Copyright © 2008 Nuance Communications, Inc. All rights reserved. No part of this publication may be transmitted, transcribed, reproduced, stored in any retrieval system or translated into any language or computer language in any form or by any means, mechanical, electronic, magnetic, optical, chemical, manual, or otherwise, without prior written consent from Nuance Communications, Inc., 1 Wayside Road, Burlington, Massachusetts 01803-4609, U.S.A. Printed in the United States of America and Ireland. The software described in this book is furnished under license and may be used or copied only in accordance with the terms of such license. IMPORTANT NOTICE Nuance Communications, Inc. provides this publication “AS IS” without warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability or fitness for a particular purpose. Some states or jurisdictions do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. Nuance reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of Nuance to notify any person of such revision or changes. TR A D E M A R K S


Nuance, the Nuance logo, All-in-One Search, OmniPage, PaperPort, Productivity Without Boundaries, ScanSoft, and SET are trademarks or registered trademarks of Nuance Communications, Inc. or its affiliates in the United States and/or other countries. Microsoft, Excel, MSN, Outlook, PowerPoint, and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Intel and Pentium are trademarks or registered trademarks of Intel Corporation or its subsidiaries in the United States and other countries. Adobe, Acrobat and Photoshop are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. ISIS is a registered trademark of Captiva Software Corporation in the United States. Google is a trademark of Google, Inc. WordPerfect is a trademark or registered trademark of Corel Corporation and/or its subsidiaries in Canada, the United States and/or other countries. The Verity logo is a trademark or registered trademark of Verity, Inc. in the United States and/or other countries. All other trademarks referenced herein are the property of their respective owners. Outside In ® Viewer Technology © 1992-1999, Word for Word® copyright © 1998 Stellent Chicago, Inc. All rights reserved. This product was developed using Kakadu software. This software is based in part on the work of the Independent JPEG Group. This software is based in part on the work of Colosseum Builders, Inc. Zlib copyright © 1995-1998 Jean-loup Gailly and Mark Adler. Nuance Communications, Inc. 1 Wayside Road Burlington, Massachusetts 01803-4609, U.S.A. Nuance Communications International BVBA Guldensporenpark 32, Building D, BE-9820 Merelbeke, Belgium

PaperPort 11 SE Getting Started Guide April, 2008


Welcome to PaperPort
Installing PaperPort Registration Learning PaperPort Technical Support What’s new in PaperPort 11 SE?

5 6 6 7 8

Getting to Know PaperPort
PaperPort How-to-Guides The PaperPort desktop PaperPort items The Folders pane PaperPort item thumbnails PaperPort page thumbnails The Page View window Customizable Toolbars

11 11 12 12 13 15 16 17

Acquiring Items
Scan to the PaperPort desktop Set up your scanner with PaperPort Using Scan Profiles Print to PaperPort Add PaperPort folders Import pictures from your camera

18 19 19 20 20 21

Touching Up Images
Scanner Enhancement Technology tools Edit multiple images

22 24

Annotating Pages
Annotation tools


PaperPort Getting Started Guide


Filing Items Add search criteria to items 26 27 Finding Items Find items by their properties Use the All-in-One Search pane Use PDF Searchable Image 28 28 29 29 Sharing Files Sending Items to Other Programs Use OmniPage with PaperPort Customize the Send To bar Adjust Send To options 29 30 31 32 32 Converting Items Convert items to image formats Assembling documents Convert images to text 32 33 33 34 PDF file support Uninstalling PaperPort 34 36 iv Contents .

Installation and un-installation require Administrator rights. and networked digital copiers to turn paper documents into digital documents. retrieve and use your scanned documents. PaperPort Getting Started Guide 5 . It then helps you to manage them along with all other electronic documents in one convenient and easy-to-use filing system. multifunction printers. Installing PaperPort You can install PaperPort from a CD or from the Web. PaperPort works with scanners. PaperPort provides the easiest way to turn paper into organized digital documents that everybody in an office can quickly find and use. clear item thumbnails allow you to visually organize. Follow the instructions on each screen to install the software. PDF files and even digital photos.Welcome to PaperPort Welcome to the ScanSoft® PaperPort® Getting Started Guide. PaperPort’s large. The PaperPort installation program provides easy step-by-step instructions. spreadsheets. including Word files. PaperPort’s Scanner Enhancement Technology tools ensure that scanned documents will look great while the annotation tools let you add notes and highlights to any scanned image.

