Visioneer VISUAL EXPLORER FOR WINDOWS, Visual Explorer 1.0 User Manual

Visioneer® Visual Explorer

User’s Guide

FOR WINDOWS

Visioneer® Visual Explorer 1.0 Software for Windows. Copyright ©1998 Visioneer, Inc. All rights reserved. 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.

Powered by dtSearch; www.dtsearch.com. Portions of this product were created using LEADTOOLS © 1991–1998, LEAD Technologies, Inc. All rights reserved. Microsoft is a U.S. registered trademark of Microsoft Corporation. OutsideIn® Viewer Technology © 1992–1997 Inso Corporation. All rights reserved. Windows is a trademark of Microsoft Corporation. TextBridge is a registered trademark of Xerox Corporation. Z yINDEX is a registered trademark of ZyLAB International, Inc. ZyINDEX toolkit portions, Copyright © 1990–1998, ZyLAB International, Inc. All Rights Reserved. All other products mentioned herein may be trademarks of their respective companies.

Information is subject to change without notice and does not represent a commitment on the part of Visioneer, Inc. The softwar e described is furnished under a licensing agreement. The software may be used or copied only in accordance with the terms of such an agr eement. It is against the law to copy the softwar e 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: 06-0007-000

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 pur chase fr om 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 Visual Explorer Software

. . . . . . . . . . 1

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

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

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

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

Add notes, highlight areas, and mark up a page . . . . . . . . . . . . . . 6

Link to other applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Fax it . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

E-mail it . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Use SimpleSearch to find an item . . . . . . . . . . . . . . . . . . . . . . . . 8

Import items from other applications . . . . . . . . . . . . . . . . . . . . . 9

Export items in other formats . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Use right mouse button shortcuts . . . . . . . . . . . . . . . . . . . . . . . . 9

Visit Visioneer’s Web site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Chapter 2: Viewing Items

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Viewing items in Desktop View . . . . . . . . . . . . . . . . . . . . . . . . 12

Using Desktop View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Using the Command Bar in Desktop View . . . . . . . . . . . . . 14

Viewing items in Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Using Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Using the Command Bar in Page View . . . . . . . . . . . . . . . . 18

Zooming in or out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Changing between Desktop View and Page View . . . . . . . . . . . 20

Viewing items by using the application that created them . . . . . 21

Setting the Double-Click Action preference . . . . . . . . . . . . . . . 21

Quitting Desktop View or Page View . . . . . . . . . . . . . . . . . . . . 22

Chapter 3: Filing Items

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

Visual Explorer’s filing system . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Displaying folders and items . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Adding and removing folders from Folder View . . . . . . . . . . . . 27

Adding a folder to Folder View . . . . . . . . . . . . . . . . . . . . . . 27

Removing folders from Folder View . . . . . . . . . . . . . . . . . . 29

Arranging folders in Folder View . . . . . . . . . . . . . . . . . . . . 29

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ABLE OF CONTENTS

Working with folders and items . . . . . . . . . . . . . . . . . . . . . . . . 30

Dragging and dropping items into folders . . . . . . . . . . . . . . 31

Filing items in multiple locations . . . . . . . . . . . . . . . . . . . . 32

Duplicating items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Creating new folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Giving folders new titles . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Dragging and dropping folders into folders . . . . . . . . . . . . . 36

Creating new items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Using Windows Explorer to manage items . . . . . . . . . . . . . . . . 37

Using SimpleSearch to find an item . . . . . . . . . . . . . . . . . . . . . 39

Chapter 4: Stacking PaperPort Items

. . . . . . . . . . . . . . . . . . . . . . 41

Combining items into stacks . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Using drag and drop to create stacks . . . . . . . . . . . . . . . . . . 42

Selecting and deselecting items . . . . . . . . . . . . . . . . . . . . . . 44

Giving titles to items and stacks . . . . . . . . . . . . . . . . . . . . . . . . 44

Moving between stacked pages . . . . . . . . . . . . . . . . . . . . . . . . . 47

Unstacking items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Tiling items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Chapter 5: Capturing Web Pages

. . . . . . . . . . . . . . . . . . . . . . . . . 53

Using a supported browser . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Capturing Web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Updating captured Web pages . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Viewing captured Web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Searching Web pages using SimpleSearch . . . . . . . . . . . . . . . . . 58

