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PaperPort 3.6 Software Users Guide

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1. When the item is correctly positioned on the folder the folder title is highlighted If the item is not correctly positioned on a folder title the pointer looks like this oog a S cewa a a l Page Settings Find Browse Rotate Duplicate Stack Unstack Unstacki Arrange Main Folder D Wight C Articles amp Clippings a 3 Bank Accounts W Post E Investments Medical Zi C Lindbergh C Real Estate C Meci Curtiss C Tares Travel Printer p coMail Word Paintbrush Phone Numbers 4 items v TIP If you hold down the Ctrl key while dragging an item onto a new folder a copy of the item goes into the new folder and the original remains in its original folder You can also use menu commands to refile and copy items into folders To file an item by using menu commands 1 ZA 3 4 Select the thumbnail for the item s on the PaperPort Desktop From the Desktop menu choose Move to Folder If you want to file a copy of the item in the new folder and keep the original in its original folder choose Copy to Folder from the Desktop menu You will see the dialog box for moving or copying the item to a new folder In the list labeled To Folder select the new folder for the item Click OK or double click the folder title v 5 Getting Organized with Personal Folders DISPLAYING ALL THE ITEMS IN
2. List Files of Type PaperPort Files MAX Windows Bitmap BMP PC Paintbrush PCX Multi page PCX DCX JPEG image files JPG GIF image files GIF TIFF TIF Drives c ms dos_6 2 From the List Files of Type drop down list choose the format type 3 In the list of file names select the file to import and click OK or double click the file name WORKING WITH COLOR AND GRAYSCALE IMAGES You can display color images on the PaperPort Desktop For example if you import a color image from another application it will appear in color in PaperPort PaperPort can also print in color to a color printer Color images scanned with the PaperPort scanner are converted to grayscale if the item was scanned with the Snapshot or Photograph scan setting or a custom setting with a bit depth set to more than one bit Working with Color and Grayscale Images Vv IMPORTING PAPERPORT ITEMS SAVED AS FILES If you have exported a PaperPort item as a file you can import it back into PaperPort To open a PaperPort item previously exported as a file 1 From the File menu choose Import File Name Directories c paprport data invoice max eet Rit wai paprport receipt max 5 data G desktop max List Files of Type Drives PaperPort Files MAX c ms dos_6 The file type is MAX Unless you specified otherwise when exporting and saving the original PaperPort item it was
3. the PaperPort Desktop elo emin EES Click the middle area to see a list of items on the PaperPort Desktop 1234 Palm Way San Francisco CA 94110 415 555 9876 Annotation Tool Bar Use __ these Annotation tools to add notes highlight areas or cut and paste sections Dear Sales Associate This fall Tropical Blends is offering an exciting sales promotion package to all sales associates in our U S and international offices You can win outstanding prizes including the ultimate tropical yacation a week for two in heavenly Tahiti Picture you and your companion at a full service ocean front resort for seven fun filled days and six romantic nights Crystal clear water white sand beaches warm breezes and all expenses paid Vacation Letter 300DPI Black amp White 100 Status Bar shows the item s title scanned dpi or the page s percentage of enlargement or reduction when the cursor is in the page boundaries THE COMMAND BAR The buttons on the Command Bar in Page View are a subset of the ones that appear in Desktop View The rest of the buttons do not apply to the Page View of the scanned item For more information see The Command Bar earlier in this chapter 3 Working on the PaperPort Desktop 7 r pi bee BD ERB EEEE THE ANNOTATION TOOLS In Page View you can annotate an item using the tools on the Annota
4. Complete and mail this registration form to win exceptional prizes inchiding an all expenses paid Wild West Weekend vacation for hoo Name_ Bridget LaPort Address__1234 Technology Way City__San Francisco State_Ca__ Zip 95001 Text added with the ae er Mark Up tool Evening Phone Number 415 123 7654 Why You Drink Tropical Blends Coffee in 50 words or less Coconut cream is my favorite Friday afternoon drink At the end of a long week it helps me jump into the weekend ready to have fun See reverse for contest rules Completed registrations cards must be postmarked no later than December 31 1995 Must be 18 years or older to participate Regard 300DPI Black amp White 100 Adding Text to a Page Highlighted text WV 7 Annotating Items To add a mark up 1 In Page View click the Mark Up tool on the Annotation Tool Bar The cursor changes to an insertion point 2 Click the location on the item where you want to add a mark up and type the annotation The note box __ but as you Type th dthe b d first looks like type the box E i Saag this expands to fit the text 3 To end the note simply click elsewhere on the page or click one of the other Annotation tools Notes are designed to be a single line You cannot press Enter and type a second line If you want multiline notes use the
5. Show Text The buttons on the Command Bar are displayed O Ho With Icons with names When this option is deselected the Rotate ooo buttons are smaller and do not have any text on With text and without them Setting Desktop Preferences VW Option Description Show Short descriptions of the Command Bar buttons ToolTips and Annotation Tools are displayed when the cursor is on them Color Screen Select this option if your computer has a color monitor Maximize The PaperPort window is maximized fills the Window at computer screen when PaperPort starts Startup Use Gray The PaperPort dialog boxes are displayed with a Dialog gray instead of a white background The gray Background background appears the next time you restart Windows 4 Click OK to save the Desktop preferences SCANNING WITH AN HP SCANNER The PaperPort software also supports certain HP ScanJet scanners available from the Hewlett Packard company To use these scanners with the PaperPort software you must have HP s DeskScan software version 2 3 or later Contact Hewlett Packard to obtain the DeskScan software The instructions in this section apply only if you have a supported scanner and its driver program installed on your computer v 2 Scanning Items To use PaperPort with a supported HP scanner 1 If this is the first time you are using the other scanner or if you have more than one scanner attached to your
6. The PaperPort software always attempts to produce the perfect image However there are times when you can improve the quality of a particular image by e Changing the brightness of a scan e Straightening the pages and trimming the black edges from them e Cleaning the pages You can use the options in the PaperPort Scan Settings dialog box to improve image quality See the installation guide that you received with your scanner for more information about setting the scan mode v TIP You can quickly display the PaperPort Scan Settings dialog box by pressing the PaperPort button Vv Use the Scan Settings and PaperPort commands for improving the images if the items that you want to scan are dirty or are too light or too dark The following are some samples along with suggestions for getting a better image is ho can win The sales associate that has the most total saves in the pny between September 1 1994 and December 31 1994 will win a grand prize Besides the grand prize you can win many other prizes For details on how to win and set sail for the Bahamas next winter see the memo Good luck Dato gall Sr Sales Executive This letter was scanned too dark It is also crooked and it has speckles in the upper left corner caused by irregularities in the paper 1234 Palm Way San Francisco CA 94110 415 535 9576 Dear Sales Associate kage You his fall Tropical Blends is
7. You might want to save an item when you want the item in another file format for example BMP or TIFE Using the Export command you can save an item and then open the item in another application With the Export command you can also save an item as a file For more information see Chapter 6 Getting Items On and Off the PaperPort Desktop STACKING PAGES When you scan individual pages you can combine the thumbnails for those pages into a stack For example if you have scanned a 10 page report 10 individual thumbnails appear on the PaperPort Desktop By stacking the thumbnails you can work with the report as a single item In this section you will practice using the drag and drop method to create a stack For more information about stacking items see Chapter 4 Working with Stacks To create a stack using the drag and drop method 1 Click an empty space on the PaperPort Desktop Make sure that no items are selected 2 Drag and drop the item onto the other item To drag and drop select the item and hold down the mouse button Using the mouse drag the item until it is on top of the page that you want underneath it When the other item is highlighted release the mouse button Learning the Basics gv PaperPort creates a new untitled item v 1 Quick Guide For this exercise drag and drop the cover letter on top of the resum You now have the stack Untitled 3 on the PaperPort Desktop Visioneer
8. description 64 example 62 seeing filed items 67 suggestions for 63 photo setting the scan mode for 18 picture annotations 111 Pointer tool 43 104 preferences dialog box 18 120 129 for JPEG compression 83 Previous Page command 55 print command 124 item 124 to desktop 84 to PaperPort 85 using the Printer icon 124 Print options 125 Print to Desktop 84 Printer icon 120 Q quality of image changing 23 R ragged edges 27 29 reference line to straighten page 28 removing annotations 115 documents 39 Reorder command 57 reordering pages 57 58 resizing annotations 114 retitle a folder 71 Return button 38 Index rotate image 46 page 46 page with annotations 47 Rotate button 36 37 46 S Scan button 33 36 38 Scan Mode scan photo 18 Scan Settings preferences dialog box 25 Straighten Automatically 27 Trim Automatically 27 Scan to Desktop 31 Scan to Page View 31 scanner how it scans 33 TWAIN device 32 using another 38 scanning getting a sharper image 23 groups of items 25 setting brightness 25 using another 38 with TWAIN devices 32 search criteria 87 direction and options 88 for items 86 Search All 88 Search Current 88 Select All command 48 115 Select Source command 33 Select Source dialog box 33 selecting items 48 Selection tool 43 Settings button 36 37 Setup program 155 SharpPage 26 27 Show Annotations command 116 125 Show Text with Icons 31 Index single page stacking 56
9. Choose the appropriate command to display or hide the visual element on the PaperPort Desktop v 3 Working on the PaperPort Desktop MOVING THUMBNAILS If the PaperPort Desktop becomes cluttered you can either move the thumbnails or rearrange them To move an item 1 Select the item that you want to move To select multiple items hold down the Shift key or Ctrl key while clicking on them or click on the Desktop and drag a rectangle around the items 2 Drag the item s to a new location on the PaperPort Desktop To arrange all items on the PaperPort Desktop e From the Desktop menu choose Arrange Desktop or click the Arrange button on the Command Bar The thumbnails are automatically reordered in neat rows starting from the upper left corner of the PaperPort Desktop To arrange some of the items on the PaperPort Desktop 1 Select two or more items that you want to rearrange 2 From the Desktop menu choose Arrange Selected Items The selected items move to the end of the list of items on the Desktop DELETING ITEMS If you are sure that you no longer need an item you can delete it PaperPort always asks if you are sure that you want to delete an item so that you will not inadvertently delete one that you want to keep v NOTE Deleting an item deletes it permanently If you want to save it for future use use the Export command on the File menu to export the item before deleting it When you export an item
10. appear when you scan a page that is less than 8 5 inches 21 6 cm wide or that has ragged edges or tears SharpPage Optimizes the readability of items scanned at a 1 bit depth setting 3 Click OK By default the options to straighten and trim automatically are both turned on when you receive PaperPort v TIP If an image has black edges that you want to be included in the scan do not use the option to trim the black border To automatically straighten a page after it has been scanned 1 Display the page in Page View 2 From the Page menu choose Auto straighten Page The PaperPort software analyzes the image to determine the best angle to use for straightening that page and then automatically straightens the page Scanning to Get the Best Image v To manually straighten a skewed page after it has been scanned 1 Display the page in Page View 2 Click the Straighten button on the Annotation Tool Bar A message box explains how to draw a reference line for straightening the page If you don t want the message box to appear again select the checkbox To straighten the page find an area that you want to make horizontal or vertical then draw a line along an edge of this area Don t display this message again 3 Click Close The cursor becomes a crosshair 4 Hold down the mouse button and drag the cursor to draw a horizontal or vertical reference line for straightening the page Dr
11. For example a stack of scanned invoices not in numerical order can be reordered in numerical order To reorder the pages in a stack 1 On the PaperPort Desktop select the stack with the pages to reorder 2 From the Desktop menu choose Reorder The Reorder dialog box shows the pages in their current order Reorder Lulu s Contract If the page that you want to reorder is not visible use the horizontal scroll bar to see it 3 Place the pointer on the page hold down the mouse button and drag the page to move it between the other two pages If the place where you want to put the page is not visible the pages will automatically scroll as you drag the page you are moving The page position marker shows the new position for the page Reordering Pages in a Stack v 4 Release the mouse button when the page is reordered to its new position The dialog box shows the pages in their new order Reorder Lulu s Contract Page 3 has been moved 5 Click OK The pages are reordered and renumbered INSERTING A PAGE INTO A STACK You insert pages into stacks on the PaperPort Desktop Both the page that you want to insert and the stack to insert it into must be displayed on the PaperPort Desktop To insert a page into an existing stack 1 On the PaperPort Desktop select the stack that will receive the page 2 Inthe stack move to the page where you want to
12. electronic fax and OCR links Glossary VW Link Bar linked application Mark Up tool OCR OLE page page markers WV Glossary The icons at the bottom of the PaperPort Desktop View that represent applications installed on your computer such as electronic fax software An application installed on your computer that you can use with PaperPort For example you can use OCR software to translate a PaperPort item into text An Annotation tool designed for adding text to preprinted forms scanned into PaperPort You can search for words in a mark up by using the Find command Optical character recognition the technology of translating characters in a graphic image of a printed page into machine readable characters that you can edit using a word processing program Object linking and embedding an industry standard method for inserting an object into a document The object retains a connection or link with its original application so that double clicking on the object in the document opens the object s original application A PaperPort term that refers to a one sheet item or one sheet of a stack The elevated vertical lines on the PaperPort scanner that act as guides to inserting a page Page Navigator Page View Pan tool paper return parallel port PCX file PDF file Pointer tool resolution The buttons you click in Desktop View or Page View to move from page to page in a stack or
13. software starting 2 spreadsheet bringing into PaperPort 14 84 stack 89 adding page 59 copying 59 creating using drag and drop 53 54 using the Stack command 54 definition 52 navigating between pages 55 reordering pages 56 section separator for 59 summary information 85 unstacking pages 56 viewing pages 7 42 Stack button 36 37 54 Stack command 54 stack pages 5 Stack Selected Items command 54 Startup Window for PaperPort 31 Status Bar 36 42 Sticky Note tool 43 sticky notes adding 10 changing size 11 collapsing expanding 104 customizing 111 setting background color 113 See also annotation Straighten Automatically 27 Straighten Page command 23 26 Straighten Page tool 43 straighten page removing annotations 29 Summary Info command 85 summary information dialog box 85 lost when stacking items 85 uses of 85 system requirements PaperPort Viewer Macintosh 156 Windows 154 T text circling 43 converting images to 122 customizing annotations 114 editing 16 highlighting 106 underlining 43 107 text insertion pointer 114 thumbnail 33 39 TIFF 76 81 title adding to an item 6 changing 41 length of 40 naming folders 71 items 40 viewing 41 Tool Palette command 38 tools description 43 Trim Automatically 27 U underlining text 43 Undo All Changes command 116 Undo All command 111 Undo command 29 Undo New Annotation command 116 Undo Paste command 111 Undo Rotate command 46 undoing annotations 116 Unst
14. you can save it in several different formats For details about exporting see Chapter 6 Getting Items On and Off the PaperPort Desktop Working in Desktop View v To delete an item 1 Select the item in Desktop View or display the item in Page View 2 From the File menu choose Delete Item In Desktop View you can also press the Delete key or choose Delete from the Edit menu A message box asks if you are sure that you want to delete the item Visioneer PaperPort T Do you want to delete item Invoice Cover Letter Old Yes to All No Cancel 3 Click Yes if you want to delete it click No or Cancel if you don t want to delete it If you selected multiple items you can delete them all in one step by clicking the Yes to All button GIVING TITLES TO ITEMS PaperPort titles can be up to 30 characters long so you can have titles such as Smithers Contract or Letter to Dr Adams The more descriptive the title the easier it is for you to quickly find the item you want To give a title to an item in Desktop View 1 Select the item If you just scanned the item it will be Untitled 2 Click its title or choose Change Title from the File menu An edit box appears around the title VW 3 Working on the PaperPort Desktop 3 Type the new title up to 30 characters and press Return an edit box appears around the title Click Select the item the title and type a new The item n
15. 0 file OBTAINING EXTRA COPIES OF PAPERPORT VIEWER PaperPort Viewer is available free on many online services such as the World Wide Web America Online the Visioneer BBS and CompuServe For example on CompuServe PaperPort Viewer is available under the Office Automation Vendor Forum For the telephone number of the Visioneer BBS or to contact Visioneer see the technical support card that you received with your scanner You can distribute PaperPort Viewer to others free of charge One way to send someone PaperPort Viewer is to attach the PaperPort Viewer file to an e mail message and then send that e mail message to the recipient INSTALLING PAPERPORT VIEWER FOR WINDOWS You can install PaperPort Viewer for Windows from a CD or disks HARDWARE AND SOFTWARE REQUIREMENTS To run PaperPort Viewer for Windows you need the following software and hardware e An IBM ora 100 percent compatible personal computer with a 386 microprocessor or higher e Windows 3 1 or later e 4 MB of memory e 1 MB of hard disk space e AVGA monitor or better e A CD ROM drive if you re installing from the PaperPort CD WV C Obtaining and Installing PaperPort Viewer INSTALLING FROM THE PAPERPoRT CD The PaperPort CD includes PaperPort Viewer for Windows See the installation guide that you received with your PaperPort scanner for instructions about installing PaperPort Viewer from the CD INSTALLING FROM DISKS You can install PaperPort Vi
16. A FOLDER Opening a folder displays the items in it They appear on the PaperPort Desktop in the same positions as the last time you opened that folder v TIP Arrange the items on the PaperPort Desktop in the order in which you want to see them when the folder is opened They will appear that way each time you open the folder For example if you create a folder for Invoices 1996 creating a stack for each month and then ordering them on the PaperPort Desktop as Jan Feb Mar and so on might make it easier to quickly find the invoice you want To display the items in a folder e Select the folder You can select a folder by clicking on it or by pressing the Tab key when a folder is highlighted The items in the selected folder appear on the PaperPort Desktop Only one folder at a time can be open or current on the PaperPort Desktop If any other folder is open it closes and the newly selected one opens Displaying All the Items in a Folder v Visioneer PaperPort File Edit View Desktop Page Annotations Help ooo 000 Unstack Unstackt Arrange 2 S 4S Sl e 4 Duplicate Stack C Main Folder Articles amp Clippings E Bank Accounts Investments Surgery Hospital Surgery Dr Tioga Surgery Benefits pe Clicking a folder esmes opens it and displays Fhione Numbers its items on the C RealEstate PaperPort Desktop a Notice that t
17. Annotation Tool Bar to add various types of comments or annotations to a page For example the Highlighter tool highlights text in the same way as a felt tip marker You can select a color and then highlight the text You can also use the Sticky Note tool to create notes and place them in a document just like real sticky notes In the next exercise you will practice using the Sticky Note tool For more information about using the Annotation tools see Chapter 7 Annotating Items To add a sticky note 1 On the PaperPort Desktop double click an item or select the item and click the Page icon on the Command Bar The page appears in Page View 2 On the Annotation Tool Bar click the Sticky Note icon The cursor changes to a small sticky note symbol with a crosshair 3 Position the cursor where you want to add the sticky note 4 Click anywhere in the item The default note size appears and is ready for you to begin typing The following figure shows a sample of a note border Type the note as shown in the following figure Visioneer PaperPort 1 File Edit View Desktop Page Annotations Help as 2 Cover Letter D gt JL Q actual Q August 26 1995 Maria He Mz Pierre Chen has the Sample 75 rue de la Croix exprience i Montreal Canada M3W 1G5 sticky note we are Ma Julia Smiles VP Human Resources Tea Caan looking for 1234 Palm Way San Francisco CA 95117
18. Dear Ms Smiles Tam responding to your advertisement for the Far Eart Regional Sales Manager position advertised in the Tokyo edition of the Food Professional News As you can see by my eaclosed tesume I have been working in the food industzy for over 10 years and my qualifications and employment history meet the requirements for the advertised position I will contact you next week to set up an appointment I am looking forward to discussing employment with your company in more detail Most cordially yours Pigs Claes Pierre Chen Cover Letter 200 DPI Black amp White 100 Practice changing the size and shape of the note Click the Pointer icon on the Annotation Tool Bar and select the note To resize the note box drag one of the handles Drag the handle diagonally to change Maria He has the the size of the note experi ence we are looking for From the View menu choose Desktop View or click the Desktop icon on the Command Bar to display the PaperPort Desktop Learning the Basics Yy v 1 Quick Guide EXITING THE PAPERPORT SOFTWARE To exit the PaperPort software From the File menu choose Exit The next time you start PaperPort all the items will appear on the PaperPort Desktop in the same position as when you quit GETTING THE MOST FROM PAPERPORT Now that you know the basics of using the PaperPort software you are ready to learn how powerful it ca
