Getting Started Guide

Getting Started Guide EFTA01220849 LEGAL NOTICES Copyright O 2013 Nuance Communications, Inc. All rights reserved. No part of this publication 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 Nuance Communications, Inc., 1 Wayside Road, Burlington, Massachusetts 018034609, U.S.A. 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 Nuance Communications, 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. Nuance reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of Nuance to notify any person of such revision or changes. TRADEMARKS AND CREDITS Please sec the listing at the end of this Guide. END-USER LICENSE AGREEMENT Please sec this text via the About PaperPon panel, accessible from the Help ribbon. Nuance Communications, Inc. I Wayside Road, Burlington. Massachusetts 01803-4609. U.S.A. Nuance Communications International BVBA Guldensporenpark 32, Building D, BE-9820 Merelbeke, Belgium LIDI45/120213 PaperPort 14 Getting Started Guide. February 2013 EFTA01220850 CONTENTS Welcome to PaperPort 5 Installing PaperPort 6 Activating PaperPort 7 Registration 7 Learning PaperPort 8 Using this Guide 8 Technical Support 9 Minimum System Requirements 9 What's new in PaperPort 14 10 Key features II Getting to Know PaperPort 14 The PaperPort desktop 14 The PaperPort Ribbon 15 PaperPort items 15 The Folders pane 17 PaperPort item thumbnails 18 PaperPort page thumbnails 20 Two-part desktop 21 Bookmarks 21 The Image View window 23 Customizable Quick Access Toolbar 24 PDF Viewer Plus 24 Acquiring Items 25 Scan to the PaperPort desktop 25 Set up your scanner with PaperPort 26 Using Scan Profiles 27 Print to PaperPort 27 Capture web pages 28 Add PaperPort folders 28 Use DesktopDelivery 29 Import pictures from your camera 30 PaperPort Getting Started Guide iii EFTA01220851 Touching Up Images 30 Edit multiple images 35 Annotating Pages Annotation tools Protecting Items Add search criteria to items 36 36 38 40 Finding Items 41 Find items by their properties 41 Find words in an item 42 Add items to the All-in-One Search index 42 Use the All-in-One Search pane 43 Schedule Indexing Tasks 45 Sharing Files 45 Connecting to the Cloud 46 Sending Items to Other Programs Customize the Send To bar 47 48 Converting Items 50 Convert items to image formats 50 Stacking documents 50 Combining documents 50 Convert images to text 51 Filling Forms 51 PDF File Support 52 Creating PDF Documents 55 Creating PDF Documents with PDF Create 55 Using ScanDirect 57 Uninstalling PaperPort 58 Trademarks and Credits 59 Contents iv EFTA01220852 Welcome to PaperPort Welcome to the Nuance' PaperPortE Getting Started Guide. It is supplied as a PDF file, suitable for use with screen readers. If you print it to paper, we recommend double-sided printing with two pages per sheet. 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 (SET"') tools ensure that scanned documents will look great while the annotation tools let you add notes and highlights to any scanned image. Accompanying programs PaperPort 14 includes a PaperPort Image Printer, a ScanDirecbM application, (described later), a Scanner Setup Wizard, an ImageViewer application (for viewing and working with page images in a window separate from PaperPort) and PDF Viewer Plus (for viewing and working with PDF files). Added components are the Nuance Cloud Connector for accessing other cloud sites and a MAX file to PDF Converter. In PaperPort Professional, the PDF Viewer Plus includes Nuance PDF Create, providing high-level support for PDF creation from a wide variety of source files. PaperPort Getting Started Guide 5 EFTA01220853 Installing PaperPort You can install PaperPort from a CD, a DVD, or from the web. The installation program provides easy step-by-step instructions. Follow the guidance on each screen to install the software. Installation and un-installation require Administrator rights. PaperPort installation comprises five elements that are installed in a single process: • PaperPort program (includes ImageViewer, ScanDirect, MAX to PDF Converter, an Evemote" connector and the Scanning Wizard) • Nuance PDF Viewer Plus (in PaperPort Professional this includes Nuance PDF Create) • PaperPort Image Printer • Nuance Cloud Connector (optional install) PDF Viewer Plus is not installed if the top-line Nuance product PDF Converter Professional" is detected on the computer (version 6 or above) because it provides all the functionality of PDF Viewer Plus, and much more additionally. The latest PDF Viewer Plus cannot co-exist with Nuance PDF Converter Professional 5 or below, you must choose which program to keep. To use an old PDF Converter Professional with PaperPort, it must be the application associated to PDF files in your Windows' system, and PaperPort must be set to open PDF files with that associated program (see page 52). To install PaperPort and its key components: I. Click Autorun. 2. Select an installation language and click Start installation. 3. Accept or change the program folder location, fill out Customer Information and click Next. Read and accept the terms in the license agreement. 