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.

Changes to Page View

CHANGING BETWEEN DESKTOP VIEW AND PAGE VIEW 23

CHANGING BETWEEN DESKTOP VIEW AND PAGE VIEW

After starting Desktop View and Page View, you can use the Windows taskbar or the Page and Desktop icons to quickly change between the two applications.

To change between Desktop View and Page View:

1. In Desktop View, select the item you want.

2. Click the Page button.

3. To return to Desktop View, click the Desktop button.

• Click the Visioneer PaperPort button (Desktop View) or the button

representing the opened item (Page View) on the Windows taskbar

Changes to Desktop View

VIEWING ITEMS BY USING THE APPLICATION THAT

CREATED THEM

From Desktop View you can start a non-PaperPort item’s application and use it to view the item.

To view a non-PaperPort item in its application:

• In Desktop View, double-click a non-PaperPort item. The application

that created the item starts and the item appears. If you want, you can change the Double-Click Action preference so

that the item appears in Page View when you double-click it. For more information, see the next section.

24 CHAPTER 2: VIEWING ITEMS

SETTING THE DOUBLE-CLICK ACTION PREFERENCE

Desktop View shows both PaperPort items and non-PaperPort items. By default, when you double-click a non-PaperPort item in Desktop View, it appears in the application used to create it. For example, a thumbnail of an item with a small Microsoft Word icon in the lower left corner would open in Word. If you prefer, you can change the Double-Click Action preference so that a non-PaperPort item opens in Page View.

Tip: To override the preference setting, Shift-double-click an item.

To set the Double-Click Action preference:

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

2. Click the Desktop tab. The Desktop preferences appear.

dialog box appears.

Double-Click Action preferences

3. To open and display the item in its application, select Launch

Native Application as the Default Double-Click Action. To open and display the item in Page View, select Launch Page

View as the Default Double-Click Action.

4. Click OK.

QUITTING DESKTOP VIEW OR PAGE VIEW 25

QUITTING DESKTOP VIEW OR PAGE VIEW

Quit Desktop View or Page View in the same way that you exit from other Windows applications.

To quit:

• From the File menu, choose Exit.

26 CHAPTER 2: VIEWING ITEMS

CHAPTER 3

Filing Items

In PaperPort’s Desktop View, you can easily ﬁle and manage items. This chapter tells you about:

• PaperPort’s ﬁling system

• Displaying folders and items

• Adding and removing folders from Folder View

• Working with folders and items

• Using Windows Explorer to manage items

• Using SimpleSearch to ﬁnd an item

PAPERPORT’S FILING SYSTEM

An efﬁcient way to ﬁle and manage items in PaperPort is to use Desktop View. This view includes Folder View (showing folders that you have added to Folder View) and the Desktop (showing items contained in a selected folder).

28 CHAPTER 3: FILING ITEMS

Folder View.

This icon identifies the folder as one that was added to Folder View.

Items in a selected folder appear on the Desktop.

A PaperPort item.

A non-PaperPort item.

DISPLAYING FOLDERS AND ITEMS

When you start PaperPort, the Visioneer Documents folder (or the one that you chose when you installed PaperPort) is selected in Folder View and the items it contains appear on the Desktop. Its subfolders appear below the folder in Folder View. PaperPort comes with a set of predeﬁned folders, but you can delete and move the folders, and change the color and titles if you want.

You decide which additional folders to add to Folder View. A folder can be located anywhere on your computer, or located on a device attached to your computer, such as an Iomega Zip disk. An added folder is identiﬁed with an icon, as shown in the previous ﬁgure.

DISPLAYING FOLDERS AND ITEMS 29

After you add a folder to Folder View, you can see all of its subfolders and its items in Desktop View. Items can include PaperPort items as well as non-PaperPort items (ﬁles that were created using other applications, such as Word). For more information about adding folders, see “Adding

a folder to Folder View,” later in this chapter.

Each item appears in Desktop View represented by a thumbnail. Non-PaperPort items include a small icon representing the application used to create the item. This makes it easy and convenient to quickly see all different types of items.

To see the contents of a folder:

1. In Folder View, double-click the folder that you want to view or

click the plus sign (+) if one appears.

If the selected folder includes items not contained in a subfolder, the items appear on the Desktop; any subfolders appear below the added folder in Folder View.

2. Double-click a folder to display its contents. Any items in the folder

appear on the Desktop.

Note: If a folder contains other folders, a plus sign (+) appears to the left of the Folder name. You can click the plus sign to display the list of folders. A minus (-) sign indicates that all subfolders are displayed. You can click the minus sign to collapse a folder.

30 CHAPTER 3: FILING ITEMS

Items in the selected folder appear on the Desktop.

This example shows four items in the Newsletter folder, which is located in the Adventure Travel folder.

Note: When you place items in Desktop View, such as by scanning, capturing Web pages, and importing items, the items appear in the location that is currently selected in Folder View. For example, if the Newsletter folder is selected and its items appear on the Desktop, then a scanned item is placed in the Newsletter folder.

ADDING AND REMOVING FOLDERS FROM FOLDER VIEW 31

ADDING AND REMOVING FOLDERS FROM FOLDER VIEW

To see a folder already located on your computer or on an external device, such as an external hard drive or Iomega Zip drive, you add the folder to Folder View. The folder can contain many subfolders or can be simply a single folder.

This section tells you about:

• Adding a folder to Folder View

• Removing folders from Folder View

• Arranging folders in Folder View

ADDING A FOLDER TO FOLDER VIEW

When you add a folder to Folder View, it is identiﬁed with an icon in Folder View. After you add a folder, you can view any of its subfolders or items in Desktop View.

To add a folder to Folder View:

1. In Desktop View, choose Add to Folder View from the File menu.

The Add to Folder View dialog box appears. It shows you the same device and folder information that you see in Windows Explorer (except for network devices).

32 CHAPTER 3: FILING ITEMS

2. Select the folder that you want to add and click OK. The folder

appears in Folder View and its items appear on the Desktop. Any subfolders are automatically included and shown in Folder View below the added folder. The following example shows that the Adventure Travel folder was added.

Added folder located on the C drive.

