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Table

of Contents

C H A P T E R 8

Filing Items in Folders

PaperPort’s filing system with folders is for items scanned or imported to
the PaperPort Desktop.

This chapter shows how to:

■

Store items in folders

■

Create new folders

■

Give folders titles

■

See the contents of folders

■

Find an item in a folder

Содержание PAPERPORT

Страница 1: ...rmats 8 View PaperPort Items on an IBM PC or Macintosh 8 Customize PaperPort 9 Right Mouse Button Shortcuts 9 Chapter 2 Scanning Items 11 Scanning a Page 12 Scanning a Business Card or Photo 13 Why Yo...

Страница 2: ...ng a Scanned Spreadsheet 44 Chapter 7 Annotating a Page 47 Using the Annotation Tools 49 Tool Samples 49 Pointer 49 Selection 50 Straighten Page 52 Pan 53 Sticky Note 54 Mark Up 54 Highlighter 55 Free...

Страница 3: ...a variety of sources as shown in this figure EXPLORE PAPERPORT One Minute Guide An online tour of PaperPort features This Getting Started Guide The fastest way to get acquainted with PaperPort and sta...

Страница 4: ...lso read this chapter to 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 compu...

Страница 5: ...ample of how the 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...

Страница 6: ...ons To use a link you drag an item onto one of the icons Then that link s application starts and you can use it with the scanned item A typical use of the Link Bar is to scan an item and fax it This s...

Страница 7: ...rom your computer you can send any scanned item as an e mail attachment including scanned pages graphics and photos You can use either the e mail link icon or a convenient Send command to attach an it...

Страница 8: ...ication 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 to convert SCAN TO GET THE BEST IMAGE With the Pape...

Страница 9: ...ITEMS IN PERSONAL FOLDERS PaperPort has an easy to use filing system for organizing your scanned items The filing system consists of folders designed specifically for holding every item you scan You...

Страница 10: ...uch as Windows Bitmap BMP or Tag Image File Format TIFF Drag and drop an image file onto the PaperPort folder in Windows Explorer and convert the file to a PaperPort item Drag and drop an image file o...

Страница 11: ...MIZE PAPERPORT You can arrange PaperPort s tools to suit your individual style of working For example you can move the Command Bar to another part of the screen hide the folders display the Annotation...

Страница 12: ...menu instead of the menus at the top of the window The following sample shows the shortcut menu for a single item in Desktop View RELATED TOPICS IN HELP Each new PaperPort feature is described in det...

Страница 13: ...include newspaper clippings reports magazine articles brochures letters memos receipts canceled checks business cards and photos PaperPort has special scan settings for a variety of different items so...

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Страница 15: ...gh 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 business card or photo with a PaperP...

Страница 16: ...e the item appears on the PaperPort Desktop Make sure the Scan Settings tab is selected 4 If you are scanning a business card select the option Filing Business Cards When scanning photos select Storin...

Страница 17: ...u will be scanning another type of item WHY YOU DON T NEED TO SAVE A SCANNED ITEM Every item scanned into PaperPort is automatically saved as soon as you scan it As long as you don t delete the item y...

Страница 18: ...ter on In another file format such as BMP or TIFF On a floppy disk Besides the Export command PaperPort has an archive link for creating a backup of selected files or for quickly backing up the entire...

Страница 19: ...ing PaperPort s two views for displaying scanned items Desktop View and Page View you can see either the thumbnails of the items in a folder or a full page that you can read This chapter explains the...

Страница 20: ...e Edit menu and then clicking the Scan Settings tab in the PaperPort Preferences dialog box The Command Bar appears in both Desktop View and Page View Folders You can store items in the folders to org...

Страница 21: ...cations and functions that work with PaperPort The icons include links for sending a scanned item as a fax or an e mail attachment reading text from a scanned item into a word processing program and s...

Страница 22: ...so forth See Chapter 7 Annotating a Page for examples of annotations and how to use the tools Status Bar The Status Bar shows information about the page being displayed SWITCHING BETWEEN DESKTOP VIEW...

