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NUANCE PAGEKEEPER PRO 3, User Manual

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 39

Chapter 4

Organizing and Working

with Documents

This chapter describes how to organize and work with documents in 
PageKeeper. 

Please continue reading for information on these topics:

• Adding Documents to PageKeeper

• Organizing Documents

• Automatically Organizing Documents

• Viewing Documents

• Annotating Documents

• Opening Documents

• Printing, Faxing, and Mailing Documents

To familiarize yourself with PageKeeper, go through the Getting Started 
exercises in Chapter 3. For the most complete information on working in 
PageKeeper, please use its online Help. See “Getting Online Help” on 
page 3 for more information.

Summary of Contents for PAGEKEEPER PRO 3

Page 1: ...PageKeeper Pro User s Manual...

Page 2: ...ould know how to work in the Microsoft Windows environment Please refer to Windows documentation if you have questions about how to use menu commands dialog boxes scroll bars edit boxes and so on Page...

Page 3: ...Keeper 9 Registering PageKeeper 10 Chapter 2 Introduction to PageKeeper PageKeeper Features 12 PageKeeper User Interface 14 PageKeeper Desktop 14 PageKeeper View 15 PageKeeper Find 16 PK Scan Button 1...

Page 4: ...pening Documents in Their Own Applications 65 Opening Web Pages 65 Opening Documents in Other Applications 66 Printing Faxing and Mailing Documents 67 Chapter 5 Finding Documents Starting a Search 70...

Page 5: ...for Use in PageKeeper Pro 91 PageKeeper Standard and Lite 3 0 Conversions 93 PageKeeper 2 0 or 2 1 Conversions 93 Visioneer PaperPort Conversions 94 Keeping Track of Document Changes 95 Performing Bac...

Page 6: ...vi...

Page 7: ...eeper Pro Manual PageKeeper Online Help The online Help contains information on features settings and procedures It has been designed for quick and easy information retrieval Please see Getting Online...

Page 8: ...d so on The following conventions are used in this manual Convention Purpose Italicized text Emphasizes menu commands dialog box options and labeled buttons For example Choose Open in the File menu Em...

Page 9: ...are in the PageKeeper desktop PageKeeper View or PageKeeper Find Context Sensitive Help You can get on the spot information about a particular PageKeeper command toolbar button or dialog box option in...

Page 10: ...ion about the software including known problems and work around solutions To open this file after installing PageKeeper click Start in the Windows taskbar and choose Programs Caere Applications Caere...

Page 11: ...starting PageKeeper Please continue reading for information on these topics Minimum System Requirements If You Have a Previous Version of PageKeeper or Visioneer PaperPort Installed Installing PageKee...

Page 12: ...available disk space exceed the minimum requirements If You Have a Previous Version of PageKeeper or Visioneer PaperPort Installed PageKeeper Pro can convert document databases from these versions of...

Page 13: ...re installing PageKeeper Make sure your scanner is connected turned on and compatible with your system Close all other applications especially anti virus programs Log into your computer with administr...

Page 14: ...PageKeeper has been installed by clicking Start in the Windows taskbar and choosing Programs Caere Applications Caere Documents Scanner Setup Notes After installation you can use Caere Scan Manager to...

Page 15: ...Windows desktop PageKeeper takes some extra time to launch the very first time it starts because it customizes the Application toolbar with the applications that it finds installed on your system Pag...

Page 16: ...sted on the screen and then click Next 4 Follow the instructions on the screen PageKeeper decides on the best method of registration according to your country and computer system It may try using your...

Page 17: ...et files and Web pages by adding them to PageKeeper s folder system Once you have added documents to PageKeeper you can organize them into folders arrange related documents into groups preview and cop...

Page 18: ...documents by searching for words and other criteria See Adding Existing Documents to PageKeeper on page 44 for more information Watching Folders for New Documents to Manage Use the Folder Watch featur...

Page 19: ...opening it in PageKeeper View The first occurrence of a search word is highlighted Use the Go to Next Search Word or Go to Previous Search Word commands in the Edit menu to navigate through the rest...

Page 20: ...er Desktop PageKeeper View PageKeeper Find PK Scan Button PageKeeper Desktop The PageKeeper desktop displays all of the folders and documents it contains The top level folder is named My Folders Pleas...

Page 21: ...s are stored in PageKeeper View they do not affect your actual documents You can also copy the content of documents to the Clipboard and open documents in other applications from PageKeeper View Pleas...

