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
any language or computer language in any form or by any means, mechanical, electronic,
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
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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
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and/or other countries.
All other names and trademarks referenced herein are trademarks of ScanSoft or their
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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.