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Nuance: PaperPort 14 Getting Started Guide

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1. PaperPort Getting Started Guide 46 the two folders remain in synch A control top right lets you pause and resume syncronization and to sign out from the Cloud or sign back in Similar synchronization can be established between mobile devices and the Cloud thus allowing PaperPort contents to be accessed and supplemented on the move 3 Nuance Cloud Connector This is a self standing program delivered with all variants of PaperPort whose installation is optional When installed it can be started from the Nuance Cloud Connector group in the Windows Start menu It provides access to other popular storage sites in the Cloud including Microsoft Live SkyDrive GoogleDocs Box net multiple FTP sites and many more Its interface lets you establish connections from your file system to and from chosen Cloud sites it also manages passwords and log in data Evernote Connector This is a new connector inside PaperPort 14 appearing as an icon on the Send To bar This allows files to be dragged onto the icon so their copies are transferred to the Evernote storage site Send To options can be used to specify access data Finding Items 47 Sending ltems to Other Programs Drag and drop functionality makes opening your files in your favorite programs a snap Simply choose the file you want and drop it onto the program icon on the Send To bar at the bottom of the PaperPort desktop Common office tasks like e mailing and faxing are now faster tha
2. 3 j h F j Select Area P Rotate PI _ Straighten an image Auto enhance PSI 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 Click the Rotate tool to rotate the selected page or item 90 degrees to the left right or by 180 degrees Sometimes a document is crooked when 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 The Auto Enhance feature adjusts the 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 Enhance an image P Sharpen an image P Remove red eye P Remove part of an image Resize PSI Remove stray dots PM Improve lines PM Erase outside PS 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 effe
3. enter a string in the Containing indexed text edit box enter a string same or different in the Name author keywords edit box and turn on as many file search checkmarks as desired The search returns a list of all items that contain the specified string or strings in both the file contents and the file information In other words you are likely to find few occurrences Use PDF Searchable Image In addition to using PaperPort s proprietary search and indexing capabilities you can also create PDF Searchable Image files that can be indexed and searched outside of PaperPort PDF Searchable is a flavor of PDF it contains a bitmapped image of a document or graphic with textual content stored as hidden text This format maintains an identical appearance to the original document and enables other programs such as Nuance PDF Converter Professional Windows Desktop Search or Google to search the contents of the file You can create files in PDF Searchable Image format as follows e Open an item and choose Save As from its shortcut menu Choose PDF Searchable Image as its file type e Scan an item using the profile Color Searchable PDF document e Import an image only PDF into PDF Viewer Plus or PDF Converter Professional It may offer to make a searchable copy if not select Make Searchable PDF from the Tools menu e Print an image to the PaperPort desktop By default it becomes an Image PDF Go to Desktop gt Options gt Item t
4. words are applied only if you checkmark Automatically add keywords from Folder Notes in the Output panel of the Scan Settings dialog box or in PaperPort Professional in the Folder Properties dialog box for DeskopDelivery PaperPort Getting Started Guide 40 ja Finding Items PaperPort provides features to help you find your PaperPort items You can quickly find an item by visually browsing through thumbnails on your PaperPort desktop When you have many folders and items PaperPort provides more powerful capabilities with All in One Search This provides many options for specifying where and what to look for when finding an item including indexed text content This information is referred to as search criteria You can look for items by e Item properties File search e Text content Index search Find items by their properties You can search for any type of item by its item name You can also search for PDF and PaperPort Image max files by item properties such as keywords and subject information When you search by item properties turn off the Use All in One Search index checkmark then specify criteria as follows e Name item name not necessarily that of the file e Author as defined under Item properties e Keywords as defined under Item properties e Comments as defined under Subject under Item Properties e Annotations Notes or text labels added to PDF files e URL The link
5. PDF Normal for experimentation a 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 aname 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 i Choose LS E Folder Manager 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 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
6. Public License Version 1 1 found at http www mozilla org MPL MPL 1 1 html LCMS Marti Maria Additional information is available at http www littleems com Use of this software is subject to the conditions and disclaimers contained in the license available at http www opensource org licenses mit license php Mozilla Public License Subject to the Mozilla Public License Version 1 1 the License these files may not be used except in compliance with the License Javascript Engine Source code files for Mozilla s FireFox Browser contained in the Javascript Engine were obtained by LICENSOR from Mozilla org Such source code files have not been modified by LICENSOR Use of the Javascript Engine by LICENSEE is subject to the conditions and disclaimers in the Mozilla Public License Version 1 1 found at http www mozilla org MPL MPL 1 1 html Copyright notice for the Evernote component Copyright c 2007 2009 by Evernote Corporation All rights reserved Use of the source code and binary libraries included in this package is permitted under the following terms Redistribution and use in source and binary forms with or without modification are permitted provided that the following conditions are met Redistributions of source code must retain the above copyright notice this list of conditions and the following disclaimer Redistributions in binary form must reproduce the above copyright notice this list of conditions and the follo
7. 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 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 e Profile Displays the currently used scan profile e SET Define enhancements to be run automatically e Output Set file format and automatically suffixed file names e 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 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 gt Options gt 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 Th
8. This means of capturing web pages is available under all operating systems ls Add PaperPort folders PaperPort provides an easy to use filing system for E Hy ebooks organizing your items and sharing them with others In kai Part Docuarii eo the Folders pane you can C Bart Statements 0 Bassinets Carel gy Epes O Fees Pitit e Add existing folders on your computer to the g ee Folders pane G Tir Forma ira died i Heakheare Forre pii ieue e 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 move 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 Refer to the PaperPort Help for more information about adding and using PaperPort folders Use Folder Notes to assign the same file information to all PDF files arriving in a folder of your choice through scanning or DesktopDelivery LY Use DesktopDelivery DesktopDelivery PaperPort Professional only monitors network or local folders for incoming f