19. Edit menu or press F3 The exact annotation on the page will be displayed and selected Finding Items v FINDING ANNOTATIONS While you are working in Page View PaperPort can find annotation text in a mark up or sticky note For example if you have a multipage contract and have exceptions to the wording you could add an annotation such as Check This at each place where the wording needs to be revised Then when you have finished reading the contract finding the annotations is a quick way to get to the clauses that need revision v NOTE You can find annotation text in both Desktop View and Page View In Page View PaperPort searches through the pages of the stack If you use the process in Desktop View PaperPort searches through all items on the desktop and selects the thumbnail that has the annotation To find an annotation 1 Click the Find button or from the Edit menu in Page View choose Find Annotation The Find Annotation dialog box appears Direction I Case Sensitive Up Down I Whole Word Only To find the item while in Desktop View choose Find Item from the Edit menu 2 Type the text that you want to find and select the search options VW 6 Getting Items On and Off the PaperPort Desktop 3 Click Find PaperPort begins searching for the text you typed In Page View the annotation that is found is selected In Desktop View the item with the annotation text is selected 4 To fi
20. Exporting Files i010 tite a 149 Missing E Mail Links 2 4 5 ae sassa aise ee re We We Wo waves 150 Appendix C Obtaining and Installing PaperPort Viewer 153 Obtaining Extra Copies of PaperPort Viewer 154 Installing PaperPort Viewer for Windows 154 Hardware and Software Requirements 154 Installing from the PaperPott CD ys ot eat et eee 155 Installing from Disksccwen tu tox otter v eae wnat 155 Installing PaperPort Viewer for Macintosh 156 Hardware and Software Requirements 156 Using the Macintosh Installer 000 156 Starting PaperPort Viewer saieas ees Ga SIG Se Sees 4 157 Appendix D Technical Information 159 Installation Eog aaa e4 ee bene s anana AN 159 Uninstalling Paper Port ween tence neta e eee 159 Paper Port Software Specifications nator etek eho ce eee eed 160 VOSS CHG sn oeaan a ied aint 163 eh Oe Sects teste ln etl 169 Contacting Visioneer 0 c eee eee eee 177 Calibration Page PART ONE Getting Started Learn by doing Anonymous Proverb CHAPTER 1 Quick Guide Welcome to the PaperPort 3 6 Software Users Guide This first chapter is a quick guide that explains how to use the PaperPort software The quick guide has two major sections e Learning the Basics will help you to quickly get acquainted with the basic features of the PaperPort software If yo
21. F A A a S Find Browse Q Duplicate Stack Unstack Unstackt Arrange ogg ooo Main Folder Articles amp Clippings Bank Accounts ___ Form 1099 Unites Investments Ci Medical Phone Numbers C Real Estate C Receipts CO Travel costal eS Word Printer 3 items selected 300 DPI Black amp White 1 9M bytes If you want to fax the form and the spreadsheet first stack the items and then drag and drop the stack onto the Fax icon on the Link Bar LETTING PAPERPORT DO YOUR TYPING WITH OCR When you scan an item it is an image or a picture and you cannot edit its text However using the OCR software that is shipped with PaperPort or using a PaperPort supported OCR application you can convert the image into text and read the text into your word processing application That process changes the scanned image into real text that you can edit If you want to edit a printed page but do not want to use a red pencil you can scan the page read it into your word processor and then edit the page online Yv 1 Quick Guide v NOTE The OCR software may not always convert all text with 100 percent accuracy therefore check the document for spelling errors while editing it To convert a PaperPort item to text 1 Scan the item if you have not already done so 2 Select the item on the PaperPort Desktop 3 Drag and drop the selected item onto t
22. PaperPort File Edit View Desktop Page Annotations Help iT A a CERRAR 3 Assign a title to the stack with the cover letter and resum Select the item and Type a new title and The item now has click its title press Return a new title Cover Letter You use the same process to give titles to individual pages Page DISPLAYING AN ITEM IN PAGE VIEW Page View displays the details of the current page so that you can get a close up of a page s information or add comments to a page To view a stack in Page View l On the PaperPort Desktop double click the stack or select the stack and click the Page icon on the Command Bar The first page of the stack appears in Page View as shown in the following figure The Page Navigator displays the previ ous or next page when you click the left or right arrow Click the middle of the Page Navigator to go to a specific page The Zoom Navigator reduces the page zoom out or magnifies the page zoom in Click the middle of the Zoom Navigator to return the page to its actual 100 size Visioneer F aperPort The Document Navigator displays the previous or next item on the PaperPort Desktop or a list of all items File Edit View Desktop Page Anngtations Help ia S Find Browse Rotate 4 Cover Letter gt 4 tof2 gt QAJ awa Ja Use the Annotation Tool Bar for adding notes highlighting areas or
23. Sticky Note tool HIGHLIGHTING INFORMATION Use the Highlighter tool to call attention to specific parts of an item just as you would use a marker to highlight a section of a paper page For example you might want to highlight an important paragraph or some key phrases in a report To highlight information 1 In Page View click the Highlighter tool on the Annotation Tool Bar 2 Drag the cursor across the text that you want to highlight You can drag straight across a line of text to highlight it or drag diagonally to create a block of highlighting for example to quickly highlight a paragraph For complete details on how to win this trip see the attached memorandum from the home office in Sioux City lowa For information about changing the color of the highlighter see Selecting the Font and Color on page 111 ADDING FREEHAND ANNOTATIONS Use the Freehand tool to draw underline circle scribble on or mark an item The following is a sample Visioneer PaperPort zl ma Edit View Desktop Page Annotations Help Zi elec Untted 7 gt 4 Q actual Q When you circle text others can quickly locate important information Freehand tool Untited7 200 DPI Black amp White To add a freehand annotation 1 In Page View click the Freehand tool on the Annotation Tool Bar The cursor changes to a pencil 2 Drag the pencil
24. The PaperPort Scan Settings dialog box appears PaperPort Scan Settings Settings Category Scan Mode Image Improvement Article X Straighten Automatically C Letter X Trim Automatically C Business Card I SharpPage Ci snesehot cL rir By C Photograph Darken Lighten C Custom IX Show Scan Progress For newspaper and magazine articles receipts forms and notes Ideal for filing faxi pying or sending items to other applications Provides the fastest scan time and the smallest file size Setup Show More v NOTE If the PaperPort software is not running you can also press the PaperPort button on the scanner to see the PaperPort Scan Settings dialog box 2 In the Scan Mode options select Photograph WV 1 Quick Guide 3 Click OK 4 Scan your photo v TIP You may need to adjust the Image Improvement setting making it either darker or lighter to make the photo look the way you want Getting the Most from PaperPort yv v 1 Quick Guide PART TWO Using PaperPort Art is the technique of communication The image is the most complete technique of all communication Claes Oldenburg CHAPTER 2 Scanning Items This chapter tells you how to use the PaperPort software when scanning including how to e Produce the best quality image e Change the PaperPort Desktop settings e Scan with other scanners SCANNING TO GET THE BEST IMAGE
25. all references to PaperPort from the Windows system files Because you may want to re use scanned items later the Uninstall program will not remove the PaperPort data directory containing your scanned items To delete those files you must do so manually using the Windows File Manager after the uninstall process is done If you do not delete those files and later re install PaperPort your scanned items will still be available To uninstall PaperPort double click the Uninstall PaperPort icon in the PaperPort program group A dialog box asks you to confirm that you want to remove PaperPort The next dialog box asks to restart Windows to complete the process After Windows restarts your files are deleted Vv PAPERPORT SOFTWARE SPECIFICATIONS Input Scanning modes Print to PaperPort Desktop Imported images Output Supported printers Supported export import formats WV D Technical Information Article 200 dpi 1 bit Letter 300 dpi 1 bit Business Card 400 dpi 1 bit Snapshot 100 dpi 4 bit Photograph 100 dpi 8 bit Custom 100 200 300 or 400 dpi 1 2 4 or 8 bit Up to 300 dpi x 300 dpi Up to 2400 dpi x 2400 dpi Up to 24 bit Any Windows compatible printer PaperPort for Windows TIFF multiple formats PCX PDF export only DCX GIE BMP and JPEG PAPERPORT SOFTWARE SPECIFICATIONS CONTINUED Supported third party Adobe Photoshop 2 5 and 3 0 Caere applications and minimum FaxMaster
26. computer choose Select Source from the File menu A dialog box lists the names of the driver programs for the HP scanners available to your computer Sources Select the software source driver for your scanner Click Select To scan click the Scan button on the Command Bar or from the PaperPort File menu choose Acquire The scanner scans the image and it appears on the PaperPort Desktop v NOTE The Scan button will not appear and the Acquire and Select Source commands will remain inactive on the PaperPort File menu until another supported scanner is attached to your computer and its driver program is installed Scanning with an HP Scanner VW v 2 Scanning Items Wisdom outweighs any wealth Sophocles Antigone CHAPTER 3 Working on the PaperPort Desktop This chapter explains how to work with the PaperPort Desktop You will learn about the basic views for looking at scanned items and also how to get around in PaperPort and work with its features This chapter covers PaperPort s two views for looking at scanned items Switching between views PaperPort s automatic save feature Selecting and deselecting items Undoing an action Command Bar has button ____ shortcuts for choosing menu commands Single page item Stacks are items with WORKING IN DESKTOP VIEW The PaperPort Desktop View displays all of the items as thumbnails The following sample shows three thumbnai
27. cutting 2 August 26 1995 and pasting a section Me Pierre C 75 rue de la Croix Montreal Canada M3W 1G5 Ma Julia Smiles VP Human Resources Taha bree Cai 1234 Palm Wa San Francisco CA 95117 Dear Ms Smiles Tam responding to your advertisement for the Far East Regional Sales Manager position advertned in the Tokyo edition of the Food Profesional New As you can see by my enclosed zesume I have been working in the food industry for over 10 years and my qualifications and history meet the requirements for the advertised position The Status Bar shows the item s i I will contact you next week to set up an appoinment I am looking forward to discussing title scanned dpi or the page s employment with your company in more detail percentage of enlargement or ae reduction when the cursor is in we the page boundaries Cover eter __200DPI Bleck amp White 100 2 Click the right arrow in the Page Navigator to move forward one page Click the left arrow to move backward one page Learning the Basics Vv v TIP To go to a specific page click the middle of the Page Navigator When the pointer is this shape the item is not correctly positioned on a folder title or you are trying to drop it onto the folder where the item is already filed WV 1 Quick Guide where it displays the number of pages Enter the page number when the Go To Page dialog
28. ever eeRv eee ees 116 Deleting Annowuions lt csc 6 asc ease saad sles Wee wees 117 Chapter 8 Using PaperPort Links 119 Overview or Using Links 21 0 05 536008 tees eee eee eee es 120 The PaperPort Cinks tevwe vex ay tea an AA 120 Basic Steps for Using Links ininananak aed So 122 Converting Text with OCR Software 0000 122 Processing Text Using OCR Software 0 123 Printing Items ok ehh es Lid See eee ae eee eee ass 124 Using PaperPort with an Electronic Fax 0 125 Reading Faxes in PaperPort ncapepenenntesarereseded 126 Using PaperPort with E mail iv eeake eke ket werhwerewees 127 Using PaperPort with Lotus cc Mail 127 Displaying E mail Messages Sent from PaperPort 128 Setting Link Preferences 4 9 04 24 pas Geen ome eee 128 PART THREE Appendixes Appendix A Messages 0000s cece eee ees 137 Link Messaes lt lt 0 4 5s a 0s ooo oS 2992949 Sa a oe SES 138 Memory Messages joi eo ai AE RAE cia E wey wanes 139 Desktop Messages sisati sata ete a ae ii 141 Disk and File Messages nnna 141 Other Messages irene a E tata LETOO EEEE EEN 142 Appendix B Troubleshooting 004 145 Image Quality and Appearance nee eve ied ex aas 145 Printing Problems acdsee atid Mea cae tedad anak ace 147 Electronice Fax Problems scx nates antaw aie eee aree ee 148 OGR PLOD SHAS lest OR eC St hate E a E tel aa 148 Importing and
29. exported as a MAX file 2 Select the file and click OK or double click the file name VW 6 Getting Items On and Off the PaperPort Desktop FINDING FILES TO IMPORT If you want to import a file but dont remember its name or where it is located you can use the Find File features available in the Import dialog box To find a file that you have already exported 1 In the Import dialog box click the Find File button The Find File dialog box appears Enter the information Enter the information here that here that tells PaperPort tells PaperPort the search where to search criteria to use when searching l l Find File File Name Search for Text max Title Invoice Cover Letter Directories Creator c paprport data Keywords l cst S Jul i Bs paprnod Comments uly version gt data Annotation deskt C desktop I Case Sensitive Match Any Field Whole Word Only Match All Fields Search by Date Modified I Search Subdirectories C Before After 9730796 Drives mm dd yy c ms dos_6 2 To search on another drive select it from the Drives drop down list 3 Select the directory that you want to search Select Search Subdirectories to also search all the subdirectories within the specified directory Importing PaperPort Items Saved as Files yv 4 Enter the information on the right hand side of the dialog box Use the Search by Date Modified option to find t
30. is not running when you scan an item it is automatically placed in the Main Folder You can then move it to the folder you want However if the PaperPort software is already running when you scan an item the item is automatically placed in the folder that is currently open Each item must be in one folder or another Folders are for filing purposes only You cannot for instance drag a folder onto the Printer icon to print all of the items in the folder Also you cannot file one folder within another df 5 Getting Organized with Personal Folders FILING ITEMS IN FOLDERS The key to getting organized with PaperPort is to file items in the right folders You can drag and drop items from one folder to another to organize information in any way you want To file an item in a folder 1 Select the item on the PaperPort Desktop The item can be a single item or a group of items 2 Drag the item onto the folder The folder title is highlighted when the item is correctly positioned on it There is no need to drag an item onto the folder where it is already filed in order to refile it Once an item is in a folder it stays there until you move it When you release the mouse button the folder flashes to let you know that the selected item s is filed in the folder Filing Items in Folders VW A dotted outline shows where you are dragging the item Visioneer PaperPort gt File Edit View Desktop Page Annotations Help
31. name from the submenu To send a fax from Page View use the Links command Using PaperPort with an Electronic Fax v 3 Use your electronic fax application as you normally do READING FAXES IN PAPERPORT If you are using WinFax PRO you can read faxes in PaperPort To read a fax created in WinFax PRO 1 From the File menu choose Import Fax The Import Fax dialog box appears and lists the faxes available to be read in PaperPort Faxes Found 22 33 00 2 pages rev 15 33 28 4 pages rev Wink s 1995 01 06 15 06 30 15 pages rev 13 59 32 1 pages snd Facsimile Main WwinFAx 1995 01 04 09 16 44 5 pages snd Kim 2 Select one of the faxes in the list A thumbnail of that fax appears in the dialog box 3 Find the faxes that you want to read and select them To read all of the faxes click Select All 4 Click Import The selected faxes appear on the PaperPort Desktop You can now select them there and switch to Page View to read them WV 8 Using PaperPort Links AJ cc Mail USING PAPERPORT WITH E MAIL Using the PaperPort e mail link you can send an item from the PaperPort Desktop as an attachment to an e mail message To send items using e mail l 2 On the PaperPort Desktop select the item s you want to send Drag and drop the item onto the e mail icon on the Link Bar or from the File menu choose Links and then choose the e mail application name from the Links submenu Log on to th
32. nate 56 Reordering Pages in a Stack jy erste Raheem eee wuebse 57 Inserting a Page into a Stackis c 0 4 save wee weve ve ee Ne wes 58 Duplicating Items ta tee ted ine Se Reh Sheek whee eee 59 Chapter 5 Getting Organized with Personal Folders 61 An Example Keeping Track of Your Medical Bills 62 Suggestions for Your Personal Folders 000 63 About the POldets s 442 ava endow ae eee see hoses 64 Filing Items in Folders 3 2 00 0 0 95 6095 seo aoe ee ee ewe ee eee 65 Displaying All the Items in a Folder ss00s0005 veeeevaviyes 67 Seeing What Is in a Folder cvci acre ewer aana 68 Creating New PaperPort Folders 1c ecad ect enanes e263 3 70 Giving 4 Foldera New Titlen acess uuuuirauabawse 71 Displaying the Folders 2 0444 Ssessceee cee ee ween wees 71 Adjusting the Folders Column Width 0 72 Deleting Folders rrean a ata ere Se re eres 74 Chapter 6 Getting Items On and Off the PaperPort Desktop 00 c eee eee eee 75 Importing Files from Other Applications 0 76 Working with Color and Grayscale Images 77 Importing PaperPort Items Saved as Files 00 78 Finding Files to linpott wee sya nie come cuameeuamnt ae 79 Exporting PaperPort Items waiedseld reson soy on ee eo tea ted 80 Exporting Files with Compression 0 000005 83 Printing from Other Applications 00000 84 Adding Summary Information t
33. on the screen Desktop Messages WV Vv A Messages OTHER MESSAGES This item contains one or more annotations that cannot be displayed by this version of PaperPort The item contains one or more annotations created by an earlier version of PaperPort than the one you are using You can view all the annotations supported in your version by upgrading your copy To upgrade your copy of PaperPort contact the Visioneer Upgrade Center For more information see the technical support card that you received with your scanner PaperPort is currently busy and cannot complete this operation Please close any open PaperPort dialogs before trying again PaperPort is currently busy and cannot accept the printed item Please close any open PaperPort dialog boxes before trying again Close any open dialog box in PaperPort and try the operation again PaperPort is busy and cannot be closed right now Please wait until the current operation has completed or close all PaperPort dialogs and try again PaperPort is busy processing Wait one or more minutes and then try quitting PaperPort again PaperPort cannot paste because the clipboard image is larger than the current page The image that you have cut or copied to the Clipboard is larger than the item on which you are trying to paste Try copying a smaller image to the Clipboard If you have a large image to paste divide it into sections and copy and paste each section in turn When past
34. or click the Duplicate button on the Command Bar You can also create a duplicate by pressing the Ctrl key while dragging the item to another location on the Desktop The pointer will have a sign in it to indicate that the selected item will be duplicated Duplicating Items v To duplicate a page in a stack l 2 VW 4 Working with Stacks Select the stack on the PaperPort Desktop Use the stack s Page Navigator to bring the page that you want to copy to the top of the stack From the Desktop menu choose Duplicate Current Page A duplicate of that item appears as a new untitled image on the PaperPort Desktop A moment s insight is sometimes worth a life s experience Dliver Wendell Holmes CHAPTER 5 Getting Organized with Personal Folders The main purpose of PaperPort is to help you get organized Scanning the papers on your desk cleans up the clutter but then what Without some way of organizing your electronic copies of the papers you would simply be trading clutter on your desk for clutter on your computer That s where your PaperPort personal folders come in PaperPort s personal folders are like regular manila file folders except that they are electronic If you read an interesting newspaper article you can scan it and put it into your Articles amp Clippings folder In this chapter you will learn how to e File items in folders and quickly retrieve them e Create your own fo
35. the Edit menu choose Select All To deselect all the items on the PaperPort Desktop From the Edit menu choose Deselect All To deselect some but not all of the selected items on the PaperPort Desktop e Hold down the Shift key and click on each item that you want to deselect The other selected items are not affected WV 3 Working on the PaperPort Desktop UNDOING AN ACTION The Undo command in the Edit menu will undo the last action you just made in PaperPort For example if you move a thumbnail on the PaperPort Desktop you can choose Undo Move and the thumbnail will move back to its original location Similarly if you highlight a section of text on a page in Page View you can choose Undo New Annotation to remove that highlighting Note however that undoing applies only to the last action For example if you move one thumbnail and then move another one the Undo Move applies only to the last thumbnail that was moved which was the last action you took After you undo an action the Undo command becomes Redo which undoes the Undo For example if you highlight a section of text in Page View and choose Undo New Annotation to undo it but then decide that you made a mistake and want to keep that highlighting just choose Redo New Annotation and it reappears The Redo command like the Undo command applies only to the last action In Page View there is also the Undo All Changes command Choosing that command
36. to circle draw or mark text To change the line width of the freehand annotation x 1 Click the Pointer tool on the Annotation Tool Bar 2 Select the freehand annotation Adding Freehand Annotations WV v Show Annotations Color Line Width v WV 7 Annotating Items 3 From the Annotations menu choose Line Width and then choose one of the line width options The checkmark indicates the currently selected option The selected freehand annotation becomes the new width Other freehand annotations already on the page will not be affected The line width with the checkmark also determines the line width of any new annotations that you draw You can also change the color of a freehand annotation using the Color command For more information see Fine Tuning Annotations on page 111 DRAWING LINES AND ARROWS Use the Arrow tool to add lines and arrows to an item This is a convenient way to point to important details or to connect an annotation to an area in an item To add lines and arrows 1 In Page View click the Arrow tool on the Annotation Tool Bar The cursor changes to a crosshair 2 Drag the mouse to create an arrow To change the line width or arrowheads 1 In Page View click the Pointer tool on the Annotation Tool Bar 2 Select the line or arrow A handle appears at each end i p 3 From the Annotations menu choose the Line Arrowhead or L
37. to go to a specific page A close up view of one page which lets you read and annotate the page An Annotation tool for quickly scrolling an image in Page View The sliding top on the PaperPort scanner that you adjust to send scanned pages either straight through or back toward you when scanning A port on the back of your computer where you can plug in the PaperPort scanner if the serial COM port is not available The parallel port is often used to connect to a printer A graphics file format used by many popular paint programs such as PC Paintbrush A document file format that is used with Adobe s Acrobat application PDF which stands for Portable Document Format allows files to be viewed using Acrobat regardless of the original application used to create the files The tool on the Annotation Tool Bar for selecting an annotation to cut copy or paste The sharpness of an image measured in dots per inch dpi The higher the dpi the greater the resolution Glossary y WV Glossary scanner search criteria Selection tool stack sticky note thumbnail TIFF file TWAIN zoom in zoom out A device such as the PaperPort scanner that converts a printed image or document into a bitmapped computer screen image or file Data used to find items in PaperPort An Annotation tool used to select part of an item to cut and to paste to the Clipboard A PaperPort item with two or more page
