Xerox PAGIS PRO 2.0 User Manual

User's Guide

IndexContents

About This Guide

Contents Index

reserved. No part of this publication may be transmitted, transcribed, reproduced, stored in any retrieval system or translated into any language or computer language in any form or by any means, mechanical, electronic, magnetic, optical, chemical, manual, or otherwise, without the prior written consent of ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts 01960. Printed in the United States of America.

The software described in this book is furnished under license and may be used or copied only in accordance with the terms of such license.

IMPORTANT NOTICE ScanSoft, Inc. provides this publication “as is” without warranty of any

kind, either express or implied, including but not limited to the implied warranties of merchantability or fitness for a particular purpose. Some states or jurisdictions do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. ScanSoft reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of ScanSoft to notify any person of such revision or changes.

TRADEMARKS AND CREDITS TextBridge is a registered trademark, and Pagis is a trademark, of

ScanSoft, Inc., a Xerox Company. Xerox, The Document Company, and the Stylized X are trademarks of Xerox Corp.

Excel, Word, and Windows are trademarks of Microsoft Corp. WordPerfect is a registered trademark of WordPerfect Corp.

MGI PhotoSuite, MGI PC Photography Kit, MGI VideoWave, MGI and

the MGI logo are trademarks or registered trademarks of MGI Software Corp.

Other terms used in this manual are the trademarks of their respective holders.

Portions of this product copyright © 1990–1998, Pixel Translations, Inc. Portions of this product copyright © 1994–1998, Mastersoft Corp. Portions of this product copyright © 1998, MGI Software Corp. Verity Topic® Search Technology copyrighted by Verity, Inc. AccuSoft Redlining® Toolkit copyrighted by AccuSoft Corp.

Authors: Jim Cahill and Sadie DeSimone

9 Centennial Drive Peabody, Massachusetts 01960

Pagis Pro 2.0 User’s Guide

Part Number 00–09407–00 May 1998

Using this Electronic User's Guide

This document is the electronic version of the Pagis Pro User's Guide. It is in Adobe Acrobat™ Portable Document Format (PDF), and contains links that let you navigate quickly to specific sections of the user's guide.

To be viewing this document, you must have already installed the Acrobat Reader provided with Pagis Pro. The Acrobat Reader provides these navigation tools:

Go to last pageGo to next page

Go to first page Go to next page viewed

Go to previous page

This document also contains some custom navigation tools:

IndexContents Bold Text

Click on the Contents button from any page to navigate to the Table of Contents. In the Table of Contents, click on any entry to navigate to that section of the user's guide.

Click on the Index button from any page to navigate to the Index. In the Index, click on any page number in bold to navigate to the page that contains that topic.

Throughout the user's guide, click on any technical term in bold to navigate to the definition of the term.

