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Fujitsu SCANSNAP P2WW-2300-01ENZ0 User's Manual

1. Skip pages with embedded textual information checkbox Textual information is embedded 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 1s 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 22 GG You can change preferences for sending files by e mail Malij ta Scangnap Organizer Options General Settings PDF automatic conversion E mail Password When attaching a POF file add a Document Open Password Attached file size When the combined file size exceeds the set parameters below display a Warning message 14 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
2. e Aconverted Excel worksheet can contain up to 65536 rows e If Japanese is selected as a recognition language and the documents are scanned upside down or in landscape orientation conversion will fail Correct the document orientation by using Adobe Acrobat clicking Document gt Rotate Pages Note that Scan2PowerPoint does not support conversion in Japanese language System requirement This function uses a large memory size comparing to a size used in other processing When the memory size is short an error message of memory shortage appears and Not enough memory is indicated in the conversion indicator window In this case follow the instruction below e Confirm recommended size of memory or more is installed in your computer If it is not enough add more memory to your computer 64 e H other applications are in operation quit these applications and try again e lra large number of pages are converted at one time memory may become insufficient during conversion In this case change settings for virtual memory configuration following the procedure below Windows XP Virtual Memory 1 Select Start right click My Computer See E and then select Properties in the pop up C menu ES 1536 3072 2 Inthe System Properties dialog box select the Advanced tab and then click e Paging file size For selected drive the Settings button under ze ue Lae
3. the image above e For details on how to configure the ScanSnap setting refer to ScanSnap S510 Operator s Guide or ScanSnap Upgrade User s Guide that comes with the product 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 L D Update Packs are made available without notice We recommend that you update your C 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 6 You need to log in with Administrator privilege 1 On the Help menu select Online Update r ScanSnap Organizer My ScanSnap Fie Edit View PDF File Action Tools she Sie HH L a S i About ScanSnap Organizer wi My ScanSnap Online Update GG A message window to confirm whether or not to update ScanSnap Organizer appears 2 Click the Yes button ScanSnap Organizer Online Update N Do you want to update ScanSnap Organizer 3 1 online ed 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 downl
4. 2 Press the SCAN button gt Scanning is started When you scan with the Quick Menu Mode the Quick Menu appears Then Select Save gt with ScanSnap Organizer Select a bref you want to pafon from the meri on the left POF files are created hom the scanned documents and duplayed with ScanSnap Ue see The crested PDF files are stored in the bolder speciied n ScanSnap Organs T Do ret chow the menu agen 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 folder to searchable PDFs Do pou want to enable automatic conversion to searchable PDF files Current settings Automatically convert to searchable files Automatic OCR ON The Language environment English Convert pages with embedded textual information too IF this function is enabled the files will be embedded with text Information and thus the files are updated fou 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 ef e ScanSnap 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
5. Performance Ee 3 Inthe Performance Options dialog box ae select the Advanced tab and then click Mazjmum size MB the Change button under Virtual O System managed size mem ory No paging File 4 Inthe Virtual Memory dialog box select EE Custom size and then type in a rather Recommended 1533 MB large number in the Maximum size MB See BEE ER 5 Click the Set button 6 Click the OK button to close all dialog boxes Windows 2000 21x 1 Right click the My Computer icon on the D eeh Se Desktop and then select Properties in e ae the pop up menu n file for selected drive 2 Inthe System Properties dialog box A Gee select the Advanced tab and then click Initial size mB TS the Performance Options button under Gester TT aximum size Set Performance otal paging file size For all drives 3 Inthe Performance Options dialog box uae 2 MB click the Change button under Virtual ae ee ee memory Registry size 4 Inthe Virtual Memory dialog box type Se eae g in a rather large number in the Maximum ele E size MB field under Paging file size for selected drive paan 5 Click the Set button 6 Click the OK button to close all dialog boxes e If the state is not improved through the above measures add more memory on your computer 65 3 12 Deleting Cabinets Folders and Files This section explains how to delete unnecessary Cabinets Folders and files 1
6. File menu gt The selected shortcut is deleted and no longer appears on Folder view C 7 This operation deletes only the Shortcut to folder the folder itself is not affected 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 L When the copied file is not shown in File view immediately please select Refresh on the View menu 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 Settings tab of the Options dialog box The path is set to the My Scan Snap folder under My Documents by defaul
7. 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 f you delete Cabinets and or Folders all the files and Folders included in the Cabinets and or Folders are also deleted Q e When deleting files you can select multiple files at one time while holding down the Click the Delete C 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 3 13 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 S When List or Thumbnails are displayed with File Name on the View menu marked gt select one file and then 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
8. Windows Adobe Acrobat Internet Explorer ABBYY FineReader for ScanSnap Microsoft Windows 2000 Professional operating system Microsoft Windows XP Professional operating system Microsoft Windows XP Home Edition operating system Microsoft Windows Vista Home Basic operating system 32bit Microsoft Windows Vista Home Premium operating system 32bit Microsoft Windows Vista Business operating system 32bit Microsoft Windows Vista Enterprise operating system 32bit Microsoft Windows Vista Ultimate operating system 32bit Where there is no distinction between the different versions of the above operating systems the term Windows is used Adobe Acrobat In this manual explanations are given on the precondition that Adobe Acrobat that comes with this product is installed on the computer to use Unless otherwise specified the term Adobe Acrobat refers to the Adobe Acrobat bundled with this product Note that Adobe Acrobat which comes with this product is subject to update without notice If there are any discrepancies between those descriptions provided in this manual and actual operations such as the dialog box please refer to Help in Adobe Acrobat Microsoft Internet Explorer ABBYY FineReader for ScanSnap Copyright Other than restricted usage equivalent to personal use or within the family copyrighted materials such as books drawings prints maps and blu
