ScanSoft PAPERPORT 10 User manual

LEGAL NOTICES

may be transmitted, transcribed, reproduced, stored in any retrieval system or translated into

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magnetic, optical, chemical, manual, or otherwise, without prior written consent from

ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts 01960. Printed in the United

States of America and Ireland.

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

ScanSoft, PaperPort, ScanDirect, SET, FormTyper, DesktopDelivery, All-in-One Search,

OmniPage and Tr ue Pa ge are registered trademarks or trademarks of ScanSoft, Inc. or its

affiliate companies in the United States of America and/or other countries.

Verity in the United States of America and/or other countries. All other company names or

product names referenced herein may be trademarks of their respective holders.

ScanSoft, Inc.

9 Centennial Drive

Peabody, Massachusetts 01960, U.S.A.

ScanSoft Belgium BVBA

Guldensporenpark 32

BE-9820 Merelbeke, Belgium

PaperPort 10 Getting Started Guide

Part Number 50-F31A-10030

August, 2004

PaperPort Getting Started Guide iii

CONTENTS

Welcome to PaperPort 5

Installing and Activating PaperPort 5

Registration 6

Learning PaperPort 6

Technical Support 7

What’s new in PaperPort 10? 8

Getting to Know PaperPort 11

The PaperPort desktop 11

PaperPort items 12

The Folders pane 12

PaperPort item thumbnails 13

PaperPort page thumbnails 15

Two-part desktop 15

The Page View window 16

Acquiring Items 17

Scan to the PaperPort desktop 17

Set up your scanner with PaperPort 18

Print to PaperPort 18

Capture web pages 19

Add PaperPort folders 19

Use DesktopDelivery 20

Import pictures from your camera 20

Touching Up Images 21

Scanner Enhancement Technology tools 21

Edit multiple images 22

iv Contents

Annotating Pages 22

Annotation tools 23

Protecting Items 24

Filing Items 24

Add search criteria to items 25

Finding Items 26

Find items by their properties 26

Find words in an item 26

Add items to the All-in-One Search index 27

Use the All-in-One Search pane 27

Use PDF Searchable Image 28

Schedule indexing tasks 28

Sharing Files 29

Sending Items to Other Programs 30

Use OmniPage with PaperPort 30

Customize the Send To bar 31

Adjust Send To options 31

Converting Items 33

Convert items to image formats 33

Convert images to text 33

Filling Out Scanned Forms 34

Creating PDF Documents 35

Using ScanDirect 36

Uninstalling PaperPort 36

PaperPort Getting Started Guide 5

Welcome to PaperPort

Welcome to the ScanSoft®PaperPort Getting Started Guide.

PaperPort®provides the easiest way to turn paper into organized digital

documents that everybody in an office can quickly find and use. PaperPort works

with scanners, multifunction printers, and networked digital copiers to turn

paper documents into digital documents. It then helps you to manage them

along with all other electronic documents in one convenient and easy-to-use

filing system.

PaperPort’s large, clear item thumbnails allow you to visually organize, retrieve

and use your scanned documents, including Word files, spreadsheets, PDF files

and even digital photos. PaperPort’s Scanner Enhancement Technology tools

ensure that scanned documents will look great while the annotation tools let you

add notes and highlights to any scanned image.

Installing and Activating PaperPort

You can install PaperPort from a CD or from the Web.

The PaperPort installation program provides easy step-by-step instructions.

Follow the instructions on each screen to install the software.

Installation and un-installation require Administrator rights; for Activation and

Deactivation you need web access. You will be invited to activate the product at

the end of installation. Provided your serial number is found at its storage

location and has been correctly entered, no user interaction is required and no

personal information is transmitted.

If you do not activate the product at installation time, you will be invited to do

this each time you invoke the program. PaperPort 10.0 can be launched only five

times without activation.

6Welcome to PaperPort

Registration

Registration enables you to take full advantage of ScanSoft product support and

to receive notifications of product updates.

When you finish installing PaperPort, you are prompted to register online. If you

want to update your registration information, you can always go to the ScanSoft,

Inc. web site at http://www.scansoft.com.

Learning PaperPort

This guide introduces you to PaperPort and shows you how PaperPort can help

you manage your information. Additional sources of information to help you

learn how to use PaperPort include online Help, Release Notes, and the ScanSoft

web site.

Using this Guide

This guide is written with the assumption that you know how to work in the

Microsoft Windows environment. Please refer to your Windows documentation

if you have questions about how to use dialog boxes, menu commands, scroll

bars, drag and drop functionality, shortcut menus, and so on.

Using online Help

The PaperPort online Help includes comprehensive information on features,

settings, and procedures. Help is available from the PaperPort Help menu.

Additional technical support, including technical notes, frequently asked

questions, software updates, and more is available from the PaperPort Help

menu.

