ScanSoft PAPERPORT 10 User manual

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ScanSoft, Inc.
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PaperPort 10 Getting Started Guide
Part Number 50-F31A-10030
August, 2004

PaperPort Getting Started Guide iii
CONTENTS
Welcome to PaperPort 5
Installing and Activating PaperPort 5
Registration 6
Learning PaperPort 6
Technical Support 7
What’s new in PaperPort 10? 8
Getting to Know PaperPort 11
The PaperPort desktop 11
PaperPort items 12
The Folders pane 12
PaperPort item thumbnails 13
PaperPort page thumbnails 15
Two-part desktop 15
The Page View window 16
Acquiring Items 17
Scan to the PaperPort desktop 17
Set up your scanner with PaperPort 18
Print to PaperPort 18
Capture web pages 19
Add PaperPort folders 19
Use DesktopDelivery 20
Import pictures from your camera 20
Touching Up Images 21
Scanner Enhancement Technology tools 21
Edit multiple images 22

iv Contents
Annotating Pages 22
Annotation tools 23
Protecting Items 24
Filing Items 24
Add search criteria to items 25
Finding Items 26
Find items by their properties 26
Find words in an item 26
Add items to the All-in-One Search index 27
Use the All-in-One Search pane 27
Use PDF Searchable Image 28
Schedule indexing tasks 28
Sharing Files 29
Sending Items to Other Programs 30
Use OmniPage with PaperPort 30
Customize the Send To bar 31
Adjust Send To options 31
Converting Items 33
Convert items to image formats 33
Convert images to text 33
Filling Out Scanned Forms 34
Creating PDF Documents 35
Using ScanDirect 36
Uninstalling PaperPort 36

PaperPort Getting Started Guide 5
Welcome to PaperPort
Welcome to the ScanSoft®PaperPort Getting Started Guide.
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.
Installing and Activating PaperPort
You can install PaperPort from a CD or from the Web.
The PaperPort installation program provides easy step-by-step instructions.
Follow the instructions on each screen to install the software.
Installation and un-installation require Administrator rights; for Activation and
Deactivation you need web access. You will be invited to activate the product at
the end of installation. 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 10.0 can be launched only five
times without activation.

6Welcome to PaperPort
Registration
Registration enables you to take full advantage of ScanSoft 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 ScanSoft,
Inc. web site at http://www.scansoft.com.
Learning PaperPort
This guide introduces you to PaperPort and shows you how PaperPort can help
you manage your information. Additional sources of information to help you
learn how to use PaperPort include online Help, Release Notes, and the ScanSoft
web site.
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.
Using online Help
The PaperPort online Help includes comprehensive information on features,
settings, and procedures. Help is available from the PaperPort Help menu.
Additional technical support, including technical notes, frequently asked
questions, software updates, and more is available from the PaperPort Help
menu.
Using release notes
PaperPort Release Notes provide important information about this release of
PaperPort. This document is included on the installation CD, from the
PaperPort Help menu, and as a sample document on the PaperPort desktop.

PaperPort Getting Started Guide 7
Technical Support
ScanSoft offers both complimentary and fee-based technical support options
designed to meet your individual needs. Our services offer person-to-person
telephone and e-mail technical support. We also offer self-service, 24-hour access
to our Knowledge Base.
Visit http://www.scansoft.com for information about your support policy, local
support contacts, and product updates. Before contacting ScanSoft, be sure to
read the user documentation and review the Release Notes.
Minimum System Requirements
A computer with an Intel®Pentium®or higher processor
Microsoft Windows®98 (from second edition), Windows Me, Windows 2000
SP4 or above, Windows XP SP2 or above
Microsoft Internet Explorer 5.5 or above
128MB of memory (RAM), 256MB recommended
150MB of free hard disk space for application files plus 5MB working space
during installation
5MB for Microsoft Installer (MSI) if not present. (This is present as part of the
operating system in Windows Me, Windows 2000 and Windows XP)
SVGA monitor with 256 colors, but preferably 16-bit color (called High Color
in Windows 2000 and Medium Color in XP) and 800 x 600 pixel resolution
Windows-compatible pointing device
CD-ROM drive for installation
Web connection (with IE 5.5 or above) for activation and web update
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.