9. as well Add items to the All in One Search index The All in One Search index uses PaperPort s OCR software to extract and copy textual content from your items and creates a database of the words or phrases in those items much like the index of a book Item properties such as name and author are also added to the index Although creating an index is time consuming searching for items in the index may be much faster than searching file by file PaperPort Getting Started Guide 42 Using PaperPort Options available from the PaperPort button you can specify whether you want All in One Search to run automatically each time you add a new item or modify an existing item You can also set how long PaperPort should wait before starting the update process If you prefer you can manually update the All in One Search index for all items a single item or all items in one or more folders It is good practice to update the All in One Search index on a regular basis to shorten the length of time required to complete the process Use the Index Manager in PaperPort Professional to create and schedule indexing tasks on a regular basis For quick access to your regular indexing processes launch the Index Manager directly from the All in One Search pane Use the All in One Search pane Use the All in One Search pane to enter Find Alitoms C rstitem search criteria and select options for Look in finding your PaperPort items Current fold
10. 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 IS PaperPort shows large clear thumbnails of all your documents and photos including e Scanned
11. that is viewed with the PaperPort folder structure These changes will be automatically reflected in PaperPort PaperPort Getting Started Guide 38 In the Folders pane you can drag and drop copy or move subfolders and their content to other subfolders or PaperPort folders create or delete subfolders or add Folder Notes Sharing and Security and DesktopDelivery adjustments can also be directly made for each folder shortcut menu The Back button makes it easy to step through the ordered G history of folders you recently visited one by one functioning similarly to Internet Explorer enhancing quick backward navigation for both Workspaces independently of each other You can add notes to folders that are relevant to their content A Fol customer name telephone number date of birth project ID e mail address are typical examples When scanning or using DesktopDelivery this information can be automatically added to all PDF files entering this folder so it is easier to search for them with the PaperPort All in One Search or other search utilities Folder Notes are added only if you checkmark Automatically add keywords from Folder Notes in the Output panel of the Scan Settings dialog box or in PaperPort Professional for DesktopDelivery in the Folder Properties dialog box In PaperPort Professional you can quickly import a set of folders plus any content by listing them in a plain text file with precisely this stru
12. these tools in Help We detail here the annotation tools available in PDF Viewer Plus for use with PDF files PaperPort Getting Started Guide 36 Use the following commands in PDF Viewer Plus v Hand Note Text Box Highlight Pencil Line Stamp Select this tool and click in an annotation to move cut copy or resize it on the page Double click on a note or text box to edit its text Right click on a selected annotation to change its status or properties Want to give yourself a reminder Select the Note tool and add a resizable note much like a sticky note that you write on and then stick on paper documents You can shrink the note to an icon Right click to access note properties Double click to re open the note Adding a text label to your images is simple with the Text tool Select this tool to enter text whose properties you can set in Edit gt Preferences gt Comment Use the Highlighter tool to highlight selected text on the page or in a text box just as you might use a highlighting pen on paper The Pencil tool lets you draw freehand lines on the page Select Line tool to draw straight lines right click and choose properties to make arrows and further format the line The Stamp tool lets you paste supplied stamps or bitmapped images of your choice on the page much like using a rubber stamp Annotating Pages 37 Se Protecting Items In PaperPort Professional you can adjust the securit
13. to help you manage your documents PaperPort Anywhere This service allows PaperPort folders to be linked to web storage folders maintained by Nuance so that the contents of a linked PaperPort folder is uploaded to the Cloud and documents added to the Cloud folder are delivered to the linked PaperPort folder This cloud storage can be accessed through client applications developed for mobile devices such as the Apple iPad and Android tablet devices In this way PaperPort items can be accessed on the move and remotely captured documents can be delivered to PaperPort S Nuance Cloud Connector This service connects your computer and PaperPort with other popular web based storage sites including Microsoft Live SkyDrive GoogleDocs Box net M 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 Gladinet Cloud Desktop Pro This enhanced version adds additional functionality for using cloud services with automatic backup and file synchronization 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 PaperPort Getting Started Guide 10 Bookmark Web Pages In addition to the ability to bookmark workspaces PaperPort Prof
14. 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 gt 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 Internet e mail graphics optical character recognition OCR and online services programs ET 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 me
15. Items 45 Access Sharing and Security settings directly from the folder shortcut menu Access a number of cloud services including Microsoft Live SkyDrive GoogleDocs Box net FTP sites and many more With PaperPort it is simple to set up a shared folder on a server web storage sites or a PC that can act as a central repository for all important office documents Each PaperPort client can connect to that folder and use PaperPort s document management features and paper handling tools to find and use documents instantly In addition you can convert items to popular output formats for shared use in numerous other programs To obtain a list of all supported program links visit PaperPort at the Nuance web site at http www nuance com Connecting to the Cloud PaperPort 14 introduces support for Cloud computing accessing and working with web based storage sites for programs documents and data PaperPort Anywhere This is a program delivered with all variants of PaperPort to access Cloud storage provided by Nuance Start it from the PaperPort group in the Windows Start menu Its Wizard interface guides you to set up an account for the Nuance web site define an inbox for PaperPort in the Cloud and PaperPort folders to be synchronized with that inbox This means all files in the local folder are transferred to the Cloud and all files added to the Cloud storage site are delivered to the local PaperPort folder In this way
16. PAPERPORT 14 Getting Started Guide LEGAL NOTICES Copyright 2011 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 01803 4609 U S A The software described in this book 1s 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 TRADE MAR KS AND CREDITS Please see the listing at the end of this Guide END USER LICENSE AGREEME NT Please see this text via the About PaperPort panel accessible from the Help ribbon Nuance Communications Inc 1
