PaperPort 5.3 Software Users Guide

PaperPort 5.3 Software
User’s Guide
FOR WINDOWS
COPYRIGHT INFORMATION
PaperPort 5.3 Software for Windows. Copyright ©1998 Visioneer, Inc. All rights reserved.
Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under the copyright laws.
AnyPort, AutoFix, AutoLaunch, FormTyper, MicroChrome, PaperEnable, PaperLaunch, PaperPort, PaperPort Deluxe, PaperPort ix, PaperPort Links,
PaperPort mx, PaperPort PowerBar, PaperPort vx, PaperPortation, PaperPort Strobe, PaperPort 3000, PaperPort 3100, PaperPort 3100B, PaperPort 6000,
PaperPort 6000A, PaperPort 6000B, PaperPort 6100, ScanDirect, SimpleSearch, SharpPage, and Visioneer are trademarks of Visioneer, Inc. PaperPort, Paperdriven, and the Visioneer logo are registered trademarks of Visioneer, Inc.
Microsoft is a U.S. registered trademark of Microsoft Corporation. Windows is a trademark of Microsoft Corporation. TextBridge is a registered trademark of
Xerox Corporation. ZyINDEX is a registered trademark of ZyLAB International, Inc. ZyINDEX toolkit portions, Copyright © 1990–1998, ZyLAB
International, Inc. All Rights Reserved. All other products mentioned herein may be trademarks of their respective companies.
Information is subject to change without notice and does not represent a commitment on the part of Visioneer, Inc. The software described is furnished under
a licensing agreement. The software may be used or copied only in accordance with the terms of such an agreement. It is against the law to copy the software on
any medium except as specifically allowed in the licensing agreement. No part of this document may be reproduced or transmitted in any form or by any
means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, or translated to another language, for any
purpose other than the licensee’s personal use and as specifically allowed in the licensing agreement, without the express written permission of Visioneer, Inc.
Part Number: 06-0003-000
Photo Credits: Tony Martin
Restricted Rights Legend
Use, duplication, or disclosure is subject to restrictions as set forth in contract subdivision (c)(1)(ii) of the Rights in Technical Data and Computer Software
Clause 52.227-FAR14. Material scanned by this product may be protected by governmental laws and other regulations, such as copyright laws. The customer
is solely responsible for complying with all such laws and regulations.
Visioneer’s Limited Product Warranty
If you find physical defects in the materials or the workmanship used in making the product described in this document, Visioneer will repair, or at its option,
replace, the product at no charge to you, provided you return it (postage prepaid, with proof of your 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 PRODUCT, ALL OTHER
REPRESENTATIONS, WARRANTIES OR CONDITIONS, EXPRESS OR IMPLIED, WRITTEN OR ORAL, INCLUDING ANY WARRANTY OF
MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON- INFRINGEMENT, ARE EXPRESSLY EXCLUDED. AS A RESULT,
EXCEPT AS SET OUT ABOVE, THE PRODUCT IS SOLD “AS IS” AND YOU ARE ASSUMING THE ENTIRE RISK AS TO THE PRODUCT’S
SUITABILITY TO YOUR NEEDS, ITS QUALITY AND ITS PERFORMANCE,
IN NO EVENT WILL VISIONEER BE LIABLE FOR DIRECT, INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES
RESULTING FROM ANY DEFECT IN THE PRODUCT OR FROM ITS USE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
All exclusions and limitations in this warranty are made only to the extent permitted by applicable law and shall be of no effect to the extent in conflict with the
express requirements of applicable law.
FCC Radio Frequency Interference Statement
This equipment has been tested and found to comply with the limits for the class B digital device, pursuant to part 15 of the FCC Rules. These limits are
designed to provide reasonable protection against interference in a residential installation. This equipment generates, uses and can radiate radio frequency
energy and if not installed, and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no
guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which
can be determined by turning the equirpment off and on, the user is encouraged to try and correct the interference by one or more of the following measures:
• Reorient or relocate the receiving antenna.
• Increase the separation between the equipment and receiver.
• Connect the equipment into an outlet on a circuit different from that to which the receiver is connected.
• Consult the dealer or an experienced radio/TV technician for help.
This equipment has been certified to comply with the limits for a class B computing device, pursuant to FCC Rules. In order to maintain compliance with
FCC regulations, shielded cables must be used with this equipment. Operation with non-approved equipment or unshielded cables is likely to result in
interference to radio and TV reception. The user is cautioned that changes and modifications made to the equipment without the approval of manufacturer
could void the user’s authority to operate this equipment.
This device complies with part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) This device may not cause harmful interference,
and (2) this device must accept any interference received, including interference that may cause undesired operation.
TA B L E O F C O N T E N T S
Chapter 1: Welcome to the PaperPort Software . . . . . . . . . . . . . . 1
View Scanned Items Two Ways . . . . . . . . . . . . . . . . . . . . . . . . . 2
Improve Image Quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Add Notes, Highlight Areas, and Mark Up a Page . . . . . . . . . . . 4
Combine Items into Stacks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Link to Many Other Applications . . . . . . . . . . . . . . . . . . . . . . . . 5
Scan It and Fax It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Send Scanned Items Over the Internet . . . . . . . . . . . . . . . . . . . . 6
Scan It and E-Mail It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Convert Scanned Text to Text That You Can Edit . . . . . . . . . . . 7
Scan to Get the Best Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Organize Items in Personal Folders . . . . . . . . . . . . . . . . . . . . . . . 8
Import Items from Other Applications . . . . . . . . . . . . . . . . . . . . 9
Export Items in Other Formats . . . . . . . . . . . . . . . . . . . . . . . . . 10
View PaperPort Items on an IBM PC or Macintosh . . . . . . . . . 10
Customize PaperPort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Right Mouse Button Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . 10
Chapter 2: Scanning Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Scanning a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Scanning a Photo or Business Card . . . . . . . . . . . . . . . . . . . . . . 15
Why You Don’t Need to Save a Scanned Item . . . . . . . . . . . . . 18
Chapter 3: Viewing Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Desktop View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Page View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Switching Between Desktop View and Page View . . . . . . . . . . . 22
Using the Command Bar in Desktop View . . . . . . . . . . . . . . . . 22
Using the Command Bar in Page View . . . . . . . . . . . . . . . . . . . 23
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TABLE OF CONTENTS
Chapter 4: Stacking Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Combining Items into Stacks . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using Drag and Drop to Create Stacks . . . . . . . . . . . . . . . . 26
Selecting and Deselecting Items . . . . . . . . . . . . . . . . . . . . . 27
Giving Titles to Items and Stacks . . . . . . . . . . . . . . . . . . . . . . . 27
Moving Between Stacked Pages . . . . . . . . . . . . . . . . . . . . . . . . . 29
Unstacking Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Tiling Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Chapter 5: Sending a Fax or E-Mail Message . . . . . . . . . . . . . . . 33
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Sending a Scanned Item as a Fax . . . . . . . . . . . . . . . . . . . . . . . . 34
Sending a Scanned Item with an E-Mail Message . . . . . . . . . . . 36
Getting PaperPort Information on the Internet . . . . . . . . . . . . . 38
Chapter 6: Converting a Scanned Item to Text. . . . . . . . . . . . . . 39
What Is OCR? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Converting an Item to Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Converting Part of a Page to Text . . . . . . . . . . . . . . . . . . . . . . . 44
Converting a Scanned Spreadsheet . . . . . . . . . . . . . . . . . . . . . . 45
Chapter 7: Annotating a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Using the Annotation Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Pointer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Straighten Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Pan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Mark-Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Highlighter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Freehand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Arrow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Displaying and Hiding Annotations . . . . . . . . . . . . . . . . . . . . . 57
Printing Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
TABLE OF CONTENTS
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Chapter 8: Editing Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Using the Image Editing Tools . . . . . . . . . . . . . . . . . . . . . . . . . 60
Rotate Right or Left . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
AutoFix Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Adjust Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Sharpen Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Remove Red Eye . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Crop Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Invert Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Remove Stray Dots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Enhance Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Creating Wallpaper from an Item . . . . . . . . . . . . . . . . . . . . . . . 66
Chapter 9: Filing Items in Folders . . . . . . . . . . . . . . . . . . . . . . . 67
Dragging and Dropping Items into Folders . . . . . . . . . . . . . . . . 69
Creating New Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Giving Folders New Titles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Seeing the Contents of Folders . . . . . . . . . . . . . . . . . . . . . . . . . 72
Finding an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Appendix A: PaperPort Viewer . . . . . . . . . . . . . . . . . . . . . . . . . 75
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
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TABLE OF CONTENTS
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CHAPTER 1
Welcome to the
PaperPort Software
Welcome to the PaperPort 5.0 Software. This guide explains how to use
the main features of your PaperPort software. In addition to this guide,
you can get more information from a variety of sources, as shown in this
figure.