38. whole word of Only the summary information matches the whole word of the search criteria text Folders Search All PaperPort searches all of your Search All personal folders Search Cuitent Search Current PaperPort searches only the folder that is currently open Direction PaperPort searches either up or down through Up Down the list of items To search backward through the items select Up If the item is not found PaperPort searches the other items 6 Getting Items On and Off the PaperPort Desktop 4 Click one of the search buttons Find Finds the first item that matches the search criteria and selects it on the PaperPort Desktop Find All Finds all of the items that match your search criteria options and lists them in the Items Found dialog box Thumbnail of the item selected in the list Items Found in All Folders Invoice Cover Letter 5 Select an item in the list to display its thumbnail 6 When the correct item is selected in the list double click it or click the Go To button The item is selected on the PaperPort Desktop v TIP If you selected the Find option instead of Find All and want to see the next item in the search that meets the search criteria choose Find Next from the Edit menu or press the F3 key v TIP If PaperPort finds the item based on annotation text the item will be selected on the PaperPort Desktop Switch to the Page View and then choose Find Next from the
39. 1 CROPPING AN IMAGE If you want to display only a portion of an image you can crop it The cropped portion remains visible and the rest is removed from the page To crop on a page an 2 In Page View click the Selection tool on the Annotation Tool Bar The cursor changes to a crosshair Drag the crosshair around the area to crop A dashed box appears around the area as you select it The logo is selected to crop it from the address aa i RSA i Ag ae When you choose the ar Crop command only the A a J Palm selected area remains Cropping an Image WV WV 7 Annotating Items If you need to increase or decrease the size of the area that you selected drag one of the handles on the dashed selection box Annotations within the area that you want to crop must be entirely enclosed by the dashed box or they will be deleted 3 From the Edit menu choose Crop The portion of the image outside the selection box is removed from the page The thumbnail on the PaperPort Desktop will also indicate that an area has been cropped from the page WORKING WITH STICKY NOTES Sticky notes are similar to paper sticky notes they can contain several lines of text and you can place them wherever you like in an item As with a paper sticky note when you place a PaperPort sticky note on a page the note covers the information beneath it However you can make PaperPort sticky notes as large or
40. 1 In Page View click the Sticky Note tool on the Annotation Tool Bar The cursor changes to a small sticky note symbol with crosshairs z 2 Click anywhere in the item and the default note size appears The insertion point is ready for you to begin typing 3 Type the note text The note box expands to accommodate the The insertion point amount of text you type ready for you to begin sok typing Dont worry about the size of the note box You can resize it after typing the text To resize it click the Pointer tool and then click the note box to select it Drag the handles on the note box to resize it Working with Sticky Notes WV COLLAPSING AND EXPANDING STICKY NOTES At times you may want to collapse the sticky notes so that they dont cover text on the page You may also find it more convenient to move or copy a collapsed note instead of an expanded note Then when you are ready to read the note simply expand it v TIP Avoid putting collapsed sticky notes close together on the page if others will be using PaperPort Viewer to view the item With PaperPort Viewer either all notes are collapsed or all are expanded You cannot individually expand or collapse notes To collapse notes n 1 In Page View click the Pointer tool on the Annotation Tool Bar 2 Select the note or notes that you want to collapse You can collapse notes individually or in groups 3 From the Annotations menu choose Collapse Sti
41. 300 DPI Black amp White 23 8K bytes You can also start the PaperPort software without scanning an item by e Double clicking the PaperPort icon in the Program Manager Pushing the PaperPort button on your scanner e Printing to the PaperPort Desktop from another application For more information see Chapter 6 Getting Items On and Off the PaperPort Desktop e Starting PaperPort from the Windows File Manager as you would any other application THE PRACTICE EXAMPLE The practice exercises in Learning the Basics use two scanned pages consisting of a cover letter and resum as shown in the following figure Visioneer PaperPort e File Edit View Desktop Page Annotations Help The Command Barhs S 21 Ga 4 4 al Page Settings Find Browse Rotate Duplicate Stack Unstack Unstackt Arrange shortcuts for choosing ae d h P Main Folder Untitled 1 Untitled 2 menu comman S SUC C Articles amp Clippings as switching views or C Bank Accounts finding items C Investments C Medical Phone Numbers Real Estate mT Receipts Thumbnails images of O Taxes Travel scanned items The Link Bar contains icons for printing sending a fax or an e mail message a S e S Printer co Mail Fax Word Paintbrush reading text into your word processing application sending Untitled 2 S00DPI Black amp White 23
42. 8K bytes scanned items to other applications and using Name of selected item Scan setting for File size Paintbrush the selected item v NOTE If you want to follow along with these practice exercises on your computer you can scan any two pages into PaperPort Learning the Basics VW 1 Quick Guide SELECTING AND DESELECTING ITEMS After you scan an item it is automatically highlighted or selected on the PaperPort Desktop A selected item has a red or dark line around it To work with a scanned item for example to move an item to drag an item to a link or to display an item in Page View you must select it To select or deselect an item 1 Click any empty space on the PaperPort Desktop Notice that both untitled thumbnails are no longer selected Newly scanned items are untitled until you give them a name You ll see how to do that in the next few pages 2 Click one of the thumbnails such as Untitled 2 to select it Untitled 2 is highlighted 3 To deselect the item click another item or click anywhere on the PaperPort Desktop v TIP To select multiple items click each thumbnail while holding down the Shift key or the Ctrl key or click on the PaperPort Desktop and drag a rectangle around the items to select SAVING AN ITEM Because PaperPort automatically saves an item after you scan it or make changes to it you do not need to use a Save command to save an item that is on the PaperPort Desktop
43. BJECT To edit an inserted item 1 In the container application such as Word double click the item Business Card PaperPort starts and a temporary copy of the item is selected On the iene PaperPort Desktop a dotted outline around the copy indicates that j ETEEN the copy is linked to a container application Page View opens so that E aaa you can edit the item in PaperPort 2 Edit the item 3 Ifyou have finished quit PaperPort and the item will be updated in the container application To continue using PaperPort choose Update PaperPort Document in file name where the file name is the name of the container file from the File menu Then press the Delete key or choose Delete Item from the File menu to delete the temporary item from the Desktop The container application is displayed with the updated item Annotations will not appear in the container application To edit the item in another application 1 Select the temporary copy of the item on the PaperPort Desktop and drag it onto one of the link icons Typically you will use a graphics application such as Microsoft Paintbrush The editing application opens and displays the item 2 Use that application s editing tools to edit the item VW 6 Getting Items On and Off the PaperPort Desktop 3 When you have finished editing the item save it in that application and then quit the application The changes appear in the PaperPort item 4 From the Fi
44. CR software automatically converts the image into text When you paste the text into another application it is editable text In addition to the OCR software provided with PaperPort several other OCR applications are also supported For more information see PaperPort Software Specifications on page 160 PROCESSING TEXT USING OCR SOFTWARE Use the following steps to process text using either the OCR software such as TextBridge Professional that you received with PaperPort or other OCR software that you have on your computer You should use the Letter scan mode to scan items for OCR processing The Letter scan mode is optimized for OCR performance To process text using the word processor or spreadsheet links 1 On the PaperPort Desktop select a document 2 To use the OCR software that you received with PaperPort drag and A drop the item onto a word processing icon or a spreadsheet icon on the Link Bar or from the File menu choose Links then choose the name of the word processing or spreadsheet program Word The OCR software converts the text to editable text A progress gauge appears while the text is being processed The word processing or spreadsheet application opens and the converted text is an untitled file waiting to be edited and saved To use other OCR software if it is available on your computer drag and drop the document onto that OCR icon on the Link Bar or from the File menu choose Links and then cho
45. Caere Omni Page Direct supported version levels Maximums Caere OmniPage LITE Caere OmniPage Limited Edition Caere OmniPage Pro CompuServe Mail Corel PhotoPaint DaVinci eMAIL WinFax PRO ExpressFax FaxAbility FaxMaster Fax Sender Fax Works Intel FaxAbility Intel Proshare KidPix Lotus AmiPro Lotus 1 2 3 Lotus cc Mail Lotus Notes Mail Microsoft Excel Microsoft Mail Microsoft Word Microsoft Write Novell GroupWise Novell Quatro Pro Windows Paintbrush Phoenix Eclipse FAX Proshare Trio Datafax UltraFax WordPerfect WordPerfect Office WordStar ZSoft Number of pages per stack 2500 Number of annotations per page 300 Length of item name Length of a scan page 30 characters 30 inches 76 2 cm PaperPort Software Specifications Continued WV y D Technical Information Language grows by introducing new words but a language consisting only of new words and a new syntax would be indistinguishable from gibberish H Gombrich GLOSSARY actual size annotation Annotation Tool Bar Arrow tool bit depth bitmap BMP file calibrate COM port The size of the page when it was scanned not enlarged using zoom in or reduced using zoom out A word a note a mark or highlighting added to an item A group of icons that represent the tools used to add annotations to a PaperPort page The Annotation Tool Bar is available only in Page View An Annot
46. Desktop Now you want to get the spreadsheet from Excel onto the PaperPort Desktop You can get documents from other applications into PaperPort not just from spreadsheets 2 Start Excel and open the spreadsheet file 3 From Excel s File menu choose Page Setup In the Page Setup dialog box click Print and then click the Printer Setup button Other applications have different steps for selecting a printer for example in Microsoft Word choose Print from the File menu and then click Printer to select PaperPort on Desktop as the current printer Usually the command to select a printer is found in an application s File menu The dialog box for setting up the printer appears The following dialog box is from Microsoft Excel Apple LaserWriter on COM2 Face to Face Image Catcher on LPT1 Cancel Genigraphics Driver on GENI HP LaserJet Ill on LPT1 TALKShow Capture Driver on TALKShow Setup WinFax on FaxModem 4 Select PaperPort on Desktop as the printer 5 Click OK Instead of being printed to the printer the spreadsheet is printed to the PaperPort Desktop Getting the Most from PaperPort VW The PaperPort Desktop displays the form that you scanned and the spreadsheet that was printed to the PaperPort Desktop from Excel The PaperPort Desktop appears and displays the spreadsheet as a PaperPort image Visioneer PaperPort File Edit View Desktop ae Annotations Help A e W
47. Import Export icon 83 y importing formats 77 from other applications 76 installing OCR software 122 PaperPort Viewer Macintosh 156 Windows 155 item J adding a new page 58 59 browsing 68 69 changing the title 41 combining 52 54 copying 59 creating a new one 109 deleting 40 deselecting 48 filing when scanning 64 in a folder 65 66 finding 86 using annotations 90 using keywords 86 giving a title to 6 40 navigating between pages 55 printing 124 removing from the PaperPort Desktop 39 reordering pages 57 scanning in groups 25 selecting 48 unstacking 56 JPEG 81 JPEG compression 83 K keywords definition 86 Index L Last Page command 55 light image darkening 25 Line Arrowhead command 109 Line Width command 107 108 109 lines adding to a page 43 changing the width 108 customizing 108 drawing 108 Link Bar 36 38 120 links e mail 127 128 fax 120 125 OCR software 122 124 printer 124 submenu 122 Links command 122 123 125 127 logo adding to a page 99 Lotus cc Mail double clicking an attachment 128 using with PaperPort 127 M magnifying page in Page View 44 See zoom in out mail See e mail Main Folder using 64 marking up document 105 text box for 106 Mark Up tool 43 106 Match All Fields 88 Match Any Field 88 MAX 76 81 MAX file annotations in 82 file names 82 finding to import 79 importing into PaperPort 78 Index menu bar 36 moving annotations 114 thumb
48. KS This section describes messages and problems that can occur when using e mail links Lotus Notes link icon does not appear The link to Lotus Notes requires the file NOTES EXE The path to this file must be entered in the LOTUS INI file To make sure that the Lotus Notes icon appears 1 Check that the file LOTUS INI exists in your Windows directory If not skip Steps 2 and 3 and read the paragraph that follows the steps 2 Check this file for the line Notes lt path gt 3 Check this path for the NOTES EXE file If either is missing try reinstalling your Notes client 4 Check your WIN INI file for the Mail section Make sure that there is a key entry of SMI 1 In some cases Lotus Notes may be configured in such a manner that PaperPort cannot find the files SM1 dll or NOTES EXE You can manually tell PaperPort where to look for the NOTES EXE file if you add certain lines to the MAXOPTS INI file in your C PAPRPORT directory In MAXOPTS INI add the following line in the section Lotus Notes Mail Link specifying the path to NOTES EXE AppFile c NOTES NOTE EXE Lotus cc Mail link icon does not appear You need to contact your e mail system administrator The link to Lotus cc Mail requires a set of Lotus cc Mail files called VIM Virtual Interface for Messaging VIM was not shipped with Lotus cc Mail versions prior to 2 0 but it can be downloaded from the cc Mail forum on CompuServe and from
49. O Annotation E Match Any Field Match All Fields Folders Search All Search Current Up Down Direction You specify the search criteria in the text fields of this dialog box 2 Type the information that you want to use to find the item The following table describes the text fields Text Field Description Title The title given to the item Creator The name listed in the Summary Information dialog box as the creator of the item Keywords The items keywords listed in its Summary Information dialog box Comments Comments added in the item s Summary Information dialog box Annotation Annotation text added to the item with the PaperPort Annotation tools Finding Items v 3 Select the options for the search as described in the following table Ste Description Option P Match Any PaperPort finds items when any of the search Field criteria in the Find Item dialog box match the information in the Summary Information dialog box Match All PaperPort finds only the items that match all of Fields the search criteria These options are available only when text is in more than one of the fields Case Sensitive PaperPort finds items when the title creator keywords comments and annotations have exactly the same combination of upper and lowercase characters as the search criteria text Whole Word PaperPort finds items only if the
50. Palette A checkmark means that v Folders the Tool Bar will be displayed v Command Bar v Link Bar 2 These choices are toggles Choose the appropriate command to display or hide the visual element on the PaperPort Desktop v Status Bar ZOOMING IN OR OUT ON A PAGE In Page View you can zoom in to display the details of a page or zoom out to make the page smaller on the screen When you zoom in the page s contents are larger on the screen and are easier to see By zooming out you can see more of the page To zoom in or out on a page 1 Display the page in Page View aJ PEA a 2 From the View menu choose Zoom In or Zoom Out or click the plus or minus magnifying glass buttons on the Zoom Navigator The page magnification changes as you click the buttons or repeat the Zoom commands The actual page magnification is shown on the Status Bar v NOTE Zooming in or out does not change the actual size of the page To see the page at its actual size 100 percent choose Actual Size from the View menu or click Actual on the Zoom Navigator FITTING AN ITEM INTO A WINDOW An image of an item will often be larger than the Page View window To fit the entire image into the Page View you can use the Fit To Window command vV 3 Working on the PaperPort Desktop To fit an item into the window i 2 Display the item in Page View From the View menu choose Fit to Window The image size is reduced so
51. PaperPort software and the correct version of this file will be properly installed Your OCR software was not able to process the selected pages This error can be caused by a low memory condition or a problem with the OCR software For information about making more memory available see Memory Messages Try scanning using either the Article or Letter scan mode and then processing it with the OCR link If the problem persists reinstall your OCR software PaperPort cannot use the link lt Linkname gt because it is either damaged or incompatible with the current software version Try reinstalling the linked application If the problem persists contact Visioneer to see if an update is available for the link Please specify the name of your Fax software before using the Fax link You must select the fax software driver in the PaperPort Preferences dialog box To select the fax software driver 1 From the Edit menu choose Preferences 2 Click the Fax icon under Category 3 Select a fax driver and click OK MEMORY MESSAGES There is not enough available memory to complete this operation Please see PaperPort Help or the Troubleshooting section of your User s Guide PaperPort cannot receive printed pages System memory may be low Try exiting from other applications PaperPort is out of available system memory Please close some other application s and select Retry to proceed or select Cancel to close PaperPor
52. TABLE OF CONTENTS PART ONE Getting Started Chapter 1 Quick Guide 353caw awe awaw ie tatatedetedeus 1 Learning the Basics u uuuununu ununun nnr 1 Starting the PaperPort Softwares escuela bel hee ae ge oe oe 2 The Practice Example cise 32 sia og hg Wabrn Wg Wan wate PERE 3 Selecting and Deselecting Items osssiseiwees ee bee beds 4 Saving an tem 3 sh ee aaa se ereacs ae ab eae eR wd wa wh wees 4 Stacking Pages arddan e aa econ onan ean eas 5 Displaying an Item in Page View scsi iencsccns cues cee 7 Organizing and Finding Scanned Items 8 Adding Comments to a Page 00000000 10 Exiting the PaperPort Software oes dscee ee ewes ee oe b08s 12 Getting the Most from PaperPort 0 000 000 12 Sending a Fax with PaperPort arrows ooh ey ence bet 13 Printing a Spreadsheet to the PaperPort Desktop 14 Letting PaperPort Do Your Typing with OCR 16 Scanning Photos sacccessddu tesa es eee eae mes 18 PART TWO Using PaperPort Chapter 2 Scanning Items 0 0 000 000 eee 23 Scanning to Get the Best Image occ ee ewe eee ceases 23 Changing Brightness s 2 5 4 4 s see iad weed ea vadea ens dee 25 Tips for Scanning Groups of Items 0 25 Improving the Image Quality 00000 26 Cleaning Pages re een tee redd teaei Aa 29 Setting Desktop Preferences s i iieheinentn aaa 31 Scanning with an HP Scanner 2 vee yey sey sees ee ees 32 C
53. TUS FTM If either is missing try reinstalling WinFax PRO Fax link doesn t work In the PaperPort Preferences click the Fax category and make sure that the correct fax driver is selected Once the correct fax driver has been selected the fax software will start when you drop an item onto the Fax link icon If the fax software still does not start try reinstalling it OCR PROBLEMS Items lose their formatting or have strange formatting codes in them The OCR link starts the wrong word processor You must configure the word processor link specifying the correct output word processor by choosing Preferences from the Edit menu and then clicking the Text icon under Category A high percentage of incorrect characters appear in an item that was converted with the OCR link The accuracy of the OCR link depends in large part on the quality size and structure of the original document and on the quality of the scan itself To obtain the best possible results when using the OCR link do the following e Scan your documents using PaperPort s Letter scan mode It is optimized for OCR performance e Process only pages that have crisp clear text Letters that have gaps that bleed along their edges or that touch other letters will not work well with the OCR link Note also that underlining and text that are close to nontext items such as graphics will also degrade OCR results e Process only pages that contain 9 point text
54. The image is crooked The PaperPort software includes an option to automatically straighten images First check to see if the Straighten Automatically option is selected in the PaperPort Preferences To automatically straighten a page PaperPort tries to detect the corner of the paper being fed This option will not work if your paper is dog eared torn or curled v NOTE This option will not straighten an image that is crooked on the paper If the automatic page straightening option is deselected you can manually straighten the page with the Straighten Page command in the Page menu Images have a black edge or border Make sure the option Trim Automatically is selected in the Scan Settings To remove black edges PaperPort tries to detect the border of the paper against the black roller If your paper has dark or black areas all the way to the edge these may accidentally be removed by this option therefore you would turn off this option To improve this option you can try calibrating the scanner The installation guide that you received with your scanner explains the calibration process Photos or graphics have white spikes or missing areas Deselect the option Trim Automatically in the Scan Settings For more information see Chapter 2 Scanning Items to adjust the scan settings Scanned images have unwanted lines through them Calibrate the scanner The installation guide that you received with your scanner expla
55. View the Browse dialog box lists all of the folders and the items in them In Page View the Browse dialog box lists only the items in the folder that is already open Select an item in the list to display its thumbnail When the item that you want is selected double click it or click the Go To button The item is selected on the PaperPort Desktop Note that the small icons in the list indicate which items are stacks and which are single pages Ifa stack is selected you can see its pages by clicking the Page Navigator on the thumbnail Seeing What Is in a Folder v CREATING NEW PAPERPORT FOLDERS Creating PaperPort folders is how you build a personal filing system You can then file scanned items in the folders you want To create a folder 1 From the File menu choose New Folder The New Folder dialog box appears 2 Type the title for the folder in the dialog box New Folder Folder Title Contracts 1996 The title can be up to 30 characters and can include spaces dashes periods quotation marks upper and lowercase letters and any other character that you can type on the keyboard As the samples in this chapter show the titles can describe the items to be stored in the folders Two folders cannot have the same title A message informs you if you try to give a folder the title of another folder 3 Click OK That folder is added to the others in the list in alphabetical order yv 5 Getting Organized wit
56. ack button 36 37 Unstack command 56 Unstack Current Page command 56 unstack one page 56 Unstack1 button 36 37 Unstack1 command 56 Use Gray Dialog Background 31 y V view changing 47 customizing 38 Desktop View 2 selecting default view 31 W Whole Word Only option 88 word processor converting text for use with 122 word processor icon 121 Word processing link 16 121 122 123 1 zoom in zoom out 44 Zoom Navigator 42 44 Index CONTACTING VISIONEER For support of your PaperPort scanner or software please contact Visioneer Visioneer provides support in a variety of ways e You can have Tech Notes and other information sent directly to your fax machine from the Visioneer automated fax on demand center You can also fax questions directly to the technical support staff e You can reach Visioneer on America Online CompuServe World Wide Web Internet and other online connections You can download Tech Notes post questions or chat with other PaperPort users e You can call the Visioneer technical support hotline For specific information and numbers to call see the technical support card that you received with your scanner Use this page to calibrate your scanner lt 1 Cut along the dotted line A 2 Insert the page this way into the scanner A
