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Fujitsu SCANSNAP P2WW-2301-01ENZ0 User's Manual

1. About Printer et If you want to print files that cannot be thumbnailed with printers other than the default printer or you want to specify the number of copies print them from an application associated with each file You can start the associated application by double clicking on the file in the File view e f you want to print PDF files with Document Open Password which is not thumbnailed you need to enter the password in the password dialog box of the application associated with the file such as Adobe Acrobat e You cannot print PDF files that are not allowed printing 67 3 Using ScanSnap Organizer in Various Ways 3 10 3 Printing files with ScanSnap Organizer Viewer 1 In ScanSnap Organizer Viewer click the Print button on the toolbar gt The Scan2Print dialog box appears 8 et Selecting Print in the File drop down menu also show the Scan2Print dialog box L Scan2Print Find printer Name O A lt Print options Copies 15 Same size Scaling down Same size Allow automatic rotation Center the image and print Print range all O Current page For details of each item on the dialog box refer to the explanations of the Scan2Print dialog box in 3 10 1 Printing only files that can be thumbnailed page 64 2 Click the Print button to start printing with the printer you selected If you click the
2. 7 002 pdf Adobe Acrobat Document 154KB 5 16 2007 8 25PM 5 21 2007 10 13 A 003 pdF Adobe Acrobat Document 299KB 5 16 20076 23PM 5 21 2007 10 13 7 004 pdf Adobe Acrobat Document 302KB 5 14 2007 9 58 AM 5 11 2007 4 32 PM 7 005 pdF Adobe Acrobat Document 127 KB 5 11 2007 4 34PM 5 11 2007 4 32 PM gt 006 pt Adobe Acrobat Document 150 KB 5 11 2007 4 35PM 5 11 2007 4 32 PM Kl Actions fe Scan2E mail RA Scan2Print KZ N L Date Created 5 21 2007 10 13 AM Size 452KB Name Ascending File view Files in the selected folder are listed Status bar When any file is selected Date Created Size and File sequence of the selected file Actions menu The icons of the Actions l are shown with which the selected files are utilized are When any folder is selected displayed inahis list The total number of files in the folder is shown 2 Basic Operations 2 2 1 Menu Bar Main Window This section explains each menu item of the menu bar lt File menu gt ScanSnap Organizer Opens selected PDF and JPEG files with ScanSnap Organizer Viewer Viewer You can view and edit the files with ScanSnap Organizer Viewer open is Opens a file with an associated application Print lt Ctrl P gt Prints a selected file ky In addition multiple files can be selected and printed at a time Cabinet lt Ctrl B gt Creates a new Cabinet directly under the My ScanSnap folder Folders
3. 3 Using ScanSnap Organizer in Various Ways GG The selected page is deleted 3 13 4 Moving Pages To move pages perform the following procedure 1 Open the target file with ScanSnap Organizer Viewer wy Make sure that the Pages Panel view is displayed in ScanSnap Organizer Viewer When it is not displayed click the Switch View button ie on the toolbar to change the display mode use either of the following modes Show All Pages Panel and Page View i Show Pages Panel AC 2 In the Pages Panel select the thumbnail of a page you want to move and drag it to the new place Then drop the thumbnail on a desired location which is indicated by a blue thin bar You can select more than one page to move IS ScanSnap Organizer Viewer 001 pdf ER GG Fie Edit view Window Help 8 x r lf E T M 99T La AA x gt The page is moved and the number of page is updated 19 3 Using ScanSnap Organizer in Various Ways 3 13 5 Inserting Pages To insert pages from one file to another there are two operations below e Inserting whole pages of a file e Inserting selected pages This section explains how to insert selected pages A For how to inserting whole pages of a file refer to ScanSnap Organizer Help 1 With ScanSnap Organizer Viewer open files that your operation target to Make sure that those files are tiled on ScanSnap Organizer Viewer and that the Pages Panel of them is displayed
4. To display files tiled Click Tiled in the Window drop down menu and then select how to display To display Pages Panel Click the Switch View button i to change the display mode use either of the following modes Show All Pages Panel and Page View JS Show Pages Panel AC 2 Inthe Pages Panel of a file select the thumbnail of a page you want to insert to another drag it to the Pages Panel of the target file Then drop the thumbnail on a desired location which is indicated by a blue thin bar You can select more than one page to insert Dae Crested Gau LU 83 B Sines MED Page Sine 69 1 0785 T aal gt The page dragged and dropped is inserted copied in the target file 76 3 Using ScanSnap Organizer in Various Ways 3 14 Displaying ScanSnap Setup Dialog box This section explains how to display the ScanSnap configuration dialog box directly from the ScanSnap Organizer screen 1 Click the SCAN Button Settings button on the toolbar You can also open the dialog box by selecting SCAN Button Settings from the Tools menu gt The ScanSnap Manager Scan and Save Settings dialog box appears 2 Change settings as you like and click the OK button ScanSnap Manager Scan and Save Settings Color dem E P Scan iar SCAN Button Seting Let Click Menu Mode select a profile Standard Add Profile Edit Profile Change scan and
5. Basic Operations e lf you want to know what the searchable PDF files are refer to Appendix 1 About Searchable PDF Files on page 80 e You can change the PDF Automatic Conversion Settings later For details on how to change the settings refer to 3 4 Configuring Automatic Conversion Settings of PDF Files on page 54 gt The ScanSnap Organizer window appears WM ScanSnap Organizer My ScanSnap DER File Edit View PDF He Actions Tools Help EEFC Se eRe H My ScanSnap P 1 2 003 pat Ki Actions fe Scan2E mail ES Scan2Print rng w l ry 1 HC 10 005 pdf 006 pdf Name Ascending If you turn Automatic OCR on if you click the Yes button Automatically convert added PDFs into searchable PDFs appears on the title bar while the My ScanSnap folder is selected to show files in the folder N ScanSnap Organizer My ScanSnap Automatically convert added PDFs into searchable PDFs BAR File Edit View PDF file Actions Tools Help EPFC EPERRA AUIS A 2 Basic Operations 2 2 Operating Window The following is an example of the ScanSnap Organizer main window which is displayed at startup This window provides the controls that you can use in ScanSnap Organizer BS For details of ScanSnap Organizer Viewer screen refer to 2 4 page 29 lt Main Window gt WM ScanSnap Organizer My ScanSnap File Edit View P
6. Execute when the computer is idle is selected Recognition is performed when the computer is idle If the Display conversion list checkbox is marked a list of files to be converted is displayed upon clicking the OK button so that you can check the status Menu bar DG Sc nSnap Organizer PDF Conversion List File Er PDF Conversion History Tools Hep o Number of files 5 My ScanSnap My ScanSnap My ScanSnap My ScanSnap My ScanSnap My ScanSnap File list Conversi Waiting Not ScanSnap made PDF 11 16 2006 3 56 11 16 2006 3 56 11 16 2006 3 56 11 16 2006 3 56 11 16 2006 3 56 11 18 2006 3 56 11 18 2006 3 58 Conversion is carried out even if PDF Conversion List is not displayed Close the PDF Conversion List if you do not have to check the status PDF Conversion List can also be displayed by selecting Start gt All Programs gt ScanSnap Organizer gt PDF Conversion List or with ScanSnap Organizer select PDF file on the menu bar gt Convert into Searchable PDF gt PDF Conversion List whenever necessary e When PDF Conversion List dialog box is brought to the front conversion starts even if the computer is not idle Menu Bar e File Stop Delete from the list Close e Edit Select All e PDF Conversion Suspend Restart files from the list Closes the PDF Conversion List dialog box All files are selected
7. Cancel button the printing is canceled 68 3 Using ScanSnap Organizer in Various Ways 3 11 Deleting Cabinets Folders and Files This section explains how to delete unnecessary Cabinets Folders and files 1 Select the Cabinet Folder or file you want to delete To delete Cabinets or Folders use Folder view to delete files use File view Ctrl key or Shift key e lf you delete Cabinets and or Folders all the files and Folders included in the Cabinets and or Folders are also deleted Gr e When deleting files you can select multiple files at one time while holding down the Click the Delete S button on the toolbar Or select Delete on the File menu to delete Cabinets Folders or files gt The Confirm File Delete Confirm Folder Delete or Confirm Multiple File Delete window appears Click the Yes button GG The selected Cabinet Folder or file is deleted 69 3 Using ScanSnap Organizer in Various Ways 3 12 Renaming Files This section explains how to rename the selected files 1 Select a file you want to rename Use the combination of the Ctrl key or the Shift key to make multiple selection select files while holding down the Ctrl Shift key 2 Select Rename from the File menu gt The Rename dialog box appears pio When List or Thumbnails are displayed with File Name on the View menu marked C select one file and the
8. PDF conversion ES Embedding text information in PDF files Pages e All pages C Current page only Skip pages with embedded textual information Timing C Execute immediately e Execute when the computer is idle jw Display conversion list Other settings Language for conversion to searchable files English e Cancel Help e Pages Select pages to be converted All pages All pages of the selected PDF file s are converted Therefore this process may require an extended period of time depending on the 42 3 Using ScanSnap Organizer in Various Ways number of pages included in the selected file or the number of files selected Current page only Thumbnails Only the currently thumbnailed page is converted List Not available Skip pages with embedded textual information checkbox Textual information is embedded into the scanned images when PDF files are converted into searchable ones If this checkbox is marked only pages not yet made searchable are converted If the check mark is cleared all pages including those already searchable are converted e Timing Select the timing of execution Execute immediately Conversion is started upon clicking the OK button Execute when the computer is idle Conversion is performed depending on workload of the computer while the user who are using this function logs on Windows If the conversion is not complete by the time the user logs off it will
9. When the Result is NG or except The respective causes and their meanings are as follows NG file not found The PDF file is not found Before retrying conversion ensure that the file displayed after File exists in the folder displayed after Path under file use The file is used by another application and conversion to searchable PDF failed Ensure that the file is available before retrying conversion file open error The file cannot be opened because it is being used by another application or access is not permitted Ensure that the file is available and you have the access right before retrying conversion file access The file cannot be accessed or opened because it is failure being used by another application or access is not permitted Ensure that the file is available and you have the access right before retrying conversion OCR error A problem occurred during conversion to searchable PDF Retry conversion out of memory Conversion failed due to insufficient memory Exit all programs you are not using before retrying conversion If still errors occur install additional memory 45 3 Using ScanSnap Organizer in Various Ways disk full There is not enough space in the disk drive in which the folder including PDF files the user s Temp folder or the user s profile exists Delete unnecessary files or do something to secure enough disk space before retrying conversion error An inte
10. characters due to print through and smudges It may take an extended period of time to scan documents described above These documents may be correctly converted if scanned at a higher resolution and or in different Color mode e When PDF files are converted into searchable ones textual information is embedded in the PDF files Thus the PDF files are updated 53 3 Using ScanSnap Organizer in Various Ways 3 4 Configuring Automatic Conversion Settings of PDF Files This section explains how to configure the settings to automatically convert PDF files scanned with the ScanSnap and added in the My ScanSnap folder into searchable PDF files See page 80 for details From the PDF file menu select Convert into Searchable PDF gt Automatic Conversion Setting gt The Options dialog box appears ScanSnap Organizer Options General Settings POF automatic conversion E mail Convert into searchable PDF 2 Automatically make POF files searchable after the PDF files are added to the My ScanSnap folder ES IF enabled all the pages m a POF file will be converted Conversion of selected pages can be done manually EN Conversion will be performed when the computer is idle ity Due to the conversion the PDF files are modified and embedded with text information Language for conversion to searchable files English k Skip pages with embedded textual information iw Display the message to contin the setti
11. except The respective causes and their meanings are as follows file not found The PDF file is not found Before retrying conversion ensure that the file displayed after File exists in the folder displayed after Path under file use The PDF file is being used by another application and the name of the file is moved to the last of PDF Conversion List Check 1f the file is available Conversion is automatically retried file open error The file cannot be opened because it is being used by another application or access is not permitted Ensure that the file is available and you have the access right before retrying conversion file access The file cannot be accessed or opened because it is failure being used by another application or access is not permitted Ensure that the file is available and you have the access right before retrying conversion 48 3 Using ScanSnap Organizer in Various Ways OCR error A problem occurred during conversion to searchable PDF Retry conversion out of memory Conversion failed due to insufficient memory Exit all programs you are not using before retrying conversion If still errors occur install additional memory disk full There is not enough space in the disk drive in which the folder including PDF files the user s Temp folder or the user s profile exists Delete unnecessary files or do something to secure enough disk space before retrying conversion error A
