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DEVONthink 
PRO OFFICE
VERSION 2.3.3
DOCUMENTATION
(c) 2001-2012 
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DEVONthink 
PRO OFFICE
2.3.3 Documentation, page 2
TABLE OF CONTENTS
Read me
7
Introduction
8
The DEVONthink Pro Office advantage
10
Release notes
12
System requirements
27
Installing, updating, uninstalling
28
Credits
30
License agreement
33
Getting Started
34
Familiarizing yourself with DEVONthink Pro Office
35
Building Your Database
37
Unleashing DEVONthink Pro Office’s Power
42
A Word about Backups
44
Tutorials, screen casts, and more
45
Common Tasks
46
Analyze Text Documents
47
Archive Your Emails
48
Archive Printed Documents
49
Browse the Internet
50
Capture Data from the Web
51
Catalog Your Disks, CDs, and DVDs
52
Catalog Your Photos and MP3 Files
53
Collect Text Snippets and Other Valuable Data
54
Index Files on Your Hard Disk
55
Manage Your Bookmarks
56
Read Newsfeeds
57
Take Notes
58
Write Texts and Outline Projects
59
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DEVONthink 
PRO OFFICE
2.3.3 Documentation, page 3
Menus
60
The Application Menu
61
The File Menu
64
The Edit Menu
68
The Data Menu
70
The Format Menu
74
The View Menu
76
The Go Menu
79
The Tools Menu
80
The Window Menu
82
The Services Menu
83
The Scripts Menu
85
The Help Menu
86
The Dock Menu
87
Windows and Panels
88
Main Window
89
Document Window
97
Search Window
98
Info Panel
102
Document Properties
104
Concordance
105
Download Manager
107
History
110
Groups & Tags
111
Take Note
112
Log
113
OCR Activity
114
Preferences
115
Database Properties
116
Assistant
118
Documents
120
General
121
Plain and Rich Texts
123
HTML Pages, Web pages, Feeds
126
Sheets
129
Images and Movies
131
PDFs
133
Office Documents, Email, and others
136
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DEVONthink 
PRO OFFICE
2.3.3 Documentation, page 4
Drawers and Sheets
138
See Also & Classify
139
Concordance
141
Smart Group Editor
142
Preferences
144
General
145
Editing
147
Import
149
Sorter
151
Media
152
Colors
153
Web
154
RSS
156
Server
157
Email
159
OCR
161
Backup
163
Update
164
Email, Scanning, Web Sharing
165
Archiving Your Email Correspondence
166
Capturing Paper Documents
170
Scanning via Image Capture
171
Scanning via TWAIN
174
Importing existing files with OCR
178
Using the Fujitsu ScanSnap or ExactScan (full edition)
179
Sharing your database (incl. via iPhone)
180
Accessing your data over the Internet
183
Widgets, Sorter, Bookmarklets
185
DEVONthink Jot
186
Sorter
187
Bookmarklets & Extensions
190
Synchronizing
191
Synchronizing With the Device
192
Troubleshooting
193
Visit the App Store
194
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DEVONthink 
PRO OFFICE
2.3.3 Documentation, page 5
Scripts and Third-party Apps
195
Introduction
196
Installation
198
Internal Scripts
199
Browsers, E-Mail, RSS Readers
204
Triggered Scripts
206
Droplets, Finder plugins, PDF Services
207
More Examples
209
Automator
210
Troubleshooting
214
Repairing a defective database
215
DEVONthink Pro Office crashes when opened
217
Recovering a lost password
218
Items keep re-appearing in the inbox
219
Problems importing files
220
Email import does not work as expected
221
AppleScript scripts do not work as expected
222
Problems using Services
223
DEVONthink Pro Office behaves irrationally
224
Problems synchronizing with DEVONthink To Go
225
Appendix
226
Glossary
227
FAQ (product-specific)
229
Iconology
231
Tagging
232
File Formats
234
Templates
238
Web site export templates
242
Search operators
243
Template tags for Wiki-style links
246
Metadata
247
FAQ
248
General questions
249
Release schedules, Mac OS X, and Windows
250
Purchasing
251
Mac App Store
253
Your software license
254
Product-related questions
255
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DEVONthink 
PRO OFFICE
2.3.3 Documentation, page 6
Technology
256
General Concept
257
Features
258
Structure
259
Applications
260
Other Products
261
At a Glance
262
DEVONthink
263
DEVONthink To Go
264
DEVONagent Pro
265
DEVONagent Express
267
DEVONagent Lite
268
DEVONnote
269
Needful Things
270
DEVONthink 
PRO OFFICE
2.3.3 Documentation, page 7
READ ME
Introduction
8
The DEVONthink Pro Office advantage
10
Release notes
12
System requirements
27
Installing, updating, uninstalling
28
Credits
30
License agreement
33
Make the dream of the paperless office come true with DEVONthink Pro Office. Use DEVONthink Pro
Office to keep all of your
•  digital documents
•  notes
•  paper documents
•  email messages
•  images
•  multimedia files
•  chat logs
•  bookmarks
together in one database. Use DEVONthink Pro Office to integrate documents on your hard drive, live
content from the Internet, your notes, and your project-related information, all together so that you can
search and analyze them. Share your data with colleagues, even when they're using Windows.
