ScanSoft WorkCentre M118 User manual

LEGAL NOTICES
Copyright © 2002 ScanSoft, Inc. All rights reserved.
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.
TRADEMARKS AND CREDITS
ScanSoft, OmniPage, OmniPage SE, OmniPage Pro, PaperPort, Pagis, True Page and Direct
OCR are registered trademarks or trademarks of ScanSoft, Inc., in the United States and/or
other countries.
All other company names or product names referenced herein may be the trademarks of their
respective holders.
ScanSoft, Inc.
9 Centennial Drive
Peabody, MA 01960
U.S.A.
ScanSoft Belgium BVBA
Guldensporenpark 32
BE-9820 Merelbeke
Belgium
Part Number 58-281201-00A

OmniPage SE User’s Guideiii
CONTENTS
1WELCOME 7
Using this Guide 8
Getting online Help 9
Online HTML Help 9
Context-Sensitive Help 9
Tech Notes 10
Glossary 10
OmniPage SE 10
1INSTALLATION AND SETUP 11
System requirements 12
Installing OmniPage SE 13
Setting up your scanner with OmniPage SE 14
How to start the program 16
Registering your software 17
New features in OmniPage Pro 12 17
OmniPage SE and OmniPage Pro 12 19
2INTRODUCTION 21
What is optical character recognition 22
OmniPage SE’s OCR capabilities 22
Documents in OmniPage SE 23
Basic processing steps 23
The OmniPage Desktop 24
The Menu bar 25

iv Contents
The Toolbars 25
The Image Panel 26
The Text Editor 26
The OmniPage Toolbox 27
Managing documents 28
Thumbnails 28
Document Manager 29
Customizing Document Manager columns 30
Deleting pages from a document 30
Printing a document 31
Closing a document 31
OmniPage Documents 31
Why save to OPD 32
How to save to OPD 32
Settings 33
3PROCESSING DOCUMENTS 35
Quick Start Guide 36
Loading and recognizing sample image files 36
Scanning and recognizing a single page 36
Processing overview 38
Automatic processing 40
Stopping and restarting automatic processing 41
Manual processing 42
Combined processing 43
Processing with the OCR Wizard 45
Processing from other applications 46
How to set up Direct OCR 47
How to use Direct OCR 47
How to use OmniPage SE with PaperPort 48
Processing with Schedule OCR 49

OmniPage SE User’s Guide v
Defining the source of page images 50
Input from image files 50
Input from scanner 51
Scanning with an ADF 52
Scanning without an ADF 53
Describing the layout of the document 53
Zones and backgrounds 55
Automatic zoning 55
Manual zoning 56
Zone types and properties 57
Working with zones 59
Table grids in the image 61
Using zone templates 63
4PROOFING AND EDITING 65
The editor display and views 66
Proofreading OCR results 67
Verifying text 68
User dictionaries 70
Training 71
Manual training 71
IntelliTrain 72
Training files 73
Text and image editing 74
On-the-fly editing 76
Reading text aloud 77
5SAVING AND EXPORTING 79
Saving original images 80
Saving recognition results 81
Saving a document as you work 82

vi Contents
Selecting a formatting level 83
Selecting advanced saving options 84
Saving to PDF 86
Copying pages to Clipboard 86
Sending pages by mail 87
6TECHNICAL INFORMATION 89
Troubleshooting 90
Solutions to try first 90
Testing OmniPage SE 91
Increasing memory resources 92
Increasing disk space 92
Text does not get recognized properly 93
Problems with fax recognition 94
System or performance problems during OCR 94
ODMA support 95
Advanced features in Schedule OCR 95
Supported file types 96
File types for opening and saving images 96
File types for saving recognition results 97
Uninstalling the software 98