Using release notes

PaperPort Release Notes provide important information about this release of

PaperPort. This document is included on the installation CD, from the

PaperPort Help menu, and as a sample document on the PaperPort desktop.

PaperPort Getting Started Guide 7

Technical Support

ScanSoft offers both complimentary and fee-based technical support options

designed to meet your individual needs. Our services offer person-to-person

telephone and e-mail technical support. We also offer self-service, 24-hour access

to our Knowledge Base.

Visit http://www.scansoft.com for information about your support policy, local

support contacts, and product updates. Before contacting ScanSoft, be sure to

read the user documentation and review the Release Notes.

Minimum System Requirements

A computer with an Intel®Pentium®or higher processor

Microsoft Windows®98 (from second edition), Windows Me, Windows 2000

SP4 or above, Windows XP SP2 or above

Microsoft Internet Explorer 5.5 or above

128MB of memory (RAM), 256MB recommended

150MB of free hard disk space for application files plus 5MB working space

during installation

5MB for Microsoft Installer (MSI) if not present. (This is present as part of the

operating system in Windows Me, Windows 2000 and Windows XP)

SVGA monitor with 256 colors, but preferably 16-bit color (called High Color

in Windows 2000 and Medium Color in XP) and 800 x 600 pixel resolution

Windows-compatible pointing device

CD-ROM drive for installation

Web connection (with IE 5.5 or above) for activation and web update

Performance and speed will be enhanced if your computer’s processor, memory, and

available disk space exceed minimum requirements. This is especially true when

handling very large color image and PDF files.

8Welcome to PaperPort

What’s new in PaperPort 10?

PaperPort 10 includes a number of valuable new features to help you manage

your documents.

Page thumbnails

See page thumbnails for your multi-page items, both in Desktop view and in the

PageViewer. Get a better overview of your documents – find, handle and reorder

pages quickly.

Scanner Enhancement Technology tools

Improve your image items with the SETTM tools – now accessible directly from

your PaperPort desktop by right-clicking on any image file. Annotation tools let

you mark up your image items.

New Scanner Wizard

Set up scanners with PaperPort more easily, then enjoy improved scanner

controls with greater scope for acquiring multi-page documents without

interaction.

Better searching

The new All-in-One SearchTM facility delivers more power and precision, both

on full-text searches and on keywords and other file information.

PDF creation

Generate image-only PDF files. Use the Duplicate as PDF command for image

items, including MAX files. Print text items to PDF from inside PaperPort or any

print-enabled application on your system. Full-text searches can be performed on

these files in PaperPort with the All-in-One Search.

Extended form functionality

A Print Only Fields tool in FormTyperTM lets you use PaperPort to fill in pre-

printed forms.

PaperPort Getting Started Guide 9

Extended shortcut menus

Find far more functionality when right-clicking an item – be it a file or a folder.

Greater flexibility with stacking and unstacking

PaperPort now provides greater choice for stacking together desktop items of

different file formats and offers more options in unstacking.

Folder improvements

Use the Folder Manager to organize your PaperPort folder structure, find more

functionality in the folder shortcut menus and utilize the Back button to

navigate through your folder tree quickly and easily.

Closer integration with other ScanSoft products

•If you have ScanSoft OmniPage®Pro on your system, PaperPort cooperates

with it more closely than ever, providing cutting-edge OCR page recognition

services and high-level PDF creation.

•If you have ScanSoft PDF Converter for Microsoft®Word on your system,

it will appear on the Send To bar, allowing you to unlock PDF files and

transform them into editable Word documents.

The following advanced features are available only in PaperPort Professional 10:

Two-part desktop

Split the PaperPort desktop into two Workspaces, to make it much easier to

compare, move or copy pages between documents at different locations.

Bookmark your Workspaces for one-click return to favorite locations.

10 Welcome to PaperPort

Fully-featured PDF creation

The latest ScanSoft PDF Create! product is included, letting you create more

compact higher-quality 1.5 version PDF files. Files created from any text

application are searchable and editable. Create PDF files from PaperPort or any

print-enabled application on your system, with precise control over compression,

font embedding, password protection, watermarking and more. The program

can be accessed through the Windows Start Menu, the PaperPort Print dialog

box and the Print to PaperPort (PDF) menu item in the File menu. The program

has its own Help systems.

Index Manager

Schedule full-text indexing of your items for the All-in-One Search to run as

background processes at times of your choosing.

DesktopDelivery

Set up system folders to be monitored by DesktopDeliveryTM for files of

specified types to be automatically transferred to PaperPort folders. Acquire

e-mail attachments in a similar way.

PaperPort is also supplied in Special Editions to selected scanner manufacturers and other resellers.

The feature set in these editions may vary, in line with each vendor’s requirements.

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