4. Autorun then starts the InstallShield Wizard. It offers a Complete or a Custom installation. Choose Custom only if you want to add your own folders to the supplied PaperPort folders during installation. You can add folders later (see page 28). PaperPort Getting Started Guide 6 EFTA01220854 If PDF Viewer Plus/Create is to be installed, the following checkmarks appear: Set Nuance PDF as your default viewer for Windows and Internet Explorer This sets PDF Viewer Plus as your system default PDF viewer. PDF files on the PaperPort desktop are by default opened in a Nuance PDF product. If you select this option, PDF files that are double-clicked anywhere on your system will open in PDF Viewer Plus. Install all Nuance PDF button and menu application add-ins This choice appears only in PaperPort Professional. It places a Nuance PDF ribbon or toolbar in Microsofts Word, Excel■, PowerPoints, Outlook■, Internet Explorers; Windowss Explorer and Cords WordPerfect", allowing PDF Create to make PDF files from the current document or mail attachment or web page. ►n Windows XP, go to Control Panel, then Add or Remove Programs to later enable or disable these add-ins individually (in Windows Vista, Windows 7 and Windows 8, go to Control Panel, then Programs and Features). Install the Nuance Cloud Connector This optional application provides convenient file transfer to and from the most popular web-based storage sites. By default it is not installed. X Activating PaperPort Most versions of PaperPort 14 require activation. For activation and deactivation you need web access. You will be invited to activate the product at the end of installation. Choose from automatic or manual activation. The recommended choice is automatic. 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 14 can be launched only a limited number of times without activation. Registration Registration enables you to take full advantage of Nuance product support and to receive notifications of product updates. PaperPort Getting Started Guide 7 EFTA01220855 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 Nuance web site at httpdAvww.nuance.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 a comprehensive Help system, the How-to- Guides, Release Notes, and the Nuance web site. Access these from the Help ribbon. Using this Guide This guide is written with the assumption that you know how to work in the Microsoft Windows environment. 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 Help The PaperPort Help includes detailed information on features, settings, and procedures. Help is available from the PaperPort Help ribbon. Additional technical support, including technical notes, software updates, product information and product support issues and more is available also from the PaperPort Help ribbon. PDF Viewer Plus, and also PDF Converter Professional, have their own Help systems that include guidance on PDF creation. Using release notes PaperPort Release Notes provide important information about this release of the program. This document is included on the installation CD or DVD, from the PaperPort Help ribbon, and as a sample document on the PaperPort desktop. PaperPort Getting Started Guide 8 EFTA01220856 Technical Support Nuance 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 Mtp://www.nuance.com for information about your support policy, local support contacts, and product updates. Before contacting Nuance, be sure to read the user documentation and review the Release Notes. Minimum System Requirements • Minimum hardware requirements: — Intel•' Pentium* compatible or higher processor — I GB of memory (RAM) — IA GB of free hard disk space for application files, installation and system updates — Windows-compatible pointing device — 1024 x 768 resolution display with 16-bit (High Color) or higher — A compatible scanner with its own scanner driver software • Supported operating systems: — Windows XP 32-bit with SP3 or above — Windows Vista 32-bit and 64-bit with SP2 or above — Windows 7 in 32-bit and 64-bit versions — Windows S in 32-bit and 64-bit versions • Supported web browsers: — Internet Explorer* 7 or above — Firefox* 3.6, 7 and 8 — Chromerm current version PaperPort Getting Started Guide 9 EFTA01220857 A CD-ROM or DVD-ROM drive is needed for installation. Web access is needed for online activation, product registration, Scanner Wizard database updating, technical support and obtaining live updates for the program. Perfomunce 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. What's new in PaperPort 14 PaperPort 14 includes a number of valuable new features to help you manage your documents: cleNuance Cloud Connector This service connects your computer and PaperPort with other popular web- based storage sites, including Microsoft SkyDrivet, GoogleDocsTM. BoxR, multiple FTP sites, and many more. The Connector can integrate directly with Microsoft Windows providing easy drag-and-drop access directly to cloud services. The Nuance Cloud Connector is also upgradeable to a more feature- rich version of the product called GladinetE Cloud Desktop Pro. This enhanced version adds additional functionality for using cloud services with automatic backup and file synchronization. E, Evernote Connector The Send To bar offers a link to the Evernote" web storage facility, so that PaperPort items can be transferred to this Cloud service. Bookmark Web Pages In addition to the ability to bookmark workspaces, PaperPort Professional allows favorite web pages to be bookmarked so they can be accessed with a single click. The bookmarks supplied with your default browser also appear in PaperPort. PaperPort Getting Started Guide 10 EFTA01220858 Windows Shortcut menu inside PaperPort Choose at installation time whether to allow the Windows shortcut menu for files of particular types to be available in the item's PaperPort shortcut menu. g New SET tools Manual despeckling with a wide choice of algorithms yield better black-and- while images for optimum Optical Character Recognition (OCR) results. New edge cleaning tools include automated punch-hole removal, auto-cropping pages, and border cleaning. Access recently scanned and viewed