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Indexing and Searching for Documents, Setting Up System Options, Searching, Your Documents

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Indexing and Searching for Documents The Desktop Manager stores key information about each document it receives in an internal document management database. This database enables you to locate documents based on certain search criteria. The Desktop Manager enables you to search for documents: s Automatically by date and time. s By document text and the text contained within the document if you enabled the Automatic Indexing option in the System Setup dialog box. (For details, refer to the "Setting Up System Options" section of Chapter 6, Utilities.) s By creator, owner, or keyword for a document, if you first define the criteria and assign it to the desired documents. Based on the search criteria you want to use, follow these general guidelines for searching your documents. If you want to search documents by date and time, and text: Simply run the document search, specifying the search criteria. You do not need to define a search index for your documents first. For details about running the search, see the "Searching Your Documents" section later in this chapter. Chapter 5 Working With Documents 5-20

Section	Page
Desktop Manager Software Guide	1
Copyright	2
Disclaimer	2
Trademarks	3
Contents	4
Chapter 1 – Introduction	10
Desktop Manager Features: An Overview	11
The MultiPASS Settings	13
Desktop Manager Software Package	14
Using Your Documentation	16
About This Guide	17
Conventions Used in This Guide	17
Other User Assistance	18
Using the MultiPASS Toolbar	19
Changing the Options for the Scan Buttons on the Toolbar	23
Defining the Scan Button Options	25
Linking an Application for a Toolbar Scan Button	27
Defining a Custom Paper Size	28
Changing Toolbar Settings	28
Defining the Toolbar Settings	30
Performing Other Toolbar Tasks	31
Opening the Desktop Manager	31
Hiding and Displaying the Toolbar	33
Opening and Closing the Toolbar	34
Displaying Information About the Toolbar	35
Chapter 2 – Using the Desktop Manager	36
Desktop Manager: An Overview	37
Features of the Desktop Manager Window	39
Understanding Desktop Manager Folders	43
System-Defined Folders	44
In Box Folder	44
Sent Fax Folder	45
Scan Folder	45
Trash Folder	45
User-Defined Folders	46
Viewing Documents in the Desktop Manager	46
Document View	47
List View	48
Sorting Documents in the List	50
Chapter 3 – PC Faxing	52
Faxing with Your Computer	54
Sending a Fax From Your Computer (PC Faxing)	55
Specifying a Fax Recipient	59
Specifying a Onetime Recipient	60
Including a Fax Recipient from the Address Book	60
Specifying a Dialing Prefix	62
Defining Send Fax Options	63
Attaching a Cover Page	64
Previewing the Cover Page	64
Entering Fax Sender Information	65
Entering a Memo	65
Deleting the Fax After Sending	65
Including Annotations	66
Processing the Fax	66
Sending the Fax Now	66
Sending the Fax Later	67
Holding the Fax	68
Creating a Fax Memo	69
Receiving a Fax	71
If Your Computer Is Turned On	71
If Your Computer Is Off	72
Using the Fax Log	73
Working With Jobs in the Send Fax Manager	76
Features of the Send Fax Manager Window	77
Job Status	79
Stopping a Job from Faxing	80
Sending a Held or Stopped PC Fax	81
Viewing a Job	82
Deleting a Job	82
Setting Up the Address Book	83
Working With Address Book Entries	84
Sorting the Address Book	85
Adding and Editing an Individual Address	85
Adding and Editing a Group Address	88
Using a Group Address	90
Deleting an Address Book Entry	91
Printing the Address Book	91
Importing the Address Book	91
Exporting the Address Book	95
Designing a Fax Cover Page	97
Using the Cover Page Designer	98
Creating a New Cover Page	101
Importing a Cover Page Layout	102
Adding Labels and Text	103
Adding Variable Data Fields	104
Adding Stamps	105
Creating a Drawing Graphic	109
Setting Preferences	110
Adjusting Text and Variable Fields	111
Resizing a Field	112
Changing Text Attributes	112
Aligning Fields	114
Adjusting the Orientation of the Layout	115
Straightening a Cover Page Layout	115
Adjusting the Display	116
Scrolling Through a Zoomed Cover Page	117
Editing a Selected Area of the Layout	119
Adjusting the Size of a Cover Page	120
Adjusting the Image Type	121
Making Image Adjustments	122
Adjusting Color and Color Level Automatically	123
Adjusting Brightness and Contrast	123
Adjusting the Color Balance	125
Setting the Black Point and White Point	126
Blurring an Image	128
Sharpening an Image	130
Removing Noise	131
Removing Moire Patterns	132
Removing JPEG Artifacts	133
Removing Show-Through	135
Removing Dust	136
Removing Scanner Noise	138
Adding Annotations to Your Cover Page	139
Adding a Sticky-Note	139
Highlighting Your Cover Page	141
Removing an Annotation	141
Copying a Field or an Annotation	142
Opening and Modifying a Fax Cover Page	142
Reverting to the Last Saved Version	144
Printing a Cover Page	144
Renaming a Cover Page	145
Deleting a Cover Page	146
Faxing With Your E-Mail Application	147
Setting Up MultiPASS Fax in Your E-mail Application	148
Sending an E-mail Message as a Fax	149
Receiving a Fax	150
Chapter 4 – Scanning	151
Scanning Overview	153
Features of the ScanGear Window	154
Displaying Information About the Scan Driver	156
Scanning With the Desktop Manager	156
Scanning From a Windows Application	158
Setting the Preview Scan Options	159
Setting the Scan Mode	160
Setting the Scan Resolution	162
Deleting a Custom Resolution	164
Changing a Custom Resolution	165
Setting Preferences	166
Setting Paper Size	168
Setting Black and White Options	170
Adjusting the Preview Image for Final Scan	171
Clearing the Preview Area	172
Adjusting the Preview Image View	172
Changing the View Size	172
Displaying Rulers	173
Adjusting the Selection Size	173
Moving an Image	175
Reversing the Image Tone	175
Mirroring an Image	176
Rotating an Image	176
Scaling the Image Output Size	176
Adjusting the Tone of the Preview Image	177
Features of the Tone Tab	178
Correcting the Image Tone Automatically	180
Adjusting Contrast and Brightness	181
Changing Gamma Curve Values	182
Adjusting Histogram Tone Levels	184
Using Tone Curves	187
Adjusting Contrast/Brightness for Black and White Scan Mode	188
Increasing the Speed of the Scan Process	190
Chapter 5 – Working With Documents	191
Managing Your Documents in the Desktop Manager	193
Selecting Documents in the Desktop Manager	193
Printing a Document in the Desktop Manager	194
Creating a Folder	196
Moving a Document	197
Copying a Document	198
Renaming a Document or Folder	198
Deleting a Document or Folder	200
Restoring a Deleted Folder or Document	201
Emptying the Trash Folder	202
Importing a Document	203
Exporting a Document	204
Attaching a Document to Electronic Mail (E-mail)	205
Manipulating a Document in Document View	206
Arranging Documents in Document View	206
Scrolling Through a Multi-Page Document	207
Removing a Page from a Document	208
Splitting a Document	208
Merging a Document	209
Indexing and Searching for Documents	210
Setting Up the Search Index	211
Setting Up a Creator to the Index	211
Setting Up an Owner to the Index	213
Setting Up Keywords to the Index	215
Assigning Index Criteria to Documents	217
Displaying the Document	222
Searching Your Documents	223
Specifying Search Criteria	225
Specifying Which Documents to Search	228
Reviewing the Results of Your Search	228
Redisplaying the Result of Your Last Search	230
Modifying a Document	230
Features of the MultiPASS Viewer Window	233
Adjusting the Document Image	236
Adjusting the Size of a Document	236
Adjusting the Image Type	238
Adjusting Your View of a Document	239
Adjusting the Orientation of the Document Display	239
Straightening a Document Display	240
Adjusting the Display Size	241
Scrolling Through a Zoomed Document	242
Selecting an Area of a Document	243
Cropping a Document	243
Making Image Adjustments	244
Adjusting Color and Color Level Automatically	244
Adjusting Brightness and Contrast	245
Adjusting the Color Balance	246
Setting the Black Point and White Point	248
Blurring an Image	250
Sharpening an Image	251
Removing Noise	252
Removing Moire Patterns	253
Removing JPEG Artifacts	254
Removing Show-Through	256
Removing Dust	257
Removing Scanner Noise	259
Adding Annotations to Your Document	260
Adding Text to a Document	260
Setting Font Defaults	262
Adding a Sticky-Note	263
Inserting a Stamp	264
Creating a Text Stamp	266
Highlighting Your Document	269
Creating a Drawing Graphic	270
Revising Your Annotations	271
Selecting One or More Annotations	271
Moving an Annotation	271
Resizing the Annotation	272
Aligning Annotations	272
Copying a Field or an Annotation	273
Removing an Annotation	273
Reverting to the Last Saved Version	273
Printing the Document	274
Adjusting the MultiPASS Viewer Default Options	277
Chapter 6 – Utilities	278
Setting Up Fax Options in the Desktop Manager	280
Setting Up Fax Preferences	282
Setting Up Send Fax Options	284
Restoring the Default Settings	285
Setting Up Advanced Send Fax Options	286
Setting Up Receive Fax Options	288
Restoring the Default Settings	291
Setting Up Advanced Receive Fax Options	292
Setting Up Speed Dial Assignments	296
Assigning an Individual to a Speed Dial Code	297
Defining a Group Speed Dial Code	298
Setting Up System Options	300
Using the Launcher	302
Adding Applications to the Launcher	303
Modifying the Launcher Setup	305
Making a Phone Call From the Desktop Manager	306
Using the MultiPASS Status Monitor	308
Using the Minimized Status Monitor	309
Using the Status Monitor Window	311
Status Messages	312
Disconnecting the MultiPASS	314
Restarting the MultiPASS Connection	315
Removing the Desktop Manager	316
Chapter 7 – Frequently Asked Questions	319
MultiPASS Cannot Be Initialized	320
MultiPASS Service Cannot Be Restarted (Windows NT only)	321
Faxes Are Not Being Sent Correctly	322
Faxes Are Not Being Received Correctly	324
Images Are Not Scanning Properly	326
Documents Are Not Being Copied	327
Documents Are Not Printing Correctly	328
Paper Is Not Loading Correctly	331
The Print Quality Is Not Satisfactory	332
Appendix A – Fax/Phone Characters	334

Match case Limit results 1 per page

Chapter 5

Working With Documents

5-20

Indexing and Searching for Documents

The Desktop Manager stores key information about each document it receives in an internal

document management database. This database enables you to locate documents based on

certain search criteria.

The Desktop Manager enables you to search for documents:

■

Automatically by date and time.

■

By document text and the text contained within the document if you enabled the

Automatic Indexing option in the System Setup dialog box. (For details, refer to the

“

Setting Up System Options

” section of

Chapter 6

Utilities

■

By creator, owner, or keyword for a document, if you first define the criteria and assign it to

the desired documents.

Based on the search criteria you want to use, follow these general guidelines for searching your

documents.

If you want to search documents by date and time, and text:

Simply run the document search, specifying the search criteria. You do not need to define a

search index for your documents first. For details about running the search, see the “

Searching

Your Documents

” section later in this chapter.