ScanSoft PAPERPORT 8.0 DELUXE Getting Started Manual Download Page 47

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Chapter 4

Sample Sessions

The previous chapters introduced you to PaperPort and some of its many
capabilities. This chapter shows you some real-life examples of using PaperPort.

The chapter presents the following topics:

◆

Scan and Save Documents

◆

Get and Touch Up Photos

◆

Send Items as E-mail Attachments

◆

Find Items

Scan and Save Documents

This section teaches you how to acquire items using your scanner and is presented
as follows:

◆

Scan and Save Session 1 — Scan a Magazine Article

◆

Scan and Save Session 2 — Capture Text from a Book

Scan and Save Session 1 — Scan a Magazine Article

In this session you will learn how to:

◆

Create a new folder

◆

Scan a magazine article

◆

Highlight text and add a note to your scanned page

◆

Save and file your document

Summary of Contents for PAPERPORT 8.0 DELUXE

Page 1: ......

Page 2: ...r purpose Some states or jurisdictions do not allow disclaimer of express or implied warranties in certain transactions therefore this statement may not apply to you ScanSoft reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of ScanSoft to notify any person of such revision or changes TRADEMARK REFERENCES ScanSoft PaperPort...

Page 3: ...t 7 System Requirements 7 Installing PaperPort 8 Chapter 2 Introduction 9 What is PaperPort 9 The PaperPort Desktop 11 The Page View Window 11 The Desktop Menus and Toolbars 13 The Page View Menus and Toolbars 14 The Folders Pane 15 16 Chapter 3 Using PaperPort 17 Using Thumbnails 18 Acquiring Items 20 Filing Items 26 ...

Page 4: ...as E mail Attachments 42 Converting Images to Text 43 Filling Out Scanned Forms 44 Creating Web Pages 45 Using ScanDirect 46 Chapter 4 Sample Sessions 47 Scan and Save Documents 47 Get and Touch Up Photos 54 Send Items as E mail Attachments 58 Find Items 59 Chapter 5 Other Programs to Use with PaperPort 65 OmniPage 65 OmniForm 66 Index 67 ...

Page 5: ...es to quickly find files based on their appearance Find all your documents and photos using PaperPort s powerful search tool Using SimpleSearch you can search by content keywords or annotations With scanned documents PaperPort runs the OCR process to read the documents and then indexes the content to enable quick searching Eliminate the need to retype documents Simply drag a scanned document to yo...

Page 6: ... and more is available on the PaperPort Help menu Using This Guide This guide provides you with an overview of PaperPort and how you can use it to meet your scanning and document management needs It also provides first time PaperPort users with enough information to install and get started using PaperPort It assumes you are familiar with basic Windows operations and can install and set up devices ...

Page 7: ... To install and run PaperPort your Windows compatible PC must be equipped with the following An Intel Pentium or equivalent processor Microsoft Windows 95 98 Me Windows NT 4 0 2000 or Windows XP 32 MB of RAM for Windows 95 98 and Me 64 MB is recommended 64 MB of RAM for Windows NT 2000 and XP 128 MB is recommended 80 MB of free space on your hard drive SVGA monitor with 800 x 600 pixel resolution ...

Page 8: ...the Web To install PaperPort from a CD 1 Insert the CD into your CD ROM drive The installation program should start automatically If it does not start locate your CD ROM drive in Windows Explorer and double click the Setup exe program at the top level of the drive 2 Follow the instructions on each screen to install the software To install PaperPort from the Web 1 After you have purchased PaperPort...

Page 9: ...Toolbars Presents the PaperPort commands and tools The Folder Pane Presents PaperPort folders that part of the interface you use to organize and maintain your items What is PaperPort PaperPort is a document management software program With PaperPort you can Collect information from a wide variety of sources such as scanners digital cameras e mail and the Web Organize and store this information on ...

