Visioneer® Visual Explorer User’s Guide FOR WINDOWS
COPYRIGHT INFORMATION Visioneer® Visual Explorer 1.0 Software for Windows. Copyright ©1998 Visioneer, Inc. All rights reserved. Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under the copyright laws.
TA B L E O F C O N T E N T S Chapter 1: Welcome to the Visual Explorer Software . . . . . . . . . . 1 View items in a variety of ways . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Capture Web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Organize all your items in folders . . . . . . . . . . . . . . . . . . . . . . . . 3 Combine items into stacks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Add notes, highlight areas, and mark up a page . . . . . . .
iv TABLE OF CONTENTS Working with folders and items . . . . . . . . . . . . . . . . . . . . . . . . Dragging and dropping items into folders . . . . . . . . . . . . . . Filing items in multiple locations . . . . . . . . . . . . . . . . . . . . Duplicating items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating new folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Giving folders new titles . . . . . . . . . . . . . . . . . . . . . . . . . . .
TABLE OF CONTENTS v Chapter 7: Sending a Fax or E-Mail Message . . . . . . . . . . . . . . . . Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sending an item as a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sending an item with an e-mail message . . . . . . . . . . . . . . . . . . Sending a self-viewing file using an e-mail link . . . . . . . . . . . . . 65 66 66 69 71 Chapter 8: Annotating a Page . . . . . . . . . . . . . . . . . . . . .
vi TABLE OF CONTENTS
CHAPTER 1 Welcome to the Visual Explorer Software Welcome to the Visual Explorer software. This guide explains how to use the main features of your software. In addition to this guide, you can get more information from a variety of sources: Web. Visit Visioneer’s Web site at www.visioneer.com where you can find Technical Notes, Frequently Asked Questions (FAQs), software updates, and more. For a quick way to access information on the Web site, use the Internet menu. Getting Started Guide.
2 CHAPTER 1: WELCOME TO THE VISUAL EXPLORER SOFTWARE VIEW ITEMS IN A VARIETY OF WAYS Visual Explorer provides several ways to view items: Desktop View displays a thumbnail, a small graphic that represents each item in a folder. The thumbnails represent PaperPort items (PaperPort MAX files) —the format in which Visual Explorer saves items. The thumbnails also represent non-PaperPort items—items created using another application, such as Microsoft Word.
CAPTURE WEB PAGES 3 CAPTURE WEB PAGES With Web Capture, you can easily add Web pages as PaperPort items directly to Desktop View and update the captured page the next time you connect to the Internet. You have the option of capturing only the visible portion of a page, or an entire page. Capture the visible portion of a Web page or the entire page. ORGANIZE ALL YOUR ITEMS IN FOLDERS Desktop View provides an easy-to-use filing system for organizing your items.
4 CHAPTER 1: WELCOME TO THE VISUAL EXPLORER SOFTWARE • When you double-click a folder, its items (both PaperPort (MAX) files and other files) appear on the Desktop. • You can also use Windows Explorer to manage the folders and items shown in Desktop View. Folder View. A folder added to Folder View. Items in the selected folder appear on the Desktop.
COMBINE ITEMS INTO STACKS 5 COMBINE ITEMS INTO STACKS Many items that you place on the Desktop will probably be more than one page. You can combine individual PaperPort items into a multipage item, called a stack.
6 CHAPTER 1: WELCOME TO THE VISUAL EXPLORER SOFTWARE ADD NOTES, HIGHLIGHT AREAS, AND MARK UP A PAGE With the annotation tools in Page View, you can add a note, highlight text, draw lines or arrows, circle information, or paste a picture or graphic from another application into a PaperPort item. The following figure shows an example of how you can use the tools. Circle information with the Freehand tool. Use the Highlighter tool to highlight an area. Draw the reader’s attention by adding arrows.
FAX IT 7 FAX IT If your computer has a fax modem and fax software, you can use the fax link to quickly send an item as a fax. The fax link is represented by a fax link icon on the Link Bar at the bottom of Desktop View. Send an item by dragging and dropping it onto a link icon. This example shows dragging and dropping an item onto the fax link icon. When the fax link icon is highlighted, release the mouse button. Your fax application starts and you can send the item as a fax.
8 CHAPTER 1: WELCOME TO THE VISUAL EXPLORER SOFTWARE USE SIMPLESEARCH TO FIND AN ITEM Visual Explorer has a wide range of options for finding items. In addition to the standard methods of searching for items by name, date, or keywords, a powerful feature named SimpleSearch can find items based on the textual content. For example, if you only remember that the item included the word “California” or the phrase “California coastal tours,” SimpleSearch can find the item containing that word or phrase for you.
IMPORT ITEMS FROM OTHER APPLICATIONS 9 IMPORT ITEMS FROM OTHER APPLICATIONS You can bring items into Desktop view in a variety of ways and convert them to PaperPort (MAX) files in several different ways: • Print to Desktop View from another application, such as Microsoft Excel. • Import files saved in other file formats, such as Windows Bitmap (BMP) or Tag Image File Format (TIFF). • Duplicate an item as a PaperPort item. • Capture a Web page.
