ScanSoft PAPERPORT 8.0 DELUXE User manual

COPYRIGHTS

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 prior written consent from the

Legal Department at ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts 01960.

Printed in the United States of America and the Netherlands.

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.

TRADEMARK REFERENCES

ScanSoft, PaperPort, PaperPort Deluxe, ScanDirect, FormTyper, OmniPage, OmniForm, and SimpleSearch

are registered trademarks or trademarks of ScanSoft, Inc. in the United States and or other

countries.

All other products mentioned herein may be trademarks of their respective holders and are

hereby recognized.

Publisher Grosset & Dunlap that appear in Figure 39 are used with permission of the

publisher.

ScanSoft, Inc.

9 Centennial Drive

Peabody, Massachusetts 01960

ScanSoft Europe BV

Randstad 22-139

1316 BW Almere

The Netherlands

PaperPort Deluxe Getting Started Guide

Part Number 50-688001-00A

September, 2001

PaperPort Deluxe Getting Started Guide iii

CONTENTS

Preface v

Using This Guide vi

Chapter 1 Installing PaperPort 7

System Requirements 7

Installing PaperPort 8

Chapter 2 Introduction 9

What is PaperPort? 9

The PaperPort Desktop 11

The Page View Window 11

The Desktop Menus and Toolbars 13

The Page View Menus and Toolbars 14

The Folders Pane 15

Chapter 3 Using PaperPort 17

Using Thumbnails 18

Acquiring Items 20

Filing Items 26

iv Contents

Finding Items 30

Viewing Pages 34

Annotating Pages 35

Touching Up Images 37

Sending Items to Another Program 39

Sending Items as E-mail Attachments 42

Converting Images to Text 43

Filling Out Scanned Forms 44

Creating Web Pages 45

Using ScanDirect 46

Chapter 4 Sample Sessions 47

Scan and Save Documents 47

Get and Touch Up Photos 54

Send Items as E-mail Attachments 58

Find Items 59

Chapter 5 Other Programs to Use with PaperPort 65

OmniPage 65

OmniForm 66

Index 67

Preface

Welcome to the PaperPort Deluxe Getting Started Guide. PaperPort is a paper

management tool for home and business use that helps you manage and use

scanned documents and digital photos. Designed for home and business use, it

provides all the basics of desktop organization in one easy-to-learn and easy-to-use

program.

From PaperPort, you can:

◆Scan documents and photos to your desktop for easy access and use with your

favorite programs. Simply drag and drop a file onto the program icon and

PaperPort automatically converts the file to the preferred format.

◆Get photos from your digital camera and then make your photos picture

perfect. Image editing tools provide all the basics to enhance, crop, rotate,

remove red eye and add special effects.

◆View large, clear thumbnail images of your scanned documents, photos, and

other files to quickly find files based on their appearance.

◆Find all your documents and photos using PaperPort's powerful search tool.

Using SimpleSearch™, you can search by content, keywords, or annotations.

With scanned documents, PaperPort runs the OCR process to read the

documents and then indexes the content to enable quick searching.

◆Eliminate the need to retype documents. Simply drag a scanned document to

your word processing program on PaperPort's Send To bar and PaperPort

automatically turns it into editable text.

◆Easily group related documents and photos as stacked pages, just as you would

with papers on top of your desk.

◆Add annotations, sticky notes, highlights, arrows, and stamps to your

documents and photos.

◆Scan and fill in forms using the FormTyper™ feature. Simply scan in a blank

form and PaperPort automatically detects the form fields and lets you fill them

in for a perfect form every time.

◆View electronic documents such as spreadsheet documents in PaperPort even if

you do not have the spreadsheet program on your computer.

vi Preface

◆Use the Explorer-like folder system to organize all your documents and photos

on your computer or on the network. You can color-code your folders and add

any existing folder to PaperPort without moving it within your file system.

◆Easily capture web pages on the Internet and place them as PaperPort image

items (.max files) on your PaperPort desktop.

This guide introduces you to PaperPort and shows you how to get started managing

your information. Additional information includes:

◆Online Help —Comprehensive information on features, settings, and

procedures. Help is available on the PaperPort Help menu.

◆Release Notes —Important information about this release of PaperPort. It is

included on the installation CD and on the PaperPort Help menu.

◆Product Support —Additional technical support, including technical notes,

frequently asked questions, software updates, and more is available on the

PaperPort Help menu.

Using This Guide

This guide provides you with an overview of PaperPort and how you can use it to

meet your scanning and document management needs. It also provides first-time

PaperPort users with enough information to install and get started using PaperPort.

It assumes you are familiar with basic Windows operations and can install and set up

devices such as scanners, printers, and digital cameras.

