Fujitsu SCANSNAP Organizer User Manual
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Fujitsu SCANSNAP Organizer User Manual

Fujitsu SCANSNAP Organizer User Manual

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P2WW-2300-01ENZ0
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  • Page 1 P2WW-2300-01ENZ0 Organizer User’s Guide...

  • Page 2: Table Of Contents

    CONTENTS 1. Introduction................. 1 Users who may use Windows Vista ............4 1.1. System Requirements ................. 5 2. Basic Operations ................ 6 2.1. Starting ScanSnap Organizer.............. 6 2.2. Operating Window ................8 2.2.1. Menu Bar ......................11 2.2.2. Toolbar......................... 24 2.2.3.

  • Page 3: Introduction

    1. Introduction Thank you for purchasing ScanSnap Organizer. This product is a software application that displays (in a list or thumbnail view) and manages PDF and JPEG files created with the duplex color scanner ScanSnap (S510 series). ScanSnap Organizer has the following features. You can view document images scanned with the ScanSnap without opening them in ●...
  • Page 4 Corporation in the United States. Adobe, the Adobe logo, and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated. Intel and Pentium are registered trademarks of Intel Corporation or its subsidiaries in the United States and other countries. Other company names and product names are the registered trademarks or trademarks of the respective companies.

  • Page 5: Symbols Used In This Manual

    Copyright Other than restricted usage equivalent to personal use or within the family, copyrighted materials such as books, drawings, prints, maps, and blueprints cannot be copied without the consent of the copyright owners. Manufacturer PFU LIMITED International Sales Dept., Imaging Business Division, Products Group Solid Square East Tower, 580 Horikawa-cho, Saiwai-ku, Kawasaki-shi Kanagawa 212-8563, Japan Phone: (81-44) 540-4538...

  • Page 6: Users Who May Use Windows Vista

    Users who may use Windows Vista All the screenshots in this manual were taken in Window XP. If the operating system you are using is Windows Vista, the screen displays may vary slightly. The differences between these operating systems are as follows: Windows XP Windows Vista [My ScanSnap] folder...

  • Page 7: System Requirements

    1.1. System Requirements The following system requirements are essential for ScanSnap Organizer. Operating System Windows 2000 Windows Vista Windows XP ® ® ® ® Intel Pentium Intel Pentium Processor 600 MHz or Processor 1.8GHz or higher higher ® ® Pentium （Intel Processor 1.8 GHz or higher is recommended）...

  • Page 8: Basic Operations

    2. Basic Operations This chapter explains how to use ScanSnap Organizer. 2.1. Starting ScanSnap Organizer 1. From the [Start] menu, select [All Programs] -> [ScanSnap Organizer] -> [ScanSnap Organizer]. The “PDF Automatic Conversion Settings” dialog box appears. (Depending on the setting, it may not appear.) You can also activate the ScanSnap Organizer by double-clicking the icon the desktop.
  • Page 9 ● Every log-in user can use his/her own “PDF Automatic Conversion Settings.” Automatic conversion is executed while the user who added the PDF file into the [My ScanSnap] folder logs on Windows and whenever any other applications are not running on the computer. If the automatic conversion is not complete by the time the user logs off, it will be restarted when the same user logs in again.

  • Page 10: Operating Window

    2.2. Operating Window The following is an example of the ScanSnap Organizer main window, which is displayed at startup. This window provides the controls that you can use in ScanSnap Organizer
    About the image display in ScanSnap Organizer ●...
  • Page 11 Menu bar Toolbar Displays the menu used in ScanSnap Frequently-used functions are indicated by Organizer. icons. Folder view Folders managed in ScanSnap Organizer are listed. Action menu The icons of the Action with which the selected files are File view utilized are displayed in this PDF or JPEG files in...
  • Page 12 Toolbar Menu bar Frequently-used functions are indicated by Displays the menu used in ScanSnap icons. Organizer. File view Folder view Files in the selected folder Folders managed in Status bar are listed. ScanSnap Organizer are When any file is selected: listed.

