Sharp AR M700N User Manual

							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 file’s 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: 
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• 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. 
Restoring a File 
To restore a deleted file, click the Windows Recycle Bin folder, then right-click on the file and 
select the Restore option. For more information on restoring files from the Windows Recycle 
Bin, refer to your Windows online help. 
Moving Documents and Folders 
You can move a document or folder from one folder into another folder as follows: 
1. Select the folder/document you want to move from the Folder Window or the work area by 
clicking on it. 
2. Drag and drop the folder/document to the new location. 
You can also drag-and-drop files and folders from Windows Explorer into Sharpdesk using the 
same procedure. 
Creating Folder Shortcuts 
You can create a new folder shortcut in the Folder Window as follows: 
1. Choose the Sharpdesk Folders command from the File menu and the Sharpdesk Folders 
dialog displays. 
2. Click on the Add Folder button and the Browse for Folder dialog displays\
. 
3. Navigate to the folder you want to create a shortcut to, click on it, and then click OK. 
The folder is added (at the bottom) to the Folder Window. 
Reordering Folders 
You can reorder shortcuts in the Folder Window as follows: 
1. Choose the Sharpdesk Folders command from the File menu and the Sharpdesk Folders 
dialog displays. 
2. Click on the folder you want to move, and then click the Move Up or Move Down button. 
You cannot move folders above Sharpdesk Desktop. 
3. To remove a folder from the Sharpdesk Folders, click it, and then click Remove. The 
folder is removed from the folder list. 
4. After reordering folders, click OK to close the window and apply the results to the Folder 
Window. 
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							Copying a File 
A file can be copied from one folder to a different folder.   
To copy a file from one folder to another: 
1. Open the folder with the file you want to copy. 
2. Drag the file, while holding down the Ctrl key, to the desired folder. 
Renaming a File 
You can change the name of a file to something else. 
To rename a file: 
1. Right-click on the file you wish to rename. 
2. Choose the Rename option (this command can also be selected from the File menu). 
3. Type the new name for the file. 
4. Click outside the selection box to save the file with its new name. 
Attaching a Document to Electronic Mail (Email) 
If you use a MAPI-compliant e-mail application (such as Microsoft Exchange®), you can attach a 
document or image to an e-mail message. Sharpdesk opens your e-mail application and attaches 
the selected document to a blank e-mail message. You cannot open your e-mail application 
directly from Sharpdesk if you don’t plan on attaching a document. 
To attach a document or image to an e-mail message, click on the document you want to attach 
and then choose the Send As option in the File menu.  
Scanning with Sharpdesk 
Sharpdesk lets you scan documents directly into Sharpdesk. Once loaded into Sharpdesk, you can 
use Imaging to look at them. Scanned images can also be converted to text, allowing you to edit 
them with common word processors. All scanned images are stored in a TIFF format by default. 
This chapter provides instructions on setting and changing scan options.   
Scanning Documents 
Using your scanner, you can scan any document into a folder designated by Sharpdesk. The 
resulting document can be displayed in Sharpdesk, as a thumbnail image, or in Imaging, as a full-
sized image. 
Each image you scan is placed in a folder as a TIFF document. The image is stored and named 
using the method defined in the Preferences option on the Tools menu in \
Sharpdesk. 
A scanned document can be viewed, printed, or sent as an e-mail attachme\
nt. 
To scan an image from a scanner using the TWAIN driver: 
1. Place the image you want to scan in your scanner. 
2. In Sharpdesk, click the Acquire icon on the toolbar, or choose the Acquire Image command 
from the File menu (to select a scanning device, choose the Select Scan\
ner command from 
the File menu). 
3. Close the TWAIN dialog that controlled the scanning process.  The image will then appear in 
the folder selected. 
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To scan an image from a scanner using the WIA driver: 
[This option is only available on Windows XP platforms.] 
1. Place the image you want to scan in your scanner. 
2. In Sharpdesk, choose the From scanner or camera command from the File menu. 
3. Select a scanning device if you have more than one WIA device installed.\
  
4. Set the desired scanning options and then click the Scan button. 
To scan an image from a camera using the WIA driver: 
[This option is only available on Windows XP platforms.] 
1. In Sharpdesk, choose the From scanner or camera command from the File menu. 
2. Select a scanning device if you have more than one WIA device installed.\
  
3. Select the picture that you want to scan. 
4. Click the Get Picture button. 
In a moment, your TWAIN or WIA Scan dialog appears. The Scan dialog is p\
art of the software 
that comes with your scanner or camera, so it will vary with different manufacturers and scanner 
models. Follow the instructions that come with your scanner or camera to scan the image into 
Sharpdesk. Note that you must close the TWAIN Scan dialog before the image will be saved in 
the desired folder. 
Setting Scanning Options 
In most cases (depending on your scanner), you should be able to speci\
fy the following scanning 
options: 
1. Preview the document prior to scanning. 
2. Select an area of the document from which to scan, typically by dragging the mouse over the 
area, creating an outline of the selected area on the screen. 
3. Tell the scanner to send the image to your computer. 
Usually, a “scan in process” dialog box appears, showing you the c\
urrent progress of the scan. 
When the scanning completes, the dialog box will usually disappear. If t\
he dialog does not 
disappear on its own, close it manually to save the scanned image in the desired folder. 
Viewing Scanned Images 
Once you have scanned an image into Sharpdesk, you can then view it or print it.  Click the 
folder containing the image in the Sharpdesk Folder Window. Your scanned images are 
displayed as thumbnails in the work area.  
To view a scanned image, click on the image and click on the Imaging button on the 
Sharpdesk toolbar.  Sharpdesk Imaging starts and displays the selected image. 
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Image View in Imaging 
For more information about viewing an image, refer to “Chapter 7, Sharpdesk Imaging.” 
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Changing Scanning Options 
You can change the default naming convention used for new scans as follows: 
1. Choose the Preferences command from the Tools Menu. 
2. Click the Acquire tab. 
 