Chapter 6: Using Links

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

The basic steps for using links . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Setting a link’s preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Managing the Link Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Changing how links appear on the Link Bar . . . . . . . . . . . . 62

Showing and hiding the Link Bar . . . . . . . . . . . . . . . . . . . . 63

Removing a link from the Link Bar . . . . . . . . . . . . . . . . . . . 64

Reordering links on the Link Bar . . . . . . . . . . . . . . . . . . . . 64

ABLE OF CONTENTS

Chapter 7: Sending a Fax or E-Mail Message

. . . . . . . . . . . . . . . . 65

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Sending an item as a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Sending an item with an e-mail message . . . . . . . . . . . . . . . . . . 69

Sending a self-viewing file using an e-mail link . . . . . . . . . . . . . 71

Chapter 8: Annotating a Page

. . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Using the annotation tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Pointer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Eraser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Straighten Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Pan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Mark-Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Highlighter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Freehand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Arrow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Displaying and hiding annotations . . . . . . . . . . . . . . . . . . . . . . 86

Chapter 9: Importing, Exporting, and Printing

. . . . . . . . . . . . . . 89

Importing files created in other applications . . . . . . . . . . . . . . . 90

Exporting PaperPort items . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Exporting with compression . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Opening an item in Page View . . . . . . . . . . . . . . . . . . . . . . . . . 96

Saving an item in a different format . . . . . . . . . . . . . . . . . . . . . 96

Printing items to the printer . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Printing from other applications . . . . . . . . . . . . . . . . . . . . . . . . 98

ABLE OF CONTENTS

CHAPTER 1

Welcome to the Visual Explorer Software

Welcome to the Visual Explorer software. This guide explains how to use the main features of your 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 Visual Explorer.

CD.

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

Help.

Get help fast. Everything you want to know about Visual Explorer—how-to procedures, dialog box reference, and troubleshooting advice.

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

Review this printed guide to quickly get

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ELCOME TO THE VISUAL EXPLORER SOFTWARE

IEW ITEMS IN A VARIETY OF WAYS

Visual Explorer provides several ways to view items: displays a

thumbnail

, a small graphic that represents each item in a

Desktop View

folder . The thumbnails represent P aperPort items (PaperP ort MAX ﬁ les) —the format in which V isual Explor er sav es items. The thumbnails also represent non-PaperPort items—items created using another application, such as Microsoft Word. Both types of items appear; no extra steps are necessary to see non-PaperPort items.

Page View

displays a close-up of a single page. You can view both PaperPort items and nonPaperPort 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 Web Capture, you can easily add Web pages as PaperPort items directly to 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

Desktop View provides an easy-to-use ﬁling system for organizing your items. The ﬁling system consists of folders and items that you select to 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. You decide which folders to show in Folder View.

WEB

PAGES

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

•

Folder View 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.

Folder View.

A folder added to Folder View.

Items in the selected folder appear on the Desktop.

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ELCOME TO THE VISUAL EXPLORER SOFTWARE

•

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.

A single page

OMBINE ITEMS INTO STACKS

Many items that you place on the Desktop will probably be more than one page. You can combine individual PaperPort items into a multipage item, called a

stack

A stack

Circle information with the Freehand tool.

Use the Highlighter tool to highlight an area.

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ELCOME TO THE VISUAL EXPLORER SOFTWARE

DD 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.

Fax link icon.

LINK TO OTHER APPLICATIONS

Visual Explorer automatically recognizes other supported applications on your computer and creates a “working link” to them. The Link Bar at the bottom of Desktop View shows icons of 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.

FAX IT 7

FAX IT

If your computer has a fax modem and fax software, you can use the fax link to quickly send an item 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 fax 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 y our 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.

8 CHAPTER 1: WELCOME TO THE VISUAL EXPLORER SOFTWARE

USE SIMPLESEARCH TO FIND AN ITEM

Visual Explorer 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 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 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 9

IMPORT ITEMS FROM OTHER APPLICATIONS

You can bring items into Desktop view in a variety of ways and convert them to PaperPort (MAX) ﬁles in several different ways:

• Print to 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.

USE RIGHT MOUSE BUTTON SHORTCUTS

Many of the tools, buttons, and icons in Visual Explorer 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.

10 CHAPTER 1: WELCOME TO THE VISUAL EXPLORER SOFTWARE

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 Visual Explorer softwar e to connect to differ ent ar eas on Visioneer’s Web site (www .visioneer.com) on the Internet. The 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 y our I nternet pr o vider befor e choosing an Internet menu command.)

