eCopy Desktop Getting Started Guide - Konica Minolta

eCopy Desktop TM
Version 9.1
Getting Started Guide
Part Number: 73-00211 (3/2007)

Licensing, Copyright, and Trademark Information
The information in this document is subject to change and does not represent a commitment on
the part of eCopy, Inc. The software described in this document is furnished under a license
agreement. The software may be used or copied only in accordance with the terms of the
agreement. It is against the law to copy the software on any medium except as specified in the
license agreement. No part of this document may be reproduced, transmitted in any form or by
any means, electronic or mechanical, including photocopying, recording, or information storage
and retrieval systems, or translated into any language for any purpose other than the purchaser’s
personal use, without the written permission of eCopy, Inc.
© eCopy, Inc. 1992 - 2007. All rights reserved.
eCopy, the eCopy logo, eCopyFax, the Simplify logo, the MailRoom logo, eCopy ShareScan OP,
eCopy ScanStation, eCopy ScanStation OP, eCopy Desktop, eCopy Quick Connect, eCopy Xpert
Compression, UniDoc, SpeedFax, and SpeedPrint are trademarks of eCopy, Inc. ShareScan,
Simplify, and MailRoom are registered trademarks of eCopy, Inc.
Adobe and Adobe PDF Library are either registered trademarks or trademarks of Adobe Systems
Incorporated in the United States and/or other countries.
Portions contain an implementation of the LZW algorithm licensed under U.S. Patent 4,558.302.
All other terms and products are trademarks or registered trademarks of their respective owners
and are hereby acknowledged.

Table of Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Registering your eCopy Desktop software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
More information on eCopy Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Obtaining technical support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
About eCopy Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
eCopy Desktop Benefits and Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Summary of New Features in eCopy Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Working with eCopy ShareScan OP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
eCopy Desktop Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Starting eCopy Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
The eCopy Desktop Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Opening a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Adding markups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Using stamps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Merging documents from other applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Combining documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Delivering your document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Storing your documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Previewing a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
eCopy Desktop Preferences . . . . . . . . . . . . . . . . . . . . . . . . . .19
Configuring General Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Stamp Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
View Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Document Security Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
Password Protect Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
Color Compression . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

iv | Table of Contents
Storage Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Windows File System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
eCopy Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
ODMA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Scanners Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
General Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Mail Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Attachment Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
ByLine Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Outlook Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Fax Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Configuring Fax via Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using API-level integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Configuring RightFax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
OCR Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Printing Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
General Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
eCopy Desktop Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Scan Inbox Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
The Location tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
The Notifications tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
The Open Options tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Licensing Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Transferring an eCopy Desktop License . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Introduction
eCopy Desktop 9.1 Getting Started Guide | 1
About this guide
This guide provides an overview of eCopy Desktop. It introduces some of the more common
functions and tasks you can perform with eCopy Desktop and summarizes the basic procedures
to get started.
This guide contains the following sections:
■ Chapter 1 provides a brief summary of this guide and provides information about
obtaining technical support.
■ Chapter 2 provides a summary of eCopy Desktop features and benefits. It also tells you
what’s new in this version of the software.
■ Chapter 3 provides information on the basic functions of eCopy Desktop.
■ Chapter 4 provides detailed information about eCopy Desktop’s preferences.
Registering your eCopy Desktop software
To receive technical support for eCopy Desktop, you must register the product. When the
product is registered, you receive timely notices of product updates and upgrades. Registration
through the Internet is fast and simple.
To register the product, perform the following steps:
1 In the eCopy Desktop window, click Help > Registration. The browser opens to
www.ecopy.com/registration.
2 Follow the instructions on the Web page.
More information on eCopy Desktop
The following resources contain more information about eCopy Desktop:
■ eCopy Desktop Online Help: Access the Help file in eCopy Desktop by pressing ‘F1’ or by
clicking Help >Contents. The online Help provides detailed information on how to
configure and use the software.
■ eCopy Desktop Installation Guide: The Installation Guide provides complete installation
instructions and information on activating product keys.
■ eCopy Desktop Quick Reference Card: Provides an introduction to the basic functions of eCopy
Desktop.

2 |
■ eCopy Desktop Tutorial: Access through the Help menu in eCopy Desktop. The tutorial
shows you how to use the main functions of the software quickly and effectively.
■ eCopy Desktop Readme: Provided with your eCopy Desktop software, the readme contains
important, last-minute product information that does not appear in the regular
documentation.
Obtaining technical support
Technical support is available to registered users of eCopy software for the duration of their
software maintenance and support agreement. Contact your supplier for details.
The dealer or distributor who provided the eCopy product to your organization provides the first
line of support for your eCopy product. The dealer or distributor provides information about
getting assistance for product installation, implementation, and usage. The eCopy Technical
Support, Quality Assurance, and Development organizations provide backup support to the
network of dealers and distributors supporting our customers. Policies established with each
distributor of eCopy products determine how customer inquiries are escalated.
When you open a Technical Support case, your service provider will tell you what identification
information you need to provide to validate the status of your support contract.
In addition to support provided by your dealer or distributor, the eCopy Technical Support Web
site, www.ecopy.com/support provides access to a knowledge base, "Ask eCopy" that includes
Frequently Asked Questions (FAQs), product support matrices, and product information

