ScanSoft SCANSOFT PAPERPORT 1.1 User manual

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PaperPort 11 Getting Started Guide
Part Number 50-F31A-10060
March, 2006

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 11? 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
Customizable toolbars 17
Acquiring Items 17
Scan to the PaperPort desktop 18
Set up your scanner with PaperPort 19
Using Scan Profiles 19
Print to PaperPort 20
Capture web pages 20
Add PaperPort folders 20
Use DesktopDelivery 21
Import pictures from your camera 22
Touching Up Images 22
Scanner Enhancement Technology tools 23
Edit multiple images 25
Annotating Pages 26
Annotation tools 26

iv Contents
Protecting Items 27
Filing Items 28
Add search criteria to items 29
Finding Items 30
Find items by their properties 30
Find words in an item 31
Add items to the All-in-One Search index 31
Use the All-in-One Search pane 32
Use PDF Searchable Image 32
Schedule indexing tasks 33
Sharing Files 33
Sending Items to Other Programs 34
Use OmniPage with PaperPort 35
Customize the Send To bar 35
Adjust Send To options 36
Converting Items 37
Convert items to image formats 37
Assembling documents 37
Convert images to text 38
Filling Out Scanned Forms 38
Creating PDF Documents 39
Using ScanDirect 40
Uninstalling PaperPort 40

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 11.0 can be launched only five
times without activation.

Welcome to PaperPort 6
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.
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 Nuance
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 the
program. 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
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 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
A computer with an Intel®Pentium®or higher processor
Microsoft Windows 2000 SP4 or above, Windows XP SP2 or above
Microsoft Internet Explorer 5.5 or above
128MB of memory (RAM), 256MB recommended
200MB of free hard disk space for application files plus 5MB working space
during installation
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.

Welcome to PaperPort 8
What’s new in PaperPort 11?
PaperPort 11 includes a number of valuable new features to help you manage
your documents.
Unprecedented Performance
Faster launch, quick folder navigation, bigger folder capacity and faster item
display both on the PaperPort Desktop and in Page Viewer.
Improved OCR Accuracy
PaperPort 11 provides more accurate conversion to text on scanned and PDF
documents including lower resolution images.
How-to-Guides
On first startup the program will offer you a series of illustrated mini-guides
showing typical tasks and processes, providing quick access to program areas and
relevant Help sections. Once disabled, How-to-Guides can be switched on again
in the Help menu.
Improved Scanner Selection
Select the scanner you want to use easily in the Scan pane without the need to
run the Scanner Setup Wizard separately.
Scanning directly from scanner buttons
Use your device buttons to scan directly into PaperPort. Assign PaperPort events
to scanner buttons to get this functionality. See the Scan Documents section in
the How-to-Guides for details.
Scan profiles
With PaperPort scan profiles, you can scan different types of documents and
images more easily. The profiles are optimized for the most common tasks:
scanning in black-and-white, grayscale, scanning color documents, or color
photos.

PaperPort Getting Started Guide 9
Capture Assistant
Have more precise control over multi-page scanning with the integrated Capture
Assistant. The widest range of options are provided in PaperPort Professional 11.
Folder Notes
If you want to automatically add the same subject, author, or keywords to all
PDF and MAX items coming into a specific folder through scanning or
DesktopDeliveryTM, use Folder Notes. Entering keywords and subjects makes it
easier to find items later.
Customizable Toolbars
You can now set up your PaperPort workspace more comfortably by
repositioning or docking toolbars, and customizing which icons you want to
display.
New SET Tools
New SETTM Tools give you more control over image quality: you can set black
and white points for auto-enhancement, and erase unwanted handwritten notes
or shadows from the edge of your scanned pages.
PaperPort Watson
A new intelligent search utility that unites the best of the PaperPort All-in-One
SearchTM with other popular search engines including Google®and MSN®
Desktop Search utilities.
Closer integration with other Nuance products
• If you have ScanSoft®OmniPage®on your system, PaperPort
cooperates with it more closely than ever, providing cutting-edge OCR
page recognition services and high-level PDF creation including
Searchable PDF files.
• PaperPort Professional 11 comes with integrated PDF Create!
enabling you to create smaller text-based PDF files from applications
and assemble PDF files quickly and easily from a variety of source
documents.