12. files with ScanSnap Organizer Viewer 68 3 11 Deleting Cabinets Folders and Files e 69 3 12 Renaming Files see eee eee 70 K NMN acle NEE 73 3 13 1 Viewing Files with ScanSnap Organizer Viewer eee e eee e 73 3 19 2 Rotating e L 73 d Le e RTE ee RE LEE 74 Oe bors MOVING IF ACCS EE 15 3 13 5 Inserting Pages sees eee 76 3 14 Displaying ScanSnap Setup Dialog box cee eens 77 3 15 Updating Online EE 78 Appendix 1 About Searchable PDF Files cccssssesseseeeeeeees 80 MAE GE 84 1 Introduction 1 Introduction Thank you for purchasing ScanSnap Organizer This product is a software application that displays in a list or thumbnail view and manages PDF and JPEG files created with the duplex color scanner ScanSnap ScanSnap Organizer has the following features You can view document images scanned with the ScanSnap without opening them in other applications and create folders to categorize files You can also flip through the pages of a PDF file in the thumbnail view to verify the scanned images You can view and edit files rotating deleting moving and inserting of pages with ScanSnap Organizer Viewer You can send files by e mail and print them with a printer You can search for a word or phrases within the PDF files As well you can convert PDF files created with the ScanSnap into searchable PDF files Before you start using this application be sure to read this guide to ensure correct
13. folder to searchable PDFs Do vou want to enable automatic conversion to searchable PDF files Current settings Automatically convert to searchable files Automatic OCR ON Language for conversion to searchable files English Convert pages with embedded textual information too Ir this function is enabled the files will be embedded with text information and thus the files are updated frou can change the settings after closing this message window as well 3 If you want PDF files to be converted automatically click the Yes button if not click the No button a Q e ScanSnap Organizer is capable of making searchable PDF files by embedding textual C information in PDF files which are the image data scanned with the ScanSnap There are two methods to use this function Manually select necessary PDF files to convert them into searchable files Automatically convert PDF files added in the predetermined folder My ScanSnap folder To select the former method click the No button for the latter click the Yes button 3 Using ScanSnap Organizer in Various Ways e The PDF Automatic Conversion Settings dialog box can be hidden form view Mark the Do not show this message again checkbox if you do not want to see this dialog box again e Every log on user can use his her own PDF Automatic Conversion Settings Automatic conversion of added PDF files is executed while the user who added the PDF file
14. goes back to the first page Drag the Thumbnail image and drop The selected file is moved to the location it on to any location Drag the Thumbnail image and The selected file is copied to the location press the Ctrl key before dropping it on to any location 2 2 Basic Operations 2 3 Actions Actions are frequently used functions that help you make efficient use of your time at your office Only by selecting a PDF file created with the ScanSnap and clicking an icon or by dragging it onto an icon you can print it with a printer or attach it to an e mail easily and quickly WM ScanSnap Organizer My ScanSnap DE File Edit View PDF file Actions Tools Help BGR 8 096 65 S 5 fl My ScanSnap T e Stat WD Ep z S B r ada 3 be p a Folder 1 EF Folder 2 UZ cabinet 2 1 2 003 pdf E Actions x c E Scan2E mail ID Ga Scan2Print lint Kk lt 1 2 DIC D 11 004 pdf 005 pdf O06 pdf Date Created 5 11 2007 4 32 PM Size 424KB Name Ascending Function Reference You can attach your selected files to 3 9 Sending Files by an e mail message E mail page 61 Scan2E mail You can print your selected files 3 10 Printing with the printer page 64 For detailed operations refer to the respective section above 28 2 Basic Operations 2 4 ScanSnap Organizer Viewer In ScanSnap Organizer you can view and edit PDF JPEG files with ScanSnap Organize
15. in the PDF file format option dialog box To open this dialog box select SCAN Button Settings gt File option gt Option button Even though a PDF file is protected with a Permissions Password it can be thumbnailed if you mark the Enable copying of text images and other content in the Security options For details on how to set the fixed password refer to ScanSnap Operator s Guide e PDF files being converted into searchable PDF files are displayed with the text mark in yellow Ca and the thumbnail is changed to the icon of the associated application PDF files cannot be used while they are in the above state e lf the icon of the PDF files is displayed instead of a thumbnail along with a lock mark 70 such a file will not be accompanied by a text mark Ce e When a PDF file bears digital signatures a digital signature mark D is displayed on the thumbnail Mouse Operations application is started up to display the file alia Press the Enter key to confirm your entry Select a Thumbnail and click the The page displayed can be changed Page number Type the current page number you want to display and press the Enter key to confirm your entry The thumbnail of the entered page number is displayed Click the Page Forward Backward The thumbnail image changes as follows button For advances by 1 page For all advances to the last page For goes back by 1 page For Uz
16. lt Ctrl C gt Copies the selected file Folder or Cabinet Paste lt Ctrl V gt Pastes the cut or copied file Folder Cabinet When Folder is pasted directly under the My ScanSnap folder it is changed to Cabinet in ScanSnap Organizer On the other hand when Cabinet is copied moved to under another Cabinet or Folder it is changed to Folder Select All lt Ctrl A gt Selects all files displayed in File view lt View menu gt Checking it shows the file name under the displayed thumbnail when Thumbnail View is used Pop up Thumbnail Checking it shows a pop up thumbnail when you select a file You can scale the thumbnail up and down by dragging the lower right corner 11 2 Basic Operations Thumbnails Thumbnail size Changes the size of thumbnails displayed in File view to Large Medium or Small or changes to Top Thumbnail view Large 196 X 196 Pixels Medium 128 X 128 Pixels Small 96 X 96 Pixels Top Shows the upper part of the image descending order according to folder names Rearrange Files by Rearranges the files in File view in ascending or descending order by the following Name You can rearrange the display sequences of files in File view in alphabetical order according to the name Type You can rearrange the display sequences of files in File view according to the type Size You can rearrange the display sequence
17. select more than one PDF file to print all the pages of those files will be printed 3 Click the Print button to start printing with the printer you selected If you click the Cancel button the printing is canceled 3 10 2 Printing files including files that cannot be thumbnailed 1 In File view select the file 2 Drag the selected file on the Scan2Print ta icon in the Actions menu gt The confirmation dialog box appears ScanSnap Organizer Scan brnt Some of the selected files cannot be printed by using the print Function of ScanSnap Organizer because they cannot be thumbnailed Ee The selected Files will be printed with applications associated with their file extensions IF you want to select a printer to use click No to Finish the operation and then start applications associated with File extensions et You can also open the Scan2Print dialog box by either of the following procedure e Click the Scan2Print button on the Toolbar e Click the Scan2Print icon a in the Actions menu e Right click on the selected file and click Actions gt Scan2Print in the pop up menu e In the menu bar select Actions gt Scan2Print e Select Print in the File menu 3 Click the Yes button and then printing starts Printing is performed in the application associated with the file extension using the default printer Clicking the No button cancels the printing process
18. skips conversion on pages already made searchable Automatic conversion of added PDF files is executed while the user who added the PDF file into the My ScanSnap folder logs on Windows and whenever any other applications are not running on the computer If the automatic conversion is not complete by the time the user logs off it will be restarted when the same user logs on again according to the following conditions When 10 minutes passed after logging on When you display the PDF Conversion List dialog box When a file is added in PDF Conversion List when you scan with the ScanSnap the conversion restarts 3 minutes after scanning Through this conversion procedure textual information is embedded in PDF files Thus the PDF files are updated You can check the status of PDF file conversion from the PDF Conversion List dialog box The PDF files that are protected by security features such as a password and or bearing a digital signature cannot be converted into searchable PDF files even if they are scanned with the ScanSnap 55 3 Using ScanSnap Organizer in Various Ways 3 5 Searching Files This section explains how to search PDF files 1 Click on the Search Ve button on the toolbar Or select the Search from the PDF file menu gt The Search PDF files dialog box will appear gt gt ScanSnap Organizer Search PDF files Enter search words a Only the fully matching word
19. the files will be embedded with text information and thus the files are updated You can change the settings after closing this message window as well af Bel You can also activate the ScanSnap Organizer by double clicking the icon on the desktop Ed 2 If you want to perform automatic conversion into searchable PDF click the Yes button and if not click the No button a Q e ScanSnap Organizer is capable of making searchable PDF files by embedding textual information in PDF files which are the image data scanned with the ScanSnap There are two methods to use this function Manually select only necessary PDF files to convert them into searchable files Automatically convert PDF files added in the predetermined folder My ScanSnap folder To select the former method click the No button for the latter click the Yes button e The PDF Automatic Conversion Settings dialog box can be hidden form view Mark the Do not show this message again checkbox if you don t want to see this dialog box again e Every log in user can use his her own PDF Automatic Conversion Settings Automatic conversion is executed while the user who added the PDF file into the My ScanSnap folder logs on Windows and whenever any other applications are not running on the computer If the automatic conversion is not complete by the time the user logs off it will be restarted when the same user logs in again 2
20. use High Risk Activity The Customer acknowledges and agrees that the Product is designed developed and manufactured as contemplated for general use including without limitation general office use personal use household use and ordinary industrial use but is not designed developed and manufactured as contemplated for use accompanying fatal risks or dangers that unless extremely high safety is secured could lead directly to death personal injury severe physical damage or other loss hereinafter High Safety Required Use including without limitation nuclear reaction control in nuclear facility aircraft flight control air traffic control mass transport control medical life support system missile launch control in weapon system The Customer shall not use the Product without securing the sufficient safety required for the High Safety Required Use In addition PFU or other affiliate s name shall not be liable against the Customer and or any third party for any claims or damages arising in connection with the High Safety Required Use of the Product Trademarks ScanSnap is the trademark of PFU LIMITED Microsoft Windows and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and or other countries 1 Introduction Adobe the Adobe logo and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated Intel and Pentium are registered t
21. 3 9 Sending Files by E mail This section explains how to send the selected files attached to e mail 1 In File view select a file you want to attach to an e mail message 2 Drag the selected file on Scan2E mail icon in the Actions menu WM ScanSnap Organizer My ScanSnap TAR File Edit View PDF file Actions Tools Help E F e e NS GK E la My ScanSnap 8 if i j Ej cabinet 1 yo omy KZ Folder 1 R E 3099 EF Folder 2 5 D i x UZ cabinet 2 j t P 1 2 001 pdf l d DU pd k Gi Scan2E mail et Scan2Print a mmm i i r A f 1 2 S 1 1 WE 1 1 004 pdf 005 pdf 006 pdf Date Created 5 11 2007 4 32 PM Size 424KB NamefAscending gt The e mail program specified in Internet Explorer opens with the selected files attached to a message lt You can also open the e mail program with the selected files attached by either of the A following procedures e Click the Scan2E mail button L on the Toolbar e Click the Scan2E mail icon K in the Actions menu e Right click on the selected file and click Actions gt Scan2E mail in the pop up menu e Inthe menu bar select Actions gt Scan2E mail 61 3 Using ScanSnap Organizer in Various Ways 3 When the Scan2E mail Set a password dialog box appears enter the password and click OK E ScanZE mail Set a password Eg Set a password for POF files P
