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How to create custom scanning profiles in PaperPort - Part 2

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Joe Winograd, Fellow&MVE
50+ years in computer industry. Everything from development to sales. CIO. Document imaging. EE MVE 2015, EE MVE 2016, EE FELLOW 2017.
This video Micro Tutorial is the second in a two-part series that shows how to create and use custom scanning profiles in Nuance's PaperPort 14.5. But the ability to create custom scanning profiles also exists in PaperPort going back many years, so if you have an older version, such as PaperPort 11 or PaperPort 12, these videos will still be applicable for you. The first video tutorial shows how to create custom scanning profiles and reviews all the Scanner Enhancement Technology (SET) features, such as auto-straighten, delete blank pages, remove punch holes, etc. It also discusses scanning options, including Mode (B&W, Grayscale, Color), Resolution (100 DPI, 200 DPI, 300 DPI, etc.), and Size (Letter, Legal, A4, etc.). This second tutorial shows how to set the output file type for your scans, such as scanning directly to a PDF Searchable Image file, an Excel spreadsheet, or a Word document — all with text created by an automatic OCR process.

Video Steps

1. Run PaperPort and open the 'Output' tab of the scanning profile created in Part 1


Run PaperPort.

Click the Scan Settings button on the ribbon.

This will bring up the Scan or Get Photo pane.

Select the custom scanning profile that you created during Part 1 of this video tutorial series.

Click the Settings button.

Click the Output tab.

Step1

2. Test scanning to a PDF Image file


Click the drop-down arrow on the File type field.

Select PDF Image and click OK.

Put a document in your scanner and click the Scan button. You will now have a PDF Image file. Open it in any PDF reader/viewer and try to copy/paste the text. It will not work. It is an image-only PDF. There is no text from OCR.

Step2

3. Test scanning to a PDF Searchable Image file


Click the drop-down arrow on the File type field.

Select PDF Searchable Image and click OK.

Put a document in your scanner and click the Scan button. You will now have a PDF Searchable Image file. Open it in any PDF reader/viewer and try to copy/paste the text. It will work. It has text created by OCR.

Step3

4. Test scanning to a Word document


Click the drop-down arrow on the File type field.

Select Microsoft Word Document and click OK.

Put a document in your scanner and click the Scan button. You will now have a Word document. Open it in Word. It has text created by OCR and may have other interesting attributes depending on the nature of the source document, such a Word table.

Step4

5. Test scanning to an Excel spreadsheet


Click the drop-down arrow on the File type field.

Select Microsoft Excel Spreadsheet and click OK.

Put a document in your scanner and click the Scan button. You will now have an Excel spreadsheet. Open it in Excel. It has text created by OCR and usually does a good (but not always perfect) job of creating the columns and rows of the spreadsheet.

Step5

6. Save your custom scanning profile(s) for future use


After naming the scanning profile in the Profile tab; selecting the various Scanner Enhancement Technology options in the SET tab; entering the item naming convention and file type in the Output tab; and choosing the general scanning parameters in the Scan tab — save the scanning profile for future use.

That's it! This completes the two-part series. If you find this video to be helpful, please click the thumbs-up icon below. Thank you for watching!
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