPort has special features to improve the quality of an image. For example, you can lighten underexposed color photographs that are too dark, sharpen fuzzy pictures, adjust the colors of color graphics and photographs, straighten pages scanned in crooked, remove “dirt spots” with a single mouse click, and enhance the lines of a form.

6 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE

Here are some “before and after” examples of images:

This picture of a ﬂower cart is improved by clicking the AutoFix Picture tool. The image is lightened and sharpened.

This picture of a cow was slightly blurred and out of focus. The focus was improved by using the Sharpen Picture tool.

The original picture of the family dog had the “red eye effect” caused by an indoor ﬂash. The red was removed with the Remove Red Eye tool.

Circle information with the Freehand tool.

Use the Highlighter tool to highlight an area.

ADD NOTES, HIGHLIGHT AREAS, AND MARK UP A PAGE 7

ADD NOTES, HIGHLIGHT AREAS, AND MARK UP A PAGE

With the annotation tools in Page View, you can add a note, highlight text, draw lines or arrows, circle information, or paste a picture or graphic from another application into a PaperPort item. The following ﬁgure shows an example of how you can use the tools.

Draw the reader’s attention by adding arrows.

Use the Note tool to add notes to a page.

LINK TO MANY OTHER APPLICATIONS

PaperPort automatically recognizes many other applications on your computer and creates a “working link” to them. The Link Bar at the bottom of Desktop View shows icons of those linked applications. To use a link, drag an item onto one of the icons to start the application represented by the icon. A typical use of the Link Bar is to select an item and then fax it.

This sample Link Bar shows several applications with links to PaperPort.

8 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE

If PaperPort does not automatically recognize one of the applications on your computer, you can manually create a link using the Create New Link command. See the PaperPort Help for more information about creating new links.

FAX IT

If your computer has a fax modem and fax software, you can use the fax link to quickly send an item in PaperPort as a fax. The fax link is represented by a fax link icon on the Link Bar at the bottom of Desktop View.

Send an item by dragging and dropping it onto a link icon. This example shows dragging and dropping an item onto the WinFax Pro link icon.

When the fax link icon is highlighted, release the mouse button. Your fax application starts and you can send the item as a fax.

E-MAIL IT

If you can send e-mail from your computer, you can send any item as an e-mail attachment, including pages, graphics, and photos. You can use either the e-mail link icon or a convenient Send command to attach an item to an e-mail message.

The e-mail link icon for Lotus cc:Mail.

CONVERT IMAGE TEXT TO TEXT THAT YOU CAN EDIT 9

CONVERT IMAGE TEXT TO TEXT THAT YOU CAN EDIT

PaperPort can quickly convert the text on a PaperPort item (which is really just a picture of the text) into text that you can edit with a wordprocessing application. PaperPort converts the text using either the optical character recognition (OCR) application that comes with PaperPort, or your OCR application if it is already on your computer. You can convert the entire item, or by using the Copy As Text command, you can select only a portion of the text to convert.

Dragging an item onto a word-processing link icon starts PaperPort’s built-in OCR application, or you can use your own OCR application.

The link icon for Microsoft Word.

The link icon for Visioneer FormTyper.

FILL IN A PREPRINTED FORM

A built-in PaperPort application named FormTyper is designed speciﬁcally for ﬁlling in the ﬁelds on preprinted forms, such as insurance forms, registration cards, or tax forms, which often ask you to “Please Type the Information.” Using FormTyper, you can type the information by using your computer keyboard (instead of a typewriter), and then print the ﬁlled-in form. The FormTyper icon is on the Link Bar. Drag a scanned form onto the FormTyper icon and the form’s ﬁelds will be ready for you to begin typing.

10 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE

USE SIMPLESEARCH TO FIND AN ITEM

The PaperPort software has a wide range of options for ﬁnding items. In addition to the standard methods of searching for items by name, date, or keywords, a powerful PaperPort feature named SimpleSearch can ﬁnd items based on the textual content.

For example, if you only remember that the item included the word “California” or the phrase “California coastal tours,” SimpleSearch can ﬁnd the item containing that word or phrase for you. SimpleSearch ﬁnds items this way because it actually indexes all of your items (both PaperPort and non-PaperPort items) that are included in a folder in Folder View and remembers the textual content. You simply enter a word or phrase, and SimpleSearch ﬁnds the items that have it.