In addition to the icon that identiﬁes a folder as an added folder, the folder title indicates the actual location of the folder on your computer. For example, in the previous ﬁgure, the folder Adventure Travel is located on the C drive.

Note: You can also add folders by choosing Arrange Folder View from the File menu, and then clicking the Add button.

REMOVING FOLDERS FROM FOLDER VIEW

If you no longer want a folder to appear in PaperPort, remove it from Folder View. When you remove a folder it does not delete it from your computer.

To remove a folder:

1. In Folder View, select the folder you want to remove.

2. From the File menu, choose Remove From Folder View. The

folder is removed from Folder View.

ADDING AND REMOVING FOLDERS FROM FOLDER VIEW 33

Note: You can also remove a folder by choosing Arrange Folder View from the File menu, selecting a folder in the dialog box that appears, and then clicking the Close button.

ARRANGING FOLDERS IN FOLDER VIEW

Use the Arrange Folder View dialog box to change the order in which added folders appear in Folder View. You can also use this dialog box as another way to add and remove folders.

To arrange the folders:

1. From the File menu, choose Arrange Folder View. The Arrange

Folder View dialog box appears.

34 CHAPTER 3: FILING ITEMS

2. To move a folder up in the list, select the folder and click the Move

3. Click OK.

Up button. To move a folder down in the list, select the folder and click the Move Down button. The following example shows that the My Documents folder was moved down.

Note: You cannot change the position of the top folder, in this example Visioneer Documents, by using the Arrange Folder View dialog box. To change the position of this folder, click the Change Default Desktop Folder button in the Desktop Preferences.

WORKING WITH FOLDERS AND ITEMS

Often the folders you add contain subfolders to help organize your items. This section tells you about:

• Dragging and dropping items into folders

• Filing items in multiple locations

• Duplicating items

• Creating new folders

• Giving folders new titles

• Dragging and dropping folders into folders

WORKING WITH FOLDERS AND ITEMS 35

Note: The following procedures tell you how to work with folders and items from Desktop View. You can also use Windows Explorer to complete changes, such as retitling a folder and ﬁling items in different folders. For more information, see “Using Windows

Explorer to manage items,” later in this chapter.

DRAGGING AND DROPPING ITEMS INTO FOLDERS

The easiest way to move an item into a folder is by dragging and dropping the item. You can ﬁle items one at a time, or you can ﬁle multiple selected items all at the same time.

To drag and drop an item into a folder:

1. Click an item shown on the Desktop.

2. Drag the selected item into another a folder.

3. When the folder is highlighted, release the mouse button.

You can also put the selected item into a folder by using the Move to Folder command in the Desktop menu.

36 CHAPTER 3: FILING ITEMS

FILING ITEMS IN MULTIPLE LOCATIONS

To ﬁle the same item in multiple locations, such as in different folders, you can either create a copy of the item or create a shortcut for the item. (A shortcut is a great way to ﬁle an item in different places, without taking up the extra disk space required by a copied item.)

To create a copy of the item:

1. On the Desktop, select the item.

2. From the Desktop menu, choose Copy to Folder. The Copy To

Folder dialog box appears.

3. Select the folder in which you want to place the copied item, and

To create a shortcut:

1. On the Desktop, right-click the item, and then while holding down

then click OK. The Copy to Folder command creates a copy of the item and puts it into the new folder, but leaves the original item in its original folder.

the right mouse button, drag the item to the folder in which you want to ﬁle it. A short cut menu appears.

WORKING WITH FOLDERS AND ITEMS 37

2. Choose Create Shortcut(s) Here. The item remains in the original

location, and a thumbnail representing the item appears in the other location. (The new thumbnail is really just a shortcut; the ﬁle has not been copied to the new location.)

Note: You can also create shortcuts for items by using Windows Explorer.

DUPLICATING ITEMS

Another way to ﬁle an item in multiple locations is to create a duplicate of the item in Desktop View. You can duplicate both PaperPort and non-PaperPort items. You can also use the Duplicate As PaperPort Item command to create a converted copy of a non-PaperPort item. For example, you can duplicate a Word ﬁle to create a copy of the Word ﬁle, or duplicate the Word ﬁle as a PaperPort item to convert the Word ﬁle to the PaperPort format.

After you convert a non-PaperPort item to PaperPort, you can take advantage of other features available only to PaperPort items, such as the annotation tools and the ability to create stacks.

To create a duplicate of an item:

1. On the Desktop, select the item.

2. From the Desktop menu, choose Duplicate Item. The duplicated

item appears on the Desktop, with the title, Copy title.

To duplicate an item as a PaperPort item:

1. On the Desktop, right-click the non-PaperPort item, such as a

Word document. A short cut menu appears.

2. Choose Duplicate as PaperPort Item.

38 CHAPTER 3: FILING ITEMS

3. The duplicated item appears as a PaperPort item with the title Copy

CREATING NEW FOLDERS

You can use PaperPort to create new subfolders for any of the folders you add to Folder View. For example, you could create a folder named Business and another one named Vacation as subfolders to your Travel folder. Then you could keep all your business travel receipts in one, and vacation travel receipts in the other. (You can also create folders using Windows Explorer. For more information, see “Using Windows

Explorer to manage items,” later in this chapter.)

of title. For example, if you duplicate the Flowers item, the duplicated item is titled Copy of Flowers.

To create a folder:

1. Open the folder in which you want to create a new folder. For

example, the following ﬁgure shows the Adventure Travel folder.

2. From the File menu, choose New, and then Folder. The New

Folder dialog box appears.

WORKING WITH FOLDERS AND ITEMS 39

3. Type the new folder’s title, choose a folder color, and then click OK.

The following shows a new folder named Web Capture.

Tip: Use the Folder Preferences in the PaperPort Preferences dialog box to set up your preferred folder title and color. For more information about preferences, see the PaperPort Help.

GIVING FOLDERS NEW TITLES

It is a good idea to use descriptive titles to name each folder. You can retitle any folder, including the basic set of folders that you receive with PaperPort.

To give a folder a new title:

1. Click a folder to select it.

2. Click the folder’s title to see the text box for editing the title.

3. Type the new title and press the Enter key or just click elsewhere on

the Desktop.

You can also select the folder and choose Change Title from the File menu.