documents New controls in the Desktop ribbon or in a Windows 7 and Windows 8 Jump Lists let you quickly home in on documents that were recently viewed or created. Key features High-quality PDF performance PDF files can be opened quickly and displayed in PDF Viewer Plus, a Nuance PDF handling application that is fully compatible with all leading PDF creation products. PDF Viewer Plus opens files faster than the general-purpose ImageViewer, reducing memory requirements and permitting smaller file sizes. The viewer optimizes the rendering resolution for each element on the page yielding a cleaner display and optimum print resolution. PDF Viewer Plus provides annotations and dynamic or transparent stamps. Images within a PDF document processed by PDF Viewer Plus can be sent to the ImageViewer to be enhanced using SET tools, with the modified image returned to the PDF. Fill and e-mail PDF forms and create new ones, either from scratch or using FonnTyper in PDF Viewer Plus to instantly make any static form fillable. It uses Logical Form RecognitionTm technology to detect the form elements and also allows their properties to be managed efficiently. PaperPort Getting Started Guide 11 EFTA01220859 Searchable PDF files are available through Scanning Profiles, through a right- click Save As operation on the PaperPort Desktop, or directly in PDF Viewer Plus. This makes the content of your scanned paper documents or image files accessible to search engines such as Windows Desktop Search or Google. Accurate OCR Language settings can be applied to Optical Character Recognition to increase accuracy in all supported languages. Digital camera input It is possible to take a picture of a document with a digital camera and accurately convert it into a text document. This is done by applying special 3D-cleskewing algorithms that flatten page images and correct distortions to increase the accuracy of the resulting text document. Making PaperPort more reliable Sometimes PDF files may become corrupted so that they can no longer be opened. In these cases PaperPort may not be able to generate a desktop thumbnail and this may prevent PaperPort from launching properly. A utility program checkeeFolders . exe is supplied in the PaperPort program folder, along with a short Help file. Run this program to identify and remove any corrupt files so that PaperPort will work properly. • • The following advanced features are available only in PaperPort Professional: Folder Management You can automatically create multiple folders by importing a list of folder names from a text file. This option is available when you right-click on any folder. See the Help topic: About PaperPort folders for the required syntax. PaperPort Getting Started Guide 12 EFTA01220860 PDF Create Assistant You can create industry-standard text-based PDF documents from any application directly with a right-click through the Windows or PaperPort Desktops (up to PDF version 1.7), using the PDF Create Assistant or by printing directly from any application with the printer driver called ScanSoft PDF Create! You can create PDF packages, batch create PDF files and much more using the PDF Create Assistant. A table in the Help topic: About creating PDF fries summarizes which starting places, inputs, options and targets are available. Support for SharePoint* PaperPort Professional is able to communicate with the Microsoft SharePoint Services 2003, SharePoint Portal 2003, SharePoint Services 2007 and SharePoint Server 2007 document management systems: get files from there, process them as desired, and then save the results by sending the output files back through the Send To bar. ScanDirect supports scanning to PDF with the results directed to SharePoint. PaperPort is also supplied in Special Editions to selected scanner manufacturers 2nd other rescuers. The feature set in these editions may vary, in line with each vendor's requirements. PaperPort Getting Started Guide 13 EFTA01220861 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 the documents in the chosen folder as thumbnails and provides tools to manage them. PaperPort offers all the tools necessary to organize, find, and use documents and images. Choose Options from the Desktop ribbon and go to the Desktop panel to choose a color scheme for the desktop and its elements. Ribbons with command buttons j.), -a .7.-s Tri; u' 0 Id Function Pane showing folders semi, r W El III & A ,t1 d5 The Function pane can present: • Folders • Scan Settings • Thumbnails • All•in•One Search • Properties Desktop showing item thumbnails Access to other men,: this multi. page item tit % OI4 M :1 r. Image item Te I item Send To bar thumbnail thumbnail PaperPort Getting Started Guide 14 EFTA01220862 The PaperPort Ribbon 4 0. a PaperPort 14 and ImageViewer have a modern tab and ribbon interface. The main elements are: I . The PaperPort button 2. Quick Access Toolbar (see page 24) 3. Tab 4. Ribbon associated with the tab 5. Group inside the ribbon 6. Button within the group 7. A button drop-down list. 