8Welcome to PaperPort
What’s new in PaperPort 10?
PaperPort 10 includes a number of valuable new features to help you manage
your documents.
Page thumbnails
See page thumbnails for your multi-page items, both in Desktop view and in the
PageViewer. Get a better overview of your documents – find, handle and reorder
pages quickly.
Scanner Enhancement Technology tools
Improve your image items with the SETTM tools – now accessible directly from
your PaperPort desktop by right-clicking on any image file. Annotation tools let
you mark up your image items.
New Scanner Wizard
Set up scanners with PaperPort more easily, then enjoy improved scanner
controls with greater scope for acquiring multi-page documents without
interaction.
Better searching
The new All-in-One SearchTM facility delivers more power and precision, both
on full-text searches and on keywords and other file information.
PDF creation
Generate image-only PDF files. Use the Duplicate as PDF command for image
items, including MAX files. Print text items to PDF from inside PaperPort or any
print-enabled application on your system. Full-text searches can be performed on
these files in PaperPort with the All-in-One Search.
Extended form functionality
A Print Only Fields tool in FormTyperTM lets you use PaperPort to fill in pre-
printed forms.

PaperPort Getting Started Guide 9
Extended shortcut menus
Find far more functionality when right-clicking an item – be it a file or a folder.
Greater flexibility with stacking and unstacking
PaperPort now provides greater choice for stacking together desktop items of
different file formats and offers more options in unstacking.
Folder improvements
Use the Folder Manager to organize your PaperPort folder structure, find more
functionality in the folder shortcut menus and utilize the Back button to
navigate through your folder tree quickly and easily.
Closer integration with other ScanSoft products
•If you have ScanSoft OmniPage®Pro on your system, PaperPort cooperates
with it more closely than ever, providing cutting-edge OCR page recognition
services and high-level PDF creation.
•If you have ScanSoft PDF Converter for Microsoft®Word on your system,
it will appear on the Send To bar, allowing you to unlock PDF files and
transform them into editable Word documents.
The following advanced features are available only in PaperPort Professional 10:
Two-part desktop
Split the PaperPort desktop into two Workspaces, to make it much easier to
compare, move or copy pages between documents at different locations.
Bookmark your Workspaces for one-click return to favorite locations.

10 Welcome to PaperPort
Fully-featured PDF creation
The latest ScanSoft PDF Create! product is included, letting you create more
compact higher-quality 1.5 version PDF files. Files created from any text
application are searchable and editable. Create PDF files from PaperPort or any
print-enabled application on your system, with precise control over compression,
font embedding, password protection, watermarking and more. The program
can be accessed through the Windows Start Menu, the PaperPort Print dialog
box and the Print to PaperPort (PDF) menu item in the File menu. The program
has its own Help systems.
Index Manager
Schedule full-text indexing of your items for the All-in-One Search to run as
background processes at times of your choosing.
DesktopDelivery
Set up system folders to be monitored by DesktopDeliveryTM for files of
specified types to be automatically transferred to PaperPort folders. Acquire
e-mail attachments in a similar way.
PaperPort 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 11
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 your documents, as well as the tools you can use to manage
them. PaperPort offers all the tools necessary to organize, find, and use
documents and images.
Function pane can present:
•Folders (View menu)
•Page Thumbnails (View menu)
•Item Properties (View menu)
•Scan or Get Photo (File menu)
•All-in-One Search (Tools menu)
Image item thumbnail Text item thumbnail
Access to
other pages
Folders
Command bar
Desktop
Send To bar

12 Getting to Know PaperPort
PaperPort items
The documents and photographs you acquire in PaperPort are called items.
There are two types of items: image items and text items.
Image items are scanned documents, photographs, and other digital items in an
image format, such as PDF, JPEG, TIFF, or PaperPort Image (.max).
You create image items from documents, photographs, line art, or other items
that you scan, copy, or bring in to the PaperPort desktop.
Text items are documents that contain editable text, such as Word (.doc),
HTML, and Excel files, and are created by word processing and other text-based
applications.
You can use any flavor of PDF file (PDF Image, PDF Searchable Image, and
PDF Formatted Text and Graphics) with PaperPort. PaperPort distinguishes
between image-only and non-image PDF items. You can use the SET tools to
improve the quality of PDF-image only items.
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.
PaperPort includes a My PaperPort Documents folder containing items to
demonstrate some of the types of items you can keep on the PaperPort desktop.
You can also 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.
The Folders pane
The Folders pane presents a hierarchical view of your PaperPort folders, similar
to the view you see in Windows Explorer.
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.