If you want to update your registration information.Registration Registration enables you to take full advantage of Nuance® product support and to receive notifications of product updates. Help is available from the PaperPort Help menu. including technical notes. and the Nuance web site. Using release notes PaperPort Release Notes provide important information about this release of the program. Welcome to PaperPort 6 . Please refer to your Windows documentation if you have questions about how to use dialog boxes. and procedures. and as a sample document on the PaperPort desktop. When you finish installing PaperPort. you can always go to the Nuance web site at http://www. and more is available from the PaperPort Help menu. software updates. frequently asked questions. Additional sources of information to help you learn how to use PaperPort include online Help. Release Notes.nuance. Using this Guide This guide is written with the assumption that you know how to work in the Microsoft® Windows® environment. settings. Using online Help The PaperPort online Help includes comprehensive information on features. menu commands. scroll bars. drag and drop functionality. Learning PaperPort This guide introduces you to PaperPort and shows you how PaperPort can help you manage your information. Additional technical support. and so on.com. shortcut menus. from the PaperPort Help menu. This document is included on the installation CD. you are prompted to register online.

local support contacts. Minimum System Requirements A computer with an Intel® Pentium® or higher processor Microsoft Windows 2000 SP4 or above. and product updates. Windows XP SP2 or above.nuance. Before contacting Nuance.5 or above 128MB of memory (RAM). Our services offer person-to-person telephone and e-mail technical support. PaperPort Getting Started Guide 7 .Technical Support Nuance offers both complimentary and fee-based technical support options designed to meet your individual needs. We also offer self-service. memory. but preferably 16-bit color (called High Color in Windows 2000 and Medium Color in XP) and 800 x 600 pixel resolution Windows-compatible pointing device CD-ROM drive for installation Web connection (with IE 5. 256MB recommended 200MB of free hard disk space for application files plus 5MB working space during installation SVGA monitor with 256 colors. and available disk space exceed minimum requirements. This is especially true when handling very large color image and PDF files.com for information about your support policy.5 or above) for web updates Performance and speed will be enhanced if your computer’s processor. be sure to read the user documentation and review the Release Notes. Windows Vista Microsoft Internet Explorer 5. 24-hour access to our Knowledge Base. Visit http://www.

you can scan different types of documents and images more easily. grayscale. Scanning directly from scanner buttons Use your device buttons to scan directly into PaperPort. Improved Scanner Selection Select the scanner you want to use easily in the Scan pane without the need to run the Scanner Setup Wizard separately. Unprecedented Performance Faster launch. See the Scan Documents section in the How-to-Guides for details. How-to-Guides On first startup the program will offer you a series of illustrated mini-guides showing typical tasks and processes. Improved OCR Accuracy PaperPort provides more accurate conversion to text on scanned and PDF documents including lower resolution images. The profiles are optimized for the most common tasks: scanning in black-and-white. Assign PaperPort events to scanner buttons to get this functionality. bigger folder capacity and faster item display both on the PaperPort Desktop and in Page Viewer.What’s new in PaperPort 11 SE? PaperPort 11 SE includes a number of valuable new features to help you manage your documents. Welcome to PaperPort 8 . quick folder navigation. or color photos. Once disabled. Scan profiles With PaperPort scan profiles. How-to-Guides can be switched on again in the Help menu. providing quick access to program areas and relevant Help sections. scanning color documents.

PaperPort Getting Started Guide 9 . You can index. Customizable Toolbars You can now set up your PaperPort workspace more comfortably by repositioning or docking toolbars. providing cutting-edge OCR page recognition services. you can create searchable image PDF files as well. and customizing which icons you want to display. Closer integration with OmniPage If you have ScanSoft® OmniPage® on your system. search and extract the text content of such PDFs. PaperPort cooperates with it more closely than ever. New SET Tools New SETTM Tools give you more control over image quality: you can set black and white points for auto-enhancement. Searchable PDF If you have OmniPage together with PaperPort on your system.Capture Assistant Have more precise control over multi-page scanning with the integrated Capture Assistant.

Welcome to PaperPort 10 .

PaperPort How-to-Guides The How-to-Guides display on first program launch. as well as the tools you can use to manage them. The PaperPort desktop The PaperPort desktop appears with the Folders pane when you first start the program. such as scanning. They are a series of miniguides that help you get started easily by providing concise overviews of key program areas. and use documents and images. document assembly and the like. Command bar with customizable toolbars Desktop Access to other pages Folders Function pane can present: Folders (View menu) • • • • • Image item thumbnail Text item thumbnail Send To bar Page Thumbnails (View menu) Item Properties (View menu) Scan or Get Photo (File menu) All-in-One Search (Tools menu) PaperPort Getting Started Guide 11 . PaperPort offers all the tools necessary to organize. Refer to the PaperPort Help for detailed information about all these topics.Getting to Know PaperPort This section introduces you to the different parts of PaperPort. It displays your documents. find. searching.