9. dialog box cannot be created Open the Options dialog box by selecting the Tools menu gt Options By default the path is set to the original My ScanSnap folder which is under My Documents folder See page 21 Change display mode Switches the File view between Thumbnails and the List Rearrange files Rearrange files displayed in File view according to the name type size date modified or date created a 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 Convert into Searchable PDF Converts selected PDF files or PDF files in a selected folder cabinet or shortcut folder into searchable ones PDF Conversion List Displays a list of files being converted into searchable PDF files in order for you to check the status Search Searches PDF files Scan2E mail Opens your e mail program with the selected file s attached to an e mail message Scan2Print Prints the selected file s Cut Cuts the selected cabinet folder file Wal Copies the selected cabinet folder file 24 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 E Delete Dele
10. 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 14 Convert into Searchable PDF Execute Continued 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 selected 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 it only when Execute immediately 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 i
11. searchable PDF files is being stopped When the conversion is stopped the selected file is deleted from the list Being Suspend 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 Conversion failed the reason why conversion failed is displayed If Status is blank or Waiting The file is in 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 if the file is available Conversion is automatically retried If Status is Conversion failed No files The PDF file cannot be found Ensure that the file displayed in the File name field exists in the folder displayed in the Folder name field before retrying conversion Impossible to The file cannot be opened because it is used by another open the file application or access 1s not permitted Ensure that the file 1s available and you have the access right before retrying 45 File access unsuccessful OCR unsuccessful Insufficient memory Insufficient disk space An error occurred Not ScanSnap made PDF Password protected Bearing a digital signature e Pages conversion The file cannot be accessed or opened because it is used by another application or access is not permitted Ensure that the
12. BURON EE 24 C let EE 11 33 RE 45 Change display mode eee 24 Connecting to ScanSnap eee e e e 29 Bei Ve d into e EE 62 Convert into PowerPoint 62 Convert into Searchable PDF 14 22 24 37 Convert into Word 62 CODY oreen 12 24 36 D RI 11 25 66 Deleting Ghortcute AAA 53 Digital Signature mark 26 27 E GG elei E E circa Stee ee ee ee oie a 12 E E EE 56 E mail programs ee eee e 56 57 Su UE e E 23 TT Execute immediately see 14 38 39 Execute when the computer is idle 0 ee 14 16 38 42 Exile tiie ee th ee ee 11 EXD OME EE 11 55 F SH un UE 11 SET 12 SEAT Re lale ME 27 Older tik nde ce taeda sucehcwa detect nek altecuctatetieas 11 34 G General Settings Lob 21 H Aep men sanesa ee RE 23 I MADOT GENEE 11 54 Information about the latest update 72 L Left Click Menu Mode e 29 IST VIG Wace eer a 13 eier Mal EEN 26 27 M Eege NIG OW E 8 Mouse operatons eee ee eee eee 27 MOVO oa 36 My ScanSnap folder sse 19 21 N KIT 11 33 34 O le la e EE 23 Operating WINKOW cccccseeeeeeeeeeeeeeeeeeeaeeees 8 HEEN 21 22 23 Organizing ai EE 33 P Password sosessoesnerennerenrererreren 27 37 46 57 PDF automatic conversion ab 22 PDF Conversion LIS 17 18 42 PDF OT RE 14 Pop up Thbumbna eee ee ee eee 12 25 PIN Ae E AAN 11 24 59 Quick Menu Mode sss sss eee 29 R Rearrange Folders c ccccssscessseesseeeeeeeens 13 Rearra
13. Organizer Rename Name ScanSnap00 cet ms e Name Enter a file name in the Name field Note that the following characters cannot be used SE E 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 67 When multiple files are selected Enter a new file name in the following dialog box ScanSnap Organizer Rename E Name Scart 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 2 4 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 yyyy MM dd HH mm ss yyyyMMddHHmmss Date created 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 68 6 Append the name with a serial number Select this button to append under bar and a serial number Consecutive nu
14. file is available and you have the access right before retrying conversion An error occurred during conversion into searchable PDF Retry conversion Conversion failed due to insufficient memory Exit all programs you are not using before retrying conversion If still errors occur install additional memory 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 An internal error occurred Retry conversion The PDF file was not scanned with the ScanSnap and ScanSnap Organizer cannot convert it into the searchable PDF file The PDF file is password protected and cannot be converted into searchable PDF Cancel the password before retrying conversion The PDF file is bearing a digital signature is applied to the file ScanSnap Organizer cannot convert it into searchable PDF Otherwise the digital signature becomes invalid 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 If either of the following conditions is met the name of t
15. 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 19 displayed 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 ScanSnap Settings ScanSnap Manager Settings is displayed 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 23 2 2 2 Toolbar Buttons in the toolbar are as follows Create new cabinet Creates a Cabinet in Folder view 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 ScanSnap Organizer folder Creates a shortcut to any folder directly under the My ScanSnap folder The shortcut to the My ScanSnap folder which is specified on the General Settings tab in the Options
16. is used H Scan Sia Color Image Scanner Pop up Thumbnail Checking it shows a pop up thumbnail when you select a file 4 ed L Scansnap Color Image Ger Agota dere You can scale the thumbnail up and down by dragging the lower right corner base G Color nape Swer 12 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 Rearrange Folders by Rearranges the folders displayed in Folder view in ascending or 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 sequences 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 ascendin
17. s ee ma 88 SB lS My ScanSnap E New Cabinet 1 d E Folder 1 S510 Folder 2 Scans R LZ New Cabinet 2 7 5 1 1 001 pdf 003 pdf Ka Action T Scan Snap ES Scan2E mail CR ABBYY Scan2Word Ka ABBYY Scan2Excel Eh ABBYY Scan2PowerPoint c ied Color Image Scanner T HS 004 pdf 005 pdf O06 pdf Date Created 11 21 2006 2 45 PM Size 533KB Name Ascending gt The Scan2Print Print dialog box appears You can also open the Scan2Print Print dialog box by either of the following 13 procedures e Click the Scan2Print button on the Toolbar Click the Scan2Print icon in the Action menu Right click on the selected file and click Action gt Scan2Print in the pop up menu e In the menu bar select Action gt Scan2Print Select Print in the File menu 59 GG ScanZPrint Print Select a printer and print options Find printer Nome lt Print options Copies 19 Same size Scaling down Same size Allow automatic rotation Center the image and print You can select the following options in the dialog box 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 in the Name drop down list If there are similar setting items to the ones on the Scan2Print Print dialog box the setting
18. 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 e f you want to know what the searchable PDF files are refer to Appendix 1 About Searchable PDF Files on page 73 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 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 49 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 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 gt When ScanSnap Organizer is activated you will see the thumbnailed image you scanned when the display mode is Thumbnails MI ScanSnap Organizer My ScanSnap File Edit View PDFfile Action Tools Help GG F e Vee MS AWRY S Se ui My ScanSna