Page 22: ...The PK Scan button is one way that you can scan paper documents into PageKeeper When you open the PK Scan button it sits on the Windows desktop Please see page 42 for more information on scanning wit...

Page 23: ...affect the ability to select other settings For example if you select PCX as the file format for saving images in the New Documents tab you will not be able to select the setting for saving multiple p...

Page 24: ...uments to be opened when you double click them Select options for removing and renaming documents Select options for scanning multiple pages and using an ADF Select brightness and contrast settings fo...

Page 25: ...ttings for adding new documents to PageKeeper Select the main language in the document you are scanning or adding This setting is used for OCR Select any additional languages that are in the document...

Page 26: ...drives that you want PageKeeper to watch for incoming documents Detected documents will be automatically added to PageKeeper s default folder Please see page 45 for more information on adding documen...

Page 27: ...cludes the following exercises to help familiarize you with PageKeeper Getting Started Exercise 1 Add a Document to PageKeeper Exercise 2 Work with Folders Exercise 3 Work in PageKeeper View Exercise...

Page 28: ...rst time it starts because it customizes the Application toolbar with the applications that it finds installed on your system PageKeeper s top level folder is named My Folders This contains another fo...

Page 29: ...s exercise you are adding a document to the Sample folder 2 Choose New Document from Disk in the File menu The Add to PageKeeper dialog box appears 3 Locate PageKeeper s installation folder The defaul...

Page 30: ...View 8 Choose Exit in the File menu to close PageKeeper View You can set up a Folder Watch in PageKeeper so that it monitors selected folders on your computer s hard drive and network drives Folder Wa...

Page 31: ...in PageKeeper 2a Create a Folder Follow these instructions to create a folder 1 Click the My Folders folder on the left area of the PageKeeper desktop to open it You can create new folders anywhere in...

Page 32: ...contents of the Sample folder are displayed in the right area of the desktop 2 Select the document named Fruit Report by clicking it once 3 Hold down the Ctrl key and click the following so they are a...

Page 33: ...Work with Folders Getting Started Exercises 27 6 Choose Paste in the Edit menu The selected documents are placed in the Fresh Fruit folder For more information on organizing documents in PageKeeper s...

Page 34: ...will file documents based on their content 1 Click the My Folders folder on the left area of the PageKeeper desktop to open it 2 Choose New Smart Folder in the File menu The New Smart Folder dialog b...

Page 35: ...ranges folder to open it The Smart Folder should contain the Fruit Report Fruit Online Sales Forecast and Sales Memo documents The online PageKeeper Manual will also be filed in this Smart Folder beca...

Page 36: ...esh Fruit folder 2 Select the document named Fruit Online 3 Choose Open in PageKeeper View in the File menu The document opens in PageKeeper View 4 Double click the yellow Post it Note to open it 5 Cl...

Page 37: ...iew button in the Action toolbar The document opens in PageKeeper View 4 Click the Post it Note button in the Annotation toolbar 5 Click anywhere in the content area of the document to create the Post...

Page 38: ...rk in PageKeeper View 32 Chapter 3 8 Double click the text icon to open the Post it Note 9 Click outside the Post it Note box to close it again 10 Choose Exit in the File menu to close PageKeeper View...

Page 39: ...OCR on Images on page 96 1 Open the Fruit Report document in PageKeeper View 2 Click the Select Content button in the Annotation toolbar 3 Hold down your mouse button and drag the mouse pointer to se...

Page 40: ...groups 4a Clip Documents Together 1 Open the Fresh Fruit folder you created in exercise 2a 2 Select the Fruit Report document 3 Hold down the Ctrl key and select the Fruit Online document and the Sale...

Page 41: ...ls on the left side of the viewer to display different documents in the clipped group 4 Choose Exit in the File menu to close PageKeeper View 4c Unclip Documents 1 Open the Fresh Fruit folder 2 Select...

Page 42: ...n PageKeeper based on a search word 1 Open the My Folders folder PageKeeper Find defaults to the folder you currently have open as the starting point for a search Starting from My Folders means PageKe...

Page 43: ...ccurrence of the search word is highlighted in the document 6 Choose Go to Next Search Word in the Edit menu to locate the next occurrence of the search word in the document 7 Choose Exit in the File...

Page 44: ...Exercise 5 Find a Document 38 Chapter 3...