fax. or PaperPort Image (. The Folders pane The Folders pane presents a hierarchical view of your PaperPort folders. copy. PaperPort installs a PaperPort folder named My PaperPort Documents into your My Documents folder. and other digital items in an image format. such as PDF. Image items are scanned documents. optical character recognition (OCR). similar to the view you see in Windows Explorer. JPEG. Business Cards. photographs. line art. spreadsheet. and are created by word processing and other text-based applications. and Excel files. graphics.doc). If you are using a multi-user system. You can also use PaperPort to view non-PaperPort items that reside on your computer. You can quickly send an item to another program without leaving the PaperPort program. each user has their own My PaperPort Documents folder. Text items are documents that contain editable text. and Receipts – illustrate the different ways you can organize your items in PaperPort. Just drag an item onto the link icon in the Send To bar at the bottom of the desktop. PaperPort supports a wide variety of programs including word processing. and online services programs. Internet e-mail. You create image items from documents. HTML. or bring in to the PaperPort desktop. Use the Folder Tools to access its commands quickly. Getting to Know PaperPort 12 .PaperPort items The documents and photographs you acquire in PaperPort are called items. There are two types of items: image items and text items.max). Photographs. or other items that you scan. The My PaperPort Documents folder contains several subfolders whose names –such as Articles. Simply copy or move the document file or photo into a PaperPort folder. photographs. PaperPort includes a My PaperPort Documents folder containing items to demonstrate some of the types of items you can keep on the PaperPort desktop. TIFF. such as Word (.

clear thumbnails of all your documents and photos. and other documents created in popular software programs PDF documents PDF Image items HTML documents PaperPort Getting Started Guide 13 .The Samples folder contains sample documents and photographs to help you get started using PaperPort. including: • • • • • • • Scanned pages and photos Photos from your digital camera Image files in formats such as BMP. TIFF. Thumbnails show you what’s in a document without having to open it. Each item thumbnail is a small. GIF. You can add other local and network folders to PaperPort's Folder View. Word PerfectTM . To show or hide the Folders pane. thumbnails give you the ability to scroll through the pages of the document without opening it. but your PaperPort structure must contain at least one folder. One quick way to locate your PaperPort items is to visually browse through the item thumbnails on your PaperPort desktop. In addition. Excel®. graphic representation of your document or photo. Page thumbnails show pages of image items and PDF files in the Page Thumbnails pane both on your PaperPort desktop and in the PageViewer. you do not have to use the My PaperPort Document folder to store them. PowerPoint®. PaperPort item thumbnails There are two kinds of thumbnails in PaperPort: item and page thumbnails. PaperPort shows large. and MAX Microsoft Word. When you have acquired your own PaperPort items. click the Folders button on the Command bar. You can also delete the My PaperPort Documents folder. JPEG.

This feature is useful as an organizational tool if you are using a scanner that can only scan a page as a separate item. Using item thumbnails on the PaperPort desktop. Drag a thumbnail to a folder to move the item to that folder. A red line appears around an item to indicate that it is selected. This makes it easy and convenient to quickly see and find all different types of items on your computer. you can: • • • • • • • Drag a thumbnail to reposition it on the PaperPort desktop. While working with item thumbnails. Click on a thumbnail to see image attributes. Multi-page image items show to let you scroll through the pages even with the Page Thumbnails pane closed. you must first select its thumbnail on the PaperPort desktop. you can also easily combine individual PaperPort Image items or PDF Image items into multi-page items. A small icon indicates that the image has annotations. Right-click a thumbnail to display the item’s shortcut menu. Drag a thumbnail to the Send To bar to send a copy of the item to another program. Before you can work with an item. Drag a thumbnail to another open Workspace to move the item to that open folder. Press the Ctrl key and double-click a thumbnail to open the item in its source program. A small icon indicates that the Read-only attribute is set for that item. Getting to Know PaperPort 14 . Double-click a thumbnail to view the item.Each item thumbnail appears with an icon that identifies the program in which it was created or is currently associated.