IMPORT ITEMS FROM OTHER APPLICATIONS 11

IMPORT ITEMS FROM OTHER APPLICATIONS

In addition to scanning items, you can bring items into PaperPort in a variety of ways and convert them to PaperPort (MAX) ﬁles in several different ways:

• Print to the Desktop View from another application, such as

Microsoft Excel.

• Import ﬁles saved in other ﬁle formats, such as Windows Bitmap

(BMP) or Tag Image File Format (TIFF).

• Duplicate an item as a PaperPort item.

• Capture a Web page.

EXPORT ITEMS IN OTHER FORMATS

You can export or save PaperPort items in several popular ﬁle formats, such as BMP, JPEG, TIFF, or self-viewing. For example, to create a ﬁle for an Internet Web site, export it as a JPEG ﬁle. Web pages often use JPEG ﬁles for displaying images.

VIEW PAPERPORT ITEMS ON OTHER COMPUTERS

PaperPort Viewer, a separate application, comes with PaperPort and lets others view PaperPort items without PaperPort. PaperPort Viewer is available for free on the Visioneer Web site at www.visioneer.com. You can also embed a mini PaperPort Viewer application with an e-mail message or export a ﬁle as self-viewing. The recipient of a message or of the self-viewing ﬁle simply double-clicks the attachment or ﬁle to see the PaperPort ﬁle.

12 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE

USE RIGHT MOUSE BUTTON SHORTCUTS

Many of the tools, buttons, and icons in PaperPort have right mouse button shortcuts. For example, select an item in Desktop View and click the right mouse button to display a menu for the item. You can choose commands from that menu instead of the menus in the menu bar.

The following sample shows the shortcut menu for a single item in Desktop View. Other shortcut menus appear when you click the right mouse button in Desktop View instead of on an item, and when you’re viewing an item in Page View.

VISIT VISIONEER’S WEB SITE

You can use the PaperPort software to connect to different areas on Visioneer’s Web site (www.visioneer.com) on the Internet. The PaperPort software starts your Internet browser software and displays the selected area on Visioneer’s Web site. (If you do not have a direct Internet connection, you might have to connect to your Internet provider before choosing an Internet menu command.)

CHAPTER 2

Viewing Items

PaperPort provides several ways to view items: Desktop View displays a thumbnail, a small graphic that represents each item in a selected folder. You can see PaperPort items (MAX files) and non-PaperPort items (items created using other applications, such as Microsoft Word) located anywhere on your computer.

Page View displays a close-up of a single page. You can view both PaperPort items and non-PaperPort items in Page View. Desktop View and Page View are separate applications that you can run independently or at the same time.

You can also start and use other applications directly from Desktop View to view non-PaperPort items created in those applications.

This chapter tells you about:

• Viewing items in Desktop View

• Viewing items in Page View

• Viewing items by using the application that created them

• Changing between Desktop View and Page View

• Setting the Double-Click Action preference

• Quitting Desktop View or Page View

14 CHAPTER 2: VIEWING ITEMS

VIEWING ITEMS IN DESKTOP VIEW

Desktop View shows thumbnails of items and stacks of items. When you ﬁrst start Desktop View, the items in the default folder appear. You can select a different folder to see its items.

To view items in Desktop View:

• Double-click the PaperPort icon on the Windows desktop.

• In Page View, click the Desktop button.

The Command Bar has shortcuts for choosing menu commands, such as changing views.

Use the Folder View to navigate between different folders and to file and organize items.

Stacks are PaperPort items that have been combined. Stack titles appear in bold type above the page titles.

Use the scroll arrow to view other links on the Link Bar.

Thumbnail of a PaperPort item.

Thumbnail of non-PaperPort item (for example, a Word file).

The status bar shows information about the selected item, link, or button.

The Link Bar has icons that represent other applications and functions that work with PaperPort. The icons vary, depending on the applications installed on your computer.

VIEWING ITEMS IN DESKTOP VIEW 15

Tip: By default, the Desktop background is gray. If you prefer to use the system default background color, deselect the gray option in the Desktop Preferences. To display the preferences, choose Preferences from the Edit menu, and then click the Desktop tab.

USING DESKTOP VIEW

Desktop View contains many features that help you to easily navigate between folders and display items to perform a variety of actions.

Command Bar. The buttons on the Command Bar are shortcuts for

commands on the menus. For example, clicking the Find button is the same as choosing Find from the Search menu. The Command Bar appears in both Desktop View and Page View, but most of the buttons are different.

