Sharpdesk R3.1

Installation Guide Version 3.1.01

Copyright

2000-2004 by Sharp Corporation. All rights reserved. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright laws.
Trademark Acknowledgements
Sharp is a registered trademark of Sharp Corporation. Sharpdesk is a trademark of Sharp Corporation. Microsoft and Windows are registered trademarks of Microsoft Corporation. Internet Explorer, Microsoft Word, and Microsoft Excel are registered trademarks of Microsoft Corporation. All other trademarks identified herein are the property of their respective owners.

Table Of Contents

Chapter 1 Introduction -------------------------------------------------------------------------------------- 4
Overview of the setup----------------------------------------------------------------------------- 4 System Requirements ---------------------------------------------------------------------------- 5
Chapter 2 Installing Sharpdesk and Network Scanner Tool ----------------------------------- 6
Before the setup ------------------------------------------------------------------------------------ 6 Launch the setup program ---------------------------------------------------------------------- 7 View Readme Information ---------------------------------------------------------------------- 8 View License Agreement------------------------------------------------------------------------- 8 Enter Customer Information ------------------------------------------------------------------- 9 Enter Program Destination--------------------------------------------------------------------- 9 Enter Setup Type ---------------------------------------------------------------------------------10 Enter Location for Data Files -----------------------------------------------------------------10 Enter Program Group --------------------------------------------------------------------------- 11 Finish the Setup----------------------------------------------------------------------------------- 11
Chapter 3 Configure Network Scanner Tool--------------------------------------------------------12 Chapter 4 Configure the Search Index of Sharpdesk -------------------------------------------14
Step 1. Set Index Name and Location -----------------------------------------------------15 Step 2. Select the Folders you want in the Index --------------------------------------16 Step 3. Pick File Extensions to include in Index ---------------------------------------16 Step 4. Set up the Index Refresh Schedule ----------------------------------------------17 Step 5. Set the time for Index refreshes.--------------------------------------------------18 Step 6. Create the Index -----------------------------------------------------------------------19
Using Search---------------------------------------------------------------------------------------------------20

Chapter 1 Introduction

This Installation Setup Guide describes how to install the Sharpdesk and the Network Scanner Tool. Sharpdesk helps to utilize the scanned images and your existing documents in your PC. Network Scanner Tool enables your PC to receive scanned images from your SHARP Digital Laser Copier/Printer. Once Sharpdesk and Network Scanner Tool are installed and configured, the Scan to Desktop feature from your SHARP Digital Laser Copier/Printer to your PC is ready to use.

Overview of the setup

The following chapters describe the setup for both Sharpdesk and Network Scanner Tool. Please follow them in order. Chapter 2: Install Sharpdesk and Network Scanner Tool Chapter 3: Configure Network Scanner Tool Chapter 4: Configure the Search Index for Sharpdesk. Note: Before configuring Network Scanner Tool, you need to finish setting up your SHARP Digital Laser Copier/Printer, and it must be online. For more information, please refer to the paper manual attached with the Network Scanner Expansion Kit.

System Requirements

To successfully install and use Sharpdesk, your system must meet the following minimum requirements: An Intel processor-based PC, PentiumTM (300MHz or better recommended) Hard disk space: Minimum requirement of Operating System plus additional 300 MB free space at least. SVGA monitor, 800x600 resolution, 256 colors (True Color recommended) Operating System and Memory: Microsoft Windows MB of RAM for Network Scanner Tool and/or Sharpdesk Microsoft Windows NT 4.0 Workstation with Service Pack 6 or later 128 MB of RAM for Network Scanner Tool and/or Sharpdesk Microsoft Windows 2000 Professional 128 MB of RAM for Network Scanner Tool and/or Sharpdesk Microsoft Windows Millennium Edition 128 MB of RAM for Network Scanner Tool and/or Sharpdesk Microsoft Windows XP Professional / Home Edition 128 MB of RAM for Network Scanner Tool and/or Sharpdesk Internet Explorer 6.0 or later. Sharpdesk will install a minimal version of Internet Explorer 6.0 if this requirement is not available on your system. Installed Network Interface Card Installed TCP/IP network An Internet Connection to access Sharp Internet product support sites
Chapter 2 Installing Sharpdesk and Network Scanner Tool

Before the setup

Be sure to check the system requirements for Sharpdesk and Network Scanner Tool in this Installation Setup Guide and on the information screen during installation. If your computer does not have Internet Explorer version 6.0 or later installed, the setup program will install a minimal version of Internet Explorer 6.0 on your computer. The setup program installs Sharpdesk Imaging, overwriting the Imaging for Windows that is distributed by Microsoft Corporation and resides in the accessory program group. Sharpdesk Imaging is an upward-compatible version of Imaging from Eastman Kodak Company. The ReadMe file in your language is located in the root directory of the CD-ROM. It describes the latest information about the application programs. Before installing, please quit any software applications and/or resident programs that are running on your computer.

