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SharpdeskTM R3.1 User’s Guide Version 3.1.08 Sharpdesk User’s Guide i Downloaded From ManualsPrinter.com Manuals

Overview Working with Sharpdesk, you can: • Scan Images and Documents  Sharpdesk works with your scanner to let you read paper documents into y

About This Guide This User’s Guide assumes you have a basic understanding of Windows operation and are familiar with Windows terms. This includes how

Definitions of Terms As you work with Sharpdesk, keep in mind how the following terms are used: Images In Sharpdesk, the term Image refers to items

2. Chapter 2 Installing Sharpdesk Installation Procedure Installing the Sharpdesk software is simple and straightforward. When you install Sharpdesk,

Sharpdesk CD Installation To install Sharpdesk from a CD: 1. If any Windows applications are open, close them to ensure that the software installs

Uninstalling Sharpdesk If you need to uninstall Sharpdesk, you can do so using the following standard Windows procedure for uninstalling software. 1.

3. Chapter 3 Sharpdesk Overview Introduction Sharpdesk is a Windows application that provides integrated organization for all your paper and electron

Starting Sharpdesk You can start Sharpdesk from the Windows Start menu by clicking Start, pointing to Programs, then to Sharpdesk, and finally clickin

Work Area The work area displays the contents of a selected folder in a thumbnail view. From the work area, you can select a file to work with, and

Navigating in Sharpdesk Working with Sharpdesk is very easy. It is designed to let you find your images and documents quickly using the Folder Window,

Copyright © 2000-2004 by Sharp Corporation. All rights reserved. Reproduction, adaptation or translation without prior written permission is prohi

• Sharpdesk Folders — add a folder shortcut to the Sharpdesk Folder window, reorder folders in the Folder Window, or remove folder shortcuts from

The Sharpdesk Menu The Sharpdesk menu provides you with the following options: FILE MENU DESCRIPTION New Folder Create a new folder at the current l

VIEW MENU DESCRIPTION Status Bar Toggle the status bar on and off. Output Zone Toggle the display of the Output Zone on and off. Refresh Refre

The Sharpdesk Toolbar The Sharpdesk toolbar allows you quick access to key commands and additional Sharpdesk applications such as Composer and Imaging

The Sharpdesk Output Zone The Sharpdesk Output Zone lets you perform functions by simply dragging and dropping a selected file to the appropriate O

4. Chapter 4 Working with Sharpdesk Introduction Sharpdesk makes it easy to identify, locate, and organize your files. This chapter reviews how to wo

Working within a Folder On the Folder Window, click on the desired folder. The documents contained in the folder are displayed in the work area. Ea

If the document cannot be displayed as a thumbnail, it will be shown in the work area in the following manner: If the thumbnails do not appear as exp

Controlling the Desktop Display Sharpdesk lets you customize the Desktop according to your preferences: • Choose the Preferences command from the

Viewing Image Files Sharpdesk lets you choose the various image file types you can view with Sharpdesk Imaging. To do so, choose the Preferences comm

Table of Contents Chapter 1 Introduction...1 Overv

Setting Export Options Both Sharpdesk and Sharpdesk Composer allow you to attach and send files via email. In addition, Sharpdesk Composer allows

information: 1. Click the mouse on the document for which you want to view details in the work area, and choose Properties from the File menu. 2. To

• Right-click on the document and choose Open, or, • Choose the Open command from the File menu, or, • Double-click the image/document in the wo

Copying a File A file can be copied from one folder to a different folder. To copy a file from one folder to another: 1. Open the folder with the f

To scan an image from a scanner using the WIA driver: [This option is only available on Windows XP platforms.] 1. Place the image you want to scan

Image View in Imaging For more information about viewing an image, refer to “Chapter 7, Sharpdesk Imaging.” Sharpdesk User’s Guide 27 Downloaded Fro

Changing Scanning Options You can change the default naming convention used for new scans as follows: 1. Choose the Preferences command from the T

Chapter 5 Searching with Sharpdesk Introduction Sharpdesk’s advanced searching capabilities allow you to easily retrieve image and text files using a

Setup Required The Search capability is based on an index of all the words found in all of the files in the target folders identified when the inde

Since all Index Databases are common to all users of the local PC, if a user indexes a private directory, either local or networked, some information

Chapter 4 Working with Sharpdesk...17 Introduction ...

Searching You can search for text files using a single word, a phrase, or a list of words. You can also perform an advanced search using a: • Docu

anywhere in the file, including the full path name of the file and document attribute fields (in summary tab of Microsoft Office documents). Example

ap*ed would match applied, approved, etc. Exact Match vs. “Stemming” Stemming extends a match to cover grammatical variations of a word. For exampl

Examining the Results The search results list shows you each file that contains the word or phase you entered to search. It displays the name of the f

Sorting the Results List You can re-sort the search results list by choosing a sort option from the Sorted by drop-down. The results list can be so

2. Select the favorite search query from the list provided. It will fill the Search For box when you select it. 3. Click Find. Advanced Searching T

• Size (at least or at most) Note that you cannot use the Boolean operators (“and”, “or”, “not”, or “near”) on the fields in the File Attributes T

1. Select the search term you want to remove in the Favorite Search Terms box 2. Click the Remove button. When the Favorites list is the way you wan

Display Favorites box on this page is unchecked, the Favorites button will not be present on the Advanced page. 5. Indexes to be searched are disp

2. Click the Create button. The Index Database Creation Wizard begins. 3. Click Next. The Index Name and Location window displays. 4. Enter a

Setup Required...30 Index Databases ...