40 CHAPTER 3: FILING ITEMS

DRAGGING AND DROPPING FOLDERS INTO FOLDERS

Folders can be stored in other folders by dragging and dropping one folder into another.

Tip: Holding down the Ctrl key while dragging a folder into another folder creates a duplicate of the one you’re dragging. This is a quick way to create a new folder, and can save time when you’re creating a batch of new folders. When you’re ﬁnished creating the folders, you can give each new one its own title. If the folder being duplicated already contains items, they are duplicated too.

To drag and drop one folder into another:

1. In Folder View, click a folder to select it.

2. Drag the selected folder onto another folder.

3. When the folder is highlighted, release the mouse button.

CREATING NEW ITEMS

In addition to creating new folders in Desktop View, you can create new items including PaperPort items and non-PaperPort items, such as Word or Excel ﬁles.

To create a new PaperPort item:

1. From the File menu, choose New, and then Item. The Create New

Item dialog box appears.

USING WINDOWS EXPLORER TO MANAGE ITEMS 41

2. Type the width and height of the image that you want to create.

3. Select the image type and a resolution, and then click OK. The new

PaperPort item appears in Desktop View.

To create a non-PaperPort item:

1. From the File menu, choose New, and then the application of the

item that you want to create, such as Word. PaperPort starts the application.

2. Create the ﬁle, such as by typing in a Word document, and then

save the ﬁle. The item appears in Desktop View.

USING WINDOWS EXPLORER TO MANAGE ITEMS

The previous procedures tell you how to work with folders and items from Desktop View. You can also use Windows Explorer to complete changes, such as retitling a folder and ﬁling items in different folders. The changes you make in Windows Explorer are directly reﬂected in Desktop View. Likewise, any changes you make in Desktop View are implemented in Windows Explorer.

To launch Windows Explorer and make changes:

1. In Desktop View, click the Explorer button on the Command Bar.

or From the Windows Start menu, choose Programs, and then

Windows Explorer.

42 CHAPTER 3: FILING ITEMS

2. Using Windows Explorer, make changes to folders or items that are

part of a folder added to Folder View. For example, you can create a new folder, retitle a folder, and drag and drop items into different folders.

You can also drag folders and items from Windows Explorer directly to PaperPort.

USING SIMPLESEARCH TO FIND AN ITEM 43

3. If Desktop View is currently active, switch to the PaperPort

Desktop View and refresh the information by choosing Refresh from the View menu. The changes you make in Windows Explorer are directly reﬂected in Desktop View. If you don’t choose Refresh now, Desktop View is updated the next time SimpleSearch indexes information.

USING SIMPLESEARCH TO FIND AN ITEM

PaperPort’s SimpleSearch features help you ﬁnd items. SimpleSearch searches all the items–both PaperPort items and items created using other applications–that are in a folder listed in Folder View.

For example, if you recall the item’s title or keywords, PaperPort can ﬁnd the item based on that information. However, PaperPort also reads the entire text content of each item and can ﬁnd items based on any words and phrases in the content. To use this powerful search feature, make sure that the Content check box is selected in the Find Item dialog box.

To use SimpleSearch to ﬁnd an item in a folder:

1. In Desktop View, choose Find Item from the Search menu.

2. Type the text to identify the item.

3. Select one or more check boxes to identify where to search for the

text.

44 CHAPTER 3: FILING ITEMS

4. Select the buttons to ﬁnd just the ﬁrst, or all items that have that

In the SimpleSearch dialog box, you can:

• Click the Options tab to display several options for using

text. Click Find.

SimpleSearch, including whether you want PaperPort to match the exact phrase you’re looking for or to ﬁnd text that closely matches. You can also indicate whether you want to search all folders, the current folder, or the current folder and its subfolders.

• Click the Update SimpleSearch button to read any items that haven’t

been read yet. This adds the items’ text to the SimpleSearch database (which is similar to the index of this guide).

You can add speciﬁc items to the SimpleSearch database. Right-click an item, and then choose Add to SimpleSearch from the shortcut menu.

USING SIMPLESEARCH TO FIND AN ITEM 45

This is particularly useful when you’ve scanned a number of items and ﬁled them in a new folder. Right-click the folder and PaperPort begins adding the items’ content to the SimpleSearch database.

Note: SimpleSearch works in the background, which means that PaperPort periodically indexes items’ textual content even while you’re working on other tasks.

For more information about SimpleSearch and using Summary Information in a search, see the PaperPort Help.

46 CHAPTER 3: FILING ITEMS

CHAPTER 4

Stacking PaperPort Items

Like many other busy people, you might 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 right stack.

With PaperPort you can electronically organize PaperPort 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. You cannot stack non-PaperPort items, such as Word or Excel thumbnails that appear in Desktop View.

This chapter tells you about:

• Combining items into stacks

• Giving titles to items and stacks

• Moving between stacked pages

• Unstacking items

• Tiling items

48 CHAPTER 4: STACKING PAPERPORT ITEMS

COMBINING ITEMS INTO STACKS

To stack pages, you can:

• Drag one page on top of the other

• Click the Stack button on the Command Bar

• Use the stack commands in the Desktop menu

You can also add stacks to other stacks. You cannot stack non-PaperPort items, such as Word or Excel thumbnail that appear in Desktop View.

USING DRAG AND DROP TO CREATE STACKS

1. In the Desktop View, select the item that you want to stack.

This example shows stacking a cover letter on a newsletter.

Cover Letter Spring Vol 42

2. Drag the selected item onto the item on which you want to stack it.

3. When the second item is highlighted, release the mouse button.

Cover Letter Spring Vol 42

COMBINING ITEMS INTO STACKS 49

The stack is created.

Spring Vol 42

Cover Letter

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

A new stack receives the title of the item on the bottom of the stack. The stack title (“Spring Vol 42” in this case) is shown in boldface type. Each page title is shown in normal typeface (“Cover Letter” in the previous example).

Any PaperPort item on the PaperPort Desktop can be stacked onto any other PaperPort item. You can use drag and drop to stack pages onto other pages, stacks onto other stacks, pages onto stacks, and stacks onto pages. You can also use the Stack button on the Command Bar to stack items. Select them in the order that you want them stacked and click the Stack button.

