ScanSoft PAGIS PRO 3.0 User manual

IndexContents
COPYRIGHT INFORMATION Copyright © 1996–2000 by ScanSoft, 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 the prior written
consent of ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts
01960. Printed in the United States of America.
The software described in this book is furnished under license and may
be used or copied only in accordance with the terms of such license.
IMPORTANT NOTICE ScanSoft, Inc. provides this publication “as is” without warranty of any
kind, either express or implied, including but not limited to the implied
warranties of merchantability or fitness for a particular purpose. Some
states or jurisdictions do not allow disclaimer of express or implied
warranties in certain transactions; therefore, this statement may not
apply to you. ScanSoft reserves the right to revise this publication and to
make changes from time to time in the content hereof without obligation
of ScanSoft to notify any person of such revision or changes.
TRADEMARKS AND CREDITS ScanSoft, TextBridge, and Pagis are registered trademarks, and Kai’s
PhotoSoap2 is a trademark of ScanSoft, Inc.
Excel,Word, and Windows are trademarks of Microsoft Corp.
WordPerfect is a registered trademark of WordPerfect Corp.
Other terms used in this manual are the trademarks of their respective
holders.
Portions of this product copyright © 1990–2000, Pixel Translations, Inc.
Portions of this product copyright © 1994–2000, Mastersoft Corp.
Portions of this product copyright © 2000, Adobe Systems, Inc.
Verity Topic® Search Technology copyrighted by Verity, Inc.
AccuSoft Redlining® Toolkit copyrighted by AccuSoft Corp.
Authors: Jim Cahill and Sadie DeSimone
© SCANSOFT, INC.
9 Centennial Drive
Peabody, Massachusetts 01960
Pagis Pro 3.0 Millennium User’s Guide
Part Number 00–09690–00
January 2000

Pagis Pro User’s Guide iii
Index
CONTENTS
PREFACE
About this User’s Guide..............................xiii
Typographic conventions used in this manual ..........xiv
Related Documents ................................. xv
1 INTRODUCTION
What is Pagis Pro? ................................ 1–1
What Comes with Pagis Pro ......................... 1–2
Pagis Pro Features ................................ 1–3
Where to Go From Here............................. 1–9
2 INSTALLING PAGIS PRO
System Requirements .............................. 2–1
Installing and Testing Your Scanner ................... 2–2
Installing Pagis Pro Software ........................ 2–3
If you already have TextBridge .................... 2–3
Upgrading from an earlier Pagis version ............. 2–3
Running the Pagis Pro setup program ............... 2–4
Upgrading old Pagis search database .............. 2–12
Where to Go From Here............................ 2–14
Uninstalling Pagis Pro ............................ 2–15

iv Pagis Pro User’s Guide
Index
3 LEARNING PAGIS PRO
Pagis Inbox — The Pagis Control Center ................ 3–2
Pagis ToolBar ................................. 3–3
Pagis SendTo Bar .............................. 3–5
Pagis Folders.................................. 3–6
Scanning a Document .............................. 3–6
Copying a Document .............................. 3–10
Faxing a Document ............................... 3–13
E-mailing a XIF image ............................ 3–16
Refining and Annotating a Document ................. 3–19
Scanning and Typing Into a Form .................... 3–23
Scanning a Document Into a Text Application ........... 3–26
Searching for a Document .......................... 3–28
Running OCR on a Document ....................... 3–32
Where to Go From Here............................ 3–34
4 USING PAGIS PRO
Pagis Inbox ...................................... 4–1
Pagis Inbox menus and commands ................. 4–2
Pagis commands in the File menu ............... 4–3
Pagis commands added to the View menu ......... 4–3
Pagis menu ................................ 4–4
Document thumbnails ........................... 4–5
Pagis ToolBar ................................. 4–7
Modifying the Pagis ToolBar ................... 4–7
Pagis SendTo Bar .............................. 4–9
Changing SendTo Bar options .................. 4–9
Adding a program to the SendTo Bar............ 4–10
Removing a program from the SendTo Bar ....... 4–12
Changing the Pagis Inbox location in your file system .. 4–13

