Sharp MXUSX5 - Desk - PC User manual

SharpdeskTM
R3.1
User’s Guide
Version 3.1.08
Sharpdesk User’s Guide i

Copyright
© 2000-2004 by Sharp Corporation. All rights reserved. Reproduction, adaptation or translation
without prior written permission is prohibited, except as allowed under copyright laws.
Trademark Acknowledgements
Sharp®is a registered trademark of Sharp Corporation.
Sharpdesk™is a trademark of Sharp Corporation.
Microsoft®and Windows®are registered trademarks of Microsoft Corporation.
Internet Explorer®, Microsoft Word®, and Microsoft Excel® are registered trademarks of
Microsoft Corporation.
All other trademarks identified herein are the property of their respective owners.
ii Sharpdesk User’s Guide

Table of Contents
Chapter 1 Introduction.......................................................................................................1
Overview ................................................................................................................................2
About This Guide...................................................................................................................3
User’s Guide Organization.....................................................................................................3
Definitions of Terms ..............................................................................................................4
Sharpdesk Online Help ..........................................................................................................4
Chapter 2 Installing Sharpdesk........................................................................................5
Installation Procedure.............................................................................................................5
Software Location..............................................................................................................5
User File Location .............................................................................................................5
Sharpdesk CD Installation.................................................................................................6
Uninstalling Sharpdesk..........................................................................................................7
Chapter 3 Sharpdesk Overview........................................................................................8
Introduction ............................................................................................................................8
Starting Sharpdesk..................................................................................................................9
Menu Bar ...........................................................................................................................9
Folder Window..................................................................................................................9
Toolbar...............................................................................................................................9
Work Area........................................................................................................................10
Output Zone.....................................................................................................................10
Status Bar.........................................................................................................................10
Scroll Bars........................................................................................................................10
Navigating in Sharpdesk......................................................................................................11
Working with the Folder Window..................................................................................11
Right-Click Options....................................................................................................11
The Sharpdesk Menu.......................................................................................................13
The Sharpdesk Toolbar ...................................................................................................15
The Sharpdesk Output Zone............................................................................................16
Exiting Sharpdesk ................................................................................................................16
Sharpdesk User’s Guide iii

Chapter 4 Working with Sharpdesk...............................................................................17
Introduction ..........................................................................................................................17
Viewing Images and Documents.........................................................................................17
Working within a Folder .................................................................................................18
Working with Images......................................................................................................19
Combine......................................................................................................................19
Split..............................................................................................................................19
Rotate...........................................................................................................................19
Controlling the Desktop Display.....................................................................................20
Changing the Thumbnail Size....................................................................................20
Adding/Removing an Application on the Output Zone ............................................20
Set up Sharpdesk Entry Folder...................................................................................20
Viewing Image Files........................................................................................................21
Setting the File Types to be Viewed by Sharpdesk Imaging ....................................21
Notification of Changes to File Type Viewer............................................................21
Setting Export Options....................................................................................................22
Changing the Default Export Resolution...................................................................22
Changing Color Settings.............................................................................................22
Viewing a Document’s Property Details........................................................................22
Organizing Files...................................................................................................................23
Selecting Files..................................................................................................................23
Opening Files...................................................................................................................23
Deleting Files...................................................................................................................24
Restoring a File................................................................................................................24
Moving Documents and Folders.....................................................................................24
Creating Folder Shortcuts................................................................................................24
Reordering Folders..........................................................................................................24
Copying a File..................................................................................................................25
Renaming a File...............................................................................................................25
Attaching a Document to Electronic Mail (Email).........................................................25
Scanning with Sharpdesk.....................................................................................................25
Scanning Documents.......................................................................................................25
To scan an image from a scanner using the TWAIN driver:.....................................25
To scan an image from a scanner using the WIA driver:..........................................26
To scan an image from a camera using the WIA driver:...........................................26
Setting Scanning Options................................................................................................26
Viewing Scanned Images................................................................................................26
Changing Scanning Options............................................................................................28
Chapter 5 Searching with Sharpdesk............................................................................29
Introduction ..........................................................................................................................29
iv Sharpdesk User’s Guide

Setup Required.................................................................................................................30
Index Databases ..........................................................................................................30
Ignored Words.............................................................................................................31
Restrictions..................................................................................................................31
Searching..............................................................................................................................32
To run a search.................................................................................................................32
Search Query Syntax.......................................................................................................32
Phrases.........................................................................................................................33
Wildcards (* and ?).....................................................................................................33
Examining the Results.....................................................................................................35
Sorting the Results List....................................................................................................36
Moving Files....................................................................................................................36
Running Another Search.................................................................................................36
Viewing the Last Search..................................................................................................36
Using Favorite Searches..................................................................................................36
Advanced Searching Techniques....................................................................................37
File Attributes Tab......................................................................................................37
Document Properties Tab...........................................................................................38
Favorites Button..........................................................................................................38
Customizing Search Preferences .........................................................................................39
Setting up an Index...............................................................................................................40
Creating a New Index Database......................................................................................40
Editing an Index Database...............................................................................................43
Deleting an Index Database.............................................................................................44
Setting up an Index Schedule...............................................................................................44
Manually Indexing the Database.....................................................................................46
Monitoring the Indexing Process....................................................................................46
Show Progress.............................................................................................................47
Show Last Indexing....................................................................................................47
Perform Indexing........................................................................................................47
Cancel Indexing ..........................................................................................................47
Exit...............................................................................................................................47
Sharpdesk User’s Guide v

Chapter 6 Composing with Sharpdesk .........................................................................48
Introduction ..........................................................................................................................48
Starting Composer................................................................................................................50
Menu Bar .........................................................................................................................50
Toolbar.............................................................................................................................50
Work Area........................................................................................................................50
Reference Area ................................................................................................................51
Menu Options ..................................................................................................................51
Toolbar Options...............................................................................................................52
Working with Composer......................................................................................................53
Loading Pages into Composer ........................................................................................53
Adding Pages into Composer.....................................................................................54
Adding Pages from Sharpdesk or Windows Explorer...............................................54
Creating Composer Documents......................................................................................54
Arranging Pages..........................................................................................................54
Deleting Pages.............................................................................................................55
Headers and Footers ........................................................................................................55
Applying Header/Footer to Selected Pages ...............................................................55
Setting the Size of the Header/Footer band................................................................56
Setting the Text for the Header/Footer.......................................................................56
Attaching a Document to Email......................................................................................56
Saving Documents...........................................................................................................56
Opening a Composer Document.....................................................................................57
Closing Composer................................................................................................................57
vi Sharpdesk User’s Guide

Chapter 7 Sharpdesk Imaging........................................................................................58
Introduction ..........................................................................................................................58
Basic Imaging Concepts.......................................................................................................58
What is Imaging?.............................................................................................................58
Types of Images...............................................................................................................59
Image File Formats..........................................................................................................59
Image Documents............................................................................................................59
Sharpdesk Imaging...............................................................................................................60
Imaging Application........................................................................................................60
Display Images............................................................................................................60
Convert Image Files....................................................................................................61
Change Image Display................................................................................................62
Scan Images.................................................................................................................62
Annotate Images .........................................................................................................62
Create a Contact Sheet................................................................................................63
Image Processing ........................................................................................................63
Using the Imaging Application.......................................................................................64
Starting Sharpdesk Imaging........................................................................................64
Finding an Image Document......................................................................................64
Setting Properties........................................................................................................64
Finding Specified Properties.......................................................................................65
Displaying an Image Document......................................................................................66
Opening the Document...............................................................................................66
Changing the Display..................................................................................................66
Displaying and Changing Thumbnails.......................................................................67
Creating a Contact Sheet.............................................................................................68
Annotating a Document...................................................................................................68
Applying a Rubber Stamp ..........................................................................................68
Adding a Highlight .....................................................................................................70
Changing Highlight Properties...................................................................................70
Document Enhancement .................................................................................................71
Removing Speckles From a Document......................................................................71
Straightening a Page ...................................................................................................71
Sharpdesk User’s Guide vii

Chapter 8 Converting Images to Text............................................................................73
Introduction ..........................................................................................................................73
Setting Convert by OCR Options........................................................................................74
Setting the Output File format.........................................................................................75
Setting the Original Document Layout...........................................................................76
Setting Languages in Document.....................................................................................76
Selecting a User Dictionary.............................................................................................77
Selecting an existing dictionary..................................................................................77
Modifying a user dictionary .......................................................................................77
Creating a new User Dictionary .................................................................................79
Setting the Reject Character............................................................................................79
Controlling the OCR Options Dialog .............................................................................79
Convert an Image using Drag-and-Drop.............................................................................79
Chapter 9 Glossary ..........................................................................................................81
viii Sharpdesk User’s Guide

1.
Chapter 1
Introduction
Welcome to Sharpdesk! This software offers you a complete, easy-to-use solution for organizing
and working with your paper and electronic documents and images. Once a document has been
saved to your PC, you can use Sharpdesk to organize it, view it, and then print it or e-mail it.
Sharpdesk integrates the tools you need.
This User’s Guide describes the standard features of Sharpdesk. Sharpdesk also works with other
Sharp products that might add new capabilities to Sharpdesk that are not included in this Guide.
The details of these new capabilities are described in the literature that comes with the Sharp
product that “links in” to Sharpdesk.
Sharpdesk User’s Guide 1

Overview
Working with Sharpdesk, you can:
• Scan Images and Documents Sharpdesk works with your scanner to let you read paper
documents into your PC using all of the scanning controls and options provided with your
TWAIN scanner or Sharp multi-functional peripheral (MFP) with the Network Scanner
Tool option. Sharpdesk provides you with both “simple” scanning options as well as
“advanced” options, giving you full control over scanning preferences.
• Convert Images to Text Text images scanned into Sharpdesk can be converted into
editable text for use with common word processors. Sharpdesk uses an advanced Optical
Character Recognition (OCR) engine that even preserves your document layouts. You can
also convert an image containing text into a word processing format by simply dragging it
from any folder onto the Sharpdesk Output Zone.
• Prepare Production Ready Documents Using Sharpdesk Composer, you can combine
files of different types into a single production-ready document. For example, combine a
Word®file with an Excel®file and then add in a Lotus®file. In general, any application that
can send documents to a printer can contribute pages to a Composer document. Reorder
pages as you want them to appear and then print the entire document into stapled sets,
making a single trip to the printer to collect your new documents.
• View Your Images Using Sharpdesk Imaging, viewing your stored images, scanned
images, and digital camera images is quick and easy.
• Distribute Your Documents Distribute documents by e-mail or print a hard copy as
easily as dragging a file onto an icon on the Sharpdesk Output Zone.
• Import/Export an Image or Document Import, store, and manage .BMP,.JPG, .PCX, or
.TIF documents and images directly from Sharpdesk.
• Advanced Search Capabilities Search for images and documents using a wide variety
of search criteria including a single word, a phrase, or a list of words. Search for particular
images or documents using a document path, image/document type, modified date,
image/document size, a document’s property specifications, or Boolean operations “and”,
“or”, “not”, or “near”.
2 Sharpdesk User’s Guide

About This Guide
This User’s Guide assumes you have a basic understanding of Windows operation and are familiar
with Windows terms. This includes how to start your system and navigate within a Windows
environment, and perform such basic Windows functions as copying, printing and moving
documents. For assistance in using Windows or Internet Explorer, refer to your Microsoft Windows
user documentation.
User’s Guide Organization
This user’s guide is organized into the following chapters:
Chapter 1, Introduction
A basic overview of Sharpdesk features, options, system requirements, and User’s Guide
organization.
Chapter 2, Installing Sharpdesk
Reviews the installation process and how to uninstall the software.
Chapter 3, Sharpdesk Overview
This chapter looks at how to navigate and work within Sharpdesk, including its menu and toolbar
options.
Chapter 4, Working with Sharpdesk
This chapter explains how to change the view of your images and documents in Sharpdesk, and
how to organize them, including how to open, save, copy, and move documents. It reviews
Sharpdesk scanning options and controls including how to select a scanner, scan an image into
Sharpdesk, and set scanning options.
Chapter 5, Searching with Sharpdesk
This chapter shows you how to search for images and documents using Sharpdesk’s advanced
searching capabilities from using a single word or phrase, to using the Boolean operations “and”,
“or”, “not”, or “near”.
Chapter 6, Composing with Sharpdesk
Creating production-ready documents could not be easier with Sharpdesk Composer. This
chapter shows you how to combine documents, re-order documents, and print a final document.
Chapter 7, Sharpdesk Imaging
The tools for viewing images are reviewed in this chapter, including adjusting the view of
images, printing images, and adjusting Imaging default options.
Chapter 8, Converting Images to Text
This chapter shows you how to convert an image into a format you can use with your favorite
word processor and provides a few helpful hints on what you can do once it has been converted.
Chapter 9, Glossary
List of terms used in this Guide or related to image processing.
Sharpdesk User’s Guide 3

Definitions of Terms
As you work with Sharpdesk, keep in mind how the following terms are used:
Images
In Sharpdesk, the term Image refers to items that can be loaded into Imaging.
Devices
A device is a piece of hardware such as a scanner, printer, fax machine, digital camera or copier.
OCR
Optical Character Recognition (OCR). A technology that lets you convert an image into a form
that is compatible with common word processors.
Sharpdesk Online Help
The online help provides step-by-step instructions for performing Sharpdesk tasks. You can
access the online help by using the Help menu in each application.
4 Sharpdesk User’s Guide

2.
Chapter 2
Installing Sharpdesk
Installation Procedure
Installing the Sharpdesk software is simple and straightforward. When you install Sharpdesk, the
entire suite of Sharpdesk applications, including Sharpdesk, Composer, and Imaging, is loaded
into your PC.
Software Location
By default, the Sharpdesk software is installed on your default boot drive (usually C:\) in a
folder named Sharpdesk (the full path is C:\Program Files\Sharp\Sharpdesk\),
unless you specify another drive and/or folder during installation. The installation process also
changes some of your system files to allow all the Sharpdesk components to work properly.
User File Location
You can also specify the location of where to store the documents and images you work on in
Sharpdesk. Unless otherwise specified, the installation program creates a new Sharpdesk
Desktop folder and subfolders on the default boot drive (usually C:\). If you specify another
location for your data files, you should not assign them into the same folder (or sub-folder) as the
Sharpdesk software, since all Sharpdesk software folders will be deleted if Sharpdesk is ever
uninstalled.
Sharpdesk User’s Guide 5

Sharpdesk CD Installation
To install Sharpdesk from a CD:
1. If any Windows applications are open, close them to ensure that the software installs
properly. In particular, anti-virus programs such as “Norton AntiVirus” may report false
warnings if they are not disabled prior to installation.
2. Log into your PC with a user ID with full Administrator privileges.
Note: Windows XP will allow non-administrator users to perform administrator tasks if they
know the login to a full administrator; however, it will not work for Sharpdesk. If presented
with a Windows “Run As” dialog, Cancel the dialog and log in as an Administrator before
starting or continuing the installation of Sharpdesk.
3. Insert the installation CD into your CD-ROM drive. In a few moments, the installation
Welcome screen automatically appears on your monitor screen. If the Welcome screen does
not appear (for example, because you have disabled the Windows Auto Run feature), run the
Setup.exe program located in the \Sharpdesk directory on the CD.
NOTE: If the CD supports multiple languages, you need to choose a language first.
Sharpdesk Installation Welcome Screen
4. Follow the on-screen instructions to complete the installation.
5. Once the installation completes, you might be prompted to restart your computer. If so
instructed, you must restart your computer in order to use Sharpdesk. Remember to log in
again with the same user id that you started the installation with. If you do not do this, the
installation cannot complete properly.
During installation or, if required, when restarting your computer, a folder is created in your
Program Files directory or the location you specified during installation containing all the
Sharpdesk, Composer, and Imaging software files. You will also find a Sharpdesk entry added to
your Start/Programs menu containing the Sharpdesk and Imaging software files. Finally, a
Sharpdesk shortcut is placed on your desktop making access to the software very convenient.
6 Sharpdesk User’s Guide

Uninstalling Sharpdesk
If you need to uninstall Sharpdesk, you can do so using the following standard Windows
procedure for uninstalling software.
1. Click the Windows Start button, then Settings and Control Panel.
2. Double-click Add/Remove Programs.
Add/Remove Programs Properties Dialog Box
3. In the Add/Remove Programs Properties dialog box, scroll down the software list and click
on Sharpdesk.
4. Click Add/Remove.
5. When the confirmation message displays, click OK to complete the Sharpdesk uninstallation.
Note that the uninstall process will not delete document files or folders created or modified
after Sharpdesk was installed. Data files installed with Sharpdesk (Search Samples, for
instance) will be removed during uninstall if they have not been modified.
6. When complete, click OK to close the Add/Remove Programs Properties dialog box.
The menu item, “Uninstall”, in the Windows startup menu also launches this process.
Sharpdesk User’s Guide 7

3.
Chapter 3
Sharpdesk Overview
Introduction
Sharpdesk is a Windows application that provides integrated organization for all your paper and
electronic documents and images. With Sharpdesk, you can:
• Scan and view documents
• Convert images into text documents
• Organize documents and images among Windows folders
• Distribute documents by e-mail
Sharpdesk makes working with the devices connected to your computer (scanner, printer, or
digital camera) more efficient, easy, and productive than ever before.
Sharpdesk User’s Guide 8

Starting Sharpdesk
You can start Sharpdesk from the Windows Start menu by clicking Start, pointing to Programs,
then to Sharpdesk, and finally clicking Sharpdesk.
You can also start Sharpdesk from the Windows desktop by double-clicking the Sharpdesk
shortcut icon.
Menu Bar
Toolbar
Folder
Window
Status Bar
Work Area Output
Zone
Sharpdesk Main Window
Folders and files are selected by clicking on them in the Folder Window or in the Work Area.
Once selected, you can display information or execute commands by right-clicking on them. Or,
you can choose a command from the Menu Bar, Toolbar, or Output Zone. Sharpdesk provides
you with a convenient way of viewing, organizing, and distributing your files.
Sharpdesk is comprised of the following elements:
Menu Bar
The menu bar contains all the commands that are available in Sharpdesk, from opening and
displaying documents to accessing product support on the Internet.
Folder Window
The Folder Window lets you access your files and system resources. It can be used much like
Windows Explorer to locate and display information from Sharpdesk or your Folder/Drive.
Toolbar
The toolbar provides quick access to key commands and other Sharpdesk applications such as the
Sharpdesk Composer and Imaging.
In circumstances where a command or application is not possible, the toolbar button is dimmed
and unavailable for selection. (Exception: The “Acquire” Button is dimmed after the first
execution if it is unavailable.) To see what a toolbar option can do, place the mouse pointer
directly over the toolbar icon and a tool tip appears explaining the function of that option.
Sharpdesk User’s Guide 9

Work Area
The work area displays the contents of a selected folder in a thumbnail view. From the work area,
you can select a file to work with, and then view it, convert it to text, or print it.
Output Zone
The Sharpdesk Output Zone displays icons for various destinations you can send files to. The
Output Zone lets you print, fax, e-mail, convert images to text, and pass files to other applications
of your choice with a simple drag-and-drop operation.
Status Bar
The status bar displays information about a selected file in addition to command and toolbar
definitions. The definitions appear when you move the mouse pointer over a command or
toolbar option. This is standard Windows status bar behavior.
Scroll Bars
If the contents of the Folder Window or the Work Area are more than can be displayed in the
current window, Sharpdesk provides scroll bars that let you view all the available information.
10 Sharpdesk User’s Guide

Navigating in Sharpdesk
Working with Sharpdesk is very easy. It is designed to let you find your images and documents
quickly using the Folder Window, the Menu Bar, and the Toolbar.
Working with the Folder Window
By default, the Folder Window appears at the left on the Sharpdesk screen. The Folder Window
can be used much like Windows Explorer to locate and display information from Sharpdesk, your
hard disk, or any connected network drives.
Using the Folder Window, you can display both the hierarchy of your Folder/Drive contents and
the individual contents of each selected folder in the work area. Click on a folder to display the
files contained in that folder in the work area.
Use the Folder
Window as you would
Windows Explorer to
locate, select and
manage your
documents.
Sharpdesk Desktop
contains files and
documents that you use
often or are important to
you.
Sharpdesk Folder Window
Note: Deleting or renaming system files or folders may cause Windows or other applications to
become unstable. Do not delete or rename files or folders without understanding what can occur.
Right-Click Options
Right-click on a folder in the Folder Window to display a popup menu with Explorer-like menu
options that let you perform the following actions:
• New Folder — create a new folder at the current location.
• Rename — rename the selected folder.
• Delete — delete the selected folder into the Windows recycle bin.
Sharpdesk User’s Guide 11

• Sharpdesk Folders — add a folder shortcut to the Sharpdesk Folder window, reorder folders
in the Folder Window, or remove folder shortcuts from the Folder Window.
• Copy — copy the contents of the selected folder into the Clipboard.
• Paste — paste the contents of the clipboard at the current location.
• Properties — display property information for the selected folder.
Right-click in the Work Area (away from any documents) to display a popup menu with
Explorer-like menu options that let you perform the following actions:
• Scan Document — displays the Scanning dialog that lets you set scanning options and then
scan an image into Sharpdesk.
• From Scanner or Camera — displays the Device dialog allowing you to select a scanner or
camera. A Scanning dialog (which will be different for each device) then displays allowing
you to set scanning options for the selected WIA device and then scan an image into
Sharpdesk. This function is available on Windows XP only.
• Paste — paste the contents of the Clipboard at the current location.
• Search — display the Search page
• Select All — select all documents in the current folder.
• Arrange — arrange thumbnails by Name, Date, Size, Type, or force all new folders to the
end of the folder (Auto Arrange Off).
• Preferences — set preferences for displaying thumbnails, names for new scanned files, text
conversion and image export resolution options.
Right-click on a document in the Work Area to display a popup menu with Explorer-like menu
options that let you perform the following actions:
• Open — open the selected file. If a readable image is selected, it opens in Imaging.
• Copy — copy the selected files to the clipboard.
• Combine — stack two or more images together into a single file.
• Split — separate a multi-page image file into two files.
• Rotate — rotate the selected file 90 degrees to the left or right.
• Rename — rename the selected file.
• Delete — delete the selected file into the Windows recycle bin.
• Send As — attach the selected file to a mail message using default email client on the user’s
PC. If the selected file is an .SDF file, and the PDF format is selected, the file is first
converted to PDF format before starting the email client. Only .SDF files may be converted
to PDF format before they are sent.
• Properties — display property information for the selected file.
12 Sharpdesk User’s Guide