SELECTING AND DESELECTING ITEMS

When stacking items, you need to select them. You can select one item at a time, or several items together.

To select or deselect a single item:

• To select the item, click its thumbnail in Desktop View. A red (or

dark) line around an item indicates that it is selected.

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

Desktop View.

50 CHAPTER 4: STACKING PAPERPORT ITEMS

To select multiple items:

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

Ctrl key.

• Click an empty space on the PaperPort Desktop; then drag the mouse

around the items that you want to select. 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.

GIVING TITLES TO ITEMS AND STACKS

When you ﬁrst scan or create a new item on the PaperPort Desktop, its title is the current date. If you prefer, you can change the format of the predeﬁned date title, or deﬁne a custom title to use for all new items.

You can also change an individual title to something more descriptive, such as “Smithers Contract” or “Letter to Dr. Adams.” You can use as many as 30 characters for a title. The more descriptive the title, the easier it is to quickly ﬁnd the item you want.

In addition to item titles, each page in a stack can have a title. You can choose to display the title of only the stack or the title of the stack and each page title in the stack.

The stack title and page titles both appear above the stack so that as you ﬂip through the pages of a stack you can see each page’s title as well as the stack title.

The stack title is in boldface type.

The page title is in normal type.

As you flip through the pages, each page’s title appears.

GIVING TITLES TO ITEMS AND STACKS 51

If you don’t want to see page titles with the stack titles, choose Per-Page Titles from the View menu to remove the check mark from the command. Or, from the Edit menu, choose Preferences, and then click the Desktop tab; uncheck the Show Stack Page Titles option.

To change the default date title for new items:

1. Choose Preferences from the Edit menu, and click the Item

Names tab. The Item Names preferences appear. The Default title drop-down list shows the choices for a predeﬁned date title.

2. Select the one you want and click OK.

To use a custom title:

1. Choose Preferences from the Edit menu, and click the Item

Names tab.

2. Select the Custom option, type a title, and then click OK. You can

type as many as 256 characters for the title.

To change a title in Desktop View:

1. Select the item or stack.

2. Click its title, or choose Change Title from the File menu.

3. Type the new title and press Enter.

52 CHAPTER 4: STACKING PAPERPORT ITEMS

To change a title in Page View:

• Choose Change Title from the File menu.

Duplicated items receive titles based on the original item. For example, the duplicate of a single-page item named “Invoice” will be “Copy of Invoice.” The duplicate of a page in a stack has the same name as the original page and it will not be part of the stack. This is an easy way to create a copy of a page while keeping the original stack intact. To create duplicates, select the item(s) and then from the Desktop menu choose Duplicate Item or Duplicate Current Page.

MOVING BETWEEN STACKED PAGES

Use the Page Navigators to move through the pages of a stack. You can also use the commands on the Page menu to move from page to page in a stack.

To move between pages in a stack in Desktop View:

1. Select the stack.

2. Click the left arrow of the Page Navigator to see the previous page

in the stack.

3. Click the right arrow of the Page Navigator to see the next page in

the stack.

Previous page Next 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 from the Page menu to move directly to any

UNSTACKING ITEMS 53

page in the stack. Clicking the middle of the Page Navigator (it says 1 of 2 in the example above) is a shortcut for choosing the Go To Page command.

To move between pages in a stack in Page View:

1. Display the stack in Page View.

2. Click the Page >> or << Page button.

The menu commands to move between pages in Page View are also in the Page menu.

UNSTACKING ITEMS

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.

To unstack a single page:

1. Select the stack in Desktop View.

2. Click the Page Navigator to display the page you want to unstack.

54 CHAPTER 4: STACKING PAPERPORT ITEMS

3. Click the arrow next to the Unstack button in the Command Bar,

and then choose Unstack Current Page.

You can also choose Unstack Current Page from the Desktop menu.

To unstack all the pages in a stack:

1. Select the stack in Desktop View.

2. Click the arrow next to the Unstack button in the Command Bar,

and then choose Unstack All Pages.

You can also choose Unstack from the Desktop. Each page of the stack becomes a separate item on the

PaperPort Desktop.

TILING ITEMS 55

TILING ITEMS

For smaller items, such as business cards, articles, and receipts, you can combine the items on the same page instead of stacking them as separate pages. This is called tiling items because the images are arranged on the page in a regular pattern like tiles on a ﬂoor.

For example, if you’ve scanned several small articles about a speciﬁc subject, you can tile them onto a page to see all the articles at once. Similarly, if you have several receipts from a business trip, you can tile them onto one page for easier record keeping. Tiling is also useful if you want to fax several smaller scanned items, because you can fax them all on a single page. Pages that are tiled can include both color and black-and-white items.

Another way to tile is by tiling thumbnails. This is similar to tiling items except that PaperPort reduces the size of each item to ensure that the items ﬁt on one page. Tiling thumbnails is a great way to create a page or index of images, such as a page of photographs, similar to a photographer’s contact sheet. You can create a thumbnail tile that includes both PaperPort and non-PaperPort items.

To tile items onto a single page:

1. Select the items in Desktop View.

56 CHAPTER 4: STACKING PAPERPORT ITEMS

2. From the Desktop menu, choose Tile Items Together.

PaperPort places as many items as will ﬁt onto a page. (The original items still remain on the Desktop.) Images too big to ﬁt on a single page are placed on the next page, creating a stack of pages. The default title used for creating stacks is applied to the page.

To tile thumbnails:

1. Select the items in Desktop View.

2. From the Desktop menu, choose Tile Thumbnails.

A new item appears with the selected items tiled together as small thumbnails on a page, similar to a photographer’s contact sheet. Items of different sizes are reduced relative to their original size. (The original items still remain on the Desktop.) The default title used for creating stacks is applied to the page.

CHAPTER 5

Capturing Web Pages

With Web Capture, you can easily add Web pages as PaperPort items directly to the Desktop View and update them the next time you connect to the Internet. For example, you can capture information about your favorite stocks and then update the information to reﬂect the latest numbers. A Web Capture is saved as a PaperPort item and the Web page text is included in SimpleSearch.