  • Page 13: Menu Bar

    2.2.1. Menu Bar This section explains each menu item of the menu bar. <[File] menu> File Open Starts an associated application to open a selected file. (Example: For a PDF file, “Adobe Acrobat” is started.) Print Prints a selected file. (In addition, multiple files can be selected and printed at a time.) Cabinet: ...
  • Page 14 <[Edit] menu> Edit Undo Undoes the most recent action such as the following. ● Delete (to move to the Recycle Bin) ● Rename ● Copy/Move by a drag and drop action ● Cut or Paste Cut Cuts the selected file, Folder, or Cabinet.
  • Page 15 View List Displays a list of files instead of thumbnails in the File view area. Thumbnails Displays the thumbnail view instead of the file list in the File view area. Thumbnail size Changes the size of thumbnails displayed in File view to Large, Medium, or Small, or changes to Top Thumbnail view.
  • Page 16 View Refresh Refreshes the display of Folder view and File view to the latest information. <[PDF file] menu> PDF file Convert into Converts selected PDF files, which are scanned with the ScanSnap, into Searchable PDF searchable PDF files. - Execute Settings can be changed in the following dialog box.
  • Page 17 PDF file Convert into “Display conversion list” checkbox Searchable PDF If the checkbox is marked, a list of files to be converted is displayed - Execute upon clicking the [OK] button so that you can check the status. (Continued) This checkbox is available only when “Execute when the computer is idle”...
  • Page 18 PDF file Convert into ● Target pages Searchable PDF All pages - Execute All pages are converted. (Continued) (It may take an extended period of time depending on the number of pages/PDF files selected because all pages are converted.) The first page only Only the first page is converted.
  • Page 19 PDF file Convert into Displays the “PDF Conversion List” in which PDF files to be converted Searchable PDF are listed so that you can check the status. - PDF Conversion List This list is used to check the status of PDF files to be converted as well as show PDF files targeted for conversion while the computer is not doing any other tasks (in other words, when idle).
  • Page 20 PDF file Convert into File List Searchable PDF ● File name - PDF Conversion List The name of PDF files is displayed. (Continued) ● Folder name The path to the folder, in which PDF files are stored, is displayed. ● Status The status of conversion is displayed.
  • Page 21 PDF file Convert into You can set the setting so that PDF files added to the [My ScanSnap] Searchable PDF folder are automatically converted into searchable PDF files. - Automatic Conversion Setting ● “Automatically make PDF files searchable after the PDF files are added to the My ScanSnap folder”...
  • Page 22 PDF file Search Searches PDF files. ● Enter search words Enter the word(s) you want to find in the PDF file made searchable. ● Only the fully matching words are searched for Mark this check box if you want to search only the words that precisely match with what you enter above.
  • Page 23 <[Action] menu> Action Scan2E-mail You can send e-mail with selected files attached. Scan2Print You can print selected files with a printer. ® ABBYY Scan2Word You can convert selected files into Microsoft Word file format. ® ABBYY Scan2Excel You can convert selected files into Microsoft Excel file format.
  • Page 24 Tools Options You can set the setting so that all PDF files scanned with the - [PDF automatic ScanSnap and added in the [My ScanSnap] folder are conversion] tab automatically converted into searchable PDF files. ● “Automatically make PDF files searchable after the PDF files are added to the My ScanSnap folder”...
  • Page 25 Tools Options You can change preferences for sending files by e-mail. - [E-mail] tab “When attaching a PDF file, add a ‘Document Open ● Password’ ” checkbox If this checkbox is marked, you can set a password for files in the “Scan2E-mail - Set a password”...

  • Page 26: Toolbar

    2.2.2. Toolbar Buttons in the toolbar are as follows: Create new cabinet: Creates a Cabinet in Folder view. A cabinet can be created only under [My ScanSnap] folder. Create new folder: Creates a Folder in a Cabinet in Folder view. Folders cannot be created under the [My ScanSnap] folder.
  • Page 27 Paste: Pastes the cut or copied cabinet/folder/file. If [Folder] is pasted directly under the [My ScanSnap] folder, it is changed to [Cabinet] in ScanSnap Organizer. Delete: Deletes the selected file, folder, or Cabinet. ScanSnap Settings: Displays the ScanSnap Manager Settings. Pop-up Thumbnail: ops up the thumbnail selected when Thumbnail View is used.

