Sharp R2.7 manual

Sharpdesk TM LT R2.7 User ’ s Guide[...]

ii Sharpdesk User ’s Guide Copy r ight © 2000-2003 by Sharp Corporation. All rights reserv ed. Reproduction, adaptation or translation without prior written perm ission is prohibited, except as allowed under copy righ t laws. Trademark A cknow ledgements Sharp ® is a reg istered tradem ark of Sharp Corporation. Sharpdesk ™ is a tradem ark of [...]

Sharpdesk User ’s Guide iii T able of Content s Chapter 1 Introduction ....................................................................................................... 1 Overview .................................................................................................................................... 2 System Requirem ents ......[...]

iv Sharpdesk User ’s Guide Chap ter 4 W ork ing with Sharp desk................................................................................ 19 Introduction ................................................................................................................... ........... 19 V iewing I mag es and Docum ents ........................[...]

Sharpdesk User ’s Guide v Chap ter 6 Co nv er ting Ima ges to T ext............................................................................. 31 Introduction ................................................................................................................... ........... 31 Conversion Capabilities ................................[...]

vi Sharpdesk User ’s Guide Chapter 8 Sh arp desk Imaging......................................................................................... 43 Introduction ................................................................................................................... ........... 43 Basic Im ag ing Concepts ..............................[...]

Sharpdesk User ’s Guide 1 1. Chapter 1 Introduction W elcome to Sharpdesk ! This software of fers you a com plete, easy - to-u se solution for org aniz ing and working with your paper and electronic docum ents and im ages. Once a docum ent has been saved to y our PC, you can use Sharpdesk to or ganiz e it, view it, and then print it or e- m ail i[...]

2 Sharpdesk User ’s Guide Ov erview W orking with Sharpdesk , you can: • Scan Im ag es and Docum ents  Sharpdesk work s with your scanner to let y ou read paper documents into y our PC using all of the scanning controls and options prov ided with your TW AIN scanner or Sharp copier with the Network Scanner T ool option. Sharpdesk provides yo[...]

Sharpdesk User ’s Guide 3 System Requirement s T o successfully install and use Sharpdesk , your sy stem m ust m eet the following m inim um requirements: • An Intel processor - based PC, Pentium  133 MHz or greater (Pentium MMX 200 MHz or better recomm ended) • Microsoft W indows 95 • Microsoft W indows 98 • Microsoft W indows Millenn[...]

4 Sharpdesk User ’s Guide A bout This Guide This User ’ s Guide assumes y ou have a basic understanding of W indows operation and are familiar with W indows terms. This includes how to start y our system and nav igate within a W indows environm ent, and perform such basic W indows functions as copying, printing and m ov ing documents. For assis[...]

Sharpdesk User ’s Guide 5 Definitions of T erms As you work with Sharpdesk, k eep in m ind how the following term s are used: Images In Sharpdesk , the term I m age refers to item s that can be loaded into I m aging . Devices A device is a piece of hardware such as a scanner , printer , fax machine, dig ital cam era or copier . OCR Optical Charac[...]

6 Sharpdesk User ’s Guide[...]

Sharpdesk User ’s Guide 7 2. Chapter 2 Installing Sharpdesk Inst allation Proce dure Installing the Sharpdesk software is sim ple and straig htforward. When y ou install Sharpdesk , the entire suite of Sharpdesk applications, including Sharpdesk, Com poser , and Im ag ing, is loaded into your PC. Sof tw are Location By default, the Sharpdesk soft[...]

8 Sharpdesk User ’s Guide Sharp desk CD Inst allation T o install Sharpdesk from a C D: 1. If any W indows applications are open, close them to ensure that the software installs properly . In particular , anti-virus prog rams such as “Norton AntiV irus” may report false warnings if they are not disabled prior to installation. 2. Insert the in[...]

Sharpdesk User ’s Guide 9 Uninst allin g Sharp desk If y ou need to uninstall Sharpdesk, y ou can do so using the following standard W indows procedure for uninstalling software. 1. Click the W i ndows S tart button, then Setting s and Control Panel. 2. Double-click Add/Remov e Program s. Add/Remove Programs Properties Dialog Box 3. In the Add/Re[...]