CHAPTER 2

Viewing Items

Visual Explorer provides several ways to view items: Desktop View displays a thumbnail, a small graphic that represents each item in a selected folder. The thumbnails represent PaperPort items (PaperPort MAX ﬁles)—the format in which Visual Explorer saves items. The thumbnails also represent non-PaperPort items—items created using another application, such as Microsoft Word.

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 fr om 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

12 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 Visual Explorer 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 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.

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

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

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

Web Capture item.

Thumbnail of a PaperPort item.

VIEWING ITEMS IN DESKTOP VIEW 13

Tip: By default, the Desktop background is gray. If you pr efer to use your 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 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 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 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.

14 CHAPTER 2: VIEWING ITEMS

A stack. After placing multiple pages in Desktop View, you can

combine the thumbnails of those pages into a stack. For example, if you import 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 9, “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 an item as a fax or an e-mail attachment. The icons that appear depend on the applications installed on your computer. Use the scr oll arro ws 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.

Copy. Copy an item shown in Desktop View. Paste. Paste an item into the currently selected folder in D esktop View. Find. Find an item in Desktop View. Duplicate. Make a copy of the selected items. Stack. Combine selected items into one stack.

VIEWING ITEMS IN PAGE VIEW 15

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 Desktop. Click the arrow next to

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

Tip: Right-Click the Unstack and Arrange button to select default preferences.

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. The Twain button appears if you have a TWAIN device, such as ﬂatbed connected to your computer. 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. 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.

16 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 the following letter.

• 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 V iew replaces the Desktop View windo w. 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.

Command Bar

Annotation toolbar

VIEWING ITEMS IN PAGE VIEW 17

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.”

tatus bar

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

18 CHAPTER 2: VIEWING ITEMS

USING PAGE VIEW

Page View provides many useful features for viewing an item.

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 8,

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

tools.

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. Copy. Copy an item. Paste. Paste a copied item. << Item. Displays the previous item that is on the Desktop. Item >>. Displays the next item that is on the Desktop. << 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.

VIEWING ITEMS IN PAGE VIEW 19

Zoom In. Magniﬁes the size of the page in Page View. WWW. Connects to the Internet Web page shown in Page View.

Note: Several other buttons might appear on the Command Bar.

The Twain button appears only if you have a TWAIN device connected to your computer. The OLE Return button appears when you are using Windows Object Linking and Embedding (OLE).

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 P ositions the cursor at the lo wer right corner

of the current page.

20 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 Z oom In from the View menu, click the

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

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

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.

from the View menu or click the Actual Size button.

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 views.

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. or

• Click the Visioneer Visual Explorer button (Desktop View) or the

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

VIEWING ITEMS BY USING THE APPLICATION THAT CREATED THEM 21

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.

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 V iew.

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 Visual Explorer

Preference dialog box appears.

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

22 CHAPTER 2: VIEWING ITEMS

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 the 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

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.

CHAPTER 3

Filing Items

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

• Visual Explorer’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

VISUAL EXPLORER’S FILING SYSTEM

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

24 CHAPTER 3: FILING ITEMS

T w

Folder View.

his icon identifies

the folder as one that

as added to Folder iew.

Items in a selected folder appear on the Desktop.

A non-PaperPort item.

A PaperPort item.

DISPLAYING FOLDERS AND ITEMS

When you start Visual Explorer, the Visioneer Documents folder (or the one that you chose when you installed Visual Explorer) is selected in Folder View and the items it contains appear on the Desktop. Its subfolders appear below the folder in Folder View. Visual Explorer 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.

After you add a folder to Folder View, you can see all of its subfolders and its items in Desktop View. Items can include P aperP ort items (MAX ﬁles) 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.

DISPLAYING FOLDERS AND ITEMS 25

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.

26 CHAPTER 3: FILING ITEMS

Items in the selected folder appear on the Desktop.

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

Note: When you place items in Desktop View, such as by capturing Web pages and importing items, the items appear in the location that is currently selected in Folder View.

ADDING AND REMOVING FOLDERS FROM FOLDER VIEW 27

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 V iew. The folder can contain m any 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 , y ou 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).

28 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 identiﬁ es 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 A dventur e 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.