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, drawings and other digital items in an image format, such as PDF Image, PDF Searchable, JPEG, TIFF, or PaperPort Image files (these MAX files are read-only). They can be scanned, copied or imported into 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. Normal PDF files are considered to be text items. Image items when double-clicked open by default in Image View that offers many image-handling tools, including the SET tools. Go to Options, then Desktop to change this behavior. You can choose ImageViewer; this offers the same functionality as Image View, but in a separate window so you can still view the PaperPort desktop as you edit the chosen item. This is especially useful in a dual-screen environment. You can also choose to open the item in the application associated with the file type. Getting to Know PaperPort 15 EFTA01220863 You can use any flavor of PDF file: PDF Image, PDF Searchable, and PDF Formatted Text and Graphics (PDF Normal) with PaperPort. PDF files by default open in PDF Viewer Plus or (if available) PDF Converter Professional. Go to Options, then Desktop to change this behavior. You can open PDF Image or PDF Searchable files in ImageViewer in order to use the SET tools to improve the quality of PDF image-only items. Use PaperPort to view non-PaperPort items that reside on your computer. Simply copy or move the document file or photo into a PaperPort folder. You can quickly send an item to another program without leaving the PaperPort program. Just drag an item onto the link icon in the Send To bar at the bottom of the desktop. PaperPort supports a wide variety of programs including word processing, spreadsheet, fax, e-mail, graphics, optical character recognition (OCR), and online services programs. The MAX to PDF converter MAX files have long been the proprietary PaperPort image item format. This functionality has now been taken over by the universal PDF file type. In PaperPort 14, MAX files retain limited functionality: they can be viewed page-by-page but cannot be annotated, stacked or otherwise edited. Metadata (author, subject, keywords . . . ) cannot be added in PaperPort 14, only already existing texts remain. In other words, MAX files are now read-only. Therefore, Nuance offers a Wizard-like program to convert MAX files to PDF. Find the MAX to PDF converter in the PaperPort sub-menu in the Windows Start menu. It can create PDF Image or PDF Searchable files by running OCR on text in the MAX file. The converter allows annotations to be transferred to the resulting PDF. Language choices are available separately for the MAX file content and for its annotations. The converter can automatically find all MAX files within your PaperPort folders. MAX files can be detected and imported into PaperPort Professional by DesktopDeliveryT3. They can be exported to some other programs (for instance to mailing applications, or to OmniPage for OCR). PaperPort Getting Started Guide 16 EFTA01220864 The Folders pane The Folders pane presents a hierarchical view of your PaperPort folders, similar to the view you see in Windows Explorer. Use the Folder Tools to access its commands quickly. 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. This Getting Started Guide is placed in the Samples folder as a read-only PDF file. We recommend you copy the item and remove the read-only property from the copy if you want a text file (PDF Normal) for experimentation. Choose Folders to view the Folders pane to view the pre-supplied folders. Select a folder, right-click and choose Create New Folder to add an empty subfolder with a name and color you choose. You can use the Folder Manager to add existing folders and sub-folders from your file system. This lets you set up a different view of folders than exists on your computer — tailoring it to work you will do via PaperPort. Choose Folder Manager CI on the Tools ribbon or right-click in the Folders pane and choose Folder Manager. Click Add and browse to an existing folders or sub-folder. They are added as top-level folders to the PaperPort desktop along with their sub-folders and content. For instance, if you chose C: \ MyReports \ Fourth Quarter, this appears in PaperPort as Fourth Quarter on C. To later see the full path of an added folder, right-click and choose Properties. Right-click on a folder to change folder color, add folder notes, create new sub-folders, and (in PaperPort Professional) set DesktopDelivery options. Getting to Know PaperPort 17 EFTA01220865 The Folder Manager lets you rename, remove and reorder the top-level folders it manages. This does not affect the names, locations or existence of those mapped folders in your computer. Sub-folders that you rename or reorder which were not added using the Folder Manager are really renamed or moved in your system. Deleting folders Any sub-folder in PaperPort can be deleted using its shortcut menu or the Delete key. This means it disappears from PaperPort and also from your computer's disk system. Any sub-folders of the chosen folder are also deleted. A warning message asks you to confirm this deletion. Only top- level folders cannot be deleted inside PaperPort. The folder My PaperPort Documents is a sub-folder. Removing folders Any folder or sub-folder added to PaperPort via the Folder Manager becomes a top-level folder and it can be later removed using the Folder Manager again. This means it disappears from PaperPort but remains on your computer's disk system. When a top-level folder is removed, all its sub-folders are also removed. PaperPort item thumbnails There are two kinds of thumbnails in PaperPort: item and page thumbnails. Each item thumbnail is a small, graphic representation of your document or photo. Page thumbnails show pages of image items and PDF files in the Page Thumbnails pane both on your PaperPort desktop and in the ImageViewer. One quick way to locate your PaperPort items is to visually browse through the item thumbnails on your PaperPort desktop. Thumbnails show you what's in a document without having to open it. Thumbnails give you the ability to scroll through the pages of a document without opening it. PaperPort Getting Started Guide 18 EFTA01220866 PaperPort shows large, clear