Sharp AR M700N User Manual

							anywhere in the file, including the full path name of the file and document attribute fields (in 
summary tab of Microsoft Office documents).   
Examples: 
Type this To Search for this 
Sharp and copier Documents that contain both “sharp” and “copier”. 
Sharp copier Documents that contain both “sharp” and “copier”.  Note 
that and is implied between words. 
“sharp copier” Documents that contain the phrase “sharp copier”. 
apple or pear Documents that contain either “apple” or “pear”. 
apple near  pear Documents where “apple” occurs close to (within 5 
words) of “pear” 
apple not pear Documents that contain “apple” but not “pear”  
Note that the logical operators and, or, not, and near are reserved words used for more complex 
queries.  These words will not be found in any search, and their use must follow specific syntax 
rules. If you use more than one operator, you should use parentheses to indicate precisely what 
you want to search for. For example,  
apple and pear or orange  
could mean (“apple” and “pear”) or “orange”, or it  
could mean “apple” and (“pear” or “orange”).  
Phrases 
To find an exact string of words, create a phrase by enclosing the strin\
g by a pair of double 
quotes (“ ”). When searching for phrases, it must be the only item in the “Search for” box.   
If a phrase contains ignored words, Sharpdesk Search will skip the ignored word but notice its 
location in the phrase. For example,  
“statue of liberty” 
will find any document containing the word “statue”, any intervening word, and the word 
“liberty” in that exact sequence. 
Punctuation inside a phrase is treated as a space. 
Wildcards (* and ?) 
Search queries may include the following special characters:  
? Matches any single character. 
* Matches any number of characters. 
The wildcard characters can be in any position in a word. For example:  \
appl* 
would match apple, application, etc.  
*cipl*  
would match principle, participle, etc.  
appl?  
would match apply and apple but not apples.  
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ap*ed 
would match applied, approved, etc. 
Exact Match vs. “Stemming” 
Stemming extends a match to cover grammatical variations of a word. For example,  
fish  
would match “fish”, “fishes” and “fishing”.  
applied  
would match “applied”, “applying”, “applies”, and “apply”.  
To enable stemming, check ‘Variation of word endings’ in the Find Matches section of the 
Search Preferences page.  
To disable stemming, check ‘Exact word’ in the Find Matches section of the Search Preferences 
page. If stemming is disabled, only matches of the exact word will be re\
turned. 
and Operator 
The and operator between two terms requires that both terms be found in any document retrieved. 
For example:  
(apple or banana) and (pear near grape) 
would retrieve any document that  
 (1) contained either “apple” or “banana”, and  
 (2) contained “pear” near “grape” (within 5 words). 
or Operator 
The or operator between two terms requires that at least one of the terms be found in any 
document retrieved. For example: 
apple or pear  
would retrieve any document that contained “apple”, “pear”, or both. 
not Operator 
The not operator in front of any search term reverses its meaning. This allows you to exclude 
documents from a search. Example: 
apple and not pear 
would retrieve documents containing “apple” as long as the document did not also contain 
“pear”. 
not pear  
would retrieve all documents that did not contain “pear”. 
If not is not the first operator in a query, you need to use and or or with not: 
apple or not pear 
would retrieve all documents that contained “apple” and any document that did not contain 
“pear” 
near Operator 
The near operator between two search terms requires that the first term be found within 5 words 
of the second term. For example:  
apple near pear  
would retrieve any document that found “apple” within 5 words of “pear”.  
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							Examining the Results 
The search results list shows you each file that contains the word or phase you entered to search. 
It displays the name of the file and a hyperlink to its location: 
 
• Clicking the Location link opens the file in the application that originally created it.  
• TIF files are opened in Sharpdesk Imaging, allowing you to edit them. 
To display additional file detail, click the Detail link next to the Sorted by drop-down. 
 