57. as small as you like and then collapse them minimizing the amount of information that is hidden You can use the Find Annotation feature to find text on both Sticky Notes and Mark Ups For more information see Chapter 6 Getting Items On and Off the PaperPort Desktop To change the color of the text or its background see Fine Tuning Annotations on page 111 ADDING STICKY NOTES The following figure shows three sticky notes added to a memo Two notes are expanded and can be read one note is collapsed so that it does not cover underlying text Visioneer PaperPort Bel File Edit View Desktop Page Annotations Help This note is collapsed Double click to expand it Sticky Note tool Dear Sales Associate This fall Tropical Blends is offering an exciting sales promotion package to all sales associates in our U S and international offices You can win outstanding prizes including the ultimate tropical vacation a week for two in heavenly Tahiti This sticky note covers lt Can you lur companion at a full service the text underneath it forward this to sce lel daa i your staff and all expenses paid Here s how you can win The sales associate with the most total sales berween September 1 and December 31 1995 will win the grand prize Other fabulous prizes will also be given away Fromo Ltr 0 DPI Bleck amp White To add a sticky note
58. ation tool for drawing straight lines with or without arrowheads The number of bits used to process scanned images The greater the number of bits the more colors or levels of gray that can be used to display the image A dot by dot representation of an image A Microsoft Windows bitmap file that has the extension BMP A bitmap file defines an image such as the image of a scanned page as a pattern of dots pixels To adjust the PaperPort scanner so that it produces the cleanest possible image when you scan A serial port on the back of your computer where you plug in the scanner Vv Command Bar container application crop crosshair cursor Desktop View electronic fax e mail fax WV Glossary A group of icons on the PaperPort Desktop that are shortcuts for commands available in the PaperPort menus An application into which an OLE object is inserted That application contains the object To remove part of an image in Page View The portion of the image that is selected remains while the portion that is not selected is removed A cursor in the shape of a plus sign This cursor appears when you use certain Annotation tools The overall view of your PaperPort items with thumbnails small graphic representations showing the pages and stacks as if spread out on a desktop The software that you use with a modem for sending a fax See fax for more information An abbreviation for electronic ma
59. ations VW To set the text font style point size and color for the Mark Up and Sticky Note tools 1 In Page View click either the Mark Up tool or the Sticky Note tool on the Annotation Tool Bar From the Annotations menu choose Font Font Font Style Regular Arial Narrow AvantGarde T Book Antiqua Bookman Effects Underline AaBbY yZz Color Black From the drop down lists select the font font style size and color As you make your selections the sample changes to show you the new font characteristics Click OK When you type text with the Annotation tools it will have the new font characteristics To edit the font features of an existing annotation l 2 J WV 7 Annotating Items Click the Pointer tool on the Annotation Tool Bar Select the annotation From the Annotations menu choose Font Choose new font features from the Font dialog box and click OK The text in the annotation will have the new characteristics To set the color for a tool l Click a tool on the Annotation Tool Bar 2 From the Annotations menu choose Color The currently selected color is outlined 3 Select the color you want to use and click OK Now the tool will draw in that color To change the color of text use the Font command 4 To see if it is the right color add an annotation For example the freehand line or arrow or the background of the sticky note annotation w
60. aw the line so that it is along the edge of the horizontal or vertical features on the page such as a paragraph A small arrow on the reference line indicates the angle that PaperPort will use to straighten the page When you release the mouse button PaperPort straightens the page relative to your reference line v 2 Scanning Items The black edges on a page indicate that the item was scanned at an angle Draw a line along the edge of a paragraph or other feature on the page The line and the arrow show which way the page will be The following figure shows a sample of a page with a reference line drawn on it prior to being straightened straightened Use the crosshair for drawing the reference line gt Visioneer PaperPort e File Edit View Desktop Page Annotations Help EE S Aale ec Desktop Settings Find Browse Rotate 4 Untitied 6 DIL tore PR Q sows A l so peal ty is Rtg 37 Dear Sales Associate j This fall Tropical Blends is offering an exciting sales promotion package to all sales awociates j in our US and international offices You can win outstanding prizes including the ultimate tropical vacation a week for two in heavenly Tahiti Here s how you can win The sales associate with the most total sales between September 1 and December 31 1995 will win the grand prize Other fabulous prizes will also be given away Picture you and your compan
61. box appears ORGANIZING AND FINDING SCANNED ITEMS As you use PaperPort you will probably scan literally hundreds of items ranging from business correspondence and tax receipts to your personal letters and interesting articles that you want to keep Using PaperPort s personal folders you can quickly organize and store your important papers Using Paperport s browse and find features you can just as quickly find the scanned items again To organize your scanned items in PaperPort folders 1 In the PaperPort Desktop View select the item 2 Drag the item into a folder The following example shows a business card being dragged into a folder Visioneer PaperPort an Edit View P IE Annotations Help g SS Main Folder C Articles amp Clippings C Bank Accounts J Investments C Medical fa Phone Numbers C Real Estate J Receipts C Tares ia Travel ooo E F Al aaa a Se Duplicate Stack Unstack Unstackt Arrange D Wright W Post C Lindbergh G Curtiss Gf Printer co Mail Phone Numbers 4 items gaz KA 4 X SS 3 When you release the mouse button the folder flashes to let you know that the item is safely stored in that folder To see the items in a folder e Click the folder to open it All of its items appear on the PaperPort Desktop You may need to scroll the PaperPort Desktop window to see al
62. can unstack pages in a stack if for example you want to move those pages to another stack replace those pages with new ones or delete them from the stack without disturbing the rest of the pages v NOTE You do not need to unstack pages in order to add annotations Double clicking a stack displays it in Page View where you see the pages one page at a time and you can add annotations to each page To unstack a single page 1 On the PaperPort Desktop select the stack that you want to unstack 2 Use the Page Navigator to display the page that you want to unstack Z 3 From the Desktop menu choose Unstack Current Page or click the Unstack1 button on the Command Bar PaperPort unstacks the selected page and creates a new untitled item for it To unstack all pages in a stack 1 On the PaperPort Desktop select the stack that you want to unstack Z 2 From the Desktop menu choose Unstack or click the Unstack t button on the Command Bar PaperPort unstacks all the pages places them on the PaperPort Desktop and selects all the items There is a new untitled item for each page of the stack v NOTE Any summary information for a stack is not retained after the unstacking because the original stack no longer exists v 4 Working with Stacks Drag the page that you want to reorder in this example Page 3 Page position marker REORDERING PAGES IN A STACK After creating a stack you may want to reorder the pages
63. change its size For example you may want to change the shape of a text frame increase a highlighted area or lengthen an arrow For more information about moving an annotation to another page see Copying Cutting and Pasting Information on page 98 To resize annotations 1 In Page View click the Pointer tool on the Annotation Tool Bar 2 Select the annotation that you want to resize Handles appear on the frame surrounding the annotation indicating that it is selected Freehand and mark up annotations cannot be resized WV 7 Annotating Items 3 4 Put the pointer on the handle that you want to drag The pointer becomes a resize pointer Dates of the meeting J Drag a handle to change the size Handle Resize pointer To move an annotation l 2 In Page View click the Pointer tool on the Annotation Tool Bar Select the annotation that you want to move Put the pointer inside the annotation box To move an annotation to a different location on the same page drag it to the new location Do not click a handle on the frame surrounding an annotation or you may inadvertently resize the box To select and move multiple annotations use Shift click or Ctrl click to select the annotations or choose Select All from the Edit menu COPYING CUTTING AND PASTING ANNOTATIONS To move an annotation to a different page in a stack or copy and then use it in another item use the commands available
64. ched file in a variety of ways depending on your e mail software e With some e mail applications such as Lotus cc Mail you can double click the attachment to display it Or depending on the e mail settings you can use Shift double click to automatically run the PaperPort application and display the attachment e Save the attached file using the e mail Save or Save As command Then open the attachment in PaperPort to display it SETTING LINK PREFERENCES Each link icon on the Link Bar has a set of preferences for customizing the way that the link operates To set preferences for the Links 1 From the Edit menu choose Preferences The PaperPort Preferences dialog box appears Clicking the right mouse button on a link icon also displays this dialog box WV 8 Using PaperPort Links The list of link icons This fax icon is selected so the preference options apply to it The Category list shows the Link icons Use the scroll bar to see the icons on the list It will show all of the word processor spreadsheet and other supported application links on your computer 2 In the Category list click the icon of the link you want to customize For example to set preferences for your fax software click its Fax icon Notice that there is also a generic fax link Do not click that one it is for selecting a new fax application Note that there is also a generic word processor Text icon You use this
65. ches 21 6 cm wide or that has torn edges PaperPort can trim the ragged black edges If an image is still skewed after you have scanned it you can straighten the page using either the Auto Straighten Page command or the Straighten Page tool The PaperPort software also has a SharpPage setting for optimizing the readability of scanned items When it is turned on SharpPage causes all of the text and image details to show up more vividly SharpPage is available for the Article Letter Business Card and Custom scan modes which have a bit depth of 1 bit It is not available for the Snapshot and Photograph scan modes which have other bit depths To improve the image automatically when you scan 1 Click the Settings button on the Command Bar or from the Edit menu choose Preferences and click the Scanner icon on the Preferences dialog box The Scan Settings dialog box appears 2 Select one or all the Image Improvement options Image Improvement IX Straighten Automatically IX Trim Automatically IX SharpPage Option Description Straighten Straightens a page that has been inserted at an Automatically angle Works with items that have crisp square corners which includes most business documents If you insert the page at a very sharp angle or if the corners are dog eared or bent this option may not be able to straighten the image Trim Removes the black border that would otherwise Automatically
66. cintosh desktop 2 Ifthe PaperPort Viewer sea file is on your hard disk skip to Step 3 otherwise insert the floppy disk with the file PaperPort Viewer sea Double click the file PaperPort Viewer sea X PaperPort Viewer sea Click Continue The directory dialog box appears 5 Select the drive and folder where you want to install PaperPort Viewer and click OK to begin the installation WV C Obtaining and Installing PaperPort Viewer PaperPort Viewer Ww PaperPort Viewer STARTING PAPERPORT VIEWER How you start PaperPort Viewer depends on your computer platform e For Windows open the PaperPort program group and double click the PaperPort Viewer icon e For Macintosh double click the PaperPort Viewer application icon on the Macintosh desktop Starting PaperPort Viewer WV WV C Obtaining and Installing PaperPort Viewer Any sufficiently advanced technology is indistinguishable from magic Arthur C Clarke APPENDIX D Technical Information This appendix describes the specifications for the PaperPort software INSTALLATION LOG PaperPort Setup creates a log file PPSETUP LOG in your Windows directory You or a Visioneer Technical Support person can use this file to diagnose installation problems otherwise you can delete this file from your Windows directory UNINSTALLING PAPERPORT The Uninstall program deletes all PaperPort program files from your hard drive and also removes
67. ck that you want to send and hold down the mouse button 2 While holding down the mouse button drag the stack onto the Fax icon on the Link Bar as shown in the following figure Getting the Most from PaperPort Vv VW 1 Quick Guide 3 Release the mouse button when the Fax icon is highlighted The fax application starts 4 Send the fax as you normally would v NOTE You can also send a fax from Page View Choose Links from the File menu and then choose the name of your fax application from the submenu For more information about sending a fax see Chapter 8 Using PaperPort Links fa New Item Import Import Fax Export Delete Item Change Title Summary Info Print Ctrl P Print Setup Exit Printer cc Mail Delrina WinFax Fax Microsoft Word for Windows 6 0 Microsoft Write Microsoft Excel 5 0 Any Word Processor Microsoft Paintbrush Calera WordScan 3 0 PRINTING A SPREADSHEET TO THE PAPERPORT DESKTOP In the following example you want to send an income tax form and a spreadsheet from PaperPort to your accountant You have the form on paper but the spreadsheet is in a spreadsheet program such as Microsoft Excel You could print the spreadsheet and scan it but there is an easier way printing to the PaperPort Desktop To print a spreadsheet to the PaperPort Desktop 1 Scan the tax form and display it on the PaperPort
68. cky Notes All selected notes change to a collapsed form March 25 1994 John Penny pat E Collapsed note 285 Winston Ave San Francisco CA 94444 Ms Julie Smiles VP Human Resources Tropical Blends Beverage Company 1234 Palm Way San Jose CA 95117 ZJ To expand collapsed notes 1 In Page View click the Pointer tool on the Annotation Tool Bar 2 Select the note or notes that you want to expand and double click it You can also choose Expand Sticky Notes from the Annotations menu The selected note expands The text pointer is at the beginning of the note so that you can start typing new text WV 7 Annotating Items March 25 1994 John Penny 85 Winston Ave i an Francisco CA 94444 He s local to the area _ One note expanded and one note collapsed me Julie Smiles VP Human Resources ropical Blends Beverage Company 1234 Palm Way Ban Jose CA 95117 ADDING TEXT TO A PAGE You can use the Mark Up tool to add text to pages scanned into PaperPort When you finish adding text with the tool the box where you typed the text disappears so that it doesnt cover anything The text looks just like you had typed it on the paper and prints the same way The following sample shows Mark Up tool text on a registration card Visioneer PaperPort ze File Edit View Desktop Te Annotations Help 2 RegCard gt 4 102 P AL aa JA REGISTER TO WIN
69. d Bar Stack PaperPort places the first selected item on top then the other items underneath it v 4 Working with Stacks Untitled 10 Previous Next 4 toe p Click the middle of the Page Navigator MOVING BETWEEN PAGES IN A STACK You can move between pages in a stack on the PaperPort Desktop or in Page View by either of the following methods e Clicking the Page Navigator Page Navigators are located on each stack s thumbnail and on the Page View Command Bar e Choosing commands from the Page menu To move between pages in a stack 1 Select the stack on the PaperPort Desktop or display it in Page View 2 Click the right arrow in the Page Navigator to display the next page 3 Click the left arrow in the Page Navigator to display the previous page You can also move between pages by choosing the Page menu commands First Page Last Page Previous Page and Next Page Or use the Go To Page command to move directly to any page in the stack To go to a specific page in a stack 1 From the Page menu choose Go To Page or click the middle button of the Page Navigator The Go To Page dialog box appears Go to Page Number 2 OK Pages 1 Through 2 First page _ Last Page Cancel 2 Type the page number that you want to go to and click OK To go to the first or last pages in the stack click First Page or Last Page Moving Between Pages in a Stack VW UNSTACKING PAGES You
70. d items Use a comma to separate keywords for example Smith Corp invoice Building project Jacques PaperPort finds items with keywords that match any one keyword that you specified Comments Information that will help you remember facts about the item such as Copy Sent to NW Sales Office or Received as Fax from Frankfurt 4 Click OK Summary information is attached to the item and will appear in its Summary Information dialog box FINDING ITEMS PaperPort has an extensive set of features to help you quickly find an item You can find items by using e The Find Item command to search for items in Desktop View The Find Annotation command to search for annotation text in Page View To use the find features you specify the information to use for searching That information is called the search criteria PaperPort looks through the items to find those whose summary information matches the search criteria v 6 Getting Items On and Off the PaperPort Desktop v NOTE You can also browse through items on the PaperPort Desktop or in the open folder using the Browse button or the Browse command To find an item in Desktop View 4 1 From the Edit menu choose Find Item or click the Find button on the Command Bar The Find Item dialog box appears M Search for Text I Case Sensitive C Whole Word Only Title Invoice Cover Letter Creator Robert Baron OOO Keywords oo Comments DOO
71. d luck joe Fret Jack Frost Sr Sales Executive The Straighten Page command takes care of the crooked page problem but the speckles remain crooked z O A a 1234 Palm Way San Francisco CA 94110 415 555 9876 Dear Sales Associate This fall Tropical Blends is offering an exciting sales promotion package You can win outstanding prizes including the ultimate tropical vacation a week in the Bahamas You and a companion will enjoy six days and seven nights at an all inclusive luxury resort on Paradise Island Mere is how you can win The sales associate that has the most total sales in the region between September 1 1994 and December 31 1994 will win a grand prize Besides the grand prize you can win many other prizes For complete details on how to win and set sail for the Bahamas next winter see the attached memo Good luck The Clean Page command removes the speckles With just a few settings you have greatly improved the quality of the scan v TIP For larger dirt smudges use the Selection tool to select them and then choose Cut from the Edit menu 2 Scanning Items xX Settings CHANGING BRIGHTNESS Sometimes an image is scanned with the brightness too light or too dark For example a note written with a light pencil may need to be scanned darker to improve legibility Lightening or darkening the scan brightness can improve the quality of an image and make it easier to read Chang
72. e Desktop command 39 Arrange Selected Items command 39 arranging documents 39 Arrow pointer tool See pointer tool Arrow tool 43 arrowhead line 43 arrows drawing customizing 108 109 line width of 109 audit trail creating with PaperPort 62 Automatic Page Orientation 129 background color 113 black edges removing from an image 27 BMP 76 81 Brightness of Scan 25 Browse button 36 37 68 Browse command 68 Case Sensitive 88 Change Title command 41 circling text 43 Clean Page command 23 29 Collapse Sticky Notes command 104 color annotations customizing 111 command 111 113 note background 113 screen 31 combining items 52 54 Command Bar 33 36 42 buttons 36 command 38 Desktop View 36 Page View 42 comments in summary information 86 compressing files 83 CompuServe 154 copy an item in a new folder 66 with the Ctrl key 66 Copy As Text command 100 123 124 Copy command 100 110 114 116 copying annotations 115 documents 59 pasting annotations 99 while dragging 59 create new folders 70 creator definition 86 Crop command 102 cropping an image 101 crosshair cursor 10 Ctrl key copying an item 66 duplicating with 59 cursor crosshair 10 Cut command 114 116 D dark image lightening 25 DCX 76 81 default view 31 Delete command 40 74 114 117 Delete Item command 40 Delete key 74 deleting annotations 117 documents 39 folders 74 Delrina WinFax 126 Deselect All command 48 deselecting items 48 de
73. e applications and try again For information about closing other applications see Memory Messages on page 139 earlier in this appendix The Desktop file is either damaged or missing PaperPort will continue with a new Desktop The Desktop file contains information you need for accessing the items on the PaperPort Desktop If this file is damaged you may be able to fix it with the MAXFIX utility From the Program Manager use the Run command to start the MAXFIX utility Then follow the instructions on the screen The Desktop file can be damaged if your computer is shut down while the PaperPort software is running or if the PaperPort software is shut down in any way other than by a normal exit If the PaperPort software can restore the Desktop file it will continue normally otherwise please contact Visioneer Technical Support for help DISK AND FILE MESSAGES PaperPort cannot use the file lt filename gt because it is damaged You can run MAXFIX EXE to repair this file PaperPort cannot read page lt N gt of the file lt filename gt because the page is damaged An item or page in a stack can be damaged if your computer is shut down while the PaperPort software is running or if the PaperPort software is shut down in any way other than by a normal exit You might be able to repair this file by using the MAXFIX EXE utility From the Program Manager use the Run command to start the MAXFIX utility Then follow the instructions
74. e e mail application in the usual way The message addressing dialog box which is different for each e mail application appears Fill in the message information and then send the message PaperPort creates a file and attaches the item to an e mail message The file has the extension MAX for example DOC 0001 MAX If the item is a single page the file name begins with PAGE and is followed by the item s number for example PAGE0002 MAX USING PAPERPORT WITH LOTUS CC MAIL If you use Lotus cc Mail to send messages from PaperPort a set of familiar dialog boxes will appear when you use the e mail link To send a Lotus cc Mail message l 2 Drag the item from the PaperPort Desktop onto the Lotus cc Mail icon on the Link Bar In the Login dialog box that appears enter the name and password that you normally use to log in to your Lotus cc Mail account Using PaperPort with E mail y 3 Click OK The remaining dialog boxes that appear offer the standard Lotus cc Mail options including access to your private post office addresses and internet addresses However access to bulletin boards must be through the Lotus cc Mail application itself 4 When you send the message the PaperPort item is sent as an attachment to the message DISPLAYING E MAIL MESSAGES SENT FROM PAPERPORT When you receive an e mail message with an attached PaperPort file you can view the e mail message and the attached file You can display an atta