This guide contains the following chapters:

◆Chapter 1 —Installation Instructions. Explains how to install PaperPort on

your PC.

◆Chapter 2 — Introduction. Introduces you to PaperPort, its capabilities, and

describes the various elements, such as the window panes, menu commands,

and toolbars.

◆Chapter 3 —Using PaperPort. Explains the basic steps to acquire, annotate

or edit, and store and send items.

◆Chapter 4 — Sample Sessions. Describes real-life examples of using

PaperPort and includes step-by-step instructions.

◆Chapter 5 —Other Programs to Use with PaperPort. Introduces you to

other ScanSoft programs you can use with PaperPort.

Chapter 1

Installing PaperPort

This chapter provides information on installing and starting PaperPort. It presents

the following topics:

◆System Requirements

◆Installing PaperPort

System Requirements

To install and run PaperPort, your Windows-compatible PC must be equipped with

the following:

◆An Intel Pentium or equivalent processor.

◆Microsoft Windows 95, 98, Me, Windows NT 4.0, 2000, or Windows XP.

◆32 MB of RAM for Windows 95, 98, and Me; 64 MB is recommended.

◆64 MB of RAM for Windows NT, 2000, and XP; 128 MB is recommended.

◆80 MB of free space on your hard drive.

◆SVGA monitor with 800 x 600 pixel resolution.

8Installing PaperPort

Installing PaperPort

The PaperPort installation program provides easy step-by-step instructions on every

screen.

▼Before you install PaperPort

1. Close all other programs, including any anti-virus programs.

2. If you are installing PaperPort on Windows NT or 2000, log onto your

computer with administrator privileges.

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

▼To install PaperPort from a CD

1. Insert the CD into your CD-ROM drive. The installation program should start

automatically. If it does not start, locate your CD-ROM drive in Windows

Explorer and double-click the Setup.exe program at the top-level of the drive.

2. Follow the instructions on each screen to install the software.

▼To install PaperPort from the Web

1. After you have purchased PaperPort and downloaded the installation program

to your computer, double-click the PaperPort icon on your Windows desktop

to begin the installation.

2. Follow the instructions on each screen.

Chapter 2

Introduction

This chapter introduces you to PaperPort in the following sections:

◆What is PaperPort? — Presents an overview and explains some of the ways

PaperPort can help you in both your home and office.

◆The PaperPort Desktop — Presents the interface to the product.

◆The Page View Window — Presents that part of the interface you use to

work on individual items.

◆The Desktop Menus and Toolbars— Presents the PaperPort commands and

tools.

◆The Folder Pane — Presents PaperPort folders, that part of the interface you

use to organize and maintain your items.

What is PaperPort?

PaperPort is a document management software program. With PaperPort you can:

◆Collect information from a wide variety of sources such as scanners, digital

cameras, e-mail, and the Web.

◆Organize and store this information on your computer as PaperPort items in

folders.

◆Edit, annotate, and search these items by title and content.

In short, PaperPort can help you manage the information you use both at work and

at home.

10 Introduction

Using PaperPort in the office

Here are two scenarios that show ways PaperPort can help you manage the

mountains of paper connected with your business.

◆Collect data from remote offices for everyone to share

You work for an agency charged with collecting legal paperwork from all across

the country. Each local office scans in the paperwork from a case and stores it

in an individual folder, adding notations as needed.

When information from a case needs to be shared or reviewed, the local office

selects the information, then faxes it to the central office.

◆Keep track of your expenses

Using PaperPort with a scanner you can scan in all your business-related

receipts and store them in folders by date and/or type (meals, airfare, gas, and

mileage). At the end of the month pull it all together, transfer the information

onto the electronic version of your expense sheet, and e-mail it to the

accounting department!

Using PaperPort at home

Everyone from hobbyists to home-office professionals can rely on PaperPort to

help manage their photographs and documents. Here are two of the ways PaperPort

can help you.

◆Store and share all your photographs

Collect all your photographs into virtual albums by storing them in PaperPort

folders. Scan printed photos and download digital images. Once in PaperPort

you can edit the images and move them around into different folders for later

viewing. PaperPort helps you share your photos with friends and family by

making it easy to attach them to e-mail messages.

◆Scan magazine and newspaper articles of interest for easy access

Whether your passion is cooking, wooden boat building, photography or

knitting, PaperPort makes your life easier. Scan your favorite magazine and

journal articles into a PaperPort folder. Months later, when you are in the

middle of a project and remember reading an article that contained just the

information you need, use PaperPort’s SimpleSearch tool to find the article in

question quickly, even if you can’t remember the title!

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