Xerox Scan to PC Desktop Professional v9.0 Customer Orientation Guide

Scan to PC Desktop

Professional v9

Orientation Guide

Personalize your Xerox network

scanning and your PDF workflow

Xerox Corporation – Scan to PC Desktop Professional v9 – Orientation Guide 1

Information about this Orientation Guide

The purpose of the Scan to PC Desktop Professional v9 Customer Orientation Guide is to provide Xerox Customers with information about how they can use the Scan to PC Desktop Professional v9 software to make themselves more productive with the documents that they have scanned from their Xerox device and with all of their digital documents on their PC. This training is focused on providing information about key features of this software that business users most often use to make them more productive. It does not go over every item in every drop-down menu, but focuses on business workflows and practices that you need to be productive with the documents in your office.

This training is not organized by product, but instead it is divided into topics. To clarify which product you are working with in each topic, we have included product logos showing the specific products that are used in that particular topic.

On the Table of Contents Page, the following symbols are used to provide more information about some topics:

† Topics that are new or enhanced in Scan to PC Desktop Professional v9 * Topics in the “Advanced Topics” section that are also included in the Customer

Orientation Guide Training CD

Xerox Corporation – Scan to PC Desktop Professional v9 – Orientation Guide 2

End User Training Webinar Agenda

• Introducing Scan to PC Desktop Professional v9

• Software Features

• Scanning Documents to your Desktop PC

• Working with Scanned and Digital Documents on the PaperPort Desktop

• Working with PDF Files

• Digital Archiving with Text Searchable PDF Files

• Working with Forms

• Additional Training and Support Resources

Xerox Corporation – Scan to PC Desktop Professional v9 – Orientation Guide 3

Table of Contents

Notes: Advanced Topics will not be covered in Nuance’s web-based Scan to PC Desktop End User

Training Sessions unless specifically requested two days in advance of the scheduled training. All topics in the Software Features section are also included in the Customer Orientation Guide

Training CD. Additionally topics in the “Advanced Topics” section that have a * are also included in the Customer Orientation Guide Training CD.

† Topics that are new or enhanced in Scan to PC Desktop Professional v9 * Topics in the “Advanced Topics” section that are also included in the Customer Orientation Guide

Training CD

Introducing Scan to PC Desktop Professional v9…………………………………………………..…6 Software Features…………………………………………………………………………………..……….9

- Scanning Documents to your Desktop PC………………………………………………………….10

- Scanning at the Xerox MFP……………………………….……………………………………..10

- Restarting Image Retriever………………………….……...……………………………………11

- Working with Scanned and Digital Documents on the PaperPort Desktop…………………...…12

- PaperPort Desktop………………………….…………………………………………………….12

- PaperPort Folder View…………………….……………….…………………...…….………….12

- Adding Additional Folders to Folder View…………………….……..……………….…………13

- Folder Notes †…………………….……………………………………………………………….13

- Moving Documents into Work Processes…………………….………..……………………….14

- Moving a Document into a Different Folder…………………….…….…….....…….…….14

- PaperPort SendTo Bar - Information…………………….……………………...…...…….14

- PaperPort SendTo Bar – Email Links…………………….……………………...…...……14

- Working with PDF Files…………………….…………………………………………………………15

- Business Document File Types…………………….……………………………………………15

- Flavors of PDF Files…………………….…………………...…………...………………………16

- Creating PDF Files…………………….………………………………………………………….17

- Scan from a Xerox MFP…………………….…………………………………….…………17

- Combine Different File Types into one PDF File…………………….……………………17

- Create PDF files from Inside of MS Word and MS Excel…………………….….…...….17

- Advanced PDF Creation from any Application…………………….………..…………….18

Xerox Corporation – Scan to PC Desktop Professional v9 – Orientation Guide 4

- Editing PDF Files…………………….…………………………………………………...…….19

- Rearrange and Add Pages to a PDF File…………………….……………………….…19

- Stacking and Unstacking PDF files…………………….……………..…………….……19

- PDF Image Cleanup with PaperPort SET Tools…………………….…………….……20

- Annotate PDF Files…………………….…………………………….…………….………21

- Edit PDF Normal Files in PDF Converter Professional………………….…..…………22

- Edit Any PDF File Using OCR…………..……………………………………….……….22

- Securing PDF Files……..…………………………………………………..………….………23

- Digital Archiving with Text Searchable PDF Files……..……………………..…………….……24

- Working with Forms…..……………………..………………….……………………..……………25

Additional Training and Support Resources…..………………..…………………..………………26 Advanced Training Topics…..……………………..………………..…………………………………28

