ScanSoft WorkCentre M118 User manual

COPYRIGHTS
Copyright © 1999–2003 by ScanSoft®, Inc. All rights reserved. No part of this publication
may be transmitted, transcribed, reproduced, stored in any retrieval system or translated into
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magnetic, optical, chemical, manual, or otherwise, without prior written consent from
ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts 01960. Printed in the United
States of America and the Netherlands.
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.
TRADEMARK REFERENCES
ScanSoft, PaperPort, PaperPort Deluxe, ScanDirect, FormTyper, OmniPage, OmniForm, and
SimpleSearch are registered trademarks or trademarks of ScanSoft, Inc. in the United States
and/or other countries.
All other names and trademarks referenced herein are trademarks of ScanSoft or their
respective owners. Designations used by third-party manufacturers and sellers to distinguish
their products may be claimed as trademarks by those third-parties.
ScanSoft, Inc.
9 Centennial Drive
Peabody, Massachusetts 01960
PaperPort SE Getting Started Guide
July, 2003

PaperPort Getting Started Guide iii
CONTENTS
Welcome to PaperPort 5
Installing PaperPort 5
Registration 5
Learning PaperPort 6
Using online Help 6
Using release notes 6
Technical Support 6
Getting to Know PaperPort 7
The PaperPort desktop 7
PaperPort items 8
The Folders pane 8
PaperPort thumbnails 9
The Page View window 11
Acquiring Items 12
Scan to the PaperPort desktop 12
Print to PaperPort 13
Add PaperPort folders 13
Import files 14
Download pictures from your camera 14
Touching Up Images 14
Image editing tools 15

iv Contents
Annotating Pages 16
Annotation tools 17
Filing Items 18
Work with PaperPort folders 18
Color-code folders 18
Work with items 19
Add search criteria to items 19
Finding Items 20
Find items by their properties 20
Use the Search pane 20
Sharing Files 21
Sending Items to Other Programs 22
Adjust Send To options 23
Customize the Send To bar 23
Send items as E-mail attachments 24
Converting Items 25
Convert items to image formats 25
Convert images to text 25

PaperPort Getting Started Guide 5
Welcome to PaperPort
Welcome to the 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 thumbnails allow you to visually organize, retrieve and use
your scanned documents. PaperPort’s editing tools ensure that scanned
documents will look great while the annotation tools let you add notes and
highlights to any scanned image.
Installing 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.
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.

6Welcome to PaperPort
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 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 on 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, on the PaperPort
Help menu, and as a sample document on the PaperPort desktop.
Technical Support
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.

PaperPort Getting Started Guide 7
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.
Document
thumbnails
Folders
Main toolbar
Desktop
S
end To Bar

8Getting 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 quickly send an item to another program without leaving the PaperPort
program. 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 Samples folder containing items to demonstrate some of the
types of items you can keep on the PaperPort desktop.
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.
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.

PaperPort Getting Started Guide 9
Although you cannot remove My PaperPort Documents from the Folders pane,
you can delete all subfolders whenever you prefer. 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.
PaperPort thumbnails
One quick way to locate your PaperPort items is to visually browse through the
thumbnails on your PaperPort desktop. Each thumbnail is a small, graphic
representation of your document or photo. 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, and MAX
•PDF Image items
Text items have generic thumbnails displaying only the document type and item
name.
Each 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.
To show or hide the Folders pane, click the Folders button on
the Command bar.

10 Getting to Know PaperPort
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 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.
•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 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 11
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.
To view an item in the Page View window, double-click a thumbnail, or select
the item and click the Page button on the Command bar.
Click the PaperPort desktop button to toggle back to the PaperPort desktop at
any time.
Annotation Tools Image Editing
Tools

12 Acquiring Items
Acquiring Items
There are many ways to bring images and documents into PaperPort so that you
can use PaperPort’s viewing, editing, annotation, 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.
•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.
•Download photos from a digital camera.
Scan to the PaperPort desktop
PaperPort is designed to work with TWAIN- and WIA-compatible scanners.
Use the Scan pane to call up your scanner’s program to bring images and
documents into PaperPort so that you can use PaperPort’s features.
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.
If your scanner does not use a TWAIN or WIA 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.

PaperPort Getting Started Guide 13
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.
Print to PaperPort
To bring items in from other programs, you can print them to the PaperPort
desktop as 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.
You can use the Print to PaperPort capability to create print-formatted views of
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.
You can also use a high-speed, networked scanner to scan items to a
networked folder and then add the folder to PaperPort.

14 Touching Up Images
Import files
You can use the Import file feature to bring an image file, such as those in the
PDF, BMP, JPEG, and TIFF format, created in another program to the
PaperPort desktop. The image file you import becomes a PaperPort Image item
on the PaperPort desktop.
In addition to using the Import command, you can also copy and paste or drag
and drop documents and images directly onto the PaperPort desktop.
When you are finished, you can easily convert the files to a different format if
desired.
Download pictures from your camera
To get digital photos on the PaperPort desktop, you can download your photos
from a TWAIN- or WIA-compatible camera. If your camera does not use a
TWAIN or WIA device driver, use the photo download program that came with
your camera to get your photos into your computer and drag and drop the
photos to PaperPort. Refer to the PaperPort Help for more information.
Touching Up Images
When you display an image item in the Page View window, PaperPort provides
several tools you can use to adjust or improve your image.
For example, you can straighten a scanned page, lighten an underexposed
photograph that is too dark, adjust the color in a color picture, remove “dirt
spots” from a document page, or sharpen fuzzy pictures. In addition, you can
rotate an item, remove stray dots, enhance lines, remove red eye, and crop part of
an image.

