ScanSoft PaperPort Deluxe Page 1 User Manual Download

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PaperPort Deluxe Software

User’s Guide

F O R W I N D O W S

Summary of Contents for PaperPort Deluxe

Page 1: ...PaperPort Deluxe Software User s Guide F O R W I N D O W S...

Page 2: ...purchase from the original reseller during the 12 month period after the date of your original purchase of the product THIS IS VISIONEER S ONLY WARRANTY AND YOUR EXCLUSIVE REMEDY CONCERNING THE PRODUC...

Page 3: ...plication 7 Fill In a Preprinted Form 8 Scan to Get the Best Image 9 Organize Items in Personal Folders 10 Use SimpleSearch to Find an Item 11 Import Items from Other Applications 12 Export Items in O...

Page 4: ...6 Sending a Scanned Item with an E Mail Message 38 Getting PaperPort Information on the Internet 40 Chapter 6 Using ScanDirect 41 Starting ScanDirect 41 The ScanDirect Control Panel 42 Using ScanDirec...

Page 5: ...ing the Image Editing Tools 70 Rotate Right or Left 70 AutoFix Picture 71 Adjust Picture 71 Sharpen Picture 73 Remove Red Eye 73 Crop Page 74 Invert Page 75 Remove Stray Dots 75 Enhance Lines 76 Creat...

Page 6: ...vi TABLE OF CONTENTS Appendix A PaperPort Viewer 85 Index 87...

Page 7: ...de you can get more information from a variety of sources as shown in this figure EXPLORE PAPERPORT Help Everything you want to know about PaperPort how to procedures dialog box reference and trouble...

Page 8: ...see what s new in the PaperPort software The whole idea behind the PaperPort software is to help you work more quickly and efficiently with paper items scanned into your computer The next few pages sh...

Page 9: ...oo dark sharpen fuzzy pictures adjust the colors of color graphics and photographs straighten pages scanned in crooked remove dirt spots with a single mouse click and enhance the lines of a form Here...

Page 10: ...tools can be used COMBINE ITEMS INTO STACKS Many items that you scan will probably be more than one page You can combine the individual pages into a multipage item called a stack For example you coul...

Page 11: ...ications To use a link drag an item onto one of the icons to start the application represented by the icon A typical use of the Link Bar is to scan an item and fax it This sample Link Bar shows severa...

Page 12: ...ide to anyone who has Internet access In addition you can use the PaperPort software to connect to different areas on Visioneer s Web site on the Internet For example to get technical support choose T...

Page 13: ...ication that comes with PaperPort or your OCR application if it s already on your computer You can convert the entire item or using the Copy As Text command you can select only a portion of the text t...

Page 14: ...ppears as a separate Control Panel on your computer This sample shows the Netscape Navigator e mail icon selected so you can scan an item and send it over the Internet FILL IN A PREPRINTED FORM A buil...

Page 15: ...to fax select Faxing Filing or Copying In addition to producing the best image for a particular item the settings also optimize the scanning process Thus scanning a color photo takes a bit longer so...

Page 16: ...s red for items that need immediate attention Folders are arranged in a tree structure The tree arrangement is similar to the one in Windows Explorer Scanned items are stored in folders You can simply...

Page 17: ...d items based on the textual content For example if you only remember that the item included the word scanner or the phrase elegant scanning SimpleSearch can find the item containing that word or phra...

Page 18: ...the PaperPort folder in Windows Explorer and convert the file to a PaperPort item Drag and drop an image file onto the PaperPort icon on the Windows desktop EXPORT ITEMS IN OTHER FORMATS You can expo...

Page 19: ...u can choose commands from that menu instead of the menus in the menu bar The following sample shows the shortcut menu for a single item in Desktop View Other shortcut menus appear when you click the...

Page 20: ...lude newspaper clippings reports magazine articles brochures letters memos receipts canceled checks business cards and color photos PaperPort has special scan settings for a variety of different items...

Page 21: ...h y t h y g y t d s rg rt m n fg e r h n tr e r ry th rh fd tg d th ff d fj n g f g u k ft z d g e t y tj d rd b d g rw C a e y d g rt jy u d t p u y e x fb ft d s rg d ry rt h d y B e jr tt e a s c...

Page 22: ...h the feed slot In addition the PaperPort software has special scan settings for reading the smaller print on business cards or for scanning photographs To scan a photo or business card with your Pape...