22. DF file Actions Tools Help STE BEER P 173 DIC Nis L 001 pd 003 pa E Actions E fe Scan2E mail II Gi Scan2Print lint V mg IW i 1 2 17 KC 1 1 004 pdf 1 005 pat 006 pat Name Ascending 9 About the image display in ScanSnap Organizer L e ScanSnap Organizer creates cache data temporarily stored data of PDF files capable of being thumbnailed so that it can display images faster The cache data is stored in the hidden organizer subfolder in the folder where the relevant PDF file is stored If it is deleted accidentally it takes time to display images Be careful not to delete the cache data e ScanSnap Organizer cannot create cache data of PDF files saved in unwritable media such as the CD even if it displays the image of these PDF files If you want to display images faster once copy the files from the said media into the hard disk to create cache data and then store the files with the cache data in the CD again e After scanning images may not appear immediately or no images may appear while additional operations such as password settings are being applied If images do not appear after setting a password select Refresh from the View menu 2 Basic Operations lt Thumbnail View gt Menu bar Displays the menu used in ScanSnap Toolbar Organizer Frequently used functions are indicated by icons INI ScanSnap Organizer My ScanSnap TER F
23. P2WW 2301 01ENZ0 SCM SVIG Organizer User s Guide G FUJITSU CONTENTS B Toss ls Tei d Le Vu WEE 1 Users who may use Windows Vista 3 1 SYSTEM FROGUIFEINGING iach cee tak dcdcdc dehtine dela ipa aah ele eetctees 4 IB ASIC ele ge EE 5 2 1 Starting ScanSnap Organtzer eee ee ee ee eee 5 2 2 Operating Window esse sees eee eee 7 2 2 1 Menu Bar Main Widow eee eee eee 10 2 22 EE 23 2 2 3 11T snr HIEN 26 Di Ha cede cate Ee 28 2 4 ScanSnap Organizer Viewer 29 2 4 1 Menu bar ScanSnap Organizer Viewer 30 2 4 2 Toolbar ScanSnap Organizer Viewer 32 Using ScanSnap Organizer in Various Ways 2 00000 34 3 1 Connecting to SGaNoNal EE 34 KN n eT DEE 34 SLZ SCANNING orea 36 KN es TEA Te H d UE 38 3 2 Copying Moving Files Folders and CGabnets sss 41 3 3 Converting PDF Files into Searchable Ones cece 42 3 4 Configuring Automatic Conversion Settings of PDF Files 54 3 5 Searching Bil 56 3 6 Creating Deleting Shortcuts to Folders ees 57 3 6 1 Creating Shortcuts to Folders 57 3 6 2 Deleting Shortcuts to Folders 0000nnnnn0annnnnneannnnnnennnnnnennnnnnnnrnensnnneresennenee 58 Sof Isis TH al gt EE gtt 59 3 8 EXPOTUNO oi EE 60 3 9 Sending Files by Eu UE 61 TN PANUNO WE 64 3 10 1 Printing only files that can be bumbnailed sees 64 3 10 2 Printing files including files that cannot be thumbnailed 67 3 10 3 Printing
24. Shrinks images to fit the output paper size when images to be size printed are larger than the specified paper size Those images smaller than the paper size are printed in original size Same size Prints images in original size regardless of the output paper size When images are larger than the paper size images that do not fit on the paper are cropped Allow automatic rotation checkbox Images are rotated according to the length to width ratio of images so that they can be printed in either portrait orientation or landscape orientation whichever best fits Center the image and print checkbox If you marked this checkbox when printing a document smaller than the paper images are centered and printed Images will be printed on the upper left without the checkbox marked All radio button This button being selected all the pages are targeted for printing Current page radio button This button being selected only the page displayed in the ScanSnap Organizer Main window is targeted for printing When you click the button the preview shows the page targeted Pages radio button This button being selected you can specify the page range to print Print button Clicking this button prints images based on settings selected in this dialog box Cancel button Clicking this button cancels all changes made in this dialog box and quits the printing process 66 3 Using ScanSnap Organizer in Various Ways e When you
25. Stops conversion of selected files and removes the names of the Conversion into searchable PDF files is suspended This item switches to Restart when the conversion is suspended Suspended is displayed on the title bar The suspended conversion is restarted This item switches to Suspend when the conversion is restarted 47 3 Using ScanSnap Organizer in Various Ways e History Conversion history Displays the Job_History log file on which the PDF Conversion results are described a E Job_History log Notepad isle File Edit Format View Help Date 11 20 2006 10 18 AM File 001 pdf Path my ScanSnap Resultsexcept Causesnot ScanSnap PDF Date 11 20 2006 10 18 am File 002 pdf Path mMy ScanSnap Result oK Date s11 20 2006 10 19 aM File 003 pdf Path mMy ScanSnap Result oK How to interpret the Log e The results of conversion are displayed as follows Date Date and time of conversion File Name of the file conversion performed Path Path to save the file Result Conversion result Cause The cause of failure It is show when the Result is NG or except Result shows the status of conversion The displayed contents and the meanings are as follows OK PDF conversion is complete without problem NG PDF conversion failed except The file is not targeted for PDF conversion canceled Conversion was canceled halfway through Cause is shown When the Result is NG or
26. View history Specifies the number of days so that the name of files whose setting Status is Conversion failed is removed from PDF Conversion List after the specified number of days are elapsed 49 3 Using ScanSnap Organizer in Various Ways e Help Help Displays the ScanSnap Organizer Help About ScanSnap Displays the version information of the PDF Conversion Organizer List dialog box in ScanSnap Organizer File List D ScanSnap Organizer PDF Conversion List TER File name Folder name Status Cause Date Listed Date Finished 001 pd My ScanSnap Conversi Not ScanSnap made PDF 33 11 16 2006 3 56 11 16 2006 3 56 002 pdf My ScanSnap Waiting 1 11 18 2006 3 58 e File name The name of PDF files is displayed e Folder name The path to the folder in which PDF files are stored is displayed e Status The status of conversion is displayed The displayed contents and the meaning are as follows Waiting The task is in standby mode because other tasks are being performed by the computer Converting Conversion to searchable PDF files is in process Conversion Conversion to searchable PDF files was not successful or the failed selected PDF files are incapable of being converted into searchable ones Being stopped Stop was selected during conversion Conversion to searchable PDF files is being stopped When the conversion is stopped the selected file is deleted from the list Being Suspen
27. anizer as well as the My ScanSnap folder appear as icons Cabinet US Folder Ke My ScanSnap folder Di in Windows Explorer and My Computer It is not applied in Windows Vista 40 3 Using ScanSnap Organizer in Various Ways 3 2 Copying Moving Files Folders and Cabinets This section explains how to copy move files Folders or Cabinets to other Cabinets or Folders in the My ScanSnap folder 1 Select the files you want to copy or move in File view To copy or move Folders Cabinets select them in Folder view e When you copy move a Folder or Cabinet all the Folders or files in it are also copied moved e You cannot copy or move any Shortcut to Folder Q e You can select multiple files at one time while holding down the Ctrl or Shift key 2 To copy files Folders or Cabinets select Copy on the Edit menu or click the Copy button on the toolbar To move files Folders or Cabinets select Cut on the Edit menu or click the Cut button on the toolbar 3 Select the destination Cabinet or Folder in Folder view 4 Select Paste on the Edit menu or click the Paste button on the toolbar gt The selected file Folder or Cabinet is copied moved to the destination Cabinet or Folder changed to Cabinet Conversely if Cabinet is copied moved into another Cabinet or Gr In ScanSnap Organizer if Folder is pasted directly under the My ScanSnap folder it is C Folder it is
28. ap Organizer Options General Settings PDF automatic conversion E mail Convert into searchable PDF iv Automatically make PDF files searchable after the PDF files are added to ithe My ScanSnap folder G If enabled all the pages in a PDF file will be converted Conversion of selected pages can be done manually G Conversion will be performed when the computer is idle A Due to the conversion the PDF files are modified and embedded with text information Language for conversion to searchable files English v F Skip pages with embedded textual information Iw Display the message to confirm the settings at ScanSnap Organizer startup e Automatically make PDF files searchable after the PDF files are added to the My ScanSnap folder checkbox All PDF files scanned with the ScanSnap and added in the My ScanSnap folder while this checkbox is marked are converted into searchable PDF files automatically All pages are converted every time If you want to convert only some pages clear the check and select the files to convert those pages Any files saved while this checkbox is unmarked are not targeted for automatic conversion If you want to convert those files select them to convert Language for conversion to searchable files You can select a language in which the document to be converted is written Skip pages with embedded textual information checkbox Textual information is embedded the scanned images w
29. assword Confirm password When you don t need to set a password to open the PDF file attached to the e mail message click the Cancel button Then click Yes which is shown on the Do you want to continue the process without setting Document Open Password for those PDF files dialog box e The Scan2E mail Set a password dialog box appears only when the following conditions are met You select Tools gt Options dialog box gt E mail tab and mark the When attaching a PDF file add a Document Open Password checkbox Selected files are the ones that can be password protected e Only the PDF files created with the ScanSnap can be password protected by ScanSnap Organizer e You cannot set a password for files that Document Open Password digital signatures are already applied to 4 Operate the e mail program to send the e mail wd ULZ e An e mail program selected in the E mail drop down list on the Programs tab of the N Internet Options dialog box will be used to display the Internet Options dialog box select the Tools menu within the Internet Explorer browser and then select Internet Options An e mail program that cannot be set here is not available Operations with the following e mail programs have been verified Microsoft Windows Mail supplied as a part of Windows Vista e Microsoft Outlook 2003 2007 Microsoft Outlook Express 6
30. ate two folders named Folder 1 and Folder 2 a 7 In the case that you want to change the name of a folder select the name and click it Or C select the name and then select Rename on the File menu 6 Repeat Steps 3 4 and 5 to create folders as needed a ScanSnap Organizer File Edit Mem PDF File Ay BER K ene Cabinet 1 pt Si Folder 1 L Folder 2 7 Select the My ScanSnap folder and then select the file you want to move D 7 YOU can select multiple files at one time when you press and hold down the Ctrl or Shift C key while selecting the files 3 Using ScanSnap Organizer in Various Ways 8 Drag and drop the selected file to the destination folder NI ScanSnap Organizer My ScanSnap File Edit View PDF file Actions Tools Help DESS gsgegp pgssa o My ScanSnap e E cabinet 1 Folder 1 Folder aE B Cabinet 2 llul 1 2 003 pdf Ki Actions 3 fe Scan2E mail ID Ga Scan2Print lint 1 2 OC 1 1 L 171 l 004 pdf l 005 pdr J O06 pdf Date Created 5 11 2007 4 32 PM Size 424KB NamefAscending gt The selected file is moved to the destination folder a 7 While holding the Ctrl key drag and drop the file onto the destination folder Doing so can C create a copy of the selected file 9 Repeat Steps 7 8 to store files in the destination folders Bet Cabinets and Folders created in ScanSnap Org
31. be restarted when the same user logs on again Display conversion list checkbox If the checkbox is marked a list of files to be converted is displayed upon clicking the OK button so that you can check the status This checkbox is available only when Execute when the computer is idle is marked e Other settings Language for conversion to searchable files You can select a language in which the document to be converted 19 written Error handling You can specify what to do in case of a conversion error You can specify the measure only when Execute immediately is selected under Timing e Ignore the error and continue Even if an error occurs conversion is continued to the end of the process e ASK for confirmation If an error occurs during conversion the confirmation dialog is displayed and conversion is suspended e Stop processing and display error message If an error occurs during conversion an error message is displayed and text 43 3 Using ScanSnap Organizer in Various Ways recognition is stopped halfway r If Execute when the computer is idle is selected errors are ignored and conversion is continued to the end of the process 4 Click the OK button CG Conversion will start 1 When Execute immediately is selected The following dialog box appears and conversion starts ScanSnap Organizer Searchable PDF conversion File converting on pdf Processing sta
32. canned with the ScanSnap and added to the My ScanSnap folder are automatically converted into searchable PDF files All pages are converted every time If you want to convert only some pages clear the check and select the files to convert those pages Any files saved while this checkbox is unmarked are not targeted for automatic conversion If you want to convert those files select them to convert e Language for conversion to searchable files You can select a language in which the document to be converted is written e Skip pages with embedded textual information checkbox Textual information is embedded into the scanned images when PDF files are converted into searchable ones If this checkbox is marked only pages not yet made searchable are converted If the check mark is cleared all pages including those already searchable are converted e Display the message to confirm the settings at ScanSnap Organizer startup checkbox If this checkbox is marked you will see a message confirming the settings every time you start ScanSnap Organizer 18 2 Basic Operations Search lt Ctrl S gt Searches PDF files gt gt ScanSnap Organizer Search PDF files Enter search words A o F Only the fully matching words are searched for Location bi My ScanSnap D ES Search all PDF files embedded with text information The search result will be shown in Adobe R Acrobat R e Enter search words Enter t