About eCopy Desktop
eCopy Desktop 9.1 Getting Started Guide | 3
eCopy Desktop enables office workers to easily and efficiently capture, edit, share, and store
scanned documents in PDF form. It offers a comprehensive set of tools including annotation,
stamps, and optical character recognition (OCR), which let you work with and distribute scanned
documents as part of your existing electronic workflow. eCopy Desktop works with most network
fax, e-mail and document management applications, including Lotus Notes, Microsoft Outlook/
Exchange, Interwoven WorkSite, Lotus Domino.Doc, and others. You can also send information
to eCopy Desktop from other office applications, or use eCopy Desktop’s integrated OCR
(optical character recognition) software to convert an eCopy document to text that you can edit
using another application. If you have an ODMA-compliant document management system on
your network, eCopy Desktop integrates directly with your system for storing and retrieving
information.
eCopy Desktop Benefits and Features
The following is a list of some of the benefits and features that eCopy Desktop offers .
TABLE 1. Benefits and Features
Feature Description Benefit
Retrieval of scanned
documents
Send documents by
e-mail
Lets you access your scan inbox and
retrieve your scanned documents with a
single click. Displays thumbnails of your
document for easy recognition.
Simply click the e-mail icon on the
toolbar to send your document as a PDF,
CPY, GIF, TIFF or other type of
attachment.
Document building Combine scanned color and black &
white documents with electronic
documents from other PC applications or
web pages.
Retrieve original-quality scanned
images of paper documents, just
like electronic files.
Use your company’s e-mail
application to distribute
information easily to customers
and clients.
You can easily combine pages from
multiple sources to assemble new
documents.

4 |
TABLE 1. Benefits and Features
Feature Description Benefit
Annotate and edit
documents
Lets you whiteout or blackout portions
of the document, highlight text, or add
notes.
You can hide portions of the
document prior to distribution, call
attention to important information
or use text annotations for filling
out forms.
Create Searchable Text Save documents with indexed text Indexed words in documents allow
for easy search and retrieval.
Send documents to
document
management system
Fax application
integration
When you’re ready to store your
document in your company’s ODMA
compliant document management
system, you can send it directly from
eCopy Desktop.
Send faxes directly from your desktop.
Use the document building capability to
pull together pages from other
documents to create custom faxes on
the spot.
eCopy Desktop Printer From the Print menu of most Windows
applications, you can select Print to
eCopy Desktop to send a document
directly to eCopy Desktop.
Document security You can enter a password to open the
document and a different password to
perform any function with it.
Transmission uses 128-bit encryption.
Optical character
recognition (OCR)
Efficiently converts entire documents,
pages or selected regions to editable
text. Includes Readiris engine and
supports versions of ABBYY and
OmniPage.
Signature Stamping Create a signature stamp that you can
use to ‘sign’ documents before faxing or
e-mailing.
Makes storage and retrieval of
documents easy.
You don’t have to create hard
copies of the documents you want
to send. You can combine and
send with a personal cover page
right from eCopy Desktop.
You don’t have to use any other
application or the scanner to get all
your documents into eCopy
Desktop.
Only you and the people you give
the password to are able to view or
modify the document, depending
on your settings.
Allows you to edit files and saves
you from printing out your
document and using an OCRcapable
scanner in order to digitize
it.
You don’t have to print a
document, sign it, and re-scan it in
order to send a signed version.

eCopy Desktop 9.1 Getting Started Guide | 5
Summary of New Features in eCopy Desktop
If you are a new user or have a verion earlier than eCopy Desktop 9.0, there are many new and
enhanced features you’ll appreciate. These include:
■ Native PDF support: eCopy Desktop includes full PDF support and can open PDF
documents from any source for viewing and editing. Additional PDF security options are
also available to restrict printing and editing of the document.
■ Microsoft Office Addin: The installation program adds a “Print to eCopy Desktop” button
to supported Microsoft applications. This means you can create PDF files without Adobe
Acrobat. You can also create PDFs from other applications using the eCopy Desktop
Printer driver.
■ Native TWAIN scanner support: You can scan documents into eCopy Desktop using any
TWAIN-compliant eCopy-ready device or local TWAIN scanner. You can also choose
between eCopy Xpert compression or JPEG compression which allows you to select any
resolution supported by your device when scanning color documents.
■ Improved e-mail integration: You can now attach multiple documents to the same message
and select a wider choice of attachment formats and security options. There is also a multiline
“byline” for inserting Microsoft Outlook or Lotus Notes e-mail signature stamps.
■ Improved fax integration: Fax via Mail now supports PDF and includes a "Remember
Recipients” option.
■ Improved OCR integration: eCopy Desktop comes complete with integrated Readiris OCR
software. Some versions of ScanSoft OmniPage Pro and ABBYY FineReader are also
supported and are easily configured using eCopy Desktop preferences. An option is
available to launch the full version of your OCR client (if installed) from within eCopy
Desktop to give you access to all functionality provided by the OCR application. Also new
is the ability to convert color documents to black and white.
■ Comprehensive document management system integration: eCopy Desktop includes
support for a wide range of popular ODMA-compliant document management
applications, including EMC Documentum, Livelink ECM DOCS Open, Livelink ECM
eDOCS DM, Interwoven WorkSite, Lotus Domino.Doc, and Livelink’s Open Text. You
can now store documents in PDF and TIFF formats, and can make specific markups
permanent.
■ New annotation features: Markup tools let you add sticky notes, attachments, and
hyperlinks, as well as the standard text, line, shape, and stamp options. Additionally, you
can adjust the opacity of markups and can use the built-in “eyedropper” to add more
colors to the palette.