This chapter tells you how to take advantage of PaperPort’s Web capturing features. You’ll learn about:

• Using a supported browser

• Capturing Web pages

• Updating captured Web pages

• Viewing captured Web pages

• Searching Web pages using SimpleSearch

USING A SUPPORTED BROWSER

To capture Web pages, you need access to the Internet, such as through an Internet service provider. You also need one of the following browsers installed on your computer:

• Microsoft Internet Explorer (Version 3.0 or later)

• Netscape Navigator (Version 3.0 or later)

58 CHAPTER 5: CAPTURING WEB PAGES

CAPTURING WEB PAGES

Capture Web pages to save images of one or more Web pages to the Desktop View as PaperPort items. You can save a portion of a Web page or save an entire Web page that contains several screens of information.

For example, when researching the daily ﬂights to Hawaii provided by your favorite airline, you might want to capture just the portion of a Web page that shows the ﬂight time tables. However, when you want a multi-page article or book summary for the current number one bestseller, you will want to capture the entire Web page.

Note: A captured Web page is a special PaperPort item that provides different viewing and update options. To identify it as a special item, your browser icon, such as Netscape Navigator or Internet Explorer, appears on the captured Web page thumbnail in Desktop View.

Tip: You might ﬁnd it convenient to create a new folder that you can use to store all of your captured Web page.

To capture a Web page:

1. In the Folder View, select the folder in which you want to add a

Web page.

2. Connect to the Internet and then display the Web page that you

want to capture.

CAPTURING WEB PAGES 59

3. Right-click the Web Capture icon in the Windows taskbar. The

Web Capture menu appears.

4. To capture an entire web page or a portion of a Web page, use one

of the following:

• To capture only the visible portion of a Web page, choose

Capture Visible Portion.

• To capture a page from the visible portion to the end of the Web

page, choose Capture Entire Page.

• To capture a complete Web page, scroll to the beginning of the

Web page, and then choose Capture Entire Page.

The Web page is saved as a special PaperPort item identiﬁed by your browser’s application icon. If you capture a portion of a Web page, it appears as a single item. If you capture an entire page that contains several screens of information, it appears as a stack.

A portion of a Web page.

An entire Web page.

Tip: To set Web Capture preferences, right-click the Web Capture icon in the taskbar, and then choose Preferences. For more information about preferences, see the PaperPort Help.

60 CHAPTER 5: CAPTURING WEB PAGES

UPDATING CAPTURED WEB PAGES

You can update a captured Web page or choose to save a copy of an updated Web page. If you have changed the captured Web page, such as by editing it in Page View, you cannot automatically update it.

To update a captured Web page:

1. Connect to the Internet.

2. In Desktop View, double-click the Web page item, such as the

following example.

A view of the Web page as it currently exists on the Internet appears in your browser.

3. To update the page, right-click the Web Capture icon. The Web

Capture menu appears.

VIEWING CAPTURED WEB PAGES 61

4. Choose Capture Visible Portion or Capture Entire Page,

depending on the currently captured Web page. For example, to update a captured Web page stack, you choose Capture Entire Page. A message appears asking if you want to update the page or create a new one.

5. To update your current capture, click Update Existing. The page is

updated. To create another Web page capture (leaving the originally captured Web page as is), click Create New. A copy of the captured Web page appears in Desktop View.

Tip: To see the URL of a captured Web page, right-click the Web Page in Desktop View, and then choose Summary Info.

VIEWING CAPTURED WEB PAGES

You can view a captured Web page either in Page View or by using your browser.

To view a captured Web page in Page View:

• In Desktop View, Shift-double-click the captured Web page. The

Web page appears in Page View. You can add annotations to the Web page or edit the image just like you would any other PaperPort item.

Note: If you make changes to the Web page, such as by adding annotations, you cannot update the page as described in “Updating

captured Web pages,” earlier in this chapter.

To view a captured Web page in the browser:

• In Desktop View, double-click the Web page item, or view the item

in Page View, and then click the WWW icon on the Command Bar. Your Web browser is launched and the Web page appears.

Tip: If you are viewing a captured Web page in Page View, you can also choose Open Page in Browser from the Page menu to see the page in your browser.

62 CHAPTER 5: CAPTURING WEB PAGES

SEARCHING WEB PAGES USING SIMPLESEARCH

After you add a Web page to the Desktop View, you can include the page in your searches by using the SimpleSearch feature. For more information about SimpleSearch, see Chapter 3, “Filing Items.”

CHAPTER 6

Using Links

You can send an item from PaperPort to another application by using a PaperPort link. PaperPort automatically displays icons for linked applications on the Link Bar. The Link Bar shows such applications as word processing, spreadsheet, electronic fax, e-mail, graphics, OCR, and online services on the Link Bar.

The following ﬁgure shows a sample Link Bar in PaperPort:

This chapter describes:

• The basic steps for using links

• Setting a link’s preferences

• Managing the Link Bar

THE BASIC STEPS FOR USING LINKS

When you send an item to a linked application, PaperPort processes the item, the application starts, and the item appears in the application. For example, if you send the item to the word-processing link, PaperPort’s OCR software converts the item to text and displays the item as text in the word-processing software.

64 CHAPTER 6: USING LINKS

The links are available on the Link Bar and the Links menu.

Note: If you use a supported application and its link does not appear on the Link Bar, you can create a new link and add the application to the Link Bar. To do this, right-click the top of the Link Bar and choose Create New Link. See the PaperPort Help for more information.

To send a PaperPort item to a link in Desktop View:

1. Make sure all the item(s) to send appear in Desktop View.

2. Drag and drop the item onto the appropriate link on the Link Bar.

or From the File menu, choose Links, and then select the appropriate

linked application from the Links submenu.

Tip: Because the Link Bar is not available in Page View, you must use the Links submenu to send an item to a linked application.

The linked application starts.

3. Use the linked application as you usually do.

If you send an item to a link and the link is the item’s native application, such as a Word thumbnail to the Word link, the native application starts and loads the ﬁle.

With some links, you can update the item in the application, save the ﬁle, and see the changes on the PaperPort Desktop. For example, if you drag a JPEG item from the PaperPort Desktop to the Adobe Photoshop link, you can make edit it Photoshop. Save the changes in Photoshop. When you exit Photoshop, the original JPEG ﬁle on the PaperPort Desktop is updated.

