Xerox G8144Z User Manual

Scan to PC Desktop Professional

Workgroup Edition v8

Orientation Guide

Maximizing Your Productivity with Scanning and

Your Xerox WorkCentre Pro Multifunction Device

Training Topics:

•Scanning to the Desktop

•Scanning to the Desktop - Settings

•Introducing the PaperPort Desktop

•Splitting Desktop and Viewing Page Thumbnails

•Working with Documents from Any Folder

•Working with ePaper on the Desktop

•Combining Documents on the Desktop

•Creating PDF Files

•Creating Secure PDF Files

•Creating Text Searchable PDF Files

•PDF Editing

•Managing Documents at the Desktop

•Linking to Additional Applications

•Repurposing Documents - OCR

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide

Advanced Topics*:

•Advanced OCR

•Create Audio Documents from Paper

and Digital Documents

•OCR Batch Processing

•Paper to Digital Forms Conversion

•PDF Batch Conversion

*Advanced Topics will not be covered in Nuance’s web-based Scan to

PC Desktop End User Training Sessions unless specifically requested.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide

Scanning to the Desktop

Scanning at the Xerox WorkCentre Pro

The PaperPort Image Retriever tool included with Scan to PC Desktop completely automates the scanning process so that each new scanned image is there waiting for you on your PaperPort desktop by the time you physically return to your office from scanning at the MFP.

1. Load the paper into the document feeder on the Xerox WorkCentre Pro.

2. Select “Network Scanning”from the control screen.

3. Select your template from the list

Use the scan-to-email feature to email the scanned images to yourself as an email attachment.

4. Press the green Start button. Walk back to your PC and Image Retriever will deliver the scanned image back to your PC and save it onto the PaperPort Desktop. The PaperPort Desktop will be open and your scanned image will be on the PaperPort Desktop with a red box around it.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide

Scanning to the Desktop--

Scanning to the Desktop

You can adjust the Image Retriever Settings to control how scanned images are delivered to your PC.

Settings

Starting Image Retriever

1. If Image Retriever is already running on your PC, you will see the Image Retriever icon in your Systray in the lower right corner of your Windows Desktop near the clock.

2. If it is not running on your PC, go to Start > All Programs > ScanSoft PaperPort Pro 10.0 > Image Retriever. The Image Retriever icon will appear in System Tray in the lower right corner of your Windows Desktop near the clock.

Adjusting Image Retriever Settings

1. Double click on the Image Retriever icon in the Systray.

2. From the Image Retriever Settings window, select the desired settings for the Image Retriever tool:

• From the Watch Settings, select if you would like Image Retriever to monitor your email inbox, a network folder, or both.

• Select the interval with which you would like Image Retriever to

monitor your selected folder. As an alternative, you can select “Never”from the “Interval for Checking”drop-down menu. If you select “Never, you can click on the “Get Now”button to manually retrieve your images.

• Browse to the folder where Image Retriever should deliver your scanned files.

• Select “Run PaperPort in a Window”when documents are retrieved.

• Select OK to close the window.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide

Introducing the PaperPort Desktop

The PaperPort desktop appears with the Folders pane when you first start the program. It displays your documents, as well as the tools you can use to manage them. PaperPort offers all the tools necessary to organize, find, and use documents, images, and PDF files.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide

Working with Documents from Any Folder

PaperPort folders are simply Windows folders that you want to use with PaperPort. PaperPort displays folders in the Folders pane on the left side of the PaperPort desktop. Initially, the Folders pane shows a set of folders designed to help you get started using PaperPort.

Adding additional folders to PaperPort’s Folder View

Your PaperPort Desktop integrates seamlessly with your existing Windows

Explorer file structure.

To add a new folder to your PaperPort Desktop:

• Select the Folder icon from Command Bar.

• Select “Folder Manager”from the drop-down menu.

• Select “Add”from the Folder Manager window.

• Browse to folder you want to add (local or network) and select OK. Then close

the window. Your newly added folder will appear at the bottom of the Folder Pane

• Folders can be color coded to aid in organization by selecting the folder in the Folder Pane, right click on the mouse and selecting Properties from the dropdown menu.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide

Splitting Desktop and Viewing Page Thumbnails

Split Desktop

Splitting the desktop into two parts makes it easier to copy and move items and pages between different folders.

1. To split the desktop, go

to Desktop > Split Desktop. A horizontal splitter will appear which is moveable.

2. Place the cursor on the

splitter and drag the splitter up and down to the desired location.

Page Thumbnails

The Page Thumbnails pane displays the page thumbnails of a selected PDF file in Desktop View.

1. Click once on the PDF file to select it.

2. Go to View > Page Thumbnails. Each page of the PDF file will be displayed in the left pane.

3. You can use this pane for reordering pages in a multi-page document with drag and drop, inserting pages, deleting pages, copying pages, and cutting pages.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide

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