OmniPageSEUser’sGuide 7
Welcome
WelcometoOmniPage®SE, and thank you for using our software! The
following documentationhas been provided to help youget started and
give you anoverview of the program.
ThisUser’sGuide
This guide introduces you to using OmniPage SE (Special Edition). It
includes installationand setup instructions, a description ofthe
program’s commandsand working areas, task-oriented instructions, ways
to customize andcontrol processing, andtechnical information. The
guide ispresented inPDFformat, allowing you touse hyperlink jumps
oncross-references andother navigation toolsin your PDFviewer.
Online Help
OmniPage SE’s online Help containsinformation onfeatures, settings,
and procedures. The online Help is provided as HTML help, andhas
been designed for quick and easy information retrieval. Comprehensive
context-sensitive help aims to provide just enough assistance to letyou
keep working without delay. See “GettingonlineHelp”on page9.
ReadmeFile
The Readme filecontains last-minute information about the software.
Please readit before usingOmniPage SE. Toopen this HTMLfile,
choose Readmein the OmniPage SE Installer or afterwards in theHelp
menu.
Scanning and other information
ScanSoft’s web siteat www.scansoft.comprovides timely informationon
the program. The Scanner Guide contains up-dated information about
supported scanners and related issues; ScanSoft tests the 25 most widely
used scanner models. Access ScanSoft’s web site from the OmniPage SE
Installer or afterwards from the Help menu.

8Welcome
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.
We also assume you are familiar with your scanner and its supporting
software, and that the scanner is installed and working correctly before it
is setup with OmniPage SE. Please refer to the scanner’s own
documentation as necessary.
The following conventions are used in this guide:
Bold Introduces new terms and presents sub-headings.
Italic Names topics in the online Help system.
Presents longer option texts in dialog boxes.
Non-serif Presents file names: sample.tif
A note presents an item of additional information.
A tip presents ideas for using program features to
accomplish specific tasks.
This icon denotes a difference between this Special
Edition of OmniPage and OmniPage Pro 12.
(See “OmniPage SE”on page 10.)

OmniPageSEUser’sGuide 9
Getting online Help
In addition to using this guide, you can use OmniPage SE’s online Help
to learn aboutfeatures, settings, and procedures. Online Helpis available
after you install OmniPage SE.
Online HTML Help
Open OmniPage SE’s online Help at its top level by choosing Help
Topics at the top of the Help menu. This allows you to see topics
arranged in a Table of Contents, search an alphabetical list of keywords
or make full-text searches through the topics. Other items in the Help
menu provide access to useful topics or web pages.
Press F1 as you are working with the program to see an online help topic
relating to the current screen area, dialog box or warning message.
Context-Sensitive Help
You can get concise on-the-spot information in a popup window about a
particular OmniPage SE menu item, toolbar button, screen area or dialog
box, in the following ways:
Click the Help tool in the Standard toolbar to get the help icon. Click
this on any item on the desktop outside a dialog box or warning message.
Press Shift + F1 to get the same help icon. Use Shift + F1 to get context-
sensitive help for shortcut menu items.
Click the question mark button in the upper right corner of a dialog box
and then click an item in the dialog box to see the popup window.
Some dialog boxes or warning messages have their own Help button, or a
help text. Click the button or the text to get information on the dialog or
message box.
Click anywhere to remove a context-sensitive popup Help window.

10 Welcome
TechNotes
Commonly reported issues usingOmniPage®are presented on
ScanSoft’s web siteat www.scansoft.com. Web pages mayalso offer
assistance on the installation process and troubleshooting.
Glossary
This guide does not include a glossary. The online Help has a
comprehensive glossary, with its own alphabetical index and a table of
contents. Please consult it if you want to find the meaning of a term used
in this guide or in the program.
OmniPage SE
This is a special edition of the world-renowned OmniPage Pro®software.
It has been developed for distribution by selected scanner manufacturers
and contains a subset of the features of OmniPage Pro 12. The Guide
and online Help describe the features of the full product, using an SE
icon to document the differences between the two.
If you find the additional features ofthe professional productwould be of
benefit to you, you can use online facilities to upgrade your OmniPage
Special Edition 2.0 to the latest OmniPage Pro.
See “OmniPage SE and OmniPage Pro 12”on page 19.