The remainder are available for PDF files (both on the PaperPort desktop and in PageViewer) and MAX files (desktop only). delete and reorder pages. Copy and move pages between documents open in different panes. PaperPort Getting Started Guide 15 . Copy. Select a multi-page item. Append new pages at the end. Copy and move selected pages to a Workspace as separate PDF files. The first three items listed below are available for all image files.PaperPort page thumbnails The Page Thumbnails pane on the PaperPort desktop and in PageViewer displays thumbnails for multi-page image items. Page-level operations can be done quickly without having to open the files. cut. paste. Insert new pages at a certain location in the document. then click the Page Thumbnails button or use the View menu. You can: • • • • • • Enlarge or reduce thumbnail size.

double-click an item thumbnail in Desktop view. Use the SET tools to enhance the current page image. Use the Page Thumbnails pane to edit your document at page level. Desktop button: click to return to the PaperPort desktop Annotation Tools SET Tools Page Thumbnails Pane Getting to Know PaperPort 16 .The Page View window To view an item in the Page View window. choose View from its shortcut menu or select the item and click the Page button on the Command bar. The Page View window allows you to take a closer look at your items and to touch up and annotate them. You can also enlarge or reduce the view for easy reading.

editing. reposition toolbars. and file management tools. Drag or cut-and-paste images and documents from Windows Explorer. For example. or other programs to the PaperPort desktop. dock. Capture snapshots of web pages.Customizable Toolbars PaperPort’s buttons are placed into five groups according to their functionality. pages. Print documents from other programs to the PaperPort desktop. and set which buttons you want to display on the PaperPort desktop and in Page View as well. . Add folders to PaperPort that already contain images and documents. Set toolbar button order More available buttons Buttons currently visible Acquiring Items There are many ways to bring images and documents into PaperPort so that you can use PaperPort’s viewing. Import files from other programs on your computer. PaperPort Getting Started Guide 17 .. you can: • • • • • • • Scan photos. annotation. OCR. and other images on a scanning device.. To customize a PaperPort toolbar right-click it and choose Customize. Acquire photos from a digital camera. You can move.

Then choose between using the native interface of the scanner or utilizing the new Scanner Settings pane of PaperPort for best scanning results. WIA or ISIS device driver. Refer to the PaperPort Help for more information about scanning. Acquiring Items 18 .) Click the Scan or Get Photo button to display the Scan pane. To use the interface of the scanner driver. and PaperPort will automatically scan and collate the pages in the correct order. mark the checkbox Display scanner dialog box. choose Scanners and Cameras. choose an event in the Events tab. You can also use your scanner device buttons to scan directly into PaperPort. Then.Scan to the PaperPort desktop PaperPort is designed to work with TWAIN. PaperPort makes it easy to scan pages as separate items or as a multi-page item. If your scanner does not use a TWAIN. click Scan Other Side. use the program that came with your scanner to scan items. and assign PaperPort to it. Profiles are optimized for typical scanning tasks. flip the pages when prompted. (ISIS® scanner driver support is available on request. To scan and collate two-sided pages on your ADF scanner.and WIAcompatible scanners. When the scan is complete. Choose a scan profile. Open the Windows system Control Panel. you will see your item on the PaperPort desktop. only in PaperPort Professional 11. Leaving it empty will put the scanned item onto the active Workspace. copy or move the scanned items to PaperPort.

Choose Black and White. SET: define what enhancements you would like to run automatically. brightness and contrast. Scan: adjust scan settings: mode. PaperPort Getting Started Guide 19 . orientation. filter color. you can run the PaperPort Scanner Setup Wizard from the Start menu. size. Scan profile panels have the following tabs: • • • • Profile: displays the currently used scan profile. resolution. your scanner should be installed with its own scanner driver software and tested for correct functionality. under the program group PaperPort 11. Scanner driver software is not included with PaperPort. Using Scan Profiles PaperPort comes with scan profiles optimized for typical scanning tasks.0. Properly installed and correctly functioning scanners are immediately available in PaperPort by clicking the Select button. If you are not satisfied with your scan results. Output: set file format and automatically suffixed file names. Grayscale or Color Document.Set up your scanner with PaperPort Before using PaperPort for scanning. and choosing one in the Available Scanners dialog. or Color Photograph for best results.

Documents within these folders are then available for use within PaperPort. including network folders and folders on external devices attached to your computer. mapped network drives and folders on external attached devices. You can move or delete these folders whenever you prefer. Refer to the PaperPort Help for more information about adding and using PaperPort folders. Initially.max) items. you can print them to the PaperPort desktop as PDF Image or PaperPort Image (. In the Folders pane. You can use the Print to PaperPort capability to create print-formatted views of web pages. the Folders pane shows a set of folders designed to help you get started using PaperPort.Print to PaperPort To bring items in from other programs. pictures. you can: • Add existing folders on your computer to the Folders pane. This feature lets you quickly import spreadsheets. • Create new folders. Add PaperPort folders PaperPort provides an easy-to-use filing system for organizing your items and sharing them with others. Acquiring Items 20 . word processing files. and other files into PaperPort as items on the PaperPort desktop. database files. You can add folders already on your computer to the Folders pane.