Table of Contents v
Index
4 USING PAGIS PRO (CONT.)
Pagis Folders.................................... 4–14
Creating a Pagis Folder...................... 4–14
Removing Pagis Folder attributes .............. 4–14
Pagis Folders and Pagis Search Databases ....... 4–15
Working with Pagis Files in Windows™ ............... 4–15
About Pagis (XIF) files.......................... 4–16
Enhanced context menu ........................ 4–18
Stacking documents......................... 4–18
Unstacking documents ...................... 4–20
Converting to other image formats ............. 4–20
Adding files to the Pagis Search Database........ 4–23
Defining keywords and other properties for a file...... 4–24
Defining Title, Author, and Keywords for a file .... 4–24
Viewing and printing documents with Pagis Document
Viewer................................ 4–26
Working with the Pagis Document Viewer........ 4–26
File menu ................................ 4–28
Edit menu ................................ 4–29
View menu ............................... 4–30
Scan Tool (Scanner, Copier, Fax) .................... 4–31
Setting up your scanner or digital camera
to work with Pagis....................... 4–32
About scanners and scanner drivers ............ 4–32
Running the Scanner Setup Wizard............. 4–33
Changing default properties for scanned documents ... 4–36
Specifying scanner properties ................. 4–37
Specifying page refinements .................. 4–40
Specifying auto save properties ................ 4–43
Specifying keyword properties ................. 4–45

vi Pagis Pro User’s Guide
Index
4 USING PAGIS PRO (CONT.)
Scanning documents ........................... 4–46
Scanning a single-sided document to a XIF file .... 4–46
Scanning a double-sided document to a XIF file.... 4–50
Scanning directly to an application ............. 4–52
Acquiring an image from a digital camera ........ 4–54
Using Prescan to scan part of a document ........ 4–57
Copying documents ............................ 4–59
Select a printer ............................ 4–60
Set up the copy job.......................... 4–61
Make copies............................... 4–63
Faxing documents ............................. 4–65
Select a fax printer ......................... 4–65
Set up the fax job........................... 4–67
Fax a document............................ 4–68
Pagis Editor .................................... 4–70
Menus and Commands in the Pagis Editor .......... 4–71
File menu ................................ 4–71
Edit menu ................................ 4–74
View menu ............................... 4–76
Insert menu............................... 4–78
Tools menu ............................... 4–78
Page menu................................ 4–80
Annotate menu ............................ 4–82
Forms menu .............................. 4–84
Toolbars in the Pagis Editor ..................... 4–86
Standard toolbar ........................... 4–86
Annotation toolbar.......................... 4–87
Image toolbar ............................. 4–87

Table of Contents vii
Index
4 USING PAGIS PRO (CONT.)
Inserting New Pages into an Open Document ........ 4–88
Scanning new pages into an open document ...... 4–88
Pasting images from other applications .......... 4–90
Inserting a blank page....................... 4–90
Inserting an image file....................... 4–90
Re-ordering pages in a document............... 4–91
Image Editing and Refinement ................... 4–92
Auto refinement ........................... 4–93
Manual refinement ......................... 4–93
Straightening pages ........................ 4–95
Rotating pages............................. 4–96
Cropping pages ............................ 4–96
Adjusting brightness and contrast .............. 4–97
Resizing pages............................. 4–98
Changing resolution ........................ 4–98
Converting color depth ...................... 4–98
Removing background tint.................... 4–99
Making Annotations in a Pagis document .......... 4–100
Basic annotation procedure .................. 4–100
Specifying annotation options ................ 4–101
Filling Out Forms ............................ 4–103
Specify form field options.................... 4–103
Analyze and fill out the form ................. 4–104
Preparing a XIF Document for Printing............ 4–106
Exporting XIF to Other Image Formats............ 4–107
Specify Save/Export preferences .............. 4–107
Using the Export command .................. 4–108
Using the SendTo command ................. 4–109