17. PaperPort Professional to view and control scanning progress Acquiring Items 23 When the scan is complete you will see your item on the PaperPort desktop If your scanner does not use a TWAIN or WIA 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 Control Panel 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 PaperPort Use DesktopDelivery available in PaperPort Professional to monitor folders for incoming scanned images Set up your scanner with PaperPort a Before using PaperPort for scanning your scanner should be installed with its own scanner driver software P 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
18. Right click a thumbnail to display the item s shortcut menu e Drag a thumbnail to the Send To bar to send a copy of the item to another program 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 Image Viewer 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 e Enlarge or reduce thumbnail size all image items and PDF files of all flavors e Copy selected pages to a Workspace as separate PDF files from all non PDF image items e Move selected pages to a Workspace as separate PDF files from all non PDF image items except MAX files e Copy and move pages between documents open in different panes from all image items except MAX files PaperPort Getting Started Guide 20 The following operations are available for PDF files on the PaperPort desktop or in PDF Viewer Plus e C
19. Wayside Road Burlington Massachusetts 01803 4609 U S A Nuance Communications International BVBA Guldensporenpark 32 Building D BE 9820 Merelbeke Belgium PaperPort 14 Getting Started Guide July 2011 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 11 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 23 Set up your scanner with PaperPort 26 Using Scan Profiles 27 Print to PaperPort 27 Capture web pages 28 Add PaperPort folders 28 Import pictures from your camera 30 Touching Up Images 30 Edit multiple images 35 PaperPort Getting Started Guide iii Annotating Pages Annotation tools Protecting Items Add search criteria to items Finding Items Find items by their properties Find words in an item Add items to the All in One Search index Use the All in One Search pane Schedule Indexing Tasks Sharing Files Connecting to the Cloud Sending Items to Other Programs Customize the Send To bar Converting Items Convert items to image form
20. anage 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 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 2 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 from the PaperPort Help ribbon and as a sample document on the PaperPort desktop PaperPort Getting Started Guide S 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
21. any of a variety of standard image formats including PDF JPEG and TIFF The Duplicate Item command makes a copy of the item conserving its original file type The Duplicate as PDF Item command allows you to convert text items to PDF Image items In PaperPort Professional you can also convert text items such as Word documents to PDF Formatted Text amp Graphics format using PDF Create By selecting more than one item you can convert multiple items to a new format at the same time Refer to Help for details Stacking documents You can assemble a set of PDF files by stacking them into a single PDF You can unstack the current page or all pages from a multi page PDF file When all pages are unstacked the result is a set of single page PDF files uniquely identified by a set of numerical suffixes When stacking and unstacking the original PDF files or pages do not remain To stack files use drag and drop or select the desired files right click and choose Stack Similarly use a shortcut menu to unstack a PDF file Combining documents You can assemble documents by combining them The files to be combined need to be in a single folder and selected in the order you want them in the stack Click the arrow next to Combine Items in the Stack group of the Item ribbon and choose one of the combinations Converting Items 51 e Combine into PDF Stack Each original page becomes one PDF page with no resizing e Combine into Multi ite
22. ats Stacking documents Combining documents Convert images to text Filling Forms PDF File Support Creating PDF Documents Creating PDF Documents with PDF Create Using ScanDirect Uninstalling PaperPort iV Contents 36 36 38 40 41 41 42 42 43 45 45 46 48 49 51 51 51 51 52 52 53 56 56 58 60 Welcome to PaperPort Welcome to the Nuance PaperPort 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 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 ScanDirect application described later a Scanner Se
23. ault open in PDF Viewer Plus or if available in PDF Converter Professional versions 6 or 7 The following further options are available in the Desktop panel of the Options dialog box e Image View to apply image enhancement tools in a PaperPort window Converting Items 53 e ImageViewer to apply these SET tools in a separate program window e Program associated with file type your system application for PDF files You need to choose the last option if you use version 5 or earlier of PDF Converter Professional as your PDF program Protected files can be accessed by giving the correct password Security limitations are respected and can be changed if you can provide the Permissions password PDF page operations In PaperPort you can insert or append pages from one PDF file to another and also stack a set of PDF files into a single one With pages of different flavors the program determines a single flavor for the resulting file You can unstack one or all pages from a multi page PDF file to get one PDF per page Combining items into a PDF file You can combine a wide range of image items into a single target PDF All combined items remain in their original locations and file types In PaperPort Professional text items can also be combined Annotating PDF files You can add notes highlights and graphic items like arrows to PDF pages of any flavor as annotations These do not become part of the real PDF page but exist on s
24. ct 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 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 Invert colors Use this tool to change the image to inverted color values PMI Convert color Use this tool to change color images to grayscale q halftone or black and white PMI x Punch hole Remove hole marks from page sides replacing removal them with the background color PMIS E Auto Crop This tool crops images according to pixel settings you provide PMIS Black b
25. cture Zee PaperPort as Foldernamel Foldername2 Foldername2 subfoldernameZ2a Foldername2 subfoldername2b Foldername3 Etc Note how a top level folder name must be listed in a separate line with each of the desired sub folders in a separate line Right click in the Folders pane and choose Import Folder Structure to select the text file Protecting Items 39 le Add search criteria to items You can assign item properties to PaperPort Image items and PDF files and then use the properties as search criteria to find items in PaperPort Item Properties Summary PDF ltem name GSG Page 29 of 40 This page as was Y Generate Clear 29 of 40 gt 4 saw Page size 4 8 x7 inch Subject Getting Started Guide comments Milnes i mm Keywords guide assistance help explanations View Text File Properties Cancel Help PaperPort also allows you to assign the same keywords to multiple items at the same time providing a powerful tool for organizing and locating similar documents and images Select multiple items on the PaperPort desktop then choose Properties from the shortcut menu words entered under Subject Author and Keywords will be applied to all selected items Another way to assign the same item properties to all PDF files arriving in a folder of your choice through scanning or DesktopDelivery is to use Folder Notes Enter words under Subject Author and Keywords These