Page 23: ...scanning is complete the item appears on the PaperPort Desktop Make sure the Scan Settings tab is selected 4 If you are scanning a photograph select the option Storing Color Photos When scanning busin...

Page 24: ...re scanning another type of item Initially a newly scanned item will be named with the date it is scanned To give the item a new title see Giving Titles to Items and Stacks on page 29 This photo was r...

Page 25: ...in other formats using the Export command You can use the Export command to save items As backup copies If you want to delete an item from the PaperPort Desktop but use it later on In another file for...

Page 26: ...View you can see either the thumbnails of the items or a full page that you can read DESKTOP VIEW Desktop View shows thumbnails of scanned items and stacks of items Use Desktop View to see the items o...

Page 27: ...e an item at full size use Page View A stack After scanning multiple pages you can combine the thumbnails of those pages into a stack For example if you scan a 10 page report 10 individual pages appea...

Page 28: ...notes to a page highlighting areas on it cutting and pasting sections drawing on the page adding a picture to the page and so forth See Chapter 9 Annotating a Page for examples of annotations and how...

Page 29: ...w To view an item in Page View To switch from Page View to Desktop View USING THE COMMAND BAR IN DESKTOP VIEW To use a button on the Command Bar click it If a button does not apply to a selected item...

Page 30: ...ers In Page View see a list of items available in the currently open folder Rotate Rotate the selected items or stacks 90 degrees to the right Rotating a stack rotates every page in the stack Duplicat...

Page 31: ...m In Magnifies the size of the page in Page View Wizard Runs a step by step process to help you improve the color of an item scanned in color NOTE Two other buttons may appear on the Command Bar A TWA...

Page 32: ...much the same way that you do with paper documents A stack is a PaperPort item with multiple pages Expense reports contracts memos letters presentations and other business materials are often two or...

Page 33: ...er pages stacks onto other stacks pages onto stacks and stacks onto pages You can also use the Stack button on the Command Bar to stack items Select them in the order that you want them stacked and cl...

Page 34: ...space on the PaperPort Desktop then drag the mouse around the items that you want to select Any item that is partially enclosed in the box or that the box even touches will be selected Release the mo...

Page 35: ...t shows the choices Select the one you want and click OK Duplicated items receive titles based on the original item For example the duplicate of a single page item named Invoice will be Copy of Invoic...

Page 36: ...ext Page Or use the Go To Page command from the Page menu to move directly to any page in the stack Clicking the middle of the Page Navigator it says 1 of 2 in the sample above is a shortcut for choos...

Page 37: ...s You unstack pages in Desktop View To unstack a single page To unstack all the pages in a stack Each page of the stack becomes a separate item on the PaperPort Desktop 1 Select the stack in Desktop V...

Page 38: ...milarly if you have several receipts from a business trip you can tile them onto one page for easier record keeping Tiling is also useful if you want to fax several smaller scanned items because you c...

Page 39: ...can annotate the item using PaperPort s annotation tools The annotations can be turned off before the item is sent in case you don t want someone to see your comments on it See Chapter 9 Annotating a...

Page 40: ...send a scanned item as a fax your computer will need A fax modem Fax software To send a scanned item as a fax from Desktop View 1 Select the item to fax 2 Drag the item onto the fax link icon on the L...

Page 41: ...Fax PRO window for sending a fax The window that appears on your computer will be for your fax software NOTE Instead of using the fax link icon you can also choose Links from the File menu and then ch...

Page 42: ...ware that isn t listed by name on the menu or for which an icon does not appear on the Link Bar SENDING A SCANNED ITEM WITH AN E MAIL MESSAGE To send items as attachments to e mail messages your compu...

Page 43: ...our e mail software To send the scanned item over the Internet drag it onto your Internet e mail link icon such as Netscape Navigator e mail icon as shown to the left 1 Select the item to send 2 Drag...

Page 44: ...e to receive technical support information about PaperPort or other Visioneer products choose Technical Support from the WebSite menu The PaperPort software starts your Internet browser software and d...

Page 45: ...d fax it right away use ScanDirect As soon as the item is scanned your fax software starts and the item is ready to send STARTING SCANDIRECT The ScanDirect application is installed with your PaperPort...

Page 46: ...anDirect THE SCANDIRECT CONTROL PANEL The ScanDirect Control Panel can remain visible on the screen so you can easily scan an item directly to another application 1 To minimize the ScanDirect Control...