viii Pagis Pro User’s Guide
Index
4 USING PAGIS PRO (CONT.)
Using OCR To Capture Text from the Editor ........ 4–110
Web Capture Tool ............................ 4–112
Creating a web site shortcut .................... 4–112
Editing a web site thumbnail.................... 4–114
Using a weblink shortcut....................... 4–114
Pagis Search Database Manager and Update Tool....... 4–115
About search databases ........................ 4–116
Exploring the Pagis Search Database Manager ...... 4–117
Create Search Database command............. 4–118
Configure Search Database command .......... 4–119
Delete Search Database command............. 4–120
Change Schedule command .................. 4–120
Update Search Database command ............ 4–121
Attach to Search Database command........... 4–122
Detach from Search Database command ........ 4–123
Properties command ....................... 4–123
Exit command ............................ 4–123
Search Database toolbar .................... 4–123
Creating and defining a search database ........... 4–124
Updating a search database for removable media .... 4–128
Sharing search databases in a networked environment 4–130
Search Tool .................................... 4–131
Basic search steps ............................ 4–132
Defining a search string ....................... 4–134
Simple searches........................... 4–135
Proximity searches ........................ 4–136
Natural language searches .................. 4–136
Search by example......................... 4–137

Table of Contents ix
Index
4 USING PAGIS PRO (CONT.)
Other search properties........................ 4–137
Keywords tab ............................ 4–137
Date tab ................................ 4–138
Name and Type tab ........................ 4–139
Advanced tab............................. 4–139
Finding out what files a database contains ...... 4–142
File menu .................................. 4–143
Open Selected Document command ............ 4–143
Properties command ....................... 4–143
Open Containing Folder command............. 4–144
Save Search command...................... 4–144
Exit command ............................ 4–144
Edit menu .................................. 4–144
Copy command ........................... 4–145
Select All command ........................ 4–145
Invert Selection command ................... 4–145
View menu ................................. 4–145
Large Icons command ...................... 4–145
Small Icons command ...................... 4–146
List command ............................ 4–146
Details command.......................... 4–146
Arrange Items command .................... 4–146
Database menu .............................. 4–146
Update Search Databases command ........... 4–147
Manage Search Databases command........... 4–147
Working with found documents .................. 4–147
Viewing search hits in found documents ........... 4–149
Where to Go From Here........................... 4–150

xPagis Pro User’s Guide
Index
EXAMPLES AND ADVANCED FEATURES
Sample Uses of Pagis Pro ........................... 5–1
Scan manuscripts and photographs for a newsletter .... 5–2
Scan a document and edit it in a word processor ....... 5–3
Scan a spreadsheet and edit it
in a spreadsheet application ................ 5–3
Create a library of company documents .............. 5–4
Use annotations to comment on scanned design drawings 5–5
Scan invoices and e-mail them to customers .......... 5–6
Scan and fax reports to clients..................... 5–6
Scan, organize, and retrieve articles and
research information ...................... 5–7
Eliminate office clutter .......................... 5–8
Scan receipts and other financial documents
for tax purposes......................... 5–10
Scan a picture, add keywords,
and add it to a search database ............. 5–10
Scan photos of possessions for insurance purposes..... 5–11
Tips and Techniques .............................. 5–12
Using the Pagis Print Driver to create XIF documents.. 5–12
Downloading the Pagis Viewer ................... 5–17
Sending XIF files as e-mail attachments ............ 5–18
America Online ............................ 5–18
Eudora Pro and Eudora Lite .................. 5–19
Lotus cc:Mail and Lotus Notes................. 5–20
MS Outlook Express and MS Outlook ........... 5–20
Netscape Mail ............................. 5–21
Registering Netscape and Netscape Mail......... 5–22
Dragging XIF files to open applications ............. 5–27
Using TextBridge Pro as a standalone application..... 5–27
Where to Go From Here............................ 5–29

Table of Contents xi
Index
SUPPORTED PROGRAMS AND FILE FORMATS
Supported Drag-and-Drop Programs ................... A–1
Image Formats that Pagis Pro Supports ................ A–6
GLOSSARY OF TERMS
INDEX

Pagis Pro User’s Guide xiii
IndexContents
PREFACE
Welcome to Pagis Pro from ScanSoft, Inc. Pagis Pro is your all-
in-one scanning suite running in Microsoft® Windows™ 95,
Windows 98, and Windows NT 4.0.
Please read this preface before going on to install and use Pagis
Pro. It discusses the following topics:
◆ About this user’s guide
◆ Related documents
ABOUT THIS USER’S GUIDE
This user’s guide provides all the information you need to
successfully install, learn, and use Pagis Pro in the chapters
sections.
The “Glossary of Terms” provides definitions of all of the
technical terms used in this manual, and the “Index” gives page
numbers for all of the topics described.
Appendix A, "“Supported Programs and File Formats”, lists
the programs that Pagis Pro supports for drag-and-drop
operations. It also lists the file formats Pagis can import and
export.
Please note that this user’s guide does not teach you about your
Windows operating system. It assumes that you know how to
operate and manage your computer and its operating system
software.

