ScanSoft PDF CREATE! 3-HELP Reference guide

ScanSoft PDF Converter
Professional 3
Online Help

2
Introduction
ScanSoft®PDF Converter Professional 3 offers the full circle of functionality for
handling Portable Document Format (PDF) files. It can open PDF files from versions
1.0 to 1.6 for viewing, editing, annotation and re-assembly. It can create PDF files
from versions 1.3 to 1.5. This professional product has three parts(creating, editing
and converting) that are installed and activated with a single procedure.
Create PDF Files
ScanSoft PDF Create! 3 lets you convert a wide range of file types to Portable
Document Format (PDF) files. When working in Microsoft®WordTM, ExcelTM or
PowerPoint®you can call on the program to create a PDF file directly from your
current document. When converting from Microsoft Word, hyperlinks and comments
can be transferred and you can set bookmarks to be generated from the structure of
the Word document. Files can be protected by passwords and can include
watermarks. Compression and font settings give you control over PDF file size and
appearance.
Edit PDF Files
ScanSoft PDF Converter Professional gives you extensive control over your PDF
files: through an easy-to-use browsing and reading interface. You can edit pages
and documents, annotate and review them, adjust document security, sign your
documents and more. PDF documents can be compiled from different sources and
pages can be rearranged. The program delivers a powerful document management
system: use it to create archives from related documents to index and search them
later.
Export PDF Files
ScanSoft PDF Converter 3 lets you unlock PDF files to edit them as Microsoft®
Word, Microsoft Excel, Corel®WordPerfect®, and generic RTF files. It also lets you
open PDF files directly from these applications, edit them and save them in the
appropriate file type. The program offers three types of conversions, resulting in
documents, forms or spreadsheets.

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System Requirements
The following are the minimum system requirements to install and run the ScanSoft®
PDF Converter Professional 3.0:
A computer with at least an Intel®Pentium®or comparable
Microsoft Windows®98 (from second edition), Windows Me, Windows 2000
(SP4), or Windows XP (SP1, SP2)
Microsoft Internet Explorer 5.1 or above
Applications associated to the file types to be converted to or from PDF (for
example Microsoft Word 97, 2000, XP or 2003 for .doc files, Corel WordPerfect 9
to 12 for wpd files, Microsoft Excel for xls files)
128 MB of memory (RAM), 256 MB recommended
140 MB of free hard disk space for application files plus 5 MB working space
during installation
5 MB 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
Internet connection for activation, de-activation and automatic program updates.
To create a PDF file, you must have a print-enabled application on your system that
can handle the source file and that is associated with it.
Conversions (unlocking PDF files) can be performed whether or not the target
applications are installed on your system. However, to use the results, you need the
applications associated to the target file types you want to use (for example
Microsoft Word 97, Microsoft Word 2000, Microsoft Word XP or Microsoft Word 2003
(SP1) for .doc files, the same versions of Microsoft Excel for .xls files and Corel
WordPerfect 9 through 12 for .wpd files).
Note:Performance and speed will be enhanced if your computer’s processor,
memory, and available disk space exceed minimum requirements. This is especially
true when converting very large color PDF files.

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Installation and Activation
Please remove any previous version of PDF Converter or Create! before the
installation. Please remove any version of the ZeonTM DocuComTM PDF printer driver
utility before the installation.
1. Insert the CD-ROM in your CD-ROM drive
The installation program will start automatically. If it does not, locate your CD-ROM
drive in Windows Explorer and double-click the converter’s setup.exe file. Choose a
language for the installation. The InstallShield®Wizard will appear.
If you have downloaded the converter from the ScanSoft web site just double-click its
setup.exe file.
2. Follow the on-screen instructions
You must accept the license agreement in order to proceed.
You must enter a serial number. You will find this on the CDsleeve or on the
ScanSoft web site at the download location. Be sure to keep the serial number in a
safe place; it is fully checked only during product activation and is also needed for
any re-installations.
The installer offers a default location for the program. Accept it or define a different
one.
In the program folder's sub-folders you will find the Readme file in HTML format and
the Quick Reference Guide in PDF format.
3. Click Finish
4. Register
Registration runs at the end of installation. Select Register Online to establish a
connection to the ScanSoft web site. We provide an easy electronic form that can be
completed in a few minutes. When the form is filled, click Submit.
If you decide not to register or to be reminded later, you can go to www.scansoft.com
to register online any time later. Click on Support and from the main support screen
choose Register in the left-hand column.
For a statement on the use of your registration data, please see ScanSoft’s Privacy
Policy.
5. Activate
You will be invited to activate the product at the end of installation. Please ensure
that web access is available. 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.

