ScanSoft WorkCentre M118 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

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 names and trademarks referenced herein are trademarks of ScanSoft or their

respective owners. Designations used by third-party manufacturers and sellers to distinguish

their products may be claimed as trademarks by those third-parties.

ScanSoft, Inc.

9 Centennial Drive

Peabody, Massachusetts 01960

PaperPort SE Getting Started Guide

July, 2003

PaperPort Getting Started Guide iii

CONTENTS

Welcome to PaperPort 5

Installing PaperPort 5

Registration 5

Learning PaperPort 6

Using online Help 6

Using release notes 6

Technical Support 6

Getting to Know PaperPort 7

The PaperPort desktop 7

PaperPort items 8

The Folders pane 8

PaperPort thumbnails 9

The Page View window 11

Acquiring Items 12

Scan to the PaperPort desktop 12

Print to PaperPort 13

Add PaperPort folders 13

Import files 14

Download pictures from your camera 14

Touching Up Images 14

Image editing tools 15

iv Contents

Annotating Pages 16

Annotation tools 17

Filing Items 18

Work with PaperPort folders 18

Color-code folders 18

Work with items 19

Add search criteria to items 19

Finding Items 20

Find items by their properties 20

Use the Search pane 20

Sharing Files 21

Sending Items to Other Programs 22

Adjust Send To options 23

Customize the Send To bar 23

Send items as E-mail attachments 24

Converting Items 25

Convert items to image formats 25

Convert images to text 25

PaperPort Getting Started Guide 5

Welcome to PaperPort

Welcome to the 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 thumbnails allow you to visually organize, retrieve and use

your scanned documents. PaperPort’s editing tools ensure that scanned

documents will look great while the annotation tools let you add notes and

highlights to any scanned image.

Installing 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.

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.

6Welcome to PaperPort

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 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 on 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, on the PaperPort

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

Technical Support

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.

PaperPort Getting Started Guide 7

Getting to Know PaperPort

This section introduces you to the different parts of PaperPort. Refer to the

PaperPort Help for detailed information about all these topics.

The PaperPort desktop

The PaperPort desktop appears with the Folders pane when you first start the

program. It displays your documents, as well as the tools you can use to manage

them. PaperPort offers all the tools necessary to organize, find, and use

documents and images.

Document

thumbnails

Folders

Main toolbar

Desktop

end To Bar

8Getting to Know PaperPort

PaperPort items

The documents and photographs you acquire in PaperPort are called items.

There are two types of items: image items and text items.

Image items are scanned documents, photographs, and other digital items in an

image format, such as PDF, JPEG, TIFF, or PaperPort Image (.max).

You create image items from documents, photographs, line art, or other items

that you scan, copy, or bring in to the PaperPort desktop.

Text items are documents that contain editable text, such as Word (.doc),

HTML, and Excel files, and are created by word processing and other text-based

applications.

You can quickly send an item to another program without leaving the PaperPort

program. PaperPort supports a wide variety of programs including word

processing, spreadsheet, fax, Internet e-mail, graphics, optical character

recognition (OCR), and online services programs.

PaperPort includes a Samples folder containing items to demonstrate some of the

types of items you can keep on the PaperPort desktop.

The Folders pane

The Folders pane presents a hierarchical view of your PaperPort folders, similar

to the view you see in Windows Explorer.

PaperPort installs a PaperPort folder named My PaperPort Documents into your

My Documents folder. If you are using a multi-user system, each user has their

own My PaperPort Documents folder.

The My PaperPort Documents folder contains several subfolders whose names—

such as Articles, Business Cards, Photographs, and Receipts—illustrate the

different ways you can organize your items in PaperPort.

The Samples folder contains sample documents and photographs to help you get

started using PaperPort.

PaperPort Getting Started Guide 9

Although you cannot remove My PaperPort Documents from the Folders pane,

you can delete all subfolders whenever you prefer. When you have acquired your

own PaperPort items, you do not have to use the My PaperPort Document folder

to store them. You can add other local and network folders to PaperPort's Folder

View.

PaperPort thumbnails

One quick way to locate your PaperPort items is to visually browse through the

thumbnails on your PaperPort desktop. Each thumbnail is a small, graphic

representation of your document or photo. Thumbnails show you what’s in a

document without having to open it. In addition, thumbnails give you the ability

to scroll through the pages of the document without opening it.

PaperPort shows large, clear thumbnails of all your documents and photos,

including:

•Scanned pages and photos

•Photos from your digital camera

•Image files in many formats, such as BMP, TIFF, JPEG, and MAX

•PDF Image items

Text items have generic thumbnails displaying only the document type and item

name.

Each thumbnail appears with an icon that identifies the program in which it was

created or is currently associated. This makes it easy and convenient to quickly

see and find all different types of items on your computer.

Click on a thumbnail to see image attributes. A small icon indicates that the

Read-only attribute is set for that item. A small icon indicates that the image

has annotations. Multi-page image items show to let you scroll through the

pages.

To show or hide the Folders pane, click the Folders button on

the Command bar.

10 Getting to Know PaperPort

Before you can work with an item, you must first select its thumbnail on the

PaperPort desktop. A red line appears around an item to indicate that it is

selected. While working with thumbnails, you can

•Drag a thumbnail to reposition it on the PaperPort desktop.

•Drag a thumbnail to a folder to move the item to that folder.

•Double-click a thumbnail to view the item.

•Press the Ctrl key and double-click a thumbnail to open the item in its

source program.

•Right-click a thumbnail to display the item’s shortcut menu.

•Drag a thumbnail to the Send To bar to send a copy of the item to another

program.

Just as you can organize and arrange documents on your physical desktop, you

can quickly rearrange the items on the PaperPort desktop. For example, after

selecting a thumbnail, you can reposition it or rotate it.

Using thumbnails on the PaperPort desktop, you can also easily combine

individual PaperPort Image items or PDF Image items into multi-page items.

This feature is useful as an organizational tool if you are using a scanner that can

only scan a page as a separate item.

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