26. d other countries Adobe Acrobat and Photoshop are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and or other countries Google is a trademark of Google Inc WordPerfect is a trademark or registered trademark of Corel Corporation and or its subsidiaries in Canada the United States and or other countries The Verity logo is a trademark or registered trademark of Verity Inc in the United States and or other countries Outside In Viewer Technology copyright 1998 Stellent Chicago Inc All rights reserved The word verification spelling and hyphenation portions of this product as detailed in the legal section of the Help system are based in part on Proximity Linguistic Technology from Franklin Electronic Publishers Inc All rights reserved This product was developed using Kakadu software and is based in part on the work of the Independent JPEG Group This software is based in part on the Zlib Compression Library and the work of Colosseum Builders MSXML binary files Use of the software is subject to the conditions and disclaimers contained in the MSDN CODE GALLERY BINARY LICENSE available at http code msdn microsoft com MSXML Project License aspx Microsoft HD Photo 1 0 Use of the software is subject to the conditions and disclaimers contained in the Microsoft Corporation Technical Documentation License Agreement for the specification HD Photo available at http msdn microsoft com en
27. ds words in this document information for one or more PDF files You can search through document information only through text content only or both with different search strings for each search type Indexing via the Index Manager makes full text searches much faster Saving PDF files to other file types You can save PDF files to arange of image file types and to XPS files See Help Saving to other formats A multi page PDF results in a single file when a multi page file type is selected otherwise each PDF page becomes a separate file Adding PDF files to Windows Desktop Search Go to Desktop gt Options gt Advanced to enable or disable PaperPort as the agent for handling PDF files in Windows Desktop Search See the Help topics About PDF files and PDF file support Converting Items 55 Creating PDF Documents Create PDF Image files from other applications In Desktop gt Options gt Items choose between PDF Image and PDF Searchable Image Then open a source file in a suitable application and choose Print typically from the File menu Choose PaperPort Image Printer and make print settings e g black and white versus color conversion See the Help topic About the PaperPort print driver and Printing to PDF from other applications Create PDF Searchable files from scanning Open a scanning profile and set the PDF file type in the Output panel or choose the supplied profile Color Searchable PDF Document See the Help topic Modi
28. e 1 The PaperPort button i i Quick Access Toolbar see page 24 T m Tab q Ribbon associated with the tab Group inside the ribbon a Button within the group 5 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 e 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 e 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 gt 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 You can use any flavor of PDF file PDF Image PDF Searchable and PDF
29. eViewer 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 JPEG and Windows Bitmap files annotations become a permanent part of the image when you save the item For item types that cannot accept annotations PaperPort automatically disables the annotation tools Using PaperPort s annotation tools you can add notes and text highlight text draw lines and arrows or stamp a picture onto an image item It is easy to send a document with annotations to people without PaperPort by using the PDF Image or PDF Searchable format The recipient only has to double click on the e mail attachment they receive from you and they will see the document in the system default PDF viewer annotations intact Annotation tools You can select an annotation tool from the Annotation ribbon whenever you display an image item in the Image View window Use commands in the Annotation Settings group to change properties for future annotations created with that tool This does not affect existing annotations To turn off any annotation tool click a different one the Select Annotation tool is usually the best for this See a detailed list of
30. eparate layers so they can be viewed moved changed or deleted in PaperPort or other PDF viewing and editing programs Annotation can be done in ImageViewer or your PDF product Modifying PDF files Use SET tools to improve the appearance of PDF pages or prepare them for more successful text recognition OCR See page 30 and the Help topic About enhancing pages and images To modify the real text content in a PDF file or change its color or attributes you need a PDF editor such as Nuance PDF Converter Professional PaperPort Getting Started Guide 54 Extracting text from PDF files The Copy Text command finds text in PDF files and places it onto the Clipboard as plain text running OCR if necessary The command View Text does the same but displays the text in a PaperPort window You can choose to have these texts stored or not if not it is regenerated each time the command is used Send PDF files to word processor programs on the Send To bar This delivers editable text with a defined level of formatting using OCR if necessary See the Help topics To convert scanned documents to text and Output options for the target program Adding document information to PDF files for searching You can define an item name author subject and keywords to a PDF file and also assign page names to each page to help in searching See the Help topic Assigning properties to PaperPort Image and PDF files and Item properties The All in One search fin
31. er v A file search is based on item properties only You enter the item properties in the Exact match 2 Approximate Containing indexed text sales projections Name author keywords box Name author keywords An index search references PaperPort s i e sakii All in One Search index to find item lv Name V Comments 3 ae Author b F Arrasin properties or actual text contained within M Keywords UBL an item You enter the item properties in the Name author keywords box and the text content in the Containing Use Allin One index a indexed text box Index last updated To do an index search without a file search enter a string in the Containin Index Manager Update Index 8 g indexed text edit box and clear all six file search checkmarks To do a file search without an index search turn off the Use All in One index checkmark and enter a string in the Name author keywords edit box select as many of the six file search checkmarks as desired Finding Items 43 To do a file and index search on a single search string turn on Use All in One Index enter the string in the Containing indexed text edit box make sure the Name author keywords edit box is empty and turn on as many file search checkmarks as desired The search returns a list of all items that match the search string either in file contents or file information To do a combined file and index search turn on Use All in One Index
32. essional 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 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 gt New SET tools Manual despeckling with a wide choice of algorithms yield better black and while images for optimum 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 jump list 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 doaiment processed by PDF Viewer Plus can be sent to the ImageViewer to be enhanced using SET too