6 |
■ New Preferences interface: The new multi-tabbed Preferences window provides easy access
to all configuration settings and options. You can also password-protect preferences to
prevent any changes.
■ Improved Searching: Text searches can now include searching through “sticky note”
annotations as well as the body text of the document.
■ File conversion utility: A built-in conversion utility enables you to batch convert files
between CPY, TIFF, and PDF formats.
■ Improved TIFF support: eCopy Desktop now handles color and grayscale TIFF images.
■ Monitor file size: New functionality provides file size information plus ways to break long
documents into several smaller documents.
■ Usability improvements: Enhancements include updated look-and-feel, undo/redo of
markups, copy/paste between image files, customizable toolbars, resizable thumbnails, and
up to nine files on the recently used files list.
■ Improved stamp library management: You can password protect stamp libraries, import
transparent stamps created in other applications, and apply stamps to all pages.
■ File Properties: eCopy Desktop supports document properties, such as title, author and
keyword, which you can use when searching for documents. There is also an “Add Blank
Page” option for inserting page separators.
■ Greater control of program features and functions: Once you have configured the software,
you can secure your settings and enable/disable stamp library management to prevent
changes.
■ Legacy files: eCopy Desktop 9 automatically converts CPY files to PDF. However, you can
export them as .cpy or other formats for backwards compatibility with older versions of
eCopy Desktop. UniDoc file types are no longer supported.
Working with eCopy ShareScan OP
The eCopy ShareScan OP application converts your departmental scanner or multifunction
device into an electronic document delivery system.
You control the scanner from eCopy ShareScan OP, which displays scan previews. You can deliver
your document by fax or e-mail, or send it back to your desktop where you can open it in eCopy
Desktop.

eCopy Desktop 9.1 Getting Started Guide | 7
If you have an eCopy ScanStation on your network, your administrator will add your name to the
ShareScan user list. When you select Scan to Desktop and choose your name, the document is
sent to your personal Scan Inbox.
Scan to Desktop
Note: To access your Scan Inbox, you must configure Scan to eCopy Desktop as your default scanner.
To open your ShareScan OP document in eCopy Desktop:
1 From the main toolbar, click Scan Inbox.
Retrieve Scan
2 Select the document and click Open. The file displays in the document area of the main
window and can be removed from your inbox automatically if you activate this setting in
Options > Preferences > Scan Inbox.

eCopy Desktop Basics
eCopy Desktop 9.1 Getting Started Guide | 9
This chapter provides the steps that allow you to begin using eCopy Desktop.
Starting eCopy Desktop
You can start eCopy Desktop in the following ways:
■ Double-click the eCopy Desktop application icon created during install.
■ From the Start menu, click Programs >eCopy Applications > eCopy Desktop 9.1.
■ Double click any eCopy document icon.
■ Click the eCopy Desktop icon in the toolbar of another application, such as Microsoft
Word, to launch eCopy Desktop and display a copy of the document.
■ If you receive an eCopy document as an e-mail attachment, double-click the attachment
icon to launch eCopy Desktop and display the document.
■ Drag and drop an eCopy document onto the eCopy Desktop application icon.

10 |
The eCopy Desktop Window
When you start eCopy Desktop, the main window displays. It consists of four main parts: the
Main Menu, which organizes all the functions of eCopy Desktop, the Toolbar, which contains
shortcuts to the primary functions, the Document Area where your documents are displayed, and
the Status Bar, which displays the current page number, dimensions of the document and the
resolution of the document.
.
Note: When you launch eCopy Desktop from the Start menu, the document area will be empty.
Main Menu
Toolbar
Document Area
Status Bar

The main window includes:
■ A menu bar, for accessing all eCopy Desktop commands and options.
eCopy Desktop 9.1 Getting Started Guide | 11
■ A toolbar, for quick access to certain eCopy Desktop functions. Depending on how eCopy
Desktop is configured, you may see large or small buttons with or without text.
■ A document area, where your documents display. You can view several documents
simultaneously, which is useful if you need to move pages between documents.
■ A status bar that displays the page number, the paper dimension and the resolution.
Opening a document
eCopy Desktop has its own filing system for storing documents. You can also save documents in
the standard Windows filing system or in your document management system.
To open a document:
1 Click the Open button.
■ If you’re using eCopy Desktop storage, the Open document window also includes a
Search tab for locating documents and a Recent tab for opening documents you
accessed recently.
2 Select the folder that contains the document.
3 Select the document. If you’re using eCopy Desktop storage and you want to see a
thumbnail of the document, click Preview.
■ Color documents display in color in the preview area.