thumbnails of all your documents and photos, including: • Scanned pages and photos • Photos from your digital camera • Image files in formats such as BMP, TIFF, MEG, GIF, and MAX (read-only) • Microsoft Word, PowerPoint, Excel, Corel WordPerfect, and other documents created in popular software programs • PDF documents • PDF Image items • HTML documents Each item thumbnail appears with an icon that identifies the program in which it was created or is currently associated. Click on a thumbnail to see image attributes: Ejindicates that the Read-only attribute is set for that item. 2 indicates that the image has annotations. riicon information on author, keywords, tips and features. indicates that the PDF file has searchable text. Multi-page image items (TIFF, DCX, PDF, MAX, etc.) show nidl to let you scroll through the pages even with the Page Thumbnails pane closed. Before you can work with an item, you must first select its thumbnail on the PaperPort desktop. A red border appears around an item to indicate that it is selected. Multiple selections are possible. While working with item 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. • Drag a thumbnail to another open Workspace to move the item to that open folder. Getting to Know PaperPort 19 EFTA01220867 • 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. • Right-click a thumbnail and select Save Thumbnail to save a thumbnail image as a separate image file (PEG, PNO, TIFF and BMP formats supported). Using item 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. If you are not seeing thumbnails, right-click in the Workspace or use the Change View button and choose Thumbnails. Other choices are large or small icons, a list or a list with details. PaperPort page thumbnails The Page Thumbnails pane on the PaperPort desktop and in ImageViewer displays thumbnails for multi-page image items. Select a multi-page image item, then click the Thumbnail button on the Desktop ribbon. Page-level operations can be done quickly without having to open the files. You can: • Enlarge or reduce thumbnail size (all image items and PDF files of all flavors). • Copy selected pages to a Workspace as separate PDF files (from all non-PDF image items) • Move selected pages to a Workspace as separate PDF files (from all non-PDF image items except MAX files) • Copy and move pages between documents open in different panes. (from all image items except MAX files) PaperPort Getting Started Guide 20 EFTA01220868 The following operations are available for PDF files, on the PaperPort desktop or in PDF Viewer Plus: • Copy, paste, cut, delete and reorder pages. • Insert new pages at a certain location in the document. • Append new pages at the end. The Page Thumbnail view of a secure PDF is only available by supplying its password. Two-part desktop When you first start PaperPort Professional, the desktop appears split into two Workspaces — top and bottom. This layout gives you a better oversight necessary to organize and combine your documents more effectively even in a cross-folder fashion. Commands always relate to the currently active desktop. If the Desktop is not split, select Split Desktop from the View group in the Desktop ribbon. Click it again to remove the split. If you work with documents containing multiple pages, you can use the corresponding function pane to view page thumbnails without having to open the given document. You can also use these desktop areas to view your folders, or the properties of the selected item. Bookmarks You can bookmark the Workspaces of your choice by using the Bookmark Workspace command from the Workspace group in the Desktop ribbon. To manage workspace bookmarks, use the Organize Bookmarks command. Getting to a frequently used Workspace is just a mouse click away, since they are all displayed in the same list. Other buttons in the group let you return quickly to recently open or scanned items. Getting to Know PaperPort 21 EFTA01220869 You can also bookmark Favorite web pages, using the web bookmarks in the Extras group of the Tools ribbon. The delivery bookmarks in your default browser are already added, select a new web page and click the button to bookmark it. The following picture shows a split desktop: Function pane showing page thumbnails MM. •=• WPM COG a"..:Mrnu 7 = = c Sie d4 ••g= — Active Workspace Desktop split Inactive Workspace V III• ARI? 9 4 + ?al ea % C. Send To bar M 3 -. Functio pane showing folders PaperPort Getting Started Guide 22 EFTA01220870 The Image View window To view an image item in the Image View window, double-click its thumbnail in Desktop view, or choose Open with Image View on the Desktop ribbon or from its shortcut menu. By default PDF files appear in PDF Viewer Plus, not in Image View. The Image View window allows you to take a closer look at your items and to touch up and annotate them. You can also enlarge or reduce the view for easy reading. Use the SET tools to enhance the current page image. Use the Page Thumbnails pane to edit your document at page level. Select Area button Return to Desktop button, by default on the Quick Access Toolbar (also on the View ribbon) Current page displayed in large size, ready for enhancement or annotating Pag Thumbnails Pane displays one thumbnail for each page in the document SET tools on the Page ribbon Getting to Know PaperPort 23 EFTA01220871 Customizable Quick Access Toolbar PaperPort's buttons are placed on different ribbons according to their functionality. You can place frequently used buttons on the Quick Access Toolbar in PaperPort and also in ImageViewer. Right•click within the ribbons area and choose Customize