Nuance PageKeeper Pro 3.0 User manual

PageKeeper

®

Pro

User’s Manual

ii

Caere Corporation

100 Cooper Court

Los Gatos, California

95032-7603 USA

Caere GmbH

Innere Wiener Strasse 5

81667 München, Germany

Caere UK Information Centre

Abbey House

4 Abbey Orchard Street

Westminster, London SW1P 2JJ

Centre d’informations Caere

72, rue Baratte-Cholet

94100 Saint-Maur, France

Please Note

In order to use this application, you should know how to work in the Microsoft Windows

environment. Please refer to Windows documentation if you have questions about how to use menu

commands, dialog boxes, scroll bars, edit boxes, and so on.

PageKeeper Pro

Version 3

Corporation. The Caere logo, Caere, PageKeeper, PageKeeper Standard, PageKeeper Pro, OmniPage,

and OmniPage Pro are registered trademarks of Caere Corporation.

All other trademarks are the property of their respective companies.

800-1304-030A

iii

Table of Contents

Welcome

Using This Manual................................................................................................................2

Getting Online Help..............................................................................................................3

Help Menu ......................................................................................................................3

Context-Sensitive Help..................................................................................................3

Getting Product Support ......................................................................................................4

Chapter 1 Installation and Setup

Minimum System Requirements ........................................................................................6

If You Have a Previous Version of PageKeeper or Visioneer PaperPort Installed .....6

Installing PageKeeper ..........................................................................................................7

Setting Up Your Scanner with PageKeeper ......................................................................8

Starting PageKeeper .............................................................................................................9

Registering PageKeeper ....................................................................................................10

Chapter 2 Introduction to PageKeeper

PageKeeper Features ..........................................................................................................12

PageKeeper User Interface.................................................................................................14

PageKeeper Desktop....................................................................................................14

PageKeeper View .........................................................................................................15

PageKeeper Find ..........................................................................................................16

PK Scan Button .............................................................................................................16

Selecting PageKeeper Settings ..........................................................................................17

General Settings............................................................................................................18

Scanner Settings............................................................................................................18

OCR Language Settings .............................................................................................19

New Document Settings .............................................................................................19

Folder Watch Settings .................................................................................................20

Chapter 3 Getting Started Exercises

Getting Started.....................................................................................................................22

Exercise 1: Add a Document to PageKeeper..................................................................23

Exercise 2: Work with Folders..........................................................................................25

Exercise 3: Work in PageKeeper View ............................................................................30

Exercise 4: Work with a Clipped Group .........................................................................34

iv

Exercise 5: Find a Document ............................................................................................36

Chapter 4 Organizing and Working with Documents

Adding Documents to PageKeeper .................................................................................40

Scanning Documents into PageKeeper ....................................................................41

Scanning Documents Automatically with an ADF ................................................43

Adding Existing Documents to PageKeeper ..........................................................44

Adding Documents Automatically with Folder Watch ........................................45

Adding Web Page Links to PageKeeper ..................................................................47

Organizing Documents .....................................................................................................49

Creating Folders ..........................................................................................................49

Clipping Documents Together ..................................................................................50

Rearranging Items .......................................................................................................53

Renaming Items ...........................................................................................................54

Removing Items ..........................................................................................................54

Automatically Organizing Documents ...........................................................................56

Viewing Documents ..........................................................................................................60

Annotating Documents .....................................................................................................62

Opening Documents ..........................................................................................................65

Opening Documents in Their Own Applications ...................................................65

Opening Web Pages ....................................................................................................65

Opening Documents in Other Applications ...........................................................66

Printing, Faxing, and Mailing Documents ......................................................................67

Chapter 5 Finding Documents

Starting a Search .................................................................................................................70

Search Tips ..........................................................................................................................72

Entering Search Text ...................................................................................................72

Searching for Similar Documents .............................................................................72

Searching Within Search Results ..............................................................................73

Searching for Old Documents to Discard ................................................................73

Sorting Search Results by Relevancy .......................................................................73

Locating Search Words in Retrieved Documents....................................................73

Reusing Search Criteria ..............................................................................................73

Saving Search Criteria to a Smart Folder .................................................................73

Storing Search Results in a Folder ............................................................................73

Specifying Multiple Criteria for Your Search .................................................................74

Modifying Search Criteria .................................................................................................76

Changing the Search Conditions .....................................................................................77

Saving Search Criteria .......................................................................................................80

PageKeeper Find Options .................................................................................................82

