NUANCE PAPERPORT 4.0 DELUXE SOFTWARE FOR WINDOWS User manual

iii
TABLE OF CONTENTS
Chapter 1: Welcome to the PaperPort Software . . . . . . . . . . . . . . 1
View Scanned Items Two Ways . . . . . . . . . . . . . . . . . . . . . . . . . 2
Add Notes, Highlight Areas, and Mark-Up a Page . . . . . . . . . . . 3
Combine Items into Stacks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Link to Many Other Applications . . . . . . . . . . . . . . . . . . . . . . . . 4
Scan It and Fax It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Send Scanned Items Over the Internet . . . . . . . . . . . . . . . . . . . . 5
Scan It and E-Mail It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Fill In a Preprinted Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Convert Scanned Text into Text That You Can Edit . . . . . . . . . 7
Scan Directly to Another Application . . . . . . . . . . . . . . . . . . . . . 7
Scan to Get the Best Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Organize Items in Personal Folders . . . . . . . . . . . . . . . . . . . . . . . 8
Use SimpleSearch to Find an Item . . . . . . . . . . . . . . . . . . . . . . . 9
Import Items from Other Applications . . . . . . . . . . . . . . . . . . . 10
Export Items in Other Formats . . . . . . . . . . . . . . . . . . . . . . . . . 11
View PaperPort Items on an IBM PC or Macintosh . . . . . . . . . 11
Customize PaperPort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Right Mouse Button Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . 12
Chapter 2: Scanning Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Scanning a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Scanning a Business Card or Photo . . . . . . . . . . . . . . . . . . . . . . 15
Why You Don’t Need to Save a Scanned Item . . . . . . . . . . . . . 18
Chapter 3: Viewing Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Desktop View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Switching Between Desktop View and Page View . . . . . . . . . . . 22
Using the Command Bar in Desktop View . . . . . . . . . . . . . . . . 23
Using the Command Bar in Page View . . . . . . . . . . . . . . . . . . . 24

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Chapter 4: Stacking Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Combining Items into Stacks . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Using Drag and Drop to Create Stacks . . . . . . . . . . . . . . . . 28
Selecting and Deselecting Items . . . . . . . . . . . . . . . . . . . . . 29
Moving Between Stacked Pages . . . . . . . . . . . . . . . . . . . . . . . . . 30
Unstacking Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Giving Titles to Items and Stacks . . . . . . . . . . . . . . . . . . . . . . . 32
Chapter 5: Sending a Fax or E-Mail Message . . . . . . . . . . . . . . . . 35
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Sending a Scanned Item as a Fax . . . . . . . . . . . . . . . . . . . . . . . . 36
Sending a Scanned Item with an E-Mail Message . . . . . . . . . . . 38
Chapter 6: Using ScanDirect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Starting ScanDirect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
The ScanDirect Control Panel . . . . . . . . . . . . . . . . . . . . . . . . . 43
Using ScanDirect: An Example . . . . . . . . . . . . . . . . . . . . . . . . . 44
Running PaperPort and ScanDirect Simultaneously . . . . . . . . . 45
Chapter 7: Converting a Scanned Item to Text . . . . . . . . . . . . . . 47
What Is OCR? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Converting an Item to Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Converting a Portion of a Page to Text . . . . . . . . . . . . . . . . . . . 52
Converting a Scanned Spreadsheet . . . . . . . . . . . . . . . . . . . . . . 54
Chapter 8: Filling In Preprinted Forms with FormTyper . . . . . . 57
Filling In a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
FormTyper Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Printing a Filled-In Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

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Chapter 9: Annotating a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Using the Annotation Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Tool Samples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Pointer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Straighten Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Pan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Sticky Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Mark-Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Highlighter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Freehand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Arrow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Displaying and Hiding Annotations . . . . . . . . . . . . . . . . . . . . . 73
Printing Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Chapter 10: Filing Items in Folders . . . . . . . . . . . . . . . . . . . . . . 75
Dragging and Dropping Items into Folders . . . . . . . . . . . . . . . . 76
Creating New Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Giving Folders New Titles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Dragging and Dropping Folders into Folders . . . . . . . . . . . . . . 79
Seeing the Contents of Folders . . . . . . . . . . . . . . . . . . . . . . . . . 81
Using SimpleSearch to Find an Item . . . . . . . . . . . . . . . . . . . . . 82
Appendix A: PaperPort Viewer . . . . . . . . . . . . . . . . . . . . . . . . . 85
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

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1
Table
of Contents
CHAPTER 1
Welcome to the
PaperPort Software
Welcome to the PaperPort software. This guide explains how to use the
main features of your PaperPort software. In addition to this guide, you
can get more information from a variety of sources, as shown in this
figure.
EXPLORE
PAPERPORT One-Minute Guide
An online tour of PaperPort features.
This Getting Started Guide
The fastest way to get acquainted
with PaperPort and start using it.
Help
Everything you want to know about
PaperPort—“how-to” procedures,
dialog box reference, and trouble-
shooting advice.
PaperPort CD
Your source for installing additional
software that works with PaperPort
and printing the documentation.