33. changed to Folder 41 3 Using ScanSnap Organizer in Various Ways 3 3 Converting PDF Files into Searchable Ones ScanSnap Organizer is capable to convert PDF files scanned with the ScanSnap into Searchable PDE This section describes how to perform the conversion For information about the Searchable PDF see page 80 for details 1 Select PDF file s to be made searchable in File view Files you cannot convert into Searchable PDF ScanSnap Organizer cannot convert the following types of files into Searchable PDF files without performing the procedure below e For PDF files not created with the ScanSnap Scan the documents with the ScanSnap and convert the created PDF files into searchable PDF or convert them with another application such as Adobe Acrobat e For files protected by security options such as passwords Remove the security options and try again e For PDF files that bear digital signatures ScanSnap Organizer does not convert PDF files that bear digital signatures into searchable ones Otherwise the digital signatures become invalid Convert the files into searchable PDF file before applying digital signatures D 2 Click the Convert into Searchable PDF button or on the PDF file menu select Convert into Searchable PDF gt Execute gt The Searchable PDF conversion dialog box will appear 3 Select settings for converting into searchable PDF files ScanSnap Organizer Searchable
34. cified on the General 3 Using ScanSnap Organizer in Various Ways 3 1 3 Organizing Files This section explains the procedure to create a new Cabinet or Folder and how to move scanned files to the Cabinet or Folder The idea is similar to arranging a big pile of documents files in the room My ScanSnap D ney folder purchasing a new shelf Cabinet and a new document tray Folder and classifying them according to purposes for which the documents are used button on the toolbar 1 Click the Create new cabinet Or on the File menu select New gt Cabinet gt Under the My ScanSnap folder in Folder view New Cabinet is created a ScanSnap Organizer File Edit View PDFfile Acl 2 Enter a name for the Cabinet Enter the name Cabinet 1 here a 7 In the case that you want to change the name of a cabinet select the name and click it Or select the name and then select Rename on the File menu 3 Select the Cabinet created in Step 1 a ScanSnap Organizer File Edit wiew PDF File Acl EH a My ScanSnap Cabinet L 38 3 Using ScanSnap Organizer in Various Ways 4 Click the Create new folder CC button on the toolbar Or on the File menu select New gt Folder GG Under the Cabinet created in Step 1 New Folder is created W ScanSnap Organizer Ne File Edit View PDF file Action 5 Enter a Folder name As an example cre
35. cut to folder from the File menu gt The Browse for Folder dialog box will appear 2 Select any folder to which you want to create a shortcut and click the OK button Browse for Folder Select target Folder L Cookies E L Desktop Ur Favorites E L My Documents Er CTT My Music My Pictures T My ScanSnap E Cabinet 1 LH software e l lnd ater The shortcut to the My ScanSnap folder which is specified on the General Settings tab in the Options dialog box cannot be created The path is set to the My ScanSnap folder under My Documents by default See page 20 gt A shortcut to the selected folder is added directly under the My ScanSnap folder on Folder view and you can browse in the folder using ScanSnap Organizer OI ScanSnap Organizer My ScanSnap File Edit View PDFfile Actions Tools Help SIG KG rC we ve Rea u SR E Cabinet 1 KC Folder 1 Folder 2 NL K Forder to access 57 3 Using ScanSnap Organizer in Various Ways 3 6 2 Deleting Shortcuts to Folders 1 Select the shortcut you want to delete on Folder view CU ScanSnap Organizer My ScanSnap Folder 1 C7 Folder 2 E Cabinet 2 KO Forder to access 2 Select Delete shortcut to folder from the File menu gt The selected shortcut is deleted and no longer appears on Folder view a et This operation deletes only the Shortcut to fold
36. d was selected during conversion Conversion to suspended searchable PDF files is being suspended When the conversion is suspended this column will become blank e Cause If the Status is blank Waiting or Conversion failed the reason why is displayed The displayed contents and the meaning are as follows Blank or The file isin The PDF file is being used by another application and the Waiting USE name of the file is moved to the last of PDF Conversion List Check if the file is available Conversion is automatically retried Conversion No files The PDF file cannot be found Ensure that the file failed displayed in the File name field exists in the folder displayed in the Folder name field before retrying conversion 50 3 Using ScanSnap Organizer in Various Ways Conversion Impossible to The file cannot be opened because it is used by another failed open the file application or access is not permitted Ensure that the file is available and you have the access right before retrying conversion File access The file cannot be accessed or opened because it is unsuccessful used by another application or access is not permitted Ensure that the file is available and you have the access right before retrying conversion OCR An error occurred during conversion into searchable unsuccessful PDF Retry conversion Insufficient Conversion failed due to insufficient memo
37. d to check the status of PDF files to be converted as well as show PDF files targeted for conversion while the computer is not doing any other tasks in other words when idle You can also check the conversion results of PDF files to be converted automatically Menu bar File list Title bar Ta ScanSnap Organizer POF Conversion Liat l Fs Et Y Coren heto Tock Pii P IR A Za i RI a we JA D AL Mu Scansmap Lospaprz EYE Heels 3 50 DABS 158 bie ScanSnap Worten DIGS 2 AR Mu ScanSnap d b BUGS 3 58 Mu ScanSnap 11 18 2005 3 58 Mu ScanSnap Ode 3 58 Mu ScanSnap 2 DOTe GER Menu Bar e File Stop Delete Conversion of the selected files is stopped and from the list mose filenames are removed from the list Close Upon selecting Close from the menu the PDF Conversion List dialog box closes e Edit Select All All files are selected e PDF Conversion Suspend Conversion into searchable PDF files is suspended This item switches to Restart when the conversion is suspended Suspended is displayed on the title bar Restart The suspended conversion is restarted This item switches to Suspend when the conversion 1s restarted e History Conversion The conversion history of PDF files is displayed history e Tools View Specifies the number of days so that the name of history files whose Status is Conversion failed is setting displayed in PDF Conversion List for a specified number days e Help He
38. degrees clockwise 33 3 Using ScanSnap Organizer in Various Ways 3 Using ScanSnap Organizer in Various Ways This chapter describes details of how to use ScanSnap Organizer with its various functions 3 1 Connecting to ScanSnap This section explains how to use ScanSnap Organizer to display and arrange images scanned with the ScanSnap 3 1 1 Preparing When you use the Left Click Menu Mode which is one of the setting options for the SCAN button you need to configure the settings as the following procedure There are two setting options for the SCAN button et e Quick Menu Mode This is a mode in which you scan documents first and then you select an Actions from the Quick Menu that appears after scanning e Left Click Menu Mode This is a mode in which you first select the application you use after scanning and then you scan documents For the details see the ScanSnap Operator s Guide 1 Right click the ScanSnap Manager icon on the Taskbar and choose SCAN Button Settings from the menu appeared Duplex scan Simplex scan SCAN Button Settings Use Quick Menu Profile Management Show scanning results Check consumable supplies Help K Exit J gt The Scan and Save Settings dialog box appears 34 3 Using ScanSnap Organizer in Various Ways 2 Select ScanSnap Organizer from the Application drop down list on the Application tab ScanSnap Manage
39. e Eudora 7 1 0 9 e Thunderbird Version 1 5 0 9 Start Thunderbird to be ready to send receive E mail before performing Scan2E mail function e Even an e mail program selected in the E mail drop down list on the Programs tab of the Internet Options dialog box may not interact accurately In such case contact the e mail program selling agency Although some e mail programs may not display the size of the attached file properly the size of the actually attached file is correct e It has been confirmed that attached file extensions are changed if sending attached files by e mail failed when the following conditions are met 62 3 Using ScanSnap Organizer in Various Ways The operating system you are using is Windows XP Professional Home Edition You have set Hotmail as the associated e mail program File extensions are changed to those including a character This problem occurs when a combination of Window XP and Hotmail is used When you send attached files by e mail through Windows Explorer the same problem will occur Use other e mail programs with which correct operations are verified as of July 2007 63 3 Using ScanSnap Organizer in Various Ways 3 10 Printing This section explains how to print the selected files using a printer There are three method of printing as follows e Printing only files that can be thumbnailed e Printing files including files that cannot be thumbnailed L Print
40. e path is set to the original My ScanSnap folder which is under My Documents folder See page 20 d Change display Switches the File view between Thumbnails and the List mode GC Rearrange files Rearrange files displayed in File view according to the name type size date modified or date created Ifa file is added while ScanSnap Organizer is active you will find that it is added to the end of the list You can rearrange files listed in ascending order or descending order every time clicking the button or each factor name type size etc marked in the pull down list 28 Convert into Converts selected PDF files or PDF files in a selected folder ine Searchable PDF cabinet or shortcut folder into searchable ones PDF Conversion Displays a list of files being converted into searchable PDF files in order for you to check the status Searches PDF files Opens your e mail program with the selected file s attached to an e mail message Prints the selected file s Cuts the selected cabinet folder file GN 2 Basic Operations Copy Copies the selected cabinet folder file 24 2 Basic Operations Paste Pastes the cut or copied cabinet folder file If Folder is pasted directly under the My ScanSnap folder it is changed to Cabinet in ScanSnap Organizer Deletes the selected file folder or Cabinet SCAN Button Displays the ScanSnap Manager Settings ZE Settings Po
41. eated is added to the file name using the date format of yyyyMMddHHmmss If the entered name already exists in the same folder a serial number which Starts with 001 is added to the name 71 3 Using ScanSnap Organizer in Various Ways e Append the name with a serial number Select this button to append _ under bar and a serial number Consecutive number Click Y to show the drop down list of consecutive numbers You can select a one to six digit number 6 OK button Click the OK button to apply the new name to the selected file 6 Cancel button Click the Cancel button to cancel renaming the selected file 4 Click the OK button GG The selected file is renamed The file extension is not changed when the file name is changed 72 3 Using ScanSnap Organizer in Various Ways 3 13 Editing Files This section explains how to edit the ScanSnap created files with ScanSnap Organizer Viewer 3 13 1 Viewing Files with ScanSnap Organizer Viewer When you view and edit PDF JPEG files with ScanSnap Organizer Viewer start up ScanSnap Organizer Viewer by either of the following operations to open the files e Double clicking a file in the main window of ScanSnap Organizer g ge Selecting files and clicking ScanSnap Organizer Viewer in the File drop down menu in You need to select the ScanSnap Organizer Viewer for the Mouse operation from the Tools menu gt Opti
42. ected files designated current pages Execute immediately 83 Searchable immediately after scanning Searching character strings included in the first pages Not searchable immediately after scanning Searchable after conversion Searching character strings included in the designated pages Recommended conversion methods A B and C in the table correspond to those in the Index Edit menu ScanSnap Organizer Viewer 29 File menu ScanSnap Organizer Viewer 29 Help menu ScanSnap Organizer Viewer 30 View menu ScanSnap Organizer Viewer 30 Window menu ScanSnap Organizer Viewer BEE 20 A ee 20 27 Automatic Conversion sss eee 5 18 35 53 B ERT ege Ae AE Age 23 Buttons ScanSnap Organizer Viewer 31 C EIT A aa 10 37 EE PEE EE PE E A E AAEE E ESTEA 49 Connecting to ScCanSna p eee ee eee ee 33 Convert into Searchable PDF 13 21 41 Eeer 11 40 D BEE 10 24 32 68 Deleting PAGSS EE 73 Deleting Ghortcute sse eee 57 Digital Signature mark 25 26 84 Index E Edit menu E 11 SA UE 60 E mail programS see eee eee ee 60 61 Wiel Ve EE 22 Execute immediately sese 13 42 43 Execute when the computer is idle EEN 13 15 42 46 SIE 10 29 Eeer ee dees 10 59 F Fle EE 10 IEN EE eege eene 11 Sg lt el EE 31 SI 6 arene meee eee ene egret ne ee net mee nr a ee 31 Pll VOU EE 31 Fixed password oescs hiri