Content Tab ..................................................................................................................82

Properties Tab ..............................................................................................................84

Image Tab .....................................................................................................................85

Look in Tab ..................................................................................................................86

v

Chapter 6 Technical Information

Troubleshooting Solutions ................................................................................................88

Solutions to Try First ...................................................................................................88

Low Disk Space Problems ..........................................................................................89

Low Memory Problems ..............................................................................................89

Problems Connecting PageKeeper to Your Scanner ..............................................90

System Crash Occurs While Scanning .....................................................................90

Converting Databases for Use in PageKeeper Pro ........................................................91

PageKeeper Standard and Lite 3.0 Conversions .....................................................93

PageKeeper 2.0 or 2.1 Conversions ...........................................................................93

Visioneer PaperPort Conversions .............................................................................94

Keeping Track of Document Changes .............................................................................95

Performing Background OCR on Images .......................................................................96

Image Quality Required for OCR ..............................................................................96

Improving OCR Accuracy .........................................................................................97

Sending Documents from PageKeeper ............................................................................98

Customizing the Application Toolbar .............................................................................99

Document Thumbnails ....................................................................................................101

Checking PageKeeper Jobs .............................................................................................102

Uninstalling PageKeeper .................................................................................................104

Index

vi

1

Welcome

Welcome to PageKeeper, and thank you for using our software!

The following documentation has been provided to help you learn

about PageKeeper.

This User’s Manual

This manual introduces you to the basics of using PageKeeper. It

includes installation and setup instructions, an introduction to the

product, exercises for getting started, task-oriented instructions, and

technical information.

This manual is also available as an electronic file in PDF format. To open

the file after installation, click

Start

in the Windows taskbar and choose

Programs

Caere Applications Caere Documents PageKeeper Pro Manual

.

PageKeeper Online Help

The online Help contains information on features, settings, and

procedures. It has been designed for quick and easy information

retrieval. Please see “Getting Online Help” on page 3 for more

information.

PageKeeper Readme File

The

PageKeeper

Readme

file contains last-minute information about the

software. To open the

Readme

file after installation, click

Start

in the

Windows taskbar and choose

Programs

Caere Applications Caere

Documents

PageKeeper Pro Readme

.

Scanner Setup Notes

The

Scanner Setup Notes

is an electronic file that contains information

about the Caere Scan Manager and supported scanners. To open this

PDF file after installation, click

Start

in the Windows taskbar and choose

Programs

Caere Applications Caere Documents

Scanner Setup Notes

.

Using This Manual

2

Using This Manual

This manual is written with the assumption that you know how to work

in the Windows environment. Please refer to your Windows

documentation if you have questions about how to use dialog boxes,

menu commands, scroll bars, drag and drop functionality, shortcut

menus, and so on.

The following conventions are used in this manual.

Convention Purpose

Italicized text

• Emphasizes menu commands,

dialog box options, and

labeled buttons

For example:

“Choose

Open...

in the File

menu.”

• Emphasizes new terms the

first time they are used

• Emphasizes important words

in a sentence

monospaced text Indicates physical file names

and folder locations

Note symbol Introduces a tip or an item of

note about the current topic

Warning symbol Introduces important

information about the current

topic

Getting Online Help

Welcome 3

Getting Online Help

In addition to using this manual, you can use PageKeeper’s online Help

to learn about features, settings, and procedures. Online Help is

available after you install PageKeeper.

Choose

How to Use Help...

in PageKeeper’s Help menu to get information

on using Windows Help.

Help Menu

One way to open PageKeeper’s online Help is to choose commands in

the Help menu.

The Help menu commands will vary depending on if you are in the

PageKeeper desktop, PageKeeper View, or PageKeeper Find.

Context-Sensitive Help

You can get on-the-spot information about a particular PageKeeper

command, toolbar button, or dialog box option in the following ways:

• Click the Help button in the Standard toolbar and then click any

toolbar button, menu command, or area of the screen to display a

Help topic explaining that item.

• Click the question-mark button in the upper-right corner of a

dialog box and then click an item in the dialog box to get a pop-

up explanation for that item.

PageKeeper Help

is the

first command in the

Help menu. Choose it to

get contents and index

listings for all Help

topics.

Getting Product Support

4

Getting Product Support

For the fastest and easiest way to get help, please look for solutions in

this manual or in the online Help. See page 88 for troubleshooting tips.

If you need additional help, please use the following resources.