Launch the setup program

Insert this CD-ROM into your CD-ROM drive. Sharpdesk installation should begin automatically. If it does not start, please select Run from the Start menu and enter R:\Sharpdesk\setup.exe (substitute the letter of your CD-ROM drive for R) and the click OK. If your computer does not have Internet Explorer version 6.0 or later installed, you will be prompted to confirm that you want installer to load the minimal version of Internet Explorer 6.0 included on this CD-ROM set:
If your computer already has the newer Internet Explorer, or you accept the installation provided with this CD-ROM, the startup screen of Sharpdesk Installer appears. If you have an International release, the startup screen appears after you select a language.

Enter Next to continue with the setup.

View Readme Information

View License Agreement
Enter Yes to continue with the setup.
Enter Customer Information
Please enter your name and your company or organization name. Enter one of the Serial Numbers printed on the paper manual of this Kit.
Enter Program Destination
The application programs will be installed in the folder indicated in the Destination Folder box. If you want to change this folder, click the Browse button and pick a new folder. When finished selecting the destination folder, click the Next button.

Enter Setup Type

Select Typical and push Next button if you want Sharpdesk, Sharpdesk Imaging, and Network Scanner Tool to be installed. Select Custom and push Next if you want to choose which applications to install: Sharpdesk Network Scanner Tool
Enter Location for Data Files
The data files managed by Sharpdesk will be installed in the folder indicated in the Destination Folder box. It is the top folder used to manipulate your documents with Sharpdesk. If you want to change this folder, click the Browse button and pick a new folder. When finished selecting the data file location, click the Next button.

Enter Program Group

Push the Next button once you have selected the folder to hold the program icons.

Finish the Setup

Your PC must be restarted before you can use Sharpdesk, Sharpdesk Imaging, or Network Scanner Tool. To restart now, select Yes and push the Finish button. After your computer restarts, the Wizards to configure Network Scanner Tool and the Search Index will start automatically. To restart later, select No and push the Finish button. Sharpdesk, Sharpdesk Imaging, and Network Scanner Tool will not be ready to use until after the restart. The Wizards will run automatically to complete the installation whenever you decide to restart.
Chapter 3 Configure Network Scanner Tool
After the Sharpdesk installer finishes and you restart your PC, the Wizard to configure Network Scanner Tool begins:
First screen of the Network Scanner Tool Wizard
If you skip this Wizard, Network Scanner Tool will not be ready to use. However, you can start this Wizard later by executing the Network Scanner Configuration Tool in the Sharpdesk program group of Start- menu. Once the Wizard has been run once, it will not run again. The Wizard interacts with your SHARP Digital Laser Copier/Printer(s). Make sure the configuration of your network environment and the Copier/Printer(s) is complete before starting this Wizard. For more information on configuring the network, copiers, and the Wizards instructions, please refer to the Network Scanner Tool Users Guide.

Chapter 4 Configure the Search Index of Sharpdesk
After the Wizard for Network Scanner Tool finishes, the Wizard to setup the Search Index of Sharpdesk begins:
Click Next when you are ready to continue. The rest of this Chapter describes the steps the Wizard will take you through.
If you Cancel this Wizard, the Search feature of Sharpdesk will not be ready to use. You need to create at least one index before using the Search feature. Please refer the Setting up an Index in the Sharpdesk Users Guide to create new Index.
Step 1. Set Index Name and Location
This screen defines the name the index will have and where it will be stored on your PC. Click Next to take the default name and location (recommended). If you know how you want your search indexes to be configured, you may enter an Index Name (up to 39 characters) of your own choosing. To select an index location other than the default, click Browse, navigate to the desired location and click OK. After entering the information, click Next.
Step 2. Select the Folders you want in the Index
This screen selects the folder(s) you want to include in the index. The default folder is Search Samples under Sharpdesk Desktop and is provided with Sharpdesk. You may select other folders as well by clicking their respective checkbox. Clicking a checked box a second time will reset the check. To clear all your selections, click Clear. After making your selections, click Next.
Step 3. Pick File Extensions to include in Index
This screen selects the file extensions that will be indexed within the folder(s) selected in Step 2, making them visible to Search. By default, the following file extensions are selected:.dat,.doc,.sdf,.tif,.txt,.wpd,.wps,.xls,.htm,.pdf,.rtf,.ppt.
Check additional extensions you want to include and uncheck those extensions you do not want to include. To undo all entries, click None. To select all the extensions, click All. After making your selections, click Next.
Step 4. Set up the Index Refresh Schedule
The Search Index you are creating will contain entries for all files with the selected Extensions, residing within the selected Folders, present at the time the index is created. If you add files to the folders after the index is created, they will not be visible to Search until the indexes are updated. This step of the Wizard sets up a schedule when the indexes will be refreshed with the contents of any new files added to the folders covered by the indexes. To take the default setting (Schedule automatic updates now), click Next. You may defer the schedule setup until later by clicking on the Skip scheduling radio button and then clicking Next. This action will skip the next step.