- Advanced OCR Topics…..……………………..………………..……….…………………..……29

- Manual Zoning for More Accurate OCR for Complex Documents *………………………29

- Automatic OCR – OmniPage Batch Manager…………………………………………….…30

- Creating Audio Documents from Paper and Digital Documents…………………..………32

- Advanced PDF Topics……………………………………………………..……………………….33

- Change the File Association for PDF files †…………………………………………………33

- Batch Conversion to PDF using the PDF Create! Assistant……………………………….33

- Adding Bookmarks to PDF Files †……………………………………………………………34

- Redacting PDF Files * †…………………………………………...…………………………..35

- Adding Page Numbers to PDF Files †…………………………….…………………………36

- Advanced PaperPort Topics……………………………………………………………………….37

- Creating a Signature Stamp *…..……………………..………………..…………………….37

- All-in-One Search…..……………………..………………..……………...……..……………39

- Changing Folder Colors in Folder View *…..…………………………………..……………41

- Image Retriever Settings *…………………………………………………………………………42

Xerox Corporation – Scan to PC Desktop Professional v9 – Orientation Guide 5

Introducing Scan to PC Desktop

Professional v9

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Introducing Scan to PC Desktop Professional v9

• A complete network to desktop office scanning solution

• Automatic device to desktop scanned image file delivery

• Secure PDF workflow from start to finish of all scanning applications

• Professional OCR for digital archiving, document and forms conversion

Each program is installed on your desktop PC. This software does not run on the server.

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 Quickly turn paper into organized digital documents  Provide a better way to organize documents on your desktop  Easily create secure PDFs from Windows applications  Simply assemble scanned and digital documents  Ensure you never misplace a document or PDF file again

 Instantly convert paper into useable Microsoft Office documents  Turn PDF files into editable documents while retaining their layout  Create unlimited searchable PDF files for digital archives  Paper to digital forms conversion with Logical Forms Recognition  Automatically process scanned images from Xerox MFP

 Create industry-standard PDF instantly from any application  Protect PDF documents with password and permission controls  Paper to digital forms conversion to fill out and edit PDF forms  Directly edit within PDF files including text, comments and markups  Precise Conversion of PDF into Word, Excel and WordPerfect

 Automated delivery of scanned images direct to the end user

desktop with Image Retriever Professional

 Monitoring & Automated Delivery from Network Folders or E Mail

Inbox

Xerox Corporation – Scan to PC Desktop Professional v9 – Orientation Guide 8

Software Features

Xerox Corporation – Scan to PC Desktop Professional v9 – Orientation Guide 9

Scanning Documents to your Desktop PC

Scanning at the Xerox MFP

Your Xerox Analyst has already trained you on how to scan a document using the steps listed below.

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

To scan a document back to your PC:

1. Load the paper into the document feeder on the Xerox MFP.

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

3. Select your template from the list OR Use the scan-to-email feature to email the scanned images to yourself as an email

attachment.

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

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Restarting Image Retriever

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

Image Retriever Settings are usually configured by your IT Department. More information about Image Retriever Settings is in the “Advanced Topics” section of this Orientation Guide.

If your PC loses its connection to the network, you may have to restart Image Retriever. To restart Image Retriever:

1. Go to Start > All Programs > ScanSoft PaperPort Pro 11 > Image Retriever.

2. The Image Retriever icon will appear in System Tray in the lower right corner of your Windows Desktop near the clock.

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Working with Scanned and Digital

Documents on the PaperPort Desktop

PaperPort Desktop

After scanning a document from the Xerox device, when you return to your PC, PaperPort will be open, and you will see your scanned image on the PaperPort Desktop with a red box around it.

Scanned Image

PaperPort Desktop

PaperPort Folder View

PaperPort automatically displays your My Documents folder and all of that folders sub-folders in PaperPort’s Folder View. This is the same My Documents folder structure that you see through Windows Explorer.

When you click on a folder in PaperPort’s Folder View, the documents and images in this folder are displayed on the PaperPort Desktop as Thumbnails. These Thumbnails show you a view of what the document actually looks like, making it very easy for you to visually manage all of the documents on your PC, including Microsoft Office, PDF, and images. Icons showing you the file type are visible in the lower right corner of the Thumbnail.

Windows Explorer

Folder View

Thumbnails

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Adding Additional Folders to Folder View

By default, the My Documents folder is added to the PaperPort’s Folder View. To add additional folders to Folder View:

1. Click on the “Folder Manager” button.

2. Click on “Add”.

3. Browse to the folder that you want to add (local or network) and click on “OK”.

4. Click on “Close” to close the Folder Manager window.

5. Your newly added folder will appear at the bottom of Folder View.

Folder Notes †

Folder Notes allow you to automatically specify metadata (keywords, author, etc.) to all new PDF files that arrive via Image Retriever into a particular folder in PaperPort’s Folder View. If a PDF item is put into a folder any other way, Folder Notes will note be applied to it. To add Folder Notes to a folder:

1. In PaperPort’s Folder View, right click on a Folder and select “Folder Notes”.

2. Add text to the Subject, Author, and/or Keywords fields.

3. Click on “OK” to close the “Folder Notes” window.

4. Now when Image Retriever delivers PDF files to that folder, the Subject, Author, and/or Keywords will be added to that PDF file automatically.

† Topics that are new or enhanced in Scan to PC Desktop Professional v9

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+ 29 hidden pages