EBOOK EXTRAS: v3.0 Downloads, Updates, Feedback TAKE CONTROL OF YOUR PAPERLESS OFFICE by JOE KISSELL $15 3RD Click here to buy the full 149-page “Take Control of Your Paperless Office” for only $15! EDITION Table of Contents Read Me First ................................................................. 3 Introduction .................................................................. 6 Paperless Office Quick Start ............................................. 9 Reassess Your Paperless Office Strategy .......................... 11 Meet Your New Paperless Office ...................................... 17 Head Off Most Paper Before It Reaches You ...................... 32 Choose a Document Scanner .......................................... 40 Choose OCR Software ................................................... 53 Configure Your Software ................................................ 65 Create a Workflow for Incoming Paper ........................... 103 Work Through a Backlog .............................................. 112 OCR on the Go ........................................................... 117 Avoid Common Printing Needs ...................................... 123 Sign Documents without Paper ..................................... 131 Fax without Paper ....................................................... 140 About This Book ......................................................... 146 Copyright and Fine Print .............................................. 149 2 Click here to buy the full 149-page “Take Control of Your Paperless Office, Third Edition” for only $15! Read Me First Welcome to Take Control of Your Paperless Office, Third Edition, version 3.0, published in March 2017 by TidBITS Publishing Inc. This book was written by Joe Kissell and edited by Michael E. Cohen. This book guides you in the process of eliminating paper clutter, replacing many printed documents with digital versions—with special emphasis on the Mac-compatible hardware, software, and processes needed to efficiently scan documents and create searchable PDFs. It also helps you find clever ways to reduce incoming and outgoing office paper, and capture documents even when no scanner is available. Copyright © 2017, alt concepts inc. All rights reserved. Updates and More You can access extras related to this ebook on the Web (use the link in Ebook Extras, near the end; it’s available only to purchasers). On the ebook’s Take Control Extras page, you can: • Download any available new version of the ebook for free, or buy any subsequent edition at a discount. • Download various formats, including PDF, EPUB, and Mobipocket. (Learn about reading on mobile devices on our Device Advice page.) • Read the ebook’s blog. You may find new tips or information, as well as a link to an author interview. If you bought this ebook from the Take Control Web site, it has been added to your account, where you can download it in other formats and access any future updates. However, if you bought this ebook elsewhere, you can add it to your account manually; see Ebook Extras. 3 Click here to buy the full 149-page “Take Control of Your Paperless Office, Third Edition” for only $15! Basics To review background information that might help you understand this book better, such as finding System Preferences and working with files in the Finder, read Tonya Engst’s free ebook Read Me First: A Take Control Crash Course, available for free on the Web or as a standalone ebook in PDF, EPUB, and the Kindle’s Mobipocket format. One additional note: For the purpose of this book, a desktop computer is a computer running a conventional operating system such as macOS or Windows. A mobile device is a smartphone, tablet, e-reader, or other handheld computer-like device, such as an iPhone, iPad, Kindle, or Android phone or tablet. What’s New in the Third Edition Since the previous version of this book was published, quite a few things have changed with regard to the hardware, software, and ser- vices used in paperless offices. This edition brings the book up to date with the latest technologies and advice. The most significant changes I made are as follows: • Revised What’s New in the Paperless Office to cover changes in scanners, OCR software (including Acrobat Pro DC), cloud services, and more • Added a Privacy and Scanned Documents in the Cloud sidebar about security and privacy considerations for scanned documents, including encryption • Expanded and updated descriptions of desktop, convertible, and portable scanners in Pick a Mac-compatible Scanner, and added a new category: Book Scanners • Updated Pick a Mac OCR Package to cover Acrobat Pro DC and Vuescan, as well as newer versions of Evernote, Neat, and Readiris 4 Click here to buy the full 149-page “Take Control of Your Paperless Office, Third Edition” for only $15! • Added a Scan to Notes sidebar about automatically adding scanned documents to Apple’s Notes app • Included a topic that outlines my own process for naming and saving scanned documents; see How I Name and File Scans • Updated Automate OCR, and the various AppleScripts it refers to, to cover