Step 5. Set the time for Index refreshes.
Click the drop-down arrow to display a calendar. Use the Left and Right Arrows to select the month you want a scheduled index to begin, and then click on the day. Click on the Hour and use the Up/Down arrows to select the desired start time. Click on the Minutes and use the Up/Down arrows to select the desired start time. Click on the Time of Day indicator and use the Up/Down arrows to select AM or PM. Click Next.

Step 6. Create the Index

To build the index database now, click Next. To build the index database later, select the Skip building Index radio button and click Next. Ready to Build Index Database screen displays.
Click Index Now. The Index Wizard will begin to build the index database while you complete the installation process.

Using Search

Once the rest of the installation has completed AND the search index job has completed, you may use the Search feature of Sharpdesk to find files based on your indexes. For more information on using Search, please review Chapter 5 Searching with Sharpdesk in the Sharpdesk Users Guide.

Users Guide Organization

This users guide is organized into the following chapters:

Chapter 1, Introduction

A basic overview of Sharpdesk features, options, system requirements, and Users Guide organization.
Chapter 2, Installing Sharpdesk
Reviews the installation process and how to uninstall the software.
Chapter 3, Sharpdesk Overview
This chapter looks at how to navigate and work within Sharpdesk, including its menu and toolbar options.
Chapter 4, Working with Sharpdesk
This chapter explains how to change the view of your images and documents in Sharpdesk, and how to organize them, including how to open, save, copy, and move documents. It reviews Sharpdesk scanning options and controls including how to select a scanner, scan an image into Sharpdesk, and set scanning options.
Chapter 5, Searching with Sharpdesk
This chapter shows you how to search for images and documents using Sharpdesks advanced searching capabilities from using a single word or phrase, to using the Boolean operations and, or, not, or near.
Chapter 6, Composing with Sharpdesk
Creating production-ready documents could not be easier with Sharpdesk Composer. This chapter shows you how to combine documents, re-order documents, and print a final document.
Chapter 7, Sharpdesk Imaging
The tools for viewing images are reviewed in this chapter, including adjusting the view of images, printing images, and adjusting Imaging default options.
Chapter 8, Converting Images to Text
This chapter shows you how to convert an image into a format you can use with your favorite word processor and provides a few helpful hints on what you can do once it has been converted.

Chapter 9, Glossary

List of terms used in this Guide or related to image processing.

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 that can be loaded into Imaging.

Sharpdesk Installation Welcome Screen
4. Follow the on-screen instructions to complete the installation. 5. Once the installation completes, you might be prompted to restart your computer. If so instructed, you must restart your computer in order to use Sharpdesk. Remember to log in again with the same user id that you started the installation with. If you do not do this, the installation cannot complete properly. During installation or, if required, when restarting your computer, a folder is created in your Program Files directory or the location you specified during installation containing all the Sharpdesk, Composer, and Imaging software files. You will also find a Sharpdesk entry added to your Start/Programs menu containing the Sharpdesk and Imaging software files. Finally, a Sharpdesk shortcut is placed on your desktop making access to the software very convenient.

Uninstalling Sharpdesk

If you need to uninstall Sharpdesk, you can do so using the following standard Windows procedure for uninstalling software. 1. Click the Windows Start button, then Settings and Control Panel. 2. Double-click Add/Remove Programs.
Add/Remove Programs Properties Dialog Box
3. In the Add/Remove Programs Properties dialog box, scroll down the software list and click on Sharpdesk. 4. Click Add/Remove. 5. When the confirmation message displays, click OK to complete the Sharpdesk uninstallation. Note that the uninstall process will not delete document files or folders created or modified after Sharpdesk was installed. Data files installed with Sharpdesk (Search Samples, for instance) will be removed during uninstall if they have not been modified. 6. When complete, click OK to close the Add/Remove Programs Properties dialog box. The menu item, Uninstall, in the Windows startup menu also launches this process.
Chapter 3 Sharpdesk Overview

Introduction

Sharpdesk is a Windows application that provides integrated organization for all your paper and electronic documents and images. With Sharpdesk, you can:
Scan and view documents Convert images into text documents Organize documents and images among Windows folders Distribute documents by e-mail
Sharpdesk makes working with the devices connected to your computer (scanner, printer, or digital camera) more efficient, easy, and productive than ever before.