ADDING AND REMOVING FOLDERS FROM FOLDER VIEW 29

REMOVING FOLDERS FROM FOLDER VIEW

If you no longer want a folder to appear in Desktop View, 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.

Note: You can also remove a folder b y 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.

30 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 31

Note: The following procedures tell you how to work with folders and items in 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 W indows

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.

32 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 33

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 an 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 Wor d ﬁle to cr eate a copy of the Wor d 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 av ailable 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.

34 CHAPTER 3: FILING ITEMS

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

CREATING NEW FOLDERS

You can 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 35

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

The following shows a new folder named Web Captures.

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

GIVING FOLDERS NEW TITLES

It is a good idea to use descriptive titles to name each folder. You can re-title any folder, including the basic set of default folders that you receive with Visual Explorer.

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 else wher e on

the Desktop.

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

36 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 D esktop View, you can create new items including P aperP ort items and non- P aperPort 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 37

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

3. Select the image type and a r esolution, 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.

2. The application starts.

3. 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 V iew. 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.

38 CHAPTER 3: FILING ITEMS

2. Make changes using Windows Explorer to folders or items that are

part of a folder added to F older V iew. For example, y ou can cr eate 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 Desktop View.

3. If Desktop View is currently active, 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 39

USING SIMPLESEARCH TO FIND AN ITEM

SimpleSearch helps y ou 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, you can ﬁnd the item based on that information. However, SimpleSearch 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.

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

text. Click Find.

40 CHAPTER 3: FILING ITEMS

In the SimpleSearch dialog box, you can:

• Click the Options tab to display several options for using

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

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

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

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

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

Note: SimpleSearch works in the background, which means that it 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 Help.

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 Visual Explorer 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 in Desktop View. 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

42 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 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.

COMBINING ITEMS INTO STACKS 43

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

Cover Letter Spring Vol 42

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 example above).

You can stack any PaperPort item on the Desktop 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 or der that y ou want them stacked and click the Stack button.

44 CHAPTER 4: STACKING PAPERPORT ITEMS

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.

To select multiple items:

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

key.

• Click an empty space on the 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 place or create a new item on the 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.

GIVING TITLES TO ITEMS AND STACKS 45

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.

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.

46 CHAPTER 4: STACKING PAPERPORT ITEMS

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 T itle from the File menu.

3. Type the new title and press Enter.

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 47

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.

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 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.

48 CHAPTER 4: STACKING PAPERPORT ITEMS

UNSTACKING ITEMS

You can unstack pages in a stack if, for example, y ou want to mo ve 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.

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.

TILING ITEMS 49

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 Desktop.

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. T iling 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 blackand-white items.

50 CHAPTER 4: STACKING PAPERPORT ITEMS

Another way to tile is by tiling thumbnail s. This is similar to tiling items except that the size of each item is r educed to ensur e 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.

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

Visual Explorer places as many items as will ﬁt onto a page. (The original items still remain on the D esktop.) 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.

TILING ITEMS 51

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.

52 CHAPTER 4: STACKING PAPERPORT ITEMS

CHAPTER 5

Capturing Web Pages

With Web Capture, you can easily add Web pages as PaperPort items directly to 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 automatically update the information to reﬂect the latest numbers. A captured Web page is saved as a PaperPort item and the Web page text is searched by SimpleSearch.

This chapter tells you how to take advantage of Web Capture. You’ll learn about:

• Using a supported browser

• Capturing Web pages

• Updating captured Web pages

• Viewing captured Web pages

• Searching Web pages using SimpleSearch

54 CHAPTER 5: CAPTURING WEB PAGES

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 bro wsers installed on your computer:

• Microsoft Internet Explorer (Version 3.0 or later)

• Netscape Navigator (Version 3.0 or later)

CAPTURING WEB PAGES

Capture Web pages to save images of one or more Web pages to 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 in Desktop View.

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

CAPTURING WEB PAGES 55

To capture a Web page:

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

captured Web page.

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

want to capture, such as the following example.

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

A short-cut Web Capture menu appears.

56 CHAPTER 5: CAPTURING WEB PAGES

4. To capture a Web page, do one of the following:

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

Capture Visible P ortion.

• To capture a page from the visible por tion 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 P aperPort 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, click the Web Capture icon in the taskbar , and then choose Preferences. For mor e information about preferences, see the Help.

UPDATING CAPTURED WEB PAGES

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

UPDATING CAPTURED WEB PAGES 57

To update a captured Web page:

1. Connect to the Internet.

2. In Desktop View, double-click the Web Capture 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. A short-cut

menu appears.