75. e logo and then select copy and paste the image into the word processing file VW 7 Annotating Items Visioneer PaperPort yt File Edit View Desktop Page Annotations Help aJa 4 ajig 4 sure Ly p a sas gt a saa Ja Selection tool Weal eeg J 1 z August 26 1995 k 4o Selected logo in ws so a scanned item Mz Pierre Chen 75 rue de la Croix Montreal Canada M3W 1G5 Ms Julia Smiles VP Human Resources San Francisco CA 95117 Dear Ms Smiles 1 am responding to your advertisement for the Far Eart Regional Sales Manager position advertised in the Tokyo edition of the Food Profissional News As you can see by my enclosed resume I have been working in the food industry for aver 10 years and my qualifications and employment history meet the requirements far the advertised position Twill contact you next week to set up an appointment am looking forward to discussing with your company in more detail Mos cordially yours terre Ch _ Pierre Chen Resume Ltr 200 DPI Black amp White 100 COPY AND PASTE OPTIONS You can copy or cut and paste to and from pages and applications in several different combinations e From one page to another in Page View The copied image is pasted onto the receiving page you can then move the image into place e From Page View to the PaperPort Desktop A new item is created on the Desktop with the copied i
76. e page in Page View 2 Click the Selection tool 3 Select the dirty spot to be removed 4 From the Edit menu choose Cut or press the Delete key The spot is cut from the page v TIP You can also use this process to remove ragged edges from scanned images such as articles torn out of a newspaper or magazine v NOTE Sometimes the lines on a spreadsheet or a form are broken or need to be darkened To darken or connect broken lines also called enhancing lines display the item in Page View and choose the Enhance Lines command from the Page menu This command works only on black and white images SETTING DESKTOP PREFERENCES The Desktop preferences are for customizing the PaperPort software so that you can scan and display items the way you want To select preferences for the PaperPort Desktop 1 From the Edit menu choose Preferences The PaperPort Preferences dialog box appears 2 Click the Desktop icon to see its options 5 PaperPort Preferences Tacno r New Pages Scan to Desktop Scan to Page View Desktop icon j X Show Text With Icons ye X Show ToolTips X Color Screen m l Maximize Window at Startup IX Use Gray Dialog Background 3 Select the options that you want Option Description Scan to As you scan items they appear on the PaperPort Desktop Desktop as thumbnails Scan to Page The scanned items first appear in Page View View instead of in Desktop View
77. e stack Unstack Unstack the pages of the selected stack Unstack1 Unstack the visible page of the stack The rest of the pages remain stacked Arrange Neatly rearrange the items in Desktop View Working in Desktop View v Two other buttons may appear on the Command Bar depending on how you are using the PaperPort software a Scan This button appears if you attach another scanner to your computer After you use the Acquire Source command on the File menu to choose the scanner s proper driver program clicking this button starts that scanner This button is not used for a PaperPort scanner because it starts automatically when you insert an item to be scanned 5 OLE Return This button appears when you are using Windows OLE Clicking this button returns to the Windows application that you were previously using for OLE For more information about OLE see Chapter 6 Getting Items On and Off the PaperPort Desktop OLE An DISPLAYING AND HIDING DESKTOP FEATURES Using the View menu you can decide which PaperPort features you want to display in Desktop View To display or hide PaperPort Desktop features Page View 1 From the View menu choose the features that you want The choices v Folders are Folders Command Bar Link Bar and Status Bar v Command Bar v Link Bar A checkmark means that the visual element will be displayed on the v Status Bar PaperPort views 2 These choices are toggles
78. em into another application 1 In the container application click where you want the PaperPort item inserted 2 From that application s Edit or Insert menu choose Insert Object or a similar command The Object dialog box appears Microsoft Word 6 0 Picture Microsoft Word Document Microsoft WordArt 2 0 Plan Document PowerPoint Presentation PowerPoint Slide Sound I Display as Icon Result n Inserts a new PaperPort Document object into nA your document The Object dialog box may be different from the one shown here depending on the version of Windows and OLE that you are using 3 Select PaperPort Document and click OK PaperPort opens A message box summarizes the steps for inserting an item Visioneer PaperPort To insert an object please select an item on the desktop and choose Return to from the File menu 4 Click Continue 5 On the PaperPort Desktop select the item that you want to insert into the other application VW 6 Getting Items On and Off the PaperPort Desktop 6 Click the OLE Rtn button on the Command Bar and then choose Return to file name In this case file name represents the name of the container file that you choose from the File menu A message appears and asks you to complete the OLE connection Visioneer PaperPort Embed PaperPort item Tradeshow in document Document in Microsoft Word IX Insert as full size picture 7 To inser
79. er Receipts A E Articles amp Clippings m C Bank Accounts C Investments a C Medical C Phone Numbers C RealEstate P Receipts Taxes Travel g EBR 2 items selected 2 items selected ADJUSTING THE FOLDERS COLUMN WIDTH Making the folders column smaller allows more room for you to work Increasing the width can display the full titles of the folders if they have longer titles To adjust the folders column width 1 Put the cursor on the right hand border of the column The cursor changes to a resizing cursor 2 Drag to the right or the left v 5 Getting Organized with Personal Folders 3 Release the mouse button when the column is the right size The following are some samples To change the width of the Drag to the left to reduce Drag to the right to increase column place the cursor on the the column width the column width This exam border The cursor changes ple shows how increasing the to a resizing cursor width can show the full title of a long folder title File Edit View Deskt File Edit View Deskto THA RIG EG NI i ie 2 e jell Adjusting the Folders Column Width yv DELETING FOLDERS If you no longer want a folder on the PaperPort Desktop you can delete it To make sure that you don t throw away items that you meant to keep PaperPort will check the folder to see if it contains any items If it does contain items a message asks if you re s
80. ewer for Windows on a hard disk by using the Setup program SETUPEXE To install PaperPort Viewer for Windows 1 Start Windows 2 Insert the PaperPort Viewer for Windows disk into the floppy disk drive 3 Ifyou are using Windows 3 1 choose Run from the Program Manager s File menu The Run dialog box appears If you are using Windows 95 click the Start button and choose Run from the list of commands 4 Type either A SETUP EXE or B SETUP EXE in the Run dialog box depending on the drive from which you are installing PaperPort Viewer Command Line A SETUP EXE O Run Minimized Click OK The PaperPort Viewer Setup screen appears 6 Follow the instructions on the screen to install PaperPort Viewer for Windows Installing PaperPort Viewer for Windows WV INSTALLING PAPERPORT VIEWER FOR MACINTOSH This section describes how to install PaperPort Viewer for Macintosh HARDWARE AND SOFTWARE REQUIREMENTS To install PaperPort Viewer for Macintosh you need the following e A Macintosh Plus or a later model e System 6 0 4 or later e 2 MB of memory e 400 kilobytes K of hard disk space e A color or grayscale monitor recommended USING THE MACINTOSH INSTALLER PaperPort Viewer for Macintosh is a self extracting archive file Copy the file onto your hard disk or have it on a disk before starting To install PaperPort Viewer for Macintosh 1 Display the Ma
81. ge Format GIF Portable Document Format PDF To export an item 1 On the PaperPort Desktop select the item you want to export You can export both individual items and stacks To export a page from a stack unstack the page from the stack and select it Exporting PaperPort Items Yv 2 From the File menu choose Export File Name Directories invoice max c paprport data paprport E gt data G desktop Export Files of Type Drives PaperPort Files MAX c ms dos_6 3 Select the drive and directory where you want to save the item 4 Select the file format from the Export Files of Type drop down list If you want to export the item as a PaperPort file select PaperPort Files MAX from the list If you export a PaperPort item in any format other than a PaperPort MAX file annotations in that file cannot be edited deleted or moved If the annotations are hidden they are not exported 5 Type the name of the file in the File Name box v NOTE If you don t type a name for the file PaperPort uses the items title If the title is longer than eight characters PaperPort uses only the first eight characters of the title For example if the item s title is Update Memo its file name will be UPDATEME MAX 6 Click OK v NOTE PaperPort items exported as BMP or TIFF files can be as much as 10 times larger than the original PaperPort items If you have an application that compresse
82. h Personal Folders GIVING A FOLDER A NEW TITLE When giving folders titles use descriptions that tell you at a glance what a folder contains To retitle a folder 1 Select the folder that you want to retitle The folder s title is highlighted The folder is highlighted 7 1S View aj when you select it You then click again in the title to fag S tJ B edit it The folder receives its new title D Edit View Desktop AINE C Main Folder my Articles amp Clippings 1996 _ Bank Accounts Investments v NOTE When a folder is highlighted you can use the arrow keys on your keyboard to select the other folders 2 Click the title again to select it for editing 3 Type the new title and press Enter DISPLAYING THE FOLDERS You can hide or display your personal folders Usually the only reason to hide them is to provide more space for working on the PaperPort Desktop but you can also resize the width of the folder column To display or hide the folder column 1 From the View menu choose Folders The Folders command is a toggle If it has a checkmark the folders are displayed otherwise the folders are hidden Giving a Folder a New Title VW The following are samples of Desktop View with and without the folders File Edit View Desktop File Edit View Desktop Page Settings Find Bro Settings Find Bo J Main Folder Cover Cover Lett
83. h memory SmartDrive the DOS disk caching utility can take up a lot of memory and can reduce the usable size of your swap file If you are using a computer with less than 6 MB of physical memory you should limit the SmartDrive cache for Windows to 256K To do this edit your AUTOEXEC BAT file Find a line that starts with DEVICE C SMARTDRV EXE there may also be some parameters on this line The line could also have couple of numbers such as DEVICE C SMARTDRV EXE 2048 1024 If these two numbers are present change the second number to 256 or even 128 If these two numbers are not present add them as 256 256 or even 256 128 The first number represents the cache size under DOS the second number under Windows Then save the file and restart your computer Is there enough memory available in DOS before starting Windows Before Windows starts check the amount of memory available by typing MEM at the DOS prompt The largest executable program size should be at least 450K If it isn t see your DOS and Windows users guides for information about optimizing memory Are there enough file handles set in CONFIG SYS Try increasing by 20 the line FILES in your CONFIG SYS file and then restart your computer For example if the line currently reads FILES 30 change it to FILES 50 save the file and restart your computer DESKTOP MESSAGES PaperPort cannot arrange your Desktop because system resources are low Please close one or mor
84. hapter 3 Working on the PaperPort Desktop 35 Working in Desktop View axvecacesou eu ture cereenes 36 The Command Bar sekvinenvandianunuticnd wind ened eee 36 Displaying and Hiding Desktop Features 38 Moving Thumbnails oaa Sak oee eee eee wee 39 Deleting Hes s gesgetee aise ease tease ea aes 39 Giving Titles to Items sds at estore oe We ye We we Be Be 40 Working in Page View winwsussaun este ehaeheenemeden 42 The Command Bar 22veccreree rts ee Oen ee aes 42 The Annotation Tools i s 4 a6 oda ob ewes wale Yee 43 Displaying and Hiding the Annotation Tool Bar 44 Zooming In or Out on a Page wii etd wet Meare nen aes 44 Fitting an Item into a Window casngutnansnset ee es os 44 Pantie an liem sudentet hananonann iad E 45 Inverting an Item spi kaise eA ORR Snes 45 Rotating Pages suis eats ates aa ee a hss 46 Switching Views y situs 24d dean wees ean ape espe eee a Owe He 47 PaperPort Automatically Saves 0c2223542542 0208eowun vere 47 Selecting and Deselecting Items ahr vetoes Sees Se eal 48 Undoing an Action ois otnaata seta eee vinbauaatun a kek eee 49 Chapter 4 Working with Stacks 0004 51 Stacking tems 24 54 4036 246 konnia te dee Gee Gebee en 52 Using Drag and Drop to Create Stacks 6c dspedsus os 53 Using the Stack Command 1 fy dvad sie d da od tsaea aes 54 Moving Between Pages in a Stack csnsw eycnw serene snvece eran 4c 4 55 Unstacking Pages creas Coane ae wane eau eae
85. he Word Processing icon on the Link Bar If Page View is displayed choose Links from the File menu Then choose your word processor from the Links submenu Visioneer PaperPort File Edit View Desktop Page Annotations Drag the selected item onto the Word Processing icon Release the mouse button when the Word Processing icon is highlighted The OCR application reads the text into your word processing application The word processing application starts 4 Edit the text in the word processor Getting the Most from PaperPort Vv You can also drag and drop a spreadsheet onto a Spreadsheet icon In that case the OCR software converts the numbers and text then opens the spreadsheet application In most cases the column by column structure of the original spreadsheet is maintained with the converted numbers and text To learn more about using the OCR link see Chapter 8 Using PaperPort Links SCANNING PHOTOS With PaperPort you can scan pictures of your kids the family dog office mates real estate special events and even magazine advertisements For example you could scan a photograph of a family member attach it to an e mail message and mail the image to a coworker Before scanning the photograph select the Photograph mode in the PaperPort Scan Settings To scan a photo xX 1 Click the Settings button on the Command Bar or from the Edit menu choose Preferences and click the Scanner button
86. he file based on the date when it was last modified Enter the date in the space enter it as month day year such as 9 30 96 The Before option searches for all files prior to the date select After to search for files after that date The other fields are the same as the ones you use to find an item on the PaperPort Desktop For more information see Finding Items on page 86 5 Click Find PaperPort will search using the criteria you have specified and will list all matching files EXPORTING PAPERPORT ITEMS Exporting an item saves a copy of it The original item remains on the PaperPort Desktop Export an item when you want to e Save the file on a floppy disk e Save the file as a DOS file or in some other format e Give the file to someone else to open in an application that requires a different file format such as a Bitmap BMP file For example with PaperPort you can scan pictures of your employees export the scanned images in a popular graphic format such as TIFF or BMP and open and save the graphics in a database VW 6 Getting Items On and Off the PaperPort Desktop Scan each employee s picture save the image in an appropriate format such asa TIFF file and add it to the employee database You can export a PaperPort item in one of these formats PaperPort MAX Windows Bitmap BMP Windows Paintbrush PCX Multipage PCX DCX Several versions of TIFF TIF JPEG JPG Graphics Interchan
87. his C Travel folder icon is open compared to the other folder icons The arrangement of the items on the PaperPort Desktop is the same as the last Pa time the folder was opened Printer co Mail Word Paintbrush Medical 3 items If a folder contains many items you may need to use the scroll bars to see them You can also press the Tab key to select the items in sequence SEEING WHAT Is IN A FOLDER Using the Browse button on the Command Bar or the Browse command from the Edit menu you can quickly see the items in each folder To see the items in a folder 1 From the Edit menu choose Browse or click the Browse button on the Command Bar Browse The Browse dialog box appears If you are working in Page View you can also click the middle of the Document Navigator to see the Browse dialog box The Browse dialog box lists all of the items on the PaperPort Desktop in order from the upper left to the lower right in the Desktop View VW 5 Getting Organized with Personal Folders Thumbnail of the item selected in the list This type of icon indicates a stack Browse Contents of All Folders Project File Tradeshow Quotes Resume 1996 e amp Computer Update 6 96 Feb 96 Statement Jan 96 Statement Statements 1996 Ga Canceled Check 6 96 Ltr to Broker 5 96 Stock Certificate Royalty Statements 1996 Surgery Dr Tioga Surgery Hospital In Desktop
88. icon to specify another application to work with the OCR software that you received with PaperPort To use this link click it and in the preferences for this icon assign the other applications EXE file and file format to it Setting Link Preferences WV If you have Microsoft Word 6 0 on your computer this is the icon for the OCR software that you received with PaperPort With the Preferences options you can choose either another OCR package to work with the word processor or another word processor to work with the OCR software If PaperPort does not automati cally detect your electronic fax software the fax link will be this generic fax icon You can select the proper fax driver program for it as a preference 3 4 v The options in the PaperPort Preferences dialog box will apply to the icon you clicked The following are samples for the word processor link and for the generic fax link PaperPort Preferences Category OCR Package Omnipage Lite OCR OCR Settings Document Format WordF orWindows 6 0 D0C IX Display Link Icon PaperPort Preferences Category IX Automatic Page Orientation IX Display Link Icon Select a Fax Driver Apple Laserwriter Il NTX on LPT1 BitF ax Driver on COM4 HP LaserJet Series Il on LPT2 Select the options for the link Click OK NOTE The options available in the PaperPort Preferences dialog box depend on the applications that are on you
89. il Software that you can use to electronically transmit items over a communications network An abbreviation for facsimile The electronic encoding of a printed page and the transmission of the electronic page over a telephone line PaperPort can send items to electronic fax applications which require a modem and fax software file format Freehand tool GIF grayscale Highlighter tool imaging mode item JPEG link The way that the contents of a file are structured by an application or group of applications An Annotation tool you use to draw a circle or any other shape on a PaperPort page Graphics Interchange Format an image format used by CompuServe Shades of gray that represent light and dark portions of an image Color images can also be converted to grayscale where colors are represented by various shades of gray An Annotation tool that works in the same way as a highlighter marker This tool adds a color over selected areas of a page Refers to the dithering of an image as it is scanned With this scanner the mode can be error diffusion for photos and graphics or threshold dithering for text A page or a stack of pages on the PaperPort Desktop Joint Photographic Experts Group an international standard for compressing digital photographic images A connection to an application or device that you can use to send information from PaperPort to other applications such as e mail
90. ill be in that color Freehand lines and For sticky notes the arrows will be drawn in background will be the the color you selected color you selected To change the color of an existing annotation l 2 3 4 Click the Pointer tool on the Annotation Tool Bar Select the annotation s that you want to recolor From the Annotations menu choose Color Choose a new color from the Color dialog box and click OK v NOTE Mark up annotations have transparent backgrounds so you cannot change their background color However you can change their text color using the Font command Fine Tuning Annotations WV EDITING ANNOTATION TEXT If you make a mistake when writing a sticky note or a mark up you can edit the text To edit annotation text 1 Display the page in Page View x 2 Click the Pointer tool on the Annotation Tool Bar 3 Double click the annotation containing the text The cursor becomes a text insertion pointer in the text 4 Now you can edit the text Select drag over the text that you want to retype or click in the text and edit it You can also use the Cut Copy Paste and Delete commands from the Edit menu to cut copy paste and delete text 5 When you have finished editing click elsewhere on the page or select one of the other Annotation tools MOVING AND RESIZING ANNOTATIONS After adding an annotation you may decide to move it to another location on the page or
91. in the Edit menu From this menu you can cut copy and paste annotations To copy cut and paste annotations 1 2 3 In Page View click the Pointer tool on the Annotation Tool Bar Select the annotations that you want to cut or copy From the Edit menu choose the Copy or Cut command depending on the results you want Copying Cutting and Pasting Annotations WV WV 7 Annotating Items 4 Display the page to which you want to move or paste the annotation This can be a page within the same stack or a page in a different item 5 From the Edit menu choose Paste The pasted annotation appears at the upper left corner of the page 6 Click the pasted annotation hold down the mouse button and drag the annotation to the location you want If you have pasted multiple annotations you can select them all and move them as a group v NOTE You cannot copy a PaperPort annotation to documents in other applications but you can copy and paste text from within a Sticky Note or a Mark up annotation to another application DISPLAYING AND HIDING ANNOTATIONS PaperPort provides the option to display or hide annotations This feature is especially useful if you want to print an item or send it as an electronic fax but do not want to include the added annotations v NOTE When Show Annotations is selected the annotations are visible on all items not just on the currently displayed page To show or hide annotations From
92. incoln Steffens CHAPTER 8 Using PaperPort Links The PaperPort application is designed to work with link to many other applications The links available to PaperPort depend on the applications installed on your computer This chapter explains how to use PaperPort to e Convert scanned documents into text that can be edited e Print items e Send an item as an electronic fax and read faxes with PaperPort e Send and receive items as e mail e Set link preferences OVERVIEW OF USING LINKS PaperPort Links let you send an item to another application without leaving the PaperPort application PaperPort automatically displays link icons for your printer and the applications that PaperPort supports including word processing and spreadsheet applications electronic fax e mail graphics and Optical Character Recognition OCR applications THE PAPERPORT LINKS The following figure shows five typical link icons but the icons on your computer may be different 3 The PaperPort link cz A icons are at the bottom of the Printer ce Mail Fax Word Paintbrush Desktop View Printer link This icon lets you print items Rather than choose the Print command from the File menu simply drag the item you want to print onto the Printer icon E mail link s Use the e mail icon to send a PaperPort item as an attachment to an e mail message The Link Bar displays an e mail icon for each e mail application that is installed