Starting Sharpdesk

You can start Sharpdesk from the Windows Start menu by clicking Start, pointing to Programs, then to Sharpdesk, and finally clicking Sharpdesk. You can also start Sharpdesk from the Windows desktop by double-clicking the Sharpdesk shortcut icon.

Sharpdesk Desktop contains files and documents that you use often or are important to you.
Use the Folder Window as you would Windows Explorer to locate, select and manage your documents.

Sharpdesk Folder Window

Note: Deleting or renaming system files or folders may cause Windows or other applications to become unstable. Do not delete or rename files or folders without understanding what can occur. Right-Click Options Right-click on a folder in the Folder Window to display a popup menu with Explorer-like menu options that let you perform the following actions:
New Folder create a new folder at the current location. Rename rename the selected folder. Delete delete the selected folder into the Windows recycle bin.
Sharpdesk Folders add a folder shortcut to the Sharpdesk Folder window, reorder folders in the Folder Window, or remove folder shortcuts from the Folder Window. Copy copy the contents of the selected folder into the Clipboard. Paste paste the contents of the clipboard at the current location. Properties display property information for the selected folder.
Right-click in the Work Area (away from any documents) to display a popup menu with Explorer-like menu options that let you perform the following actions:
Scan Document displays the Scanning dialog that lets you set scanning options and then scan an image into Sharpdesk. From Scanner or Camera displays the Device dialog allowing you to select a scanner or camera. A Scanning dialog (which will be different for each device) then displays allowing you to set scanning options for the selected WIA device and then scan an image into Sharpdesk. This function is available on Windows XP only. Paste paste the contents of the Clipboard at the current location. Search display the Search page Select All select all documents in the current folder. Arrange arrange thumbnails by Name, Date, Size, Type, or force all new folders to the end of the folder (Auto Arrange Off). Preferences set preferences for displaying thumbnails, names for new scanned files, text conversion and image export resolution options.
Right-click on a document in the Work Area to display a popup menu with Explorer-like menu options that let you perform the following actions:
Open open the selected file. If a readable image is selected, it opens in Imaging. Copy copy the selected files to the clipboard. Combine stack two or more images together into a single file. Split separate a multi-page image file into two files. Rotate rotate the selected file 90 degrees to the left or right. Rename rename the selected file. Delete delete the selected file into the Windows recycle bin. Send As attach the selected file to a mail message using default email client on the users PC. If the selected file is an.SDF file, and the PDF format is selected, the file is first converted to PDF format before starting the email client. Only.SDF files may be converted to PDF format before they are sent. Properties display property information for the selected file.

The Output Zone, when enabled, appears at the right of the Sharpdesk Work Area. The Print, Fax, and eMail buttons appear if your computer has the supporting software installed. For instance, if you do not have a Fax driver (fax somewhere in its name) installed the Fax button will not appear. The same is true for the eMail button if your computer does not have a MAPIcompliant email client installed:

LABEL DESCRIPTION

Print Fax eMail Convert by OCR Composer Application

Exiting Sharpdesk

To exit and close Sharpdesk, choose the Exit command from the File menu.
Chapter 4 Working with Sharpdesk
Sharpdesk makes it easy to identify, locate, and organize your files. This chapter reviews how to work with each of the options Sharpdesk provides.
Viewing Images and Documents
When you open a folder in Sharpdesk, you view the documents contained in the folder as a thumbnail of the document. If the number of documents within a folder exceeds the available work area, horizontal and/or vertical scroll bars appear. You can use them to scroll through the work area to view all the documents.