DEVONthink 
PRO OFFICE
2.3.3 Documentation, page 8
INTRODUCTION
By a long-term DEVONthink power user
From the time Apple introduced the Apple II in 1977 computers have seen dramatic and constant
improvement in every aspect of their capabilities. Tremendous advances in technology have turned
every laptop into the equivalent of a personal supercomputer; storage is cheap and plentiful, and the
Internet is ubiquitous.
While the power of personal computers has dramatically increased, a time traveller from the late 70s or
early 80s would have no difficulty in recognizing the average Desktop of 2009. Everything has become
bigger, better, faster, and prettier, but the basic metaphors that Apple introduced to the mass market in
1984 have seen remarkably little change since that time.
WELCOME TO THE 21ST CENTURY
Costs decreased and computing power and drive capacity increased to previously unimaginable levels.
This familiar cycle has repeated itself year after year until today. A few dozen folders, storing a couple
hundred files, have turned into hundreds of thousands -- or millions -- of digital documents, scattered
across bottomless hard disks. Email has effectively superseded physical mail for most purposes. An
average person's daily workflow involves working with electronic mail, attachments, documents,
graphics, memos, meeting notes, presentations, address books, web clippings, receipts, spreadsheets,
reference materials, and digital libraries, from a wide variety of sources -- networked and local -- in both
electronic and physical formats.
The average hard drive contains so much information, it would have taken a warehouse to store all of it,
back in 1984. Rather than the exception, in today's world, this has become the norm. And it keeps piling
up.
The only relatively recent addition to the desktop metaphor, has been Spotlight. While most of us have
an overall concept of where the individual elements of projects we're actively working on right now, can
be located... how do you find something you worked on last month, or last year? You enter your search
query into Spotlight, and it dutifully returns a near-endless list of file-names.
Even when you do manage to find what you're searching for, an overall perspective of how that one
digital document relates to everything else in your massive information warehouse, is missing. The
constant barrage of data coming at us becomes overwhelming. Yesterday's tools begin falling apart at
the seams under the onslaught of present-day reality. Organization devolves into information overload.
DEVONTHINK PRO OFFICE
DEVONthink acts as a data hub, a central repository for all the documents and information one works
with on a daily basis. Unlike a file manager such as the Finder, DEVONthink is based on a powerful AI
architecture that helps you organize and navigate your information collection. It assists you with filing
documents and finding relationships between similar content. Master even huge data collections with a
few simple clicks and gain a much broader overview on seemingly disparate fragments of information.
Naturally, you can take all of it with you, and access your databases anywhere you happen to go;
DEVONthink Pro Office is iPhone-friendly.
DEVONthink 
PRO OFFICE
2.3.3 Documentation, page 9
DEVONtechnologies' unique AI architecture has seen nearly a decade of constant development,
refinement, and evolution. It serves as the foundation for the nearly completely re-written
DEVONthink Pro Office 2.0, which has been significantly expanded and enhanced, to cast-off previous
limitations imposed by a monolithic database structure. Version 2.0 is modular, an order of magnitude
faster than the 1.x series, and represents a breakthrough in fully leveraging underlying Leopard
technologies and core frameworks, while seamlessly interoperating with industry-standard applications
and exploiting the benefits of a plethora of bleeding-edge, best-of-breed programs -- in a variety of
disciplines and specialized fields -- which are unique to the Mac.
DEVONthink Pro Office allows you to pull the signal out of an ocean of noise, and creates elegance,
perspective, and order, out of information overload.
Click here to learn more.
DEVONthink 
PRO OFFICE
2.3.3 Documentation, page 10
THE DEVONTHINK PRO OFFICE ADVANTAGE
WHY DEVONTHINK PRO OFFICE?
DEVONthink Pro Office not only stores documents, it also facilitates
•  editing
•  analyzing
•  organizing
•  finding
•  and archiving
your documents with a flexible and powerful organization tool.
INTEGRATED WORKSPACE
Unlike the Finder, DEVONthink Pro Office provides an integrated environment with all the tools you
need for working with information. Don't waste time with digging through thousands of files but let
DEVONthink Pro Office intelligently assist you.
As a native Mac application, DEVONthink Pro Office is also tightly integrated with Mac OS X.
DEVONthink Pro Office provides a Dock menu,  Services menu  commands, and makes heavy use of
the Safari Web browser engine. Of course, DEVONthink Pro Office runs natively on both PowerPC and
Intel processor based Macs.
ADDITIONAL FUNCTIONALITY
DEVONthink Pro Office comes with a number of 'paperless office' functions not present in other
editions of DEVONthink:
•  DEVONthink Pro Office features a professional email import tool that allows you to archive
messages and even complete mailboxes from Apple Mail, Microsoft Entourage, and from
Unix mailboxes. See also p. 166ff
•  Not every document is digital, and therefore DEVONthink Pro Office allows you to use your
flatbed scanner or Fujitsu ScanSnap to scan paper documents, make them searchable, and
file them in a database. DEVONthink Pro Office can turn already scanned documents into
searchable documents, too. See also p. 170ff
•  DEVONthink Pro Office allows you to share your documents with your colleagues on your
local network or on the Internet. And your Windows, Linux and Unix friends are invited,
too. See also p. 157ff
WHAT CAN YOU DO WITH IT?
DEVONthink Pro Office is much more than just a document database -- and so there is more than just
one way to use it. Here are some of them:
•  Create text documents, edit them in full screen mode using all the tools Mac OS X provides
and cross-reference them with Wiki-style or static links.
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