10 CHAPTER 1: WELCOME TO THE VISUAL EXPLORER SOFTWARE The following sample shows the shortcut menu for a single item in Desktop View. Other shortcut menus appear when you click the right mouse button in Desktop View instead of on an item, and when you’re viewing an item in Page View. VISIT VISIONEER’S WEB SITE You can use the Visual Explorer software to connect to different areas on Visioneer’s Web site (www.visioneer.com) on the Internet.
CHAPTER 2 Viewing Items Visual Explorer provides several ways to view items: Desktop View displays a thumbnail, a small graphic that represents each item in a selected folder. The thumbnails represent PaperPort items (PaperPort MAX files)—the format in which Visual Explorer saves items. The thumbnails also represent non-PaperPort items—items created using another application, such as Microsoft Word. Page View displays a close-up of a single page.
12 CHAPTER 2: VIEWING ITEMS VIEWING ITEMS IN DESKTOP VIEW Desktop View shows thumbnails of items and stacks of items. When you first start Desktop View, the items in the default folder appear. You can select a different folder to see its items. To view items in Desktop View: • Double-click the Visual Explorer icon on the Windows desktop. or • In Page View, click the Desktop button. Thumbnail of non-PaperPort item (for example, a Word file). Web Capture item. Thumbnail of a PaperPort item.
VIEWING ITEMS IN DESKTOP VIEW 13 Tip: By default, the Desktop background is gray. If you prefer to use your system default background color, deselect the gray option in the Desktop Preferences. To display the preferences, choose Preferences from the Edit menu, and then click the Desktop tab. USING DESKTOP VIEW Desktop View contains many features that help you to easily navigate between folders and display items to perform a variety of actions. Command Bar.
14 CHAPTER 2: VIEWING ITEMS A stack. After placing multiple pages in Desktop View, you can combine the thumbnails of those pages into a stack. For example, if you import a 10-page report, 10 individual pages appear on the PaperPort Desktop. By combining the pages into a stack, you can work with the report as a single item. Stack titles appear in bold type above the page titles.
VIEWING ITEMS IN PAGE VIEW 15 Unstack. Unstack the pages of the selected stack. Click the arrow next to the button to see different options for unstacking items, such as unstacking all pages or unstacking only the current page in a stack. Arrange. Arrange the items on the Desktop. Click the arrow next to the button to see different options for arranging items, such as by position, name, date, size, or type. Tip: Right-Click the Unstack and Arrange button to select default preferences. Explorer.
16 CHAPTER 2: VIEWING ITEMS To view a PaperPort item in Page View: • In Desktop View, double-click the item that you want to see in Page View, such as the following letter. or • Click an item in Desktop View, and then click the Page button. Tip: You can also double-click a PaperPort item in Windows Explorer to view it in Page View. Note: If you start Page View from Desktop View, Page View replaces the Desktop View window. If you prefer, you can open Page View in a separate window.
VIEWING ITEMS IN PAGE VIEW 17 Note: If you double-click a non-PaperPort item, it appears in the application used to create it. For more information about viewing a non-PaperPort item in its application, see “Viewing items by using the application that created them.” For information about changing the preference that controls the double-click action, see “Setting the Double-Click Action preference.
18 CHAPTER 2: VIEWING ITEMS USING PAGE VIEW Page View provides many useful features for viewing an item. Command Bar. The buttons on the Command Bar are shortcuts for commands on the menus. Notice that most of the buttons in the Page View Command Bar are different from those in Desktop View. Annotation toolbar. These tools are for adding notes to a page, highlighting areas on it, cutting and pasting sections, drawing on the page, adding a picture to the page, and so forth.
VIEWING ITEMS IN PAGE VIEW 19 Zoom In. Magnifies the size of the page in Page View. WWW. Connects to the Internet Web page shown in Page View. Note: Several other buttons might appear on the Command Bar. The Twain button appears only if you have a TWAIN device connected to your computer. The OLE Return button appears when you are using Windows Object Linking and Embedding (OLE).
20 CHAPTER 2: VIEWING ITEMS ZOOMING IN OR OUT 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. To zoom in, either choose Zoom In from the View menu, click the Zoom In button, or press the plus (+) key on the numeric keypad. 3. To zoom out, either choose Zoom Out from the View menu, click the Zoom Out button, or press the minus (-) key on the numeric key pad. 4.
VIEWING ITEMS BY USING THE APPLICATION THAT CREATED THEM 21 VIEWING ITEMS BY USING THE APPLICATION THAT CREATED THEM From Desktop View you can start a non-PaperPort item’s application and use it to view the item. To view a non-PaperPort item in its application: • In Desktop View, double-click a non-PaperPort item. The application that created the item starts and the item appears. If you want, you can change the Double-Click Action preference so that the item appears in Page View when you double-click it.
22 CHAPTER 2: VIEWING ITEMS Double-Click Action preferences 3. To open and display the item in its application, select Launch Native Application as the Default Double-Click Action. To open the and display the item in Page View, select Launch Page View as the Default Double-Click Action. 4. Click OK. QUITTING DESKTOP VIEW OR PAGE VIEW Quit Desktop View or Page View in the same way that you exit from other Windows applications. To quit: • From the File menu, choose Exit.