Quick kccess lbolbar. Choose the ribbon whose buttons you want to add Add/remove buttons More available buttons PDF Viewer Plus Set toolbar button order Buttons currently visible PDF files on the PaperPort desktop when double•clicked appear by default in PDF Viewer Plus. You can drag other files onto the PDF Viewer Plus icon in the Send To bar (see page 47) to have a copy converted to PDF and opened in the PDF Viewer. The first page appeals in the main screen area; a navigator panel on the left shows page thumbnails or form controls and a comments panel can be displayed along the bottom of the screen. An organizer panel on the right offers stamps. The PDF annotation tools are described on page 37. If an image only PDF enters the PDF Viewer, the program may offer to make it searchable. If not, choose Make Searchable PDF from the Tools menu. Active PDF forms can be filled in directly in PDF Viewer Plus. Static forms, for instance ones scanned to PaperPort, can be turned into fillable forms by using FormTyper, as described on page 51. PDF files opened from the PaperPort desktop return there when you finish editing or annotating them with all the updates included. PaperPort Getting Started Guide 24 EFTA01220872 Acquiring Items There are many ways to bring images and documents into PaperPort so that you can use PaperPort's viewing, editing, annotation, indexing, OCR, and file management tools. For example, you can: • Scan photos, pages, and other images on a scanning device. • Add folders to PaperPort that already contain images and documents. • Import files from other programs on your computer. • Download files from web storage sites via Nuance Cloud Connector. • Print documents from other programs to the PaperPort desktop. • Drag or cut-and-paste images and documents from Windows Explorer, or other programs to the PaperPort desktop. • Acquire photos from a digital camera. • Bring files into PaperPort Professional using DesktopDelivery. • Print web pages to PDF files for use in PaperPort. - Scan to the PaperPort desktop PaperPort is designed to work with TWAIN-, WIA-, and ISIS-compatible scanners. Click the Scan Settings button to display the Scan or Get Photo pane. Choose a scan profile. Profiles are optimized for typical scanning tasks. Then choose between using the native interface of the scanner or utilizing the new Scanner Settings pane of PaperPort for best scanning results. To use the interface of the scanner driver, mark the checkbox Display scanner dialog box. Leaving it empty will put the scanned item onto the active Workspace. Turn on the Capture Assistant to add subject, author and keywords to items and (in PaperPort Professional) to view and control scanning progress. Acquiring Items 25 EFTA01220873 When the scan is complete, you will see your item on the PaperPort desktop. If your scanner does not use a TWAIN, WIA or ISIS device driver, use the program that came with your scanner to scan items. Then, copy or move the scanned items to PaperPort. Refer to the PaperPort Help for more information about scanning. PaperPort makes it easy to scan pages as separate items or as a multi page item. To scan and collate two-sided pages on your ADF scanner, flip the pages when prompted, click Scan Other Side, and PaperPort will automatically scan and collate the pages in the correct order. You can also use your scanner device buttons to scan directly into PaperPort. Open the Windows system, choose Scanners and Cameras, choose an event in the Events tab, and assign PaperPort to it. You can also use a high-speed. networked scanner to scan items to a networked folder and then add the folder to PaperPon. Use DesktopDelivery (available in PaperPon Professional) to monitor folders for incoming scanned images. Set up your scanner with PaperPort Yet Before using PaperPort for scanning, your scanner should be installed with its own scanner driver software and tested for correct functionality. Scanner driver software is not included with PaperPort. Properly installed and correctly functioning scanners are immediately available in PaperPort by clicking the Select button, and choosing one in the Available Scanners dialog. If you are not satisfied for your scan results, you can run the PaperPort Scanner Setup Wizard from the Start menu, under the program group PaperPort 14. PaperPort Getting Started Guide 26 EFTA01220874 Using Scan Profiles PaperPort comes with scan profiles optimized for typical scanning tasks. Choose Black and White, Grayscale or Color Document, Color Photograph, Color Searchable PDF Document, or Color PDF-MRC High Compression. Scan profile panels have the following tabs: • Profile: Displays the currently used scan profile. • SET: Define enhancements to be run automatically. • Output: Set file format and automatically suffixed file names. • Scan: Adjust scan settings: mode, resolution, size, orientation, filter color, brightness and contrast. In PaperPort Professional, you can add new profiles, or remove existing ones. This edition of the program contains an extra scan profile: Color PDF-MRC High Compression. MRC is a technology that lets you make smaller PDF files, especially in documents with colored backgrounds. ki Print to PaperPort To bring items in from other programs, print them to the PaperPort desktop as PDF Image or PDF Searchable. The default is PDF Image; go to Desktop, then Options and Item to change it. This lets you quickly import spreadsheets, pictures, database files, word processing files, and other files into PaperPort as PDF items on the PaperPort desktop. This works through the File menu (or equivalent) in the source application; choose