33. fying Scan Profiles Use the profile to generate PDF files Create a PDF from an existing PDF XPS or image item Right click on a PDF file and choose Duplicate Item Duplicate Current Page or Save As The flavor of a source PDF is retained for the copy Right click on an image item and choose Duplicate as PDF or Save As and choose PDF as file type When you double click an XPS file so that it opens in PDF Viewer Plus a copy is automatically created as a PDF file ready to be modified and saved Creating PDF Documents with PDF Create Nuance PDF Create lets you create PDF files from one or more source documents The PDF files will be viewable printable searchable and editable How to Start PDF Creation You can start PDF creation from different locations e from the Start menu through the Create Assistant e from Windows Explorer or from your desktop using a shortcut menu PaperPort Getting Started Guide 56 e from Microsoft Word Excel PowerPoint Outlook or Internet Explorer using a toolbar or the PDF Create menu items or the Nuance PDF ribbon The Help topic About creating PDF files details all the possible starting points for PDF creation and the available choices How to Get Help for PDF Create Nuance PDF Create has a comprehensive HTML Help system Access it through the Help system in PDF Viewer Plus or PDF Converter Professional or through the PDF Create menu in Microsoft Word Excel or PowerPoint Press F1 to open Hel
34. g ScanDirect you can scan an item and immediately send it to either e A program on the ScanDirect Send To bar Icons on the ScanDirect bar represent the programs that are linked to PaperPort and to ScanDirect To scan and then send an item to a certain program click the program icon and then scan the item ScanDirect will automatically start that program when the scan is complete e The PaperPort desktop To scan and then work with the item in PaperPort click the PaperPort icon and then scan the item When the scan is complete PaperPort starts and displays the item in PaperPort You can then use all of PaperPort s features on the item When ScanDirect is used to scan to other programs it always works through the scanner s own user interface the scan profiles in PaperPort are not used When ScanDirect is used to scan items to the PaperPort desktop the output is determined by the output setting for the previous scan if it created an image item the current scan will also do this and if it created a text type document such as DOC XLS WPD TXT or CSV the current scan will create a PDF Image which you can make searchable as already described In PaperPort Professional you can scan items directly to Microsoft SharePoint PaperPort Getting Started Guide 58 Uninstalling PaperPort For a full uninstallation four PaperPort components should be removed one after the other in any order The components are PaperPort 14 PaperP
35. ght notices of Cornell University and Xerox Corporation and this paragraph Any distribution of this software or derivative works must comply with all applicable United States export control laws This software is made available AS IS and XEROX CORPORATION DISCLAIMS ALL WARRANTIES EXPRESS OR IMPLIED INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE AND NOTWITHSTANDING ANY OTHER PROVISION CONTAINED HEREIN ANY LIABILITY FOR DAMAGES RESULTING FROM THE SOFTWARE OR ITS USE IS EXPRESSLY DISCLAIMED WHETHER ARISING IN CONTRACT TORT INCLUDING NEGLIGENCE OR STRICT LIABILITY EVEN IF XEROX CORPORATION IS ADVISED OF THE POSSIBILITY OF SUCH DAMAGES Contributing Authors Group Copyright c 1995 Alexander Lehmann This software is provided as is without any express or implied warranty In no event will the authors be held liable for any damages arising from the use of this software Permission is granted to anyone to use this software for any purpose including commercial applications see below and to alter it and redistribute it freely subject to the following restrictions 1 The origin of this software must not be misrepresented you must not claim that you wrote the original software If you use this software in a product an acknowledgment in the product documentation would be appreciated but is not required 2 Altered source versions must be plainly marked as such and must not be mis
36. he 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 53 To install PaperPort and its key components 1 Click Autorun 2 Select an installation language 3 Accept or change the program location 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 PaperPort Getting Started Guide 6 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 Microsoft Word Excel PowerPoint Outlook and Internet and Windows Explorer and Corel WordPerfect allowing PDF Create to make PDF files from the current document or mail attachment or web page Go to Control Panel Add Remove programs to later enable or disable these add ins individually Install the Nuance Cloud Connector This optional application provides convenie
37. here 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 e Scan photos pages and other images on a scanning device e Add folders to PaperPort that already contain images and documents e Import files from other programs on your computer e Download files from web storage sites via PaperPort Anywhere or Nuance Cloud Connector e Print documents from other programs to the PaperPort desktop e Drag or cut and paste images and documents from Windows Explorer or other programs to the PaperPort desktop e Acquire photos from a digital camera e Bring files into PaperPort Professional using DesktopDelivery e Print web pages to PDF files for use in PaperPort Fab Scan to the PaperPort desktop PaperPort is designed to work with TWAIN and WIA 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
38. ices and entering texts Help and the How to Guides list all the possible form control types PaperPort Getting Started Guide a FormTyper is a PaperPort program that enables you to fill in static forms such as insurance forms registration cards and medical forms that you scan to the PaperPort desktop You simply drag a form from the PaperPort desktop to the FormTyper program on the Send To bar The form is converted to PDF if necessary and opened in your Nuance PDF product FormTyper automatically analyzes the form recognizes the blank areas in which data can be entered and creates blank fields for the data FormTyper can detect edit boxes and checkmarks Now you can quickly type and tab to each field You can also quickly reposition edit box or checkmark fields insert new fields and remove fields as necessary After you enter data and complete the form save the form to the PaperPort desktop so that you can print or e mail the form in its entirety with its completed data If you have a pre printed form choose Form Fields Only in the Print dialog box to print your responses directly onto the form PDF File Support PDF Flavors PDF Portable Document Format files are often classified into three different types commonly called flavors e PDF Image e PDF Searchable Image e PDF Formatted Text amp Graphics PDF Normal Opening PDF files PaperPort can open and display PDF files of all three flavors PDF files by def
39. ile Run this program to identify and remove any corrupt files so that PaperPort will work properly PaperPort Getting Started Guide 12 The following advanced features are available only in PaperPort monss 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 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 files 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 PaperPor
