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Release Notes for PaperPort Pro 9 Office

Release 9
English version
February 28, 2003
Copyright 2003 ScanSoft, Inc.
Please read this document for information about ScanSofts PaperPort Pro 9 Office. The
document contains the following sections:
System requirements
Installing PaperPort Pro 9 Office
New in PaperPort Pro 9 Office
About the PaperPort print drivers
About other products provided with PaperPort
Known issues

System requirements
To install and run PaperPort Pro 9 Office, your Windows-compatible PC must meet or exceed the
following requirements:
Intel or Intel-compatible Pentium or higher processor.
SVGA monitor with 256 colors or more, and 800x600 minimum pixel resolution.
Microsoft Windows 98 Second Edition (SE), Windows NT 4.0 with Service Pack 6 (SP6)
or higher, Windows 2000, Windows Me, or Windows XP.
For Windows 98 SE and Me, 64 MB RAM minimum or higher.
For Windows NT 4.0 SP6, Windows 2000, and Windows XP: 128 MB RAM or higher
recommended, 64 MB minimum.
Hard disk with a minimum of 80 MB free space.
Microsoft Internet Explorer 4 or higher.
CD-ROM drive for installation.
PaperPort supports TWAIN and WIA (Windows Image Acquisition) compatible scanners, as well
as the Visioneer Strobe Pro, which has a proprietary driver. PaperPort 9 does not support the
following older scanners: Visioneer Mx, Ix, Vx, and Strobe; HP 4S, and Compaq Scanner

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Keyboard.
PaperPort also supports TWAIN and WIA compatible digital cameras, and enables you to obtain
and manage images from other sources, such as Windows Explorer or the software program
provided by the camera manufacturer.

Installing PaperPort Pro 9 Office


This section provides important information on upgrading PaperPort software, installing
PaperPort Pro 9 office, and uninstalling PaperPort Pro 9 Office.

If you are upgrading


Before you upgrade from a previous version of PaperPort, please be aware of the following:
Before you upgrade new software, it is good practice to first back up important files on
your computer.
You can install PaperPort Pro 9 Office over your previous version of PaperPort. This
will maintain your PaperPort folder structure and scanner connections. Be sure to allow
the installation process to complete. Otherwise, you may need to reinstall your previous
version of PaperPort.
If you are upgrading from PaperPort 8.x or earlier versions, the PaperPort installation
process will preserve your existing SimpleSearch indices. There is no need to uninstall
your previous version.
If you are using a Brother MFD and are upgrading from PaperPort 6.5 or 8.x, please
download and then run the Brother Upgrade program after you install PaperPort 9. The
upgrade program is necessary to enable the Brother SmartUI feature. The program is
available at the ScanSoft web site at www.scansoft.com/brotherupgrade.
If you are using a Visioneer Strobe Pro scanner, it is important to uninstall the scanner
driver before you install PaperPort Pro 9 Office. After you install PaperPort, you can
reinstall the scanner driver.
If you use OmniPage with PaperPort, you need to uninstall and reinstall OmniPage
after you install PaperPort. This is required to make OmniPage available as a choice for
OCR with Word and other text links on the PaperPort Send To bar.
If you use Text Bridge with PaperPort, uninstall and reinstall TextBridge after you install
PaperPort 9. This step makes TextBridge available as a choice for OCR with Word and
other text links on the PaperPort Send To bar. After you install PaperPort 9, run the
TextBridge OCR Link Update program, available in the TBupdate folder provided with
your PaperPort software.
The update program is also available on the PaperPort ScanSoft Support web site. To locate
the update program, browse to www.scansoft.com/support, then Downloads, and follow
the on-screen instructions.
If you have installed the DocuCom PDF Print Driver from the ScanSoft web site,
please be aware of the following:
When you install PaperPort, the DocuCom print driver is listed in Control Panel's
Add/Remove Programs dialog box. Do not remove this print driver from your computer. If
removed, the Print to PDF and the Duplicate as PDF features will not be available. To remedy
the situation, you will need to reinstall your PaperPort software to restore the proper print
drivers.
If you obtained version 6 of the DocuCom PDF print driver from the ScanSoft web site and
want to repair your PaperPort installation, you must first uninstall PaperPort and then reinstall
PaperPort.