• Caere’s World Wide Web site

Go to Caere’s World Wide Web site for common questions and

answers, updates, patches, troubleshooting procedures, and

product information. Caere’s Web site address:

If you are currently connected to the Web, you can choose

commands in PageKeeper’s Help menu to get to Caere’s Web

site.

• PageKeeper Readme file

Read the

PageKeeper Readme

file for last-minute information about

the software, including known problems and work-around

solutions. To open this file after installing PageKeeper, click

Start

in the Windows taskbar and choose

Programs

Caere

Applications

Caere Documents PageKeeper Pro Readme

.

• Caere Product Support document

Read the

Caere Product Support

document to get a list of telephone

numbers you can call for product support, including ones for

international customers. This document has been provided to

you as an electronic document in PDF format. To open it, click

Start

in the Windows taskbar and choose

Programs

Caere

Applications

Caere Documents Product Support

.

You must have Adobe Acrobat Reader 3.01 or greater installed in

order to read PDF documents. To install the reader, click

Start

in the

Windows taskbar and choose

Programs

Caere Applications Caere

Documents Acrobat Reader

.

www.caere.com

5

Chapter 1

Installation and Setup

This chapter provides information on installing and starting

PageKeeper.

Please continue reading for information on these topics:

• Minimum System Requirements

• If You Have a Previous Version of PageKeeper or Visioneer

PaperPort Installed

• Installing PageKeeper

• Setting Up Your Scanner with PageKeeper

• Starting PageKeeper

• Registering PageKeeper

Minimum System Requirements

6 Chapter 1

Minimum System Requirements

These are the minimum system requirements to install and run

PageKeeper:

• Computer with a Pentium or higher processor

• Microsoft Windows 95, Windows 98, or Windows NT 4.0

• 16MB of memory (RAM) for Windows 95

32MB of memory for Windows 98 and Windows NT

• 150MB of free hard disk space during installation (at least 100MB

must be on the drive where Windows is installed)

• VGA monitor with 256 colors

• CD-ROM drive for installation

• Windows-compatible pointing device

• A compatible scanner if you plan to scan documents

Please read the

Scanner Setup Notes

for a list of tested scanners.

Performance and speed will be enhanced if your computer’s processor,

memory, and available disk space exceed the minimum requirements.

If You Have a Previous Version of PageKeeper or

Visioneer PaperPort Installed

PageKeeper Pro can convert document databases from these versions of

PageKeeper and Visioneer PaperPort:

• PageKeeper Standard 3.0 and PageKeeper Lite 3.0

• PageKeeper 2.0, 2.01, and 2.1

• Visioneer PaperPort Deluxe 4.0 and 5.1 - 5.3

During conversion, PageKeeper Pro transfers documents to its own

folder system. Please see “Converting Databases for Use in PageKeeper

Pro” on page 91 for instructions on starting the conversion process and

information on what to expect for different product conversions.

Previous Versions of PageKeeper

If you have PageKeeper Standard 3.0, PageKeeper Lite 3.0, or

PageKeeper 2.x installed, it is recommended that you uninstall it and

restart your computer before installing PageKeeper Pro. If you want to

transfer your current PageKeeper database to PageKeeper Pro, you

Installing PageKeeper

Installation and Setup 7

must keep the database folder structure intact. You can safely uninstall

your older version of PageKeeper without altering its database folder

structure as long as you do not manually delete or move the database

folders or their contents.

Visioneer PaperPort

If you have PaperPort Deluxe 4.0 or 5.1 - 5.3 installed, and you want to

transfer your current database to PageKeeper Pro, you must keep the

full application installed and keep the database folder structure intact

until conversion is complete. You can uninstall PaperPort after

successfully converting its database, if you no longer plan to use it.

Installing PageKeeper

PageKeeper’s Setup program takes you through installation with

instructions on the screen at every step.

Before installing PageKeeper:

• Make sure your scanner is connected, turned on, and compatible

with your system.

• Close all other applications, especially anti-virus programs.

• Log into your computer with administrator privileges if you are

installing on Windows NT.

To install PageKeeper:

1 Insert PageKeeper’s CD-ROM in the CD-ROM drive.

PageKeeper’s Setup program should start automatically. If it

does not start, locate your CD-ROM drive in Windows

Explorer and double-click the Setup.exe program at the top-

level of the CD-ROM.

2 Click

Install PageKeeper Pro

in the first setup screen.