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2
C
HAPTER
1: W
ELCOME TO THE
P
APER
P
ORT
S
OFTWARE
▼
NOTE: To see the One-Minute Guide and Help, you should first
install the PaperPort 4.0 Deluxe Software on your computer. See the
installation guide that you received with your scanner to install the
software.
This chapter of your
Getting Started Guide provides a quick overview of
PaperPort’s features. If you’ve used an earlier version of the software, you
can also read this chapter to see what’s new in the PaperPort software.
The whole idea behind the PaperPort software is to help you work more
quickly and efficiently with paper items scanned into your computer.
The next few pages show—at a glance—many of the time-saving
features of the PaperPort software.
V IEW S CANNED I TEMS T WO W AYS
PaperPort provides two ways to view items: the Desktop View and Page
View
. Desktop View displays a thumbnail , a small graphic that
represents each item on the PaperPort Desktop. Page View displays a
close-up of a single page.
Desktop View displays
items as thumbnails. Page View displays each item as a full page.

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A
DD
N
OTES
, H
IGHLIGHT
A
REAS
,
AND
M
ARK
-U
P A
P
AGE 3
A DD N OTES , H IGHLIGHT A REAS , AND M ARK -U P A P AGE
With the annotation tools in Page View, you can add a sticky note,
highlight text, draw lines or arrows, circle information, or paste a
graphic from another application into a PaperPort item. The following
figure shows a sample of how the tools can be used.
C OMBINE I TEMS INTO S TACKS
Many items that you scan will probably be more than one page. You can
combine the individual pages into a multipage item, called a
stack . For
example, you could save all of your invoices for a job in one stack named
Invoices, and each page of the stack could be an invoice with its own
name, such as Invoice 12/9/96.
Use the Sticky Note tool
to add notes like paper
sticky notes.
Use the Highlighter
tool to draw the
reader’s attention
to an area.
Circle information
with the Freehand tool.

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4
C
HAPTER
1: W
ELCOME TO THE
P
APER
P
ORT
S
OFTWARE
L INK TO M ANY O THER A PPLICATIONS
PaperPort automatically recognizes many other applications on your
computer and creates a “working link” to them. The Link Bar at the
bottom of Desktop View shows icons of those linked applications. To
use a link, you drag an item onto one of the icons. Then, that link’s
application starts, and you can use it with the scanned item. A typical
use of the Link Bar is to scan an item and fax it.
This sample shows many different applications linked to PaperPort.
If PaperPort does not automatically recognize one of the applications on
your computer, you can manually create a link using the Create New
Link command. See the Online Help system for more information
about creating new links.
A single page
Stacks
Link Bar

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S
CAN
I
T AND
F
AX
I
T 5
S CAN I TAND FAX IT
If your computer has a fax modem and fax software, you can use the fax
link to quickly send the item as a fax.The fax link is represented by a fax
icon on the Link Bar at the bottom of Desktop View.
SEND SCANNED ITEMS OVER THE INTERNET
Using the Netscape Navigator e-mail link you can scan an item and send
it as an e-mail attachment over the Internet. This means that you can
send your scanned items worldwide to anyone who has Internet access.
Send an item by
dragging and dropping it
onto a link icon. This
example shows dragging
and dropping an item
onto the fax link icon.
When the fax icon is
highlighted, release the
mouse button. Your fax
application starts and
you can send the item
as a fax.
The link icon for Netscape
Navigator e-mail.

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6CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE
SCAN ITAND E-MAIL IT
If you can send e-mail from your computer, you can send any scanned
item as an e-mail attachment, including scanned pages, graphics, and
photos. You can use either the e-mail link icon, or a convenient Send
command to attach an item to an e-mail message.
FILL INAPREPRINTED FORM
A built-in PaperPort application named FormTyper is designed
specifically for filling in the fields on a preprinted form, such as an
insurance form, registration card, or tax form, which often ask you to
“Please Type the Information.” Using FormTyper, you can type the
information using your computer keyboard (instead of a typewriter),
and then print the filled-in form. The FormTyper icon is on the Link
Bar. Drag a scanned form onto its icon and the form’s fields will be ready
for you to begin typing.
The e-mail link icon for
Lotus cc:Mail.
The FormTyper link
icon.