43. elected area of the image e Dragging the mouse to select an area on the page magnifies the selected area e Left clicking on the page magnifies the clicked area according to the magnification level predetermined To shrink the image hold down the Ctrl key while dragging or left clicking the mouse on the image as described above Fit Height Dr the image to the window height S Fit Width Fits the image to the window width S Shows the image in 100 scaling Shows the previous page Show PDF check Show hide the following messages when opening a file message 6 Alert for ScanSnap PDF file check e Alert for PDF file version check Meanings lt Window menu gt Window Meanings Cascades open windows Tiles open windows horizontally or vertically lt Help menu gt Help Meanings _ S O Help gt Displays ScanSnap Organizer Help About ScanSnap Displays ScanSnap Organizer Viewer s version information Organizer Viewer 31 2 Basic Operations 2 4 2 Toolbar ScanSnap Organizer Viewer This section explains buttons on the Toolbar in ScanSnap Organizer Viewer Saves the changes made on pages Print Prints the file displayed in ScanSnap Organizer Viewer First Page Shows the first page Previ P Shows the previous page Wid Page Number Shows a page specified by the number of the page Next Page Shows the next page Last Page Shows the last page wh Switch View Switches
44. ely is selected as Timing Ignore the error and continue Even if an error occurs conversion is continued to the end of the process Ask for confirmation If an error occurs during conversion the confirmation message is displayed and conversion is suspended Stop processing and display error message If an error occurs during conversion the error message is displayed and conversion is stopped halfway If Execute when the computer is idle is selected errors are ignored and conversion is continued to the end of the process By selecting a Folder Cabinet or Shortcut you can also convert PDF files stored the selected Folder Cabinet or Shortcut into searchable PDF files In such case the following dialog box will appear ScanSnap Organizer Searchable PDF conversion G Embed text information in all the PDF files in the selected folder Selected folder ED Folder Target pages e All pages C The first page only Skip pages with embedded textual information Target files Include subfolders Timing Execute when the computer is idle jw Display conversion list Other settings Language for conversion to searchable files English e 7 Cancel Help 14 2 Basic Operations Convert into e Target pages Searchable PDF All pages Execute All pages are converted Continued It may take an extended period of time depending on the number of pages PDF files selected because all pa
45. er the folder itself is not affected 3 Using ScanSnap Organizer in Various Ways 3 Importing Files This section explains how to import copy files in folders that are not managed with ScanSnap Organizer to any Cabinet or Folder in the My ScanSnap folder 1 In Folder view select the Cabinet or Folder you want to copy files to Files will be copied here 2 Select Import on the File menu gt The Open dialog box appears 3 Select the file and click the Open button gt The file is copied to the Cabinet or Folder selected in Step 1 a 7 When the copied file is not shown in File view immediately please select Refresh on the C View menu 3 Using ScanSnap Organizer in Various Ways 3 8 Exporting Files This section explains how to export copy files in the My ScanSnap folder to another folder that is not managed with ScanSnap Organizer 1 In File view select the file 2 Select Export on the File menu gt The Browse for Folder dialog box appears 3 Select the destination folder for the file and click the OK button gt The file selected in Step 1 is copied to the folder You cannot export files to the My ScanSnap folder which is specified on the General C Settings tab of the Options dialog box The path is set to the My Scan Snap folder under My Documents by default See page 20 3 Using ScanSnap Organizer in Various Ways
46. from the PDF Conversion List The name of PDF files converted into searchable PDF files successfully The Status is Conversion failed and the elapsed number of days starting on Date Finished exceeds the number of days specified on View setting dialog box When PDF Conversion List is brought to the front conversion starts even if the computer is not idle 17 2 Basic Operations Convert into You can set the setting so that PDF files added to the My ScanSnap Searchable PDF folder are automatically converted into searchable PDF files Automatic Conversion Setting ScanSnap Organizer Options General Settings PDF automatic conversion E mail Convert into searchable PDF G Automatically make PDF files searchable after the PDF files are added to ithe My ScanSnap folder i G If enabled all the pages in a PDF file will be converted Conversion of selected pages can be done manually G Conversion will be performed when the computer is idle A Due to the conversion the PDF files are modified and embedded with text information Language for conversion to searchable files Engish l F Skip pages with embedded textual information jw Display the message to confirm the settings at ScanSnap Organizer startup Cancel Help e Automatically make PDF files searchable after the PDF files are added to the My ScanSnap folder checkbox If this checkbox is marked all PDF files s
47. ganizer Viewer Close lt Ctrl W gt Closes the file opened En Exits ScanSnap Organizer Viewer lt Edit menu gt Rd Means Undo lt Ctrl Z gt Undoes the most recent action such as the following 6 Cut e Paste e Insert Delete page e Rotate Move Delete Page lt Del gt Deletes the selected page In the Show the Page Only view mode this option name 19 switched to Delete displayed page and selecting it deletes the displayed page Rotate Rotates the selected page 90 degrees counterclockwise Counterclockwise 90 In the Show the Page Only view mode this option name is switched to Rotate displayed page ccw 90 and selecting it rotates the displayed page 90 degrees counterclockwise Rotate 180 Rotates the selected page 180 degrees In the Show the Page Only view mode this option name 19 switched to Rotate displayed page 180 and selecting it rotates the displayed page 180 degrees Rotate Clockwise 90 Rotates the selected page 90 degree clockwise In the Show the Page Only view mode this option name is switched to Rotate displayed page cw 90 and selecting it rotates the displayed page 90 degrees clockwise Select All lt Ctrl A gt Selects all the pages Select displayed page Selects a displayed page only only lt Esc gt 30 2 Basic Operations lt View menu gt Show All Shows Pages Panel and Page with ScanSnap Organizer Viewer Marquee Zoom Zooms in the s
48. ges are converted The first page only Only the first page 1s converted Skip pages with embedded textual information checkbox Textual information is embedded into the scanned images when PDF files are converted into searchable ones If this checkbox is marked only the pages not yet made searchable are converted If the check mark is cleared all pages including those already searchable are converted e Target files Include subfolders If the checkbox is marked PDF files in the subfolder s are also converted Note that this checkbox is grayed out if the selected folder is the My ScanSnap folder Shortcut to folder on the network e Timing Execute when the computer is idle only Conversion is performed depending on workload of the computer while a user who is using this function logs on to Windows If the conversion is not complete by the time the user logs off it will be restarted when the same user logs on again Display conversion list checkbox If the checkbox is marked a list of files to be converted is displayed upon clicking the OK button so that you can check the status e Other Settings Language for conversion to searchable files You can select the language used for conversion 15 2 Basic Operations Convert into Searchable PDF PDF Conversion List Displays the PDF Conversion List in which PDF files to be converted are listed so that you can check the status This list is use
49. he word s you want to find in the PDF file made searchable e Only the fully matching words are searched for Mark this check box if you want to search only the words that precisely match with what you enter above e Location You can specify folders cabinets and shortcuts to be searched Upon clicking the Search button Adobe Acrobat is activated and a search is started For the details refer to Help in Adobe Acrobat computer L el The Search function is available only when Adobe Acrobat 7 0 or later is installed on your 2 Basic Operations lt Actions menu gt Scan2E mail You can send e mail with selected files attached Scan2Print You can print selected files with a printer lt Tools menu gt Tools Options You can specify a destination folder select a mouse operation and rename General Settings files when moving or copying the files tab ScanSnap Organizer Options General Settings PDF automatic conversion E mail Folder My ScanSnap folder D D A Browse Mouse operation EA Select what to do when the PDF or JPEG file is double clicked e ScanSnap Organizer Viewer C Open with an associated application File Operation Append the filenames with the folder name when moving copying Cancel Help e My ScanSnap folder Specifies the location of the My ScanSnap folder which is present in Folder view when ScanSnap Organizer is started The specified folder and
50. hen PDF files are converted into searchable ones If this checkbox is marked only pages not yet made searchable are converted If the check mark is cleared all pages including those already searchable are converted Display the message to confirm the settings at ScanSnap Organizer startup checkbox If this checkbox is marked you will see a message confirming the settings every time you start Organizer EA 2 Basic Operations Options E mail tab You can change preferences for sending files by e mail ScanSnap Organizer Options General Settings PDF automatic conversion E mail Password Attached file size When the combined file size exceeds the set parameters below display a Warning message 1H MB Cancel Help When attaching a PDF file add a Document Open Password checkbox If this checkbox is marked you can set a password for files in the Scan2E mail Set a password dialog box that appears when sending PDF files by e mail Even if you mark this checkbox you cannot set a password for the selected files that are already protected with a Document Open Password or digital signatures are already applied to You can set a password only for PDF files that were created with the ScanSnap When the combined file size exceeds the set parameters below display a Warning message When the combined file size becomes larger than the preset size a Warning message is disp
51. hether or not to update ScanSnap Organizer appears 2 Click the Yes button ScanSnap Organizer Online Update Do you want to update ScanSnap Organizer 3 2 online Microsoft R Internet Explorer s connection settings will be used Note you need to log in with Administrator privilege gt If any update is available a message window to confirm the download and installation of the program appears 78 3 Using ScanSnap Organizer in Various Ways ScanSnap Organizer et If the latest update has already been installed the message below appears There is no need to update Your ScanSnap Organizer is currently up to date There is no need to update Click the OK button to close the message 3 Click the Install button ScanSnap Organizer Download is completed Click the Install button Install button Starts the installation Information button Shows the update information a When you click the Information button Internet Explorer opens and information about the C latest update for ScanSnap Organizer appears gt Installation starts and the Welcome to the InstallShield Wizard for ScanSnap Organizer dialog box appears Follow the instructions on the screen to install Appendix 1 About Searchable PDF Files Appendix 1 About Searchable PDF Files 1 What is a searchable PDF file When a paper document is scanned and stored in the form of PDF file all informati
52. ile Edit View PDF fie Actions Tools Help E fom keen We e V P Leg SS v K Bo Vi Folder view SI My ScanSnap Folders managed in Folder 1 I ScanSnap Organizer are B ooer Folder 2 f N 7 listed Ej cabinet 2 1 2 003 pdf Wi D LU K Scan2E mail Ga Scane2Print r A j 1 1 005 pdf Date Created 5 41 2007 4 32 PM Size 424KB Name Ascending Actions menu The icons of the Actions File view with which the selected PDF or JPEG files in Status bar pes ate UMS are the selected folder When any file is selected Pop up Thumbnail window DEER are displayed as Date Created Size and File The selected page is displayed in a thumbnails sequence of the selected file pop up window when the thumbnail are shown view is used When any folder is selected The total number of files in the folder is shown a 7 PDF and JPEG files are displayed as thumbnails in the Folder view Other files are displayed as icons associated with their applications 2 Basic Operations lt List View gt Folder view Folders managed in ScanSnap Organizer are listed Menu bar Toolbar Displays the menu used in ScanSnap Frequently used functions are indicated by Organizer icons wi ScanSnap Organizer My ScanSnap File Edit View PDF file Actions Tools Help Date Modified Date Created Adobe Acrobat Document 452KB 5 14 2007 10 25 5 21 2007 10 13
53. ing files with ScanSnap Organizer Viewer If the PDF file is not allowed to print even though the file is thumbnailed the dialog box for printing files including files that cannot be thumbnailed appears 3 10 1 Printing only files that can be thumbnailed 1 In File view select the file i Icon in the Actions menu 2 Drag the selected file on Scan2Print IRN ScanSnap Organizer My ScanSnap SEE File Edit view PDFfile Actions Tools Help Bla si C 2 4e RAAvhHe Ss 2 Io My ScanSnap f 8 T a B 454 S Folder 1 SW d i G Folder 2 l d t s Ki UZ cabinet 2 ai llul 1 2 003 pdt bi Y S y H 171 L 1 1 1 005 pdf 006E pdf Date Created 5 11 2007 4 32 PM Size 424KB Name Ascending gt The Scan2Print dialog box appears 64 3 Using ScanSnap Organizer in Various Ways Gr You can also open the Scan2Print dialog box by either of the following procedures e Click the Scan2Print button on the Toolbar CG e Click the Scan2Print icon lt in the Actions menu e Right click on the selected file and click Actions gt Scan2Print in the pop up menu e Inthe menu bar select Actions gt Scan2Print e Select Print in the File menu L Scan2Print Find printer Name r Print options Copies 1 jl Same size Scaling down Same size Allow automatic rotati