  • Page 28: Thumbnail View

    2.2.3. Thumbnail View (Thumbnail Large/Medium/Small) : Shown when a thumbnailed page of a PDF file when is searchable. : Indicates a password-protected file. : Indicates a file with digital signatures. Thumbnail image Displays a miniature image of the file. Page number Shows the ...
  • Page 29 ● PDF and JPEG files are thumbnailed. Other kinds of files are displayed using the icon of applications associated with those files. ● Thumbnails of password-protected PDF files cannot be displayed because of security restrictions*. In this case, the Adobe Acrobat icon is displayed with a lock mark （ ）...

  • Page 30: Actions

    2.3. Actions Actions are frequently-used functions that help you make efficient use of your time at your office. Only by selecting a PDF file created with the ScanSnap and clicking an icon, or by dragging it onto an icon, you can print it with a printer, attach it to an e-mail, or convert it into a ®...

  • Page 31: Using Scansnap Organizer In Various Ways

    3. Using ScanSnap Organizer in Various Ways This chapter describes details of how to use ScanSnap Organizer with its various functions. 3.1. Connecting to ScanSnap This section explains how to use ScanSnap Organizer to display and arrange images scanned with the ScanSnap. 3.1.1.
  • Page 32 2. Select “ScanSnap Organizer" from the “Application” drop-down list on the "Application" tab. Depending on the ScanSnap model you are using, the setting dialog box may differ from the image above. For details on how to set the ScanSnap setting, refer to “ScanSnap S510 Operator’s Guide”...

  • Page 33: Scanning

    3.1.2. Scanning Load the document onto the scanner. Press the [SCAN] button. Scanning is started. When you scan with the Quick Menu Mode, the Quick Menu appears. Then Select “Save with ScanSnap Organizer.” When scanning is finished, the “PDF Automatic Conversion Settings” dialog box appears.
  • Page 34 To select the former method, click the [No] button; for the latter, click the [Yes] button. ● If you want to know what the searchable PDF files are, refer to “Appendix 1. About Searchable PDF Files” on page 73. ● The “PDF Automatic Conversion Settings” dialog box can be hidden form view. Mark the “Do not show this message again”...

  • Page 35: Organizing Files

    3.1.3. Organizing Files This section explains the procedure to create a new Cabinet or Folder, and how to move scanned files to the Cabinet or Folder. The idea is similar to arranging a big pile of documents (files) in the room ([My ScanSnap] folder), purchasing a new shelf (Cabinet) and a new document tray (Folder), and classifying them according to purposes for which the documents are used.
  • Page 36 4. Click the [Create new folder] button on the toolbar. Or, on the [File] menu, select [New] -> [Folder]. Under the Cabinet created in Step 1, [New Folder] is created. 5. Enter a Folder name. As an example, create two folders named [Folder 1] and [Folder 2]. In the case that you want to change the name of a folder, select the name and click it.
  • Page 37 8. Drag-and-drop the selected file to the destination folder. The selected file is moved to the destination folder. While holding the [Ctrl] key, drag and drop the file onto the destination folder. Doing so can create a copy of the selected file. 9.

  • Page 38: Copying/Moving Files, Folders, And Cabinets

    3.2. Copying/Moving Files, Folders, and Cabinets This section explains how to copy/move files, Folders, or Cabinets to other Cabinets or Folders in the [My ScanSnap] folder. 1. Select the files you want to copy or move in File view. To copy or move Folders/Cabinets, select them in Folder view. ●...

  • Page 39: Converting Pdf Files Into Searchable Ones

    3.3. Converting PDF Files into Searchable Ones ScanSnap Organizer is capable to convert PDF files scanned with the ScanSnap into Searchable PDF. This section describes how to perform the conversion. (For information about the Searchable PDF, see page for details.) Select PDF file(s) to be made searchable in File view.

  • Page 40: Other Settings

    number of pages included in the selected file or the number of files selected.) - Current page only Thumbnails: Only the currently thumbnailed page is converted. List: Not available. “Skip pages with embedded textual information” checkbox Textual information is embedded into the scanned images when PDF files are converted into searchable ones.
  • Page 41 recognition is stopped halfway. If “Execute when the computer is idle” is selected, errors are ignored and conversion is continued to the end of the process. 4. Click the [OK] button. Conversion will start. (1) When “Execute immediately” is selected: The following dialog box appears and conversion starts.
  • Page 42 How to interpret the Log The results of conversion are displayed as follows: ● Date = Date and time of conversion File = Name of the file conversion performed Path = Path to save the file Result = Conversion result Cause = The cause of failure (It is show when the Result is NG or except) “Result”...
  • Page 43 If “Result” is “except” not ScanSnap PDF: The PDF file was not created with the ScanSnap. ScanSnap Organizer cannot convert it into searchable PDF. PDF with password: The PDF file is password-protected and cannot be converted into searchable PDF. Cancel the password before retrying conversion.
  • Page 44 (2) When “Execute when the computer is idle” is selected: Recognition is performed when the computer is idle. If the “Display conversion list” checkbox is marked, a list of files to be converted is displayed upon clicking the [OK] button, so that you can check the status. Menu bar File list ●...
  • Page 45 ● History Displays the “Job_History” log file on which the PDF Conversion Conversion history results are described. How to interpret the Log ● The results of conversion are displayed as follows: Date = Date and time of conversion File = Name of the file conversion performed Path = Path to save the file Result = Conversion result Cause = The cause of failure (It is show when the Result is NG or except)
  • Page 46 install additional memory. disk full: There is not enough space in the disk drive in which the folder including PDF files, the user’s [Temp] folder, or the user’s profile exists. Delete unnecessary files or do something to secure enough disk space before retrying conversion. error: An internal error occurred.

  • Page 47: File Name

    ● Help Help: Displays the ScanSnap Organizer Help. About ScanSnap Displays the version information of the “PDF Conversion Organizer: List” dialog box in ScanSnap Organizer. File List ● File name The name of PDF files is displayed. ● Folder name The path to the folder, in which PDF files are stored, is displayed.
  • Page 48 conversion. File access The file cannot be accessed or opened because it is used by unsuccessful: another application or access is not permitted. Ensure that the file is available and you have the access right before retrying conversion. An error occurred during conversion into searchable PDF. unsuccessful: Retry conversion.
  • Page 49 Note for moving/renaming folders and files When you want to move/rename folders and/or files during the period from when the PDF file is posted on the “PDF Conversion List” dialog box until when the file is converted, perform the operation on ScanSnap Organizer. If you use Windows Explorer to move/rename folders and/or files during the period, ScanSnap Organizer will fail to find such files.
  • Page 50 Superscript/subscript letters and complex mathematical formulas Characters are written against an unevenly-colored or patterned background * Characters to which effects (Shadow, Outline, and the like) are applied * Shaded characters Documents of complex layout as well as documents including unreadable characters (due to print-through and smudges) (It may take an extended period of time to scan documents described above.) These documents may be correctly converted if scanned at a higher resolution and/or...

  • Page 51: Configuring Automatic Conversion Settings Of Pdf Files

    3.4. Configuring Automatic Conversion Settings of PDF Files This section explains how to configure the settings to automatically convert PDF files scanned with the ScanSnap and added in the [My ScanSnap] folder into searchable PDF files. (See page for details.) 1.
  • Page 52 ● Any files saved while this checkbox is unmarked are not targeted for automatic conversion. If you want to convert those files, select them to convert. ● This function converts all the pages of PDF files. If you want to specify pages to convert them, select the files and convert those pages.

  • Page 53: Searching Files

    3.5. Searching Files This section explains how to search PDF files. Click on the [Search] button on the toolbar. Or, select the [Search] from the [PDF file] menu. The “Search PDF files” dialog box will appear. 2. Enter the words you want to search. Mark the “Only the fully matching words are searched for”...

  • Page 54: Creating/Deleting Shortcuts To Folders

    3.6. Creating/Deleting Shortcuts to Folders This section explains how to create shortcuts to any folders directly under the [My ScanSnap] folder, and how to delete the shortcuts. 3.6.1. Creating Shortcuts to Folders 1. Click the [Create shortcut to ScanSnap Organizer folder] button on the toolbar.

  • Page 55: Deleting Shortcuts To Folders

    3.6.2. Deleting Shortcuts to Folders Select the shortcut you want to delete on Folder view. Select [Delete shortcut to folder] from the [File] menu. The selected shortcut is deleted and no longer appears on Folder view. This operation deletes only the Shortcut to folder; the folder itself is not affected.

  • Page 56: Importing Files

    3.7. Importing Files This section explains how to import (copy) files in folders that are not managed with ScanSnap Organizer to any Cabinet or Folder in the [My ScanSnap] folder. 1. In Folder view, select the Cabinet or Folder you want to copy files to. (Files will be copied here.) 2.

  • Page 57: Exporting Files

    3.8. Exporting Files This section explains how to export (copy) files in the [My ScanSnap] folder to another folder that is not managed with ScanSnap Organizer. 1. In File view, select the file. 2. Select [Export] on the [File] menu. The “Browse for Folder”...

  • Page 58: Sending Files By E-Mail

    3.9. Sending Files by E-mail This section explains how to send the selected files attached to e-mail. 1. In File view, select a file you want to attach to an e-mail message. 2. Drag the selected file on “Scan2E-mail” icon in the Action menu. The e-mail program specified in Internet Explorer opens with the selected files attached to a message.
  • Page 59 3. When the “Scan2E-mail – Set a password” dialog box appears, enter the password and click [OK]. When you don’t need to set a password to open the PDF file attached to the e-mail message, click the [Cancel] button. Then click [Yes] which is shown on the “Do you want to continue the process without setting ‘Document Open Password’...
  • Page 60 The operating system you are using is Windows XP (Professional, Home Edition). You have set Hotmail as the associated e-mail program. (File extensions are changed to those including a character "^".)This problem occurs when a combination of Window XP and Hotmail is used. When you send attached files by e-mail through Windows Explorer, the same problem will occur.

  • Page 61: Printing

    3.10. Printing This section explains how to print the selected files using a printer. Printing only files that can be thumbnailed 1. In File view, select the file. 2. Drag the selected file on “Scan2Print” icon in the Action menu. The “Scan2Print –...
  • Page 62 You can select the following options in the dialog box. Name You can select a printer by clicking on the right side of the drop-down list. [Properties] button Displays the properties of the printer you selected in the “Name” drop-down list. If there are similar setting items to the ones on the “Scan2Print –...

  • Page 63: Printing Files Including Files That Cannot Be Thumbnailed

    3. Click the [OK] button to start printing with the printer you selected. If you click the [Cancel] button, the printing is canceled. Printing files including files that cannot be thumbnailed 1. In File view, select the file. 2. Drag the selected file on the “Scan2Print” icon in the Action menu.

  • Page 64: Converting Into Word/Excel/Powerpoint ® Files

    ® 3.11. Converting into Word/Excel/PowerPoint files ® This section explains how to convert the selected PDF file into Word/Excel/PowerPoint file. To use this function, you need to install ABBYY FineReader for ScanSnap 3.0 or later in advance. 1. In File view, select a PDF file you want to convert into the ®...
  • Page 65 ® ® When the conversion is complete, Microsoft Word/Excel/PowerPoint is started, and the converted data is displayed. ® Edit the Word/Excel/PowerPoint file displayed, if necessary, and save the data. ® About converting into Word/Excel/PowerPoint file ® ® ● If Microsoft Word/Excel/PowerPoint is installed on your computer, the resulting data ®...
  • Page 66 About the OCR function of ABBYY FineReader for ScanSnap ● Some types of documents are occasionally misrecognized. Before recognition, check whether the documents you want to convert are suitable for conversion according to the following guidelines. - Suitable for conversion to Word Documents created by using simple page layout with one or two columns - Suitable for conversion to Excel Simple tables in which every border line connects to the outside borders...
  • Page 67 ● If other applications are in operation, quit these applications and try again. ● If a large number of pages are converted at one time, memory may become insufficient during conversion. In this case, change settings for virtual memory configuration, following the procedure below.

  • Page 68: Deleting Cabinets, Folders, And Files

    3.12. Deleting Cabinets, Folders, and Files This section explains how to delete unnecessary Cabinets, Folders, and files. 1. Select the Cabinet, Folder, or file you want to delete. To delete Cabinets or Folders, use Folder view; to delete files, use File view. ●...

  • Page 69: Renaming Files

    3.13. Renaming Files This section explains how to rename the selected files. 1. Select a file you want to rename. Use the combination of the [Ctrl] key or the [Shift] key to make multiple selection; select files while holding down the [Ctrl]/[Shift] key. 2.
  • Page 70 When multiple files are selected: ②. Enter a new file name in the following dialog box. ● Name: Enter a file name in the [Name] field. Note that the following characters cannot be used. ¥ / : * ? “ < > | ●...
  • Page 71 ● Append the name with a serial number Select this button to append “_” (under bar) and a serial number. Consecutive number: Click “▼” to show the drop-down list of consecutive numbers. You can select a one- to six-digit number. ●...

  • Page 72: Displaying Scansnap Setting Window

    3.14. Displaying ScanSnap Setup Dialog box This section explains how to display the ScanSnap configuration dialog box directly from the ScanSnap Organizer screen. 1. Click the [ScanSnap Settings] button on the toolbar. You can also open the dialog box by selecting [ScanSnap Settings] from the [Tools] menu. The “ScanSnap Manager - Scan and Save Settings”...

  • Page 73: Updating Online

    3.15. Updating Online In an effort to improve the usability and functionality of ScanSnap Organizer, program updates are carried out timely. ScanSnap Organizer can automatically detect whether the latest program (Update Pack) is available and update the program. Update Packs are made available without notice. We recommend that you update your program regularly.
  • Page 74 If the latest update has already been installed, the message below appears. Click the [OK] button to close the message. 3. Click the [Install] button. When you click the [Information] button, Internet Explorer opens and information about the latest update for ScanSnap Organizer appears. Installation starts, and the “Welcome to the InstallShield Wizard for ScanSnap Organizer”...

  • Page 75: Appendix 1. About Searchable Pdf Files

    Appendix 1. About Searchable PDF Files (1) What is a searchable PDF file? When a paper document is scanned and stored in the form of PDF file, all information in the document such as text, pictures, and charts is output as one image. In such cases, characters in the scanned document are not searchable because they are the image without textual information.
  • Page 76 (2) About the operation You can convert files into searchable PDF files using any of the following methods. A. With the ScanSnap, perform a scan and conversion at the same time in order to output the searchable PDF files. You can set the setting at: The [File option] tab on the ScanSnap Manager.
  • Page 77 For details on how to set the ScanSnap Manager settings, refer to “ScanSnap S510 Operator’s Guide” or “ScanSnap Upgrade User’s Guide. Each method has advantages and disadvantages as described above. Use a method that meets your needs. We hope that you find the following descriptions informative to determine the method.
  • Page 78 Recommended conversion Conditions Final state of PDF file When you want to search Method A Searchable immediately PDF files but don’t have With the ScanSnap, perform after scanning. enough time to convert files. a scan and conversion at the (Searching character strings same time in order to output included in the first pages.) the searchable PDF files...

  • Page 79: Index

    Index Execute immediately ......14, 38, 39 Execute when the computer is idle ..............14, 16, 38, 42 ABBYY Scan2Excel ........62 Exit ..............11 ABBYY Scan2PowerPoint....... 62 Export ............11, 55 ABBYY Scan2Word ........62 Action............21, 28 Automatic Conversion.....
  • Page 80 My ScanSnap folder........19, 21 Scan2Print........... 24, 59, 61 Scanning ............31 ScanSnap folder..........4 ScanSnap Settings ........25, 27 New............11, 33, 34 Search ..........20, 24, 51 Searchable PDF Files........73 Send files by E-mail........24, 56 Shortcut to folder ......... 11, 24, 52 Online Update ..........

  • Page 81: Scansnap Organizer

    ScanSnap Organizer User’s Guide P2WW-2300-01ENZ0 Issue Date: May 2007 Issued by: PFU LIMITED The contents of this manual are subject to change without notice. PFU Limited assumes no liability for incidental or consequential damages arising from the use of this manual, and any claims by a third party.

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