Go to previous page viewed

IndexContents

More About this

User's Guide

CONTENTS

PREFACE

About this User’s Guide..............................xiii

Organization of this manual.......................xiii

Typographic conventions used in this manual..........xv

Related Documents.................................xvi

How To Contact Customer Support....................xvii

Internet and electronic mail addresses..............xvii

Telephone and fax numbers.......................xviii

1 INTRODUCTION

What is Pagis Pro?.................................1–1

What Comes with Pagis Pro.........................1–2

Pagis Pro Features................................1–3

Where to Go From Here.............................1–8

2 INSTALLING PAGIS PRO

System Requirements..............................2–1

Installing and Testing Your Scanner...................2–2

Installing Pagis Pro Software........................2–3

If you already have TextBridge Pro 98...............2–3

Upgrading from an earlier Pagis version.............2–3

Uninstalling the old Pagis software..............2–4

Upgrading your old Pagis search index...........2–4

Running the Pagis Pro setup program...............2–6

Where to Go From Here............................2–13

Uninstalling Pagis Pro............................2–13

Pagis Pro User’s Guide iii

3 LEARNING PAGIS PRO

Tools that Pagis Pro Adds to Windows.................. 3–1

Pagis Inbox ................................... 3–2

Pagis ToolBar ................................. 3–3

Pagis SendTo Bar .............................. 3–4

Scanning a Document .............................. 3–6

Copying a Document ............................... 3–9

Faxing a Document ............................... 3–12

Refining and Annotating a Document ................. 3–15

Scanning and Typing Into a Form .................... 3–18

Editing a Scanned Picture .......................... 3–21

Searching for a Document .......................... 3–25

Running OCR on a Document ....................... 3–29

Where to Go From Here............................ 3–31

4 USING PAGIS PRO

Pagis Inbox ...................................... 4–1

Pagis Inbox menus and commands ................. 4–2

Pagis commands in the File menu ............... 4–3

Pagis commands added to the View menu ......... 4–3

Pagis menu ................................ 4–4

Document thumbnails ........................... 4–5

Pagis ToolBar ................................. 4–7

Modifying the Pagis ToolBar in the Pagis Inbox..... 4–7

Launching the Pagis ToolBar on the Windows

desktop and changing its view ............ 4–8

Pagis SendTo Bar .............................. 4–9

Launching the SendTo Bar on the Windows desktop . 4–9

Changing SendTo Bar options .................. 4–9

Adding a program to the SendTo Bar............ 4–10

Removing a program from the SendTo Bar ....... 4–12

Changing the Pagis Inbox location in your file system .. 4–13

iv Pagis Pro User’s Guide

Pagis Folders.................................... 4–14

Creating a Pagis Folder...................... 4–14

Removing Pagis Folder attributes .............. 4–15

Working with Pagis Files in Windows™ ............... 4–15

About Pagis (XIF) files.......................... 4–15

Enhanced context menu ........................ 4–17

Thumbnail command........................ 4–18

Stacking documents......................... 4–19

Unstacking documents ...................... 4–20

Converting to other image formats ............. 4–20

XIF property sheets............................ 4–23

Defining keywords and other index properties

for a file............................ 4–23

Getting details about a XIF file ................ 4–25

Scan Tool (Scanner, Copier, Fax)..................... 4–26

Setting up your scanner or digital camera to work

with Pagis Pro.......................... 4–27

About scanners and scanner drivers ............ 4–27

Selecting the scanner or digital camera driver..... 4–28

Displaying the TWAIN dialog box .............. 4–30

Changing default properties for scanned documents ... 4–32

Specifying scanner properties ................. 4–32

Specifying page refinements .................. 4–36

Specifying auto save properties ................ 4–38

Specifying keyword properties................. 4–40

Scanning documents ........................... 4–41

Scanning a single-sided document to a XIF file .... 4–41

Scanning a double-sided document to a XIF file.... 4–45

Scanning directly to an application ............. 4–47

Acquiring an image from a digital camera........ 4–49

Using Prescan to scan part of a document ........ 4–51

Table of Contents v

4 USING PAGIS PRO (CONT.)

Copying documents ............................ 4–54

Select a printer ............................ 4–54

Set up the copy job.......................... 4–56

Make copies............................... 4–57

Faxing documents ............................. 4–59

Select a fax printer ......................... 4–60

Set up the fax job........................... 4–61

Fax a document............................ 4–62

Pagis Editor .................................... 4–64

File menu ................................... 4–65

New command............................. 4–65

New Window command ...................... 4–65

Open command ............................ 4–65

Save command ............................ 4–66

Save As command .......................... 4–66

Export command........................... 4–66

Send To command.......................... 4–68

Properties command ........................ 4–68

Page Setup command ....................... 4–69

Print Preview command ..................... 4–69

Print command ............................ 4–70

Scan command ............................ 4–70

Exit command............................. 4–70

Edit menu................................... 4–70

Undo command ............................ 4–71

Cut command ............................. 4–71

Copy command ............................ 4–71

Copy as Text command ...................... 4–71

Paste command............................ 4–71

vi Pagis Pro User’s Guide

Paste as New Page command.................. 4–71

Clear command ............................ 4–72

Select Page command ....................... 4–72

Select All Pages command.................... 4–72

Deselect All command ....................... 4–72

Move Page command........................ 4–72

Reverse Page Order command................. 4–73

View menu .................................. 4–73

Zoom command ............................ 4–74

Fit in Window command ..................... 4–74

Fit to Width command....................... 4–74

Fit to Height command ...................... 4–74

Toolbars command.......................... 4–75

Status Bar command........................ 4–75

Page Thumbnails command................... 4–75

Enhance Text Display command ............... 4–76

Show Annotations command .................. 4–76

Show Background Tint command .............. 4–76

Show Colored Text command.................. 4–76

Go to Page command........................ 4–76

Insert menu.................................. 4–77

Blank Page command ....................... 4–77

File command ............................. 4–77

Tools menu .................................. 4–78

OCR command ............................ 4–78

Picture Edit command....................... 4–80

Select command............................ 4–81

Pan command ............................. 4–81

Zoom command ............................ 4–81

Options command .......................... 4–82

Table of Contents vii

4 USING PAGIS PRO (CONT.)

Page menu................................... 4–84

Auto Refine command ....................... 4–84

Refine command ........................... 4–84

Manual Straighten command ................. 4–86

Rotate command ........................... 4–87

Crop to Region command..................... 4–87

Brightness & Contrast command............... 4–88

Invert Colors command ...................... 4–89

Sharpen command.......................... 4–89

Blur command............................. 4–89

Resize command ........................... 4–89

Change Resolution command.................. 4–90

Convert Color Depth command ................ 4–90

Remove Background Tint command............. 4–91

Convert Text to Black command ............... 4–91

Image Properties command................... 4–91

Annotate menu ............................... 4–92

Highlighter command ....................... 4–92

Margin Note command ...................... 4–92

Sticky Note command ....................... 4–93

Arrow command ........................... 4–93

Line command............................. 4–93

Circle command............................ 4–93

Rectangle command......................... 4–93

Freehand command......................... 4–93

Stamp command ........................... 4–94

Edit Text command......................... 4–94

Options command .......................... 4–94

viii Pagis Pro User’s Guide

Forms menu ................................. 4–96

Detect Fields command ...................... 4–96

Add Field command......................... 4–97

Remove All Fields command .................. 4–97

Edit Field command ........................ 4–98

Clear All Text command ..................... 4–98

Options command .......................... 4–98

Toolbars in the Pagis Editor ..................... 4–99

Standard toolbar ........................... 4–99

Annotation toolbar......................... 4–100

Image toolbar ............................ 4–100

Pagis Index Manager and Update Tool ............... 4–101

About search indexes.......................... 4–103

Exploring the Pagis Index Manager............... 4–104

Create Index command ..................... 4–105

Configure Index command................... 4–106

Delete Index command ..................... 4–106

Change Schedule command.................. 4–106

Update Index command..................... 4–107

Attach to Index command ................... 4–107

Detach from Index command................. 4–108

Properties command ....................... 4–108

Exit command............................ 4–108

Index toolbar............................. 4–109

Creating and defining an index .................. 4–109

Indexing removable media...................... 4–112

Sharing indexes in a networked environment ....... 4–115

Table of Contents ix

4 USING PAGIS PRO (CONT.)

Search Tool .................................... 4–116

Basic search steps ............................ 4–116

Defining a search string ....................... 4–118

Simple searches........................... 4–118

Concept (Boolean) searches .................. 4–119

Proximity searches ........................ 4–121

Natural language searches .................. 4–121

Search by example......................... 4–122

Other search properties........................ 4–122

Search Options tab ........................ 4–122

Date Modified tab ......................... 4–123

Keywords tab ............................ 4–124

Name & Type tab ......................... 4–124

File menu .................................. 4–125

Open Selected command .................... 4–125

Properties command ....................... 4–125

Open Containing Folder command............. 4–126

Save Search command...................... 4–126

Exit command............................ 4–126

Edit menu.................................. 4–126

Copy command ........................... 4–126

Select All command........................ 4–127

Invert Selection command................... 4–127

View menu ................................. 4–127

Toolbar command ......................... 4–127

Status Bar command....................... 4–127

Large Icons command ...................... 4–128

Small Icons command ...................... 4–128

List command ............................ 4–128

Details command.......................... 4–128

Arrange Items command .................... 4–128

x Pagis Pro User’s Guide

Options menu ............................... 4–129

Configure Search Results command............ 4–129

Index menu................................. 4–130

Update Indexes command ................... 4–130

Manage Indexes command................... 4–130

Search toolbar............................... 4–131

Working with found documents.................. 4–131

Where to Go From Here........................... 4–132

5 EXAMPLES AND TIPS

Sample Uses of Pagis Pro ........................... 5–1

Scan manuscripts and photographs for a newsletter .... 5–2

Create a library of company documents.............. 5–3

Use annotations to comment on scanned design

drawings ............................... 5–4

Scan invoices and e-mail them to customers .......... 5–5

Scan pictures for art projects or to create posters....... 5–6

Scan and fax reports to clients..................... 5–6

Scan, organize, and retrieve articles and

research information...................... 5–7

Scan client records for archival to CD-ROM........... 5–8

Eliminate office clutter .......................... 5–8

Scan receipts and other financial documents

for tax purposes......................... 5–10

Scan and retrieve your favorite recipes ............. 5–11

Scan photos of possessions for insurance purposes..... 5–12

Tips and Techniques .............................. 5–12

Using the Pagis Print Driver to create XIF documents.. 5–13

Downloading the Pagis Viewer ................... 5–17

Table of Contents xi

5 EXAMPLES AND TIPS (CONT.)

Sending XIF files as e-mail attachments ............ 5–18

America Online ............................ 5–19

Eudora Pro and Eudora Lite .................. 5–20

Lotus cc:Mail and Lotus Notes................. 5–20

MS Outlook Express and MS Outlook ........... 5–21

Netscape Mail ............................. 5–21

Registering Netscape and Netscape Mail......... 5–22

Dragging XIF files to open applications............. 5–23

Using TextBridge Pro as a standalone application..... 5–24

Using MGI PhotoSuite as a standalone application .... 5–25

Where to Go From Here............................ 5–26

A SUPPORTED PROGRAMS AND FILE FORMATS

Supported Drag-and-Drop Programs ................... A–1

Image Formats that Pagis Pro Supports ................ A–6

GLOSSARY OF TERMS

INDEX

xii Pagis Pro User’s Guide

Contents Index

PREFACE

Welcome to Pagis Pro from ScanSoft, Inc., a Xerox Company. Pagis Pro is your all-in-one scanning suite running in Microsoft® Windows™ 95, Windows 98 or Windows NT 4.0.

Please read this preface before going on to install and use Pagis Pro, as it discusses the following important topics:

◆ About this user’s guide

◆ Related documents

◆ How to contact customer support

ABOUT THIS USER’S GUIDE

This user’s guide provides all the information you need to install, learn and use Pagis Pro successfully.

Please note that this user’s guide does not teach you about your Windows operating system. It assumes that you know how to operate and manage your computer and its operating system software.

Organization of this manual

Whether you need learning exercises, reference information, or examples and tips, this manual is designed to work for you.

To make best use of this manual, take a minute to see how it is organized:

Pagis Pro User’s Guide xiii

Contents Index

◆ Chapter 1, “Introduction,” provides an overview of Pagis Pro features and benefits, describes what is included with Pagis, and tells you how to get started with installing and using the software.

◆ Chapter 2, “Installing Pagis Pro,” discusses system requirements, and provides complete installation instructions. It also describes how to uninstall Pagis Pro.

◆ Chapter 3, “Learning Pagis Pro,” provides step-by-step practice sessions to help you learn and use the primary tools of Pagis Pro.

◆ Chapter 4, “Using Pagis Pro,” is the primary reference to Pagis Pro. It provides in-depth, detailed information and step-by-step procedures to explore, set up, use, and master Pagis Pro.

◆ Chapter 5, “Examples and Tips,” describes many sample uses for Pagis Pro and some additional tips and techniques. For example, it describes how to attach and e-mail a Pagis document using many popular e-mail applications. It also describes the Pagis Print Driver that enables you to “print” a document from another application to convert it to the Pagis eXtended Image File (XIF) format.

◆ Appendix A, “Supported Programs and File Formats”, lists the programs that Pagis Pro supports for drag-and-drop operations. It also lists the file formats it can import and export.

◆ The “Glossary of Terms” provides definitions of all of the technical terms used in this manual.

◆ The “Index” provides page numbers for all of the topics described in this manual.

Note This manual is provided both in print and electronic form. The

electronic version is in Adobe® Portable Document Format (PDF), and is designed as a complete hyperlinked reference tool.

xiv Pagis Pro User’s Guide

Contents Index

Typographic conventions used in this manual

This manual uses bold, italic, and other typographic styles to highlight different types of information in the text (Table P–1).

Table P–1. Documentation Conventions

bold Introduces a new term, or the first use of an

important term in a chapter; also sometimes used to denote strong in-line emphasis.

italic Denotes titles of other manuals or books. Also

used to denote generic representations of file name entries, for example,

filename

monospace Denotes examples, menu text, actual file names

or messages that appear on the computer screen.

“ ” (quotes) Denotes titles of chapters and sections in this

manual.

☞

Note

Preface xv

Introduces tips that provide useful information about a procedural step or system function.

Introduces information of special note about the current topic. There are borders above and below the noted text.

RELATED DOCUMENTS

◆ Release Notes—Read the on-line Release Notes (Readme.rtf)

◆ On-line version of the Pagis Pro User’s Guide—This user’s

Contents Index

In addition to the printed Pagis Pro User’s Guide, refer to the following documents for more information related to Pagis Pro:

first. This document provides late-breaking information about Pagis Pro. You can access the Release Notes at installation time, and after installation in the Pagis Pro 2.0 Program Group.

guide is also provided in Adobe® Acrobat™ 3.0 Portable Document Format (PDF). You can access the User’s Guide (PagisUG.pdf) at installation time, and, after installation, from the Pagis Pro 2.0 CD-ROM.

☞ The PDF version of the user’s guide provides hyperlinks in

the table of contents and index that let you navigate quickly to specific information in the manual.

◆ On-line Help—From Pagis Pro software, you can access context sensitive help, including topics about the menus, commands, and tools. Using the standard Windows winhelp utility, you can also access Pagis help via Contents, Index, and Search screens.

◆ TextBridge Pro User’s Guide—Provided in both printed and PDF formats, the TextBridge Pro User’s Guide covers all aspects of the optical character recognition (OCR) technology built into Pagis Pro software. TextBridge Pro software also contains its own extensive on-line help system.

◆ MGI PhotoSuite documentation—You can access the PhotoSuite Idea Guide and Reference Manual in Adobe Acrobat PDF files on the Pagis Pro CD-ROM. To order hard copies of these manuals, contact MGI Software Corp. directly:

Phone: 1-888–644–7638 (North America only)

(905) 764–7358 (Outside North America) Fax: (905) 707–3694 Email: custserv@mgisoft.com

xvi Pagis Pro User’s Guide

Contents Index

HOW TO CONTACT CUSTOMER SUPPORT

Registered users of Pagis Pro are entitled to free customer support from ScanSoft, Inc.

If you should experience problems with Pagis Pro that you cannot resolve, contact Pagis Technical Support.

You can contact Pagis Technical Support by the Internet, telephone, or fax, as described below.

This information will assist Technical Support in solving the problem:

◆ Your software version number (This is in the Control menu of the Pagis ToolBar under the About Pagis command.)

◆ Your software serial number (This is the serial number on the back of the Pagis CD-ROM case.)

◆ Your scanner make and model

◆ A description of the steps that led up to the problem

◆ If Pagis Pro generated an error message, a verbatim description

of the error message or its number

Internet and electronic mail addresses

You can contact Technical Support and get information about Pagis Pro on the Internet at the addresses in the following list:

◆ Pagis site: www.pagis.com The Pagis website provides a link to Technical Support with

Frequently Asked Questions, technical information bulletins, and a problem report form.

Preface xvii

Contents Index

E-mail in the United States, Canada, or the Pacific Rim:

◆ Technical Support: pagis_support@xis.xerox.com

◆ Sales information: pagis_sales@xis.xerox.com

E-mail from European countries and the Middle East:

◆ Technical Support: uksupport@xis.xerox.com

◆ Sales information: xisuk@xis.xerox.com

Telephone and fax numbers

Call one of the following telephone numbers or send a fax describing the problem to one of the fax numbers.

In the United States, Canada, or the Pacific Rim:

☎ Telephone: 978–977–6304 (Monday–Friday, 8:30 a.m.–5:30 p.m.

Eastern Time)

Fax: 978–977–2434

From European countries and the Middle East:

Xerox ScanSoft Ltd. in England:

☎ Telephone: +44 (0) 1923 209140

Fax: +44 (0) 1923 208446

xviii Pagis Pro User’s Guide

Contents Index

◆ What is Pagis Pro?

◆ What comes with Pagis Pro

◆ Pagis Pro features

☞ To get started quickly, go directly to Chapter 2, “Installing Pagis

WHAT IS PAGIS PRO?

INTRODUCTION

Welcome to Pagis™ Pro, your all-in-one scanning suite from ScanSoft, Inc., a Xerox Company. Read this chapter for information about the following topics:

Pro,” for installation instructions.

Pagis Pro is the premier color scanning suite available for Microsoft Windows™ 95, Windows 98, and Windows NT 4.0.

Pagis Pro enables you to scan, copy, fax, view and edit, index, search and otherwise manage electronic documents (articles, photos, forms, and so on) on your Windows desktop.

In addition to documents on your personal computer, Pagis Pro enables you to manage documents on removable media, such as Jaz™ and Zip™ drives and CD-ROMs.

Figure 1–1 shows the Pagis ToolBar, which provides access to all the major features of the product.

Figure 1–1. Pagis ToolBar

Pagis Pro User’s Guide 1–1

Contents Index

WHAT COMES WITH PAGIS PRO

The Pagis Pro package includes a software CD-ROM, printed user’s guides for both Pagis Pro and TextBridge Pro, and a printed postage-paid customer registration form.

If any of these items are missing, please contact ScanSoft Customer Support as described in the Preface.

The Pagis Pro CD-ROM contains the following:

◆ Pagis Pro installation program and application software

◆ TextBridge® Pro OCR software

◆ MGI® PhotoSuite™ image editing software

◆ Pagis Pro multimedia product tour

◆ On-line documentation for Pagis Pro, TextBridge Pro, and MGI

PhotoSuite in Adobe® Portable Document Format (PDF)

◆ Adobe Acrobat™ Reader

◆ Sample XIF (eXtended Image Format) image files

Note Be sure to register your copy of Pagis Pro software. As a

registered user, you will be entitled to free technical support, and kept up to date on new software releases and other important product information.

1–2 Pagis Pro User’s Guide

PAGIS PRO FEATURES

◆ The Pagis Inbox

Standard menus and tools (Pagis menu is added)

Pagis Toolbar

Contents Index

Pagis Pro tools are designed to improve your work flow, productivity, and organization. Please read this section for highlights of the many features and benefits Pagis Pro provides.

The Pagis Inbox (Figure 1–2) is a special folder installed on your Windows desktop. It is Pagis Pro’s default location for scanned documents and the main control center for Pagis Pro operation.

Enhanced Explorer view ('thumbnail' pictures of scanned documents can be shown)

Pagis SendTo Bar with shortcuts to other programs on your PC

Figure 1–2. Pagis Inbox with document thumbnails

Think of the Pagis Inbox as a supercharged Windows folder. It includes all the menu items of a Windows Explorer view plus an added Pagis menu, an integrated Pagis ToolBar, and an integrated SendTo Bar for drag-and-drop operations.

