ScanSoft Pagis Pro 3.0 User manual

IndexContents

this publication may be transmitted, transcribed, reproduced, stored in

any retrieval system or translated into any language or computer

language in any form or by any means, mechanical, electronic, magnetic,

optical, chemical, manual, or otherwise, without the prior written

consent of ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts

01960. Printed in the United States of America.

The software described in this book is furnished under license and may

be used or copied only in accordance with the terms of such license.

IMPORTANT NOTICE ScanSoft, Inc. provides this publication “as is” without warranty of any

kind, either express or implied, including but not limited to the implied

warranties of merchantability or fitness for a particular purpose. Some

states or jurisdictions do not allow disclaimer of express or implied

warranties in certain transactions; therefore, this statement may not

apply to you. ScanSoft reserves the right to revise this publication and to

make changes from time to time in the content hereof without obligation

of ScanSoft to notify any person of such revision or changes.

TRADEMARKS AND CREDITS ScanSoft, TextBridge, and Pagis are registered trademarks, and Kai’s

PhotoSoap2 is a trademark of ScanSoft, Inc.

Excel, Word, and Windows are trademarks of Microsoft Corp.

WordPerfect is a registered trademark of WordPerfect Corp.

Other terms used in this manual are the trademarks of their respective

holders.

Verity Topic® Search Technology copyrighted by Verity, Inc.

AccuSoft Redlining® Toolkit copyrighted by AccuSoft Corp.

