Copyright: Copyright (c) 1994 Visioneer


Table of Contents

Concepts

Procedures

Commands

Errors and Troubleshooting

Glossary

Keyboard Shortcuts

List of Topics


Mesa Development Inc.
Boulder • Colorado

This Help file was produced by Mesa Development Inc. in conjunction with Visioneer Communications, Inc.

MESA DEVELOPMENT SERVICES:
•	Online Help	•	Information Navigation
•	Interactive Tutorials	•	Multimedia Presentations
•	Animated Demonstrations


Table of Contents: Concepts
Table of Contents

Concepts

What PaperPort Does

Desktop View

Page View

Screen Areas

Pages, Stacks, and Files

Links

Annotations

Procedures

Commands

Errors and Troubleshooting

Glossary

Keyboard Shortcuts

List of Topics


Table of Contents: Procedures
Table of Contents

Concepts

Procedures

Scanning Items

Working on the PaperPort Desktop

Working with Stacks

Getting Items On and Off the PaperPort Desktop

Annotating Items

Using Links

Commands

Errors and Troubleshooting

Glossary

Keyboard Shortcuts

List of Topics


Table of Contents: Commands
Table of Contents

Concepts

Procedures

Commands

File Menu

Edit Menu

View Menu

Desktop Menu

Page Menu

Annotations Menu

Help Menu

Errors and Troubleshooting

Glossary

Keyboard Shortcuts

List of Topics


Errors and Troubleshooting

While using your scanner and the PaperPort application, you may have problems. The Troubleshooting section provides solutions to some common problems.

Often when a problem occurs, PaperPort displays a message that indicates the type of problem. The Error Messages section explains what to do if you see one of these messages.

Error Messages

Troubleshooting


 Keyboard Shortcuts

Select All	Paste
Browse	Cut
Copy	Undo
Deselect All	Delete
Find Item/ Annotation	Find Next
Go To Page	Zoom In
Print	Zoom Out
Acquire
NOTE: For Zoom In and Zoom Out commands, use the [image] and [image] on the numeric keypad of your keyboard.


What PaperPort Does

With the Visioneer PaperPort application, you can annotate, organize, and find items. With the document communication features, you can send scanned items electronically by using application links, such as electronic fax, electronic mail (e-mail), and word-processing applications, without leaving PaperPort.


See Also

Annotations

Links

Scanning Items


Desktop View

PaperPort provides two views of your items: Desktop View and Page View. You can easily switch from one view to the other by clicking a the Desktop View or Page View icon on the Command Bar or choosing the appropriate command from the View menu.

In Desktop View, you can work with your scanned or imported items as if they were arranged on the top of your desk. Each item appears as a thumbnail so you can see many items at once. You can choose View by List to display an alphabetical list of items and each item's file name, number of pages, its file size, and last modified date. You can also move, rotate, arrange, and duplicate items on the PaperPort Desktop or send items to linked applications.


See Also

Arranging Items

Duplicating an Item

Moving Thumbnails

Page View

Rotating Pages

Selecting and Deselecting Items

Switching Views

Working in Desktop View


 Page View

PaperPort provides two views of your items: Desktop View and Page View. You can easily switch from one view to the other by clicking the Desktop View or Page View icon on the Command Bar or choosing the appropriate command from the View menu.

In Page View, you can read or annotate individual pages at actual size or at various zoom levels. In Page View, you can:

•	Zoom in to examine a page in more detail

•	Navigate through stacks using the page navigator.

•	Use the tools on the Annotation Tool Bar to create and edit annotations, including sticky note, mark-up, highlighting, arrow, and freehand annotations.


See Also

Creating Annotations

Desktop View

Switching Views

Working in Page View

Zooming In or Out on a Page


Pages, Stacks, and Files

In PaperPort, you work with items (pages and stacks) that you have placed on the PaperPort Desktop. On the PaperPort Desktop, an item appears as a thumbnail.

Pages

A page is a one-page item or one page of a stack. In Page View, you can view pages one at a time.

Stacks

A stack is a multipage item that you create by combining two or more pages or other stacks. Its thumbnail looks like a stack of papers. Pages and stacks can consist of scanned items, as well as items that you've imported from other applications or printed to the PaperPort Desktop.

Files

PaperPort items are automatically saved as soon as you scan them. As long as you don't delete an item, you can "scan it and forget it" because PaperPort makes sure that the item is there when you need it. Any changes that you make to an item are automatically saved as well.

You can also save items as regular DOS files using the Export command.


See Also

Deleting Items

Exporting PaperPort Items

Finding an Item

Giving Items Titles

Stacking Items

Unstacking Items

Zooming In or Out on a Page


Screen Areas

The PaperPort application includes the following screen areas:

Menus

The PaperPort menus contain commands for performing PaperPort functions. You can access many of the menu commands immediately by using the icons on the Command Bar.

Status Bar

The Status Bar appears at the bottom of the PaperPort window.

Click an area of the Status Bar for more information.

Command Bar

The Command Bar appears just below the menu bar. The buttons on the Command Bar vary depending on whether you are in Page View or Desktop View.

Click an icon to learn what command it performs.

Desktop View Command Bar

Page View Command Bar

Link Bar (Desktop View Only)

The Link Bar appears in Desktop View only. For more information, see Links.

Annotation Tool Bar (Page View Only)

The Annotation Tool Bar (which can be hidden) is shown along the left side of the Page View window. For more information, see Annotations.

Page View Ribbon (Page View Only)

The Page View Ribbon appears just below the Command Bar.

Click a button to learn what command it performs.


See Also

Displaying and Hiding PaperPort Desktop Features

Displaying and Hiding the Annotation Tools


This section displays the name of the selected item.


This section displays the size (in DPI) of the selected item and whether it is a color or a black and white image.


In Page View, this section displays the percentage that the selected item has been magnified. If the item is shown at actual size, this section displays 100%.


This icon provides the same functionality as the Page View command.


This icon provides the same functionality as the Desktop View command.


This icon provides the same functionality as the Preferences command. This icon is displayed only if you are using an HP ScanJet 4s scanner.


This icon provides the same functionality as the Acquire command. This icon is displayed only if you are using an HP flatbed scanner.


This icon provides the same functionality as the Find Item/Annotation command.


This icon provides the same functionality as the Browse command.


This icon provides the same functionality as the Rotate Right command.


This icon provides the same functionality as the Duplicate command.


This icon provides the same functionality as the Stack Selected Items command.


This icon provides the same functionality as the Unstack command.


This icon provides the same functionality as the Unstack Current Page command.


This icon provides the same functionality as the Arrange Desktop command.


This icon provides the same functionality as the Actual Size command on the View menu.


This icon provides the same functionality as the Zoom In command on the View menu.


This icon provides the same functionality as the Zoom Out command on the View menu.


These buttons (also called the Page Navigator) let you move between pages within a stack.


Clicking this button displays the previous item on the PaperPort Desktop.


Clicking this button displays the next item on the PaperPort Desktop.


This button gives the name of the item currently displayed in Page View. When you click this button, the Browse dialog box, from which you can choose another item to display, is shown.


Links

PaperPort links let you send or process a PaperPort item without leaving the PaperPort application. PaperPort automatically displays link icons for your printer, and the applications that PaperPort supports, including word-processing and spreadsheet applications, electronic fax, e-mail, and graphics applications, and OCR applications.

Click a link icon to learn about its corresponding link.

Depending on the applications installed on your computer, the Link Bar may display other link icons. For example, the Link Bar displays the icon of any spreadsheet application that PaperPort supports. Use this link when you want to convert a scanned spreadsheet into editable numbers and text. Like a word-processor link, this link will process an item, convert its image text and numbers into editable text and numbers, and then open it in the selected spreadsheet application. In most cases the cell layout of the scanned spreadsheet will be retained.

Even if you don't have a word-processing application on your computer, PaperPort will show a link to Windows Write. As with any other word-processor link, you can select the Windows Write link to process an item, convert its image text into editable text, and then open it in Windows Write.

Other applications can also become PaperPort Links. For example, if you use some other word-processing application, you can set the link icons to send items to that application. See Reading Text with OCR Software.


See Also

Basic Steps for Using Links

Setting Link Preferences


Printer link

This icon lets you print items. Rather than choose the Print command from the File menu, simply drag the item you want to print onto the Printer icon.


Electronic fax link

The fax icon shows which fax application PaperPort will use to send items. If you are using one of the fax applications that PaperPort supports, the icon for that application will appear. If you are using another fax application, the icon will be a generic fax icon. You can select that fax application in the Generic Fax Preferences dialog box.


Word-Processor link

The word-processor icon displays the icon of the word-processing application selected for the OCR software provided with PaperPort. This link will process an item, convert its image text into editable text, and then open it in the selected word-processor. If you have several word-processing applications on your computer, an icon appears for each one that PaperPort supports, and you can use any one for converting scanned text into editable text.

If another OCR application is installed on your computer, its icon will also appear on the Link Bar.


E-mail link

Use the e-mail icon to send a PaperPort item as an attachment to an e-mail message. The Link Bar displays an e-mail icon for each e-mail application that is installed on your computer, if that application is supported by PaperPort.


Graphics link(s)

Other links that PaperPort can add to the Link Bar include Microsoft Paintbrush, Adobe Photoshop 2.5 and 3.0, PhotoPaint, and KidPix.


Annotations

After you display an item in Page View, you can use the Annotation Tool Bar to annotate items. For example, you can highlight text, circle information, or add a sticky note.

Click a tool icon to learn about its corresponding tool.

TIP: Annotations are useful for indexing items. Because you can search for and retrieve items based on the text in their annotations, you can use the annotations to attach keywords to the items.


See Also

Copying, Cutting, and Pasting Annotations

Creating Annotations

Displaying and Hiding Annotations

Fine-Tuning Annotations


Mark-Up Tool

An annotation tool for adding one or more lines of text in a transparent frame. This tool is especially useful for filling in forms, because the form remains visible as you type text on it.


Sticky Note Tool

An annotation tool for writing and attaching a sticky note (much like a paper sticky note) to an item. For example, you can add your comments or identify important information.


Freehand Tool

An annotation tool for drawing a circle or any other shape on a PaperPort page.


Highlighter Tool

An annotation tool that works in the same way as a highlighter marker. This tool adds a color over selected areas of a page.


Arrow Tool

An annotation tool for drawing straight lines, with or without arrowheads, to point to specific items or text.


Pan Tool

An annotation tool for quickly scrolling an item in Page View.


Scanning Items

The PaperPort software is designed to work quickly and easily with your scanner. To use the PaperPort features with your scanned items, you scan an image to the PaperPort Desktop.

Scanning with the HP ScanJet 4s Scanner

Scanning Items with the HP Flatbed Scanner


Scanning with the
HP ScanJet 4s Scanner

Scanning is one of the most common things you do using the HP ScanJet 4s scanner and the PaperPort software. You can scan many types of items, from small business cards to pages up to 30 inches (76.2 cm) long. The PaperPort software has specific scan mode settings for producing the best image when scanning various items.

Preparing to Scan

Setting the Scan Mode

Scanning an Item Using the HP ScanJet 4s Scanner

Scanning to Get the Best Image

Setting the Hardware Preferences

HP ScanJet 4s Scanner Maintenance


Preparing to Scan

Scanning with the HP ScanJet 4s is a simple process. However, before you begin scanning, you may need to make some adjustments.

Scanning Tips

Using the HP ScanJet 4s Scanner Button

Adjusting the Paper Return


Setting the Scan Mode

The HP ScanJet 4s scanner has several scan modes for various types of scanning. The scan mode determines the sharpness of the image, the number of shades of gray that are possible, the speed of the scan, and the resulting file size.

Selecting a Scan Mode

Understanding Bit Depth and Resolution

Choosing a Predefined Scan Mode

Setting a Custom Mode


Scanning to Get the Best Image

The PaperPort software always attempts to produce the perfect image. However, there are times when you can improve the quality of a particular image by using the options on the Scanner Preferences dialog box to:

•	Change the brightness of a scan

•	Straighten the pages and trim the black edges from them

•	Clean the pages

TIP: You can quickly display the Scanner Preferences dialog box by pressing the button on the left side of the scanner.

Scanning Groups of Items

Changing Brightness

Trimming Black Edges

Straightening Pages

Cleaning Pages


Setting the Hardware Preferences

The PaperPort software includes hardware setup options for the HP ScanJet 4s scanner. Usually, the only reasons to change hardware settings are if:

•	The HP ScanJet 4s scanner is not operating properly, or you receive numerous error messages about communications problems.

•	You plug the HP ScanJet 4s scanner into another COM port.

Changing the COM Port

Testing the Ports


HP ScanJet 4s Scanner Maintenance

The HP ScanJet 4s scanner is designed for a long life of continuous use with easy setup and little maintenance.

Calibrating the HP ScanJet 4s Scanner

Cleaning the HP ScanJet 4s Scan Mechanism


Scanning Items with the HP Flatbed Scanners
Scanning Items with
the HP Flatbed Scanner

The HP flatbed scanner lets you scan many types of items, from single items to documents with multiple pages, and from simple text to graphics and photos.

Selecting a Source for the HP Flatbed Scanner

Scanning an Item Using the HP Flatbed Scanner

Getting the Best Image Using the HP Flatbed Scanner


Getting the Best Image Using
the HP Flatbed Scanner

By using the HP scanning software, you can adjust the scanning image and select options appropriate for the item you want to scan. For information about the HP scanning software, see the HP user's guide that came with your scanner.

Within PaperPort, you can also make adjustments to a scanned item after it appears on the PaperPort Desktop by straightening a page that was crooked or cleaning a page.

Straightening Pages

Cleaning Pages


Working on the PaperPort Desktop

The following sections describe the basic views for looking at scanned items, plus how to "get around" in PaperPort and work with its features.

Working in Desktop View

Working in Page View

Switching Views

Selecting and Deselecting Items

Undoing an Action


Working in Desktop View

The Desktop View displays all of the items -- both single page items and stacks -- as thumbnails.

Arranging Items

Displaying and Hiding PaperPort Desktop Features

Moving Thumbnails

Giving Items Titles

Duplicating an Item

Deleting Items


Working in Page View

Page View displays one page at a time. Page View is also where you can add annotations to a page. Use the "navigators" to display other pages of a stack, see other items, or enlarge the image.

Creating Annotations

Displaying and Hiding the Annotation Tools

Zooming In or Out on a Page

Panning an Item

Rotating Pages

Inverting an Item

Straightening Pages

Fitting an Image into a Window


Working with Stacks

With PaperPort you can electronically organize items into stacks in much the same way that you do with paper items. Expense reports, contracts, memos, letters, presentations, and so on, are often two or more pages. You can stack and unstack these items electronically on the PaperPort Desktop.

Stacking Items

Unstacking Items

Moving Between Pages in a Stack

Inserting a Page in a Stack

Reordering Pages in a Stack

Duplicating an Item


Stacking Items

Each scanned page appears on the PaperPort Desktop as a one-page untitled item. Stacking items collects them into a single, multipage item. You can stack individual pages and add stacks to other stacks.

NOTE: PaperPort can use summary information to help you quickly find items. For stacks, add summary information after creating the stack, using the Summary Information command on the File menu. Summary information added to individual pages that are then stacked is retained only for the bottom page in the stack.

Using Drag and Drop to Create Stacks

Using the Stack Command


Getting Items On and Off
the PaperPort Desktop

In addition to scanning items, you can also import them into the PaperPort application from other applications. Then you can use all the features of PaperPort on these new items, including adding annotations, grouping them into stacks, and sending a fax with the PaperPort fax link icon. You can also export items from the PaperPort application to other applications.

Importing Files

Exporting Items

Printing from Other Applications

Adding Summary Information to Items

Finding Items and Annotations

Using Windows Object Linking and Embedding


Importing Files

You can import files created in other applications, as well as previously-exported PaperPort items. The image can be black and white, color, or grayscale. If you don't remember a file's name, you can perform a search to locate it.

Importing Files from Other Applications

Importing PaperPort Items Saved as Files

Working with Color and Grayscale Images

Finding Files to Import


Exporting Items

Exporting an item saves a copy of it. The original item remains on the PaperPort Desktop. Export an item when you want to:

•	Save the file on a floppy disk.

•	Save the file as a DOS file or in some other format

•	Give the file to someone else to open in an application that requires a different file format, such as a Bitmap (.BMP) file.

Exporting PaperPort Items

Exporting Files with Compression


Finding Items and Annotations

PaperPort has an extensive set of features to help you quickly find an item. You can find items by using:

•	The Find Item command to search for items in Desktop View.

•	The Find Annotation command to search for annotation text in Page View.

To use the find features, you specify the information to use for searching. This information is called the search criteria. PaperPort searches for items that match the search criteria.

Finding an Item in Desktop View

Finding Annotations


Using Windows Object
Linking and Embedding

You can insert a PaperPort item into an container application, such as Microsoft Word 6.0, using OLE. The item will appear in the Word document, creating a special link between PaperPort and Word. When you double-click the item in Word, PaperPort opens and you can view or edit the item. If you edit the item in PaperPort, the its corresponding OLE object in Word contains those edits.

NOTE: Not all Windows applications use OLE in the same way. If you do not find an Insert Object command, check the application's user guide to see if it supports OLE.

Inserting a PaperPort Item into Another Application

Additional Ways to Use OLE

Editing an OLE Object


Annotating Items

To communicate well, you need to draw the reader's attention to important information. When working with paper, you can highlight text with highlighter markers, add sticky notes, and circle text with a pen or pencil. With PaperPort you can still use these methods, but in electronic form.

Copying, Cutting, and Pasting

Creating Annotations

Creating a New Item

Adding Graphics to Items

Fine-Tuning Annotations

Displaying and Hiding Annotations

Undoing Annotations

Deleting Annotations


Copying, Cutting, and Pasting

With PaperPort you can select information and cut, copy, and paste it to another location on the page, to another page, or to another application file. You can also create a new PaperPort item by pasting selected information directly onto the PaperPort Desktop. For example, if you want to use your company logo in a word-processing file, you can scan an item containing the logo and then select, copy, and paste the image into the word-processing file.

Copy and Paste Options

Copying, Cutting, and Pasting Information

Copying, Cutting, and Pasting Annotations

Cropping an Item


Creating Annotations

Within PaperPort, you can create annotations on your PaperPort items.

Creating Sticky Notes

Creating Mark-Ups

Highlighting Parts of an Item

Adding Freehand Annotations

Drawing Lines and Arrows


Fine-Tuning Annotations

You fine-tune an annotation by changing the color of the annotation background or text, editing and customizing the font or text size, and moving and resizing the annotation.

Selecting Annotation Font and Color

Editing Annotation Text

Moving Annotations

Resizing Annotations


Selecting Annotation
Font and Color

With PaperPort you can customize the font and color of the text of a mark-up or sticky note before typing it. You can also set the color for each PaperPort tool.

In addition, you can change the font and color of annotations already drawn on the page.

Setting the Default Font and Color for an Annotation Tool

Editing the Font and Color of an Existing Annotation


Displaying and Hiding Annotations

You can control the display of annotations in Page View. You can hide any type of annotation, or collapse and expand selected sticky note annotations, to better view the page itself.

Showing and Hiding Annotations

Collapsing and Expanding Sticky Notes


Using Links

The PaperPort application is designed to work with (link to) many other applications. The links available to PaperPort depend on the applications installed on your computer and the applications that PaperPort supports.

Basic Steps for Using Links

Setting Link Preferences

Reading Text with OCR Software

Printing Items

Using PaperPort with an Electronic Fax

Using PaperPort with E-Mail


Reading Text with OCR Software

A scanned document is an image, and you cannot edit its text in PaperPort. However, you can use PaperPort with OCR software to process a scanned item. The OCR software processes -- converts -- the scanned text image to editable text; it does not translate photos or graphics. You can process an entire item, or only the text that you select.

OCR Options

Processing Text Using the OCR Links

Processing Text Using the Copy As Text Command


Using PaperPort with
an Electronic Fax

You can send an item from the PaperPort Desktop, with annotations, as an electronic fax. Your computer must have access to a fax modem and electronic fax software before you can send a fax from PaperPort.

Sending an Item as a Fax

Reading Faxed Items in PaperPort


Using PaperPort with E-Mail

You can send an item from PaperPort using the most popular e-mail applications, including Lotus cc:Mail and Microsoft Mail. The Link Bar displays an e-mail icon for each e-mail application installed on your computer.

Sending Items by Using E-Mail

Displaying E-Mail Messages Sent from PaperPort


Scanning Tips

The HP ScanJet 4s scanner can scan various types of items; however, you should not scan anything that can get stuck in or damage the feed mechanism, including items containing:

•	Paper sticky notes

•	Glue, white-out, or wet ink

•	Staples or paper clips


See Also

Adjusting the Paper Return

Scanning an Item Using the HP ScanJet 4s Scanner

Scanning Groups of Items

Scanning to Get the Best Image


Using the HP ScanJet 4s
Scanner Button

Use the button is located on the left side of the HP ScanJet 4s scanner to perform the following tasks:

•	To back a page out of the scanner if it jams, press the button while the scanning is in progress.

•	To cancel the scan and back a page out of the scanner, press the button while the scanning is in progress.

•	To display the Scanner Preferences dialog box before scanning, press the button. Use this technique to quickly reset the scanner's scan mode. This is a shortcut to starting the PaperPort software and then opening the Scanner Settings dialog box.

For more information about setting the scan mode, see Setting the Scan Mode.


See Also

Scanning an Item Using the HP ScanJet 4s Scanner

Setting the Scan Mode


Adjusting the Paper Return

Adjust the paper return before scanning to determine how the document feeds through the scanner. You can return the item toward you (appropriate for lighter-weight paper) or pass the item straight through (appropriate for heavier paper, such as business cards).

The position of the paper return on the top of the HP ScanJet 4s scanner determines the paper return path.

To adjust the paper return:

•	To set the paper return to feed the item back toward you, align the U-shaped setting with the arrow.

•	To set the paper return to scan an item straight through, align the straight-dashed setting with the arrow.

NOTE: Make sure that the paper return is rotated fully so that the setting marker aligns with the arrow. If the arrow and marker are not aligned, the paper will not feed through and will back out when you try to insert it. If the paper jams, push the button on the side of the scanner to manually back the paper out.


See Also

Scanning an Item Using the HP ScanJet 4s Scanner

Scanning Groups of Items

Scanning Tips


Selecting a Scan Mode

Selecting the proper scan mode provides the best scanned image. PaperPort's scan mode settings are described below.

NOTE: Depending on the version of the hardware that you are using, you may not see all of the scan modes listed below in the PaperPort Show Scan Settings Dialog Box.

Article

Used to Scan: Newspaper and magazine articles, receipts, forms, and other text items.

Bit Depth: 1 Bit (black and white)

Resolution: 200 dpi

Description: Provides the fastest scan time and smallest file size. PaperPort's default setting.

Letter

Used to Scan: Business letters, contracts, memos, and other documents that you want to edit.

Bit Depth: 1 Bit

Resolution: 300 dpi

Description: Enhances the use of OCR software for converting image text to editable text. Provides higher quality and larger file size than the Article scan mode.

Business Card

Used to Scan: Business cards and other smaller documents with small or fine text.

Bit Depth: 1 Bit

Resolution: 400 dpi

Description: Provides the best setting for cards linked to other applications, such as a contact database. Provides the highest quality text setting.

Snapshot

Used to Scan: Pages with many graphics, or mixed graphics and text, line art, or photos that require a quick scan.

Bit Depth: 1 Bit

Resolution: 200 dpi

Description: Creates a reasonable scanned image in a file that is not too large.

Photograph

Used to Scan: Photographs.

Bit Depth: 4 Bit (16 shades of gray)

Resolution: 100 dpi

Description: Provides the ideal setting for image editing, desktop publishing, and high quality output. Results in maximum detail with slower scan time and a larger file size.

Custom

Used to Scan: Any image

Bit Depth: Variable

Resolution: Variable

Description: Allows you to set the resolution, bit depth, and imaging mode manually.


See Also

Choosing a Predefined Scan Mode

Setting a Custom Mode

Understanding Bit Depth and Resolution


Understanding Bit Depth
and Resolution

You may find the following information helpful when choosing a scan mode.