3 Follow the instructions on the screen to finish installation.

By default, PageKeeper installs all its program files in this

folder location:

c:\Program Files\Caere\PageKeeperPro30\System

The Post-it

®

Software Notes application is automatically installed with

PageKeeper. You can use Post-it

®

Notes to add text annotations to

documents in PageKeeper View. See “Annotating Documents” on page

62 for more information.

Setting Up Your Scanner with PageKeeper

8 Chapter 1

Setting Up Your Scanner with PageKeeper

Caere Scan Manager is installed during PageKeeper installation. This

sets up your scanner (or another input device such as a digital camera)

so you can use it with PageKeeper. During installation, Caere Scan

Manager prompts you to select your scanner manufacturer and model

or other input device.

Read the

Scanner Setup Notes

for more information on Caere Scan

Manager and supported scanners. You can open the

Scanner Setup Notes

after PageKeeper has been installed by clicking

Start

in the Windows

taskbar and choosing

Programs

Caere Applications Caere

Documents Scanner Setup Notes

.

After installation, you can use Caere Scan Manager to set up additional

scanners with PageKeeper and change various scanner settings. Caere

Scan Manager is located in the Windows Control Panel.

To open Caere Scan Manager:

1 Click

Start

in the Windows taskbar and choose

Settings

Control Panel

.

2 Double-click the

Caere Scan Manager

icon.

To change your scanner selection in PageKeeper:

1 Open PageKeeper.

2 Choose

Select Scanner...

in the File menu.

The Select Scanner dialog box appears.

3 Select the scanner or other input device you want to use with

PageKeeper in the drop-down list.

Starting PageKeeper

Installation and Setup 9

The list contains all the scanners and other input devices (such

as digital cameras) that are set up in Caere Scan Manager.

4 Click

OK

after making your selection.

The selected scanner or other input device will be used in

PageKeeper until you change it again.

Starting PageKeeper

To start PageKeeper, click

Start

in the Windows taskbar and choose

Programs

Caere Applications PageKeeper Pro

. Or, double-click the

PageKeeper Pro icon on your Windows desktop.

PageKeeper takes some extra time to launch the very first time it starts

because it customizes the Application toolbar with the applications that

it finds installed on your system.

PageKeeper’s desktop displays all of the folders and documents it

contains. The top-level folder is named

My Folders.

The

Sample

folder contains sample documents. You can work with these

documents in Chapter 3, Getting Started Exercises, to familiarize

yourself with PageKeeper.

The left side of the

desktop displays

PageKeeper’s

entire folder

structure.

The right

side of the

desktop

displays the

contents of

the currently

open folder.

Application

toolbar

Standard toolbar

Action toolbar

Registering PageKeeper

10 Chapter 1

Registering PageKeeper

Register your copy of PageKeeper with Caere Corporation to receive

access to product support, notification of special offers, and the best

prices on product upgrades.

Some versions of PageKeeper will only launch 25 times if you do not

register.

You may not need to register some versions of PageKeeper. Your

version of PageKeeper will not display a

Register

menu if you do not

need to register it.

To register PageKeeper:

1 Click the

Register

menu to open the Register dialog box.

2 Click

Register Now

.

3 Fill out the information requested on the screen and then click

4 Follow the instructions on the screen.

PageKeeper decides on the best method of registration

according to your country and computer system. It may try

using your modem, linking to a remote FTP (file transfer)

location, or visiting a Web site to transmit your registration

information directly. In other cases, it may prompt you to call a

telephone number or print out and mail in your registration

information.

After registration is complete, you will be given a registration number.

Be sure to write that number down and keep it handy in case you need

to use it for reinstallation.

To re-register PageKeeper after reinstallation:

1 Click the

Register

menu to open the Register dialog box.

2 Click

Re-register

.

3 Type in your registration number and click

OK

.

11

Chapter 2

Introduction to

PageKeeper

PageKeeper helps you easily organize, find, and use documents on your

computer. You can get paper documents off your desk by scanning them

into PageKeeper. You can also keep track of other computer documents,

such as word-processing files, spreadsheet files, and Web pages, by

adding them to PageKeeper’s folder system.

Once you have added documents to PageKeeper, you can organize them

into folders, arrange related documents into groups, preview and copy

the contents of documents, make annotations on documents, open

documents in their own and other applications, and find documents

whenever you need them.

Please continue reading for information on these topics:

• PageKeeper Features

• PageKeeper User Interface

• Selecting PageKeeper Settings

PageKeeper Features

12 Chapter 2

PageKeeper Features

PageKeeper is designed to help you easily organize, find, and use all the

documents on your computer. This section provides an overview of

PageKeeper’s major features.

Scanning and Managing Paper Documents

Scan paper documents directly into PageKeeper and organize their

electronic images in PageKeeper’s folder system. PageKeeper uses OCR

technology to recognize text in scanned documents and other image

documents so you can easily find documents by searching for words in

their content. See “Scanning Documents into PageKeeper” on page 41

for more information.

Managing Word-Processing Files and Other Documents

Add word-processing files, spreadsheet files, and any other computer

documents to PageKeeper’s folder system. PageKeeper uses advanced

indexing technology to keep track of each document’s content so you

can easily find documents by searching for words and other criteria. See

“Adding Existing Documents to PageKeeper” on page 44 for more

information.

Watching Folders for New Documents to Manage

Use the Folder Watch

™

feature to specify folders on your computer’s

hard drive and network drives that you want PageKeeper to watch. As

PageKeeper detects documents, it automatically adds them to its default

folder. See “Adding Documents Automatically with Folder Watch” on

page 45 for more information.

Capturing Web Pages

Add Web pages to PageKeeper’s folder system and maintain a live link

to their Web addresses. See “Adding Web Page Links to PageKeeper” on

page 47 for more information.

Displaying Thumbnail Representations of Documents

PageKeeper provides thumbnail views of documents so you can easily

identify them as you look through PageKeeper’s folder system.

Organizing Documents into Folders and Clipped Groups

Create your own system of folders in which to arrange your documents.

You can also “clip” documents together to associate them in groups. See

“Organizing Documents” on page 49 for more information.

PageKeeper Features

Introduction to PageKeeper 13

Automatically Organizing Documents with Smart Folders

Set up Smart Folders to have PageKeeper file your documents

automatically according to specified criteria. This allows you to avoid

spending time filing documents manually. See “Automatically

Organizing Documents” on page 56 for more information.

Finding Documents with Advanced Searching Technology

Quickly retrieve your documents based on the information you are

seeking. You can use Boolean (

must

,

should

,

must not

) logic to search over

multiple criteria including words and phrases, keywords, dates,

document names, document types, and other document properties. See

“Starting a Search” on page 70 for more information.

Ranking Search Results and Highlighting Search Words

After a search, view returned documents in a prioritized ranking

according to how relevant they are to your search criteria. See “Sorting

Search Results by Relevancy” on page 73 for more information.

You can easily locate search words that were found in a document by

opening it in PageKeeper View. The first occurrence of a search word is

highlighted. Use the

Go to Next Search Word

or

Go to Previous Search Word

commands in the Edit menu to navigate through the rest of the search

words. See “Search Tips” on page 72 for more search tips.

Previewing Documents

Open documents in PageKeeper View to preview their content and add

annotations to them. See “Viewing Documents” on page 60 for more

information.

Marking Up Documents with 3M Post-it

®

Notes and Other

Annotations

Use 3M Post-it

®

Notes to add searchable text annotations to documents.

Use different colors to highlight areas of documents that you want to set

off. Draw lines and free-hand scribbles to mark up documents.

PageKeeper annotations do not affect the actual physical documents.

They are only visible in PageKeeper View. See “Annotating

Documents” on page 62 for more information.

Getting Editable Text from Images

Get editable and searchable text out of your scanned documents and

other image files with award winning OCR technology (optical

character recognition). You will be able to find images based on their

textual content and open images in text-based applications. See

“Performing Background OCR on Images” on page 96 for more

information.

PageKeeper User Interface

14 Chapter 2

Opening Documents Directly from PageKeeper

Open documents for editing in their own applications, open documents

in other applications by converting them to different file types, and open

live Web pages. See “Opening Documents” on page 65 for more

information.

PageKeeper User Interface

These are the main parts of the PageKeeper user interface:

• PageKeeper Desktop

• PageKeeper View

• PageKeeper Find

• PK Scan Button

PageKeeper Desktop

The PageKeeper desktop displays all of the folders and documents it

contains. The top-level folder is named

My Folders.

Please see “Organizing Documents” on page 49 for more information on

organizing documents and folders on the PageKeeper desktop.

The left side of

the desktop

displays

PageKeeper’s

entire folder

structure.

The right

side of the

desktop

displays the

contents of

the currently

open folder.

Application

toolbar

My Folders

is

the top-level

folder; it cannot

be deleted.

Standard toolbar

Action toolbar

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