Page 10: ... accounting department Using PaperPort at home Everyone from hobbyists to home office professionals can rely on PaperPort to help manage their photographs and documents Here are two of the ways PaperPort can help you Store and share all your photographs Collect all your photographs into virtual albums by storing them in PaperPort folders Scan printed photos and download digital images Once in Pape...

Page 11: ...ow for viewing You can enlarge or reduce the view for easy reading You can also annotate and touch up images Figure 2 shows the Page View window Desktop Pane with Thumbnails View open arrange move copy and send items in the current folder Menu Bar Open menus to display commands Command Bar Click the buttons to choose commands quickly Folders Pane Show the organization of your PaperPort folders The...

Page 12: ...erPort to demonstrate some of the types of items you can keep on the Desktop One of the sample items PaperPort Tips includes current and useful information about PaperPort itself Double click its thumbnail to open the item in Page View and read the contents You can also use the Desktop to view non PaperPort items that reside on your computer Simply copy or move the document or photo into a PaperPo...

Page 13: ...played The Item Menu Commands to manipulate items The Tools Menu Commands to search for items add or remove PaperPort folders and customize PaperPort The Help Menu Commands that give you access to information about PaperPort The Toolbars The Command Bar Contains shortcuts and drop down lists for the most commonly used commands Additional information about each command appears in the Status bar at ...

Page 14: ...her the Image or Annotation toolbars The View Menu Commands to change the view of the item The Page Menu Commands to edit the current page The Annotation Menu Commands to annotate the current page The Tools Menu Commands to find words and set PaperPort options The Help Menu Commands that give you access to information about PaperPort The Toolbars The Image Editing Tools Tools to adjust and edit th...

Page 15: ...r an icon The Folders Pane The Folders Pane presents a hierarchical view of your PaperPort folders like the view you see in Windows Explorer When you open PaperPort for the first time you will not have any of your own items yet of course but PaperPort does come with samples to help you get started PaperPort adds the My PaperPort Documents to your Windows My Documents folder The My PaperPort Docume...

Page 16: ...16 Introduction ...

Page 17: ...ng Thumbnails Acquiring Items Filing Items Finding Items Viewing Pages Annotating Pages Touching Up Images Sending Items to Another Program Sending Items as E mail Attachments Converting Images to Text Filling Out Scanned Forms Creating Web Pages Using ScanDirect Note Refer to the PaperPort Help for detailed information about all these topics ...

Page 18: ...e and find all different types of items on your computer To display thumbnails on the Command bar click the Views button and then click Thumbnails Before you can work with an item you must first select its thumbnail on the Desktop A red line appears around an item to indicate that it is selected While working with thumbnails you can Click a thumbnail to select it Drag a thumbnail to reposition it ...

Page 19: ...ute If you scan an item upside down you can rotate the item Simply select the thumbnail and then on the Command bar click the Rotate button Using thumbnails on the Desktop you can also easily combine individual PaperPort image items into multi page items This feature is useful as an organizational tool and if you are using a scanner that can only scan a page as a separate item To create a multi pa...

Page 20: ... Import and print files from other programs on your computer You can also drag and drop files from other programs to the Desktop and use Windows Explorer and other Windows tools to help manage your PaperPort items Scanning to the Desktop Use the Scan pane to bring images and documents into PaperPort so that you can use PaperPort s features PaperPort is designed to work with all TWAIN and WIA compa...

Page 21: ... into PaperPort Refer to the PaperPort Help for more information Downloading pictures from your camera To get digital photos from a camera to the Desktop you can download your photos from a TWAIN or WIA compatible camera Install the software driver that came with your camera connect the camera to your computer and use the Get Photos pane to download the images to the Desktop Then start the PaperPo...

Page 22: ...o the PaperPort Help for more information Printing to PaperPort To bring items in from other programs you can print them to the Desktop PaperPort will automatically convert the files to PaperPort image items max files and place them on the Desktop This feature lets you quickly import spreadsheets pictures database files word processing files and other files into PaperPort as image items Simply ope...