4. Choose Captur e Visible Portion or Capture Entire Page,

depending on the currently captured Web page. For example, to update a captured Web page stack, you choose Captur e Entir e P age. A message appears asking if you want to update the page or create a new one.

58 CHAPTER 5: CAPTURING WEB PAGES

5. To update your current captur e, 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 V iew. 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 captured Web page, such as by adding annotations, you cannot automatically update the page as described in “Updating captured Web pages,” earlier in this chapter.

To view a captured W eb page in the browser:

• In Desktop V iew, double-click the Web page item. Your W eb br owser

is launched and the Web page appears.

Tip: If you are viewing a captured Web page in Page View, choose Open Page in Browser from the Page menu, or click the WWW button on the command bar, to see the page in your browser.

SEARCHING WEB PAGES USING SIMPLESEARCH

After you add a Web page to Desktop V iew, 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 Visual Explorer to another application by using a link. Visual Explorer automatically displays icons for linked applications on the Link Bar. The Link Bar shows such applications as electronic fax, e-mail, the printer, and the Recycle Bin.

The following ﬁgure shows an example of the Link Bar:

This chapter describes:

• The basic steps for using links

• Setting a link’s preferences

• Managing the Link Bar

60 CHAPTER 6: USING LINKS

THE BASIC STEPS FOR USING LINKS

When you send an item to a linked application, Visual Explorer processes the item, the application starts, and the item appears in the application.

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

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.

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.

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

linked application from the Links submenu.

The linked application starts.

3. Use the linked application as you usually do.

SETTING A LINK’S PREFERENCES

A link’s preferences determine how a link operates. For example, with a printer link you can set the number of copies, page orientation, and so on.

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.

SETTING A LINK’S PREFERENCES 61

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.

Many links are supported, the preferences for each link are not described, but should be easy to select if you are familiar with the linked application.

62 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 Help.

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

• Raised

MANAGING THE LINK BAR 63

To set the Link Bar properties:

1. From the Edit menu, choose Preferences. The Visual Explorer

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 mor e room for vie wing items on the Desktop.

To show or hide the Link Bar:

1. From the View menu, choose Link Bar.

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

64 CHAPTER 6: USING LINKS

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

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.

2. Deselect Display Link Icon.

3. Click OK.

Bar.

The Link Preferences dialog box appears with the link selected.

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 F ax or E-Mail Message

If you have fax and e-mail software on your computer, you can send an item directly from Visual Explorer. 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 the 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 8, “Annotating

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

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

OVERVIEW

You can send any PaperPort or non-PaperPort item from Visual Explor er to the e-mail or fax link.

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.

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

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 67

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.

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

To send an 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 69

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, V isual E xplorer attaches it to the e-mail message but in its original format. For example, a Word ﬁle is attached as a .DOC ﬁle.

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.

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

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

attachment to an 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 71

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

Sometimes you want to send an item to another person who does not own Visual Explorer 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 Self Viewing File 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 F ile format option from the Links pr eferences for y our 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.

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.

The ﬁle is saved with the extension .EXE.

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

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 double-clicks 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 V iew, choose the Save As command to save an item as a self-viewing ﬁle.

CHAPTER 8

Annotating a Page

To communicate well, you need to draw the reader’s attention to important information. When working with paper, you can highlight text with highlighter markers, add Post-it notes, and circle text with a pen or pencil. With the Annotation Tools, you can use these methods but in electronic form.

This chapter shows how to:

• Use the Pointer tool to select, move, and resize annotations

• Cut, copy, paste, and crop sections of a page with the Selection tool

• Use the Eraser tool to remove part of an image

• Use the Straighten Page tool to straighten a page that was scanned at

an angle

• Scroll quickly with the Pan tool

• Write a Note on a page

• Mark-Up a page

• Highlight sections of a page with the Highlighter tool

• Use the Freehand tool

• Draw lines and arrows with the Arrow tool

• Add a picture to a page with the Picture tool

• Display and hide annotations

74 CHAPTER 8: ANNOTATING A PAGE

Here is an example of a page with some annotations.

Selection. Select an area to copy, cut, paste, or crop.

Freehand. Circle or underline important information.

Note. Add a note, just like a Post-it note.

Highlight. Add a highlight color.

Arrow. Point to important information with a line or arrow.