12 |
4 Click Open.
Adding markups
eCopy Desktop provides a comprehensive set of tools for marking up your documents. Markups
consist of lines and shapes that you can add to any document in eCopy Desktop. You need to be
in single-page view to use markups.
To add markups to a document:
1 Open the Markups toolbar by clicking Markups on the main toolbar.
2 Click the markup tool you want to use. The properties toolbar displays.
3 Configure the markup: For example, select line width, color, and end shape for a line.
4 Add the markup to your document.
5 To edit your markup, right-click on it and choose Edit.
Note: You can also select markup tools by clicking Markups in the main menu.
Using stamps
The stamp tool is located on the Markups toolbar. You can easily turn any portion of an eCopy
document into a stamp. You can add the new stamp to one of the existing libraries, or create a
new library. You can create a signature stamp to use on forms or letters before sending them via
mail or fax.
To create a signature stamp:
1 Scan a signed page into eCopy Desktop.
2 Double-click on the page to switch to single-page view and scroll to your signature.
3 Point the mouse at the top left corner of your signature and hold down the left mouse
button. Then drag the mouse to the bottom right corner, creating a box around the
signature. Release the mouse.
4 From the popup menu, click Create Stamp.
5 Select a library and click Manage Library.
6 Click Add.

To sign a document:
eCopy Desktop 9.1 Getting Started Guide | 13
1 Open the document you want to sign. If you need to sign a document that is in another
application, print the document to eCopy Desktop.
2 If necessary, double-click the page that needs your signature to switch to single-page view.
Then scroll down to the point you need to sign.
3 Go to Markups > Stamps.
4 Select the library that contains your signature and drag it to your page. Your signature
appears on the document.
5 Use the mouse to position your signature. If you need to adjust the size, drag one of the
corner handles in or out.
6 Click Save.
Tip! Save your signature to your “My Stamps” library to prevent other users from accessing it.
Merging documents from other applications
You can send documents from other applications directly into eCopy Desktop. This is useful for
document building, where you create a compound document whose pages come from multiple
sources. For example, you could combine a Word document with a chart from Excel and a picture
you scanned, and then send them as a single unit from eCopy Desktop.
When you install eCopy Desktop, the installation program adds a "printer" called eCopy Desktop
9 Printer. You can select this printer from the Print window in any application that supports
printing. With Microsoft Office applications, you can also print to eCopy Desktop using the ‘Print
to eCopy Desktop’ button that is installed on the toolbar.
Note: If your application does not let you select a printer in the Print window, look for a Printer Setup
command. Refer to your application's documentation for details.
To "print" to eCopy Desktop from another application:
1 From the application's File menu choose Print. The Print window displays.
Note: If your application does not let you select a printer in the Print window, look for a Printer
Setup command. Refer to your application's documentation for details.
2 Click the Name field, choose eCopy Desktop 9 Printer. Click OK.

14 |
Note: The eCopy Desktop Printer section of the eCopy Desktop Preferences window determines
whether the file is added to the current eCopy document or displayed in a new window. To
change the current setting, click Options > Preferences > Printing, select eCopy Desktop
Printer, select the setting you want, and click OK.
3 If prompted, select one of the output options and click OK.
Combining documents
eCopy Desktop lets you combine pages from several documents, to create a new document that
can be sent as a single e-mail attachment.
To move pages from one document to another:
1 Open the source and destination documents in eCopy Desktop.
2 Use the Tile Vertically or Tile Horizontally command (Window menu) to make both
documents visible.
3 If necessary, click on each window and click View All.
4 Click the page you want to move. To move more than one page, hold down the CTRL key
and click each page. eCopy Desktop highlights each selected page.
5 Hold down the CTRL key, point to the page you selected (any one if several are selected),
and hold down the left mouse button.
6 Drag the page(s) to the new location. If the new location is not visible, drag the page(s) to
the edge of the window. The window automatically scrolls in that direction.
7 When the page is in place, release the mouse button and then release the CTRL key.
Tip! You can also use Edit > Insert File.
To rearrange pages in a document:
1 Click View All to see all of the pages in the document.
2 Click the page you want to move.
3 Hold down the left mouse button and drag the page to the new location.
4 Release the mouse button to place the page in the new location.
Delivering your document
You can send documents that you create in eCopy Desktop to other people by e-mail and by
electronic fax.

eCopy Desktop supports several ways of sending faxes from your desktop:
■ Using an existing network fax server or local fax application
eCopy Desktop 9.1 Getting Started Guide | 15
■ Sending Fax via Mail
Fax transmission is described in detail in the eCopy Desktop Online Help.
eCopy Desktop works with your existing e-mail application to let you send documents by e-mail.
When you e-mail a document from eCopy Desktop, it is sent as an attachment.
By default, documents are sent as PDF files. If the recipient has eCopy Desktop 9.0 or later as
their default PDF viewer, all they have to do is open the attachment to launch eCopy Desktop and
view the document. If you choose a different format, the recipient should still be able to launch a
compatible application by opening the attachment.
You also have many new security options that you can apply to a document before sending it,
including passwords to open it and further passwords to prevent it from being modifid or printed.
Please refer to the eCopy Desktop Online Help for more information.
To send a document by e-mail:
1 In the main toolbar, click Mail.
2 If prompted, select the appropriate attachment options and click Send or Send Secure if
you want to encrypt the message.
3 Fill out the send mail window and send the message -- see your mail application's
documentation for details.
Storing your documents
Paper-based information takes up a lot of space and is vulnerable to loss, theft, and fire.
Electronic information takes up no floor space, can be accessed quickly, and can be archived
safely in an off-site location. With eCopy Desktop, you can store your paper documents in a
convenient electronic format. If you use a document management system like Livelink ECM
DOCS Open, Livelink ECM eDOCS DM, Interwoven WorkSite, Open Text’s Livelink,
Lotus.Domino.Doc, or EMC Documentum, you can save your files directly to your document
management system from eCopy Desktop.