Страница 23: ...PaperPort Preferences dialog box where you can set the scan settings customize the PaperPort Desktop and folders choose options for importing and exporting files calibrate the scanner and change its...

Страница 24: ...items on the PaperPort Desktop USING THE COMMAND BAR IN PAGE VIEW Several of the buttons that appear in Desktop View also appear in Page View Because Page View displays a single item buttons for viewi...

Страница 25: ...appears if you are using the PaperPort software with a flatbed or other scanner Clicking the Scan button starts the scanning on the scanner The other button that can appear on the Command Bar is label...

Страница 26: ...T a b l e o f C o n t e n t s 24 CHAPTER 3 VIEWING ITEMS...

Страница 27: ...n 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...

Страница 28: ...r 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 items in the order that you want them stacked and cl...

Страница 29: ...m or click anywhere else in Desktop View To select multiple items Click each thumbnail while holding down the Shift key or the Ctrl key Or Click an empty space on the PaperPort Desktop then drag the m...

Страница 30: ...mmand To move between pages in a stack in Page View You can also use the commands on the Page menu to move between pages in Page View UNSTACKING ITEMS You can unstack pages in a stack if for example y...

Страница 31: ...a separate item on the PaperPort Desktop 1 Select the stack in Desktop View 2 Click the Page Navigator to display the page you want to unstack 3 Click the Unstack1 button You can also choose Unstack C...

Страница 32: ...s both appear above the stack so that as you flip through the pages of a stack you can see each page s title as well as the stack title If you don t want to see page titles with the stack titles choos...

Страница 33: ...T a b l e o f C o n t e n t s GIVING TITLES TO ITEMS AND STACKS 31 RELATED TOPICS IN HELP Work with Items on the PaperPort Desktop Create and Work with Stacks Work with Items in Page View...

Страница 34: ...T a b l e o f C o n t e n t s 32 CHAPTER 4 STACKING ITEMS...

Страница 35: ...ut don t want to mark up the original you 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...

Страница 36: ...send scanned items as faxes 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...

Страница 37: ...tead of using the fax link icon you can also choose Links from the File menu and then choose the name of your fax software To send a scanned item as a fax from Page View 4 When your fax software start...

Страница 38: ...es 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 computer will need An e mail account typically over a network or modem...

Страница 39: ...enu and then choose the name of your e mail software The software will open and you can send the item as an attachment to an e mail message To send a scanned item as an e mail attachment from Page Vie...

Страница 40: ...T a b l e o f C o n t e n t s 38 CHAPTER 5 SENDING A FAX OR E MAIL MESSAGE...

Страница 41: ...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 in OCR software to conv...

Страница 42: ...n 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 H...

Страница 43: ...can also configure the word processing link to send text to the other OCR application If the item is a stack all pages are converted To convert a single page of a stack use the Unstack1 button on the...

Страница 44: ...f its pages are converted To convert a single page of a stack unstack that page from the stack first then convert it 4 When the conversion is complete the word processing application opens and you can...

Страница 45: ...t The result will be a lot of unrecognized characters on the page because the software can t match text characters with graphics In that case select those portions of the page that contain only text a...

Страница 46: ...sheet will retain it columnar format and the spreadsheet application will recognize number characters as numbers if you want to update them 4 From the Edit menu choose Copy As Text The conversion begi...

Страница 47: ...sheet icon on the Link Bar Instead of using the spreadsheet link icon you can also choose Links from the File menu and then choose the name of your spreadsheet application 1 Select the spreadsheet to...

Страница 48: ...convert an item from Page View except choose the name of the spreadsheet application instead of the word processing application 4 When the conversion is complete the spreadsheet application opens and...

Страница 49: ...arkers 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 past...

Страница 50: ...annotations because they appear as small symbols on the thumbnail Selection Select an area to copy cut paste or crop Sticky Note Add a note just like a post it note Freehand Circle or underline impor...

Страница 51: ...L SAMPLES 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 to move resize or edit them 1 Click the...