10 Sharpdesk User ’s Guide[...]

Sharpdesk User ’s Guide 11 3. Chapter 3 Sharpdesk Overview Introduction Sharpdesk is a W indows application that provides integrated or g anization for all y our paper and electronic documents and im ag es. W ith Sharpdesk, you can: • Scan and view docum ents • Convert im ages into text docum ents • Org anize docum ents and im ages am ong W[...]

12 Sharpdesk User ’s Guide S tarting Sharp desk Y ou can start Sharpdesk from the W indows Start menu by click ing S tart, pointing to Program s, then to Sharpdesk, and finally clicking Sharpdesk L T . Y ou can also start Sharpdesk from the W indows desktop by double- clicking the Sharpdesk L T shortcut icon. Sharpdesk Main Window Folders and fil[...]

Sharpdesk User ’s Guide 13 In circum stances where a com m and or application is not possible, the toolbar button is dim m ed and unavailable for selection. *1 T o see what a toolbar option can do, place the mouse pointer directly ov er the toolbar icon and a tool tip appears explaining the function of that option. W ork A rea The work area displ[...]

14 Sharpdesk User ’s Guide Nav ig ating in Sharpdesk W orking with Sharpdesk is v ery easy . It is designed to let y ou find your im ag es and documents quickly using the Folder W indow , the Menu Bar , and the T oolbar . Wo rki ng w ith the Fol der Window By default, the Folder W indow appears at the left on the Sharpdesk screen. The Folder W in[...]

Sharpdesk User ’s Guide 15 Right-C lick Option s Right- click on a folder in the Folder W indow to display a popup menu with Explorer - lik e menu options that let you perform the following actions: • New Folder — create a new folder at the current location. • Rename — renam e the selected folder . • Delete — delete the selected folde[...]

16 Sharpdesk User ’s Guide The Sharp desk Menu The Sharpdesk m enu provides y ou with the following options: FILE MENU DESCRIPTION New Folder Create a new folder at the cu rren t location . Open Open the curren tly selected file or folder . If a readable im ag e is s elected, it open s in Imag in g. Renam e Lets y ou renam e a selected file or fo[...]

Sharpdesk User ’s Guide 17 Previous Page If the th u m bnail has more than on e pag e, v i ew the previous one Launch E xplo rer Launch Windows Explo re r . TOOLS MENU DESCRIPTION Pr oduc t Configur atio n Configur e your Shar p - conn ected dev ices . Preferences… Set preferences f or dis play i n g th um bnails, name s f or n ew scanned files[...]

18 Sharpdesk User ’s Guide The Sharp desk Output Zone The Sharpdesk Output Zone lets y ou perform functions by sim ply dragg ing and dropping a selected file to the appropriate Output Zone button. Y ou can also highlight a file and click the desired Output Zone button. T o change the destination of an Output Zone button, click the “down arrow?[...]

Sharpdesk User ’s Guide 19 4. Chapter 4 W orking with Sharpdesk Introduction Sharpdesk m akes it easy to identify , locate, and organiz e your files. This chapter reviews how to work w ith each of the options Sharpdesk prov ides. V i ew ing Images an d Docu ment s When you open a folder in Sharpdesk , you v iew the documents contained in the fold[...]

20 Sharpdesk User ’s Guide W orki ng w ithi n a Folder On the Folder W indow , click on the desired folder . The docum ents contained in the folder are displayed in the work area. Each of your docum ents appears as a thum bnail im age, showing the file’ s name and ty pe. Note that it tak es longer to g enerate thum bnails the first tim e a fold[...]

Sharpdesk User ’s Guide 21 If the thum bnails do not appear as expected, select the Refresh comm and from the V iew to correct the problem. Controlling the Desktop Display Sharpdesk lets y ou customiz e the Desk top according to y our preferences: Choose the Preferences comm and from the T ools menu and click on the Desk top tab. Deskto p D i spl[...]

22 Sharpdesk User ’s Guide A dding/Removing an Application on the Out put Zone The current applications available on the Output Zone are listed in the box. T o add an application to the Output Zone, click the Add button and enter the path to the program y ou want placed on the Output Zone. Or use the Browse button to locate and select the prog ra[...]

Sharpdesk User ’s Guide 23 Changing the Defaul t Export Resolut ion T o change the default Export resolution, press and hold the left m ouse button on the slider bar in the Quality Settings fram e and drag it until the slider bar indicates that the desired im age conversion resolution has been selected. Drag ging the slider to the left will resul[...]

24 Sharpdesk User ’s Guide Organizing Files W ith Sharpdesk , or g anizing y our files could not be easier . This section reviews the overall procedures for such tasks as selecting files, opening them , m ov ing them , and deleting them . Note that while Sharpdesk can pag e through a file’ s pages in thumbnails, it is not possible to isolate a [...]

Sharpdesk User ’s Guide 25 Moving Documents and Folders Y ou can mov e a document or folder from one folder into another folder as follows: 1. Select the folder/document y ou want to m ove from the Folder W indow or the work area by clicking on it. 2. Drag and drop the folder/docum ent to the new location. Y ou can also drag-and- drop files and f[...]

26 Sharpdesk User ’s Guide[...]

Sharpdesk User ’s Guide 27 5. Chapter 5 Scanning with Sharpdesk Introduction Sharpdesk lets y ou scan documents directly into Sharpdesk . Once loaded into Sharpdesk, y ou can use Im ag ing to look at them . Scanned im ages can also be conv erted to text, allowing y ou to edit them with com m on word processors. All scanned images are stored in a [...]

28 Sharpdesk User ’s Guide T o scan an imag e from a TW AI N scanner: 1. Place the imag e you w ant to scan in your scanner . 2. In Sharpdesk , click the Acquire icon on the toolbar , or choose the Acquire Im age com m and from the File m enu (to select a scanning device, choose the Select Scanner com m and from the File menu). T o scan an imag e[...]

Sharpdesk User ’s Guide 29 V i ew in g an Image To view a scanned imag e, click on the im age and click on the I mag ing button on the Sharpdesk toolbar. Sharpdesk Im aging starts and displays the selected im age. Image View in Imaging For more inform ation about v iewing an im ag e, refer to “Chapter 8, Sharpdesk I m ag ing.” View scanned im[...]

30 Sharpdesk User ’s Guide Changing Sca nning Options Y ou can change the default naming convention used for new scans as follows: 1. Choose the Acquire tab from the Preferences dialog box in the T ools menu. Acquire T ab 2. T o use a Date as the name for new scans, click the button beside “Current Date Form ats”, and then select a date forma[...]

Sharpdesk User ’s Guide 31 6. Chapter 6 Converting Images to T ext Introduction Sharpdesk lets y ou convert a non- editable, g raphical imag e containing text into a file that can be edited by y our favorite word processor . Y ou can conv ert an imag e at any time while work ing in Sharpdesk by simply drag ging the im ag e onto the Convert by OCR[...]

32 Sharpdesk User ’s Guide Conv ert an Image using Dra g-and-Drop T o convert an im ag e to text using drag and drop: 1. In Sharpdesk , select the im age y ou want to conv ert in the Sharpdesk work area. 2. Make sure the Output Z one bar appears by selecting the Output Zone com m and from the V iew menu. 3. Drag and drop the im age onto the Conv [...]

Sharpdesk User ’s Guide 33 Conv ert by OCR Propertie s Y ou can OCR an image and specify the options y ou wish to employ . T o change text conv ersion preferences, choose the Preferences comm and in the T ools menu. The Convert By OCR Properties dialog box display s. Convert By O CR Properties Dialog Box Y ou can specify the following text conv e[...]

34 Sharpdesk User ’s Guide Picture Processing This setting determines w hether to lo ok for text w ithin pictures. Y our choices are: T ext & Pictures : Use this sett ing when you want the text c onver sion engi ne to attempt to locate text that resides in regions on the page that it view s as pictures. Te x t O n l y : The text conversion en[...]

Sharpdesk User ’s Guide 35 7. Chapter 7 Sharpdesk Composer Introduction Using Sharpdesk Composer , you can combine files of dif ferent types into a sing le production - ready docum ent. For exam ple, you could com bine a W ord file with an Excel file, and then even add in a Lotus file. Composer lets y ou reorder pages, add a cov er pag e or inser[...]

36 Sharpdesk User ’s Guide Application Version Support Drag & Drop? Support direct pr int from Application? Adobe Acrobat Reader 4.0 Yes (Note 1) Yes Adobe Illustrator All Marginal (Note 2) Marginal (Note2) Adobe Page Mak er All Not Supported (Note 3) Not Supported (Note 3) Adobe Photoshop 5.0, 5.5 Not Supported Yes cc Mail 8.2 – 8.5 Not Su[...]

Sharpdesk User ’s Guide 37 S t arting Composer Y ou can start the Sharpdesk Composer from Sharpdesk . T o start the Composer from Sharpdesk , click the Com poser icon on the Sharpdesk toolbar . Sharpdesk Composer Composer is com prised of the following elem ents: Me nu Bar The menu bar contains com m ands that let you perform v arious tasks with [...]

38 Sharpdesk User ’s Guide Microsoft Explorer directly into either Com poser ’ s work area or the “Com poser” button on Output Zone of Sharpdesk . Loading pag es with drag and drop uses the default paper siz e and orientation. If the resulting pages do not appear as y ou wish, use the following options to alter the result. Loading Pages int[...]

Sharpdesk User ’s Guide 39 3. Click OK or Print (depending on the application y ou’re running ) to start the print operation. If Com poser is not currently running, it autom atically starts and the new pages are added to an Untitled.sdf document. I f Com poser is running with a docum ent in its work area, the new page(s) are added to the existi[...]

40 Sharpdesk User ’s Guide Menu Opti ons The Menu Bar contains the following options: MENU DESCRIPTION File New Create a new m ain w indow w ith no referenced files. Open Open an exis tin g Sh arpdesk f ile. Add Docu m ent Adds pag e s f rom a n ew documen t t o th e W ork Area. Save Save th e cu rrent (m odified) file. Save As Save the curre nt [...]

Sharpdesk User ’s Guide 41 T oolbar Options The Composer T oolbar lets you select comm ands quick ly: COMMAND DESCRIPTION Add Doc… Adds pages from a n ew d ocumen t to the cu rrent com position. Save S av e t h e cu rren t (m odified) file Send Mail Send th e cu rren t docu m ent as an e-m ail attachm en t i n .PDF (A dobe Acrobat) form at. (Se[...]

42 Sharpdesk User ’s Guide A tt aching a Document to Email Y ou can attach a document to an e- m ail as follows: • Point to the Send Mail com mand in the File m e nu, or • Click on the Send Mail button on the toolbar. Y our email prog ram is autom atically launched and the docum ent inserted as an attachm ent in .PDF (Adobe Acrobat) format. ([...]

Sharpdesk User ’s Guide 43 8. Chapter 8 Sharpdesk Imaging Introduction Using Sharpdesk Im ag ing, you can v iew imag es, m anipulate them , annotate them, and print them . Basic Imaging Co ncept s This section discusses some basic concepts and term inolog y to help y ou better understand Sharpdesk I m aging . What is Im aging? Im ag ing can be de[...]

44 Sharpdesk User ’s Guide T y pes of Images An imag e is an electronic representation of a text docum ent, a photograph, a line drawing , or other graphical entity . Y ou can create an im age by scanning a printed pag e, a photog raph, a drawing, by saving a fax, or by creating an imag e with a drawing or graphic- desig n program . After a page [...]

Sharpdesk User ’s Guide 45 Simple Image Document Another imag e docum ent could be a collection of faxes, m emos, and photog raphs that are scanned to a multi- pag e im ag e file. Multi-Page Image File Sharp d esk Imaging W ith Sharpdesk I m aging , y ou can perform a v ariety of imag ing operations by m ak ing selections from m enus or by clicki[...]

46 Sharpdesk User ’s Guide PCX/DCX Docum ent .PCX, .DCX WIFF Document .WIF XIF Documen t .XIF Y ou can display a single im ag e in the window , display thum bnail views of the im ag es contained in a multi- pag e im age docum ent, or display an im age pag e and thum bnails together . Imaging Window Dialog Convert Image Files Using I m aging for W[...]

Sharpdesk User ’s Guide 47 rotate an imag e left, righ t, or 180 degrees. Rotating an imag e is useful if y ou scanned landscape imag es using a scanner' s sheet feeder , or if you fed a stack of documents into the scanner' s document feeder back wards (180 degrees from the desired orientation). Thumbnail im ages can be m ade lar g er t[...]

48 Sharpdesk User ’s Guide Annotating an Image Dialog Create a Contact Sheet Y ou can create a contact sheet that contains a thumbnail rendition of each pag e of an imag e document; sim ilar to a photog raphic contact sheet that displays im ag es of each negativ e on a roll of film. Before y ou create the contact sheet, y ou can globally set the [...]

Sharpdesk User ’s Guide 49 Using the S traig hten Page option, y ou can straighten an im ag e that is crooked in relation to the backg round page. After you draw a reference line on the displayed docum ent, the application rotates the imag e to the correct orientation. Y ou can specify a portion of the im age to crop or let the prog ram automatic[...]

50 Sharpdesk User ’s Guide Setting Properties Dialog This is where you type property v alues for your im ag e documents. Y ou may wish to standardiz e the values y ou enter so that your docum ents are or ganiz ed in a m ore useful way . For example, descriptive Keyw ord entries could be I nvoices, Deposits, I nv entory , and so on. For this exerc[...]

Sharpdesk User ’s Guide 51 2. Click the Find button. The Find: I mag e Files dialog box appears. Find: Image Files Dialog Box 3. In the Subject field, enter: Sam ple im age. 4. T ype the path to y our Im ag ing folder , and then select the Include Subfolders box. 5. Click Find Now . The lower pane of the dialog box displays the nam es of docum en[...]

52 Sharpdesk User ’s Guide Display ing an Image Document This section describes how to open an imag e document, chang e the display attributes, display and resize thum bnails, and create a contact sheet. Opening the Document 1. On the File menu, click Open. The Open dialog box appears. 2. Navigate to the folder where y ou installed Sharpdesk I ma[...]

Sharpdesk User ’s Guide 53 Displaying and Changing Thumbnails 1. On the V iew menu, click Thumbnails. the thum bnails are display ed. 2. On the T ools menu, click Options, Thumbnail Siz e. The Thum bnail Size dialog box appears. Thumbnail Size Dialog Box 3. Place the pointer over the handle in the lower rig ht corner of the thum bnail, hold down [...]

54 Sharpdesk User ’s Guide A nnot ating a Document This section describes how to add annotations to a document, chang e annotation properties, and save the annotated docum ent. A pply ing a Rubber S t amp 1. On the File menu, click Open. 2. Navigate to the folder where y ou installed Sharpdesk I mag ing . (The default location is C:Program Files[...]

Sharpdesk User ’s Guide 55 8. Click on the Font button. The Rubber S tam p Font Properties dialog box appears. Rubber S t amp Font Properties Dialog Box 9. In the Color list, click Red and then click OK three tim es to close each dialog box. The pointer changes to a rubber stam p icon. 10. Position the rubber stamp at the top of the docum ent, an[...]

56 Sharpdesk User ’s Guide Highlighter Properties Dialog Box 3. Choose a color , such as lig ht blue, that allows the text to show throug h. Click OK to apply the new color . Enhancing a Document This section shows how to enhance a document pag e by despeck ling and straig htening. Removing S peckles From a Document 1. On the File menu, click Ope[...]

Sharpdesk User ’s Guide 57 S traightening t he Page 1. On the T ools menu, click on S traighten Pag e. The S traighten Pag e dialog box appears. 2. Move the dialog box to the side or bottom of the pag e, so y ou can draw a reference line in the top portion of the page. 3. Create a reference line that is slanted in exactly the sam e way as the tex[...]

58 Sharpdesk User ’s Guide[...]

Sharpdesk User ’s Guide 59 Chapter 9 Glossary Introduction The following term s and definitions can assist you when work ing with Sharpdesk . A A SCII Acronym for American S tandard Code for In formation I nterchang e. A set of definitions for the bit composition of characters and sy m bols. ASCII defines 128 sy m bols using 7 binary bits and 1 p[...]

60 Sharpdesk User ’s Guide G Graphic A written, printed, or electronically displayed sym bol or draw ing. Also, characters or text that have been generated by a computer g raphics application program . Grayscale A color in black and white as a result of different intensities of black . I Image In Sharpdesk , an im age is used interchang eably wit[...]

Sharpdesk User ’s Guide 61 S .SD F File A Sharpdesk-created file that can be opened and edited in the Sharpdesk Com poser . T TW A I N Both a protocol and an application program m er ’ s interface (API) that lets y ou input im age data directly from any source (for exam ple: desk top and hand- held scanners, video capture boards, digital cam er[...]