xiv Pagis Pro User’s Guide
IndexContents
Typographic conventions used in this manual
This manual uses bold, italic, and other typographic styles to
highlight different types of information in the text (Table P–1).
Table P–1. Documentation Conventions
bold Introduces a new term, or the first use of an
important term in a chapter; also sometimes
used to denote strong in-line emphasis.
italic Denotes titles of other manuals or books. Also
denotes generic file name entries, for example,
filename
monospace Denotes examples, menu text, and file names or
messages that appear on the computer screen.
“ ” (quotes) Denotes titles of chapters and sections in this
manual.
☞Introduces tips that provide useful information
about a procedural step or system function.
Note Introduces information of special note about the
current topic. There are borders above and
below the noted text.

Preface xv
IndexContents
RELATED DOCUMENTS
In addition to the printed Pagis Pro User’s Guide, refer to the
following documents for more information related to Pagis Pro:
◆ Release Notes—Read the on-line Release Notes (Relnote.rtf)
first. This document provides late-breaking information about
Pagis Pro. You can access the Release Notes at installation time,
and after installation in the Pagis Pro 3.0 Millennium installation
directory.
◆ On-line Help—From Pagis Pro software, you can access context
sensitive help, including topics about the menus, commands, and
tools. Using the standard Windows winhelp utility, you can also
access Pagis help via Contents, Index, and Search screens.
◆ Pagis Activity Guide—This is an interactive guide which allows
you to choose an activity (such as Scan a document into your word
processor, or Scan and fill out a form) and get step-by-step
instructions on your screen.
◆ Pagis/JetSend Integration Notes—Provided in PDF format,
this document gives a brief explanation of HP’s JetSend
technology, tells you how to install and uninstall JetSend for
Pagis, and how to send and receive image files using JetSend for
Pagis.
◆ Pagis Pro User’s Guide—A longer version of the Pagis Pro
User's Guide is provided in PDF format. The PDF version
includes all the chapters in the printed version as well as:
Chapter 4, "Using Pagis Pro", Chapter 5, "Examples and
Advanced Features", “Glossary of Terms”, and Appendix A,
"Supported Programs and File Formats".
◆ TextBridge Pro User’s Guide—Provided in PDF format, the
TextBridge Pro User’s Guide covers all aspects of the optical
character recognition (OCR) technology built into Pagis Pro
software. TextBridge Pro software also contains its own extensive
on-line help system.

xvi Pagis Pro User’s Guide
IndexContents
☞ The PDF versions of the Pagis Pro User's Guide and the
TextBridge Pro User's Guide can be opened by going to the
Windows Start menu, then opening the Documentation folder in
the Pagis program group.

Pagis Pro User’s Guide 1–1
IndexContents
1
INTRODUCTION
Welcome to Pagis™ Pro, your all-in-one scanning suite from
ScanSoft, Inc. Read this chapter for information about the
following topics:
◆ What is Pagis Pro?
◆ What comes with Pagis Pro
◆ Pagis Pro features
◆ Where to go from here
☞ To get started quickly, go directly to Chapter 2, “Installing Pagis
Pro,” for installation instructions.
WHAT IS PAGIS PRO?
Pagis Pro is a value-packed color scanning suite for Microsoft
Windows™ 95, Windows 98, Windows NT 4.0, and Windows 2000
Professional
Pagis Pro enables you to scan, copy, fax, view and edit, search and
otherwise manage electronic documents (articles, photos, forms,
and so on) on your Windows desktop.
In addition to documents on your personal computer, Pagis Pro
enables you to manage documents on removable media, such as
Jaz™ and Zip™ drives, and to locate documents on CD-ROMs.