19. 00 Windows Vista Windows XP PC CPU Intel Pentium III Intel Pentium 4 Processor 600 MHz or Processor 1 8GHz or higher higher Intel Pentium 4 Processor 1 8 GHz or higher is recommended RAM 128 MB or more 512 MB or more 256 MB or more is recommended Hard disk space 320 MB or more of free hard disk space s 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 37 and Appendix 1 About Searchable PDF Files on page 73 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 To use Actions ABBY Y FineReader for ScanSnap 3 0 or later must be installed For details refer to 2 3 Actions on page 28 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 Onganizer can automatically convert all the POF files in My ScanSnap folder to searchable PDFs Do you want to enable automatic conversion to searchable P
20. 58 by ScanSnap Ode 3 58 My ScanSnap 3 Menu Bar e File Stop Delete Conversion of the selected files 1s stopped and from the list those 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 Help ScanSnap Organizer Help is displayed About The version information of ScanSnap Organizer ScanSnap PDF Conversion List Organizer 17 Convert into Searchable PDF PDF Conversion List Continued File List 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 Waiting The task is on standby Converting Conversion into searchable PDF files is in process Conversion Conversi
21. BYY Scan2PowerPoint icon in the Action menu e Right click on the selected file and click Action gt ABBYY Scan2Word ABBYY Scan2Excel or ABBYY Scan2PowerPoint in the pop up menu e In the menu bar select Action gt ABBYY Scan2Word ABBYY Scan2Excel or ABBYY Scan2PowerPoint 62 When the conversion is complete Microsoft Word Excel PowerPoint is started and the converted data is displayed 3 Edit the Word Excel PowerPoint file displayed if necessary and save the data About converting into Word Excel PowerPoint file e If Microsoft Word Excel PowerPoint is installed on your computer the resulting data of the conversion is opened with Microsoft Word Microsoft Excel or Microsoft PowerPoint If Microsoft Word Excel PowerPoint is not installed the resulting data is saved to file if you select ABBYY Scan2Word files are saved in RTF format rtf if you select ABBYY Scan2Excel files are saved in XLS format xls and if you select ABBYY Scan2PowerPoint files are saved in PPT format ppt e You cannot see the documents converted into Word Excel PowerPoint files unless Microsoft Word Microsoft Excel Microsoft PowerPoint is installed or you have completed user registration to use these applications Install the above applications and complete user registration to view the converted documents on your computer e f you selected more than one file those
22. DF files Current settings Automatically convert to searchable files Automatic OCR ON The Language environment English Convert pages with embedded textual information too If this function is enabled the files will be embedded with text Information and thus the files are updated fou can change the settings after closing this message window as well i et You can also activate the ScanSnap Organizer by double clicking the icon ER on the desktop Ed 2 Ifyou want to perform automatic conversion into searchable PDF click the Yes button and if not click the No button 5 Q e ScanSnap is capable of making searchable PDF files by embedding textual d 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 f you want to know what the searchable PDF files are refer to Appendix 1 About Searchable PDF Files on page 73 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 You can change the PDF Automatic Conversion Settings later For details on ho
23. Edit View PDF File Acl hu My ScanSnap W Cabinet 1 2 Enter a name for the Cabinet Enter the name Cabinet 1 here D 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 il ScanSnap Organizer File Edit wiew PDF File Acl CECE a My ScanSnap L Cabinet 1 33 4 Click the Create new folder baal button on the toolbar Or on the File menu select New gt Folder gt Under the Cabinet created in Step 1 New Folder is created NI ScanSnap Organizer Ne File Edit View PDF File Action SES 8 0 E My ScanSnap 2 EH Cabinet 1 5 Enter a Folder name As an example create two folders named Folder 1 and Folder 2 D In the case that you want to change the name of a folder select the name and click it Or select the name and then select Rename on the File menu 6 Repeat Steps 3 4 and 5 to create folders as needed Dr ScanSnap Organizer File Edit wiew PDF File Ay eps 8 o Mi araa 7 Select the My ScanSnap folder and then select the file you want to move i L You can select multiple files at one time when you press and hold down the Ctrl or Shift key while selecting the files 8 Drag and drop the selected file to the destination folder a ScanSnap Org
24. P2WW 2300 01ENZ0 SCH SVIGO Organizer User s Guide G FUJITSU CONTENTS Ms Th ge e D Lei d e EEN 1 Users who may use Windows Vista sese eee eee 4 Ae S DY SLEIN RegUIremMENtS onne 5 2 TEEN 6 2 1 Starting ScanSnap Organizer 6 2 2 Operating Window cece eee 8 22 1 Meni TE 11 222 0 0 9 een 24 252 52 rt Mall NEEN 26 C Ee de EE 28 3 Using ScanSnap Organizer in Various Ways ccs eee cce ecce lt 29 3 1 Connecting to Scannanp ccc ee 29 KN a D DARING EE 29 Mes Tue Te WEE 31 3 120 Organizing Ne EE 33 3 2 Copying Moving Files Folders and Cabnets sese 36 3 3 Converting PDF Files into Searchable Ones see e 37 3 4 Configuring Automatic Conversion Settings of PDF Files 49 39 TRO ISH UE 51 3 6 Creating Deleting Shortcutstotolders sese 52 3 6 1 Creating Shortcutstotolders ccccccccccceeeeeeeeeeeeeeseeeeeeeeeeeesseeeeeeseeeeeeens 52 3 6 2 Deleting Shortcutstotolders sse 53 se ENO REN FHES ae ica a a 54 KE EXPONO BA 59 3 9 Sendihg Files by E Mail ecn teeaae lanes anelanieaeaseeeeiates 56 STO FENU T 59 3 11 Converting into Word Excel PowerPoint les 62 3 12 Deleting Cabinets Folders and Files 66 uk RENAIMINO R e UE 67 3 14 Displaying ScanSnap Setting VWindow sese eee eee eee 70 SNL BIS e Ela te be Le TEE I Appendix 1 About Searchable PDF Files ccs sees e cesse KEN 73 Tale Ch GE 77 1 Introduction Thank you for purchasing Sc
25. Snap Manager settings refer to ScanSnap S510 Operator s Guide or ScanSnap Upgrade User s Guide Ki 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 Conditions 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 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 sele
26. an2E mail You can send e mail with selected files attached You can print selected files with a printer ABBYY Scan2Word You can convert selected files into Microsoft Word file format ABBYY Scan2Excel You can convert selected files into Microsoft Excel file format S ABBYY You can convert selected files into Microsoft PowerPoint file format Scan2PowerPoint ABBYY FineReader for ScanSnap must be installed in advance lt Tools menu gt Options You can specify a destination folder and rename files when moving or General Settings copying the files tab ScanSnap Organizer Options General Settings PDF automatic conversion E mail Folder My ScanSnap folder Browse 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 the sub folders can be displayed by ScanSnap Organizer 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 21 Options You can set the setting so that all PDF files scanned with the PDF automatic ScanSnap and added in t
27. anSnap 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 S510 series 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 send files by e mail and print them with a printer You can convert PDF files into Microsoft Word Microsoft Excel or Microsoft PowerPoint files 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 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