Welcome to PaperPort 10
The following advanced features are available only in PaperPort
Professional 11:
Unlimited Scan Profiles
You can freely create and configure new Scan Profiles, or remove unwanted ones.
Professional Capture Assistant
Professional Capture Assistant: The Capture Assistant displays thumbnails of
pages as they are scanned. After scanning, you can re-order or rotate pages or add
blank separator pages. When you are done, you can specify subject, author and
keywords for your items.
PDF-MRC High Compression
Now you can create scanned color or grayscale PDF files that are up to 8 times
smaller than regular scanned documents.
Searchable PDF
If you have OmniPage together with PaperPort Professional on your system, you
can create searchable image PDF files as well. You can index, search and extract
the text content of such PDFs.
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.
PaperPort How-to-Guides
The How-to-Guides display on first program launch. They are a series of mini-
guides that help you get started easily by providing concise overviews of key
program areas, such as scanning, searching, document assembly and the like.
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 with
customizable
toolbars Desktop
Send To bar

Getting to Know PaperPort 12
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 (PDF Normal)) 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. 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.

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 formats such as BMP, TIFF, JPEG, GIF, and MAX
•Microsoft Word, PowerPoint®, Excel®, Word PerfectTM , and other
documents created in popular software programs
•PDF 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.

Getting to Know PaperPort 14
•PDF Image items
•HTML documents
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.
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. The first three items listed below are available for all
image files. The remainder are available for PDF files (both
on the PaperPort desktop and in PageViewer) and MAX
files (desktop only). You can:
•Enlarge or reduce thumbnail size.
•Copy and move selected pages to a Workspace as separate PDF files.
•Copy and move pages between documents open in different panes.
•Copy, paste, cut, delete and reorder pages.
•Insert new pages at a certain location in the document.
•Append new pages at the end.
Two-part desktop
When you first start PaperPort Professional 11, 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 or click the Split Desktop icon.
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.

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

PaperPort Getting Started Guide 17
Customizable Toolbars
PaperPort’s buttons are placed into five groups according to their functionality.
You can move, dock, reposition toolbars, and set which buttons you want to
display on the PaperPort desktop and in Page View as well. To customize a
PaperPort toolbar right-click it and choose Customize... .
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 11 using DesktopDelivery.
Set toolbar button order
Buttons currently visible
More available buttons

Acquiring Items 18
Scan to the PaperPort desktop
PaperPort is designed to work with TWAIN- and WIA-
compatible scanners. (ISIS®scanner driver support is available
on request, only in PaperPort Professional 11.)
Click the Scan or Get Photo button to display the Scan 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 PaperPort Professional) to view and control scanning progress.
When the scan is complete, you will see your item on the PaperPort desktop.
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.
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.
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 11) to monitor folders for incoming scanned images.

PaperPort Getting Started Guide 19
Set up your scanner with PaperPort
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.
Properly installed and correctly functioning scanners are
immediately available in PaperPort by clicking the 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 11.0.
Using Scan Profiles
PaperPort comes with scan profiles optimized for typical scanning tasks. Choose
Black and White, Grayscale or Color Document; or Color Photograph for best
results.
Scan profile panels have the following tabs:
•Profile:displays the currently used scan profile.
•SET:define what enhancements you would like to run automatically.
•Output: set file format and automatically suffixed file names.
•Scan: adjust scan settings: mode, resolution, size, orientation, filter color,
brightness and contrast
In PaperPort Professional 11, you can also 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 much
smaller PDF files.
PDF Searchable Image is only available in PaperPort Professional 11, when you also have
OmniPage installed on your system.

Acquiring Items 20
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, you can use Print to PDF to print the document in
PDF Formatted Text & Graphics (PDF Normal) format.
You can use the Print to PaperPort capability to create print-formatted views of
web pages.
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 view it, archive it, go to the actual web
page on the Internet (MAX items only), or 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 attached devices.
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.