93. ine Width command and then choose one of the line arrowhead or line width options The checkmark indicates the currently selected option Color Line Width gt Line Arrowhead va The selected line or arrow changes to the new arrowhead style Other lines are not affected You can also change the color of a line or arrow annotation using the Color command For more information see Fine Tuning Annotations on page 111 later in this chapter CREATING A NEW ITEM You can create a new blank item in PaperPort and then copy and paste text or graphics to it or add annotations A new item is useful for example if you want to cut and paste graphics from a number of different items and collect them on one page To create a new item e From the File menu choose New Item A new blank item appears In Desktop View the new item is a blank page In Page View you can cut and paste data to the blank item or add annotations ADDING GRAPHICS TO ITEMS A picture or graphic can be added to an item Use this feature to incorporate art from other applications such as adding your company logo to a page Creating a New Item WV To add a picture l 2 Start the application that contains the graphic and display it Using that applications Copy command copy the selected graphic to the Windows Clipboard The graphic cannot be larger than the page to which you are pasting it in PaperPort If you
94. ing the brightness is similar to changing the setting on a photocopy machine to make the image lighter or darker To change the scan brightness 1 Click the Settings button on the Command Bar or from the Edit menu choose Preferences and then click the Scanner icon The Scan Settings dialog box appears 2 To change the scan brightness drag the slider or click the arrows You can also click the number and enter a number directly e o efso Darken The higher the number the lighter the z image the lower the number the darker Lighten the image Fifty is usually a good setting for most items Increase or decrease the brightness of an image by moving the slider or clicking the arrows 3 Click OK to set the new value v NOTE Changing the brightness does not affect items already scanned into PaperPort TIPS FOR SCANNING GROUPS OF ITEMS If you plan to scan a lot of items at one time put them into groups based on their quality Choose the scan settings for the first batch scan it change the settings for the next batch scan it and so forth That way you will need to change the settings only once for each group Scanning to Get the Best Image v YX Settings v 2 Scanning Items IMPROVING THE IMAGE QUALITY If you inadvertently insert an item at an angle into the scanner the PaperPort software can automatically straighten the image as it is scanned When you scan an item that is narrower than 8 1 2 in
95. ing an item a new title are automatically saved as well You can also save items as regular DOS files using the Export command but that is necessary only if you want to save them as backup copies or save them in some other format such as BMP or TIFE or save them on a floppy disk For details see Chapter 6 Getting Items On and Off the PaperPort Desktop You can also use the Export command if you want to delete items from the PaperPort Desktop but use them later Switching Views Vv SELECTING AND DESELECTING ITEMS A red or dark line around an item indicates that it is selected To work with an item on the PaperPort Desktop for example to print the item it must be selected first An item scanned into PaperPort is automatically selected To select or deselect a single item e To select the item click its thumbnail in Desktop View e To deselect the item click another item or click anywhere else in Desktop View To select multiple items e Click each thumbnail while holding down the Shift key or the Ctrl key Or e Click an empty space on the PaperPort Desktop and then hold down the mouse button Without releasing the mouse button drag the mouse A box follows the cursor as you drag the mouse Any item that is partially enclosed in the box or that the box even touches will be selected Release the mouse button when the items you want are selected To select all the items on the PaperPort Desktop From
96. ing these items collects them into a single multipage item The following figure shows several stacked contracts Visioneer PaperPort File Edit View Desktop Page Annotations Help SIDES Stacked contracts Page Navigators v NOTE If you plan to add summary information about the stack add it after creating the stack Summary information added to individual pages that are then stacked is retained only for the bottom page in the stack PaperPort can use summary information to help you quickly find items For more information see Adding Summary Information to Items on page 85 in Chapter 8 Getting Items On and Off the PaperPort Desktop v 4 Working with Stacks USING DRAG AND DROP TO CREATE STACKS In the PaperPort Desktop View you can drag and drop one item onto another item to create a stack To stack items using the drag and drop method 1 On the PaperPort Desktop select the item that you want to stack It can be a page or another stack Do not select the other item That is the target item 2 Place the pointer on the selected item and then press and hold down the mouse button 3 Move the pointer onto the target item so that it becomes highlighted Release the mouse button when the target item is highlighted When you release the mouse button the selected item is stacked on top of the target item The following sample shows a stack created by stacking Document A on top of Document B D
97. ing to a PaperPort item PaperPort enables you to position the paste precisely before committing it Too many files were found Please enter a different starting directory or file name and try the search again PaperPort found more files than it can display Enter a different search criteria that will limit the search to a smaller number of files The image data being unpacked is damaged If you get this message while scanning try scanning the item again If you get this message while importing a file the file may be damaged or there may be a disk error You can run a disk diagnostic utility to investigate this or use the MAXFIX EXE utility To start the MAXFIX EXE utility use the Run command in Program Manager Then follow the instructions on the screen The system is too busy to accept a page from your scanner Please scan this page again Your computer was busy doing something else so the scanner could not talk with the PaperPort software In most cases scanning again will succeed If not quit other applications and try scanning again An unsuccessful application exit has left Windows in an unstable state You should restart Windows This can occur if your computer hangs or crashes while PaperPort is running or if some other error occurs Try restarting Windows Although you can continue to work in Windows you will not be able to scan or start the PaperPort software again until you restart Windows PaperPor
98. ins the calibration process If this does not get rid of unwanted lines there may be ink glue white out or some other substance on the scanners image sensor You can clean it by feeding a fax machine cleaning sheet straight through the scanner just as you would when scanning a paper These sheets are available at most office supply stores PRINTING PROBLEMS Highlighter annotations are opaque when printed on HP LaserJet 4 printers The LaserJet 4 printer driver has two graphics modes HP GL 2 and Raster Change the graphics mode to Raster To change the graphics mode 1 From Program Manager open the Printers Control Panel 2 Select the LaserJet 4 driver 3 Click Settings and then click Options Images are reduced in size If necessary PaperPort automatically reduces the size of the image to fit it on the page For example if you scan an 8 5 x 11 inches 21 59 x 27 94 cm standard page then the image in PaperPort will be 8 5 x 11 inches 21 59 cm x 27 94 cm from edge to edge However most printers cannot print right up to the edge of the paper therefore to get the image to fit into this printable area you must slightly reduce the size of the image Printing Problems WV WV B Troubleshooting ELECTRONIC FAX PROBLEMS Import Fax for WinFax PRO 4 0 does not appear in the File menu Check your WIN INI file for the line Fax Path lt path gt under the section winfax and then check this path for the file STA
99. insert the new page The new page will be inserted im front of the stack s current page If the first page of the stack is displayed the new page will be added on top of the stack 3 Select the page that you want to insert and drag it onto the stack PaperPort places the page at the new location You can also drag a page onto the stack and then reorder the pages using the Reorder command v 4 Working with Stacks v TIP You can insert a new page into a stack as a section separator To create a new blank page in PaperPort choose New Item from the File menu PaperPort displays a new untitled item You can then insert it into the stack For example if you want to insert a section separator between pages in the stack first create the new item add an annotation such as Latest Comments and then insert that page at the proper place in the stack To add a page at the end of a stack Ls On the PaperPort Desktop select the stack 2 Drag and drop the stack onto the page v IMPORTANT When you add a page at the end of a stack any summary or title information for the page will be lost DUPLICATING ITEMS You can duplicate an item using the Duplicate Item or Duplicate Current Page commands or the Duplicate button on the Command Bar To duplicate an item or a stack l On the PaperPort Desktop select the item You can also select multiple items to duplicate From the Desktop menu choose Duplicate Item
100. ion at a full service ocean front resort far seven fun filled days and six romantic nights Crystal clear water white sand beaches warm breezes and all expenses paid For complete details about how to win and set sail for Tahiti next winter see the attached memo Untitled 6 200 DPI Black amp White 100 v NOTE A page with annotations cannot be straightened If the page already contains annotations choose Select All from the Edit menu to select all of the annotations then choose Cut from the Edit menu to cut them from the page Straighten the page and choose Paste from the Edit menu The annotations will be pasted back onto the now straightened page You may have to reposition them slightly CLEANING PAGES Sometimes a page has small marks dots or speckles that appear on the scanned image If you scan a newspaper article for example the newsprint may have speckles that the scanner picks up If you are using OCR software to read text into your word processing application speckled pages can slow down the performance or make the text unreadable by the software Scanning to Get the Best Image v VW 2 Scanning Items To clean a scanned page 1 Display the page in Page View 2 From the Page menu choose Clean Page If the cleaning removes portions of the image that you want to keep choose Undo right away from the Edit menu The original image will reappear To manually clean a page 1 Display th
101. ions from the Print dialog box v NOTE If you have deselected the Display Print Dialog option in the PaperPort Preferences dialog box printing starts immediately WV 8 Using PaperPort Links Option Print Range Description All prints all pages in the selected item including all pages in the stack Pages prints a range of pages from the selected stack Enter the pages to print in From and To Print to File Prints pages to a file instead of to the printer When you click OK a dialog box appears for you to identify the file to receive the printed pages Copies Prints the number of copies you specify Collate Prints the copies as collated items Copies Setup Displays a dialog box for selecting options for your printer See your printer s user manual for a description of the options 3 Click OK to begin printing USING PAPERPORT WITH AN ELECTRONIC FAX You can send an item with annotations from the PaperPort Desktop as an electronic fax Your computer must have access to a fax modem and electronic fax software before you can send a fax from PaperPort To send items using the fax link 1 On the PaperPort Desktop select the item s you want to fax If you don t want PaperPort annotations to appear in the faxed item deselect the Show Annotations option from the Annotations menu 2 Drag the item onto the Fax icon on the Link Bar or choose Links from the File menu and choose the fax
102. k and white items should not be compressed PRINTING FROM OTHER APPLICATIONS You can print files from other applications onto the PaperPort Desktop This is how to get spreadsheets pictures database files word processing files and other files onto the PaperPort Desktop v NOTE Color images are converted to grayscale when printed to the PaperPort Desktop To retain the color use the PaperPort Import command to import the image file into PaperPort To print from other applications to the PaperPort Desktop 1 Start the application from which you want to print and open the file in that application 2 From the application s File menu choose the command for setting up the printer Some applications have a Print Setup command usually in the File menu others use a Setup button in the Print dialog box If you have questions refer to the user manual You will see a dialog box similar to the following this dialog box is from Microsoft Excel Printer Apple LaserWriter on COM2 Face to Face Image Catcher on LPT1 Genigraphics Driver on GENI HP LaserJet IIl on LPT1 TALKShow Capture Driver on TALKShow WinFax on FaxModem PaperPort on Desktop In the printer list select PaperPort on Desktop 4 Click the appropriate button to set PaperPort as the current printer Click OK or in other applications click Set as Default Printer VW 6 Getting Items On and Off the PaperPort Desktop 5 Use the application
103. l of the items To see a list of items in the folders 1 From the Edit menu choose Browse or click the Browse button on the Command Bar 2 The Browse dialog box appears From the Desktop View the dialog box lists all of the folders and their contents as shown here From Page View the dialog box lists the items in the folder that is already open A thumbnail of the selected item Contents of All Folders Project File Tradeshow Quotes The selected item EE is highlighted amp Computer Update 6 96 This open folder indicates Feb 96 Statement P Jan 96 Statement it is the one currently open Statements 1996 on the PaperPort Desktop oO Canceled Check 6 96 Ltr to Broker 5 96 Stock Certificate Royalty Statements 1996 This symbol indicates the item is a multipage stack Surgery Dr Tioga Surgery Hospital 3 Select an item in the list Its thumbnail is displayed so that you can determine if it is the item you want 4 Click Go To That item is selected and ready for you to work with it Learning the Basics Vv Page ial VW 1 Quick Guide PaperPort also has extensive search and retrieval features so that you can find items based on their titles text date and so forth For more details about finding and retrieving items see Chapter 6 Getting Items On and Off the PaperPort Desktop ADDING COMMENTS TO A PAGE After you have displayed an item in Page View you can use the
104. lders and give them titles e Set up the PaperPort Desktop to display the folders as you want e Delete folders AN EXAMPLE KEEPING TRACK OF YOUR MEDICAL BILLS You know what a headache it can be to keep track of all of your medical bills Here is an example of how you can organize those bills and your payments 1 Scan your medical bills 2 Stack the bills in any organized way that you want For example maybe you keep track of your bills on a monthly basis Or maybe you want to keep all the bills about a major operation in one stack Surgery Dr Tioga Surgery Benefits Surgery Hospital pre TTA e v TIP In addition to scanning the bills you can also scan the canceled checks that paid the bills any receipts received and correspondence regarding payment Then to create a clear audit trail you can stack the items so that bills checks receipts and correspondence are all together 3 Now select the stacks and drag them onto the Medical folder already provided for you 4 When the Medical folder is highlighted release the mouse button The medical bills are now organized in their own folder 5 When you want to see the bills click the Medical folder again v 5 Getting Organized with Personal Folders Here is what the example might look like Visioneer PaperPort iel File Edit View Desktop Page Annotations Help OSS MH Sl O 2 4 a a Page Settings Find Browse Rotate Du
105. le menu choose Update PaperPort Document in file name 5 Press the Delete key or choose Delete Item from the File menu to delete the temporary item from the Desktop The item in the container application will have the changes made in the graphics application Using Windows Object Linking and Embedding VW v 6 Getting Items On and Off the PaperPort Desktop CHAPTER 7 Annotating Items For just when ideas To communicate well you need to draw the reader s attention to important fail a word comes in information When working with paper you can highlight text with pe aie Hea to save the situation highlighter markers add sticky notes and circle text with a pen or pencil Johann Wolfgang With PaperPort you can use these methods but in electronic form von Goethe This chapter tells you how to e Copy cut paste and crop information e Add sticky notes e Fill in preprinted forms e Highlight information e Add freehand annotations e Draw lines and arrows e Add graphics e Edit annotation text e Change the size font and color of annotation text e Move and resize annotations e Copy cut and paste annotations e Display and hide annotations e Undo some or all annotations e Delete annotations A LOOK AT THE ANNOTATION TOOLS In Page View select an Annotation tool and use it on the page Visioneer PaperPort Be File Edit View Desktop Page Annotations Help T Selection Select Z an a
106. le page 1 Select the page you want to rotate or display it in Page View 2 From the Page menu choose Rotate Right or Rotate Left or click the Rotate button on the Command Bar to rotate the page to the right To rotate the page 180 degrees from its current position choose Flip from the Page menu v 3 Working on the PaperPort Desktop EVE Desktop Page You can rotate an item more than once For example clicking the Rotate button twice is the same as flipping the item To undo the rotation choose Undo Rotate from the Edit menu v NOTE You cannot rotate a page that has annotations If the page you want to rotate has annotations select them choose Cut from the Edit menu to remove the annotations rotate the page and then choose Paste from the Edit menu to paste the annotations back onto the page SWITCHING VIEWS You can switch between Desktop View and Page View in several ways e Click the Desktop or Page buttons on the Command Bar e From the View menu choose Page View or Desktop View e Double click an item in Desktop View to display it in Page View PAPERPORT AUTOMATICALLY SAVES Every item in PaperPort is automatically saved as soon as you scan it You do not need to use a Save command to save it As long as you don t delete the item you can scan it and forget it because PaperPort makes sure that the item is there when you need it Any changes that you make to an item such as adding a note or giv
107. lication as you normally do For example if you are using an electronic fax link to send a document address the electronic fax and send it v NOTE Some applications limit the number of pages or documents that can be received from the PaperPort link If you have trouble try sending the PaperPort items in smaller batches Some applications such as graphics applications accept only one page at a time CONVERTING TEXT WITH OCR SOFTWARE A scanned document is an image and you cannot edit its text in PaperPort However you can use PaperPort with OCR software to process a scanned item The OCR software processes or converts the scanned text image to editable text it does not translate photos or graphics You have several options for using OCR software with PaperPort e Use the OCR software provided with PaperPort Use the word processing or spreadsheet icons on the Link Bar The text is processed by the OCR software and then opened in your selected word processing or spreadsheet application e Use another OCR software link If you have a full OCR application on your computer such as TextBridge Professional you can use it to process the text Use that OCR s icon on the Link Bar That OCR application opens and displays the text v 8 Using PaperPort Links e Use the Copy As Text command You can select text or an entire PaperPort item copy it as text and paste it into another application During copying the O
108. ls one is a single page item and the other two are stacks Visioneer PaperPort File Edit View Desktop Page Annotations Help BISBEE eee C Main Folder Cover Letter Receipts Aug 96 Receipts Sep 96 C Articles amp Clippings C3 Bank Accounts E Investments C Medical C Phone Numbers C RealEstate P Receipts C Tares C Travel multiple pages that you can flip through by clicking the Page Navigators at the bottom of the thumbnails Link Bar has icons you can use for faxing printing sending e mail reading text into your word processing application and using Paintbrush Page Printer ooMail Fax Word ey Receipts 3 tems Status Bar shows information about the selected items the links or the buttons on the Command Bar THE COMMAND BAR The buttons on the Command Bar are shortcuts for various commands on the menus The buttons appear in Desktop View and Page View Desktop Switch from Page View to Desktop View Page Switch from Desktop View to Page View v 3 Working on the PaperPort Desktop Settings Change the scan mode in the Scan Settings dialog box Find Find an item in Desktop View or find an annotation in Page View Browse See a list of items on the PaperPort Desktop Rotate Rotate the selected item 90 degrees to the right Duplicate Make a copy of the selected item s Stack Stack selected items into on
109. mage on it e From Page View to another application The copied image appears on the page in that application you can then move that image to its correct position in that application e To PaperPort from another application If the copied image is a graphic pasting it to the PaperPort Desktop creates a new item with the image on it Pasting to the Page View puts that image on the page being displayed If the copied material is text it can be pasted to a PaperPort sticky note or mark up note but copied text cannot be pasted directly to a thumbnail on the PaperPort Desktop Copying Cutting and Pasting Information VW WV 7 Annotating Items v NOTE Another copy and paste option is the Copy As Text command in the Edit menu This option uses the OCR features of PaperPort for text being copied from PaperPort to another application For more information about the Copy As Text feature see Chapter 8 Using PaperPort Links To copy and paste information from PaperPort l In Page View click the Selection tool on the Annotation Tool Bar The cursor changes to a crosshair Drag the crosshair to surround the area that you want to copy A dashed box appears around the area as you select it PEW Ete 1234 Paim Way i Drag the crosshair around the area that you want to paste If you need to increase or decrease the size of the area that you selected drag one of the handles on the dashed selection box From the Edit men
110. n be For example PaperPort automatically links to supported applications that are already installed on your computer such as electronic fax graphics or word processing applications You can use a PaperPort link to send an item to the linked application right from the PaperPort Desktop This section shows how to do some typical tasks using PaperPort features including e Sending a PaperPort item by using the electronic fax software e Printing to the PaperPort Desktop from another application e Changing a PaperPort item from an image to text e Scanning photographs and adjusting the scan settings The dotted rectangle shows what happens as you drag the selected stack When the Fax icon is highlighted release the mouse button SENDING A FAX WITH PAPERPORT To send a fax with PaperPort your computer must have e A fax modem e Fax software for your fax modem If you have fax software that PaperPort recognizes it automatically displays a Fax link icon on the Link Bar and no special setup is needed To add other fax software to the Link Bar see Chapter 8 Using PaperPort Links The following example shows you how to send a scanned item as an electronic fax using the drag and drop method For example you have scanned several invoices and stacked them and you now want to fax them to your bookkeeper This section shows how drag and drop works To send a fax from PaperPort 1 On the PaperPort Desktop select the sta
111. n to change the page orientation of the printer Page to match the selected items page orientation Orientation Display Select this option to display the Print dialog box before the Print item is printed Dialog Setup Select this option to display the Print Setup dialog box to choose the default printer and its options E mail File Format Select the file format in which to save the item when it is to Use attached to an e mail message The available formats may include PaperPort MAX and several Windows graphics formats If you choose PaperPort MAX the recipient must have PaperPort installed to read the attached PaperPort file Save Select this option if you want PaperPort to require the Password password before starting the e mail application If you save your password PaperPort bypasses the Login dialog box Not all e mail links support this preference Vv 8 Using PaperPort Links Link Icon Option Description E mail Receipt Select this option for a return receipt when the e mail message continued is received and opened by a recipient Log Select this option if you want a copy of the message to be put into the user s log Graphics and File Format Select the file format in which to save the graphic item The additional OCR to Use options will be Windows graphic formats such as BMP and PCX Replace If you make changes to the image in the graphics application Desktop and then save the change