you can straighten a scanned page. If your camera does not support this kind of operation. remove “dirt spots” from a document page. remove red eye. or sharpen fuzzy pictures. In addition. enhance lines. its TWAIN or WIA interface will display enabling you to import images from it. For example. Do not edit the images on your camera in place – not all editing produces the desired result first time. lighten an underexposed photograph that is too dark. If your device is displayed as a drive you can start acquiring your files. Instead. PaperPort Getting Started Guide 21 .Import pictures from your camera To bring digital photos on the PaperPort desktop. clear shadows and spots from page edges. remove stray dots. PaperPort provides several tools you can use to adjust or improve your image. while others (shaded) help you prepare items containing text for Optical Character Recognition (OCR). or image enhancement. Some SET Tools are primarily designed for photo. and crop part of an image. you can rotate an item. and its driver is installed properly. Right-click on the Image Editing toolbar to choose which icons you want to display. bring your files into PaperPort and use the SET tools to enhance them. Touching Up Images When you display an image item in the Page View window. first plug your camera in. adjust the color in a color picture.

It lets you change brightness. You can manually adjust your image using the Enhance tool. copy. Sharpen an image Remove red eye Touching Up Images 22 . color and tint values and choose the best result from nine candidates. contrast. Use it also to select part of an image before cropping or using the Remove Red Eye tool. The Remove Red Eye tool helps you to remove the red-eye effect from a selected part of a picture. Straightening lines of text in an image file will yield better OCR results. PaperPort analyzes the image and tries to correct whatever is wrong with it. Red Eye may occur when photographing people or animals in low light or with a flash. or delete using the commands on the Edit menu or in the shortcut menu. Select the Sharpen tool to adjust the sharpness of a blurry picture or blur a sharp image for special effect.Scanner Enhancement Technology tools Select Area Use the Select Area tool to select part of an image you want to cut. color. image When this occurs. Rotate an image Straighten an Sometimes a document is crooked when scanned. and tint of an image. Enhance an image The Auto Enhance feature adjusts the brightness and contrast. you can use the Straighten and Auto Straighten tools to adjust it. Click the Rotate Right tool to rotate the selected item 90 degrees to the right.

Click this tool. Select the Eraser tool to erase the area of the image that you draw over with the pointer. then click on a dark color in the image that will become the black point. Set white point Set black point Apply current Click this tool to apply the new black and white black and points to the current image. Click this tool. Use it for better OCR results. Improve lines The Improve Lines tool (for black-and-white images) darkens lines and connects broken lines in a table or form to appear darker and straighter. you can crop the image or you can erase the part that you do not want to use.Remove part of an image When you want to save or work with only part of a page or image. Works on black-and-white images. The colors chosen for the new white and black points are displayed on the Status bar. Use the Selection tool to define the part you want to keep and then use the Crop tool to remove the remainder. Remove stray Scanned images sometimes include stray dots or dots “speckles”. The Remove Stray Dots tool automatically finds and removes such “dirt” from a page. then click on a light color in the image that will become the white point. The use of this tool will render better recognition results. See below. If the result is not white points acceptable. PaperPort Getting Started Guide 23 . undo your changes and pick new values. Erase edges Use this tool to clear shadows and spots from page edges to improve OCR performance.

A typical use for this is to remove a shaded gray background in a document you want to OCR. All colors darker than your chosen new black point are set to black. Then the background will become white. but may also change color values. Select one or more image items on the desktop.Changing the black and white points You can do this to improve image quality by removing the very dark and overexposed areas. PaperPort provides batch processing features so that you can quickly enhance. Edit multiple images The ability to process items as a group is often referred to as batch processing. Changing black and white points for a color photo will typically increase its contrast. N e po w b in lac t k de fa ul t de fa ul N t ew po w in hi t te Before: After: You can apply new black and white points to individual images. All colors lighter than your chosen new white point will become white. modify. or rotate multiple image items in a single operation. and select the desired command. point to SET Tools. Touching Up Images 24 . You can also apply them as an auto-enhancement to all new pages scanned with a given scan profile. on the Item menu. See the online Help for more information. and then. as described. Select one of the darker gray pixels from the background and apply it as the white point.

For item types that cannot accept annotations. click a different one – the Select Annotation tool is usually the best for this.max) files. The recipient only has to double click on the e-mail attachment they receive from you and they will see the document in the system default PDF viewer – annotations intact. or stamp a picture onto an image item. or resize it on the page. On other types of image items. meaning that you can reposition. Double-click on a note or text label to edit its text. highlight text. Right-click on a tool to change properties for future annotations created with that tool. To turn off any annotation tool. change. Annotation tools You can select an annotation tool from the Annotation toolbar whenever you display an image item in the Page View window. annotations are editable. cut. Right-click on the Annotation toolbar to choose which icons you want to display. PaperPort automatically disables the annotation tools. On PDF and PaperPort Image (. you can add notes and text. It is easy to send a document with annotations to people without PaperPort by using the PDF Image format. draw lines and arrows. such as JPEG and Windows Bitmap files. or remove them – or edit textual content – whenever you want. Select this tool and click in an annotation to move.Annotating Pages PaperPort includes a collection of annotation tools that allow you to mark up scanned documents with information you would like to keep with that document. Select Annotation PaperPort Getting Started Guide 25 . annotations become a permanent part of the image when you save the item. Right-click on a selected annotation to change just its properties. Using PaperPort’s annotation tools. This does not affect existing annotations. copy.

Using the Folder Manager dialog box. Filing Items 26 . You can specify search criteria to help you find your items later. remove. move. just as you might use a highlighting pen on paper. and rename PaperPort folders. Adding a text label to your images is simple with the Text tool. These changes will be automatically reflected in PaperPort. You can change the color of a folder icon to one that helps you organize your items. remove. In a multi-page item. with or without arrowheads. on a page.Note Want to give yourself a reminder? Select the Note tool and add a resizable note much like a sticky note that you write on and then stick on paper documents. Select the Arrow or Line tool to draw straight lines. Select this tool to add a line of text with a transparent background. much like using a rubber stamp. you can add. You may also add. The name of each item appears below the thumbnail in thumbnail view. Use the Highlighter tool to highlight any area of the image. Moving and copying items between folders is also possible in split view across Workspaces. move. the name appears below the individual page names. and rename any folder in Windows Explorer that is viewed with the PaperPort folder structure. Text Highlighter Pencil Arrow or Line Stamp Filing Items A key to organizing items in PaperPort is filing items in appropriate folders. The Pencil tool lets you draw freehand lines or marks on the page. You can drag and drop items from one folder to another or from the PaperPort desktop into any folder you want. The Stamp tool lets you paste the bitmapped image of your choice on the page.

In the Folders pane. copy or move subfolders and their content to other subfolders or PaperPort folders. The Back button makes it easy to step through the ordered history of folders you recently visited one by one – functioning similarly to Internet Explorer – enhancing quick backward navigation for both Workspaces independently of each other. Add search criteria to items You can assign item properties to PaperPort Image items and then use the properties as search criteria to find items in PaperPort. providing a powerful tool for organizing and locating similar documents and images. create or delete subfolders. PaperPort Getting Started Guide 27 . PaperPort also allows you to assign the same keywords to multiple items at the same time. you can drag and drop.

The information you want to find is referred to as search criteria. All-in-One Search provides many options for specifying where and what to look for when finding an item.Select multiple items on the PaperPort desktop. • Author – as defined under Item properties. Finding Items PaperPort provides features to help you find your PaperPort items.max) files by item properties. You can look for items by item properties. You can quickly find an item by visually browsing through thumbnails on your PaperPort desktop. such as keywords and subject information. PaperPort provides more powerful capabilities with All-in-One Search. • Comments – as defined under ’Subject’ under Item Properties. • Keywords – as defined under Item properties. • Annotations – Notes or text labels added to PDF or MAX files. words entered under Subject. You can also search for PDF and PaperPort Image (. specify criteria as follows: • Name – item name (not necessarily that of the file). When you search by item properties. Comments and Annotations are available for PDF or MAX files only. Find items by their properties You can search for any type of item by its item name. then choose Properties from the shortcut menu. Keywords. Author and Keywords will be applied to all selected items. When you have many folders and items. Finding Items 28 . Author.

and command bars for quick access whenever you need them. images. Use PDF Searchable Image In addition to using PaperPort’s searching capabilities. The search returns a list of all items that match your criteria. author. menus. This format maintains an identical appearance to the original document and enables other programs. and documents with friends. A file search is based on item properties only. These tools are built-in to the program and are readily available on toolbars. You can create PDF Searchable Image format.Use the All-in-One Search pane Use the All-in-One Search pane to enter search criteria and select options for finding your PaperPort items. Keywords. you can also create PDF Searchable Image files that can be indexed and searched outside of PaperPort. colleagues. You enter the item properties in the Name. Comments and Annotations are available for PDF or MAX files only. A PDF Searchable Image file contains a bitmapped image of a document or graphic with textual content stored as hidden text. PaperPort Getting Started Guide 29 . to search the contents of the file. if you have a full version of OmniPage installed together with PaperPort. and business associates. such as Nuance PDF Converter Professional or Adobe ®Acrobat®. Sharing Files PaperPort provides many tools to make it easy for you to share files. Author. keywords box. PDF Searchable Image is a flavor of PDF. See the section PDF file support.

PaperPort makes it easy to: • E-mail items to others.com. by adding the folders to your PaperPort Folder pane. the ever-popular filesharing format considered by many as the industry standard for document distribution. Common office tasks like e-mailing and faxing are now faster than ever. With PaperPort. it is simple to set up a shared folder on a server or a PC that can act as a central repository for all important office documents.To help you share your items with others. To obtain a list of all supported program links. Each PaperPort client can connect to that folder and use PaperPort’s document management features and paper handling tools to find and use documents instantly. • Scan or convert items to the PDF format. you can convert items to popular output formats for shared use in numerous other programs. • Access Sharing and Security settings directly from the folder shortcut menu. In addition. • Access shared folders located on your local or wide area network. Sending Items to Other Programs 30 .nuance. simply by dragging the items to your favorite e-mail program on the PaperPort Send To bar. Sending Items to Other Programs Drag and drop functionality makes opening your files in your favorite programs a snap. Simply choose the file you want and drop it onto the program icon on the Send To bar at the bottom of the PaperPort desktop. The Send To bar makes using scanned documents in other applications easier by automatically translating the document into a form that the receiving application can understand. visit PaperPort at the Nuance web site at www.

• Share documents using e-mail. optical character recognition (OCR). instead of the always available PaperPort OCR. you can drop a scanned image of a letter onto the Microsoft Word link on the PaperPort Send To bar. recognition is done in the background. its OCR services become available and amplify the power of PaperPort. With a full OmniPage you can: • Instantly convert paper into usable Microsoft Office documents. and send editable text to Word rather than a static image file. Alternatively. • Turn PDF files into editable documents while retaining their layout. graphics. but with OmniPage you have a much wider range of settings. Internet e-mail. This opens OmniPage with its full interface and loads the file. The program link on the Send To bar does any necessary conversion and may provide options for sending the item. XML and e-Books. PaperPort Getting Started Guide 31 . TIFF and more. fax. PaperPort will run OCR for you. Use OmniPage with PaperPort If PaperPort exists on a computer with OmniPage. you can drag an image item onto the OmniPage icon in the Send To Bar. OmniPage Microsoft Outlook® PDF Converter PaperPort supports a wide variety of programs including word processing. • Create unlimited searchable PDF files for electronic archives. • Automatically process images from network MFPs and scanners. and online services programs.For example. spreadsheet. Web. and PaperPort will recognize that the application you are attempting to open needs a text file rather than an image file. • Scan and convert documents into XML.. You can choose an OCR program by right clicking on a text application's PaperPort link. selecting Send To Options and then selecting OmniPage as the OCR package. In both cases. PDF.

you can convert scanned documents and text items to image formats. you can add programs. Converting Items Using PaperPort. Adjust Send To options You can tune Send To options to specify how you want to use a certain program on the Send To bar. Use the e-mail link options to specify the file format of the attachments and other options. Specifically. Refer to the PaperPort Help for details.Customize the Send To bar You can change the way program icons appear on the Send To bar in a number of ways. simply drag and drop the item to your e-mail program on the Send To bar. you can specify the file format in which PaperPort will save an item. and convert images back to text. Converting Items 32 . and remove or rearrange program icons. To e-mail an item. For example.

You can convert text items and image items to PaperPort Image items (. You can combine image. By selecting more than one item. or choose Stack from the shortcut menu. The target is a PDF file. Combine into thumbnail PDF page: This creates thumbnails of all item pages and fits as many as possible on a PDF page. and TIFF. Assembling documents You can assemble documents by stacking or combining. The following combination options are available: • • • • Combine into PDF stack: Each original page becomes one PDF page with no resizing. The Save As command allows you to save image items to any of a variety of standard image formats including PDF.Convert items to image formats You can convert scanned documents and text items to image formats. Combine into Multi PDF. JPEG. the application that created it must be available on your system. To convert a text item. resize to fit: This resizes the contributing items and always places four original pages onto a single PDF page. and selected in the order you want them in the stack. Then click the Stack button and choose Stack from the drop-down list. PaperPort Getting Started Guide 33 .max) using the Duplicate as PaperPort Image command. Refer to the online Help for details. The files to be selected need to be in a single folder. Combine into Multi PDF. You can stack a group of PDF or PaperPort Image (MAX) files into a single PDF or MAX. MAX and PDF items. The original items remain in their original file types. respectively.max). PaperPort Professional can additionally combine text items. Combining usually takes more time than stacking because of PDF generation. Original page sizes are conserved in the stacked document. you can convert multiple items to a new format at the same time. The source files do not remain after stacking. as well as the native PaperPort Image format (. maintain original sizes: This places as many original pages onto each PDF page as it can. The Duplicate as PDF Item command allows you to convert text items to PDF Image items.

The OCR software processes the text and copies it to the Windows Clipboard. PDF file support PDF (Portable Document Format) files are often classified into three different types. commonly called flavors: • • • PDF Image PDF Searchable Image PDF Formatted Text & Graphics (PDF Normal) Opening PDF files PaperPort can open and display PDF files of all three flavors. You can unstack one or all pages from a multi-page PDF file to get one PDF per page. Protected files can be accessed by giving the correct password. Open the program in which you want to insert the text. and loads the scanned text into a document ready for editing. PDF page operations You can insert or append pages from one PDF file to another and also stack a set of PDF files into a single one. Security limitations are respected and cannot be changed. word processing. If you mix pages with different flavors. PaperPort automatically processes your scanned document using PaperPort’s OCR software.Convert images to text You can convert scanned documents to text by a simple drag and drop of the thumbnail to your word processor program. the program determines a single flavor for the resulting file. launches your word processing program. and use Paste to paste the text in a file. PaperPort also allows you to copy text from part of an image item for use in a text editing. PDF file support 34 . or spreadsheet program.

Annotating PDF files You can add notes.Combining items into a PDF file You can combine a wide range of image items into a single target PDF. See online help: About enhancing pages and images. changed or deleted in PaperPort or other PDF viewing and editing programs. Modifying PDF files Use SET tools to improve the appearance of PDF pages or prepare them for more successful text recognition (OCR). keywords. using OCR if necessary. running OCR if necessary. All combined items remain in their original locations and file types. author. but displays the text in a PaperPort window. Extracting text from PDF files The Copy Text command finds text in PDF files and places it onto the Clipboard as plain text. A multi-page PDF results in a single file when a multi-page file type is selected. or change its color or attributes. To search the text inside a PDF file. otherwise each PDF page becomes a separate file. The command View Text does the same. These do not become part of the real PDF page. Send PDF files to word processor programs on the Send to Bar. Saving PDF files to other file types Save PDF files to a range of image file types. highlights and graphic items like arrows to PDF pages of any flavor as annotations. but exist on a separate layer so they can be viewed. To modify the real text content in a PDF file. PaperPort Getting Started Guide 35 . extract it as described above and search in a suitable application. See online help: Assigning properties to PaperPort Image and PDF files and Item properties. comments and annotations for a PDF file and also assign page names to each page to help in searching. This delivers editable text with a defined level of formatting. The All-in-One search finds words in this document information for PDF files in one or more folders. moved. For more information see the online topics About PDF files and PDF file support. See online help: To convert scanned documents to text and Output options for the target program. you need a PDF editor such as Nuance PDF Converter Professional. Adding document information to PDF files for searching You can define an item name. See online help: Saving to other formats.

Use the profile to generate PDF files. The flavor of a source PDF is retained for the copy. Create PDF files from scanning Open a scanning profile and set the PDF file type in the Output panel. Uninstalling PaperPort 1. Right click on an image item and choose Duplicate as PDF or Save As. only PDF Image can be selected. Select Add/Remove Programs from the Control Panel. When duplicating to PDF with OmniPage present. when using Save As with OmniPage present.g. Select ScanSoft PaperPort 11. Choose PaperPort Image Printer and make print settings. If you have a full OmniPage installed you can choose any PDF flavor . If not. Create a PDF from an existing PDF or image item Right-click on a PDF file and choose Duplicate Item. the result may be a PDF Searchable Image. See online help Modifying Scan Profiles. Then open a source file in a suitable application and choose Print. Click Remove to uninstall the program or Change to auto-repair it. Uninstalling PaperPort 36 . Searchable or Normal.Image.Create PDF Image files from other applications In PaperPort Options/Items check that PDF and not MAX is selected as the target file type. Duplicate Current Page or Save As. See online help About the PaperPort print driver and Printing to PDF from other applications. 2. e. you can choose between PDF Image and PDF Searchable Image. typically from the File menu. 3.0. black-and-white versus color conversion.

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