CHAPTER 3 Filing Items In Desktop View, you can easily file and manage items. This chapter tells you about: • Visual Explorer’s filing system • Displaying folders and items • Adding and removing folders from Folder View • Working with folders and items • Using Windows Explorer to manage items • Using SimpleSearch to find an item VISUAL EXPLORER’S FILING SYSTEM An efficient way to file and manage items is to use Desktop View.
24 CHAPTER 3: FILING ITEMS A non-PaperPort item. A PaperPort item. Folder View. This icon identifies the folder as one that was added to Folder View. Items in a selected folder appear on the Desktop. DISPLAYING FOLDERS AND ITEMS When you start Visual Explorer, the Visioneer Documents folder (or the one that you chose when you installed Visual Explorer) is selected in Folder View and the items it contains appear on the Desktop. Its subfolders appear below the folder in Folder View.
DISPLAYING FOLDERS AND ITEMS 25 Each item appears in Desktop View represented by a thumbnail. Non-PaperPort items include a small icon representing the application used to create the item. This makes it easy and convenient to quickly see all different types of items. To see the contents of a folder: 1. In Folder View, double-click the folder that you want to view or click the plus sign (+) if one appears.
26 CHAPTER 3: FILING ITEMS Items in the selected folder appear on the Desktop. This example shows items in the Newsletter folder, which is located in the Adventure Travel folder. Note: When you place items in Desktop View, such as by capturing Web pages and importing items, the items appear in the location that is currently selected in Folder View.
ADDING AND REMOVING FOLDERS FROM FOLDER VIEW 27 ADDING AND REMOVING FOLDERS FROM FOLDER VIEW To see a folder already located on your computer or on an external device, such as an external hard drive or Iomega Zip drive, you add the folder to Folder View. The folder can contain many subfolders or can be simply a single folder.
28 CHAPTER 3: FILING ITEMS 2. Select the folder that you want to add and click OK. The folder appears in Folder View and its items appear on the Desktop. Any subfolders are automatically included and shown in Folder View below the added folder. The following example shows that the Adventure Travel folder was added. Added folder located on the C drive. In addition to the icon that identifies a folder as an added folder, the folder title indicates the actual location of the folder on your computer.
ADDING AND REMOVING FOLDERS FROM FOLDER VIEW 29 REMOVING FOLDERS FROM FOLDER VIEW If you no longer want a folder to appear in Desktop View, remove it from Folder View. When you remove a folder it does not delete it from your computer. To remove a folder: 1. In Folder View, select the folder you want to remove. 2. From the File menu, choose Remove From Folder View. The folder is removed from Folder View.
30 CHAPTER 3: FILING ITEMS 2. To move a folder up in the list, select the folder and click the Move Up button. To move a folder down in the list, select the folder and click the Move Down button. The following example shows that the My Documents folder was moved down. 3. Click OK. Note: You cannot change the position of the top folder, in this example Visioneer Documents, by using the Arrange Folder View dialog box.
WORKING WITH FOLDERS AND ITEMS 31 Note: The following procedures tell you how to work with folders and items in Desktop View. You can also use Windows Explorer to complete changes, such as retitling a folder and filing items in different folders. For more information, see “Using Windows Explorer to manage items,” later in this chapter. DRAGGING AND DROPPING ITEMS INTO FOLDERS The easiest way to move an item into a folder is by dragging and dropping the item.
32 CHAPTER 3: FILING ITEMS FILING ITEMS IN MULTIPLE LOCATIONS To file the same item in multiple locations, such as in different folders, you can either create a copy of the item or create a shortcut for the item. (A shortcut is a great way to file an item in different places, without taking up the extra disk space required by a copied item.) To create a copy of the item: 1. On the Desktop, select the item. 2. From the Desktop menu, choose Copy To Folder. The Copy To Folder dialog box appears. 3.
WORKING WITH FOLDERS AND ITEMS 33 2. Choose Create Shortcut(s) Here. The item remains in the original location, and a thumbnail representing the item appears in the other location. (The new thumbnail is really just a shortcut; the file has not been copied to the new location.) Note: You can also create shortcuts for items by using Windows Explorer. DUPLICATING ITEMS Another way to file an item in multiple locations is to create a duplicate of an item in Desktop View.
34 CHAPTER 3: FILING ITEMS 3. The duplicated item appears as a PaperPort item with the title Copy of title. For example, if you duplicate the Flowers item, the duplicated item is titled Copy of Flowers. CREATING NEW FOLDERS You can create new subfolders for any of the folders you add to Folder View. For example, you could create a folder named Business and another one named Vacation as subfolders to your Travel folder.
WORKING WITH FOLDERS AND ITEMS 35 3. Type the new folder’s title, choose a folder color, and then click OK. The following shows a new folder named Web Captures. Tip: Use the Folder Preferences in the Visual Explorer Preferences dialog box to set up your preferred folder title and color. For more information about preferences, see the Help. GIVING FOLDERS NEW TITLES It is a good idea to use descriptive titles to name each folder.