Acrobat Pro DC, ABBYY FineReader Express, and newer versions of Readiris • Added a sidebar, Using Hazel in Place of Folder Action Scripts, about an alternative automation approach • Offered additional workflow guidance in Choose a Naming and Filing Strategy and Scan All Incoming Paper Immediately, and added a suggestion in the sidebar What If You Can’t Scan Something? • Updated recommendations for various categories of mobile apps in Pick an iOS Scanning App, and removed coverage of BlackBerry and Windows Phone • Updated the instructions in Always Print to PDF When Possible to cover more recent versions of iOS • Completely overhauled the instructions to Add a Signature with Acrobat Pro to support Acrobat Pro DC • Modified Use a Modem for Incoming Faxes and Use a Modem for Outgoing Faxes to address the fact that macOS 10.12 Sierra no longer directly supports fax modems • Added several references to relevant Take Control books, including Take Control of Your Digital Legacy (which discusses scanning photos and other documents, as well as long-term archival storage strategies) 5 Click here to buy the full 149-page “Take Control of Your Paperless Office, Third Edition” for only $15! Introduction My feelings about paper might best be described as ambivalent. As I write these words, I’m sitting in a library surrounded by books of the old-fashioned paper kind. I’ve written several such books myself, and I’ve often formed opinions about people based on how many books (and which ones) are in their homes. Had paper not been invented, I imagine many other characteristics of modern life as we know it would never have developed. Paper facilitated the recording of history, the dissemination of knowledge, the spread of literacy, and a great many other worthwhile things that I’m grateful for. On the other hand, I’ve also written dozens of ebooks like the one you’re now reading, and have shifted most of my professional and recreational reading to books in digital formats—an activity made considerably more enjoyable by the Retina displays on my iPad, iPhone, and MacBook Pro. I like the fact that I can search, annotate, and back up my books now, and that I can accumulate as many as I want without running out of shelf space, as often occurs in my home. But I truly lose all tolerance for paper when it comes to office paperwork—letters, forms, invoices, bank statements, receipts, business cards, flyers, note cards, catalogs, handouts from meetings and trade shows, photocopies of library book pages, and anything else that might end up on my desk in printed form. I used to have several filing cabinets full of the stuff, and overflowing—and yet, despite what I thought was an intelligent filing system, it frequently took me a long time to find what I was looking for. And because every day more paper would appear (some of it coming from my own printer), it was difficult to keep on top of it. The clutter became unmanageable, and I found that I spent far too much of my time managing paper rather than accomplishing useful tasks. Never is the scourge of paper clutter more apparent than when I move, which I tend to do every few years or so. I get tired just looking at all those paper files, and I find myself cursing all those paper books that 6 Click here to buy the full 149-page “Take Control of Your Paperless Office, Third Edition” for only $15! I love to surround myself with, because they’re so heavy and bulky. But most of my struggle with paper, I’m happy to say, is in the past. For several years now I’ve been moving toward a paperless office. I now receive, and generate, only a tiny fraction of the paper I once did. And virtually every paper document that comes into my life is scanned, converted to a searchable format, and digitally archived—so I can find nearly any document I need with a few keystrokes. And, because every- thing is backed up, I don’t worry about my papers being wiped out by a fire or other catastrophe. In this book, I explain how to do what I do when it comes to paper. By examining where and how you use paper and looking for suitable digital alternatives, you’ll find that your productivity and happiness increase, while clutter and stress decrease. You might even save some money and benefit the environment. Tip: Wondering why all offices aren’t paperless already? Cecil Adams offers some interesting perspective in The Straight Dope. What I describe is a multi-pronged approach to eliminating paper. Of course, even if you avoid generating your own paper clutter and reduce the paper other people send you, some paper will still find its way to you—and you may have many thousands of pages already. So one of the central features of the plan I discuss is scanning paper documents and processing them in a way that retains their physical appearance while letting you index, search, select, and copy their text. I also talk about using devices such as the iPad, iPhone, and Kindle (and even digital cameras) to maximum advantage—and doing clever things you may never have thought of, like paperless postal mail and fax.
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