28. anizer My ScanSnap File Edit View PDF file Action Tools Help Cig ECKE EECHER My ScanSnap B new Cabinet 1 Folder 1 B Color Image Scanner 171 002 pdf E See ScanSnap fe Scan2E mail A Scan2Pr int GR ABB yy Scanaword Eh ABBYY Scan2Excel Eh ABBYY Scan2PowerPoint 17 17 005 pdf O06 pdf Date Created 11 21 2006 2 45 PM Size 533KB Name Ascending GG The selected file is moved to the destination folder i 7 While holding the Ctrl key drag and drop the file onto the destination folder Doing so can create a copy of the selected file 9 Repeat Steps 7 8 to store files in the destination folders a 7 Cabinets and Folders created in ScanSnap Organizer as well as the My ScanSnap folder L d Folder My ScanSnap folder Di 1 in Windows Explorer and My Computer It is not applied in Windows Vista appear as icons Cabinet 35 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 et e You Can select multiple files at one time whi
29. ayed in a Popup window when the thumbnail view is used the selected folder are displayed as thumbnails When any file is selected Date Created Size and File sequence of the selected file are shown When any folder is selected The total number of files in the folder is shown d i PDF and JPEG files are displayed as thumbnails in the Folder view Other files are displayed as icons associated with their applications lt List View gt Menu bar Toolbar Displays the menu used in ScanSnap Frequently used functions are indicated by Organizer icons WM scanSnap Organizer My ScanSnap File Edit wiew PDFfile Action Tools Hep ff P Wat Ge yea mies i Ga E GIS EME A TA Kai e ZH CN Nag Type Se Date Modified 1 Date Created QJ ES B New Cabret 1 Z i Adobe Acrobat Document 597 KB 9 26 2006 3 09PM 11 20 2006 11 4 Adobe Acrobat Document 1 862KB 9 26 2006 11 15 11 18 2006 4 49 PM an Ea Folder 1 A i Adobe Acrobat Document 536 KB 9 26 2006 11 30 3 30 2006 9 58 AM Ea Folder 004 Adobe Acrobat Document 1 584 KB 9 26 2006 11 17 11 18 2006 2 41 PM i Adobe Acrobat Document 446KB 10 12 2006 10 3 11 18 2006 4 49 PM iS New Cabinet 2 006 pdF Adobe Acrobat Document 1 276KB 9 26 2006 11 30 11 18 2006 2 41 PM Action Scan2E mail Gi Scan2Pr int E ABBYY Scan2wWword Ki ABBYY Scan2Excel E ABBYY Scan2PowerPoint N PO06 2 41 PM Size 1 276KB Nam
30. bedded 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 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 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 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 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 Sto
31. ble e 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 e Through this conversion procedure textual information is embedded in PDF files Thus the PDF files are updated e You can check the status of PDF file conversion from the PDF Conversion List dialog box e 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 50 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 F ScanSnap Organizer Search PDF files Enter search words F Only the fully matching words are searched for Location Iar My ScanSnap i Search all PDF files embedded with text i
32. cluding unreadable 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 48 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 73 for details 1 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 POF r 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 wD Conversion will be performed when the computer is idle ALAN Due to the conversion the POF tiles are modified and embedded with text information Language for conversion to searchable files English Skip pages with embedded textual information le Display the message to confirm the settings at ScanSnap Organizer s
33. cting files or a folder Designated current pages 19 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 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 Selected files designated current pages Execute immediately TD 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 A ABBYY ScanzEXCel 62 ABBYY Scan2PowerPoint c ccceceeceeeeeeeee 62 ABBY Ee TRA EE 62 e el EE 21 28 Automatic Copnversion e 6 19 31 49 B
34. d 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 W e The Scan2E mail Set a password dialog box appears only when the following l conditions are met You select Tools gt Options dialog box gt E mail tab and mark the When LEE 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 weed ULZ 6 An e mail program selected in the E mail drop down list on the Programs tab of the 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 Expr
35. e Ascending ew Date Created 11 18 l File view Folder view Files in the selected folder Folders managed in are listed Status bar ScanSnap Organizer are When any file is selected listed Date Created Size and File Action menu sequence of the selected file The icons of the Action with are shown which the selected files are When any folder is selected utilized are displayed in this list The total number of files in the folder is shown 10 2 2 1 Menu Bar This section explains each menu item of the menu bar lt File menu gt File Kee Starts an associated application to open a selected file Example For a PDF file Adobe Acrobat is started 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 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 The shortcut t
36. e 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 e Thumbnail View gt Menu bar Displays the menu used in ScanSnap Organizer Folder view Folders managed in ScanSnap Organizer are listed 510 Scan snap Color Image Scanner Date Created l 1 20 2006 11 40 AM Size 597KB WM icanSnap Organizer My ScanSnap New Cabinet 1 Folder 1 Folder 2 Sj new cabinet 2 Scansnap Color Image Scanner 001 D df Ei R Action fe Scan2E mail CG Scan2Pr int E ABBYY Scan2Word Gi ABBYY Scan2Excel Eh ABBYY ScanzPowerPoint Scansnap 510 Color Image Scanner aesa OOOO vie Ario File Edit View BDE fe Action Tools Help eet rn ge z gt a co Ge Toolbar Frequently used functions are indicated by icons Scan snap 141 003 pdf Scansnap 141 004 pdf 005 pdf O06 pdf K ed 1112112006 2 45 PM Size 533KB Action menu The icons of the Action with which the selected files are utilized are displayed in this B IT TETE E File view PDF or JPEG files in Status bar list Pop up Thumbnail window The selected page is displ
37. e Created 11 21 2006 2 45 PM Size 533KB NamefAscending Name of Icon al Function Reference Scan2E mail You can attach your selected files to 3 9 Sending Files by an e mail message E mail page 56 You can print your selected files 3 10 Printing GE with the printer page 59 ABBYY You can convert your selected files Scan2Word into a Microsoft Word file 3 11 Converting into ABBYY You can convert your selected files Word Excel PowerPoint Scan2Excel into a Microsoft Excel file files page 62 ABBYY You can convert your selected files Scan2PowerPoint into a Microsoft PowerPoint file It is required to install ABBY Y FineReader for ScanSnap in advance For detailed operations refer to the respective section above 28 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 e Quick Menu Mode This is a mode in which you scan documents first and then you select an Action from the Quick Menu that appears after scanning e Left Click Menu Mode This is a mode in which you first select the application
38. e PDF files Automatic Conversion Setting ScanSnap Organizer Options General Settings PDF automatic conversion E mail Convert into searchable PDF v Automatically make PDF files searchable after the PDF files are added to ithe My ScanSnap folder A If enabled all the pages in a PDF file will be converted Conversion of selected pages can be done manually D 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 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 scanned 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 informatio
39. ecurity 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 w 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 PDF conversion G Embedding text information in PDF files Pages 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 37 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 em