Page 47: ...help About ScanDirect Click to see copyright information Each icon can have its own preference settings See the ScanDirect help NOTE You can rearrange icons on the ScanDirect Control Panel Hold down...

Page 48: ...A preview shows the page being scanned 4 Insert the next page 5 If you re scanning multiple pages click Finish after the last page Your fax software opens and you can send the scanned page s The scan...

Page 49: ...ftware After scanning an item you can simply OCR it and then work with the converted text in your word processing application If you already own OCR software you can use either it or PaperPort s built...

Page 50: ...you should always try to scan clean copies when planning to use PaperPort s OCR feature Also you should carefully check the converted document to correct any mistakes that the OCR application made Her...

Page 51: ...ktop View NOTE This sample shows the steps for using PaperPort s built in Visioneer OCR software and sending the converted text directly to a word processing application in this case Word If you have...

Page 52: ...r to unstack the page and then convert it Instead of using the word processing link icon you can also choose Links from the File menu and then choose the name of your word processing software The conv...

Page 53: ...ext on an Internet Web page To convert an item to text from Page View The OCR conversion begins If the item is a stack all of its pages are converted To convert a single page of a stack unstack that p...

Page 54: ...the software can t match text characters with graphics In that case select those portions of the page that contain only text and convert that selected area To convert a portion of a page to text 1 Di...

Page 55: ...gnizes number characters as numbers if you want to update them To convert a spreadsheet from Desktop View 6 Open the application where you want to paste the text and choose Paste from that application...

Page 56: ...dsheet table choose Link Preferences from the Edit menu click the icon for your spreadsheet application click OCR Setting and deselect Decolumnized Output That setting maintains the column format for...

Page 57: ...me address and telephone number In the past you had to use a typewriter or a ballpoint pen to fill in the fields manually on preprinted forms With the Visioneer FormTyper application you can enter dat...

Page 58: ...FormTyper window opens The fields are underlined in blue and the cursor is at the first field to be filled in To fill in a form from Page View choose Links from the File menu and then choose Visionee...

Page 59: ...e or need to edit the data double click the field again The cursor is in the text and you can edit it After filling in all the fields you must save the form 4 Begin typing data if the cursor is at the...

Page 60: ...Zoom Navigator Click the Plus magnifying glass to enlarge the image of the form Click the Minus magnifying glass to reduce the image Click Actual to see the image at its actual size Place Field Click...

Page 61: ...add post it notes and circle text with a pen or pencil With PaperPort you can use these methods but in electronic form This chapter shows how to Select move and resize annotations Cut copy paste and...

Page 62: ...e they appear as small symbols on the thumbnails Selection Select an area to copy cut paste or crop Note Add a note just like a post it note Freehand Circle or underline important information Highligh...

Page 63: ...The following examples show how to use the annotation tools POINTER Use the Pointer tool to select annotations on a page Annotations must be selected in order to move resize or edit them 1 Click the t...

Page 64: ...onto letters Then you can fax a signed copy of your letters directly from your computer without having to print the letter sign it and then rescan it or send it from a fax machine 1 Click an annotati...

Page 65: ...tion in that application From another application to PaperPort If the copied image is a graphic pasting it to the PaperPort Desktop creates a new item with the image on it Pasting to the Page View put...

Page 66: ...to the Clipboard STRAIGHTEN PAGE Use the Straighten Page tool to straighten a page either horizontally or vertically that was originally scanned in at an angle To straighten a page 1 Hold down the mou...

Page 67: ...pse the note so it doesn t cover any information on the page To write a note with the Note tool 1 Click the page 2 Type the note in the text box that appears As you type the note the box expands to fi...

Page 68: ...aw freehand marks for example circle text or underline important sentences To draw freehand lines on a page 1 Click the page where you want to type text 2 Type a line of text The Mark Up tool is for t...

Page 69: ...w straight lines with the Arrow tool PICTURE Use the Picture annotation tool to place a picture as an annotation onto a page You can add a Picture annotation by selecting a bitmap file already saved o...

Page 70: ...as the file type from the drop down list 3 Select the name of the picture 4 Click Open The picture appears on the page 5 To reposition a picture click the Pointer tool and then click the picture to se...

Page 71: ...eature is especially useful if you want to print or fax an item but don t want to include the annotations To display or hide annotations 1 In Page View choose Show Annotations from the Annotations men...

Page 72: ...nt an item You can also print by choosing Print from the File menu 1 Select the item It can be a single item or a stack 2 Drag the selected item onto the Printer link icon on the Link Bar You can also...

Page 73: ...flash Using PaperPort s Remove Red Eye tool you can remove the red Other tools help you adjust colors contrast and other image characteristics This chapter shows how to Rotate images Improve the color...

Page 74: ...orizontally After scanning a page vertically rotate it to produce a horizontal page like the original You can rotate multiple pages or a stack For example after scanning in several spreadsheets you ca...

Page 75: ...per exposure and in focus PaperPort cannot improve it further In fact clicking the AutoFix Picture tool may seem to degrade image quality because PaperPort assumes the image needs to be modified even...

Page 76: ...mmand Bar A series of dialog boxes walk you through the process to adjust the picture quality This is the first Wizard dialog box Click Next to see the next dialog box 1 Click the Adjust Picture tool...

Page 77: ...s of the eyes red Using the Remove Red Eye tool you can remove the redness from the eyes in the image To remove the red eye effect with the Remove Red Eye tool 1 ClicktheSharpen Picture tool The Sharp...

Page 78: ...ol to remove part of a page The cropped part remains but the rest of the image is removed from the page To remove a part of a page TIP Create a duplicate of an image before cropping it because croppin...

Page 79: ...Remove Stray Dots tool automatically cleans those extra marks from the scanned image This tool applies only to images scanned in black and white To clean a page with the Remove Stray Dots tool NOTE Pa...

Page 80: ...screen is called wallpaper Typically it is a nondescript color but you can easily change it to an image from PaperPort for example a picture of your spouse or children To create wallpaper 1 Select th...

Page 81: ...s similar to the filing system that you use with Windows except the PaperPort folders are only for items scanned or imported to the PaperPort Desktop This chapter shows how to Store items in folders C...

Page 82: ...to the list give them new titles store folders within folders and change their colors DRAGGING AND DROPPING ITEMS INTO FOLDERS The easiest way to move an item into a folder is by dragging and dropping...

Page 83: ...CREATING NEW FOLDERS You can add new folders to the main list or add a folder within a folder to create a sublist of folders Each sublist can contain up to 100 folders and each folder can have up to...

Page 84: ...e New Folder from the File menu type a title for the new folder and click OK GIVING FOLDERS NEW TITLES Each folder must have a title You can re title any folder including the basic set of folders that...

Page 85: ...dragging a folder into another folder creates a duplicate of the one you re dragging This is a quick way to create a new folder and can save time when you re creating a batch of new folders When you...

Page 86: ...ew displays the contents of the open folder Thus if you open the Travel folder you will see all the scanned items stored in that folder Only one folder at a time is open therefore opening a new folder...

Page 87: ...find items based on any words and phrases in the content To use this powerful search feature make sure that the Content checkbox is selected in the Find Item dialog box To use SimpleSearch to find an...

Page 88: ...t menu This is particularly useful when you ve scanned a number of items and filed them in a new folder Click the folder with the right mouse button and PaperPort begins adding the items content to th...

Page 89: ...someone PaperPort Viewer is to attach the PaperPort Viewer file to an e mail message and then send that e mail message to the recipient The PaperPort CD includes PaperPort Viewer for Windows See the...

Page 90: ...86 APPENDIX A PAPERPORT VIEWER T a b l e o f C o n t e n t s...

Page 91: ...rd scan 17 C clean page 75 Collapse Notes command 63 color photo adjusting 72 definition 69 71 sharpen 73 color picture adjusting 71 as wallpaper 76 blurred 73 brightness and contrast 71 clearer 71 re...

Page 92: ...er 79 new title 80 selecting 81 form darken lines 76 fields 54 filling in 54 printing 56 saving 55 seeing in FormTyper 56 Form Navigator 56 FormTyper definition 8 enhance lines 76 print a form 56 samp...

Page 93: ...75 scanned at an angle 62 Page button 25 Page menu 31 Page Navigators 31 Page View Command Bar 25 convert text 49 definition 2 23 fax item 38 FormTyper 54 switch to 24 Pan tool 63 paper return 17 Pape...

Page 94: ...creating 27 definition 22 27 drag and drop 28 sample 4 seeing pages in 31 title 29 unstacking 32 Stack button 25 28 Status Bar 21 22 Storing Color Photos 9 Straighten Page tool 62 T technical support...

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ScanSoft PaperPort Deluxe, User Manual

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