PaperPort Getting Started Guide 13
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.
When you have acquired your own PaperPort items, you do not have to use the
My PaperPort Document folder to store them. You can add other local and
network folders to PaperPort's Folder View. You can also delete the My PaperPort
Documents folder, but your PaperPort structure must contain at least one folder.
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 PageViewer.
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. In addition, thumbnails give you the ability
to scroll through the pages of the document without opening it.
PaperPort shows large, clear thumbnails of all your documents and photos,
including:
•Scanned pages and photos
•Photos from your digital camera
•Image files in many formats, such as BMP, TIFF, JPEG, GIF, and MAX
•Microsoft Word, PowerPoint, Excel, Word Perfect, and other documents
created in popular software programs
•PDF documents
•PDF Image items
•HTML documents
To show or hide the Folders pane, click the Folders button on the Command bar.
With the desktop split, Folders panes can be displayed for each Workspace.

14 Getting to Know PaperPort
Each item thumbnail appears with an icon that identifies the program in which it
was created or is currently associated. This makes it easy and convenient to
quickly see and find all different types of items on your computer.
Click on a thumbnail to see image attributes. A small icon indicates that the
Read-only attribute is set for that item. A small icon indicates that the image
has annotations. Multi-page image items show 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 line appears around an item to indicate that it is
selected. While working with item thumbnails, you can:
•Drag a thumbnail to reposition it on the PaperPort desktop.
•Drag a thumbnail to a folder to move the item to that folder.
•Drag a thumbnail to another open Workspace to move the item to that open
folder.
•Double-click a thumbnail to view the item.
•Press the Ctrl key and double-click a thumbnail to open the item in its
source program.
•Right-click a thumbnail to display the item’s shortcut menu.
•Drag a thumbnail to the Send To bar to send a copy of the item to another
program.
Just as you can organize and arrange documents on your physical desktop, you
can quickly rearrange the items on the PaperPort desktop. For example, after
selecting a thumbnail, you can reposition it or rotate it.
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.

PaperPort Getting Started Guide 15
PaperPort page thumbnails
The Page Thumbnails pane on the PaperPort desktop and in PageViewer
displays thumbnails for multi-page image items. Select a multi-page item, then
click the Page Thumbnails button or use the View menu. Page-level operations
can be done quickly without having to open the files – these are available for
PDF files (both on the PaperPort desktop and in PageViewer) and MAX files
(desktop only). In the pane you can:
•Enlarge or reduce thumbnail size.
•Copy, paste, cut, delete and reorder pages.
•Insert new pages at a certain location in the document.
•Append new pages at the end.
•Copy and move selected pages to a Workspace as separate PDF files.
•Copy and move pages between separate documents open in different panes.
Two-part desktop
When you first start PaperPort Professional 10, 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. Right-click the active Workspace or use the Views button to change the
way of viewing. 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. To remove the desktop split, open
the Desktop menu, and uncheck the Split Desktop menu item.
You can also bookmark the Workspaces of your choice by using the Bookmark
Workspace command from the Desktop menu. To manage them, use the
Organize Bookmarks command. Getting to a frequently used Workspace is just
a mouseclick away, since they are all displayed in the same menu.
The Page Thumbnail view of a secure PDF is only available by supplying its
password.

