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PaperPort Getting Started Guide 39

Now, you can quickly type and tab to each field. You can also quickly reposition
fields, insert new fields, and remove fields as necessary. After you enter data and
complete the form, save the form to the PaperPort desktop so that you can print
or e-mail the form in its entirety with its completed data.

If you have a pre-printed form, use the Print Only Fields tool to print your
responses directly onto the form.

Creating PDF Documents

PDF (Portable Document Format) files are often classified into three
different types, commonly called flavors:

•

PDF Image

•

PDF Searchable Image

•

PDF Formatted Text & Graphics (PDF Normal)

You can create one or more of these PDF flavors, depending upon your version
of PaperPort software. Refer to the PaperPort online Help for additional details.

This table lists which features are available for creating each type of PDF in
PaperPort 11 and PaperPort Professional 11:

Format

PaperPort 11

PaperPort Professional 11

PDF Image

Scan
Get Photo
Print to PaperPort
Save As
Web Capture

Scan
Get Photo
Print to PaperPort
Save As
Web Capture

PDF Searchable Image

(OmniPage required)

Scan
Get Photo
Print to PaperPort
Save As
Web Capture

Scan
Get Photo
Print to PaperPort
Save As
Web Capture
Duplicate Item

PDF Formatted Text &
Graphics

Scan
Get Photo

Scan
Get Photo
Print to PaperPort
Duplicate Item

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Summary of Contents for PaperPort 11

Page 1: ......

Page 2: ...trademarks of Nuance Communications Inc or its affiliates in the United States and or other countries Microsoft Excel MSN Outlook PowerPoint and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and or other countries Intel and Pentium are trademarks or registered trademarks of Intel Corporation or its subsidiaries in the United States and other c...

Page 3: ...PaperPort item thumbnails 13 PaperPort page thumbnails 15 Two part desktop 15 The Page View window 16 Customizable toolbars 17 Acquiring Items 17 Scan to the PaperPort desktop 18 Set up your scanner with PaperPort 19 Using Scan Profiles 19 Print to PaperPort 20 Capture web pages 20 Add PaperPort folders 20 Use DesktopDelivery 21 Import pictures from your camera 22 Touching Up Images 22 Scanner Enh...

Page 4: ...One Search pane 32 Use PDF Searchable Image 32 Schedule indexing tasks 33 Sharing Files 33 Sending Items to Other Programs 34 Use OmniPage with PaperPort 35 Customize the Send To bar 35 Adjust Send To options 36 Converting Items 37 Convert items to image formats 37 Assembling documents 37 Convert images to text 38 Filling Out Scanned Forms 38 Creating PDF Documents 39 Using ScanDirect 40 Uninstall...

Page 5: ...t Technology tools ensure that scanned documents will look great while the annotation tools let you add notes and highlights to any scanned image Installing and Activating PaperPort You can install PaperPort from a CD or from the Web The PaperPort installation program provides easy step by step instructions Follow the instructions on each screen to install the software Installation and un installa...

Page 6: ...s guide is written with the assumption that you know how to work in the Microsoft Windows environment Please refer to your Windows documentation if you have questions about how to use dialog boxes menu commands scroll bars drag and drop functionality shortcut menus and so on Using online Help The PaperPort online Help includes comprehensive information on features settings and procedures Help is a...

Page 7: ...h an Intel Pentium or higher processor Microsoft Windows 2000 SP4 or above Windows XP SP2 or above Microsoft Internet Explorer 5 5 or above 128MB of memory RAM 256MB recommended 200MB of free hard disk space for application files plus 5MB working space during installation SVGA monitor with 256 colors but preferably 16 bit color called High Color in Windows 2000 and Medium Color in XP and 800 x 600...

Page 8: ... processes providing quick access to program areas and relevant Help sections Once disabled How to Guides can be switched on again in the Help menu Improved Scanner Selection Select the scanner you want to use easily in the Scan pane without the need to run the Scanner Setup Wizard separately Scanning directly from scanner buttons Use your device buttons to scan directly into PaperPort Assign Pape...

Page 9: ...s New SETTM Tools give you more control over image quality you can set black and white points for auto enhancement and erase unwanted handwritten notes or shadows from the edge of your scanned pages PaperPort Watson A new intelligent search utility that unites the best of the PaperPort All in One SearchTM with other popular search engines including Google and MSN Desktop Search utilities Closer in...

Page 10: ... pages When you are done you can specify subject author and keywords for your items PDF MRC High Compression Now you can create scanned color or grayscale PDF files that are up to 8 times smaller than regular scanned documents Searchable PDF If you have OmniPage together with PaperPort Professional on your system you can create searchable image PDF files as well You can index search and extract th...