From the Pagis Inbox, you can arrange and organize your scanned documents, launch Pagis tools, and drag documents to any application for word processing, e-mailing, image editing, and other purposes.

Introduction 1–3

Contents Index

◆ Pagis Folders

There is only one Pagis Inbox. However, Pagis Pro enables you to change any standard Windows folder into a Pagis Folder, which has all the same enhancements as the Pagis Inbox. For organizing your scanned documents, the Pagis Inbox provides several sample Pagis Folders—Business Materials, Finances, Home, Magazine Articles, Photographs, and Recipes.

◆ SendTo Bar

During installation, Pagis Pro finds all the applications on your system and lets you select which ones are added as shortcuts to the SendTo Bar (refer to Figure 1–2).

You can drag and drop any scanned document onto any shortcut on the SendTo Bar to convert, if necessary, and open the document in that application.

For example, when you drag and drop a scanned document onto the MS Word shortcut on the SendTo Bar, Pagis Pro performs OCR (optical character recognition) on the document, launches Microsoft Word™, and places the recognized text (and graphics, if there are any) in an open Word document.

The SendTo Bar is integrated into the Pagis Inbox and all Pagis Folders, and can hold an unlimited number of applications.

◆ SendTo Bar drag and drop to registration wizard

You can add applications to the SendTo Bar anytime. Simply drag and drop the application icon onto the SendTo bar. This opens the Drag and Drop Registration Wizard so you can register the application with Pagis Pro.

1–4 Pagis Pro User’s Guide

Contents Index

◆ Scan and capture high quality color images in extremely compact file sizes

Only Pagis Pro offers the XIF (eXtended Image File) format, which enables you to store high quality color scans in extremely compact file sizes.

A typical color magazine page, for example, can take up less than 100 kilobytes when scanned to XIF. By contrast, a JPEG version of the same file could be as much as five times the size. JPEG is a very popular image compression format.

Pagis Pro achieves its high compression levels by segmenting the scanned image into four layers in the XIF file: the binary (black and white) text and graphics layer; the color text layer; the background tint layer; and the color image layer. Each layer is then appropriately compressed.

◆ Scan to and read many popular image formats

In addition to XIF, Pagis Pro can read and write many popular image formats, including BMP, FlashPix, GIF, JPEG, and TIFF. For a complete list of supported image formats, see Appendix A, “Supported Programs and File Formats.”

◆ Direct scanning to many popular applications

Pagis Pro allows you to scan documents directly into many applications. A partial list includes Microsoft Office Suite applications (such as Word, Excel, and Power Point); Adobe applications (such as PageMaker, PhotoDeluxe, and PhotoShop); Corel WordPerfect Suite applications (such as WordPerfect, Draw, and Quattro Pro); Lotus Smart Suite applications (such as AmiPro, Freelance, and 1–2–3). For a complete list, see Appendix A, “Supported Programs and File Formats.”

◆ Color copying

With Pagis Pro and your color scanner, you can scan paper documents into your computer as high-quality color images, then send them to your color printer to make color copies.

Introduction 1–5

Contents Index

◆ Fax your scanned documents

With Pagis Pro, a modem and fax software, you can quickly and conveniently fax text documents, forms, photos and so on. To achieve the best quality image, Pagis Pro enhances the scanned document before it is faxed. Some of the fax applications supported by Pagis Pro are Delrina WinFax and Eclipse Fax. For a complete list of supported fax applications, see Appendix A, “Supported Programs and File Formats.”

◆ View and clean up scanned documents

Using the Pagis Editor, you can view and perform a number of operations on scanned XIF documents. You can zoom, rotate, enhance colors, remove specks and lines, straighten, crop, and reorder scanned pages.

◆ Add annotations to scanned documents

The Pagis Editor enables you to add comments and draw emphasis to key parts of your scanned documents before distributing them. Some of the annotation tools include margin note, sticky note, highlighter, arrow, line, circle, rectangle, and stamp.

◆ Image edit scanned documents

The Pagis Editor includes integrated MGI PhotoSuite image editing tools. PhotoSuite enables you to edit scanned images with all the familiar image editing tools such as eraser, pencil, airbrush, brush, line, and curve. Using PhotoSuite you can manipulate photos, add effects, create post cards, calendars, posters, signs, and so on.

Scan a form and fill in the fields

The Pagis Editor enables you to scan forms, fill them in, then print them out. A forms detection tool in the Editor places text annotations in each form field and lets you easily navigate to, and type in, each field.

1–6 Pagis Pro User’s Guide

Contents Index

◆ Search and retrieve all documents on your system

The Pagis Search Tool enables you to perform a full text search of the scanned documents and electronic (for example, Word) documents on your system. You can also add keywords to scanned documents so you can easily find them.

◆ Search on text in annotations

If you have added text annotations (such as margin notes and sticky notes) to a scanned document in the Editor, you can use the Search Tool to search for documents based on these annotations.

◆ Index and search network drives and removable media

You can search and retrieve information not only on your local system, but on network drives, Jaz™ drives, Zip™ drives, floppy disks, and CD-ROMs.

◆ Create and manage multiple search indexes

The Pagis Index Manager allows you to create and configure Pagis indexes on your system and removable media. The Index Manager shows the date and time each index was last updated, the update schedule, which directories and file types are included, and which are excluded. You can set up an automatic index update schedule or update your indexes manually.

◆ OCR documents with pinpoint accuracy

Pagis Pro includes TextBridge Pro 98, ScanSoft’s awardwinning OCR (optical character recognition) software. TextBridge Pro is a full-featured, highly accurate and easy to use application. The advantage of pro level OCR is that it maintains the original formatting of scanned documents (text columns, pictures, and tables).

You can access TextBridge Pro from Pagis Pro, or directly as a standalone application.

Introduction 1–7

Contents Index

WHERE TO GO FROM HERE

Proceed to Chapter 2 of this manual for detailed instructions to install and register Pagis Pro software, and to select your scanner.

Chapter 2 also describes how to uninstall Pagis Pro.

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Contents Index

◆ System requirements

◆ Installing and testing your scanner

◆ Installing Pagis Pro software

◆ Uninstalling Pagis Pro software

SYSTEM REQUIREMENTS

◆ an Intel Pentium™ (or compatible) microprocessor

INSTALLING PAGIS PRO

This chapter describes the Pagis Pro software installation and setup procedures. Specifically, it covers these topics:

It is recommended that you read through the first three sections before proceeding with software installation. However, if you are ready to begin software installation, please turn to Page 2–3.

To install and run Pagis Pro, your PC must be set up to run Microsoft Windows™ 95, Windows 98, or Windows NT (version 4.0). Your PC must also be equipped with the following:

◆ VGA, SVGA, or Multi-sync color monitor

◆ 24 megabytes (Mb) of random access memory (RAM) minimum

(32 megabytes recommended)

☞ The more RAM you have, the more efficiently Pagis Pro runs,

particularly when you are scanning and editing large documents. If you are running with only 24Mb of RAM, make sure you have plenty of hard disk space to accommodate Windows virtual memory (swapping to disk). Consult Windows documentation for more information about virtual memory.

◆ 55Mb of free space in which to install all Pagis Pro components

Pagis Pro User’s Guide 2–1

Contents Index

INSTALLING AND TESTING YOUR SCANNER

Using built-in ISIS drivers, Pagis Pro works with many popular desktop scanners. In addition, with its support of the TWAIN standard, Pagis Pro can work with scanners and other devices, such as digital cameras, that provide their own TWAIN source drivers.

Note Check the Pagis Pro home page on the World Wide Web for the

latest list of supported scanners and digital cameras:

http://www.pagis.com

Scanners usually require a system-level driver or a TWAIN source driver, which is provided by the scanner or interface card manufacturer. Consult the scanner documentation for details

about installing your scanner, interface card, and driver.

The basic steps for installing a scanner are to:

1. Install the correct scanner interface card (if one is necessary) in the PC bus. Note that many scanners simply plug into the PC’s standard serial or parallel port.

2. Hook up the scanner to the interface card or standard port with the correct cable, and power up the scanner and the PC.

3. Install the system-level scanner driver (.SYS) file, or TWAIN source driver on your PC hard disk, as directed by the scanner documentation.

4. Test the scanner using software tools provided by the manufacturer. After the scanner is functioning, go on to install, and link your scanner to, Pagis Pro software.

☞ If your scanner runs independently of Pagis Pro, you can be sure

that it is functioning correctly. Setting it up to run with Pagis Pro should then be a simple matter.

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Contents Index

INSTALLING PAGIS PRO SOFTWARE

After you have installed and tested your scanner, you are ready to install Pagis Pro software. This section covers these topics:

◆ If you already have TextBridge Pro 98

◆ Upgrading from an earlier Pagis version

◆ Running the Pagis Pro setup program

If you are a new Pagis user, go directly to “Running the Pagis Pro setup program” on page 2–6.

If you already have TextBridge Pro 98

If you have a version of TextBridge Pro 98 installed, you should uninstall it before installing Pagis Pro software. Pagis Pro includes its own full-featured version of TextBridge Pro 98.

Refer to the TextBridge Pro 98 User’s Guide for uninstall instructions.

Note that if you have saved any training files or recognized text files in the TextBridge Pro 98 folder, they will not be uninstalled.

Upgrading from an earlier Pagis version

If you are upgrading from an earlier version of Pagis, there are a few items you should take into account.

First, you must uninstall the old version of Pagis software before installing this new version. See the next subsection, “Uninstalling the old Pagis software,” for instructions.

Second, however, you can maintain your old Pagis search index and use it with this new version of Pagis Pro. For this purpose, an Upgrader program is provided. See the subsection, “Upgrading your old Pagis search index,” for information.

Installing Pagis Pro 2–3

Contents Index

Uninstalling the old Pagis software

If you have Pagis Pro 97 or Pagis SE, you must uninstall it before installing the new version of Pagis Pro.

To uninstall the old version of Pagis software:

1. Close all active applications, including the Pagis Tool Bar and Send To Bar.

2. On the Windows task bar, click:

Start ➧ Programs ➧ Pagis ➧ Uninstall Pagis

3. Follow the screen messages to proceed with the Uninstall process.

Toward the end of the install process, a message box asks if you want to delete the Xerox Search Tool Database.

Click No if you want to keep your search database and update it for use with the new version of Pagis Pro. See the next subsection, “Upgrading your old Pagis search index” for details.

Click Yes if you want to discard the old search database. In a few moments, a Setup Complete dialog appears.

4. Click OK to finish the installation and automatically restart your computer.

With the above steps completed, Pagis Pro or Pagis SE is completely uninstalled from your PC.

Upgrading your old Pagis search index

If you saved your old Xerox Search Tool Database from an earlier version of Pagis, you can update it for use with this new version of Pagis Pro. To do so:

1. Uninstall your Pagis software, and maintain your old index, as described in the previous subsection.

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Contents Index

2. Fully install Pagis Pro 2.0 using the procedure that starts on page 2–6.

3. Locate the Upgrader program.

The program name is Upgrader.exe. It is located in the installation directory that you specified for Pagis Pro 2.0, typically:

C:\Program Files\Xerox\Pagis

4. Double-click on the Upgrader.exe program to run it.

A message box informs you that Pagis Pro 2.0 has detected an old Pagis index, and asks if you want to upgrade it.

5. Click Yes in the message box.

Another dialog box informs you that:

Pagis is converting your Pagis Pro 97 index to a Pagis Pro

2.0 index. The contents of the files, and the Author, Title, and Keyword information are being merged into the new index.

Note that this process can take awhile. When the index is completely upgraded, another message informs you that:

The conversion of your Pagis Pro 97 index was successful. The index is now available with all of Pagis Pro 2.0’s indexing and retrieval tools.

6. Click OK to complete the operation.

You can now go on to use the upgraded index with Pagis Pro 2.0. The index name is:

Pagis Pro 97

Please refer to “Pagis Index Manager and Update Tool” and “Search Tool” in Chapter 4 for complete information.

