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ScanSoft SCANSOFT PAPERPORT 3.6, Manual

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35

Table

of Contents

C H A P T E R   3

Working on the 
PaperPort Desktop

“Wisdom outweighs 
any wealth.”

—Sophocles (Antigone)

This chapter explains how to work with the PaperPort Desktop. You will 
learn about the basic views for looking at scanned items, and also how to 
“get around” in PaperPort and work with its features.

This chapter covers:

• PaperPort’s two views for looking at scanned items

• Switching between views

• PaperPort’s automatic save feature

• Selecting and deselecting items

• Undoing an action

Summary of Contents for SCANSOFT PAPERPORT 3.6

Page 1: ...Adding Comments to a Page 10 Exiting the PaperPort Software 12 Getting the Most from PaperPort 12 Sending a Fax with PaperPort 13 Printing a Spreadsheet to the PaperPort Desktop 14 Letting PaperPort D...

Page 2: ...5 Inverting an Item 45 Rotating Pages 46 Switching Views 47 PaperPort Automatically Saves 47 Selecting and Deselecting Items 48 Undoing an Action 49 Chapter 4 Working with Stacks 51 Stacking Items 52...

Page 3: ...ting PaperPort Items 80 Exporting Files with Compression 83 Printing from Other Applications 84 Adding Summary Information to Items 85 Finding Items 86 Finding Annotations 90 Using Windows Object Link...

Page 4: ...view of Using Links 120 The PaperPort Links 120 Basic Steps for Using Links 122 Converting Text with OCR Software 122 Processing Text Using OCR Software 123 Printing Items 124 Using PaperPort with an...

Page 5: ...wer 154 Installing PaperPort Viewer for Windows 154 Hardware and Software Requirements 154 Installing from the PaperPort CD 155 Installing from Disks 155 Installing PaperPort Viewer for Macintosh 156...

Page 6: ...viii...

Page 7: ...V I S I O N E E R T a b l e o f C o n t e n t s P A R T O N E Getting Started...

Page 8: ...T a b l e o f C o n t e n t s...

Page 9: ...h the basic features of the PaperPort software If you are in a hurry to get started this section contains what you need Getting the Most from PaperPort shows you how to do certain special tasks by usi...

Page 10: ...ppears on the PaperPort Desktop The following sample shows the item s thumbnail on the PaperPort Desktop You can also start the PaperPort software without scanning an item by Double clicking the Paper...

Page 11: ...ce exercises on your computer you can scan any two pages into PaperPort The Link Bar contains icons for printing sending a fax or an e mail message reading text into your word processing application s...

Page 12: ...Untitled 2 to select it Untitled 2 is highlighted 3 To deselect the item click another item or click anywhere on the PaperPort Desktop TIP To select multiple items click each thumbnail while holding...

Page 13: ...section you will practice using the drag and drop method to create a stack For more information about stacking items see Chapter 4 Working with Stacks To create a stack using the drag and drop method...

Page 14: ...ou now have the stack Untitled 3 on the PaperPort Desktop 3 Assign a title to the stack with the cover letter and resum You use the same process to give titles to individual pages PaperPort creates a...

Page 15: ...Click the left arrow to move backward one page The Zoom Navigator reduces the page zoom out or magnifies the page zoom in Click the middle of the Zoom Navigator to return the page to its actual 100 s...

Page 16: ...and interesting articles that you want to keep Using PaperPort s personal folders you can quickly organize and store your important papers Using Paperport s browse and find features you can just as q...

Page 17: ...lick the Browse button on the Command Bar 2 The Browse dialog box appears From the Desktop View the dialog box lists all of the folders and their contents as shown here From Page View the dialog box l...

Page 18: ...highlight the text You can also use the Sticky Note tool to create notes and place them in a document just like real sticky notes In the next exercise you will practice using the Sticky Note tool For...

Page 19: ...shape of the note Click the Pointer icon on the Annotation Tool Bar and select the note 7 To resize the note box drag one of the handles 8 From the View menu choose Desktop View or click the Desktop...

Page 20: ...t can be For example PaperPort automatically links to supported applications that are already installed on your computer such as electronic fax graphics or word processing applications You can use a P...

