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ScanSoft PDF CONVERTER STANDARD 3-HELP Online Help Manual

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ScanSoft PDF Converter 3
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  • Page 1 ScanSoft PDF Converter 3 Online Help...
  • Page 2 Welcome Welcome to ScanSoft PDF Converter 3! ® ScanSoft PDF Converter 3 lets you convert PDF files to editable documents for ® ® Microsoft Word, Microsoft Excel and Corel WordPerfect . It also lets you open PDF files directly from these applications, edit them and save them in the appropriate file type.
  • Page 3 Introduction Portable Document Format was introduced to publish documents across computing platforms with a high-fidelity "as is" appearance. The ScanSoft PDF Converter unlocks the content of PDF files, allowing large-scale editing and reformatting to be done in Microsoft Word or other target applications. The converter is designed to replicate the original PDF pages as closely as possible, keeping columns, titles, pictures and framed elements as they were.
  • Page 4 Language support When converting PDF files as documents or spreadsheets, ScanSoft PDF Converter can handle over a hundred languages using the Latin alphabet, including Catalan, Czech, Danish, Dutch, English, Finnish, French, German, Hungarian, Italian, Norwegian, Polish, Portuguese, Spanish and Swedish. It can convert multi-lingual documents.

  • Page 5: System Requirements

    System Requirements The following are the minimum system requirements to install and run the ® ScanSoft PDF Converter 3.0:  A computer with at least an Intel ® ® Pentium processor or comparable  Microsoft Windows ® 98 (from second edition), Windows Me, Windows 2000, or Windows XP ...

  • Page 6: Installation And Activation

    Installation and Activation Please uninstall any previous version of PDF Converter before the installation. 1. Insert the CD-ROM in your CD-ROM drive The installation program will start automatically. If it does not, locate your CD-ROM drive in Windows Explorer and double-click the converter’s ®...
  • Page 7 5. Activate You will be invited to activate the product at the end of installation. Please ensure that web access is available. 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.

  • Page 8: New Features

    New Features  Support for spreadsheet output from tables in PDF files.  New output formats WordPerfect, Microsoft Excel and Rich Text (RTF).  An extended range of PDF files can be successfully converted.  Built-in OCR helps in converting image-only files into textual documents without the requirement to have a separate OCR program installed.

  • Page 9: Starting The Program

    Starting the Program To make the services of PDF Converter easy to call on, it can be started from several locations: 1. The Windows Start Menu 2. The Open PDF button in a Microsoft Word toolbar 3. The Open dialog box in Microsoft Word 4.
  • Page 10 8. Set a page range if desired. See Preview panel. 9. Move through other PDF Converter Assistant panels specifying settings. Document Options panel, Form Options panel and Spreadsheet Options panel. Only one of these panels will be active, depending on the choice made under point 3.
  • Page 11 2. Click the PDF (Portable Document Format) (*.pdf) format in the Files of type box. 3. Select the PDF file you want to convert. Multiple selection is possible. 4. Click Open. 5. Conversion starts with or without the PDF Converter Assistant, as specified in PDF Converter Settings.
  • Page 12 5. From Microsoft Internet Explorer 1. Right click on a hyperlink leading to a PDF file or to an HTML page hosting a PDF. 2. Choose Open with ScanSoft PDF Converter 3.0 from the shortcut menu. This menu item appears for all hyperlinks but has an effect only when the link leads to a PDF.
  • Page 13 8. From WordPerfect 1. Click the Open PDF... item in the File menu. The Open dialog box appears. 2. Enter a PDF file name with full path and extension or browse to select a file and click Open. A preview of the first PDF page appears in the Preview panel of the PDF Converter Assistant.
  • Page 14 PDF Converter Assistant The PDF Converter Assistant gives you control over the conversion process. Access the Assistant from  the Windows Start menu,  the Open PDF button in a Word or Excel toolbar or the Open PDF... item in the File menu of Microsoft Word, Excel or Corel WordPerfect, ...
  • Page 15 Form Options This panel always appears when:  Form Processing is selected in the Preview panel.  PDF Converter Settings is selected from the Microsoft Word Tools menu. It allows you to choose from eleven languages or select Multi-lingual, and lets you retain color images or convert them to B&W.