Page 23: ...PaperPort image items max files on your Desktop Once you capture a web page you can perform a variety of activities For example you can View the page Save the page for archive purposes Quickly go to the actual web page on the Internet Print a hard copy Send the page as an e mail attachment Annotate the page Update the page automatically the next time you connect to the Internet When you want to ca...

Page 24: ...In the Folders pane you can Add existing folders on your computer to the Folders pane Create new folders mapped network drives and folders on external devices attached to your computer Initially the Folders pane shows a set of folders designed to help you get started using PaperPort You can move or delete these folders whenever you prefer You can add folders already on your computer to the Folders...

Page 25: ...ers Dialog Box Figure 14 The Add Folders Dialog Box Refer to the PaperPort Help for more information about adding and using PaperPort folders Click to open the Add Folders dialog box List of current PaperPort folders Select the folder you want to add Click OK ...

Page 26: ...PaperPort Image Item dialog box Figure 15 Figure 15 The Import As PaperPort Image Item Dialog Box Filing Items Once you have acquired PaperPort folders and the items within them you can Copy move rearrange and rename folders to better group and organize your items Color code your folders to help identify or classify your folders Drag and drop items from the Desktop to any folder as well as drag an...

Page 27: ...e edit box and type a new folder name Note My PaperPort Documents is always the first PaperPort folder in the Folders pane and cannot be rearranged When you rename a PaperPort folder you change only the PaperPort name for the folder The Windows name for the PaperPort folder remains the same Working with subfolders Using drag and drop you can copy or move subfolders and their content to other subfo...

Page 28: ... Color coding is useful when you want to find items quickly by importance based on your own personal color preferences In the Folders pane select the folder or subfolder whose color you want to change Then right click to select the Properties command from the shortcut menu and display the Folder Properties dialog box Figure 17 Figure 17 The Folder Properties Dialog Box Working with items The key t...

Page 29: ...dual page names The more descriptive the name the easier it is for you to quickly locate the item To rename an item on the Desktop select the item Click the name to display an edit box around the name Enter the new name Click outside of the name area or press Enter Adding search criteria to items You can assign item properties to PaperPort image items max files and then use the properties as searc...

Page 30: ...tems For example you can quickly find an item by visually browsing through thumbnails on your Desktop as described on page 18 When you have many folders and items PaperPort provides more powerful capabilities with SimpleSearch SimpleSearch is one of PaperPort s most powerful features It provides many options for specifying where and what to look for when finding an item including indexed text cont...

Page 31: ...uch faster than searching file by file Using PaperPort Options available from the Tools menu you can specify whether you want SimpleSearch to run automatically each time you add a new item or modify an existing item You can also set how long PaperPort should wait before starting the update process If you prefer you can manually update the SimpleSearch index for all items a single item or all items...

Page 32: ...index search references PaperPort s SimpleSearch index to find item properties or actual text contained within an item You enter the item properties in the Name author keyword box and the text content in the Containing text box SimpleSearch returns a list of all the items that match the criteria you specify If you select First item PaperPort finds the first item that matches the search criteria an...

Page 33: ...re 20 Figure 20 Search Results Double click a listed item to select it on the Desktop Right click a listed item to display a shortcut menu where you can select Open in Folder View or Properties for that item Click View Text to see the words found in the text of the item Properties of first item in list List of items found using search criteria ...

Page 34: ...ut to make the page smaller on the screen To zoom a page click the Zoom In or Zoom Out button on the Command bar Other commands are available when you click the arrow next to the Zoom Out button Best Fit Fit Width Fit Height or Actual Size You can open an item in a separate PageViewer program by holding down the Ctrl key and double clicking the item PaperPort also offers the PaperPort MiniViewer w...