Page 21: ...xample shows you how to send a scanned item as an electronic fax using the drag and drop method For example you have scanned several invoices and stacked them and you now want to fax them to your book...

Page 22: ...TOP In the following example you want to send an income tax form and a spreadsheet from PaperPort to your accountant You have the form on paper but the spreadsheet is in a spreadsheet program such as...

Page 23: ...ample in Microsoft Word choose Print from the File menu and then click Printer to select PaperPort on Desktop as the current printer Usually the command to select a printer is found in an application...

Page 24: ...dit its text However using the OCR software that is shipped with PaperPort or using a PaperPort supported OCR application you can convert the image into text and read the text into your word processin...

Page 25: ...t the item on the PaperPort Desktop 3 Drag and drop the selected item onto the Word Processing icon on the Link Bar If Page View is displayed choose Links from the File menu Then choose your word proc...

Page 26: ...s the family dog office mates real estate special events and even magazine advertisements For example you could scan a photograph of a family member attach it to an e mail message and mail the image t...

Page 27: ...ost from PaperPort 19 T a b l e o f C o n t e n t s 3 Click OK 4 Scan your photo TIP You may need to adjust the Image Improvement setting making it either darker or lighter to make the photo look the...

Page 28: ...1 Quick Guide 20 T a b l e o f C o n t e n t s...

Page 29: ...V I S I O N E E R T a b l e o f C o n t e n t s P A R T T W O Using PaperPort...

Page 30: ...T a b l e o f C o n t e n t s...

Page 31: ...BEST IMAGE The PaperPort software always attempts to produce the perfect image However there are times when you can improve the quality of a particular image by Changing the brightness of a scan Stra...

Page 32: ...then choose Cut from the Edit menu This letter was scanned too dark It is also crooked and it has speckles in the upper left corner caused by irregularities in the paper The Clean Page command removes...

Page 33: ...nner icon The Scan Settings dialog box appears 2 To change the scan brightness drag the slider or click the arrows You can also click the number and enter a number directly 3 Click OK to set the new v...

Page 34: ...ghten Page tool The PaperPort software also has a SharpPage setting for optimizing the readability of scanned items When it is turned on SharpPage causes all of the text and image details to show up m...

Page 35: ...mage to determine the best angle to use for straightening that page and then automatically straightens the page Option Description Straighten Automatically Straightens a page that has been inserted at...

Page 36: ...appear again select the checkbox 3 Click Close The cursor becomes a crosshair 4 Hold down the mouse button and drag the cursor to draw a horizontal or vertical reference line for straightening the pa...

Page 37: ...e now straightened page You may have to reposition them slightly CLEANING PAGES Sometimes a page has small marks dots or speckles that appear on the scanned image If you scan a newspaper article for e...

Page 38: ...e Selection tool 3 Select the dirty spot to be removed 4 From the Edit menu choose Cut or press the Delete key The spot is cut from the page TIP You can also use this process to remove ragged edges fr...

Page 39: ...rPort Preferences dialog box appears 2 Click the Desktop icon to see its options 3 Select the options that you want Desktop icon Option Description Scan to Desktop As you scan items they appear on the...

Page 40: ...ions in this section apply only if you have a supported scanner and its driver program installed on your computer Show ToolTips Short descriptions of the Command Bar buttons and Annotation Tools are d...

Page 41: ...rograms for the HP scanners available to your computer 2 Select the software source driver for your scanner 3 Click Select 4 To scan click the Scan button on the Command Bar or from the PaperPort File...

Page 42: ...2 Scanning Items 34 T a b l e o f C o n t e n t s...

Page 43: ...how to work with the PaperPort Desktop You will learn about the basic views for looking at scanned items and also how to get around in PaperPort and work with its features This chapter covers PaperPor...

Page 44: ...appear in Desktop View and Page View Desktop Switch from Page View to Desktop View Page Switch from Desktop View to Page View Link Bar has icons you can use for faxing printing sending e mail reading...

Page 45: ...View Browse See a list of items on the PaperPort Desktop Rotate Rotate the selected item 90 degrees to the right Duplicate Make a copy of the selected item s Stack Stack selected items into one stack...

Page 46: ...appears when you are using Windows OLE Clicking this button returns to the Windows application that you were previously using for OLE For more information about OLE see Chapter 6 Getting Items On and...