Bit depth refers to the number of bits PaperPort uses to recreate the paper image on the screen. The greater the bit depth, the more colors and shades of gray that are possible in the image.

A 1 bit depth produces black-and-white images and 4 bit provides up to 16 colors or shades of gray. When you scan a color or grayscale image, the scanner will reproduce the image's colors and grayscale based on the bit depth setting. Color images scanned with the HP ScanJet 4s scanner will be converted to appropriate shades of gray.

Resolution refers to the sharpness of the image and is measured in dpi. The higher the dpi, the greater the image's resolution. But as resolution increases, so does file size and the length of time to scan an item. Therefore use the higher dpi settings only when necessary.

There are two custom imaging modes -- Photo/Graphics and Text -- available in PaperPort. The Photo/Graphics mode performs error diffusion, resulting in shades of gray in an image. Images scanned with error diffusion often look better on the screen, and when the images are printed, create a photographic look. However, not all printers can take advantage of this option. The Text mode performs thresholding, which shows fewer details than error diffusion and results in a black-and-white image. Some printers can print this mode better than other printers.


See Also

Choosing a Predefined Scan Mode

Setting a Custom Mode

Setting the Scan Mode


Choosing a Predefined
Scan Mode

Follow this procedure to choose one of the predefined scan modes described in Selecting a Scan Mode.

To select a scan mode:

1.	From the Edit menu, choose Preferences.

or

 Click the Settings button on the Command Bar.

The PaperPort Preferences dialog box appears.

2.	Click the Scanner icon in the Category list. You will then see the Scanner Preferences dialog box.

3.	Select the scan mode setting that you want.

4.	To see the details of the setting, click the Show More button. The Show Scan Settings dialog box appears. You can view the settings for a scan mode, but you cannot change them.

5.	Click OK to return to the Scanner Settings dialog box.

6.	Click OK to save the scan settings.

NOTE: Although you can scan high-gloss photos, the glossy finish can degrade the scanned image. Photos with a matte finish will produce a better scanned image.


See Also

Setting a Custom Mode

Setting the Scan Mode

Understanding Bit Depth and Resolution


Setting a Custom Mode

Follow this procedure to set a custom scan mode, as described in Selecting a Scan Mode.

To set a custom scan mode:

1.	From the Edit menu, choose Preferences.

or

 Click the Settings button on the Command Bar.

The PaperPort Preferences dialog box appears.

2.	Click the Scanner icon in the Category list. You will then see the Scanner Preferences dialog box.

3.	Select Custom as the Scan Mode.

4.	Click the Edit Settings button. The Edit Scanner Settings dialog box appears.

5.	Select your choices for Bit Depth, Resolution, and Imaging Modes. The Imaging Modes are:

•	Text for text, articles, business cards, and other text images.

•	Photo/Graphics for photographs, drawings, and other graphics.

6.	Click OK. The Scanner Settings dialog box reappears.

7.	Click OK to save the custom scan settings.


See Also

Choosing a Predefined Scan Mode

Setting the Scan Mode

Understanding Bit Depth and Resolution


Scanning an Item Using the
HP ScanJet 4s Scanner

Scanning is the process of feeding an item into your HP ScanJet 4s scanner, which places it either on your PaperPort Desktop or in Page View.

To scan an item:

1.	Set the HP ScanJet 4s paper return for the type of item you want to scan. For more information, see Adjusting the Paper Return

2.	Insert the item, face up, into the front slot of the HP ScanJet 4s scanner.

If you are scanning a small item, such as a business card, insert it near the center of the slot.

3.	After you insert the item, the PaperPort application starts automatically, and displays an image of the item as it is being scanned.

The PaperPort application then places the newly scanned item onto the PaperPort Desktop if you have chosen Scan to Desktop View in the PaperPort Desktop Preferences dialog box. If you have chosen Scan to Page View, the scanned item is displayed in Page View.


See Also

Scanning to Get the Best Image

Setting the Hardware Preferences

Setting the Scan Mode


Scanning Groups of Items

If you plan to scan a lot of items at one time, put them into groups based on their quality. Choose the scan settings for the first batch, scan it, change the settings for the next batch, scan it, and so forth. That way you will need to change the settings only once for each group.


See Also

Scanning an Item Using the HP ScanJet 4s Scanner

Scanning Tips


Changing Brightness

Sometimes an image is scanned with the brightness too light or too dark. Changing the brightness is similar to changing the setting on a photocopy machine to make the image lighter or darker.

To change the scan brightness:

1.	From the Edit menu, choose Preferences and then click the Scanner icon.

or

 Click the Settings button on the Command Bar.

The Scanner Preferences dialog box appears.

2.	To change the scan brightness, drag the slider, or click the arrows. You can also click the number and enter a number directly.

3.	Click OK to set the new value.

NOTE: Changing the brightness does not affect items already scanned into PaperPort.


See Also

Scanning an Item Using the HP ScanJet 4s Scanner


Trimming Black Edges

If you insert an item into the HP ScanJet 4s scanner that is narrower than 8-1/2 inches (21.6 cm) wide or that has torn edges, PaperPort can automatically remove the black edges and fill then with white if you select the Trim Automatically option in the Scanner Settings dialog box. After scanning, you can use the Trim Page command to correct this problem.

NOTE: If you are scanning with an HP flatbed scanner, you cannot use the Trim Automatically option.

To trim black edges automatically when you scan:

1.	From the Edit menu, choose Preferences and click the Scanner icon on the Preferences dialog box.

or

 Click the Settings button on the Command Bar.

The Scanner Preferences dialog box appears.

2.	Select the Trim Automatically option.

3.	Click OK.

By default, the Trim Automatically option is turned on when you install PaperPort.

TIP: If you scanning an item with black edges that you want to be included in the scan, do not use the option to trim the black border.


See Also

Scanning an Item Using the HP ScanJet 4s Scanner


Cleaning Pages

Sometimes a page has small marks, dots, or speckles that appear on the scanned image. If you scan a newspaper article, for example, the newsprint may have speckles that the scanner picks up. If you are using OCR to read text into your word-processing application, speckled pages can slow down the performance or make the text unreadable by the software.

To clean a scanned page:

1.	Display the page in Page View.

2.	From the Page menu, choose Clean Page.

If the cleaning removes portions of the image that you want to keep, choose Undo right away from the Edit menu. The original image will reappear.

To manually clean a page:

1.	Display the page in Page View.

2.	 Click the Selection tool.

3.	Select the dirty spot to be removed.

4.	From the Edit menu, choose Cut. The spot is cut from the page.

TIP: You can also use this process to remove ragged edges from scanned images, such as articles torn out of a newspaper or magazine.

NOTE: If the page includes lines, such as those on a spreadsheet, table, or form, the lines may scan unevenly. When that occurs, you can automatically improve the appearance of the lines with the Enhance Lines command. This feature works only with black-and-white images.


See Also

Scanning an Item Using the HP ScanJet 4s Scanner


Changing the COM Port

Change the COM port setting if:

•	You have plugged the HP ScanJet 4s scanner into a new port

•	The COM port initially assigned to the scanner is defective or is not operating properly.

Otherwise, there is no need to change the COM port.

To change the COM port:

1.	From the Edit menu, choose Preferences and click the Scanner icon on the Preferences dialog box.

or

 Click the Settings button on the Command Bar.

The Scanner Preferences dialog box appears.

2.	Click the Setup button. The Scanner Setup dialog box appears.

3.	To select a new COM port for the scanner, choose a port from the drop-down list.

4.	Click OK. A message tells you to restart Windows for the changes to take effect.

5.	Click OK.

WARNING: The preset communications speed is 115,200 baud. Do not change this setting unless the scanner is having recurring communications problems and is receiving communications error messages. For more information see Troubleshooting.


See Also

Testing the Ports


Testing the Ports

The PaperPort software can test the port assigned to the scanner to determine if it is working properly.

To test the port currently being used by the HP ScanJet 4s scanner:

1.	From the Edit menu, choose Preferences and click the Scanner icon on the Preferences dialog box.

or

 Click the Settings button on the Command Bar.

The Scanner Preferences dialog box appears.

2.	Click the Setup button. The Scanner Setup dialog box appears.

3.	Click the Test button. The Scanner Communications Test dialog box appears.

4.	Follow the instructions in the dialog box, and then click the Begin Test button.

5.	When the test is complete, click the Cancel button.


See Also

Changing the COM Port


Calibrating the
HP ScanJet 4s Scanner

Calibrating the scanner fine-tunes the amounts of black and white that appear on the scanned image. If you calibrated the scanner during the installation process, you may not need to calibrate it again.

However, you may need to calibrate the scanner if you:

•	Notice that scanned items have black or white lines running through them.

•	Receive a message telling you that the scanner needs to be calibrated.

•	Connect the scanner to another computer where the PaperPort software is already installed.

•	Install and use one scanner on the computer and then connect a different scanner to the computer.

To calibrate the HP ScanJet 4s scanner:

1.	Cut or fold a blank, white piece of paper so that it is 9 inches (22.9 cm) wide and at least 6 inches (15.2 cm) long.

2.	From the Edit menu, choose Preferences and click the Scanner icon in the Preferences dialog box.

or

 Click the Settings button on the Command Bar.

The Scanner Preferences dialog box appears.

3.	Click the Setup button to display the Scanner Setup dialog box.

4.	Click the Calibrate button. The Calibrate dialog box appears, asking you to insert the paper to begin calibrating the scanner.

5.	Insert the 9-inch (22.9 cm) edge of the paper into the scanner.

or

Click Cancel to skip the calibration.


See Also

Cleaning the HP ScanJet 4s Scan Mechanism

Scanning an Item Using the HP ScanJet 4s Scanner

Setting the Hardware Preferences


Cleaning the HP ScanJet 4s
Scan Mechanism

If you scan items that have excessive amounts of dirt or dust, the scanner can get dirty.

To clean the scan mechanism, purchase a good-quality paper-cleaner page that is used for cleaning copy machines and fax machines. Paper-cleaner pages are available from most office supply stores.

Follow the instructions in the paper-cleaner kit, and insert the paper-cleaner page into the scanner to clean its scan mechanism.


See Also

Calibrating the HP ScanJet 4s Scanner

Scanning an Item Using the HP ScanJet 4s Scanner


Selecting a Source for the
HP Flatbed Scanner

The scanning software source is the program that the HP flatbed scanner uses to scan an item. For example, your scanner may use DeskScan II software as the source. If you have only one scanner attached to your computer; PaperPort will automatically select the scanning software source for you. Otherwise, complete the following procedure to select the software source. You need to complete this procedure only once, not every time you scan.

To select a source:

1.	Start PaperPort.

2.	From the File menu, choose Select Source. The Select Source dialog box appears.

3.	Select the source for your scanner.

4.	Click Select. PaperPort will receive images from the scanner.


See Also

Scanning an Item Using the HP Flatbed Scanner


Scanning an Item Using the
HP Flatbed Scanner

Complete the following procedure to scan an item into your computer using the HP flatbed scanner.

To scan an item:

1.	Turn on the HP flatbed scanner.

2.	If PaperPort is not running, start it by double-clicking the PaperPort icon in the PaperPort Program Group in the Windows Program Manager.

3.	Place the item that you want to scan, printed side down, on the scanner glass and close the cover.

4.	From the PaperPort File menu, choose Acquire.

or

 Click the Scan button on the Command Bar.

The scanner begins its scan.

5.	Use the scanning software as described in the HP user's guide that came with your scanner. After you complete the scan, a thumbnail, labeled Untitled-n, is displayed on the PaperPort Desktop.

NOTE: If you scanned a multipage document with the Automatic Document Feeder (ADF), the pages appear on the PaperPort Desktop already grouped as a stack, instead of as separate pages.


See Also

Getting the Best Image Using the HP Flatbed Scanner

Selecting a Source for the HP Flatbed Scanner


Switching Views

You can switch between Desktop View and Page View in several ways.

To switch to Page View:

•	On the PaperPort Desktop, double-click an item's thumbnail.

or

Select a thumbnail and, from the View menu, choose the Page View command.

or

 Select a thumbnail and click the Page View icon on the Command Bar.

The current page of the item appears in Page View.

To switch to Desktop View:

•	From the View menu, choose Desktop View.

or

 Click the Desktop View icon on the Command Bar.


See Also

Desktop View

Page View


Selecting and
Deselecting Items

A red (or dark) line around an item indicates that it is selected. To work with an item on the PaperPort Desktop -- for instance, to print the item -- it must be selected first. An item scanned into PaperPort is automatically selected.

To select or deselect a single item:

•	To select the item, click its thumbnail in Desktop View.

•	To deselect the item, click another item, or click anywhere else in Desktop View.

To select multiple items:

•	Click each thumbnail while holding down the Shift key or the Ctrl key.

or

•	Click an empty space on the PaperPort Desktop, then hold down the mouse button and drag. A box follows the cursor as you drag; any item partially enclosed in the box, or which the box even touches, will be selected. Release the mouse button when the items you want are selected.

To select or deselect all the items on the PaperPort Desktop:

•	To select the items, from the Edit menu, choose Select All.

•	To deselect the items, from the Edit menu, choose Deselect All.

To deselect some, but not all, of the selected items on the desktop:

•	Hold down the Shift key and click each item to deselect. The other selected items are not affected.


See Also

Desktop View


Undoing an Action

The Undo command is on the Edit menu. It will undo the last action you just made in PaperPort. For example, if you move a thumbnail on the PaperPort Desktop, you can choose Undo Move and the thumbnail will move back to its original location. Similarly, if you highlight a section of text on a page in Page View, or draw a line or arrow, you can choose Undo New Annotation to remove that annotation.

The Undo command will usually tell you what the last action was, for instance, "Move" and "New Annotation" in the previous two examples.

Note, however, that undoing only applies to the last action. For example, if you move one thumbnail, and then move another one, the Undo Move only applies to the last thumbnail that was moved (which was the last action you took).

After you undo an action, the Undo command becomes Redo, which undoes the Undo. For instance, if you highlight a section of text in Page View, choose Undo New Annotation to undo it, and then decide that you made a mistake and want to keep that highlighting, just choose Redo New Annotation, and it reappears. Redoing, like undoing, only applies to the last action.

In Page View, there is also a command to Undo All Changes. Choosing that command undoes all annotations and other changes made to the item in Page View.


Arranging Items

If the PaperPort Desktop becomes cluttered, you can rearrange thumbnails.

In Desktop View, you can direct the PaperPort application to arrange pages and stacks on the PaperPort Desktop to eliminate empty spaces and overlapping items.

To arrange all items:

•	 From the PaperPort Desktop menu, choose Arrange Desktop, or click the Arrange Desktop icon on the Command Bar. The thumbnails are automatically reordered in neat rows starting from the upper-left corner of the PaperPort Desktop.

To arrange some of the items on the PaperPort Desktop:

1.	Use Shift-click to select the items that you want to rearrange.

2.	From the PaperPort Desktop menu, choose Arrange Selected Items.


See Also

Desktop View

Moving Thumbnails


Displaying and Hiding
PaperPort Desktop Features

Using the View menu, you can decide whether or not to display PaperPort features (Command Bar, Link Bar, and Status Bar).

To display or hide PaperPort features:

1.	Choose the features that you want from the View menu.

A check mark appears next to the appropriate menu item when a PaperPort feature is displayed.

2.	These choices are "toggles." Choose once to add the feature to the views; choose again to remove it.


See Also

Displaying and Hiding the Annotation Tools

Screen Areas


Moving Thumbnails

If the PaperPort Desktop becomes cluttered, you can move thumbnails.

To move an item:

1.	Select the item that you want to move, or use Shift-click to select multiple items.

2.	Drag the item(s) to a new location on the PaperPort Desktop.


See Also

Arranging Items

Desktop View

Selecting and Deselecting Items

Stacking Items


Giving Items Titles

A PaperPort title appears at the top of an item's thumbnail in Desktop View. When you scan in an item's, it will be called Untitled until you give it a title.

Titles can be up to 30 characters long, so you can have titles such as Smithers Contract or Letter to Dr. Adams. The more descriptive the title, the easier it is for you to quickly locate the item you want on the PaperPort Desktop.

To title or retitle an item in Desktop View:

1.	Select the item.

If you just scanned in the item, it will be Untitled.

2.	Click its title or choose Change Title from the File menu.

An edit box appears around the title.

3.	Type the new title, up to 30 characters, and press Return.

To title or retitle an item in Page View:

1.	From the File menu, choose Change Title.

The Change Item Title dialog box appears.

2.	Enter a new title for the item and click OK.


See Also

Finding Items and Annotations


Duplicating an Item

You can use the Duplicate command to duplicate a one-page item or an entire stack. Or you can duplicate a single page in a stack using the Duplicate Current Page command.

To duplicate an item:

1.	On the PaperPort Desktop, select the item. You can also select multiple items to duplicate.

2.	From the PaperPort Desktop menu, choose Duplicate Item.

or

 Click the Duplicate icon on the Command Bar.

You can also create a duplicate by pressing the Ctrl key while dragging the item to another location on the PaperPort Desktop. The pointer will have a (+) sign in it to indicate that the selected item will be duplicated.

To duplicate a page in a stack:

1.	Select the stack on the PaperPort Desktop.

2.	Use the stack's Page Navigator to bring the page you want to copy to the top of the stack.

3.	From the PaperPort Desktop menu, choose Duplicate Current Page.

A duplicate of that item appears as a new, untitled image on the PaperPort Desktop.


See Also

Desktop View


Deleting Items

If you are sure that you no longer need an item, you can delete it. PaperPort always asks if you are sure you want to delete an item so you won't accidentally delete one that you want to keep.

CAUTION: Deleting an item deletes it permanently. If you want to save it for future use, use the Export command in the File menu to export the item before deleting it. Exporting lets you save the item in several different formats.

To delete an item:

1.	Select the item in Desktop View, or display the item in Page View.

2.	In Page View, choose Delete Item from the File menu.

In Desktop View, press the Delete key.

or

Choose Delete Item from the File menu.

or

Choose Delete from the Edit menu.

A message box asks if you're sure that you want to delete the item.

3.	Click Yes if you want to delete it; click No or Cancel if you don't want to delete it.


See Also

Exporting PaperPort Items


Displaying and Hiding the Annotation Tools

In Page View, using the View menu, you can choose whether or not to display the Annotation Tool Bar.

To display or hide the Annotation Tool Bar:

1.	Display an item in Page View.

2.	Choose Tool Palette from the View menu.

A check mark appears next to the Tool Palette menu item when the Annotation Tool Bar is displayed.

3.	This choice is a "toggle." Choose once to add the feature to Page View; choose again to remove it.


See Also

Displaying and Hiding PaperPort Desktop Features

Screen Areas


Zooming In or Out on a Page

In Page View, you can zoom in to display the details of a page, or zoom out to make the page smaller on the screen.

To zoom in or out on a page:

1.	Display the page in Page View.

2.	Choose Zoom In or Zoom Out from the View menu, or click the plus (+) or minus (-) magnifying glass buttons on the Zoom Navigator. The page magnification changes as you click the buttons or repeat the Zoom commands.

The page magnification is shown in the Status Bar in Page View.

NOTE: Zooming in or out does not change the actual size of the page. To see the page at its actual size (100%) choose Actual Size from the View menu or click Actual Size on the Zoom Navigator.


See Also

Fitting an Item into a Window

Panning an Item


Panning an Item

Panning an item is a quick way to scroll it in Page View.

To pan an item:

1.	Display the item in Page View.

2.	 On the Annotation Tool Bar, click the Pan tool.

3.	Put the pointer on the image.

The pointer changes to a hand.

4.	Hold down the mouse button and drag up or down, right or left. The image moves as you move the pointer.


See Also

Fitting an Item into a Window

Zooming In or Out on a Page


Rotating Pages

If you inadvertently scan a page upside down, you can rotate the page and place it in the upright position. You can also rotate a page to change the original direction of an image, thus creating a different impact, or you can turn a graphic upside down by flipping it.

To rotate or flip a single page:

1.	Select the page you want to rotate, or display it in Page View.

2.	Choose Rotate Right or Rotate Left from the Page menu.

or

 Click the Rotate Right button in the Command Bar to rotate the page to the right.

To rotate the page 180 degrees from its current position, choose Flip from the Page menu.

You can rotate an item more than once. For example, clicking the Rotate Right button twice is the same as flipping the item.

To undo the rotation, choose Undo Rotate from the Edit menu.

NOTE: You cannot rotate a page that has annotations. If the page you want to rotate has annotations, select them, choose Cut from the Edit menu to remove the annotations, rotate the page, then choose Paste from the Edit menu to paste the annotations back onto the page.


See Also

Scanning an Item Using the HP Flatbed Scanner

Scanning an Item Using the HP ScanJet 4s Scanner


Inverting an Item

Inverting an item reverses its image from black on white to white on black. Gray shades reverse to their opposites as well.

To invert an item:

1.	Display the item in Page View.

2.	Choose Invert from the Page menu.

The image is reversed. Later on, if you want to change it back to the original black-on-white image, just invert it again.


Straightening Pages

If you inadvertently insert an item into the HP ScanJet 4s scanner at an angle, the PaperPort software can automatically straighten the image as it is scanned. After scanning, you can use the Auto-Straighten Page command or the Straighten Page tool to correct this problem.

NOTE: If you are scanning with an HP flatbed scanner, the Straighten Automatically option is not available. Use the Auto-Straighten Page command or the Straighten Page tool instead.

To automatically straighten pages before you scan:

1.	From the Edit menu, choose Preferences and click the Scanner icon on the Preferences dialog box.

or

 Click the Settings button on the Command Bar.

The Scanner Preferences dialog box appears.

2.	Select the Straighten Automatically option.

3.	Click OK.

By default, the Straighten Automatically option is turned on when you install PaperPort.

To automatically straighten a page after it has been scanned:

1.	Display the page in Page View.

2.	From the Page menu, choose Auto-Straighten Page.

The PaperPort software analyzes the image to determine the best angle to use for straightening that page, and then automatically straightens the page.

To manually straighten a skewed page after it has been scanned:

1.	Display the page in Page View.

2.	 Click the Straighten Page button on the Annotation Tool Bar.

A message box explains how to draw a reference line for straightening the page. If you don't want the message box to appear again, select the checkbox.

3.	Click Close.

The cursor becomes a crosshair.

4.	Hold down the mouse button and drag the cursor to draw a horizontal or vertical reference line for straightening the page. Draw the line so that it is along the edge of the horizontal or vertical features on the page, such as a paragraph. A small arrow on the reference line indicates the angle that PaperPort will use to straighten the page.

When you release the mouse button, PaperPort uses the line as a guide to straighten the page.

NOTE: A page with annotations cannot be straightened. If the page already contains annotations, choose Select All from the Edit menu to select all of the annotations; then choose Cut from the Edit menu to cut them from the page. Straighten the page, and choose Paste from the Edit menu. The annotations will be pasted back onto the now straightened page. You may have to reposition them slightly.


See Also

Getting the Best Image Using the HP Flatbed Scanner


Fitting an Item into
a Window

An image of an item will often be larger than the Page View window. To fit the entire item into the Page View, you can use the Fit to Window command.

To fit an item into the window:

1.	Display the item in Page View.

2.	Choose Fit to Window from the View menu.

The image size is reduced so the entire item is visible in the Page View window.


See Also

Zooming In or Out on a Page


Unstacking Items

You can unstack pages in a stack if, for instance, you want to move those pages to another stack, replace those pages with new ones, or delete them from the stack without disturbing the rest of the pages.

NOTE: You do not need to unstack pages in order to add annotations. Double-clicking a stack displays it in Page View, where you see the stack one page at a time and can add annotations to each page.

To unstack a single page:

1.	On the PaperPort Desktop, select the stack that you want to unstack.

2.	Use the Page Navigator to display the page that you want to unstack.

3.	From the PaperPort Desktop menu, choose Unstack Current Page.

or

 Click the Unstack1 button on the Command Bar.

PaperPort unstacks the selected page and creates a new untitled item for it.

To unstack all pages in a stack:

1.	On the PaperPort Desktop, select the stack to unstack.

2.	From the PaperPort Desktop menu, choose Unstack.

or

 Click the Unstack button on the Command Bar.