The search results page redisplays showing you the following additional information: 
• Thumbnail of the file 
• File Type 
• Abstract taken from the file 
• File Size 
• Modified (last modified time) 
If there are multiple matches that cannot be displayed on a single page, click Next link to view 
the next page. To return to the previous page, click Previous link. To return to the Summary 
view, click the Summary link next to the Sorted by drop-down. 
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Sorting the Results List 
You can re-sort the search results list by choosing a sort option from the Sorted by drop-down. 
The results list can be sorted by: 
• Match Score (qualitative measure based on number of ‘hits’ on search terms within an 
individual index) 
• Hit Count (the number of times the text is found in the image/document) 
• Document Name 
• Location 
• Document Type 
• Document Size 
• Modification Date 
Moving Files 
You can move a file from the search results list into a folder on the Folders Window by dragging 
and dropping it into the desired folder. You can also use the Copy and Paste options as follows: 
1. Click the file you want to move. To select multiple files, hold down either the Ctrl or 
shift key. 
2. Click the Copy icon on the toolbar, select it from the Edit menu, or rig\
ht click on the 
file(s) and select Copy from the drop down. 
3. Select the folder where you want to place the file. 
4. Click the Paste icon on the toolbar, select it from the Edit menu, or ri\
ght click on the 
folder and select Paste from the drop down. 
You can also move a file to one of the Output Zone options to print it, email it, convert an image 
to text, add it to Sharpdesk Composer, or open it in an application. Drag and drop the file to the 
desired Output Zone option. 
Running Another Search 
To run another search: 
1. Click Clear. 
2. Enter your search criteria. 
3. Click Find. 
Viewing the Last Search 
You can view the results from the last search you made as follows: 
• Choose Last Search from the Search option in the Tools menu.  This can also be selected 
from the Search drop-down on the toolbar, or the Search Home page. 
Using Favorite Searches 
If you have previously saved search queries you use often, you can access them as follows: 
1. Click on the “down arrow” on the right side of the Search For: box\
: 
[Note: The Favorites “down arrow” button is only visible if “Di\
splay List of Search 
Favorites” box is checked in Search Preferences.] 
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2. Select the favorite search query from the list provided.  It will fill t\
he Search For box 
when you select it. 
3. Click Find. 
Advanced Searching Techniques 
To run a more advanced search of your files, click the Advanced button. \
The Advanced Search tabs display. 
 
File Attributes Tab 
The File Attributes tab allows you to search for files by: 
• Name (only a single name may be specified. Multiple words in the Name w\
ill be 
will be considered a single long Name with blanks in it.) 
• Path (only the specified directory and its subdirectories will be searc\
hed) 
• Type (for example, .bmp, .tif, .fax, .doc, .etc.) 
• Modified dates (between dates or during a period) 
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• Size (at least or at most) 
Note that you cannot use the Boolean operators (“and”, “or”, “not”, or “near”) on the 
fields in the File Attributes Tab. 
Document Properties Tab 
The Document Properties tab allows you to search for a Microsoft Office \
file (e.g. 
generated by Word, Excel, PowerPoint) by: 
• Title 
• Author 
• Subject 
• Keyword 
[Only files produced by Microsoft applications can be searched for using\
 the Document 
Properties tab.] 
Note that you cannot use the Boolean operators (“and”, “or”, “not”, or “near”) on the 
fields in the Properties Tab. 
You may use these tabs as follows: 
1. Enter the criteria you want to search for. 
2. Click Find. 
The search results will be the logical “and” of all selections made in the Search For box, the File 
Attributes Tab, and the Document Properties Tab. Only files that satisfy\
 all of the specified 
criteria will be found. 
Note that the contents of the File Attributes and Document Properties tabs are cleared when the 
Basic button is selected, removing the advanced settings display from the work area. 
Favorites Button 
If you use the same search query repeatedly, you can use the Favorites button to save and manage 
them for later use.  [Note: The Favorites button is only visible if “\
Display List of Search 
Favorites” box is checked in Search Preferences.] To begin the process, click the Favorites 
button: 
 
The currently saved search terms will be displayed in the Favorite Search Terms box. 
To add a new search query to the Favorites list: 
1. Type the search terms in the New Search Term box. 
2. Click the Add button. 
To remove a search query from the Favorites list: 
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							1. Select the search term you want to remove in the Favorite Search Terms box 
2. Click the Remove button. 
When the Favorites list is the way you want it, click OK and exit.  If you change your mind, 
click Cancel to put the Favorites list back the way it was and exit. 
Customizing Search Preferences 
You can customize your search options – the indexes to be searched, the number of matches to 
display, the default result view, and the fields displayed – using th\
e Preferences option. 
To display the Preferences page: 
1. Choose Preferences from the Search option in the Tools menu. This can also be selected 
from the Search drop-down on the toolbar, or the Search Home page. 
 