OmniPage SE User’s Guide 11
Chapter 1
Installationandsetup
This chapter provides information on installing and starting OmniPage
SE. It presents the following topics:
XSystem requirements
XInstalling OmniPage SE
XSetting up your scanner with OmniPage SE
XHow to start the program
XRegistering your software
XNew features in OmniPage Pro 12
XOmniPage SE and OmniPage Pro 12

12 Installation and setup
System requirements
You need the following minimum system requirements to install and run
OmniPage SE 2.0:
XA computer with a Pentium or higher processor
XMicrosoft Windows 98 (from second edition), Windows Me,
Windows NT 4.0 (with at least Service Pack 6), Windows 2000
or Windows XP
X64MB of memory (RAM), 128MB recommended
X90MB of free hard disk space for the application files plus 5MB
working space during installation
X5MB for Microsoft Installer (MSI) if not present (This is present
as part of the operating system in Windows Me, Windows 2000
and Windows XP)
XSVGA monitor with 256 colors, but preferably 16-bit color
(calledHigh Color in Windows 2000 and Medium Color in XP)
and 800 x 600 pixel resolution
XWindows-compatible pointing device
XCD-ROM drive for installation
XA compatible scanner with its own scanner driver software, if you
plan to scan documents. Please see the Scanner Guide at
ScanSoft’s web site (www.scansoft.com) for a list of supported
scanners.
Performance and speed will be enhanced if your computer’s processor, memory,
and available disk space exceed minimum requirements.

Chapter 1
InstallingOmniPageSE 13
Installing OmniPage SE
OmniPage SE’s installation program takes you through installation with
instructions on every screen.
Before installing OmniPage SE:
XClose all other applications, especially anti-virus programs.
XLog into your computer with administrator privileges if you are
installing on Windows NT, 2000 or XP.
XIf you have previous ScanSoft OCR software on your system, the
installer will ask for your consent to uninstall that software first.
WTo install OmniPage SE:
1. Insert OmniPage SE’s CD-ROM in the CD-ROM drive. The
installation program should start automatically. If it does not start,
locate your CD-ROM drive in Windows Explorer and double-click
the Autorun.exe program at the top-level of the CD-ROM.
2. Choose a language to use during installation. This language will be
used for the Text-to-Speech system and as the program’s interface
language. The program interface language is usedfor displays such as
menu items, dialog boxes, warning messages and so on. You can
change the interface language later from within OmniPage SE, but
your choice at installation time determines which Text-to-Speech
system will be installed with the program. References to the Text-to-
Speech facility do not apply to OmniPage SE.
3. Follow the instructions on each screen to install the software. All files
needed for scanning are copied automatically during installation.
Sometimes uninstalling and then reinstalling OmniPage SE will solve a problem.
See “Uninstalling the software”on page 98.
In OmniPage Pro 12, Text-to-Speech is available for English (British and US),
French, German, Italian, Portuguese and Spanish. This is not available in
OmniPage SE. See “Reading text aloud”on page 77.

14 Installation and setup
Setting up your scanner with OmniPage SE
All files needed for scanner setup and support are copied automatically
during the program’s installation. Before using OmniPage SE 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 OmniPage SE.
Scanner installation and setup are done through the Scanner Wizard.
You can start this yourself, as described below. Otherwise, the Scanner
Wizard appears when you first attempt to perform scanning.
Please follow these steps to use the Scanner Wizard to setup your scanner
with OmniPage SE:
XChoose StartProgramsScanSoft OmniPage SE 2.0
Scanner Wizard
or click the Setup button in the Scanner panel of the Options
dialog box.
or choose a scan setting in the Get Page drop-down list in the
OmniPage Toolbox and click the Get Page button.
The Scanner Setup Wizard starts. The first panel appears only on
first setup when called from inside OmniPage SE.
XChoose ‘Select scanner or digital camera’, then click Next. You
see a list of all detected TWAIN scanner drivers, with the system
default scanner selected.
XClick once to select the driver of the scanner you want to use.
Click ‘Other drivers...’if you need to browse for a driver. Select
‘Configure Advanced Settings’for an extra panel if you want
your scanner’s own interface to be hidden during scanning or to
modify the image transfer method. Click on Next.
XChoose Yes to test your scanner configuration, then click Next.
The wizard will now test the connection from the computer to
your scanner. When completed, click on Next.
XInsert a test page into your scanner. The wizard is now prepared
to do a basic scan using your scanner manufacturer’s software.
Click on Next. Your scanner’s native user-interface will appear.