Page 45: ...to PageKeeper Organizing Documents Automatically Organizing Documents Viewing Documents Annotating Documents Opening Documents Printing Faxing and Mailing Documents To familiarize yourself with PageK...

Page 46: ...are linked to the location where the documents reside on your computer similar to Windows shortcuts During the process of scanning or adding a document to PageKeeper a temporary thumbnail is displayed...

Page 47: ...he PageKeeper desktop 1 Open the PageKeeper folder where you want to add the scanned document 2 Place the document you want to scan in your scanner 3 Locate the Scan button in the Action toolbar and s...

Page 48: ...the currently open folder To scan with the PK Scan button 1 Choose Start Programs Caere Applications PageKeeper Scan in the Windows taskbar to open the PK Scan button 2 Place the document you want to...

Page 49: ...pages 7 Click Yes to continue scanning additional pages be sure to put the next page in the scanner first Or click No to end the scanning session and add the scanned document to PageKeeper The scanne...

Page 50: ...processing and spreadsheet files to PageKeeper s folder system When you add documents to PageKeeper you are not adding actual physical files You are creating links to wherever the files exist on your...

Page 51: ...area of an image from any graphic application that supports OLE drag and drop onto a PageKeeper folder The dragged image will be saved as a file using the options specified in the New Document sectio...

Page 52: ...olders you want PageKeeper to watch For example you might want to select the My Documents folder on your hard drive You can Ctrl click to select multiple folders PageKeeper only watches the top level...

Page 53: ...default folder immediately PageKeeper will continue to watch the selected folders and add documents as they are detected Adding Web Page Links to PageKeeper If you have access to the World Wide Web y...

Page 54: ...lso use the shortcut icons that are available in some versions of Microsoft Internet Explorer and Netscape Navigator to add Web pages to PageKeeper Drag the icons onto the PageKeeper application icon...

Page 55: ...tomatically Organizing Documents on page 56 The rest of this section describes organizational tasks including Creating Folders Clipping Documents Together Rearranging Items Renaming Items Removing Ite...

Page 56: ...ally Organizing Documents on page 56 Clipping Documents Together Documents can be associated in PageKeeper by clipping them together For example if you did an expense report in your spreadsheet applic...

Page 57: ...ed group if desired To view all the documents in a clipped group open it in PageKeeper View See Viewing Documents on page 60 for more information You can also clip documents and existing clipped group...

Page 58: ...remove an individual document from a clipped group 1 Double click the clipped group to open it in PageKeeper View 2 Click the thumbnail of the document you want to remove from the group 3 Choose Remo...

Page 59: ...without taking up additional hard disk space The only time an action will be independently applied to one instance of a clipped group is if you unclip it Other copies of the clipped group will remain...

Page 60: ...ide the selected item s name box to make it active 3 Type in the desired name 4 Press the Enter key or click outside the item s name box If there are copies of a document or clipped group in other Pag...

Page 61: ...item is removed Copies in other folders and the actual physical file remain as is To remove all occurrences of a document or clipped group from PageKeeper and your computer 1 Select the document or cl...

Page 62: ...h as with the Folder Watch feature can be either copied or moved to applicable Smart Folders Select your preference in the New Documents tab of the Options dialog box However documents in other folder...

Page 63: ...ed in a results list 7 Make any desired adjustments to the criteria 8 Click Save Smart Folder when you are satisfied with the criteria you have specified A Smart Folder icon appears on the PageKeeper...

Page 64: ...Smart Folder dialog box appears 5 Specify the desired criteria for the Smart Folder in the Content Properties and Image tabs The options in these tabs are identical to the ones in PageKeeper Find Ple...

Page 65: ...m that you want to modify A separate dialog box appears in which to make changes for that item To delete an item select it and then press the Delete key 4 Add criteria as desired using the Content Pro...

Page 66: ...eeper View button in the Action toolbar PageKeeper View opens If you selected multiple documents each document is displayed in a separate viewer If you selected a clipped group all documents in the gr...

Page 67: ...To copy the contents of a document to the Clipboard 1 Open the document in PageKeeper View 2 Click the Select Content button in the Annotation toolbar 3 Select the area of the document you want to co...

Page 68: ...nnotations The annotations that you make on documents in PageKeeper View do not affect the actual physical documents Annotations are only visible in PageKeeper View To add Post it Notes to a document...