Picture. Add an illustration to a page.

Symbols on the thumbnail indicate that the item has annotations.

You can also tell if an item in Desktop View contains annotations because they appear as small symbols on the thumbnails.

Pointer Selection Eraser

Straighten Page Pan

Note Mark-Up

USING THE ANNOTATION TOOLS 75

USING THE ANNOTATION TOOLS

The basic method of using the annotation tools is similar for each tool.

To use an annotation tool:

1. Click the tool on the Annotation toolbar.

Highlighter Freehand

Arrow

Picture

2. Place the cursor on the page. Its shape will indicate the tool you

selected.

3. Depending on the tool you selected, click or drag the cursor to use

the tool.

The following sections show how to use the annotation tools.

76 CHAPTER 8: ANNOTATING A PAGE

POINTER

Use the Pointer tool to select annotations on a page. Annotations must be selected in order to move, resize, or edit them.

To use the Pointer tool to move, resize, or edit an annotation:

1. Click an annotation to select it.

2. To move the annotation, put the pointer inside the selected area,

and drag the annotation to a new place.

3. To resize the annotation, put the pointer on one of the selection

boxes, hold down the mouse button, and drag the pointer.

4. To edit the text in an annotation, double-click the annotation.

The cursor is at the start of the text.

USING THE ANNOTATION TOOLS 77

SELECTION

Use the S election tool to select an ar ea to cr op, cut, copy and paste, such as a graphic for use in another application, or y our signatur e for use on a form letter.

To use the Selection tool:

1. Drag to select an area of the page.

2. Depending on what you want to do with the selection, choose a

command from the Edit menu.

78 CHAPTER 8: ANNOTATING A PAGE

CUT AND PASTE OPTIONS

You can copy (or cut) and paste to and from pages and applications in several different combinations:

• From one page to another in Page View. The copied image is pasted

onto the receiving page; you can then move the image into place.

• From Page View to the Desktop. A new item is created on the

Desktop with the copied image on it.

• From Page View to another application. The copied image appears

on the page in that application; you can then move that image to its correct position in that application.

• From another application to Visual Explorer. If the copied image

is a graphic, pasting it to Desktop View creates a new item with the image on it. Pasting to Page View puts that image on the page being displayed. If the copied material is text, it can be pasted to a note or to mark up text (single lines of text only), but copied text cannot be pasted directly to a thumbnail on the D esktop . To paste a picture that can be moved and r esized on a page, paste it to the page in Page View using the Paste as Annotation command.

ERASER

Use the Eraser tool to remove areas of an image. You can erase any area on the image, except for other annotations.

To erase part of an image:

1. Click the Eraser tool. The pointer changes into a square.

2. Drag the pointer over the area you want to erase.

USING THE ANNOTATION TOOLS 79

STRAIGHTEN PAGE

Use the Straighten Page tool to straighten a page, either horizontally or vertically, that was originally at an angle.

To straighten a page:

1. Hold down the mouse button and draw a line along the edge of an

area that you want to be horizontal or vertical on the page.

80 CHAPTER 8: ANNOTATING A PAGE

2. When you release the mouse button, the Visual Explorer software

straightens the whole page along the line you drew.

PAN

Use the Pan tool to scroll an image quickly, up, down, left, or right.

To use the Pan tool:

1. Click the Pan tool. The pointer changes to a hand pointer.

2. Drag the mouse. The page image moves as you move the mouse.

USING THE ANNOTATION TOOLS 81

NOTE

Use the Note tool to write a resizable note at any place on the page. You can also “collapse” the note so that it doesn’t cover any information on the page.

To write a note with the Note tool:

1. Click the page. The note appears and the inser tion point is ready for

you to begin typing.

2. Type the note in the text box that appears.

As you type the note, the box expands to ﬁt the amount of text...

By default, the note color is yellow.

3. To collapse all the notes on a page, select any one of the notes ﬁrst.

4. From the Annotations menu, choose Collapse Notes.

The collapsed note icon indicates a Note is at that position on the page.

5. To see the notes again, select any note; then choose Expand Notes

from the Annotations menu.

82 CHAPTER 8: ANNOTATING A PAGE

MARK-UP

Use the Mark-Up tool to add a line of text to the page.

To write a note with the Mark-Up tool:

1. Click the page where you want to type text.

The Mark-Up tool is for typing a single line of text, like this. Don’t press Enter to type a second line of text…

2. Type a line of text.

…instead create another mark-up box and type your text.