112. nails 39 multiple items selecting 48 N navigating in a stack 55 New Folder command 70 New Folder dialog box 70 New Item command 59 109 New Page command 58 59 Next Page command 55 notes See sticky notes 0 OCR copying 124 copying as text 100 icon 121 installing 122 link 121 too many pages 122 P page actual size 44 adding notes text 43 cleaning 23 29 drawing on 107 finding in a stack 89 flipping 46 giving a title to 6 graphics adding 100 highlighting information 43 inserting into a stack 59 magnifying 44 navigating between pages 7 not accepted by OCR 122 printing 124 reducing 44 page continued reference line to straighten a page 28 reordering 57 rotating 46 stacking 5 straightening if scanned crooked 26 Page button 36 Page menu 55 Page Navigator 5 36 42 55 Page View adding annotations 105 111 Command Bar 42 creating a new item 109 cropping on 101 displaying 7 42 fitting an image into 44 opening 7 42 Paintbrush icon 121 Pan tool 43 PaperPort changing view 47 default view 31 desktop overview 2 printing to 84 icon 2 MAX file 81 82 Preferences command 31 program group icon 2 sending a fax 13 starting the software 2 startup window for 31 using with MS Excel 14 PaperPort Viewer getting 154 installing Macintosh 156 Microsoft Windows 155 paste graphic positioning 111 picture annotations 109 selection 100 y Paste command 100 110 114 116 PCX 76 81 personal folders
113. nd the next occurrence of the annotation choose Find Next from the Edit menu v TIP If the annotation you are looking for is on a page in a stack find the stack in Desktop View switch to Page View and press F3 PaperPort finds the page with the annotation and displays it UsING WINDOWS OBJECT LINKING AND EMBEDDING You can insert a PaperPort item into another Windows application such as Microsoft Word 6 0 by using Object Linking and Embedding OLE The item will appear in the Word document creating a special link between the PaperPort application and Word An application that contains an OLE object is called a container application Word 6 0 is a typical container application for a PaperPort item When you double click the item in Word PaperPort opens so that you can view or edit the item Although you can perform some editing in PaperPort generally you will want to edit the item by using one of the application icons on the PaperPort Desktop such as Microsoft Paintbrush or one of the other graphics programs Before starting check to see if the container application that you want to use supports OLE Look for the Insert Object command which is usually found in the Edit or Insert menu v NOTE Not all Windows applications use OLE in the same way If an Insert Object command is not available check the applications user guide to see if it supports OLE Using Windows Object Linking and Embedding VW To insert a PaperPort it
114. ns e Use Windows OLE IMPORTING FILES FROM OTHER APPLICATIONS You import files created in other applications using the Import command from the File menu The file formats that PaperPort can import from other applications are described in the following table Format Description PaperPorrt file A file previously saved in PaperPort for MAX Windows or PaperPort for Macintosh Windows Bitmap A format used for displaying and storing BMP Windows images PC Paintbrush A format commonly used for paint applications PCX Windows images DCX A format for multipage PCX files Joint Photographic An international standard for the compression Experts Group of digital photographic images JPG Graphics A popular format for images on Compuserve Interchange Format GIF Tag Image File Format TIF A format that works well for storage and exchange between desktop publishing and graphic arts applications TIFF also works well between different platforms such as Microsoft Windows and Macintosh PaperPort supports single and multipage TIFE yv 6 Getting Items On and Off the PaperPort Desktop Select the format of the file that you want to open To import a file created in another application 1 From the File menu choose Import The Import dialog box appears File Name Directories max c paprport data Gc paprport gt data G desktop
115. o Items 0 85 Finding Items 44 4 44h 4 He ow an EE O E E eee ee es 86 Finding Annotations icici ed Lees Rare rnrn 90 Using Windows Object Linking and Embedding 91 Additional Ways To Use OLE 02005 93 Editing an OLE Object 26 cate1 ete dtseeteee sees ees 94 Chapter 7 Annotating Items 00000005 97 A Look at the Annotation Lodhi jcc an ean eee ee es 98 Copying Cutting and Pasting Information 98 Copy and Paste Options oi ou au uratar charade 99 Cropping an lmage is gahueda sin ae ae ea s paiia 101 Working with Sticky Notes ic0 sc Se ee id 102 Adding Sticky Notes 14 isdn se were vere vee vows yok 103 Collapsing and Expanding Sticky Notes 104 Adding Text toa PAGE Se ie ast Vata a aie nage Meath went gec nt 105 Highlighting Information ac iainien on tepeneemaenans 106 Adding Freehand Annotations 0 55 ve nce ect ece teres 107 Drawing Lines and Arrows sss ee tl dee eee Ate ee 108 Cr ating a New Item esr eee n E e ee eas 109 Adding Graphics to Items vevsevexe eee uence eds 109 Fine Tuning Annotations sta anid eek ee 111 Selecting the Font and Color scccusuwueomrwmibuwaay gt 111 Editing Annotation Text suuuuuueururere ees 114 Moving and Resizing Annotations 114 Copying Cutting and Pasting Annotations 115 Displaying and Hiding Annotations 0 116 Undoing Annotations rice ever
116. ocument A Document B EEN 4 Repeat Steps 1 through 3 until you have finished creating the stack You can use this easy drag and drop process to stack pages onto other pages stacks onto other stacks pages onto stacks and stacks onto pages That is any item on the PaperPort Desktop can be stacked onto any other item Stacking Items v v NOTE Stacking applies only while you are working in the PaperPort Desktop View If you display an item in Page View you cannot stack it onto another item until switching back to Desktop View USING THE STACK COMMAND You can also stack items using the Stack button on the Command Bar or the Stack Selected Items command in the Desktop menu The following example shows a sales presentation that has three pages to stack Untitled 5 ilt Untitled 7 Untitled 10 g a Stack Click the Stack button Select the items in the order in PaperPort combines the items which you want them in the stack to create a new item which in this case is a three page stack To stack items using the Stack Selected Items command or the Stack button 1 On the PaperPort Desktop select the items that you want to stack Select them in the order that you want them in the stack The first item you select goes on top the last item you select goes on the bottom Z 2 From the Desktop menu choose Stack Selected Items or click the Stack button on the Comman
117. offering an exciting sales promotion pac be win comanding prizes including the whimate tropical vacation a week in the Bahamas You and a companion will enjoy six days and seven nights at an ali inclusive luxury resort on Paradise Island j i he is hi you can win The sales associate that has the most total sales in tl tion bericen September 1 1994 and December 31 1994 will win grand prize Besides the grand prize you can win many other prizes For complete details on haw to win and set sail for the Bahamas next winter see the attached memo Good luck After the image setting for brightness was changed the letter was scanned again Now the text is fine but the speckles are still there and the letter is still wig Rhy Bat A 3 X 1234 Palm Way San Francisco CA 94120 115 585 9876 Dear Sales Associate This fall Tropical Blends is offering an exciting sales promotion package You can win outstanding prizes including the ultimate tropical vacation a week in the Bahamas You and a companion will enjoy six days and seven nights at an all inclusive luxury resort on Paradise Island Mere is how you can win The sales associate that has the most total sales in the reglon between September 1 1994 and December 31 1994 will win a grand prize Besides the grand prize you can win many other prizes For complete detalls on how to win and set sail for the Bahamas next winter see the attached memo Goo
118. on your computer if PaperPort works with that application Electronic fax link s The fax icon lets you fax items from the PaperPort Desktop using your fax software If you are using one of the fax applications that PaperPort supports the icon for that application will appear If you are using another fax application the icon will be a generic fax icon as shown above You can select that fax application in the PaperPort Preferences dialog box v 8 Using PaperPort Links Word processor link s The word processor icon displays the icon of the word processing application that is available on your computer This link will process an item convert its image text into editable text and then open it in the selected word processor The preceding sample shows the link to Microsoft Word Even if you don t have a word processing application on your computer PaperPort will show a link to Windows Write If you have several word processing applications on your computer an icon appears for each one that PaperPort supports and you can use any one for converting scanned text into editable text Graphics link s Other links that PaperPort can add to the Link Bar include Microsoft Paintbrush Adobe Photoshop Corel PhotoPaint and KidPix Spreadsheet link not shown The spreadsheet icon displays the icon of any spreadsheet application that PaperPort supports Use this link when you want to convert a scanned spreadsheet into editable numbe
119. or larger e Adjust the Image setting to get the densest clearest letters without any bleeding along their edges e Straighten pages either by rescanning the pages or by using the Straighten Page command IMPORTING AND EXPORTING FILES Exported files expand in size when opened in a paint program Many paint programs ignore the dpi resolution information in BMP PCX and TIFF files These programs assume that the resolution of the file is the same as the current screen resolution Because these files actually contain more information than the screen they grow in size Instead of using the export command you can open the item in Page View cut out the information and then paste it into the application you want to use or into a new file in a paint program such as Paintbrush You can also open the file in a graphics program that accurately reads the dpi resolution contained in the file Unable to import a file Check whether the file you want to import is saved in the appropriate format for example check whether the file is a BMP PCX or TIFF file If it is none of these select the appropriate file type and try importing the file again You can also try opening the file in a paint program such as PC Paintbrush Use the Save As command in the paint program to save it as BMP file and give it a new file name Then try opening the new file in PaperPort Importing and Exporting Files WV WV B Troubleshooting MissING E MAIL LIN
120. ose the name of the OCR software from the submenu The document will be converted to a file and sent to the OCR software That OCR application opens and you can proceed in it as you normally would Converting Text with OCR Software WV To process text using the Copy As Text command 1 To process an item select it on the PaperPort Desktop Poe 2 from the Edit menu choose Copy As Text PaperPort processes the text with the OCR software and places the now editable text onto the Copy culsc Clipboard You can then paste the text into another application file Delete Del such as a word processing document Copy As Text Select All Ctri A Deselect All Ctrl D Find item CWl F PRINTING ITEMS Browse Ctrl B Preferences You can print from both Page View and Desktop View PaperPort can print in black and white grayscale and color For example if you import a color image into PaperPort you can print it on a color printer To print an item 1 In Desktop View select the item that you want to print In Page View you do not have to select it If the item has annotations that you don t want on the printed copy display the item in Page View From the Annotations menu choose Show Annotations to remove the checkmark next to it 2 In Desktop View drag and drop the item onto the Printer icon on the Link Bar or just click the Printer icon In Page View choose Print from the File menu Select the print opt
121. ovell GroupWise has been installed the WordPerfect Office link will disappear Novell GroupWise is an upgrade to the WordPerfect Office Missing E Mail Links WV Vv B Troubleshooting Da Vinci eMAIL link icon does not appear To correct this problem do the following 1 From the Edit menu choose Preferences The PaperPort Preferences dialog box appears Click the Da Vinci icon in the Category area Enter the path for the Da Vinci EMAILWIN EXE file Run Da Vinci eMAIL at least once on your computer before running PaperPort so that the link icon appears From small beginnings come great things Proverb APPENDIX C Obtaining and Installing PaperPort Viewer With PaperPort Viewer you can share PaperPort items including articles letters contracts budgets reports and photos with others who do not own PaperPort PaperPort Viewer lets others view and print PaperPort items This appendix explains e How others can obtain PaperPort Viewer if they do not own PaperPort e How you can install PaperPort Viewer on a Macintosh computer or an IBM PC or 100 percent compatible computer v NOTE PaperPort Viewer for Windows 3 0 can read files created in PaperPort versions 1 0 2 0 3 0 3 5 and 3 6 PaperPort Viewer for Macintosh 2 0 can read files created in version 2 0 but not 3 0 Thus if youre sending a scanned item to someone to view with PaperPort Viewer for Macintosh export the item as a PaperPort 2
122. ow has then click the title title Press Return the new title Cover Letter Cover Letter Cover Letter Old To retitle an item in Page View 1 From the File menu choose Change Title The Change Item Title dialog box appears Change Item Title Item Title 2 Enter a new title for the item and click OK An item s title is at on the Document Navigator the top of the item in when you are looking at the Desktop View full page in Page View and on the Status Bar Invoice Cover Letter Invoice Cover Letter Working in Desktop View VW WORKING IN PAGE VIEW Page View displays one page at a time Page View is also where you can add annotations to a page Use the navigators to display other pages of a stack see other items or reduce and enlarge the image The folders do not appear in Page View so you can have the entire window for viewing the page Page Navigator Click the Zoom Navigator Click the minus and plus magnifying arrows to scroll between pages glasses to reduce or enlarge the image Click Actual to return in a stack Click the middle the image to actual size The scale of the image is shown at the area to go to a specific page lower right of the Status Bar Visioneer Pia ions Help iperPort Document Navigator File Exit View _ Desktop EJE Click the arrows to NS Desktop Settings scroll among items on
123. plicate Stack Unstack Unstack Arrange Main Folder Your personal folders 7 Atticles amp Clippings Surgery aia Surgery Benefits aa Hospital appear in a column C Bank Accounts down the left side of C investments ir Medical the PaperPort apee Desktop C RealEstate Receipts This example shows E Vaga is Travel the Medical folder open The stacks of bills are contained in the Medical folder on the PaperPort Desktop aZ Printer cc Mail Fax Word Paintbrush Medical 3 items v NOTE The folders appear only in Desktop View In Page View the folders are not visible so that you can have the entire screen for viewing the page SUGGESTIONS FOR YOUR PERSONAL FOLDERS The following are some suggestions to help you organize your personal folders e Create folders that match the way you organize For example if you are using PaperPort for business bookkeeping you could create one folder for Accounts Receivable and another one for Paid in Full When you send a bill scan it into the Accounts Receivable folder and when you receive a payment scan the check into PaperPort Stack it with the original invoice and drag that stack into the Paid in Full folder Now you have a complete record of the transaction Suggestions for Your Personal Folders v e Create folders for smaller sets of items For example instead of creating a single folde
124. r computer For that reason some of your PaperPort preferences may differ from those shown in the following table WV 8 Using PaperPort Links Link Icon Option Description All that appear Display Select this option to see the icon on the Link Bar on the on the Link Bar Link Icon PaperPort Desktop If this option is not selected the icon does not appear but you can still use the link by choosing it from the Link submenu Fax and Automatic Select this option to let PaperPort determine the proper Generic Fax Page mode portrait or landscape to send the fax Orientation Setup Use this option to display a dialog box for other fax setup options such as page size and orientation The options depend on the fax application Generic Fax Select a Fax Use this option to assign a fax driver to your generic electronic fax only Driver application one that PaperPort does not configure automatically PaperPort will add that fax icon to the Link Bar Word Processor Document Choose the format for the converted text For supported Spreadsheet Format applications PaperPort will automatically choose the right Copy As Text format You can also choose other formats such as ASCII for and Generic special situations The format must be supported by both the Word Processor OCR software and the word processor application OCR Use this option if you have another supported OCR software Package package on your computer and wan
125. r for Bills To Pay you might create one for each month s bills That way you can quickly find an item At the end of the year you could move all of the bills into one folder titled Tax Deductions e Create folders for projects Suppose you are on a crash project with a tight deadline By having a folder specifically for the project you can easily keep track of all the items for that project The stacks of items in that folder can then be for different topics such as initial plans budget and work orders e Give the folders descriptive titles Because a folder can have a title up to 30 characters long its title can fully describe what the folder contains For example instead of a folder titled Project1 give it a more descriptive title such as Coffee Buyer Contract 1996 ABOUT THE FOLDERS The set of folders that you initially receive with PaperPort cover many typical topics such as Investments Receipts and Travel However those folders are just suggestions You can retitle the folders and create new ones that match the way you organize your work Note that the Main Folder is always at the top of the list of folders It is the only folder required to be in the list You can change the title of the Main Folder but you cannot delete it and it will always be first in the list PaperPort uses the Main Folder as the place for items scanned when the PaperPort application is not yet open Thus if the PaperPort software
126. rea to cut copy paste or crop z gt ry n PA Straighten Page E i i i This fall Tropical Blends is offering an exciting sales promotion package to all sales associates in our US and international offices You can win outstanding prizes including the ultimate tropical vacation a week for two in heavealy Tahiti 3 Mark Up Add text to Here how you can wint The sales associate with the most total rales between September D preprinted forms 7 ee aa nn no his plea ee ber Picture you and your companion at a full tervice ocean front resort for seven fun filled days eh d nights Crystal clear water white sand beaches warm breezes and all Highlighter wp i Highlight information For complete details about how to win and set sail for Tahiti next winter see the attached oe Freehand Circle or Guess what underline information Jacques was promoted Sales Promo 200DPI Black amp White Arrow Add an Sticky Note Add a arrow or line sticky note COPYING CUTTING AND PASTING INFORMATION With PaperPort you can select information and cut copy and paste it to another location on the page to another page or to another application file You can also create a new PaperPort item by pasting selected information directly onto the PaperPort Desktop For example if you want to use your company logo in a word processing file you can scan an item containing th
127. rs and text Like the word processor link this link will process an item convert its image text and numbers into editable text and numbers and then open it in the selected spreadsheet application In most cases the cell layout of the scanned spreadsheet will be retained OCR link not shown If another OCR application such as TextBridge Professional is installed on your computer its icon will also appear on the Link Bar When you use this OCR link the Desktop item is converted to a file then processed by that OCR application If you later install another supported OCR application PaperPort automatically adds its icon to the Link Bar v NOTE Other applications can also become PaperPort Links For example if you use some other word processing application or fax application you can set the link icons to send items to those applications For details see Setting Link Preferences later in this chapter Overview of Using Links WV BASIC STEPS FOR USING LINKS The steps for using links are similar for each link 1 Prepare all items For example scan or print items onto the PaperPort Desktop and create stacks 2 Drag and drop documents onto the appropriate link icon on the Link Bar or choose Links from the File menu and select the appropriate link application from the Links submenu You can also select the item s and just click the link icon 3 The linked application opens Use the linked app
128. rt 84 compressing 83 finding to import 79 importing from other applications 76 77 MAX file 78 Index items in folders 65 printing to PaperPort 85 SETUP EXE 155 size when exporting 82 Find All command 88 Find Annotation command 90 Find button 36 37 87 Find command 88 Find File button 79 Find Item command 86 87 90 find items options 88 specifying what to find 86 using keywords 86 Find Next command 89 90 First Page command 55 Fit to Window command 44 Flip command 46 folder changing title 71 creating new 70 deleting 74 description of 64 display or hide 71 example 62 filing items 65 66 flashing 65 items in 67 seeing items in 68 suggestions for 63 Font command 112 form filling in 106 freehand annotation adding customizing 107 drawing 107 See also annotation Freehand tool 43 107 G GIF 76 81 Go to Page command 7 55 graphic 100 importing 77 pasting from PaperPort 99 positioning 111 problem moving 111 See also picture annotations Graphics link 121 H hand pointer 100 handle 114 hiding nnotations 116 folders 71 highlighted folder 65 Highlighter tool 43 highlighting areas 43 information 106 See also annotation icons Command palette 36 Link Bar 120 image cropping 101 improving 23 moving 100 moving after pasting 111 rotating 46 skewed 27 too light or dark 25 Import command 76 77 78 Import dialog box 77 Import Fax command 126 import MAX files 78 import finding MAX file 79
129. s An annotation that is a multiline resizable note Similar to a paper sticky note it covers the item information beneath it You can move a sticky note or collapse it to an icon You can search for words in a sticky note by using the Find command A small graphic that represents an item on the Desktop Tag Image File Format a common graphics file format An industry standard method for scanners and software to get scanned images into documents If you are using a TWAIN compliant scanner or software you can usually start it directly with a Scan button or command To make a page larger on the screen so that you can see more detail To make a page smaller on the screen so that you have a broader view of that page INDEX A Acquire command 33 Actual Size command 44 adding annotations 107 lines and arrows 108 notes to a item 103 105 America Online 154 annotation adding freehand 107 highlighting 106 lines arrows 108 mark up 106 picture 111 sticky notes 103 collapsing expanding 104 copy and paste 99 customizing 111 cutting copying and pasting 115 deleting 117 displaying hiding 116 editing text 114 finding 90 finding a page in a stack 89 freehand 107 highlight 106 in MAX files 82 moving 114 picture 109 printing 124 removing from a page 29 resizing 114 rotating a page 46 sticky notes 102 103 undoing 116 Annotation Tool Bar 42 Annotation tools description 43 Arrange button 36 37 39 Index Arrang