Print to PaperPort or choose Print, then choose PaperPort Image Printer. With PaperPort Professional, you can use PDF Create add-in buttons in Office applications to make a PDF from the current document or attachment in the Formatted Text & Graphics (PDF Normal) format. Do this also by choosing Print and selecting ScanSoft PDF Create! as the printer name. Choose Print in your web browser to create print-formatted views of web pages. The printer called PaperPort Image Printer gives you PDF Image or PDF Searchable files, the ScanSoft Printer gives you Normal PDF. In all cases, PaperPort is launched if not running and the PDF file is placed on the current desktop. Acquiring Items 27 EFTA01220875 wit Capture web pages Capture web pages from the Internet and save them as PDF items on the PaperPort desktop. This Web Capture program is installed with PaperPort, but is not integrated into it, since it functions only on the Windows XP operating system. Go to the program folder and double-click PPwebcap exe. It places an icon on the system tray; use its shortcut menu to access settings (for instance to specify PDF image or PDF searchable) and to capture web pages — either whole pages or the visible area. (4) Use the Print to PaperPort feature to create searchable PDF files from web pages. so they can be added to the All-in-One Search", index for finding items by text content. This means of capturing web pages is available under all operating systems. Add PaperPort folders PaperPort provides an easy-to-use filing system for organizing your items and sharing them with others. In the Folders pane, you can: • Add existing folders on your computer to the Folders pane. • Create new folders, mapped network drives and folders on external attached devices. Initially, the Folders pane shows a set of folders designed to help you get started using PaperPort. You can mow or delete these folders whenever you prefer. If you choose a custom installation, you can add your own folders at that time. Any time later, you use the Folder Manager to add folders already on your computer to the Folders pane, including network folders and folders on external devices attached to your computer. Documents within these folders are then available for use within PaperPort. PaperPort Getting Started Guide 28 EFTA01220876 Refer to the PaperPort Help for more information about adding and using PaperPort folders. 4 Use Folder Notes to assign the same file information to all PDF files arriving in a folder of your choice through scanning or DesktopDelivery. Use DesktopDelivery DesktopDelivery (PaperPort Professional only) monitors network or local folders for incoming files of specified types (PDF, TIFF, JPEG and MAX). It can also monitor e-mail folders for attachments. It imports these files to specified PaperPort DesktopDelivery folders (i.e. PaperPort folders designated to receive files from a monitored folder outside PaperPort). Right•click on any PaperPort folder and select DesktopDelivery from the shortcut menu. rrnr- [ a Automatically applied Folder Notes to password protected documents Monitored e-mail Inbox folder Monitored folder You can apply Folder Notes to password protected documents and monitor e-mail inbox folders and network or local folder. Refer to the PaperPort Help for details. Acquiring Items 29 EFTA01220877 psi Import pictures from your camera To bring digital photos on the PaperPort desktop, first plug your camera in. If your device is displayed as a drive you can start acquiring your files. If your camera does not support this kind of operation, and its driver is installed properly, its TWAIN, WIA or ISIS interface will display enabling you to import images from it. Do not edit the images on your camera in place - not all editing produces the desired result rust time. Instead, being your files into PaperPort and use the SET tools to enhance them. Touching Up Images When you display an image item in the Image View or ImageViewer window, PaperPort provides tools you can use to adjust or improve your image. SET For example, you can straighten a scanned page, lighten an underexposed photograph that is too dark, adjust the color in a color picture, remove 'dirt spots' from a document page, clear shadows and spots from page edges, or sharpen fuzzy pictures. In addition, you can rotate an item, remove stray dots, enhance lines, remove red eye, and crop part of an image. Some SET Tools are primarily designed for photo, or image enhancement, while others (shaded) help you prepare items containing text for Optical Character Recognition (OCR). In the Image View window the Page ribbon contains the SET tools to modify the current page. Some of these tools are also available on the PaperPort desktop for use with all pages in the selected item. PaperPort Getting Started Guide 30 EFTA01220878 Scanner Enhancement Technology tools The availability is shown like this: P = Image View or ImageViewer (Page ribbon) to change the cumin page only. P1= Also on PaperPon desktop (Item ribbon) to change all pages in selected item(s). PM = Also in PaperPon desktop shortcut menu to change all pages in selected item(s). PS = Also available in a Scanning Profile to modify all incoming images. S -90o Select Area (P) Use the Select Area tool to select part of an image you want to cut, copy, or delete with commands on the Page ribbon or shortcut menu. Use it to select part of an image for cropping, using the Remove Red Eye, Erase Inside or Erase Outside tools. Rotate Click the Rotate tool to rotate the selected page (PI) or item 90 degrees to the left, right or by 180 degrees. Straighten Sometimes a document is crooked