5. Click the checkbox next to the folder(s) you want to include in the index (any sub-folders are automatically selected). To clear all your selec

7. To create the index later, select Skip building Index Database for now and click Next. To create the index database now, select Build Index Datab

3. Make the desired changes to the folders or sub-folders you want searched, or the file extensions you want to include. 4. Click Save. Your cha

To set up or modify the Index Schedule: 1. Choose Indexing Schedule from the Search option in the Tools menu. This can also be selected from the Sear

6. If you are running on Windows NT, 2000, or XP, you may be asked to provide your login name and password before the Index schedule can be saved.

Show Progress Select the Show Progress item to display the current file being indexed. A display similar to the following will appear: Show Last Ind

Chapter 6 Composing with Sharpdesk Introduction Using Sharpdesk Composer, you can combine files of different types into a single production- ready d

Application Version Support Drag & Drop? Support direct print? Adobe Acrobat Reader 5.0, 6.0 Yes (Note 1) Yes (Note 1) Adobe Illustrator A

Starting Composer To start the Composer from Sharpdesk: Click the Composer icon on the Sharpdesk toolbar, or choose the Composer command from the

Reference Area The Reference section lists all source documents displayed in the Work Area. The Reference area shows the document name, the number of

Chapter 6 Composing with Sharpdesk ...48 Introduction ...

MENU DESCRIPTION View References Toggle the reference documents list on and off. Toolbars Toggle the toolbar on and off. Tools Reinstall Prin

Working with Composer Pages are loaded into Composer by printing to the Sharpdesk Composer driver from third-party applications (for example, MS Word,

2. Click OK to save your settings and close the Properties screen. 3. Click OK or Print (depending on the application you’re running) to start the

• To view the Work Area only, uncheck the References option in the View menu. You can also enlarge the Work Area (or the Reference Area) by grabbing

File.Page Setup menu option. If specific pages were not selected prior to entering the Header/Footer dialog, only the “Entire document” selection

saved. If this is the first time you are saving the document, a Save As dialog box displays allowing you to name it and save it with a .SDF extension.

7. Chapter 7 Sharpdesk Imaging Introduction Using Sharpdesk Imaging, you can view images, manipulate them, annotate them, and print them. Basic Imagi

Types of Images An image is an electronic representation of a text document, a photograph, a line drawing, or other graphical entity. You can create a

Simple Image Document Another image document could be a collection of faxes, memos, and photographs that are scanned to a multi-page image file.

IMAGE FILE TYPE EXTENSION JPEG File .JPG, .JPE, .JPEG PCX/DCX Document .PCX, .DCX WIFF Document .WIF XIF Document .XIF You can display a single

Chapter 7 Sharpdesk Imaging...58 Introduction ...

In some cases, converting from one format to another causes the source image to permanently lose certain attributes. For example, if you save a col

When the annotation icon appears next to a thumbnail's page number, it means the page contains one or more annotations. Annotating an Image D

Using the Straighten Page option from the Tools menu, you can straighten an image that is crooked in relation to the background page. After you dra

The Summary tab allows you to specify property values for your image documents. You may want to standardize the values you use so your documents are o

4. Select the drive or folder you want to search from the Look in drop-down. To navigate to a particular folder, use the Browse button. 5. Click

4. Position the pointer over the vertical bar separating the Thumbnail and Page windows and picture. When the pointer changes shape, hold down the le

3. Place the pointer over the handle in the lower right corner of the thumbnail, hold down the left mouse button, and then drag the handle diagona

2. Navigate to the image document you want to annotate, and click Open. The image document appears. 3. Choose the One Page command from the View menu

The Rubber Stamp Font Properties dialog appears. Rubber Stamp Font Properties Dialog 6. Choose the desired font attributes and color, and click

Highlighter Properties Dialog 3. Choose a color, such as light blue, that allows the text to show through. 4. Click OK to apply the new color.

Chapter 8 Converting Images to Text...73 Introduction ...

Straighten Page Dialog 4. Click OK in the Straighten Page dialog. The page rotates until the reference line you drew is parallel with the top a

Chapter 8 Converting Images to Text Introduction Sharpdesk lets you convert a non-editable, graphical image containing text into a file that can be e

Setting Convert by OCR Options Sharpdesk lets you set the various options that control the OCR process. To do so, choose the Preferences command fr

Setting the Output File format You may select one of the following output file formats for the OCR process: Save File As format Adobe PDF (*.pdf) Adob

Setting the Original Document Layout The Original Document Layout setting tells the OCR engine what to expect in the image(s) it is about to proces

Selecting a User Dictionary You may improve the recognition of words that you find in documents you scan often by creating a User Dictionary. The cur

Deleting words from the user dictionary Select the words currently in the dictionary you want to remove by clicking on it in the list; this will hi

Creating a new User Dictionary To create a new User Dictionary, click on the New button in the User Dictionary Files dialog. This will display the fo

completes, the dialog automatically closes and the finished text document appears in the appropriate application. If you click Cancel, the ongoing

Chapter 9 Glossary Introduction The following terms and definitions can assist you when working with Sharpdesk. A ASCII Acronym for American Standard

1. Chapter 1 Introduction Welcome to Sharpdesk! This software offers you a complete, easy-to-use solution for organizing and working with your paper

G Graphic A written, printed, or electronically displayed symbol or drawing. Also, characters or text that have been generated by a computer graphics

T TWAIN Both a protocol and an application programmer’s interface (API) that lets you input image data directly from any source (for example: desktop