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If you do not activate the product at installation time, you will be invited to do this
each time you invoke the program. PDF Converter can be launched only five times
without activation.
Note: We recommend Automatic Activation. If you choose Manual Activation, you
have to activate both PDF Converter and PDF Converter Professional separately.
Note:Any earlier version of PDF Converter or PDF Create! or of a Docucom PDF
printer driver should be removed before installing version 3. Keep the serial number
of the earlier version, to retain the option of installing it on a different computer.
Note:The user performing installation or un-installation should have Administrator
rights on the computer. Administrator rights are recommended for activation and de-
activation.
Note:You will be allowed to re-install the program a reasonable number of times
without having re-activation problems, because un-installation includes a de-
activation step. The serial number is needed for re-installation and web access is
needed for de-activation and re-activation.
Note:The program can be installed on a server and pushed to local computers in a
Local Area Network (LAN). Please contact ScanSoft for license information and
separate documentation.

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Key Features
PDF Creation: You can create PDF documents in the Windows environment from
almost all application source files, with speed and quality.
Document Assembly: You can combine Microsoft Word, Excel, PowerPoint, or other
source files into one PDF document; or drag-and-drop pages from different sources
to assemble a new document. You may then freely re-arrange pages; create
bookmarks and/or hyperlinks; create table of contents; re-number pages; use the
commands Rotate, Crop, Copy, Paste, Delete, Replace, and finally secure and
publish the documents.
Edit Bookmarks and Hyperlinks: Tools are available for creating bookmark trees to
logically represent a document; or drag the bookmark tree across files to create a
document archive.
Add Revisions and Annotations: The program offers a wide variety of revision tools
available on the Annotation Palette.
Secure Documents: Documents can be secured using passwords.
Custom Fields: You can define custom fields which are useful for post-processing or
creating indexes.
Create PDF Forms: You can create electronic forms by designing the form (with
static text and graphics) in any authoring application, such as Microsoft Word. Then
drag the Word document into PDF Converter Professional, so that it is converted to
PDF, then add dynamic fields using the form tools.
Search Documents: You can create indexes across gigabytes of PDF documents.
This Unicode based index engine allows searching of both the file contents and pre-
defined custom document properties fields.
Edit Page Contents: You can insert and manipulate clipart. You can edit text on
document pages using the Text Touchup tool.
Sign Documents: PDF Converter Professional uses industrial standard Public-
Private Keys to digitally sign documents.
Sending Documents or Pages: You can send selected pages, or a whole document
to mail recipients.
Undo – Redo: Unlimited levels of Redo and Undo help you to correct mistakes when
editing the PDF document.
Enjoy Intuitive Browsing: Use the Hand tool with the Dynamic Zoom and Loupe to
reveal every detail of the page contents.

