Xerox Scan to PC Desktop Professional User manual

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 1

•Scanning to the Desktop

•Scanning to the Desktop - Settings

•Introducing the PaperPort Desktop

•Splitting Desktop and Viewing Page Thumbnails

•Working with Documents from Any Folder

•Working with ePaper on the Desktop

•Combining Documents on the Desktop

Maximizing Your Productivity with Scanning and

Your Xerox WorkCentre Pro Multifunction Device

Scan to PC Desktop Professional

Workgroup Edition v8

Orientation Guide

Training Topics:

•Creating PDF Files

•Creating Secure PDF Files

•Creating Text Searchable PDF Files

•PDF Editing

•Managing Documents at the Desktop

•Linking to Additional Applications

•Repurposing Documents - OCR

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 2

Advanced Topics*:

•Advanced OCR

•Create Audio Documents from Paper

and Digital Documents

•OCR Batch Processing

•Paper to Digital Forms Conversion

•PDF Batch Conversion

*Advanced Topics will not be covered in Nuance’s web-based Scan to

PC Desktop End User Training Sessions unless specifically requested.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 3

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.

Scanning to the Desktop

Scanning at the Xerox WorkCentre Pro

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

WorkCentre Pro.

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

3. Select your template from the list

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.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 4

Scanning to the Desktop

Scanning to the Desktop -

-Settings

Settings

1. 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.

2. If it is not running on your PC, go to Start > All

Programs > ScanSoft PaperPort Pro 10.0 > Image

Retriever. The Image Retriever icon will appear in

System Tray in the lower right corner of your

Windows Desktop near the clock.

1. Double click on the Image Retriever

icon in the Systray.

2. From the Image Retriever Settings

window, select the desired settings

for the Image Retriever tool:

•From the Watch Settings, select if

you would like Image Retriever to

monitor your email inbox, a network

folder, or both.

You can adjust the Image Retriever Settings to control how scanned images are

delivered to your PC.

Starting Image Retriever

Adjusting Image Retriever Settings

•Select the interval with which you would like Image Retriever to

monitor your selected folder. As an alternative, you can select “Never”from the

“Interval for Checking”drop-down menu. If you select “Never, you can click on

the “Get Now”button to manually retrieve your images.

•Browse to the folder where Image Retriever should deliver your scanned files.

•Select “Run PaperPort in a Window”when documents are retrieved.

•Select OK to close the window.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 5

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, images, and PDF files.

Introducing the PaperPort Desktop

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 6

Your PaperPort Desktop integrates seamlessly with your existing Windows

Explorer file structure.

To add a new folder to your PaperPort Desktop:

•Select the Folder icon from Command Bar.

•Select “Folder Manager”from the drop-down menu.

•Select “Add”from the Folder Manager window.

•Browse to folder you want to add (local or network) and select OK. Then close

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

Pane

•Folders can be color coded to aid in organization by selecting the folder in the

Folder Pane, right click on the mouse and selecting Properties from the drop-

down menu.

Working with Documents from Any Folder

PaperPort folders are simply Windows folders that you want to use with

PaperPort. PaperPort displays folders in the Folders pane on the left side of the

PaperPort desktop. Initially, the Folders pane shows a set of folders designed to

help you get started using PaperPort.

Adding additional folders to PaperPort’s Folder View

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 7

Splitting the desktop into two parts makes it easier to copy and move items and pages

between different folders.

Splitting Desktop and Viewing Page Thumbnails

Split Desktop

1. To split the desktop, go

to Desktop > Split

Desktop. A horizontal

splitter will appear which

is moveable.

2. Place the cursor on the

splitter and drag the

splitter up and down to

the desired location.

Page Thumbnails

The Page Thumbnails pane displays the page thumbnails of a selected PDF file in

Desktop View.

1. Click once on the PDF file

to select it.

2. Go to View > Page

Thumbnails. Each page

of the PDF file will be

displayed in the left pane.

3. You can use this pane for

reordering pages in a

multi-page document with

drag and drop, inserting

pages, deleting pages,

copying pages, and

cutting pages.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 8

1. To annotate a scanned image or a PDF file, double click on its thumbnail on

the PaperPort Desktop to launch the file in Page View.

2. All annotation options are available to you by selecting the icons on the left

vertical column of the Page View or by selecting Annotation from the Menu

Bar.

3. To save the annotations with your image, just select the Desktop icon and

select Yes to save the annotations.

Working with ePaper on the Desktop

ePaper is represented on the PaperPort desktop as PDF files. The PaperPort

desktop displays all files as visual thumbnails (MS Office, PDF, TIFF, and JPEG).

Annotating scanned images and PDF files

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 9

1. PDF file thumbnails can be

copied, stacked and

unstacked just as you would

with physical paper

documents.

2. To stack, or combine, two

PDF images one on top of

the other to create a new

document, you can either:

•Select one PDF and then

drag that image with the

mouse on top of the other

PDF file.

Combining Documents on the Desktop

Stacking and Unstacking PDF files

Combining Multiple Files into PDF Files

1. Select documents or images

that you want to combine

using the mouse and holding

down the Control key at the

same time. These items can

be different file types. For

example, you could select a

MS Word and MS Excel file.

2. Right click and select

“Combine Items into PDF”.

•Select both images you want to combine using the mouse and holding down the Control

key at the same time. Then select the Stack icon from the Command Bar.

•In both cases, the result will be a combined new PDF file with multiple pages.

3. A copy of each of the selected files will be combined into one multipage PDF file and

the PDF file will be saved on the PaperPort Desktop.

You can combine, or stack, individual PDFs or documents of different file types into

multipage PDFs.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 10

Creating PDF Files

Combining paper documents and digital documents typically requires several

steps…printing, scanning…and lots of time. With PaperPort Professional 10,

documents from all of your MS Office applications can be printed directly to the

PaperPort Desktop and then automatically combined with scanned images to create a

new unified digital PDF documents. Also, you can convert batches of documents into

PDF files using PDF Create!. Please see the Advanced section of the Orientation

Guide for information on batch creation of PDF files for archival or distribution

purposes.

1. PaperPort Professional 10 includes a

Print Driver that enables you to print a

PDF file from any desktop application

directly to the PaperPort desktop or to

the location of your choice.

2. From within the desired application, go

to File > Print and then select

“ScanSoft PDF Create!”as your

printer.

3. To specify additional properties for the

file when using ScanSoft PDF Create!,

click the Properties button to the right

of the printer list. Physical properties

of the PDF are represented on the first

tab, and additional options such as

watermarks and security are available

on the second tab.

4. Select OK and you will be prompted to

select where you want your PDF files

saved.

5. If you choose to save the PDF file

back to a PaperPort folder, this new

PDF file can then be stacked with any

of your existing PDF images to create

a new document.

Creating PDF files from Inside of Other Applications

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