1–2 Pagis Pro User’s Guide
IndexContents
WHAT COMES WITH PAGIS PRO
Pagis Pro includes a CD-ROM that contains the following items:
◆ Pagis Pro installation program and application software
◆ TextBridge® Pro OCR software
◆ Pagis Pro multimedia product tour
◆ On-line manuals for Pagis Pro and TextBridge Pro in Adobe®
Portable Document Format (PDF)
◆ Adobe Acrobat™ Reader
◆ Sample XIF (eXtended Image Format) image files
◆ Pagis MiniViewer
◆ Pagis Pro Release Notes
Note Be sure to register your copy of Pagis Pro software. As a
registered user, you will be kept up to date on new software
releases, special offers, and other important product information.
Also, please read the Pagis Pro Release Notes (relnote.rtf) on
the CD-ROM for information about other items that may be
included with Pagis Pro.

Introduction 1–3
IndexContents
PAGIS PRO FEATURES
Pagis Pro tools are designed to improve your work flow,
productivity, and organization. Please read this section for
highlights of the many features and benefits Pagis Pro provides.
◆ The Pagis Inbox
The Pagis Inbox (Figure 1–1) is the main control center for Pagis
Pro operations and the default location for scanned documents. It
is a special folder with a unique look that is placed on your
Windows desktop during installation.
Standard Menu bar
(Pagis menu is added)
Pagis ToolBar
Enhanced Explorer
view with document
thumbnails
Pagis SendTo Bar
with shortcuts to
other programs
Figure 1–1. Pagis Inbox with document thumbnails
Think of the Pagis Inbox as a supercharged Windows folder. It
includes all the menu items of a Windows Explorer view as well
as a Pagis menu, a Pagis ToolBar, and a SendTo Bar for drag-
and-drop operations.

1–4 Pagis Pro User’s Guide
IndexContents
For organizing your scanned documents, the Pagis Inbox provides
several sample Pagis Folders—Business Materials, Finances,
Home, Magazine Articles, Photographs, and Recipes. You can
change the names of these folders or delete them if you wish.
◆ Pagis Folders
There is only one Pagis Inbox (which is actually a Pagis Folder).
However, you can convert any standard Windows folder into a
Pagis Folder, which has all the features of the Pagis Inbox.
From the Pagis Inbox or Pagis Folders, you can arrange and
organize your scanned documents, launch Pagis tools, and drag
documents to the icons on the SendTo Bar where they will open
installed applications for word processing, e-mailing, image
editing, and other activities.
◆ Pagis ToolBar
The Pagis ToolBar is a standard feature of the Pagis Inbox and all
Pagis Folders. It provides access to all the major document
management tools and commands in the product.
◆ SendTo Bar
The SendTo Bar is a standard feature of the Pagis Inbox and all
Pagis Folders. It shows shortcuts to your favorite applications.
and can hold an unlimited number of shortcuts. During
installation, Pagis detects the applications on your computer and
adds shortcuts for them on the SendTo Bar.
You can then drag and drop a scanned document onto the
application's shortcut on the SendTo Bar, or just click the
shortcut icon, to open the document in that application.
For example, when you click the MS Word icon, or drag and drop
a scanned document onto the MS Word shortcut, Pagis performs
OCR (optical character recognition) on the document, launches
Word, and places the recognized text and graphics in an open
Word document.

Introduction 1–5
IndexContents
◆ SendTo Bar drag and drop to registration wizard
You can add applications to the SendTo Bar at anytime. Simply
drag and drop the application shortcut onto the SendTo bar. This
opens the Drag and Drop Registration Wizard so you can
register the application with Pagis Pro.
◆ Scanner Setup Wizard
The Pagis Scanner Setup Wizard helps you set up your scanner
for use with Pagis and TextBridge, and helps diagnose and solve
incompatibilities. You can start the wizard from the Pagis Scan
Tool.
◆ Scan and capture high quality color images in extremely
compact file sizes
Only Pagis Pro offers the XIF (eXtended Image File) format,
which enables you to store high quality color scans in extremely
compact file sizes.
A typical color magazine page, for example, can use less than 100
kilobytes when scanned to XIF. By contrast, a JPEG version of
the same file could be as much as five times the size.
Pagis Pro achieves its high compression levels by segmenting
scanned images into four layers in the XIF file: the binary (black
and white) text layer; the color text layer; the background tint
layer; and the color image layer. Each layer is then appropriately
compressed.
◆ Scan to and read many popular image formats
In addition to XIF, Pagis Pro can read and write many popular
image formats, including BMP, FlashPix, JPEG, and TIFF. For a
complete list of supported image formats, see Appendix A,
“Supported Programs and File Formats.”