36 CHAPTER 3: FILING ITEMS DRAGGING AND DROPPING FOLDERS INTO FOLDERS Folders can be stored in other folders by dragging and dropping one folder into another. Tip: Holding down the Ctrl key while dragging a folder into another folder creates a duplicate of the one you’re dragging. This is a quick way to create a new folder, and can save time when you’re creating a batch of new folders. When you’re finished creating the folders, you can give each new one its own title.
USING WINDOWS EXPLORER TO MANAGE ITEMS 37 2. Type the width and height of the image that you want to create. 3. Select the image type and a resolution, and then click OK. The new PaperPort item appears in Desktop View. To create a non-PaperPort item: 1. From the File menu, choose New, and then the application of the item that you want to create, such as Word. 2. The application starts. 3. Create the file, such as by typing in a Word document, and then save the file. The item appears in Desktop View.
38 CHAPTER 3: FILING ITEMS 2. Make changes using Windows Explorer to folders or items that are part of a folder added to Folder View. For example, you can create a new folder, retitle a folder, and drag and drop items into different folders. You can also drag folders and items from Windows Explorer directly to Desktop View. 3. If Desktop View is currently active, refresh the information by choosing Refresh from the View menu.
USING SIMPLESEARCH TO FIND AN ITEM 39 USING SIMPLESEARCH TO FIND AN ITEM SimpleSearch helps you find items. SimpleSearch searches all the items—both PaperPort items and items created using other applications—that are in a folder listed in Folder View. For example, if you recall the item’s title or keywords, you can find the item based on that information. However, SimpleSearch also reads the entire text content of each item and can find items based on any words and phrases in the content.
40 CHAPTER 3: FILING ITEMS In the SimpleSearch dialog box, you can: • Click the Options tab to display several options for using SimpleSearch, including whether you want SimpleSearch to match the exact phrase you’re looking for or to find text that closely matches. You can also indicate whether you want to search all folders, the current folder, or the current folder and its subfolders. • Click the Update SimpleSearch button to read any items that haven’t been read yet.
CHAPTER 4 Stacking PaperPort Items Like many other busy people, you might sometimes put items on your desk without organizing them. When you finally do put them in order, you might stack the items by project, contact, or department. You use a method that helps you to quickly find the right stack. With Visual Explorer you can electronically organize PaperPort items into stacks in much the same way that you do with paper documents. A stack is a PaperPort item with multiple pages.
42 CHAPTER 4: STACKING PAPERPORT ITEMS COMBINING ITEMS INTO STACKS To stack pages, you can: • Drag one page on top of the other • Click the Stack button on the Command Bar • Use the stack commands in the Desktop menu You can also add stacks to other stacks. You cannot stack non-PaperPort items, such as Word or Excel thumbnail that appear in Desktop View. USING DRAG AND DROP TO CREATE STACKS 1. In Desktop View, select the item that you want to stack.
COMBINING ITEMS INTO STACKS 43 3. When the second item is highlighted, release the mouse button. Cover Letter Spring Vol 42 The stack is created. Spring Vol 42 Cover Letter 4. Repeat Steps 1 through 3 until you finish creating the stack. A new stack receives the title of the item on the bottom of the stack. The stack title (“Spring Vol 42” in this case) is shown in boldface type. Each page title is shown in normal typeface (“Cover Letter” in the example above).
44 CHAPTER 4: STACKING PAPERPORT ITEMS SELECTING AND DESELECTING ITEMS When stacking items, you need to select them. You can select one item at a time, or several items together. To select or deselect a single item: • To select the item, click its thumbnail in Desktop View. A red (or dark) line around an item indicates that it is selected. • To deselect the item, click another item, or click anywhere else in Desktop View.
GIVING TITLES TO ITEMS AND STACKS 45 The stack title and page titles both appear above the stack so that as you flip through the pages of a stack you can see each page’s title as well as the stack title. The stack title is in boldface type. The page title is in normal type. As you flip through the pages, each page’s title appears. If you don’t want to see page titles with the stack titles, choose Per-Page Titles from the View menu to remove the check mark from the command.
46 CHAPTER 4: STACKING PAPERPORT ITEMS To use a custom title: 1. Choose Preferences from the Edit menu, and click the Item Names tab. 2. Select the Custom option, type a title, and then click OK. You can type as many as 256 characters for the title. To change a title in Desktop View: 1. Select the item or stack. 2. Click its title, or choose Change Title from the File menu. 3. Type the new title and press Enter. To change a title in Page View: • Choose Change Title from the File menu.
MOVING BETWEEN STACKED PAGES 47 MOVING BETWEEN STACKED PAGES Use the Page Navigators to move through the pages of a stack. You can also use the commands on the Page menu to move from page to page in a stack. To move between pages in a stack in Desktop View: 1. Select the stack. 2. Click the left arrow of the Page Navigator to see the previous page in the stack. 3. Click the right arrow of the Page Navigator to see the next page in the stack.
48 CHAPTER 4: STACKING PAPERPORT ITEMS UNSTACKING ITEMS You can unstack pages in a stack if, for example, 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. To unstack a single page: 1. Select the stack in Desktop View. 2. Click the Page Navigator to display the page you want to unstack. 3. Click the arrow next to the Unstack button in the Command Bar, and then choose Unstack Current Page.
TILING ITEMS 49 To unstack all the pages in a stack: 1. Select the stack in Desktop View. 2. Click the arrow next to the Unstack button in the Command Bar, and then choose Unstack All Pages. You can also choose Unstack from the Desktop. Each page of the stack becomes a separate item on the Desktop. TILING ITEMS For smaller items, such as business cards, articles, and receipts, you can combine the items on the same page instead of stacking them as separate pages.
50 CHAPTER 4: STACKING PAPERPORT ITEMS Another way to tile is by tiling thumbnails. This is similar to tiling items except that the size of each item is reduced to ensure that the items fit on one page. Tiling thumbnails is a great way to create a page or index of images, such as a page of photographs, similar to a photographer’s contact sheet. You can create a thumbnail tile that includes both PaperPort and non-PaperPort items. To tile items onto a single page: 1. Select the items in Desktop View. 2.
TILING ITEMS 51 To tile thumbnails: 1. Select the items in Desktop View. 2. From the Desktop menu, choose Tile Thumbnails. A new item appears with the selected items tiled together as small thumbnails on a page, similar to a photographer’s contact sheet. Items of different sizes are reduced relative to their original size. (The original items still remain on the Desktop.) The default title used for creating stacks is applied to the page.
52 CHAPTER 4: STACKING PAPERPORT ITEMS
CHAPTER 5 Capturing Web Pages With Web Capture, you can easily add Web pages as PaperPort items directly to Desktop View and update them the next time you connect to the Internet. For example, you can capture information about your favorite stocks and then automatically update the information to reflect the latest numbers. A captured Web page is saved as a PaperPort item and the Web page text is searched by SimpleSearch. This chapter tells you how to take advantage of Web Capture.
54 CHAPTER 5: CAPTURING WEB PAGES USING A SUPPORTED BROWSER To capture Web pages, you need access to the Internet, such as through an Internet service provider. You also need one of the following browsers installed on your computer: • Microsoft Internet Explorer (Version 3.0 or later) • Netscape Navigator (Version 3.0 or later) CAPTURING WEB PAGES Capture Web pages to save images of one or more Web pages to Desktop View as PaperPort items.
CAPTURING WEB PAGES To capture a Web page: 1. In Folder View, select the folder in which you want to add a captured Web page. 2. Connect to the Internet and then display the Web page that you want to capture, such as the following example. 3. Right-click the Web Capture icon in the Windows taskbar. A short-cut Web Capture menu appears.
56 CHAPTER 5: CAPTURING WEB PAGES 4. To capture a Web page, do one of the following: • To capture only the visible portion of a Web page, choose Capture Visible Portion. • To capture a page from the visible portion to the end of the Web page, choose Capture Entire Page. • To capture a complete Web page, scroll to the beginning of the Web page, and then choose Capture Entire Page. The Web page is saved as a special PaperPort item identified by your browser’s application icon.
UPDATING CAPTURED WEB PAGES 57 To update a captured Web page: 1. Connect to the Internet. 2. In Desktop View, double-click the Web Capture item, such as the following example. A view of the Web page as it currently exists on the Internet appears in your browser. 3. To update the page, right-click the Web Capture icon. A short-cut menu appears. 4. Choose Capture Visible Portion or Capture Entire Page, depending on the currently captured Web page.
58 CHAPTER 5: CAPTURING WEB PAGES 5. To update your current capture, click Update Existing. The page is updated. To create another Web page capture (leaving the originally captured Web page as is), click Create New. A copy of the captured Web page appears in Desktop View. Tip: To see the URL of a captured Web page, right-click the Web Page in Desktop View, and then choose Summary Info. VIEWING CAPTURED WEB PAGES You can view a captured Web page either in Page View or by using your browser.
CHAPTER 6 Using Links You can send an item from Visual Explorer to another application by using a link. Visual Explorer automatically displays icons for linked applications on the Link Bar. The Link Bar shows such applications as electronic fax, e-mail, the printer, and the Recycle Bin.
60 CHAPTER 6: USING LINKS THE BASIC STEPS FOR USING LINKS When you send an item to a linked application, Visual Explorer processes the item, the application starts, and the item appears in the application. The links are available on the Link Bar and the Links menu. To send a PaperPort item to a link in Desktop View: 1. Make sure all the item(s) to send appear in Desktop View. 2. Drag and drop the item onto the appropriate link on the Link Bar.
SETTING A LINK’S PREFERENCES 61 To set a link’s preferences: 1. Right-click the link icon on the Link Bar and choose Preferences. The Link Preferences dialog box appears and displays the preferences for the selected link. The following figure shows a sample of the link preferences. 2. Select the options you want and click OK. Many links are supported, the preferences for each link are not described, but should be easy to select if you are familiar with the linked application.
62 CHAPTER 6: USING LINKS MANAGING THE LINK BAR The Link Bar appears at the bottom of Desktop View and operates much like a separate application. To make it easier to work with links, you can manage the Link Bar including: • Changing how links appear on the Link Bar • Showing and hiding the Link Bar • Removing a link from the Link Bar • Reordering links on the Link Bar Click the scroll buttons on each side of the Link Bar to see other icons that are not displayed.
MANAGING THE LINK BAR 63 To set the Link Bar properties: 1. From the Edit menu, choose Preferences. The Visual Explorer Preferences dialog box appears. 2. Click the Link Bar tab. The Link Bar preferences appear. 3. From the Links Icon Style drop-down list, choose the style you want. 4. Select the other properties you want. 5. To see the results without closing the properties dialog box, click Apply. 6. Click OK to close the dialog box.
64 CHAPTER 6: USING LINKS 2. From the View menu, choose Link Bar again to redisplay the Link Bar. REMOVING A LINK FROM THE LINK BAR Sometimes you have a link you don’t use that you want to remove from the Link Bar. You can use an option in the Link Preferences to hide the link icon. Removing the link icon does not delete the linked application from your computer. To remove a link from the Link Bar: 1. Right-click the link icon on the Link Bar and choose Preferences.
CHAPTER 7 Sending a Fax or E-Mail Message If you have fax and e-mail software on your computer, you can send an item directly from Visual Explorer. You do not need to print the item first. If you want to add some notes to a fax, but don’t want to mark up the original, you can annotate the item using the annotation tools. The annotations can be hidden before the item is sent, in case you don’t want someone to see your comments on it.
66 CHAPTER 7: SENDING A FAX OR E-MAIL MESSAGE OVERVIEW You can send any PaperPort or non-PaperPort item from Visual Explorer to the e-mail or fax link. To send a fax or e-mail message from Desktop View: 1. Select an item and drag it onto the fax or e-mail link icon. or From the File menu, choose Links, and then choose the fax or email application from the Links submenu. The fax or e-mail application starts. 2. Use the fax or e-mail application as you would usually do.
SENDING AN ITEM AS A FAX 67 3. When the fax link icon is highlighted, release the mouse button. 4. When your fax software starts, use the fax software as you usually do. The following shows the dialog box that appears for Symantec WinFax.
68 CHAPTER 7: SENDING A FAX OR E-MAIL MESSAGE To send an item as a fax from Page View: 1. Display the item in Page View that you want to fax. 2. From the File menu, choose Links. 3. Choose the name of your fax software. The fax software starts, and you can send the item. Note: In the menu, an option named Fax Link is listed. That option is for fax software that isn’t listed by name on the menu, or for which an icon does not appear on the Link Bar.
SENDING AN ITEM WITH AN E-MAIL MESSAGE 69 SENDING AN ITEM WITH AN E-MAIL MESSAGE To send items as attachments to e-mail messages, your computer will need: • An e-mail account • E-mail software When you send an item to the e-mail link, Visual Explorer attaches it to the e-mail message but in its original format. For example, a Word file is attached as a .DOC file. To send an item as an e-mail attachment from Desktop View: 1. Select the item to send. 2.
70 CHAPTER 7: SENDING A FAX OR E-MAIL MESSAGE 4. The e-mail software opens. Log in and send the item as an attachment to an e-mail message. This example shows the login window for Lotus cc:Mail. The login window that appears on your computer will be for your e-mail software. To send the item over the Internet, drag it onto your Internet e-mail link icon, such as the Netscape Navigator e-mail icon (as shown to the left).
SENDING A SELF-VIEWING FILE USING AN E-MAIL LINK 71 SENDING A SELF-VIEWING FILE USING AN E-MAIL LINK Sometimes you want to send an item to another person who does not own Visual Explorer or the application that created a non-PaperPort item. For example, you might want a co-worker to review a memo you wrote using Word or you might want to share the information in a captured Web page with a friend.
72 CHAPTER 7: SENDING A FAX OR E-MAIL MESSAGE 6. Use the e-mail link to send the item as an attachment to an e-mail message. For more information about sending an e-mail message, see “Sending an item with an e-mail message.” When the recipient receives the e-mail message, he or she double-clicks the .EXE file to start the mini-viewer and see the attached file. The mini-viewer has many navigation features similar to the ones in Page View.
CHAPTER 8 Annotating a Page 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 Post-it notes, and circle text with a pen or pencil. With the Annotation Tools, you can use these methods but in electronic form.
74 CHAPTER 8: ANNOTATING A PAGE Here is an example of a page with some annotations. Selection. Select an area to copy, cut, paste, or crop. Freehand. Circle or underline important information. Note. Add a note, just like a Post-it note. Highlight. Add a highlight color. Arrow. Point to important information with a line or arrow. Picture. Add an illustration to a page. You can also tell if an item in Desktop View contains annotations because they appear as small symbols on the thumbnails.
USING THE ANNOTATION TOOLS 75 USING THE ANNOTATION TOOLS The basic method of using the annotation tools is similar for each tool. To use an annotation tool: 1. Click the tool on the Annotation toolbar. Pointer Selection Eraser Straighten Page Pan Note Mark-Up Highlighter Freehand Arrow Picture 2. Place the cursor on the page. Its shape will indicate the tool you selected. 3. Depending on the tool you selected, click or drag the cursor to use the tool.
76 CHAPTER 8: ANNOTATING A PAGE POINTER Use the Pointer tool to select annotations on a page. Annotations must be selected in order to move, resize, or edit them. To use the Pointer tool to move, resize, or edit an annotation: 1. Click an annotation to select it. 2. To move the annotation, put the pointer inside the selected area, and drag the annotation to a new place. 3. To resize the annotation, put the pointer on one of the selection boxes, hold down the mouse button, and drag the pointer. 4.
USING THE ANNOTATION TOOLS 77 SELECTION Use the Selection tool to select an area to crop, cut, copy and paste, such as a graphic for use in another application, or your signature for use on a form letter. To use the Selection tool: 1. Drag to select an area of the page. 2. Depending on what you want to do with the selection, choose a command from the Edit menu.
78 CHAPTER 8: ANNOTATING A PAGE CUT 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 Desktop. A new item is created on the Desktop with the copied image on it. • From Page View to another application.
USING THE ANNOTATION TOOLS 79 STRAIGHTEN PAGE Use the Straighten Page tool to straighten a page, either horizontally or vertically, that was originally at an angle. To straighten a page: 1. Hold down the mouse button and draw a line along the edge of an area that you want to be horizontal or vertical on the page.
80 CHAPTER 8: ANNOTATING A PAGE 2. When you release the mouse button, the Visual Explorer software straightens the whole page along the line you drew. PAN Use the Pan tool to scroll an image quickly, up, down, left, or right. To use the Pan tool: 1. Click the Pan tool. The pointer changes to a hand pointer. 2. Drag the mouse. The page image moves as you move the mouse.
USING THE ANNOTATION TOOLS 81 NOTE Use the Note tool to write a resizable note at any place on the page. You can also “collapse” the note so that it doesn’t cover any information on the page. To write a note with the Note tool: 1. Click the page. The note appears and the insertion point is ready for you to begin typing. 2. Type the note in the text box that appears. As you type the note, the box expands to fit the amount of text... By default, the note color is yellow. 3.
82 CHAPTER 8: ANNOTATING A PAGE MARK-UP Use the Mark-Up tool to add a line of text to the page. To write a note with the Mark-Up tool: 1. Click the page where you want to type text. The Mark-Up tool is for typing a single line of text, like this. Don’t press Enter to type a second line of text… 2. Type a line of text. …instead create another mark-up box and type your text. HIGHLIGHTER Use the Highlighter tool to highlight any part of a page with a color.
USING THE ANNOTATION TOOLS 83 FREEHAND Use the Freehand tool to draw freehand marks, for example, circle text or underline important sentences. To draw freehand lines on a page: • Hold down the mouse button and draw a line around the area you want to emphasize. To change the line width of an existing line, select it; then choose Line Width from the Annotations menu and choose a new line width.
84 CHAPTER 8: ANNOTATING A PAGE 2. To add or remove arrowheads when you draw, choose Line Arrowhead from the Annotations menu. PICTURE Use the Picture annotation tool to place a picture as an annotation onto a page. You can add a Picture annotation by selecting a bitmap file already saved on your hard disk or by pasting a picture from the Clipboard. To add a picture to a page using the Clipboard, copy the picture to the Windows Clipboard, and then display the page in Page View.
USING THE ANNOTATION TOOLS 85 To add a picture with the Picture tool: 1. Click the Picture tool; then click on the page where you want the picture to be located. The Open dialog box appears. 2. Select Bitmap Files as the file type from the drop-down list. 3. Select the name of the picture. 4. Click Open. The picture appears on the page.
86 CHAPTER 8: ANNOTATING A PAGE 5. To reposition a picture, click the Pointer tool and then click the picture to select it. Handles around the picture indicate it is selected. 6. Drag the picture to its proper position on the page. To resize the picture, drag one of its handles. You can resize or reposition a picture whenever it is displayed in Page View. The page will automatically scroll to accommodate an enlarged picture.
DISPLAYING AND HIDING ANNOTATIONS 2. To hide annotations, choose Show Annotations again from the Annotations menu. A page with visible annotations. The same page with hidden annotations.
88 CHAPTER 8: ANNOTATING A PAGE
CHAPTER 9 Importing, Exporting, and Printing Although you can view and file both PaperPort and non-PaperPort items, many features such as adding annotations and grouping items into stacks are available only with PaperPort items. To use these features, you can easily import a non-PaperPort image such as a TIFF file, converting it into a PaperPort (MAX file) item. You cannot import text files, such as Word or Excel files.
90 CHAPTER 9: IMPORTING, EXPORTING, AND PRINTING • Printing items to the printer • Printing from other applications IMPORTING FILES CREATED IN OTHER APPLICATIONS You can import files created in image-editing applications, such as Photoshop, using the Import command from the File menu. When you import a file, the original file is copied and saved as a PaperPort item. The file formats that you can import from other applications are described in the following table. Format Description PaperPort file (.
IMPORTING FILES CREATED IN OTHER APPLICATIONS 91 Format Description Portable Network Graphics (.PNG) Proposed standard replacement for GIF, but not currently supported by browsers. Self Viewing File (.EXE) A format that creates a special PaperPort file you can attach to an e-mail message that the recipient can double-click and view without using PaperPort or Visual Explorer. FlashPix (.FPX) A high-resolution image file format. To import an image file created in another application: 1.
92 CHAPTER 9: IMPORTING, EXPORTING, AND PRINTING EXPORTING PAPERPORT ITEMS Exporting an item saves a copy of it in the format you selected while the original remains as it was. Note: In Page View, use the Save As command to make a copy of the original item. For more information, see “Saving an item in a different format.” You might want to export items when: • Someone else needs to open the item in an application that requires a different file format, such as JPEG for embedding the file in a Web page.
EXPORTING PAPERPORT ITEMS 93 Format Description Tag Image File Format (.TIF) 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 and Visual Explorer supports single- and multipage TIFF. Portable Network Graphics (.PNG) Proposed standard replacement for GIF, but not currently supported by browsers. Self Viewing File (.
94 CHAPTER 9: IMPORTING, EXPORTING, AND PRINTING 4. Select the file format from the Save as type drop-down list. By default, the file format PaperPort Files (*.MAX) is used. 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, the item’s title is used. 6. Click Save.
EXPORTING WITH COMPRESSION 95 2. Click the Import/Export tab. The Import/Export preferences appear. 3. Drag the slider in the JPEG Image Quality bar to set the level of compression. The higher the setting, the better the image quality and the lower the compression. 4. Export the file using the Export command and select JPEG as the file format. For more information about exporting, see “Exporting PaperPort items.
96 CHAPTER 9: IMPORTING, EXPORTING, AND PRINTING OPENING AN ITEM IN PAGE VIEW In Page View, you can use the open command to open PaperPort and non-PaperPort items. To open a file: 1. In Page View, from the File menu, choose Open. The Open dialog box appears. 2. From the Files of type drop-down list, choose the format type. 3. In the list of file names, select the file to open and click Open.
PRINTING ITEMS TO THE PRINTER 97 To save an item in a different format: 1. From the File menu, choose Save As. The Save As dialog box appears. 2. Type the file name for the item. 3. Select the file type from the Save as type drop-down list. For more information about the different file formats, see “Exporting PaperPort items.” 4. Click Save. PRINTING ITEMS TO THE PRINTER You can print any item from the Desktop to the printer.
98 CHAPTER 9: IMPORTING, EXPORTING, AND PRINTING PRINTING FROM OTHER APPLICATIONS You can print files from other applications onto the Desktop. This is how to get spreadsheets, pictures, database files, word-processing files, and other files onto the Desktop To print from other applications to Desktop View: 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.
PRINTING FROM OTHER APPLICATIONS 99 5. Use the application’s Print command to print the file. The file prints to the Desktop. A new item appears on the Desktop with the name of the application and file name as the item’s title. Note: After you finish printing, remember to reset the printer to your regular printer.
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INDEX A Actual Size button 18 Add to Folder View dialog box 27 Add to SimpleSearch command 40 Annotation Tool Bar 15, 17, 75 annotation tool samples 6, 75–86 annotations collapse notes 81 copy and paste 78 hiding or displaying 86 how to create 75 in MAX files 94 samples 74 selecting 76–77 Arrange button 15 Arrange Folder View dialog box 29 Arrow tool 83 B BMP picture 85, 90 C capturing a Web page 54 Collapse Notes command 81 Command Bar 14, 18 compression, exporting with 94 Content checkbox 39 copy annota
102 INDEX Find button 14 find item, with SimpleSearch 8, 39 FlashPix 91 Folder Preferences 35 Folder View adding folders to 27 arranging folders 29 removing folders 29 folders adding to Folder View 27 arranging 29 automatically placing items in 26 changing default 30 color 34 creating new folder 34 displaying 24 drag and drop folders 36 dragging items 31–32 duplicating 36 in folders 3 new title 35 removing from Folder View 29 seeing content 25 selecting 35 FPX 91 Freehand tool 83 G Go To Page 47 graphic
INDEX N Netscape Navigator e-mail link 70 New Folder dialog box 34 Next page button 18 Note tool 81 notes collapse 81 on a page 81 O OLE Return button 15, 19 Open dialog box 85 opening multiple Page View windows 17 opening non-PaperPort item in its application 21 in Page View 21 P page arrows 83 duplicatiing 46 highlight sections 82 note 82 scanned at an angle 79 Page button 14, 20 Page menu 47 Page Navigators 47 page titles in stacks, showing 45 Page View changing to Desktop View 20 Command Bar 18 fax i
104 INDEX stack creating 42 definition 14, 41 drag and drop 42 sample 5 seeing pages in 47 showing page titles 45 title 44 unstacking 48 Stack button 14, 43 Status Bar 14 Straighten Page tool 79 switching to Desktop View 18 to Page View 14 T technical support 10, 71 text content, of item 39 thumbnail annotations 74 definition 2, 11 refreshing 38 tiling 51 TIFF 90 tiling description 49 items 50 thumbnails 51 title date format 45 folder 35 item 43, 44 stack 43, 44 Twain button 15, 19 U Unstack All Pages c