PaperPort Getting Started Guide 15
Image editing tools
Select image Use the Selection tool to select part of an image you want to
cut, copy, or delete using the commands on the Edit menu.
Use it also to select part of an image before cropping or using
the Remove Red Eye tool.
Rotate an
image
Click the Rotate tool to rotate the selected item 90 degrees to
the right.
Straighten an
image
Sometimes a document is crooked when scanned. When this
occurs, you can use the Straighten and Auto Straighten tools
to adjust it.
Enhance an
image
The Auto Enhance feature adjusts the brightness and
contrast, color, and tint of an image. PaperPort analyzes the
image and tries to correct whatever is wrong with the
image.
You can manually adjust your image using the Enhance tool.
Sharpen an
Image
Select the Sharpen tool to adjust the sharpness of a blurry
picture or, blur a sharp image for special effect.
Remove red
eye
The Remove Red Eye tool helps you to remove the red-eye
effect that occurs when photographing people or animals in
low light or with a flash.
Remove part
of an image
When you want to save or work with only part of a page or
image, you can crop the image or you can erase the part that
you do not want to use.
Use the Selection tool to define the part you want to keep and
then use the Crop tool to remove the remainder.
Select the Erase tool to erase the area of the image that you
draw over with the pointer.

16 Annotating Pages
Annotating Pages
PaperPort includes a collection of annotation tools that allow you to mark up
scanned documents with information you would like to keep with that
document.
On PDF and PaperPort Image (.max) files, annotations are editable, meaning
that you can reposition, change, or remove them—or edit textual content—
whenever you want. On other types of image items, such as JPEG and Windows
Bitmap files, annotations become a permanent part of the image when you save
the item. For item types that cannot accept annotations, PaperPort automatically
disables the annotation tools.
Using PaperPort’s annotation tools, you can add notes and text, highlight text,
draw lines and arrows, or stamp a picture onto an image item.
It is easy to send a document with annotations to people without PaperPort by
using the PDF Image format. The recipient only has to double click on the e-
mail attachment they receive from you and they will see the document in Adobe
Acrobat – annotations intact.
Remove stray
dots
Scanned images sometimes include stray dots or “speckles”
The Remove Stray Dots tool automatically finds and removes
such “dirt” from a page.
Improve lines The Improve Lines tool darkens lines and connects broken
lines in a table or form to appear darker and straighter.

PaperPort Getting Started Guide 17
Annotation tools
You can select an annotation tool from the Annotation toolbar whenever you
display an image item in the Page View window.
Select
Annotation
Use this tool to select an annotation so that you can then
move, cut, copy, or resize it on the page.
Note Want to give yourself a reminder? Select the Note tool and
add a resizable note much like a sticky note that you write on
and then stick on paper documents.
Text Adding a text label to your images is simple with the Text
tool. Select this tool to add a line of text with a transparent
background.
Highlighter Use the highlighter tool to highlight any area of the image,
just as you might use a highlighting pen on paper.
Scribble The Scribble tool lets you draw freehand lines or marks on
the page.
Arrow or
Line
Select the Arrow or Line tool to draw straight lines, with or
without arrowheads, on a page.
Stamp The stamp tool lets you paste the bitmapped image of your
choice on the page, much like using a rubber stamp.

18 Filing Items
Filing Items
Once you have acquired PaperPort folders and the items within them, you can:
•Copy, move, rearrange, and rename folders to better group and organize your
items.
•Color-code your folders to help identify or classify your folders.
•Drag and drop items from the PaperPort desktop to any folder, as well as
drag and drop folders to other folders.
•Specify search criteria to help you find your items later.
Work with PaperPort folders
Using the PaperPort Folders dialog box, you can add, remove, move, and rename
PaperPort folders.
In the Folders pane, you can drag and drop, copy or move subfolders and their
content to other subfolders or PaperPort folders, create subfolders, and delete
subfolders.
Color-code folders
You can change the color of a folder icon to one that helps you organize your
items. Color-coding is useful when you want to find items quickly by
importance, based on your own personal color preferences.

PaperPort Getting Started Guide 19
Work with items
A key to organizing items in PaperPort is filing items in appropriate folders. You
can drag and drop items from one folder to another or from the PaperPort
desktop into any folder you want.
When you copy an item to a new location, the original item remains in the
original location.
The name of each item appears below the thumbnail in thumbnail view. In a
multi-page item, the name appears below the individual page names. The more
descriptive the name, the easier it is for you to quickly locate the item.
Add search criteria to items
You can assign item properties to PaperPort Image items and PDF Image items,
and then use the properties as search criteria to find items in PaperPort.

20 Finding Items
Finding Items
PaperPort provides features to help you find your PaperPort items. You can
quickly find an item by visually browsing through thumbnails on your PaperPort
desktop.
When you have many folders and items, PaperPort provides more powerful
capabilities with SimpleSearch.
SimpleSearch provides many options for specifying where and what to look for
when finding an item. The information you want to find is referred to as search
criteria.
You can look for items by item properties.
Find items by their properties
You can search for any type of item by its item name.
You can also search for PDF and PaperPort Image (.max) files by item properties,
such as keywords and subject information.
When you search by item properties, you can specify criteria of an item name,
author, added comments or keywords, or text in annotations.
Use the Search pane
Use the Search pane to enter search criteria and select options for finding your
PaperPort items.
A file search is based on item properties only. You enter the item properties in the
Name, author, keyword box.
SimpleSearch returns a list of all the items that match the criteria you specify.