Microsoft Office Reference Guide

Mar 26, 2004

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If you've used a computer for any length of time, you've probably gotten used to faxing with your modem. What inevitably happens, however, is that you get some kind of document as a hard copy (real paper, remember that?) and you end up marking it up and faxing it back using your fax machine.

But then, you also need to send another document that you generate on your computer, generally in MS Word, and you need to fax that separately. You can print it out and fax it with the other document, or you can fax it separately directly from your modem.

While many third-party programs are good at document management (PaperPort from ScanSoft comes to mind, along with many scanner utilities), there is still the disconnect with the program that generates the lion's share of your documents: Word.

In addition, most of the time sending scanned material to Word involves a different technology entirely: OCR. Optical Character Recognition purports to turn the document into usable text, but frequently results in a lot of eye strain and retyping.

What I'm going to do today is to scan a document image directly into Word. In fact, I will do it with a fax cover page to accompany it, so that it can be faxed directly from the computer. By doing this, we can also easily see another cool feature of this technique: scanning multiple page documents.

Again, some tools like PaperPort can do this too. But we're all heavy Word users here.

First, I open a New Word Document from a Template on my computer, and select the professional Fax cover sheet.

Figure 191

Going with our Surrealty theme, we'll fill the fax cover out for ourselves, including a pithy comment at the bottom.

Figure 192

Now, we come to the really tricky part. We use a hard page return (CTRL + Enter) to create a brand new page. I bet some of you even know about this already.

At the top of the new page, click Insert > Picture > From Scanner or Digital Camera.

Figure 193

If you have more than one scanner or Twain compatible device, you'll need to select the right one.

It's also a good idea to select Add Pictures to Clip Organizer. That way you can use the Office Clip Organizer to keep track of the pictures too. (I bet you never thought you'd find a use for the Clip Organizer.)

Figure 194

Most important, with the scanned image in the Word document, you can mark it up using the Drawing toolbar. Here I use a thick oval with no Fill color and a simple Callout to make notations.

When you save the new Word document the mark-ups will of course become part of it, but they can always be removed later on.

Figure 195

Of course, with the document properly saved into the proper folder, the scanned image becomes a document that you can locate and misplace the way you do all of your Word docs.

Figure 196

TIP

Outlook Journal: If you use the Outlook Journal to track Word documents, then this becomes a viable document management system. It becomes even more systematic if you fill out the document Properties in the File > Properties section for the document in MS Word.

And for the piece de resistance, now you can open the Clip Organizer in Microsoft Office Tools, and you will see your original scanned document in the panel for the collection named for the scanner.

Figure 197

Using the drop down menu next to the item lets you do lots of stuff, including copying and pasting the item into other or future Word documents.

Clicking Open Clip in will, depending upon your system settings, generally open it in Windows Fax Viewer.

Figure 198

This basically completes the document management scenario. The cool thing is that you can do almost all of it directly in MS Word, without monkeying around with third party applications.

And then the scanned items become available to use and fax directly out of Word. Of course the last step is to use the option for a Fax Printer, which will be either your modem fax or some other peripheral that enables faxing directly from the PC.

Figure 199

As you can see, this procedure can be as simple as just scanning a document into a Word document to let you fax it directly from the computer. But you can also use it to organize your correspondence and perhaps even reduce your dependence on paper.

Of course, to the extent that you maintain your document files on the computer, you will need to know what and when to BACK UP in order to avoid total disaster.

Hey, that's not a bad idea for another update.

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