Installing Pagis Pro 2–5

Contents Index

Running the Pagis Pro setup program

To install this new version of Pagis Pro software for Windows 95, Windows 98, or Windows NT 4.0:

1. Insert the Pagis Pro CD into your CD-ROM drive.

An autorun program on the CD-ROM launches the Pagis setup program automatically. An initial screen provides several options.

☞ If your system is set up to ignore autorun commands, use

Windows Explorer to navigate to the Pagis CD-ROM. At the top-level of the CD-ROM, double-click the Autorun.exe program and display the initial setup screen.

2. On the initial master setup screen, click the “Install the Software” option.

The Pagis Pro Welcome dialog appears (Figure 2–1).

Read the instructions

Click Next to proceed

Figure 2–1. Welcome dialog

3. In the Welcome dialog, click Next.

The Pagis Pro Software License Agreement is displayed in a scrolling window.

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Browse to specify a different installation drive or folder

Contents Index

4. Read the license agreement, then: Click No if you do not accept the license agreement. Pagis Pro

setup will close. Click Yes to proceed with installation. A screen to specify the

installation drive and folder now appears (Figure 2–2).

Click Next to proceed

Figure 2–2. Choose Destination Location dialog box

5. Specify a different installation drive and directory if necessary, then click Next.

The next screen lets you specify the Setup Type—Typical or Custom.

6. Specify the Setup Type—Typical or Custom—then click Next.

• Select Typical to install all Pagis Pro components. This is

recommended. After you click Next, go directly to Step 8.

• If you have limited space on your hard drive, you can choose

Custom. After you click Next, the Select Components dialog box is displayed (Figure 2–3). Proceed to Step 7.

Installing Pagis Pro 2–7

Remove the checkmark for items not to be installed

Click Next to proceed

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Click to change an item

Figure 2–3. Select Components dialog box

7. Select the components to be installed, then click Next. Go to Step 8.

☞ Before you click Next, you can click the Change button to further

define sub-components to be installed. For example, if you click the Pagis Program item, then click Change, you can opt not to install TextBridge Pro or MGI PhotoSuite. If you do this, however, you will not have access to some of Pagis Pro’s features.

8. The Select Program Folder appears. Specify the name of the folder in which Pagis Pro is installed.

• You can accept the default name—Pagis—or type a different

name.

• When you are done, click Next. The setup program now

begins installing Pagis Pro program files on your system.

When all program files are installed, a dialog box appears so you can specify which of your other programs to place on the Pagis SendTo Bar (Figure 2–4).

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Specify the programs to appear on the SendTo Bar, then click OK

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☞ The Pagis SendTo Bar is a convenient way to import scanned

documents to your programs. You simply drag a scanned document to a program shortcut on the SendTo Bar, and the scanned document is converted and imported automatically. This feature is described in more detail in Chapters 3 and 4.

Figure 2–4. Add Shortcuts dialog box

9. Specify the program shortcuts to be placed on the SendTo Bar. When you are done, click OK.

In general, select the programs into which you are likely to be importing scanned documents—for example, word processing programs, imaging programs, web editors, and so on.

All programs are selected by default. Depending on how many programs you have on your PC, it may be easier to click the Select None button, then manually select just the programs you want.

When you click OK, a message box informs you that Pagis Pro software has been successfully installed, and asks you if you want to select a scanner driver.

10. Click Yes to select a scanner driver.

In a few moments, the Select Scanner dialog is displayed (Figure 2–5).

Installing Pagis Pro 2–9

Find and select your scanner

Click ISIS only or TWAIN only to narrow the list

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Click when done

Click to configure the driver

Figure 2–5. Select Scanner dialog box

11. Find and select your scanner in the list, and if necessary configure it to use the correct scanner settings. When you are done, click OK in the Select Scanner dialog box.

Most new scanners and digital cameras have TWAIN drivers, which are provided by the manufacturer. Pagis Pro also provides a number of ISIS drivers, mainly for older scanners.

If you have at least one TWAIN scanner driver installed on your system, this dialog box defaults to displaying only TWAIN scanner drivers.

If no TWAIN scanner drivers are found, this dialog box loads the built-in ISIS scanner drivers.

Select a driver for your scanner, either TWAIN or ISIS, as appropriate. Click the Configure button to specify additional settings.

For TWAIN, you can click the Configure button to specify whether the TWAIN scanner interface or the Pagis scanner interface is to be used with your scanner.

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Contents Index

The default selection is to use the Pagis scanner interface, which provide access to all of Pagis Pro’s scanner settings.

It is recommended that you start with the default here, particularly if your scanner is one that is listed in the release notes as having been certified with Pagis Pro.

However, not all TWAIN scanner drivers are designed to be used with the TWAIN user interface hidden. In this case, you must configure your scanner to work with its own scanner settings.

If your scanner’s TWAIN driver is not designed to be hidden, you may see any one of the following results when running this way with Pagis Pro:

• The message “An internal error has occurred” appears when

you attempt to scan.

• One of the error messages, “Bad value” or “Invalid

parameter” appears during scanning.

• Other error messages appear during scanning, or the scanned

image itself is poor.

• Scan resolution, page size or brightness settings are not

available or functioning in the Scan Tool Properties menu.

If your scanner's TWAIN interface does not work with the interface suppressed, do not use the setting “Use the Pagis Settings – Scanner dialog box” in the Configure TWAIN driver dialog box. Instead, select the setting to “Use scanner’s TWAIN dialog box”.

See “Setting up your scanner or digital camera to work with Pagis Pro” in Chapter 4 for complete information about changing your scanner setup after Pagis Pro has already been installed.

After you select and configure your scanner, and click OK in the Select Scanner dialog box, Pagis electronic registration appears.

Installing Pagis Pro 2–11

Contents Index

11. Complete the electronic registration.

Follow the instructions in the electronic registration screens. If you do not have a modem or fax machine, you can click a Print Mail Form button from the electronic registration program and mail it to ScanSoft, Inc.

Note It is highly recommended that you register your copy of Pagis

Pro. This entitles you to free customer support, and assures that you are kept up to date on software updates and upgrades.

After you complete and exit the electronic registration program, a dialog box asks if you would like to load the Pagis ToolBar and SendTo Bar on your Windows desktop.

12. Click Yes to load the Pagis ToolBar and SendTo Bar. Click No if you would prefer not to have these on your desktop.

The Pagis ToolBar and SendTo Bar are integrated into the Pagis Inbox, the main control center for Pagis Pro operation. It is therefore more a convenience than a requirement to have these tools on your desktop.

Normally, after completing Step 12, you are finished installing Pagis Pro.

However, a dialog box may appear recommending that you restart your system (Figure 2–6, next page). This appears only if some other program was active during Pagis Pro setup.

13. In the dialog box, specify when you want to restart your PC, then click OK.

☞ Restarting in this case is necessary to complete Pagis Pro setup.

It is recommended that you restart immediately if you get this message box. However, if you want to perform other activities before restarting, you can click the No option.

After you restart, Pagis Pro setup is complete.

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Contents Index

Specify whether to reboot at this stage

Figure 2–6. Restarting Windows dialog box

WHERE TO GO FROM HERE

With Pagis Pro fully installed, you are ready to begin using the product.

Click to end Setup

Please refer to Chapter 3 of this guide. It is designed to help you learn the primary features of Pagis Pro.

UNINSTALLING PAGIS PRO

To restore your PC to the state it was in before you installed Pagis Pro, use the following procedure.

Note Any Pagis documents that you created after installation are not

removed by uninstalling Pagis Pro. If any of these documents were stored in the Pagis Inbox folder, the folder is not removed either.

Installing Pagis Pro 2–13

Contents Index

1. Close all active applications, including the Pagis Pro Tool Bar, Send To Bar, and Pagis Index Manager Scheduler.

The Pagis Index Manager Scheduler runs as a background process. It places a small icon in the right-hand or lower corner of the Windows task bar:

Left-click on the icon to display a context menu. Click the Close Index Manager Scheduler command. A dialog box to confirm the closing appears. Click Yes in the dialog box.

2. With no other programs running, click:

Start ➧ Programs ➧ Pagis Pro 2.0 ➧ Add & Remove Program

This launches the Pagis Install Utility (Figure 2–7).

Click to start the uninstall process

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Figure 2-7. Pagis Install Utility

3. Click the Uninstall button.

In a few moments, a Confirm File Deletion message box appears.

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4. Click Yes to continue the uninstall process.

A progress dialog box appears indicating the items that are being removed from your system.

The first item is “Shared program files.” These are system-level files that Pagis Pro installs. Because these are system-level files, the Uninstall Utility displays another dialog box to confirm the removal of these shared files.

5. In the Remove Shared File dialog, click Yes To All. Click Yes again to confirm.

The uninstall process continues. When the process is completed, an “Uninstall completed” message is displayed.

6. Click OK.

This displays a message recommending that you restart your computer.

Specify whether to reboot at this stage

7. Click OK again.

This displays a Restarting Windows dialog box (Figure 2–8).

Click to end Uninstall

Figure 2–8. Restarting Windows dialog box

Note that the dialog box message indicates that you must reboot your system to clean up all files that were in use during the uninstall process.

Installing Pagis Pro 2–15

Contents Index

8. Click OK to finish the Uninstall process.

If you selected the Yes option, your system is rebooted automatically at this stage (Recommended).

If you selected the No option, make sure to reboot your system as soon as possible to finish the Pagis Pro uninstall process.

After you reboot, a Pagis cleanup utility program runs automatically.

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LEARNING PAGIS PRO

Assuming that you successfully completed the setup steps in Chapter 2, you are now ready to learn more about Pagis Pro operation. This chapter provides step-by-step instructions to get you started, presenting the following topics:

◆ Tools that Pagis Pro adds to Windows

◆ Scanning a Document

◆ Copying a document

◆ Faxing a document

◆ Refining and annotating a document

◆ Scanning and typing into a form

◆ Editing a picture

◆ Searching for documents

◆ Running OCR on a document

TOOLS THAT PAGIS PRO ADDS TO WINDOWS

Pagis Pro is designed to work smoothly in the Windows™ file system. The Pagis Inbox, for example, is a Windows folder with some added features.

Similarly, you can store Pagis scanned documents in any Windows folder and access them like any other Windows file.

This section highlights the tools that Pagis Pro adds to your Windows environment. For complete information, please refer to Chapter 4.

Pagis Pro User's Guide 3–1

Contents Index

Pagis Inbox When you install Pagis Pro, the Setup program places the Pagis

Inbox icon on your Windows desktop. The icon serves as a shortcut to the Pagis Inbox folder.

By default, the Pagis Inbox folder has the following location:

C:\My Documents\Pagis Inbox (Windows 95/98) C:\Pagis Inbox (Windows NT 4.0)

Double-click on the desktop icon to open the Pagis Inbox. The Pagis Inbox, an enhanced Windows folder, is the control center for Pagis Pro operations (Figure 3–1).

Standard menus and tools (Pagis menu is added)

Pagis Toolbar

Enhanced Explorer view ('thumbnail' pictures of scanned documents can be shown)

Pagis SendTo Bar with shortcuts to other programs on your PC

Figure 3–1. Pagis Inbox in Thumbnail view

In the Pagis Inbox, you can view thumbnails (miniature versions) of scanned documents that show you their contents without your having to open them. In addition, an Inbox setting enables you to increase (or decrease) the size of thumbnails.

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Contents Index

Click any icon to launch the related Pagis tool

Like all Windows folders, the Pagis Inbox offers standard menus and commands, toolbar, and views (Large Icon, Small Icon, List, and Details).

In addition, the Pagis Inbox includes:

◆ the Pagis menu with commands that parallel the Pagis ToolBar

◆ a Thumbnail view command and toolbar button

◆ an embedded, detachable Pagis ToolBar

◆ an embedded Pagis SendTo Bar

Pagis ToolBar During installation, you can specify that the Pagis ToolBar

(Figure 3–2) will start up on your Windows desktop. The Pagis ToolBar is also integrated into the Pagis Inbox as a docking toolbar.