Page 69: ...ee page 64 for more information 3 Click the Select Annotation button or another annotation button to turn off the highlighting tool To draw lines 1 Click the Line button in the Annotation toolbar 2 Dr...

Page 70: ...ou are done selecting options The selections that you make will be applied to all future annotations Current annotations will not be altered To delete annotations 1 Click the Select Annotation button...

Page 71: ...original application by its file name extension and the application that is associated with that extension in Windows You can open a document in its original application in the following ways Choose...

Page 72: ...e set for the application and the file types it supports You can set up an application to try and open all documents in their native file types or to convert documents to different file types See Cust...

Page 73: ...axing from the document s source application Documents printed or faxed from PageKeeper will appear as they would in PageKeeper View To print a document or clipped group 1 Select the document or clipp...

Page 74: ...information and then send the fax To mail a document 1 Select the document or clipped group you want to mail If a clipped group of documents is open in PageKeeper View click the thumbnail of the docu...

Page 75: ...can be as simple as typing in a word and clicking a button Or you can set up sophisticated searches by specifying multiple criteria to find such as words and phrases names dates file types and other...

Page 76: ...u can open PageKeeper Find in the following ways Click the PageKeeper Find button on the Action toolbar Choose PageKeeper Find in the Tools menu Click Start in the Windows taskbar and choose Find Page...

Page 77: ...l hints on searching with PageKeeper 3 Click Find Now when you have specified all of the desired search criteria The PageKeeper Find window expands to display a list of all the documents that it finds...

Page 78: ...iple word entries Select Treat text as a phrase if you want to require that all search words be found in their exact order This excludes stopwords such as and on or the which are ignored during a sear...

Page 79: ...to your search criteria To show search results by their relevancy choose Arrange Icons by Relevance in the View menu Locating Search Words in Retrieved Documents If you open a document in PageKeeper V...

Page 80: ...in the Properties tab and click Add Criteria Then you would enter the second document s name and click Add Criteria This search would only be possible using the default should search operator See Cha...

Page 81: ...Keeper Find tabs are cleared so you can enter additional criteria 4 Specify additional criteria in the desired tabs and click Add Criteria 5 Repeat step 4 to continue adding criteria as desired 6 Clic...

Page 82: ...criteria in the criteria tree To modify search criteria in the criteria tree 1 Click Show Criteria if PageKeeper Find is not already expanded to show the criteria tree The PageKeeper Find window expan...

Page 83: ...in the shortcut menu The selected item disappears Changing the Search Conditions The should must must not search operators determine the conditions for your search Should means that PageKeeper will r...

Page 84: ...PageKeeper Find 1 Click Show Criteria if PageKeeper Find is not already expanded to show the criteria tree The PageKeeper Find window expands to display a tree view of all the criteria you have entere...

Page 85: ...show the criteria tree The PageKeeper Find window expands to display a tree view of all the criteria you have entered so far 2 Select the desired item in the criteria tree and drag it under the desir...

Page 86: ...fit that criteria To save search criteria to a search file 1 Open PageKeeper Find and specify the desired search criteria 2 Choose Save Search in the File menu Or click the Save Search button in the S...

Page 87: ...Select the desired options for the Smart Folder and click OK The Smart Folder is saved and you are returned to PageKeeper Find For more information on Smart Folders see Automatically Organizing Docume...

Page 88: ...r will retrieve documents that contain the specified criteria but will not require that criteria if other criteria are satisfied See Changing the Search Conditions on page 77 for more information Cont...

Page 89: ...mple the search word color would retrieve only its exact match color Select the second level in the sliding scale to allow for variations of the same root word in your search text For example the sear...

Page 90: ...ords If any words are separated by more than the specified number then they will not satisfy the search criteria For example if you want to find certain words within the same sentence you would enter...

Page 91: ...Greater than condition and then enter the number that you want to use for comparison Document date Use the drop down lists to specify the created or modified dates you want to find You can select gen...

Page 92: ...k in tab in PageKeeper Find to specify the starting point of your search within PageKeeper When you open PageKeeper Find from the PageKeeper desktop the Look in folder will be set to whatever folder w...

Page 93: ...Start in the Windows taskbar and choose Programs Caere Applications Caere Documents PageKeeper Pro Readme Please continue reading this chapter for information on these topics Troubleshooting Solutions...

Page 94: ...ry First Try these possible solutions if you experience problems using PageKeeper Make sure that your system meets all the minimum requirements listed on page 6 Make sure that your scanner is plugged...