EXPLORE PAPERPORT
This User’s Guide
The fastest way to get acquainted with PaperPort and
Help
Everything you want to know
about PaperPort—“how-to” procedures, dialog box reference, and
troubleshooting advice.
PaperPort CD
Your source for installing additional
software that works with PaperPort
and printing the documentation.
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CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE
▼
NOTE: To see the Help, you should first install the PaperPort
software on your computer. See the installation guide that you
received with your scanner to install the software.
This chapter of your User’s Guide provides a quick overview of
PaperPort’s features. If you’ve used an earlier version of the software, you
can also 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 computer.
The next few pages show—at a glance—many of the time-saving
features of the PaperPort software.
VIEW SCANNED ITEMS TWO WAYS
PaperPort provides two ways to view items: the Desktop View and Page
View. Desktop View displays a thumbnail, a small graphic that
represents each item on the PaperPort Desktop. Page View displays a
close-up of a single page.
Desktop View displays
items as thumbnails.
Page View displays each
item as a full page.
3
IMPROVE IMAGE QUALITY
With the PaperPort 5.0 Software you can scan virtually any type of item,
including color photographs, business cards with color logos, maps,
memos, business letters, invoices, handwritten letters, and so on.
PaperPort also has special features to improve the scanned images. For
example, you can lighten underexposed color photographs that are too
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 are some “before and after” examples of scanned images:
This picture of a flower
cart is improved by
clicking the AutoFix
Picture tool. The image
is lightened and
sharpened.
This cow picture was
slightly blurred and out
of focus. Using the
Sharpen Picture tool the
cow comes into focus.
The original picture of
the family dog had the
“red eye effect” caused by
an indoor flash. The red
was removed with the
Remove Red Eye tool.
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IMPROVE IMAGE QUALITY
CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE
ADD NOTES, HIGHLIGHT AREAS, AND MARK UP A PAGE
With the annotation tools in Page View, you can add a note, highlight
text, draw lines or arrows, circle information, or paste a picture or
graphic from another application into a PaperPort item. The following
figure shows a sample of how the tools can be used.
Use the Picture tool
to add a picture to
the page.
Use the Highlighter
tool to draw the
reader’s attention
to an area.
Circle information
with the Freehand tool.
Use the Note tool to add
notes to the page.
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 could save all of your invoices for a job in one stack named
Invoices, and each page of the stack could be an invoice with its own
name, such as Invoice April 17, 1997.
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5
A single page
Stacks
Link Bar
LINK TO MANY OTHER APPLICATIONS
PaperPort automatically recognizes many other applications on your
computer and creates a “working link” to them. The Link Bar at the
bottom of Desktop View shows icons of those linked applications. 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 several applications linked to PaperPort.
If PaperPort does not automatically recognize one of the applications on
your computer, you can manually create a link using the Create New
Link command. See the Help system for more information about
creating new links.
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LINK TO MANY OTHER APPLICATIONS
CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE
SCAN IT AND FAX IT
If your computer has a fax modem and fax software, you can use the fax
link to quickly send the item as a fax. The fax link is represented by a fax
icon on the Link Bar at the bottom of Desktop View.
Send an item by
dragging and dropping it
onto a link icon. This
example shows dragging
and dropping an item
onto the fax link icon.
When the fax icon is
highlighted, release the
mouse button. Your fax
application starts and
you can send the item
as a fax.
SEND SCANNED ITEMS OVER THE INTERNET
Using the Netscape Navigator e-mail link you can scan an item, or
import an item to the PaperPort Desktop, and send it as an e-mail
attachment over the Internet. This means that you can send your
scanned items worldwide to anyone who has Internet access.
The link icon for Netscape
Navigator e-mail.
In addition, you can use the PaperPort software to connect directly to
different areas on Visioneer’s Web site. For example, to get technical
support, choose Technical Support from the WebSite menu. The
PaperPort software starts your Internet browser and displays the selected
area on Visioneer’s Web site. (In some cases, you may have to connect to
your Internet provider before choosing a WebSite menu command.)
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SCAN IT AND E-MAIL IT
If you can send e-mail from 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 item to an e-mail message.
The e-mail link icon for
Lotus cc:Mail.
CONVERT SCANNED TEXT TO TEXT THAT YOU CAN EDIT
PaperPort can quickly convert the text on a scanned item, which is really
just a picture of the text, into text that you can edit with a word
processing application. PaperPort converts the text using either the
Visioneer’s optical character recognition (OCR) application 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 to convert.
A word processor link icon.
Dragging an item onto a
link icon starts PaperPort’s
built-in OCR application,
or you can use your own
OCR application.
SCAN TO GET THE BEST IMAGE
With the PaperPort software, you select a setting that is best for
scanning a particular type of item. For example, to scan a color photo
select Storing Photos, or to scan a letter that you want to fax select
Faxing, Filing, and Copying.
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SCAN IT AND E-MAIL IT
CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE
In addition to producing the best image for the particular item, the
settings also optimize the scanning process. Thus, scanning a color
photo takes a bit longer so the scanner can capture the full range of
colors in the photo. Also, the file size for a color photo is larger than for
a black-and-white letter to hold all the color data.
The following figure shows the Scan Settings with the Storing Color
Photos option selected for scanning in color.
ORGANIZE 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 to hold
every item you scan. You can rename folders or create your own set.
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Personal file folders
in PaperPort
Scanned items are stored in folders. You can simply drag and drop the
item onto the folder. When the folder is highlighted, release the mouse
button and the item is stored in that folder.
IMPORT ITEMS FROM OTHER APPLICATIONS
In addition to scanning items, you can bring items into PaperPort in
several different ways:
■
Print to the PaperPort Desktop from another application, such as
Microsoft Excel.
■
Print to the PaperPort Desktop from the Internet, so you can display
images and text from Internet sites on the PaperPort Desktop.
■
Import files saved in other file formats, such 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 onto the PaperPort icon on the Windows
desktop.
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IMPORT ITEMS FROM OTHER APPLICATIONS
CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE
EXPORT ITEMS IN OTHER FORMATS
You can export or save PaperPort items in several popular file formats,
such as BMP, GIF, or TIFF. For example, to create a file for an Internet
Web site, export it as a GIF file. Web pages often use GIF files for
displaying images.
VIEW PAPERPORT ITEMS ON AN IBM PC OR
MACINTOSH
PaperPort Viewer, a separate application, comes with PaperPort and lets
others view PaperPort items without PaperPort. PaperPort Viewer is
available for free on the Visioneer Web site at http://www.visioneer.com.
You can also send PaperPort Viewer to someone else by attaching it to an
e-mail message.
CUSTOMIZE 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 Image Tool Bar and the
Annotation Tool Bar vertically or horizontally, move them to other
locations on the window, and so on. On the Link Bar, you can reorder
the icons so the ones you use most often appear first, and you can hide
the icons that you use infrequently.
RIGHT MOUSE BUTTON SHORTCUTS
Many of the tools, buttons, and icons in PaperPort have right mouse
button shortcuts. For example, select an item in Desktop View and click
the right mouse button to display a menu for the item. You can choose
commands from that menu instead of the menus in the menu bar.
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This sample shows the shortcut menu when no item is selected
in Desktop View. Other shortcut menus appear when you click the right
mouse button on the PaperPort Desktop instead of on an item, and
when you’re viewing an item in Page View.
RELATED TOPICS IN HELP
Each new PaperPort feature is described in detail in the Help system.
From the PaperPort Help menu, choose PaperPort Help Topics to see
the Help topics.
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RIGHT MOUSE BUTTON SHORTCUTS
CHAPTER 1: WELCOME TO THE PAPERPORT SOFTWARE
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12
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CHAPTER 2
Scanning Items
The PaperPort software works with a variety of scanners. Depending on
the scanner you’re using, you can scan small items, such as business
cards, or larger items up to 30 inches (76.2 cm) long. Typical items
include newspaper clippings, reports, magazine articles, brochures,
letters, memos, receipts, canceled checks, business cards, and color
photos.
MEMO
SALES
REPORT
FAX
PaperPort has special scan settings for a variety of different items so you
can get the best image with your scanner.
This chapter explains how to:
■
Scan a page
■
Adjust the paper return for different types of items
■
Change scan settings
This chapter also explains why you don’t have to save each scanned item
manually.
13
SCANNING A PAGE
This section shows how to scan a page using a PaperPort Strobe scanner.
If you are using the PaperPort software with another type of scanner,
please see its user’s manual for instructions.
To scan a page with a PaperPort scanner:
1. Insert the page,
Use the page
markers on the
front slot to
center the page.
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face up, into the
front slot of the
PaperPort
scanner.
2. Push the page
forward until it
stops and begins
to curl upward.
After a slight pause, the feed mechanism pulls the page into the scanner;
you do not need to push it through. As the page is being scanned, a
preview appears on the screen.
The scanned page appears on the PaperPort Desktop.
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CHAPTER 2: SCANNING ITEMS
14
15
SCANNING A PHOTO OR BUSINESS CARD
Because photographs and business cards are usually on heavier paper,
you should set the scanner to feed the paper straight through 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 a PaperPort scanner:
1. Rotate the
scanner’s paper
return so it’s set
to scan straight
through.
2. Align the marker
on the scanner
with the straightthrough arrow.
3. Click Settings on
the Command
Bar, or from the
Edit menu, choose
Preferences.
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SCANNING A PHOTO OR BUSINESS CARD
CHAPTER 2: SCANNING ITEMS
Make sure the
Scan Settings tab
is selected.
4. If you are
scanning a
photograph,
select the option,
Storing Color
Photos.
When scanning
business cards,
select Filing
Business Cards.
5. Click OK.
6. Insert the photo,
face up, into the
front slot on the
PaperPort
scanner.
To scan a
business card,
insert the shorter
side face up, as
shown.
The photo or business card feeds straight through the scanner, and a
preview of the scan appears as the scanning progresses. When scanning
is complete, the item appears on the PaperPort Desktop.
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17
The photograph
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 27.
▼
NOTE: Remember to reset the scan settings if you are scanning
another type of item.
Please see the Help system for more information about the scan settings.
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SCANNING A PHOTO OR BUSINESS CARD
CHAPTER 2: SCANNING ITEMS
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, you can “scan it and forget
it” because the PaperPort software makes sure that the item is there
when you need it. Any changes that you make to an item, such as
adding a note or giving an item a new title, are automatically saved as
well.
You can also save items 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 format, such as BMP, GIF, JPEG, or TIFF
■
On a floppy disk
In addition to the Export command, PaperPort has an archive link for
creating a backup of selected files or for quickly backing up the entire
PaperPort Desktop. See the Help system for more information about
using the archive link.
RELATED TOPICS IN HELP
Clean and Straighten Scanned Items
PaperPort Basics, Getting Documents into PaperPort
Use the Scanner, Scan an Item
Use the Scanner, Selecting Settings for Scanning
View Items
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CHAPTER 3
Viewing Items
Using 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.
DESKTOP VIEW
Desktop View shows thumbnails of scanned items and stacks of items.
Use Desktop View to see the items on the PaperPort Desktop or in any
folder.
Command Bar
Folders
Thumbnail of
scanned item
Stacks
Thumbnail of
scanned photo
Link Bar
Status Bar
19
CHAPTER 3: VIEWING ITEMS
Command Bar—The buttons on the Command Bar are shortcuts for
commands on the menus. For example, clicking the Settings button is
the same as choosing Preferences from the 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 organize them. PaperPort
comes with a set of folders already on the PaperPort Desktop, but you
can change their titles, add new folders, and delete folders.
Thumbnails of scanned items—Thumbnails are small representations
of scanned items so you can see them at a glance. To see an item at full
size, use the 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 10page report, 10 individual pages appear on the PaperPort Desktop. By
combining the pages into a stack, you can work with the report as a
single item. Stack titles appear in bold type above the page titles.
Link Bar—The icons on the Link Bar represent other applications 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 so on. The icons that
appear depend on the applications installed on your computer. Use the
scroll arrows on the Link Bar to see the other icons.
Status Bar—The Status Bar shows information about the selected
items, the links, or the buttons on the Command Bar.
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PAGE VIEW
Page View shows one page at a time. Use Page View to get a close-up
view of the item or to add comments to the page.
Image Tool B
Command Bar
Annotation Tool Bar
Status Bar
Command Bar—The buttons on the Command Bar are shortcuts for
commands on the menus. Notice that several of the buttons in the Page
View Command Bar are different from those in Desktop View.
Annotation Tool Bar—These tools are for adding 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 7,
“Annotating a Page,” for examples of annotations and how to use the
tools.
Image Tool Bar—These tools are for editing the scanned images,
including adjusting an image’s colors, rotating an image, removing the
“red eye” effect from a color snapshots, sharpening fuzzy images, and so
on. See Chapter 8, “Editing Images,” for more information.
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PAGE VIEW
CHAPTER 3: VIEWING ITEMS
Status Bar—The Status Bar shows information about the page being
displayed.
SWITCHING BETWEEN DESKTOP VIEW AND PAGE VIEW
While working with PaperPort, you can switch back and forth from
Desktop View to Page View to work with a single page in Page View, or
with the thumbnails in Desktop View.
To view an item in Page View:
Double-click the item
you want to see in Page
View, such as a
business card.
You can also click once
on the item then click
the Page button.
To switch from Page View to Desktop View:
Click the Desktop
button.
You can also choose
Desktop View from
the View menu.
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, the button will be gray, and clicking it won’t
have any effect.
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Page. Switch from Desktop View to Page View.
Settings. Display the PaperPort Preferences dialog box where you can
set scan settings, customize the PaperPort Desktop, choose options for
importing and exporting files, calibrate the scanner, and change its
hardware settings.
Find. Find an item in Desktop View, or find an annotation in Page
View.
Browse. In Desktop View, see a list of items available on the PaperPort
Desktop and in all the folders. 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.
Duplicate. Make a copy of the selected item(s).
Stack. Combine selected items into one stack.
Unstack. Unstack the pages of the selected stack.
Unstack1. Unstack only the visible (top) page of the stack. The rest of
the pages remain as part of the stack.
Arrange. Arrange the 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. However, because Page View displays a single item, buttons for
viewing single items appear only in the Page View Command Bar.
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USING THE COMMAND BAR IN PAGE VIEW
CHAPTER 3: VIEWING ITEMS
Desktop. Switch from Page View to Desktop View.
<< Item. Displays the previous item on the PaperPort Desktop or in the
currently open folder.
Item >>. Displays the next item on the PaperPort Desktop or in the
currently open folder.
<< Page. Displays the previous page in a stack.
Page >>. Displays the next page in a stack.
Zoom Out. Reduces the size of the page in Page View.
Actual Size. Returns the page to its original (100%) size.
Zoom 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
TWAIN button appears if you are using the PaperPort software with
another (non-PaperPort) scanner. Clicking the TWAIN button starts
the scanning on the other scanner. The other button that can appear
on the Command Bar is labeled OLE Return. It appears when you
are using Windows Object Linking and Embedding (OLE).
RELATED TOPICS IN HELP
PaperPort Basics, Desktop View
PaperPort Basics, Page View
View Items
Work with Items in Page View
Works with Items on the PaperPort Desktop
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CHAPTER 4
Stacking Items
Like many other busy people, you may sometimes put items on your
desk without organizing them. When you finally do put them in order,
you might stack the items by project, contact, or department. You use a
method that helps you to quickly find the right stack.
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 reports, contracts, memos,
letters, presentations, and other business materials are often two or more
pages. You can stack and unstack these items electronically on the
PaperPort Desktop.
COMBINING ITEMS INTO STACKS
Each scanned page appears on the PaperPort Desktop as a one-page
untitled item. To stack scanned pages, you can:
■
Drag one page on top of the other
■
Click the Stack button on the Command Bar
■
Use the stack commands in the Desktop menu
You can also add stacks to other stacks.
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CHAPTER 4: STACKING ITEMS
USING DRAG AND DROP TO CREATE STACKS
1. In the Desktop
Cover Letter
Invoice
Cover Letter
Invoice
View, select the
item that you
want to stack.
This example
shows stacking a
Cover Letter on
an Invoice.
2. Drag the selected
item onto the item
on which you
want to stack it.
3. When the
second item is
highlighted,
release the mouse
button.
The stack is
created.
Invoice
Cover Letter
4. Repeat steps 1
through 3 until
you are finished
creating the stack.
A new stack receives the title of the item on the bottom of the stack. The
stack title (Invoice in this case) is shown in boldface type. Each page title
is shown in normal typeface (Cover Letter in the sample above).
Any item on the PaperPort Desktop can be stacked onto any other item.
You can use drag and drop to stack pages onto other 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 click the Stack button.
27
SELECTING AND DESELECTING ITEMS
When stacking items, you need to select them. You can select one item
at a time, or several items together.
To select or deselect a single item:
■ To select the item, click its thumbnail in Desktop View. A red (or
dark) line around an item indicates that it is selected.
■
To deselect the item, click another item, 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 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 mouse button when the items you want are selected.
GIVING TITLES TO ITEMS AND STACKS
When you first scan an item, its title is the current date, but you can give
it a new title up to 30 characters long, such as Smithers Contract or
Letter to Dr. Adams. The more descriptive the title, the easier it is to
quickly find the item you want. You can also give titles to stacks to help
identify them.
The stack title and page titles 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.
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GIVING TITLES TO ITEMS AND STACKS
CHAPTER 4: STACKING ITEMS
The stack title is
in boldface type.
The page title is
in normal type.
As you flip through
the pages, each
page’s title appears.
If you don’t want to see page titles with the stack titles, choose Per-Page
Titles from the View menu to remove the checkmark from the
command.
To give an item or stack a title in Desktop View:
1. Select the item or
stack.
2. Click its title, or
choose Change
Title from the File
menu.
3. Type the new title
and press Enter.
To change a title in Page View, choose Change Title from the File menu.
▼
NOTE: As you scan an item, its title is the current date. If you want
the titles of newly scanned items to be “Untitled,” or the date in a
different format, choose Preferences from the Edit menu, and click
the Desktop tab. The drop down list for Default title for new item
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
Invoice.” The duplicate of a page in a stack has the same name as the
original page and does not be part of the stack. This is an easy way to
create a copy of a page while keeping the original stack intact. To create
duplicates, select the item(s) and then from the Desktop menu choose
Duplicate Item or Duplicate Current Page.
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MOVING BETWEEN STACKED PAGES
The Page Navigators are the buttons for flipping through the pages of a
stack. You can also use the commands on the Page menu to move from
page to page in a stack.
To move between pages in a stack in Desktop View:
1. Select the stack.
2. Click the left
arrow of the Page
Navigator to see
the previous page
in the stack.
3. Click the right
arrow of the Page
Navigator to see
the next page in
the stack.
You can also move between pages by choosing the Page menu
commands: First Page, Last Page, Previous Page, and Next 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 choosing the Go To Page
command.
To move between pages in a stack in Page View:
1. Display the stack in
Page View.
2. Click the buttons
labeled Page >> or
<< Page.
The menu commands to move between pages in Page View are also in
the Page menu.
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MOVING BETWEEN STACKED PAGES
CHAPTER 4: STACKING ITEMS
UNSTACKING ITEMS
You can unstack pages in a stack if, for example, you want to move those
pages to another stack, replace those pages with new ones, or delete
them from the stack without disturbing the rest of the pages. You
unstack pages in Desktop View.
To unstack a single page:
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 Current
Page from the
Desktop menu.
To unstack all the pages in a stack:
1. Select the stack in
Desktop View.
2. Click the
Unstack button.
You can also
choose Unstack
from the
Desktop menu.
Each page of the stack becomes a separate item on the PaperPort
Desktop.
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TILING ITEMS
For smaller items, such as business cards and receipts, you can combine
the items on the same page instead of stacking them as separate pages.
This is called tiling items because the images are arranged on the page
in a regular pattern like tiles on a floor. If you’ve scanned several business
cards from people at the same company, for example, you can tile them
onto a page to see all the cards at once. Similarly, 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 can fax them all on a single page. Pages that
are tiled can include both color and black-and-white items.
To tile items onto a single page:
1. Select the items in
Desktop View.
2. From the
Desktop menu,
choose Tile Items
Together.
The items appear
together on a
page. Images too
big to fit on a
single page are
stacked as
individual pages.
RELATED TOPICS IN HELP
Create and Work with Stacks
PaperPort Basics, Desktop View
Selecting and Arranging Items
Working with Item Titles
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TILING ITEMS
CHAPTER 4: STACKING ITEMS
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CHAPTER 5
Sending a Fax or E-Mail
Message
After an item has been scanned into PaperPort, you can send it as a fax
or as an attachment to an e-mail message. You do not need to print the
item first; you can send it directly from the PaperPort Desktop without
worrying about paper jams when faxing.
If you want to add some notes to a fax, but 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 comments on it. See Chapter 7,
“Annotating a Page,” for the steps to create annotations and to display or
hide them.
OVERVIEW
The PaperPort software has several ways to send a fax or e-mail:
■
Select an item and drag it onto the fax or e-mail link icon.
■
Select an item and click the fax or e-mail icon.
■
Choose the fax or e-mail application from the Links menu in the
File menu.
33
CHAPTER 5: SENDING A FAX OR E-MAIL MESSAGE
SENDING A SCANNED ITEM AS A FAX
To 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
Link Bar.
You can also click
the fax link icon.
3. When the fax
link icon is
highlighted,
release the
mouse button.
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4. When your fax
software starts,
send the scanned
item as a fax.
This sample shows the Delrina WinFax 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 choose the name of your fax software.
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SENDING A SCANNED ITEM AS A FAX
CHAPTER 5: SENDING A FAX OR E-MAIL MESSAGE
To send a scanned item as a fax from Page View:
1. Display the item
in Page View that
you want to fax.
2. From the File
menu, choose
Links.
3. Choose the
name of your
fax software.
4. The fax software
starts, and you
can send the item.
▼
NOTE: In the sample, the name of the fax software is Delrina
WinFax. Note that an option named Fax is also listed. That option is
for fax software 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 computer will
need:
■
An e-mail account (typically over a network, or modem)
■
E-mail software
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To send a scanned item as an e-mail attachment from Desktop View:
1. Select the item
to send.
2. Drag the item
onto the e-mail
link icon on the
Link Bar.
You can also click
the e-mail link
icon.
3. When the e-mail
link icon is
highlighted,
release the mouse
button.
4. The e-mail
software opens.
Log in and send
the scanned item
as an attachment
to an e-mail
message.
This sample shows the login window for Lotus cc:Mail. The login
window that appears on your computer will be for your 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).
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SENDING A SCANNED ITEM WITH AN E-MAIL MESSAGE
CHAPTER 5: SENDING A FAX OR E-MAIL MESSAGE
▼
NOTE: Instead of using the link icons from Desktop View, you can
also choose Links from the File menu, and then choose the name of
your e-mail or Internet e-mail software. The software will open and
you can send the item as an attachment to an e-mail message.
GETTING PAPERPORT INFORMATION ON THE INTERNET
The WebSite menu provides Internet access directly from PaperPort. For
example, to receive technical support information about PaperPort or
other Visioneer products, choose Technical Support from the WebSite
menu. PaperPort starts your Internet access software and connects you
immediately with Visioneer’s Technical Support page on the Web.
To use the WebSite menu’s commands, your computer must have a
modem and appropriate software to access and browse the Internet.
RELATED TOPICS IN HELP
Fax an Item
Manage and Use Other Links
PaperPort Basics, Using PaperPort Links
Send an Item as an E-Mail Message
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CHAPTER 6
Converting a Scanned
Item to Text
A scanned item is an image. Even the text on a scanned item is simply a
picture of the text, and you can’t edit it as you would text in a word
processing document. Using optical character recognition (OCR)
software, the PaperPort software can convert those text “pictures” into
real text that you can then edit using a word processing application.
The PaperPort software includes the Visioneer OCR software so you can
convert scanned items without having to buy your own OCR software.
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-in OCR software to convert scanned items.
WHAT IS OCR?
OCR is the computer’s way of recognizing that a picture of an “S” is
really the letter S, that the picture of a “W” is really the letter W, and so
on for each letter’s picture in a scanned item.
The OCR software looks at each letter on a page, and if it recognizes the
letter’s shape converts it into the appropriate text character. When the
analysis of the page is complete, the OCR software puts the text
characters onto a page in about the same format as the pictures of text
on the original scanned item.
39
CHAPTER 6: CONVERTING A SCANNED ITEM TO TEXT
The page is now a word processing document containing text that word
processing applications can recognize. You can then edit the text as you
normally would when word processing.
The process is not always perfect. If the scanned item contains smudges
or handwritten notes, the OCR application will try to analyze them but,
of course, will not be able to come up with a suitable match. For that
reason, 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.
Here’s an example:
The scanned words on
this page are not text.
The words are pictures of
text, and can’t be edited
in a word processing
application. For example,
if you tried to select a line
of text to reformat it, you
couldn’t.
After being processed
with the OCR
software, the pictures of
the text are now “real” text
that a word processing
application recognizes.
You can select text, as
shown here, to edit it.
This example shows how
the converted text would
appear in Microsoft
Word.
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CONVERTING AN ITEM TO TEXT
To convert an item to text, you first scan it into PaperPort. You can use
OCR to convert text from either Desktop View or Page View.
▼
NOTE: Text scanned in color cannot be converted using the OCR
software. Change the scanner’s scan setting to “Editing Text” which is
designed specifically for OCR conversion.
To convert an item from Desktop View:
1. Select the item to
convert. It can be
a single page or
a stack.
2. Drag the item
onto the word
processing link icon
on the Link Bar.
You can also click
the word processing
link icon.
3. When the word
processing link
icon is highlighted,
release the mouse
button.
▼
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 other
OCR software on your computer, you send the text to it instead. You
can also configure the word processing link to send text to the other
OCR application.
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CONVERTING AN ITEM TO TEXT
CHAPTER 6: CONVERTING A SCANNED ITEM TO TEXT
If the item is a stack, all pages are converted. To convert a single page of
a stack, first use the Unstack1 button on the Command Bar 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 conversion process begins.
4. The OCR
software shows a
progress window
while the
conversion is in
process.
5. When the
conversion is
complete, the
word processing
application
opens and you
can begin editing
the text.
▼
NOTE: PaperPort’s built-in Visioneer OCR software has an option
to convert text to HTML format so that you can display the text on
an Internet Web page.
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To convert an item to text from Page View:
1. Display the item
in Page View that
you want to
convert.
2. From the File
menu, choose
Links.
3. Choose the name
of your word
processing
software.
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 page from
the stack first, then convert it.
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CONVERTING AN ITEM TO TEXT
CHAPTER 6: CONVERTING A SCANNED ITEM TO TEXT
CONVERTING PART OF A PAGE TO TEXT
If a page includes graphics and you convert it, the OCR software will try
to convert the graphics to text. 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, and convert that selected area.
To convert a portion of a page to text:
1. Display the page
in Page View.
2. Click the
Selection
tool on the
Annotation
Tool Bar.
3. Drag around
the portion of
text you want to
convert.
4. From the Edit
menu, choose
Copy As Text.
5. The OCR
progress window
shows that the
conversion is
taking place.
The selected text
is copied to the
Clipboard.
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6. Open the
application where
you want to paste
the text and choose
Paste from that
application’s Edit
menu.
CONVERTING A SCANNED SPREADSHEET
Converting a scanned spreadsheet is similar to converting a page of text.
In most cases the spreadsheet retains it columnar format, and the
spreadsheet application recognizes number characters as numbers if you
want to update them.
To convert a spreadsheet from Desktop View:
1. Select the
spreadsheet to
convert. It can be a
single spreadsheet
or a stack.
2. Drag it onto the
spreadsheet link
icon on the Link
Bar. You can also
click the
spreadsheet link
icon.
3. When the
spreadsheet link
icon is highlighted,
release the mouse
button.
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CONVERTING A SCANNED SPREADSHEET
CHAPTER 6: CONVERTING A SCANNED ITEM TO TEXT
This sample shows Microsoft Excel as the spreadsheet application, but
you can drag the spreadsheet onto any spreadsheet icon on the Link Bar.
Instead of using the spreadsheet link icon, you can also choose Links
from the File menu, and choose the name of a spreadsheet application.
4. When the
conversion is
complete, the
spreadsheet
application opens
and you can begin
editing its text
and numbers.
▼
NOTE: To maintain the column format for a spreadsheet table,
choose Link Preferences from the Edit menu, click the icon for your
spreadsheet application, click OCR Settings and deselect
Decolumnized Output.
▼
NOTE: Spreadsheets are often displayed horizontally. To rotate them
after scanning, select the spreadsheets and click the Rotate button.
RELATED TOPICS IN HELP
Convert an Item to Text
Manage and Use Other Links
PaperPort Basics, Using PaperPort Links
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CHAPTER 7
Annotating a Page
To communicate well, you need to draw the reader’s attention to
important information. When working with paper, you can highlight
text with highlighter markers, 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 crop sections of a page
■
Straighten a page that was scanned at an angle
■
Scroll quickly
■
Write notes on a page
■
Highlight sections of a page
■
Draw lines and arrows
■
Add a picture to a page
■
Display and hide annotations
■
Print items
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CHAPTER 7: ANNOTATING A PAGE
Here is an example of a page with some annotations.
Selection. Select an area to
copy, cut, paste, or crop.
Note. Add a note, like a
post-it note.
Arrow. Point to important
information with a line or
arrow.
Highlight. Add a highlight
color.
Freehand. Circle or
underline important
information.
Picture. Add an
illustration to a page.
You can also tell if an item in Desktop View contains annotations
because they appear as small symbols on the thumbnails.
Symbols on the thumbnail
indicate that the item has
annotations.
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USING THE ANNOTATION TOOLS
The basic method of using the annotation tools is similar for each tool.
To use an annotation tool:
1. Click the tool on
the Annotation
Tool Bar.
2. Place the cursor
on the page. Its
shape indicates
the tool you
selected.
3. Depending on the
tool you selected,
click or drag the
cursor to use the
tool.
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.
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USING THE ANNOTATION TOOLS
CHAPTER 7: ANNOTATING A PAGE
To use the Pointer tool to move, resize, or edit an annotation:
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 place.
3. To resize the
annotation, put
the pointer on one
of the selection
boxes, hold down
the mouse button,
and drag the
pointer.
4. To edit the text in
an annotation,
double-click the
annotation. The
cursor is at the
start of the text.
SELECTION
Use the Selection tool to select an area to crop, cut, copy and paste, such
as a graphic for use in another application, or your signature for use on a
form letter.
▼
TIP: Use the selection process to copy your signature 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).
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To use the Selection tool:
1. Drag to select an
area of the page.
2. Depending on
what you want to
do with the
selection, choose
a command from
the Edit menu.
3. To paste the
selection to
another
document, open
it, and choose
Paste from the
Edit menu.
CUT AND PASTE OPTIONS
You can copy (or cut) and paste to and from pages and applications in
several different combinations:
■
From one page to another 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
Desktop with the copied 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.
■
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 puts that image on the page
being displayed. If the copied material is text, it can be pasted to a
PaperPort note or to mark-up text (single lines of text only), but
copied text cannot be pasted directly to a thumbnail on the PaperPort
Desktop. To paste a picture that can be moved and resized on a page,
paste it to the page in Page View using the Paste as Annotation
command.
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USING THE ANNOTATION TOOLS
CHAPTER 7: ANNOTATING A PAGE
▼
NOTE: Another copy and paste option is the Copy As Text
command in the Edit menu. PaperPort converts the selection to text
at the same time it copies the text 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
mouse button
and draw a line
along the edge of
an area that you
want to be
horizontal or
vertical on the
page.
2. When you
release the
mouse button,
the PaperPort
software
straightens the
whole page
along the line
you drew.
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PAN
Use the Pan tool to scroll an image quickly, up, down, left, or right.
To use the Pan tool:
1. Click the Pan tool. The pointer changes to a hand pointer.
2. Drag the mouse. The page image moves as you move the mouse.
NOTE
Use the Note tool to write a resizable note at any place on the page. You
can also “collapse” 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.
The insertion point is ready
for you to begin typing.
As you type the
note, the box
expands to fit the
amount of text...
3. To collapse all the
notes on a page,
select any one of
the notes first.
4. From the
Annotations menu,
choose Collapse
Notes.
5. To see the notes
again, select any note,
then choose Expand
Notes from the
Annotations menu.
The Collapsed Note icon
indicates a note is at that
position on the page.
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USING THE ANNOTATION TOOLS
CHAPTER 7: ANNOTATING A PAGE
MARK-UP
Use the Mark-Up tool to add a line of text to the page.
To write a note with the Mark-Up tool:
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. Don’t
press Enter to type a second line of text…
…instead create another mark-up box and type your text.
HIGHLIGHTER
Use the Highlighter tool to highlight any part of a page with a color.
To highlight a portion of a page:
■
Hold down the
mouse button
and drag the
Highlighter tool
over the area you
want to highlight.
FREEHAND
Use the Freehand tool to draw freehand marks, for example, circle text
or underline important sentences.
To draw freehand lines on a page:
■
Hold down the
mouse button
and draw a line
around the area
you want to
emphasize.
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To change the line width of an existing line, select it, then choose Line
Width from the Annotations menu and choose a new line width.
To change the width for new lines that you want to draw, click the
Freehand tool or Arrow tool, click the right mouse button and choose
Line Width from the displayed menu, or choose Line Width from the
Annotations menu and then choose a new width. Existing lines will not
be affected.
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 with the Arrow tool:
1. Hold down the
mouse button
and drag to draw
a line or arrow.
2. To add or remove
arrowheads when
you draw, choose
Line Arrowhead
from the
Annotations
menu.
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 on your hard disk or by pasting a picture from the
Clipboard.
To add a picture to a page using the Clipboard, copy the picture to the
Windows Clipboard, and then display the page in Page View. Choose
Paste As Annotation from the Edit menu. The picture is pasted onto the
page. If you paste a color picture onto a black-and-white page, the
picture appears in black-and-white but retains its color information in
case you copy and paste it later.
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USING THE ANNOTATION TOOLS
CHAPTER 7: ANNOTATING A PAGE
To add a picture with the Picture tool:
1. Click the Picture
tool, then click
on the page where
you want the
picture to be
located.
The Open dialog
box appears.
2. Select Bitmap
Files 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
annotation to
select it. Handles
around the
picture indicate it
is selected.
6. Drag the picture
to its proper
position on the
page. To resize
the picture, drag
one of its handles.
You can resize or
reposition a
picture whenever
it is displayed in
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DISPLAYING AND HIDING ANNOTATIONS
You can display items on Page View with all of their annotations either
visible or hidden. This feature 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
menu. The (✔)
checkmark means
the annotations
are visible.
2. To hide annotations,
choose Show
Annotations again
from the Annotations
A page with visible annotations
The same page with hidden annotations
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DISPLAYING AND HIDING ANNOTATIONS
CHAPTER 7: ANNOTATING A PAGE
PRINTING ITEMS
You can print any scanned item. If an item contains annotations that
you don’t want to include when it’s printed, remember to turn off the
annotations first.
To print an item:
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 just
click the Printer
link icon.
3. When the
Printer link icon
is highlighted,
release the mouse
button.
You can also print by choosing Print from the File menu.
RELATED TOPICS IN HELP
Change Annotations
Create Annotations
Manage Annotations
PaperPort Basics, Page View
Print, Save, and Delete Items
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CHAPTER 8
Editing Images
An original image may not be the exact color or sharpness that you
want, even before it’s scanned. For example, an indoor snapshot of your
family or household pet may have the “red eye” effect from the camera’s
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 and sharpness of an image
■
Adjust the color, brightness, and tint of a color picture
■
Sharpen or blur an image
■
Remove the “red eye” effect from flash photographs
■
Crop the page
■
Invert the colors of an image
■
Remove stray dots on a page
■
Enhance lines in images of tables and forms
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CHAPTER 8: EDITING IMAGES
USING THE IMAGE EDITING TOOLS
The image improvement tools are designed to improve images scanned
in color, black-and-white, and grayscale. The tools available in Page
View depend on the type of image.
ROTATE RIGHT OR LEFT
Use the Rotate tools to rotate an entire pages 90 degrees to the left or
right. Pages with annotations cannot be rotated.
Rotating a page is particularly useful for spreadsheets, graphs, charts,
and other pages normally displayed horizontally. 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 can select them all or stack them and click the
Rotate button. All of the spreadsheets will be rotated together.
To rotate images using the Rotate Image tools:
■
Click one of the
Rotate tools.
The image rotates
90 degrees to the
left or right
depending on the
tool you select.
To rotate the
object more than
90 degrees, click
the tool again.
▼
NOTE: All tools on the Image Tool Bar have equivalent commands
available from the menus. For example, you can also rotate items on
the Desktop using the Rotate command from the Page menu.
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AUTOFIX PICTURE
Use the AutoFix Picture tool to automatically enrich the quality of an
image. The PaperPort software analyzes the image and improves its
appearance as much as possible. Fuzzy images may become sharper, and
underexposed (dark) or overexposed (lighter) photos may be darkened
or lightened. However, if the quality of the original image is very poor,
even the automatic image improvement may not help.
To enhance images with the AutoFix Picture tool:
■
Click the AutoFix
Picture tool.
This sample
picture of a flower
cart becomes
clearer and
sharper.
Before
▼
After
NOTE: If the image is already at the proper 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 though it’s already just
right. If you try to AutoFix a picture and do not like the results,
choose Undo AutoFix Picture from the Edit menu.
ADJUST PICTURE
The Adjust Picture tool is for manually adjusting a color picture’s
brightness and contrast, color, and tint.
▼
NOTE: The Picture Wizard is also for adjusting a color picture.
Clicking the Wizard button on the Command Bar walks you
through the most likely steps to produce a good quality image.
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USING THE IMAGE EDITING TOOLS
CHAPTER 8: EDITING IMAGES
To use the Picture Wizard:
■
Click the Picture
Wizard button on
the Command
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.
To use the Adjust Picture tool:
1. Click the Adjust
Picture tool.
2. Select the picture
that you like best.
The one you
select moves to
the center and
becomes the
current picture,
or the one to
adjust.
3. Click a button to
adjust a feature of
the picture.
4. Drag the slider
to adjust that
feature.
5. Click OK
See the Help system for more details about Adjust Picture and the
Picture Wizard.
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SHARPEN PICTURE
Use the Sharpen Picture tool to sharpen or blur a color picture.
To sharpen or blur a color picture with the Sharpen Picture tool:
1. Click the Sharpen
Picture tool.
The Sharpen
Picture dialog
box appears.
2. Drag the slider to
sharpen or blur
the picture.
3. Click OK.
Before—A blurred picture
After—The sharpened picture
REMOVE RED EYE
Indoor flash photographs can produce the “red eye” effect that turns the
pupils 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. Click the
Selection tool.
2. Select the portion
of the pupil of the
eyes that are red.
3. Click the Remove
Red Eye tool.
PaperPort
removes the red
from the eyes.
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CHAPTER 8: EDITING IMAGES
▼
TIP: Use the Zoom In button (on the Command Bar) before
selecting the red area, and then select as small an area of the eye as
possible. PaperPort removes the color red from the entire selected
area. If the selected area includes other parts of the eye that have tints
of red in them (as light brown eyes often do), those tints will be
removed too.
CROP PAGE
Use the Crop Page tool 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:
1. Click the
Selection tool.
2. Select the area to
remain on the
page. The rest of
the image will be
removed.
3. Click the Crop
The cropped image
Page tool.
The full image
▼
TIP: Create a duplicate of an image before cropping it because
cropping permanently removes the unselected portion of the image.
Having a duplicate ensures that if you crop too much, you can
always start over with the original. To create a duplicate of an image,
select it on Desktop View and choose Duplicate Item from the
Desktop menu.
INVERT PAGE
Use the Invert Page tool to reverse the colors of an image. This is
particularly helpful for reading text on images with a dark background
and light letters.
65
To reverse images with the Invert tool:
■
Click the Invert
Page tool.
The image
reverses color.
Before
After
REMOVE STRAY DOTS
Sometimes a page has small marks, dots, or speckles that appear on the
scanned page. For example, scanned newspaper articles often have
extraneous spots on the page. Clicking the 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:
■
Click the Remove
Stray Dots tool.
PaperPort
removes the stray
dots from the
page.
Before
▼
After
NOTE: PaperPort removes only the smaller dots and speckles on the
page because larger marks, such as handwritten notes, may be a valid
part of the image. To remove larger unwanted portions of an image,
use the Selection tool (on the Annotation Tool Bar) to select the
unwanted portion, then choose Cut from the Edit menu.
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USING THE IMAGE EDITING TOOLS
CHAPTER 8: EDITING IMAGES
ENHANCE LINES
Use the Enhance Lines tool to automatically darken and straighten
horizontal lines on a black-and-white scanned image, such as a table or
preprinted form. Enhancing lines is particularly helpful prior to filling
in a form with the Mark-up annotation tool.
To darken and straighten lines with the Enhance Lines tool:
■
Click the
Enhance Lines
tool.
The lines are
straightened and
darkened.
CREATING WALLPAPER FROM AN ITEM
The background color of your computer’s 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 the item to be the wallpaper.
2. Choose Set as Wallpaper from the Page menu. The screen
background color changes to that image.
▼
NOTE: To change back to the original wallpaper, open the Windows
Control Panel, double-click Display, click the Background tab,
choose a wallpaper pattern from the Wallpaper menu and click OK.
RELATED TOPICS IN HELP
Adjust Color Pictures and Other Images
Add Notes, Arrows, and Other Annotations
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CHAPTER 9
Filing Items in Folders
PaperPort’s filing system with folders is 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
■
Create new folders
■
Give folders titles
■
See the contents of folders
■
Find an item in a folder
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CHAPTER 9: FILING ITEMS IN FOLDERS
The list of folders appears in Desktop View along the left side of the
window.
The list of folders
▼
NOTE: You can add other folders to the list and give them new
titles.
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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, or
you can file multiple selected items all at the same time. Each folder can
hold up to 200 items.
To drag and drop an item into a folder:
1. Click an item(s)
to select it.
2. Drag the selected
item into a folder.
3. When the folder is
highlighted, release
the mouse button.
You can also put the selected item into a folder using the Move to Folder
or Copy to Folder commands in the Desktop menu. The Copy to
Folder command creates a copy of the item and puts it into the new
folder, but leaves the original item in its original folder.
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DRAGGING AND DROPPING ITEMS INTO FOLDERS
CHAPTER 9: FILING ITEMS IN FOLDERS
CREATING NEW FOLDERS
You can add new folders to the main list. For example, instead of a single
folder for Travel, you could create a new folder named Business and
another one named Vacation. Then you could keep all your business
travel receipts in one, and vacation travel receipts in the other.
To add a folder to the main list of folders:
1. Click PaperPort
Desktop.
2. From the File
menu, choose
New Folder.
3. Type the new
folder’s title, and
then click OK.
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GIVING FOLDERS NEW 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.
To give a folder a new title:
1. Click a folder to
select it.
2. Click the folder’s
title to see the text
box for editing
the title.
3. Type the new title
and press the
Enter key or just
click elsewhere on
the PaperPort
Desktop.
You can also select the folder and choose Change Title from the File
menu.
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GIVING FOLDERS NEW TITLES
CHAPTER 9: FILING ITEMS IN FOLDERS
SEEING THE CONTENTS OF FOLDERS
Desktop View 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
closes the one that was open.
To see the items in a folder:
■
Click a folder to
see the items in it.
You can also click
the Browse
button to see all
the items in all
the folders.
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FINDING AN ITEM
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.
To find an item in a folder:
1. In the Desktop
View, choose
Find Item from
the Search menu.
2. Type the text that
you know will
identify the item.
3. Select one or more
checkboxes to tell
PaperPort where
to search for the
identifying text.
4. Select the buttons
to find just the
first or all items
that have that text.
5. Click OK.
Clicking the Options tab on the dialog box displays several options for
using the search features, including whether you want PaperPort to
match the uppercase and lowercase letters in the search text or to match
only whole words in the text.
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FINDING AN ITEM
CHAPTER 9: FILING ITEMS IN FOLDERS
RELATED TOPICS IN HELP
Create Folders
Find Items and Folders
PaperPort Basics, Desktop View
Name and Organize Folders
Place Items in Folders
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APPENDIX A
PaperPort Viewer
With PaperPort Viewer, you can share PaperPort items—including
articles, letters, contracts, budgets, reports, and photos with others who
do not own the PaperPort software. PaperPort Viewer lets others view
and print PaperPort items.
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 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 installing applications from the CD.
PaperPort Viewer is also available free on Visioneer’s Web page. The
address is http://www.visioneer.com.
PaperPort Viewer has its own Help information. Please see that Help
information for a complete description of PaperPort Viewer and how to
use it.
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APPENDIX A: PAPERPORT VIEWER
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INDEX
A
Actual Size button 24
Adjust Picture dialog box 62
Adjust Picture tool 61
Annotation Tool Bar 10, 21, 49
annotation tool samples 4, 49–56
annotations
collapse notes 53
copy and paste 51
hiding or displaying 57
how to create 49
samples 48
selecting 49–50
application link 5
archive link 18
Arrange button 23
Arrow tool 55
AutoFix Picture tool 61
B
backup files 18
blurred picture 63
bmp picture 56
brightness and contrast
adjusting 61
Browse button 23, 72
business card scan 15
C
clean page 65
Collapse Notes command 53
color
adjusting 61
color photo 59, 61
adjusting 62
sharpen 63
color picture
as wallpaper 66
blurred 63
brightness and contrast 61
clearer 61
color 61
red eye 63
reverse 64
tint 61
color scanning 8
column format 46
Command Bar 10, 15, 19, 22, 23
convert text 7, 41–44
copy annotations 51
Copy As Text command 44, 52
Create New Link 5
Crop Page tool 64
D
date title 28
deselect an item 27
Desktop button 22, 24
Desktop View 2, 19, 30
annotations 48
Command Bar 22
e-mail 37
folders 68, 72
switch to 22
titles 28
drag and drop
create a stack 26
item in folder 69
Duplicate button 23
Duplicate Item command before cropping 64
E
e-mail 6, 7, 36
e-mail link 33, 37
Enhance Lines tool 66
Excel 46
Export command 18
export item 10, 18
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F
fax link 6, 33, 34
fax one page 31
file format 18
Find button 23
flash photo, remove red eye 63
folders
adding to list 70
contents 72
definition 19
drag and drop 69
dragging items 69
list of 68
new folder 70
new title 71
samples 8
selecting 71
form darken lines 66
format, picture 56
Freehand tool 54
selecting and deselecting 27
selecting multiple 27
send
as e-mail 36
as fax 34
tiled on a page 31
title 17, 27
unstacking 30
L
letter, signature on 50
line width 55
Line Widths command 55
lines
darken and straighten 66
link application 5
Link Bar 5–7, 10, 19, 20, 58
link, creating manually 5
Links menu 33, 35, 38, 42, 46
M
Go To Page 29
Mark-Up tool 54
move picture 56
H
N
G
Highlighter tool 54
HTML format 42
I
image editing tool samples 60–66
Image Tool Bar 21
import item 9
Internet 6, 10, 37, 38, 42, 75
Invert Page tool 64
item
export 10, 18
filing in a folder 8
import 9
print 58
rotate 23
saved 18
scanned at an angle 52
scanning 14
Netscape Navigator e-mail link 6, 37
Next item button 24
Next page button 24
Note tool 53
notes
collapse 53
on a page 53
O
OCR 7
definition 39
sample 40
software 39
OLE 24
OLE Return button 24
Open dialog box 56
Optical Character Recognition, See OCR
P
R
page
arrows 55
clean dots 65
convert portion to text 44
crop portion 64
enhance lines 66
highlight sections 54
note 54
reverse colors 64
scanned at an angle 52
Page button 23
Page menu 29
Page Navigators 29
Page View 2, 21
Command Bar 23
convert text 43
fax item 36
switch to 22
Pan tool 53
paper return 15
PaperPort Desktop 16, 19
PaperPort Viewer 10, 75
paste
annotations 51
converted text 45
Paste as Annotation command 51
Per-Page Titles command 28
photo
exposure improvement 61
focus improvement 61
picture
add to page 55
reposition 56
resize 56
Picture tool 55, 56
Picture Wizard tool 61
Pointer tool 49
Previous item button 24
Previous page button 24
print items 58
Printer link icon 58
Remove Red Eye tool 63
Remove Stray Dots tool 65
resize picture 56
right mouse button 10
Rotate button 23, 46
rotate page 60
Rotate tool 60
S
scan
color 8
page 14
photo 15
preview 14
straight through 15
Scan Settings 8, 15, 16
scanning 15
screen background 66
scroll quickly 53
select an item 27
Selection tool 44, 50
Set As Wallpaper command 66
Settings button 15, 23
Sharpen Picture tool 63
shortcuts, right mouse button 10
signature, copy to a letter 50
spreadsheet
column format 46
converting 45
link 45
rotating several 46, 60
stack 20
convert text 42
creating 25
definition 25
drag and drop 26
sample 4
seeing pages in 29
title 27
unstacking 30
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V
Stack button 23, 26
Status Bar 19, 20
Storing Color Photos 8
Straighten Page tool 52
Viewer, PaperPort 75
Visioneer OCR software 41
Visioneer Web site 10, 38, 75
T
W
technical support 6, 38
text
convert 39, 41
convert a portion 44
convert with OCR 7
paste converted 45
thumbnail 19
annotations 48
definition 2
tiling items 31
tint, adjusting 61
title 17, 28
date format 28
folder 70
item 26, 27
stack 26, 27
TWAIN button 24
U
unstack all pages 30
Unstack button 23
unstack one page 30
unstack pages 30
Unstack1 button 23, 42
WebSite menu 6, 38
WinFax PRO 35, 36
Wizard button 24, 61
word processing
application 42
link icon 41
writing notes 53
Z
Zoom In button 24, 64
Zoom Out button 24