Page 35: ...notations on the page Note Adds a resizable note much like a sticky note that you write on and then stick on paper documents Text Adds a line of text with a transparent background Highlighter Highlights any part of the page Scribble Draws freehand lines or marks on the page Arrow or Line Draws straight lines with or without arrowheads on a page Stamp Pastes a graphic on the page much like using a ...

Page 36: ...r annotation tools such as the Select Annotation button or an image editing tool Tip All notes have a shortcut menu you can use to perform a variety of commands such as Cut Copy and Collapse Simply right click the note to display the shortcut menu Click the Note button Click anywhere on the item Type the note text ...

Page 37: ...ves the quality of the image and lets you make additional enhancements Enhance Image Displays a dialog box in which you can adjust the brightness and contrast color or tint of an image Sharpen Displays a dialog box in which you can adjust the sharpness of a picture or blur it Remove Red Eye Removes the red eye effect that occurs when photographing people or animals in low light or with a flash Thi...

Page 38: ...igure 23 Cropping an Image Enhancing an image The Auto Enhance feature enables you to quickly adjust the brightness and contrast color and tint of an image PaperPort will analyze the image and try to correct whatever is wrong with the image Click the Crop button Click the Select Image button Click and drag to select the area you want to keep ...

Page 39: ...ne of PaperPort s most important features you can quickly send an item to another program without leaving PaperPort PaperPort supports a wide variety of programs including word processing spreadsheet fax Internet e mail graphics optical character recognition OCR and online services programs Icons in the Send To bar identify the programs to which you can send your PaperPort items Figure 25 These pr...

Page 40: ... linked program opens and you can use it as usual Adjusting Send To options You can tune Send To options to specify how you want to use a certain program on the Send To bar For example you can specify the file format in which PaperPort will save an item On the Send To bar right click the icon for the program you want to tune and then on the shortcut menu click Options Select an item Drag it to the...

Page 41: ...is not shown on the Send To bar you can add it to the Send To bar by using the Add to Send To Bar wizard Remove a program icon You can also remove seldom used program icons from the Send To bar and then include removed programs later if needed In addition you can delete program icons that you have added to the Send To bar Rearrange program icons If you do not like the arrangement of the program ic...

Page 42: ...aperPort image item max file When you send a PaperPort image item max file as an e mail attachment A recipient who has PaperPort on their computer can view the item you send A recipient without PaperPort can download the free PaperPort MiniViewer from the ScanSoft web site Once the recipient downloads and installs the MiniViewer the recipient can view all max file attachments For recipients withou...

Page 43: ...wnload the MiniViewer from the ScanSoft web site For more guidelines on sending PaperPort image items see the PaperPort Help Converting Images to Text You can convert scanned documents to text by a simple drag and drop of the thumbnail to your word processor program PaperPort automatically processes your scanned document using PaperPort s OCR software launches your word processing program and load...

Page 44: ... drag a form from the Desktop to the FormTyper program on the Send To bar FormTyper automatically analyzes the form recognizes the blank areas in which data can be entered and creates blank fields for the data So that you can easily see where to enter data FormTyper underlines each field in color Figure 30 Figure 30 The PaperPort FormTyper Window You can quickly reposition fields insert new fields...

Page 45: ...eb Page Created by Web Publisher Using Web Publisher you can Create HTML files in which your PaperPort image items are converted to JPEG files or to text Insert your items as thumbnail links text links or embed them directly in the web page Insert the HTML files you create into an existing web page View your completed HTML files in a web browser or in an HTML editing program Copy your HTML files t...

Page 46: ... Send To bar Icons on the ScanDirect bar represent the programs that are linked to PaperPort and to ScanDirect To scan and then send an item to a certain program click the program icon and then scan the item ScanDirect will automatically start that program when the scan is complete The Desktop To scan and then work with the item in PaperPort click the PaperPort icon and then scan the item When the...