Figure 3-2. Pagis ToolBar

The Pagis ToolBar provides the most convenient way to launch Pagis Pro tools, which are described in Table 3–1.

Table 3–1. Pagis ToolBar Tools

Click To Launch The

Scan Tool, which has Scanner, Copier, and Fax control panels (tabs) to perform any of these tasks.

Learning Pagis Pro 3–3

Contents Index

Table 3–1. Pagis ToolBar Tools (cont.)

Click To Launch The

Editor to open a scanned document, view it, clean it up, enter text and other annotations in it, image edit it, and more.

Search Tool to locate files by content or keyword on any hard drive, removable drive, or CD-ROM.

Update Index tool, which lists, and lets you update, any or all of the file indexes that you have created.

Index Manager, which lets you create indexes to your local hard drive(s), network drives, removable drive(s), and CD-ROMs.

Pagis SendTo Bar During installation, you can specify that the Pagis SendTo Bar

(Figure 3–3) will start up on your Windows desktop. The Pagis SendTo Bar is integrated into the Pagis Inbox, as well.

Also during installation, you can specify which of the programs on your computer should be added to the SendTo Bar.

Drag a scanned document to any shortcut on the SendTo Bar

Figure 3–3. SendTo Bar

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Contents Index

The SendTo Bar provides a powerful, fast and convenient way to import scanned documents to the other applications on your system. To do this, you simply click and hold on a document, and drag it to the target program’s shortcut on the SendTo Bar.

Following are several examples of the results when you drag and drop a scanned document to a program on the SendTo Bar:

◆ TextBridge Pro—Pagis Pro sends the document to TextBridge Pro, which opens and provides tools to achieve excellent OCR results. In TextBridge Pro, after OCR is complete, you can save the results to a file in one of many supported text formats.

◆ Microsoft Word—Pagis Pro first sends the document to TextBridge Pro, which performs document recognition and converts it to Word format in the background. Then TextBridge launches Word and pastes the recognized elements (text, tables and graphics) into the open Word document, ready for editing.

☞ By right-clicking on a document and dragging it to Word (or any

other text program), you can access a dialog box of OCR settings to control the TextBridge OCR process. Otherwise, the default OCR settings are used.

◆ Netscape Navigator—Pagis Pro sends the document to TextBridge Pro, which performs document recognition and converts it to HTML format. Then Navigator opens automatically and displays the converted document.

◆ Adobe Photoshop—Pagis Pro converts the document to TIFF format, launches Photoshop and places the converted image into the open Photoshop document.

Pagis Pro’s SendTo Bar works similarly with a large number of Windows applications. See Appendix A, “Supported Programs and File Formats,” for a list of supported applications.

☞ It is very easy to add applications to the SendTo Bar. Simply click

and hold on the application’s icon in Windows, then drag it to the SendTo Bar. The Create New Shortcut wizard appears. Simply follow the wizard’s directions to add the application’s shortcut to the SendTo Bar.

Learning Pagis Pro 3–5

Contents Index

SCANNING A DOCUMENT

To scan a hard copy document into Pagis Pro, use the Scan button on the Pagis ToolBar, as follows.

Note This procedure assumes that you have properly connected your

scanner and it is working with Pagis Pro. Also, this basic procedure uses the scanning defaults built into Pagis Pro. For more details about the Scan Tool settings, please refer to Chapter 4.

1. Place the page(s) to be processed into the scanner.

If you have a scanner with an automatic document feeder, you can load a stack of pages. If you have a flatbed scanner, place the first page of the document on the platen.

2. Click the Scan icon on the Pagis ToolBar to display the Scanner tab (Figure 3–4).

Specify the document type

Scan to a XIF file, or select from a list of applications to which to scan directly

Figure 3–4. Scanner tab in the Scan Tool

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Click to start scanning

Click to specify scanner settings, refinements, and file attributes

Contents Index

3. Select the page type of the document to be scanned.

☞ The Any Document page type is the default and works well for

most documents.

4. Click the Scan button on the Scanner dialog box.

☞ With most flatbed scanners, Pagis Pro can perform a two-pass

scan. This optimizes binary (black and white) scanning for the

text layer and color scanning for the graphics layer. If you select Letter as the page type, or Photograph, Pagis Pro will only perform a one-pass scan. This is because Pagis Pro does not need to segment the resulting file into multiple layers. For more information about layers in scanned Pagis documents, see “About Pagis (XIF) files” in Chapter 4.

As the page is being scanned, a Scanner Progress dialog tracks scanning status. After the page is completely scanned, additional buttons appear on the dialog box, allowing you to scan more pages or end the job and save the scanned image (Figure 3–5).

Scanned page is shown here

When all pages are scanned, click to save the document

Click to scan the next page of the document

Figure 3–5. Scanner Progress dialog box

Learning Pagis Pro 3–7

Select a different page type if necessary

Contents Index

5. To continue scanning go to Step 6. To end scanning and save your document, go to Step 8.

6. Insert the next page into the scanner, and click the More Pages button.

A More Pages dialog box appears allowing you to select a different page type for this next page (Figure 3–6).

Click to scan the next page of the document

Figure 3–6. More Pages dialog box

7. Specify the page type for the next page, and click the Scan button.

Continue from Step 5 to scan additional pages. When you are done scanning, go to Step 8.

8. On the Scanner Progress dialog box (refer to Figure 3–5), click the Save button.

By default, the document is saved as a XIF file in the Pagis Inbox with the name:

pagetype.xif

Where pagetype is derived from the actual page type name. In the case of the Any Document page type, the file name would be:

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COPYING A DOCUMENT

Contents Index

Pagis Document.xif

Also, after the file is stored in the Pagis Inbox (or other destination folder), Pagis automatically opens the folder on your desktop, and selects the file for you.

Finally, the Scan Tool closes automatically, as controlled by the Close when done checkbox (which is turned on by default).

When you direct Pagis Pro to copy a document, it automatically does so in two stages: scanning the original document; then printing it to the specified printer.

Pagis Pro can make very good quality copies using practically any supported scanner/printer combo. However, if you have both a color scanner and a color printer, Pagis Pro can make excellent color copies of any document.

To make a copy, use the following steps:

Note This procedure assumes that you have properly connected the

scanner and printer to your PC.

1. Place the document to be copied in the scanner.

2. Click the Copy tool on the Pagis ToolBar.

This starts up the Pagis Scan Tool with the Copier tab in front (Figure 3–7, next page).

3. On the Copier tab, specify the copy job.

• Number of copies: Click in the large number display area, and

type the number of copies. Alternatively, click the ▲ button next to the number display to increment the number.

Learning Pagis Pro 3–9

Contents Index

• Reduce/Enlarge: Leave on Reduce To Fit unless you have a

specific size in mind. With this setting, the page is slightly reduced to accommodate the built-in margins in printers.

• Enhance Text and Pictures: Click this on only if you are

copying a document with photographs. With text-only documents, leave this off.

• Collate Copies: Click this on if you are scanning more than a

one-page document.

☞ For more details about the settings you can adjust for copying,

please refer to Chapter 4.

Click here and type the number of copies

Specify size, enhancement, and collation as needed

Click to start the copy process

Figure 3–7. Copier tab on the Scan Tool

4. Click the Copy button to start the copy process.

As the first page of the document is scanned, a Copier Progress

dialog displays the status of the job. When the page is completely scanned, it is sent to the printer automatically, and you are done. However, if you specified collation, the page appears as Page 1 in the Copier Progress window (Figure 3–8).

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Scanned pages to be copied are stored here temporarily

When all pages are scanned, click to print

Contents Index

Click to scan more pages to be copied

Figure 3–8. Copier Progress dialog box

5. Insert the next page of the document in the scanner. In the Copier Progress dialog box, click More Pages.

The next page is scanned and added to the Copier Progress page area. Repeat this step for each additional page. When all pages have been scanned, go to Step 6.

6. Click the Print Copy button.

All scanned pages in the Copier Progress window are printed the

specified number of times and collated. When printing is completed, the scanned pages are discarded.

☞ If you would prefer to save the document, then copy (print) it

later, use the Scan Tab to scan the document to a XIF document on your system. When you are ready to print it, open the document in the Pagis Editor, and select the Print command from the File menu.

Learning Pagis Pro 3–11

FAXING A DOCUMENT

Note This procedure assumes that your scanner and fax modem are

Contents Index

In Pagis Pro, faxing a document involves three separate operations—scanning the original document; optimizing the image quality; and sending the image(s) to your fax software (for example WinFax™ Pro).

After Pagis Pro sends the image to your fax software, you specify the fax phone number and send the fax as you ordinarily would. Refer to the documentation that came with your fax software for additional instructions.

To fax a document from Pagis Pro, use the following procedure:

properly connected, and that the necessary fax software is installed and working.

1. Place the document to be faxed in your scanner.

2. Click the Fax icon on the Pagis ToolBar.

This starts up the Pagis Scan Tool with the Fax tab in front (Figure 3–9, next page).

3. On the Fax tab, specify the fax job.

• Quality: The Fine setting (200 dpi) is appropriate for typical

office documents. Superfine scans at a higher resolution (300 dpi), but is only useful if the receiving fax can print the higher resolution. Select Halftone if you are faxing a photo or a page made up primarily of graphics.

• Enhance Text and Pictures: Click this on only if you are

faxing a document with photographs. With text-only documents, leave this off.

☞ For more details about the settings you can adjust for faxing,

please refer to Chapter 4.

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Specify the fax quality setting

Click to start the Fax process

Figure 3–9. Fax tab on the Scan Tool

4. Click the Fax button to start the fax process.

The first page of the document is scanned. A Fax Progress dialog

displays the status of the job. When the page is completely scanned, it appears as Page 1 in the Fax Progress window (Figure 3–10, next page).

5. If you are faxing a multiple-page document, go to Step 6 to scan the next page. If you are ready to fax the document, proceed directly to Step 7.

6. Insert the next page of the multiple-page document in the scanner. In the Fax Progress dialog, click More Pages.

The next page is scanned and added to the Fax Progress page area. Repeat this step for each additional page.

Learning Pagis Pro 3–13

Scanned pages to be faxed are stored here temporarily

When all pages are scanned, click to send to your fax software

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Click to scan more pages to be faxed

Figure 3–10. Fax Progress dialog

7. Click the Send Fax button.

All scanned pages are saved to a temporary file, then your fax software takes over.

8. When the fax process is completed, the temporary document is automatically discarded.

☞ If you would prefer to save the document, then fax it later, use

the Scan Tab to scan the document to a XIF document on your system. When you are ready to print it, open the document in the Pagis Editor, and select the Print command from the File menu. Select your fax software as the ‘printer’.

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REFINING AND ANNOTATING A DOCUMENT

With the Pagis Editor, you can color correct, straighten, crop, and reorder pages in a scanned XIF document. You can also add annotations and draw emphasis to key parts of the document.

To perform those editing task on a XIF document, use the following procedure:

1. In the Pagis Inbox or other folder, double-click the XIF document that you want to edit.

Pagis Pro displays the document in the Pagis Editor window (Figure 3–11).

☞ You can also select the Edit button from the Tool Bar to display

the Pagis Pro Editor window. Then use the Open command from the File menu to open a XIF document or other image file.

Menu bar

Toolbars

Thumbnail view

Full-page view

Status bar with buttons to change the current page

Figure 3–11. Pagis Editor main window

Learning Pagis Pro 3–15

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2.Adjust the document view.

You can use the tools on the Standard toolbar (Figure 3–12) or commands in the View menu to change the way you see your document in the Editor window.