40. iles 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 Folder Properties Sample teen y Location D My Documents My PaperPort Documents Desktop0 elvery Folder Settings V Deliver files from your e mail folder Hissar Cilisdt gt Inbestta Oasaee Monitored e mail inbox folder r v i IV Deliver files from a network or local folder Monitored folder IDA Incoming Reports V Convert documents to PDF Automatically add keywords from Folder Notes Add to All in One Search File Properties Cancel Help You can auto add item properties to PDF files entering the selected DesktopDelivery folder Refer to the PaperPort How to Guides or Help for details Acquiring Items 29 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 or WIA 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 f
41. 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 aao t A aE e sees ascse PF Goo De Active Workspace Desktop split Inactive Workspace VBeBmewavrBwHwe BF egeewemwt Ga _ Function pane Send To bar showing folders PaperPort Getting Started Guide 22 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 Return to Desktop button SET tools on the Area by default on the Quick Page ribbon button Access Toolbar also on the View ribbon Current page displayed in large size ready for enhancement or annotating Page Thumbnails Pane displays one thumbnail for each page in the document Getting to Know PaperPort 23 Customizable Quick Access Toolbar PaperPort s buttons are placed o
42. irst time Instead bring 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 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 Scanner Enhancement Technology tools The availability is shown like this P Image View or ImageViewer Page ribbon to change the current page only PI Also on PaperPort desktop Item ribbon to change all pages in selected item s PM Also in PaperPort desktop shortcut menu to change all pages in selected item s PS Also available in a Scanning Profile to modify all incoming images sai o
43. is 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 amp 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 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 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
44. ls with the modified image returned to the PDF PaperPort Getting Started Guide ll Fill and e mail PDF forms and create new ones either from scratch or using FormTyper in PDF Viewer Plus to instantly make any static form fillable It uses Logical Form Recognition technology to detect the form elements and also allows their properties to be managed efficiently Searchable PDF files are available through Scanner 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 deskewing 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 CheckPPFolders exe is supplied in the PaperPort program folder along with a short Help f
45. m PDF Pages Resize to fit This resizes the contributing items and always places four original pages onto a single PDF page e Combine into Multi item PDF Pages Maintain original sizes This places as many original pages onto each PDF page as it can e Combine into Thumbnail PDF Page This creates thumbnails of all item pages and fits as many as possible on a PDF page The original items remain in their original file types Combining usually takes more time than stacking because of PDF generation PaperPort Professional can additionally combine text items To convert a text item the application that created it must be available on your system Convert images to text You can convert scanned documents to text by a simple drag and drop of the thumbnail to your word processor program PaperPort automatically processes your scanned document using PaperPort s OCR software launches your word processing program and loads the scanned text into a document ready for editing PaperPort also allows you to copy text from part of an image item for use in a text editing word processing or spreadsheet program The OCR software processes the text and copies it to the Windows Clipboard Open the program in which you want to insert the text and use Paste to paste the text in a file Filling Forms Active PDF forms can be filled using your PDF product Choose the Hand tool and step through the form fields using Tab or arrow keys making cho
46. n 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 Access Toolbar Choose the ribbon whose buttons you want to add Set toolbar button order More available buttons Add remove buttons Buttons currently visible PDF Viewer Plus 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 48 to have a copy converted to PDF and opened in the PDF Viewer The first page appears 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 Ifnot 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 52 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 Acquiring Items T
47. n ever The Send To bar makes using scanned documents in other applications easier by automatically translating the document into a form that the receiving application can understand For example you can drop a scanned image of a letter onto the Microsoft Word link on the PaperPort Send To bar and PaperPort will recognize that the application you are attempting to open needs a text file rather than an image file PaperPort will run OCR for you and send editable text to Word rather than a static image file PDF Viewer Plus FormTyper SharePoint a a sE OmniPage OP Workflows Microsoft Outlook PDF Converter PaperPort supports a wide variety of programs including word processing spreadsheet fax Internet e mail graphics optical character recognition OCR and online services programs The program link on the Send To bar does any necessary conversion and may provide options for sending the item Use OmniPage with PaperPort If PaperPort exists on a computer with OmniPage its OCR services become available and amplify the power of PaperPort You can choose an OCR program by right clicking on a text application s PaperPort link selecting Send To Options and then selecting OmniPage as the OCR package instead of the always available PaperPort OCR PaperPort Getting Started Guide 48 With OmniPage you can e Instantly convert paper into usable Microsoft Office documents e Turn PDF files into editable documents while retaini
48. ng their layout e Automatically process images from network MFPs and scanners e Scan and convert documents into XML PDF TIFF and more e Share documents using e mail Web Cloud Connector XML and e Books e Use OmniPage workflows for instant but effective control Ql over document conversions Customize the Send To bar You can change the way program icons appear on the Send To bar in a number of ways Specifically you can add programs and remove or rearrange program icons Refer to the PaperPort Help for details Sending Items to Other Programs 49 Adjust Send To options You can tune Send To options to specify how you want to use a certain program on the Send To bar For example you can specify the file format in which PaperPort will save an item If you have the professional version of OmniPage 16 or above on your system use the Send To options for the OmniPage Workflows link to choose a workflow To e mail an item simply drag and drop the item to your e mail program on the Send To bar Use the e mail link options to specify the file format of the attachments and other options PaperPort Getting Started Guide 50 Converting Items Using PaperPort you can convert scanned documents and text items to image formats and convert images back to text Convert items to image formats You can convert scanned documents and text items to image formats The Save As command allows you to save image items to
49. nt file transfer to and from the most popular web based storage sites By default it is not installed Autorun then starts the installer 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 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 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 http www nuance com PaperPort Getting Started Guide 7 Learning PaperPort This guide introduces you to PaperPort and shows you how PaperPort can help you m
50. nu 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 DesktopDelivery They can be exported to some other programs for instance to mailing applications or to OmniPage for OCR PaperPort Getting Started Guide 16 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
51. o specify Searchable PDF as your preference PaperPort Getting Started Guide 44 Schedule Indexing Tasks LE The Index Manager is a PaperPort Professional application designed to create modify and schedule indexing tasks for a given local or network folder Indexed files can afterwards be searched with the All in One Search For new tasks you can set which folder to browse local or network with subfolders included or excluded set timing and recurrence duration pattern and range activate and deactivate a task pause its completion or skip a task occurrence In the program settings dialog box you can specify how and when the Index Manager should stop Sharing Files PaperPort provides many tools to make it easy for you to share files images and documents with friends colleagues and business associates These tools are built into the program and are readily available on different ribbons for quick access whenever you need them To help you share your items with others PaperPort makes it easy to SA E mail items to others simply by dragging the items to E your favorite e mail program on the PaperPort Send To bar Scan or convert items to the PDF format the ever popular file sharing format considered by many as the industry standard for document distribution Access shared folders located on your local or wide area amp network by adding the folders to your PaperPort Folder D pane Finding
52. opy paste cut delete and reorder pages Insert new pages at a certain location in the document e Append new pages at the end The Page Thumbnail view of a secure PDF is only available by supplying its z password Fs 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 rs 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 You can also bookmark favorite web pages using the Web bookmarks
53. order This tool removes scanning shadows from page EY cleanin margins PMIS 8 8 Despeckle This tool cleans black and white images using a chosen despeckling type PMD P Set white Click this tool then click on a light color in the point P image that will become the white point See below e Set black Click this tool then click on a dark color in the point image that will become the black point The P colors chosen for the new white and black points are displayed on the Status bar Apply current Click this tool to apply the new black and white a black and points to the current image P or item I If the white result is not acceptable undo your changes and points 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 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 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
54. ort Image Printer PDF Viewer Plus and PaperPort Anywhere Removing only the image printer and or the PDF Viewer will cause PaperPort to function incorrectly Other accompanying programs can be uninstalled or retained independently of PaperPort Nuance Cloud Converter the MAX to PDF Converter and Nuance PDF Create To uninstall PaperPort and its key components 1 Select Add Remove Programs from the Control Panel 2 Select Nuance PaperPort 14 3 Click Remove to uninstall the program 4 Repeat this for the Image Printer PDF Viewer Plus and PaperPort Anywhere 5 A computer re start is needed to complete the removal A de activation step is performed at the start of un installation allowing you to reinstall the program later without re activation problems De activation and re activation require web access Uninstalling PaperPort 59 Trademarks and Credits Nuance the Nuance logo All in One Search DesktopDelivery FormTyper OmniPage PaperPort Productivity Without Boundaries ScanDirect ScanSoft and SET are trademarks or registered trademarks of Nuance Communications Inc or its affiliates in the United States and or other countries Microsoft Excel MSN Outlook PowerPoint and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and or other countries Intel and Pentium are trademarks or registered trademarks of Intel Corporation or its subsidiaries in the United States an
55. p at the topic describing the currently open panel You can create one or more of these PDF flavors depending upon your version of PaperPort software Refer to the PaperPort Help for additional details This table lists which features are available for creating each type of PDF in PaperPort 14 and PaperPort Professional 14 PaperPort Format PaperPort 14 Professional 14 PDF Image Scan or Get Photo Scan or Get Photo Print to PaperPort Print to PaperPort Save As Save As Web Capture Web Capture Duplicate Item PDF Searchable Image Scan or Get Photo Scan or Get Photo Print to PaperPort Print to PaperPort Save As Save As Web Capture Web Capture Duplicate Item PDF Formatted Text Scan or Get Photo Scan or Get Photo amp Graphics Print to PaperPort Normal PDF Duplicate Item Duplicate as PDF Web Capture must be run outside PaperPort See page 28 Duplicate item transmits the PDF flavor of the original to the copy Duplicate as PDF accepts non PDF files as input Converting Items Using ScanDirect ScanDirect is a PaperPort program that enables you to scan items and send them directly to PaperPort or other programs on your computer without first running PaperPort ScanDirect runs as a separate program from the Windows Start Menu and displays the ScanDirect bar Click for options Single or multiple pages Scroll right for more icons Scan Scan to PaperPort ScanDirect bar with icons for desktop all scanning targets Usin
56. pages and photos e Photos from your digital camera e Image files in formats such as BMP TIFF JPEG GIF and MAX read only e Microsoft Word PowerPoint Excel Word Perfect and other documents created in popular software programs e PDF documents e PDF Image items e 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 a Ka indicates that the Read only attribute is set for that item LA indicates that the image has annotations icon 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 N 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 e Drag a thumbnail to reposition it on the PaperPort desktop e Drag a thumbnail to a folder to move the item to that folder e Drag a thumbnail to another open Workspace to move the item to that open folder Getting to Know PaperPort 19 e Double click a thumbnail to view the item e Press the Ctrl key and double click a thumbnail to open the item in its source program e
57. pages scanned with a given scan profile Convert Color choices Color Grayscale Halftone Black and white PaperPort Getting Started Guide 34 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 Current selection Ai z 3 7 bs F e M a Pos i f r aa ee rm s lt Choose to modify Brightness amp Contrast Color and Tint Slider for less or Original image with more reset 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 Touching Up Images 2a 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 Imag
58. represented as being the original software 3 This notice may not be removed or altered from any source distribution 4 Binary only distributions of the software must include the file README with the copyright statement You are welcome to adda copyright statement for your modifications and a contact address though Apache Components Copyright c 1999 2003 The Apache Software Foundation All rights reserved The following names may not be used to endorse or promote products derived from the Apache licensed software without prior written permission Apache Cocoon Apache Software Foundation Ant Jakarta Apache Avalon Avalon Excalibur Avalon Framework Batik The Jakarta Project Commons FOP Apache POI Jakarta Regexp Log4j LogKit Apache Lucene Xalan Tomcat Struts Velocity Xerces Axis Jakarta Oro xml commons and WSIF Products derived from this software may not be called Apache nor may Apache appear in the product name without prior written permission Software is further subject to the conditions and disclaimers listed in Apache Software License v 1 1 found at http www apache org Javascript Engine Source code files for Mozilla s FireFox Browser contained in the Javascript Engine were obtained by LICENSOR from Mozilla org Such source code files have not been modified by LICENSOR Use of the Javascript Engine by LICENSEE is Trademarks and Credits 61 subject to the conditions and disclaimers in the Mozilla