Page 47: ...arting from the upper left corner of the PaperPort Desktop To arrange some of the items on the PaperPort Desktop 1 Select two or more items that you want to rearrange 2 From the Desktop menu choose Ar...

Page 48: ...ck No or Cancel if you don t want to delete it If you selected multiple items you can delete them all in one step by clicking the Yes to All button GIVING TITLES TO ITEMS PaperPort titles can be up to...

Page 49: ...hange Item Title dialog box appears 2 Enter a new title for the item and click OK Select the item then click the title an edit box appears around the title Click the title and type a new title Press R...

Page 50: ...e information see The Command Bar earlier in this chapter Page Navigator Click the arrows to scroll between pages in a stack Click the middle area to go to a specific page Annotation Tool Bar Use thes...

Page 51: ...at was originally scanned in at an angle Pan Quickly scroll an image up down right or left Sticky Note Write a resizable sticky note at any place on the page You can also collapse the note to avoid co...

Page 52: ...he page s contents are larger on the screen and are easier to see By zooming out you can see more of the page To zoom in or out on a page 1 Display the page in Page View 2 From the View menu choose Zo...

Page 53: ...ew To pan an item 1 Display the item in Page View 2 Click the Pan tool 3 Place the pointer on the image The pointer changes to a hand 4 Hold down the mouse button and drag up or down right or left The...

Page 54: ...ally The following illustration shows a logo a in its original position b rotated left 90 degrees c rotated right 90 degrees and d flipped 180 degrees To rotate or flip a single page 1 Select the page...

Page 55: ...w Double click an item in Desktop View to display it in Page View PAPERPORT AUTOMATICALLY SAVES Every item in PaperPort is automatically saved as soon as you scan it You do not need to use a Save comm...

Page 56: ...olding down the Shift key or the Ctrl key Or Click an empty space on the PaperPort Desktop and then hold down the mouse button Without releasing the mouse button drag the mouse A box follows the curso...

Page 57: ...n For example if you move one thumbnail and then move another one the Undo Move applies only to the last thumbnail that was moved which was the last action you took After you undo an action the Undo c...

Page 58: ...3 Working on the PaperPort Desktop 50 T a b l e o f C o n t e n t s...

Page 59: ...y find the stack you need With PaperPort you can electronically organize items into stacks in much the same way that you do with paper documents A stack is a PaperPort item with multiple pages Expense...

Page 60: ...ed the scanned pages are separate untitled items Stacking these items collects them into a single multipage item The following figure shows several stacked contracts NOTE If you plan to add summary in...

Page 61: ...kfk fkkfjdf fdlfkfjhkfdhkbfbkfjbkfjbkbklkjlkfdglgkl lgfhkjbkfglkjgfljfkljhf fjf fhkj dkhdfkjhfdlhlfklkjkjlkjhfk fdkk fkjfkjfkjhfdk fhkdjh fkjhfkj dkjd dkjfkjhkbfdkfkjhfk jdfhk fkjfdhkjfhk kfj fkj fkj...

Page 62: ...pages to stack To stack items using the Stack Selected Items command or the Stack button 1 On the PaperPort Desktop select the items that you want to stack Select them in the order that you want them...

Page 63: ...k the right arrow in the Page Navigator to display the next page 3 Click the left arrow in the Page Navigator to display the previous page You can also move between pages by choosing the Page menu com...

Page 64: ...ack that you want to unstack 2 Use the Page Navigator to display the page that you want to unstack 3 From the Desktop menu choose Unstack Current Page or click the Unstack1 button on the Command Bar P...

Page 65: ...menu choose Reorder The Reorder dialog box shows the pages in their current order If the page that you want to reorder is not visible use the horizontal scroll bar to see it 3 Place the pointer on th...

Page 66: ...yed on the PaperPort Desktop To insert a page into an existing stack 1 On the PaperPort Desktop select the stack that will receive the page 2 In the stack move to the page where you want to insert the...

Page 67: ...select the stack 2 Drag and drop the stack onto the page IMPORTANT When you add a page at the end of a stack any summary or title information for the page will be lost DUPLICATING ITEMS You can dupli...