16 |
To store documents you must first create a location in which to store them.
To create folders in eCopy Desktop:
1 Start eCopy Desktop and open any document (not necessarily one you want to save).
2 From the File menu, click Save As. If you’re using eCopy Desktop storage, the dialog below
opens.
Note: If you are using the Windows file system or a document management system, the window for
that system opens.
3 Click New, enter the folder name, and press ENTER.
4 Repeat the previous step to create as many folders as you need. Then click Cancel to return
to the main eCopy Desktop window.
To save and store your documents:
1 Scan or print your document into eCopy Desktop.
2 Drag the document to the Save button. The Save Document window displays. If the
document has multiple pages, select them by holding down the CTRL key and clicking on
each page before dragging.
3 Select the appropriate folder, enter a name for the document, and click Save.
Previewing a fax
Often when you fax directly from a Windows application to a fax application, your document is
modified in some way. For example, font sizes may change, resulting in information that no longer
fits on the page as intended.

eCopy Desktop 9.1 Getting Started Guide | 17
Instead of faxing directly from your application, where you may be unsure how your document
will look, you can "print" the file to eCopy Desktop. This gives you the opportunity to preview
the fax before you send it. It also gives you the option of including additional documents or
adding markups before you send the fax.
To preview a fax in eCopy Desktop:
1 From your application's File menu, click Print.
2 Click the Name field and choose eCopy Desktop 9 Printer.
3 Click OK. Your document is sent to eCopy Desktop and displayed automatically.
Note: The eCopy Desktop Printer section of the eCopy Desktop Preferences window determines
whether the file is added to the current eCopy document or displayed in a new window. To
change the current setting, click Options > Preferences > Printing, select eCopy Desktop
Printer, select the setting you want, and click OK.
4 When you are ready to send the fax, click Fax and send as usual.

eCopy Desktop 9.1 Getting Started Guide | 19
eCopy Desktop Preferences
Before you begin using eCopy Desktop to process your documents, you must set up the software
to work with the printers, scanners, faxes, and network applications that you use. You do this
through the Preferences window, where each tab enables you to select the configuration options
for the function that you will be using.
Note: If your company’s implementation of eCopy Desktop includes pre-set configurations, you may not be
able to configure your preferences individually.
Configuring General Preferences
The eCopy Desktop preferences affect the way that eCopy Desktop looks and behaves. The
categories of options are listed in the left-hand pane, and all of their sub-options display on the
right.
To configure your eCopy Desktop preferences:
1 From the main menu, click Options > Preferences.

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2 Click the tab for the function you need to configure.
3 Make adjustments as necessary to the options described below.
4 Click Apply and then OK.
General
■ Number of Recently Used Files: The number of recently accessed files that display in the
File menu up to a maximum of 9.
■ Enable Tooltips: Helpful tips display when you hover the mouse over a tool on the toolbar.
Toolbars
■ Size: Determines the size of the buttons shown on the toolbar. The default is Large
Buttons (Text).
■ Buttons: You can select which buttons display on the toolbar. You can also determine the
order they display and where separators are located. To return to the default display, click
Restore Default Order.
■ Markups: You can select the markup tools in your markup toolbar. Refer to the online Help
file for more details.
Stamp Libraries
My Stamps Directory: This is the path to your own personal stamp libraries.
eCopy Stamps Directory: This path points to shared libraries, which are generally contained on a
network.
Stamp Library Management: This feature is enabled by default, allowing you to access to all the
features offered by stamp library management. If disabled, the Manage Library button is inactive.
View Options
■ View: Sets the default view for your documents:
■ Continuous displays all pages in a continuous stream
■ Single Page shows one page at a time
■ Thumbnails displays miniature pages that you can click on to enlarge
The default view also determines the appearance of a new document. For example, assume you
set "continuous" as your default view. If you open a document as a thumbnail and then create a
new document and drag some thumbnails over to it, they will display in continuous mode because
that's your default view.