Page 47: ...s Send Items as E mail Attachments Find Items Scan and Save Documents This section teaches you how to acquire items using your scanner and is presented as follows Scan and Save Session 1 Scan a Magazine Article Scan and Save Session 2 Capture Text from a Book Scan and Save Session 1 Scan a Magazine Article In this session you will learn how to Create a new folder Scan a magazine article Highlight ...

Page 48: ...k on the folder in which you want to create a subfolder and click New Folder The New Folder dialog box appears Figure 33 The New Folder Dialog Box 3 Enter a name in the Folder name field 4 The Folder color defaults to a color of Manila Change it to Blue so it will stand out from the rest of the folders 5 Click OK PaperPort creates the folder and it appears in the Folders pane 6 Click on the new fo...

Page 49: ...e Scan button to start the scanner software For most magazine articles 300 dpi black and white produces good results If your article includes pictures you may want to scan at 200 dpi grayscale or color 6 Close your scanner software Note If your scanner does not use a TWAIN or WIA device driver use the program that came with your scanner to get your items into PaperPort Refer to the PaperPort Help ...

Page 50: ... click the thumbnail to open it in the Page View window If the text in the sample is a little small use the Zoom tool to enlarge the view until you can read the text Tip The Fit Width command makes most documents readable Figure 36 shows you how your document will look when you enlarge it Figure 36 The Scanned Page ...

Page 51: ... on the page where you want the note to appear and move your cursor into the note box where you can type The size of the box expands as you type 6 Turn off the Note tool when you are done You can click one of the other annotation tools such as the Select Annotation button or an image editing tool to turn off the note tool Figure 37 Annotated Text 7 Click the Desktop button to return to the Desktop...

Page 52: ...d Comments information in the fields provided to help you locate the item at later dates Note You can only add Author Keywords and Comment information to PaperPort image item max files Save and file your document Your modified document is saved in the current folder by the previous step You may want to file it in another folder to better organize your documents Let s file this document in the Samp...

Page 53: ... Scan in a page from a book 1 Click the Scan button to open the Scan pane 2 Place the book on your scanner 3 Scan your document Refer to Scan a magazine article section on page 48 A new thumbnail appears on the Desktop Crop the page to get just the text you want 1 Select the item and click the Page View button to view the pages Notice that the sample in Figure 39 shows facing pages The target text...

Page 54: ...int but it is a good idea to check the copied text The example shown in Figure 39 used a very old book with yellowed pages which is not always the best source for an extremely accurate OCR process Get and Touch Up Photos In this session you will learn how to download photographs from a digital camera You will also learn how to touch up the image using the Image Editing tools If you do not have a d...

Page 55: ...perPort Help for more information 5 PaperPort downloads photos in JPEG format by default If you want to convert to a different format or change the default name your camera will give each photo click Settings 6 Click Download to start your camera s software 7 Follow the instructions in your camera s software dialog boxes In general the camera s download software gives you a chance to pick which pi...

Page 56: ...f focus Let s use the image editing tools to touch up the photo 3 Click the Auto Enhance tool PaperPort automatically adjusts brightness color and tint You are asked to accept the changes Figure 42 Enhanced Image Tip Click the Enhance Image tool if you want to make more adjustments yourself ...

Page 57: ...appears in the upper left corner of the window 5 Use the slider to sharpen the image Click OK when you are done Figure 43 Sharpening the Focus Now let s crop out the portion of the dock at the bottom of the picture 6 Use the Select Image tool to select the area you want to keep 7 Click Crop to keep the selected portion Figure 44 The Cropped Photo ...

Page 58: ...ddress the message add a note and send it off Send Session 2 Send a document Sending articles even one you have annotated is just as easy as sending a photograph However you should think about who you are going to send it to and if they will be able to view your PaperPort image item max Just in case someone on your list does not have either PaperPort or PaperPort s MiniViewer which allows them to ...