PaperPort unstacks all the pages, places them on the PaperPort Desktop, and selects all the items. There is a new untitled item for each page of the stack.

NOTE: The summary information for a stack is not retained after the unstacking, because the original stack no longer exists.


See Also

Adding Summary Information to Items

Desktop View

Giving Items Titles

Moving Between Pages in a Stack

Pages, Stacks, and Files

Stacking Items


Moving Between Pages
in a Stack

You can move between pages in a stack on the PaperPort Desktop or in Page View by either:

•	 Clicking the Page Navigator. A Page Navigator is located on each stack's thumbnail, and on the Page View Command Bar.

•	Choosing commands from the Page menu.

To move between pages in a stack:

1.	Select the stack on the PaperPort Desktop or display it in Page View.

2.	Click the right arrow in the Page Navigator to display the next page.

3.	Click the left arrow in the Page Navigator to display the previous page.

You can also move between pages by choosing the Page menu commands: First Page, Last Page, Previous Page, and Next Page.

To go to a specific page in a stack:

1.	From the Page menu, choose Go To Page, or click the middle button of the Page Navigator. The Go To Page dialog box appears.

2.	Type the page number you want to go to and click OK.


See Also

Pages, Stacks, and Files


Inserting a Page in a Stack

You can insert pages into stacks on the PaperPort Desktop. Both the page you want to insert, and the stack to insert it to, must be displayed on the PaperPort Desktop.

To insert a page in an existing stack:

1.	On the PaperPort Desktop, select the stack that will receive the page.

2.	In the stack, move to the page where you want to insert the new page. The new page will be inserted in front of the current stack page.

If the first page of the stack is displayed, the new page will be added on top of the stack.

3.	Select the page to insert and drag it onto the stack.

PaperPort places the page at the new location.

TIP: You can also drag a page onto the stack and then reorder the pages using the Reorder command.

To add a page at the end of a stack:

1.	On the PaperPort Desktop, select the stack.

2.	Drag and drop the stack onto the page.

IMPORTANT: When you drag and drop a stack onto a page, any summary or title information for the stack is lost. To prevent this, drag the page onto the stack instead, then reorder the pages using the Reorder command.

TIP: You can insert a new page into a stack as a section separator. To create a new, blank page in PaperPort, choose New Item from the File menu. PaperPort displays a new untitled item. You can then insert it into the stack. For example, if you want to insert a section separator between pages in the stack, create the new item, add an annotation such as "Latest Comments," and then insert that page at the proper place in the stack.


Reordering Pages in a Stack

After creating a stack, you may want to reorder the pages. For example, a stack of scanned invoices not in numerical order can be reordered in numerical order.

To reorder the pages in a stack:

1.	On the PaperPort Desktop, select the stack with the pages to reorder.

2.	From the PaperPort Desktop menu, choose Reorder. The Reorder dialog box appears, showing the pages in the stack in their current order.

If the page that you want to reorder is not visible, use the horizontal scroll bar to see it.

3.	Put the pointer on the page, hold down the mouse button, and drag the page to move it between the two other pages.

If the place where you want to put the page is not visible, the pages will automatically scroll as you drag the one you're moving.

The page position marker shows its new position.

4.	Release the mouse button when the page is reordered to its new position.

The dialog box shows the pages in their new order.

5.	Click OK. The pages are reordered and renumbered.


Using Drag and Drop
to Create Stacks

On the PaperPort Desktop, you can drag and drop one item onto another item to create a stack.

To stack items using the drag-and-drop method:

1.	On the PaperPort Desktop, select the item to stack. It can be a page or another stack.

Do not select the other item. That is the "target" item.

2.	Put the pointer on the selected item, then press and hold down the mouse button.

3.	Move the pointer onto the target item so it becomes highlighted. Release the mouse button when the target item is highlighted.

When you release the mouse button, the selected item is stacked on top of the target item.

4.	Repeat Steps 1 through 3 until you finish creating the stack.

You can use this easy drag-and-drop process to stack pages onto other pages, stacks onto stacks, pages onto stacks, and stacks onto pages.


See Also

Adding Summary Information to Items

Desktop View

Giving Items Titles

Moving Between Pages in a Stack

Pages, Stacks, and Files

Unstacking Items

Using the Stack Command


Using the Stack Command

You can stack items using the Stack button on the Command Bar or the Stack Selected Items command on the PaperPort Desktop menu.

To stack items using the Stack Selected Items command or the Stack button:

1.	On the PaperPort Desktop, select the items that you want to stack. Select them in the order that you want them in the stack. The first item you select goes on top, the last item you select goes on the bottom.

2.	From the PaperPort Desktop menu, choose Stack Selected Items.

or

 Click the Stack button on the Command Bar.

PaperPort places the first selected item on top, then the other items underneath it.


See Also

Adding Summary Information to Items

Desktop View

Giving Items Titles

Moving Between Pages in a Stack

Pages, Stacks, and Files

Unstacking Items

Using Drag and Drop to Create Stacks


Printing from
Other Applications

You can print files from other applications onto the PaperPort Desktop. This is how to get spreadsheets, pictures, database files, word-processing files, and other files onto the PaperPort Desktop.

NOTE: Color images are converted to grayscale when printed to the PaperPort Desktop. To retain the color, import the image's file to PaperPort.

To print from other applications to the PaperPort Desktop:

1.	Start the application from which you want to print, and open the file in that application.

2.	From the application's File menu, choose the command for setting up the printer. Some applications have a Print Setup command (usually in the File menu), others use a Setup button in the Print dialog box. If you have questions, refer to the user manual.

You will see a print setup dialog box.

3.	In the printer list, select PaperPort on Desktop.

4.	Click the button to set PaperPort as the current printer. Click OK, or in other applications, click Set as Default Printer.

5.	Use the application's Print command to print the file.

The file prints to the PaperPort Desktop. You will see the new untitled item on the PaperPort Desktop.

NOTE: After you finish printing to PaperPort, remember to reset the printer to your regular printer.


See Also

Importing Files from Other Applications

Printing Items


Adding Summary
Information to Items

Summary information helps you find items quickly. When searching for items, PaperPort looks for a match between the summary information and the search criteria that you specify.

NOTE: If you are going to combine items into a stack, add the summary information after stacking the pages. Summary information added to individual items that are then stacked is not saved.

To add summary information about an item:

1.	Select the item in Desktop View or display it in Page View.

2.	From the File menu, choose Summary Info. The Summary Information dialog box appears.

3.	Type the summary information that you want:

4.	Click OK. Summary information is attached to the item and will appear in its Summary Information dialog box.


See Also

Finding Items and Annotations

Giving Items Titles


Importing Files
from Other Applications

Use importing when you want bring images saved in other applications, such as Windows Paintbrush, into PaperPort. You can import the following types of files: PaperPort (.MAX), .BMP , .PCX, .DCX, .JPG, .GIF, and .TIF.

To import a file created in another application:

1.	From the File menu, choose Import. The Import dialog box appears.

2.	From the List Files of Type drop-down list, choose the format type.

3.	In the list of file names, select the file to import and click OK.

or

Double-click the file name.


See Also

Finding Files to Import

Importing PaperPort Items Saved as Files


Importing PaperPort Items
Saved as Files

If you have exported a PaperPort item as a file, you can import it back into PaperPort.

To open a PaperPort item previously exported as a file:

1.	From the File menu, choose Import. The Import dialog box appears.

2.	From the List Files of Type drop-down list, choose the format type .MAX. Unless you specified otherwise when exporting and saving the original PaperPort item, it was exported as a .MAX file.

3.	Select the file and click OK.

or

Double-click the file name.


See Also

Finding Files to Import

Importing Files


Working with Color and
Grayscale Images

You can display color images on the PaperPort Desktop. For example, if you import a color image from another application, it will appear in color in PaperPort. Then, using PaperPort's features you can copy and paste the image onto a letter or memo that is already on the PaperPort Desktop. PaperPort can also print in color to a color printer.

Color images scanned with the HP ScanJet 4s scanner are converted to grayscale.


See Also

Importing Files

Scanning an Item Using the HP ScanJet 4s Scanner


Finding Files to Import

If you want to import a file but don't remember its name or where it is located, you can use the Find File features available in the Import dialog box.

To find a file that you have already exported:

1.	In the Import dialog box, click the Find File button. The Find File dialog box appears.

2.	To search on another drive, select it from the Drives drop-down list.

3.	Select the directory that you want to search.

Select Search Subdirectories to also search all the subdirectories within the specified directory.

4.	Enter the information on the right-hand side of the dialog box.

Use the Search by Date Modified option to find the file based on the date when it was last modified. Enter the date in the space; enter it month/day/year, such as 9/30/94. Select Before to search all files prior to the date; select After for dates after that date.

The other fields are the same as the ones you use to find an item on the PaperPort Desktop. For more information, see Finding an Item in Desktop View.

5.	Click Find. PaperPort will search using the criteria you have specified, and will list all matching files.


See Also

Importing Files

Importing Files from Other Applications


Exporting PaperPort Items

You can export a PaperPort item in one of these formats: .MAX, .BMP, .PCX, .DCX, .TIF, .JPG, .GIF.

TIP: If you want to send an item to someone else to view in PaperPort Viewer, export the item as a PaperPort 2.0 file. PaperPort Viewer can only read the PaperPort 2.0 format, not the version 3.x format.

To export an item:

1.	On the PaperPort Desktop, select the item you want to export.

To export one page from a stack, display the page on the top of the stack, unstack the page, and select it.

2.	From the File menu, choose Export.

3.	Select the drive and directory where you want to save the item.

4.	Select the file format from the Export File as Type drop-down list.

If you want to export the item as a PaperPort file, select PaperPort Files (*.MAX) from the list.

If you export a PaperPort item in any format other than a PaperPort (.MAX) file, annotations in that file cannot be edited, deleted, or moved. If the annotations are hidden, they are not exported.

5.	Type the name of the file in the File Name box.

NOTE: If you don't type a name for the file, PaperPort uses the item's title. If the title is longer than eight characters, PaperPort uses only the first eight characters of the title. For example, if the item's title is Update Memo, its file name will be UPDATEME.MAX.

6.	Click OK.

NOTE: PaperPort items exported as BMP or TIFF files can be as much as 10 times larger than the original PaperPort items. If you have an application that compresses files, you may want to compress the exported files before saving them on a floppy disk.


See Also

Exporting Files with Compression


Exporting Files with
Compression

Color images and grayscale images, when exported as files, can become large files requiring large portions of hard disk space. To overcome this problem, PaperPort has a built-in compression feature that uses the JPEG file format to compress files. The more that a file is compressed, the less disk space it requires.

However, there is a trade-off. As compression increases, image quality decreases. Therefore PaperPort lets you determine the level of compression that is best for your files.

To set the amount of compression:

1.	From the Edit menu, choose Preferences.

2.	Click the Import/Export icon in the Category list. The Import/Export Preferences dialog box appears.

3.	Drag the slider to set the level of compression. The higher the setting, the better the image quality and the lower the compression.

Trial and error with the amount of compression will determine the best setting for you requirements.

NOTE: You should only use the compression for color or grayscale image. Text items and black-and-white items should not be compressed.


See Also

Exporting PaperPort Items


Finding an Item
in Desktop View

To find an item in Desktop View:

1.	From the Edit menu, choose Find Item.

or

 Click the Find button.

The Find Item dialog box appears. You specify the search criteria in the text fields of this dialog box.

2.	Type the information that you want to use to find the item.

3.	Select the options for the search.

4.	Click one of the search buttons:

Find: Finds the first item that matches the search criteria and selects it on the PaperPort Desktop.

Find All: Finds all of the items that match your search criteria options and lists them in the Items Found dialog box.

5.	Select an item in the list to display its thumbnail.

6.	When the correct item is selected in the list, double-click it

or

Click the Go To button. The item is selected on the PaperPort Desktop.

TIP: If you selected the Find option (instead of Find All) and want to see the next item in the search that meets the search criteria, choose Find Next from the Edit menu (or press the F3 key).

TIP: If PaperPort finds the item based on annotation text, the item will be selected on the PaperPort Desktop. Switch to the Page View, and then choose Find Next from the Edit menu (or press F3). The exact annotation on the page will be displayed and selected.


See Also

Finding Annotations

Giving Items Titles


Finding Annotations

While you are working in Page View, PaperPort can find annotation text in a mark-up or sticky note. For example, if you have a multipage contract and have exceptions to the wording, you could add an annotation such as, "Check This" at each place where the wording needs to be revised. Then when you are finished reading the contract, finding the annotations is a quick way to get to the clauses that need revision.

NOTE: You can find annotation text in both Desktop View and Page View. In Page View, PaperPort searches through the pages of the stack. If you use the process in Desktop View, PaperPort searches through all items on the desktop and selects the thumbnail that has the annotation.

To find an annotation:

1.	From the Edit menu in Page View, choose Find Annotation. The Find Annotation dialog box appears.

To find the item while in Desktop View, choose Find Item from the Edit menu.

2.	Type the text that you want to find, and select the search options.

3.	Click Find. PaperPort begins searching for the text you typed.

In Page View, the annotation that is found is selected. In Desktop View, the item with the annotation text is selected.

4.	To find the next occurrence of the annotation, choose Find Next from the Edit menu.

TIP: If the annotation you are looking for is on a page in a stack, find the stack in Desktop View, switch to Page View, and press F3. PaperPort finds the page with the annotation and displays it.


See Also

Annotations

Finding an Item


Inserting a PaperPort Item
into Another Application

To insert a PaperPort item into another application:

1.	In the other application, click where you want the PaperPort object inserted.

2.	From that application's Edit or Insert menu, choose Insert Object or a similar command. The Object dialog box appears.

The Object dialog box may be different, depending on the version of Windows and OLE that you are using.

3.	Select PaperPort Document and click OK. PaperPort opens.

4.	A message summarizes the steps to insert an item. Click Continue.

If you don't want that message to appear again, select the option in the dialog box.

5.	On the PaperPort Desktop, select the item that you want to insert into the other application.

6.	From the File menu choose Return to [file name] where the file name is the name of the container file.

or

 Click the OLE Rtn button on the Command Bar.

A dialog box appears to complete the OLE connection.

7.	Click Yes to insert the selected item into the container application.

Click Cancel to select a different item. PaperPort remains open.

Click No if you do not want to insert the item.

When you click Yes, the item is inserted into the other application. It appears at the position of the cursor in that application.

Whenever you double-click the OLE object in that application, PaperPort opens and displays the item, and you can read and edit it.


See Also

Additional Ways to Use OLE

Editing an OLE Object


Additional Ways to
Use OLE

Besides the standard OLE procedure, there are two other ways to insert an item into a container application:

•	Copy the item's thumbnail in PaperPort and paste it into the container application. The OLE link is established when the item is pasted.

•	Open both applications, select the item in PaperPort and, while holding down the Ctrl key, drag the item into the container application. When you release the mouse button in the container application, the OLE link is established.

NOTE: Not all Windows applications use OLE in the same way. Check the application's user guide to see if it supports OLE.


See Also

Editing an OLE Object

Inserting a PaperPort Item into Another Application


Editing an OLE Object

You can edit an inserted PaperPort item from the container application.

To edit an inserted item:

1.	In the container application, such as Word, double-click the OLE item.

PaperPort starts and a temporary copy of the item is selected. On the PaperPort Desktop, a dotted outline around the copy indicates that it is linked to a container application.

2.	Edit the item in Page View.

Annotations will appear on the item in Page View, but not on the OLE object in the container application. Other edits, such as pasted graphics, will appear on the OLE object.

3.	From the File menu choose Update PaperPort Document in [file name] where the file name is the name of the container file.

If you updated the item, the container application is displayed with it.


See Also

Additional Ways to Use OLE

Inserting a PaperPort Item into Another Application


Creating a New Item

You can create a new, blank item in PaperPort, and then copy and paste text or graphics to it or add annotations. A new item is useful, for example, if you want to cut and paste graphics from a number of different items and collect them on one page.

To create a new item:

•	From the File menu, choose New Item. A new blank item appears.

In Desktop View, the new item is a blank page.

In Page View, you can cut and paste data to the blank item or add annotations.


See Also

Copying, Cutting, and Pasting Information

Creating Annotations


Adding Graphics to Items

A picture or graphic can be added to an item. Use this feature to incorporate art from other applications, such as adding your company logo to a page.

To add a picture:

1.	Start the application that contains the graphic, and display it.

2.	Using that application's Copy command, copy the selected graphic to the Windows Clipboard.

The graphic cannot be larger than the page to which you are pasting it in PaperPort. If you think that the graphic will not fit on the page, try reducing its size before copying it.

3.	Switch to the PaperPort application.

4.	Display the target item (the one that will receive the graphic) in Page View.

You can also paste the selected graphic to the PaperPort Desktop. In that case, a new item is created on the PaperPort Desktop with the selected graphic on it.

5.	From the PaperPort Edit menu, choose Paste. The graphic appears on the PaperPort item at the upper-left corner of the page. It will have a dotted outline around it.

IMPORTANT: Do not click anywhere else on the page or on another tool until the graphic is positioned exactly as you want it. When you click elsewhere on the page or on another tool, the graphic is deselected, embedded onto the page, and can no longer be moved. If the graphic is not where you want it, choose Undo Paste or Undo All from the Edit menu and start over.

6.	To move the graphic, put the pointer within the graphic's dotted outline.

7.	Drag the graphic to the new location you want, and then click elsewhere on the page.


See Also

Copying, Cutting, and Pasting Information

Creating Annotations


Undoing Annotations

You can either undo the last annotation you were working on, or undo all changes made to the item with the annotation tools. The undo options apply only as you are working on the page. If you switch to another page and then come back, you cannot use the undo options. Instead, you can select and delete the annotations that you don't want.

To undo the newest annotation:

•	From the Edit menu, choose Undo New Annotation. The last annotation added to the page is removed.

Undo New Annotation is available only right after you add a new annotation. If you do anything else, such as move or resize the annotation, the Undo New Annotation command no longer applies.

To undo all the annotations:

•	From the Edit menu, choose Undo All Changes.


See Also

Deleting Annotations

Undoing an Action


Deleting Annotations

You can delete individual annotations one at a time or delete multiple annotations at the same time.

To delete annotations:

1.	 In Page View, click the Pointer tool on the Annotation Tool Bar.

2.	Select the annotation(s) that you want to delete, or Shift-click to select multiple annotations.

3.	 Press the Delete key

or

From the Edit menu, choose Delete.


See Also

Annotations

Editing Annotation Text

Undoing Annotations


Copy and Paste Options

You can copy (or cut) and paste to and from pages and applications in several different combinations:

•	From one page to another in Page View. The copied image is pasted onto the receiving page; you can then move the image into place.

•	From Page View to the PaperPort Desktop. A new item is created on the PaperPort Desktop with the copied image on it.

•	From Page View to another application. The copied image appears on the page in that application; you can then move that image to its correct position in that application.

•	To PaperPort from another application. If the copied image is a graphic, pasting it to the PaperPort Desktop creates a new item with the image on it. Pasting to Page View puts that image on the currently-displayed page. If the copied material is text, it can be pasted to a PaperPort sticky note or mark-up note, but copied text cannot be pasted directly to a thumbnail on the PaperPort Desktop.

NOTE: Another copy and paste option is the Copy As Text command in the Edit menu. This option uses the OCR features of PaperPort for text being copied from PaperPort to another application. For details, see Processing Text Using the Copy As Text Command.


See Also

Copying, Cutting, and Pasting Annotations

Copying, Cutting, and Pasting Information

Processing Text Using the Copy As Text Command


Copying, Cutting, and
Pasting Information

You can select item information and cut, copy and paste it to another location in the item, to another PaperPort item, to the PaperPort Desktop, or to another application file.

To copy and paste information from PaperPort:

1.	 In Page View, click the Selection tool on the Annotation Tool Bar.

The cursor changes to a crosshair.

2.	Drag the crosshair to surround the area that you want to copy. A dashed box appears around the area as you select it.

If you need to increase or decrease the size of the area that you selected, drag one of the handles on the dashed selection box.

3.	From the Edit menu, choose Copy.

4.	To paste onto another page, display that page in Page View.

To paste the selection into another application file, such as a Microsoft Word file, switch to that file and click where you want the selection to be pasted.

 To paste the selection to the PaperPort Desktop, click the Desktop button on the Command Bar.

5.	From the Edit menu, choose Paste.

The copied information appears. A pasted selection is treated as a graphic; you cannot edit any copied text in the word-processing file.

If you paste the selection onto another PaperPort page, it appears at the upper-left corner.

If you paste the selection to the PaperPort Desktop, it appears as a new item and is selected.

6.	If you pasted the image to another application, you usually will be able to select the image and drag it to the location you want. However, not all applications work the same way. See the user guide for that application for details.

If you pasted onto another PaperPort page, put the cursor in the dashed box and drag the image.

7.	When the image is exactly where you want it, click anywhere else on the page. The image will be pasted at the new location.

NOTE: You cannot use the Selection tool to copy and paste PaperPort annotations. If the area you select contains annotations, they will not be copied and pasted. For information about copying and pasting annotations, see Copying, Cutting, and Pasting Annotations.


See Also

Annotations

Copying, Cutting, and Pasting Annotations

Creating Annotations


Copying, Cutting, and
Pasting Annotations

To move an annotation to a different page in a stack or copy and then use it in another item, use the commands available in the Edit menu. From this menu, you can cut, copy, and paste annotations.

To copy, cut, and paste annotations:

1.	 In Page View, click the Pointer tool on the Annotation Tool Bar.

2.	Select the annotations that you want to cut or copy.

3.	From the Edit menu, choose the Copy or Cut command, depending on the results you want.

4.	Display the page to which you want to move or paste the annotation. This can be a page within the same stack or a page in a different item.

5.	From the Edit menu, choose Paste. The pasted annotation appears at the upper-left corner of the page.

6.	Click the pasted annotation, hold down the mouse button, and drag the annotation to the location you want. If you have pasted multiple annotations, you can select them all and move them as a group.

NOTE: You cannot copy a PaperPort annotation to documents in other applications.


See Also

Annotations

Copying, Cutting, and Pasting Information

Deleting Annotations

Editing Annotation Text

Moving Annotations

Resizing Annotations


Cropping an Item

If you want to display only a portion of an item, you can crop it. The cropped portion remains visible, and the rest is removed from the page.

To crop on a page:

1.	 In Page View, click the Selection tool on the Annotation Tool Bar.

The cursor changes to a crosshair.

2.	Drag the crosshair around the area to crop. A dashed box appears around the area as you select it.

If you need to increase or decrease the size of the area that you selected, drag one of the handles on the dashed selection box.

Annotations within the area that you want to crop must be entirely enclosed by the dashed box, or they will be deleted.

3.	From the Edit menu, choose Crop.

The portion of the image outside the selection box is removed from the page.

The thumbnail on the PaperPort Desktop will also indicate that an area has been cropped from the page.


See Also

Copying, Cutting, and Pasting Information


Creating Sticky Notes

Sticky notes are similar to paper sticky notes; they can contain several lines of text, and you can place them wherever you like in an item. As with a paper sticky note, when you place a PaperPort sticky note on a page, the note covers the information beneath it. However, you can make PaperPort sticky notes as large or as small as you like, and then collapse them, minimizing the amount of information that is hidden.

You can use the Find Annotation feature to find text on both sticky notes and mark-ups. For information, see Finding Annotations.

To add a sticky note:

1.	 In Page View, click the Sticky Note tool on the Annotation Tool Bar.

 The cursor changes to a sticky note cursor.

2.	Click anywhere in the item and the default note size appears. The insertion point is ready for you to begin typing.

3.	Type the note text. The note box expands to accommodate the amount of text you type. Don't worry about the size of the note box. You can resize it after typing the text.

4.	 To resize the note box, click the Pointer tool, and then click the note box to select it. Drag the handles on the note box to resize it.


See Also

Annotations

Collapsing and Expanding Sticky Notes

Editing Annotation Text

Selecting Annotation Font and Color


Creating Mark-Ups

The Mark-Up tool was designed for adding text to preprinted forms scanned into PaperPort. When you finish adding text with the tool, the box where you typed the text disappears so that it doesn't cover anything. The text looks just like you had typed it on the paper form. It also prints the same way, so it looks as though the form was filled in with typed text.