■ Page Fit To: Determines the magnification of a document:
■ Width shows a single page within the width of eCopy Desktop
■ Length shows a single page so that its entire length is visible
eCopy Desktop 9.1 Getting Started Guide | 21
■ Actual Size draws the page as close to its actual physical size as possible
■ Best Fit adjusts the page viewing size to best fit the size of the window
■ Measurement Unit: Sets the units of measurement that display at the bottom of the status
bar
Document Security Options
These settings apply to Save and Send Secure.
Note: If the user tries to send a secure document using a format that does not support security, such as TIF,
only the Save and Send buttons will display. The document can be sent, but is not secured.
■ Encryption:
■ Disabled: The Send Secure/Save Secure buttons is not displayed and document
encryption is not available.
■ Optional: The Send Secure/Save Secure buttons both display. If you select the Send
Secure button, you are prompted to enter an encryption password.
■ Required: Only the Send Secure/Save Secure buttons display, and you must enter an
encryption password when saving, exporting, or sending a file.
Password Protect Preferences
This feature protects your eCopy Desktop preferences with a password. Enable the password
protection feature, type your password and confirm it. To access preferences after you enable the
password, enter the password in the security dialog.
There is no way to retrieve a forgotten password. If you forget your password, contact your
system administrator.
This feature is disabled by default.
Color Compression
You can set the default compression when scanning your color documents. The default is eCopy
Xpert compression because it produces the best text quality and the smallest file size.
High - eCopy Xpert Compression: Best text quality, smallest file size, applies to 300dpi only

22 |
Medium - JPEG Compression: Best picture and graphics quality, largest file size, applies to all dpi
settings
Dynamic - Xpert and JPEG: If the resolution is set to 300dpi and under, Xpert compression is
automatically applied. If resolution is over 300 dpi, JPEG compression is automatically applied.
Storage Preferences
Windows File System
eCopy Desktop saves your documents in the Windows file system by default. When you install
eCopy Desktop, several folders are added beneath the location you specified during installation.
You can create additional folders as necessary.
To configure Windows File System storage:
1 Go to Options > Preferences and click Storage.
2 In the left pane, click Windows File System.
3 If you select Always use default location, when you use Save As, the location specified here
displays as your default location. You can still browse to another location.
4 Enter or browse to select a location for your Default Location.
5 Choose the default for Create Searchable Text for the documents stored in these
directories when you select Save As.
eCopy Desktop
The eCopy Desktop filing system provides a convenient way to store and organize your
documents. When you install eCopy Desktop, several folders are added to your local filing system
(on your hard drive). You can add additional folders as necessary. If your administrator has set up
a shared network location for eCopy documents, you can save documents here too, providing you
have the necessary network access rights.
The filing system provides a simple two-level structure of folders and files. Each eCopy Desktop
folder maps directly to a folder in the Windows file system, so your documents are still accessible
through the Windows Explorer.
To configure eCopy Desktop Storage:
1 Go to Options > Preferences and click Storage.
2 In the left pane, click eCopy Desktop.
3 Enter or browse to select a location for your Private Documents Directory.
4 Enter or browse to select a location for your Shared Documents Directory.

eCopy Desktop 9.1 Getting Started Guide | 23
5 Choose the default for Create Searchable Text for the documents stored in these
directories when you select Save As.
6 Choose whether you want to be able to browse to storage locations outside of your eCopy
Desktop storage location. By enabling Browse to Windows File System, you will have the
option to use a standard file browsing dialog to access your documents.
7 Click Set as Default if you want to use eCopy Desktop Storage as your default storage
option.
ODMA
eCopy Desktop supports ODMA-compliant document management systems: including EMC
Documentum, Livelink ECM DOCS Open, Livelink ECM eDOCS DM, Interwoven WorkSite,
Lotus Domino.Doc, and Open Text's Livelink.
Note: If you are running eCopy Desktop 9.1 on the same machine as an earlier version of eCopy Desktop,
make sure that the path for the executable is pointing to the correct version of eCopy Desktop. This is
to ensure that when you double-click a document to open it, the correct version of eCopy Desktop
opens.
1 Go to Options > Preferences and click Storage.
2 In the left pane, click ODMA and select your ODMA package.
3 Select the file formats you want to store.
4 Choose the default for Create Searchable Text for the documents stored in these
directories when you select Save As.
5 Choose whether to have the option to Make Markups Permanent for the documents stored
in these directories when you select Save As.
6 Choose whether you want to have the option already active to Show settings before saving
for the documents stored in these directories when you select Save As.
7 Click Set as Default if you want to use ODMA as your default storage option.
Scanners Preferences
There are some general scanner settings you can modify, which will apply to any scanner you
choose as your default.
General Settings
Always show scanned document dialog: Determines how a newly scanned document is handled if
another document is already open in eCopy Desktop. Pages can be inserted into the current
document, or a new document can be created.

24 |
Always show scanner settings dialog: This option displays scanner settings before scanning only
when using Scan from the toolbar. If this option is disabled, scanner settings can be accessed from
the Scan Item menu.
When you select a scanner, eCopy Desktop displays the current settings on the right of the
window.
To change the device or application settings:
1 In the main menu, click Options > Preferences.
2 Click the Scanners tab.
3 Select the device and click Set as Default.
4 Click Apply.
Mail Preferences
eCopy Desktop integrates seamlessly with Microsoft Outlook, Outlook Express, Lotus Notes,
GroupWise and Eudora. You can configure attachment settings and byline text, and Outlook
users have several additional features available to them.
Attachment Settings
■ File Formats: Select the attachment formats you want to be able to use when you send a
document from eCopy Desktop. To change the default format, click on the name of the
format and click Set as Default.
Note: The features "Searchable Text" and "Make Markups Permanent" may not be available if you select
certain formats as your default.
■ Create Searchable Text: eCopy Desktop uses its built-in OCR engine to create a text version
of the document. The text is then embedded in the CPY or PDF file header. This permits
full-text searching from within eCopy Desktop or supported document management
systems
■ Disabled: No searchable text is created
■ Optional: You have the option to create searchable text for each document
■ Required: Searchable text is created for each document
■ Make Markups Permanent: If you select this option, eCopy Desktop embeds markups in
the image file, ensuring that any areas you have hidden cannot be seen by the recipient.:
■ None: No markups are made permanent, and they can be edited by the recipient