Page 68: ...tack 1 Select the stack on the PaperPort Desktop 2 Use the stack s Page Navigator to bring the page that you want to copy to the top of the stack 3 From the Desktop menu choose Duplicate Current Page...

Page 69: ...e papers you would simply be trading clutter on your desk for clutter on your computer That s where your PaperPort personal folders come in PaperPort s personal folders are like regular manila file fo...

Page 70: ...be you want to keep all the bills about a major operation in one stack TIP In addition to scanning the bills you can also scan the canceled checks that paid the bills any receipts received and corresp...

Page 71: ...e For example if you are using PaperPort for business bookkeeping you could create one folder for Accounts Receivable and another one for Paid in Full When you send a bill scan it into the Accounts Re...

Page 72: ...FOLDERS The set of folders that you initially receive with PaperPort cover many typical topics such as Investments Receipts and Travel However those folders are just suggestions You can retitle the f...

Page 73: ...folder 1 Select the item on the PaperPort Desktop The item can be a single item or a group of items 2 Drag the item onto the folder The folder title is highlighted when the item is correctly positione...

Page 74: ...ktop 2 From the Desktop menu choose Move to Folder If you want to file a copy of the item in the new folder and keep the original in its original folder choose Copy to Folder from the Desktop menu You...

Page 75: ...me you open the folder For example if you create a folder for Invoices 1996 creating a stack for each month and then ordering them on the PaperPort Desktop as Jan Feb Mar and so on might make it easie...

Page 76: ...the Edit menu choose Browse or click the Browse button on the Command Bar The Browse dialog box appears If you are working in Page View you can also click the middle of the Document Navigator to see t...

Page 77: ...an item in the list to display its thumbnail 3 When the item that you want is selected double click it or click the Go To button The item is selected on the PaperPort Desktop Note that the small icon...

Page 78: ...2 Type the title for the folder in the dialog box The title can be up to 30 characters and can include spaces dashes periods quotation marks upper and lowercase letters and any other character that y...

Page 79: ...e again to select it for editing 3 Type the new title and press Enter DISPLAYING THE FOLDERS You can hide or display your personal folders Usually the only reason to hide them is to provide more space...

Page 80: ...STING THE FOLDERS COLUMN WIDTH Making the folders column smaller allows more room for you to work Increasing the width can display the full titles of the foldersif they have longer titles To adjust th...

Page 81: ...size The following are some samples To change the width of the column place the cursor on the border The cursor changes to a resizing cursor Drag to the left to reduce the column width Drag to the rig...

Page 82: ...u want to delete them To delete a folder 1 Select the folder that you want to delete 2 From the Edit menu choose Delete or press the Delete key A message asks if you are sure you want to delete the fo...

Page 83: ...e new items including adding annotations grouping them into stacks and sending a fax with the PaperPort fax link icon You can also export items from the PaperPort application to other applications For...

Page 84: ...Bitmap BMP A format used for displaying and storing Windows images PC Paintbrush PCX A format commonly used for paint applications Windows images DCX A format for multipage PCX files Joint Photograph...

Page 85: ...e click the file name WORKING WITH COLOR AND GRAYSCALE IMAGES You can display color images on the PaperPort Desktop For example if you import a color image from another application it will appear in c...

Page 86: ...perPort item as a file you can import it back into PaperPort To open a PaperPort item previously exported as a file 1 From the File menu choose Import The file type is MAX Unless you specified otherwi...

Page 87: ...e already exported 1 In the Import dialog box click the Find File button The Find File dialog box appears 2 To search on another drive select it from the Drives drop down list 3 Select the directory t...

Page 88: ...rPort Desktop For more information see Finding Items on page 86 5 Click Find PaperPort will search using the criteria you have specified and will list all matching files EXPORTING PAPERPORT ITEMS Expo...

Page 89: ...TIFF TIF JPEG JPG Graphics Interchange Format GIF Portable Document Format PDF To export an item 1 On the PaperPort Desktop select the item you want to export You can export both individual items and...

Page 90: ...t be edited deleted or moved If the annotations are hidden they are not exported 5 Type the name of the file in the File Name box NOTE If you don t type a name for the file PaperPort uses the item s t...

Page 91: ...mage quality decreases Therefore PaperPort lets you determine the level of compression that is best for your files To use this feature the files must be exported in the JPG format To set the amount of...