Authors: Jim Cahill and Sadie DeSimone

9 Centennial Drive

Peabody, Massachusetts 01960

Pagis Pro 3.0 Millennium User’s Guide

Part Number 00–09690–00

January 2000

Pagis Pro User’s Guide iii

Index

CONTENTS

PREFACE

About this User’s Guide..............................xiii

Typographic conventions used in this manual ..........xiv

Related Documents ................................. xv

1 INTRODUCTION

What is Pagis Pro? ................................ 1–1

What Comes with Pagis Pro ......................... 1–2

Pagis Pro Features ................................ 1–3

Where to Go From Here............................. 1–9

2 INSTALLING PAGIS PRO

System Requirements .............................. 2–1

Installing and Testing Your Scanner ................... 2–2

Installing Pagis Pro Software ........................ 2–3

If you already have TextBridge .................... 2–3

Upgrading from an earlier Pagis version ............. 2–3

Running the Pagis Pro setup program ............... 2–4

Upgrading old Pagis search database .............. 2–12

Where to Go From Here............................ 2–14

Uninstalling Pagis Pro ............................ 2–15

iv Pagis Pro User’s Guide

Index

3 LEARNING PAGIS PRO

Pagis Inbox — The Pagis Control Center ................ 3–2

Pagis ToolBar ................................. 3–3

Pagis SendTo Bar .............................. 3–5

Pagis Folders.................................. 3–6

Scanning a Document .............................. 3–6

Copying a Document .............................. 3–10

Faxing a Document ............................... 3–13

E-mailing a XIF image ............................ 3–16

Refining and Annotating a Document ................. 3–19

Scanning and Typing Into a Form .................... 3–23

Scanning a Document Into a Text Application ........... 3–26

Searching for a Document .......................... 3–28

Running OCR on a Document ....................... 3–32

Where to Go From Here............................ 3–34

4 USING PAGIS PRO

Pagis Inbox ...................................... 4–1

Pagis Inbox menus and commands ................. 4–2

Pagis commands in the File menu ............... 4–3

Pagis commands added to the View menu ......... 4–3

Pagis menu ................................ 4–4

Document thumbnails ........................... 4–5

Pagis ToolBar ................................. 4–7

Modifying the Pagis ToolBar ................... 4–7

Pagis SendTo Bar .............................. 4–9

Changing SendTo Bar options .................. 4–9

Adding a program to the SendTo Bar............ 4–10

Removing a program from the SendTo Bar ....... 4–12

Changing the Pagis Inbox location in your file system .. 4–13

Table of Contents v

Index

4 USING PAGIS PRO (CONT.)

Pagis Folders.................................... 4–14

Creating a Pagis Folder...................... 4–14

Removing Pagis Folder attributes .............. 4–14

Pagis Folders and Pagis Search Databases ....... 4–15

Working with Pagis Files in Windows™ ............... 4–15

About Pagis (XIF) files.......................... 4–16

Enhanced context menu ........................ 4–18

Stacking documents......................... 4–18

Unstacking documents ...................... 4–20

Converting to other image formats ............. 4–20

Adding files to the Pagis Search Database........ 4–23

Defining keywords and other properties for a file...... 4–24

Defining Title, Author, and Keywords for a file .... 4–24

Viewing and printing documents with Pagis Document

Viewer................................ 4–26

Working with the Pagis Document Viewer........ 4–26

File menu ................................ 4–28

Edit menu ................................ 4–29

View menu ............................... 4–30

Scan Tool (Scanner, Copier, Fax) .................... 4–31

Setting up your scanner or digital camera

to work with Pagis....................... 4–32

About scanners and scanner drivers ............ 4–32

Running the Scanner Setup Wizard............. 4–33

Changing default properties for scanned documents ... 4–36

Specifying scanner properties ................. 4–37

Specifying page refinements .................. 4–40

Specifying auto save properties ................ 4–43

Specifying keyword properties ................. 4–45

vi Pagis Pro User’s Guide

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4 USING PAGIS PRO (CONT.)