eCopy Desktop 9.1 Getting Started Guide | 25
■ Blackout/Whiteout: Only these types of markups are permanent and cannot be edited.
All other types of markups are editable
■ All: All markups are permanent and cannot be edited.
■ Show settings before sending mail: Enables you to view or make your selections in the
Send Mail dialog each time you send an e-mail from eCopy Desktop.
ByLine Text
In the text box, type the byline text exactly as you would like it to appear at the foot of your e-mail
messages. You can type several lines of text. Click Apply.
Outlook Settings
These settings apply only if Microsoft Outlook is your default e-mail application:
■ Save e-mails in Sent Items folder: Any e-mails you send from eCopy Desktop are saved to
your Sent folder in Outlook.
■ Save unsent items in: Select the folder where unsent e-mails are stored.
Fax Preferences
eCopy Desktop supports several ways of sending faxes from your desktop:
■ Using an existing network fax server or local fax application
■ Using Fax via Mail
If you have a supported network fax application, you can use eCopy Desktop as your default
viewer for incoming faxes. Most fax applications work with eCopy Desktop without additional
setup.
Configuring Fax via Mail
You can configure eCopy Desktop to send a fax from your personal Outlook or Lotus Notes mail
account. Your name appears as the sender, and a copy of your fax is saved in your Sent folder. If
the fax fails to be transmitted, you receive a notification in your Inbox. Be sure to configure your
fax number before trying to send a fax.
To configure Fax via Mail:
1 In the main menu, click Options > Preferences.
2 Click the Fax tab.
3 Click Fax via Mail.
4 Select a default attachment format.

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5 Configure the fax number (see the online Help file topic “Configuring your fax number”
for details).
6 Check Remember Recipients if you want eCopy Desktop to remember your fax recipients
and make them available in a drop-down list for future use.
7 Click Set as Default.
8 Click OK.
Using API-level integration
API-level integration provides fastest performance and also lets you check for incoming faxes
from eCopy Desktop. For example, if you use RightFax and select RightFax API as your fax
server interface, a ViewFax button appears on the eCopy Desktop toolbar. If you click the button
and have any new faxes, they automatically display in eCopy Desktop.
Configuring RightFax
No additional setup is required for sending or viewing faxes using the RightFax API interface. If
you select RightFax API during installation, the installation program asks if you want to use
eCopy Desktop to view faxes. If you select RightFax API after installation or want to change the
option you selected, you can do so in the eCopy Desktop Preferences window.
To display incoming faxes in eCopy Desktop:
1 From the Options > Preferences > Fax tab, select RightFax API from the list on the left.
2 Select Use eCopy Desktop to view faxes.
3 Click OK.
OCR Preferences
eCopy Desktop ships with the Readiris OCR software and supports the ABBYY and OmniPage
OCR packages.
To configure OCR:
1 From the main menu, click Options > Preferences.
2 Click the OCR tab.
3 If not already selected, click ReadIris.
4 Select a default format from the Document Format field.
5 Select a recognition language and a searchable text language.
6 Select Convert to Black & White if you want your OCR results to be only in black and white.

eCopy Desktop 9.1 Getting Started Guide | 27
7 If you have purchased and installed the full OCR client application, select Always run
advanced OCR (requires full version of OCR software). This launches the full OCR
application with your document open.
8 Select Show settings before using OCR if you want the opportunity to change your OCR
settings before using OCR on each document.
9 Select Use Columns instead of Frames if you want your OCR results to display in
columnized text instead of frames. If this option is off, the autoformatting defaults to
frames.
10 Select the default application to display your converted documents. eCopy Desktop
displays icons for the supported applications it finds on your PC. If the application you
want to use is not shown, click the Browse button and select the application.
11 Click OK.
Printing Preferences
These preferences determine the result when you print to eCopy Desktop from another
application.
General Settings
■ Auto-select paper: Desktop matches output to the original scan size of the paper. For
example, if the original document contains a letter page and a ledger page, the output also
contains a letter page and a ledger page. If auto-select paper is off, the output will be
according to the settings on the Print dialog.
■ Select printing options from the drop-down menu.
■ Fit to Paper: The original image fits to the printable area of the current paper selection.
■ Actual Size: No scaling is applied to your document. Output size is the same as input
size.
eCopy Desktop Printer
You can create PDF documents by printing to eCopy Desktop from Microsoft Office
applications. For example, if you have a document open in Microsoft Word, you can click the
Print to eCopy Desktop icon on the Word toolbar and the document will open in eCopy Desktop
as a PDF file. You can convert documents from other Windows applications to PDFs using the
eCopy Desktop 9 Printer driver.
■ Append at the end of current document: Inserts the 'printed' document to the end of the
one currently open in eCopy Desktop.
■ Insert at the beginning of current document: Inserts the 'printed' document into the
beginning of the document open in eCopy Desktop.