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To install PaperPort Pro 9 Office
Follow these steps:
1. Disable any anti-virus software programs and close all Windows programs that are
currently running on your computer. This is important to avoid conflicts that might occur.
2. Install PaperPort Pro 9 Office.
To install PaperPort from a CD Insert the PaperPort CD in your CD-ROM drive, and in
the PaperPort installation window, click Install PaperPort. Then, follow the instructions on
each screen.
If the PaperPort installation window does not appear, double-click the Start32 program on the
CD - or choose Run on the Start menu, type d:\start32.exe (where d is the drive letter of your
CD-ROM drive), and then click OK.
To install PaperPort from the Web After you have purchased PaperPort and downloaded
the installation program to your computer, run the installation program. Then, follow the
instructions on each screen.
3. (Optional) ScanSoft provides additional software products, such as Adobe Acrobat
Reader 4.0 and the ScanSoft Pagis File Converter, with your PaperPort program. To
learn about these products and how to install them, click Other Software in the introduction
window.

To uninstall PaperPort Pro 9 Office


PaperPort Pro 9 Office creates internal files for thumbnail images and SimpleSearch indices. You
can remove these files if you uninstall PaperPort, or keep them if you prefer. It may be useful to
keep them if you plan to reinstall your PaperPort product.
To keep the internal files and uninstall PaperPort, open Control Panel, go to
Add/Remove programs, select PaperPort 9, and click Remove. Then, follow the steps in
the installation wizard.
To remove the internal files and uninstall PaperPort, open Control Panel, go to
Add/Remove programs, select PaperPort 9, and click Change. The installation wizard
will prompt you to remove the files. Removing the files may take several minutes.

New in PaperPort Pro 9 Office


PaperPort Pro 9 Office adds a wide variety of new features to the previous release. This section
lists the new features in the following categories:
PDF support
Scanning
Batch processing
PaperPort desktop
Editing and viewing
Indexing and searching
Usability
For complete details on all new features, please refer to the PaperPort online Help.

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PDF support
Creating Create standard PDF image items. A compression option is provided to
control file size. Adobe PDF Writer is no longer required. Print to PDF Formatted Text &
Graphics (PDF Normal) files from Windows applications. A new Print to PDF button has
been added to Microsoft Word and Excel toolbars for Office 2000 and XP. Create
standard searchable PDF files (with OmniPage installed).
Scanning Scan directly to the PDF Image format and, if OmniPage is installed, to the
PDF Searchable Image format.
Viewing View PDF items, including those generated by OmniPage and TextBridge
Business Edition, in PaperPort's Page View window.
Indexing and Searching Index the content and properties of PDF files, and search for
PDF items by content or properties.
Thumbnails View thumbnails for all PDF items. A special file type icon distinguishes
PDF Image items from non-image PDF items.
Sending and e-mailing Send PDF items to programs on the Send To bar, and convert
items to PDF for reliable e-mailing.
Web capturing Capture web pages directly to the PDF Image format or, if Omni Page
is installed, to the PDF Searchable Image format.
Page manipulation Stack, unstack, reorder, and rotate PDF files.
Properties View and edit standard PDF file properties.
Annotations View, edit, and add annotations to PDF files (limited to PaperPort
annotations types), compatible with Adobe PDF annotations.
Image editing Use Image Editing tools on PDF Image and on PDF Searchable Image
files.
Converting Convert existing image files to PDF. Convert between MAX files and PDF,
while retaining metadata (item properties). Duplicate items as PDF Formatted Text &
Graphics from text item thumbnails.
Printing Print to PDF Image, to PDF Searchable Image (if OmniPage Pro is installed),
and to PDF Formatted Text & Graphics files from Windows programs. Faster printing of
PDF image documents to PostScript printers.

Scanning
Page support Multi-page and double-sided scanning support with page collation.
PDF output Scan to PDF Image and to PDF Searchable Image formats.

Batch processing
Batch processing lets you perform a task on multiple files at the same time. Batch processing
from the PaperPort desktop is now available for:
Converting Save As image file types.
Enhancing Auto Enhance, Resize, Invert Color, Convert Color, Auto Straighten,
Remove Stray Dots, and Improve Lines. Batch rotating is also available as in previous
release.
Setting item properties Item properties (author, keywords, subject).

PaperPort desktop

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Thumbnails Auto-arrange files on the PaperPort desktop. New, simpler style
thumbnails, with better handling of long file names and more consistent thumbnail size.
Customization Set the PaperPort startup folder and specify the destination for the
Print to PaperPort and Web Capture features. Specify the destination folder when printing
and scanning items.
Send To bar Start programs by double-clicking on the program link buttons.
Program links New WinZip program link. Support for PDF files, Empty button for the
Recycle Bin, and automatic conversion of items to black-and-white for the FormTyper
program. Use color scans without converting to black-and-white for the OmniPage
program. Also, pre-fill certain message fields for e-mail programs.

