Nuance PaperPort Professional 14 manual

Getting Started Guide[...]

L EGAL N OTICES Copyright © 201 3 Nu ance Communicatio ns, Inc. All righ ts reserved. No part of this publication may be transm itted, 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, c hem ical, manual, or other wise[...]

PaperPort Getting Started Guide iii C ONTENTS Welcome to PaperPort 5 Installing PaperPort 6 Activating PaperPort 7 Registration 7 Learning PaperPort 8 Using this Guide 8 Technical Support 9 Minimum Sy stem Requirements 9 What’s new in PaperPort 14 10 Key features 11 Getting to Know PaperPort 14 The PaperPort desktop 14 The PaperPort Ribbon 15 Pap[...]

Contents iv Touching Up Images 30 Edit multiple images 35 Annotating Pages 36 Annotation tools 36 Protecting Items 38 Add search criteria to items 40 Finding Items 41 Find items by their propert ies 41 Find words in an item 42 Add items to the All-in-One Search index 42 Use the All-in-One Search pane 43 Schedule Indexing Tasks 45 Sharing Fil es 45 [...]

PaperPort Getting Started Guide 5 W elcome to PaperPort W elcome to the Nuance ® PaperPort ® Getting S tarted Guide . It is supplied as a PDF file, suitable for use with screen r eaders. If you prin t it to paper , we recommend double-si ded printing with two pages per sheet. PaperPort provides the eas iest way to turn paper into organized digita[...]

PaperPort Getting Started Guide 6 Inst alling PaperPort Y ou can instal l PaperPort from a CD, a DVD, or from the we b. The installation program provides easy ste p-by-step instructions. Follow the gui dance on each screen to install the softw are. Installation and un-insta llation require Administrator rights. Paper Port installation comprise s fi[...]

PaperPort Getting Started Guide 7 If PDF V iewer Plus/Create is to be installed, the following che ckmarks appear: Set Nuance PDF as your defau lt viewer for Windows and Internet Explo rer This sets PDF V iewer Plus as your system default P DF viewer . PDF files on the PaperPort deskt op are by default opened i n a Nuance PDF product. If y ou selec[...]

PaperPort Getting Started Guide 8 When you finis h installing PaperPort, you are prompted to registe r online. If you want to update your registrat ion information, you can always go to the Nua nce web site at http://www .nuance.com . Learning PaperPort This guide introduces you to Pap erPort and shows you how PaperPo rt can help you manage your in[...]

PaperPort Getting Started Guide 9 T echnical Support Nuance of fers both complimentary and fee-based technical sup port options designed to meet your individu al needs. Our services of fer person-to-person telephone and e-mail tech nical support. W e also offer self-service, 24-ho ur access to our Knowledge Ba se. V isit http://www .nuance.com for [...]

PaperPort Getting Started Guide 10 A CD-ROM or DVD- ROM drive is needed for installation . W eb access is needed for online activatio n, product registration, Scanne r W izard database updating, technical support and obtaining live updates for the progr am. Performance and speed will be enhanced if y our computer ’ s processor , memory , and avai[...]

PaperPort Getting Started Guide 11 Windows Shortcut menu in side PaperPort Choose at installation time whe ther to allow the W indows shortcut menu f or files of particular types to be ava ilable in the item’ s PaperPort shortcut menu. New SET tools Manual despeckling with a wide choice of algorithms yie ld better black-and- while images for opti[...]

PaperPort Getting Started Guide 12 Searchable PDF files are ava ilable through Scanning Profiles, through a right- click Save As operation on the PaperPort Des ktop, or directly in PDF V iewer Plus. This makes the content of your scanned p aper documents o r image files accessible to se arch engines such as W indows Desk top Search or G oogle. Accu[...]

PaperPort Getting Started Guide 13 PDF Create Assistant Y ou can create industry-standard text-ba sed PDF documents from any application directly with a rig ht-click through the W indows or PaperPort Desktops (up to PDF version 1.7), using the PDF Create Assistant or by printing directly from any applicati on with the printer driver called ScanSoft[...]

PaperPort Getting Started Guide 14 Getting to Know PaperPort This section introduces you to the diff erent parts of PaperPort. Refer to the PaperPort Help for detailed informat ion about all these topics. The PaperPort desktop The PaperPort desktop app ears with the Folders pane when you fir st start the program. It displays the documents in the ch[...]

Getting to Know PaperPort 15 The PaperPort Ribbon PaperPort 14 and ImageV iewer have a modern tab and ribbon interface . The main elements are : 1. The PaperPort button 2. Quick Access T oolbar (see page 24 ) 3. T ab 4. Ribbon associated with the tab 5. Group inside the ribbon 6. Button within the group 7. A button drop-down list. PaperPort items T[...]

PaperPort Getting Started Guide 16 Y ou can use any flavor of P DF file: PDF Image, PDF Se archable, and P DF Formatted T ext and Graphics (PDF Nor mal) with PaperPort. PDF files by default open in PDF V iewer Plus or (if availa ble) PDF Converte r Professional. Go to Options , then Desktop to change this behavior . Y ou can open PDF Image or PDF S[...]

Getting to Know PaperPort 17 The Folders p ane The Folders pane presents a hierarchical view of your PaperPort folders, similar to the view you see in W indows Explorer . Use the Folder T ools to access its commands quickly . PaperPort installs a PaperPort fo lder named My PaperPort Docume nts into your My Document s folder . If you are using a m u[...]

PaperPort Getting Started Guide 18 The Folder Manager lets you rename, remove and reorder the top-l evel folders it manages. This does not af fect the names, locations or existence of those mapped fold ers in your computer . Sub-folders that you rename or reorder which were not add ed using the Folder Manager are rea lly renamed or m oved in your s[...]

Getting to Know PaperPort 19 PaperPort shows lar ge, clear thumbnails of all your docume nts and photos, including: • Scanned pages and photos • Photos from your digital camera • Image files in formats such as BMP , TIFF , JPEG , GIF , and MAX (read-only) • Microsoft W ord, PowerPoint, Excel , Corel W ordPerfect, and other documents created[...]

PaperPort Getting Started Guide 20 • Double-click a thumbnail to view the item . • Press the Ctrl key and double-click a thumbnail to open the item in its source program. • Right-click a thumbnail to disp lay the item’ s shortcut menu. • Drag a thumbnail to the Send T o bar to send a copy of the item to another program. • Right-click a [...]

Getting to Know PaperPort 21 The following operations are available for PDF files, on the PaperP ort desktop or in PDF V iewer Plus: • Copy , paste, cut, delete and reorder pages. • Insert new pages at a certain location in the document. • Append new pages at the end. The Page Thumbnail v iew of a secure PD F is only available by supplying it[...]

PaperPort Getting Started Guide 22 Y ou can also bookmark favorite web pages, using the web bookmarks in the Extras group of the T ools ribbon. The delivery bookmarks in your default browser ar e already added, select a new web page and click the button to b ookmark it. The following picture show s a split desktop: Function pane showing page thumbn[...]

Getting to Know PaperPort 23 The Image View window T o view an image item in the Image V iew window , double-click its thumbnail in Desktop view , or choose Open with Image View on the Desktop ribbon or from its shortcu t menu. By default PDF files appear in PDF V iewer Plus, not in Imag e V iew . The Image V iew window allows you to take a closer [...]

PaperPort Getting Started Guide 24 Customizable Qui ck Access T oolbar PaperPort’ s buttons are placed on differe nt ribbons according to their functionality . Y ou can place frequently used button s on the Quick Access T oolbar in PaperPort and also in ImageV iewer . Right-click within the ribbons area and choose Customize Quick Access T oolbar [...]

Acquiring Items 25 Acquiring Items There are many ways to bring imag es and documents into PaperPort so that you can use PaperPort’ s viewing, editing, annotation, indexing, OCR , and file management tools. For exam ple, you can: • Scan photos, pages, and other images on a scanning device. • Add folders to PaperPort that already contain image[...]

PaperPort Getting Started Guide 26 When the scan is complete, you will see your item on the PaperPort desktop. If your scanner does not use a TW AIN, WIA or ISIS device driver , use the program that c ame with your scann er to scan items. Then, copy or mo ve the scanned items t o PaperPort. Refer to th e PaperPort Help for more information about sc[...]

Acquiring Items 27 Using Scan Profiles PaperPort comes with scan prof iles optimized for typical scannin g tasks. Choose Black and White, Gra yscale or Color Document, Color Photograph, Color Se archable PDF Document, or Color PD F-MRC High Compression. Scan profile panels have the follo wing tabs: • Profile : Displays the currently used scan pro[...]

PaperPort Getting Started Guide 28 Capture we b p ages Capture web pages from the Internet and save them as PDF item s on the PaperPort desktop . This W eb Capture program is installe d with PaperPort, but is not i ntegrated into it, since it functions only on the W indows XP operating system. Go to the prog ram folder and double-cl ick PPwebcap.ex[...]

Acquiring Items 29 Refer to the PaperPort Help for mor e information about adding and using PaperP ort fol ders. Use Folder Notes to assign th e same file information to all PDF files arriving in a folder of your choice thro ugh scanning or Desk topDelivery . Use DesktopDelivery DesktopDelivery (Paper Port Professional only) monitors network or loc[...]

PaperPort Getting Started Guide 30 Import pictures from your camera T o bring digital photos on the PaperPort de sktop, first plug your camera in. If your device is displayed as a driv e you can start acquiring your files. If your camera does not suppor t this kind of operation, and its driver is installed properly , its TW AIN, WIA o r ISIS interf[...]

Touching Up Images 31 Scanner Enhancement T echnology tools The availability is shown like this: P = Image V iew or ImageV iewer (Page ribbon) to change the curre nt page only . PI = Also on PaperPort desktop (Item ribbo n) to change all pages in selected item(s). PM = Also in PaperPort de sktop shortcut menu to ch ange all pages in selected item(s[...]

PaperPort Getting Started Guide 32 Enhance an image (P) Y ou can ma nually adjust your image using the Enhance tool. It lets you change brightness, contrast, color and tint values and choose the best result from nine candidates, as shown on page 33 . Sharpen an image (P) Select the Sharpen tool to adjust the sharpness of a blurry picture or blur a [...]

Touching Up Images 33 Change black an d white points to improve image quality by remov ing the dark and overexposed areas . All colors lighter than a chosen white point will become white. All color s darker than a chosen new black po int are set to black. Invert colors Use this tool to change the image to inve rted color values. (PMI) Convert color[...]

PaperPort Getting Started Guide 34 A typical use for this is to remov e a shaded gray backgroun d in a document yo u want to OCR. S elect one of the darker gray pixels from the background and apply it as the wh ite point. Then the background will become white. Changing blac k and white points for a color photo will typically increase its contr ast,[...]

Touching Up Images 35 Enhancing Images Manually Choose Enhance from the Page ribbon in Image V iew to receive nine candidate variants of yo ur picture. Adjust brig htness and contrast, color , or tint, then double-click the desired im age. It is placed in the center and becomes the new origina l. The first original remains and ca n be reset. Click [...]

PaperPort Getting Started Guide 36 Annot ating Pages PaperPort includes a collec tion of annotation tools that allow you to ma rk up scanned documents wit h information you would like to ke ep with that document. For a wi der offering of PDF annotation tools use the supp lied Nuance PDF product. All other image items mus t be annotated in Image V i[...]

Annotating Pages 37 Use the following commands in PD F V iewer Plus: Hand Select this tool and click in an annotation to move, cu t, copy , or resize it on the page. Double-click on a note or text box to edit its text. Rig ht-click on a selected annotation to change its status or properties. Note W ant to give yourself a reminder? Select the No te [...]

PaperPort Getting Started Guide 38 Protecting Items In PaperPort Professional, you can adjust the security level of your PDF file s (supported u p to format 1.7 ). When you c reate a new PDF from existing ones (for exa mple, by copying a thumbnail of a page onto a W orkspace) its security settings will be the same as those of the original one. New [...]

Protecting Items 39 In the Folders pane, you can drag and drop , copy or move subfolder s and their content to other subfolders or PaperPort folders , create or delete subfolders; or add Folder N otes. Sharing and Security , and DesktopDelivery ad justments can also be directly made for each f older shortcut menu. The Back button makes it easy to s[...]

PaperPort Getting Started Guide 40 Add search criteria to items Y ou can assign item properties to PaperPort Imag e items and PDF files, and then use the properties as sea rch criteria to find items in Pape rPort. PaperPort als o allows you to as sign the same keyw ords to multiple items at the same time, providing a power ful tool for organizing a[...]

Finding Items 41 Finding Items PaperPort provides features to help you find your P aperPort items. Y ou can quickly find an ite m by visually brow sing through thumbnails on your PaperPort desktop. When you have many folders and items, PaperPort provides more pow erful capabilities with Al l-in-One Search. This p rovides many options for specifying[...]

PaperPort Getting Started Guide 42 Find words in an item T o search for words within an item, you need to add the item to the All-in-One S earch index and select Use All-in-One ind ex . When you search using the in dex, you can find items th at have been indexed b y their properties, or text content, or b oth. Specify search limits: • all files i[...]

Finding Items 43 Using PaperPort Options avail able from the PaperPort button, you can specify whether you want All-i n-One Search to run automatical ly each time you add a new item or modif y an existing item. Y ou can also set how long PaperPort should wa it before starting the update proces s. If you prefer , you can manually upda te the All-in-[...]

PaperPort Getting Started Guide 44 T o do a file and index search on a single search string, turn on Use All-in- One index , enter the string in the Containing indexed text edit box, make sure th e Name, author , keywords edit box is empty and turn on as many file search checkma rks as desired. The sea rch returns a list of all items that match the[...]

Finding Items 45 Schedule Indexing T asks The Index Man ager is a PaperPort Professional applica tion designed to c reate, modify and schedule indexing tasks for a given local or network folder . Indexed files can afterwards be searche d with the All- in-One Search. For new tasks y ou can set which folder to browse (local o r network) w ith sub fol[...]

PaperPort Getting Started Guide 46 W ith PaperPort, it is simple to set up a shared folder on a server , web storage sites , or a PC that can act as a central repository for all importa nt office documents. Each PaperPort clie nt can connec t to that folder and use PaperPort’ s document management features and p aper handling tools to find and us[...]

Sending Items to Other Programs 47 Sending Items to Other Programs Drag and drop functionality ma kes opening your files in your favorite programs a snap. Simply choo se the file you want and drop it onto the program icon on the Send T o bar at the bottom of th e PaperPort de sktop. Common of fice tasks like e-mailing and faxing are now faster th a[...]

PaperPort Getting Started Guide 48 Use OmniPage with PaperPort If PaperPort exists on a computer with OmniPage, it s OCR services become available and amplify the pow er of PaperPort. Y ou can choo se an OCR program by right-clicking on a text application's PaperPort link, selecting Send T o Options and then selecting OmniPage as the OCR packa[...]

Sending Items to Other Programs 49 Adjust Send T o options Y ou can tune Send T o options to specify how you want to use a certain program on the Send T o bar . For example, you can specify the file format in which PaperPort will save an item. If you have the professional version of OmniPag e 16 or above on your system, use the Send T o options for[...]

PaperPort Getting Started Guide 50 Converting Items Using PaperPort, you can conve rt scanned documents and text item s to image formats, and convert ima ges back to text. Convert items to image format s Y ou can convert scanned documents and text ite ms to image formats. The Save As command allows you to save image items to any of a variety of sta[...]

Converting Items 51 • Combine into PDF S tack : Each original page becomes one PDF page with no resizing . • Combine into Multi-item PDF Pages, R esize to fit : This resizes the contributing items and always pl aces four original pages onto a single PDF page. • Combine into Multi-item PDF P ages, Maintain o riginal sizes : This places as many[...]

PaperPort Getting Started Guide 52 FormT yper is a PaperPort program that enable s you to fill in static forms, such as in surance forms, regist ration cards, and medical forms, th at you scan to the PaperPort desktop . Y ou simply drag a form from the PaperPort des ktop to the FormT yper p rogram on the Send T o bar . The form is converted to PDF [...]

Converting Items 53 • ImageV iewer (to apply these SET tools in a separate program window) • Program associated with file type (your system application for PDF files) Y ou need to choose the last option if you use version 5 or ear lier of PDF Converter Professional as you r PDF program. Protected files can be accesse d by giving the correct pas[...]

PaperPort Getting Started Guide 54 Extracting text fr om PDF files The Copy T ext command finds text in PDF files and plac es it onto the Clipboard as plain text , running OCR if necessary . The command V iew T ext does the same, but displays the text in a PaperPort window . Y ou can choose to have these texts store d or not; if not it is regenerat[...]

Converting Items 55 Creating PDF Document s Create PDF Image files f rom other applications In Desktop , then Options and Items choose between PDF Image and PDF Sear chable Image . Then open a source file in a suitable applica tion and choose Print , typically from the File m enu. Choose PaperPort Image Printer and make print settings, e.g. black-a[...]

PaperPort Getting Started Guide 56 • from Microsoft W ord, Excel, Powe rPoint, Outlook or Internet Explorer using a toolbar or the PDF Create menu items or the Nuance PDF ribbon. The Help topic: About cr eating PDF fil es details all the possible starting points for PDF creation and the available choices. How to Get Help for PDF Crea te Nuance PD[...]

Converting Items 57 Using ScanDirect ScanDirect is a PaperPort prog ram that enables you to scan item s and send them directly to PaperPort or other programs on your computer withou t first running Pape rPort. ScanDirect runs as a sepa rate program from the W indows S tart Menu and displays the ScanDirect bar . Scan to PaperPort desktop Scan Click [...]

PaperPort Getting Started Guide 58 Uninst alling PaperPort For a full u ninstallation, all PaperPo rt components should be removed one after the other . The components are as follows: Nuance Cloud C onnector (optional component), Nua nce PDF Create (only in PaperPort Professional), Nuance PDF V iewer Plus, PaperPort Image Printer an d Nuance PaperP[...]

Trademarks and Credits 59 T rademarks and Credits Nuance ® , the Nuance logo, All-in-One Search TM , DesktopDelivery TM , FormT yper TM , OmniPage ® , PaperPort ® , PDF Converter ® , PDF Converter P r ofe ssional ® , ScanDirect TM , ScanSoft TM , Logical Form Recognition TM and SET TM are trademarks or registered trademarks of Nuance Communic [...]

PaperPort Getting Started Guide 60 JBIG2 license - Copyright (c) 19 90, 1991, 1992, 199 3 Cornell University . All Rights Reserved. Copyrig ht (c) 1991, 1992 Xerox Corporation. All Rights Reserved. Use, reproduction, preparatio n of derivative work s, and distr ibution of this software is permitted. An y copy of this software or of a ny derivative [...]

Trademarks and Credits 61 LCMS. Marti Maria. Additional information is available at http://www .littlecms.com . Use of this software is subject to the conditio ns and disclaimers contained in the license available at http://www .opensourc e.org/licenses/mit-license.php . Mozilla Public License. Subject t o the Mozilla Public License V ersion 1.1 (t[...]