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CONVERT SCANNED TEXT INTO TEXT THAT YOU CAN EDIT 7
CONVERT SCANNED TEXT INTO TEXT THAT YOU
CAN EDIT
PaperPort can quickly convert the text on a scanned item, which is really
just a picture of the text, into text that you can edit with a word
processing application. PaperPort converts the text using either the
Xerox TextBridge optical character recognition (OCR) application that
comes with PaperPort, or your OCR application if it’s already on your
computer. You can convert the entire item, or using the Copy As Text
command, you can select only a portion of the text to convert.
SCAN DIRECTLY TO ANOTHER APPLICATION
PaperPort has another built-in application, called ScanDirect, that you
can use to send a scanned item directly to an application without
opening PaperPort. This is a real time saver if you use one linked
application often. PaperPort does not need to be running, and a scanned
item can go directly to the other application.
For example, if you want to scan an item and send it as a fax, click the
fax icon on the ScanDirect Control Panel. As soon as the scanner
finishes scanning the item, your fax software opens, and the item is
ready to be sent.
ScanDirect appears as a separate Control Panel on your computer. This
sample shows the Netscape Navigator e-mail icon selected so you could
scan an item and send it over the Internet.
A word processor link
icon. Dragging an item
onto a link icon starts
PaperPort’s built-in
OCR application, or
you can use your own
OCR application.

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8CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE
SCAN TO GET THE BEST IMAGE
With the PaperPort software, you select a setting that is best for
scanning a particular type of item. The software has scan settings for
items that you want to fax or e-mail, file, convert to text, or for special
items such as business cards, graphics, and photos. You can also
customize the software’s scan settings.
The following sample shows the Scan Settings.
ORGANIZE ITEMS IN PERSONAL FOLDERS
PaperPort has an easy-to-use filing system for organizing your scanned
items. The filing system consists of folders designed specifically for
holding every item you scan. You can rename folders, create your own
set, or even assign different colors, such as red for items that need
immediate attention.

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USE SIMPLESEARCH TO FIND AN ITEM 9
■Folders are arranged in a “tree” structure. The tree arrangement is
similar to the one in Windows Explorer.
■Scanned items are stored in folders. You can simply drag-and-drop the
item onto the folder. When the folder is highlighted, release the mouse
button and the item is stored in that folder.
■Folders can be “nested”—that is, stored in other folders. The plus symbol
(+) shows the folder contains other folders. The minus symbol (-)
shows that the other folders are visible.
USE SIMPLESEARCH TO FIND AN ITEM
The PaperPort software has a wide range of options for finding scanned
items. In addition to the standard methods of searching for items by
name, date, or keywords, a powerful PaperPort feature named
SimpleSearch can find items based on the textual content.
For example, if you only remember that the item included the word
“scanner” or the phrase “…elegant scanning,” SimpleSearch can find the
item containing that word or phrase for you. SimpleSearch can find
items this way because it actually reads all of your scanned items and
remembers the textual content.
Personal file folders
in PaperPort

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10 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE
You simply enter a word or phrase and SimpleSearch will find the
item(s) that have it. You don’t even have to remember the exact word or
phrase. SimpleSearch can find words or phrases that are close to what
you remember in the item. The following sample shows the dialog box
set to find the phrase “elegant scanning” in your scanned items.
IMPORT ITEMS FROM OTHER APPLICATIONS
In addition to scanning items, you can bring items into PaperPort in
several different ways:
■Print to the PaperPort Desktop from another application, such as
Microsoft Excel or Adobe Photoshop.
■Import files saved in other file formats, such as Windows Bitmap
(BMP) or Tag Image File Format (TIFF).
■Drag and drop an image file onto the PaperPort folder in Windows
Explorer and convert the file to a PaperPort item.
■Drag and drop an image file onto the PaperPort icon on the Windows
desktop.