54. into a searchable file Method A With the ScanSnap perform a scan and conversion at the same time in order to output the searchable PDF files Method B Activate ScanSnap Organizer and perform automatic conversion Method C Activate ScanSnap Organizer and perform conversion by selecting files or a folder Method A With the ScanSnap perform a scan and conversion at the same time in order to output the searchable PDF files First pages Method C Activate ScanSnap Organizer and perform conversion by selecting files or a folder Designated current pages 82 Not searchable Searchable immediately after scanning Not searchable immediately after scanning Searchable after conversion Not searchable immediately after scanning Searchable after conversion Searchable immediately after scanning Searching character strings included in the first pages Not searchable immediately after scanning Searchable after conversion Searching character strings included in the designated pages Appendix 1 About Searchable PDF Files Final state of PDF file When you want to search PDF files but don t have enough time to convert files previous page Method A With the ScanSnap perform a scan and conversion at the same time in order to output the searchable PDF files First pages Method C Activate ScanSnap Organizer and perform conversion by selecting files or a folder Sel
55. into the My ScanSnap folder logs on to Windows and whenever any other applications are not running on the computer If the automatic conversion is not complete by the time the user logs off it will be restarted when the same user logs on again e If you want to know what the searchable PDF files are refer to Appendix 1 About Searchable PDF Files on page 80 e You can change the PDF automatic conversion settings later For details on how to change the settings refer to 3 4 Configuring Automatic Conversion Settings of PDF Files on page 54 gt When ScanSnap Organizer is activated you will see the thumbnailed image you scanned when the display mode is Thumbnails w ScanSnap Organizer My ScanSnap File Edit View PDF file Actions Tools Help orbe CEER ARAR SR D My ScanSnap llul 1 3 1 2 001 ed i 0103 pd Ka Actions Gei Scan2E mail Ga Scan2Print Gg none IW l rk 1 2 yi 1 1 1 004 pdf 005 pdf O06 pdf Date Created 5 11 2007 4 32 PM Size 150KB Name Ascending Settings tab in the Options dialog box See page 20 It is the My ScanSnap folder under My Documents by default e After scanning images may not appear immediately or no images may appear while a password is being set If images do not appear after setting a password select Refresh from the View menu et e Scanned images are saved in the My ScanSnap folder which is spe
56. l TK 12 TEM MAM re E 25 Thumbnail view 8 12 Thumbnail view Main Window Toolbar Main Window Toolbar ScanSnap Organizer Viewer Index W Windows Vista s 3 39 45 48 Z ZOOM I L suse diaracadecenets 31 ZOOM DI araa e EE 31 PAGO AE T dE 31 ScanSnap Organizer User s Guide P2WW 2301 01ENZO Issue Date October 2007 Issued by PFU LIMITED The contents of this manual are subject to change without notice PFU Limited assumes no liability for incidental or consequential damages arising from the use of this manual and any claims by a third party Copying of the contents of this manual in whole or in part is prohibited under the copyright law
57. layed You can set a parameter to between and 10 MB Even if you see a Warning message you can send the attached files However it is recommended to send files not larger than 2MB it depends on your system environment SCAN Button ScanSnap Manager Settings is displayed Settings lt Help menu gt Displays ScanSnap Organizer Help About ScanSnap Displays ScanSnap Organizer s version information Organizer Online Update Updates ScanSnap Organizer to the latest version It is essential that Internet Explorer is installed in a system which can access the Internet 22 2 Basic Operations 2 2 2 Toolbar Main Window Buttons in the toolbar are as follows Create new Creates a Cabinet in Folder view cabinet A cabinet can be created only under My ScanSnap folder Create new folder Creates a Folder in a Cabinet in Folder view Folders cannot be created under the My ScanSnap folder Also if a new folder is created directly under the My ScanSnap folder in other programs such as Windows Explorer it is shown as Cabinet in ScanSnap Organizer Create shortcut to Creates a shortcut to any folder directly under the My ScanSnap ScanSnap folder Organizer folder The shortcut to the My ScanSnap folder which is specified on the General Settings tab in the Options dialog box cannot be created Open the Options dialog box by selecting the Tools menu gt Options By default th
58. lp ScanSnap Organizer Help is displayed About The version information of ScanSnap Organizer ScanSnap PDF Conversion List Organizer 16 2 Basic Operations Convert into a Searchable PDF File List PDF Conversion List File name Continued The name of PDF files is displayed e Folder name The path to the folder in which PDF files are stored is displayed e Status The status of conversion is displayed Waiting The task is on standby Converting Conversion into searchable PDF files is in process Conversion Conversion into searchable PDF files has failed or failed the PDF files incapable of being converted into searchable PDF files Being Conversion into searchable PDF files was stopped stopped during conversion and your system is stopping conversion Being Suspend was selected during conversion suspended Conversion to searchable PDF files is being suspended When the conversion is suspended this column will become blank e Cause When the Status is Conversion failed the cause of failure is displayed e Pages The number of pages targeted for conversion is displayed Note that the number of pages cannot be displayed if the PDF files are security protected such as by a password e Date Listed Date and time the conversion to searchable PDF files was directed e Date Finished Date and time the conversion was finished The following file names are automatically removed
59. n Phone 81 44 540 4538 All Rights Reserved Copyright PFU LIMITED 2007 1 Introduction Symbols Used in This Manual This manual uses the following symbols in explanation This symbol alerts operators to particularly important information Be sure to read this information e et This symbol alerts operators to helpful advice regarding operation This symbol indicates places in the manual where you can refer to for the information such as Pa how to operate Screen Examples in This Manual The screen examples in this manual are subject to change without notice in the interest of product improvement If the actual screen differs from the screen examples in this manual operate by following the actual screen displayed Screenshots in this manual are used according to guidelines provided by Microsoft Corporation Users who may use Windows Vista All the screenshots in this manual were taken in Window XP If the operating system you are using is Windows Vista the screen displays may vary slightly The differences between these operating systems are as follows Windows XP Windows Vista My ScanSnap folder ScanSnap folder My Documents Documents 1 Introduction 1 1 System Requirements The following system requirements are essential for ScanSnap Organizer Operating System Windows 2000 Windows Vista Windows XP Intel Pentium III Intel Pentium 4 Processor 600 MHz or Processor 1 8GH
60. n internal error occurred Retry conversion except not ScanSnap The PDF file was not created with the ScanSnap PDF ScanSnap Organizer cannot convert it into searchable PDF PDF with The PDF file is password protected and cannot be password converted into searchable PDF Cancel the password before retrying conversion PDF with digital The PDF file is bearing a digital signature ScanSnap signature Organizer does not convert it into searchable PDF Otherwise the digital signature becomes invalid not PDF The file is not PDF ScanSnap Organizer cannot convert it into searchable PDF This result is displayed only when you specify more than one file to convert it is not displayed if you specify folders 66 yie The log of PDF file conversion results is kept in the Job _History file C D The destination to save the log file is as follows Windows XP and Windows 2000 Drive name such as C Documents and Settings user name Application Data PFU ScanSnap Organizer Job_History log Windows Vista Drive name such as C Users user name AppData Roaming PFU ScanSnap Organizer Job_History log When the file size of the log reaches a certain level it is overwritten Save the log as necessary on a regular basis Open the PDF Conversion List dialog box and select Conversion history from the History menu the log will be opened with Notepad Save the log by selecting Save As from the File menu e Tools
61. n select Rename from the File menu By doing so the file name becomes editable but the Rename dialog box will not appear rename the file directly 3 Enter a new file name When one file is selected Enter a new file name in the following dialog box Scansnap Organizer Rename Name ScanSnapon ron r e Name Enter a file name in the Name field Note that the following characters cannot be used 17 lt e OK button Click the OK button to apply the new name to the selected file e Cancel button Click the Cancel button to cancel renaming the selected file If the entered name already exists in the same folder an error message appears 70 3 Using ScanSnap Organizer in Various Ways When multiple files are selected Enter a new file name in the following dialog box ScanSnap Organizer Rename E Name Gear O Append the name with date created e e e Append the name with a serial number Consecutive number 3 digit ka For example Cant UU Cancel Help e Name Enter a file name in the Name field Note that the following characters cannot be used SE ae e Append the name with date created Select this button to append _ under bar and the date created of the file to the file name yyyy_MM_dd_HH_mm_ss Date created is added to the file name using the date format of vw MM dd HH mm ss yyyyMMddHHmmss Date cr
62. ng at The File option tab on the ScanSnap Manager Target Pages All pages or the First page e t can save you from having to convert files afterwards Disadvantage e It takes an extended period of time to scan files e The setting cannot be changed for every file all files are affected 6 You can only select All pages or the First page to convert B Activate ScanSnap Organizer and perform automatic conversion The PDF file menu on ScanSnap Organizer Select Convert into Searchable PDF gt Automatic Conversion Setting Or click the Yes button to turn the Automatic OCR ON in the PDF Automatic Conversion Settings dialog box that appears at start up Target Pages All pages 6 Conversion will always be performed automatically It won t take long to complete scanning You don t have to worry how long it may take to convert files because conversion is performed when your using computer is idle You can set the setting at Advantage Disadvantage You cannot designate pages files to be converted It takes longer because All pages of every file are converted The setting cannot be changed for every file all files are affected C Activate ScanSnap Organizer and perform conversion by selecting files or a folder You can set the setting at The PDF file menu on the ScanSnap Organizer Select Convert into Searchable PDF gt Execute Target Pages All pages or designa
63. ngs at ScanSnap Organizer startup Cancel Help Mark the Automatically make PDF files searchable after the PDF files are added to the My ScanSnap folder checkbox Select the Language for conversion to searchable files Mark the Skip pages with embedded textual information checkbox if you want to convert only pages not yet made searchable lf you want to display a confirmation message to switch automatic OCR ON OFF automatic conversion to searchable PDF files upon ScanSnap Organizer startup mark the Display the message to confirm the settings at ScanSnap Organizer startup checkbox Click the OK button gt The Options dialog box closes 54 3 Using ScanSnap Organizer in Various Ways If the Automatically make PDF files searchable after the PDF files are added to the My ScanSnap folder checkbox is marked Automatically convert added PDFs into searchable PDFs will appear on the title bar on the Main screen Operating window when the My ScanSnap folder is selected Any files saved while this checkbox is unmarked are not targeted for automatic conversion If you want to convert those files select them to convert This function converts all the pages of PDF files If you want to specify pages to convert them select the files and convert those pages If you mark the Skip pages with embedded textual information checkbox you can shorten the processing period because it
64. on Center the image and print Print range all O Current page O Pages Preview You can select the following options in the dialog box Preview An image of the selected file is displayed The shaded area shows a non printable area The name of the selected file is shown You can select the file to be previewed from the drop down list Shows the first page Shows the previous page N d K Shows the next page MN Shows the last page de Shows the current page number total page number You can type any number to show any page T E Zooms in or out the displayed image according to the predefined magnification levels 65 3 Using ScanSnap Organizer in Various Ways Name You can select a printer by clicking V on the right side of the drop down list Properties button Displays the properties of the printer you selected m the Name drop down list If there are similar setting items to the ones on the Scan2Print dialog box the settings on the Scan2Print dialog box have priority over the settings on these properties Copies You can specify the number of copies you want to print Select a number between and 99 Same size Scaling down You can select an output size of the images to be printed you can shrink images to fit the output paper size when images to be printed are larger than the specified paper size or print them in original size Shrink to paper