To add a mark-up:

1.	 In Page View, click the Mark-Up tool on the Annotation Tool Bar. The cursor changes to an insertion point.

2.	Click the location on the item where you want to add a mark-up, and type the annotation.

3.	To end the mark-up, simply click elsewhere on the page, or click one of the other Annotation tools.

Mark-ups are designed to be a single line. You cannot press Return and type a second line. If you want multiline notes, use the Sticky Note tool. See Creating Sticky Notes.


See Also

Annotations

Displaying and Hiding Annotations

Editing Annotation Text

Fine-Tuning Annotations

Selecting Annotation Font and Color


Highlighting Parts of
an Item

Use the Highlighter tool to call attention to specific parts of an item, just as you would use a marker to highlight a section of a paper page. For example, you might want to highlight an important paragraph or some key phrases in a report.

To highlight information:

1.	 In Page View, click the Highlighter tool on the Annotation Tool Bar.

The cursor changes to a highlighter pen.

2.	Drag the pen across the text that you want to highlight. You can drag straight across a line of text to highlight it, or drag diagonally to create a "block" of highlighting -- for example, to quickly highlight a paragraph.

For information about changing the color of the highlighter, see Selecting Annotation Font and Color.


See Also

Annotations

Displaying and Hiding Annotations

Fine-Tuning Annotations

Selecting Annotation Font and Color


Adding Freehand
Annotations

Use the Freehand tool to draw, underline, circle, scribble on, or mark an item.

To add a freehand annotation:

1.	 In Page View, click the Freehand tool on the Annotation Tool Bar.

The cursor changes to a pencil.

2.	Drag the pencil to circle, draw, or mark text.

To change the line width of the freehand annotation:

1.	 Click the Pointer tool on the Annotation Tool Bar.

2.	Select the freehand annotation.

3.	From the Annotations menu, choose Line Width, and then choose one of the line width options. The checkmark indicates the currently selected option.

The selected freehand annotation becomes the new width. Other freehand annotations already on the page will not be affected.

4.	From the Annotations menu, choose the Line Width command, and then choose one of the line width options. The checkmark indicates the currently selected option.

The selected freehand annotation changes to the new line width, and this become the default setting. Existing freehand annotations are not affected, but new freehand annotations will be drawn with the default setting until you change it again.

You can also change the color of a freehand annotation using the Color command. For details, see Selecting Annotation Font and Color.


See Also

Annotations

Displaying and Hiding Annotations

Fine-Tuning Annotations

Selecting Annotation Font and Color


Drawing Lines and
Arrows

Use the Arrow tool to add lines and arrows to an item. This is a convenient way to point to important details or to connect an annotation to an area in an item.

To add lines and arrows:

1.	 In Page View, click the Arrow tool on the Annotation Tool Bar.

The cursor changes to a crosshair.

2.	Drag the mouse to create a line.

To change the line width, length, or arrowheads:

1.	 In Page View, click the Pointer tool on the Annotation Tool Bar.

2.	Select the line or arrow. A handle appears at each end.

3.	To lengthen or shorten the line, drag one of the handles.

To change the line width or arrowhead, from the Annotations menu, choose the Line Arrowhead or Line Width command, and then choose one of the line arrowhead or line width options. The checkmark indicates the currently selected option.

The selected line or arrow changes to the new line width or arrowhead style, and this becomes the default setting. Existing lines are not affected, but new lines will be drawn with the default setting until you change it again.

You can also change the color of a line or arrow using the Color command. For details, see Selecting Annotation Font and Color.


See Also

Annotations

Displaying and Hiding Annotations

Fine-Tuning Annotations

Selecting Annotation Font and Color


Editing Annotation Text

If you make a mistake when writing a sticky note or a mark-up, you can edit the text.

To edit annotation text:

1.	Display the page in Page View.

2.	 Click the Pointer tool on the Annotation Tool Bar.

3.	Double-click the annotation containing the text. The cursor becomes a text insertion pointer in the text.

4.	Now you can edit the text. Select (drag over) the text that you want to retype, or click in the text and edit it.

You can also use the Cut, Copy, Paste, and Delete commands from the Edit menu to cut, copy, paste, and delete text.

5.	When you have finished editing, click elsewhere on the page or select one of the other Annotation tools.


See Also

Creating Annotations

Editing the Font and Color of an Existing Annotation

Selecting Annotation Font and Color


Moving Annotations

After adding an annotation, you may decide to move it to another location on the page.

NOTE: For more information about moving an annotation to another page, see Copying, Cutting, and Pasting Annotations.

To move an annotation:

1.	 In Page View, click the Pointer tool on the Annotation Tool Bar.

2.	Select the annotation that you want to move. Handles appear on the frame surrounding the annotation, indicating that it is selected.

3.	Put the pointer inside the frame.

4.	To move an annotation to a different location on the same page, drag it to the new location. Do not click a handle or you may inadvertently resize the frame.

To select and move multiple annotations at the same time, use Shift-click or Ctrl-click to select the annotations.

or

Choose Select All from the Edit menu.


See Also

Annotations

Deleting Annotations

Resizing Annotations


Resizing Annotations

You may want to change an annotation's size. For example, you may want to change the shape of a text frame, increase a highlighted area, or lengthen an arrow. Freehand and mark-up annotations cannot be resized.

To resize annotations:

1.	 In Page View, click the Pointer tool on the Annotation Tool Bar.

2.	Select the annotation that you want to resize. Handles appear on the frame surrounding the annotation, indicating that it is selected.

3.	Put the pointer on the handle that you want to drag.

The pointer becomes a resize pointer.

4.	Drag a handle to change the annotation's size.


See Also

Annotations

Deleting Annotations

Moving Annotations


Setting the Default Font and
Color for an Annotation Tool

You can set the default font for the Mark-Up and Sticky Note tools. Additionally, you can set the color for each PaperPort tool individually so that each one draws in its own color.

To set the default text font, style, point size, and color for the Mark-Up and Sticky Note tools:

1.	  In Page View, click either the Mark-Up tool or the Sticky Note tool on the Annotation Tool Bar.

2.	From the Annotations menu, choose Font. The Font dialog box appears.

3.	From the drop-down lists, select the font, font style, size, and color. As you make your selections, the sample changes to show you the new font characteristics.

4.	Click OK. When you type text with the Mark-Up and Sticky Note tools, it will have the new font characteristics. The Mark-Up and Sticky Note tools will continue to use these font characteristics until you change them.

To set the default color for an annotation tool:

1.	Click a tool on the Annotation Tool Bar.

2.	From the Annotations menu, choose Color. The Color dialog box appears.

3.	Choose a new color from the Color dialog box, and click OK. The tool will draw in that color until you set it to another color.

4.	To check if it is the desired color, add an annotation.


See Also

Creating Annotations

Editing the Font and Color of an Existing Annotation


Editing the Font and Color of
an Existing Annotation

You can customize the font, style, point size, and color of the text of a mark-up or sticky note after typing it. You can also change the color of any existing annotation.

To edit the font features of an existing annotation:

1.	 Click the Pointer tool on the Annotation Tool Bar.

2.	Select the annotation.

3.	From the Annotations menu, choose Font. The Font dialog box appears.

4.	Choose new font features from the Font dialog box, and click OK.

The text in the annotation will have the new characteristics.

To change the color of an existing annotation:

1.	 Click the Pointer tool on the Annotation Tool Bar.

2.	Select the annotation(s) that you want to recolor.

3.	From the Annotations menu, choose Color. The Color dialog box appears.

4.	Choose a new color from the Color dialog box, and click OK.

NOTE: Mark-up annotations have transparent backgrounds, so you cannot change their background color. However, you can change their text color using the Font command.


See Also

Creating Annotations

Editing Annotation Text

Selecting Annotation Font and Color


Showing and Hiding Annotations

PaperPort provides the option to display or hide annotations. This feature is especially useful if you want to print an item or send it as an electronic fax but do not want to include the added annotations.

NOTE: When Show Annotations is selected, the annotations are visible on all items, not just on the currently displayed page.

To show or hide annotations:

•	Choose Show Annotations from the Annotations menu.

When a checkmark is next to the command, the annotations are visible; if a checkmark is not there, the annotations are hidden.


See Also

Annotations

Collapsing and Expanding Sticky Notes

Deleting Annotations

Moving Annotations

Resizing Annotations


Collapsing and
Expanding Sticky Notes

At times, you may want to collapse sticky notes so that they don't cover text on the page. You may also find it more convenient to move or copy a collapsed note instead of an expanded note. Then, when you are ready to read the note, simply expand it.

TIP: Avoid putting collapsed sticky notes close together on the page if others will be using PaperPort Viewer to view the item. With PaperPort Viewer either all notes are collapsed or all are expanded. You cannot individually expand or collapse notes. Thus, notes that are too close may overlap each other when expanded.

To collapse notes:

1.	 In Page View, click the Pointer tool on the Annotation Tool Bar.

2.	Select the note or notes that you want to collapse. You can collapse notes individually or in groups.

3.	From the Annotations menu, choose Collapse Sticky Notes. All selected notes change to a collapsed form.

To expand collapsed notes:

1.	In Page View, click the Pointer tool on the Annotation Tool Bar.

2.	Select the note (or notes) that you want to expand, and double-click it. You can also choose Expand Sticky Notes from the Annotations menu. The selected note expands. The text pointer is at the beginning of the note so that you can start typing new text.


See Also

Creating Sticky Notes

Displaying and Hiding Annotations


Basic Steps for
Using Links

The steps for using links are similar for each link.

To use a link:

1.	Prepare all items. For example, scan or print items onto the PaperPort Desktop and create stacks.

2.	Drag and drop documents onto the appropriate link icon on the Link Bar.

or

Choose Links from the File menu and select the appropriate link application from the Links submenu.

or

Select the item(s) and click the link icon.

3.	The linked application opens. Use the linked application as you normally would. For example, if you are using an electronic fax link to send a document, address the electronic fax, and send it.

NOTE: Some applications limit the number of pages or documents that can be received from the PaperPort link. If you have trouble, try sending the PaperPort items in smaller batches. Some applications, such as graphics applications, accept only one page at a time.


See Also

Links

Setting Link Preferences


Setting Link Preferences

Each link icon on the Link Bar has a set of preferences for customizing the way that the link operates.

To set preferences for the Links:

1.	From the Edit menu, choose Preferences. The PaperPort Preferences dialog box appears.

2.	The Category list shows the Link icons. Use the scroll bar to see the icons on the list. It will show all of the word-processor, spreadsheet, and other supported applications on your computer.

3.	In the Category list, click the icon of the link you want to customize.

For example, to set preferences for your fax software, click its Fax icon. Notice that there is also a generic fax link. Do not click that one; it is for selecting a new fax application.

Note that there is also a Text icon. This is a generic word processor icon that you use to specify another word processor to work with the OCR software that you received with PaperPort. To use this link, click it and assign the other word processor application's .EXE file to it.

4.	The options available depend on the applications that are on your computer. For information about the link options you can set, see one of the following:

To Set Preferences For <Link Type>	See
Printer	Printer Preferences dialog box
Electronic fax	Electronic Fax Preferences dialog box
Generic electronic fax	Generic Fax Preferences dialog box
E-mail	E-Mail Preferences dialog box
Word-Processor	Word-Processor and Spreadsheet Preferences dialog box
Copy As Text	Copy As Text Preferences dialog box
Generic Word-Processor	Word-Processor and Spreadsheet Preferences dialog box
Spreadsheet	Word-Processor and Spreadsheet Preferences dialog box
Image editing applications (such as PC Paintbrush)	Image Editing Preferences dialog box
5.	Select the options for the link. Click OK.


See Also

Basic Steps for Using Links

Links


Printing Items

Items can be printed from Desktop View or Page View. PaperPort can print in black-and-white, grayscale, and color. For example, if you import a color image into PaperPort, you can print it on a color printer.

To print an item:

1.	In Desktop View, select the item that you want to print. In Page View, you do not have to select it.

If the item has annotations that you don't want on the printed copy, display the item in Page View. From the Annotations menu, choose Show Annotations to remove the checkmark next to it.

2.	In Desktop View, drag and drop the item onto the Printer icon on the Link Bar.

or

Click the Printer icon.

In Page View, choose Print from the File menu.

Select the print options from the Print dialog box.

3.	Click OK to begin printing.


See Also

Basic Steps for Using Links

Links

Setting Link Preferences


OCR Options

You have several options for using OCR software with PaperPort:

•	Use the OCR software provided with PaperPort. Use the word-processing or spreadsheet icons on the Link Bar. The text is processed by the OCR software, and then opened in your selected word-processing or spreadsheet application.

•	Use a different OCR software link. If you have other OCR software on your computer, such as Caere OmniPage Limited Edition, you can use it to process the text. Use that OCR's icon on the Link Bar. That OCR application opens and displays the converted text.

•	Use the Copy As Text command. You can an entire PaperPort item, copy it as text, and paste it into another application. During copying, the OCR software automatically converts the image into text. When you paste the text into another application, it is editable text.

In addition to the OCR software provided with PaperPort, several other OCR applications are also supported.


See Also

Basic Steps for Using Links

Processing Text Using the Copy As Text Command

Processing Text Using the OCR Links


Processing Text Using
the OCR Links

Use the following steps to process text using either the OCR software, such as Caere OmniPage Lite, that you received with PaperPort, or other OCR software that you have on your computer.

To process text using the OCR links:

1.	On the PaperPort Desktop, select a document.

2.	To use the OCR software that you received with PaperPort, drag and drop the item onto a Word-Processing icon or a Spreadsheet icon on the Link Bar.

or

From the File menu, choose Links, then choose the name of the word-processing or spreadsheet program.

The OCR software converts the text to editable text. A progress gauge appears while the text is being processed. The word-processing or spreadsheet application opens and the converted text is an untitled file waiting to be edited and saved.

To use other OCR software if it is available on your computer:

1.	On the PaperPort Desktop, select a document.

2.	Drag and drop the document onto that OCR icon on the Link Bar.

or

From the File menu, choose Links and then choose the name of the OCR software from the submenu.

The document will be converted to a file and processed by the OCR software. That OCR application opens and you can proceed in it as you normally would.


See Also

Basic Steps for Using Links

OCR Options

Processing Text Using the Copy As Text Command


Processing Text Using
the Copy As Text Command

You can use the Copy As Text command to process an entire PaperPort item.

To process text using the Copy As Text command:

1.	Select an item on the PaperPort Desktop.

2.	From the Edit menu, choose Copy As Text. PaperPort processes the text with the OCR software and places the now editable text onto the Clipboard. You can then paste the text into another application file, such as a word-processing document.


See Also

Basic Steps for Using Links

OCR Options

Processing Text Using the OCR Links


Sending an Item
as a Fax

If your computer has a fax modem and electronic fax software, you can send a fax from PaperPort.

To send items using the fax link:

1.	On the PaperPort Desktop, select the item(s) you want to fax.

If you don't want PaperPort annotations to appear in the faxed item, deselect the Show Annotations option from the Annotations menu.

2.	Drag the item onto the Fax icon on the Link Bar.

or

Choose Links from the File menu and choose the fax name from the submenu.

To send a fax from Page View, use the Links command.

3.	Use your electronic fax application as you normally would.


See Also

Basic Steps for Using Links

Links

Reading Faxed Items in PaperPort

Setting Link Preferences


Reading Faxed Items
in PaperPort

If you are using Delrina WinFax, you can read faxes in PaperPort.

To read a WinFax fax in PaperPort:

1.	From the File menu, choose Import Fax. The Import Fax dialog box appears and lists the faxes available to be read in PaperPort.

2.	Select one of the faxes in the list. A thumbnail of that fax appears in the dialog box.

3.	Find the faxes that you want to read, and select them. To read all of the faxes, click Select All.

4.	Click Import. The selected faxes appear on the PaperPort Desktop. You can now select them there and switch to Page View to read them.


See Also

Links

Sending an Item as a Fax


Sending Items by
Using E-Mail

Using the PaperPort e-mail link, you can send an item from the PaperPort Desktop as an attachment to an e-mail message.

To send items using e-mail:

1.	On the PaperPort Desktop, select the item(s) you want to send.

2.	From the File menu, choose Links, and then choose the e-mail application name from the Links submenu.

or

Drag and drop the item onto the e-mail icon on the Link Bar..

3.	Logon to the e-mail application in the usual way. The message addressing dialog box appears.

4.	Fill in the message information, and then send the message as you usually would.

PaperPort creates a file and attaches the item to an e-mail message. The file has the extension .MAX, for example, DOC-0001.MAX. If the item is a single page, the file name begins with PAGE and is followed by the item's number, for example, PAGE0002.MAX.

TIP: If you want to send an item to someone else to view in PaperPort Viewer, export the item as a PaperPort 2.0 file. PaperPort Viewer can only read the PaperPort 2.0 format, not the version 3.x format.

TIP: When you receive your PaperPort software, PaperPort Viewer is on separate disks. You can distribute PaperPort Viewer to others free of charge. One way to send someone PaperPort Viewer is to attach the PaperPort Viewer file to an e-mail message and then send that e-mail message to the appropriate recipient.


See Also

Basic Steps for Using Links

Displaying E-Mail Messages Sent from PaperPort

Links

Setting Link Preferences


Displaying E-Mail Messages
Sent from PaperPort

When you receive an e-mail message with an attached PaperPort file, you can view the e-mail message and the attached file. You can display an attached file in a variety of ways, depending on your e-mail software:

•	With some e-mail applications, such as Lotus cc:Mail, you can double-click the attachment to display it. Or, depending on the e-mail settings, you can use Shift-double-click to automatically run the PaperPort application and display the attachment.

•	Save the attached file using the e-mail Save or Save As command. Then open the attachment in PaperPort to display it.


See Also

Links

Sending Items by Using E-Mail


Glossary

Click keys for more entries

A

actual size

annotation

Annotation Tool Bar

Arrow tool

B

bit depth

BMP file

C

calibrate

Clipboard

collapse

COM port

Command Bar

container application

crop

crosshair cursor

cursor

D

DCX file

Desktop View

dpi (dots per inch)

drag

E

e-mail

electronic fax

error diffusion

expand

export

F

file format

freehand

G

GIF file

grayscale

H

handles

highlight

I

imaging mode

import

item

J

JPG file

K

L

line

link

Link Bar

link icon

linked application

M

mark-up

MAX file

mode

N

note

O

OCR

OLE

P

page

page markers

Page Navigator

Page View

Page View Ribbon

Pan tool

paper return

PaperPort Desktop

PCX file

Pointer tool

Q

R

resolution

S

scan

scanner

search criteria

Selection tool

stack

Status Bar

sticky note

Straighten Page Tool

T

thresholding

thumbnail

TIF file

TWAIN

U

unstack

V

W

X

Y

Z

zoom in

Zoom Navigator

zoom out


actual size (Glossary)
actual size

The size of the page when it was scanned (not enlarged using zoom in or reduced using zoom out).


annotation (Glossary)
annotation

A word, a note, a mark, or highlighting that you add electronically in Page View to a PaperPort item.


Annotation Tool Bar (Glossary)
Annotation Tool Bar

A group of icons that represent the tools used to add annotations to a PaperPort item. The Annotation Tool Bar is available only in Page View.


Arrow tool (Glossary)
Arrow tool

An annotation tool for drawing straight lines, with or without arrowheads, to point to specific items or text.


bit depth (Glossary)
bit depth

The number of bits used to process scanned images. The greater the number of bits, the more colors or levels of gray that can be used to display the image.


BMP file (Glossary)
BMP file

A Microsoft Windows bitmap file. A bitmap file defines an image (such as the image of a scanned page) as a pattern of dots (pixels).


calibrate (Glossary)
calibrate

To adjust the HP ScanJet 4s scanner so that it produces the cleanest possible image when you scan.


clipboard (Glossary)
Clipboard

A temporary storage area that all Windows applications share.  It is used to cut, copy, and paste information within an application or from one application to another.


collapse (Glossary)
collapse

To reduce a sticky note to an icon.


COM port (Glossary)
COM port

A serial port on the back of your computer where you plug in the scanner.


command palette (Glossary)
Command Bar

A group of icons on the PaperPort Desktop that are shortcuts for commands available in the PaperPort menus.


container application (Glossary)
container application

An application into which an OLE object is inserted. That application contains the object.


crop (Glossary)
crop

To remove part of an image in Page View. The portion of the image that is selected remains, while the portion that is not selected is removed.


crosshairs (Glossary)
crosshair

A cursor in the shape of a plus sign (+). This cursor appears when you use certain Annotation tools.


cursor (Glossary)
cursor

The small, on-screen image that moves according to the movements you make with your mouse.


DCX file (Glossary)
DCX file

A multipage PCX file.


Desktop View (Glossary)
Desktop View

The overall view of PaperPort items displayed as thumbnails (small graphic representations).


dpi (dots per inch) (Glossary)
dpi (dots per inch)

A measure of image resolution.


drag (Glossary)
drag

To click a screen item and move the mouse while keeping the mouse button pressed, causing the screen item to move with the cursor.


email (Glossary)
e-mail

An abbreviation for electronic mail. Software that you can use to electronically transmit items over a communications network.


electronic fax (Glossary)
electronic fax

Fax, or facsimile, is the electronic encoding of a printed page, and the transmission of the electronic page over a telephone line. PaperPort can send items to electronic fax applications, which require a modem and fax software.


error diffusion

A scan mode that produces shades of gray in an image.


expand (Glossary)
expand

To restore a collapsed sticky note (represented as a sticky note icon) to its original size.


export (Glossary)
export

The process of saving a PaperPort file in a different file format that can be opened in other applications.


file format (Glossary)
file format

The way that the contents of a file are structured by an application or group of applications.


freehand (Glossary)
freehand

A circle or any shape you can draw on a PaperPort page by using the Freehand tool.


GIF file (Glossary)
GIF file

Graphics Interchange Format, an image format used by CompuServe.


grayscale (Glossary)
grayscale

Shades of gray that represent light and dark portions of an image. Color images can also be converted to grayscale where colors are represented by various shades of gray.


handles (Glossary)
handles

The small squares at the corners of a selected annotation that you click and drag to resize the annotation, or on the sides and corners of a selection box to resize it.


highlight (Glossary)
highlight

A rectangle marking an area of a PaperPort page for emphasis, like the markings you make with a highlighter marker on paper.


imaging mode (Glossary)
imaging mode

Refers to the dithering of an image as it is scanned. The HP ScanJet 4s scanner supports two imaging modes -- Photo/Graphics or Text.


import (Glossary)
import

The process of opening a file created in a different application so that it becomes a PaperPort item.


item (Glossary)
item

A page or a stack of pages on the PaperPort Desktop.


JPG file (Glossary)
JPG file

Joint Photographic Experts Group, an international standard for compressing digital photographic images.


line (Glossary)
line

A straight line annotation created with the Arrow tool.


link (Glossary)
link

A connection to an application or device that you can use to send information from PaperPort to other applications, such as e-mail, electronic fax, and OCR links.


Link Bar (Glossary)
Link Bar

The icons on the bottom of the PaperPort Desktop that provide links to your printer, fax, e-mail, and OCR software, as well as other installed, supported applications.


link icon (Glossary)
link icon

An icon representing the link for a fax application, OCR application, or printer.


linked application (Glossary)
linked application

An application installed on your computer that you can use with PaperPort. For example, you can use OCR software to translate a PaperPort item into text.


mark-up (Glossary)
mark-up

An annotation containing one line of text, often used for adding text to preprinted forms scanned into PaperPort. You can search for words in a mark-up by using the Find command.


MAX file (Glossary)
MAX file

A file previously saved in PaperPort for Windows or PaperPort for Macintosh.


mode (Glossary)
mode

A scan setting you can select that determines the speed of the scan, the file size of the scanned image, resolution, bit depth, and imaging mode.


note (Glossary)
note

See sticky note.


OCR (Glossary)
OCR

Optical character recognition, the technology of translating characters in a graphic image of a printed page into machine-readable characters that you can edit using a word-processing program.