SETTING A LINK’S PREFERENCES 65

SETTING A LINK’S PREFERENCES

A link’s preferences determine how a link operates. For example, with the word-processing link, the preferences determine in which ﬁle format the PaperPort saves the converted ﬁle. For the Microsoft Word link, you might create an rich text format (RTF) ﬁle rather than a DOC ﬁle.

Each link’s preferences are preset, but you can customize them for how you want the link to work. While the preferences are different for each link, how you display them is basically the same.

To set a link’s preferences:

1. Right-click the link icon on the Link Bar and choose Preferences.

The Link Preferences dialog box appears and displays the preferences for the selected link. The following ﬁgure shows a sample of the link preferences.

2. Select the options you want and click OK.

Some of the link preferences, such as the word-processing and spreadsheet link, are described in other chapters in this guide. Because PaperPort supports many links, the preferences for each link are not described, but should be easy to select if you are familiar with the linked application.

66 CHAPTER 6: USING LINKS

MANAGING THE LINK BAR

The Link Bar appears at the bottom of Desktop View and operates much like a separate application. To make it easier to work with links, you can manage the Link Bar including:

• Changing how links appear on the Link Bar

• Showing and hiding the Link Bar

• Removing a link from the Link Bar

• Reordering links on the Link Bar

Click the scroll buttons on each side of the Link Bar to see other icons that are not displayed. In addition, you can rearrange the icons on the Link Bar so that the links you use more frequently come ﬁrst. For more information, see the PaperPort Help.

Tip: Sometimes an application’s link does not appear on the Link Bar. You can add the link to the Link Bar by right-clicking the top of the Link Bar and choosing Create New Link.

CHANGING HOW LINKS APPEAR ON THE LINK BAR

The Link Bar properties determine how the link icons appear on the Link Bar and other Link Bar features. The following ﬁgures show the three ways of displaying the icons on the Link Bar:

• Hover

• Sunken

MANAGING THE LINK BAR 67

• Raised

To set the Link Bar properties:

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

Preferences dialog box appears.

2. Click the Link Bar tab. The Link Bar preferences appear.

3. From the Links Icon Style drop-down list, choose the style you

want.

4. Select the other properties you want.

5. To see the results without closing the properties dialog box,

click Apply.

6. Click OK to close the dialog box.

SHOWING AND HIDING THE LINK BAR

You can hide the Link Bar when you want more room for viewing items on the PaperPort Desktop.

68 CHAPTER 6: USING LINKS

To show or hide the Link Bar:

1. From the View menu, choose Link Bar.

2. From the View menu, choose Link Bar again to redisplay the

REMOVING A LINK FROM THE LINK BAR

Sometimes you have a link you don’t use that you want to remove from the Link Bar. You can use an option in the Link Preferences to hide the link icon. Removing the link icon does not delete the linked application from your computer.

To remove a link from the Link Bar:

1. Right-click the link icon on the Link Bar and choose Preferences.

When the Link Bar command is checked, the Link Bar appears. If the check mark is gone, the Link Bar is hidden.

Link Bar.

The Link Preferences dialog box appears with the link selected.

2. Deselect Display Link Icon.

3. Click OK.

The link icon does not appear on the Link Bar.

REORDERING LINKS ON THE LINK BAR

You can rearrange the icons on the Link Bar so that the links are in the order you prefer.

To rearrange the icons on the Link Bar:

1. Press and hold down the Alt key.

2. Drag the link icon you want to the new position on the Link Bar.

3. Release the mouse button to place the link at the new position.

The other links move to the right.

CHAPTER 7

Sending a Fax or E-Mail Message

If you have fax and e-mail software on your computer, you can send an item directly from PaperPort. You do not need to print the item ﬁrst.

If you want to add some notes to a fax, but don’t want to mark up the original, you can annotate the item using PaperPort’s annotation tools. The annotations can be hidden before the item is sent, in case you don’t want someone to see your comments on it. See Chapter 11, “Annotating

a Page,” for the steps to create annotations and to display or hide them.

OVERVIEW

You can send any PaperPort or non-PaperPort item to the e-mail or fax link. It doesn’t matter if that item is a .MAX ﬁle or an item displayed on the PaperPort Desktop from another application, such as Word, Photoshop, PowerPoint, or Excel.

To send a fax or e-mail message from Desktop View:

1. Select an item and drag it onto the fax or e-mail link icon.

or From the File menu, choose Links, and then choose the fax or

e-mail application from the Links submenu. The fax or e-mail application starts.

70 CHAPTER 7: SENDING A FAX OR E-MAIL MESSAGE

2. Use the fax or e-mail application as you would usually do.

Note: You can also use the ScanDirect application to send an item directly to the e-mail or fax application. See Chapter 9, “Using

ScanDirect,” to send items with ScanDirect.

SENDING AN ITEM AS A FAX

To send an item as a fax, your computer will need:

• A fax modem

• Fax software

To send an item as a fax from Desktop View:

1. Select the item to fax.

2. Drag the item onto the fax link icon on the Link Bar.

or Click the fax link icon.

SENDING AN ITEM AS A FAX 71

3. When the fax link icon is highlighted, release the mouse button.

4. When your fax software starts, use the fax software as you usually

do. The following shows the dialog box that appears for Symantec WinFax.

72 CHAPTER 7: SENDING A FAX OR E-MAIL MESSAGE

To send a scanned item as a fax from Page View:

1. Display the item in Page View that you want to fax.

2. From the File menu, choose Links.

3. Choose the name of your fax software.

The fax software starts, and you can send the item.

Note: In the menu, an option named Fax Link is listed. That option is for fax software that isn’t listed by name on the menu, or for which an icon does not appear on the Link Bar.

SENDING AN ITEM WITH AN E-MAIL MESSAGE

To send items as attachments to e-mail messages, your computer will need:

• An e-mail account

• E-mail software

When you send an item to the e-mail link, PaperPort attaches it to the e-mail message but in its original format. For example, a Word ﬁle is attached as a .DOC ﬁle.

SENDING AN ITEM WITH AN E-MAIL MESSAGE 73

To send an item as an e-mail attachment from Desktop View:

1. Select the item to send.

2. Drag the item onto the e-mail link icon on the Link Bar.

You can also click the e-mail link icon.