Folder View. The Folder View is the left pane shown in Desktop View.

It contains the default folder (Visioneer Documents, unless you chose a different folder at installation) and any other folders that you add to it. The folders that you add to the Folder View can be located anywhere on your computer or located on any device connected to your computer, such as folders on an external hard drive, Zip drive, or CD. After you add a folder to the Folder View, you can see all of its subfolders and items (both PaperPort and non-PaperPort) in Desktop View. You can also work with the folders and items, such as moving, copying, and renaming items in Desktop View. For more information about using the Folder View to manage your items, see Chapter 3, “Filing Items.”

Thumbnails of PaperPort items. PaperPort thumbnails are small

representations of PaperPort items so that you can see the items at a glance. To see an item at full size, use Page View.

Thumbnails of non-PaperPort items. If an item is a non-PaperPort

item, such as a Microsoft Word or Microsoft Excel ﬁle, the item also appears as a thumbnail. In addition, a small icon representing the application that was used to create the item appears at the corner of the thumbnail.

16 CHAPTER 2: VIEWING ITEMS

A stack. After scanning or importing multiple pages to Desktop View,

you can combine the thumbnails of those pages into a stack. For example, if you scan a 10-page report, 10 individual pages appear on the PaperPort Desktop. By combining the pages into a stack, you can work with the report as a single item. Stack titles appear in bold type above the page titles. You cannot stack non-PaperPort items; however, you can change non-PaperPort items into a PaperPort items and then stack them together. (For more information, see Chapter 13, “Importing,

Exporting, and Printing.”)

Link Bar. The icons on the Link Bar represent other applications and

functions that work with PaperPort. The icons include links for sending a scanned item as a fax or an e-mail attachment, reading text from a scanned item into a word-processing program, entering data into a preprinted form, and so on. The icons that appear depend on the applications installed on your computer. Use the scroll arrows on the Link Bar to see the other icons.

Status Bar. The Status Bar shows information about the selected

items, the links, or the buttons on the Command Bar.

USING THE COMMAND BAR IN DESKTOP VIEW

To use a button on the Command Bar, click it. If a button does not apply to a selected item, the button will be gray, and clicking it will not have any effect.

Page. Change from Desktop View to Page View. To use this button,

you must ﬁrst select an item.

Twain. Acquire an item using a Twain device, such as a scanner. For example, if you have a ﬂatbed scanner attached to your computer, click this button to start scanning. (This button appears only if you have a TWAIN device connected to your computer.)

Copy. Copy an item shown in Desktop View. Paste. Paste an item into the currently selected folder in Desktop View.

VIEWING ITEMS IN PAGE VIEW 17

Find. Find an item in Desktop View. Rotate. Rotate the selected items or stacks. Rotating a stack rotates

every page in the stack. Click the arrow next to the button to see different options for rotating items, such as to the right, left, or ﬂipped.

Duplicate. Make a copy of the selected items. Stack. Combine selected items into one stack. Unstack. Unstack the pages of the selected stack. Click the arrow next

to the button to see different options for unstacking items, such as unstacking all pages or unstacking only the current page in a stack.

Arrange. Arrange the items on the PaperPort Desktop. Click the arrow

next to the button to see different options for arranging items, such as by position, name, date, size, or type.

Explorer. Change to Windows Explorer. You can drag and drop items

between Desktop View and a Windows Explorer folder or location.

Note: Two other buttons might appear on the Command Bar. A Settings button appears if you are using the PaperPort software with a PaperPort sheet-fed scanner. Click this button to display the PaperPort Preferences dialog box where you can set scan settings and options. The other button that can appear on the Command Bar is labeled OLE Return. It appears when you are using Windows Object Linking and Embedding (OLE).

VIEWING ITEMS IN PAGE VIEW

Page View displays a close-up view of one page so that it is readable on the screen. In Page View, you can view PaperPort items and nonPaperPort items created using other applications. You can also adjust and edit the quality, color, and other aspects of a PaperPort image using the Image Editing toolbar. With PaperPort items and the annotation tools, you can add comments, highlight or circle information, or add a picture to a page. Any changes you make in Page View are automatically saved when you close Page View or view a different item in Page View.

18 CHAPTER 2: VIEWING ITEMS

To view a PaperPort item in Page View:

• In Desktop View, double-click the item that you want to see in

Page View, such as a scanned business card.

• Click an item in Desktop View, and then click the Page button.

Tip: You can also double-click a PaperPort item in Windows Explorer to view it in Page View.