2. Select the precision you want to use when looking for documents that mat\
ch your search 
query.  If you check “Exact word”, the search will only return documents that contain the 
exact words you entered.  If you check “Variation of word endings”, search will return 
documents with words derived from the words you entered in addition to the exact 
matches.  For example, if you are looking for “contract”, and Variation of word endings 
has been selected, search will return documents containing “contractor”, “contracts” and 
“contracting” in addition to documents containing “contract”.  If Exact word has been 
selected, only documents containing “contract” will be returned. 
Note:  In general, searches only find whole words, i.e. those with space\
s or punctuation 
on either side of them.  Even with “Variation of word endings” turned on in the above 
example, if you are searching for “contr”, search will not return \
files that contain 
“contract”, “contractor”, or “contracting”.  Use the w\
ildcard characters to find these 
words, i.e. search for “contr*” rather than “contr”. 
3. Select which Indexes you want searched by default. Click All to select all databases. 
4. If you want the Favorites selection button to appear in the Search For box, check the 
Display list of Favorite Search Terms box.  This box must be checked to be able to 
manage the list using the Favorites button on the Advanced Search displa\
y.  If the 
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Display Favorites box on this page is unchecked, the Favorites button will not be present 
on the Advanced page. 
5. Indexes to be searched are displayed in the Search Area of the Search Home page. If you 
do not what them displayed, uncheck this checkbox. 
6. Use the Up/Down arrows to change the number of matches which will be retrieved 
during the search or type in a number manually. 
7. Select a default search results view – Summary or Detail. 
8. By default, all fields except Abstract are checked in Detail view. If you do not want a 
field displayed, uncheck its check box.  Note that Document Name must always remain 
checked. 
9. By default, all fields except abstract are checked in Summary view. If you do not want a 
field displayed, uncheck its check box.  Note that Document Name must always remain 
checked. 
10. After making your selections, click Save. 
Setting up an Index 
When initially installing, Sharpdesk allows creation of indexes containing specified folders, sub-
folders and file types making file retrieval fast and efficient.  You can edit this index, or create up 
to 19 additional indexes providing you with great flexibility in searching for files.  You also have 
the option of manually updating your index(s) or scheduling a daily or weekly automatic index 
update.  
Creating a New Index Database 
To create a new index database: 
1. Choose Index Databases from the Search option in the Tools menu. This can also be 
selected from the Search drop-down on the toolbar, the Search Home page, or the 
Indexing Schedule page. The following view will be displayed: 
 
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							2. Click the Create button.   
The Index Database Creation Wizard begins.  
 
3. Click Next.  
The Index Name and Location window displays. 
 
4. Enter an Index Name using up to 39 characters. To select an index location, click 
Browse, navigate to the desired location and click OK.  After entering the 
information, click Next. 
The Folders to Index prompt displays.  
 
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5. Click the checkbox next to the folder(s) you want to include in the index (any sub-
folders are automatically selected). To clear all your selections, click Clear.  After 
making your selections, click Next. 
The File Extensions to Index prompt displays. 
 
6. By default, the following file extensions are selected (.dat, .doc, .sdf, .tif, .txt, .wpd, 
.wps, .xls, .htm, .pdf, .rtf, .ppt).  
 
These are the default file types that will be indexed, making them available to search. 
Uncheck those extensions you do not want to include. To undo all entries, click 
None. To select all the extensions, click All. After making your selections, click 
Next. 
 
The Create Index now or later window displays. 
 
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