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Starting PDF Converter Professional
There are several ways to start the program:
From the Start menu, select (All) Programs / ScanSoft PDF Professional 3.0 /
PDF Converter Professional 3.0, then click the Open button or select Open
from the File menu and select a PDF file. If you select more than one PDF file,
they will be opened in separate windows. If you select Microsoft Office files
(*.doc, *.rtf, *.xls, *.ppt), they will be converted immediately to PDF files, and will
be displayed in separate windows.
Click the program icon on the desktop if you placed it there, then proceed
as described above.
Double-click on a PDF file: If you choose PDF Converter Professional as the
default PDF viewer when prompted, you can double click on a PDF file to start
the program and load the selected PDF file.
Browse PDF files on a Web Server: If you choose PDF Converter Professional
as the default PDF viewer when prompted, click any PDF URL on a Web page to
open the PDF file in the program.
Drag-and-drop files: You can drag-and-drop PDF files onto the PDF Converter
Professional program window to have them opened – up to a “Maximum Opened
Files” limit , preset under Preferences. You can also drag-and-drop documents
(*.doc, *.txt), Excel sheets (*.xls), PowerPoint slides (*.ppt) to have them
converted.
Right-click a PDF file: Select Create/Combine/Overlay PDFs in the shortcut
menu. PDF Create! Assistant will appear displaying the clicked PDF file name.
This method is useful if you want to combine or overlay PDFs. To change
settings before PDF creation, select PDF Create! Properties from the shortcut
menu.
Right-click an Office file: Select one of the following shortcut menu items:
Create PDF, Create and E-mail PDF, Create/Combine/Overlay PDFs. To
change settings before PDF creation, select PDF Create! Properties from the
shortcut menu.
Note:You can collect several files written in different formats (PDF and Office files)
and located in different folders and combine them into one PDF. Use the
Create/Combine/Overlay PDFs shortcut menu item. The clicked files will be added
to the PDF Create! Assistant file list.

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The Workspace
The PDF Converter Professional program window contains a Document Window and
an Organizer Panel. The Document Window can display more than one PDF
document at a time.
Document Window: Contains Document Views which in turn may have a Page
Panel to show Bookmarks, Pages, Document Info, Annotations, etc.
Organizer: This versatile area gives you access to Document and Digital Signature
Preferences; Comment, Form, and Touchup Text Properties; the Search Tool,
Actions, Stamps, Watermarks and Clip Art.
Menu bar
Main Toolbar
Navigation
Panel
Document View Organizer
View bar
The Main Toolbar contains tools grouped by functionality. Right-click on the toolbar
area to display the shortcut menu. You can show or hide the tool groups by clicking
their names in the shortcut menu.

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About PDF Toolbars
The ScanSoft PDF Toolbar appears in Microsoft Word and Microsoft Excel.
It has four buttons: The Open PDF button and the three Create buttons:
.
The three Create PDF buttons correspond to the PDF Create! menu items in
Microsoft Word, Excel and PowerPoint.
Use the first button to create a PDF file. Use the second one to create and e-mail a
PDF file. The third button behaves in different ways depending on the application.
Use in Microsoft Word to display the Links dialog box. Use in Microsoft
Excel or PowerPoint to display the ScanSoft PDF Create! Properties dialog box. In
Microsoft Word you can display this latter dialog box if you choose the ScanSoft
PDF Create! printer driver in the Print dialog box and then click in the Properties
button.
Note:Under Microsoft Office 2000 only two buttons will be available: Create PDF
and Open PDF. Use the PDF Create! menu items in this case for creating and e-
mailing a PDF, or for displaying the ScanSoft PDF Create! Properties dialog box.
In Microsoft PowerPoint only the Create PDF buttons will appear, while
in Microsoft Outlook the button is available.

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CREATING PDF FILES
Starting PDF Creation
There are several ways to start PDF creation from this program. Check your PDF
settings first, and then start PDF creation in one of the following ways:
using PDF Create! Assistant
choosing File / Create PDF / From File...
choosing File / Create PDF and choosing a multiple file command, to call the
Create PDF dialog box. This can also be done with the corresponding icons
from the Main Toolbar.
from the Print dialog box in any print-capable Microsoft Windows application.
using the shortcut menu of a source file.
using drag-and-drop.
The PDF files will be viewable, printable, searchable and editable (they will be
“Normal” PDF files) unless the source file came from an imaging application or
security permissions prohibit some of these functions.
PDF Create! Assistant
To access PDF Create! Assistant click the button in the Main Toolbar and
choose PDF Create! Assistant.
List of files
You can use the button to build up a list of files in PDF Create! Assistant.
Alternatively, you can drag-and-drop files from Windows Explorer into the list area.
You can remove selected files from this list with the Remove button. The removed
files will not be deleted from your computer, only from this list. You can change the
order of files with the up and down arrows.
Options for PDF creation
In the drop-down list you can choose from the following options:
Create one PDF per file
Combine into one PDF document
Overlay files as one PDF document