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■ Insert after the current page in the current document: Inserts the 'printed' document into
the document open in eCopy Desktop after the highlighted or 'active' page.
■ Create a new document: Brings the document into eCopy Desktop as its own file. Does
not insert it into or append it to another file.
■ Always show this dialog: If you enable this option, the above selections display each time
you print to eCopy Desktop, giving you the opportunity to override the defaults.
Scan Inbox Preferences
Scan to eCopy Desktop lets you scan documents at an eCopy-enabled device and send the
documents to your own personal scan inbox in eCopy Desktop.
To configure Scan to eCopy Desktop:
1 In the main menu, click Options > Preferences. Click the Scan Inbox tab.
2 Make any of the changes detailed below, and click OK.
The Location tab
■ Automatic Inbox Agent: If your site is also using ShareScan OP, select Automatic Inbox
Agent. This means that the location of your inbox is automatically detected, and scanned
documents are sent to and retrieved from this location. For more information about
configuring ShareScan OP's Inbox Agent, please refer to the ShareScan OP Administration
Guide.
■ Home Directory: Select Home Directory if you want scanned documents to go to your home
directory folder.
If you have a Novell environment, a radio button appears giving you the option to select
Windows or Novell. For either option, you must enter the server name or IP address in the
Server field, and the path to your home directory folder. If you are unsure of your scan
inbox location, check with your system administrator.
■ Manual: If your site is using manual scan inbox management, select Manual. Then click
Browse [...], select the location of your personal scan inbox, and click OK. If you are unsure
of your scan inbox location, check with your system administrator.
You can also use this field to enter a user macro. The user macro points eCopy Desktop to the
inbox of whoever is logged on to Windows. Therefore, if someone else logs on to your computer
and uses eCopy Desktop, they will only have access to their own scan inbox.
An example format string for the macro is as follows:
\\Computer\Inboxes\users\

eCopy Desktop 9.1 Getting Started Guide | 29
Note that should be typed in as you see it here. When the scan inbox is accessed,
is automatically replaced with the name of the person logged in to Windows at that time and it
points to their inbox.
The Notifications tab
■ Enable Scan Inbox notification: When documents arrive in your scan inbox, a notification
flashes briefly to let you know that you have new documents waiting for you. If you rightclick
on the notification icon, a configuration menu appears.
■ Enable Quick Connect notification: This notification alerts you to new documents in your
Quick Connect folder. In the folder field, enter the location of your Quick Connect folder.
Every time documents arrive in that folder, your notification appears.
The Open Options tab
Select the appropriate setting under Open Options:
■ Browse Inbox: When you click the Scan Inbox icon, eCopy Desktop displays the contents
of your inbox. You can preview the available files before opening.
■ Open Next: When you click the Scan Inbox icon, eCopy Desktop opens the first item in
your inbox. Every time you click Scan Inbox, the next document in the inbox opens.
Check Auto Delete Document if you want the document deleted from your inbox after you open
it.
Licensing Preferences
Your eCopy Desktop software license specifies the number of systems on which you can use the
product. For example, if you have a 10-user license, you get a single product key that can be used
to acquire a valid license code for up to 10 systems.
After installing eCopy Desktop, you must perform the following tasks to complete licensing:
■ Enter your 21-character product key in the Licensing window the first time you start eCopy
Desktop. eCopy Desktop validates the key.
■ Activate the product key within 30 days after installation. The activation process associates
the product key with the system’s hardware ID, validates the key, and returns a license code.
No personal information is transmitted during the activation process.
■ If your system is connected to the Internet, eCopy Desktop activates the product key as
soon as you enter it in the Licensing window. If the system is not connected to the Internet,
you can activate the key manually.
Note: Uninstalling eCopy Desktop does not delete the product key.

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If you’re using a proxy server, you may need to physically disconnect your system from your
network, perform the manual activation (detailed blow). After the activation is complete,
reconnect to the network.
To license eCopy Desktop manually:
1 On a system that is not connected to the Internet, double-click the eCopy Desktop icon.
The Licensing window opens.
2 Enter your product key and click Finish.
3 From the main menu, click Options > Preferences > Licensing.
4 Copy and paste the product key and the hardware ID into a text file.
5 On a different system, with an Internet connection, open the eCopy activation site, https:/
/activation.ecopy.biz.
6 Enter the product key and then click Submit.
7 On the Product Licensing: Activation page, enter the hardware ID and click Submit. The
system returns a valid license code. Write down the license code or copy it into a text file.
8 In eCopy Desktop, access Options > Preferences and click on the Licensing tab. Enter your
license code and click OK. You can now use eCopy Desktop.
Transferring an eCopy Desktop License
You can transfer a full license to another system. Transferring a license takes a valid eCopy
Desktop license and frees it up for use on another computer. This means that you can install
eCopy Desktop on a new system, take an existing license and use it to activate the software on the
new system. In order to do so, you need an Internet connection.
To transfer an eCopy Desktop license:
1 In the Main Menu, click Options > Preferences.
2 Click the Licensing tab.
3 Click the Transfer button.
The license associated with that copy of eCopy Desktop is no longer associated with your system.