Page 92: ...nd to import the image file into PaperPort To print from other applications to the PaperPort Desktop 1 Start the application from which you want to print and open the file in that application 2 From t...

Page 93: ...nt setting to 200 or 300 dpi ADDING SUMMARY INFORMATION TO ITEMS Summary information helps you find items quickly When searching for items PaperPort looks for a match between the summary information a...

Page 94: ...information is called the search criteria PaperPort looks through the items to find those whose summary information matches the search criteria Information Description Title The title of the item This...

Page 95: ...y the search criteria in the text fields of this dialog box 2 Type the information that you want to use to find the item The following table describes the text fields Text Field Description Title The...

Page 96: ...e fields Case Sensitive PaperPort finds items when the title creator keywords comments and annotations have exactly the same combination of upper and lowercase characters as the search criteria text W...

Page 97: ...d in the list double click it or click the Go To button The item is selected on the PaperPort Desktop TIP If you selected the Find option instead of Find All and want to see the next item in the searc...

Page 98: ...ng the annotations is a quick way to get to the clauses that need revision NOTE You can find annotation text in both Desktop View and Page View In Page View PaperPort searches through the pages of the...

Page 99: ...The item will appear in the Word document creating a special link between the PaperPort application and Word An application that contains an OLE object is called a container application Word 6 0 is a...

Page 100: ...dit or Insert menu choose Insert Object or a similar command The Object dialog box appears The Object dialog box may be different from the one shown here depending on the version of Windows and OLE th...

Page 101: ...he selected item into the container application at the current cursor position To select a different item click No and PaperPort remains open If you click Cancel the container application will be disp...

Page 102: ...ou can edit the item in PaperPort 2 Edit the item 3 If you have finished quit PaperPort and the item will be updated in the container application To continue using PaperPort choose Update PaperPort Do...

Page 103: ...on and then quit the application The changes appear in the PaperPort item 4 From the File menu choose Update PaperPort Document in file name 5 Press the Delete key or choose Delete Item from the File...

Page 104: ...6 Getting Items On and Off the PaperPort Desktop 96 T a b l e o f C o n t e n t s...

Page 105: ...dd sticky notes and circle text with a pen or pencil With PaperPort you can use these methods but in electronic form This chapter tells you how to Copy cut paste and crop information Add sticky notes...

Page 106: ...You can also create a new PaperPort item by pasting selected information directly onto the PaperPort Desktop For example if you want to use your company logo in a word processing file you can scan an...

Page 107: ...image on it From Page View to another application The copied image appears on the page in that application you can then move that image to its correct position in that application To PaperPort from an...

Page 108: ...ize of the area that you selected drag one of the handles on the dashed selection box 3 From the Edit menu choose Copy 4 To paste onto another page display that page in Page View To paste the selectio...

Page 109: ...You cannot use the Selection tool to copy and paste PaperPort annotations If the area you select contains annotations they will not be copied and pasted For more information about copying and pasting...

Page 110: ...e page WORKING WITH STICKY NOTES Sticky notes are similar to paper sticky notes they can contain several lines of text and you can place them wherever you like in an item As with a paper sticky note w...

Page 111: ...ith crosshairs 2 Click anywhere in the item and the default note size appears The insertion point is ready for you to begin typing 3 Type the note text The note box expands to accommodate the amount o...

Page 112: ...ed or all are expanded You cannot individually expand or collapse notes To collapse notes 1 In Page View click the Pointer tool on the Annotation Tool Bar 2 Select the note or notes that you want to c...

Page 113: ...Port When you finish adding text with the tool the box where you typed the text disappears so that it doesn t cover anything The text looks just like you had typed it on the paper and prints the same...

Page 114: ...attention to specific parts of an item just as you would use a marker to highlight a section of a paper page For example you might want to highlight an important paragraph or some key phrases in a re...

Page 115: ...To add a freehand annotation 1 In Page View click the Freehand tool on the Annotation Tool Bar The cursor changes to a pencil 2 Drag the pencil to circle draw or mark text To change the line width of...

Page 116: ...also change the color of a freehand annotation using the Color command For more information see Fine Tuning Annotations on page 111 DRAWING LINES AND ARROWS Use the Arrow tool to add lines and arrows...