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. Each of your documents appears as a thumbnail image, showing the files name and type. Note that it takes longer to generate thumbnails the first time a folder is selected.
The Thumbnails view shows each file as a thumbnail of the actual file.
Viewing Files as Thumbnails
To page through a multi-page document, click on the document to select it, and then click on the tab on either side of the thumbnail near the top. Or, use the Next Page or Previous Page options in the View menu. When you move to the second page of a multi-page document, Sharpdesk will look ahead at all of the pages to be ready for the next page request. The caption of the thumbnail contains the current page number and the total known page count of the document, separated by the / character. (For many documents, it is necessary to page through the entire document to determine the total number of pages. Until the total page count of the file is known, only the current page number will be displayed.) You can page back to the front of the document using the left arrow or the Previous Page option on the View menu. Note that page numbers displayed on the thumbnails are only an approximation of the number of pages known to the application that created the file; the thumbnail page numbers may not match those the application would use. Similarly, page breaks shown in the thumbnail may not match those shown by the creating application. The work area is automatically arranged according to the selected option from the Arrange toolbar button. You can arrange thumbnails by Name, Date, Size (of the image file), or Type. Whenever new documents are added to the work area, the thumbnails will be rearranged according to the current setting of the Arrange option, with the new document occupying the appropriate place. If you want new files arriving in the folder to be placed at the end, select Auto Arrange Off; they will remain in that position until you refresh the display.

Export Resolution Settings
Changing the Default Export Resolution To change the default Export resolution, press and hold the left mouse button on the slider bar in the Quality Settings frame and drag it until the slider bar displays the desired image conversion resolution. Dragging the slider to the left will result in shorter conversion times and smaller file sizes after conversion. Dragging the slider to the right will result in higher quality images. Changing Color Settings If a small file size is more desirable than color reproduction for exported files, selecting the Black and White setting will create the smallest possible file. Selecting the Color setting generates more accurate color reproduction. To save your export settings, click OK.
Viewing a Documents Property Details
The Properties dialog displays detailed information about a document. To display properties
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 close the Properties dialog, click OK.

Properties Dialog

Organizing Files
With Sharpdesk, organizing your files could not be easier. This section reviews the overall procedures for such tasks as selecting files, opening them, moving them, and deleting them. Note that while Sharpdesk can page through a files pages in thumbnails, it is not possible to isolate a single page within a file. All operations, including cut, copy, and paste, apply to the entire file.

Selecting Files

To work with a file, you must first select it in the Sharpdesk work area. To select a file:
With the file displayed in the work area, click on it. To select multiple files, hold down the Ctrl key and click on the files you want to select, or hold down the Shift key to select a continuous range of files.
Once selected, you can then choose the command for the task you wish to do such as open the document, convert it to text by OCR, or print it.

Opening Files

You can open a document in its parent application (the application used to originally create the document) or, if it is an image document, in the Sharpdesk Imaging. To open a file using its parent application:
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 work area.
To open an image using Imaging, click the image in the work area and then click the Imaging button on the toolbar.

Deleting Files

To delete a file, right-click on it in the work area and choose the Delete command. Or press the Delete key on your keyboard (you can also select this command from the File menu). The file is removed from Sharpdesk into the Windows Recycle Bin.

A document name and/or path File type Modified date File size Title Author Subject Keyword
You can also run a search using a files property specifications, including:
The Sharpdesk search engine also supports the logical operators and, or, not, or near as keywords, allowing you great control over the search criteria you want to make.

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 index is created. These indexes need to be created in advance of any attempt to use the Search feature. Creating an index can be a time-consuming process, at least the first time, based on the number of files and whether they contain image types or not. Sharpdesk will attempt to gather words used in image documents using its Convert by OCR capability. [The following image formats are compatible with our OCR capability: *.bmp, *.dcx, *.gif, *.jpg, *.pcx, *.pdf, *.png, *.tif.] Any words found by the OCR process are added to the index so you can find the image document that contains them later. The OCR process is time-consuming in its own right, so allow plenty of time when indexing image documents, or break the files you wish to index into smaller groups. You can search through more than one index at the same time. While the index is being created, it will be using your PC resources in the background. This will slow it down if you are also trying to do other tasks on your PC. To avoid this, you can schedule your index operations to run at a time when you are not normally using your PC. The indexes can be created or updated while you sleep. Once the original index is created, updating the index, either manually or on a timed schedule, can be much quicker. Only those files changed or added to the folders covered by the index will be accessed to update the index. When Sharpdesk is first installed, a small index will be created using sample files provided with Sharpdesk. Once you are familiar with the basic search process, you can create additional indexes that match your own preferences. Creating new indexes is covered later in this Chapter. Index Databases All Index Databases are common to all users of the local PC. Regardless of the users authority (i.e. whether the logged-in user belongs to Administrators, Power Users, Standard Users, or Restricted Users Group, etc.), the user is capable of accessing any existing Index Databases as well as creating one. The following table illustrates the details about what operation is permitted by every user. Any user can create new Index Databases. Any user can search (and get correct results) for all Index Databases created, updated, or modified by any other user. Any user can perform indexing on any Update update (indexing) Index Index Database(s) (individually or all at Databases with new files being once) regardless of who created, updated indexed or new configurations or modified the Index Database previously. specified Any user can change configurations of any Modify change configurations Index Database created, updated, or (such as target folders, file extensions modified previously by any user. etc.) of existing Index Databases. Any user can delete any Index Database Delete delete existing Index regardless of who created, updated, or Databases modified previously. In summary, a set of Index Databases residing on the local PC is treated as shared, common resources to all users of that PC regardless of user authorities. Note: Important information regarding searching for documents Create create new Index Databases Read read-only access to Index Databases

File Attributes Tab The File Attributes tab allows you to search for files by:
Name (only a single name may be specified. Multiple words in the Name will be will be considered a single long Name with blanks in it.) Path (only the specified directory and its subdirectories will be searched) Type (for example,.bmp,.tif,.fax,.doc,.etc.) Modified dates (between dates or during a period)
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 Tab. Document Properties Tab The Document Properties tab allows you to search for a Microsoft Office file (e.g. generated by Word, Excel, PowerPoint) by:
[Only files produced by Microsoft applications can be searched for using the Document Properties tab.] Note that you cannot use the Boolean operators (and, or, not, or near) on the fields in the Properties Tab. You may use these tabs as follows: 1. Enter the criteria you want to search for. 2. Click Find. The search results will be the logical and of all selections made in the Search For box, the File Attributes Tab, and the Document Properties Tab. Only files that satisfy all of the specified criteria will be found. Note that the contents of the File Attributes and Document Properties tabs are cleared when the Basic button is selected, removing the advanced settings display from the work area. Favorites Button If you use the same search query repeatedly, you can use the Favorites button to save and manage them for later use. [Note: The Favorites button is only visible if Display List of Search Favorites box is checked in Search Preferences.] To begin the process, click the Favorites button:
The currently saved search terms will be displayed in the Favorite Search Terms box. To add a new search query to the Favorites list: 1. Type the search terms in the New Search Term box. 2. Click the Add button. To remove a search query from the Favorites list:
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 want it, click OK and exit. If you change your mind, click Cancel to put the Favorites list back the way it was and exit.
Customizing Search Preferences
You can customize your search options the indexes to be searched, the number of matches to display, the default result view, and the fields displayed using the Preferences option. To display the Preferences page: 1. Choose Preferences from the Search option in the Tools menu. This can also be selected from the Search drop-down on the toolbar, or the Search Home page.
2. Select the precision you want to use when looking for documents that match your search query. If you check Exact word, the search will only return documents that contain the exact words you entered. If you check Variation of word endings, search will return documents with words derived from the words you entered in addition to the exact matches. For example, if you are looking for contract, and Variation of word endings has been selected, search will return documents containing contractor, contracts and contracting in addition to documents containing contract. If Exact word has been selected, only documents containing contract will be returned. Note: In general, searches only find whole words, i.e. those with spaces or punctuation on either side of them. Even with Variation of word endings turned on in the above example, if you are searching for contr, search will not return files that contain contract, contractor, or contracting. Use the wildcard characters to find these words, i.e. search for contr* rather than contr. 3. Select which Indexes you want searched by default. Click All to select all databases. 4. If you want the Favorites selection button to appear in the Search For box, check the Display list of Favorite Search Terms box. This box must be checked to be able to manage the list using the Favorites button on the Advanced Search display. If the

The Menu Bar provides you with the following options:

MENU DESCRIPTION

File New Open Add Document Save Save As Export Print Print Preview Create a new, blank document. If you have an existing document open, a prompt displays giving you the option to save it. Open an existing Sharpdesk (.SDF) file. Add pages to the current files Work Area. Save the current (modified) file. Save the current file under a new name. The Save As window also displays the first time the file is being saved. Generate a PDF file from the current Composer document. Print the current page or all document pages. Display pages as they will look when printed. If non-scalable fonts are used in your pages, the Print Preview image may not be an exact replication of how the document will print. Specify the documents margins, setup headers and footers, and printer properties. Select a default printer and set basic print options (tray selection, copies, etc.). Send the current document as an e-mail attachment in.PDF (Adobe Acrobat) format. Display the attributes of the current file. Displays the names of files most recently opened with Composer. Selecting a file name from the list will open that file in Composers work area. Close and exit the Composer. If the document has been modified, you can save it prior to closing. Cut the selected page(s) from the Work Area and place it on the clipboard. Copy a page from the Work Area and place it in the clipboard. Paste the contents of the clipboard at the current location. Remove a selected page(s) from the Work Area. Select all document pages. Insert a blank page at the current location.
Page Setup Print Setup Send Mail Properties Recent Files List Exit Edit Cut Copy Paste Delete Select All Insert Blank Page
View References Toolbars Tools Reinstall Printer Driver Help Contents and Index About Composer Display the Composer help information. Display Composer copyright and version information. Reinstall the Sharpdesk Composer printer driver. Toggle the reference documents list on and off. Toggle the toolbar on and off.

Headers and Footers

You can define your Headers and Footers as follows: Choose the Page Setup command from the File menu. The Page Setup dialog displays.
Applying Header/Footer to Selected Pages You can specify which pages the Header and Footer will be displayed on as follows: 1. Select the Entire document item from the drop-down list in the Apply to: section if you want the Header/Footer to be applied to every page of the printed document. 2. Select the Selected pages item from the drop-down list in the Apply to: section if you want the Header/Footer to be applied only to the pages you selected prior to selecting the
File.Page Setup menu option. If specific pages were not selected prior to entering the Header/Footer dialog, only the Entire document selection will be available. 3. Select the This page forward item from the drop-down list in the Apply to: section if you want the Header/Footer to be applied the page you selected prior to selecting the File.Page Setup menu option. The selected page and all following pages will contain the Header/Footer you have defined. If specific pages were not selected prior to entering the Header/Footer dialog, only the Entire document selection will be available. Setting the Size of the Header/Footer band Headers and Footers are opaque white bands that lie across the top and bottom of the printed page. The header and footer bands will overwrite anything that lies beneath them. You control the size of the Header/Footer bands and the placement of text within them as follows: 1. Use the Up/Down arrows to specify the Height of Header/Footer. This setting defines the bottom of the Header (or the top of the Footer) band across the printed page, measured from the top edge (Header) or bottom edge (Footer) of the paper. The Header and Footer bands will be opaque white ribbons across the top and bottom of the printed page. 2. Use the Up/Down arrows to specify the Indent from top/bottom edge. This setting defines where the first printed line of the Header (Footer) will be positioned from the top (bottom) edge of the paper. This setting must be less than the Height of Header/Footer. 3. Use the Up/Down arrows to specify the Indent from left/right edge. This setting defines where the first/last printed character will be positioned from the left/right edge of the paper. Setting the Text for the Header/Footer Each Header/Footer has three sections: Left, Center, Right. The Left Section is left-justified (beginning at the Indent from left edge setting), the Center Section is center-justified (based on the page width), and the Right Section is right-justified (ending at the Indent from right edge setting). You fill in the section boxes and format the text you want as follows: 1. Click on the section box you want to use and type in the text for the Header/Footer. 2. To insert a page number, click the section box where you want it to display (left, center, or right), and then click the Page Number button. Composer automatically numbers pages sequentially. 3. To format your Header/Footer, highlight the text and then click the Font button. Select the desired Font, Font style, and Size, and then click OK.

IMAGE FILE TYPE EXTENSION
TIFF Document Bitmap Image Fax Document (Windows 98 installations only) GIF File Image Bookmark File
.TIF,.TIFF,.JFX.BMP.AWD.GIF.IBK

IMAGE FILE TYPE

EXTENSION
JPEG File PCX/DCX Document WIFF Document XIF Document
.JPG,.JPE,.JPEG.PCX,.DCX.WIF.XIF
You can display a single image in the window, display thumbnail views of the images contained in a multi-page image document, or display an image page and thumbnails together.

Imaging Window Dialog

Convert Image Files Using Sharpdesk Imaging, you can save a displayed image in one of the following formats:
.TIFF.BMP.JPEG.AWD (Windows 98 only)
In some cases, converting from one format to another causes the source image to permanently lose certain attributes. For example, if you save a color.BMP file to.AWD format (which is black and white only), the saved image is converted to black and white. If you convert the.AWD image back to.BMP, the color information that was lost in the first conversion cannot be recovered. Change Image Display You can change the image display by zooming to increase or decrease the size of the image, by sizing the image for the best fit, or sizing it to fit the height or width of a window. You can also rotate an image left, right, or 180 degrees. Rotating an image is useful if you scanned landscape images using a scanner's sheet feeder, or if you fed a stack of documents into the scanner's document feeder backwards (180 degrees from the desired orientation). Thumbnail images can be made larger to display more detail, or smaller to fit more of them in the window. You can also drag and drop thumbnails to change the order of pages in the image document. Scan Images You can create image documents by scanning forms, memos, pictures, or other paper documents to an image file. Sharpdesk Imaging supports TWAIN-compatible devices such as scanners and digital cameras. NOTE: For best results, save scanned documents in TIFF format. Annotate Images You can add a variety of markups to an image by using Annotation features, and then save the annotations with the image. Examples of annotations include: Freehand or straight-line markings Highlighter Hollow and filled rectangles Attach-a-note text Text from a file Customizable rubber stamps such as Received or an image such as your company logo Hyperlinks
Several of these annotations have properties that can be set, such as color, line width, and font. A hyperlink is a special type of annotation that you can use to link to a file, a Uniform Resource Locator (URL) on the World Wide Web, or to a page in an image document. The document HQ.TIF is included in the Samples folder of this product. This example of an annotated document page includes hyperlinks to other pages within the document. Click on the text within the rectangles drawn on the map to jump to the photographs on pages 2 and 3 of the document. Click on the designated area of the street address on the map to jump to Eastman Software's Homepage on the World Wide Web.

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.

Document Enhancement

This section shows how to enhance a document page by despeckling and straightening it. Removing Speckles From a Document To remove speckles from a displayed document: 1. Choose the Best Fit option from the Zoom menu. 2. Choose the Remove Speckles command from the Tools menu. The application removes small speckles which may have been added during the scanning or faxing process. Straightening a Page To straighten a displayed document: 1. Choose the Straighten Page command from the Tools menu. The Straighten Page dialog appears. 2. Move the dialog to the side or bottom of the page, so you can draw a reference line in the top portion of the page. The cursor will change to a crosshair. 3. Draw a reference line that is slanted in exactly the same way as the text. Position the pointer between two lines of text and press the left mouse button. While holding the button down, drag the pointer to the right, parallel to the text above and below the line. Release the mouse button when the reference line you have drawn is positioned correctly as shown in the following example.

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 and bottom edges of the window.
Chapter 8 Converting Images to Text
Sharpdesk lets you convert a non-editable, graphical image containing text into a file that can be edited with your favorite word processor. You can convert an image at anytime while working in Sharpdesk by simply dragging the image onto the Convert by OCR option on the Output Zone bar. With Sharpdesk, even your document layouts are preserved. Once an image has been turned into an editable document, you can then change it, annotate it, and treat it like any other document you created from scratch in its native application. You can convert any.TIF,.PDF, BMP,.DCX,.JPG, or.PCX, image into one of many standard output formats. Keep in mind that text conversion accuracy depends on the quality of the original image. A poor quality fax or copy might not convert correctly as the engine will have difficulty reading the text characters. Sharpdesk OCR can convert images with resolutions between 75 and 600 dpi (dots per inch). Best results are obtained using images with 300 dpi resolution. Images that fall outside the 75 to 600 dpi range will be blank in the output file that is generated. If a multi-page image file has pages that are within the allowed resolution range, these pages will be converted as expected. If your image file falls outside the supported range, you can sometimes use imaging tools such as Sharpdesk Imaging to bring the resolution into the supported range.

Graphic A written, printed, or electronically displayed symbol or drawing. Also, characters or text that have been generated by a computer graphics application program. Grayscale An image in black and white created from a color image using different intensities of black.
Image In Sharpdesk, an image is used interchangeably with Document. Commands and functions work exactly the same regardless of whether the item in question is a.TIF file, a.JPG file, or a.DOC file.
Landscape Orientation The horizontal orientation of your document or image across the length of the page. The term landscape is derived from pictures of the landscape, which are usually horizontal in format.
OCR Optical Character Recognition. A technology that lets you turn a paper document into an editable electronic document. Output Zone A Sharpdesk added toolbar allowing quick access to print, fax, scan, e-mail, and OCR an image.
Paper Feed Movement of a sheet of paper into the printers paper path. PC Fax An electronic way to send and receive faxes from your computer. A PC fax is sent from or received by a computer. Portrait Orientation The vertical orientation of your document or image across the width of the page (letter style). This is the opposite of landscape orientation. Printer Driver Software that sends printing instructions to a printer. The printer driver keeps track of the attributes of a printer and the codes a program must send to access those attributes.
.SDF File A Sharpdesk-created file that can be opened and edited in the Sharpdesk Composer.
TWAIN Both a protocol and an application programmers interface (API) that lets you input image data directly from any source (for example: desktop and hand-held scanners, video capture boards, digital cameras, and other imaging equipment) without requiring you to switch out of the application. It provides compatibility between image input devices and applications by acting as the liaison between hardware devices and software applications. TWAIN, the industry standard, was developed by the TWAIN working group which consists of representatives from many leaders in the scanner hardware and software industry.