Page 95: ...ragment your hard disk See Windows online Help for instructions Remove applications that you do not use Low Memory Problems PageKeeper may run poorly under low memory conditions This may be indicated...

Page 96: ...ver supplied by the scanner manufacturer Make sure your scanner is turned on and connected securely before you start PageKeeper Some scanner drivers must be loaded at startup In this case restart your...

Page 97: ...eKeeper 2 0 2 01 and 2 1 Visioneer PaperPort Deluxe 4 0 and 5 1 5 3 Converting these databases to PageKeeper Pro is an automated process but it may take some time You will be able to use your computer...

Page 98: ...ageKeeper 2 x and Visioneer PaperPort all at the same time If the conversion options for PageKeeper Standard Lite or PageKeeper 2 x are not selectable and you have those databases on your computer use...

Page 99: ...r text annotations which are converted to Post it Notes PageKeeper 2 0 or 2 1 Conversions Please read this section before converting a PageKeeper 2 x database to PageKeeper Pro When you are ready to s...

Page 100: ...ved as clipped groups in PageKeeper Pro Links to external files external file indexes are not preserved during conversion However you can use PageKeeper Pro s Folder Watch feature to quickly add links...

Page 101: ...are preserved as is and put into the document s properties dialog box Keeping Track of Document Changes As you make changes such as edits to content to documents PageKeeper automatically updates their...

Page 102: ...aracter recognition OCR is selected in the Scanner section of the Options dialog box OCR allows you to do the following Find images based on their textual content Find specific text in an image that i...

Page 103: ...together text characters or dark backgrounds Darken the setting for thin broken text characters Use High Quality Images Try to scan original documents rather than photocopies Typeset high quality prin...

Page 104: ...nt for Editing in the File menu to open the original document in its own application The document s application must be installed on your computer to open the document If you open a PK Send File from...

Page 105: ...application icon onto the Application toolbar If PageKeeper does not recognize the application you will be prompted to select properties for it in the Application Properties wizard To change the prope...

Page 106: ...lication button from the toolbar 1 Place your mouse pointer over the application button and click your right mouse button 2 Choose Delete application name in the menu that appears The application butt...

Page 107: ...s the document type In this example it is a Microsoft Word document This icon above a thumbnail means the document is an image file that has text information available through OCR This icon above a th...

Page 108: ...ur screen the icon is located at the bottom If you cannot find the PageKeeper Jobs icon the application may be closed See page 103 for ways to restart it 2 Double click the PageKeeper Jobs icon Or cli...

Page 109: ...in the Jobs menu The job disappears from the list and will not be processed 4 Choose Hide Jobs in the Jobs menu to hide PageKeeper Jobs To pause processing of all jobs 1 Locate the PageKeeper Jobs ic...

Page 110: ...PageKeeper Jobs application if it is open If so click Yes to confirm you want to close it 5 Click Yes to confirm that you want to remove the application 6 Restart your computer when uninstallation is...

Page 111: ...first To uninstall Caere Scan Manager 1 Exit PageKeeper 2 Click Start in the Windows taskbar and choose Settings Control Panel 3 Double click Add Remove Programs 4 Select Caere Scan Manager and click...

Page 112: ...106 Chapter 6...

Page 113: ...3 Capturing Web pages 47 Changes keeping track of 95 Changing criteria for Smart Folders 59 properties of application buttons 99 the conditions for searching 77 your scanner selection 8 Checking PageK...

Page 114: ...xcluding from Folder Watch 47 Files adding to PageKeeper 44 Filing documents automatically 56 Finding documents 69 by content 82 by image attributes 85 by properties 84 sample exercise for 36 search t...

Page 115: ...documents 60 PageKeeper 2 x conversions 91 described 93 PageKeeper Find 16 options 82 search tips 72 starting a search 70 PageKeeper Jobs 102 PageKeeper Standard or Lite conversions 91 described 93 P...

Page 116: ...ails representing 101 Spreadsheet files adding to PageKeeper 44 Starting a search 70 Starting PageKeeper 9 Starting point for your search 86 Stopwords described 72 Storing search results 73 STP files...

Page 117: ...111 Windows NT and virtual memory 89 memory requirement for 6 Word matching 83 Word processing documents adding to PageKeeper 44 Words or phrases entering 82 World Wide Web see Web...

Page 118: ...112 Index...

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