3. When the e-mail link icon is highlighted, release the mouse button.

4. The e-mail software opens. Log in and send the item as an

attachment to an e-mail message.

74 CHAPTER 7: SENDING A FAX OR E-MAIL MESSAGE

This example shows the login window for Lotus cc:Mail. The login window that appears on your computer will be for your e-mail software.

To send the item over the Internet, drag it onto your Internet e-mail link icon, such as the Netscape Navigator e-mail icon (as shown to the left).

Note: Instead of using the link icons from Desktop View, you can also choose Links from the File menu, and then choose the name of your e-mail or Internet e-mail software. The software opens, and you can send the item as an attachment to an e-mail message.

SENDING A SELF-VIEWING FILE USING AN E-MAIL LINK

Sometimes you want to send an item to another person who does not own PaperPort or the application that created a non-PaperPort item. For example, you might want a co-worker to review a memo you wrote using Word or you might want to share the information in a captured Web page with a friend. With the Save As Self Viewing format you can easily attach an item (both PaperPort and non-PaperPort) to an e-mail message as a self-viewing ﬁle. The recipient of the message simply double-clicks the attachment to view the ﬁle.

You can create a self-viewing ﬁle from black-and-white, grayscale, and color images. If the image contains any annotations, they also appear on the image.

Tip: To automatically convert all e-mail attachments to self-viewing ﬁles, select the Convert All Files When Possible option and the Self Viewing Files format option from the Links preferences for your e-mail link application.

To create an e-mail message and attach a self-viewing ﬁle:

1. In Desktop View, select the item you want to attach to the e-mail

message.

2. From the File menu, choose Export.

The Export As dialog box appears.

SENDING A SELF-VIEWING FILE USING AN E-MAIL LINK 75

3. Select Self Viewing Files (*.EXE) from the Save as Type

drop-down list.

4. Type the name of the ﬁle in File Name.

5. Click Save As.

PaperPort saves the ﬁle with the extension .EXE.

6. Use the e-mail link to send the item as an attachment to an e-mail

message. For more information about sending an e-mail message, see “Sending an item with an e-mail message.”

When the recipient receives the e-mail message, he or she doubleclicks the .EXE ﬁle to start the mini-viewer and see the attached ﬁle. The mini-viewer has many navigation features similar to the ones in Page View.

Tip: In Page View, choose the Save As command to save an item as a self-viewing ﬁle.

76 CHAPTER 7: SENDING A FAX OR E-MAIL MESSAGE

CHAPTER 8

Converting Items to Text With OCR

PaperPort items, such as scanned documents, are images. Even the text on a scanned item is simply a picture of the text, which you can’t edit as you would edit text in a word-processing document. Using PaperPort’s built-in OCR (optical character recognition) application, you can convert text “images” into real text that you can then edit using a wordprocessing application, such as Microsoft Word.

If you already own another OCR application, you can use either it or PaperPort’s built-in OCR application to convert items to editable text.

This chapter tells you about:

• What is OCR

• Converting an item to text

• Converting part of a page to text

• Converting a scanned spreadsheet to text

• Converting an item using another OCR application

• Setting the Visioneer OCR preferences

78 CHAPTER 8: CONVERTING ITEMS TO TEXT WITH OCR

WHAT IS OCR

OCR is the computer’s way of recognizing that a picture of an “S” is really the letter S, that the picture of a “W” is really the letter W, and so on for each letter’s picture in a scanned item.

The OCR application looks at each letter on a page, and if it recognizes the letter’s shape converts it into the appropriate text character. When the analysis of the page is complete, the OCR application puts the text characters onto a page in about the same format as the pictures of text on the original scanned item.

The page is now a document containing text that a word-processing application can recognize. You can then edit the text as you normally would when word-processing a document.

The process is not always perfect. If the item contains smudges or handwritten notes, the OCR application tries to analyze them but, of course, is not always able to make a suitable match. For that reason, you should carefully check the converted document to correct any mistakes that the OCR application makes. You should also start with as clean as document as possible, such as by scanning at a higher resolution.

WHAT IS OCR 79

Here’s an example of a scanned document: The scanned words on this page are not text. The words are pictures of text, and can’t be edited in a word-processing application. For example, if you tried to select a line of text to reformat it, you would not be able to do it.

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After being processed with the OCR application, the pictures of the text are now “real” text that a word-processing application recognizes. You can select text, as shown here, to edit it. This example shows how the converted text would appear in Microsoft Word.

CONVERTING AN ITEM TO TEXT

To convert an item to text, you ﬁrst place the item into PaperPort, such as by scanning a document to PaperPort. Then you use a wordprocessing link and the built-in OCR application to convert the item to text. You can convert an item to text from either Desktop View or Page View.

To convert an item from Desktop View:

1. Select the item to convert. It can be a single page or a stack.

2. Drag the item onto a word-processing link, such as Microsoft

Word, on the Link Bar. You can also click the link icon.

CONVERTING AN ITEM TO TEXT 81

Note: If you drag a Word item to the Word link, the built-in OCR application is not used. Instead, PaperPort launches Word and opens the item in it.

3. When the word-processing link icon is highlighted, release the

mouse button.

Note: This example shows the steps for using PaperPort’s built-in OCR application and sending the converted text directly to a wordprocessing application, in this case Word. If you have another OCR application on your computer, you can send the text to it instead. For more information, see “Converting an item using another OCR

application,” later in this chapter.

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If the item is a stack, all pages are converted. To convert a single page of a stack, ﬁrst use the Unstack Current Page command from the Unstack button on the Command Bar, and then convert it.

Instead of using a word-processing link icon, you can also choose Links from the File menu, and then choose the name of the link that you want to use. The conversion process begins.

4. The OCR application shows a progress window while the

conversion is in process.

5. When the conversion is complete, the linked application opens and

you can begin editing the text.

CONVERTING AN ITEM TO TEXT 83

Note: PaperPort’s built-in OCR application has an option to convert text to an HTML format so that you can display the text on an Internet Web page. To convert to HTML, choose HTML as the document format in the Link Preferences for your word-processing link.