Page 117: ...n page 111 later in this chapter CREATING A NEW ITEM You can create a new blank item in PaperPort and then copy and paste text or graphics to it or add annotations A new item is useful for example if...

Page 118: ...the page try reducing its size before copying it 3 Switch to the PaperPort application 4 Display the target item the one that will receive the graphic in Page View You can also paste the selected gra...

Page 119: ...and pointer 7 Drag the graphic to the new location you want and then click elsewhere on the page FINE TUNING ANNOTATIONS You fine tune an annotation by changing the color of the annotation background...

Page 120: ...font font style size and color As you make your selections the sample changes to show you the new font characteristics 4 Click OK When you type text with the Annotation tools it will have the new fon...

Page 121: ...cky note annotation will be in that color To change the color of an existing annotation 1 Click the Pointer tool on the Annotation Tool Bar 2 Select the annotation s that you want to recolor 3 From th...

Page 122: ...copy paste and delete text 5 When you have finished editing click elsewhere on the page or select one of the other Annotation tools MOVING AND RESIZING ANNOTATIONS After adding an annotation you may d...

Page 123: ...frame surrounding an annotation or you may inadvertently resize the box To select and move multiple annotations use Shift click or Ctrl click to select the annotations or choose Select All from the Ed...

Page 124: ...G ANNOTATIONS PaperPort provides the option to display or hide annotations This feature is especially useful if you want to print an item or send it as an electronic fax but do not want to include the...

Page 125: ...e Undo New Annotation command no longer applies To undo all the annotations From the Edit menu choose Undo All Changes DELETING ANNOTATIONS You can delete individual annotations one at a time or delet...

Page 126: ...7 Annotating Items 118 T a b l e o f C o n t e n t s...

Page 127: ...to work with link to many other applications The links available to PaperPort depend on the applications installed on your computer This chapter explains how to use PaperPort to Convert scanned docume...

Page 128: ...than choose the Print command from the File menu simply drag the item you want to print onto the Printer icon E mail link s Use the e mail icon to send a PaperPort item as an attachment to an e mail...

Page 129: ...icon displays the icon of any spreadsheet application that PaperPort supports Use this link when you want to convert a scanned spreadsheet into editable numbers and text Like the word processor link t...

Page 130: ...ou have trouble try sending the PaperPort items in smaller batches Some applications such as graphics applications accept only one page at a time CONVERTING TEXT WITH OCR SOFTWARE A scanned document i...

Page 131: ...he Letter scan mode is optimized for OCR performance To process text using the word processor or spreadsheet links 1 On the PaperPort Desktop select a document 2 To use the OCR software that you recei...

Page 132: ...For example if you import a color image into PaperPort you can print it on a color printer To print an item 1 In Desktop View select the item that you want to print In Page View you do not have to sel...

Page 133: ...2 Drag the item onto the Fax icon on the Link Bar or choose Links from the File menu and choose the fax name from the submenu To send a fax from Page View use the Links command Option Description Pri...

Page 134: ...rom the File menu choose Import Fax The Import Fax dialog box appears and lists the faxes available to be read in PaperPort 2 Select one of the faxes in the list A thumbnail of that fax appears in the...

Page 135: ...erent for each e mail application appears 4 Fill in the message information and then send the message PaperPort creates a file and attaches the item to an e mail message The file has the extension MAX...

Page 136: ...You can display an attached file in a variety of ways depending on your e mail software With some e mail applications such as Lotus cc Mail you can double click the attachment to display it Or dependi...

Page 137: ...references for your fax software click its Fax icon Notice that there is also a generic fax link Do not click that one it is for selecting a new fax application Note that there is also a generic word...

Page 138: ...your computer For that reason some of your PaperPort preferences may differ from those shown in the following table If you have Microsoft Word 6 0 on your computer this is the icon for the OCR softwa...

Page 139: ...con to the Link Bar Word Processor Spreadsheet Copy As Text and Generic Word Processor Document Format Choose the format for the converted text For supported applications PaperPort will automatically...

Page 140: ...iple copies with the pages of each copy in sequence Automatic Page Orientation Select this option to change the page orientation of the printer to match the selected item s page orientation Display Pr...

