DEVONthink Pro Office VERSION 2.8.11 DOCUMENTATION © 2001-2016 DEVONtechnologies TABLE OF CONTENTS Read me 5 Menus 43 The DEVONthink Pro Office advantage 5 The Application menu 43 Getting started 6 The File menu 45 System requirements 6 The Edit menu 48 Installing, updating, uninstalling 7 The Data menu 49 Version history 8 The Format menu 52 License agreement 15 The View menu 54 Credits 15 The Go menu 55 The Tools menu 56 Common tasks 19 The Window menu 57 Analyze text documents 19 The Services menu 57 Archive your messages 19 The Scripts menu 58 Archive printed documents 20 The Help menu 58 Browse the Internet 21 The Dock menu 59 Capture data from the web 22 Windows & panels 60 Catalog your Disks, CDs, and DVDs 22 Catalog your photos and MP3 files 23 Main window 61 Collect text snippets and other valuable data 23 Document window 66 Index files on your hard disk 23 Search window 68 Manage your bookmarks 24 Info panel 71 Read newsfeeds 24 Document Properties 72 Take notes 25 Concordance 72 Write texts and outline projects 25 Download Manager 73 History 75 In & out 26 Groups & Tags 75 Drag and drop 26 Take Note 76 Importing and indexing 26 Log 76 Services 26 Activity 76 Dock menu 27 Preferences 76 Synchronizing 28 Database Properties 77 Extensions and bookmarklets 30 Assistant 78 Dashboard widget 32 Documents 80 Sorter 32 Archiving email 34 General 80 Capturing paper 36 Plain and rich texts 81 Capturing paper (ScanSnap and other Formatted notes 83 scanners) 38 Markdown texts 84 Web sharing 39 Web pages, HTML pages, feeds 84 Sheets 86 Images and videos 87 PDFs 88 Office documents, email, and others 89 DEVONthink Pro Office 2.8.11 Documentation, page 2 Drawers & sheets 91 Troubleshooting 117 See Also & Classify 91 Problems synchronizing databases 117 Concordance 92 Problems synchronizing with DEVONthink To Go Smart group editor 92 1.x 117 Repairing a defective database 118 Preferences 94 DEVONthink Pro Office crashes when General 94 opened 119 Editing 95 Recovering a lost password 119 Import 96 Items keep re-appearing in the inbox 120 Sorter 97 Problems importing files 120 Media 98 Problems using Services 120 Colors 98 DEVONthink Pro Office behaves irrationally 120 Web 98 Email import does not work as expected 121 RSS 99 AppleScript scripts do not work as expected 121 Server 100 FAQ 122 Email 101 OCR 102 General questions 122 Sync 103 Release schedules, Mac OS X, and Windows 122 Backup 105 Purchasing 123 Update 105 Mac App Store 124 Your software license 125 Scripts 106 Product-related questions 125 Introduction 106 Technology 126 Installation 107 Internal scripts 107 General Concept 126 Browsers, email, and more 110 Features 126 Triggered scripts 111 Structure 126 Toolbar scripts 112 Applications 127 Droplets, folder actions, mail rules, PDF Other Products 128 Services 112 More examples 113 Overview 128 Automator 114 DEVONthink 128 DEVONagent 128 DEVONsphere 129 DEVONnote 129 Needful Things 129 DEVONthink Pro Office 2.8.11 Documentation, page 3 Appendix 130 Glossary 130 FAQ (product-specific) 131 Iconology 134 Keyboard shortcuts 134 Tagging 136 File formats 137 Templates 140 Web site export templates 143 Search operators 144 Template tags for Wiki-style links 146 Item links 146 Metadata 147 Hidden preferences 147 DEVONthink Pro Office 2.8.11 Documentation, page 4 READ ME In this chapter: those documents. The DEVONthink Pro Office advantage 5 INTEGRATED WORKSPACE Getting started 6 System requirements 6 Unlike the Finder, DEVONthink Pro Office provides Installing, updating, uninstalling 7 an integrated environment with all the tools Version history 8 you need for working with information. Don't License agreement 15 waste time digging through thousands of files. Let Credits 15 DEVONthink Pro Office intelligently assist you. And synchronize your data between all your Macs DEVONthink Pro Office is the paperless office for via direct connections, Dropbox, WebDAV, or any your Mac. Use DEVONthink Pro Office to keep all of mountable disk, e.g., a USB stick. your As a native Mac application, DEVONthink digital documents Pro Office is also tightly integrated with OS X. notes DEVONthink Pro Office provides a Dock menu, paper documents Services menu commands, and makes optimal use of email messages the Safari web browser engine. images multimedia files ADDITIONAL FUNCTIONALITY chat logs bookmarks DEVONthink Pro Office comes with a number of advanced "paperless office" functions not present in together in one database. Use DEVONthink Pro other editions of DEVONthink: Office to keep all of this information together so that you have easy access to it. Synchronize your DEVONthink Pro Office features a professional data between all your Macs on the local network, email import tool that allows you to archive via Dropbox, WebDAV or just any mountable disk. messages and complete mailboxes from Apple Share your data with colleagues, even if they're Mail, Microsoft Entourage, and from Unix using