Page 59: ...hed 2 Address your message add whatever text you want and then send it off The person who receives your mail will be asked to download a plug in for the PaperPort MiniViewer when they open your mail which they must do before they can view your item The download takes very little time Find Items PaperPort thumbnails make it easy to search for items on the Desktop However if you have a large number ...

Page 60: ...erform a file search Update the SimpleSearch Index Perform an index search Find Items Session 1 File Search You know that somewhere in one of your folders is a reference to hunkydory Perform a file search 1 On the Desktop click the Search button The Search pane replaces the Folders pane Figure 46 The Search Pane 2 Enter HunkyDory in the Name author or keywords field 3 Check the Look in box to make...

Page 61: ... Search lets you find items by specifying words in the document as well as the name of the document and other properties Before you can perform an Index Search you must add your items to the SimpleSearch index The PaperPort OCR program converts the items to text and builds an index of words Initially you need to build the index and update it periodically You can update the index yourself or let Pa...

Page 62: ...aperPort folders at once However if you have a lot of documents in any of these folders like your My PaperPort Documents folder for example this could take a long time 1 On the Desktop click the Search button The Search pane replaces the Folders pane 2 In Search Options select the Use Index for Searching check box 3 Click Update Index The time it takes to complete depends on how many items you hav...

Page 63: ...humpback whales and then click Search The search results are displayed in the Search Results pane Figure 48 Successful Search Results 4 Double click the thumbnail or if multiple items were found one of the entries listed The selected item appears on the Desktop ...

Page 64: ...64 Sample Sessions ...

Page 65: ...ms and collect data OmniPage If you find yourself using PaperPort to perform large amounts of Optical Character Recognition OCR consider OmniPage Pro 11 the best selling OCR software in the world OmniPage 11 has the following features Unmatched accuracy OmniPage 11 has an accuracy rate of over 99 for most documents and contains a feature the Despeckle Module that can take degraded documents like f...

Page 66: ... and distributing forms and makes it simple for companies to collect data from employees vendors customers and prospects OmniForm also simplifies the process of filling in forms automatically filling in data that has been provided previously thereby eliminating time and keystrokes OmniForm enables you to Automatically convert paper forms into digital forms easily and accurately Create forms from s...

Page 67: ...7 items 29 Copy command 13 36 create command 13 Crop command 57 tool 37 54 crop 14 images 38 text 53 Cut command 13 36 D Delete command 13 Deselect command 13 Deskew Process 65 Desktop described 11 menus 13 toolbars 13 Desktop button 51 54 58 digital camera 54 document file 52 save 47 52 scan 47 scan setting 49 send 58 Download command 55 E Edit menu Desktop 13 Edit menu Page View 14 e mail Attach...

Page 68: ...te 19 sending 42 sending to another program 39 straighten 19 using 28 J JPEG format 42 55 K Keywords item property 30 32 52 60 L Line tool 35 lines draw 15 Look in box 60 M MAX format 58 Menu Bar Desktop 11 menus Desktop 13 menus Page View 14 MiniViewer 34 42 58 59 move folders 28 items 28 multi page items creating 19 My Documents folder 15 My PaperPort Documents folder 15 62 N Name item property ...

Page 69: ... 48 53 scan a magazine article 47 48 button 48 49 from a book 53 to the Desktop 20 ScanDirect 46 scanner list 48 Scribble tool 35 Search button 60 62 command 61 Options 62 pane 60 62 pane using 32 search file 60 index 60 search criteria adding to items 29 Search Results pane 33 61 63 Select Annotation button 51 Select Annotation tool 35 Select command 13 Select Image tool 37 54 57 send items 42 it...

Page 70: ... View menu Page View 14 viewing pages 34 W Web Capture 23 icon 24 Menu 24 web pages capturing 23 web pages creating 45 Web Publisher 45 WIA device driver 21 22 WIA compatible scanners 20 word processor 54 words finding items with 31 Z Zoom commands using 34 Zoom tool 50 ...

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