40. eprints 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 Japan Phone 81 44 540 4538 All Rights Reserved Copyright PFU LIMITED 2007 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 L et This symbol alerts operators to helpful advice regarding operation 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 1 System Requirements The following system requirements are essential for ScanSnap Organizer Operating System Windows 20
41. ersion 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 Stops conversion of selected files and removes the names of the list files from the list Close Closes the PDF Conversion List dialog box e Edit Select All All files are selected e PDF Conversion Suspend Restart 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 42 e History Conversion history Displays the Job History log file on which the PDF Conversion results are described E Job_History log Notepad Sel File Edit Format view Help Date 11 20 2006 10 18 AM File 01 pdf Path mMy ScanSnap Result sexcept Cause not ScanSnap PDF Date 11 20 2006 10 18 am File 002 pdf Path mMy ScanSnap Result orK Date s11 20 2006 10 19 AM File 003 pdf Path mMy ScanSnap Result oKk 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 will be one
42. ess 6 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 57 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 4 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 March 2007 58 3 10 Printing This section explains how to print the selected files using a printer Printing only files that can be thumbnailed 1 In File view select the file 2 Drag the selected file on Scan2Print icon in the Action menu WM ScanSnap Organizer My ScanSnap File Edit View PDFfile Action Tools Help CR O w
43. f 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 will be one of the following 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 will be one of the following If Result is 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 failure The file cannot be accessed or 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 OCR error A problem occurred during conversion to searchable PDF Retry conversion out of memory Conversion failed due to insufficient memo
44. files are converted to one document e ABBYY FineReader for ScanSnap can be used with the following versions of Microsoft Word Microsoft Excel and Microsoft PowerPoint Microsoft Word 2000 2002 2003 2007 Microsoft Excel 2000 2002 2003 2007 Microsoft PowerPoint 2002 2003 e If this action is executed while the Print or Search function is being performed in Microsoft Word Microsoft Excel or Microsoft PowerPoint the resulting document is not displayed but an error message appears Do not perform this action and the functions of Microsoft Word Microsoft Excel and Microsoft PowerPoint at the same time About setting ABBYY FineReader for ScanSnap L amp e You can configure the settings for converting PDF files into Word Excel PowerPoint such as Recognition Languages in the ABBYY FineReader for ScanSnap setup window To open the window click Start gt All Programs gt ABBYY FineReader for ScanSnap TM 3 0 gt ABBYY FineReader for ScanSnap TM 3 0 For details refer to ScanSnap S510 Operator s Guide or ScanSnap Upgrade User s Guide and ABBYY FineReader for ScanSnap Users Guide Start gt All Programs gt ABBYY FineReader for ScanSnap TM 3 0 gt User s Guide e When you convert the PDF file into Word Excel PowerPoint from ScanSnap Organizer even though you mark the Delete scanned images after recognition check box in Gene
45. g 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 designated 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 74 For details on how to set the Scan
46. g 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 lt Main Window gt WM ScanSnap Organizer My ScanSnap File Edit wiew PDFfile Action Tools Help BPF L 90 XS AWS SB fil My ScanSnap UZ New Cabinet 1 Folder 1 5510 Color Image Scanner E New Cabinet 2 ScanSnap 1 1 17 1 002 pdf 003 pdf SI action ScanSnap Scansnap KS Scan2E mail i j Si A Scan2Print e E ABBYY GrCarOMord Ka ABBYY Scan2Excel p Eh ABBYY Scan2PowerPoint 1 1 005 pdf O06 pdf Date Created 11 21 2006 2 45 PM Size 533KB Name Ascending et About the image display in ScanSnap Organizer 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 th
47. g descending by clicking each factor Name Type Size Date Modified or Date Created on the menu 13 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 ES Embedding text information in PDF files Pages e All pages Current page only Skip pages with embedded textual information Timing C Execute immediately e Execute when the computer is idle Iw 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 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
48. ge 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 button The thumbnail image changes as follows For advances by 1 page For H advances to the last page For al goes back by 1 page For WM goes back to the first page Drag the Thumbnail image and drop iton The selected file is moved to the location to any location Drag the Thumbnail image and press the The selected file is copied to the location Ctrl key before dropping it on to any location 2 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 attach it to an e mail or convert it into a Word Excel PowerPoint document easily and quickly AM ScanSnap Organizer My ScanSnap File Edit View PDFfile Action Tools Help Ca wee Rea awhs Se a IO My ScanSnap Color Image Scanner E IS New Cabinet 1 a KC Folder 1 S510 Gel KC Folder 2 Ss Kiestbiectn n it E New Cabinet 2 Scansnap i 001 pdf 002 pdf ScanSnap ScanSnap a T PS Act Scansnap KS Scan2E mail ghia Gi Scan2Print V app Scan2Word Ka ABBYY Scan2Excel Eh ABBYY Scan2PowerPoint 17 1 171 17 1 004 pdf 005 pdf O06 pdf Dat
49. he My ScanSnap folder are conversion tab automatically converted into searchable PDF files ScanSnap Organizer Options General Settings PDF automatic conversion E mail Convert into searchable PDF Vv 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 test information Language for conversion to searchable files English v Skip pages with embedded textual information Iw 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 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
50. he file is automatically deleted from the list Files successfully converted into searchable PDF Files that Conversion 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 46 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 When conversion is complete Lei is displayed on the lower left of the thumbnail Saag sScansnap Color Image Scanner alain amp e PDF files being converted into searchable PDF file
51. iles 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 1s 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 16 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 used 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 List 5e ES coen a Tk I gull Apt l F RS E D SIS LNS Dr My ScanSnap Mot Soe l t 1 1 R6UUS 3 58 My ScanSnap Ty T2008 3 58 Ma ScanSnap 2 117182005 3 58 Mu ScanSnap iIia 3
52. le format option dialog box To open this dialog box select SCAN Button Settings gt File option gt Option button Note that a PDF file protected with a Permissions Password cannot be thumbnailed even if ScanSnap Manager is active and the fixed password and Permission Password agree Instead the file icons each with a lock mark 1 are displayed For details on how to set the fixed password refer to ScanSnap S510 Operator s Guide or ScanSnap Upgrade User s Guide e PDF files being converted into searchable PDF files are displayed with the text mark in yellow Le 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 Ifthe icon of the PDF files is displayed instead of a thumbnail along with a lock mark EN such a file will not be accompanied by a text mark P K e When a PDF file bears digital signatures a digital signature mark is displayed on the thumbnail Mouse Operations Click the Thumbnail image The file is selected Double click the Thumbnail image The associated application is started and the file is opened eo If the file is PDF Adobe Acrobat is started Select a Thumbnail and click the File The file name can be changed dalin Press the Enter key to confirm your entry Select a Thumbnail and click the Page The page displayed can be changed number Type the current pa