Windows. mailboxes. See also p. 34ff DEVONthink Pro Office allows you to use your flatbed scanner or Fujitsu ScanSnap to scan paper THE DEVONTHINK PRO OFFICE documents, make them searchable, and file them ADVANTAGE in a database. DEVONthink Pro Office can turn already scanned documents into searchable WHY DEVONTHINK PRO OFFICE? documents, too. See also p. 36ff DEVONthink Pro Office allows you to share your DEVONthink Pro Office not only stores documents, documents with colleagues on your local network it is a flexible, powerful organizational tool that or on the Internet. And your Windows, Linux and helps you Unix friends are invited, too. See also p. 100ff edit analyze organize find and archive DEVONthink Pro Office 2.8.11 Documentation, page 5 WHAT CAN YOU DO WITH IT? Keep important emails and other project-related documents together or build a versatile e-mail DEVONthink Pro Office is much more than just a archive. document database. It is the #1 tool for collecting Store frequently used images. and organizing info bits and snippets on the Take advantage of DEVONthink Pro Office's file Mac.Use DEVONthink Pro Office to: indexing feature to catalog CD/DVD-ROMs Create text documents, edit them in full screen without storing them in the database. mode using all the tools Mac OS X provides and cross-reference them with Wiki-style or static EDITIONS links. Use the Services menu, the Dock menu, the We offer DEVONthink in multiple editions Dashboard widgets and the Sorter to clip optimized for home/semipro and heavy-duty information and jot down notes. professional use. You can find a feature comparison Rely on the strong email archiving and scanning on our web site. functions, using DEVONthink Pro Office to achieve a true "paperless office". GETTING STARTED Integrate Web content and local documents. Display all common newsfeed formats and clip DEVONthink Pro Office is a powerful application important news directly to your database. that may require time to fully master. Open the Support Assistant to read tips, tricks, and tutorials. Install pre-made templates and scripts that extend DEVONthink Pro Office's functionality. Other helpful resources are our company blog, SYSTEM REQUIREMENTS where we publish timely news and, sometimes, even public betas, and our lively user form. Mac with 64-bit CPU, 2 GB of RAM, and OS X 10.8.5 or later. In addition, we recommend a broadband Continue here: Internet connection. Visit our company blog Visit our user forum DEVONthink Pro Office 2.8.11 Documentation, page 6 INSTALLING, UPDATING, UPGRADING TO DEVONTHINK PRO (OFFICE) UNINSTALLING When upgrading from DEVONthink Personal to DEVONthink Pro, the application will copy Note: The following procedures do not apply your existing DEVONthink Personal database when you have purchased DEVONthink Pro to your documents folder ('~/Documents/ Office on the Mac App Store. Installing, updating, DEVONthink.dtBase2'). and uninstalling are handled by the App Store application in this case. If this fails to occur automatically, do the following: 1) Copy the complete folder "~/Library/Application INSTALLING AND UPDATING Support/DEVONthink 2" to your Desktop, and 2) Rename the folder and add the filename suffix, Move the DEVONthink Pro Office application ".dtBase2" (without quotes). The folder has now package to the Applications folder or any preferred become a DEVONthink Pro Office database icon, directory. Please note that Mac OS X Services and which you can double-click. the connection to DEVONagent work only for applications installed into the Applications folder, If your old database was created by DEVONthink and that logout and login or a restart is required Personal 1.x, it will be the folder named after installation. "DEVONthink" at "~/Library/Application Support/". Follow the instructions as above, but in this case To update an existing version of DEVONthink Pro use the filename suffix ".dtBase" (no quotes, but Office, simply copy the application package from the case is important). The folder has now become disk image to your Applications folder, replacing the a DEVONthink Pro Office 1.x database. From old version. Your database(s) will not be affected. If DEVONthink Pro Office choose File > Open you purchased DEVONthink Pro Office in the Mac Database and select the resulting database file. App Store you can also download the update from You will be offered the opportunity to convert the the DEVONtechnologies website. It will retrieve the database to a new DEVONthink Pro Office 2.x existing receipt and accept it as valid license. database. Choose "Accept," and you now have a converted DEVONthink Pro Office 2.x database. Note: We don't recommend installing both DEVONthink Personal and DEVONthink Pro on the same machine. Among the reasons why: Both applications use the same Services menu shortcuts, and Mac OS X would assign the shortcuts sometimes to DEVONthink Personal, other times to DEVONthink Pro.