Page 141: ...raphic item The options will be Windows graphic formats such as BMP and PCX Replace Desktop Item if Modified If you make changes to the image in the graphics application and then save the changes the...

Page 142: ...8 Using PaperPort Links 134 T a b l e o f C o n t e n t s...

Page 143: ...V I S I O N E E R T a b l e o f C o n t e n t s P A R T T H R E E Appendixes...

Page 144: ...T a b l e o f C o n t e n t s...

Page 145: ...at indicates the type of problem This appendix explains what to do if you see one of those messages Messages are listed by the following categories Link messages Memory messages Desktop messages Disk...

Page 146: ...ition or a problem with the OCR software For information about making more memory available see Memory Messages Try scanning using either the Article or Letter scan mode and then processing it with th...

Page 147: ...ee the amount of available memory and system resources You should have at least 4 MB of available memory 8 MB or more to use OCR and 50 percent resources Note that your computer should have 8 MB of ph...

Page 148: ...there may also be some parameters on this line The line could also have couple of numbers such as DEVICE C SMARTDRV EXE 2048 1024 If these two numbers are present change the second number to 256 or ev...

Page 149: ...n be damaged if your computer is shut down while the PaperPort software is running or if the PaperPort software is shut down in any way other than by a normal exit If the PaperPort software can restor...

Page 150: ...usy and cannot accept the printed item Please close any open PaperPort dialog boxes before trying again Close any open dialog box in PaperPort and try the operation again PaperPort is busy and cannot...

Page 151: ...scanner Please scan this page again Your computer was busy doing something else so the scanner could not talk with the PaperPort software In most cases scanning again will succeed If not quit other ap...

Page 152: ...A Messages 144 T a b l e o f C o n t e n t s...

Page 153: ...uped by the following topics Image quality and appearance Printing problems Electronic fax problems OCR problems Import and export files Missing e mail links If you have questions and do not find the...

Page 154: ...not straighten an image that is crooked on the paper If the automatic page straightening option is deselected you can manually straighten the page with the Straighten Page command in the Page menu Im...

Page 155: ...are opaque when printed on HP LaserJet 4 printers The LaserJet 4 printer driver has two graphics modes HP GL 2 and Raster Change the graphics mode to Raster To change the graphics mode 1 From Program...

Page 156: ...CR link starts the wrong word processor You must configure the word processor link specifying the correct output word processor by choosing Preferences from the Edit menu and then clicking the Text ic...

Page 157: ...ormation than the screen they grow in size Instead of using the export command you can open the item in Page View cut out the information and then paste it into the application you want to use or into...

Page 158: ...I file for the Mail section Make sure that there is a key entry of SMI 1 In some cases Lotus Notes may be configured in such a manner that PaperPort cannot find the files SM1 dll or NOTES EXE You can...

Page 159: ...Mail link requires the file MAPI DLL Check for the following Make sure that the path to this file which is usually C MSMAIL is included in the path statement in your AUTOEXEC BAT file The WIN INI file...

Page 160: ...blem do the following 1 From the Edit menu choose Preferences The PaperPort Preferences dialog box appears 2 Click the Da Vinci icon in the Category area 3 Enter the path for the Da Vinci EMAILWIN EXE...

Page 161: ...aperPort items This appendix explains How others can obtain PaperPort Viewer if they do not own PaperPort How you can install PaperPort Viewer on a Macintosh computer or an IBM PC or 100 percent compa...

Page 162: ...your scanner You can distribute PaperPort Viewer to others free of charge One way to send someone PaperPort Viewer is to attach the PaperPort Viewer file to an e mail message and then send that e mail...

Page 163: ...m SETUP EXE To install PaperPort Viewer for Windows 1 Start Windows 2 Insert the PaperPort Viewer for Windows disk into the floppy disk drive 3 If you are using Windows 3 1 choose Run from the Program...

Page 164: ...cale monitor recommended USING THE MACINTOSH INSTALLER PaperPort Viewer for Macintosh is a self extracting archive file Copy the file onto your hard disk or have it on a disk before starting To instal...

Page 165: ...TING PAPERPORT VIEWER How you start PaperPort Viewer depends on your computer platform For Windows open the PaperPort program group and double click the PaperPort Viewer icon For Macintosh double clic...