Page 11: ... scanning searching document assembly and the like The PaperPort desktop The PaperPort desktop appears with the Folders pane when you first start the program It displays your documents as well as the tools you can use to manage them PaperPort offers all the tools necessary to organize find and use documents and images Function pane can present Folders View menu Page Thumbnails View menu Item Prope...

Page 12: ...DF image only items You can quickly send an item to another program without leaving the PaperPort program Just drag an item onto the link icon in the Send To bar at the bottom of the desktop PaperPort supports a wide variety of programs including word processing spreadsheet fax Internet e mail graphics optical character recognition OCR and online services programs PaperPort includes a My PaperPort...

Page 13: ...ail is a small graphic representation of your document or photo Page thumbnails show pages of image items and PDF files in the Page Thumbnails pane both on your PaperPort desktop and in the PageViewer One quick way to locate your PaperPort items is to visually browse through the item thumbnails on your PaperPort desktop Thumbnails show you what s in a document without having to open it In addition...

Page 14: ...top A red line appears around an item to indicate that it is selected While working with item thumbnails you can Drag a thumbnail to reposition it on the PaperPort desktop Drag a thumbnail to a folder to move the item to that folder Drag a thumbnail to another open Workspace to move the item to that open folder Double click a thumbnail to view the item Press the Ctrl key and double click a thumbna...

Page 15: ... PaperPort Professional 11 the desktop appears split into two Workspaces top and bottom This layout gives you a better oversight necessary to organize and combine your documents more effectively even in a cross folder fashion Right click the active Workspace or use the Views button to change the way of viewing If you work with documents containing multiple pages you can use the corresponding funct...

Page 16: ...ake a closer look at your items and to touch up and annotate them You can also enlarge or reduce the view for easy reading Use the SET tools to enhance the current page image Use the Page Thumbnails pane to edit your document at page level Send To bar Inactive Workspace Function pane showing page thumbnails Desktop split Function pane showing folders Active Workspace Annotation Tools SET Tools Des...

Page 17: ...erPort s viewing editing annotation indexing OCR and file management tools For example you can Scan photos pages and other images on a scanning device Add folders to PaperPort that already contain images and documents Capture snapshots of web pages Import files from other programs on your computer Print documents from other programs to the PaperPort desktop Drag or cut and paste images and documen...

Page 18: ... is complete you will see your item on the PaperPort desktop PaperPort makes it easy to scan pages as separate items or as a multi page item To scan and collate two sided pages on your ADF scanner flip the pages when prompted click Scan Other Side and PaperPort will automatically scan and collate the pages in the correct order You can also use your scanner device buttons to scan directly into Pape...

Page 19: ...rt comes with scan profiles optimized for typical scanning tasks Choose Black and White Grayscale or Color Document or Color Photograph for best results Scan profile panels have the following tabs Profile displays the currently used scan profile SET define what enhancements you would like to run automatically Output set file format and automatically suffixed file names Scan adjust scan settings mo...

Page 20: ...pture web pages on the Internet as PaperPort Image items or PDF Image items on your PaperPort desktop These items function as convenient pointers to your favorite web sites Once you capture a web page you can view it archive it go to the actual web page on the Internet MAX items only or index the content of captured web pages Add PaperPort folders PaperPort provides an easy to use filing system fo...

Page 21: ...d using PaperPort folders Use DesktopDelivery DesktopDelivery PaperPort Professional 11 only monitors network or local folders for incoming files of specified types PDF TIFF JPEG and MAX It can also monitor e mail folders for attachments It imports these files to specified PaperPort DesktopDelivery folders i e PaperPort folders designated to receive files from a monitored folder outside PaperPort ...

Page 22: ...ral tools you can use to adjust or improve your image For example you can straighten a scanned page lighten an underexposed photograph that is too dark adjust the color in a color picture remove dirt spots from a document page clear shadows and spots from page edges or sharpen fuzzy pictures In addition you can rotate an item remove stray dots enhance lines remove red eye and crop part of an image...

Page 23: ...just it Straightening lines of text in an image file will yield better OCR results Enhance an image The Auto Enhance feature adjusts the brightness and contrast color and tint of an image PaperPort analyzes the image and tries to correct whatever is wrong with it You can manually adjust your image using the Enhance tool It lets you change brightness contrast color and tint values and choose the be...

Page 24: ...es Improve lines The Improve Lines tool for black and white images darkens lines and connects broken lines in a table or form to appear darker and straighter The use of this tool will render better recognition results Erase edges Use this tool to clear shadows and spots from page edges to improve OCR performance Set white point Click this tool then click on a light color in the image that will bec...

Page 25: ...osed areas All colors lighter than your chosen new white point will become white All colors darker than your chosen new black point are set to black A typical use for this is to remove a shaded gray background in a document you want to OCR Select one of the darker gray pixels from the background and apply it as the white point Then the background will become white Changing black and white points f...