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EXPORT ITEMS IN OTHER FORMATS 11
EXPORT ITEMS IN OTHER FORMATS
You can export or save PaperPort items in several popular file formats,
such as BMP or TIFF. For example, after you scan a photograph, export
it in PaperPort as a BMP file. You can open that BMP file in an
application that reads BMP files.
VIEW PAPERPORT ITEMS ON AN IBM PC OR
MACINTOSH
PaperPort Viewer, a separate application, comes with PaperPort and lets
others view PaperPort items without PaperPort. PaperPort Viewer is
available for free on CompuServe, America Online, and the Visioneer
web site at http://www.Visioneer.com. You can also send PaperPort
Viewer to someone else by attaching it to an e-mail message.
CUSTOMIZE PAPERPORT
You can arrange PaperPort’s tools to suit your individual style of
working. For example, you can move the Command Bar to another part
of the screen, hide the folders, display the AnnotationTool Bar vertically
or horizontally, move it to the other side of the window, and so on. On
the Link Bar, you can reorder the icons so the ones you use most often
appear first, and you can hide the icons that you use infrequently.

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12 CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE
RIGHT MOUSE BUTTON SHORTCUTS
Many of the tools, buttons, and icons in PaperPort have right mouse
button shortcuts. For example, select an item in Desktop View and click
the right mouse button to display a menu for the item. You can choose
commands from that menu instead of the menus in the menu bar.
The following sample shows the shortcut menu for a single item
in Desktop View.
RELATED TOPICS IN HELP
Each new PaperPort feature is described in detail in the Help system.
From the PaperPort Help menu, choose PaperPort Help Topics to see
the help topics.

13
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CHAPTER 2
Scanning Items
The PaperPort software works with a variety of scanners. Depending on
the scanner you’re using, you can scan small items, such as business
cards, or larger items up to 30 inches (76.2 cm) long.Typical items
include newspaper clippings, reports, magazine articles, brochures,
letters, memos, receipts, canceled checks, business cards, and photos.
PaperPort has special scan settings for a variety of different items so you
can get the best image with your scanner.
This chapter explains how to:
■Scan a page
■Adjust the paper return for different types of items
■Change scan settings
This chapter also explains why you don’t have to save each scanned item
manually.
FAX
SALES
REPORT
MEMO

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14 CHAPTER 2: SCANNING ITEMS
SCANNING APAGE
This section shows how to scan a page using a PaperPort scanner. If you
are using the PaperPort software with another type of scanner, please see
its user manual for instructions.
To scan a page with a PaperPort scanner:
After a slight pause, the feed mechanism pulls the page into the scanner;
you do not need to push it through. As the page is being scanned, a
preview appears on the screen.
The scanned page appears on the PaperPort Desktop.
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dfj;fdk;f f;;lkfd;ldflkjnfd;lkfd;kj f;kfdg;lkgfd;kjfdgsdl;dlsdlsksf;ks
'lkfd;lkfdlkds;dslfd;lkfd;ldf;lsfd
kjdskdslkds lfkdjlfd fdlkdgfl sdfl fdglj hsdflkj gflj hfkjnsfsldlsdkklj
kjhsdljsdf;sdf f
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jsdflkdfslkf;kfdg;lfkglkjdf;glkdf;gkj;sflk;df;lkd;ldfg;ldgk;llsdlskkdf
kdflkfd;lkfd'lkfd'l;kfd'lkdgf;lkgf;lkdf;lkgf;lgf;lkgf
1. Insert the page,
face up, into the
front slot of the
PaperPort
scanner.
Use the page
markers on the
front slot to
center the page.
2. Push the page
forward until it
stops and begins
to curl upward.

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SCANNING ABUSINESS CARD OR PHOTO 15
SCANNING ABUSINESS CARD OR PHOTO
Because business cards and photographs are usually on heavier paper,
you should set the scanner to feed the paper straight through the feed
slot. In addition, the PaperPort software has special scan settings for
reading the smaller print on business cards or for scanning photographs.
To scan a business card or photo with a PaperPort scanner:
1. Rotate the
scanner’s paper
return so it’s set
to scan straight
through.
2. Align the marker
on the scanner
with the straight-
through arrow.
3. Click Settings on
the Command
Bar, or from the
Edit menu, choose
Preferences.

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16 CHAPTER 2: SCANNING ITEMS
The card (or photo) feeds straight through the scanner, and a preview
of the scan appears as the scanning progresses. When scanning is
complete, the item appears on the PaperPort Desktop.
Make sure the
Scan Settings tab
is selected.
4. If you are
scanning a
business card,
select the option,
Filing Business
Cards.
When scanning
photos, select
Storing Photos
5. Click OK.
John Smythe
1212 Forbes Blvd.
S.S.F 94110
Consolidated Movers
6. Insert the item,
face up, into the
front slot on the
PaperPort
scanner.
This example
shows scanning a
business card.