Page 166: ...C Obtaining and Installing PaperPort Viewer 158 T a b l e o f C o n t e n t s...

Page 167: ...am files from your hard drive and also removes all references to PaperPort from the Windows system files Because you may want to re use scanned items later the Uninstall program will not remove the Pa...

Page 168: ...1 bit Snapshot 100 dpi 4 bit Photograph 100 dpi 8 bit Custom 100 200 300 or 400 dpi 1 2 4 or 8 bit Print to PaperPort Desktop Up to 300 dpi x 300 dpi Imported images Up to 2400 dpi x 2400 dpi Up to 24...

Page 169: ...e Mail Corel PhotoPaint DaVinci eMAIL WinFax PRO ExpressFax FaxAbility FaxMaster Fax Sender FaxWorks Intel FaxAbility Intel Proshare KidPix Lotus AmiPro Lotus 1 2 3 Lotus cc Mail Lotus Notes Mail Micr...

Page 170: ...D Technical Information 162 T a b l e o f C o n t e n t s...

Page 171: ...otation Tool Bar is available only in Page View Arrow tool An Annotation tool for drawing straight lines with or without arrowheads bit depth The number of bits used to process scanned images The grea...

Page 172: ...rsor appears when you use certain Annotation tools Desktop View The overall view of your PaperPort items with thumbnails small graphic representations showing the pages and stacks as if spread out on...

Page 173: ...by various shades of gray Highlighter tool An Annotation tool that works in the same way as a highlighter marker This tool adds a color over selected areas of a page imaging mode Refers to the ditheri...

Page 174: ...ds in a mark up by using the Find command OCR Optical character recognition the technology of translating characters in a graphic image of a printed page into machine readable characters that you can...

Page 175: ...n the back of your computer where you can plug in the PaperPort scanner if the serial COM port is not available The parallel port is often used to connect to a printer PCX file A graphics file format...

Page 176: ...it covers the item information beneath it You can move a sticky note or collapse it to an icon You can search for words in a sticky note by using the Find command thumbnail A small graphic that repres...

Page 177: ...ion Tool Bar 42 Annotation tools description 43 Arrange button 36 37 39 Arrange Desktop command 39 Arrange Selected Items command 39 arranging documents 39 Arrow pointer tool See pointer tool Arrow to...

Page 178: ...command 48 deselecting items 48 deskew 26 27 Desktop PaperPort arranging items 39 list of items 68 printing to 14 84 using the Browse button 68 Desktop button 36 Desktop View arranging documents 39 d...

Page 179: ...file s bringing into PaperPort 84 compressing 83 finding to import 79 importing from other applications 76 77 MAX file 78 items in folders 65 printing to PaperPort 85 SETUP EXE 155 size when exporting...

Page 180: ...25 Import command 76 77 78 Import dialog box 77 Import Fax command 126 import MAX files 78 import finding MAX file 79 Import Export icon 83 importing formats 77 from other applications 76 installing O...

Page 181: ...k Up tool 43 106 Match All Fields 88 Match Any Field 88 MAX 76 81 MAX file annotations in 82 file names 82 finding to import 79 importing into PaperPort 78 menu bar 36 moving annotations 114 thumbnail...

Page 182: ...h MS Excel 14 PaperPort Viewer getting 154 installing Macintosh 156 Microsoft Windows 155 paste graphic positioning 111 picture annotations 109 selection 100 Paste command 100 110 114 116 PCX 76 81 pe...

Page 183: ...command 116 125 Show Text with Icons 31 single page stacking 56 software starting 2 spreadsheet bringing into PaperPort 14 84 stack 89 adding page 59 copying 59 creating using drag and drop 53 54 usi...

Page 184: ...43 Undo All Changes command 116 Undo All command 111 Undo command 29 Undo New Annotation command 116 Undo Paste command 111 Undo Rotate command 46 undoing annotations 116 Unstack button 36 37 Unstack...

Page 185: ...the Visioneer automated fax on demand center You can also fax questions directly to the technical support staff You can reach Visioneer on America Online CompuServe World Wide Web Internet and other...

Page 186: ...178 T a b l e o f C o n t e n t s...

Page 187: ...179 1 Cut along the dotted line 2 Insert the page this way into the scanner Use this page to calibrate your scanner...

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