16 Getting to Know PaperPort
The Page View window
The Page 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.
To view an item in the Page View window, double-click an item thumbnail,
choose View from its shortcut menu or select the item and click the Page button
on the Command bar.
Active
Workspace
Send To bar
Inactive
Workspace
Function pane
showing page
thumbnails
Desktop split
Function pane
showing folders
Annotation Tools
SET Tools
Desktop button:
click to return to the
PaperPort desktop
Page Thumbnails
Pane

PaperPort Getting Started Guide 17
Acquiring Items
There are many ways to bring images and documents into PaperPort so that you
can use PaperPort’s viewing, editing, annotation, indexing, OCR, and file
management tools. For example, you can:
•Scan photos, pages, and other images on a scanning device.
•Add folders to PaperPort that already contain images and documents.
•Capture snapshots of web pages.
•Import files from other programs on your computer.
•Print documents from other programs to the PaperPort desktop.
•Drag or cut-and-paste images and documents from Windows Explorer, or
other programs to the PaperPort desktop.
•Acquire photos from a digital camera.
•Bring files into PaperPort Professional 10 using DesktopDelivery.
Scan to the PaperPort desktop
PaperPort is designed to work with TWAIN- and WIA-compatible scanners.
(ISIS support is only included in PaperPort Professional 10.)
Click the Scan or Get Photo button to start scanning. In the Scan pane, you can
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 display the PaperPort panel with two tabs.
•Output: set file format and automatically suffixed file names.
•Scan: adjust scan settings: mode, resolution, size, orientation, filter color,
brightness and contrast.
When the scan is complete, you will see your item on the PaperPort desktop.
If your scanner does not use a TWAIN, WIA or ISIS device driver, use the program that
came with your scanner to scan items. Then, copy or move the scanned items to
PaperPort. Refer to the PaperPort Help for more information about scanning.

18 Acquiring Items
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.
Set up your scanner with PaperPort
All files needed for scanner setup and support are copied automatically during
the program’s installation, but no scanner setup occurs at installation time.
Before using PaperPort for scanning, your scanner should be installed with its
own scanner driver software and tested for correct functionality. Scanner driver
software is not included with PaperPort.
Scanner setup is done through the Scanner Setup Wizard. You can start this
yourself: by clicking the Scan or Get Photo button, then the Setup button in
the Scan pane. You can also start the Wizard from ScanDirect by right-clicking
the Scan button. Otherwise, it appears when you first attempt to perform
scanning in ScanDirect. Follow the on-screen instructions to set up your scanner.
Print to PaperPort
To bring items in from other programs, you can print them to the PaperPort
desktop as PDF Image or PaperPort Image (.max) items.
This feature lets you quickly import spreadsheets, pictures, database files, word
processing files, and other files into PaperPort as items on the PaperPort desktop.
In PaperPort Professional 10, you can use Print to PDF to print the document in
PDF Formatted Text & Graphics format.
You can use the Print to PaperPort capability to create print-formatted views of
web pages.
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 10) to monitor folders for incoming scanned images.

PaperPort Getting Started Guide 19
Capture web pages
You can use Web Capture to capture web pages on the Internet as PaperPort
Image items or PDF Image items on your PaperPort desktop. These items
function as convenient pointers to your favorite web sites.
Once you capture a web page, you can perform a variety of activities. For
example, you can:
•View the page.
•Save the page for archive purposes.
•Go to the actual web page on the Internet (PaperPort Image item only).
•Index the content of captured web pages.
Add PaperPort folders
PaperPort provides an easy-to-use filing system for organizing your items and
sharing them with others. In the Folders pane, you can:
•Add existing folders on your computer to the Folders pane.
•Create new folders, mapped network drives and folders on external devices
attached to your computer.
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.
You can 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.
Refer to the PaperPort Help for more information about adding and using
PaperPort folders.
Use the Print to PaperPort feature to create print-formatted views of web pages, which
can also be added to the All-in-One Search index for searching by text content.

20 Acquiring Items
Use DesktopDelivery
DesktopDelivery (PaperPort Professional 10 only) monitors network or local
folders for incoming files of specified types (PDF, TIFF, JPEG and MAX). It can
also monitor e-mail folders for attachments. It imports these files to specified
PaperPort DesktopDelivery folders (i.e. PaperPort folders designated to receive
files from a monitored folder outside PaperPort). Right-click on any PaperPort
folder and select DesktopDelivery from the shortcut menu.
Refer to the PaperPort Help for details.
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 first time. Instead, bring your files into PaperPort and use the SET
tools to enhance them.
Monitored e-mail inbox folder
Monitored folder