Scanning documents ........................... 4–46

Scanning a single-sided document to a XIF file .... 4–46

Scanning a double-sided document to a XIF file.... 4–50

Scanning directly to an application ............. 4–52

Acquiring an image from a digital camera ........ 4–54

Using Prescan to scan part of a document ........ 4–57

Copying documents ............................ 4–59

Select a printer ............................ 4–60

Set up the copy job.......................... 4–61

Make copies............................... 4–63

Faxing documents ............................. 4–65

Select a fax printer ......................... 4–65

Set up the fax job........................... 4–67

Fax a document............................ 4–68

Pagis Editor .................................... 4–70

Menus and Commands in the Pagis Editor .......... 4–71

File menu ................................ 4–71

Edit menu ................................ 4–74

View menu ............................... 4–76

Insert menu............................... 4–78

Tools menu ............................... 4–78

Page menu................................ 4–80

Annotate menu ............................ 4–82

Forms menu .............................. 4–84

Toolbars in the Pagis Editor ..................... 4–86

Standard toolbar ........................... 4–86

Annotation toolbar.......................... 4–87

Image toolbar ............................. 4–87

Table of Contents vii

Index

4 USING PAGIS PRO (CONT.)

Inserting New Pages into an Open Document ........ 4–88

Scanning new pages into an open document ...... 4–88

Pasting images from other applications .......... 4–90

Inserting a blank page....................... 4–90

Inserting an image file....................... 4–90

Re-ordering pages in a document............... 4–91

Image Editing and Refinement ................... 4–92

Auto refinement ........................... 4–93

Manual refinement ......................... 4–93

Straightening pages ........................ 4–95

Rotating pages............................. 4–96

Cropping pages ............................ 4–96

Adjusting brightness and contrast .............. 4–97

Resizing pages............................. 4–98

Changing resolution ........................ 4–98

Converting color depth ...................... 4–98

Removing background tint.................... 4–99

Making Annotations in a Pagis document .......... 4–100

Basic annotation procedure .................. 4–100

Specifying annotation options ................ 4–101

Filling Out Forms ............................ 4–103

Specify form field options.................... 4–103

Analyze and fill out the form ................. 4–104

Preparing a XIF Document for Printing............ 4–106

Exporting XIF to Other Image Formats............ 4–107

Specify Save/Export preferences .............. 4–107

Using the Export command .................. 4–108

Using the SendTo command ................. 4–109

viii Pagis Pro User’s Guide

Index

4 USING PAGIS PRO (CONT.)

Using OCR To Capture Text from the Editor ........ 4–110

Web Capture Tool ............................ 4–112

Creating a web site shortcut .................... 4–112

Editing a web site thumbnail.................... 4–114

Using a weblink shortcut....................... 4–114

Pagis Search Database Manager and Update Tool....... 4–115

About search databases ........................ 4–116

Exploring the Pagis Search Database Manager ...... 4–117

Create Search Database command............. 4–118

Configure Search Database command .......... 4–119

Delete Search Database command............. 4–120

Change Schedule command .................. 4–120

Update Search Database command ............ 4–121

Attach to Search Database command........... 4–122

Detach from Search Database command ........ 4–123

Properties command ....................... 4–123

Exit command ............................ 4–123

Search Database toolbar .................... 4–123

Creating and defining a search database ........... 4–124

Updating a search database for removable media .... 4–128

Sharing search databases in a networked environment 4–130

Search Tool .................................... 4–131

Basic search steps ............................ 4–132

Defining a search string ....................... 4–134

Simple searches........................... 4–135

Proximity searches ........................ 4–136

Natural language searches .................. 4–136

Search by example......................... 4–137

Table of Contents ix

Index

4 USING PAGIS PRO (CONT.)

Other search properties........................ 4–137

Keywords tab ............................ 4–137

Date tab ................................ 4–138

Name and Type tab ........................ 4–139

Advanced tab............................. 4–139

Finding out what files a database contains ...... 4–142

File menu .................................. 4–143

Open Selected Document command ............ 4–143

Properties command ....................... 4–143

Open Containing Folder command............. 4–144

Save Search command...................... 4–144

Exit command ............................ 4–144

Edit menu .................................. 4–144

Copy command ........................... 4–145

Select All command ........................ 4–145

Invert Selection command ................... 4–145

View menu ................................. 4–145

Large Icons command ...................... 4–145

Small Icons command ...................... 4–146

List command ............................ 4–146

Details command.......................... 4–146

Arrange Items command .................... 4–146

Database menu .............................. 4–146

Update Search Databases command ........... 4–147

Manage Search Databases command........... 4–147

Working with found documents .................. 4–147

Viewing search hits in found documents ........... 4–149

Where to Go From Here........................... 4–150

x Pagis Pro User’s Guide

Index

EXAMPLES AND ADVANCED FEATURES

Sample Uses of Pagis Pro ........................... 5–1

Scan manuscripts and photographs for a newsletter .... 5–2

Scan a document and edit it in a word processor ....... 5–3

Scan a spreadsheet and edit it

in a spreadsheet application ................ 5–3

Create a library of company documents .............. 5–4

Use annotations to comment on scanned design drawings 5–5

Scan invoices and e-mail them to customers .......... 5–6

Scan and fax reports to clients..................... 5–6

Scan, organize, and retrieve articles and

research information ...................... 5–7

Eliminate office clutter .......................... 5–8

Scan receipts and other financial documents

for tax purposes......................... 5–10

Scan a picture, add keywords,

and add it to a search database ............. 5–10

Scan photos of possessions for insurance purposes..... 5–11

Tips and Techniques .............................. 5–12

Using the Pagis Print Driver to create XIF documents.. 5–12

Downloading the Pagis Viewer ................... 5–17

Sending XIF files as e-mail attachments ............ 5–18

America Online ............................ 5–18

Eudora Pro and Eudora Lite .................. 5–19

Lotus cc:Mail and Lotus Notes................. 5–20

MS Outlook Express and MS Outlook ........... 5–20

Netscape Mail ............................. 5–21

Registering Netscape and Netscape Mail......... 5–22

Dragging XIF files to open applications ............. 5–27

Using TextBridge Pro as a standalone application..... 5–27

Where to Go From Here............................ 5–29

Table of Contents xi

Index

SUPPORTED PROGRAMS AND FILE FORMATS

Supported Drag-and-Drop Programs ................... A–1

Image Formats that Pagis Pro Supports ................ A–6

GLOSSARY OF TERMS

INDEX

Pagis Pro User’s Guide xiii

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PREFACE

Welcome to Pagis Pro from ScanSoft, Inc. Pagis Pro is your all-

in-one scanning suite running in Microsoft® Windows™ 95,

Windows 98, and Windows NT 4.0.

Please read this preface before going on to install and use Pagis

Pro. It discusses the following topics:

◆ About this user’s guide

◆ Related documents

ABOUT THIS USER’S GUIDE

This user’s guide provides all the information you need to

successfully install, learn, and use Pagis Pro in the chapters

sections.

The “Glossary of Terms” provides definitions of all of the

technical terms used in this manual, and the “Index” gives page

numbers for all of the topics described.

Appendix A, "“Supported Programs and File Formats”, lists

the programs that Pagis Pro supports for drag-and-drop

operations. It also lists the file formats Pagis can import and

export.

Please note that this user’s guide does not teach you about your

Windows operating system. It assumes that you know how to

operate and manage your computer and its operating system

software.

xiv Pagis Pro User’s Guide

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Typographic conventions used in this manual

This manual uses bold, italic, and other typographic styles to

highlight different types of information in the text (Table P–1).

Table P–1. Documentation Conventions

bold Introduces a new term, or the first use of an

important term in a chapter; also sometimes

used to denote strong in-line emphasis.

italic Denotes titles of other manuals or books. Also

denotes generic file name entries, for example,

filename

monospace Denotes examples, menu text, and file names or

messages that appear on the computer screen.

“ ” (quotes) Denotes titles of chapters and sections in this

manual.

☞

Introduces tips that provide useful information

about a procedural step or system function.

Note

Introduces information of special note about the

current topic. There are borders above and

below the noted text.

Preface xv

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RELATED DOCUMENTS

In addition to the printed Pagis Pro User’s Guide, refer to the

following documents for more information related to Pagis Pro:

◆ Release Notes—Read the on-line Release Notes (Relnote.rtf)

first. This document provides late-breaking information about

Pagis Pro. You can access the Release Notes at installation time,

and after installation in the Pagis Pro 3.0 Millennium installation

directory.

◆ On-line Help—From Pagis Pro software, you can access context

sensitive help, including topics about the menus, commands, and

tools. Using the standard Windows winhelp utility, you can also

access Pagis help via Contents, Index, and Search screens.

◆ Pagis Activity Guide—This is an interactive guide which allows

you to choose an activity (such as Scan a document into your word

processor, or Scan and fill out a form) and get step-by-step

instructions on your screen.

◆ Pagis/JetSend Integration Notes—Provided in PDF format,

this document gives a brief explanation of HP’s JetSend

technology, tells you how to install and uninstall JetSend for

Pagis, and how to send and receive image files using JetSend for

Pagis.

◆ Pagis Pro User’s Guide—A longer version of the Pagis Pro

User's Guide is provided in PDF format. The PDF version

includes all the chapters in the printed version as well as:

Chapter 4, "Using Pagis Pro", Chapter 5, "Examples and

Advanced Features", “Glossary of Terms”, and Appendix A,

"Supported Programs and File Formats".

◆ TextBridge Pro User’s Guide—Provided in PDF format, the

TextBridge Pro User’s Guide covers all aspects of the optical

character recognition (OCR) technology built into Pagis Pro

software. TextBridge Pro software also contains its own extensive

on-line help system.

xvi Pagis Pro User’s Guide

IndexContents

☞ The PDF versions of the Pagis Pro User's Guide and the

TextBridge Pro User's Guide can be opened by going to the

Windows Start menu, then opening the Documentation folder in

the Pagis program group.

Pagis Pro User’s Guide 1–1

IndexContents

1

INTRODUCTION

Welcome to Pagis™ Pro, your all-in-one scanning suite from

ScanSoft, Inc. Read this chapter for information about the

following topics:

◆ What is Pagis Pro?

◆ What comes with Pagis Pro

◆ Pagis Pro features

◆ Where to go from here

☞ To get started quickly, go directly to Chapter 2, “Installing Pagis

Pro,” for installation instructions.

WHAT IS PAGIS PRO?

Pagis Pro is a value-packed color scanning suite for Microsoft

Windows™ 95, Windows 98, Windows NT 4.0, and Windows 2000

Professional

Pagis Pro enables you to scan, copy, fax, view and edit, search and

otherwise manage electronic documents (articles, photos, forms,

and so on) on your Windows desktop.

In addition to documents on your personal computer, Pagis Pro

enables you to manage documents on removable media, such as

Jaz™ and Zip™ drives, and to locate documents on CD-ROMs.

1–2 Pagis Pro User’s Guide

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WHAT COMES WITH PAGIS PRO

Pagis Pro includes a CD-ROM that contains the following items:

◆ Pagis Pro installation program and application software

◆ TextBridge® Pro OCR software

◆ Pagis Pro multimedia product tour

◆ On-line manuals for Pagis Pro and TextBridge Pro in Adobe®

Portable Document Format (PDF)

◆ Adobe Acrobat™ Reader

◆ Sample XIF (eXtended Image Format) image files

◆ Pagis MiniViewer

◆ Pagis Pro Release Notes

Note Be sure to register your copy of Pagis Pro software. As a

registered user, you will be kept up to date on new software

releases, special offers, and other important product information.

Also, please read the Pagis Pro Release Notes (relnote.rtf) on

the CD-ROM for information about other items that may be

included with Pagis Pro.

Introduction 1–3

IndexContents

PAGIS PRO FEATURES

Pagis Pro tools are designed to improve your work flow,

productivity, and organization. Please read this section for

highlights of the many features and benefits Pagis Pro provides.

◆ The Pagis Inbox

The Pagis Inbox (Figure 1–1) is the main control center for Pagis

Pro operations and the default location for scanned documents. It

is a special folder with a unique look that is placed on your

Windows desktop during installation.

Standard Menu bar

(Pagis menu is added)

Pagis ToolBar

Enhanced Explorer

view with document

thumbnails

Pagis SendTo Bar

with shortcuts to

other programs

Figure 1–1. Pagis Inbox with document thumbnails

Think of the Pagis Inbox as a supercharged Windows folder. It

includes all the menu items of a Windows Explorer view as well

as a Pagis menu, a Pagis ToolBar, and a SendTo Bar for drag-

and-drop operations.

1–4 Pagis Pro User’s Guide

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For organizing your scanned documents, the Pagis Inbox provides

several sample Pagis Folders—Business Materials, Finances,

Home, Magazine Articles, Photographs, and Recipes. You can

change the names of these folders or delete them if you wish.

◆ Pagis Folders

There is only one Pagis Inbox (which is actually a Pagis Folder).

However, you can convert any standard Windows folder into a

Pagis Folder, which has all the features of the Pagis Inbox.

From the Pagis Inbox or Pagis Folders, you can arrange and

organize your scanned documents, launch Pagis tools, and drag

documents to the icons on the SendTo Bar where they will open

installed applications for word processing, e-mailing, image

editing, and other activities.

◆ Pagis ToolBar

The Pagis ToolBar is a standard feature of the Pagis Inbox and all

Pagis Folders. It provides access to all the major document

management tools and commands in the product.

◆ SendTo Bar

The SendTo Bar is a standard feature of the Pagis Inbox and all

Pagis Folders. It shows shortcuts to your favorite applications.

and can hold an unlimited number of shortcuts. During

installation, Pagis detects the applications on your computer and

adds shortcuts for them on the SendTo Bar.

You can then drag and drop a scanned document onto the

application's shortcut on the SendTo Bar, or just click the

shortcut icon, to open the document in that application.

For example, when you click the MS Word icon, or drag and drop

a scanned document onto the MS Word shortcut, Pagis performs

OCR (optical character recognition) on the document, launches

Word, and places the recognized text and graphics in an open

Word document.

Introduction 1–5

IndexContents

◆ SendTo Bar drag and drop to registration wizard

You can add applications to the SendTo Bar at anytime. Simply

drag and drop the application shortcut onto the SendTo bar. This

opens the Drag and Drop Registration Wizard so you can

register the application with Pagis Pro.

◆ Scanner Setup Wizard

The Pagis Scanner Setup Wizard helps you set up your scanner

for use with Pagis and TextBridge, and helps diagnose and solve

incompatibilities. You can start the wizard from the Pagis Scan

Tool.

◆ Scan and capture high quality color images in extremely

compact file sizes

Only Pagis Pro offers the XIF (eXtended Image File) format,

which enables you to store high quality color scans in extremely

compact file sizes.

A typical color magazine page, for example, can use less than 100

kilobytes when scanned to XIF. By contrast, a JPEG version of

the same file could be as much as five times the size.

Pagis Pro achieves its high compression levels by segmenting

scanned images into four layers in the XIF file: the binary (black

and white) text layer; the color text layer; the background tint

layer; and the color image layer. Each layer is then appropriately

compressed.

◆ Scan to and read many popular image formats

In addition to XIF, Pagis Pro can read and write many popular

image formats, including BMP, FlashPix, JPEG, and TIFF. For a

complete list of supported image formats, see Appendix A,

“Supported Programs and File Formats.”

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