Note: If you start Page View from Desktop View, Page View replaces the Desktop View window. If you prefer, you can open Page View in a separate window. To set this option, select Launch Page View in a Separate Window, in the Desktop preference.

To view a non-PaperPort item in Page View:

• In Desktop View, Shift-double-click a non-PaperPort item, or click

the non-PaperPort item, and then click the Page icon on the Command Bar.

Note: If you double-click a non-PaperPort item, it appears in the application used to create it. For more information about viewing a non-PaperPort item in its application, see “Viewing items by using the

application that created them.” For information about changing the

preference that controls the double-click action, see “Setting the

Double-Click Action preference.”

Command Bar

Annotation toolbar

VIEWING ITEMS IN PAGE VIEW 19

Image Editing toolbar

Status bar

Note: To open multiple Page View windows at the same time, choose Open New Viewer for Each Document in Page View, Viewer Preferences. To display Page View preferences, choose Preferences from the Edit menu.

USING PAGE VIEW

Page View provides many useful features for viewing an item, adding annotations, and editing an image.

Command Bar. The buttons on the Command Bar are shortcuts for

commands on the menus. Notice that most of the buttons in the Page View Command Bar are different from those in Desktop View.

Annotation toolbar. These tools are for adding notes to a page,

highlighting areas on it, cutting and pasting sections, drawing on the page, adding a picture to the page, and so forth. See Chapter 11,

“Annotating a Page,” for examples of annotations and how to use the

tools.

20 CHAPTER 2: VIEWING ITEMS

Image Editing toolbar. These tools are for editing the scanned

images, including adjusting an image’s colors, rotating an image, removing the “red eye” effect from a color snapshots, sharpening fuzzy images, and so on. See Chapter 12, “Editing Images,” for more information.

Status bar. The status bar shows information about the page being

displayed.

USING THE COMMAND BAR IN PAGE VIEW

The buttons on the Command Bar help you view a page. For example, you can view different pages, zoom in and zoom out, and enhance an image.

Desktop. Change from Page View to Desktop View.

Twain. Acquire an item using a TWAIN device, such as a scanner. For

example, if you have a ﬂatbed scanner attached to your computer, click this button to start scanning. (This button appears only if you have a TWAIN device connected to your computer.)

Copy. Copy an item. Paste. Paste a copied item. << Page. Displays the previous page in a stack. Page >>. Displays the next page in a stack. Zoom Out. Reduces the size of the page in Page View. Actual Size. Returns the page to its original (100%) size. Zoom In. Magniﬁes the size of the page in Page View. WWW. Connects to the Internet Web page shown in Page View.

VIEWING ITEMS IN PAGE VIEW 21

Note: Several other buttons might appear on the Command Bar. A Settings button appears if you are using the PaperPort software with a PaperPort sheet-fed scanner. Click this button to display the PaperPort Preferences dialog box where you can set scan settings and options. The OLE Return button appears when you are using Windows Object Linking and Embedding (OLE). The << Item and Item >> buttons appear if you replace the Desktop View window with the Page View window when you view an item in Page View. Click these buttons to see the previous and next item on the Desktop.

In addition to the Command Bar, you can use the keyboard to move between pages in a stack or to the top or bottom of a page, as described in the following table.

Key Action

Page Down Scrolls down several lines through the

document each time you press the key. If you press the key at the end of a page in a stack, the next page appears.

Page Up Scrolls up several lines through the

document each time you press the key.

Cursor Down Scrolls down one line at a time through the

document each time you press the key.

Cursor Up Scrolls up one line at a time through the

document each time you press the key. If you press the key at the beginning of a page in a stack, the previous page appears.

Home Positions the cursor at the upper left corner

of the current page.

End Positions the cursor at the lower right corner

of the current page.

22 CHAPTER 2: VIEWING ITEMS

ZOOMING IN OR OUT

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.

To zoom in or out on a page:

1. Display the page in Page View.

2. To zoom in, either choose Zoom In from the View menu, click the

3. To zoom out, either choose Zoom Out from the View menu, click

Zoom In button, or press the plus (+) key on the numeric keypad.

the Zoom Out button, or press the minus (-) key on the numeric key pad.

4. To display the page at its actual size (100%), choose Actual Size

from the View menu or click the Actual Size button.

+ 126 hidden pages

Visioneer SCANSOFT PAPERPORT DELUXE 6.0, PaperPort Deluxe User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual