Xerox DocuWorks Beginner's Guide

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What Can

DocuWorks Do?

Table of Contents

● What Can DocuWorks Do? ....................................................................................... I

● Introduction ...............................................................................................................V

1 Creating DW Documents

1.1 Desk: Creating DW Documents........................................................................... 2

1.2 DocuWorks Printer: Creating DW Documents................................................... 6

1.3 Creating DW Documents from Office Applications........................................... 8

1.4 Desk/Viewer: Processing DW Documents.......................................................... 9

2 DocuWorks: How to see DocuWorks

2.1 Differences between Desk and Viewer ............................................................. 12

2.2 Desk: How to see Desk ...................................................................................... 14

2.3 Viewer: How to see Viewer ................................................................................ 18

3 Editing DW Documents

3.1 Viewer: Adding to DW Documents (Annotating) ............................................. 26

3.2 Viewer: Moving and Deleting Pages ................................................................. 40

3.3 Viewer: Inserting Titles and Page Numbers..................................................... 44

3.4 Viewer: Creating a Table of Contents ............................................................... 46

3.5 Desk/Viewer: Converting Images of Text to Text Data .................................... 51

4 Printing DW Documents

4.1 Desk/Viewer: Printing......................................................................................... 58

4.2 Desk: Printing with the Same Settings ............................................................. 60

4.3 Desk: Printing Several Pages on One Page ..................................................... 63

5 Searching DW Documents

5.1 Viewer: Searching for Text................................................................................. 66

5.2 Desk: Marking the Search Result...................................................................... 69

5.3 Desk: Searching for Multiple DW Documents.................................................. 71

6 Organizing DW Documents

6.1 Desk: Stacking/Unstacking Multiple DW Documents...................................... 74

6.2 Desk: Creating Binders and Organizing........................................................... 78

6.3 Desk: Linking to Folders Other Than the User Folder .................................... 85

6.4 Desk: Creating a Folder and Organizing .......................................................... 87

7 Protecting DW Documents

7.1 Types of Security and Function Prohibition .................................................... 90

7.2 Desk/Viewer: Setting Passwords ...................................................................... 92

8 Creating Files in Other Formats

8.1 Desk: Creating a PDF file from a DW document on Desk............................... 98

8.2 Desk/Viewer: Creating an Image File from a DW Document ........................ 100

9 More Functions

9.1 All About Plug-ins............................................................................................. 102

9.2 Sending DW Documents to Someone Who Does Not Have DocuWorks .... 104

9.3 Desk: Creating DW Documents with Information Hidden............................. 105

● Index....................................................................................................................... 108

Introduction

Thank you for purchasing DocuWorks.

About this Book

This book is for first time users of DocuWorks. It provides an outline and an explanation of the basic functions of DocuWorks.

Explanations in this book are based on the assumption that you understand the basic operations of Microsoft® Windows 2000, Microsoft Windows XP, and Microsoft Windows Vista® (hereafter referred to as Windows 2000, Windows XP, and Windows Vista).

How to Read this Book

This book uses screenshots and operations from Windows Vista as examples for explanations. Explanations should be revised accordingly for operations on operating systems other than Windows Vista.

This book explains operations mainly using sample DW documents in Desk.

Sections with titles beginning with "Desk:" explains operations on Desk, and those with "Viewer:" explains operations on Viewer.

Note

Supplementary information about operations.

Refer to Help

References to DocuWorks Help.

Important

Precautions about operations. Please be sure to read these.

Icons like : Buttons in dialog boxes.

Reference

References to other parts of this book.

Text in <angle brackets>: Names of keys on the keyboard. For example, "press the <Ctrl> + <P> keys" means pressing the <P> key while holding down the <Ctrl> key.

Text in [brackets]: Text that appears on screen, such as the names of items or dialog boxes.

Introduction

When Printing This Book

Select the [Fit to the print area if the document size may be larger than the paper size] check box, which is explained in page 59, and print again when the edges are not printed.

Use both sides printing without N up to print "What Can DocuWorks Do? (I)" as a doublepage spread.

About Setup Guide, Help, and Release Note

Besides this book, the following manuals are provided in digital format for DocuWorks. They can be used according to your needs. All of these manuals are written on the premise that the reader has a basic understanding

Windows operations.

● Setup Guide

Explains how to install DocuWorks, configure Personal Settings, and uninstall DocuWorks.

● Help

Explains operating procedures for all functions of DocuWorks. Use it in the following situations.

• To learn about settings in dialog boxes that appear while operating DocuWorks Click the [Help] button in the dialog box for an explanation of that dialog box.

Introduction

• To learn about DocuWorks overall To learn details about various operations and functions To learn vocabulary and frequently asked questions Use one of the following methods to open DocuWorks Help and then the topic you want to

know.

• Click [DocuWorks Help] on the [Help] menu in the Desk or Viewer window.

• Click [Start] on the Windows Taskbar and then select [All Programs] > [Xerox] >

[DocuWorks] > [DocuWorks Help].

● Release Note

Explains about the precautions, limitations, and the operating environment for DocuWorks. Click [Start] on the Windows Taskbar and then select [All Programs] > [Xerox] >

[DocuWorks] > [Readme] > [Readme] to view it in a web browser.

VII

Creating DW Documents

Let's create a DW document from paper documents and data from applications that you have on hand.

To create DW documents from applications, you have two ways explained in "1.1 Desk: Creating DW Documents (p.2)" and "1.2 DocuWorks Printer: Creating DW Documents (p.6)".

For Office applications, you can also follow the way explained in "1.3 Creating DW Documents from Office Applications (p.8)".

Desk: Creating DW Documents

1.1

First, let's create a DW document from data from Windows applications.

Creating a DW Document from an Application File

•Refer to Help Basic Operations of Desk > Creating DocuWorks Documents > Creating Documents from Application Data >

Creating Documents by Dragging-and-dropping to the Workspace

1.1

Note

Other Ways

Double-click the icon on the desktop.

icon can be created if [Create] was selected in the [Shortcut to DocuWorks Desk] wizard during installation.

Reference If DW documents cannot be created by dragging and dropping files

Use the procedure described in "1.2 DocuWorks Printer: Creating DW Documents (p.6)" to create a DW document.

Note

Procedure to create a DW document from a whole folder

Drag and drop a folder to the Desk Workspace. A DW document is created from the files in the folder when specifying [Specify target file to import within folder] and

clicking .

1 Start Desk

Click [Start] and select [All Programs] > [Xerox] > [DocuWorks] > [DocuWorks Desk].

Desk starts up.

2 Create a DW document

Drag and drop one or more data files to the Desk Workspace.

Workspace

The [Import File] dialog box opens.

Click .

The [Convert application file] dialog box opens.

Select whether to attach the original data.

Click .

A DW document is created on Desk.

The new DW document is given the same name as the original file.

1.1 Desk: Creating DW Documents

Note

What is original data?

The original data is a copy of the data from which the DW document was made. Selecting [Create page and attach original data] makes it possible to edit the original data later. It is also possible to create a new DW document after editing it.

If the original data is attached, is shown on the thumbnail (which displays the reduced image).

The extension of DW documents

".xdw"

Creating DW Documents

1.1 Desk: Creating DW Documents

Creating a DW Document from an Image File

•Refer to Help Basic Operations of Desk > Creating DocuWorks Documents > Creating Documents from Image Files > Creating Documents by Dragging-and-dropping to the Workspace

Note

TIFF compatible compression formats

• TIFF-FX

• TIFF Revision 6.0 (uncompressed)

• G3 1d/G3 2d/G4/JPEG/Packbits

Other Ways

Double-click the icon on the desktop.

icon can be created if [Create] was selected in the [Shortcut to DocuWorks Desk] wizard during installation.

The following image file formats can be made into DW documents.

•BMP files

• JPEG files

•TIFF files

1 Start Desk

Click [Start] and select [All Programs] > [Xerox] > [DocuWorks] > [DocuWorks Desk].

Desk starts up.

2 Create a DW document

Drag and drop one or more image files onto the Desk Workspace.

Workspace

Import files without opening the [Import Image File(s)] dialog box

Click [DocuWorks Desk Options] on the [Tools] menu to open the [DocuWorks Desk Options] dialog box. Set the paper size in the [Import Files] tab.

The [Import File] dialog box opens.

Click .

The [Import Image File(s)] dialog box opens.

Configure any settings if necessary.

Click .

Set the size and the position of the image while referring to a preview.

Set whether to give image quality or compression priority.

1.1 Desk: Creating DW Documents

Creating DW Documents

Note

[Paper size]

• For photos and images without set sizes, select [Same size as the image] to create a DW document without white margins.

Select [Automatic] to import the image in the smallest set size (e.g. A4).

• The file size to import needs to be between 30mm x 30mm and 2400mm x 2400mm.

A DW document is created on Desk.

The DW document that is created is given the same name as the original file.

[Import the following file using same setting]

Select the check box to import more images with the same settings, to eliminate the need to open the dialog box for each file.

1.2

DocuWorks Printer: Creating DW Documents

•Refer to Help Basic Operations of Desk > Creating DocuWorks Documents > Creating

Documents from Application Data > Creating Documents by Printing to a DocuWorks Printer

1.2

Note

What is a virtual printer?

A virtual printer enables you to output or convert files like printing them by a printer.

Create DW documents from Web pages

DocuWorks Printer can be used to easily create DW documents from web pages. These documents must be used with care to copyrights.

Let's create a DW document from the [Print] dialog box of an application by using a virtual "DocuWorks Printer". DocuWorks Printer is automatically created when DocuWorks is installed. It does not need to be installed separately.

1 Display the [Print] dialog box

Print the document from the application. For example using an Excel document, open the document and click [Print] on the [File] menu.

The [Print] dialog box opens.

2 Create a DW Document

Select [DocuWorks Printer] from the list of [Name] under [Printer].

To set the paper and image quality, click , and configure the settings in the [DocuWorks Printer Properties] dialog box.

Click .

1.2 DocuWorks Printer: Creating DW Documents

Creating DW Documents

Note

Create a single DW document from

Clear the check box if you do not want Desk to start up after creating DW documents.

Select and specify the value if you want to create DW documents on other than Desk.

multiple worksheets in Excel

A DW document from only the displayed worksheet is created when creating a DW document from an Excel file with multiple worksheets. To create a DW document from multiple worksheets in an Excel file, set the [Resolution] to 600 dpi, the same print resolution as DocuWorks Printer, in the [Quality] tab for all the Excel worksheets. And, set [Print what] to [Entire workbook] in the [Print] dialog box.

A DW document is created on Desk after Desk started if it had not yet started. The DW document that is created is given the same name as the original file.

1.3

Creating DW Documents from Office Applications

•Refer to Help Menus and Dialog Boxes > Personal Settings

Just click the [Convert to DocuWorks] button in Office applications (Word, Excel, or Power Point) to create a DW document.

1.3

Note

Compatible Office versions

•Microsoft® Office XP

•Microsoft

• 2007 Microsoft Office

You need to select the application being used (Word, Excel, or PowerPoint) in [DocuWorks Creator for Microsoft Office Settings] in Personal Settings in advance. In the default settings, all the applications are selected. For how to configure Personal Settings, refer to "Setup Guide".

Start up Desk

Desk does not start up when selecting the [Create in the specified folder] or [Specify the name of the document and the folder at creation] check box under [Creation method] in the [DocuWorks Printer Properties] dialog box (page 7).

Office 2003

[Convert to DocuWorks]

System

1 Create a DW Document

Open a Word, Excel, or PowerPoint file, and click

[Convert to DocuWorks] on the Standard Toolbar.

A DW document is created on Desk after Desk started if it had not yet started.

1.4

Desk/Viewer: Processing DW Documents

Creating DW Documents

1.4

You can process DW documents made from scanned documents using a multi-function scanner by the following methods.

• To correct a skewed image from paper documents that was scanned at an angle

You can correct it by using the [Process Pages] plug-in on Desk, or [Deskew] on the [Edit] menu on Viewer.

•Refer to Help Use of Plug-ins > Process Pages (File Optimizing)

Basic Operations of Viewer > Work on Pages > Deskewing Pages

• To reduce small black dots on data that are scanned in black and white

You can reduce them by using the [Process Pages] plug-in on Desk, or [Noise Reduction] on the [Edit] menu on Viewer.

Reference

Run OCR

You can convert images of text into digital text data by OCR. This is explained in "3.5 Desk/Viewer: Converting Images of Text to Text Data (p.51)".

•Refer to Help Use of Plug-ins > Process Pages (File Optimizing)

Basic Operations of Viewer > Work on Pages > Reducing Noise from Pages

• To remove black margins caused when paper documents are scanned

You can remove them with the [Edge Erase] plug-in on Desk.

•Refer to Help Use of Plug-ins > Edge Erase

1.4 Desk/Viewer: Processing DW Documents

DocuWorks: How to see

DocuWorks: How to see DocuWorks

DocuWorks

Let's try basic operations on Desk and Viewer.

2.1

Differences between Desk and Viewer

2.1

Note

Other Ways

Double-click the icon on the desktop.

icon can be created if [Create] was selected in the [Shortcut to DocuWorks Desk] wizard during installation.

Exit

•Click .

• Click [Exit] on the [File] menu.

Reference

Binders

This is explained in "6.2 Desk: Creating Binders and Organizing (p.78)".

What you can do in Desk

This is explained in pages titled "Desk" such as in "1.1 Desk: Creating DW Documents (p.2)".

•Refer to Help About DocuWorks > DocuWorks Components

Basic Operations of Desk > Opening and Closing Desk

Basic Operations of Viewer > Opening and Closing Viewer

DocuWorks is composed of Desk and Viewer. This section explains the basic differences between Desk and

Viewer.

Desk

How do I start it?

Click [Start] and select [All Programs] > [Xerox] > [DocuWorks] > [DocuWorks Desk].

Stack or unstack DW documents

This is explained in "6.1 Desk: Stacking/ Unstacking Multiple DW Documents (p.74)".

What is it?

DW documents and binders are located on it like a desk. On the left side, the composition of the folders, on the right side, the files on the folders are displayed. You can also stack, and unstack individual files.

Viewer

2.1 Differences between Desk and Viewer

DocuWorks: How to see DocuWorks

How do I start it?

Double-click a DW document or a binder on Desk.

Note

Other Ways

Viewer starts up when you double-click a DW document or a binder in Explorer.

Exit

•Click .

• Click [Exit] on the [File] menu. The dialog box asking whether to save the changes or not appears if you have edited a DW document or a binder.

Click to save, not to save.

What is it?

It displays an image of a DW document or a binder you can move around and look at on Desk. Viewer lets you do more than enlarge DW documents or binders, you can edit individual pages too.

Reference

What you can do in Viewer

This is explained in pages titled "Viewer" such as in "3.1 Viewer: Adding to DW Documents (Annotating) (p.26)".

2.2

Desk: How to see Desk

•Refer to Help Operating Environment of DocuWorks > Desk > Make-up of the Desk Window

Let's look at the Desk window.

This area shows the files and folders that are in a folder clicked in the Folder area. They can also be shown in List View. They are shown in Thumbnails View by default.

When in List View: Icons shown in List View:

Menu bar

Standard Toolbar

Standard Plug-in Toolbar

This area shows the folder hierarchy. Click on it and the contents in the folder are shown in the Workspace. The [User Folder] is shown by default. How to see Folder area is also explained below.

Folder area

Workspace

a DW document

a binder

2.2

This area shows the properties of the DW documents or binders clicked on the Workspace.

This button switches the Workspace display between thumbnail display and list display.

Folder area

Properties

Change Display Button

Note

[User Folder]

The [User Folder] is in the location specified in Personal Settings. In the default setting, it is in the following location. Documents\Xerox\DocuWorks\DWFolders The "Documents" folder varies depending on your OS.

Reference

[Link Folder]

The [Link Folder] is displayed when specifying folders linked to Desk. You can manipulate the files in the linked folder just the same as those in the [User Folder]. This is explained in "6.3 Desk: Linking to Folders Other Than the User Folder (p.85)".

Important

[Recycle Bin]

The [Recycle Bin] on [DocuWorks Desk] is different from the [Recycle Bin] on the Windows Desktop. Right-clicking on [Recycle Bin] and clicking [Empty Recycle Bin] removes the files in [Recycle Bin]. Be aware that files that are deleted from the [Recycle Bin] do not go into the Windows [Recycle Bin].

The message from DocuWorks or information about the clicked file is displayed.

Status Bar

Slider Bar

To zoom thumbnails in and out (10-34%), click the

buttons or drag the slider left or right.

2.2 Desk: How to see Desk

Thumbnail: How to See Thumbnails

•Refer to Help Operating Environment of DocuWorks > Desk > Workspace View Modes

This table explains about the thumbnails shown on Desk.

With the blue frame

Covered with diagonal lines

With numbers 1/2 and

DW documents in

Selected (Clicked) DW document

DW document opened in Viewer

Multiple page DW document

Binder and DW documents in binder

DocuWorks: How to see DocuWorks

Note

In the default setting, the blue frame is displayed. To change the color, follow the procedures below. Click [DocuWorks Desk Options] on the [Tools] menu to open the [DocuWorks Desk Options] dialog box. Then change the value in [Selection] under [Color setting] on the [General] tab.

Note

Click to change the page being viewed. Double-click to change to an unstacked page by page DW document.

Reference

This is explained in " Binder: How to See Binders (p.81)".

With

With lock mark

DW document with original data attached

Signed DW document and binder using a digital certificate or an electronic signature

Secured DW document and binder

Note

Sign DW documents or binders to check whether or not they have been falsified after the sign.

Note

Lock mark changes its shape depending on the type of security being used. Type of security is explained in "7.1 Types of Security and Function Prohibition (p.90)".

2.2 Desk: How to see Desk

With mark

DW document displayed as the thumbnail of A3 that actually is

Note

The following procedure displays a DW document in the actual size without the

mark.

1. Click [DocuWorks Desk Options] on the [Tools] menu to display the [DocuWorks Desk Options] dialog box.

2. Select [Display in thumbnail view of the same zoom ratio] under [Large size (page with the long edge exceeding 500mm)] on the [View] tab, and

click .

Note

If a PDF file has an attached file, there is .

With

With or

PDF file

Image file

Reference

How to create PDF files from DW documents are explained in "8.1 Desk: Creating a PDF file from a DW document on Desk (p.98)".

Note

This icon changes depending on the type of application related to the image file.

Reference

How to create image files from DW documents is explained in "8.2 Desk/Viewer: Creating an Image File from a DW Document (p.100)".

Putting Files other than DW Documents and Binders into [User Folder]

•Refer to Help Basic Operations of Desk > Common Operations > Displaying Non-DocuWorks Files

Note

When putting Word, Excel or PowerPoint files into the [User Folder]

Files which can be displayed as thumbnails on Explorer are shown as thumbnails also on Desk.

XPS file

XPS stands for "XML Paper Specification". Install "DocuWorks Thumbnail Extension 1.0" to display XPS files as thumbnails. You can download "DocuWorks Thumbnail Extension 1.0" from the DocuWorks web site for free. Click [Help] on Desk and select [Xerox Web Page] > [DocuWorks Home Page] to display the DocuWorks web site.

You can put files other than DW documents and binders on Desk. You have the following two ways to put files other than DW

documents and binders into [User Folder].

• Drag and drop a file onto the Workspace while holding down the <Ctrl> key.

• Drag and drop a file onto the Desk Workspace and select the [Import the file without converting to DocuWorks document] check box in the [Import File] dialog box, and click .

2.2 Desk: How to see Desk

DocuWorks: How to see DocuWorks

2.3

Viewer: How to see Viewer

•Refer to Help Operating Environment of DocuWorks > Viewer > Make-up of the Viewer Window

2.3

Reference

Annotations

This is explained in "3.1 Viewer: Adding to DW Documents (Annotating) (p.26)".

Let's look at the Viewer window.

Menu bar

Toolbars (explained in the next page)

Annotation Toolbar

Displays various information about DW documents and binders and lets you edit them. This is explained in " InfoView: How to See InfoView (p.22)".

Lets you change the properties of attached annotations.

InfoView

Property Toolbar

Lets you check the message and page number.

Change Display Button

Lets you change how the DW document is displayed.

[Document] view [Page Sorter and Document]

view

[Page Sorter] view

[Split Document View] [Full Screen] view [Original Data] view

Standard Toolbar

2.3 Viewer: How to see Viewer

DocuWorks: How to see DocuWorks

[Open]

[Save]

[Print]

Rotates the document

[Toggle InfoView]

Zoom Toolbar

[Zoom] (10 - 1600%)

[Zoom Out]

[Fit to Whole Page]

Page Up/Down Toolbar

Shows the first page

Shows the previous page

Shows the next page

Shows the last page

[Pointing Mode]

[Scrolling Mode]

[Text Mode]

Shows/Hides annotations

[Fit to Page Width]

[Zoom In]

Shows the [Go to Page] dialog

box

Shows the total number of pages Displays the page specified in this box

Note

Change the zoom ratio

You can use the following ways other than the Zoom Toolbar.

• Press the <Ctrl> key while rolling the mouse wheel.

• Click [Zoom] on the [View] menu to display the [Zoom] dialog box and specify the ratio.

Find Toolbar

Shows the [Find] dialog box

[Text String]

[Find Previous]

[Find Next]

2.3 Viewer: How to see Viewer

How to Change/Display Pages

•Refer to Help Basic Operations of Viewer > Work on Pages > Turning a Page

Note

[Turn & Scroll Page]

If you click [Turn & Scroll Page] on the [Tools] menu, pages scroll down when turning pages. The upper half of the next page or the lower half of the previous page is shown.

• Scroll pages

P.1 P.2

• Non-scroll pages

P.1 P.2

Reference

Binder

This is explained in "6.2 Desk: Creating Binders and Organizing (p.78)".

● Click the Page Up/Down Toolbar buttons

Use the buttons on the Page Up/Down Toolbar to turn pages. For the function of buttons, refer to the previous page.

The [Go to Page] dialog box displayed when clicking varies depending on the type of the file: a DW document or a binder

• a DW document

The specified page is displayed as in Page Up/Down Toolbar.

• a binder

Note

Display thumbnail of page

Press the <Shift> key while putting the cursor on the overlapping pages to display the thumbnail with page number.

Double-click on notepad on the notepad list

The notepads are listed on the [NotePad/ Link List] tab in InfoView. Double-click on the notepad to show the page where the notepad is stuck.

● Click the overlapping pages

The pages of the DW document or binder with multiple pages are shown overlapping. Put the cursor on the overlapping pages to display the page number. Click to open to the page number displayed.

First page

Displayed page

Last page

Page Number

● Click the notepad

Click on the notepad to show the page where that notepad is stuck.

● Change to the Page Sorter view and click a page

Click either (Page Sorter) or (Page Sorter and Document) on the Change Display Button to show the pages in Thumbnails View. Click the page you want to see.

• In Page Sorter view

• In Page Sorter and Document view The selected page is enlarged and shown in the bottom part of

the screen.

2.3 Viewer: How to see Viewer

DocuWorks: How to see DocuWorks

● Use the keyboard

Press the corresponding key to change pages.

• Previous page: <Page Up> key

• Next page: <Page Down > key

• First page: <Home> key

• Last page: <End> key

● Use the mouse wheel

Press the <Shift> key while rolling the mouse wheel to turn pages one at a time. Roll the wheel forward to go to the previous page and backward to go to the next page.

● Use the menus

Click [Previous Page] or [Next Page] on the [View] menu.

2.3 Viewer: How to see Viewer

InfoView: How to See InfoView

•Refer to Help Operating Environment of DocuWorks > Viewer > Make-up of InfoView (Viewer)

Note

Show/hide tabs

Select the check boxes of the names of tabs to show under [Display Tabs in InfoView] on the [View] menu. Clear the check box to hide a tab.

Change the tab order

Drag and drop a tab onto another tab.

Reference

NotePad/Link

This is explained in "3.1 Viewer: Adding to DW Documents (Annotating) (p.26)".

Binder

This is explained in "6.2 Desk: Creating Binders and Organizing (p.78)".

The 6 tabs in the InfoView can show you information about the DW document or binder that is displayed.

The tabs let you manipulate the DW documents or binders.

• [NotePad/Link List] tab (Information about notepads and links)

Any notepads or links in the DW document are listed.

You can check the strings in notepads or links. Double-clicking a notepad opens the page where the notepad is stuck. Clicking on a link jumps to the linked destination.

• [Binder Index] tab (Information about DW documents in a binder)

If a binder is open, the DW documents in the binder are listed.

[Binder Menu] lets you put DW documents into binders, change the name of DW documents in binders, and other things.

Signature

This is explained in "7.1 Types of Security and Function Prohibition (p.90)".

Note

Verify Signatures

Check if the signature is reliable or if it is edited after the signature.

• [Signature List] tab (Information about document signatures)

Any signatures in the DW document or binder are listed on this tab. You can check signature information or open signed pages.

You can also use the menu that appears when you right-click on the signature to verify signatures or recover DW documents.

2.3 Viewer: How to see Viewer

• [Table of Contents] tab (Information about title annotation)

Any title annotations in the DW document or binder are listed on this tab. Double-clicking a title annotation opens the page where it is located. You can also change the title or make other changes on the menu displayed when right-clicking on the title annotation.

• [OCR Result] tab (Looking at DW documents scanned with OCR)

The strings of the OCR results of a page scanned using OCR are shown.

You can select, add, delete, and input text in OCR results.

Reference

Table of Contents (Title Annotation)

This is explained in "3.4 Viewer: Creating a Table of Contents (p.46)".

OCR

This is explained in "3.5 Desk/Viewer: Converting Images of Text to Text Data (p.51)".

DocuWorks: How to see DocuWorks

• [Page Properties] tab (Information about page properties)

This area shows the properties of open documents.

You can check the paper size, type of data of the original document, resolution, etc.

2.3 Viewer: How to see Viewer

Editing DW Documents

Let's add information such as notepads and text to DW documents you've created and samples included with DocuWorks.

Information can be added as if you were using paper documents.

This section also explains how to change the order of and remove pages in DW documents.

3.1

Viewer: Adding to DW Documents (Annotating)

3.1

Note

Undo

Pressing the <Ctrl> + <Z> keys or clicking [Undo] on the [Edit] menu enables you to undo up to 10 antecedent operations.

Let's add notepads, and text as memos, and draw lines with a marker on DW documents. Notepads, text, and markers are known as "Annotations". This section explains the types of annotations and how to add frequently used annotations.

What Can You Do with Annotations?

•Refer to Help Working with Annotations > About Annotations

You can annotate DW documents by clicking the buttons on the Annotation Toolbar. After annotating, you can change the size, color, and shape of certain annotations. Also, you can move,

Reference

Annotation Toolbar

The Annotation Toolbar shown on the right is the default toolbar. You can hide unnecessary buttons or add the annotations you created. This is explained in " Customizing the Annotation Toolbar (p.38)".

copy, or delete the annotations.

● Annotation Toolbars

Annotation Toolbars have three types; Basic, Stamp, and Shapes. This section explains what you can do with each button.

Basic Annotation Toolbar

1 2 3 4 6 7 8 9

10 11 1312 1614 15517

Note

What is OLE (Object Linking and

Embedding)?

OLE is a function that shares and exchanges information among multiple Windows applications. OLE objects are flags, diagrams, and videos added to a DW document using OLE functions.

Write text in black

Write text in red

Add yellow notepads without text

Add blue notepads with text

Add green notepads with text (*1)

Draw black lines by freehand

Highlight text yellow

Draw a straight black line

Draw a red rectangle

Draw a red ellipse

Draw a polygon with a red frame and a blue interior

Insert an OLE object

Insert links

Add title annotations to create a table of contents

3.1 Viewer: Adding to DW Documents (Annotating)

Add a date

Insert a portrait Letter blank page

Insert a blank page

(*1) The width of a notepad changes depending on the width of entered text.

Stamp Annotation Toolbar

Add stamps

Shapes Annotation Toolbar

Editing DW Documents

Add figures

Add brackets or hand marks

Add block arrows

Add balloons, check marks, or X

Stamp and Shapes Annotation Toolbars are floating in the default. Dragging them to the right, left, upper, or lower side fixes them on the position to which you dragged.

Note

Show/hide Stamp or Shapes Annotation Toolbars

To hide the toolbars, click . To show them, click [View] and select [Toolbars] > [Annotation Toolbar] > [2 Stamp] or [3 Shapes].

To make the toolbars float again, drag on the left side of the toolbar.

3.1 Viewer: Adding to DW Documents (Annotating)

● Examples for using annotations

Ellipse

Link

Stamp

Polygon

Marker

Freehand

Line

Adding Notepads with Text

•Refer to Help Working with Annotations > Use of Annotations > Using NotePad Annotations

This section explains how to add notepads with text.

Reference

Print a DW document with notepads

When you want to print the DW document including notepads, you need to select the [Fit to the print area if the document size may be larger than the paper size] and [Include also overflowed annotation] check boxes in the [Detailed Settings] dialog box which opens on the [Print] dialog box. This is explained in "4.1 Desk/Viewer: Printing (p.58)".

1 Add a notepad

Click (NotePad/Blue/with Text) on the Annotation Toolbar.

The cursor changes to .

Click where you want to add the notepad.

Block Arrow

Text

NotePad

Callout

OLE

The notepad is added.

2 Enter text

Double-click .

The cursor changes to .

Delete .

3.1 Viewer: Adding to DW Documents (Annotating)

Enter text.

When you finish entering text, click outside the notepad.

Modifying Annotation Properties

•Refer to Help Working with Annotations > Work with Annotations (Common Operation) > Displaying or Modifying

This section explains how to modify the properties of annotations using the notepad and text.

Annotation Properties

1 Change the color of notepads

Click [Pointing Mode] on the Standard Toolbar.

Click the brim of the notepad.

Click [Fill Color] on the Property Toolbar to display the drop-down menu. And then click a color on the menu.

Note

Other Ways

Double-clicking the brim of the notepad displays the [NotePad Properties] dialog box. Select [Color] on the [Color and line]

tab, and click .

Editing DW Documents

[Other Colors]

Clicking [Other Colors] on the drop-down menu displays the [Color] dialog box. On this dialog box, you can specify the color using a palette.

3.1 Viewer: Adding to DW Documents (Annotating)

Note

Change the size of notepads

Click the notepad, put the cursor on , and drag the arrow to change the size.

Change the size of the text entry area

1. Click the text entry area.

2. Click [Starch Off] on the [Edit] menu.

3. Drag the text entry area.

The notepad color changes.

2 Change the size and color of text

Click the text you want to change.

Click [Font Size] on the Property Toolbar to display the drop-down menu. And then click the text size on the menu.

The text size changes.

3.1 Viewer: Adding to DW Documents (Annotating)

Click [Text Color] on the Property Toolbar to display the drop-down menu. And then click the text color on the menu.

The text color changes.

Note

[Other Colors]

Clicking [Other Colors] on the drop-down menu displays the [Color] dialog box. On this dialog box, you can specify the color using a palette.

Editing DW Documents

Highlighting Text

•Refer to Help Working with Annotations > Use of Annotations > Using FreeHand Annotations

Let's highlight text to add emphasis.

1 Highlight text

Click (Marker/Yellow/7pt) on the Annotation Toolbar.

The cursor changes to .

Click the mouse where you want to start highlighting and hold the button down as you highlight. Release the button when finished.

The text is highlighted.

Highlight straight across

Highlighting text while holding down the <Shift> key allows the highlighter to be drawn vertically or horizontally.

Change the color and weight

Double-click the marker when in

Properties] dialog box. Change the value in [Color] and [Weight] on the [Color and line]

tab, and click .

Note

[Pointing Mode] to display [FreeHand

3.1 Viewer: Adding to DW Documents (Annotating)

Drawing a Straight Line and Adding Arrows

•Refer to Help Working with Annotations > Use of Annotations > Using Line Annotations

Let's draw a line and add arrows.

1 Draw a line

Click (Line/Black/1pt) on the Annotation Toolbar.

The cursor changes to .

Note

Drawing lines in 15 degree increments

Hold down the <Shift> key while drawing a line to select a direction in 15 degree increments.

Click the mouse where you want to start the line and hold the button down as you draw. Release the button when finished.

A line is drawn.

Other Ways

Click on the line while clicking [Properties] on the [Edit] menu.

[Style]

[Wide PolyLine] [PolyLine] [Fill]

2 Add an arrow

Double-click on a line.

The [Line Properties] dialog box opens.

Select the type and style of the arrow. You can also change the color and width of the line as necessary.

Click .

An arrow is added to the line.

3.1 Viewer: Adding to DW Documents (Annotating)

Inserting Links

•Refer to Help Working with Annotations > Use of Annotations > Using "Link" Annotations

Annotations that jump to the link destinations are called "Link Annotations". This is useful when you want to set the reference to information related to the DW document.

● Settable link destinations

• Web pages

Editing DW Documents

Specify a web address (URL). Clicking the link button launches a web browser and displays the specified web page.

• DW document pages Specify a page number. You can specify a page number of

other DW documents and of DW documents within binders, and a sequential page number of other binders. Clicking the link button displays the specified page.

Note

List of links

A list of notepads and links in the DW document is viewable on the [NotePad/ Link List] tab in InfoView. Double-clicking a link on the list displays the page where it is inserted. Also, rightclicking a link and clicking [Jump to the Link Target] on the displayed menu opens the web page just like clicking the link annotation.

3.1 Viewer: Adding to DW Documents (Annotating)

Note

Set a link to a link annotation

If a page number is specified in a link and the page number changes, the page you want is not displayed. To avoid this problem, insert a link annotation on the page you want to specify and link to the annotation.

• Other link annotations in documents Specify another link annotation title. You can specify a link

annotation in other DW documents or binders. Clicking the link button displays the page where the specified link annotation is inserted.

• Files from other applications Specify the file name. Clicking the link button launches the

related application and displays the specified file.

Set DW document text to a link annotation

Select text with [Text Mode] selected and right-click. Clicking [Create Link Annotation]

on the displayed menu creates a transparent link annotation over the selected text.

• E-mail address Clicking the link button launches the email software and opens

a new message with the specified e-mail address entered as the recipient.

● Insert links

1 Display the [Link Properties] dialog box

Click (Link) on the Annotation Toolbar.

The cursor changes to .

Click where you want to add the link button.

The [Link Properties] dialog box opens.

2 Configure settings of the link

Click the [Advanced] tab.

Enter text to display on the link button in [Title].

Configure any settings necessary.

Select the [Link type].

Click .

A link settings dialog box opens.

The dialog box differs depending on the [Link type].

Configure the settings in the dialog box.

Click .

[Web page] [DocuWorks data]

[E-mail address]

3.1 Viewer: Adding to DW Documents (Annotating)

Note

Link to a page of other DW files

Set the file and page in the [DocuWorks File

Settings] dialog box.

Link to another link annotation

You must set the link annotation for the link destination in advance. Select any [Link type] for the link annotation. The file and link annotation of the link destination are set in the [DocuWorks File Settings] dialog box for the link annotation in the link source.

Editing DW Documents

[Other files]

Configure any settings on the other tabs if necessary.

3.1 Viewer: Adding to DW Documents (Annotating)

Click .

The link button is added to the DW document.

Note

When a link is enabled

The button is displayed in gray.

● Move link buttons and change link settings

When a link button is added, it is considered enabled.

Remove link buttons

After disabling a link, right-click the link

button with [Pointing Mode] selected and click [Delete].

Or, press the <Delete> key.

Other Ways

You can move link buttons by pressing the

< >, < >, < >, or < >key while pressing the <Alt> key.

Enable links

Click [Edit All Links/Titles] on [Link/Title] in the [Tools] menu to clear the check.

When a link is enabled, clicking a link button jumps to the specified destination. With this state, the link button cannot be moved. The link must be temporarily disabled.

A link is disabled when you click [Edit All Links/Titles] on [Link/ Title] in the [Tools] menu. When a link is disabled, the button is displayed in white.

• Moving links

After disabling a link, click the link button with [Pointing Mode] selected and move it.

• Editing links After disabling a link, double-click the link button with

[Pointing Mode] selected. When the [Link Properties] dialog

box appears, edit the link as necessary.

3.1 Viewer: Adding to DW Documents (Annotating)

Adding the Same Annotation Repeatedly

•Refer to Help Menus and Dialog Boxes > Viewer > Menu > [Annotations] > [Continuous Annotation Mode]

● Double-click a button on the Annotation Toolbar

Double-click the button on the Annotation Toolbar you want to add repeatedly.

The annotation of the button you double-clicked can be added repeatedly.

Note

Repeat

Pressing the <Ctrl> + <Y> keys repeats the current operation. After adding an annotation, the same annotation will be added. However, you cannot decide where to add.

Editing DW Documents

To remove this setting, click another button on the Standard Toolbar or Annotation Toolbar.

● Click [Continuous Annotation Mode]

Selecting [Continuous Annotation Mode] on the [Annotations] menu enables you to add annotations repeatedly.

When adding another annotation, click [Continuous Annotation Mode] to deselect on the [Annotations] menu.

3.1 Viewer: Adding to DW Documents (Annotating)

Customizing the Annotation Toolbar

•Refer to Help Working with Annotations > Customize Annotation Tools

Let's customize the Annotation Toolbar to make it easier to use.

Note

Customize the entire toolbar

• Use the menu displayed when rightclicking on the toolbar and the dialog box displayed when clicking [Customize].

● Add user created annotations to the Annotation Toolbar

Add user created annotations to the toolbar to make repeated use easier.

1 Display the [Add to Annotation Toolbar] dialog

box

• Click [Toolbar Options] > [Add or Remove Buttons] on the Standard Toolbar and customize the toolbars using the displayed menu.

Click on the Standard Toolbar to enter Pointing Mode.

Click the annotation you want to add to the toolbar.

[Decide shape when pasting]

The name changes depending on the annotation to add. For example, it will be [Decide character string when pasting] when adding text.

Click [Add to Annotation Toolbar] on the [Annotations] menu.

The [Add to Annotation Toolbar] dialog box opens.

2 Add to the Annotation Toolbar

Enter a [Name].

Click [Decide shape when pasting] to decide the shape when pasting.

Select the Annotation Toolbar you want to add to from [Annotation toolbar].

Click .

The button is added to the Annotation Toolbar. Click the button to add the registered annotation.

3.1 Viewer: Adding to DW Documents (Annotating)

● Hide buttons on the Annotation Toolbar

You can hide unused annotation buttons on the toolbar to streamline the screen.

1 Display the [Annotation Toolbar Options] dialog

box

Click [Annotation Toolbar Settings] on the [Tools] menu.

The [Annotation Toolbar Options] dialog box opens.

Editing DW Documents

2 Hide annotations

Click the tab with the annotation to hide.

Click to the left of the button you want to hide so it changes to .

Click the button.

The [Toolbar Options] dialog box appears.

Click .

Note

Delete buttons on the Annotation Toolbar

Click the annotation to delete, and press the <Delete> key.

Other Ways

Click [Exit] from the [File] menu.

Use the customized Annotation Toolbar on other PCs

Copy a file named "Annotation Toolbar Name.ann" which is located in "Documents\Xerox\DocuWorks\DWFolders" to the same location on other PCs to use it.

The selected tool buttons are no longer displayed.

3.2

Viewer: Moving and Deleting Pages

•Refer to Help Basic Operations of Viewer > Work on Pages > Copying, Moving, or Deleting

Pages

3.2

Note

Undo

Pressing the <Ctrl> + <Z> keys or clicking [Undo] on the [Edit] menu enables you to undo up to 10 antecedent operations.

Let's move pages to change the order and delete unnecessary pages. How to copy pages is explained in Note.

Moving Pages Within a DW Document

Note

Other Ways

Double-click a page of a DW document with

[Pointing Mode] selected.

You can also move pages in (Page Sorter and Document).

Copy Pages

Drag and drop a page onto the location you want while holding down the <Ctrl> key.

1 Move pages

Click (Page Sorter) on the Change Display Button.

A DW document is displayed in Thumbnails View.

Drag and drop the page to move onto the desired location.

The guideline is displayed on the point you drag the page to.

Guideline

The page is moved.

Moving Pages into Other DW Documents

3.2 Viewer: Moving and Deleting Pages

Editing DW Documents

1 Display pages in Page Sorter view

Click (Page Sorter) on the Change Display Button both on the DW documents with the page you want to move from and to.

The pages of the DW documents are displayed in Thumbnails View.

2 Move the page

Drag and drop the page to move into the desired position in the new document.

The guideline is displayed on the point you drag the page to.

Note

Other Ways

Double-click a page of a DW document with

[Pointing Mode] selected.

You can also move pages in (Page Sorter and Document).

Copy pages to a DW document

You can copy pages by holding down the <Ctrl> key and dragging and dropping the pages onto the window of the DW document to which you copy the pages.

Create another DW document from pages

Drag and drop pages onto Explorer or Desktop.

Guideline

The page is moved.

3.2 Viewer: Moving and Deleting Pages

Deleting Pages

Note

Other Ways

• Click [Delete] on the [Edit] menu.

• Right-click on the page and click [Delete] on the displayed menu.

● Delete pages one at a time

1 Display the page you want to delete

Display the page you want to delete using the Page Up/ Down Toolbar.

2 Delete pages

Press the <Delete> key.

A dialog box to confirm whether to delete the page opens.

Click .

The displayed page is deleted.

● Delete multiple pages at once

1 Display pages in Page Sorter view

Click (Page Sorter) on the Change Display Button.

The display is changed.

3.2 Viewer: Moving and Deleting Pages

2 Select the pages to delete

Press the <Ctrl> key while clicking pages you want to delete.

Note

Select consecutive pages to delete

To select consecutive pages, click on the first page you want to delete and while holding down the <Shift> key, click on the last page.

Editing DW Documents

3 Delete pages

Press the <Delete> key.

The selected pages are deleted.

3.3

Viewer: Inserting Titles and Page Numbers

•Refer to Help Basic Operations of Viewer > Operation on DocuWorks Documents > Setting Up

Headers and Footers

3.3

Reference

What is a binder?

Binders allow you to collect and store DW documents together but individually. How to operate on binders is explained in "6.2 Desk: Creating Binders and Organizing (p.78)".

Stack DW documents

You can stack multiple DW documents into a single document. This is explained in " Stacking DW Documents (p.74)".

You can add header/footer text strings, images, and page numbers for DW documents and binders. This is useful for adding titles and sequential page numbers when creating a single DW document or a binder from multiple files.

Page number: 1-3

Create DW documents

Stack

Specify the sequential page numbers from 1 to 12 and the common headers.

Page number: 1-5

Page number: 1-4

Margins

Header

Top Image

Page number

Footer

1 Display the [Setup Header/Footer] dialog box

Click [Setup Header/Footer] in [Header/Footer] on the [Tools] menu.

The [Setup Header/Footer] dialog box opens.

2 Configure the titles

Click the [Header] or [Footer] tab.

3.3 Viewer: Inserting Titles and Page Numbers

Configure any settings necessary.

3 Set the page number

Click the [Page Number] tab.

Configure the page number format if necessary.

Configure any other settings as necessary.

Click .

Enter text for the title.

Set the position of the title.

Set the page to add a title to.

Set the position of page numbers.

Set the page to add a number to.

Note

Specify the text style for header, footer, or page number

In the dialog box that appears when you click

, you can set the text style.

Set the title image

Click the [Top Image] and [Bottom Image] tabs and configure the settings. Only BMP files under 9.5MB can be specified here.

Page number format

When a single-byte "#" is entered in [Format] on the [Page Number] tab, the "#" represents the page number. For example, inputting "-#-" displays "-63-".

Titles and page numbers

Titles and page numbers are not automatically updated when DW documents are stacked or the page order is changed. Click [Update Header/Footer] in [Header/ Footer] on the [Tools] menu.

Delete titles and page numbers

Click [Delete Header/Footer] in [Header/ Footer] on the [Tools] menu.

Editing DW Documents

A dialog box to confirm whether to apply the settings opens.

Click .

The set title and page number are reflected in the DW document.

3.4

Viewer: Creating a Table of Contents

•Refer to Help Basic Operations of Viewer > Creating and Deleting a Table of Contents

3.4

Reference

What is a binder?

Binders allow you to collect and store DW documents together but individually. This is explained in "6.2 Desk: Creating Binders and Organizing (p.78)".

You can easily create a table of contents from DW documents and binders. A table of contents is useful if a DW document or a binder has been created from multiple files. Set the title with a "Title Annotation" first, and create a table of contents.

Creating a Table of Contents

Note

When InfoView is not shown

Click [Toggle InfoView] on the Standard Toolbar.

The [Table of Contents] tab in InfoView

Setting title annotations while displaying the [Table of Contents] tab in InfoView allows you to see how the table of contents looks.

1 Display the [Table of Contents] tab in InfoView

Click on InfoView and the [Table of Contents] tab to display the tab.

Position of title annotations

Always adding title annotations in the same position, for example, on the left, helps to increase readability.

2 Add title annotations

Display the page you want to add a title to.

Click (Title/Level1) on the Annotation Toolbar.

The mouse cursor becomes .

Click where you want to add the title annotation.

The [Title Properties] dialog box opens.

Click the [Advanced] tab.

Enter a text string to make a table of contents in [Title].

Set [Level].

Configure settings on the [Position and size] and [Custom] tabs as necessary.

Click .

3.4 Viewer: Creating a Table of Contents

Note

[Title]

While in [Text Mode], copy the title in the DW document and paste it in [Title].

[Level]

Set to create a table of contents structured like the one in this book.

1. Creating DW Documents

1.1 Desk: Creating DW Documents Creating a DW document from an application file Creating a DW document from an image file

Set as follows to create a structure like that above. Enter "1." from above in [Title].

• 1. Create DW documents: Level 1

• 1.1 Desk: Creating DW Documents: Level 2

• Creating a DW document from an application file: Level 3

• Creating a DW document from an image file: Level 3

Editing DW Documents

The title annotation is added.

Add title annotations to other pages.

3 Create a table of contents

Click [Create Table of Contents] on [Table of Contents] in the [Tools] menu.

The [Create Table of Contents] dialog box opens.

Configure any settings as necessary.

Click .

[Color and line]/[Font] tab

The settings on the [Color and line] and [Font] tabs cannot be configured because title annotations are transparent.

The table of contents is created on the point you specified in [Location to Insert Table of Contents] on the [Create Table of Contents] dialog box.

3.4 Viewer: Creating a Table of Contents

Changing Title Annotations Using InfoView

Note

Recreate a table of contents

If a table of contents already exists and you click [Create Table of Contents] on [Table of Contents] in the [Tools] menu, a dialog box opens asking you to confirm the deletion of

the existing table of contents. Click to delete.

Delete a table of contents

Click [Delete Table of Contents] on [Table of Contents] in the [Tools] menu.

Title annotations can be changed on the menu that appears when you right-click on the [Table of Contents] tab in InfoView.

• [Go To Page] Shows the page with the title annotation.

• [Move Up] Moves it one position up.

• [Move Down] Moves it one position down.

• [Level Up] Moves it one level up.

• [Level Down] Moves it one level down.

• [Rename] Changes the title.

3.4 Viewer: Creating a Table of Contents

Changing, or Copying Title Annotations on Pages

Title annotations are transparent and their position is fixed. Unfix a title annotation to move it.

1 Display a title annotation and unfix it

Right-click on the page with the title annotation to edit and on the menu that appears click [Edit All Links/Titles].

The title annotation is displayed.

Editing DW Documents

Right-click on the title annotation and click [Starch Off] on the menu that appears.

The title annotation can now be edited.

3.4 Viewer: Creating a Table of Contents

2 Change, copy, move, or delete

Change, copy, move, and delete title annotations as necessary. To change the titles or levels, right-click the title annotation and click [Properties] on the menu that appears.

To copy, hold down the <Ctrl> key and drag the title. To delete, click the title annotation and press the <Delete> key.

3.5

Desk/Viewer: Converting Images of Text to Text Data

Editing DW Documents

3.5

DW documents created from paper documents cannot be treated as text data, for the text is part of image data. OCR converts text in DW documents created from paper documents into text data, and enables you to use the data.

Note

What is OCR?

OCR stands for "Optical Character Recognition". It converts images of text into digital text data through a character recognition process.

Things that Can Be Done with OCR Processed DW Documents

•Refer to Help Basic Operations of Viewer > Use of Data on Pages > The OCR Processing of an Image Data

● Edit OCR results

Select a text string shown on the [OCR Result] tab of InfoView in Viewer and copy, cut, paste, delete, or input text. You can use the results of the edits when copying with [Text Mode] selected and when searching for text.

● Search for a text string

When searching for text string in Desk or Viewer, you can also search OCR processed documents.

Note

Edit OCR results

Even if you edit the OCR results, the results of the edits are not reflected on the text displayed on DW documents.

Reference

Searching for a text string

This is explained in "5 Searching DW Documents (p. 65)".

Desk: OCR Processing

•Refer to Help Use of Plug-ins > OCR

1 Display the [OCR] dialog box

Select a DW document or a binder and then click [OCR] on the Standard Plug-in Toolbar.

The [OCR] dialog box opens.

2 Configure settings (as necessary)

Click .

Note

Select DW documents or binders

You can select multiple DW documents and binders.

DW documents or binders that can do

OCR

DW documents and binders that have "Image Document" as the [Original] in the [Page Properties] tab in Viewer InfoView.

3.5 Desk/Viewer: Converting Images of Text to Text Data

The [OCR Setting] dialog box opens.

Configure any settings if necessary.

Note

[Reduce noise of image before OCR] under [Option for OCR]/[Perform automatic deskew] of the [OCR Advanced Settings] dialog box

To display the [OCR Advanced Settings]

dialog box, click . When selecting these check boxes, do Noise Reduction/Deskew so the text is easier to recognize during OCR processing. This does not effect the DW document.

[OCR processing for color image]

Select either recognition or speed as the priority when OCR processing. [Put priority on recognition] enables recognition of outline text, faint text, and text superimposed on a background.

Specify recognition area

You can select the area of the page for recognition when using the internal OCR and [Specify the area and recognize] on the [General] tab in the [OCR Advanced Settings] dialog box is selected.

Click .

The [OCR] dialog box re-opens.

3 Do OCR processing

If OCR is done again to the same page

The existing data is lost and the new OCR data overwrites the existing OCR data.

Click .

The process starts and the progress of the recognition process is shown in the [OCR] dialog box.

When the process finished, click .

3.5 Desk/Viewer: Converting Images of Text to Text Data

Viewer: OCR Processing

•Refer to Help Basic Operations of Viewer > Use of Data on Pages > The OCR Processing of an Image Data

1 Display the [OCR] dialog box

Click [OCR] on the [Tools] menu.

The [OCR] dialog box opens.

Note

DW documents and binders that can do OCR

DW documents and binders that have "Image Document" as the [Original] in the [Page Properties] tab in InfoView.

2 Do OCR processing

Configure any settings as necessary.

Click .

Editing DW Documents

When the process finished, the text string recognized by OCR process is shown in the [OCR Result] tab on InfoView.

3.5 Desk/Viewer: Converting Images of Text to Text Data

Viewer: Viewing or Copying OCR Results

•Refer to Help Basic Operations of Viewer > Use of Data on Pages > The OCR Processing of an Image Data

Note

DW documents and binders that have done OCR

[OCR Processed] is displayed on the Status bar of Desk when clicking it in Thumbnails View.

When InfoView is not shown

Click [Toggle InfoView] on the Standard Toolbar.

When the [OCR Result] tab is hidden

Click [View] and select [Display Tabs in InfoView] > [OCR Result Tab].

OCR Result

The text strings may get garbled due to the condition of the paper documents, the accuracy of the scanner, and the settings of OCR process. If there are garbage characters, edit the text strings in the [OCR Result] tab.

1 View results

Click and the [OCR Result] tab in InfoView to display the OCR results.

The text strings recognized by OCR processing are shown.

Other Ways

Click and drag the cursor on text string to copy on a page. Lines or pages of text are selected.

2 Copy and paste text string (as necessary)

1 Drag the cursor on text string to copy on the [OCR Result] tab in

InfoView.

Click [Copy] on the menu that appears when you right-click on the text.

The selected text string is copied.

3.5 Desk/Viewer: Converting Images of Text to Text Data

Paste the copied text string to application file.

Editing DW Documents

3.5 Desk/Viewer: Converting Images of Text to Text Data

Printing DW Documents

This chapter explains how to print DW documents.

Printing DW Documents

The basic procedure is the same as other software such as Office applications.

Some applicable printing methods are also presented.

4.1

Note

Other Ways

• Click [Print] on the Standard Toolbar.

• Click [Print] on the [File] menu.

Desk/Viewer: Printing

•Refer to Help Basic Operations of Desk > Print DocuWorks Documents

Let's print some DW documents. Printing can be done from either Desk or Viewer. Document sizes can be adjusted to fit the paper, and notepads

that stick out can be printed.

1 Display the [Print] dialog box

For Desk, select a DW document or a binder. For Viewer, double-click a DW document or a binder to open.

Press the <Ctrl> + <P> keys.

The [Print] dialog box opens.

2 Print the DW document

Basic Operations of Viewer > Print DocuWorks Documents

4.1

Print including NotePad annotation

Configure settings in the [Detailed Settings] dialog box. This is explained in page 59.

Print Preview

Click [Print Preview] on the [File] menu in Viewer to see the preview.

Configure any settings in the [Print] dialog box if necessary.

Click to configure any settings in the [Detailed Settings] dialog box if necessary.

Click .

Printing starts.

[Fit to paper size]

Select this option to enlarge or shrink the DW document to the size of the paper. For example, if a DW document is made of a mixture of A2, A4, and postcard size documents, they can all be adjusted and printed on A4 size paper.

4.1 Desk/Viewer: Printing

A4 Postcard A2

[Include also overflowed annotation]

If this option is selected, the data is shrunk so that annotations that hang off the edge are printed.

Printing DW Documents

Print area

[Fit to the print area if the document size may be larger than the paper size]

Select this option to automatically shrink data on a page to the size that the printer can print. This is useful to print fax headers or information on the edges of DW documents. This check box is cleared in the default setting.

Print area

4.2

Desk: Printing with the Same Settings

4.2

Note

Other things you can do

Some printers can quickly print black and white, and color/grayscale images.

To repeatedly use the same settings such as "duplex and 2 Up" when printing DW documents or binders, it is convenient to create a button with the Easy Printer plug-in. Once the button has been set, just click it to print as those settings.

Setting the Easy Printer Plug-in

•Refer to Help Use of Plug-ins > Easy Printer > Setting Up the Easy Printer Plug-in

Important

Saved print settings

It depends on the selected printer driver and its version. Be sure to check your working environment.

1 Add the Easy Printer plug-in

Click [Setting] in [Plug-in] on the [Tools] menu on Desk.

The [Plug-in Setting] dialog box opens.

Click [Easy Printer] on [Available Plug-ins] and click .

Note

[Save the printer name and the printing settings.]/[Save only the printer name.]

[Save the printer name and the printing settings.] saves the settings in the [Print Setup] dialog box, but [Save only the printer name.] does not. We recommend to select [Save the printer name and the printing settings.].

The [Selecting the Save mode] dialog box opens.

2 Configure settings

Click .

The [Print Setup] dialog box opens.

4.2 Desk: Printing with the Same Settings

Set the printer, paper size, one/both-side printing, N Up, etc, and click .

Enter a suitable printer name such as "Letter/Duplex/2up" in the Easy Printer plug-in that was added to [Current Plug-in].

Click .

Printing DW Documents

The Easy Printer button is added to the Standard Plug-in Toolbar.

Note

Change icons

Click to change the icons on the Plug-in Toolbar.

Multiple Easy Printers

You can set multiple Easy Printers and use them as applicable. When registering an Easy Printer set the name and icon according to the settings so they are easy to differentiate.

4.2 Desk: Printing with the Same Settings

Using the Easy Printer Plug-in to Print

•Refer to Help Use of Plug-ins > Easy Printer > Executing the Easy Printer Plug-in

Important

When a printer driver has been updated

Reconfigure the Easy Printer plug-in.

Click the DW document or binder to print, and then click the set Easy Printer button to print as the specified settings.

4.3

Desk: Printing Several Pages on One Page

•Refer to Help Use of Plug-ins > Page Layout

4.3

Printing DW Documents

Try using the [Page Layout] plug-in to print multiple pages on a single page.

You can use the [Page Layout] plug-in to enlarge or shrink the pages to fit the paper size and change the order of pages for a booklet.

You can improve printing efficiency by making page layouts in advance for printing DW documents or binders that are printed with the same settings.

● To print a 2 Up DW document

[Page Layout] plug-in

● To print a booklet with a printer that does not have a booklet function

[Page Layout] plug-in

Duplex printing

Note

Execute the [Page Layout] plug-in

Double-click on a DW document or a binder,

and click [Page Layout] on the Standard Plug-in Toolbar.

Name of DW document after layout is arranged

The name of a DW document created using the [Page Layout] plug-in has "_NUp" or "_Booklet" added to it. The original DW document or binder is not affected. When two pages are put on one page, the name will be "_2Up", and when four pages are put on one page, it will be named as "_4Up".

What is a booklet?

A booklet is a document printed on both sides of the page and folded in the middle with numbered pages.

4.3 Desk: Printing Several Pages on One Page

Searching DW Documents

This chapter explains how to search DW documents.

The basic procedure is the same as other software such as Office applications.

Searching DW Documents

Some applicable search methods are also presented.

Viewer: Searching for Text

5.1

Let's search for a text string in a DW document. You can also search for text strings in OCR results, and text annotations. You cannot search for a text string that goes across a page break.

Searching Using the Find Toolbar

•Refer to Help Operating Environment of DocuWorks > Viewer > Description of Bars > Find Toolbar

The Find Toolbar searches through the entire document.

Note

Example procedure to copy and paste a text string from a DW document

1. With [Text Mode] selected, select the text string to search for.

2. Right-click on it and click [Copy] on the displayed menu.

3. Right-click on the text box in Find Toolbar, and click [Paste].

Other Ways

Press the <F3> key.

When searching for "A or B"

Separate the words with a space. Example: FMC GCC

1 Search

Enter the text string to search for in the Find Toolbar text box.

Click [Find Next].

1 2

5.1

If text annotation is found

The entire annotation is selected.

If text in OCR results is found

Lines or pages are selected.

If the text string is found, it is selected.

To continue searching, click [Find Next]. If the text string is not found, the dialog box shown below is

displayed. Click .

5.1 Viewer: Searching for Text

If the text string is not found though you continued search, the dialog box shown below is displayed. Click .

Searching Using the [Find] Dialog Box

•Refer to Help Basic Operations of Viewer > Use of Data on Pages > Searching for Text String

The [Find] dialog box search specifies search target and text type to ignore.

1 Display the [Find] dialog box

Click [Find] on the Standard Toolbar.

The [Find] dialog box opens.

2 Search with conditions

Enter the text string to search for in [Text].

Specify the search target and text type to ignore.

Click .

Note

From the second search

The text string from the previous search is shown in the [Text String] text box. A maximum of 10 text strings from past searches can be recorded.

Note

Other Ways

• Click [Find] on the [Edit] menu.

• press the <Ctrl> + <F> keys.

Example procedure to copy and paste a text string from a DW document to search

1. With [Text Mode] selected, select the text string to search for.

2. Right-click on it and click [Copy] on the displayed menu.

3. Right-click on the text box and click [Paste] on the displayed menu.

When searching for "A or B"

Separate the words with a space. Example: FMC GCC

Searching DW Documents

When a text string is found, it is selected.

To continue searching, click [Find Next].

If the text string is not found, the dialog box shown below is displayed. Click .

If text annotation is found

The entire annotation is selected.

If text string in OCR results is found

Lines or pages are selected.

Other Ways

Press the <F3> key.

5.1 Viewer: Searching for Text

Note

From the second search

The text string from the previous search is shown in the [Text] box. A maximum of 10 text strings from past searches can be recorded.

If the text string is not found though you continued search, the dialog box shown below is displayed. Click .

5.2

Desk: Marking the Search Result

•Refer to Help Use of Plug-ins > Find and Mark

5.2

Searching DW Documents

When searching for a text string using the [Find and Mark] plug-in on Desk, all the occurrences of the text string are annotated in one operation.

It is convenient in the following points compared to the method explained in "5.1 Viewer: Searching for Text (p.66)".

• You can keep the search result, because all the occurrences of the text string are annotated.

• You can see the location of the searched text, because the searched text string is marked with rectangle annotations and the page is marked with notepad annotations.

Annotations are added to the copied version of searched DW documents and binders. The original DW documents and binders remain as they were.

1 Display the [Find and Mark] dialog box

Select a DW document or a binder to search on Desk, and

then click [Find and Mark] on the Standard Plug-in Toolbar.

The [Find and Mark] dialog box opens.

Important

Text strings that cannot be searched for

You cannot search for received stamp/ text annotations.

2 Find and mark

Enter the text string to search for.

Configure any other settings if necessary.

5.2 Desk: Marking the Search Result

Note

Set the annotation to use on the search result

Click , and configure the settings in the [Find and Mark Plug-in Settings] dialog box that opens.

Search again in the search result

You can search in the search result ("Original document name-mark"). When searching for another text string from the first

search, we recommend to click and change the annotation color.

Click .

The search results are created separate from the original document and named "Original document name-mark" on the Workspace if the text string is found. Pages on which the text string being searched for are found are annotated. The original DW document or binder remains.

Example of searching for "FMC"

Rectangle (highlight found text.)

Notepad (attached to pages on which text is found. The found text appears on it.)

Desk: Searching for Multiple DW

5.3

Documents

•Refer to Help Basic Operations of Desk > Search DocuWorks Documents

You can search for the key words of various items in DW documents and binders. It is convenient when you have many DW documents and binders. You can also search for DW documents and binders with a certain text string in multiple DW documents and binders.

5.3

Searching DW Documents

1 Display the [Find] dialog box

Click [Find] on the Standard Toolbar.

The [Find] dialog box opens.

2 Search with search conditions

Configure any items on one or more tabs.

Click .

Specify the updated date and file size.

Specify document names and locations to search for.

You can specify folders other than the User Folder.

Specify a text string and conditions to search for.

Specify the document properties set in the [General] and [Custom] tabs on the [Document Properties] dialog box.

Note

Other Ways

• Click [Find] on the [Edit] menu.

• Press the <F3> key.

• Press the <Ctrl>+<F> keys.

The [Document Properties] dialog box

Click [Properties] on the [File] menu in Viewer to display the [Document Properties] dialog box.

[Narrow down from the search result]

Select this check box to make the DW documents and binders listed in [Search result] to be search target.

View the search results as thumbnails

Click [View As Thumbnails] on the [View] menu.

The [Frequently used conditions] tab

Register the search conditions specified in the other tabs on the list, and specify the conditions registered on the list in the other tabs.

Configure the settings on the tabs in their defaults

Click .

5.3 Desk: Searching for Multiple DW Documents

DW documents that satisfy the conditions are shown in [Search result].

3 Open DW documents or binders that were found

Double-click a DW document or a binder in [Search result].

When searching for text input in [Text] on the [Text] tab, the first text string found is selected when the document is opened.

Examples of searching when entering "FMC" in [Text] on the [Text] tab

Organizing DW Documents

This chapter explains how to combine multiple DW documents into one on Desk.

This chapter also explains, how to link to folders that are not on Desk and how to add folders to Desk in order to tidy up.

Organizing DW Documents

6.1

Desk: Stacking/Unstacking Multiple DW Documents

6.1

Note

Undo

Pressing the <Ctrl> + <Z> keys or clicking [Undo] on the [Edit] menu enables you to undo the last operation.

View modes

Stacking and unstacking can only be done in Thumbnails View.

Let's stack multiple DW documents into a single DW document. They can be stacked even if the paper size or orientation is different.

Let's also try unstacking a DW document with multiple pages into individual pages.

Stack DW documents and put them together.

Stacking DW Documents

•Refer to Help Basic Operations of Desk > Operation on DocuWorks Documents > Stacking Documents

DW documents are stacked in the two ways.

Note

Files that cannot be stacked on DW documents

• Protected DW documents

• Signed DW documents

• Files other than DW documents

Drag and drop

• You can drag and drop multiple DW documents.

• The DW document you dragged and dropped will be the first part of the stacked DW document.

PDF files

Stacking and unstacking are possible between PDF files.

● Stack DW documents by drag and drop

1 Stack DW documents

Drag and drop a DW document onto another DW document.

The DW documents are stacked into a single DW document.

The stacked DW document name will be that of the DW document you dragged and dropped.

To change the name, click on the name and enter a new one.

6.1 Desk: Stacking/Unstacking Multiple DW Documents

● Use [Stack] on the Standard Toolbar

DW documents are stacked in the order they are selected.

1 Select DW documents to stack

Click the DW document you want as the first page in the stack of DW documents.

Press the <Ctrl> key while clicking the other DW documents you want to stack.

1 22

2 Stack DW documents

Click [Stack] on the Standard Toolbar.

The DW documents are stacked in the clicked order and become a single DW document.

The name of the first clicked DW document is used for the name of the stacked DW document.

Note

Other Ways

• Hold down the left button of the mouse and drag the selection box around the DW documents.

Selection box

• Press the <Shift> key while clicking DW documents.

Other Ways

• Click [Stack] on the [Edit] menu.

• Right-click on top of the DW documents to stack and click [Stack].

Organizing DW Documents

Enter text after clicking the DW document name to change it.

6.1 Desk: Stacking/Unstacking Multiple DW Documents

Unstacking DW Documents

•Refer to Help Basic Operations of Desk > Operation on DocuWorks Documents > Unstacking a Document

● Unstack a DW document to make single-page DW documents

Note

Other Ways

• Click on a DW document and then click

[Unstack documents] on the Standard

Toolbar.

• Click on a DW document and then click [Unstack] on the [Edit] menu.

Organize Unstacked DW Documents

Unstacked DW documents are shown in an overlapping stack. Click [Name] on [Arrange] in the [View] menu to arrange unstacked DW documents in their original order.

1 Unstack a DW document

Double-click on a DW document.

The selected DW document is unstacked as single-page DW documents.

The unstacked DW documents are named with the original document's name and a number in series. For example, when unstacking a DW document named "Notification", the unstacked DW documents names will be "Notification", "Notification-2", "Notification-3" ...

First page

Third page

Second page

The page exported or copied

The exported page or copied page is named "Original document name-2".

● Extract the page displayed in Thumbnails View

Click [Extract Front Page] on the [Edit] menu to extract just the front page. Or, use [Duplicate Front Page] to copy the page being shown and create a single page DW document while keeping the original DW document unchanged.

[Extract Front Page]

Extracted page

6.1 Desk: Stacking/Unstacking Multiple DW Documents

● Split the page displayed in Thumbnails View

Click [Split Displayed Page] on the [Edit] menu to split a DW document into two DW documents divided at the page that is displayed as the thumbnail.

[Split Displayed Page]

Before

displayed page

Displayed

page to end

Note

The displayed page to end

The displayed page to end is named "Original document name-2".

Organizing DW Documents

6.2

Desk: Creating Binders and Organizing

6.2

Note

Undo

Pressing the <Ctrl> + <Z> keys or clicking [Undo] on the [Edit] menu enables you to undo the last operation.

Let's create a binder and put multiple DW documents into it. It is useful when putting a group of related DW documents together.

Binders allow you to collect and store DW documents together but individually.

DW documents in a binder can be copied, renamed, and reordered.

● The difference with "Stacking"

Stacking combines multiple DW documents into a single DW document. In a binder the DW documents are kept separate. This makes it possible to insert and remove DW documents without losing original data, titles, page numbers, properties and other information.

Stack

Put in binder

A single DW document

DW documents are kept separate.

Creating Binders

•Refer to Help Basic Operations of Desk > Operations Unique to Binders > Creating a Binder

Note

Other Ways

Right-click on an open area in the Workspace and click [DocuWorks Binder] on [New] in the menu that appears.

1 Display the [New Binder] dialog box

Click [DocuWorks Binder] on [New] in the [File] menu on Desk.

The [New Binder] dialog box opens.

2 Create a binder

Set the [Binder size] and [Binder color] if necessary.

Click .

6.2 Desk: Creating Binders and Organizing

Note

[Binder size]

Size of thumbnails on Desk.

An empty binder is created on the Workspace.

If necessary input a name for the binder and press the <Enter> key.

The name of the binder changes.

[A3 Portrait] [A4

[Maximum page size]

Configure this to set the maximum page size as the size of the largest DW document in the binder. For example, if A3, A4, and A5 size DW documents are placed in a binder, the maximum page size is A3.

When binders are displayed in Explorer

The binder name will be the file name. The extension is ".xbd".

Portrait]

[A5 Portrait]

Organizing DW Documents

6.2 Desk: Creating Binders and Organizing

Putting DW Documents in a Binder

•Refer to Help Basic Operations of Desk > Operations Unique to Binders > Importing Documents to a Binder

Note

DW documents that cannot be put in binders

• Protected DW documents

• Signed DW documents

Other Ways

Double-click on binder rings to display the [Binder Index] dialog box and drag and drop a DW document into it.

Binder rings

The order of DW documents in a binder

The DW document put in first becomes the first DW document of the binder. By doing the following way, the DW documents are put in a binder in reverse order.

1. Click [DocuWorks Desk Options] on the

[Tools] menu to display the [DocuWorks Desk Options] dialog box.

2. Click [Add to front] under [Position for

adding document to binder] on the [Document Operation] tab.

1 Put DW documents in a binder

Drag and drop a DW document on to the top of a binder.

The DW document is put in a binder.

Put other DW documents in a binder.

6.2 Desk: Creating Binders and Organizing

Binder: How to See Binders

•Refer to Help Basic Operations of Desk > Operations Unique to Binders > About Binders

● When binders are shown in Thumbnails View on Desk

Change pages button

Click them to change the page being viewed in the binder.

Page counter

Shows the current page number over the total number of pages in the binder. It is hidden if the binder has no DW documents.

Binder rings

Double-click to open the [Binder Index] dialog box.

● When binders are shown in Page Sorter view or in Page Sorter and Document view

Organizing DW Documents

The dividers are shown between DW documents.

6.2 Desk: Creating Binders and Organizing

Moving DW Documents in a Binder

•Refer to Help Basic Operations of Desk > Operations Unique to Binders > Modifying the Document Organization in a Binder

1 Display the [Binder Index] dialog box

Double-click the binder rings of a binder on Desk.

Binder rings

The [Binder Index] dialog box opens.

2 Move a DW document

Note

Other Ways

In the [Binder Index] dialog box, click a DW

document and click or .

Click a DW document to move and drag and drop it where you want it. A guideline appears where the DW document is moved to.

Guideline

The DW document is moved.

Click .

The changes to the binder are saved.

6.2 Desk: Creating Binders and Organizing

Exporting DW Documents from a Binder

•Refer to Help Basic Operations of Desk > Operations Unique to Binders > Exporting Documents from a Binder

1 Display the [Binder Index] dialog box

Double-click the binder rings of a binder on Desk.

Binder rings

The [Binder Index] dialog box opens.

2 Export a DW document

Note

Select a DW document to export, and drag and drop it on the Workspace on Desk.

Other Ways

Right-click a DW document in the [Binder Index] dialog box, and click [Copy] or [Cut] on the displayed menu.

Copy and export DW documents

Drag and drop a DW document while holding down the <Ctrl> key.

Copy and export DW documents to Explorer

Drag and drop a DW document onto Explorer.

Organizing DW Documents

The DW document is exported.

Click .

The changes to the binder are saved.

6.2 Desk: Creating Binders and Organizing

Viewer: Deleting DW Documents from a Binder

•Refer to Help Basic Operations of Viewer > Operations Unique to Binders > Modifying the Document Organization in a Binder

Note

How to delete DW documents on Desk

Double-click the binder rings to open the [Binder Index] dialog box. Right-click the DW document to delete, and click [Delete] on the displayed menu. Note that the content of DW documents cannot be checked while deleting them on Desk.

When InfoView is not shown

Click [Toggle InfoView] on the Standard Toolbar.

This section explains how to use Viewer to check the content of DW documents while deleting them.

1 Open the [Binder Index] tab

Click the [Binder Index] tab in InfoView.

The names of the DW documents in the binder are shown in a list, DW documents that are currently open have a mark by their names.

Display mark

2 Delete DW documents

Double-click a DW document to delete.

The front page of the selected DW document opens.

Other Ways

Right-click a DW document and click [Delete] on the displayed menu.

Confirm the DW document and press the <Delete> key.

The DW document is deleted.

6.3

Desk: Linking to Folders Other Than the User Folder

•Refer to Help Basic Operations of Desk > Operating on Folder > Operating on Link Folder

6.3

You can link to folders other than the User Folder and access their content on Desk.

You can also manipulate (stack, unstack, put in a binder, run plug-ins etc.) the DW documents in those linked folders the same as folders in the User Folder.

Windows folder that is linked to Desk

Desk functions, such as stack, unstack, and plug-ins, can be used on the DW documents in this folder and they can be viewed on Desk.

Windows folder that is not linked to Desk

Desk

Note

If a network folder is linked

Files can be shared with many users.

Important

If a network folder is linked

Link folders may not be usable after Windows is restarted if [Map Network Drive] is not selected in Windows Desktop or Explorer.

Note

Create shortcut to DW documents and binders on Desk

You can also manipulate (stack, unstack, put in a binder, run plug-ins etc.) the DW documents and binders in shortcut destinations the same as ones in the User Folder.

Display DW documents and binders as thumbnails on Explorer

It is possible to view DW documents and binders as thumbnails on Explorer if those can be displayed in Thumbnails View on Desk.

Organizing DW Documents

Desk functions, such as stack, unstack, and plug-ins, cannot be used on the DW documents in this folder.

6.3 Desk: Linking to Folders Other Than the User Folder

Note

Other Ways

Drag and drop a folder from Windows Explorer to the Folder area on Desk. The [Folder Property] dialog box opens, click

Change the color of the Workspace

Specify [Background] under [Workspace Colors]. You may become aware that you are operating with folders other than Desk by changing the color of the Workspace.

1 Display the [Folder Property] dialog box

Click [New Link] in [Link] on the [Tools] menu.

The [Folder Property] dialog box opens.

2 Link to the folder

Click , and select the folder for the link destination.

Configure any other settings if necessary.

Click .

Disconnect links

Click [Disconnect Link] in [Link] on the [Tools] menu. In the [Disconnect Link] dialog box that opens, click a folder to disconnect

and click .

The linked folder appears under [Link Folder] in the Folder area. The contents of the folder are shown in the Workspace.

6.4

Desk: Creating a Folder and Organizing

6.4

•Refer to Help Basic Operations of Desk > Operating on Folder > Creating or Deleting

a Folder Basic Operations of Desk > Common Operations > Moving a File

Let's create a new folder under [User Folder] to organize the DW documents and binders that are accumulating on Desk.

1 Create a folder

Click [User Folder].

Click [Folder] on [New] in the [File] menu.

A folder is created in [User Folder].

Input the name of the folder you created.

Note

Arrange files

Click [Line Up] or [Arrange] on the [View] menu to arrange DW documents and binders.

Other Ways

Right-click on [User Folder] and click [New Folder] on the displayed menu.

Organizing DW Documents

2 Move DW documents or binders to the folder

Drag and drop DW documents or binders onto the folder.

The DW documents or binders are moved.

Move and copy files

• You can move and copy files from other applications.

• Press the <Ctrl> key and drag and drop a DW document to copy it.

• You can drag and drop DW documents onto Explorer to copy them.

6.4 Desk: Creating a Folder and Organizing

Protecting DW Documents

DW documents can be protected by setting a password.

This chapter explains how you can set passwords and other security measures.

Protecting DW Documents

7.1

Types of Security and Function Prohibition

7.1

Note

Binders

You can also configure security for binders.

You can configure security for DW documents so only people who know the password or have a specified electronic signature can open them. You can also prohibit printing and editing.

It is also possible to sign DW documents just like you would sign or impress a seal on a paper document. Signing a DW document protects it from being forged or falsified because the contents of the DW document when signed or who signed it can be checked by third parties who receive it. This section explains three security measures and operations you can prohibit.

Types of Security

•Refer to Help Use of Securities > About Securities > About Protecting Documents

With the following three security measures, you can use various different methods to specify who can open or manipulate DW documents.

Reference

Set a password

This is explained in "7.2 Desk/Viewer: Setting Passwords (p.92)".

● Set a password (for individuals)

The person configuring the security measures specifies the password. Inform any people who are allowed to open the DW document what the password is.

Set

Password

AAA

Open

Password

AAA

Important

Electronic Signature

Signatures created using electronic signature do not use digital certificates issued by the Certificate Authority (CA). Paper documents printed from DW documents with seal impressions or signature images cannot be treated as legally sealed or signed documents.

● Create an electronic signature and use it (for small groups)

This is a proprietary DocuWorks function. Each person in the group creates their own electronic signature. Then they exchange information verifying their electronic signatures. The person configuring the security specifies the electronic signature of the people receiving the DW document in advance. Only people who have the specified electronic signature can open the DW document.

7.1 Types of Security and Function Prohibition

Set

Seal for

opening

•Refer to Help Use of Securities > Set Up Securities > Set Up a New Security >

Configuring Electronic Signature-protected Security

Open

Personal

seal

● Configure a digital certificate (for large groups or for many unspecified people)

DW documents can be configured so that only people who have the digital certificate issued by Certificate Authority (CA) can open and manipulate DW documents. Each person first has to get a digital certificate from Certificate Authority (CA) and then exchange the certification with each other.

•Refer to Help Use of Securities > Set Up Securities > Set Up a New Security >

Configuring Digital Certificate-protected Security

Functions that Can Be Prohibited

•Refer to Help Use of Securities > About Securities > About Restricting Operations

You can restrict the following four functions with a password, electronic signature, or digital certificate.

Note

Certificate Authority (CA)

CA stands for Certificate Authority. It is an organization which issues digital certificates to authenticate identity on a network.

Protecting DW Documents

● Prohibit editing DW documents

You can prohibit editing functions (moving or rotating pages, etc.) except for annotations.

● Prohibit annotating DW documents

You can prohibit editing of annotations.

● Prohibit printing

You can prohibit printing and using the Viewer print preview functions.

● Prohibit copying

You can prohibit copying of pages, annotations, DW documents in binders, original data, or other content of DW documents.

Note

Print Preview

It is displayed when you click [Print Preview] on the [File] menu in Viewer.

7.2

Desk/Viewer: Setting Passwords

7.2

Note

Binders

You can also configure security for binders.

Let's configure DW documents so only people who know the password can open them.

Setting a Password

•Refer to Help Use of Securities > Set Up Securities > Set Up a New Security > Configuring Password-protected Security

Note

For Desk

You can select multiple DW documents.

What are security modules?

They are tools for configuring security.

[Password (128bit V4 noncompatible)]

The encryption used for security is stronger than [Password (V4 compatible)]. However, it cannot be opened with DocuWorks 4.x.

1 Display the [Security Module Options] dialog box

For Desk, click a DW document to protect with a password, and then click [Security Settings] on [Security] in the [Tools] menu. For Viewer, click [Security Settings] on [Security] in the [Tools] menu.

The [Security Module Options] dialog box opens.

2 Select security module options

Click [Password (V4 compatible)] or [Password (128bit V4 non-compatible)].

Click .

The [Security Settings] dialog box opens.

7.2 Desk/Viewer: Setting Passwords

3 Set a password

Enter [Open password].

Enter [Full access Password]

Configure any other settings if necessary.

Click .

The [Password Confirmation] dialog box opens.

4 Check the password

Note

Text that can be used for passwords

Single-byte alphanumerics and symbols can be used. A maximum of 255 characters can be used.

[Full access password]

• When configured Input the Full access password after opening a DW document to enter Full Access Mode.

• When not configured Full Access Mode can be used after opening a DW document.

Full Access Mode

All the operations on a DW document are possible. The operations prohibited in [Restricted operations] are also possible in this mode.

[Restricted operations]

If a DW document has [Restricted operations] specified, the operations are restricted even if you input the [Open password] to open it. All the operations are enabled in Full Access Mode only.

[Comment]

When specified, it is displayed on the dialog box requesting a password when a DW document is opened.

Protecting DW Documents

Enter [Open password] again.

Input [Full access password] again.

Click .

If a confirmation dialog box opens, click . For Viewer, save and close the DW document.

A lock mark appears on the thumbnail of the DW document.

5 Distribute your password

Inform any people who are allowed to open the protected DW document what the password is by phone or e-mail.

[Store new open password temporarily]

Specify whether to store the password temporarily. If this is selected, the password is stored when you input the password. After that, you do not have to input the password when opening or displaying the thumbnails of DW documents that have the same [Open password]. For details, refer to Help [Menus and Dialog Boxes] > [Security Function] > [DWSPswd].

Remove the temporarily stored password

When a password is temporarily stored, the icon as below is shown on the Taskbar.

To remove the password, right-click on the icon and click [Delete stored passwords] on the displayed menu.

Important

A password protected DW document

There is no way to open such a DW document except by inputting a password. Be careful that you do not forget your password.

Xerox DocuWorks Beginner's Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Introduction

Creating DW Documents

Desk: Creating DW Documents

Creating a DW Document from an Application File

Creating a DW Document from an Image File

DocuWorks Printer: Creating DW Documents

Creating DW Documents from Office Applications

Desk/Viewer: Processing DW Documents

DocuWorks: How to see DocuWorks

Differences between Desk and Viewer

Desk: How to see Desk

Thumbnail: How to See Thumbnails

Putting Files other than DW Documents and Binders into [User Folder]

Viewer: How to see Viewer

How to Change/Display Pages

InfoView: How to See InfoView

Editing DW Documents

Viewer: Adding to DW Documents (Annotating)

What Can You Do with Annotations?

Adding Notepads with Text

Modifying Annotation Properties

Highlighting Text

Drawing a Straight Line and Adding Arrows

Inserting Links

Adding the Same Annotation Repeatedly

Customizing the Annotation Toolbar

Viewer: Moving and Deleting Pages

Viewer: Inserting Titles and Page Numbers

Viewer: Creating a Table of Contents

Desk/Viewer: Converting Images of Text to Text Data

Things that Can Be Done with OCR Processed DW Documents

Desk: OCR Processing

Viewer: OCR Processing

Viewer: Viewing or Copying OCR Results

Printing DW Documents

Desk/Viewer: Printing

Desk: Printing with the Same Settings

Setting the Easy Printer Plug-in

Using the Easy Printer Plug-in to Print

Desk: Printing Several Pages on One Page

Searching DW Documents

Viewer: Searching for Text

Searching Using the Find Toolbar

Searching Using the [Find] Dialog Box

Desk: Marking the Search Result

Organizing DW Documents

Desk: Stacking/Unstacking Multiple DW Documents

Stacking DW Documents

Unstacking DW Documents

Desk: Creating Binders and Organizing

Creating Binders

Putting DW Documents in a Binder

Binder: How to See Binders

Moving DW Documents in a Binder

Exporting DW Documents from a Binder

Viewer: Deleting DW Documents from a Binder

Desk: Linking to Folders Other Than the User Folder

Desk: Creating a Folder and Organizing

Protecting DW Documents

Types of Security and Function Prohibition

Types of Security

Functions that Can Be Prohibited

Desk/Viewer: Setting Passwords

Setting a Password