Acquire Tab 
3. To use a Date as the name for new scans, click the Current Date Formats option, and then 
select a date format from the drop-down list. 
4. To use a File Prefix as the new scan name, click the Custom Prefix option, and then enter the 
prefix you want to use. 
5. To control the amount of compression used when scanning JPEG images, move the slider bar 
in the desired direction.  Generally, the higher the compression, the lower the quality of the 
resulting image.  If the compression is set to 0%, the image will be scanned as an 
uncompressed TIF image.  This may be necessary if you cannot view the file with Sharpdesk 
Imaging. 
6. After setting your options, click OK. 
 
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							Chapter 5 
Searching with Sharpdesk 
Introduction 
Sharpdesk’s advanced searching capabilities allow you to easily retrieve image and text files 
using a single word, a phrase, or a list of words. Additionally, you can\
 search for particular files 
using a wide range of criteria, including: 
• A document name and/or path 
• File type 
• Modified date 
• File size 
You can also run a search using a file’s property specifications, inc\
luding: 
• Title 
• Author 
• Subject 
• Keyword 
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. 
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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 user’s 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. 
• Create – create new Index Databases Any user can create new Index Databases. 
• Read – read-only access to Index 
Databases 
Any user can search (and get correct 
results) for all Index Databases created, 
updated, or modified by any other user. 
• Update – update (indexing) Index 
Databases with new files being 
indexed or new configurations 
specified 
Any user can perform indexing on any 
Index Database(s) (individually or all at 
once) regardless of who created, updated 
or modified the Index Database previously. 
• Modify – change configurations 
(such as target folders, file extensions 
etc.) of existing Index Databases. 
Any user can change configurations of any 
Index Database created, updated, or 
modified previously by any user. 
• Delete – delete existing Index 
Databases 
Any user can delete any Index Database 
regardless of who created, updated, or 
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 
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							Since all Index Databases are common to all users of the local PC, if a user indexes a private 
directory, either local or networked, some information regarding this data will be available to any 
other user of the PC, even if they logon under a different username. 
Information such as file name and number of hits is shown in the Search Results table, although 
the private entries are grayed out and a non-privileged user will not be able to access the files. 
Ignored Words 
Some words are so common in documents that they are not useful as search criteria. Sharpdesk 
ignores the following words when creating an index (and will never get \
a ‘hit’ on them): 
a  about  after  all  also  an  and  another  
any  are  as  at  be  because  been  before  
being  between  both  but  by  came  can  come  
could  did  do  each  even  for  from  further  
furthermore  get  got  had has  have  he  her  
here  hi  him  himself  how  however  i  if  
in  indeed  into  is  it  its  just  like  
made  many  me  might  more  moreover  most  much  
must  my  never  not  now  of  on  only  
or  other  our  out  over  said  same  see  
she  should  since  some  still  such  take  than  
that  the  their  them  then  there  therefore  these  
they  this  those  through  thus  to  too  under  
up  very  was  way  we  well  were  what  
when  where  which  while  who  will  with  would  
you  your       
Restrictions 
1. If the user logs off while indexing is in progress, indexing will be automatically stopped.  
However, in this case the index is not in a complete state.  Searching the contents of the 
corresponding Index Database(s) may or may not find expected file information, 
depending on how far indexing has progressed.  To complete the Index Database, restart 
the indexing process following the instructions below for manually index\
ing. 
2. If the user manipulates Index Databases other than through the Sharpdesk Search or 
Index Tray user interface, the consequences of such actions are unpredictable. For 
example, the user should not modify the Index Databases by directly changing or 
deleting some of Index Database files.  Similarly, do not manually terminate Indexer.exe 
via Windows Task Manager while indexing is in progress.  When Sharpdesk \
Search is 
first opened, it verifies the data integrity of all existing Index Databases.  If the Index 
Database is not valid, the invalid Index Database will be deleted and the user informed of 
the action.  This is necessary because the corrupted Index Database is not usable in 
subsequent operations (indexing, searching, modifying etc.).  Should this occur, rebuild 
the index again. 
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Searching 
You can search for text files using a single word, a phrase, or a list of words. You can also 
perform an advanced search using a: 
• Document name and/or path 
• File type 
• Modified date 
• File size 
• Logical operations and, or, not, or near 
Documents generated with Microsoft Office applications (e.g. Word, Excel, PowerPoint) may 
have their Document Properties searched as well: 
• Title 
• Author 
• Subject 
• Keyword 
To run a search 
1. Choose Home from the Search option in the Tools menu or from the Search drop-
down on the toolbar. 
The Search Homepage displays. 
 
2. Enter the word or phrase you want in the “Search For:” box.  Note you can use 
logical operators (and, or, not, and near) between keywords to limit your search. For 
example, you may specify “book and engineering not computer” to make a search 
for files containing both “book” and “engineering” but excluding “computer”. 
3. Click Find. 
Sharpdesk searches your index database(s) and displays a list of all the files that contain the 
specified words. By default, files are sorted based on how closely a match was made. 
Search Query Syntax 
A simple search query consists of a group of words separated by spaces.  Sharpdesk will search 
the index(s) selected and return the files that contain all of the words.  The words can be found 
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