HIGHLIGHTER

Use the Highlighter tool to highlight any part of a page with a color.

Highlighted area

To highlight a portion of a page:

• Hold down the mouse button and drag the Highlighter tool over the

area you want to highlight.

USING THE ANNOTATION TOOLS 83

FREEHAND

Use the Freehand tool to draw freehand marks, for example, circle text or underline important sentences.

To draw freehand lines on a page:

• Hold down the mouse button and draw a line around the area you

want to emphasize.

To change the line width of an existing line, select it; then choose Line Width from the Annotations menu and choose a new line width.

To change the width for new lines that you want to draw, click the Freehand tool or Arrow tool, click the right mouse button and choose Line Width from the displayed menu, or choose Line Width from the Annotations menu and then choose a new width. Existing lines will not be affected.

ARROW

Use the Arrow tool to draw straight lines, with or without arrowheads, to point to speciﬁc parts of a page.

To draw straight lines with the Arrow tool:

1. Hold down the mouse button and drag to draw a line or arrow.

84 CHAPTER 8: ANNOTATING A PAGE

2. To add or remove arrowheads when you draw, choose Line

Arrowhead from the Annotations menu.

PICTURE

Use the P ictur e annotation tool to place a picture as an annotation onto a page. You can add a Picture annotation by selecting a bitmap ﬁle already saved on your hard disk or by pasting a picture from the Clipboard.

To add a picture to a page using the Clipboard, copy the picture to the Windows Clipboard, and then display the page in Page View. Choose Paste As Annotation from the Edit menu. The pictur e is pasted onto the page. If you paste a color picture onto a black-and-white page, the picture appears in black-and-white but retains its color information in case you copy and paste it later.

USING THE ANNOTATION TOOLS 85

To add a picture with the Picture tool:

1. Click the Picture tool; then click on the page where you want the

picture to be located.

The Open dialog box appears.

2. Select Bitmap Files as the ﬁle type from the drop-down list.

3. Select the name of the picture.

4. Click Open. The picture appears on the page.

86 CHAPTER 8: ANNOTATING A PAGE

5. To reposition a picture, click the Pointer tool and then click the

picture to select it. Handles around the picture indicate it is selected.

6. Drag the picture to its proper position on the page. To resize the

picture, drag one of its handles.

You can resize or reposition a picture whenever it is displayed in Page View. The page will automatically scroll to accommodate an enlarged picture.

DISPLAYING AND HIDING ANNOTATIONS

You can display items in Page View with all of their annotations either visible or hidden. This feature is especially useful if you want to print or fax an item, but don’t want to include the annotations.

To display or hide annotations:

1. In Page View, choose Show Annotations from the Annotations

menu. The check mark means the annotations are visible.

DISPLAYING AND HIDING ANNOTATIONS 87

2. To hide annotations, choose Show Annotations again from the

Annotations menu.

A page with visible annotations. The same page with hidden annotations.

88 CHAPTER 8: ANNOTATING A PAGE

CHAPTER 9

Importing, Exporting, and Printing

Although you can view and ﬁle both PaperPort and non-PaperPort items, many features such as adding annotations and grouping items into stacks are available only with P aperPort items. To use these features, you can easily import a non-PaperPort image such as a TIFF ﬁle, converting it into a PaperPort (MAX file) item. You cannot import text ﬁles, such as Word or Excel ﬁles.

Tip: You can quickly convert a non-PaperPort item (including text ﬁles such as Word ﬁles) to PaperPort by right-clicking the item and choosing the Duplicate as PaperPort Item command.

You can also export items to other applications. F or example, if y ou have a logo in Desktop View in the form of a PaperPort item, and you want to use it on your letterhead, you can export it in one of many popular ﬁle formats, including TIF, JPEG, or BMP, and then add that logo to your word-processing document.

This chapter describes:

• Importing ﬁles created in other applications

• Exporting PaperPort items

• Opening an item in Page View

• Saving an item in a different format

90 CHAPTER 9: IMPORTING, EXPORTING, AND PRINTING

• Printing items to the printer

• Printing from other applications

IMPORTING FILES CREATED IN OTHER APPLICATIONS

You can import ﬁles created in image-editing applications, such as Photoshop, using the I mport command from the File menu. When you import a ﬁle, the original ﬁle is copied and saved as a PaperPort item. The ﬁle formats that you can import from other applications are described in the following table.

Format Description

PaperPort file (.MAX)

Windows Bitmap (.BMP)

PC Paintbrush (.PCX)

Multi-page PCX (.DCX)

Joint Photographic Experts Group (.JPG)

Graphics Interchange Format (.GIF)

Tag Image File Format (.TIF)

A format used in Visual Explorer or PaperPort.

A format used for displaying and storing Windows images.

A format commonly used for paint applications.

A format for multipage PCX ﬁles.

An international standard for the compression of digital photographic images and a popular format for storing images on the Web in HTML documents.

A popular format for storing images on the Web in HTML documents.

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

IMPORTING FILES CREATED IN OTHER APPLICATIONS 91

Format Description

Portable Network Graphics (.PNG)

Self Viewing File (.EXE)

Proposed standar d replacement for GIF, but not currently supported by browsers.

A format that creates a special P aperPort ﬁle you can attach to an e-mail message that the recipient can double-click and view without using PaperPort or Visual Explorer.

FlashPix (.FPX) A high-resolution image ﬁle format.

To import an image ﬁle created in another application:

1. In Desktop View, from the File menu, choose Import. The Import

dialog box appears.

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

3. In the list of ﬁle names, select the ﬁle to import and click Import.

92 CHAPTER 9: IMPORTING, EXPORTING, AND PRINTING

EXPORTING PAPERPORT ITEMS

Exporting an item saves a copy of it in the format you selected while the original remains as it was.

Note: In P age View, use the Save As command to make a copy of the original item. F or more information, see “Saving an item in a differ ent

format.”

You might want to export items when:

• Someone else needs to open the item in an application that requires a

different ﬁle format, such as JPEG for embedding the ﬁle in a Web page.

• You want to save the ﬁle on a floppy disk.

• You want to create a self-viewing PaperPort ﬁle and send it to

someone who doesn’t have PaperPort or Visual Explorer.

The following table describes the formats for exporting items:

For mat Description

PaperPort file (.MAX) A format used in Visual Explorer or

PaperPort.

Windows Bitmap (.BMP)

PC Paintbrush (.PCX) A format commonly used for paint

Multi-page PCX (.DCX)

Joint Photographic Experts Group (.JPG)

A format used for displaying and storing Windows images.

applications. A format for multipage PCX ﬁles.

An international standard for the compression of digital photographic images.

Format Description

EXPORTING PAPERPORT ITEMS 93

Tag Image File Format (.TIF)

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

Portable Network Graphics (.PNG)

Self Viewing File (.EXE)

Proposed standar d r eplacement for GIF, but not currently supported by browsers.

A format that creates a special PaperPort ﬁle you can attach to an e-mail message or place on a server. The recipient of the ﬁle simply double-clicks and views the ﬁle without using PaperPort or Visual Explorer.

FlashPix (.FPX) A high-resolution image ﬁle format.

To export an item:

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

You can export both individual items and stacks. To export a page from a stack, unstack the page from the stack and select it.

2. From the File menu, choose Export.

3. Select the folder where you want to save the item.

94 CHAPTER 9: IMPORTING, EXPORTING, AND PRINTING

4. Select the ﬁle format from the Save as type drop-down list.

By default, the ﬁle format PaperPort Files (*.MAX) is used. If you export a P aperPort item in any format other than a P aperPort

(.MAX) ﬁle, annotations in that ﬁle cannot be edited, deleted, or moved. If the annotations are hidden, they are not exported.

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

Note: If you don’t type a name for the ﬁle, the item’s title is used.

6. Click Save.

Note: PaperP ort items expor ted as BMP or TIFF ﬁles can be as much as 10 times larger than the original PaperPort items. If you have an application that compresses ﬁles, you might want to compress the exported ﬁles before saving them on a ﬂoppy disk.

EXPORTING WITH COMPRESSION

When you export color and grayscale images, the ﬁles can become large and occupy large amounts of hard disk space. To overcome this problem, Visual Explorer has a built-in compression feature that uses the JPEG ﬁle format to compress ﬁles. The more a ﬁle is compressed, the less disk space it requires. As compression increases, the image quality decreases. You can determine the best level of compression by setting the import and export preferences.

To set the amount of compression when exporting a ﬁle:

1. From the Edit menu, choose Preferences.

The Visual Explorer Preferences dialog box appears.

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