To convert an item to text from Page View:

1. Display the item in Page View that you want to convert.

2. From the File menu, choose Links.

3. Choose the name of your word-processing application.

The OCR conversion begins. If the item is a stack, all of its pages are converted. To convert a single page of a stack, unstack that page from the stack ﬁrst; then convert it.

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CONVERTING PART OF A PAGE TO TEXT

If you want to convert only part of a page to text and copy it automatically to the Clipboard, use the Copy As Text feature.

To convert a portion of a page to text:

1. Display the page in Page View.

2. Click the Selection tool on the Annotation tool bar.

3. Drag around the portion of text you want to convert.

4. From the Edit menu, choose Copy As Text.

The OCR progress window shows that the conversion is taking place.

CONVERTING A SCANNED SPREADSHEET TO TEXT 85

The selected text is copied to the Clipboard.

5. Open the application where you want to paste the text and choose

Paste from that application’s Edit menu.

CONVERTING A SCANNED SPREADSHEET TO TEXT

Converting a scanned spreadsheet is similar to converting a page of text. By default, the OCR preferences are set to retain a multiple column format, so you can ensure that the spreadsheet retains it columnar format, and that the spreadsheet application recognizes number characters as numbers if you want to update them.

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To convert a spreadsheet from Desktop View:

1. Select the spreadsheet to convert. It can be a single spreadsheet or a

stack.

2. Drag it onto the spreadsheet link icon on the Link Bar. You can

also click the spreadsheet link icon.

Note: If you drag an Excel item to the Excel link, the built-in OCR application is not used. Instead, PaperPort launches Excel and opens the item in it.

3. When the spreadsheet link icon is highlighted, release the mouse

button.

This example shows Microsoft Excel as the spreadsheet application, but you can drag the spreadsheet onto any spreadsheet icon on the Link Bar.

Instead of using the spreadsheet link icon, you can also choose Links from the File menu, and choose the name of a spreadsheet application.

CONVERTING A SCANNED SPREADSHEET TO TEXT 87

4. When the conversion is complete, the spreadsheet application

opens and you can begin editing its text and numbers.

Note: To maintain the column format for a spreadsheet table, choose Link Preferences from the Edit menu, click the icon for your spreadsheet application, click OCR Setting, and select Multiple Columns. This setting maintains the column format for tables in word-processing applications. For more information about setting OCR preferences, see “Setting the Visioneer OCR preferences,” later in this chapter.

Note: Spreadsheets are often displayed horizontally.To rotate them after scanning, select the spreadsheets and click the Rotate button.

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CONVERTING AN ITEM USING ANOTHER OCR

APPLICATION

If you have another OCR application installed on your computer, such as Pro OCR, an OCR link appears on the Link Bar. Instead of using PaperPort’s built-in OCR application, you can convert an item to text by using another OCR application.

To convert an item to text using another OCR application:

1. Set OCR preferences for the other OCR application as described in

the documentation that came with your OCR application.

2. Select the item to convert.

3. Drag it onto the OCR link icon on the Link Bar. You can also click

the OCR link icon.

4. When the OCR link icon is highlighted, release the mouse button.

5. Complete the conversion as described by your OCR

documentation.

SETTING THE VISIONEER OCR PREFERENCES

You can set the Visioneer OCR preferences for each link application that you use to convert an image into text. For example, you can set preferences for word-processing applications, such as Microsoft Word and for spreadsheet applications, such as Microsoft Excel. You can change the preferences at any time to accommodate the type of item you are converting. You can set preferences from either Desktop View or Page View.

SETTING THE VISIONEER OCR PREFERENCES 89

To set OCR preferences for the Visioneer OCR:

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

Preferences dialog box appears.

2. Select the word-processing or spreadsheet link, such as Microsoft

Word or Microsoft Excel, for which you want to set OCR preferences. A drop-down list of OCR packages and the OCR Settings button appear.

Note: If you want to use a different OCR application instead of PaperPort’s built-in OCR application as the default for the selected link, you can select the OCR application from the OCR Package list. You can also drag an item directly to an OCR link as described in “Converting an item using another OCR application,” earlier in this chapter.

3. Select the document format in which you want to save the

converted text. For example, select MS Word for Windows to save as a Word ﬁle, or Hypertext Markup Language to save as an HTML ﬁle.

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4. Click the OCR Settings button. The Visioneer OCR Preference

dialog box appears.

5. Select preferences based on the following information, and then

click OK.

Preference Comment

Document Quality The document quality helps the OCR

application interpret the text. Select Letter Quality for most items. Select Draft Quality if the image quality is poor.

Document Layout If the document has multiple columns,

such as in a magazine article, select the Multiple Columns option.

If you want to force all converted text into a single-column format, select Forced Single Column.

Locate Method The locate method tells the OCR

application whether it should recognize text and pictures or only text regions. If your item includes pictures and you want to include those pictures in the conversion, select Locate Text & Picture Regions. If you want to convert only text, select Locate Text Regions Only.

CHAPTER 9

Using ScanDirect

ScanDirect is an application for scanning an item and sending it directly to another application without opening PaperPort ﬁrst. For example, to scan an item and fax it right away, use ScanDirect. As soon as the item is scanned, your fax software starts and the item is ready to send.

This chapter tells you about:

• Starting ScanDirect

• The ScanDirect control panel

• Running PaperPort and ScanDirect together

• Using ScanDirect

• Using a TWAIN scanner with ScanDirect

STARTING SCANDIRECT

The ScanDirect application is installed with your PaperPort software and is available from the Windows desktop and the Windows Start button.

To start ScanDirect:

• On the Windows desktop, double-click the ScanDirect shortcut.

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The ScanDirect control panel appears.

Note: If another open window hides the ScanDirect control panel, click the ScanDirect icon on the taskbar to bring the control panel to the front.

To close or minimize the ScanDirect control panel:

1. To minimize the ScanDirect control panel, click the ScanDirect

icon, and choose Minimize.

2. To close the control panel, choose Exit from the menu or click the

Close button.

3. To redisplay the minimized ScanDirect control panel, click the

ScanDirect icon on the taskbar.

Visioneer SCANSOFT PAPERPORT DELUXE 6.0, PaperPort Deluxe User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual