PaperPort

Getting Started Guide

Version: 14.7

Date: 2019-08-30
Table of Contents
Legal notices................................................................................................................................................4
Welcome to PaperPort................................................................................................................................ 5
Accompanying programs.................................................................................................................... 5
Install PaperPort................................................................................................................................. 5
Activate PaperPort................................................................................................................... 6
Registration.............................................................................................................................. 6
Learning PaperPort.............................................................................................................................6
Minimum system requirements.......................................................................................................... 7
Key features........................................................................................................................................8
About PaperPort.......................................................................................................................................... 9
The PaperPort desktop...................................................................................................................... 9
The PaperPort ribbon......................................................................................................................... 9
PaperPort items................................................................................................................................ 10
The MAX to PDF converter............................................................................................................. 11
The Folders pane............................................................................................................................. 11
PaperPort item thumbnails............................................................................................................... 12
PaperPort page thumbnails..............................................................................................................14
Two-part desktop.............................................................................................................................. 14
Bookmarks........................................................................................................................................ 14
The Image View window.................................................................................................................. 15
Customizable Quick Access Toolbar................................................................................................15
PDF Viewer Plus.............................................................................................................................. 15
Acquire items.............................................................................................................................................15
Scan to the PaperPort desktop........................................................................................................16
Set up your scanner with PaperPort................................................................................................16
Using Scan Profiles.......................................................................................................................... 17
Print to PaperPort.............................................................................................................................17
Add PaperPort folders...................................................................................................................... 17
Use DesktopDelivery........................................................................................................................ 18
Import pictures from your camera....................................................................................................18
Touch up images.......................................................................................................................................18
Scanner Enhancement Technology tools.........................................................................................19
Enhancing images manually............................................................................................................ 21
Edit multiple images......................................................................................................................... 21

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PaperPort Getting Started Guide

Annotate pages..........................................................................................................................................21
Annotating tools................................................................................................................................ 22
Protect items..............................................................................................................................................22
Filing items........................................................................................................................................23
Add search criteria to items............................................................................................................. 24
Find items...................................................................................................................................................24
Find items by their properties.......................................................................................................... 24
Find words in an item...................................................................................................................... 25
Add items to the All-in-One Search index....................................................................................... 25
Use the All-in-One Search pane...................................................................................................... 26
Use PDF Searchable Image............................................................................................................ 26
Schedule indexing tasks...................................................................................................................27
Sharing files...................................................................................................................................... 27
Connecting to the Cloud.................................................................................................................. 28
Send items to other programs................................................................................................................ 28
Use OmniPage with PaperPort........................................................................................................ 28
Customize the Send To bar............................................................................................................. 29
Adjust Send To options.................................................................................................................... 29
Convert items.............................................................................................................................................29
Convert items to image formats.......................................................................................................29
Stacking documents......................................................................................................................... 30
Combining documents...................................................................................................................... 30
Convert images to text..................................................................................................................... 30
Filling forms............................................................................................................................................... 31
PDF file support........................................................................................................................................ 31
Create PDF documents....................................................................................................................33
Create PDF Documents with Power PDF Create............................................................................33
About ScanDirect...................................................................................................................................... 34
Uninstall PaperPort................................................................................................................................... 35
Third party trademarks and credits........................................................................................................ 35

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PaperPort Getting Started Guide

Legal notices

Copyright © 2019 Kofax, Inc. All rights reserved. No part of 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 prior written consent from Kofax, Inc, 15211 Laguna Canyon Road, Irvine, CA
92618-3146, United States 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

Kofax, 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. Kofax reserves the right to revise this
publication and to make changes from time to time in the content hereof without obligation of Kofax to
notify any person of such revision or changes.

TRADEMARKS AND CREDITS

Kofax, ScanSoft, OmniPage, PaperPort, True Page, Direct OCR, Logical Form Recognition, and
DocuDirect are registered trademarks or trademarks of Kofax, Inc. in the United States of America and/or
other countries.

All other company names or product names referenced herein may be the trademarks of their respective
holders.

THIRD PARTY LICENSES/NOTICES

Please see acknowledgements/notices at the end of this guide.

Kofax, Inc

15211 Laguna Canyon Road,

Irvine, CA 92618-3146,

United States

LID: 20190827

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PaperPort Getting Started Guide

Welcome to PaperPort

Welcome to the Kofax PaperPort Getting Started Guide. It is supplied as a PDF file, suitable for use with
screen readers. If you print it to paper, we recommend double-sided printing with two pages per sheet.

PaperPort provides the easiest way to turn paper into organized digital documents that everybody in an
office can quickly find and use. PaperPort works with scanners, multifunction printers, and networked
digital copiers to turn paper documents into digital documents. It then helps you to manage them along
with all other electronic documents in one convenient and easy-to-use filing system.

PaperPort’s large, clear item thumbnails allow you to visually organize, retrieve and use your scanned
documents, including Word files, spreadsheets, PDF files and even digital photos. PaperPort’s Scanner
Enhancement Technology (SET) tools ensure that scanned documents will look great while the annotation
tools let you add notes and highlights to any scanned image.

Accompanying programs
PaperPort 14 includes a PaperPort Image Printer, a ScanDirect application, (described later), a Scanner
Setup Wizard, an ImageViewer application (for viewing and working with page images in a window
separate from PaperPort) and PDF Viewer Plus (for viewing and working with PDF files).

In PaperPort Professional, the PDF Viewer Plus includes Kofax Power PDF Create, providing high-level
support for PDF creation from a wide variety of source files.

Install PaperPort
You can install PaperPort from a CD, a DVD, or from the web. The installation program provides easy
step-by-step instructions. Follow the guidance on each screen to install the software. Installation and
un-installation require Administrator rights. PaperPort installation comprises several elements that are
installed in a single process:
• PaperPort program (includes ImageViewer, ScanDirect, MAX to PDF Converter, an Evernote connector,
and the Scanning Wizard)
• Kofax PDF Viewer Plus
• Kofax Power PDF Create 3.1 (in PaperPort Professional only)
• PaperPort Image Printer

PDF Viewer Plus is not installed if the top-line PDF Pro 8 is detected on the computer because it provides
all the functionality of PDF Viewer Plus, and much more additionally.

To install PaperPort and its key components:

1. Click Autorun.
2. Select an installation language.

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PaperPort Getting Started Guide

3. Click Start Installation.

4. Accept or change the program folder location, fill out Customer Information and click Next.
5. Read and accept the terms in the license agreement.
6. Autorun then starts the InstallShield Wizard. It offers a Complete or a Custom installation. Choose
Custom only if you want to add your own folders to the supplied PaperPort folders during installation.
You can add folders later.

If PDF Viewer (Plus) is to be installed, the following check marks appear:

Set Kofax PDF Viewer as your default viewer for Windows and Internet Explorer
This sets PDF Viewer Plus as your system default PDF viewer. PDF files on the PaperPort desktop are
by default opened in a Kofax PDF product. If you select this option, PDF files that are double-clicked
anywhere on your system will open in PDF Viewer Plus.
Install all Kofax PDF button and menu application add-ins
This choice appears only in PaperPort Professional. It places a Kofax PDF ribbon or toolbar in Microsoft
Word, Excel, PowerPoint, Outlook, Internet Explorer, Windows Explorer and Corel WordPerfect, allowing
Power PDF Create to make PDF files from the current document or mail attachment or web page.

Activate PaperPort
Most versions of PaperPort 14 require activation. For activation and deactivation you need web access.
You will be invited to activate the product at the end of installation. Choose from automatic or manual
activation. The recommended choice is automatic. Provided your serial number is found at its storage
location and has been correctly entered, no user interaction is required and no personal information is
transmitted. If you do not activate the product at installation time, you will be invited to do this each time
you invoke the program. PaperPort 14 can be launched only a limited number of times without activation.

Registration
Registration enables you to take full advantage of product support and to receive notifications of product
updates.

When you finish installing PaperPort, you are prompted to register online. If you want to update your
registration information, you can always go to the Kofax web site at https://www.kofax.com.

Learning PaperPort
This guide introduces you to PaperPort and shows you how PaperPort can help you manage your
information. Additional sources of information to help you learn how to use PaperPort include a
comprehensive Help system, the How-to-Guides, Release Notes, and the Kofax web site. Access these
resources from the Help ribbon.

Using this guide

This guide is written with the assumption that you know how to work in the Microsoft Windows
environment. 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.

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PaperPort Getting Started Guide

Using help

The PaperPort Help includes detailed information on features, settings, and procedures. Help is available
from the PaperPort Help ribbon.

Additional technical support, including technical notes, software updates, product information and product
support issues and more is available also from the PaperPort Help ribbon. PDF Viewer Plus, and also
Kofax Power PDF, have their own Help systems that include guidance on PDF creation.

Using release notes

PaperPort Release Notes provide important information about this release of the program. This document
is included on the installation CD or DVD, from the PaperPort Help ribbon, and as a sample document on
the PaperPort desktop.

Technical support

Kofax offers both complimentary and fee-based technical support options designed to meet your individual
needs. Our services offer person-to-person telephone and e-mail technical support. We also offer self-
service, 24-hour access to our Knowledge Base.

Visit https://www.kofax.com for information about your support policy, local support contacts, and product
updates. Before contacting Kofax, be sure to read the user documentation and review the Release Notes.

Minimum system requirements

Minimum hardware requirements:
• Intel Pentium 4 compatible or higher processor
• 1 GB of memory (RAM)
• 1,4 GB of free hard disk space for application files, plus 50 MB working space during installation
• Windows-compatible pointing device
• 1024×768 pixel resolution display with 16-bit (High Color) or higher
• A compatible scanner with its own scanner driver software

Supported operating systems:

• Windows 10, 32-bit and 64-bit versions
• Windows 8.1, 32-bit and 64-bit versions
• Windows 7, 32-bit or 64-bit versions with Service Pack 1

Supported web browsers:

• Internet Explorer
• Mozilla Firefox
• Google Chrome

A CD or DVD drive, or web access is needed for installation. Web access is needed for online activation,
product registration, Scanner Wizard database updating, technical support, and obtaining live updates for
the program.

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PaperPort Getting Started Guide

To use Evernote connector, you need Microsoft .NET Framework 4.5.2. If it is not detected, it is installed
with the product.

Performance and speed will be enhanced if your computer’s processor, memory, and available disk space
exceed minimum requirements. This is especially true when handling very large color image and PDF
files.

Key features
High-quality PDF performance
PDF files can be opened quickly and displayed in PDF Viewer Plus, a Kofax PDF handling application
that is fully compatible with all leading PDF creation products. PDF Viewer Plus opens files faster than
the general-purpose ImageViewer, reducing memory requirements and permitting smaller file sizes. The
viewer optimizes the rendering resolution for each element on the page yielding a cleaner display and
optimum print resolution.
PDF Viewer Plus provides annotations and dynamic or transparent stamps. Images within a PDF
document processed by PDF Viewer Plus can be sent to the ImageViewer to be enhanced using SET
tools, with the modified image returned to the PDF.
Fill and e-mail PDF forms and create new ones, either from scratch or using FormTyper in PDF Viewer
Plus to instantly make any static form fillable. It uses Logical Form Recognition technology to detect the
form elements and also allows their properties to be managed efficiently.
Searchable PDF files are available through Scanning Profiles, through a right-click Save As operation on
the PaperPort Desktop, or directly in PDF Viewer Plus. This makes the content of your scanned paper
documents or image files accessible to search engines such as Windows Desktop Search or Google.
Accurate OCR
Language settings can be applied to Optical Character Recognition to increase accuracy in all supported
languages.
Digital camera input
It is possible to take a picture of a document with a digital camera and accurately convert it into a text
document. This is done by applying special 3D-deskewing algorithms that flatten page images and correct
distortions to increase the accuracy of the resulting text document.
Making PaperPort more reliable
Sometimes PDF files may become corrupted so that they can no longer be opened. In these cases
PaperPort may not be able to generate a desktop thumbnail and this may prevent PaperPort from
launching properly.
A utility program CheckPPFolders.exe is supplied in the PaperPort program folder, along with a short Help
file. Run this program to identify and remove any corrupt files so that PaperPort will work properly.

The following advanced features are available only in PaperPort Professional:

Folder management
You can automatically create multiple folders by importing a list of folder names from a text file. This option
is available when you right-click on any folder. See About PaperPort folders for the required syntax.

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PaperPort Getting Started Guide

Power PDF Create Assistant

You can create industry-standard text-based PDF documents from any application directly with a right-
click through the Windows or PaperPort Desktops (up to PDF version 1.7), using the PDF Create
Assistant or by printing directly from any application with the printer driver called Power PDF You can
create PDF packages, batch create PDF files and much more using the PDF Create Assistant. A table in
the Help topic: About creating PDF files summarizes which starting places, inputs, options and targets are
available.
Support for SharePoint
PaperPort Professional is able to communicate with the Microsoft SharePoint 2010, 2013, and 2016
document management systems: get files from there, process them as desired, and then save the
results by sending the output files back through the Send To bar. ScanDirect supports scanning to PDF
with the results directed to SharePoint.

About PaperPort

This section introduces you to the different parts of PaperPort. Refer to the PaperPort Help for detailed
information about all these topics.

The PaperPort desktop

The PaperPort desktop appears with the Folders pane when you first start the program. It displays the
documents in the chosen folder as thumbnails and provides tools to manage them. PaperPort offers all
the tools necessary to organize, find, and use documents and images. Choose Options from the Desktop
ribbon and go to the Desktop panel to choose a color scheme for the desktop and its elements.

The PaperPort ribbon

PaperPort 14 and ImageViewer have a modern tab and ribbon interface. The main elements are:

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PaperPort Getting Started Guide

1. The PaperPort button

2. Quick Access Toolbar
3. Tab
4. Ribbon associated with the tab
5. Group inside the ribbon
6. Button within the group
7. A button drop-down list

PaperPort items
The documents and photographs you acquire in PaperPort are called items. There are two types of items:
image items and text items.
• Image items are scanned documents, photographs, drawings and other digital items in an image
format, such as PDF Image, PDF Searchable, JPEG, TIFF, or PaperPort Image files (these MAX files
are read-only). They can be scanned, copied or imported into the PaperPort desktop.
• Text items are documents that contain editable text, such as Word (.doc), HTML, and Excel files, and
are created by word processing and other text-based applications. Normal PDF files are considered to
be text items.

Image items when double-clicked open by default in Image View that offers many image-handling
tools, including the SET tools. Go to Options > Desktop to change this behavior. You can choose

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PaperPort Getting Started Guide

ImageViewer; this offers the same functionality as Image View, but in a separate window so you can
still view the PaperPort desktop as you edit the chosen item. This is especially useful in a dual-screen
environment. You can also choose to open the item in the application associated with the file type.

You can use any flavor of PDF file: PDF Image, PDF Searchable, and PDF Formatted Text and Graphics
(PDF Normal) with PaperPort. PDF files by default open in PDF Viewer Plus or (if available) Kofax Power
PDF. Go to Options > Desktop to change this behavior. You can open PDF Image or PDF Searchable
files in ImageViewer in order to use the SET tools to improve the quality of PDF image-only items.

Use PaperPort to view non-PaperPort items that reside on your computer. Simply copy or move the
document file or photo into a PaperPort folder.

You can quickly send an item to another program without leaving the PaperPort program. Just drag an
item onto the link icon in the Send To bar at the bottom of the desktop. PaperPort supports a wide variety
of programs including word processing, spreadsheet, fax, e-mail, graphics, optical character recognition
(OCR), and online services programs.

The MAX to PDF converter

MAX files have long been the proprietary PaperPort image item format. This functionality has now been
taken over by the universal PDF file type. In PaperPort 14, MAX files retain limited functionality: they can
be viewed page-by-page but cannot be annotated, stacked or otherwise edited. Metadata (author, subject,
keywords) cannot be added in PaperPort 14, only already existing texts remain. In other words, MAX files
are now read-only.

Kofax offers a Wizard-like program to convert MAX files to PDF. Find the MAX to PDF converter in the
PaperPort sub-menu in the Windows Start menu. It can create PDF Image or PDF Searchable files by
running OCR on text in the MAX file. The converter allows annotations to be transferred to the resulting
PDF. Language choices are available separately for the MAX file content and for its annotations. The
converter can automatically find all MAX files within your PaperPort folders.

MAX files can be detected and imported into PaperPort Professional by DesktopDelivery. They can be
exported to some other programs (for instance to mailing applications, or to OmniPage for OCR).

The Folders pane

The Folders pane presents a hierarchical view of your PaperPort folders, similar to the view you see in
Windows Explorer. Use the Folder Tools to access its commands quickly.

PaperPort installs a PaperPort folder named My PaperPort Documents into your My Documents folder.
If you are using a multi-user system, each user has their own My PaperPort Documents folder.

• The My PaperPort Documents folder contains several subfolders whose names – such as Articles,
Business Cards, Photographs, and Receipts – illustrate the different ways you can organize your
items in PaperPort.
• The Samples folder contains sample documents and photographs to help you get started using
PaperPort. This Getting Started Guide is placed in the Samples folder as a read-only PDF file. We

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PaperPort Getting Started Guide

recommend you copy the item and remove the read-only property from the copy if you want a text file
(PDF Normal) for experimentation.
• Choose Folders to view the Folders pane to view the pre-supplied folders. Select a folder, right-click
and choose Create New Folder to add an empty subfolder with a name and color you choose. You
can use the Folder Manager to add existing folders and sub-folders from your file system. This lets
you set up a different view of folders than exists on your computer – tailoring it to work you will do via
PaperPort.
• Choose Folder Manager on the Tools ribbon or right-click in the Folders pane and choose Folder
Manager. Click Add and browse to an existing folders or sub-folder. They are added as top-level
folders to the PaperPort desktop along with their sub-folders and content. For instance, if you chose C:
\MyReports\Fourth Quarter, this appears in PaperPort as Fourth Quarter on C. To later see the full path
of an added folder, right-click and choose Properties.

Right-click on a folder to change folder color, add folder notes, create new sub-folders, and set
DesktopDelivery options.

The Folder Manager lets you rename, remove and reorder the top-level folders it manages. This does not
affect the names, locations or existence of those mapped folders in your computer. Sub-folders that you
rename or reorder which were not added using the Folder Manager are really renamed or moved in your
system.

Deleting folders

Any sub-folder in PaperPort can be deleted using its shortcut menu or the Delete key. This means it
disappears from PaperPort and also from your computer's disk system. Any sub-folders of the chosen
folder are also deleted. A warning message asks you to confirm this deletion. Only top-level folders cannot
be deleted inside PaperPort. The folder My PaperPort Documents is a sub-folder.

Removing folders

Any folder or sub-folder added to PaperPort via the Folder Manager becomes a top-level folder and it can
be later removed using the Folder Manager again. This means it disappears from PaperPort but remains
on your computer’s disk system. When a top-level folder is removed, all its sub-folders are also removed.

PaperPort item thumbnails

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PaperPort Getting Started Guide

There are two kinds of thumbnails in PaperPort: item and page thumbnails. Each item thumbnail is a
small, graphic representation of your document or photo. Page thumbnails show pages of image items
and PDF files in the Page Thumbnails pane both on your PaperPort desktop and in the ImageViewer.

One quick way to locate your PaperPort items is to visually browse through the item thumbnails on your
PaperPort desktop. Thumbnails show you what’s in a document without having to open it. Thumbnails
give you the ability to scroll through the pages of a document without opening it.

PaperPort shows large, clear thumbnails of all your documents and photos, including:
• Scanned pages and photos
• Photos from your digital camera
• Image files in formats such as BMP, TIFF, JPEG, GIF, and MAX (read-only)
• Microsoft Word, PowerPoint, Excel, Corel WordPerfect, and other documents created in popular
software programs
• PDF documents
• PDF Image items
• HTML documents

Text items have generic thumbnails displaying only the document type and item name. Each item
thumbnail appears with an icon that identifies the program in which it was created or is currently
associated.

Click on a thumbnail to see image attributes:

• indicates that the Read-only attribute is set for that item.
• indicates that the image has annotations.
• icon information on author, keywords, tips and features.
• indicates that the PDF file has searchable text.

Multi-page image items (TIFF, DCX, PDF, MAX, etc.) show to let you scroll through the pages even with
the Page Thumbnails pane closed.

Before you can work with an item, you must first select its thumbnail on the PaperPort desktop. A red
border appears around an item to indicate that it is selected. Multiple selections are possible. While
working with item thumbnails, you can:
• Drag a thumbnail to reposition it on the PaperPort desktop.
• Drag a thumbnail to a folder to move the item to that folder.
• Drag a thumbnail to another open Workspace to move the item to that open folder.
• Double-click a thumbnail to view the item.
• Press the Ctrl key and double-click a thumbnail to open the item in its source program.
• Right-click a thumbnail to display the item’s shortcut menu.
• Drag a thumbnail to the Send To bar to send a copy of the item to another program.
• Right-click a thumbnail and select Save Thumbnail to save a thumbnail image as a separate image file
(JPEG, PNG, TIFF and BMP formats supported).

Using item thumbnails on the PaperPort desktop, you can also easily combine individual PaperPort Image
items or PDF Image items into multi-page items. This feature is useful as an organizational tool if you are
using a scanner that can only scan a page as a separate item.

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PaperPort Getting Started Guide

If you are not seeing thumbnails, right-click in the Workspace or use the Change View button and choose
Thumbnails. Other choices are large or small icons, a list or a list with details.

PaperPort page thumbnails

The Page Thumbnails pane on the PaperPort desktop and in ImageViewer displays thumbnails for multi-
page image items. Select a multi-page image item, then click the Thumbnail button on the Desktop
ribbon. Page-level operations can be done quickly without having to open the files. You can:
• Enlarge or reduce thumbnail size (all image items and PDF files of all flavors).
• Copy selected pages to a Workspace as separate PDF files (from all non-PDF image items)
• Move selected pages to a Workspace as separate PDF files (from all non-PDF image items except
MAX files)
• Copy and move pages between documents open in different panes. (from all image items except MAX
files)

The following operations are available for PDF files, on the PaperPort desktop or in PDF Viewer Plus:
• Copy, paste, cut, delete and reorder pages.
• Insert new pages at a certain location in the document.
• Append new pages at the end.

Note The Page Thumbnail view of a secure PDF is only available by supplying its password.

Two-part desktop
When you first start PaperPort Professional, the desktop appears split into two Workspaces – top and
bottom. This layout gives you a better oversight necessary to organize and combine your documents more
effectively even in a cross-folder fashion. Commands always relate to the currently active workspace.

If the Desktop is not split, select Split Desktop from the View group in the Desktop ribbon. Click it again to
remove the split.

If you work with documents containing multiple pages, you can use the corresponding function pane to
view page thumbnails without having to open the given document. You can also use these desktop areas
to view your folders, or the properties of the selected item.

Bookmarks
You can bookmark the Workspaces of your choice by using the Bookmark Workspace command from
the Workspace group in the Desktop ribbon. To manage workspace bookmarks, use the Organize
Bookmarks command. Getting to a frequently used Workspace is just a mouse click away, since they are
all displayed in the same list. Other buttons in the group let you return quickly to recently open or scanned
items.

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PaperPort Getting Started Guide

You can also bookmark favorite web pages, using the web bookmarks in the Extras group of the Tools
ribbon. The bookmarks in your default browser are already added, select a new web page and click the
button to bookmark it.

The Image View window

To view an image item in the Image View window, double-click its thumbnail in Desktop view, or choose
Open with Image View on the Desktop ribbon or from its shortcut menu. By default PDF files appear in
PDF Viewer Plus, not in Image View.

The Image View window allows you to take a closer look at your items and to touch up and annotate them.
You can also enlarge or reduce the view for easy reading. Use the SET tools to enhance the current page
image. Use the Page Thumbnails pane to edit your document at page level.

Customizable Quick Access Toolbar

PaperPort’s buttons are placed on different ribbons according to their functionality. You can place
frequently used buttons on the Quick Access Toolbar in PaperPort and also in ImageViewer. Right-click
within the ribbons area and choose Customize Quick Access Toolbar.

PDF Viewer Plus

PDF files on the PaperPort desktop when double-clicked appear by default in PDF Viewer Plus. You can
drag other files onto the PDF Viewer Plus icon in the Send To bar to have a copy converted to PDF and
opened in the PDF Viewer. The first page appears in the main screen area; a navigator panel on the left
shows page thumbnails or form controls and a comments panel can be displayed along the bottom of the
screen. An organizer panel on the right offers stamps. If an image-only PDF enters the PDF Viewer, the
program may offer to make it searchable. If not, choose Make Searchable PDF from the Tools menu.

Active PDF forms can be filled in directly in PDF Viewer Plus. Static forms, for instance ones scanned to
PaperPort, can be turned into fillable forms by using FormTyper.

PDF files opened from the PaperPort desktop return there when you finish editing or annotating them with
all the updates included.

Acquire items

There are many ways to bring images and documents into PaperPort so that you can use PaperPort’s
viewing, editing, annotation, indexing, OCR, and file management tools. For example, you can:
• Scan photos, pages, and other images on a scanning device.
• Add folders to PaperPort that already contain images and documents.

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PaperPort Getting Started Guide

• Import files from other programs on your computer.

• Print documents from other programs to the PaperPort desktop.
• Drag or cut-and-paste images and documents from Windows Explorer, or other programs to the
PaperPort desktop.
• Acquire photos from a digital camera.
• Bring files into PaperPort Professional using DesktopDelivery.
• Print web pages to PDF files for use in PaperPort.

Scan to the PaperPort desktop

PaperPort is designed to work with TWAIN-, WIA-, and ISIS-compatible scanners.
1. Click the Scan Settings button to display the Scan or Get Photo pane. Choose a scan profile. Profiles
are optimized for typical scanning tasks.
2. Then choose between using the native interface of the scanner or utilizing the new Scanner Settings
pane of PaperPort for best scanning results. To use the interface of the scanner driver, select Display
scanner dialog box. Leaving it empty will put the scanned item onto the active Workspace.
3. Turn on the Capture Assistant to add subject, author and keywords to items and (in PaperPort
Professional) to view and control scanning progress.

When the scan is complete, you will see your item on the PaperPort desktop.

Note If your scanner does not use a TWAIN, WIA or ISIS device driver, use the program that came with
your scanner to scan items. Then, copy or move the scanned items to PaperPort. Refer to the PaperPort
Help for more information about scanning.

PaperPort makes it easy to scan pages as separate items or as a multi-page item. To scan and collate
two-sided pages on your ADF scanner, flip the pages when prompted, click Scan Other Side, and
PaperPort will automatically scan and collate the pages in the correct order.

You can also use your scanner device buttons to scan directly into PaperPort. Open the Windows system,
choose Scanners and Cameras, choose an event in the Events tab, and assign PaperPort to it.

Note You can also use a high-speed, networked scanner to scan items to a networked folder and then
add the folder to PaperPort. Use DesktopDelivery to monitor folders for incoming scanned images.

Set up your scanner with PaperPort

Before using PaperPort for scanning, your scanner should be installed with its own scanner driver
software and tested for correct functionality. Scanner driver software is not included with PaperPort.

Properly installed and correctly functioning scanners are immediately available in PaperPort by clicking
the Select button, and choosing one in the Available Scanners dialog box.

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PaperPort Getting Started Guide

If you are not satisfied for your scan results, you can run the PaperPort Scanner Setup Wizard from the
Start menu, under the program group PaperPort 14.

Using Scan Profiles

PaperPort comes with scan profiles optimized for typical scanning tasks. Choose Black and White,
Grayscale or Color Document, Color Photograph, Color Searchable PDF Document, or Color PDF-MRC
High Compression.

Scan profile panels have the following tabs:

• Profile: Displays the currently used scan profile.
• SET: Define enhancements to be run automatically.
• Output: Set file format and automatically suffixed file names.
• Scan: Adjust scan settings: mode, resolution, size, orientation, filter color, brightness and contrast.

In PaperPort Professional, you can add new profiles, or remove existing ones. This edition of the program
contains an extra scan profile: Color PDF-MRC High Compression. MRC is a technology that lets you
make smaller PDF files, especially in documents with colored backgrounds.

Print to PaperPort
To bring items in from other programs, print them to the PaperPort desktop as PDF Image or PDF
Searchable. The default is PDF Image; go to Desktop > Options > Item to change it. To bring items in
from other programs, you can print them to the PaperPort desktop as PaperPort Image (.max) items. This
lets you quickly import spreadsheets, pictures, database files, word processing files, and other files into
PaperPort as PDF items on the PaperPort desktop. This works through the File menu (or equivalent) in
the source application; choose Print to PaperPort or choose Print, then choose PaperPort Image Printer
printer driver.

With PaperPort Professional, you can use Power PDF Create add-in buttons in Office applications to
make a PDF from the current document or attachment in the Formatted Text & Graphics (PDF Normal)
format. Do this also by choosing Print and selecting Power PDF as the printer name. Choose Print in your
web browser to create print-formatted views of web pages. The printer called PaperPort Image Printer
gives you PDF Image or PDF Searchable files, while the Power PDF printer gives you Normal PDF.

In all cases, PaperPort is launched if not running and the PDF file is placed on the current desktop.

Add PaperPort folders

PaperPort provides an easy-to-use filing system for organizing your items and sharing them with others.

In the Folders pane, you can:

• Add existing folders on your computer to the Folders pane.
• Create new folders, mapped network drives and folders on external attached devices.

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PaperPort Getting Started Guide

Initially, the Folders pane shows a set of folders designed to help you get started using PaperPort. You
can move or delete these folders whenever you prefer. If you choose a custom installation, you can add
your own folders at that time.

Any time later, you use the Folder Manager to add folders already on your computer to the Folders pane,
including network folders and folders on external devices attached to your computer. Documents within
these folders are then available for use within PaperPort.

Refer to the PaperPort Help for more information about adding and using PaperPort folders.

Note Use Folder Notes to assign the same file information to all PDF files arriving in a folder of your
choice through scanning or DesktopDelivery.

Use DesktopDelivery
DesktopDelivery (PaperPort Professional only) monitors network or local folders for incoming files
of specified types (PDF, TIFF, JPEG and MAX). It can also monitor e-mail folders for attachments. It
imports these files to specified PaperPort DesktopDelivery folders (i.e. PaperPort folders designated to
receive files from a monitored folder outside PaperPort). Right-click on any PaperPort folder and select
DesktopDelivery from the shortcut menu.

You can apply Folder Notes to password protected documents and monitor e-mail inbox folders and
network or local folder. Refer to the PaperPort Help for details.

Import pictures from your camera

To bring digital photos on the PaperPort desktop, first plug your camera in. If your device is displayed as
a drive you can start acquiring your files. If your camera does not support this kind of operation, and its
driver is installed properly, its TWAIN, WIA or ISIS interface will display enabling you to import images
from it.

Note Do not edit the images on your camera in place – not all editing produces the desired result first
time. Instead, bring your files into PaperPort and use the SET tools to enhance them.

Touch up images

When you display an image item in the Image View or ImageViewer window, PaperPort provides tools you
can use to adjust or improve your image.

For example, you can straighten a scanned page, lighten an underexposed photograph that is too dark,
adjust the color in a color picture, remove ‘dirt spots’ from a document page, clear shadows and spots
from page edges, or sharpen fuzzy pictures. In addition, you can rotate an item, remove stray dots,
enhance lines, remove red eye, and crop part of an image.

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PaperPort Getting Started Guide

Some SET Tools are primarily designed for photo, or image enhancement, while others (shaded) help you
prepare items containing text for Optical Character Recognition (OCR).

In the Image View window the Page ribbon contains the SET tools to modify the current page. Some of
these tools are also available on the PaperPort desktop for use with all pages in the selected item.

Scanner Enhancement Technology tools

The availability is shown like this:
• P= Image View or ImageViewer (Page ribbon) to change the current page only.
• PI = Also on PaperPort desktop (Item ribbon) to change all pages in selected item(s).
• PM = Also in PaperPort desktop shortcut menu to change all pages in selected item(s).
• PS = Also available in a Scanning Profile to modify all incoming images.

Tool Description
Select Area (P) Use the Select Area tool to select part of an image you want to cut, copy, or
delete with commands on the Page ribbon or shortcut menu. Use it to select
part of an image for cropping, using the Remove Red Eye, Erase Inside or
Erase Outside tools.
Rotate (PI) Click the Rotate tool to rotate the selected page or item 90 degrees to the
left, right or by 180 degrees.
Straighten an image Sometimes a document is crooked when scanned. When this occurs, you
can use the Straighten (P) and Auto-Straighten (PSI) tools to adjust it.
Straightening lines of text in a black-and-white image file will yield better
OCR results.
Auto-enhance (PSI) The Auto-Enhance feature adjusts the brightness and contrast, color, and
tint of an image or item. PaperPort analyzes the image and tries to correct
whatever is wrong with it.
Enhance an image (P) You can manually adjust your image using the Enhance tool. It lets you
change brightness, contrast, color and tint values and choose the best result
from nine candidates.
Sharpen an image (P) Select the Sharpen tool to adjust the sharpness of a blurry picture or blur a
sharp image for special effect.
Remove red eye (P) The Remove Red Eye tool helps you to remove the red-eye effect from a
selected part of a picture. Red Eye may occur when photo-graphing people
or animals in low light or with a flash.
Remove part of an image Use the Selection tool to define the part you want to keep and use the Crop
tool (PS) to remove the remainder. Select the Eraser tool (P) to erase an
image area that you draw over with the pointer.
Resize (PSI) Resize an image or item and/or change its resolution or define these settings
for a scanning profile. (Colors can also be converted or inverted).
Remove stray dots (PM) Scanned images sometimes include dots or speckles. The Stray Dots tool
automatically finds and removes such ‘dirt’ from a page. Use it for better
OCR results on black-and-white images.

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PaperPort Getting Started Guide

Tool Description
Improve lines (PM) The Improve Lines tool (for black-and-white images) darkens lines and
connects broken lines in a table or form to appear darker and straighter. The
use of this tool will render better recognition results.
Erase outside (PS) Use this tool to clear shadows and spots from page edges to improve OCR
performance. Called Erase Edges in the Scan profile. There is also an
Erase Inside tool (P).
Invert colors Use this tool to change the image to inverted color values. (PMI)

Convert color Use this tool to change color images to grayscale, halftone or black-and-
white. (PMI)

Punch-hole removal Remove hole marks from page sides, replacing them with the background
color. (PMIS)
Auto-Crop This tool crops images according to pixel settings you provide. (PMIS)

Black border cleaning This tool removes scanning shadows from page margins. (PMIS)

Despeckle This tool cleans black-and-white images using a chosen despeckling type.
(PMI)
Set white point (P) Click this tool, then click on a light color in the image that will become the
white point. See below.
Set black point (P) Click this tool, then click on a dark color in the image that will become
the black point. The colors chosen for the new white and black points are
displayed on the Status bar.
Apply current black and white Click this tool to apply the new black and white points to the current image
points (P) or item (I). If the result is not acceptable, undo your changes and pick
new values.

Change black and white points to improve image quality by removing the dark and overexposed areas. All
colors lighter than a chosen white point will become white. All colors darker than a chosen new black point
are set to black.

A typical use for this is to remove a shaded gray background in a document you want to OCR. Select one
of the darker gray pixels from the background and apply it as the white point. Then the background will
become white. Changing black and white points for a color photo will typically increase its contrast, but
may also change color values.

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PaperPort Getting Started Guide

You can apply new black and white points to individual images, as described. You can also apply them as
an auto-enhancement to all new pages scanned with a given scan profile.

Enhancing images manually

Choose Enhance from the Page ribbon in Image View to receive nine candidate variants of your picture.
Adjust brightness and contrast, color, or tint, then double-click the desired image. It is placed in the center
and becomes the new original. The first original remains and can be reset.

Edit multiple images

The ability to process items as a group is often referred to as batch processing. PaperPort provides batch
processing features so that you can quickly enhance, modify, or rotate multiple image items in a single
operation. Select one or more image items on the desktop, and then, on the Item ribbon, choose the
desired command. See the Help for more information.

Annotate pages

PaperPort includes a collection of annotation tools that allow you to mark up scanned documents with
information you would like to keep with that document. For a wider offering of PDF annotation tools use
the supplied Kofax PDF product. All other image items must be annotated in Image View or ImageViewer,
but remember that you can drag any of these files onto the Kofax PDF product icon on the Send To bar to
have them converted to PDF Image or PDF Searchable, ready to be annotated or otherwise edited.

In PDF files, annotations are editable, meaning that you can reposition, change, remove them, or edit
textual content whenever you want. On other types of image items, such as JPEG and Windows Bitmap
files, annotations become a permanent part of the image when you save the item. For item types that
cannot accept annotations, PaperPort automatically disables the annotation tools.

Using PaperPort’s annotation tools, you can add notes and text, highlight text, draw lines and arrows, or
stamp a picture onto an image item.

It is easy to send a document with annotations to people without PaperPort by using the PDF Image or
PDF Searchable format. The recipient only has to double-click on the e-mail attachment they receive from
you and they will see the document in the system default PDF viewer – annotations intact.

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PaperPort Getting Started Guide

Annotating tools
You can select an annotation tool from the Annotation ribbon whenever you display an image item in the
Image View window. Use commands in the Annotation Settings group to change properties for future
annotations created with that tool. This does not affect existing annotations. To turn off any annotation
tool, click a different one – the Select Annotation tool is usually the best for this. See a detailed list of
these tools in Help.

Use the following commands in PDF Viewer Plus:

Tools Description
Hand Select this tool and click in an annotation to move, cut, copy, or resize it on
the page. Double-click on a note or text box to edit its text. Right-click on a
selected annotation to change its status or properties.
Note Want to give yourself a reminder? Select the Note tool and add a resizable
note much like a sticky note that you write on and then stick on paper
documents. You can shrink the note to an icon. Right-click to access note
properties. Double-click to re-open the note.
Text Box Adding a text label to your images is simple with the Text tool. Select this
tool to enter text whose properties you can set in Edit, then Preferences and
Comment.
Highlight Use the Highlighter tool to highlight selected text on the page or in a text box,
just as you might use a highlighting pen on paper.
Pencil The Pencil tool lets you draw freehand lines on the page.

Line Select Line tool to draw straight lines; right-click and choose properties to
make arrows and further format the line.
Stamp The Stamp tool lets you paste supplied stamps or bitmapped images of your
choice on the page, much like using a rubber stamp.

Protect items

In PaperPort Professional, you can adjust the security level of your PDF files (supported up to format 1.7).
When you create a new PDF from existing ones (for example, by copying a thumbnail of a page onto a
Workspace) its security settings will be the same as those of the original one. Newly created PDF files are
generated according to the default PDF security settings in PaperPort, as specified on the Item ribbon.

There are two types of passwords in the program. The open password restricts document accessibility:
you can only open it by supplying the password when prompted. The permissions password allows users
to define how the document may be used. If it is not specified, further use of the file is possible without
any restrictions.

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PaperPort Getting Started Guide

Filing items
A key to organizing items in PaperPort is filing items in appropriate folders. You can drag and drop items
from one folder to another or from the PaperPort desktop into any folder you want. You can specify search
criteria to help you find your items later.

Moving and copying items between folders is also possible in split view across Workspaces. The name of
each item appears below the thumbnail in thumbnail view. In a multi-page item, the name appears below
the individual page names.

Using the Folder Manager dialog box, you can add, remove, move, and rename PaperPort folders. You
can change the color of a folder icon to one that helps you organize your items.

You may also add, remove, move, and rename any folder in Windows Explorer that is viewed with the
PaperPort folder structure. These changes will be automatically reflected in PaperPort.

In the Folders pane, you can drag and drop, copy or move subfolders and their content to other subfolders
or PaperPort folders, create or delete subfolders; or add Folder Notes. Sharing and Security, and
DesktopDelivery adjustments can also be directly made for each folder shortcut menu.

The Back button makes it easy to step through the ordered history of folders you recently visited one by
one, enhancing quick backward navigation for both Workspaces independently of each other.

You can add notes to folders that are relevant to their content. A customer name, telephone number, date
of birth, project ID, e-mail address are typical examples.

When scanning or using DesktopDelivery, this information can be automatically added to all PDF files
entering this folder, so it is easier to search for them with the PaperPort All-in-One Search or other search
utilities.

Folder Notes are added only if you check Automatically apply Folder Notes in the Output panel of the
Scan Settings dialog box or (in PaperPort Professional for DesktopDelivery) in the Folder Properties
dialog box.

In PaperPort Professional, you can quickly import a set of folders plus any content by listing them in a
plain text file with precisely this structure:

*** PaperPort ***

Foldername1
Foldername2
Foldername2/subfoldername2a
Foldername2/subfoldername2b
Foldername3

Note how a top-level folder name must be listed in a separate line, with each of the desired sub-folders in
a separate line.

Right-click in the Folders pane and choose Import Folder Structure to select the text file.

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PaperPort Getting Started Guide

Add search criteria to items

You can assign item properties to PaperPort Image items and PDF files, and then use the properties as
search criteria to find items in PaperPort.

PaperPort also allows you to assign the same keywords to multiple items at the same time, providing a
powerful tool for organizing and locating similar documents and images.

Select multiple items on the PaperPort desktop, then choose Properties from the shortcut menu; words
entered under Subject, Author and Keywords will be applied to all selected items.

Another way to assign the same item properties to all PDF files arriving in a folder of your choice through
scanning or DesktopDelivery is to use Folder Notes. Enter words under Subject, Author and Keywords.
These words are applied only if you select Automatically apply Folder Notes in the Output panel of
the Scan Settings dialog box or (in PaperPort Professional) in the Folder Properties dialog box for
DeskopDelivery.

Find items

PaperPort provides features to help you find your PaperPort items. You can quickly find an item by visually
browsing through thumbnails on your PaperPort desktop.

When you have many folders and items, PaperPort provides more powerful capabilities with All-in-One
Search. This provides many options for specifying where and what to look for when finding an item,
including indexed text content. This information is referred to as search criteria.

You can look for items by:

• Item properties (File search)
• Text content (Index search)

Find items by their properties

You can search for any type of item by its item name.

You can also search for PDF and PaperPort Image (.max) files by item properties, such as keywords and
subject information.

When you search by item properties, you can specify criteria of an item name, author, added comments or
keywords, or text in annotations. When you search by item properties, turn off the Use All-in-One Search
index check box, then specify criteria as follows:
• Name – item name (not necessarily that of the file).
• Author – as defined under Item properties.
• Keywords – as defined under Item properties.

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PaperPort Getting Started Guide

• Comments – as defined under Subject under Item Properties.

• Annotations – Notes or text labels added to PDF files.
• URL – The link texts of captured web pages.

Note The Author, Keywords, Comments and URL are available for PDF or MAX files only. PaperPort 14
does not let you add metadata to MAX files; only metadata placed in an earlier version is available.

Find words in an item

To search for words within an item, you need to add the item to the All-in-One Search index and select
Use All-in-One index. When you search using the index, you can find items that have been indexed by
their properties, or text content, or both.

Specify search limits:

• all files in current folder but not its sub-folders
• current folder plus sub-folders
• all PaperPort folders and sub-folders.

Define search precision:

• Exact match finds words and common endings: search look finds looks, looked, etc.
• Approximate match finds as above and more: search look might find lock or luck.

When the search is complete, results are displayed - each as one row of a table. Select one and click
the View Text button to see your search phrase occurrences in their context. Click the Copy Text button
to extract text from the file and place it onto the Clipboard. Right-click a result file and choose Open to
launch the document in its associated application. Open Containing Folder switches to the file’s folder with
the file selected.

To filter search results using file information, turn on the relevant check boxes under Name, author,
keywords and specify search text here as well.

Add items to the All-in-One Search index

The All-in-One Search index uses PaperPort’s OCR software to extract and copy textual content from
your items, and creates a database of the words or phrases in those items, much like the index of a book.
Item properties, such as name and author, are also added to the index. Although creating an index is time
consuming, searching for items in the index may be much faster than searching file by file.

Using PaperPort Options available from the PaperPort button, you can specify whether you want All-in-
One Search to run automatically each time you add a new item or modify an existing item. You can also
set how long PaperPort should wait before starting the update process.

If you prefer, you can manually update the All-in-One Search index for all items, a single item, or all items
in one or more folders. It is good practice to update the All-in-One Search index on a regular basis to
shorten the length of time required to complete the process.

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PaperPort Getting Started Guide

Note Use the Index Manager in PaperPort Professional to create and schedule indexing tasks on a
regular basis. For quick access to your regular indexing processes, launch the Index Manager directly
from the All-in-One Search pane.

Use the All-in-One Search pane

Use the All-in-One Search pane to enter search criteria and select options for finding your PaperPort
items.

You can refine your search criteria by specifying the scope of the search in the Find box (1), defining
where to look for the item or items in the Look in box (2) and choosing between Exact match and
Approximate (3).

A file search is based on item properties only. You enter the item properties in the Name, author, keywords
box (5).

An index search references PaperPort’s All-in-One Search index to find item properties or actual text
contained within an item. You enter the item properties in the Name, author, keywords box and the text
content in the Containing indexed text box (4).

To do an index search without a file search, enter a string in the Containing indexed text edit box and clear
all six file search checkmarks.

To do a file search without an index search, turn off the Utilize All-in-One index check box (7) and enter
a string in the Name, author, keywords edit box, select as many of the six file search checkmarks (6) as
desired.

To do a file and index search on a single search string, turn on Use All-in-One index, enter the string in
the Containing indexed text edit box, make sure the Name, author, keywords edit box is empty and turn
on as many file search checkmarks as desired. The search returns a list of all items that match the search
string, either in file contents or file information.

To do a combined file and index search, turn on Use All-in-One index, enter a string in the Containing
indexed text edit box, enter a string (same or different) in the Name, author, keywords edit box and turn on
as many file search checkmarks as desired. The search returns a list of all items that contain the specified
string or strings in both the file contents and the file information. In other words, you are likely to find few
occurrences.

Use PDF Searchable Image

In addition to using PaperPort’s proprietary search and indexing capabilities, you can also create PDF
Searchable Image files that can be indexed and searched outside of PaperPort. PDF Searchable is a
flavor of PDF; it contains a bitmapped image of a document or graphic with textual content stored as
hidden text. This format maintains an identical appearance to the original document and enables other
programs, such as Kofax Power PDF, Windows Desktop Search or Google to search the contents of the
file.

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PaperPort Getting Started Guide

You can create files in PDF Searchable Image format as follows:

• Open an item and choose Save As from its shortcut menu. Choose PDF Searchable Image as its file
type.
• Scan an item using the profile Color Searchable PDF document.
• Import an image-only PDF into PDF Viewer Plus or Kofax Power PDF. It may offer to make a
searchable copy; if not select Make Searchable PDF from the Tools menu.
• Print an image to the PaperPort desktop. By default it becomes an Image PDF. Go to Desktop, then
Options and Item to specify Searchable PDF as your preference.

Schedule indexing tasks

The Index Manager is a PaperPort Professional application designed to create, modify and schedule
indexing tasks for a given local or network folder. Indexed files can afterwards be searched with the All-in-
One Search.

For new tasks you can set which folder to browse (local or network) with subfolders included or excluded,
set timing and recurrence (duration, pattern and range), activate and deactivate a task, pause its
completion, or skip a task occurrence. In the program settings dialog box, you can specify how and when
the Index Manager should stop.

Sharing files
PaperPort provides many tools to make it easy for you to share files, images, and documents with friends,
colleagues, and business associates.

These tools are built into the program and are readily available on different ribbons for quick access
whenever you need them.

To help you share your items with others, PaperPort makes it easy to:

Icon Description
E-mail items to others, simply by dragging the items to your favorite e-mail program on the
PaperPort Send To bar.
Scan or convert items to the PDF format, the ever-popular file-sharing format considered by
many as the industry standard for document distribution.
Access shared folders located on your local or wide area network, by adding the folders to your
PaperPort Folder pane.
Access Sharing and Security settings directly from the folder shortcut menu.

With PaperPort, it is simple to set up a shared folder on a server, web storage sites, or a PC that can act
as a central repository for all important office documents. Each PaperPort client can connect to that folder
and use PaperPort’s document management features and paper handling tools to find and use documents
instantly.

In addition, you can convert items to popular output formats for shared use in numerous other programs.

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PaperPort Getting Started Guide

Connecting to the Cloud

PaperPort 14 introduces support for Cloud computing accessing and working with web-based storage
sites for programs, documents and data.

Evernote Connector is a new connector inside PaperPort 14, appearing as an icon on the Send To bar.
This allows files to be dragged onto the icon so their copies are transferred to the Evernote storage site.
Send To options can be used to specify access data.

Send items to other programs

Drag and drop functionality makes opening your files in your favorite programs a snap. Simply choose
the file you want and drop it onto the program icon on the Send To bar at the bottom of the PaperPort
desktop.

Common office tasks like e-mailing and faxing are now faster than ever. The Send To bar makes using
scanned documents in other applications easier by automatically translating the document into a form that
the receiving application can understand.

For example, you can drop a scanned image of a letter onto the Microsoft Word link on the PaperPort
Send To bar, and PaperPort will recognize that the application you are attempting to open needs a text
file rather than an image file. PaperPort will run OCR for you, and send editable text to Word rather than a
static image file.

PaperPort supports a wide variety of programs including word processing, spreadsheet, fax, Internet e-
mail, graphics, optical character recognition (OCR), and online services programs. The program link on
the Send To bar does any necessary conversion and may provide options for sending the item.

Use OmniPage with PaperPort

If PaperPort exists on a computer with OmniPage, its OCR services become available and amplify the
power of PaperPort. You can choose an OCR program by right-clicking on a text application's PaperPort
link, selecting Send To Options and then selecting OmniPage as the OCR package, instead of the always
available PaperPort OCR.

With OmniPage you can:

• Instantly convert paper into usable Microsoft Office documents.
• Turn PDF files into editable documents while retaining their layout.
• Automatically process images from network MFPs and scanners.
• Scan and convert documents into XML, PDF, TIFF and more.
• Share documents using e-mail, web, XML and e-books.
• Use OmniPage Workflows for instant but effective control over document conversions.

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Customize the Send To bar

You can change the way program icons appear on the Send To bar in a number of ways. Specifically, you
can add programs, and remove or rearrange program icons. Refer to the PaperPort Help for details.

Adjust Send To options

• You can tune Send To options to specify how you want to use a certain program on the Send To bar.
For example, you can specify the file format in which PaperPort will save an item.
• To e-mail an item, simply drag and drop the item to your e-mail program on the Send To bar. Use the e-
mail link options to specify the file format of the attachments and other options.
• If you have the professional version of OmniPage 16 or above on your system, use the Send To options
for the OmniPage Workflows link to choose a workflow.

Convert items

Using PaperPort, you can convert scanned documents and text items to image formats, and convert
images back to text.

Convert items to image formats

You can convert scanned documents and text items to image formats.
• The Save As command allows you to save image items to any of a variety of standard image formats
including PDF, JPEG, and TIFF.
• The Duplicate Item command makes a copy of the item, conserving its original file type. You can
convert text items and image items to PaperPort Image items (.max) using the Duplicate as PaperPort
Image command.
• The Duplicate as PDF Item command allows you to convert text items to PDF Image items.

In PaperPort Professional, you can also convert text items such as Word documents, to PDF Formatted
Text & Graphics format using Power PDF Create.

By selecting more than one item, you can convert multiple items to a new format at the same time. Refer
to Help for details.

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PaperPort Getting Started Guide

Stacking documents
You can assemble a set of PDF files by stacking them into a single PDF. You can unstack the current page
or all pages from a multi-page PDF file. When all pages are unstacked, the result is a set of single-page
PDF files, uniquely identified by a set of numerical suffixes. When stacking and unstacking, the original
PDF files or pages do not remain. To stack files, use drag-and-drop or select the desired files, right click
and choose Stack. Similarly, use a shortcut menu to unstack a PDF file.

Combining documents
You can assemble documents by combining them. The files to be combined need to be in a single folder
and selected in the order you want them in the stack. Click the arrow next to Combine Items in the Stack
group of the Item ribbon, and choose one of the combinations:
• Combine into PDF Stack: Each original page becomes one PDF page with no resizing.
• Combine into Multi-item PDF Pages, Resize to fit: This resizes the contributing items and always places
four original pages onto a single PDF page.
• Combine into Multi-item PDF Pages, Maintain original sizes: This places as many original pages onto
each PDF page as it can.
• Combine into Thumbnail PDF Page: This creates thumbnails of all item pages and fits as many as
possible on a PDF page.

The original items remain in their original file types.

Note Combining usually takes more time than stacking because of PDF generation. PaperPort
Professional can additionally combine text items. To convert a text item, the application that created it
must be available on your system.

Convert images to text

You can convert scanned documents to text by a simple drag-and-drop of the thumbnail to your word
processor program. PaperPort automatically processes your scanned document using PaperPort’s OCR
software, launches your word processing program, and loads the scanned text into a document ready for
editing. PaperPort also allows you to copy text from part of an image item for use in a text editing, word
processing, or spreadsheet program. The OCR software processes the text and copies it to the Windows
Clipboard. Open the program in which you want to insert the text, and use Paste to paste the text in a file.

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PaperPort Getting Started Guide

Filling forms

Active PDF forms can be filled using your PDF product. Choose the Hand tool and step through the form
fields using Tab or arrow keys, making choices and entering texts. Help and the How-to-Guides list all the
possible form control types.

FormTyper is a PaperPort program that enables you to fill in static forms, such as insurance forms,
registration cards, and medical forms, that you scan to the PaperPort desktop.

You simply drag a form from the PaperPort desktop to the FormTyper program on the Send To bar. The
form is converted to PDF if necessary and opened in your Kofax PDF product. FormTyper automatically
analyzes the form, recognizes the blank areas in which data can be entered, and creates blank fields for
the data. FormTyper can detect edit boxes and checkmarks.

Now, you can quickly type and tab to each field. You can also quickly reposition edit box or checkmark
fields, insert new fields, and remove fields as necessary. After you enter data and complete the form, save
the form to the PaperPort desktop so that you can print or e-mail the form in its entirety with its completed
data.

If you have a pre-printed form, choose Form Fields Only in the Print dialog box to print your responses
directly onto the form.

PDF file support

PDF flavors

Portable Document Format (PDF) files are often classified into three different types, commonly called
flavors:
• PDF Image
• PDF Searchable Image
• PDF Formatted Text & Graphics (PDF Normal)

Opening PDF files

PaperPort can open and display PDF files of all three flavors. PDF files by default open in PDF Viewer
Plus or in Kofax Power PDF.

The following further options are available in the Desktop panel of the Options dialog box:
• Image View (to apply image enhancement tools in a PaperPort window)
• ImageViewer (to apply these SET tools in a separate program window)
• Program associated with file type (your system application for PDF files)

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Protected files can be accessed by giving the correct password. Security limitations are respected and
can be changed if you can provide the Permissions password.

PDF page operations

In PaperPort you can insert or append pages from one PDF file to another and also stack a set of PDF
files into a single one. With pages of different flavors, the program determines a single flavor for the
resulting file. You can unstack one or all pages from a multi-page PDF file to get one PDF per page.

Combining items into a PDF file

You can combine a wide range of image items into a single target PDF. All combined items remain in their
original locations and file types. In PaperPort Professional text items can also be combined.

Annotating PDF files

You can add notes, highlights and graphic items like arrows to PDF pages of any flavor as annotations.
These do not become part of the real PDF page, but exist on separate layers so they can be viewed,
moved, changed or deleted in PaperPort or other PDF viewing and editing programs. Annotation can be
done in ImageViewer or your PDF product.

Modifying PDF files

Use SET tools to improve the appearance of PDF pages or prepare them for more successful text
recognition (OCR). To modify the real text content in a PDF file, or change its color or attributes, you need
a PDF editor such as Kofax Power PDF.

Extracting text from PDF files

The Copy Text command finds text in PDF files and places it onto the Clipboard as plain text, running
OCR if necessary. The command View Text does the same, but displays the text in a PaperPort window.
You can choose to have these texts stored or not; if not it is regenerated each time the command is used.
Send PDF files to word processor programs on the Send To bar. This delivers editable text with a defined
level of formatting, using OCR if necessary.

Adding document information to PDF files for searching

You can define an item name, author, subject and keywords to a PDF file and also assign page names to
each page to help in searching.

The All-in-One search finds words in this document information for one or more PDF files. You can search
through document information only, through text content only, or both, with different search strings for
each search type. Indexing via the Index Manager makes full text searches much faster.

Saving PDF files to other file types

You can save PDF files to a range of image file types and to XPS files. A multi-page PDF results in a
single file when a multi-page file type is selected, otherwise each PDF page becomes a separate file.

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Adding PDF files to Windows Desktop Search

Go to Desktop > Options > Advanced to enable or disable PaperPort as the agent for handling PDF
files in Windows Desktop Search.

Create PDF documents

Create PDF Image files from other applications

In Desktop > Options > Items , choose between PDF Image and PDF Searchable Image. Then open
a source file in a suitable application and choose Print, typically from the File menu. Choose PaperPort
Image Printer and make print settings, e.g. black-and-white versus color conversion.

Create PDF Searchable files from scanning

Open a scanning profile and set the PDF file type in the Output panel or choose the supplied profile Color
Searchable PDF Document.

Create a PDF from an existing PDF, XPS or image item

Right-click on a PDF file and choose Duplicate Item, Duplicate Current Page or Save As. The flavor of a
source PDF is retained for the copy. Right-click on an image item and choose Duplicate as PDF or Save
As and choose PDF as file type. When you double-click an XPS file so that it opens in PDF Viewer Plus, a
copy is automatically created as a PDF file, ready to be modified and saved.

Create PDF Documents with Power PDF Create

Kofax Power PDF Create lets you create PDF files from one or more source documents. The PDF files will
be viewable, printable, searchable and editable.

How to start PDF creation

You can start PDF creation from different locations:

• from the Start menu through the Create Assistant
• from Windows Explorer or from your desktop using a shortcut menu
• from Microsoft Word, Excel, PowerPoint, Outlook or Internet Explorer using a toolbar or the Power PDF
Create menu items or the Kofax PDF ribbon.

How to get help for PDF Create

Kofax Power PDF Create has a comprehensive HTML Help system. Access it through the Help system
in PDF Viewer Plus or Power PDF or through the Power PDF Create menu in Microsoft Word, Excel or
PowerPoint. Press F1 to open Help at the topic describing the currently open panel. You can create one
or more of these PDF flavors, depending upon your version of PaperPort software. Refer to the PaperPort
Help for additional details. This table lists which features are available for creating each type of PDF in
PaperPort 14 and PaperPort Professional 14:

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PaperPort Getting Started Guide

Format PaperPort 14 PaperPort Professional 14

PDF Image Scan or Get Photo Scan or Get Photo
Print to PaperPort Print to PaperPort
Save As Save As
(Web Capture) (Web Capture)
Duplicate Item
PDF Scan or Get Photo Scan or Get Photo
Searchable Print to PaperPort Print to PaperPort
Image
Save As Save As
(Web Capture) (Web Capture)
Duplicate Item
PDF Scan or Get Photo Scan or Get Photo
Formatted Text Print to PaperPort
& Graphics
Duplicate Item
(Normal PDF)
Duplicate as PDF

Web Capture must be run outside PaperPort.

Duplicate item transmits the PDF flavor of the original to the copy.

Duplicate as PDF accepts non-PDF files as input.

PaperPort’s large, clear thumbnails allow you to visually organize, retrieve and use your scanned
documents. PaperPort’s editing tools ensure that scanned documents will look great while the annotation
tools let you add notes and highlights to any scanned image.

About ScanDirect

ScanDirect is a PaperPort program that enables you to scan items and send them directly to PaperPort or
other programs on your computer without first running PaperPort.

ScanDirect runs as a separate program from the Windows Start Menu and displays the ScanDirect bar.

Using ScanDirect, you can scan an item and immediately send it to either:
• A program on the ScanDirect Send To bar – Icons on the ScanDirect bar represent the programs that
are linked to PaperPort and to ScanDirect. To scan and then send an item to a certain program, click
the program icon, and then scan the item. ScanDirect will automatically start that program when the
scan is complete.
• The PaperPort desktop – To scan and then work with the item in PaperPort, click the PaperPort
icon, and then scan the item. When the scan is complete, PaperPort starts and displays the item in
PaperPort. You can then use all of PaperPort's features on the item.

When ScanDirect is used to scan to other programs it always works through the scanner’s own user
interface; the scan profiles in PaperPort are not used. When ScanDirect is used to scan items to the
PaperPort desktop, the output is determined by the output setting for the previous scan: if it created an

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image item, the current scan will also do this, and if it created a text-type document (such as DOC, XLS,
WPD, TXT or CSV) the current scan will create a PDF Image, which you can make searchable, as already
described. In PaperPort Professional, you can scan items directly to Microsoft SharePoint.

Uninstall PaperPort

For a full uninstallation, all PaperPort components should be removed one after the other. The
components are as follows: Kofax Power PDF Create (only in PaperPort Professional), Kofax PDF Viewer
Plus, PaperPort Image Printer, and Kofax PaperPort 14.

Removing only one or more of the following components: Image Printer, PDF Viewer Plus or Power PDF
Create will cause PaperPort to function incorrectly.

For example (and not limited to the following functionalities): PDF Viewer affects FormTyper, Power PDF
Create affects the save and combine to PDF functionality in PaperPort.

To uninstall PaperPort and its key components:

1. Go to Control Panel, then Programs and Features.
2. Select Kofax PaperPort 14.
3. Click Remove to uninstall the program.
4. Repeat this for the remaining components.
5. A computer restart is needed to complete the removal.

A deactivation step is performed at the start of uninstallation, allowing you to reinstall the program later
without reactivation problems. Deactivation and reactivation require web access.

Third party trademarks and credits

Outside In Viewer, copyright (c) 1991, 2010 Oracle. All rights reserved. Outside In Content Access,
copyright (c) 1991, 2010 Oracle. All rights reserved. The word verification, spelling and hyphenation
portions of this product, as detailed in the legal section of the Help system, are based in part on Proximity
Linguistic Technology from Franklin Electronic Publishers, Inc. All rights reserved. This product was
developed using Kakadu software, and is based in part on the work of the Independent JPEG Group. This
software is based in part on the Zlib Compression Library and the work of Colosseum Builders.

This application was developed using LEADTOOLS, copyright (c) 1991-2007 LEAD Technologies, Inc. All
rights reserved.

MSXML binary files. Use of the software is subject to the conditions and disclaimers contained in the
MSDN CODE GALLERY BINARY LICENSE available at http://code.msdn.microsoft.com/MSXML/Project/
License.aspx

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PaperPort Getting Started Guide

Microsoft: HD Photo 1.0. Use of the software is subject to the conditions and disclaimers contained in
the Microsoft Corporation Technical Documentation License Agreement for the specification "HD Photo"
available at http://msdn.microsoft.com/en-us/windows/hardware/gg463400.aspx

Microsoft CAPICOM 2 - INSTALLATION AND USE RIGHTS. You may install and use any number of
copies of the software on your devices running validly licensed copies of Windows.

FreeType 2.3.1. The FreeType Project is copyright (c) 1996-2000 by David Turner, Robert
Wilhelm, and Werner Lemberg. All rights reserved except as specified in the license found at http://
freetype.sourceforge.net/index2.html

Zlib. Source code files for Zlib were obtained by LICENSOR from Jean-loup Gailly and Mark Adler at
www.Zlib.net. Copyright (c) 1995-2010 Jean-loup Gailly and Mark Adler. Use of Zlib is subject to the
conditions and disclaimers contained in the license available at http://www.zlib.net/zlib_license.html

The Independent JPEG Group's software. Copyright (c) 1991-1998 by Thomas G. Lane. Use of the
Independent JPEG Group’s software is subject to the conditions and disclaimers contained in the license
available at http://www.xstandard.com/1D1B6C13-7BB6-4FA8-A1F9-EC1E32577D26/license-ijg.txt.

JBIG2 license - Copyright (c) 1990, 1991, 1992, 1993 Cornell University. All Rights Reserved. Copyright
(c) 1991, 1992 Xerox Corporation. All Rights Reserved. Use, reproduction, preparation of derivative
works, and distribution of this software is permitted. Any copy of this software or of any derivative
work must include both the above copyright notices of Cornell University and Xerox Corporation and
this paragraph. Any distribution of this software or derivative works must comply with all applicable
United States export control laws. This software is made available AS IS, and XEROX CORPORATION
DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION THE
IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, AND
NOTWITHSTANDING ANY OTHER PROVISION CONTAINED HEREIN, ANY LIABILITY FOR DAMAGES
RESULTING FROM THE SOFTWARE OR ITS USE IS EXPRESSLY DISCLAIMED, WHETHER
ARISING IN CONTRACT, TORT (INCLUDING NEGLIGENCE) OR STRICT LIABILITY, EVEN IF XEROX
CORPORATION IS ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

Contributing Authors Group - Copyright (c) 1995 Alexander Lehmann. This software is provided 'as-
is', without any express or implied warranty. In no event will the authors be held liable for any damages
arising from the use of this software. Permission is granted to anyone to use this software for any
purpose, including commercial applications (see below), and to alter it and redistribute it freely, subject to
the following restrictions:
1. The origin of this software must not be misrepresented; you must not claim that you wrote the original
software. If you use this software in a product, an acknowledgment in the product documentation
would be appreciated but is not required.
2. Altered source versions must be plainly marked as such, and must not be misrepresented as being
the original software.
3. This notice may not be removed or altered from any source distribution.
4. Binary only distributions of the software must include the file README with the copyright statement.
You are welcome to add a copyright statement for your modifications and a contact address, though.

Apache Components. Copyright (c) 1999-2003. The Apache Software Foundation. All rights reserved.
The following names may not be used to endorse or promote products derived from the Apache licensed
software without prior written permission: Apache Cocoon, Apache Software Foundation, Ant, Jakarta,
Apache Avalon, Avalon Excalibur, Avalon Framework, Batik, The Jakarta Project, Commons, FOP,

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PaperPort Getting Started Guide

Apache POI, Jakarta-Regexp, Log4j, LogKit, Apache Lucene, Xalan, Tomcat, Struts, Velocity, Xerces,
Axis, Jakarta-Oro, xml-commons, and WSIF. Products derived from this software may not be called
“Apache”, nor may “Apache” appear in the product name, without prior written permission. Software is
further subject to the conditions and disclaimers listed in Apache Software License v.1.1. found at http://
www.apache.org

Javascript Engine. Source code files for Mozilla's Firefox Browser contained in the Javascript Engine were
obtained by LICENSOR from Mozilla.org. Such source code files have not been modified by LICENSOR.
Use of the Javascript Engine by LICENSEE is subject to the conditions and disclaimers in the Mozilla
Public License, Version 1.1 found at http://www.mozilla.org/MPL/MPL-1.1.html

LCMS. Marti Maria. Additional information is available at http://www.littlecms.com . Use of this software is
subject to the conditions and disclaimers contained in the license available at http://www.opensource.org/
licenses/mit-license.php

Mozilla Public License. Subject to the Mozilla Public License Version 1.1 (the “License”); these files may
not be used except in compliance with the License. Javascript Engine. Source code files for Mozilla's
Firefox Browser contained in the Javascript Engine were obtained by LICENSOR from Mozilla.org. Such
source code files have not been modified by LICENSOR. Use of the Javascript Engine by LICENSEE
is subject to the conditions and disclaimers in the Mozilla Public License, Version 1.1 found at http://
www.mozilla.org/MPL/MPL-1.1.html

Copyright notice for the Evernote component Copyright (c) 2007-2009 by Evernote Corporation, All
rights reserved. Use of the source code and binary libraries included in this package is permitted under
the following terms: Redistribution and use in source and binary forms, with or without modification, are
permitted provided that the following conditions are met: Redistributions of source code must retain
the above copyright notice, this list of conditions and the following disclaimer. Redistributions in binary
form must reproduce the above copyright notice, this list of conditions and the following disclaimer in the
documentation and/or other materials provided with the distribution.

THIS SOFTWARE IS PROVIDED BY THE AUTHOR "AS IS" AND ANY EXPRESS OR IMPLIED
WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF
MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT
SHALL THE AUTHOR BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY,
OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF
SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS
INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN
CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING
IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF
SUCH DAMAGE.

All other trademarks referenced herein are the property of their respective owners.

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