Zoom out Zoom in Selection tool Pan tool Zoom tool

Percent of size

Fit page width

Fit page height

Fit page in window

Figure 3–12. Tools to change the view of the image

☞ The Standard toolbar also includes the familiar Windows New,

Open, Save, Print, Undo and Redo buttons.

3.Refine the document image.

Another toolbar in the Editor, the Image toolbar includes a number of tools to rotate and refine the image. One of the tools, the Auto Refine tool, does many of these tasks automatically:

With a page selected in the Editor window, click this button to display the Auto Refine dialog (Figure 3–13). Here you can perform image enhancement on the current page.

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Select enchancement options

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Click to apply options to the selected page

Figure 3–13. Auto Refine dialog box

Line tool Arrow tool

Highlighter tool Margin note tool Sticky note tool

Refer to the on-line help and to Chapter 4 for more information about the Image Toolbar and Auto Refine options.

4. Add annotations to the document.

The Pagis Editor provides the annotation tools shown in Figure 3–14 to allow you to make notes or draw attention to various part of the document.

Circle Rectangle Tool options Stamp Freehand

Figure 3–14. Annotation toolbar

Learning Pagis Pro 3–17

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For example, you can use the circle tool to draw attention to an illustration in your document (Figure 3–15).

Select the

circle tool

Click the upper left corner

of the area to be circled

Drag the cursor to

the lower right corner

Figure 3–15. Draw a circle

Refer to Chapter 4 for more information about the annotation tools available in the Pagis Pro Editor.

SCANNING AND TYPING INTO A FORM

The Pagis Editor also provides tools to scan a form, detect the form fields, and enter text into these fields.

For example, you might want to scan and fill out a purchase requisition, invoice, loan application, or tax return. After you fill out the form, it is ready to be printed, faxed, e-mailed, or saved to disk for future reference.

Release the mouse.

Circle is selected.

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To scan and type into a form, use the following procedure:

1. Place the form to be scanned into the scanner.

2. Click the Edit icon on the Pagis ToolBar.

This displays the Pagis Editor window (refer to Figure 3–11) with no document in it as yet.

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3. Pull down the File menu, and select the Scan command.

In a few moments, the Scan Tool (refer to Figure 3–4) appears on top of the Editor window.

4. Select the Form page type.

5. Click the Scan button.

After the page is completely scanned, it appears in the Scanner Progress dialog’s view window (refer to Figure 3–5).

6. On the Scanner Progress dialog box, click the Save button.

The scanned form is now placed in the Editor window (Figure 3–16).

Figure 3–16. Pagis Editor with a scanned form

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7. Pull down the Forms menu in the Pagis Editor and choose Detect Fields.

The Editor looks for horizontal lines on the scanned image. The detected fields are placed in a layer above the image file in cyan (light blue) for higher visibility.

8. Prepare to type into the fields.

• You can edit the size of any field. Click it to display corner

handles. Click and hold on a handle and move it until the field is the desired height and width.

• If an incorrect field is added, simply click on it, and press the

Delete key to remove it.

• If no field is added where there should be one, you can add

one. Pull down the Forms menu, and click the Add Field command. The mouse pointer now appears as a Text tool, and you can point to the desired area, click and drag to create a new field.

• Before entering text in the fields, you can pull down the

Forms menu and select the Options command. This displays the Forms Options dialog box, which lets you specify the font attributes (Figure 3–17).

Specify font attributes

Click to apply attributes to all fields

Figure 3–17. Forms Options dialog box

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Click to close the dialog box and confirm the new options

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9. Type into the fields.

• Position the cursor on a field, then double-click on it. A typing

cursor appears.

• Type text into the field.

• Press the Tab key to move to the next field.

10. Repeat Step 9 until you have filled in all the fields.

☞ To edit the information you have typed into a field, double-click

on the field. The typing cursor appears at the beginning of the field, and you can move it around to add text, delete it, backspace over it, type over it, and so on.

EDITING A SCANNED PICTURE

In the Pagis Editor, you can open a scanned photograph or a document containing graphics and modify them with the fully integrated MGI PhotoSuite program.

PhotoSuite is image editing software with tools for performing such tasks as pixel editing, erasing, cropping, rotating, air brushing,

To edit a scanned photograph or other graphic with PhotoSuite, follow these steps:

1. Click the Edit tool on the Pagis ToolBar.

This opens the Pagis Editor and displays its main window (refer to Figure 3–11).

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2. From the Pagis Editor, select the file to be edited.

• Select the Open command from the File menu to display the

Open dialog. By default, the Open dialog displays the Pagis Inbox.

• Select the XIF (or other image) file to open in the Editor.

☞ With the Editor and embedded PhotoSuite tools, you can

open and edit many different image file types, such as Windows Bitmap (BMP), TIFF, JPEG, and many more. The full list is shown in the Files of Type list box in the Open dialog.

• Click the Open button to display the image in the Editor.

☞ For the purposes of this learning session, the sample

document, PagisSample2.xif is used (Figure 3–18).

Double-click the picture to access the PhotoSuite picture editing tools

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Figure 3–18. Pagis Editor with PagisSample2

Movable Tool Panel provides selection tools, shapes, brushes and more

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3. Access PhotoSuite tools to edit the image.

There are two ways to access the PhotoSuite tools in the Editor:

• From the Tools menu, select the Picture Edit command.

• In segmented documents with both text and pictures, double-

click directly on a picture in the displayed document.

Either way, PhotoSuite takes over the Editor window and displays its menus and tools (Figure 3–19).

Movable Color Palette provides 256 colors for shapes and brushes

Click here to close PhotoSuite

Figure 3–19. PhotoSuite tools in the Editor window

4. Use PhotoSuite tools to edit the picture.

For example, in Figure 3–20, the photograph is cropped and framed, and text has been added.

☞ For details about using the picture editing tools, refer to the

PhotoSuite documentation included on the Pagis Pro CD-ROM.

Learning Pagis Pro 3–23

Scanned photo with PhotoSuite effects

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Figure 3–20. Picture edited with PhotoSuite tools

5. When you have finished picture editing, click:

PhotoSuite closes, and the Pagis Editor menus and tools return to the window. The edited picture remains in the Editor window.

6. Save the newly edited image to a different file name.

• Pull down the File menu and select the Save As command to

display the Save As dialog box.

• Enter a new file name, and click the Save button to save the

edited image.

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SEARCHING FOR A DOCUMENT

The Pagis Pro Search Tool provides a powerful means to find and access scanned and electronic documents on your hard drives, Jaz™ (and other removable) drives, and CD-ROMs.

Using the Search Tool, you can define simple or complex searches to find any electronic text file, any scanned image file that contains text, or any file to which you assigned keywords.

In Pagis Pro, three tools are related to the search process:

◆ Index Manager, which enables you to create, configure, schedule, and otherwise maintain your search indexes.

◆ Update, which runs the actual indexing function to create or update an index.

◆ Search Tool, which searches at your direction through the indexes for the specified file(s).

☞ For more information about these tools, see Chapter 4.

The following procedure describes how to perform a simple search on the default index, Pagis Index.

1. Update the Pagis Index.

• Click the Update button on the Pagis ToolBar:

This displays the Update Index dialog box (Figure 3–21).

Learning Pagis Pro 3–25

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Select the default index, Pagis Index

Progress information

Click to index the Pagis Inbox

Figure 3–21. Update Index dialog box

• Click on Pagis Index to select it.

• Click the Update button to create the default index, which is

an index of all the files in the Pagis Inbox. A status dialog informs you of the operation’s progress (Figure 3–22).

Click to stop indexing Click to minimize the

screen and index in the background

File being indexed

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Figure 3–22. Update Progress dialog box

• When the update is complete, a message box informs you.

Click OK, then proceed to Step 2.

2. On the Pagis Pro Tool Bar, click the Search button:

This displays the Search Tool main window (Figure 3–23).

Enter search string here

Specify the index to be searched

Click to start the search

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Figure 3–23. Search Tool main window

3. Define the search.

Enter “Erica” in the Containing field. “Erica” is in one of the sample files provided with Pagis Pro. In the Look In list box, specify Pagis Index.

Before you begin a search, you can also specify a number of search parameters—for example, search options such as Match Case, date and time conditions, keywords that you had previously assigned, and so on. These options are described in more detail in Chapter 4.

3. Click the Find Now button (or press the Enter key).

The search begins, and in a few moments, the Search Tool windows displays the files that were found (Figure 3–24).

Learning Pagis Pro 3–27

Files found during the search are displayed here

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Figure 3–24. Search results in Search Tool window

The Search Tool displays all the indexed documents on your system—both text and image—that match the information you have supplied.

☞ By default, the Search Tool shows you the found documents by

name, rank, relevance, the words found, location, size, and the date the document was last modified. This is called Details view. You can also display other standard Windows views (for example, Large Icons, Small Icons, and so on).

4. View the document(s).

You can view or open the listed document(s) just as if they were shown in a standard Windows Explorer view.

Simply double-click the file to open it in its native application— for example, XIF documents are opened in the Pagis Editor.

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RUNNING OCR ON A DOCUMENT

Built into Pagis Pro is ScanSoft’s award-winning TextBridge Pro OCR (optical character recognition) program.

TextBridge Pro provides a range of features that no other OCR program can match. In addition, TextBridge Pro is designed to be very easy to use—either as a standalone program or from within Pagis Pro.

There are several ways to use TextBridge Pro:

◆ Standalone—TextBridge Pro is available from the Windows Start menu in the Pagis Pro program group.

◆ Instant Access OCR™—TextBridge Pro can be run from within a word processing or other text program.

◆ From the Pagis Editor—With a document displayed, click the OCR tool on the Image toolbar. You can run OCR on a selection, on the current page, or on the entire document.

◆ SendTo from the Scan Tool—After scanning a document, you can use a SendTo button to send it directly to a program.

◆ Drag and Drop—Perhaps the easiest way to use TextBridge OCR is to simply drag and drop a scanned XIF document to your word processor shortcut on the Pagis SendTo Bar.

The following procedure describes the drag-and-drop method of using TextBridge OCR. For more information, see Chapter 4.

1. In the Pagis Inbox or other Explorer view, select the XIF document.

For the purposes of this session, select PagisSample1.xif from the Pagis Inbox, and drag it to Microsoft Word, WordPerfect, Lotus WordPro, or Internet Explorer.

(You can OCR other image types—for example, TIFF, PCX, BMP—however, they must be black and white. TextBridge can only process color documents if they are XIF documents.)

Learning Pagis Pro 3–29

Page being recognized is shown here

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2. Point to the document, and holding down the left mouse button, drag it to your word processor icon on the Pagis Send To Bar.

☞ You can also right-click the document and use the Send To

command to send it to your word processor. TextBridge Pro reads the XIF file and automatically performs

OCR on it, displaying a progress window that tracks the process (Figure 3–25).

Process stages are indicated here

Figure 3–25. TextBridge OCR progress dialog box

When OCR is complete, TextBridge Pro converts the recognized text to the target program’s format, and opens a document in the target program.

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Click to cancel and discard OCR data

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3. You can now go on to edit or otherwise use the recognized data in the target application.

Compare the recognized document in your application with the original XIF document in the Pagis Editor.

With a word processor such as Word or WordPerfect, the recognized document should look virtually identical to the image. The difference is now you have formatted, fully editable text.

☞ Do not use TextBridge Pro to scan forms for the purpose of filling

them in. TextBridge Pro is not designed to recognize and retain the layout of forms. Use the Pagis Editor instead.

WHERE TO GO FROM HERE

The procedures in this chapter were designed to give you a solid basis on which to use Pagis Pro for your own documents.

For more information about Pagis Pro, please refer to Chapter 4.

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PAGIS INBOX

USING PAGIS PRO

In Chapter 3, you are introduced to the basic operation of Pagis Pro’s key features.