Editing and viewing


Image editing Use image editing tools with PDF Image files. PaperPort now provides
multiple levels of Undo, easier Eraser settings, Auto Straighten on Image Editing toolbar,
and ability to save changes on a file rather than page basis.
Annotations Add annotations to any image type, including PDF, and edit PaperPort
(.max) and PDF annotations.

Indexing and searching


Indexing Index image PDF files using OCR, image files other than MAX using OCR
(such as TIFF and DCX), and index read-only files and directories.
Search pane Use the improved Search pane to select individual item properties for
search criteria. There is also improved error handling and logging capabilities, and ability
to search individually on file metadata for MAX and PDF files.
Search Results window Drag and drop items from the Search Results window
directly to folders, and preserve resized column widths.

Usability
User Interface Refined commands, menus, dialog boxes, and options. More
consistency of Item Properties for different item types, and of names for stacked and
unstacked items. Refined icons for better discrimination.
Mouse Mouse wheel support.
Messages Improved error messages, and status and progress reporting.
Documentation Revamped Getting Started Guide, and robust online Help.
Standards Windows XP certification and 508 compliance.

About the PaperPort print drivers


PaperPort Pro 9 Office includes three special print drivers:
PaperPort Black & White Image For creating black-and-white image files in the
PaperPort Image (.max) format, PDF Image formator, if you have OmniPage Pro
installed, the PDF Searchable Image format.
PaperPort Color Image For creating color image files in the PaperPort Image (.max)
format, PDF Image format, or PDF Searchable Image format if you have OmniPage Pro
installed.
PaperPort PDF (DocuCom PDF Driver) For converting text-based documents, such
Word files, to the PDF Formatted Text & Graphics (PDF Normal) format. You can select

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either PaperPort PDF or DocuCom PDF Driver to print text files to this PDF format.
For more about PDF formats, refer to the PaperPort online Help.
Note: Do not remove PaperPort PDF or DocuCom PDF Driver from your computer. If removed
from your computer, the Print to PDF and the Duplicate as PDF features will not be available. To
remedy the situation, you will need to reinstall your PaperPort software to restore the proper print
drivers.

About other products provided with PaperPort


PaperPort comes with additional software products that you can choose to install if desired,
depending upon your needs. To learn about the other programs and how to install them, browse
to the Other folder provided with your PaperPort software or with your PaperPort CD.

Known issues
This section lists known issues in the PaperPort Pro 9 Office. It contains these sections:
Installation
Scanners
Image items
Send To links
SimpleSearch
Web Capture
PDF files
Printing
Note: The ScanSoft web site provides a wealth of information about your PaperPort software,
including Technical Notes and software updates. Be sure to refer to the PaperPort Knowledge
Base for troubleshooting information related to a particular concern or to find answers to a
specific question.

Installation
Installing PaperPort for only a single user makes PaperPort print drivers visible to
all users
If you install PaperPort for only yourself, on a multi-user computer, other users cannot use
PaperPort. However, PaperPort print drivers will be enabled for other users but will not work
properly. In some configurations, if another user prints with PaperPort Black & White Image or
PaperPort Color Image, the print output will appear on your PaperPort desktop.
To resolve this issue, install PaperPort with the "for all users" optionor, restrict access to the
PaperPort printers. To restrict access, in the Windows Start menu, go to Printers, and then, in
the printer Properties dialog box, set the access rights you want.
Canceling PaperPort installation can cause device driver error
When upgrading your version of PaperPort, do not cancel the installation before it completes.
Otherwise, the message "PaperPort Device Driver Unable to load DLL" may appear and the
drivers for your scanner may no longer be available.
If you experience this problem, reinstall the version of PaperPort that came with your scanner,
restart your computer, and then install PaperPort 9. After the installation is complete, restart
your computer a second time.

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Scanners
Some scanner models are not listed in the Scan pane
Some scanner models use proprietary software drivers and thus will not be listed in the Scan
pane.
With some scanners, you need only insert the paper you want to scan into the scanner, and
the scanner will start automatically. You can then scan the item to the PaperPort desktop. For
other scanners, scan your pages as you normally do and copy or import the scanned pages
to PaperPort.
Unable to scan 8-bit (256 color) images on certain scanners
PaperPort does not support scanning 8-bit (256 color) images on certain scanners, such as
the HP OfficeJet K60xi, HP ScanJet 5470c with PrecisionScan Pro 3.1, and the Kodak i60
scanner.
If you encounter an error or problem when using one of these scanners to scan an 8-bit
image, scan the item at 24-bit.

Image items
The number of pages in a converted text item may not match the original
When you use Duplicate as PaperPort Image to create a .max file, the number of pages in
the duplicate item may be different than the number of pages in the source item.
This can occur when some of the formatting in the source item is not retained in the duplicate
item. Although the page count might differ, the textual content of the items will be the same.
Editing large color files might temporarily use a lot of disk space
If you receive a message that disk space is low while you are editing or annotating an image
file, save your PaperPort item. This saves your edits and removes a large temporary file from
your disk. Additionally, you may want to free disk space elsewhere on your computer.

Send To links
WordPerfect 10 might not print to PaperPort on Windows 98 or Me
On a Windows 98 and Windows Me system, the printing process may stop when you print a
document from WordPerfect 10 to the PaperPort desktop while PaperPort is closed.
To resolve this issue, simply launch PaperPort before you print a file from WordPerfect 10 to
PaperPort. As long as PaperPort is running, you can print from WordPerfect 10 to PaperPort
at any time.
Some program windows might appear behind the PaperPort window
When you drag an item to a program icon on the Send To bar, the window for that program
may occasionally be displayed behind the PaperPort window. Other types of windows, such
as those that display error messages and scanner dialog boxes, might also appear behind
the PaperPort window on occasion.
To bring any window to the front of other open programs, simply click the program icon in the
Windows taskbar at the bottom of your screen display.
You can also hold the Alt key and then use the Tab key to scroll through icons of open
windows and programs on your system. Release the Alt key to open the selected window.
Using OmniPage or TextBridge as the OCR engine for Word does not retain the
color of the original file
If you have OmniPage or TextBridge installed, you can specify OmniPage or TextBridge as
the OCR engine to use when converting image items to editable text through the Word (or
other text) link. Color images will be converted as black and white text documents.

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To retain color, use the OmniPage or TextBridge program link on the Send To bar, rather than
the Word program link. Then, in OmniPage or TextBridge, save the OCR result as a Word
document.
Color images sent to the OmniPage link may appear black and white
You can send scanned documents to the OmniPage program to automatically extract text
from the image item. When you send an item that contains color images, however, the color
of the images might not be retained. Instead, the images will appear black and white when
you display the item in OmniPage.
To ensure that color is retained, specify PaperPort Image (.max) as the file type for items that
you sent to OmniPage. To tune this option, on the Send To bar, right-click the OmniPage
program icon and then click Send To Options. In the Convert to file type box, specify
PaperPort Image (.max).

SimpleSearch
TextBridge 9.0 and Pro Millennium can halt SimpleSearch indexing or Copy Text
process
If you install TextBridge 9.0 or TextBridge Pro Millennium after you install PaperPort 9, the
SimpleSearch indexing process or the Copy Text feature might halt. The message
"ppocrmg.exe has generated an error and will be closed by Windows" may also appear.
To resolve this issue, after you install PaperPort 9, run the TextBridge OCR Link Update
program, available in the TBupdate folder provided with your PaperPort software. The update
program is also available on the PaperPort ScanSoft Support web site.
SimpleSearch does not find text in Windows BMP and JPEG files
SimpleSearch finds text in image files commonly used for text documents, such as PDF,
PaperPort Image (.max), TIFF, and DCX. Image formats for photos and graphics, such as
BMP and JPEG, are not included in the SimpleSearch process. This feature allows
SimpleSearch to more quickly index and search your PaperPort files.

Web Capture
Unable to use Web Capture with Netscape 6.2 or higher versions
PaperPort 9 does not currently support Web Capture with Netscape 6.2 or higher. PaperPort
does, however, fully support Internet Explorer 5 and higher versions.
If Netscape is your only web browser, you can print the web page to a file using one of the
PaperPort print drivers, such as PaperPort Black & White Image or PaperPort Color Image.

PDF files
Stacking different types of PDF items may not produce the desired type of PDF file
PaperPort Pro Office supports PDF Image and PDF Formatted Text & Graphics (non-image)
itemsand the PDF Searchable Image format if you have OmniPage Pro installed on your
computer.
If you stack a combination of these PDF types into one multi-page item, all pages in the stack
become the type of the bottom-most page.
Note that unstacking the item will result in items that are the same PDF type as the stack.
It is recommended that you convert all the items to the desired PDF type before stackingor,
create the stack with the desired PDF type as the bottom-most page and then rearrange
pages in the stack, if necessary.
Stacking PDF Image and PDF Searchable Image items results in a PDF Image file
If you stack PDF Image and PDF Searchable Image items, the result is a multi-page file in the

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PDF Image format. (The PDF Searchable Image format is available only when you have
OmniPage Pro installed on your computer.)
To make all pages in the stack be PDF Searchable Image files, convert the stack to the PDF
Searchable Image format.
(Windows 98 and Windows Me) Temporary file might be visible when generating a
PDF file
If you are converting a lengthy text file to the PDF Formatted Text & Graphics format, you
may see a temporary file in the current folder.
Please be patient. When the conversion process is complete, the new PDF file appears and
PaperPort will remove the temporary file.
(Office XP) Microsoft PowerPoint files are printed to PDF as grayscale
If you are using Office XP, PowerPoint presentations that you print to PDF (by using the
Duplicate as PDF or Print to PDF features) will appear as grayscale and not color.
To print a presentation in color, open the source file in PowerPoint, go to PowerPoint's Print
dialog box, and specify Color in the Color/grayscale box. Then, print the file to PaperPort by
selecting PaperPort PDF (or DocuCom PDF Driver) as your printer.
Password-restricted PDF files are read-only files in PaperPort
When you display a password-protected PDF file in PaperPort, PaperPort treats the file as if it
were a read-only file. This means you can view the file, but you cannot stack, edit, or
manipulate the PDF item in any way.
If you try to perform a restricted activity, PaperPort informs you by displaying a message to
notify you that the file has read-only attributes.
PDF files created by eCopy are not supported in PaperPort 9
PaperPort Pro Office 9 does not currently support documents created by eCopy software
applications. Although you can view eCopy files on the PaperPort desktop, you might
encounter issues when trying to stack them or perform other activities.
Highlight annotations added to PDF files are not transparent in Adobe Acrobat
Reader
Highlight annotations that you add to PDF files in PaperPort are not transparent when the
PDF files are viewed in Adobe Acrobat Reader 4.05 or earlier versions.
The highlight annotations will display properly when you view the PDF files in Acrobat Reader
5 or higher.
Unable to select annotations on some types of PDF files
The PDF file format supports a wide variety of annotations. You can annotate PDF files with
PaperPort annotations, such as lines, arrows, sticky notes, on so on. However, PaperPort
does not support all types of PDF annotation types.
If you want to manipulate or remove the annotations, you will need to open the PDF file in the
program in which the annotations were created.
PDF Formatted Text & Graphics format not listed in Save As file types
The list of file types in the Save As dialog box does not include the PDF Formatted Text &
Graphics format.
To save a text document, such as a Word file, to the PDF Formatted Text & Graphics format,
right-click the document on the PaperPort desktop, and then on the shortcut menu, click
Duplicate as PDF.
Characters in the ASCII Extended Character Set do not appear in PDF annotations
Characters in the ASCII Extended Character Set (which includes accented characters and
symbolic characters such as the Trademark symbol) are not currently supported in PDF

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annotation text. If you enter extended characters when annotating a PDF file, the characters
will not appear in the annotation text.
Duplicate as PDF and Print to PDF from Word or Excel is not available
If you have restricted rights on Windows NT, 2000, or XP, the Duplicate as PDF and Print to
PDF features might not be available.
To make these features available, the system administrator must set the Allow option for
Manage Printers in the Security tab of DocuCom PDF Driver printer Properties.

Printing
Printing high-resolution files as PaperPort Color Image files
Depending upon your system configuration, you may encounter an issue when you print a
high-resolution color file from another program to the PaperPort desktop. If your system does
not have sufficient memory, you may receive the message "An error occurred while printing,
or printing was canceled" when printing.
To print the file from another program to the PaperPort desktop, specify a lower resolution
setting in the PaperPort Color Properties dialog box.
Printing after upgrading from PaperPort 5.3 or 6.1
After you upgrade from PaperPort 5.3 or 6.1 to PaperPort 9, you might be unable to print a
file the first time you attempt to print from the PaperPort desktop. This situation occurs only
when you try to print from the PaperPort desktop and have not yet used another program,
such as Microsoft Word, to print a file.
To resolve this issue, print an item by dragging it to the Printer icon on the PaperPort Send To
bar. Thereafter, you should be able to print normally from the PaperPort desktop. This issue is
also resolved once you use another program, such as Word, to print a file.
Printing after upgrading Windows 98 or Me to Windows 2000 or XP
Upgrading your computer from Windows 98 or Me to Windows 2000 or XP can remove the
PaperPort print driversPaperPort Black & White Image, PaperPort Color Image, and
PaperPort PDF (DocuCom PDF Driver)from your computer.
To restore the print drivers, go to Control Panel and select Add or Remove Programs. In
the program list, select PaperPort 9 and click the Change button. The PaperPort installation
wizard will start. Click Next, and in the Program Maintenance screen, click Repair. This
option will reinstall the missing print drivers. Simply and follow the on-screen steps to
complete the installation process.

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