65. on in the document such as text pictures and charts is output as one image In such cases characters in the scanned document are not searchable because they are the image without textual information This image cannot be searched for character K an strings ScanSnap ScanSnap This being the case you process the image data with OCR text recognition software to retrieve textual information from the image and transparently superimpose the information onto the image data By doing so the image data can be stored as a PDF file with textual information Although such a PDF file appears to be image data it has been made searchable like the text file with textual information superimposed Converting an image to a searchable PDF file with textual indormation Retrieve textialdata from the ScanSnap image ScanSnap ScanSnap Image Searchable PDF It is searchable because textualinformation is superimposed ScanSnap For details on how to convert PDF files into searchable PDF files see 3 3 Converting et Only files scanned with the ScanSnap can be converted C PDF Files into Searchable Ones page 42 80 Appendix 1 About Searchable PDF Files 2 About the operation You can convert files into searchable PDF files using any of the following methods A With the ScanSnap perform a scan and conversion at the same time in order to output the searchable PDF files You can set the setti
66. ons gt the General Settings tab in advance ScanSnap Organizer 3 13 2 Rotating Pages When a page is shown in a wrong orientation or when you want to change the orientation of a page rotate the page following the procedure below This section explains how to rotate the page 90 degrees clockwise as an example 1 Open the target file with ScanSnap Organizer Viewer 2 Select pages you want to rotate You can select more than one page I ScanSnap Organizer Viewer 001 pdf TEAR GD Eile Edit View Window Help ox HS e gies EARR e ILA g RE x 73 3 Using ScanSnap Organizer in Various Ways 3 Click Rotate Clockwise 90 in the Edit drop down menu or click the Rotate Clockwise 90 button on the toolbar gt The page is rotated in the specified direction I ScanSnap Organizer Viewer 001 pdf GD Eile Edit view Window Help E SNE EE Ee RAA Date Created 5 11 2007 4 32 PM Size 424KB Page Size Ad 208 x 296 mm 3 13 3 Deleting Pages To delete unnecessary pages perform the following procedure 1 Open the target file with ScanSnap Organizer Viewer 2 Select the page you want to delete 3 Click Delete Page in the Edit drop down menu or click the Delete Page button E on the toolbar gt The Delete Page message appears 4 Click the Yes button Delete Page N The selected page will be deleted xs Are you sure you want to delete the page 74
67. or files can be stored inside it Folder lt Ctrl F gt Creates a new Folder under the selected Cabinet Files can be stored inside it Folders cannot be created under the My ScanSnap folder Also if a new folder is created directly under the My ScanSnap folder in other programs such as Windows Explorer it is shown as Cabinet in ScanSnap Organizer Shortcut Creates a shortcut to any existing folder directly under the My to folder ScanSnap folder Files within the selected folder can be previewed in ScanSnap Organizer ky The shortcut to the My ScanSnap folder which is specified on the General Settings tab in the Options dialog box cannot be created The path is set to the My ScanSnap folder under My Documents by default See page 20 Delete shortcut to Deletes the shortcut to the selected folder folder Import Cui files in other folders to the selected folder seg Files cannot be exported to the My ScanSnap folder Properties Shows the folder to which the selected shortcut is linked This item is available only when the shortcut is selected Exit 22 Exits ScanSnap Organizer 10 2 Basic Operations lt Edit menu gt Undo lt Ctrl Z gt Undoes the most recent action such as the following e Delete to move to the Recycle Bin e Rename e Copy Move by a drag and drop action e Cut or Paste Cut lt Cirl X gt Cuts the selected file Folder or Cabinet Copy
68. ow and the displayed thumbnail is changed to the icon The PDF file cannot be operated while it is displayed as an icon e Depending on the files conversion described above may require an extended period of time In such case it is recommended to select Execute when the computer is idle e f you select Execute when the computer is idle for searchable PDF conversion and log off Windows before conversion is complete conversion restarts after the next logging on according to the following conditions When 10 minutes passed after logging on When you display the PDF Conversion List dialog box When a file is added in PDF Conversion List In the case that you scan with the 52 3 Using ScanSnap Organizer in Various Ways ScanSnap the conversion restarts 3 minutes after scanning e The following kinds of documents may be converted improperly Handwritten documents Documents including smaller characters scanned in low quality Skewed documents Documents written in languages other than the specified Language for conversion to searchable files Documenis including texts written in Italic characters Superscript subscript letters and complex mathematical formulas Characters are written against an unevenly colored or patterned background Characters to which effects Shadow Outline and the like are applied Shaded characters Documents of complex layout as well as documents including unreadable
69. p up Thumbnail Pops up the thumbnail selected when Thumbnail View is used 25 2 2 3 Thumbnail View Main Window Thumbnail Large Medium Small 1 T oi T E SA CA Ca O o T O02 pdf File name Page Forward Backward button ar 1 _ 2 Basic Operations Shown when a thumbnailed page of a PDF file is searchable KI Indicates a password protected file fe Indicates a file with digital signatures Lk d If a file has multiple pages you can page forward to any page to see the thumbnail Thumbnail Top Thumbnail image Displays a miniature image of the file 1 2 HD 003 pd Page number Shows the lt current page number total page number gt when the thumbnail size is not small You can type any number to show any page gt A 26 e at ys he kK lt 143 001 pdf _ amp q S 002 pdf o W W 2 Basic Operations e e PDF and JPEG files are thumbnailed et Other kinds of files are displayed using the icon of applications associated with those files e Thumbnails of password protected PDF files cannot be displayed because of security restrictions In this case the icon is displayed with a lock mark SR displayed on the lower left hand corner However when both the following conditions are met those PDF files can be thumbnailed ScanSnap Manager is active A Document Open Password is the same as a fixed password which is set
70. psinenir eaaa 26 FOJE EEN 10 38 G General Settings ab 20 H Rail 22 I MPO GE 10 58 information about the latest update 78 Inserting Pages esse eee eee eee eee eee 75 Index L Left Click Menu Mode sss sse 33 Breit 12 Beie i 25 M Main le Tele EE Fi Mouse operations ces eee eee 26 NOV C eegenen 40 MOVING pages sse eee 74 My ScanSnap folder 18 20 N KI 10 37 38 O Online Update sese 22 Operating WiINdOW ccccccceseeeeeeeeeeeeeseeeeees 7 e le 20 21 22 Organizing UE 37 P PassWOl EEN 26 41 50 61 PDF automatic conversion ab 21 PDF Conversion Uert 16 17 46 POF WEMENU sasira 13 Pop up Tbumbna see eee eee eee 11 24 TEE 10 23 63 Print ScanSnap Organizer Viewer 29 31 Q ITT Aa aE E E E E A 28 85 Quick Menu Kegel 33 R Rearrange Folders esse eee 12 Rearanding Rei WE 12 EE 13 SC ln TEEN 10 69 Kiew E 32 FROLALING DAOC EE 72 S Save ScanSnap Organizer Viewer 31 SCAN Button Settings sse 24 26 ee E EE 60 EIN 23 63 66 SCANNING eegene Magie 35 SCANSNAP Older isoa 3 ScanSnap Organizer Viewer 28 ee BE 19 23 55 Searchable PDF Eles 79 Send files by E mail 60 Shortcut to older sss sese 10 23 56 Starting ScanSnap Organizer eee ee eee 5 LUIS ae 17 49 Switch View ScanSnap Organizer Viewer 31 System Requirements eee eee ee 4 T E ag EE 25 26 Textual Information eee 42 79 al Tl sis UE 11 25 26 Thumbnai
71. r Viewer bet e The files editable by ScanSnap Organizer Viewer are PDF files created by ScanSnap and JPEG files e PDF files not created by the ScanSnap and read only PDF JPEG files are opened in the Viewing mode In the Viewing mode you cannot edit but only display the pages To view edit files with ScanSnap Organizer Viewer select ScanSnap Organizer Viewer for the Mouse operation from the Tools menu gt Options gt the General Settings tab in advance You can view and edit PDF JPEG files in the following ScanSnap Organizer Viewer window lt ScanSnap Organizer Viewer Menu Bar Toolbar Displays the menu for operating ScanSnap Frequently used functions are indicated by icons Organizer Viewer B ScanSnap Organizer Vievrer 001 pdf De File Edit view Window Help Pages Panel Page View Status Bar Displays PDF JPEG files in Displays a page selected in the Displays the file information file mark thumbnail view Pages Panel locked digital signed searchable date created file size and page size are shown 29 2 Basic Operations 2 4 1 Menu Bar ScanSnap Organizer Viewer This section explains menus on the Menu bar in the ScanSnap Organizer Viewer window lt File menu gt Save lt Ctrl S gt Saves the changes made on pages Saves the file in a specified name after editing pages Print lt Ctrl P gt Prints the file displayed in ScanSnap Or
72. r Scan and Save Settings or Image Scanner SCAN Button Setting Left Click Menu Mode Select a profile Standard D Add Profile Edit Profile Change scan and save settings Sc Select the application you would like to use Application ScanSnap Organizer v Add or Remove Help Cancel Apply the image above For details on how to set the ScanSnap setting refer to ScanSnap TC Depending on the ScanSnap model you are using the setting dialog box may differ from Operator s Guide that comes with the product 3 Click the OK button gt The Scan and Save Settings dialog box closes 3 Using ScanSnap Organizer in Various Ways 3 1 2 Scanning 1 Load the document onto the scanner 2 Press the SCAN button gt Scanning is started _ When you scan with the Quick Menu Mode the Quick Menu appears Then Select Save C with ScanSnap Organizer S Sele p haion ou ent bo pran huen the moru cr He leh PDF fies ma casad born De Diawasi deugserg sel apia tly SoanGnap lerari T hn draed POF thes e steamed m Pr bakter Aed EE Demre KI rel doa hii meray bjar Q ze Q we gt When scanning is finished the PDF Automatic Conversion Settings dialog box appears Depending on the setting it may not appear ScanSnap Organizer PDF Automatic Conversion Settings ScanSnap Organizer can automatically convert all the POF files in Mu ScanSnap
73. rademarks of Intel Corporation or its subsidiaries in the United States and other countries Other company names and product names are the registered trademarks or trademarks of the respective companies How Trademarks Are Indicated In This Manual The following abbreviated terms used in this guide are described Windows 2000 Microsoft Windows 2000 Professional operating system Windows XP Microsoft Windows XP Professional operating system Microsoft Windows XP Home Edition operating system Windows Vista Microsoft Windows Vista Home Basic operating system Microsoft Windows Vista Home Premium operating system Microsoft Windows Vista Business operating system Microsoft Windows Vista Enterprise operating system Microsoft Windows Vista Ultimate operating system Windows Where there is no distinction between the different versions of the above operating systems the term Windows is used Adobe Acrobat Adobe Acrobat Internet Explorer Microsoft Internet Explorer Copyright Other than restricted usage equivalent to personal use or within the family copyrighted materials such as books drawings prints maps and blueprints cannot be copied without the consent of the copyright owners Manufacturer PFU LIMITED International Sales Dept Imaging Business Division Products Group Solid Square East Tower 580 Horikawa cho Saiwai ku Kawasaki shi Kanagawa 212 8563 Japa
74. rnal error occurred Retry conversion except not ScanSnap The PDF file was not created with the ScanSnap PDF ScanSnap Organizer cannot convert it into searchable PDF PDF with The PDF file is password protected and cannot be password converted into searchable PDF Cancel the password before retrying conversion PDF with digital The PDF file is bearing a digital signature ScanSnap signature Organizer does not convert it into searchable PDF Otherwise the digital signature becomes invalid not PDF The file is not PDF ScanSnap Organizer cannot convert it into searchable PDF This result is displayed only when you specify more than one file to convert it is not displayed if you specify folders following folder If you need to save the log records save it by selecting Save As from the File menu The destination to save the log file is as follows et The Conversion_Log file Conversion_Log log is overwritten to be stored in the Windows XP and Windows 2000 Drive name such as C Documents and Settings user name Application Data PFU ScanSnap Organizer Conversion_Log log Windows Vista Drive name such as C Users user name AppData Roaming PFU ScanSnap Organizer Conversion_Log log Scan documents again et In case of a conversion failure do either of the following L Perform text recognition in other application such as Adobe Acrobat 3 Using ScanSnap Organizer in Various Ways 2 When
75. ry Exit all memory programs you are not using before retrying conversion If still errors occur install additional memory Insufficient There is not enough space in the disk drive in which the disk space folder including PDF files the user s Temp folder or the user s profile exists Delete unnecessary files or do something to secure enough disk space before retrying conversion An error An internal error occurred Retry conversion occurred Not The PDF file was not scanned with the ScanSnap and ScanSnap ScanSnap Organizer cannot convert it into the made PDF searchable PDF file Password The PDF file is password protected and cannot be protected converted into searchable PDF Cancel the password before retrying conversion Bearing a The PDF file is bearing a digital signature is applied to digital the file ScanSnap Organizer cannot convert it into signature searchable PDF Otherwise the digital signature becomes invalid e Pages The number of pages to be converted is displayed Note that the number of pages cannot be displayed if the PDF file is protected by security features such as a password e Date Listed The date and time on which the PDF files were listed in PDF Conversion List e Date Finished The date and time on which the conversion of PDF files was completed 51 3 Using ScanSnap Organizer in Various Ways from the list Files successfully converted into searchable PDF Files that Con
76. s are searched for Location IN My ScanSnap i Search all PDF files embedded with text information i The search result will be shown in Adobe Acrobat R _ Search Close Help 2 Enter the words you want to search Mark the Only the fully matching words are searched for check box if you want to search only the words that precisely match with what you have entered 3 Designate the word and location you want to search You can designate one of the following as the location My ScanSnap Cabinet If any Shortcut to folder if any Selected folder Browse Any cabinet or folder under the My ScanSnap folder 4 Click the Search button GO Adobe Acrobat is activated and searching is started to find the word you input 5 The search result is shown your computer The search result is displayed in Adobe Acrobat use Adobe Acrobat to display and find the search results e For details on searching refer to Help in Adobe Acrobat et e The search function can be used only when Adobe Acrobat 7 0 or later is installed in qe 3 Using ScanSnap Organizer in Various Ways 3 6 Creating Deleting Shortcuts to Folders This section explains how to create shortcuts to any folders directly under the My ScanSnap folder and how to delete the shortcuts 3 6 1 Creating Shortcuts to Folders 1 Click the Create shortcut to ScanSnap Organizer folder SC button on the toolbar Or select the Short
77. s of files in File view according to the size Date Modified You can rearrange the display sequences of files in File view according to the date modified Date Created You can rearrange the display sequences of files in File view according to the date created The newly added file while ScanSnap Organizer is active is added to the end of thumbnails list You can change the order ascending descending by clicking each factor Name Type Size Date Modified or Date Created on the menu 12 2 Basic Operations View Refresh lt F5 gt Refreshes the display of Folder view and File view to the latest information lt PDF file menu gt Convert into Converts selected PDF files which are scanned with the ScanSnap into Searchable PDF searchable PDF files Execute Settings can be changed in the following dialog box ScanSnap Organizer Searchable PDF conversion G Embedding text information in PDF files Pages e All pages C Current page only Skip pages with embedded textual information Timing C Execute immediately e Execute when the computer is idle jw Display conversion list Other settings Language for conversion to searchable files English e Cancel Help e Pages Specifies the pages you want to make searchable All pages All pages are converted It may take an extended period of time depending on the number of pages PDF files selected because all pages are converted C
78. save settings Application Save scanning File option Faper size Compression pech the scanning mode you would like to use Image quality ZE Normal Fastest Color moge Fa Auta Color Detection wl scanning side E Duplex Scan Double sided Help Cancel Apply gt The changes you made are saved the image above For details on how to configure the ScanSnap setting refer to ScanSnap Operator s Guide that comes with the product RS Depending on the ScanSnap model you are using the setup dialog box may differ from 3 Using ScanSnap Organizer in Various Ways 3 15 Updating Online In an effort to improve the usability and functionality of ScanSnap Organizer program updates are carried out timely ScanSnap Organizer can automatically detect whether the latest program Update Pack is available and update the program Update Packs are made available without notice We recommend that you update your C 2 program regularly When updating ScanSnap Organizer follow the instructions below e When updating it is essential that Internet Explorer is installed in a system which can access the Internet e You need to log in with Administrator privilege 1 On the Help menu select Online Update W ScanSnap Organizer My ScanSnap File Edit View PDF File Actions Tools sein Help About ScanSnap Organizer GO A message window to confirm w
79. ted pages when the file is selected in the File view Thumbnails Advantage 6 You can select files to be converted e It won t take long to complete scanning 6 You can select timing to perform conversion Execute immediately Execute when the computer is idle 6 You don t have to worry how long it may take to convert files if you select to convert files when the computer is idle 6 You can designate pages to be converted Disadvantage 6 You have to perform scanning and conversion separately 81 Appendix 1 About Searchable PDF Files For details on how to set the ScanSnap Manager settings refer to ScanSnap Operator s Guide Z Each method has advantages and disadvantages as described above Use a method that meets your needs We hope that you find the following descriptions informative to determine the method Final state of PDF file When you don t have to make PDF files searchable When only PDF files that consist of images without textual information are handled When you don t have to search files When you have to use applications that do not support searchable PDF files When you want to make the PDF file searchable to search the file immediately after scanning even though conversion takes time When you want to scan files quickly and make PDF files searchable When you want to convert PDF files separately after scanning When you want to designate pages to be converted
80. the sub folders can be displayed by ScanSnap Organizer e ScanSnap Organizer Viewer radio button When selected double clicking PDF JPEG files or selecting files to press the Enter key opens those files with ScanSnap Organizer Viewer e Open with an associated application radio button When selected double clicking PDF JPEG files or selecting files to press the Enter key opens those files with the associated application e Append the filenames with the folder name when moving copying checkbox When moving or copying a file the destination folder s name is appended in front of the file name e g When moving copying a file named Snap001 pdf to a folder named Scan File name after moving copying Scan_Snap001 pdf Either of the first operation double clicking on a PDF JPEG file or selecting files to press the Enter key opens the window below ScanSnap Organizer Open Which do you want to use to open PDF or JPEG files by double clicking wed in ScanSnap Organizer C Open with an associated application 20 2 Basic Operations Tools The selected operation in this window is reflected to the Mouse operation options and the later click opens a file in the selected operation Options You can set the setting so that all PDF files scanned with the PDF automatic ScanSnap and added in the My ScanSnap folder are automatically conversion tab converted into searchable PDF files ScanSn
81. the window views Show All Pages Panel and Page View Show the Page Only and Show Pages Panel Fit Height Fits the image to the window height Fit Width Fits the image to the window width Fit Page Fits the image to the window size Zoom In Magnifies the page a Hand Tool Scroll Drags the magnified page to view a different area Marquee Zoom Zooms in the selected area of the image e Dragging the mouse to select an area on the page magnifies the selected area e Left clicking on the page magnifies the clicked area according to the magnification level predetermined To shrink the image hold down the Ctrl key while dragging or left clicking the mouse on the image as described above 32 2 Basic Operations Delete Page Rotate Counterclockwise 90 Rotate 180 Rotate Clockwise 90 Undoes the most recent action such as the following Cut Paste Insert Delete page Rotate Move Deletes the selected page In the Show the Page Only view mode it deletes only the displayed page Rotates the selected page 90 degrees counterclockwise In the Show the Page Only view mode it rotates the displayed page 90 degrees counterclockwise Rotates the selected page 180 degrees In the Show the Page Only view mode it rotates the displayed page 180 degrees Rotates the selected page 90 degree clockwise In the Show the Page Only view mode it rotates the displayed page 90
82. tus aoa Converting 1 1 File 1 3 Page If you click the Stop button conversion is terminated after processing the current page Then the Searchable PDF conversion dialog box appears showing the message Conversion finished When conversion is complete the Searchable PDF conversion dialog box appears showing the Conversion finished message ScanSnap Organizer Searchable PDF conversion E Conversion finished File processed 1 1 Conversion failed 0 Detailed information If Conversion failed indicates any results other than zero click the Detailed information button to check the details shown in the Conversion_Log file E Conversion_Log log Notepad File Edit Format View Help Dates11 20 2006 9 35 AM File 001 pdf Path my scansnap Result oK _ 44 3 Using ScanSnap Organizer in Various Ways How to interpret the Log e The results of conversion are displayed as follows Date Date and time of conversion File Name of the file conversion performed Path Path to save the file Result Conversion result Cause The cause of failure It is show when the Result is NG or except Result shows the status of conversion The contents and the meanings are as follows OK PDF conversion is complete without problem NG PDF conversion failed except The file is not targeted for PDF conversion canceled Conversion was canceled halfway through Cause is shown
83. urrent page only Thumbnails Only the currently thumbnailed page is converted List Not available Skip pages with embedded textual information checkbox Textual information is embedded into the scanned images when PDF files are converted into searchable ones If this checkbox is marked only pages not yet made searchable are converted If the check mark is cleared all pages including those already searchable are converted e Timing Specifies timing to execute conversion Execute immediately Conversion is started upon clicking the OK button Execute when the computer is idle Conversion is performed depending on workload of the computer while a user who is using this function logs on to Windows If the conversion is not complete by the time the user logs off it will be restarted when the same user logs on again 13 2 Basic Operations Convert into Display conversion list checkbox Searchable PDF If the checkbox is marked a list of files to be converted is displayed Execute upon clicking the OK button so that you can check the status Continued This checkbox is available only when Execute when the computer is idle is selected e Other settings Language for conversion to searchable files You can select a language in which the document to be converted is written Error handling You can specify what to do in case of a conversion error You can specify it only when Execute immediat
84. version failed appears under Status on the PDF Conversion List and the elapsed number of days starting on Date Finished exceeds the number of days specified on View setting dialog box Tools menu gt View history setting e When PDF Conversion List dialog box is brought to the front conversion starts even if the computer is not idle Gr e f either of the following conditions is met the name of the file is automatically deleted wy Note for moving renaming folders and files When you want to move rename folders and or files during the period from when the PDF file is posted on the PDF Conversion List dialog box until when the file is converted perform the operation on ScanSnap Organizer If you use Windows Explorer to move rename folders and or files during the period ScanSnap Organizer will fail to find such files It may cause failures during conversion or incorrect conversion executed on wrong files Files that cannot be converted into searchable PDF files The PDF files that are protected by security features such as a password and or bearing digital signatures cannot be converted into searchable PDF files even if they are scanned with the ScanSnap roa is displayed on the lower left of the thumbnail Ka GO When conversion is complete 1 3 gt gt 001 pc e a e et e PDF files being converted into searchable PDF files are displayed with the text mark 4 Ca in yell
85. z or higher higher RAM 256 MB or more 512 MB or more Hard disk space 370 MB or more of free hard disk space l It is recommended to meet or be higher than the system requirements for your scanner To use the search function Adobe Acrobat 7 0 or later must be installed For details refer to 3 3 Converting PDF Files into Searchable Ones on page 42 and Appendix 1 About Searchable PDF Files on page 80 To use the search function on Windows Vista Adobe Acrobat in a version that supports Windows Vista must be installed The search function is not guaranteed in a version that does not support Windows Vista 2 Basic Operations 2 Basic Operations This chapter explains how to use ScanSnap Organizer 2 1 Starting ScanSnap Organizer 1 From the Start menu select All Programs gt ScanSnap Organizer gt ScanSnap Organizer gt The PDF Automatic Conversion Settings dialog box appears Depending on the setting it may not appear ScanSnap Organizer PDF Automatic Conversion Settings ScanSnap Organizer can automatically convert all the PDF files in My ScanSnap folder to searchable PDFs Do you want to enable automatic conversion to searchable PDF files Current settings Automatically convert to searchable files Automatic OCR ON Language for conversion to searchable files English Convert pages with embedded textual information too If this function is enabled

Fujitsu SCANSNAP P2WW-2301-01ENZ0 User's Manual

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