This chapter provides a closer look at Pagis Pro tools, settings, and operation. Specifically, in this chapter, you can find more information about:

◆ Pagis Inbox and Pagis Folders

◆ Working with Pagis Files in Windows™

◆ Scan Tool (Scanner, Copier, Fax)

◆ Pagis Editor

◆ Pagis Index Manager and the Update Tool

◆ Search Tool

The Pagis Inbox is a special icon that sits on your Windows desktop. It points to an enhanced Windows folder that serves as the main control center for Pagis Pro operation.

In most respects, the Pagis Inbox behaves like a standard Windows folder. However, it is equipped with additional menus and commands, as well as the Pagis ToolBar and the Pagis SendTo Bar (Figure 4–1, next page).

This section describes the Pagis Inbox in detail, covering the following topics:

◆ Menus and commands

◆ Document thumbnails

◆ Pagis ToolBar and SendTo Bar

◆ Changing the Pagis Inbox location

Pagis Pro User’s Guide 4–1

Standard menus and tools (Pagis menu is added)

Pagis Toolbar

Enhanced Explorer view with document thumbnails

Pagis SendTo Bar with shortcuts to other programs

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Figure 4–1. Pagis Inbox

Pagis Inbox menus and commands

The menu bar on the Pagis Inbox, and the menus and commands it contains, closely follow those of a standard Windows folder.

The differences are described in this section, specifically:

◆ Pagis commands in the File menu

◆ Pagis commands added to the View menu

◆ Pagis menu

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Pagis commands in the File menu

In the Pagis Inbox folder, the File menu includes the standard Windows commands—New, Create Shortcut, Delete, Rename, Properties, Close and, when a file is selected, Open and SendTo.

When you select a Pagis (XIF) document specifically, additional commands appear in the File menu (Figure 4–2). These commands enable you to stack and unstack, convert, and index Pagis documents.

Commands to stack (combine) and unstack Pagis documents

Pagis-related properties are added to the dialog

Convert a XIF document to another image format

Add the selected file to the Pagis Index

Figure 4–2. Pagis commands in the Inbox File menu

For information about using these commands, please refer to “Working with Pagis Files in Windows™” later in this chapter.

Pagis commands added to the View menu

In the Pagis Inbox View menu, the standard commands for changing the window view are present—ToolBar, Status Bar, Large Icon, Small Icon, List, Details, Arrange Icons, Line up icons, Refresh, and Options.

Using Pagis Pro 4–3

Commands to access Pagis ToolBar tools

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In addition, the Pagis ToolBar, Pagis SendTo Bar, and Thumbnails commands are provided to control the display of these Pagis-related options in the Pagis Inbox view (refer to Figure 4–1).

Refer to “Document thumbnails” later in this chapter for more information about the Thumbnails feature.

Pagis menu

The Pagis menu (Figure 4–3) provides access to all the same tools that are on the Pagis ToolBar (Scan, Copy, Fax, and so on). It also lets you launch the Pagis ToolBar as a standalone application.

Command to prepare the TextBridge OCR process

Figure 4–3. Pagis menu in the Pagis Inbox

In addition, the Pagis menu provides access to the Pagis Drag and Drop Registration Wizard. The wizard helps you define

(or change) the conversion process that happens when you drag and drop a Pagis document to another program.

For more information about Drag and Drop Registration, see “Adding applications to the SendTo Bar” later in this chapter.

Finally, the OCR Settings... command lets you change the TextBridge OCR defaults when you drag and drop a document. For related information, see “Running OCR on a document” in Chapter 3.

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Run the Pagis ToolBar as a standalone program

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Document thumbnails A simple yet powerful Pagis Inbox feature is the Thumbnails

view, which you get by selecting the Thumbnails command in the View menu.

When you do, scanned XIF documents, and many other electronic documents, are shown as miniature versions (“thumbnails”) of the actual document (Figure 4–4).

Click the arrow to page through multi-page

documentsThumbnail view enables you to identify a document at a glance

Drop shadow

Figure 4–4. Thumbnail view

In addition to XIF, file formats that can be viewed as thumbnails in the Pagis Inbox or any Pagis Folder include JPEG, GIF, BMP, Word, Excel, PowerPoint, WordPerfect, HTML, and many more.

Pagis Pro also provides a number of ways to affect the appearance of thumbnails in the Pagis Inbox (or any Pagis Folder), as follows:

◆ Thumbnail size—To change the size of thumbnails:

• In the View menu, click the Options command.

• In the Pagis Folder tab, type in a new Thumbnail Size, or

click on the ▲ or ▼ buttons to increase or decrease the size.

◆ Thumbnail popups—In a default Explorer view (for example, Large Icons, Small Icons, List, Details, when you point to a file, its thumbnail “pops up” if you have this feature turned on.

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To show thumbnail popups in default views:

• In the View menu, click the Options command.

• In the Pagis Folder tab, click the Show thumbnail popups

in default views checkbox.

◆ Thumbnail appearance—When the Pagis Inbox is in Thumbnail view, there are a number of settings that let you define thumbnail appearance:

• In the View menu, click the Options command.

• In the Thumbnails tab, click the checkbox labeled:

Show the document’s name

Show the document’s type

Show the document’s size

Show the document’s last modified date and time

Show the document’s attributes

Show drop shadows To show a shadow behind the

Show multiple pages To show multiple pages if the

To show the document’s name beneath the thumbnail

To show the file type (for example, XIF, JPEG, and so on) beneath the thumbnail

To show the document’s size in kilobytes (KB).

To show the date and time the file was last changed, for example:

4/21/98 7:29 PM

To show a letter indicating the document’s attributes (A=Archive, R=Read Only, H=Hidden)

thumbnail to give it depth

document has more than one page

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Pagis ToolBar

Modifying the Pagis ToolBar in the Pagis Inbox

The Pagis ToolBar provides a convenient way to launch the different programs in Pagis Pro—Scan Tool, Editor, Search Tool, Update Tool, Index Manager, and Help.

The ToolBar is available in the Pagis Inbox as a docking toolbar. You can also launch it, and keep it, on your Windows desktop, if you prefer. Read the following subsections for more information.

As shown in Figure 4–1 (page 4–2), the Pagis ToolBar appears as a set of large icons above the view area of the Pagis Inbox.

To change to small icons:

• With the mouse, right-click anywhere on the toolbar.

• Click the Use Small Icons button.

To detach it and make it a floating toolbar:

• With the mouse, click and hold on the toolbar area below a

tool (not on a tool).

Click and hold on the title bar to move the toolbar

• Drag the mouse downward. Notice as you are moving it that

the toolbar appears as a rectangular shape.

• Release the mouse. The toolbar is now a floating toolbar

(Figure 4–5).

Figure 4–5. Floating Pagis ToolBar

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To reattach the Pagis ToolBar in the Inbox:

• With the mouse, point to the toolbar area below a tool (not on

a tool).

• Double-click the mouse.

Launching the Pagis ToolBar on the Windows desktop and changing its view

The Pagis ToolBar runs as a standalone program on the Windows desktop. To launch the Pagis ToolBar program, click:

Start ➧ Programs ➧ Pagis Pro 2.0 ➧ Pagis ToolBar

To change the Pagis ToolBar view:

Title bar

• Display the Pagis ToolBar control menu (Figure 4–6) by

right-clicking anywhere in the title bar.

• Click Show Text off to hide the tool labels on the toolbar.

• Click Show Small Icons to show smaller toolbar icons.

• Click Background Bitmap on or off to show or hide the

textured background appearance of the toolbar.

Commands to change the Pagis ToolBar appearance

Figure 4–6. Pagis ToolBar control menu

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Pagis SendTo Bar The Pagis SendTo Bar holds shortcuts to other programs (for

example, a word processor) on your system. It provides a quick and simple way to import scanned Pagis documents to programs that support Windows drag-and-drop capabilities.

As shown in Figure 4–1, the SendTo Bar is integrated with the Pagis Inbox. To place it on your Windows desktop, you can also launch the SendTo Bar, like the Pagis ToolBar, as a standalone program.

Read the following subsections for more information about the Pagis SendTo Bar.

Launching the SendTo Bar on the Windows desktop

To launch the SendTo Bar on your Windows desktop, click:

Start ➧ Programs ➧ Pagis Pro 2.0 ➧ Pagis SendTo Bar

Changing SendTo Bar options

Built into the SendTo Bar is a Properties dialog that enables you to modify its look and feel.

To access the SendTo Bar Properties dialog box:

• Position the mouse pointer on the SendTo Bar, and right-click

the mouse.

• On the context menu that now appears, select the SendBar

Properties command. The SendTo Bar Properties dialog is displayed (Figure 4–7).

To specify various options:

• Click the Always On Top checkbox on to make sure that no

other program will obscure the SendTo Bar. (This is useful when the SendTo Bar is active on the Windows desktop.)

Using Pagis Pro 4–9

Click these checkboxes on or off to control SendTo Bar options

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Figure 4–7. SendTo Bar options

• Click the Autohide checkbox on to hide the SendTo Bar when

it is not in use. (This is available for the desktop version only.)

• Click the Small Icon checkbox to display smaller versions of

the program icons on the SendTo Bar.

• Click the Show Label checkbox to display the shortcut label

for the program icons on the SendTo Bar.

Adding a program to the SendTo Bar

During Pagis Pro installation (see Chapter 2), you can specify programs to add to the SendTo Bar. The Pagis Setup program searches your system for all installed programs, and presents them in a list that you can accept or modify.

To add a program to the SendTo Bar after Pagis Pro is already installed:

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Verify that the correct program path is here

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1. Use Windows Explorer to browse to the folder that contains the program to add to the Send To Bar.

For example, to add Windows Notepad, you would browse to the Windows folder and look for:

notepad.exe

2. Click and hold on the program icon, and drag it onto the SendTo Bar.

This displays the Create New Shortcut dialog box with the pathname of the program already entered (Figure 4–8).

Click to continue the process

Figure 4–8. Create New Shortcut dialog box

3. Click Next.

This displays the New Item Title dialog box to define the name of the shortcut.

4. Enter a new name if desired for the shortcut. Click Next to continue.

This displays a Drag and Drop Registration dialog that informs you whether the program is already registered with Pagis Pro.

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5. Click Finish.

If the program was already registered, you are finished. The shortcut is now added to the SendTo Bar.

If the program was not registered, the Pagis Drag and Drop Registration Wizard now appears. Proceed from Step 6.

6. Complete Drag and Drop registration.

• Click Next in the Pagis Drag and Drop Registration Wizard.

• Follow the directions to register the application and have it

appear on the SendTo Bar.

Removing a program from the SendTo Bar

To remove a program from the SendTo Bar:

1. Right-click on the SendTo Bar.

This displays a context menu.

2. Click the SendBar Properties command.

This displays the SendTo Bar Properties dialog (refer to Figure 4–7).

3. On the SendTo Bar Properties dialog, click the SendTo Programs tab.

4. On the SendTo Programs tab, click the Remove button.

This displays the Remove Item From Pagis SendTo dialog box with a list of program shortcuts on the SendTo Bar.

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5. Remove the desired program shortcut(s).

• Select the program shortcut to be removed, and click the

Remove button.

• Repeat until all shortcuts that you want to remove are

removed.

• Click OK to close the Remove Item From Pagis SendTo dialog

box.

6. Click OK again to close the SendTo Bar Properties dialog box.

Note that the shortcut(s) are no longer on the SendTo Bar.

Changing the Pagis Inbox location in your file system

The Pagis Inbox folder, by default, has the following location: Windows 95/98: C:\My Documents\Pagis Inbox Windows NT: C:\Pagis Inbox If you wanted all future scanned documents to be stored on your

D: drive, however, you could create a folder with the following pathname, for example, and make this the new Pagis Inbox:

D:\My Scanned Documents

To specify a different folder as the Pagis Inbox location, use the following procedure:

1. Make sure the Pagis Inbox folder is closed on your Windows desktop.

2. Right-click the Pagis Inbox icon on the Windows desktop.

A context menu appears.