OLE (Glossary)
OLE

Object linking and embedding, an industry-standard method for inserting an object into a document. The object retains a connection, or link, with its original application so that double-clicking on the object in the document opens the object's original application.


page (Glossary)
page

A term that refers to a one-sheet item or one page of a stack.


page markers (Glossary)
page markers

The elevated vertical lines on the HP ScanJet 4s scanner that act as guides to inserting a page.


stack navigator (Glossary)
Page Navigator

The buttons you click in Desktop View or Page View to move from page to page in a stack or to go to a specific page.


Page View (Glossary)
Page View

A close-up view of one page, which lets you read and annotate the page.


Page View Ribbon (Glossary)
Page View Ribbon

In Page View, the row of buttons below the Command Bar that enables you to view pages in any stack on the PaperPort Desktop, navigate through the current stack, and zoom in or out on the current page.


Pan tool(Glossary)
Pan tool

An annotation tool for quickly scrolling an item in Page View.


paper return (Glossary)
paper return

The sliding top on the HP ScanJet 4s scanner that you adjust to send scanned pages either straight through or back toward you when scanning.


PaperPort Desktop (Glossary)
PaperPort Desktop

The area of the PaperPort application window that displays the thumbnails of items currently on the PaperPort Desktop. See Desktop View.


PaperPort Viewer (Glossary)
PaperPort Viewer

An application that lets others who do not own PaperPort view and print PaperPort items.


PCX file (Glossary)
PCX file

A graphics file format used by many popular paint programs, such as PC Paintbrush.


Pointer tool (Glossary)
Pointer tool

An annotation tool for selecting an annotation.


resolution (Glossary)
resolution

The sharpness of an image, measured in dots per inch (dpi). The higher the dpi, the greater the resolution.


scanner (Glossary)
scanner

A device, such as the HP ScanJet 4s scanner, that converts a printed image or document into a bitmapped computer screen image or file.


scan (Glossary)
scan

To convert a printed page into a bitmapped image or file with the use of a scanner.


search criteria (Glossary)
search criteria

Data used to find items in PaperPort.


selection tool (Glossary)
Selection tool

An annotation tool you use to select part of an item and cut or copy it to the Clipboard. You can also use this tool to crop an area of a page.


stack (Glossary)
stack

A PaperPort item with two or more pages.


Status Bar (Glossary)
Status Bar

A line of text, located at the bottom of the PaperPort Desktop, that shows information about the item you are viewing (its title, the dots per inch at which it was scanned, its size, and the percentage of enlargement or reduction of the page) or describes the current command or action.


sticky note (Glossary)
sticky note

An annotation that is a multiline, resizable note. Similar to a paper sticky note, it covers the item information beneath it. You can move a sticky note or collapse it to an icon. You can search for words in a sticky note by using the Find Annotation command.


Straighten Page Tool

An annotation tool that you use to draw a line, which PaperPort then uses to straighten a page.


thresholding (Glossary)
thresholding

A scan mode that produces fewer details than error diffusion and that results in a black-and-white image.


thumbnail (Glossary)
thumbnail

A small graphic that represents an item on the PaperPort Desktop.


TIF file(Glossary)
TIF file

TIFF (Tag Image File Format) file, a format that works well for storage and exchange between desktop publishing and graphic arts applications. TIFF also works well between different platforms, such as Microsoft Windows and Macintosh. PaperPort supports single- and multipage TIFF.


TWAIN (Glossary)
TWAIN

An industry-standard method for scanners and software to get scanned images into documents. If you are using a TWAIN-compliant scanner or software, you can start it directly by clicking the Scan icon or choosing the Acquire command.


unstack (Glossary)
unstack

To separate one or more pages from a stack and place them individually on the PaperPort Desktop.


zoom in (Glossary)
zoom in

To make a page larger on the screen so that you can see more detail.


Zoom Navigator (Glossary)
Zoom Navigator

A row of buttons, just below the Command Bar, on which you click the magnifying glasses to reduce or enlarge the image, and click "Actual" to return the image to actual size.


zoom out (Glossary)
zoom out

To make a page smaller on the screen so that you have a broader view of that page.


List of Topics

Click keys for more entries

A

About PaperPort Command

About PaperPort Dialog Box

Acquire Command

Actual Size Command

Adding Freehand Annotations

Adding Graphics to Items

Adding Summary Information to Items

Additional Ways to Use OLE

Adjusting the Paper Return

Annotating Items

Annotation Text, Editing

Annotation Tools, Displaying and Hiding

Annotations Menu

Annotations

Annotations, Copying, Cutting, and Pasting

Annotations, Creating

Annotations, Deleting

Annotations, Displaying

Annotations, Editing the Font and Color of Existing

Annotations, Finding

Annotations, Fine-Tuning

Annotations, Hiding

Annotations, Moving

Annotations, Resizing

Annotations, Selecting Font and Color

Annotations, Undoing

Arrange PaperPort Desktop Command

Arrange Selected Items Command

Arranging Items

Arrows and Lines, Drawing

Auto-Straighten Page Command

B

Basic Steps for Using Links

Bit Depth, Understanding

Black Edges, Removing

Brightness, Changing

Browse Command

Browse Dialog Box

C

Calibrate Dialog Box

Calibrating the HP ScanJet 4s Scanner

Change Item Title Dialog Box

Change Title Command

Changing Brightness

Changing the COM Port

Choosing a Predefined Scan Mode

Clean Page Command

Cleaning Pages

Cleaning the HP ScanJet 4s Scan Mechanism

Collapse Sticky Notes Command

Collapsing and Expanding Sticky Notes

Color Command

Color for an Annotation Tool, Setting

Color Images, Working with

Color of an Existing Annotation, Editing

Color Dialog Box

COM Port, Changing

COM Ports, None Available (Troubleshooting)

Command Bar Command

Commands

Compression, Exporting Files with

Concepts

Contacting Visioneer Command

Contents Command

Copy Command

Copy and Paste Options

Copy As Text Command

Copy As Text Command, Processing Text Using

Copy As Text Preferences Dialog Box

Copying, Cutting, and Pasting

Copying, Cutting, and Pasting Annotations

Copying, Cutting, and Pasting Information

Creating a New Item

Creating Annotations

Creating Mark-Ups

Creating Sticky Notes

Crop Command

Cropping an Item

Custom Mode, Setting

Cut Command

D

Delete Command

Delete Dialog Box

Delete Item Command

Deleting Annotations

Deleting Items

Deselect All Command

Desktop Menu

Desktop Messages

Desktop View Command

Desktop View

Desktop View, Working in

Disk and File Messages

Displaying and Hiding PaperPort Desktop Features

Displaying and Hiding the Annotation Tools

Displaying Annotations

Displaying E-Mail Messages Sent from PaperPort

Drag and Drop, Using to Create Stacks

Drawing Lines and Arrows

Duplicate Current Page Command

Duplicate Item Command

Duplicating an Item

E

E-Mail Command

E-Mail Preferences Dialog Box

E-Mail, Sending Items Using

E-Mail, Using PaperPort with

E-Mail Links Missing (Troubleshooting)

Edit Menu

Editing an OLE Object

Editing Annotation Text

Editing the Font and Color of an Existing Annotation

Electronic Fax, Using PaperPort with

Electronic Fax Command

Electronic Fax Preferences Dialog Box

Electronic Fax Problems (Troubleshooting)

Enhance Lines Command

Error Messages

Errors and Troubleshooting

Exit Command

Expand Sticky Notes Command

Expanding Sticky Notes

Export Command

Export Dialog Box

Export/Import Preferences Dialog Box

Export/Import Problems (Troubleshooting)

Exporting Files with Compression

Exporting Items

Exporting PaperPort Items

F

Fax, Sending an Item as

Faxed Items, Reading in PaperPort

File Menu

Files, Pages, and Stacks

Find Annotation Dialog Box

Find File Dialog Box

Find Item Dialog Box

Find Item/Annotation Command

Find Next Command

Finding an Item

Finding Annotations

Finding Files to Import

Finding Items and Annotations

Fine-Tuning Annotations

First Page Command

Fit to Window Command

Fitting an Item into a Window

Flip Command

Font Command

Font for an Annotation Tool, Setting

Font of an Existing Annotation, Editing

Font Dialog Box

Freehand Annotations, Adding

G

Generic Fax Preferences Dialog Box

Generic (Text) Word-Processor Preferences Dialog Box

Getting Items On and Off the PaperPort Desktop

Getting the Best Image Using the HP Flatbed Scanner

Giving Items Titles

Glossary Command

Go To Page Command

Go To Page Dialog Box

Graphics, Adding to Items

Grayscale Images, Working with

H

Hardware Preferences, Setting

Help Menu

Hiding and Displaying PaperPort Desktop Features

Hiding and Displaying the Annotation Tools

Hiding Annotations

Highlighting Parts of an Item

How To Use Help Command

HP Flatbed Scanner, Getting the Best Image Using

HP Flatbed Scanner, Scanning an Item Using

HP Flatbed Scanner, Scanning Items with

HP Flatbed Scanner, Selecting a Source for

HP ScanJet 4s Scan Mechanism, Cleaning

HP ScanJet 4s Scanner Button, Using

HP ScanJet 4s Scanner Doesn't Start (Troubleshooting)

HP ScanJet 4s Scanner Maintenance

HP ScanJet 4s Scanner Not Found (Troubleshooting)

HP ScanJet 4s Scanner, Calibrating

HP ScanJet 4s Scanner, Scanning an Item Using

HP ScanJet 4s Scanner, Scanning with

I

Image Editing Preferences Dialog Box

Image Mode, Selecting

Image Quality/Appearance (Troubleshooting)

Import Command

Import Dialog Box

Import Fax Command

Import Fax Dialog Box

Import/Export Preferences Dialog Box

Import/Export Problems (Troubleshooting)

Importing Files from Other Applications

Importing Files

Importing PaperPort Items Saved as Files

Information, Copying, Cutting, and Pasting

Inserting a Page in a Stack

Inserting a PaperPort Item into Another Application

Installation Problems (Troubleshooting)

Invert Command

Inverting an Item

Items Found Dialog Box

J

K

Keyboard Shortcuts

L

Last Page Command

Line Arrowhead Command

Line Width Command

Lines and Arrows, Drawing

Link Bar Command

Link Messages

Link Preferences, Setting

Links Command

Links

Links, Basic Steps for Using

Links, Using

M

Mark-Ups, Creating

Memory Messages

Mode, Scan, Selecting

Moving Annotations

Moving Between Pages in a Stack

Moving Thumbnails

N

New Item, Creating

New Item Command

Next Page Command

O

OCR Links, Processing Text Using

OCR Options

OCR Problems (Troubleshooting)

OCR Software, Reading Text with

OLE (Inserting a PaperPort Item into Another Application)

OLE, Additional Ways to Use

OLE, Using

OLE Object, Editing

One-Minute Guide Command

Other Applications, Importing Files from

Other Applications, Printing from

Other Links Command

Other Messages

P

Page Menu

Page View Command

Page View

Page View, Working

Pages, Cleaning

Pages, Stacks, and Files

Panning an Item

Paper Return, Adjusting

PaperPort Edit Scan Settings Dialog Box

PaperPort Desktop, Getting Items On and Off

PaperPort Desktop, Working on

PaperPort Desktop Features, Displaying and Hiding

PaperPort Desktop Preferences Dialog Box

PaperPort Show Scan Settings Dialog Box

Paste Command

Ports, Testing

Predefined Scan Mode, Choosing

Preferences Command

Preparing to Scan

Preview Dialog Box

Previous Page Command

Print Command

Print Dialog Box

Print Setup Command

Printer Command

Printer Preferences Dialog Box

Printing from Other Applications

Printing Items

Printing Problems (Troubleshooting)

Procedures

Processing Text Using the Copy As Text Command

Processing Text Using the OCR Links

Q

R

Reading Faxed Items in PaperPort

Reading Text with OCR Software

Redo Command

Removing Black Edges

Reorder Command

Reorder Dialog Box

Reordering Pages in a Stack

Resizing Annotations

Resolution, Understanding

Return to [file name] Command

Rotate Left Command

Rotate Right Command

Rotating Pages

S

Scan, Preparing to

Scan Mode, Choosing a Predefined

Scan Mode, Selecting

Scan Mode, Setting

Scan Mode, Setting a Custom

Scanner Communications Test Dialog Box

Scanner Preferences Dialog Box

Scanner Setup Dialog Box

Scanning an Item Using the HP Flatbed Scanner

Scanning an Item Using the HP ScanJet 4s Scanner

Scanning Groups of Items

Scanning Items with the HP Flatbed Scanners

Scanning Tips

Scanning to Get the Best Image

Scanning with the HP ScanJet 4s Scanner

Scanning Items

Screen Areas

Search For Help On Command

Search For Help On Dialog Box

Select All Command

Select Source Command

Select Source Dialog Box

Selecting a Scan Mode

Selecting a Source for the HP Flatbed Scanner

Selecting and Deselecting Items

Selecting Annotation Font and Color

Sending an Item as a Fax

Sending Items by Using E-Mail

Setting a Custom Mode

Setting Link Preferences

Setting the Default Font and Color for an Annotation Tool

Setting the Hardware Preferences

Setting the Scan Mode

Shortcuts

Show Annotations Command

Stack Selected Items Command

Stacking Items

Stack Command, Using

Stacks, Inserting a Page in

Stacks, Moving Between Pages in

Stacks, Pages, and Files

Stacks, Reordering Pages in

Stacks, Working with

Status Bar Command

Sticky Notes, Collapsing and Expanding

Sticky Notes, Creating

Straighten Page Dialog Box

Straightening Pages

Summary Info Command

Summary Information, Adding to Items

Summary Information Dialog Box

Switching Views

T

Table of Contents

Testing the Ports

Text, Processing Using the Copy As Text Command

Thumbnails, Moving

Tool Palette Command

Troubleshooting, Errors and

Troubleshooting

Troubleshooting: Electronic Fax Problems

Troubleshooting: HP ScanJet 4s Doesn't Start

Troubleshooting: HP ScanJet 4s Not Found

Troubleshooting: Image Quality/Appearance

Troubleshooting: Import/Export Problems

Troubleshooting: Installation Problems

Troubleshooting: Missing E-Mail Links

Troubleshooting: No Available COM Ports

Troubleshooting: OCR Problems

Troubleshooting: Printing Problems

U

Understanding Bit Depth and Resolution

Undo Command

Undo All Changes Command

Undoing an Action

Undoing Annotations

Unstack Command

Unstack Current Page Command

Unstacking Items

Update PaperPort Document in [file name] Command

Using Drag and Drop to Create Stacks

Using Links

Using PaperPort with an Electronic Fax

Using PaperPort with E-Mail

Using the HP ScanJet 4s Scanner Button

Using the Stack Command

Using Windows Object Linking and Embedding

V

View Menu

W

What PaperPort Does

Word-Processing Command

Word-Processor and Spreadsheet Preferences Dialog Box

Working in Desktop View

Working in Page View

Working on the PaperPort Desktop

Working with Color and Grayscale Images

Working with Stacks

X

Y

Z

Zoom In Command

Zoom Out Command

Zooming In or Out on a Page


File Menu

Contains commands for performing operations on files, pages, and stacks.

The File menu includes the following commands:

New Item	Display a new untitled item.
Import	Import PaperPort items saved as files, or files created by other applications.
Import Fax	Open a faxed item to read in PaperPort. (This command is enabled only if you have Delrina WinFax Pro installed on your computer.)
Export	Export an item as a PaperPort file or in another file format.
Update PaperPort Document in [file name]	Update a PaperPort item embedded in a container application.
Delete Item	Permanently delete items from the PaperPort Desktop.
Select Source	Select a scanning software source for the HP flatbed scanner.
Acquire	Start the HP scanning software to scan an item.
Change Title	Name an untitled item or rename a previously-named item.
Summary Info	Display summary information about an item.
Links	Displays a list of installed linked applications.
Printer	Send an item to the printer.
Electronic Fax	Send an item using your electronic fax software and modem.
E-mail	Links for e-mail applications.
Word-Processing	Process an item and change to text that you can edit.
Other Links	Links for such programs as Adobe Photoshop, Paintbrush, and Microsoft Excel.
Print	Print an item.
Print Setup	Set paper size and options for printing.
Return to [file name]	Return to a container application while performing an OLE operation.
Exit	Quit the PaperPort application.


New Item
(File Menu)

You can use the New Item command to create a blank page on the PaperPort Desktop.


See Also

Creating a New Item

Desktop View


Import
(File Menu)

Use the Import command to import one of the following types of files into PaperPort:

•	PaperPort (.MAX)

•	.BMP

•	.PCX

•	.DCX

•	.JPG

•	.GIF

•	.TIF


See Also

Importing Files


Import Fax
(File Menu)

If you're using Delrina WinFax Pro as your fax application, you can use the Import Fax command to view faxed items.


See Also

Reading Faxed Items in PaperPort


Delete Item
(File Menu)

Use this command to remove items on your PaperPort Desktop that you no longer need, or to reduce the items on your PaperPort Desktop to a more manageable number.

CAUTION: If you want to remove the item from the PaperPort Desktop, but do not want to delete it permanently, export the item to another format by choosing Export from the File menu. Failure to export the item before deleting will result in permanent loss of the item.


See Also

Deleting Items

Exporting Items


Export
(File Menu)

Use this command to export a PaperPort file as a DOS file. For instance, you may want to save a file on a floppy disk, or let someone else open the item in an application that requires a different file format, such as a .BMP file for Paintbrush.


See Also

Exporting PaperPort Items

Exporting Files with Compression


Update PaperPort Document
in [file name] (File Menu)

Use this command to update a PaperPort item previously embedded in a container application using OLE. You can double-click the embedded object in the container application, make any necessary changes in PaperPort, and then choose Update PaperPort Document in [file name] to cause the changes to take effect in the target file in the container application.

NOTE: [file name] will display the name of the target file in the container application.


See Also

Editing an OLE Object

Inserting a PaperPort Item into Another Application


Select Source
(File Menu)

The scanning software source is the program that the HP flatbed scanner uses to scan an item. Use this command to select a software source if you have more than one scanner attached to your computer. Otherwise, PaperPort will automatically select the scanning software source for you.


See Also

Selecting a Source for the HP Flatbed Scanner


Acquire
(File Menu)

The Acquire command is available in some word-processors and other software programs, including PaperPort if you are using an HP flatbed scanner. If Acquire is available in a word-processor, a scanned picture can be easily placed into a document without saving the picture in a file.

 You can also start the HP scanning software by using the Scan icon on the Command Bar.


See Also

Scanning with the HP Flatbed Scanner


Change Title
(File Menu)

Use the Change Title command to change the name of a previously named item or to give an untitled item ("Untitled") a name. Titles can be up to 30 characters long.


See Also

Finding an Item in Desktop View

Giving Items Titles


Summary Info
(File Menu)

The Summary Info command gives you an opportunity to add or display summary information about an item. You can add a title, creator, keywords, or comments. You can then use these items with the Find Item command to search your disk for PaperPort items.

NOTE: If you are going to combine items into a stack, add the summary information after stacking the pages. Summary information added to individual items that are then stacked is not saved.


See Also

Finding an Item in Desktop View

Finding Annotations

Stacking Items


Links
(File Menu)

Use this command to choose from installed linked applications such as electronic fax, OCR, printer, and e-mail applications.


See Also

Basic Steps for Using Links

Links

Setting Link Preferences


Printer
(Links Submenu)

On the PaperPort Desktop, select the item or items you want to print. Then select Printer from the Links submenu, or, if you have selected the Display Link Icon option in the Printer Preferences dialog box, drag and drop the item onto the Printer icon on the Link Bar.

NOTE: To print an item, you can also choose the Print command from the File menu.


See Also

Basic Steps for Using Links

Links

Printing Items

Setting Link Preferences


E-Mail
(Links Submenu)

On the PaperPort Desktop, select the item or items you want to send. Then select the e-mail application's name from the Links submenu, or, if you have selected the Display Link Icon option in the E-Mail Preferences dialog box, drag and drop the item onto the E-Mail icon on the Link Bar.

Logon to the e-mail application in the usual way. The message addressing dialog box, which is different for each e-mail application, appears. Fill in the message information, then send the message


See Also

Basic Steps for Using Links

Links

Sending Items by Using E-Mail

Setting Link Preferences


Electronic Fax
(Links Submenu)

On the PaperPort Desktop, select the item or items you want to fax. Then select Electronic Fax from the Links submenu, or, if you have selected the Display Link Icon option in the Electronic Fax Preferences dialog box, drag and drop the item onto the Fax icon on the Link Bar.

A message indicates that the item is being printed. Use your electronic fax software as you normally would, such as adding a cover sheet, addressing the fax, and sending it.


See Also

Basic Steps for Using Links

Links

Sending an Item as a Fax

Setting Link Preferences


Word-Processing
(Links Submenu)

On the PaperPort Desktop, select the item or items you want to send. Then select the word-processor (such as Microsoft Word) from the Links submenu, or, if you have selected the Display Link Icon option in the Word Processor Preferences dialog box, drag and drop the item onto the word-processor's icon on the Link Bar.

The OCR software starts automatically. A dialog box indicates the status of the OCR processing and text export.


See Also

Basic Steps for Using Links

Links

Processing Text Using the OCR Links

Setting Link Preferences


Other Links
(Links Submenu)

If PaperPort has detected links other than the default links installed on your computer, their names appear in the Link submenu.

To process an item using an additional link, on the PaperPort Desktop, select the item or items you want to send. Then select the link's name from the Links submenu, or, if you have selected the Display Link Icon option in the link's Preferences dialog box, the link's icon in the Link Bar.


See Also

Basic Steps for Using Links

Links

Setting Link Preferences


Print
(File Menu)

The PaperPort application uses standard Windows printing features. The Print dialog box lets you specify the number of copies, a range of pages to print, and the printer source.

NOTE: To print an item, you can also choose the Printer command from the Links submenu.


See Also

Links

Printing Items

Setting Link Preferences


Print Setup
(File Menu)

The Print Setup command displays preferences for printing. You can decide whether to collate pages of a printout, use automatic page orientation, display a dialog box when printing, or display the printer icon in the Link Bar. You can also access the standard Windows printer setup dialog box, which lets you specify a printer and a page size, as well as advanced printer options.

NOTE: The printer preferences can also be accessed from the Preferences command on the Edit menu.


See Also

Links

Printing Items

Setting Link Preferences


Return to [file name]
(File Menu)

Use the Return to [file name] command to return from the PaperPort Desktop to a container application when you are ready to insert a PaperPort item into the container application. This command appears on the File menu only when you are performing an OLE operation.

NOTE: [file name] will display the name of the target file in the container application.

 You can also return to the container application by clicking the OLE Rtn icon on the Command Bar.


See Also

Editing an OLE Object

Inserting a PaperPort Item into Another Application


Exit
(File Menu)

Choose this command to exit the PaperPort application. When you exit, the program preserves your PaperPort Desktop so it will appear as you left it the next time you use PaperPort.


Edit Menu

Contains commands for editing text, selecting text, and changing settings.

The Edit menu includes the following commands:

Undo	Undo the last action.
Undo All Changes	Undo all changes to an item.
Redo	Redo the last action.
Cut	Move selected annotation, information, or text to the Clipboard.
Copy	Copy selected annotation, information, or text to the Clipboard.
Paste	Insert the contents of the Clipboard.
Delete	Remove items in Desktop View; remove annotations in Page View.
Crop	Select an area of a page and delete the area that is not selected.
Copy As Text	Convert text in a PaperPort item to editable text and place it on the Clipboard.
Select All	Select all pages and stacks in Desktop View; select all annotations in Page View.
Deselect All	Deselect all items in Desktop View; deselect all annotations in Page View.
Find Item/Annotation	In Desktop View, Find Item looks for search criteria in items on the PaperPort Desktop. In Page View, Find Annotation looks for search criteria in annotations in an open item.
Find Next	Find the next occurrence of the search criteria set in Find Item or Find Annotation.
Browse	Display a list of all items on the PaperPort Desktop.
Preferences	Change settings for the HP ScanJet 4s scanner, the PaperPort Desktop, importing and exporting, and any link installed on your computer.


Undo
(Edit Menu)

Use this command to undo your last action (cut, copy, paste, stack, rotate, and so on.).


See Also

Undoing an Action

Undoing Annotations


Undo All Changes
(Edit Menu)

Use the Undo All Changes command to remove all changes to an item that you have made.

The Undo All Changes command applies only as you're working on a page. If you switch to another page and then come back, you can't use the Undo All Changes command. Instead, you can select and delete the annotations that you don't want.


See Also

Undoing an Action

Undoing Annotations


Redo
(Edit Menu)

After you undo an action, the Undo command changes to Redo. Choose this command to redo the action you just undid.


See Also

Undoing an Action

Undoing Annotations


Cut
(Edit Menu)

Use the Cut command to cut a selected area of an item or an annotation to the Clipboard. From the Clipboard, you can paste the selection into other PaperPort items.

For sticky notes and mark-ups, you can also cut selected text within the annotation. You can then paste annotation text into other applications.


See Also

Copying, Cutting, and Pasting Annotations

Copying, Cutting, and Pasting Information

Editing Annotation Text

Moving Annotations


Copy
(Edit Menu)

Use the Copy command to copy a selected area of an item or an annotation to the Clipboard. From the Clipboard, you can paste the selection into other PaperPort items.

For sticky notes and mark-ups, you can also copy selected text within each type of annotation. You can then paste annotation text into other applications.


See Also

Copying, Cutting, and Pasting Annotations

Copying, Cutting, and Pasting Information

Editing Annotation Text

Moving Annotations


Paste
(Edit Menu)

Use the Paste command to paste annotations or information from the Clipboard onto a page. You can paste information or annotations that you have cut or copied from another page or item, or you can paste information from another application into a PaperPort item.

You can also use the Paste command to paste text from the Clipboard into a sticky note or mark-up annotation. You can paste text that you have cut or copied from other annotations, or you can paste text from another application.


See Also

Copying, Cutting, and Pasting Annotations

Copying, Cutting, and Pasting Information

Editing Annotation Text

Moving Annotations


Delete
(Edit Menu)

Use the Delete command to delete items from your PaperPort Desktop. You can delete items you no longer need, or remove them to reduce the number of items on your PaperPort Desktop.

CAUTION: Deleting an item deletes it permanently. If you want to save it for future use, use the Export command in the File menu to export the item before deleting it. Exporting lets you save the item in several different formats.

You can use Delete in Page View to delete selected annotations on the current page.

NOTE: Deleted items are not placed onto the Clipboard.


See Also

Copying, Cutting, and Pasting Annotations

Copying, Cutting, and Pasting Information

Deleting Items

Deleting Annotations


Crop
(Edit Menu)

Use the Selection tool to choose an area of the page. When you select the Crop command, the unselected area is removed. Only the selected area remains on the page.


See Also

Copying, Cutting, and Pasting Information

Cropping an Item


Copy As Text
(Edit Menu)

Using the OCR software provided with PaperPort, you can use the Copy As Text command to convert scanned text to editable text and place it on the Clipboard.


See Also

Copying, Cutting, and Pasting Information

Processing Text Using the Copy As Text Command


Select All
(Edit Menu)

Use the Select All command to select all pages and stacks on the PaperPort Desktop. You can then export, close, send, or print all the items on your PaperPort Desktop in one operation.

If you want to select most but not all items, use Select All and then deselect individual items by Shift-clicking them.

You can use Select All in Page View to select all annotations on the current page.


See Also

Selecting and Deselecting Items


Deselect All
(Edit Menu)

Use the Deselect All command to deselect all selected pages and stacks on the PaperPort Desktop. Use Shift-click to deselect individual items.

You can use Deselect All in Page View to deselect all selected annotations on the current page.


See Also

Selecting and Deselecting Items


Find Item/Annotation
(Edit Menu)

Finding Files

Use the Find Item command in Desktop View to search for and retrieve items. You can use information added in the Summary Information dialog box as search criteria, or you can search for annotation text.

A search can result in multiple items that match the search criteria. In the list of files found, you can click an item name to display its thumbnail.

After you find a group of items, you can open each file individually.

Finding Annotation Text

Use this command to search in Page View for some particular annotation text in an open PaperPort item. You can search only for annotation text that is part of a sticky note or mark-up. You cannot search for scanned text. The PaperPort application will move to the page in a stack that contains the annotation.

 You can also search for items on the PaperPort Desktop or annotations in Page View using the Find icon on the Command Bar.


See Also

Finding Annotations

Finding an Item in Desktop View


Find Next
(Edit Menu)

Use the Find Next command to find the next occurrence of the search criteria specified in the Find Item dialog box or the text specified in the Find Annotation dialog box.


See Also

Finding Annotations

Finding an Item in Desktop View


Browse
(Edit Menu)

Using the Browse command, you can quickly see a list of all the items on the PaperPort Desktop. You can choose Browse from either Desktop View or Page View.

In the list of files, you can click an item name to display a thumbnail of the first page in that item.


See Also

Finding an Item


Preferences
(Edit Menu)

Use the Preferences command to configure and set preferences for the HP ScanJet 4s scanner, the PaperPort Desktop, importing and exporting, and any link (electronic fax, e-mail, OCR application, printer, and so on) that you use.

Scanner

Select Scanner from the Category list to set preferences for the operation of your HP ScanJet 4s, including scanning brightness, mode, and automatic image straightening and trimming.

PaperPort Desktop

Select Desktop from the Category list to set preferences for the PaperPort Desktop. You can choose whether you want scanned pages to open in Desktop View or Page View by selecting the appropriate button under New Pages.

In addition, you can choose to show text in icons on the Command Bar, use a color screen, maximize the PaperPort Desktop window at Startup, show ToolTips, and use a gray background for dialog boxes.

Import/Export

Select the Import/Export icon to set the amount of compression to use when exporting color and grayscale items.

Links

The preferences for each link let you choose which links you want displayed on the Link Bar. Other preferences depend on the particular applications you use.

For information about the link options you can set, see one of the following:

•	To set preferences for a printer link, see the Printer Preferences dialog box.

•	To set preferences for a fax link, see the Electronic Fax Preferences dialog box.

•	To set preferences for an OCR link, see the Generic (Text) Word-Processor Preferences dialog box.

•	To set preferences for additional OCR links, such as Microsoft Excel, see the Word-Processor and Spreadsheet Preferences dialog box.

•	To set preferences for additional OCR links, such as Microsoft Excel, see the Word-Processor and Spreadsheet Preferences dialog box.

•	To set preferences for processing text using the Copy As Text command, see the Copy As Text Preferences dialog box.

•	To set preferences for an e-mail link, see the E-Mail Preferences dialog box.

•	To set preferences for other image editing, such as Paintbrush, see the Image Editing Preferences dialog box.


See Also

Desktop View

Exporting Files with Compression

Setting Link Preferences


View Menu

Contains commands for changing views and for displaying or hiding screen regions.

The View menu includes the following commands:

Desktop View	Switch to Desktop View to stack, unstack, and arrange items.
Page View	Switch to Page View to examine and annotate pages.
Command Bar	Display and hide the PaperPort Command Bar in Page View.
Link Bar	Display and hide the Link Bar.
Status Bar	Display and hide the Status Bar.
Tool Palette	Display and hide the Annotation Tool Bar (available in Page View only).
Actual Size	Display the current page at the actual size of the scanned page (available in Page View only).
Zoom In	Zoom in to enlarge the page image (available in Page View only).
Zoom Out	Reduce the page on the screen for a broader view of the page (available in Page View only).
Fit to Window	Fit an entire image into the Page View window (available in Page View only).


Desktop View
(View Menu)

Use the Desktop View command to switch from Page View to Desktop View. In Desktop View, you can move, stack, unstack, duplicate, and arrange pages and stacks.

 You can also switch to Desktop View by clicking the Desktop View icon on the Command Bar.


See Also

Desktop View

Switching Views


Page View
(View Menu)

Use the Page View command to switch from Desktop View to Page View. In Page View, you can magnify, read, and annotate pages.

 You can also switch to Page View by clicking the Page View icon on the Command Bar or by double-clicking the PaperPort item you want to view.


See Also

Page View

Switching Views


Command Bar
(View Menu)

Use Command Bar to display or hide the Command Bar.

All of the functions provided by the icons on the Command Bar are duplicated in the PaperPort menus, so you lose no functionality by hiding the Command Bar.


See Also

Screen Areas


Link Bar
(View Menu)

Use this command to display the Link Bar on the left of the screen in Desktop View. Hiding the Link Bar makes more space available on the PaperPort Desktop.

When you quit the PaperPort application, it remembers whether the bar is displayed or hidden.


See Also

Links

Screen Areas


Status Bar
(View Menu)

Use this command to display the Status Bar at the bottom of the PaperPort Desktop.

When you quit the PaperPort application, it remembers whether the bar is displayed  or hidden.


See Also

Screen Areas


Tool Palette
(View Menu)

Use the Tool Palette command to display the Annotation Tool Bar in Page View. To create annotations in an item, the Annotation Tool Bar must be displayed. Hiding the Annotation Tool Bar lets you see more of the page you're viewing.

When you quit the PaperPort application, it remembers whether the bar is displayed or hidden.


See Also

Annotations

Screen Areas


Actual Size
(View Menu)

In Page View, use the Actual Size command to display a page closest to the actual size of the paper that you scanned in.

 You can also display a page at actual size by clicking the "actual" button on the Page View Ribbon.


See Also

Zooming In or Out on a Page


Zoom In
(View Menu)

In Page View, use the Zoom In command to enlarge the page image. Zooming in is useful for reading annotations, small print, or detailed graphic images that you might not be able to see clearly when the page is smaller.

 You can also zoom in by clicking the Zoom In button on the Page View Ribbon

or

 Use the "+" key on the numeric keypad of your keyboard.


See Also

Panning an Item

Zooming In or Out on a Page


Zoom Out
(View Menu)

In Page View, use the Zoom Out command to reduce the size of the page image. Zooming out is useful when you need a broad view of a page.

 You can also zoom out by clicking the Zoom Out button on the Page View Ribbon.

or

 Use the "-" key on the numeric keypad of your keyboard.


See Also

Zooming In or Out on a Page


Fit to Window
(View Menu)

If an image of a page is larger than the Page View window, use the Fit to Window command to reduce the image size so the entire image is visible in the Page View window.


See Also

Fitting an Item into a Window

Panning an Item


Desktop Menu

Contains commands for manipulating pages and stacks. PaperPort Desktop menu items are active only when in Desktop View.

The PaperPort Desktop menu includes the following commands:

Stack Selected Items	Place the selected pages and stacks into a new stack.
Unstack	Separate a stack into individual pages and place them on the PaperPort Desktop.
Unstack Current Page	Take the top page off a stack and place it on the PaperPort Desktop.
Reorder	Reorder pages in a stack.
Duplicate Item	Copy a page or stack on the PaperPort Desktop.
Duplicate Current Page	Make a copy of the current page in a stack and place it on the PaperPort Desktop.
Arrange Selected Items	Arrange the selected items on the PaperPort Desktop so that the items do not overlap and the items are neatly arranged.
Arrange Desktop	Arrange all the items on the PaperPort Desktop so that the items do not overlap and the items are neatly arranged.


Stack Selected Items
(Desktop menu)

Use the Stack Selected Items command to place the selected pages and stacks in a new stack, which is automatically selected.

 You can also stack the selected items by clicking the Stack Selected Items icon from the Command Bar.


See Also

Selecting and Deselecting Items

Stacking Items

Unstacking Items


Unstack
(Desktop menu)

Use the Unstack command to separate a stack of pages into separate pages on the PaperPort Desktop. The PaperPort application automatically selects all of the pages.

 You can also unstack all pages by clicking the Unstack icon from the Command Bar.


See Also

Selecting and Deselecting Items

Stacking Items

Unstacking Items


Unstack Current Page
(Desktop menu)

Use the Unstack Current Page command to unstack the top page of a stack and place it in a new untitled item on the PaperPort Desktop. You can navigate through a stack to view each individual page in that stack, using the Page Navigator.


See Also

Moving Between Pages in a Stack

Selecting and Deselecting Items

Stacking Items

Unstacking Items


Reorder
(Desktop menu)

After creating a stack, you may want to reorder the pages. For example, you can use the Reorder command to reorder a stack of scanned invoices in numerical order.


See Also

Moving Between Pages in a Stack

Reordering Pages in a Stack

Stacking Items


Duplicate Item
(Desktop menu)

Use the Duplicate command to make a copy of one selected page or stack on the PaperPort Desktop . The PaperPort application places the duplicate as a separate item and automatically selects it.

 You can also create a duplicate page or stack by clicking the Duplicate icon on the Command Bar.


See Also

Duplicating an Item


Duplicate Current Page (Page Menu)
Duplicate Current Page
(Desktop menu)

Use this command to copy one page in a stack (not the entire stack) on the PaperPort Desktop. Display the page you want, then choose Duplicate Current Page.


See Also

Duplicating an Item

Moving Between Pages in a Stack


Arrange Selection (Desktop Menu)
Arrange Selected Items
(Desktop menu)

Use the Arrange Selected Items command to organize a selected group of items. (Use Shift-click to select the items.) The PaperPort application rearranges the selected items on your PaperPort Desktop in an orderly pattern.


See Also

Arranging Items

Selecting and Deselecting Items


Arrange PaperPort Desktop
(Desktop menu)

Use the Arrange PaperPort Desktop command to organize your PaperPort Desktop by eliminating empty spaces and overlapping items. The PaperPort application rearranges all of the items on your PaperPort Desktop in an orderly pattern.

 You can also arrange your PaperPort Desktop by clicking the Arrange PaperPort Desktop icon from the Command Bar.


See Also

Arranging Items

Selecting and Deselecting Items


Page Menu

Contains commands for manipulating pages.

The Page menu includes the following commands:

Go To Page	Go to a specific page in a stack.
First Page	Go to the first page in a stack.
Last Page	Go to the last page in a stack.
Previous Page	Go to the page before the one you are currently viewing.
Next Page	Go to the page after the one you are currently viewing.
Clean Page	Remove stray dots or "speckles" from a page.
Invert	Reverse an item's image.
Auto-Straighten Page	Straighten a page.
Enhance Lines	Darken lines and connect broken lines.
Rotate Right	Rotate a page 90 degrees to the right (clockwise).
Flip	Rotate a page 180 degrees.
Rotate Left	Rotate a page 90 degrees to the left (counter clockwise).


Go To Page
(Page Menu)

Use the Go to Page command to go directly to any page in the stack. In Desktop View., select a stack and choose the Go to Page command. Type the page number you want to go to and click OK.


See Also

Moving Between Pages in a Stack


First Page
(Page Menu)

Use the First Page command to go to page 1 in a stack.


See Also

Moving Between Pages in a Stack


Last Page
(Page Menu)

Use the Last Page command to go to the last page in a stack.


See Also

Moving Between Pages in a Stack


Previous Page
(Page Menu)

Use the Previous Page command to go to the page before the current one you are viewing in a stack.


See Also

Moving Between Pages in a Stack


Next Page
(Page Menu)

Use the Next Page command to go to the page after the current one you are viewing in a stack.


See Also

Moving Between Pages in a Stack


Clean Page
(Page Menu)

Use the Clean Page command to remove speckles from pages. Cleaning is useful when using images in conjunction with OCR software. This command is designed to be used with text pages only. Using Clean Page with photos may result in a loss of information.


See Also

Cleaning Pages

Reading Text with OCR Software


Invert
(Page Menu)

In Page View, use the Invert command to reverse an item's image from black on white to white on black. Later on, if you want to change it back to the original black-on-white image, invert it again.


See Also

Inverting an Item


Auto-Straighten Page
(Page Menu)

Use the Auto-Straighten Page command to straighten a page after scanning if you didn't select Straighten Automatically before scanning. If you see that an item is crooked after scanning it, choose Auto-Straighten Page to straighten that page.


See Also

Straightening Pages


Enhance Lines
(Page Menu)

To darken lines and connect any broken lines (for example, in a spreadsheet or form) , display the item in Page View and choose the Enhance Lines command from the Page menu. This command works only on black-and-white images.


See Also

Cleaning Pages


Rotate Right
(Page Menu)

Use the Rotate Right command to rotate a single page or the top page of a stack. Rotating is useful if the printing on an item is sideways (landscape orientation). Use this command in Desktop View or Page View.

 You can also rotate a page to the right by clicking the Rotate icon from the Command Bar.

NOTE: You must remove all annotations before rotating a page. If you wish to keep the annotations on the page, follow this procedure:

1. 	Select all annotations.

2. 	Select Cut to remove the annotations.

3. 	Perform the rotation.

4. 	Select Paste to place the annotations back on the page.


See Also

Rotating Pages


Flip
(Page Menu)

Use the Flip command to rotate by 180 degrees a single page or the top page of a stack. Flip is useful if you accidentally scanned the paper upside-down. Use this command in Desktop View or Page View.

NOTE: You must remove all annotations before rotating a page. If you wish to keep the annotations on the page, follow this procedure:

1. 	Select all annotations.

2. 	Select Cut to remove the annotations.

3. 	Perform the rotation.

4. 	Select Paste to place the annotations back on the page.


See Also

Rotating Pages

Scanning an Item Using the HP Flatbed Scanner

Scanning an Item Using the HP ScanJet 4s Scanner


Rotate Left
(Page Menu)

Use the Rotate Left command to rotate a single page or the top page of a stack. Rotating is useful if the printing on an item is sideways (landscape orientation). Use this command in Desktop View or Page View.

NOTE: You must remove all annotations  before rotating a page. If you wish to keep the annotations on the page, follow this procedure:

1. 	Select all annotations.

2. 	Select Cut to remove the annotations.

3. 	Perform the rotation.

4. 	Select Paste to place the annotations back on the page.


See Also

Rotating Pages


Annotations Menu

Contains commands for working with and customizing annotations. These items are disabled in the Desktop View, and, until a page has annotations on it, are disabled in the Page View.

The Annotation menu includes the following commands:

Show Annotations	Display or hide all annotations.
Collapse Sticky Notes	Change selected sticky notes to collapsed form.
Expand Sticky Notes	Change selected sticky notes to expanded form.
Font	Change font, font point size, and color of text in sticky notes and mark-ups.
Color	Set color of annotations.
Line Width	Select a line width for freehand and arrows annotations.
Line Arrowhead	Select an arrow type.


Show Annotations
(Annotation Menu)

Use this command to display or hide annotations on a page in Page View.

The Show Annotation command affects all annotations on every page, not just the currently displayed page.


See Also

Annotations

Displaying Annotations


Collapse Sticky Notes
(Annotation Menu)

Use this command to collapse selected sticky notes into icons. Collapsing or expanding sticky notes does not affect other annotations in an item.


See Also

Annotations

Collapsing and Expanding Sticky Notes

Displaying Annotations


Expand Sticky Notes
(Annotation Menu)

Use this command to expand selected sticky notes that have been collapsed. Collapsing or expanding sticky notes does not affect other annotations in an item.


See Also

Annotations

Collapsing and Expanding Sticky Notes

Displaying Annotations


Font
(Annotation Menu)

Use the Font command to choose a font for the selected annotations. Available fonts depend on the fonts installed in Windows.

The Font command can be used to change the font of an existing annotation or to change the default font setting for an annotation tool.


See Also

Annotations

Creating Annotations

Editing the Font and Color of an Existing Annotation

Setting the Default Font and Color for an Annotation Tool


Color
(Annotation Menu)

Use the Color command to change the color of an existing annotation or to change the default color setting for an annotation tool.


See Also

Annotations

Creating Annotations

Editing the Font and Color of an Existing Annotation

Setting the Default Font and Color for an Annotation Tool


Line Width
(Annotation Menu)

Use the Line Width command to choose a width for a selected line.

The Line Width command can be used to change the line width of an existing annotation, or to change the default line width setting for an annotation tool.


See Also

Drawing Lines and Arrows


Line Arrowhead
(Annotation Menu)

Use the Line Arrowhead command to select an arrowhead and its location on the line.

The Line Arrowhead command can be used to change the arrowhead of an existing annotation, or to change the default arrowhead setting for the Arrow tool.


See Also

Drawing Lines and Arrows


Help Menu

Contains commands for getting information on PaperPort.

The Help menu includes the following commands:

Contents	Display the PaperPort Help Table of Contents.
Search for Help on	Search PaperPort Help for a specific topic.
How to Use Help	Display information on how to use the Help system.
Contacting Visioneer	Display information on how to contact Visioneer.
Glossary	Display the PaperPort Help Glossary.
One-Minute Guide	View the PaperPort One-Minute Guide.
About PaperPort	Display copyright and program information.


Contents
(Help Menu)

Use the Contents command to display the PaperPort Help, beginning with the Table of Contents.


Search for Help on
(Help Menu)

Choose the Search for Help On command to search the PaperPort Help for specific keywords or phrases, then show topics which discuss that word or phrase.


How To Use Help
(Help Menu)

Select How to Use Help if you need general information on getting around the Help system.


Contacting Visioneer
(Help Menu)

To find the appropriate support number, see the Customer Support Card that came with PaperPort.


Glossary
(Help Menu)

Select Glossary from the Help menu to display the PaperPort Help Glossary, a listing key terms and their definitions.


One-Minute Guide
(Help Menu)

Choose One-Minute Guide from the Help menu to display the PaperPort One-Minute Guide, a quick, online tutorial of PaperPort features and procedures.


About PaperPort
(Help Menu)

Use this command to display the About PaperPort dialog box, which contains the version number, licensing and serial number information for the copy of the PaperPort application installed on your computer.


Import
Dialog Box

Fill in this dialog box to open a disk file containing a PaperPort item or to import a graphics file created by another application.

Dialog Box Options:

File Name: Type a file name, or select a name from the scrolling list of files. You can list files with similar names using standard Windows wildcards: a question mark (?) to represent any one character, or an asterisk (*) to represent a string of characters. For example, CON*.MAX lists all PaperPort files whose names begin with CON followed by any other characters, as in the file names CONNECT.MAX and CONVERT.MAX.

List Files of Type: Select the file format of the file you want to import. You can open a .MAX file, or import a .BMP, .PCX, .DCX, .JPG, .GIF, or .TIF

Drives: Select the disk drive containing the file you want to import.

Directories: Select the directory containing the file to import. You can navigate through the directories by double-clicking on the directory folders to open and close them.

NOTE: If you have a PC file without the appropriate extension, such as .TIF for a TIFF file, the PaperPort application does not display the file in the dialog box. Add the three-character extension (such as .MAX, .PCT, or .TIF) to the file so that it is listed in the directory dialog box.

Find File: Opens the Find File dialog box, which you can use to search for files you want to open.

Network: Opens the Network Drive Connections dialog box, which is used to change network mapping and enable you to browse through the network for files. This option is available only if you are connected to a network.


See Also

Importing Files


Find File
Dialog Box

Fill in this dialog box to search for files you want to open.

Dialog Box Options:

File Name: Type the exact file name or the first few letters of that name. When this field is left blank, Find File searches for all PaperPort files that match the other criteria.

Directories: Select the directory you want to search. You can navigate through the directories by double-clicking on the directory folders to open and close them.

Search Subdirectories: Click this button to search all subdirectories under the selected search directory.

Drives: Select the disk drive that you want to search

Search for Text: To limit a search to files containing particular text in an item's Summary Info or annotations, enter in this section the search criteria you want to match.

Title: The name of the item. Leave it blank if the item is Untitled.

Creator: By default, the name of the person who initially installed PaperPort (the installation process asks for a name), or a name changed later in the Summary Information dialog box.

Keywords: Words entered in the Summary Information dialog box, that PaperPort can use to search through items to find the one you want.

Annotation: Text in annotations in PaperPort items.

Whole Word Only. Check this box to match the search word only if it is a whole word (not part of a longer word). For example, if you enter micro, the search will not find files containing microcomputer.

Case Sensitive. Check this box to match letters exactly as you entered them. For example, if you enter court, the search will not find COURT. If you leave this box unchecked, the search will find both words no matter how you typed the search word.

Match Any Field: Finds items that match any of the search criteria.

Match All Fields: Finds items that match all of the search criteria.

Search by Date Modified: To limit your search to those files modified before or after a particular date, type the date in the box and click the Before or After button.


See Also

Finding an Item

Finding Annotations


Preview
Dialog Box

This dialog box appears when you import a color or grayscale image.

Dialog Box Options:

Stop Reading: Select this button if the image is obviously not the quality you want.

Photo/Text: Select the option for the type of file you're importing.

Image Brightness: Drag the slider to change the brightness of the image as the HP ScanJet 4s scanner reads it.

Read Again: Click this button to read the image again after changing the settings.


Import Fax
Dialog Box

This dialog box lists the faxes available to be read in PaperPort. When you select a fax you want to read, its thumbnail appears in the dialog box.


See Also

Reading Faxed Items in PaperPort


Export
Dialog Box

Fill in this dialog box to save an existing file you want to open in another application, or to give a new name or a different file format to a previously-saved item.

Dialog Box Options:

File Name: Type a file name, or select a name from the scrolling list of files. If you select the name of an existing file, you can overwrite that file, replacing its contents with the item you're saving. PaperPort will ask you to confirm the replacement before overwriting the existing file.

Save File as Type: Select the file format for the file. You can save a .MAX file, or export a .BMP, .PCX, .DCX, .JPG, .GIF, or .TIF

Directories: Select the directory to which you want to export the file. You can navigate through the directories by double-clicking on the directory folders to open and close them.

Drives: Select the disk drive (including any network drive) where you want to export the file.


See Also

Exporting PaperPort Items


Select Source
Dialog Box

Use this dialog box to select a software source for the HP flatbed scanner.

NOTE: If you have only one scanner attached to your computer; PaperPort will automatically select the scanning software source for you.

Dialog Box Options

Sources: Select the source for your scanner from the list.

Select. Click to confirm the selection.


See Also

Scanning an Item Using the HP Flatbed Scanner

Selecting a Source for the HP Flatbed Scanner


Change Item Title
Dialog Box

In Page View, fill in this dialog box to retitle an item.

Dialog Box Options

Item Title: The name of the item. It will be blank if the item is Untitled. Type in a title for the item.


See Also

Giving Items Titles


Summary Information
Dialog Box

Fill in this dialog box to add summary information about an item.

Dialog Box Options

Title. The title of the item. This field is blank if the item is untitled. Changing the title here also changes it on the PaperPort Desktop.

Creator. The name that you entered when you initially installed PaperPort. You can change the name.

Keywords. Words PaperPort uses to find items. Separate keywords with a comma -- for example, Smith Corp, invoice, Building project, JacqueS. PaperPort finds items with keywords that match any one of the keywords that you specified.

Comments. Information that will help you remember facts about the item, such as Copy Sent to NW Sales Office or Received as Fax from Frankfurt.


See Also

Adding Summary Information to Items


Print
Dialog Box

Fill in this dialog box to print the selected items on your printer.

Dialog Box Options:

Print Range. All prints all pages in the selected item, including all pages in the stack. Pages prints a range of pages from the selected stack. Enter the pages to print in the From and To boxes.

Print to File. Prints pages to a file instead of to the printer. When you click OK, another dialog box appears; fill in the name of the file you want to receive the printed pages.

Copies. Prints the number of copies you specify.

Collate Copies. Prints the copies as collated items.

Setup. Displays a dialog box for selecting options for your printer. See your printer's user manual for a description of the options.


See Also

Setting Link Preferences

Printing Items


Delete
Dialog Box

This dialog box is displayed if you select the Delete or Delete Item commands to remove an item.

Dialog Box Options:

Yes: Choose Yes to remove only the current item. A message confirms that you want to remove the item from the PaperPort Desktop and permanently delete it.

Yes to All: Choose Yes to All to remove all selected items without displaying the Delete dialog box for each one.

CAUTION: If you choose Yes to All, PaperPort deletes all items without confirmation.

No: Choose this option if you decide not to remove the currently selected item. PaperPort will then display the Delete dialog box for the next selected item.

Cancel: Choose this option to return to the PaperPort Desktop without removing anything.


See Also

Deleting Items


Find Annotation
Dialog Box

Select options for finding annotation text in an item.

Dialog Box Options:

Text: Type the text you want to search for. You can enter a few letters, a complete word, or several words.

Whole Word: Search only for the entire word. For example if you select this option and enter Lindbergh, the search will not find Lindberg.

Case Sensitive: Narrow the search to annotations that match the case of the text entered. For example, if you enter Aroma, the search will not find AROMA or aroma.

Direction: Search the annotations in the order in which you entered them. Choose Down to search from first to last, or Up to search from last to first.


See Also

Finding an Item

Finding Annotations


Find Item
Dialog Box

Fill in this dialog box to search for items.

Dialog Box Options:

Title. Type the title given to the item.

Creator. Type the name listed in the Summary Information dialog box as the creator of the item.

Keywords. Type any of the item's keywords, listed in its Summary Information dialog box.

Comments. Type any comments you added in the item's Summary Information dialog box.

Annotation. Type annotation text you added to the item with the sticky note and mark-up tools.

Match Any Field. (Available only when text is in more than one of the fields.) Find items when any of the search criteria in the Find Item dialog box match the information in the Summary Information dialog box.

Match All Fields. (Available only when text is in more than one of the fields.) Find only the items that match all of the search criteria.

Case Sensitive. Find only those items in which the title, creator, keywords, comments, and annotations have exactly the same combination of upper- and lowercase characters as the search criteria text.

Whole Word Only. Find only those items in which the whole word of the summary information matches the whole word of the search criteria text.

Direction: Up/Down. Search either up or down through the list of items. To search backward through the items, select Up. If the item isn't found, PaperPort searches the other items.

Find Item. Have PaperPort select on the PaperPort Desktop the first item that matches the search criteria.

Find All. Display a list of items that match the search criteria in the Items Found dialog box.


See Also

Finding an Item

Finding Annotations


Items Found
Dialog Box

Use this dialog box to open an item matched in a Find Item search.

Click an item's name in the list to view its thumbnail.

Dialog Box Options:

Go To: Click this button to open the selected item.


See Also

Finding an Item


Browse
Dialog Box

The Browse dialog box lists all of the items on the PaperPort Desktop.

When you select an item in the list, its thumbnail is displayed so you can determine if it's the item you want. If the item is in a stack, you can display the page you want.


Scanner Preferences
Dialog Box

Use this dialog box to set preferences for your HP ScanJet 4s scanner.

Dialog Box Options:

Scan Mode. Select a scan mode. See Selecting a Scan Mode for details.

Straighten Automatically. This option works with any item that has squared edges, which includes most business items. If you insert the page at a sharp angle, Straighten Automatically cannot always straighten the image. When this option is selected, scanning speed is slower.

Trim Automatically. This option removes the black border with white when you scan a page that is less than 8 1/2 inches (22 cm) wide.

Brightness of Scan: Use this sliding gauge to set the relative brightness for scanning, as you would for a copy machine.

Show Scan Progress. Check this box to display a dialog box which shows the progress of a scan as the HP ScanJet 4s scans an item.

Setup. Click this button to display the Scanner Setup dialog box.

Show More. Click this button to display the PaperPort Show Scan Settings dialog box.


See Also

Scanning an Item Using the HP ScanJet 4s Scanner

Setting the Hardware Preferences


Scanner Setup
Dialog Box

Use this dialog box to configure your HP ScanJet 4s scanner.

Dialog Box Options:

Port Type. Confirms that the HP ScanJet 4s scanner is connected to a COM port.

Port. Identifies the port where the HP ScanJet 4s scanner is connected. To select another port, choose from the drop-down list.

Communications Speed. Identifies the scanning speed being used. This setting should not be changed.

Paper Insertion Delay. Sets the amount of time the scanner waits after you insert a page until the feed motor actually starts. Use this option to increase or decrease the delay.

Detect Paper Edge. Detects when a scanned item is too close to either side of the feed slot, and automatically ejects the item to prevent it from being damaged.

Temporarily Disable PaperPort. Turns off the PaperPort application. To turn it back on, deselect this option.

Enable PaperPort Auto-Search. Automatically searches your computer when Windows starts to confirm that the HP ScanJet 4s scanner is connected.

Disable PaperPort Not Detected Warning. Prevents the display of a warning message when the HP ScanJet 4s scanner is not connected to your computer. If this option is not selected and you disconnect the scanner, a warning message appears each time you start Windows.

Find Scanner. Click this button to display the port and port type to which the HP ScanJet 4s scanner is connected.

Test. Click this button to display the Scanner Communications Test dialog box, which you use to test the port assigned to the scanner to determine if it's working properly.

Calibration. Click this button to display the Calibrate dialog box, which you use to calibrate the scanner.


See Also

Calibrating the HP ScanJet 4s Scanner

Scanning an Item Using the HP ScanJet 4s Scanner

Testing the Ports


Scanner Communications Test
Dialog Box

Use this dialog box to test the COM port assigned to the HP ScanJet 4s scanner to determine if it's working properly.

Dialog Box Options:

Begin Test: After following the instructions in the dialog box, click this button to start the test.


See Also

Testing the Ports


Calibrate
Dialog Box

Use this dialog box to calibrate your HP ScanJet 4s scanner.

Dialog Box Options:

Cancel: Click this button only if you want to cancel the Calibrate operation. Otherwise, follow the instructions in the dialog box.


See Also

Calibrating the HP ScanJet 4s Scanner


PaperPort Show Scan Settings
Dialog Box

This dialog box gives details about the settings for each predefined scan mode listed in the Scanner Preferences dialog box.

NOTE: You cannot change these settings. To choose your own settings, select Custom scan mode.


See Also

Scanning with the HP ScanJet 4s Scanner

Selecting a Scan Mode

Understanding Bit Depth and Resolution


PaperPort Edit Scan Settings
Dialog Box

This dialog box allows you to change the settings if you have chosen Custom scan mode in the Scanner Preferences dialog box.

Dialog Box Options:

Bit Depth. Choose a bit depth from those listed.

Resolution. Choose a resolution from those listed.

Imaging Modes. Choose Text for text, articles, business cards, and other text images. Choose Photo/Graphics for photographs, drawings, and other graphics.


See Also

Scanning with the HP ScanJet 4s Scanner

Selecting a Scan Mode

Understanding Bit Depth and Resolution


PaperPort Desktop Preferences
Dialog Box

Fill in this dialog box to set preferences for the PaperPort software.

Dialog Box Options:

Scan to Desktop. As you scan items, they appear on the PaperPort Desktop as thumbnails.

Scan to Page View. The scanned items first appear in Page View instead of in Desktop View.

Show Text With Icons. This option displays the buttons on the Command Bar with names. When this option is deselected, the buttons are smaller and do not have any text on them.

Show ToolTips. Select this option to display yellow ToolTips boxes when you move the mouse over an icon on the Command Bar or Annotation Tool Bar. The ToolTips explain each icon's use.

Color Screen. Select this option if your computer has a color monitor.

Maximize Window at Startup. The PaperPort window is maximized (fills the computer screen) when PaperPort starts.

Use Gray Dialog Background. The PaperPort dialog boxes are displayed with a gray instead of a white background. The gray background appears the next time you re-start Windows.


See Also

Desktop View

Page View

Working on the PaperPort Desktop


Import/Export Preferences
Dialog Box

Fill in this dialog box to set the amount of compression when exporting color and grayscale images.

Dialog Box Options:

Compression. Drag the slider to set the level of compression. The higher the setting, the better the image quality and the lower the compression.


See Also

Exporting Files with Compression


Printer Preferences
Dialog Box

Fill in this dialog box to set printer preferences.

Dialog Box Options:

Collate Copies. Print multiple copies, with the pages of each copy in sequence.

Automatic Page Orientation. Disable this option if you want to specify the selected item's page orientation in the Print Setup dialog box.

Display Print Dialog. Displays the Print dialog box before the item is printed. If this option is not selected, the dialog box does not appear.

Display Link Icon. Display the icon on the Link Bar on the PaperPort Desktop. If this option is not selected, the icon does not appear, but you will still be able to use the link by choosing from the Links submenu in the File menu.

Setup. Choose standard Windows printing features such as page size and orientation. For more information, see the Microsoft Windows documentation and the user's guide that came with your printer.


See Also

Setting Link Preferences

Printing Items


Electronic Fax Preferences
Dialog Box

Fill in this dialog box to set preferences for a electronic fax link.

Dialog Box Options:

Automatic Page Orientation. Determines if the page is in portrait or landscape mode, and will send it in that mode.

Setup. This option displays a dialog box for other fax setup options, such as page size and orientation. The options depend on the fax application.

Display Link Icon. Select this option to see the icon on the Link Bar on the PaperPort Desktop. If this option is not selected, the icon does not appear, but you will still be able to use the link by choosing from the Links submenu in the File menu.


See Also

Setting Link Preferences

Using PaperPort with an Electronic Fax


Generic Fax Preferences
Dialog Box

Fill in this dialog box to select a new fax application.

Dialog Box Options:

Automatic Page Orientation. Determines if the page is in portrait or landscape mode, and will send it in that mode.

Setup. This option displays a dialog box for other fax setup options, such as page size and orientation. The options depend on the fax application.

Select a Fax Driver. Use this option to assign a fax driver to your generic electronic fax application (one that PaperPort does not configure automatically). PaperPort will add that fax icon to the Link Bar.

Display Link Icon. Select this option to see the icon on the Link Bar on the PaperPort Desktop. If this option is not selected, the icon does not appear, but you will still be able to use the link by choosing from the Links submenu in the File menu.


See Also

Setting Link Preferences

Using PaperPort with an Electronic Fax


E-Mail Preferences
Dialog Box

You can fill in this dialog box to set preferences for an e-mail link.

PaperPort automatically recognizes any supported e-mail software packages installed on your computer; each one appears as a Link icon.

Dialog Box Options:

File Format to Use. Select the file format in which to save the item when it is attached to an e-mail message. The available formats may include PaperPort (.MAX) and several Windows graphics formats. If you choose PaperPort (.MAX), the recipient must have PaperPort or PaperPort Viewer installed to read the attached PaperPort file.

Save Password. Select this option if you want PaperPort to require the password before starting the e-mail application. If you save your password, PaperPort bypasses the Login dialog box. Not all e-mail links support this preference.

Receipt. Select this option for a return receipt when the e-mail message is received and opened by a recipient.

Log. Select this option if you want a copy of the message to be put into the user's log.

Display Link Icon. Select this option to see the icon on the Link Bar on the PaperPort Desktop. If this option is not selected, the icon does not appear, but you will still be able to use the link by choosing from the Links submenu in the File menu.


See Also

Setting Link Preferences

Using PaperPort with E-Mail


Generic (Text) Word-Processor
Preferences Dialog Box

If a link icon for your word-processing software does not appear on the Link Bar when you install PaperPort, fill in this dialog box to set preferences for the desired word-processor link.

Dialog Box Options:

Word-Processor Application. Use this option with the Generic (Text) Word-Processor link to select a destination for converted text from the OCR software. For example, to send the converted text to Notepad, enter the full path name of the Notepad application file (it will have an .EXE extension). The application does not have to be a word-processor. You can also set this link to send converted text to a spreadsheet.

Browse. Use this button to select the application file (.EXE) for the word-processor link. A dialog box appears, and you can find and select the .EXE file. When you select the file and click OK in that dialog box, the full path name is entered in the Word-Processor Application field.

OCR Package. Use this option if you have another OCR software package on your computer and want to assign it to the generic word-processor link on the Link Bar. Click the drop-down arrow, and choose the OCR package from the list.

OCR Settings. Click to see special settings for the OCR software package you selected. Two typical options are as follows:

Auto Orientation. Rotates image to upright position before converting to text.

Decolumnized Output. Organizes the text into a single format, even if the original document has multiple columns such as those in a newspaper article. (Use trial and error with this setting to see if it works for your scanned items.)

Document Format. Click the drop-down arrow and choose the format for the converted text. PaperPort will automatically choose the right format for the word-processor that is already selected. You can also choose other formats, such as ASCII, for special situations. The format must be supported by both the OCR software and the word-processor application.

Display Link Icon. Select this option to see the icon on the Link Bar on the PaperPort Desktop. If this option is not selected, the icon does not appear, but you will still be able to use the link by choosing from the Links submenu in the File menu.


See Also

Reading Text with OCR Software

Setting Link Preferences


Word Processor and Spreadsheet
Preferences Dialog Box

Fill in this dialog box to set preferences for your word-processor and spreadsheet links.

Dialog Box Options:

OCR Package. Use this option if you have another OCR software package on your computer and want to assign it to this link on the Link Bar. Click the drop-down arrow, and choose the OCR package from the list.

OCR Settings. Click to see special settings for the OCR software package you selected. Two typical options are as follows:

Auto Orientation. Matches the orientation of the converted text to the original text.

Decolumnized Output. Organizes the text into a single format, even if the original document has multiple columns such as those in a newspaper article. (Use trial and error with this setting to see if it works for your scanned items.)

Document Format. Click the drop-down arrow and choose the format for the converted text. PaperPort will automatically choose the right format for the word-processor that is already selected. You can also choose other formats, such as ASCII, for special situations. The format must be supported by both the OCR software and the word-processor application.

Display Link Icon. Select this option to see the icon on the Link Bar on the PaperPort Desktop. If this option is not selected, the icon does not appear, but you will still be able to use the link by choosing from the Links submenu in the File menu.


See Also

Reading Text with OCR Software

Setting Link Preferences


Copy As Text Preferences
Dialog Box

Fill in this dialog box to set preferences for processing text using the Copy As Text command.

Dialog Box Options:

OCR Package. Use this option if you have another OCR software package on your computer and want to assign it to this link on the Link Bar. Click the drop-down arrow, and choose the OCR package from the list.

OCR Settings. Click to see special settings for the OCR software package you selected. Two typical options are as follows:

Auto Orientation. Matches the orientation of the converted text to the original text.

Decolumnized Output. Organizes the text into a single format, even if the original document has multiple columns such as those in a newspaper article. (Use trial and error with this setting to see if it works for your scanned items.)

Paste to Clipboard. Choose the format for the converted text from the drop-down list. The text will be pasted to the Clipboard in that format, and will also be in that format when you paste it from the Clipboard to another location.


See Also

Processing Text Using the Copy As Text Command

Setting Link Preferences


Image Editing Preferences
Dialog Box

Fill in this dialog box to set preferences for image editing links such as PC Paintbrush, Adobe Photoshop and so on.

Dialog Box Options:

File Format to Use. Select the file format in which to save the graphic item. The options will be Windows graphic formats, such as .BMP and .PCX.

Display Link Icon. Select this option to see the icon on the Link Bar on the PaperPort Desktop. If this option is not selected, the icon does not appear, but you will still be able to use the link by choosing from the Links submenu in the File menu.

Replace Desktop Item if Modified. If you make changes to the image in the graphics application and then save the changes, the modified image replaces the original one on the PaperPort Desktop.

Show Annotation Warning. If selected, a warning message appears when you drag an image onto the graphics link, reminding you that if you make any changes to the image in the graphics application and save the changes, all annotations made to the item in PaperPort are deleted.


See Also

Setting Link Preferences


Reorder
Dialog Box

Use this dialog box to reorder the pages in a stack.

When you select the Reorder command, the Reorder dialog box shows the pages in the stack in their current order. You can rearrange the order by selecting a page and dragging it to a new location in the dialog box.


See Also

Reordering Pages in a Stack

Stacking Items


Go To Page
Dialog Box

Fill in this dialog box to display a particular page within a stack.

Dialog Box Options:

Go to Page Number: Enter a specific page number in this box and click the OK button.

First Page: Click this button to go to the first page in a stack.

Last Page: Click this button to go to the last page in a stack.


See Also

Moving Between Pages in a Stack


Straighten Page
Dialog Box

This dialog box explains how to draw a reference line for straightening a crooked page.

Dialog Box Options

Don't display this dialog again: If you don't want the message box to appear from now on, click the checkbox.


See Also

Straightening Pages


Color
Dialog Box

Use this dialog box to change the color of PaperPort annotations,

You can change the color of freehand, arrow, and highlighter annotations. You can also change the background color of a sticky note annotation.

NOTE: To change the color of text in a mark-up or sticky note annotation, use the Font dialog box.

You can make color changes before or after adding an annotation.

Dialog Box Options:

Colors: To select a color, click it and then click OK.


See Also

Adding Freehand Annotations

Creating Annotations

Selecting Annotation Font and Color

Highlighting Parts of an Item


Font
Dialog Box

Fill in this dialog box to change the font of PaperPort sticky note or mark-up annotations.

You can make font changes before or after adding an annotation.

Dialog Box Options:

Font: Select a font from the list.

Font Style: Choose a font style (Regular, Italic, Bold or Bold Italic from the list.

Size: Select a font size from the list.

Effects: Check the Underline box if you wish to use underlined text.

Color: Choose a color from the list.

As you make your selections, the sample changes to show you the new font characteristics.


See Also

Creating Annotations

Selecting Annotation Font and Color


Search For Help On
Dialog Box

This dialog box displays the Search feature of the PaperPort Help system.

Type a word, or select one from the list, to find topics in PaperPort Help.


About PaperPort
Dialog Box

This dialog box displays version number, licensing and serial number information about the copy of the PaperPort application installed on your computer.


Error Messages

When a problem occurs, PaperPort displays a message that indicates the type of problem. The following sections explain what to do if you see one of these messages.

NOTE: If you are encountering difficulty using PaperPort or your scanner, please see the appropriate section in Troubleshooting.

Link Messages

Memory Messages

Desktop Messages

Disk and File Messages

HP ScanJet 4s Scanner Messages

Other Messages


Link Messages

When a problem occurs, PaperPort displays a message that indicates the type of problem. The following section explains what to do if you see one of these messages.

If you are encountering difficulty using PaperPort or your scanner, please see the appropriate section in Troubleshooting.

Click the [image] for a "What to Do" message.

	PaperPort has detected that the support file MAXLINK.DLL has been overwritten by a recently installed link. Please install PaperPort again to install the correct MAXLINK.DLL.
	Your OCR software was not able to process the selected pages.
	PaperPort cannot use the link <Iinkname> because it is either damaged or incompatible with the current software version.
	Please specify the name of your Fax software before using the Fax link.


What to Do

If you install a supported linked application that has an older version of MAXLINK.DLL, it will overwrite the newer version in the PaperPort directory. In this case, simply reinstall the PaperPort software, and the correct version of this file will be properly installed.


What to Do

This error can be caused by a low memory condition or a problem with the OCR software. For information about making more memory available, see Memory Messages. Try scanning using either the Article or Letter scan mode, and then processing it with the OCR link. If the problem persists, reinstall your OCR software.


What to Do

Try reinstalling the linked application. If the problem persists, contact Technical Support to see if an update is available for the link.


What to Do

You must select the fax software driver in the Generic Fax Preferences dialog box.

1.	In PaperPort, choose Preferences from the Edit menu.

2.	Click the Fax icon under Category. The Generic Fax Preferences dialog box appears.

3.	Select a fax driver, and click OK.


Memory Messages

When a problem occurs, PaperPort displays a message that indicates the type of problem. The following section explains what to do if you see one of these messages.

If you are encountering difficulty using PaperPort or your scanner, please see the appropriate section in Troubleshooting.

Click the [image] for a "What to Do" message.

	There is not enough available memory to complete this operation. Please see PaperPort Help or the Troubleshooting section of your User's Guide.
	PaperPort cannot receive printed pages. System memory may be low. Try exiting from other applications.
	PaperPort is out of available system memory. Please close some other application(s) and select Retry to proceed, or select Cancel to close PaperPort.


What to Do

These kinds of errors can be caused by low memory, insufficient system resources or too few file handles. In Program Manager, choose About Program Manager from the Help menu to see the amount of available memory and system resources. You should have at least 4 MB of available memory (8 MB or more to use OCR) and 50 percent resources. Note that your computer should have 8 MB of physical RAM (not virtual memory) to use the OCR link.

To make more memory, resources or file handles available, try the suggestions below. (Click a suggestion to learn how to try it.) Follow them in the order in which they appear (as they apply),

1.	Are other applications running?

2.	Do you have a Windows swap file?

3.	Is SmartDrive taking up too much memory?

4.	Is there enough memory available in DOS before starting Windows?

5.	Are there enough file handles set in CONFIG.SYS?


Are Other Applications Running?

Quit any other applications that are running. If there are any items in your start-up program group, remove them, restart Windows, and try again. Note that some applications do not release all the memory or resources that they use even when you exit from the application, so restarting Windows with no applications in your start-up group can give you maximum memory and resources.


Do You Have a Windows Swap File?

If you do not already have one, create a permanent swap file in the Virtual Memory section of the 386 Enhanced control panel. Use the size suggested in the dialog box; however, make sure you have at least 20 MB or more of available space on the selected drive. For more information, see the Microsoft Windows User's Guide.


Is SmartDrive Taking Up Too Much Memory?

SmartDrive, the DOS disk-caching utility, can take up a lot of memory and can reduce the usable size of your swap file. If you are using a computer with less than 6 MB of physical memory, you should limit the SmartDrive cache for Windows to 256K. To do this, edit your AUTOEXEC.BAT file. Find a line that starts with DEVICE=C:\SMARTDRV.EXE (there may also be some parameters on this line). The line could also have couple of numbers, such as DEVICE=C:\SMARTDRV.EXE 2048 1024. If these two numbers are present, change the second number to 256 or even 128. If these two numbers are not present, add them as 256 256 or even 256 128. (The first number represents the cache size under DOS; the second number under Windows.) Then save the file and restart your computer.


Is There Enough Memory Available in DOS Before Starting Windows?

Before Windows starts, check the amount of memory available by typing MEM at the DOS prompt. The largest executable program size should be at least 450K. If it isn't, see your DOS and Windows user's guides for information about optimizing memory.


Are There Enough File Handles Set in CONFIG.SYS?

Try increasing by 20 the line FILES= in your CONFIG.SYS file, and then restart your computer. For example, if the line currently reads FILES=30, change it to FILES=50, save the file, and restart your computer.


Desktop Messages

When a problem occurs, PaperPort displays a message that indicates the type of problem. The following section explains what to do if you see one of these messages.

If you are encountering difficulty using PaperPort or your scanner, please see the appropriate section in Troubleshooting.

Click the [image] for a "What to Do" message.

	PaperPort cannot arrange your PaperPort Desktop because system resources are low. Please close one or more applications and try again.
	The Desktop file is either damaged or missing. PaperPort will continue with a new Desktop.


What to Do

For information about closing other applications, see the section Are Other Applications Running? under Memory Messages.


What to Do

The desktop file contains information you need for accessing the items on the PaperPort Desktop. If this file is damaged, you may be able to fix it with the MAXFIX utility. From the Program Manager, use the Run command to start the MAXFIX utility. Then follow the instructions on the screen.

The desktop file can be damaged if your computer is shut down while the PaperPort software is running, or if the PaperPort software is shut down in any way other than by a normal exit. If the PaperPort software can restore the desktop file, it will continue normally; otherwise, please contact Technical Support for help.


Disk and File Messages

When a problem occurs, PaperPort displays a message that indicates the type of problem. The following section explains what to do if you see one of these messages.

If you are encountering difficulty using PaperPort or your scanner, please see the appropriate section in Troubleshooting.

Click the [image] for a "What to Do" message.

	PaperPort cannot use the file <filename> because it is damaged. You can run MAXFIX.EXE to repair this file.
	PaperPort cannot read page <N> of the file <filename> because the page is damaged.


What to Do

An item or page in a stack can be damaged if your computer is shut down while the PaperPort software is running or if the PaperPort software is shut down in any way other than a normal exit. You might be able to repair this file by using the MAXFIX.EXE utility. From the Program Manager, use the Run command to start the MAXFIX utility. Then follow the instructions on the screen.


HP ScanJet 4s Scanner Messages

When a problem occurs, PaperPort displays a message that indicates the type of problem. The following section explains what to do if you see one of these messages.

If you are encountering difficulty using PaperPort or your scanner, please see the appropriate section in Troubleshooting.

Click the [image] for a "What to Do" message.

	The system is too busy to accept a page from your scanner. Please scan this page again.
	PaperPort cannot create a calibration file. Your disk may be full or read-only.


What to Do

If you get this message while scanning, try scanning the item again. If you get this message while importing a file, the file may be damaged or there may be a disk error. You can run a disk diagnostic utility to investigate this, or use the MAXFIX.EXE utility. To start the MAXFIX.EXE utility, use the Run command in Program Manager. Then follow the instructions on the screen.


What to Do

Make sure that your disk is not full. The calibration file requires less than 100K of disk space. Note that you should have at least 1 MB of free disk space to use PaperPort. In addition, check that you have read/write access to the drive containing the PaperPort program directory.


Other Messages

When a problem occurs, PaperPort displays a message that indicates the type of problem. The following section explains what to do if you see one of these messages.

If you are encountering difficulty using PaperPort or your scanner, please see the appropriate section in Troubleshooting.

Click the [image] for a "What to Do" message.

	PaperPort is currently busy and cannot complete this operation. Please close any open PaperPort dialogs before trying again.
	PaperPort is busy and cannot be closed right now. Please wait until the current operation has completed, or close all PaperPort dialogs and try again.
	PaperPort cannot paste because the clipboard image is larger than the current page.
	Too many files were found. Please enter a different starting directory or file name and try the search again.
	The system is too busy to accept a page from your scanner. Please scan this page again.
	An unsuccessful application exit has left Windows in an unstable state. You should restart Windows.
	The image data being unpacked is damaged.


What to Do

Close any open dialog in PaperPort, and try the operation again.


What to Do

PaperPort is busy processing. Wait one or more minutes, and then try quitting from PaperPort again.


What to Do

The image that you have cut or copied to the Clipboard is larger than the item on which you are trying to paste. Try copying a smaller image to the Clipboard. If you have a large image to paste, divide it into sections and copy and paste each section in turn. When pasting to a PaperPort item, PaperPort enables you to position the paste precisely before committing it.


What to Do

PaperPort found more files than it can display. Enter a different search criteria that will limit the search to a smaller number of files.


What to Do

Your computer was busy doing something else, so the scanner could not talk with the PaperPort software. In most cases, scanning again will succeed. If not, quit other applications and try scanning again.


What to Do

This can occur if your computer "hangs" or "crashes" while PaperPort is running, or if some other error occurs. Try restarting Windows. Although you can continue to work in Windows, you will not be able to scan or start the PaperPort software again until you restart Windows.


Troubleshooting

The following sections list some common problems and provide answers or solutions to these problems.

Installation Problems

HP ScanJet 4s Scanner Problems

Image Quality or Appearance Problems

Printing Problems

Electronic Fax Problems

OCR Problems

Importing and Exporting Files

Missing E-Mail Links


Troubleshooting: Installation Problems
Installation Problems

Some common installation problems, and answers or solutions to these problems, are listed below.

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Windows fails to restart.

Not enough disk space.


 	Windows fails to restart.

Please note that PaperPort does not support OS/2 or Windows running under OS/2 (Win-OS/2).

If Windows fails to restart when you choose Restart Windows at the end of the installation, the installation will not run successfully and PaperPort will not work. This includes cases in which the system "hangs" or "freezes" or exits to DOS. Try running the Setup program again. If the problem occurs again, quit Windows. Then change to the Windows System directory (usually C:\WINDOWS\SYSTEM), and enter PPUPDATE.BAT. This completes the installation. Run Windows again, and you should see the PaperPort Port Selection dialog box.


 	Not enough disk space.

The PaperPort software requires at least 8 MB of available disk space when it is installed. After you select the PaperPort program and data directories, the Setup program checks that your computer has enough available disk space. Try deleting unnecessary files or archiving older data to floppy disks or some other medium.


Troubleshooting: HP ScanJet 4s Scanner Problems
HP ScanJet 4s Scanner Problems

The following sections list some common problems using the HP ScanJet 4s and provide answers or solutions to these problems.

HP ScanJet 4s Not Found

If You Don't Have an Available COM Port

The HP ScanJet 4s Scanner Does Not Start When You Insert a Page

HP ScanJet 4s Image Quality or Appearance Problems


Troubleshooting: HP ScanJet 4s Not Found
HP ScanJet 4s Not Found

Some common problems communicating with the HP ScanJet 4s, and answers or solutions to these problems, are listed below.

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The serial (COM) port does not respond. Try another.

COM port is okay, but the HP ScanJet 4s was not found. Is the scanner plugged in?

The mouse locks up (stops responding) when Windows starts.


 	The serial (COM) port does not respond. Try another.

You selected a COM port that is not installed on your computer. Be sure that you have connected the serial cable to a COM port on the back of your computer, and try a different COM port setting.

To try a different COM port:

1.	Click Setup in the error message dialog box.

or

 In the PaperPort software, click the Settings icon on the Command Bar.

2. 	Click the Scanner icon.

2.	Click Setup. The Scanner Setup dialog box appears. Enter the setting in COM (Serial) Port Used..


 	COM port is okay, but the HP ScanJet 4s was not found. Is the scanner plugged in?

Although you selected a COM port that is installed on your computer, the scanner cannot communicate with your computer. Be sure that the scanner is plugged in, that you have connected the serial cable to a COM port on the back of your computer, and that you have selected the correct COM port.

If you are sure that you selected the correct COM port, remove the power cord from the back of PaperPort and then reinsert it. You should hear a brief hum as the HP ScanJet 4s scanner motor starts up. If you do not hear the hum, check for the following:

•	You may have plugged the scanner power supply into a dead outlet or power strip.

•	The scanner power supply may not be working.

•	The scanner may not be working.

If you hear the start-up hum, then the scanner is receiving power and has passed the self-test. If the PaperPort software does not find the COM port, check for the following:

•	The ribbon cable inside your computer could be loose or disconnected. This cable connects the COM port card with the DB9 or DB25 connector on the back of your computer. If you have experience in working with your computer's hardware, make sure that the cable is secure.

•	An internal modem can be set to act as this COM port, thus disabling the external port. You may be able to correct this problem by reconfiguring the COM port (using its documentation); otherwise, contact your computer dealer for assistance.

If you find that neither of these cases is true, try testing the port connection.

To test the connection:

1.	 In PaperPort, click Settings on the Command Bar.

2.	Click Setup.

3.	Select Port Text in the Scanner Setup dialog box.

When you have finished testing the connection, be sure to unplug the power cable and plug it into the back of the scanner.


 	The mouse locks up (stops responding) when Windows starts.

This can happen if your mouse is on COM1, an internal modem is on COM2, and the scanner is on COM4. You must make a small change to the SYSTEM.INI file (a Windows configuration file):

1.	In Program Manager, choose Run from the File menu.

2.	Type

notepad system.ini

3.	Press Enter. This opens the SYSTEM.INI file for editing.

4.	From the Search menu, choose Find.

5.	Type

com4irq=-1

NOTE: The number after the equal sign is negative one.

6.	Press Enter.

7.	Click Cancel in the Find dialog box.

You should see com4irq=-1 highlighted in the file.

8.	Type

com3irq=-1

(You are simply changing the 4 to a 3 and keeping the rest of the line the same.)

9.	From the File menu, choose Exit.

A message asks if you want to save the changes.

10.	Click Yes.

11.	Restart Windows.


Troubleshooting: No Available COM Ports
If You Don't Have an
Available COM Port

Some common problems regarding COM port availability, and answers or solutions to these problems, are listed below.

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No COM Port Available.

Configuring a new serial card.

The mouse or modem is using the same port as the HP ScanJet 4s Scanner.


 	No COM Port Available.

If you don't have an available COM port to connect the HP ScanJet 4s, you can purchase a Serial I/O card and install it in one of your computer's slots. A serial card adds COM ports to your computer. For tips to help you install such a card, see Configuring a new serial card.. (If you have a mouse on COM1, you can also switch to a bus mouse, thereby making COM1 available for the HP ScanJet 4s. Contact your dealer for information regarding this option.)


 	Configuring a new serial card.

Most computers have built-in COM1 and COM2. When you install a new serial card, configure its ports to be COM3 and COM4. Note that you do not need to make any changes to hardware interrupts (IRQs).


 	The mouse or modem is using the same port as the HP ScanJet 4s Scanner.

An internal modem acts as another COM port. To avoid a conflict, determine which COM ports are currently installed in your computer. Then be sure that the new serial card is not configured to add a COM port that is already installed. For example:

•	If your computer has COM1 and COM4 and an internal modem on COM2, then configure the first port on the serial card to be COM3 and disable the second port.

•	If your computer has COM1 and COM2 and an internal modem on COM3, then disable the first port on the serial card and configure the second port to be COM4.

For more information, see the section The mouse locks up (stops responding) when Windows starts..

NOTE: The scanner does not use hardware interrupts to communicate with the COM port, so you do not need to change IRQs when installing a second serial card. This prevents hardware conflicts; it means that you can use the scanner on COM3 or COM4 even while you have active devices on COM1 or COM2.


Troubleshooting: HP ScanJet 4s Doesn't Start
The HP ScanJet 4s Scanner Does Not Start When You Insert a Page

A common problem using the HP ScanJet 4s, and the solution to this problem, is listed below.

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The HP ScanJet 4s Scanner Does Not Start When You Insert a Page.


 	The HP ScanJet 4s Scanner Does Not Start.

Before the HP ScanJet 4s scanner can scan, it must communicate with your computer. If you have not already done so, select a COM port.

To select a COM port:

1.	Start the PaperPort software.

2.	From the Edit menu, choose Preferences.

or

 Click the Scan icon on the Command Bar.

3.	Click the Setup button. The Scanner Setup dialog box appears.

4.	Click Find Port, and then click Begin Search.

If the scanner is not found, see HP ScanJet 4s Not Found.

5.	Click OK.

When you click OK, you will get either a "successfully connected" message or an error message. If you get an error message, see HP ScanJet 4s Not Found. for more information. If you get a message that the scanner is successfully connected, you are ready to scan.

When inserting the paper into the scanner, be sure that you center the paper under the small page icon on the front of the scanner, and then push the paper all the way into the scanner until it bumps solidly against the roller.

You can also try unplugging the power cable from the back of the scanner, and then plugging it back in. You should hear a brief hum when you first plug it in, and another hum a few seconds later if you are in Windows. If you do not hear a hum, see HP ScanJet 4s Not Found for more information.


Troubleshooting: Image Quality/Appearance (General)
Image Quality or Appearance Problems

Some common image quality and appearance problems, and the answers or solutions to these problems, are listed below.

NOTE: If you are using an HP ScanJet 4s scanner, see HP ScanJet 4s Image Quality or Appearance Problems  for a more complete list.

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Images are too light or too dark.

Text is not clear.

The image is crooked.


Troubleshooting: HP ScanJet 4s Image Quality/Appearance
HP ScanJet 4s Image Quality or Appearance Problems

Some common image quality and appearance problems, and the answers or solutions to these problems, are listed below.

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Images are too light or too dark.

Text is not clear.

The image is crooked.

Images have a black edge or border.

Photos or graphics have white spikes or missing areas.

Scanned images have unwanted lines through them.


 	Images are too light or too dark.

To correct this, try adjusting the Brightness of Scan setting in the Scanner Preferences dialog box.


 	Text is not clear.

You can try the following:

•	Adjust the brightness of the image in the Scanner Preferences dialog box.

•	Make sure that scan mode is set to Letter.

•	Try calibrating the scanner. For more information, see Calibrating the HP ScanJet 4s.


 	The image is crooked.

The PaperPort software includes an option to automatically straighten images. First, check to see if the Straighten Automatically option is selected in the Scanner Preferences dialog box. To automatically straighten a page, PaperPort tries to detect the corner of the paper being fed. This option will not work if your paper is dog-eared, torn, or curled.

NOTE: This option will not straighten an image that is crooked on the paper.

If the automatic page straightening option is deselected, you can manually straighten the page with the Auto-Straighten Page command in the Page menu.


 	Images have a black edge or border.

Make sure the option Trim Automatically is selected in the Scanner Preferences dialog box. To remove black edges, PaperPort tries to detect the border of the paper against the black roller. If your paper has dark or black areas all the way to the edge, these may accidentally be removed by this option; therefore, you would turn off this option.

To improve this option, you can try calibrating the scanner. For more information, see Calibrating the HP ScanJet 4s.


 	Photos or graphics have white spikes or missing areas.

Deselect the option Trim Automatically in the Scanner Preferences dialog box.


 	Scanned images have unwanted lines through them.

Calibrate the scanner. For more information, see Calibrating the HP ScanJet 4s Scanner. If this does not get rid of unwanted lines, there may be ink, glue, white-out, or some other substance on the scanner's image sensor. You can clean it by feeding a fax machine cleaning sheet straight through the scanner just as you would when scanning a paper. These sheets are available at most office supply stores.


Troubleshooting: Printing Problems
Printing Problems

Some common printing problems, and the answers or solutions to these problems, are listed below.

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Highlighter annotations are opaque when printed on HP LaserJet 4 printers.

Images are reduced in size.


 	Highlighter annotations are opaque when printed on HP LaserJet 4 printers.

The LaserJet 4 printer driver has two graphics modes: HP-GL/2 and Raster. Change the graphics mode to Raster.

To change the graphics mode:

1.	From Program Manager, open the Printers Control Panel.

2.	Select the LaserJet 4 driver.

3.	Click Settings, then Options.


 	Images are reduced in size.

If necessary, PaperPort automatically reduces the size of the image to fit it on the page. For example, if you scan an 8.5 x 11 inches (21.59 x 27.94 cm) standard page, then the image in PaperPort will be 8.5 x 11 inches (21.59 cm x 27.94 cm) from edge to edge. However, most printers cannot print right up to the edge of the paper; therefore, to get the image to fit into this "printable" area, you must slightly reduce the size of the image.


Troubleshooting: Electronic Fax Problems
Electronic Fax Problems

Some common electronic fax problems, and the answers or solutions to these problems, are listed below.

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Import Fax for WinFax PRO 4.0 does not appear in the File menu.

Fax link doesn't work.


 	Import Fax for WinFax PRO 4.0 does not appear in the File menu.

Check your WIN.INI file for the line Fax Path=<path> under the section [winfax], and then check this path for the file STATUS.FTM. If either is missing, try reinstalling WinFax PRO.


 	Fax link doesn't work.

In the Electronic Fax Preferences dialog box, make sure the correct fax driver is selected. Once the correct fax driver has been selected, the fax software will start when you drop an item onto the Fax link icon. If the fax software still does not start, try reinstalling it.


Troubleshooting: OCR Problems
OCR Problems

Some common OCR problems, and the answers or solutions to these problems, are listed below.

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Items lose their formatting or have strange formatting codes in them.

The OCR link starts the wrong word-processor.

A high percentage of incorrect characters appear in an item that was converted with the OCR link.


 	Items lose their formatting or have strange formatting codes in them.

You must configure the OCR link, including the output word-processor, by choosing Preferences under the Edit menu and then clicking the OCR icon under Category. The Generic (Text) Word-Processor Preferences dialog box appears, from which you can select options for the OCR link.


 	The OCR link starts the wrong word-processor.

You must configure the OCR link, including the output word-processor, by choosing Preferences under the Edit menu and then clicking the OCR icon under Category. The Generic (Text) Word-Processor Preferences dialog box appears, from which you can select options for the OCR link.


 	A high percentage of incorrect characters appear in an item that was converted with the OCR link.

The accuracy of the OCR link depends in large part on the quality, size, and structure of the original document and on the quality of the scan itself. To obtain the best possible results when using the OCR link, do the following:

•	Process only pages that have crisp, clear text. Letters that have gaps, that "bleed" along their edges, or that touch other letters will not work well with the OCR link. Note also that underlining and text that are close to nontext items, such as graphics, will also degrade OCR results.

•	Process only pages that contain 9-point text or larger.

•	Make sure that Letter is the selected scan mode (with text smaller than 10 point).

•	Adjust the Image setting to get the densest, clearest letters without any "bleeding" along their edges.

•	Straighten pages either by rescanning the pages or by using the Auto-Straighten Page command.


Troubleshooting: Import/Export Problems
Importing and Exporting Files

Some common importing and exporting problems, and the answers or solutions to these problems, are listed below.

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Exported files expand in size when opened in a paint program.

Unable to import a file.


 	Exported files expand in size when opened in a paint program.

Many paint programs ignore the dpi resolution information in BMP, PCX, and TIFF files. These programs assume that the resolution of the file is the same as the current screen resolution. Because these files actually contain more information than the screen, they grow in size. Instead of using the export command, you can open the item in Page View, cut out the information, and then paste it into the application you want to use or into a new file in a paint program such as Paintbrush. You can also open the file in a graphics program that accurately reads the dpi resolution contained in the file.


 	Unable to import a file.

Check whether the file you want to import is saved in the appropriate format -- for example, check whether the file is a BMP, PCX, or TIFF file. If it is none of these, select the appropriate file type and try importing the file again. You can also try opening the file in a paint program such as PC Paintbrush. Use the Save As command in the paint program to save it as BMP file and give it a new file name. Then try opening the new file in PaperPort.


Troubleshooting: Missing E-Mail Links
Missing E-Mail Links

Some common e-mail problems, and the answers or solutions to these problems, are listed below.

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Lotus Notes link icon does not appear.

Lotus cc:Mail link icon does not appear.

Microsoft Mail link icon does not appear.

WordPerfect Office link icon does not appear.

Da Vinci eMAIL link icon does not appear.


 	Lotus Notes link icon does not appear.

The link to Lotus Notes requires the file NOTES.EXE. The path to this file must be entered in the LOTUS.INI file.

To make sure that the Lotus Notes icon appears:

1.	Check that the file LOTUS.INI exists in your Windows directory. (If not, skip Steps 2 and 3 and read the paragraph that follows the steps.)

2.	Check this file for the line Notes=<path>.

3.	Check this path for the NOTES.EXE file. If either is missing, try reinstalling your Notes client.

In some cases, Lotus Notes may be configured in such a manner that PaperPort cannot find the required files. You can manually tell PaperPort where to look for the NOTES.EXE file if you add certain lines to the MAXOPTS.INI file in your C:\PAPRPORT directory. In MAXOPTS.INI, add the following line in the section [Lotus Notes Mail Link]:

override=c:\NOTES


 	Lotus cc:Mail link icon does not appear.

You need to contact your e-mail system administrator. The link to Lotus cc:Mail requires a set of Lotus cc:Mail files called VIM (Virtual Interface for Messaging). VIM was not shipped with Lotus cc:Mail versions prior to 2.0, but it can be downloaded from the cc:Mail forum on CompuServe and from the Lotus cc:Mail bulletin board service (BBS).

Version 2.0 and later include VIM. Check for the following:

1.	If VIM is installed but the cc:Mail link still does not appear, check your WIN.INI file for the line SMI=1 in the section [MAIL] and the entry ProgramPath=<path> in the section [cc:Mail].

2.	Check this program path for the presence of the VIM files:

CCEDIT.DLL

CCUTIL.DLL

VIM.DLL

SMI.DLL

CCSMI.DLL

CHARSET.DLL

COMDLG.DLL

MAILENG.DLL

MEMMAN.DLL

CDVIM.DLL

VERINFO

README.TXT

If any of these files are missing, then VIM has not been properly installed in this directory. Try reinstalling it.


 	Microsoft Mail link icon does not appear.

The Microsoft Mail link requires the file MAPI.DLL. Check for the following:

•	Make sure that the path to this file, which is usually C:\MSMAIL, is included in the path= statement in your AUTOEXEC.BAT file.

•	The WIN.INI file must include the line MAPI=1 in the [Mail] section.

•	Installing Novell GroupWise will overwrite MAPI.DLL making MS Mail unavailable.


 	WordPerfect Office link icon does not appear.

To correct this problem, do the following:

1.	Make sure the file WPC.INI in your Windows directory contains the entry WPOF=<path>\ofwin.exe (where <path> represents the location of OFWIN.EXE) in the [AppServer] section.

2.	Make sure the file WIN.EXE is in the specified path. If not, check with your network or system administrator.

NOTE: If Novell GroupWise has been installed, the WordPerfect Office link will disappear. Novell GroupWise is an upgrade to the WordPerfect Office.


 	Da Vinci eMAIL link icon does not appear.

To correct this problem, do the following:

1.	From the Edit menu, choose Preferences.

2.	Click the Da Vinci icon in the Category area. The E-Mail Preferences dialog box appears.

3.	Enter the path for the Da Vinci EMAILWIN.EXE file.

4.	Run Da Vinci eMAIL at least once on your computer before running PaperPort, so that the link icon appears.