Page 26: ...send a document with annotations to people without PaperPort by using the PDF Image format The recipient only has to double click on the e mail attachment they receive from you and they will see the document in the system default PDF viewer annotations intact Annotation tools You can select an annotation tool from the Annotation toolbar whenever you display an image item in the Page View window Ri...

Page 27: ...sword allows users to define how the document may be used If it is not specified further use of the file is possible without any restrictions Note Want to give yourself a reminder Select the Note tool and add a resizable note much like a sticky note that you write on and then stick on paper documents Text Adding a text label to your images is simple with the Text tool Select this tool to add a lin...

Page 28: ...rop copy or move subfolders and their content to other subfolders or PaperPort folders create or delete subfolders or add Folder Notes Sharing and Security and DesktopDelivery adjustments can also be directly made for each folder shortcut menu The Back button makes it easy to step through the ordered history of folders you recently visited one by one functioning similarly to Internet Explorer enha...

Page 29: ...ems on the PaperPort desktop then choose Properties from the shortcut menu words entered under Subject Author and Keywords will be applied to all selected items Another way to assign the same item properties to all PDF or MAX files arriving in a folder of your choice through scanning or DesktopDelivery is to use Folder Notes Enter words under Subject Author and Keywords These words are applied onl...

Page 30: ...items by Item properties Text content Find items by their properties You can search for any type of item by its item name You can also search for PDF and PaperPort Image max files by item properties such as keywords and subject information When you search by item properties turn off the Use All in One Search index checkmark then specify criteria as follows Name item name not necessarily that of th...

Page 31: ...iew Text button to see your search phrase occurrences in their context Click the Copy Text button to extract text from the file and place it onto the Clipboard Right click a result file and choose Open to launch the document in its associated application Open Containing Folder switches to the file s folder with the file selected To filter search results according to file information turn on the re...

Page 32: ...o find item properties or actual text contained within an item You enter the item properties in the Name author keywords box and the text content in the Containing indexed text box The search returns a list of all items that match your criteria Use PDF Searchable Image In addition to using PaperPort s proprietary search and indexing capabilities you can also create PDF Searchable Image files that ...

Page 33: ...rn and range activate and deactivate a task pause its completion or skip a task occurrence In the program settings dialog box you can specify how and when the Index Manager should stop Sharing Files PaperPort provides many tools to make it easy for you to share files images and documents with friends colleagues and business associates These tools are built in to the program and are readily availab...

Page 34: ...he Nuance web site at www nuance com Sending Items to Other Programs Drag and drop functionality makes opening your files in your favorite programs a snap Simply choose the file you want and drop it onto the program icon on the Send To bar at the bottom of the PaperPort desktop Common office tasks like e mailing and faxing are now faster than ever The Send To bar makes using scanned documents in o...

Page 35: ...ons and then selecting OmniPage as the OCR package instead of the always available PaperPort OCR With OmniPage you can Instantly convert paper into usable Microsoft Office documents Turn PDF files into editable documents while retaining their layout Create unlimited searchable PDF files for electronic archives Automatically process images from network MFPs and scanners Scan and convert documents i...

Page 36: ...he file format in which PaperPort will save an item If you have the professional version of OmniPage 14 or above on your system use the Send To options for the OmniPage Workflows link to choose a workflow To e mail an item simply drag and drop the item to your e mail program on the Send To bar Use the e mail link options to specify the file format of the attachments and other options ...

Page 37: ... multiple items to a new format at the same time Refer to the online Help for details Assembling documents You can assemble documents by stacking or combining You can stack a group of PDF or PaperPort Image MAX files into a single PDF or MAX respectively The files to be selected need to be in a single folder and selected in the order you want them in the stack Then click the Stack button and choos...

Page 38: ...n the program in which you want to insert the text and use Paste to paste the text in a file Filling Out Scanned Forms FormTyperTM is a PaperPort program that enables you to fill in forms such as insurance forms registration cards and medical forms that you scan to the PaperPort desktop You simply drag a form from the PaperPort desktop to the FormTyper program on the Send To bar FormTyper automati...

Page 39: ...ors PDF Image PDF Searchable Image PDF Formatted Text Graphics PDF Normal You can create one or more of these PDF flavors depending upon your version of PaperPort software Refer to the PaperPort online Help for additional details This table lists which features are available for creating each type of PDF in PaperPort 11 and PaperPort Professional 11 Format PaperPort 11 PaperPort Professional 11 PD...

Page 40: ...on and then scan the item ScanDirect will automatically start that program when the scan is complete The PaperPort desktop To scan and then work with the item in PaperPort click the PaperPort icon and then scan the item When the scan is complete PaperPort starts and displays the item in PaperPort You can then use all of PaperPort s features on the item Refer to the PaperPort Help for more informat...

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