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3. Click the Properties command.

This displays the Pagis Inbox Properties dialog box.

4. In the Pagis Inbox category, enter the pathname of the new location.

5. Click OK.

6. Open the Pagis Inbox and note the new location.

PAGIS FOLDERS

To extend the availability of Pagis Pro tools in your Windows file system, you can convert any standard folder to a Pagis Folder.

A Pagis Folder has all the same features as the Pagis Inbox— Pagis ToolBar, SendTo Bar, Thumbnails, and so on. However, there can only ever be one Pagis Inbox.

Read the following subsections for more information about Pagis Folders.

Creating a Pagis Folder

To convert a standard Windows folder into a Pagis Folder:

1. Using the My Computer icon, or a Windows Explorer view, locate the Windows folder to be converted.

2. Right-click the folder to display a context menu.

3. In the context menu, select the Convert to a Pagis Folder command.

The folder icon is updated with the Pagis Folder symbol. When you open the folder, note that it now has all the same capabilities as the Pagis Inbox.

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Removing Pagis Folder attributes

To remove the Pagis Folder attributes from a folder:

1. Navigate to the Pagis Folder via My Computer or a Windows Explorer view.

2. Right-click the Pagis Folder.

3. In the context menu, select the Remove Pagis Attributes from Folder command.

The folder icon is updated without the Pagis Folder symbol, and when you open the folder, all Pagis enhancements are removed.

WORKING WITH PAGIS FILES IN WINDOWS™

◆ About Pagis (XIF) files

◆ Enhanced context menu

◆ XIF property sheets

About Pagis (XIF) files

Pagis Pro brings to the Windows environment a number of added features related to Pagis (XIF) files. This section describes these features, focusing on the following topics:

To use Pagis Pro effectively, it is helpful to understand the eXtended Image File (XIF) format. This format is central to the many features that Pagis Pro provides.

XIF is an image file format developed by Xerox scientists to provide the following key features:

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◆ high fidelity image quality

◆ small file size

◆ document analysis

When you scan a magazine page, for example, you want to scan it at a high resolution, in color, so that it will look as good as the original. XIF lets you do this.

However, you do not want the scanned image to take up a lot of space on your computer. XIF’s built-in file compression technology produces very compact files.

Later, you may want to search on the data contained in this magazine page. Or you may want to extract a block of text, or a picture, from this image. XIF’s document analysis technologies enable you to do this, as well.

XIF achieves these goals by storing a scanned image in multiple layers (Figure 4–9).

Text color layer

Text layer (for OCR)

Color image segments (shown as one layer)

Background tint layer

Figure 4–9. XIF file layers

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Each layer is stored in an optimal resolution and bit-depth, enabling you to process the document through any of the Pagis functions.

For example, the text layer is stored at 300 or 400 dots per inch resolution in one-bit binary (black and white) color depth. This enables you to index the document for full search and retrieval. It also enables you to OCR the document so you can use the actual text in your word processor or other application.

The photographs and other pictures in the document are stored as 24-bit color segments typically in 75–200 dots per inch resolution. This enables you, for example, to copy and edit a photograph from a scanned document in your graphics editing software. It also enables an OCR’d document in your word processor to include the color pictures from the original document.

The background tint and text color layers are present so that if you print or OCR a document, the output remains true to the original.

Enhanced context menu

To maintain the small file size, Pagis Pro provides optimal data compression to each layer in the XIF file.

What this means is that you can scan a full-color magazine article and save it in a file smaller than 100,000 bytes on your hard drive. With conventional scanning software, and no file compres-sion, the same file would be upwards of 10 million bytes in size.

When you right-click on any file in Windows, a context menu appears with commands such as Open, Print, Copy, Create Shortcut, and so on.

For XIF files, Pagis Pro adds a number of commands to this context menu—Thumbnail, Stack Documents, Unstack Documents, Unstack Current Page, and Convert Format (Figure 4–10).

See the following subsections for information about using these commands.

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Commands to stack and unstack Pagis documents

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Display a dialog box with a thumbnail view

Convert Pagis documents to other image formats

Figure 4–10. Enhanced context menu

Thumbnail command

You can use the Thumbnail view to identify XIF (and other) documents located in the Pagis Inbox or another Pagis Folder.

However, if a XIF document is on the desktop or in a standard Windows folder, Thumbnail view is not available. In such cases, use the Thumbnail command to view a XIF thumbnail:

1. In a folder or Explorer view, right-click on a XIF file.

2. In the context menu, select the Thumbnail command.

The Thumbnail dialog box is displayed.

3. If the XIF file is a multiple-page document, use the Arrow keys to page through the document.

4. When you are done viewing the thumbnail, click the Close button.

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Stacking documents

When you select one or more XIF documents in a Windows view, Pagis Pro loads additional commands in the context menu. One command, Stack Documents, lets you combine two or more XIF files into one. To stack two or more XIF files into one file:

1. In an Explorer view (for example, the Pagis Inbox), select the XIF files to be stacked.

2. Point to one of the files in the selected group and hold down the right mouse button.

This displays the context menu (refer to Figure 4–10).

3. From the context menu, select Stack Documents.

This displays the Stack Files dialog. A message on the dialog identifies which of the selected files will receive the stacked pages.

☞ The target file is always the one that is listed first in the view.

4. Optionally, click the checkbox to delete the original files after stacking.

5. Click Continue to stack the documents.

The pages from the original files are appended to the first file in the group. For example:

Originals: File_1.xif 3 pages

File_2.xif 4 pages File_3.xif 2 pages

Stacked Document: File_1.xif 3 pages (followed by)

4 pages (from File_2) 2 pages (from File_3)

9 total pages

☞ You can also stack XIF documents by simply dragging one on top

of another. Pagis Pro also enables you to stack other image formats onto a XIF document. For example, you can drag a JPEG document onto a XIF document.

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Unstacking documents

When you select one or more XIF documents in the Explorer, Pagis Pro loads additional commands in the File menu. One command, Unstack Document, lets you create a new XIF file for each page in the original XIF file.

To unstack a document:

1. In an Explorer view (for example, the Pagis Inbox), select the XIF file to be unstacked.

2. Point to the selected file and hold down the right mouse button to display the context menu (refer to Figure 4–10).

3. Select the Unstack Document command.

This displays the Unstack Files dialog box, which indicates the number of pages in the source document and the new files that will be created from the unstack process.

4. Optionally, click the checkbox to delete the original file after unstacking.

5. Click Continue to unstack the pages of the source document into separate files.

Notice that the new files, each containing an individual page, are created in the same folder.

Converting to other image formats

For most of your document scanning and file management operations in Pagis Pro, XIF is the preferred file format.

However, if for some reason, you require another file format, Pagis Pro enables you to convert a XIF document (or most any image file) to a number of other image file formats.

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To convert an image file to a different image format:

1. In an Explorer view on the desktop, select the image file that you want to convert.

☞ In addition to XIF, Pagis Pro can both input and output over 40

popular image file formats including TIFF, BMP, PCX, DCX, GIF, FlashPix, JPEG, PICT, and many more.

2. With the mouse pointer on the selected image file, click and hold the right mouse button.

This displays the context menu (refer to Figure 4–10).

3. Select the Convert Format command.

This displays the Select Output Format dialog box (Figure 4–11).

Select the output format from the list box

Read here for additional information

If available, click to specify output options

Figure 4–11. Select Output Format dialog box

4. In the Save as type list box, select the output image format.

5. If available for the selected output format, specify conversion options.

☞ Conversion options are available for any of the image formats

that support both binary (black and white) and color. When you click the Options button, the Export Options dialog box

is displayed (Figure 4–12).

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Specify color depth and resolution

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Click OK to close the dialog box

Figure 4–12. Export Options dialog box

• Specify the appropriate color depth and resolution

combination for the output file:

Black and White; High Resolution

Color or Gray; Lower Resolution

Use this for line-art graphics, or for images destined for OCR. Output is a one-bit, or binary, image at the original highest scanning resolution (typically 200 to 400 dpi).

Use this for images destined for a graphics application (for example, PhotoSuite). Output is at the highest color depth and resolution (typically 75 or 100 dpi) of any image in the document.

• Click OK.

6. Click OK in the Select Output Format dialog (Figure 4–11) to start the conversion process.

A progress box indicates conversion progress as well as the input and output file names. The converted file is stored in the same folder as the original file.

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XIF property sheets In Windows, when you point to and select a file on the desktop or

in any Explorer view, you can display a context menu by clicking the right mouse button.

One of the commands in this menu is the Properties command. When you select this command, it displays the General properties of the selected file in the Properties dialog box.

For XIF files, Pagis Pro adds up to two additional property sheets to the Properties dialog box—Pagis Index and XIF Details. For any other file type that Pagis Pro includes in a search index, it adds the Pagis Index tab to the file’s properties.

Please read the following subsections for more information.

Defining keywords and other index properties for a file

Pagis Pro enables you to index and search for virtually any text or image file on your system. One way to organize files for later searching is to define Pagis Index properties for them.

The Pagis Index properties include Author, Title, and Keywords. You can define these properties in the Scan Tool when you scan a document, or at anytime later using the following procedure.

Note To add Pagis Index properties, the file(s) must already be

referenced in a Pagis index, or must at least be located in a folder that is included in a Pagis index. For more information about defining Pagis indexes, refer to “Pagis Index Manager and Update Tool” later in this chapter.

1. Right-click on the file or files for which you want to define Keyword properties.

The context menu appears (refer to Figure 4–10).

2. Select the Properties command.

The Properties tabbed dialog box for the selected file or files now appears. One of tab labels is Pagis Index (Figure 4–13).

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Click tab to bring Pagis Index dialog in front

Enter information in some or all of the fields

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Click OK when you are done

Figure 4–13. Pagis Index Properties

3. Click the Pagis Index tab to bring it to the front.

Fields for Title, Author, and Keywords are shown.

☞ If you have selected multiple files, the Title and Author fields are

blank (unless they are identical for all files). The Keywords field contains only those keywords that are common to all files.

4. Enter text for Title, Author, and Keywords, as desired.

You can leave any of these blank if you choose. Keywords should be separated by a space.

5. Click OK to store the properties and close the dialog box.

A progress box appears indicating that the file is being added or updated in the specific Pagis index.

Later, you can search for this file based on the Title, Author, and Keywords you assigned to it.

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XIF details are shown here

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Getting details about a XIF file

For XIF files, another property sheet added to the Properties dialog box is XIF Details (Figure 4–14).

Click OK when you are done

Click to advance the displayed page

Figure 4–14. XIF Details property sheet

This property sheet provides information such as the number of pages in the document, number of annotations, whether it is segmented, and whether it is searchable (included in a Pagis index).

In this property sheet, you can also view the different pages of the document in a thumbnail view. Use the Arrow buttons to cycle through thumbnail views of the other pages of the document. The thumbnail page that is showing is the current page for this document.

Click the OK button to close the dialog and accept the change. Click Cancel to close the dialog without changing the current page. Click Apply to accept the new current page, but leave the dialog open.

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SCAN TOOL (SCANNER, COPIER, FAX)

Containing the scanner, copier, and fax tools, the Scan Tool (Figure 4–15) is the central document capture and communication program in Pagis Pro.

Click one of the tabs to bring a tool forward

Figure 4–15. Scan Tool with Scanner tab in front

Depending on scanner setup options you specify, the Scan Tool directly controls your scanner (or digital camera), or connects to the device’s TWAIN interface.

Either way, with the Scan Tool, you can capture paper documents, and save them as XIF files, or send them to a printer or fax program. Read this section for details about the following topics:

◆ Setting up your scanner or digital camera to work with Pagis Pro

◆ Changing default properties for scanned documents

◆ Scanning documents

◆ Copying documents

◆ Faxing documents

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Xerox PAGIS PRO 2.0 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual