Xerox Scan to PC Desktop Professional User manual

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 1
•Scanning to the Desktop
•Scanning to the Desktop - Settings
•Introducing the PaperPort Desktop
•Splitting Desktop and Viewing Page Thumbnails
•Working with Documents from Any Folder
•Working with ePaper on the Desktop
•Combining Documents on the Desktop
Maximizing Your Productivity with Scanning and
Your Xerox WorkCentre Pro Multifunction Device
Scan to PC Desktop Professional
Scan to PC Desktop Professional
Workgroup Edition v8
Workgroup Edition v8
Orientation Guide
Orientation Guide
Training Topics:
•Creating PDF Files
•Creating Secure PDF Files
•Creating Text Searchable PDF Files
•PDF Editing
•Managing Documents at the Desktop
•Linking to Additional Applications
•Repurposing Documents - OCR

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 2
Advanced Topics*:
•Advanced OCR
•Create Audio Documents from Paper
and Digital Documents
•OCR Batch Processing
•Paper to Digital Forms Conversion
•PDF Batch Conversion
*Advanced Topics will not be covered in Nuance’s web-based Scan to
PC Desktop End User Training Sessions unless specifically requested.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 3
The PaperPort Image Retriever tool included with Scan to PC Desktop completely
automates the scanning process so that each new scanned image is there waiting for
you on your PaperPort desktop by the time you physically return to your office from
scanning at the MFP.
Scanning to the Desktop
Scanning to the Desktop
Scanning at the Xerox WorkCentre Pro
1. Load the paper into the document feeder on the Xerox
WorkCentre Pro.
2. Select “Network Scanning”from the control screen.
3. Select your template from the list
OR
Use the scan-to-email feature to email the scanned images to
yourself as an email attachment.
4. Press the green Start button. Walk back to your PC and
Image Retriever will deliver the scanned image back to your
PC and save it onto the PaperPort Desktop. The PaperPort
Desktop will be open and your scanned image will be on the
PaperPort Desktop with a red box around it.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 4
Scanning to the Desktop
Scanning to the Desktop - -Settings Settings
1. If Image Retriever is already running on your PC,
you will see the Image Retriever icon in your
Systray in the lower right corner of your Windows
Desktop near the clock.
2. If it is not running on your PC, go to Start > All
Programs > ScanSoft PaperPort Pro 10.0 > Image
Retriever. The Image Retriever icon will appear in
System Tray in the lower right corner of your
Windows Desktop near the clock.
1. Double click on the Image Retriever
icon in the Systray.
2. From the Image Retriever Settings
window, select the desired settings
for the Image Retriever tool:
•From the Watch Settings, select if
you would like Image Retriever to
monitor your email inbox, a network
folder, or both.
You can adjust the Image Retriever Settings to control how scanned images are
delivered to your PC.
Starting Image Retriever
Adjusting Image Retriever Settings
•Select the interval with which you would like Image Retriever to
monitor your selected folder. As an alternative, you can select “Never”from the
“Interval for Checking”drop-down menu. If you select “Never, you can click on
the “Get Now”button to manually retrieve your images.
•Browse to the folder where Image Retriever should deliver your scanned files.
•Select “Run PaperPort in a Window”when documents are retrieved.
•Select OK to close the window.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 5
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, images, and PDF files.
Introducing the PaperPort Desktop
Introducing the PaperPort Desktop

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 6
Your PaperPort Desktop integrates seamlessly with your existing Windows
Explorer file structure.
To add a new folder to your PaperPort Desktop:
•Select the Folder icon from Command Bar.
•Select “Folder Manager”from the drop-down menu.
•Select “Add”from the Folder Manager window.
•Browse to folder you want to add (local or network) and select OK. Then close
the window. Your newly added folder will appear at the bottom of the Folder
Pane
•Folders can be color coded to aid in organization by selecting the folder in the
Folder Pane, right click on the mouse and selecting Properties from the drop-
down menu.
Working with Documents from Any Folder
Working with Documents from Any Folder
PaperPort folders are simply Windows folders that you want to use with
PaperPort. PaperPort displays folders in the Folders pane on the left side of the
PaperPort desktop. Initially, the Folders pane shows a set of folders designed to
help you get started using PaperPort.
Adding additional folders to PaperPort’s Folder View

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 7
Splitting the desktop into two parts makes it easier to copy and move items and pages
between different folders.
Splitting Desktop and Viewing Page Thumbnails
Splitting Desktop and Viewing Page Thumbnails
Split Desktop
1. To split the desktop, go
to Desktop > Split
Desktop. A horizontal
splitter will appear which
is moveable.
2. Place the cursor on the
splitter and drag the
splitter up and down to
the desired location.
Page Thumbnails
The Page Thumbnails pane displays the page thumbnails of a selected PDF file in
Desktop View.
1. Click once on the PDF file
to select it.
2. Go to View > Page
Thumbnails. Each page
of the PDF file will be
displayed in the left pane.
3. You can use this pane for
reordering pages in a
multi-page document with
drag and drop, inserting
pages, deleting pages,
copying pages, and
cutting pages.

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1. To annotate a scanned image or a PDF file, double click on its thumbnail on
the PaperPort Desktop to launch the file in Page View.
2. All annotation options are available to you by selecting the icons on the left
vertical column of the Page View or by selecting Annotation from the Menu
Bar.
3. To save the annotations with your image, just select the Desktop icon and
select Yes to save the annotations.
Working with ePaper on the Desktop
Working with ePaper on the Desktop
ePaper is represented on the PaperPort desktop as PDF files. The PaperPort
desktop displays all files as visual thumbnails (MS Office, PDF, TIFF, and JPEG).
Annotating scanned images and PDF files

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 9
1. PDF file thumbnails can be
copied, stacked and
unstacked just as you would
with physical paper
documents.
2. To stack, or combine, two
PDF images one on top of
the other to create a new
document, you can either:
•Select one PDF and then
drag that image with the
mouse on top of the other
PDF file.
Combining Documents on the Desktop
Combining Documents on the Desktop
Stacking and Unstacking PDF files
Combining Multiple Files into PDF Files
1. Select documents or images
that you want to combine
using the mouse and holding
down the Control key at the
same time. These items can
be different file types. For
example, you could select a
MS Word and MS Excel file.
2. Right click and select
“Combine Items into PDF”.
•Select both images you want to combine using the mouse and holding down the Control
key at the same time. Then select the Stack icon from the Command Bar.
•In both cases, the result will be a combined new PDF file with multiple pages.
3. A copy of each of the selected files will be combined into one multipage PDF file and
the PDF file will be saved on the PaperPort Desktop.
You can combine, or stack, individual PDFs or documents of different file types into
multipage PDFs.

Xerox Corporation –Scan to PC Desktop Professional Workgroup Edition v8 –Orientation Guide 10
Creating PDF Files
Creating PDF Files
Combining paper documents and digital documents typically requires several
steps…printing, scanning…and lots of time. With PaperPort Professional 10,
documents from all of your MS Office applications can be printed directly to the
PaperPort Desktop and then automatically combined with scanned images to create a
new unified digital PDF documents. Also, you can convert batches of documents into
PDF files using PDF Create!. Please see the Advanced section of the Orientation
Guide for information on batch creation of PDF files for archival or distribution
purposes.
1. PaperPort Professional 10 includes a
Print Driver that enables you to print a
PDF file from any desktop application
directly to the PaperPort desktop or to
the location of your choice.
2. From within the desired application, go
to File > Print and then select
“ScanSoft PDF Create!”as your
printer.
3. To specify additional properties for the
file when using ScanSoft PDF Create!,
click the Properties button to the right
of the printer list. Physical properties
of the PDF are represented on the first
tab, and additional options such as
watermarks and security are available
on the second tab.
4. Select OK and you will be prompted to
select where you want your PDF files
saved.
5. If you choose to save the PDF file
back to a PaperPort folder, this new
PDF file can then be stacked with any
of your existing PDF images to create
a new document.
Creating PDF files from Inside of Other Applications