when e • e 46 an image scanned. When this occurs, you can use the Straighten (P) and Auto-Straighten (PSI) tools to adjust it. Straightening lines of text in a black-and-white image file will yield better OCR results. S Auto-enhance The Auto-Enhance feature adjusts the (PSI) brightness and contrast, color, and tint of an image or item. PaperPort analyzes the image and tries to correct whatever is wrong with it. Touching Up Images 31 EFTA01220879 Enhance an image (P) Sharpen an image (P) Remove red eye (P) 2 or Remove part of an image Resize (PSI) You can manually adjust your image using the Enhance tool. It lets you change brightness, contrast, color and tint values and choose the best result from nine candidates, as shown on page 33. Select the Sharpen tool to adjust the sharpness of a blurry picture or blur a sharp image for special effect. The Remove Red Eye tool helps you to remove the red-eye effect from a selected part of a picture. Red Eye may occur when photo- graphing people or animals in low light or with a flash. Use the Selection tool to define the part you want to keep and use the Crop tool (PS) to remove the remainder. Select the Eraser tool (P) to erase an image area that you draw over with the pointer. Resize an image or item and/or change its resolution or define these settings for a scanning profile. (Colors can also be converted or inverted). Remove stray dots (PM) Improve lines (PM) Erase outside (PS) Scanned images sometimes include dots or speckles. The Stray Dots tool automatically finds and removes such 'dirt' from a page. Use it for better OCR results on black-and-white images. The Improve Lines tool (for black-and-white images) darkens lines and connects broken lines in a table or form to appear darker and straighter. The use of this tool will render better recognition results. Use this tool to clear shadows and spots from page edges to improve OCR performance. Called Erase Edges in the Scan profile. There is also an Erase Inside tool (P). PaperPort Getting Started Guide 32 EFTA01220880 ts Invert colors Convert color Punch-hole removal Auto-Crop Black border cleaning Use this tool to change the image to inverted color values. (PMI) Use this tool to change color images to grayscale, halftone or black-and-white. (PMI) Remove hole marks from page sides, replacing them with the background color. (PMIS) This tool crops images according to pixel settings you provide. (PMIS) This tool removes scanning shadows from page margins. (PMIS) m Despeckle This tool cleans black-and-white images using a chosen despeckling type. (PMI) OPSet white point (P) Set black point (P) Apply current black and white points Click this tool, then click on a light color in the image that will become the white point. See below. Click this tool, then click on a dark color in the image that will become the black point. The colors chosen for the new white and black points are displayed on the Status bar. Click this tool to apply the new black and white points to the current image (P) or item (I). If the result is not acceptable, undo your changes and pick new values. Change black and white points to improve image quality by removing the dark and overexposed areas. All colors lighter than a chosen white point will become white. All colors darker than a chosen new black point are set to black. Touching Up Images 33 EFTA01220881 A typical use for this is to remove a shaded gray background in a document you want to OCR. Select one of the darker gray pixels from the background and apply it as the white point. Then the background will become white. Changing black and white points for a color photo will typically increase its contrast, but may also change color values. Before: After: *CI e4, +6- e <SS NIEL 0 255 You can apply new black and white points to individual images, as described. You can also apply them as an auto-enhancement to all new pages scanned with a given scan profile. Convert Color choices 0 I 0 r Grayscale Halftone Black-and-white PaperPort Getting Started Guide 34 EFTA01220882 Enhancing Images Manually Choose Enhance from the Page ribbon in Image View to receive nine candidate variants of your picture. Adjust brightness and contrast, color, or tint, then double-click the desired image. It is placed in the center and becomes the new original. The first original remains and can be reset. Click to finish enhancing s•es. rirt.'0! 42 t; • Current selection Choose to modify Brightness & Contrast. Color, and Tint Slider for less or more Edit multiple images The ability to process items as a group is often referred to as batch processing. PaperPort provides batch processing features so that you can quickly enhance, modify, or rotate multiple image items in a single operation. Select one or more image items on the desktop, and then, on the Item ribbon, choose the desired command. See the Help for more information. Origina image (with reset) Touching Up Images 35 EFTA01220883 Annotating Pages PaperPort includes a collection of annotation tools that allow you to mark up scanned documents with information you would like to keep with that document. For a wider offering of PDF annotation tools use the supplied Nuance PDF product. All other image items must be annotated in Image View or ImageViewer, but remember that you can drag any of these files onto the Nuance PDF product icon on the Send To bar to have them converted to PDF Image or PDF Searchable, ready to be annotated or otherwise edited. In PDF files, annotations are editable, meaning that you can reposition, change, remove them, or edit textual content whenever you want. On other types of image items, such as JP