130. s the modified image replaces the Item if original one on the PaperPort Desktop Modified Show If selected a warning message appears when you drag an Annotation image onto the graphics link reminding you that if you make Warning any changes to the image in the graphics application and save the changes all annotations made to the item in PaperPort are deleted Setting Link Preferences WV WV 8 Using PaperPort Links PART THREE Appendixes APPENDIX A Messages A just cause is When a problem occurs the PaperPort software displays a message that not ruined by a indicates the type of problem This appendix explains what to do if you few mistakes see one of those messages Messages are listed by the following categories Fyodor Dostoyevsky e Link messages e Memory messages e Desktop messages e Disk and file messages e Other messages If you are still having difficulty in using the PaperPort scanner and software see the appropriate section in Appendix B Troubleshooting for more information WV A Messages LINK MESSAGES PaperPort has detected that the support file MAXLINK DLL has been overwritten by a recently installed link Please install PaperPort again to install the correct MAXLINK DLL If you install a supported linked application that has an older version of MAXLINK DLL it may overwrite the newer version in the PaperPort directory In this case simply reinstall the
131. s Print command to print the file The file prints to the PaperPort Desktop You will see the new untitled item on the PaperPort Desktop v NOTE After you finish printing to PaperPort remember to reset the printer to your regular printer v TIP By clicking the Setup options button you can set the document dots per inch dpi print setting to 200 or 300 dpi ADDING SUMMARY INFORMATION TO ITEMS Summary information helps you find items quickly When searching for items PaperPort looks for a match between the summary information and the search criteria that you specify v NOTE If you are going to combine items into a stack add the summary information after stacking the pages Summary information added to individual items that are then stacked is not saved To add summary information about an item 1 Select the item in Desktop View or display it in Page View 2 From the File menu choose Summary Info The Summary Information dialog box appears Summary Information Title invoice Cover Letter Keywords Adding Summary Information to Items v 3 Type the summary information that you want Information Description Title The title of the item This field is blank if the item is untitled Changing the title here also changes it on the PaperPort Desktop Creator The name that was entered when PaperPort was initially installed You can change the name Keywords Words that PaperPort uses to fin
132. s files you may want to compress the exported files before saving them on a floppy disk v 6 Getting Items On and Off the PaperPort Desktop Import Export icon Drag the slider to set the EXPORTING FILES WITH COMPRESSION Color images and grayscale images when exported as files can become large files requiring large portions of hard disk space To overcome this problem PaperPort has a built in compression feature that uses the JPEG file format to compress files The more that a file is compressed the less disk space it requires However there is a trade off As compression increases image quality decreases Therefore PaperPort lets you determine the level of compression that is best for your files To use this feature the files must be exported in the JPG format To set the amount of compression 1 From the Edit menu choose Preferences 2 Click the Import Export icon in the Category list Category JPEG Image Quality level of compression 3 Drag the slider to set the level of compression The higher the setting the better the image quality and the lower the compression Trial and error with the amount of compression will determine the best setting for your requirements The setting applies to all files exported in the JPG format Exporting Files with Compression v Select PaperPort on Desktop as the printer v NOTE Use compression only for color or grayscale images Text items and blac
133. skew 26 27 Desktop PaperPort arranging items 39 list of items 68 printing to 14 84 using the Browse button 68 y Desktop button 36 Desktop View arranging documents 39 description 36 displaying folders 71 dirt on images cleaning 29 disk space compressing files for 83 displaying annotations 116 Desktop View Page View 47 folders 71 items in folders 67 document adding annotations 105 cleaning a page 29 displaying pages 7 42 linking OCR software 122 printer 124 moving thumbnails 39 selecting 48 sending e mail 127 stacking 52 54 straightening a page 26 See also item Document Navigator 42 DOS file exporting as 81 drag and drop filing an item 65 sending a fax 13 stacking pages 5 53 drawing on a page 107 Duplicate button 36 37 59 Duplicate Current Page command 59 Duplicate Item command 59 Index E editing annotations 114 text 16 122 electronic fax See fax e mail link 121 receiving a PaperPort document 128 sending documents 127 using with PaperPort 127 Enhance Lines command 30 Excel spreadsheet 14 84 Expand Sticky Notes command 104 Export command 81 exporting file formats 81 file size 82 using OCR software 123 124 F F3 key shortcut for find next 89 fax hiding annotations on 125 126 linking 126 quick steps 13 reading in PaperPort 126 sending a spreadsheet 14 Fax icon 13 121 129 file formats export types 81 import types 77 file name for a MAX file 82 file s bringing into PaperPo
134. t These kinds of errors can be caused by low memory insufficient system resources or too few file handles In Program Manager choose About Program Manager from the Help menu to see the amount of available memory and system resources You should have at least 4 MB of available memory 8 MB or more to use OCR and 50 percent resources Note that your computer should have 8 MB of physical RAM not virtual memory to use the OCR link To make more memory resources or file handles available try the suggestions described in the rest of this section Follow them in the order in which they appear as they apply Are other applications running Quit any other applications that are running If there are any items in your start up program group remove them restart Windows and try again Note that some applications do not release all the memory or resources that they use even when you exit from the application so restarting Windows with no applications in your start up group can give you maximum memory and resources Memory Messages WV WV A Messages Do you have a Windows swap file If you do not already have one create a permanent swap file in the Virtual Memory section of the 386 Enhanced control panel Use the size suggested in the dialog box however make sure you have at least 20 MB or more of available space on the selected drive For more information see the Microsoft Windows Users Guide Is SmartDrive taking up too muc
135. t cannot create a calibration file Your disk may be full or read only Make sure that your disk is not full The calibration file requires less than 100K of disk space Note that you should have at least 1 MB of free disk space to use PaperPort In addition check that you have read write access to the drive containing the PaperPort program directory Other Messages WV WV A Messages In the middle of difficulty lies opportunity Albert Einstein APPENDIX B Troubleshooting While using the PaperPort software you may have problems This appendix provides solutions to some common problems The problems are grouped by the following topics Image quality and appearance Printing problems Electronic fax problems OCR problems Import and export files Missing e mail links If you have questions and do not find the answers in this appendix see Appendix A Messages IMAGE QUALITY AND APPEARANCE Images are too light or too dark To correct this try adjusting image setting in the PaperPort scan settings For more information see Chapter 2 Scanning Items to adjust the scan settings Vv WV B Troubleshooting Text is not clear Try the following e Adjust the brightness of the image in the PaperPort scan settings e Make sure that scan mode is set to Letter e Try calibrating the scanner The installation guide that you received with your scanner explains the calibration process
136. t the item in its full size select the check box Insert As Full Size Picture To insert the item as a thumbnail do not select the check box v NOTE In PaperPort you can also select the Full Size Image or Thumbnail option in the Import Export Preferences dialog box 8 Click Yes to insert the selected item into the container application at the current cursor position To select a different item click No and PaperPort remains open If you click Cancel the container application will be displayed ADDITIONAL Ways To Use OLE There are two other ways to insert an item into a container application e Copy the item in PaperPort and paste it into the container application The OLE link is established when the item is pasted e Open both applications select the item in PaperPort and while holding down the Ctrl key drag the item into the container application A copy of the item is pasted into the container application When you release the mouse button in the container application the OLE link is established If you don t hold down the Ctrl key the item is cut from PaperPort and pasted to the other application Using Windows Object Linking and Embedding v e Use the PaperPort Preferences dialog box to determine how to insert a PaperPort item as an OLE object into another application In the PaperPort Preferences dialog box select the Import Export icon and then select either Full Size Image or Thumbnail EDITING AN OLE O
137. t to assign it to the word processor link on the Link Bar Click on the drop down arrow and choose the OCR package from the list OCR Click to see special settings for the OCR software package you Settings selected Two typical options are Auto Orientation Matches the orientation of the converted text to the original text Decolumnized Output Organizes the text into a single format even if the original document has multiple columns such as those in a newspaper article Use trial and error with this setting to see if it works for your scanned items Setting Link Preferences WV Link Icon Option Description Copy as Text Word Use this option to select the application that will receive only Processor converted text from the OCR software For example to send Application the converted text to Notepad enter the full path name of the Notepad application file it will have an EXE extension But the application does not have to be a word processor You can also set this link to send converted text to a spreadsheet Browse Use this button to select the application file EXE for the OCR link A dialog box appears and you can find and select the EXE file When you select the file and click OK in that dialog box the full path name is entered in the Application field Printer Collate Select this option to print multiple copies with the pages of Copies each copy in sequence Automatic Select this optio
138. that the entire item is visible in the Page View window This command is a toggle choose it again to return the item to its previous size PANNING AN ITEM Panning an item is a quick way to scroll it in Page View To pan an item l 2 3 4 Display the item in Page View Click the Pan tool Place the pointer on the image The pointer changes to a hand Hold down the mouse button and drag up or down right or left The image moves as you move the pointer INVERTING AN ITEM Inverting an item reverses an image from black on white to white on black Gray shades are reversed as well To invert an item l 2 Display the item in Page View From the Page menu choose Invert The image is reversed If you want to change it back to the original black on white image just invert it again The original The inverted image image Working in Page View VW ROTATING PAGES You can rotate a page to change the original direction of an image thus creating a different impact or turn a graphic upside down by flipping it For example you can scan a logo or company name horizontally and rotate it so that the logo is displayed vertically The following illustration shows a logo a in its original position b rotated left 90 degrees c rotated right 90 degrees and d flipped 180 degrees a Original position b Rotated left 90 c Rotated right 90 d Flipped To rotate or flip a sing
139. the Annotations menu choose Show Annotations When a checkmark is next to the command the annotations are visible if a checkmark is not there the annotations are hidden UNDOING ANNOTATIONS You can either undo the last annotation you were working on or undo all changes made to the item with the Annotation tools The undo options apply only as you are working on the page If you switch to another page and then come back you cannot use the undo options Instead you can select and delete the annotations that you don t want To undo the newest annotation From the Edit menu choose Undo New Annotation The last annotation added to the page is removed Undo New Annotation is available right after you add a new annotation If you do anything else such as move or resize the annotation the Undo New Annotation command no longer applies To undo all the annotations e From the Edit menu choose Undo All Changes DELETING ANNOTATIONS You can delete individual annotations one at a time or delete multiple annotations at the same time To delete annotations 1 In Page View click the Pointer tool on the Annotation Tool Bar 2 Select the annotation s that you want to delete To select multiple annotations hold down the Shift key while clicking on them 3 Press the Delete key or from the Edit menu choose Delete Deleting Annotations WV WV 7 Annotating Items I have seen the future and it works
140. the Lotus cc Mail bulletin board service BBS Versions 2 0 and later include VIM Check for the following 1 If VIM is installed but the cc Mail link still does not appear check your WIN INI file for the line SMI 1 in the section MAIL and the entry ProgramPath lt path gt in the section cc Mail 2 Check this program path for the presence of the VIM files CCEDIT DLL CCUTIL DLL VIM DLL SMI DLL CCSMI DLL CHARSET DLL COMDLG DLL MAILENG DLL MEMMAN DLL CDVIM DLL VERINFO and README TXT If any of these files are missing then VIM has not been properly installed in this directory Try reinstalling it Microsoft Mail link icon does not appear The Microsoft Mail link requires the file MAPI DLL Check for the following e Make sure that the path to this file which is usually C MSMAIL is included in the path statement in your AUTOEXEC BAT file The WIN INI file must include the line MAPI 1 in the Mail section e Installing Novell GroupWise will overwrite MAPI DLL making MS Mail unavailable WordPerfect Office link icon does not appear To correct this problem do the following 1 Make sure that the file WPC INI in your Windows directory contains the entry WPOF lt path gt ofwin exe where lt path gt represents the location of OFWIN EXE in the AppServer section 2 Make sure that the file WIN EXE is in the specified path If it is not check with your network or system administrator v NOTE If N
141. the attached article for some of the press we got last week the new product in positioning the products We are a big hit with the twenty Sales Memo 200DPI Black amp White 100 v NOTE Do not click anywhere else on the page or on another tool until the graphic is positioned exactly as you want it When you click elsewhere on the page or on another tool the graphic is deselected embedded onto the page and can no longer be moved If the graphic is not where you want it choose Undo Paste or Undo All from the Edit menu and start over 6 To move the graphic put the pointer within the graphic s dotted outline and the pointer changes to a drag hand pointer 7 Drag the graphic to the new location you want and then click elsewhere on the page FINE TUNING ANNOTATIONS You fine tune an annotation by changing the color of the annotation background or text editing and customizing the font or text size and moving and resizing the annotation SELECTING THE FONT AND COLOR With PaperPort you can customize the font style point size and color of the text of a mark up or sticky note before or after typing it You can then add a statement in bold or match the font size in a scanned item You can also set the color for each PaperPort tool individually so that each one then draws in its own color In addition you can change the color of annotations already drawn on the page Fine Tuning Annot
142. think that the graphic will not fit on the page try reducing its size before copying it Switch to the PaperPort application Display the target item the one that will receive the graphic in Page View You can also paste the selected graphic to the PaperPort Desktop In that case a new item is created on the PaperPort Desktop and it will have the selected graphic on it From the PaperPort Edit menu choose Paste The graphic appears on the PaperPort item at the upper left corner of the page It will have a dotted outline around it Visioneer PaperPort 14 n Edit View mie Page Annotations Help ee SS t e Rotate c Sales Memo bj lt 4 sos PD QA swa A Pasted graphic The hand pointer A sticky note adds details DATE May 1 1995 TO Jacques Gelure FROM Debbie Jones SUBJ New Campaiga Jacques I just wanted to keep you up to date about the setults of the salet campaign in the UK As expected we re getting a very positive response to the new flavors Awesome By the way here Apricot and Outrageous Orange is the image for The demographic studies in the test area proved to be helpful WV 7 Annotating Items something group and expect to pick up market share when we launch next month s ads that target the over thirty group The Tahiti promotion is set for kick off next month We anticipate a heavy response as a result of favorable coverage by the news media See
143. tion Tool Bar For example the Highlighter tool works in the same way as a felt tip marker to highlight text Pointer Select move and resize annotations on a page Selection Select an area to cut or copy for pasting or cropping For example select a part of the page for use in another application such as in a word processing document Straighten Page Straighten an item either horizontally or vertically that was originally scanned in at an angle Pan Quickly scroll an image up down right or left Sticky Note Write a resizable sticky note at any place on the page You can also collapse the note to avoid covering underlying information Mark Up Add a line of text Use this tool for adding text to pages because the page remains visible when you type text on it Highlighter Highlight any part of a page Freehand Draw freehand marks for example by circling text and underlining sentences Arrow Draw straight lines with or without arrowheads to point to specific parts of a page For step by step instructions about these tools including how to change the font color and size of text and the color of the highlighter or lines see Chapter 7 Annotating Items Working in Page View v DISPLAYING AND HIDING THE ANNOTATION TOOL BAR Using the View menu you can display or hide the Annotation Tool Bar To display or hide the Annotation Tool Bar Page View 1 From the View menu choose Tool
144. u choose Copy To paste onto another page display that page in Page View To paste the selection into another application file such as a Microsoft Word file switch to that file and click where you want the selection to be pasted To paste the selection to the PaperPort Desktop click the Desktop button on the Command Bar From the Edit menu choose Paste The copied information appears A pasted selection is treated as a graphic you cannot edit any copied text in the word processing file If you paste the selection onto another PaperPort page it appears at the upper left corner If you paste the selection to the PaperPort Desktop a new item appears and it is selected 6 If you pasted the image to another application you usually will be able to select the image and drag it to the location you want However not all applications work the same way See the user guide for that application for details If you are pasting onto another PaperPort page put the cursor in the dashed box The cursor becomes a hand pointer Now drag the image When the image is exactly where you want it click anywhere else on the page The image will be pasted at the new location v NOTE You cannot use the Selection tool to copy and paste PaperPort annotations If the area you select contains annotations they will not be copied and pasted For more information about copying and pasting annotations see Fine Tuning Annotations on page 11
145. u are in a hurry to get started this section contains what you need e Getting the Most from PaperPort shows you how to do certain special tasks by using several practice exercises LEARNING THE BASICS The practice exercises in this section show you how to e Select and deselect items e Save items automatically without using a Save command e Combine single items into a multipage item e Display an item in separate views e Organize items in folders e Add comments called annotations to an item Thumbnail of the scanned image STARTING THE PAPERPORT SOFTWARE The easiest way to start the PaperPort software is to simply scan an item When scanning is complete the PaperPort software starts automatically and the PaperPort Desktop or Desktop View appears A thumbnail a small image representing the item you scanned appears on the PaperPort Desktop The following sample shows the item s thumbnail on the PaperPort Desktop s Visioneer PaperPort 1 File Edit View Desktop Page Annotations Help A S OC 2 4 A te Page Settings Find Browse Rotate Duplicate Stack Unstack Unstackt Arrange Main Folder Untitled 5 Articles amp Clippings Bank Accounts Investments Medical PaperPort gv 1 Quick Guide Phone Numbers TC RealEstate Receipts C Taxes Travel z g Printer coMail Word Paintbrush Untitled 1
146. undoes all annotations and other changes made to the item in Page View Undoing an Action Vv VW 3 Working on the PaperPort Desktop Little by little does the trick Aesop CHAPTER 4 Working with Stacks Like many other busy people you may sometimes put items on your desk without organizing them When you finally do put them in order you might stack the items by project contact or department You use a method that helps you to quickly find the stack you need With PaperPort you can electronically organize items into stacks in much the same way that you do with paper documents A stack is a PaperPort item with multiple pages Expense reports contracts memos letters presentations and other business materials are often two or more pages You can stack and unstack these items electronically on the PaperPort Desktop This chapter explains how to e Stack items e Move between pages in a stack e Unstack pages e Reorder pages within a stack e Insert a page into a stack e Duplicate items STACKING ITEMS Each scanned page appears on the PaperPort Desktop as a one page untitled item To stack scanned pages you can drag one page on top of the other or click the Stack button on the Command Bar or use the stack commands from the Desktop menu You can also add stacks to other stacks Legal contracts for example usually have many pages When unstacked the scanned pages are separate untitled items Stack
147. ure you want to delete them To delete a folder 1 Select the folder that you want to delete 2 From the Edit menu choose Delete or press the Delete key A message asks if you are sure you want to delete the folder If the folder contains items a message also asks if you want to delete each item You can decide to delete them one by one or all at the same time If you decide not to delete an item you cannot delete its folder Move any items that you want to keep into other folders and then delete the folder 3 Click Yes to delete the folder or click No to keep it VW 5 Getting Organized with Personal Folders I must govern the clock not be governed by it Golda Meir CHAPTER 6 Getting Items On and Off the PaperPort Desktop In addition to scanning items you can also import them into the PaperPort application from other applications Then you can use all the features of PaperPort on these new items including adding annotations grouping them into stacks and sending a fax with the PaperPort fax link icon You can also export items from the PaperPort application to other applications For example if you scan a logo and want to use it on your letterhead you can export it to your word processing program This chapter explains how to e Import and export items e Print items to PaperPort from other applications e Add summary information to items e Find files in other applications e Find annotatio

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