Страница 52: ...another application or your signature for use on a form letter 1 Click an annotation to select it 2 To move the annotation put the pointer inside the selected area and drag the annotation to a new pl...

Страница 53: ...nother in Page View The copied image is pasted onto the receiving page you can then move the image into place From Page View to the PaperPort Desktop A new item is created on the PaperPort Desktop wit...

Страница 54: ...ark up note but copied text cannot be pasted directly to a thumbnail on the PaperPort Desktop NOTE Another copy and paste option is the Copy AsText command in the Edit menu PaperPort converts the sele...

Страница 55: ...croll an image up down left or right To use the Pan tool to scroll quickly 2 When you release the mouse button the PaperPort software straightens the whole page along the line you drew 1 Put the hand...

Страница 56: ...of text to the page 1 Click the page 2 Type the note in the text box that appears As you type the note the box expands to fit the amount of text The insertion point is ready for you to begin typing 1...

Страница 57: ...xt 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 typing a single line of text like this D...

Страница 58: ...g the line width affects both the Arrow tool and Freehand tool ARROW Use the Arrow tool to draw straight lines with or without arrowheads to point to specific parts of a page To draw straight lines wi...

Страница 59: ...that you don t want to include when it s printed remember to turn off the annotations first 1 In Page View choose Show Annotations from the Annotations menu The checkmarkmeans the annotations will be...

Страница 60: ...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 just click on the Printer link icon 3 When the Printer link icon is highlighte...

Страница 61: ...Items in Folders PaperPort s filing system with folders is for items scanned or imported to the PaperPort Desktop This chapter shows how to Store items in folders Create new folders Give folders titl...

Страница 62: ...he left side of the window DRAGGING AND DROPPING ITEMS INTO FOLDERS The easiest way to move an item into a folder is by dragging and dropping the item into the folder You can file items one at a time...

Страница 63: ...in the folder but leaves the original in its original folder CREATING NEW FOLDERS You can add new folders to the main list to create a personal filing system For example you could create a folder nam...

Страница 64: ...TITLES Each folder must have a title You can re title any folder including the basic set of folders that you receive with PaperPort NOTE The PaperPort Desktop is not a folder and cannot be renamed 1...

Страница 65: ...The Desktop View displays the contents of the open folder Thus if you open the Medical folder you will see all of the scanned items stored in that folder Opening one folder closes the other open fold...

Страница 66: ...PaperPort s search features help you find items stored in folders For example if you recall the item s title keywords text annotations or other identifying text PaperPort can find the item 1 Click a f...

Страница 67: ...xt or to match only whole words in the text 1 In the Desktop View choose Find Item from the Search menu 2 Type the text that you know will identify the item 3 Selectone ormore checkboxes to tell Paper...

Страница 68: ...T a b l e o f C o n t e n t s 66 CHAPTER 8 FILING ITEMS IN FOLDERS...

Страница 69: ...nd that e mail message to the recipient The PaperPort CD includes PaperPort Viewer for Windows See the installation guide that you received with your PaperPort scanner for instructions about installin...

Страница 70: ...T a b l e o f C o n t e n t s 68 APPENDIX A PAPERPORT VIEWER...

Страница 71: ...sktop button 21 Desktop View 2 18 28 annotations 48 Command Bar 21 e mail 36 folders 60 63 switch to 21 titles 30 drag and drop create a stack 26 item in folder 60 Duplicate button 22 E e mail link 5...

Страница 72: ...rtion to text 43 highlight sections 55 note 54 scanned at an angle 52 Page button 20 21 Page menu 27 28 Page Navigators 27 Page View 2 19 Command Bar 22 convert text 42 fax item 35 switch to 20 Pan to...

Страница 73: ...te tool 54 Straighten Page tool 52 T text convert to 6 39 41 convert a portion 43 paste converted 44 thumbnail 18 annotations 48 definition 2 title 15 folder 62 item 26 30 stack 26 30 U unstack all pa...

Страница 74: ...T a b l e o f C o n t e n t s 72 INDEX...

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