Chapter 1
Setting up your scanner with OmniPage SE 15
XClick on Scan to begin the sample scan.
XIf necessary, click on Inverse Image…or Missing Image…and
make the appropriate selections.
XOnce the image appears correctly in the window, click on Next.
XSelect the item that most appropriately describes your scanner,
then click on Next.
XClick on Next to proceed to page size.
XThe page sizes that the Scanner Wizard believes your scanner to
support are listed in the window. To make any changes to the
page sizes, click on Advanced, make the changes and then click
on Next.
XInsert a page with text but no pictures into your scanner. Click
on Next to begin a scan in black-and-white mode.
XIf necessary, click on Inverse Image…or Missing Image…and
make the appropriate selections.
XOnce the image appears correctly in the window, click on Next.
XIf you have a color scanner, insert a color photograph or a page
with a color picture into your scanner. Click on Next to begin a
scan in color mode. If necessary, click on Inverse Image…or
Missing Image…and make the appropriate selections. Once the
image appears correctly in the window, click on Next. If your
scanner cannot scan in color, skip this step.
XInsert a photograph or a page containing a picture into your
scanner. Click on Next to begin a scan in grayscale mode. If
necessary, click on Inverse Image…or Missing Image…and
make the appropriate selections. Once the image appears
correctly in the window, click on Next.
XYou have successfully configured your scanner to work with
OmniPage SE! Click on Finish.
To change the scanner settings at a later time, or to set up a different
scanner, reopen the Scanner Setup Wizard from the Windows Start
menu or from the Scanner panel of the Options dialog box. To test and
repair an improperly functioning scanner, open the Scanner Setup
Wizard from the Windows Start menu and select ‘Test scanner or digital
camera’in the first panel, then work through the procedure described
above.

16 Installation and setup
How to start the program
To start OmniPage SE do one of the following:
XClick Start in the Windows taskbar and choose Programs
ScanSoft OmniPage SE 2.0OmniPage SE 2.0.
XDouble-click the OmniPage SE icon in the program’s
installation folder or on the Windows desktop if you placed it
there.
XDouble-click an OmniPage Document (OPD) icon or file name;
the clicked document is loaded into the program. See
“OmniPage Documents”on page 31.
On opening, OmniPage SE’s title screen is displayed and then its
desktop. See “The OmniPage Desktop”on page 24. It provides an
introduction to the program’s main working areas.
There are several ways of running the program with a limited interface:
XUse the Schedule OCR program. Click Start in the Windows
taskbar and choose ProgramsScanSoft OmniPage Pro 12.0
Schedule OCR. See “Processing with Schedule OCR”on
page 49. This feature is not available with OmniPage SE.
XClick Acquire Text from the File menu of an application
registered with the Direct OCR™facility. See “How to set up
Direct OCR”on page 47.
XRight-click an image file icon or file name for a shortcut menu.
Select a sub-menu item from ‘Convert To...’to define a target.
XUse OmniPage SE with ScanSoft’s PaperPort®or Pagis®
document management products, to add OCR services. See
“How to use OmniPage SE with PaperPort”on page 48.

Chapter 1
Registeringyour software 17
Registering your software
ScanSoft’s registration Wizard runs at the end of installation. We provide
an easy electronic form that can be completed in less than five minutes.
When the form is filled, and you click Send the program will search an
Internet connection to immediately perform the registration online.
If you did not register the software during installation, you will be
periodically invited to register later. You can go to www.scansoft.com to
register online. Click on Support and from the main support screen
choose Register on the left-hand column.
For a statement on the use of your registration data, please see ScanSoft’s
Privacy Policy.
New features in OmniPage Pro 12
The OmniPage
®
product family is augmented by OmniPage Pro 12 and
OmniPage SE. This section lists enhancements introduced in the
professional product OmniPage Pro 12. Some of these are in OmniPage
SE, as detailed in the next section. New features in OmniPage Pro 12
compared to OmniPage Pro 11 are:
XDramatic increase in accuracy
Improved synergy between recognition engines, support for
professional dictionariesand the ability to traincharacterschosen
by the user boost accuracy to new levels.
XStreamlined interface
Automatic and manual processing are now driven directly from
the OmniPage Toolbox without separate toolbars. See page 27.
Thumbnails now display in the Image Panel; choose to see the
current page, thumbnails or both. See page 28. The previous
Detail view becomes the Document Manager and includes a
Note column for comments and searchable keywords.
XNew zoning concepts
On-the-fly zoning allows zone changes to be processed
immediately without having to re-recognize the whole page. See

18 Installation and setup
page 76. Page backgrounds are defined as process (auto-zone) or
ignore, so all zoning instructions appear on the page and can be
saved to zone templates. See page 55. Irregular zones can be
drawn and zones split and joined more simply, without the need
for separate tools. See page 59.
XBetter proofing and verifying
The Proofing dialog box now shows suspect words in a wider
context. A dynamic verifier can stay open as text is being
checked, with the image display and window tracking the editing
position. See page 67.
XFormatting levels for display and saving
There are three formatting levels for Text Editor display. See
page 66. The output formatting level is now chosen at export
time; the choices depend on the specified file type. An export
choice ‘Flowing Page’is an improved version of the previous
‘Retain Flowing Columns’view. It preserves page layout without
boxes and frames whenever possible, so text can flow between
columns. See page 83.
XSuperior page analysis
The transfer of table formatting has improved, in particular the
detection of tables without gridlines in original pages. Web and
e-mail addresses can be detected and transferred to the Text
Editor; hyperlinks can be inserted. Reading order can now be
viewed and changed after recognition in the Text Editor’s
True Page®view. See from page 74.
XImproved PDF handling
OmniPage Pro 12 searches background text in PDFs it opens, to
deliver higher recognition accuracy. A new file type ‘PDF Edited’
allows good format retention on pages that were modified in the
Text Editor after recognition.
XAdvanced saving options
A wider range of saving options is offered for each output file
type. User-defined output file types can be created with
customized settings. See page 84. If your edition of OmniPage
Pro 12 includes the new saving formats XML and eBook, see
page 97.

Chapter1
OmniPageSE and OmniPage Pro12 19
OmniPage SE and OmniPage Pro 12
This list documents features that are not incorporated in OmniPage SE,
but can become available by upgrading toOmniPage Pro 12:
XSignificant improvement inrecognition accuracy
XAccess totraining, IntelliTrain and training files
XAbility toopen and read the contentsof PDFfiles
XAbility to save recognizeddocumentsto PDF format
XSupport for two-page scanning toscan booksmoreeasily
XFlowing page output formatting level for superior page retention
XSchedule OCR for auto-processing OCR jobs atdefined times
XHandling TIFFLZWand GIFimage files for input and output
XExportto theeBookand XMLformats
XSupport for WYSIWYGHTML 4.0output
XLanguagesupport risesfromabout 50 toover a hundred
XAccess toprofessional legal and medical dictionariesin some
languages
XAccess toScanSoft’s RealSpeak text-to-speech software, allowing
recognizedtexts to be read aloud.
Toupgrade please click on www.scansoft.com

20 Installation and setup