59. t 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 PaperPort Getting Started Guide 13 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 3 B SO amp OGiSSOERB Of amp oo En au fo E a Tem a sand Soc Desktop gt showing item f 7 2 e thumbnails DOCE UT Function Pane showing folders Access to other pages in this multi page item Q amp tt 3 ci The Function pane can present Image item Text item Send To bar Folders thumbnail thumbnail S Scan Settings Thumbnails z All in One Search J Properties PaperPort Getting Started Guide 14 The PaperPort Ribbon PaperPort 14 and ImageViewer have a bi modern tab and ribbon interface The i a main elements are Fito f
60. technical support We also offer self service 24 hour access to our Knowledge Base Visit http 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 e Minimum hardware requirements Intel Pentium compatible or higher processor GB of memory RAM 700 MB free hard disk space for the application files and installation 30 MB for the Nuance Cloud Connector 1024 x 768 resolution display with 16 bit High Color or higher e 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 e Supported web browsers Internet Explorer 7 8 and 9 Firefox 3 4 and 5 Chrome current versions 4 through 12 were tested A CD or DVD drive or web access is needed for installation An Internet connection and web access are necessary for online activation registration technical support and live updates PaperPort Getting Started Guide 9 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 What s new in PaperPort 14 PaperPort 14 includes a number of valuable new features
61. texts of captured web pages The Author Keywords Comments and URL are available for PDF or MAX files only PaperPort 14 does not let you add metadata to MAX files only metadata placed in an earlier version is available Finding Items 4 Find words in an item To search for words within an item you need to add the item to the All in One Search index and select Use All in One index When you search using the index you can find items that have been indexed by their properties or text content or both Specify search limits e all files in current folder but not its sub folders e current folder plus sub folders e all PaperPort folders and sub folders Define search precision e Exact match finds words and common endings search look finds looks looked etc e Approximate match finds as above and more search look might find lock or luck When the search is complete results are displayed each as one row of a table Select one and click the View Text button to see your search phrase occurrences in their context Click the Copy Text button to extract text from the file and place it onto the Clipboard Right click a result file and choose Open to launch the document in its associated application Open Containing Folder switches to the file s folder with the file selected To filter search results using file information turn on the relevant check boxes under Name author keywords and specify search text here
62. tup Wizard an Image Viewer 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 PaperPort Anywhere providing web storage in a Nuance cloud site 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 ia 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 e PaperPort program includes ImageViewer ScanDirect MAX to PDF Converter an Evernote connector and the Scanning Wizard PDF Viewer Plus in PaperPort Professional this includes PDF Create e The PaperPort image printer e The PaperPort Anywhere component e The 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 T
63. us windows hardware g 463400 aspx Microsoft CAPICOM 2 INSTALLATION AND USE RIGHTS You may install and use any number of copies of the software on your devices running validly licensed copies of Windows 2000 Windows XP Windows Vista or Windows Server 2003 FreeType 2 3 1 The FreeType Project is copyright c 1996 2000 by David Turner Robert Wilhelm and Werner Lemberg All rights reserved except as specified in the license found at http freetype sourceforge net index2 html Zlib Source code files for Zlib were obtained by LICENSOR from Jean loup Gailly and Mark Adler at www Zlib net Copyright c 1995 2010 Jean loup Gailly and Mark Adler Use of Zlib is subject to the conditions and disclaimers contained in the license available at http www zlib net zlib_license html The Independent JPEG Group s software Copyright c 1991 1998 by Thomas G Lane Use of the Independent JPEG Group s software is subject to the conditions and disclaimers PaperPort Getting Started Guide 60 contained in the license available at http www xstandard com 1D1B6C13 7BB6 4FA8 AIF9 EC1E32577D26 license 1 g txt JBIG2 license Copyright c 1990 1991 1992 1993 Cornell University All Rights Reserved Copyright c 1991 1992 Xerox Corporation All Rights Reserved Use reproduction preparation of derivative works and distribution of this software is permitted Any copy of this software or of any derivative work must include both the above copyri
64. wing disclaimer in the documentation and or other materials provided with the distribution THIS SOFTWARE IS PROVIDED BY THE AUTHOR AS IS AND ANY EXPRESS OR IMPLIED WARRANTIES INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED IN NO EVENT SHALL THE AUTHOR BE LIABLE FOR ANY DIRECT INDIRECT INCIDENTAL SPECIAL EXEMPLARY OR CONSEQUENTIAL DAMAGES INCLUDING BUT NOT LIMITED TO PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES LOSS OF USE DATA OR PROFITS OR BUSINESS INTERRUPTION HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY WHETHER IN CONTRACT STRICT LIABILITY OR TORT INCLUDING NEGLIGENCE OR OTHERWISE ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE All other trademarks referenced herein are the property of their respective owners PaperPort Getting Started Guide 62
65. y level of mins your PDF files supported up to format 1 7 When you create a new PDF from existing ones for example by copying a thumbnail of a page onto a Workspace its security settings will be the same as those of the original one Newly created PDF files will be generated according to the default PDF security settings in PaperPort as specified on the Item ribbon There are two types of passwords in the program The open password restricts document accessibility you can only open it by supplying the password when prompted The permissions password allows users to define how the document may be used If it is not specified further use of the file is possible without any restrictions is Filing Items A key to organizing items in PaperPort is filing items in appropriate folders You can drag and drop items from one folder to another or from the PaperPort desktop into any folder you want You can specify search criteria to help you find your items later Moving and copying items between folders is also possible in split view across Workspaces The name of each item appears below the thumbnail in thumbnail view In a multi page item the name appears below the individual page names Using the Folder Manager dialog box you can add remove move and rename PaperPort folders You can change the color of a folder icon to one that helps you organize your items You may also add remove move and rename any folder in Windows Explorer

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