  • Page 16: Preview Panel

    Preview Panel Convert as Choose one of the following options to define the type of conversion you want:  Document: The pages have body text and maybe titles, columns, tables and pictures.  Form: The pages have spaces, answer boxes, comb boxes, checkmarks and similar elements for collecting information.
  • Page 17 Page Range The default value is All Pages. After each conversion, this setting reverts to All Pages. Specify a page range using a hyphen and commas to separate instructions. Example Pages to be converted Page 2 only Pages 3, 4, 5, 6 and 7 Pages 8, 7, 6, 5 and 4 Pages 1, 2 ,3 ,4 and 5 All pages from 11 to end of file...
  • Page 18 Document Options Panel This panel appears in the PDF Converter Assistant and also in the PDF Converter Settings dialog box. It is available in the Assistant only if Document is selected under Convert as in the Preview panel. Image-only Pages PDF Converter converts image-only PDF pages using Optical Character Recognition (OCR).
  • Page 19 Note: There is one password protection scenario in which the PDF will be treated as if it were image-only and will be handled according to your settings here. See Protected PDF Files. Retain Choose which elements to retain or drop during the conversion. Rule Lines Retain or drop dividing lines in tables and other lines on the page.
  • Page 20 True Page ® When using True Page , all elements are placed in text boxes, including text in columns. This setting is recommended for pages with a complex layout containing many framed elements and when the text flow between columns is untypical.
  • Page 21 Resolution for Graphic Elements Choose a maximum permitted resolution value, from 72 to 300 dots per inch (dpi). If the PDF has images with a lower value than you specify, the resolution in the target application will be the same as in the PDF. If the PDF file has images with a higher value than you specify, they will be reduced to the given value.
  • Page 22 Form Options Panel This panel appears in the PDF Converter Assistant and also in the PDF Converter Settings dialog box. It is available in the Assistant only if Form is selected under Convert as in the Preview panel. Define options for converting form-like PDF files using Logical Form Recognition technology.
  • Page 23 Spreadsheet Options Panel The following options can be chosen in this panel: Image-only Pages, PDF Tags, Color Conversion, Non-standard encoded pages and Resolution for Graphic Elements. For details see the Document Options panel. Settings for each processing type are stored separately to give you better control over conversions.

  • Page 24: About Panel

    About Panel This displays the version number and your serial number. You will need this information if you make online contact with Product Support using the button provided. Other buttons give access to the ScanSoft web site containing knowledge bases and user forums for different products, to Web Update reports and to the Quick Reference Guide.
  • Page 25 PDF Converter Settings The PDF Converter Settings dialog box lets you prepare settings for future Document, Form and Spreadsheet conversions. Access this dialog box from the Tools menu of a target application: Microsoft Word, Microsoft Excel or Corel WordPerfect. Depending where it was started from, the PDF Converter Settings dialog box contains different panels for Document, Form, or Spreadsheet options.
  • Page 26 File Open Settings Panel This panel appears only if PDF Converter Settings was invoked from the Tools menu of Word. Choose a method for all future conversions started from the Microsoft Word Open dialog box: Use ScanSoft PDF Converter Assistant Choose this to have full control over conversions: See page previews, select pages to convert, choose Document or Form conversion at processing time, and have access to all options.
  • Page 27 Enable Shortcuts Panel This panel lets you enable or disable the integration of PDF Converter in other programs. It appears only when the PDF Converter Assistant is called from the Start menu. Microsoft Outlook Enable this to place a PDF Converter button in the Outlook toolbar and in the toolbar of individual messages.

  • Page 28: Converting Documents

    Converting Documents When you specify conversion as a Document and not a Form, you invoke the program's normal conversion algorithms. These are governed by the settings in Document Options panel. Two layout choices are available: Flowing Column ® and True Page .
  • Page 29 Note: Encrypted (password-protected) PDF files, or those protected against printing or content extraction can be converted only if you can provide the necessary passwords. The program will request passwords if necessary. See Protected PDF Files. Sample document The program is supplied with a sample document, located on the program CD, and also copied to the local computer, usually to the folder My documents.
  • Page 30 Converting Forms Form conversions let you transform PDF files with form-like layout and content into editable Word documents. That means form-like elements will be detected in the PDF and reproduced in the Word document. PDF Converter offers two ways of handling form-like PDF files: Logical Form Recognition™...
  • Page 31 Grayscale PDF forms are always converted to black-and-white. Use Form Options to keep or drop color. Hyperlinks in forms are transmitted as plain text. If LFR conversion does not deliver the required results, try True Page. True Page® Form-like PDF files can also be handled by the general conversion algorithm in PDF Converter using the setting True Page.
  • Page 32 The sample form shows the type of PDF the program is designed to convert, and provides a benchmark for conversion quality. Process it using both of the above methods, to see the difference between them. Note: The output Word document contains static form elements. You can activate them in Word to create a fillable Word form.
  • Page 33 Converting Tables to Spreadsheets This conversion can be used for PDF files containing partly or mainly tables or spreadsheets. Each detected table is converted and placed in a separate worksheet inside Microsoft Excel file (extension XLS). All content not detected as a table is placed in a separate worksheet at the end and it is named Overview.
  • Page 34 Handling Mixed PDF Files A multi-page PDF document may contain tables and forms. Sometimes such documents can be converted using a single process: Document, Form or Spreadsheet. In other cases, however, you may prefer to do more than one conversion, as shown in the following example. Page ranges help you to handle mixed PDF files in different layouts.
  • Page 35 13. Click Preview in the PDF Converter Assistant. 14. Select Form. 15. Select Page Range and type "4-6" in the text box. 16. Change the output file name under Save as to avoid overwriting the file created under point 7. E.g. sample1.doc. 17.
  • Page 36 Editing Editing documents in Microsoft Word If you defined the Word document name before converting, you can edit it freely. There are cases when the Word documents cannot be named beforehand; they are displayed in Word. You can edit these files without saving them first; however it is a good idea to save them with the Save As command, before large- scale editing.
  • Page 37 To display the Column Break sign in Print Layout view, select Tools / Options / View and All under Formatting marks. In some cases columnar text may not fit well in the available space of the resulting layout. In such cases, the column breaks at the end of the original columns may flow into the following column, forcing the content of the next original column into the third column.
  • Page 38 Do not click Close without modifying a converted document. This will cause the newly generated file to be lost. In Word’s interpretation nothing has happened with the document and there seems to be no information to be lost. This way you can lose the result of a conversion that may have taken a long time to complete.
  • Page 39 Saving You define the file name and path for the target file before conversion if you start processing from:  The Windows Start menu.  The toolbar button in Microsoft Word and Excel.  The File menu item Open PDF… in Microsoft Word, Excel and Corel WordPerfect.
  • Page 40 The built-in OCR OCR is the process of extracting text from an image. This image can result from scanning a paper document, opening an electronic image file or a PDF file. Images do not have editable text characters, they have many tiny dots (pixels) that together form character shapes.
  • Page 41 When to Use OmniPage Pro Your PDF converter program offers a powerful built-in OCR, similar to that in OmniPage Pro 14. ® ® However, there can be advantages in using this ScanSoft OmniPage Pro Optical Character Recognition (OCR) program if you want more control over the OCR process.
  • Page 42 3. Retain Fonts and Paragraphs Text is decolumnized, but text attributes, graphics and tables are retained. 4. No formatting Text is decolumnized and rendered as plain text. Graphics and tables are retained, but not in their original locations. This option is convenient for users who want to reformat the PDF content.
  • Page 43 Image-only PDF Files PDF Converter 3.0 with its integrated OCR capability allows the convertion of image-only PDF files or PDF files that have a mixture of image-only and text- layer pages, into a selected target application. An icon in the top-right corner of the PDF Converter Assistant Preview panel informs you about each page as it is displayed:...
  • Page 44 Protected PDF Files PDF Converter respects security settings applied to PDF files. PDF files can be protected by passwords and security settings. Two of these settings are examined by PDF Converter: Printing permitted or prohibited, and Copying Content permitted or prohibited. Open password This grants access to a file in accordance with its security settings.

  • Page 45: Supported Languages

    Signed PDF Files Most types of digitally signed PDF files can be opened. The converted files carry no signature information and the signature on the original PDF is not altered. Supported Languages When ScanSoft PDF Converter performs Document or Spreadsheet conversions, it can handle over one hundred languages that use the Latin alphabet.
  • Page 46 Uninstallation 1. Select Add / Remove Programs from the Control Panel. 2. Select ScanSoft PDF Converter 3.0. 3. Click Remove to uninstall the program or Change to auto-repair it. A de-activation step is performed at the start of uninstallation, allowing you to reinstall the program later without re-activation problems.

  • Page 47: Troubleshooting

    Troubleshooting PDF couldn't be opened The PDF file may be damaged, or created with very untypical settings using third- party software. You cannot open a password protected PDF file The PDF file may be protected by open and permissions passwords and by limitations on how the PDF may be used.

  • Page 48: Additional Resources

    Additional Resources Readme This file includes last-minute information and troubleshooting. You can access it on the delivery CD, or from the PDF Converter installation folder (see Installation). ScanSoft on the Web ScanSoft Home Page Product Information ScanSoft Online Store Product Support Get Latest Update (version info) Third party licenses / notices...
  • Page 49 The Proximity / Merriam-Webster American English Linguibases. © Copyright 1982, 1983, 1987, 1988 Merriam-Webster Inc. © Copyright 1982, 1983, 1987, 1988 Proximity Technology Inc. Words are checked against the 116,000, 80,821, 92,641, 106713, 118,533, 91928, 103,792, 130,690, and 140,713 word Proximity / Merriam-Webster Linguibases.
  • Page 50 ScanSoft, Inc. END-USER LICENSE AGREEMENT The software and materials provided with this agreement are licensed, your control. From time to time, you may receive notices about the not sold, and are available for use only under the terms of this license Software or other information through this Internet connection.
  • Page 51 MALFUNCTION, OR ANY AND ALL OTHER COMMERCIAL DAMAGES be reimbursed by the other party for any and all legal fees and costs OR LOSSES, EVEN IF ADVISED OF THE POSSIBILITY THEREOF, associated therewith. The headings to the sections of this Agreement are AND REGARDLESS OF THE LEGAL OR EQUITABLE THEORY used for convenience only and shall have no substantive meaning.

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