53. le 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 Ale 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 Gr In ScanSnap Organizer if Folder is pasted directly under the My ScanSnap folder it is changed to Cabinet Conversely if Cabinet is copied moved into another Cabinet or Folder it is changed to Folder 3 3 Converting PDF Files into Searchable Ones ScanSnap Organizer is capable to convert PDF files scanned with the ScanSnap into Searchable PDF This section describes how to perform the conversion For information about the Searchable PDF see page 73 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 Adobe Acrobat e For files protected by s
54. mber Click Y to show the drop down list of consecutive numbers You can select a one to six digit number 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 4 Click the OK button GG The selected file is renamed The file extension is not changed when the file name is changed 69 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 ScanSnap Settings Ze button on the toolbar You can also open the dialog box by selecting ScanSnap 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 Tor ITAGE Scores SCAN Button Setting Lenm CIick Menu Moce select o profile Standard Add Profile Edit Profile Change scan and save settings Application Save scanning File option Faper size Compression Specity the scanning mode you would like to use Image quality Normal Fastest Color mode scanning side le Duplex Scan Double sided soo const zm Go The changes you made are saved L e Depending on the ScanSnap model you are using the setup dialog box may differ from
55. n 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 19 PDF file Search lt Ctrl S gt Searches PDF files Fy ScanSnap Organizer Search PDF files Enter search words T Only the fully matching words are searched for Location DI My ScanSnap D E Search all PDF files embedded with text information The search result will be shown in Adobe R Acrobat R Search Close Help e Enter search words Enter the 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 details refer to Help in Adobe Acrobat 0 d _ The Search function is available only when Adobe Acrobat 7 0 or later is installed on your 6 computer 20 lt Action menu gt Sc
56. nformation The search result will be shown in Adobe R Acrobat R sean 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 gt 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 LST 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 Shortcut 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 sh
57. nging Files eee 13 EE 14 ET 11 67 A EE 24 56 78 EE ee E 24 59 61 SCANNING DEE 31 ScanSnap Le e E 4 ScanSnap Settings e e 25 27 EE eh E 20 24 51 Searchable PDF Files 73 Send files by Email 24 56 Shortcut to tolder ees 11 24 52 Starting ScanSnap COrgantzer ees 6 SAIS EE 18 45 System Requirements ee e ee 5 T TE A a 26 27 Textual information eee 38 73 Bai Vin e UR 12 26 27 Thumbnail SIZ E 13 TPRUMDM All TOP ME 26 Thumbnail view 9 13 26 rere 24 25 TOOS VTT EE 21 U LOCALS E T1 V VIEW MENU nia oie hee eek ee 12 W Windows Vista 4 35 41 44 ScanSnap Organizer User s Guide P2WW 2300 01ENZO Issue Date May 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
58. nts 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 ef In case of a conversion failure do either of the following L Perform text recognition in Adobe Acrobat 2 When 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 File list KS Sc nSnap Organizer PDF Conversion List File Edit PDF Conversion History Tools Hep My ScanSnap My ScanSnap My ScanSnap My ScanSnap My ScanSnap My ScanSnap Conversi Not ScanSnap made PDF Waiting 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 16 2006 3 56 11 16 2006 3 56 Number of files 5 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 Conv
59. o 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 21 Delete shortcut to Deletes the shortcut to the selected folder folder Import Lotte files in other folders to the selected folder kg Copies the selected files to other folders 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 Et Exits ScanSnap Organizer 11 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 Ctrl X gt Cuts the selected file Folder or Cabinet Copy 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 Shows the file name under the displayed thumbnail if it is checked when Thumbnail View
60. oad and installation of the program appears 71 Q lf the latest update has already been installed the message below appears ScanSnap Organizer 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 Click the Install button ScanSnap Organizer Download is completed Click the Install button Install button Starts the installation Information button Shows the update information L D When you click the Information button Internet Explorer opens and information about the 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 1 What is a searchable PDF file When a paper document is scanned and stored in the form of PDF file all information 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 Image PDF e ABCDEF ABCDEF This image cannot be searched for character strings This being the case you process the image data with OCR text recognition software to retrieve textual information from the image and transparently superimpo
61. obe Acrobat e You cannot print PDF files that are not allowed printing 61 3 11 Converting into Word Excel PowerPoint files This section explains how to convert the selected PDF file into Word Excel PowerPoint file To use this function you need to install ABBY Y FineReader for ScanSnap 3 0 or later in advance 1 In File view select a PDF file you want to convert into the Word Excel PowerPoint file VE icon ABBYY T Scan2Excel ih icon or ABBYY Scan2PowerPoint icon in the Action menu 2 Drag the selected file on ABBYY Scan2Word WM ScanSnap Organizer My ScanSnap File Edit View PDF file Action Tools Help EEPE C www gea Aube SR lai My ScanSnap z e d Color Image Scanner E New cabinet 1 Ge e KC Folder 1 S510 i Folder 2 Scans apy J E New Cabinet 2 d 17 001 pd 003 pdf SI Action ScanSnap P mer fe Scan2E mail weg S CO i weet Scan2Print We D d 7 ABBYY Scan2Word d Gh anew scanzexcel ee CR ARR ScanzPowerPoint d Ww 171 Ww 004 pdf 005 pdf O06 pdf Date Created 11 21 2006 2 45 PM Size 533KB NamefAscending gt The ABBYY FineReader for ScanSnap TM 3 0 dialog box appears and conversion into Word Excel PowerPoint starts et You can also convert PDF files by either of the following procedure e Click the ABBYY Scan2Word icon By ABBYY Scan2Excel icon K or AB
62. of the following 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 will be one of the following If Result is 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 PDF file is being used by another application and the name of the file is moved to the last of PDF Conversion List Check if 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 being used by failure another application or access 19 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 43 install additional memory disk full There is not enough space in the disk drive in which the folder including PDF files the u
63. ognized letters Superscript and subscript If Japanese is selected as a recognition language the following parameters may also not be inherited from the originals during conversion Font and size of characters Character spacing and line spacing Underline bold and Italic Note that Scan2PowePoint does not support conversion in the Japanese language e The following types of documents may be misrecognized If so change the Color mode to Color and or increase the resolution Image quality to improve the results of conversion Documents containing handwritten characters Text including small characters smaller than 10 points Skewed documents Documents in languages other than the specified language Documents containing characters written in an unevenly colored or patterned background Characters to which effects such as Shadow Outline and Shading are applied Documents of complex layout and documents including unreadable characters It may take an extended period of time to convert these documents e ABBYY FineReader for ScanSnap can text recognize only PDF files that are created by using the ScanSnap but it cannot text recognize PDF files created by using Adobe Acrobat or other applications e Files that can be converted to Word Excel PowerPoint are only the PDF files scanned with ScanSnap and not protected by the security other than Permissions Password such as Document Open Password
64. on 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 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 18 Convert into You can set the setting so that PDF files added to the My ScanSnap Searchable PDF folder are automatically converted into searchabl
65. ortcut and click the OK button Browse for Folder Select target Folder 11 Cookies Sy Desktop Gsm Favorites B A My Documents F My Music My Pictures 2 IS My ScanSnap X IC Cabinet 1 E software cm l Indater GG Ca Jess in the Options dialog box cannot be created The path is set to the My ScanSnap wy The shortcut to the My ScanSnap folder which is specified on the General Settings tab folder under My Documents by default See page 21 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 PDF file Action Tools Help DAMPF CERAR ATESA ls My ScanSnap F Scan Snap Color Image Scanner e New Cabinet 1 P 510 TR VC Folder 510 v KC Folder Scansnap Color Image Scanner Nen DUPLE G Folder to access Scansnap 52 3 6 2 Deleting Shortcuts to Folders 1 Select the shortcut you want to delete on Folder view i ScanSnap Organizer My ScanSnap File Edit Men PDF file Action Tools Help Ber FO SAR Rea dR 9 SA DI My ScanSnap ge ScanSnap Color Image Scanner LI E New Cabinet 1 ked sls Folder1 Ke 0 fF Folder2 ScanSnap Color Image Scanner lt d VE Ln U OUT LE Ki Folder to access ege 2 Select Delete shortcut to folder from the
66. p Color Image Scanner New Cabinet 1 Gem ff KC Folder 1 S510 i Folder 2 ScanSnap Color Image Scanner E New Cabinet 2 Ain eege 001 pdf US Action Scansnap G Scansnap E Scan2E mail seen SC V ABBYY Scan2Word Ka ABBYY Scan2Excel ABBYY Scan2PowerPoint 1 1 11 1 1 004 pdf 005 pdf O06 pdf Date Created 11 21 2006 2 45 PM Size 533KB Name Ascending e Scanned images are saved in the My ScanSnap folder which is specified on the General et Settings tab in the Options dialog box See page 21 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 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 folder purchasing a new shelf Cabinet and a new document tray Folder and classifying et The idea is similar to arranging a big pile of documents files in the room My ScanSnap L them according to purposes for which the documents are used 1 Click the Create new cabinet UZ button on the toolbar Or on the File menu select New gt Cabinet gt Under the My ScanSnap folder in Folder view New Cabinet is created Di ScanSnap Organizer File
67. p processing and display error message If an error occurs during conversion an error message is displayed and text 38 recognition is stopped halfway lt 4 s e If Execute when the computer is idle is selected errors are ignored and conversion 1s 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 OK File converting DUT pdf Processing status Il Converting 1 1 File 1 5 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 O Detailed information Help 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 iDate 11 20 2006 9 35 AM File 001 pdf Path mMy Scansnap Result ork Format View Help 39 How to interpret the Log e The results o
68. ral Options tab in the ABBYY FineReader for ScanSnap TM 3 0 setup window Start gt All Programs gt ABBYY FineReader for ScanSnap TM 3 0 gt ABBYY FineReader for ScanSnap TM 3 0 the PDF file is not deleted About the OCR function of ABBYY FineReader for ScanSnap e Some types of documents are occasionally misrecognized Before recognition check whether the documents you want to convert are suitable for conversion according to the following guidelines Suitable for conversion to Word Documents created by using simple page layout with one or two columns Suitable for conversion to Excel Simple tables in which every border line connects to the outside borders Not suitable for conversion to Word Documents created by using complex page layout comprised of diagrams tables and letters such as a brochure magazine and newspaper Not suitable for conversion to Excel Documents containing tables without borders complex tables with too many borders convoluted tables containing sub tables diagrams graphs and charts photographs and or characters written in vertical direction Diagrams graphs and charts photographs and characters written in vertical direction are not reproduced e The following parameters may not be inherited from the originals during conversion It is recommended that the converted documents be opened with Microsoft Word Microsoft Excel or Microsoft PowerPoint to correct or edit misrec
69. 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 PowerPoint are registered trademarks of Microsoft Corporation in the United States and or other countries Word and Excel are products of Microsoft Corporation in the United States Adobe the Adobe logo and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated Intel and Pentium are registered trademarks 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 ABBY Y TM FineReader 7 x Engine ABBYY Software House 2005 OCR by ABBYY Software House All rights reserved ABBYY FineReader are trademarks of ABBY Y Software House How Trademarks Are Indicated In This Manual The following abbreviated terms used in this guide are described Windows 2000 Windows XP Windows Vista
70. ry 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 An internal error occurred Retry conversion 40 If Result is except not ScanSnap PDF The PDF file was not created with the ScanSnap ScanSnap Organizer cannot convert it into searchable PDF PDF with password The PDF file is password protected and cannot be 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 to convert 2 The Conversion_Log file Conversion_Log log is overwritten to be stored in the 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 Windows XP and Windows 2000 Drive name such as C Docume
71. s are displayed with the text mark La in yellow 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 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 Documents including texts written in Italic characters 47 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 in
72. s idle is selected errors are ignored and conversion 1s 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 A 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 Iw Display conversion list Other settings Language for conversion to searchable files English Cancel 15 Convert into Searchable PDF Execute Continued e Target pages 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 The first page only Only the first page is 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 f
73. s on the Scan2Print Print dialog box have priority over the settings on this properties Copies You can specify the number of copies you want to print Select a number between 1 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 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 OK button Clicking this button prints images by using settings selected in this dialog box Cancel button Clicking this button cancels all changes made in this dialog box and quits the printing process 60 3 Click the OK button to start printing with the printer you selected If you click the Cancel button the printing is canceled Printing files including files that cannot be thumbnailed 1 In File view select the file Ga 2 Drag the selected file on the Scan2Print icon in the Action menu gt The confirmation dialog box appears ScanSnap Organi
74. se 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 toa searchable PDF file with textual information Retrieve textual data from the image ScanSnap ScanSnap Image Le PDE Itis searchable because textual information is ScanSnap a _ Only files scanned with the ScanSnap can be converted 7 For details on how to convert PDF files into searchable PDF files see 3 3 Converting PDF Files into Searchable Ones page 37 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 The File option tab on the ScanSnap Manager Target Pages All pages or the First page e Itcan 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 Settin
75. ser 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 internal error occurred Retry conversion If Result is except not ScanSnap The PDF file was not created with the ScanSnap ScanSnap PDF Organizer cannot convert it into searchable PDF PDF with The PDF file is password protected and cannot be converted into password searchable PDF Cancel the password before retrying conversion PDF with The PDF file is bearing a digital signature ScanSnap Organizer digital does not convert it into searchable PDF Otherwise the digital signature signature becomes invalid not PDF The file is not PDF ScanSnap Organizer cannot convert it into bet searchable PDF This result is displayed only when you specify more than one file to convert it is not displayed if you specify folders The log of PDF file conversion results is kept in the Job History file 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 Conver
76. sion 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 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 44 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 SEE File Edit PDF Conversion History Tools Help File name Folder name Status Cause Date Listed Date Finished My ScanSnap Conversi Not ScanSnap made PDF 11 16 2006 3 58 11 18 2006 3 56 002 pdf My ScanSnap Waiting 1 11 18 2006 3 56 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 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
77. t See page 21 3 9 Sending Files by E mail This section explains how to send the selected files attached to e mail 1 2 Drag the selected file on Scan2E mail In File view select a file you want to attach to an e mail message icon in the Action menu ai ScanSnap Organizer My ScanSnap SEE De Edit view PDF file Action Tools Help S Clr HEH ek Rea ARH S SRA ui My ScanSnap e d Color Image Scanner fe New Cabinet 1 gn CC Folder 1 510 Folder 2 el New Cabinet 2 11 001 pdf 002 pdf Scansnap TR Action ke ScanzPrint V aBB YY Scan2Word Eh ABBYY Scan2Excel V ABBYY Scan2PowerPaint Scansnap 510 1 1 005 pdf O06 pdf Date Created 11 21 2006 2 45 PM Size 533KB Name Ascending gt The e mail program specified in Internet Explorer opens with the selected files attached to a message You can also open the e mail program with the selected files attached by either of the D following procedures e Click the Scan2E mail button on the Toolbar e Click the Scan2E mail icon in the Action menu e Right click on the selected file and click Action gt Scan2E mail in the pop up menu e In the menu bar select Action gt Scan2E mail 56 3 When the Scan2E mail Set a password dialog box appears enter the password and click OK S Scan2E mail Set a password Set a password for POF files Passwor
78. tartup Cancel Help 2 Mark the Automatically make PDF files searchable after the PDF files are added to the My ScanSnap folder checkbox 3 Select the Language for conversion to searchable files 4 Mark the Skip pages with embedded textual information checkbox if you want to convert only pages not yet made searchable 5 If 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 6 Click the OK button gt The Options dialog box closes Q e Ifthe 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 e 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 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 e If you mark the Skip pages with embedded textual information checkbox you can shorten the processing period because it skips Conversion on pages already made searcha
79. tes the selected file folder or Cabinet ScanSnap Settings Displays the ScanSnap Manager Settings Ge Pop up Thumbnail CY Pops up the thumbnail selected when Thumbnail View is used 25 2 2 3 Thumbnail View Thumbnail Large Medium Small Dp P File name Page Forward Backward button If a file has multiple pages you can page forward to any page to see the thumbnail Thumbnail Top Shown when a thumbnailed page of a PDF file when is searchable Indicates a password protected file Indicates a file with digital signatures Thumbnail image Displays a miniature image of the file UU 3 pdt 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 002p pdf ay ar e PJ Ee Name Ascending 26 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 Adobe Acrobat icon is displayed with a lock mark di 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 ADocument Open Password is the same as a fixed password which is set in the PDF fi
80. w to change the settings refer to 3 4 Configuring Automatic Conversion Settings of PDF Files on page 49 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 gt The ScanSnap Organizer window appears R ScanSnap Organizer My ScanSnap File Edit Yiew PDF file Action Tools Help Bie F O See RAW ESS sd 510 Scansnap Color Image Scanner Color Image Scanner UZ New Cabinet 1 Folder 1 Folder 2 B New Cabinet 2 E ABBYY Scan2 Word Gi ABBYY Scan2Excel Eh ABBYY Scan2PowerPoint 141 141 001 pdf 002 pdf Scansnap 510 Scansnap Scan snap 510 141 141 004 pdf 005 pdf O06 pdf NamefAscending 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 NM ScanSnap Organizer My ScanSnap Automatically convert added PDFs into searchable PDFs File Edit View PDF fie Action Tools Help SEH F C C 8 Re Ah S amp R 2 2 Operatin
81. you use after scanning and then you scan documents For the details see the ScanSnap S510 Operator s Guide or ScanSnap Upgrade User s Guide Q There are two setting options for the SCAN button 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 gt gt The Scan and Save Settings dialog box appears 29 2 Select ScanSnap Organizer from the Application drop down list on the Application tab ScanSnap Manager Scan and Save Settings Stan Snap or Image Scarnne SCAN Button Setting Left Click Menu Mode Select a profile Standard Add Profile Edit Profile Change scan and save settings Cl Select the application you would like to use Application ScanSnap Organizer X Add or Remove Help Cancel Apply the image above For details on how to set the ScanSnap setting refer to ScanSnap 510 Operator s Guide or ScanSnap Upgrade Users Guide that comes with the product Q Depending on the ScanSnap model you are using the setting dialog box may differ from 3 Click the OK button gt The Scan and Save Settings dialog box closes 3 1 2 Scanning 1 Load the document onto the scanner
82. zer Scan Print Some of the selected files cannot be printed by using the print Function of ScanSnap Organizer because they cannot be thumbnailed The selected Files will be printed with applications associated with their file extensions IF wou want to select a printer to use click Wo to Finish the operation and then start applications associated with File extensions Q You can also open the Scan2Print dialog box by either of the following procedure Click the Scan2Print button on the Toolbar T Click the Scan2Print icon a in the Action menu Right click on the selected file and click Action gt Scan2Print in the pop up menu e In the menu bar select Action 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 S 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 specify the password in the password dialog box in Ad

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