2.3.3 Documentation, page 65
addition, DEVONthink Pro Office comes with a built-in OCR (optical character recognition)
engine for making scanned documents searchable. For Document (via Image Capture) select
Options to directly access the scanner options, and use Add page> to directly scan one page
and add it to the database. See also p. 170ff
Import Site: Opens the Download Manager and downloads a complete web page/site for archiving and
offline viewing. Make sure the download options are set correctly, especially the options that define
which links DEVONthink Pro Office should follow (if any). All links within the site are modified so that
they point to the downloaded images or other embedded objects. This ensures that the page/site can be
displayed at any time. Groups created by the Download Manager are excluded from tagging by default.
Export: This sub-menu allows you to export selected documents or groups to the file system. File >
Export > Files and Folders will recreate the hierarchy you have built in DEVONthink Pro Office almost
exactly; metadata files ('.DEVONtech_storage') make sure that no metadata such as comments, URLs,
etc. are lost. DEVONthink Pro Office reads these files when importing and so recreates your original
Identical to File > Import, the Export sub-menu provides additional export methods based on plug-ins.
DEVONthink Pro Office comes with a variety of plug-ins for exporting documents in different formats
as standard. Currently the following plug-ins are available:
• as OPML: Exports the selected items as one OPML file.
• as Rich Text (RTF): Exports the selected items as one large rich text file (without embedded
• as Rich Text (RTFD): Exports the selected items as one large rich text file, including
embedded images, etc. Technically, the result is a folder with the .rtfd name extension,
which is treated by Mac OS X like a single file (Apple calls this a 'package').
• as Text: Exports the selected items as one large plain text file. You can choose the desired
• as Word Document: Exports the selected items as one large Microsoft Word file.
• as Unix Mailbox: Exports all selected email messages (of type '.eml', does not apply for
email messages converted to rich text using an earlier version of DEVONthink Pro Office)
and saves them as Unix mailbox file that can be imported into other email applications.
• to iPod: Exports the selected items as plain text notes to an attached iPod (3rd Generation
or later, iPod touch and iPhone are not (yet) supported).
• as Website: Exports the selected items as standalone web site that you can upload to your
web server and share with your colleagues. In the appearing dialog window, choose the
desired template, text encoding, and whether DEVONthink Pro Office should convert
diacritics and accented characters to HTML entities or not. File types that cannot be
displayed in a web browser, e.g. iWork Pages files, are converted to PDF if possible. For the
export, templates that you can modify yourself are used. See also p. 242ff
• as Template: Saves the selected document as a template. It can then be used to quickly
create new documents using Data > New > With Template. To remove a saved template or
to organize your templates in sub-folders, visit the folder '~/Library/Application Support/
DEVONthink Pro 2/Templates.noindex' in the Finder, then create sub-folders, move items,
rename them, or trash them.
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2.3.3 Documentation, page 66
• Database Archive: Creates a clean copy of the frontmost database and compresses it as
a .Zip archive. Backup the copy to any medium or server to keep your data safe from
hardware or software failures.
INDEX, UPDATE INDEXED ITEMS
Index: Adds selected files to your database, but only as references, and not in their entirety.
DEVONthink Pro Office indexes the contents of the file and uses this for classification and other
content-related functions. Indexed items show a little arrow after their name. For unknown file
types, this command creates a bookmark. You can also drag files from the Finder to DEVONthink
Pro Office; hold down the Command and Option keys to index them. This is similar to creating an
alias in the Finder. Indexed groups are excluded from tagging by default and changes to an indexed
document are immediately reflexted in its OpenMeta metadata (and are so noticable by external
Note: External indexed files or folders located in '/System/', '/Library/' or '~/Library/' are
never renamed or deleted so that you cannot accidentally cause harm to the system.
Update Indexed Items: This command updates one or more selected groups or documents with their
corresponding folders or files in the file system. If nothing is selected the enclosing group of the current
group is used. It also reads changes made to the Finder or Spotlight comments of the to-be-updated
files and applies them to their counterparts in the database. Finally, this command removes indexed
items that have lost their external counterpart. It does not affect items moved manually to the group.
Use Update Indexed Items to keep indexed groups and their originating folders in sync or to manually
update an item that you have changed directly inside the database package when DEVONthink Pro
Office was not running.
To create this connection between the item in the database and the folder or file in the file system,
which is maintained by the Path field in the Info panel, you have to freshly import/index your folder of
Select the groups and documents and choose File > Update Indexed Items to import all files that have
been newly added to the connected folders in the file system.
Note: The update for groups is one-way only, from the file system to the database, but:
when you rename a document its file is renamed, too, and when you change the Spotlight
comments of a document this is reflected in the file system as well.
Database Properties: Opens the Database Properties panel for the selected database (if only one
database is open no sub-menu is available) that allows you to change properties such as database name,
comments, and username/password. Also, you can tell DEVONthink Pro Office to open this database by
Close Database: Closes a selected database (if only one database is open no sub-menu is available).
PAGE SETUP, PRINT
Page Setup: Sets your preferred page size.
2.3.3 Documentation, page 67
Print: Prints the selected or front-most document.
2.3.3 Documentation, page 68
THE EDIT MENU
The Edit menu contains all commands and options relating to editing. You'll find the classic Mac cut/
copy/paste and find/replace commands here, as well as many more.
UNDO AND REDO
Undo/Redo: Takes back your last action or redoes it. Undo and Redo work for most actions.
Cut/Copy/Paste: Do exactly what they're supposed to do.
Copy URL: Copies the URL of the selected or front document to the Clipboard.
Copy Item Link: Copies a URL to the Clipboard that links to the selected or front item. This URL can
be pasted into other documents in other applications to create a link to the item in DEVONthink Pro
Paste with Current Style: Pastes text from the Clipboard into rich text documents, disregarding all
styles from the clipped text. Useful for pasting text from other applications or documents with a style
that differs from the target document.
Delete: Deletes the selected piece of text.
Complete: Tries to auto-complete the partial word before the insertion caret. This standard Mac OS
X function uses the currently active dictionary, which you can change via the spell check panel (see
Select All/Deselect All: Selects or deselects the complete content of the front document.
Tags: Shows the Tags bar (if necessary) so that you can enter your tags immediately.
Split Document: Splits the current document (PDF, plain or rich text) at the insertion mark position.
Sheets: Use this sub-menu to add new rows or new columns to a selected sheet, edit, or delete columns.
You can select multiple columns in a sheet with Shift and Command pressed.
Insert Blank Page: Inserts a blank page into the PDF at the position selected in the sidebar.
Delete Selected Page(s): Deletes the page(s) selected in the sidebar.
Rotate Left/Right: Rotate a selected image or page left and right.
2.3.3 Documentation, page 69
Summarize: Summarizes the selected piece of text. Unlike Mac OS X's Summarize service, this
command takes advantage of the built-in AI of DEVONthink Pro Office, and uses the complete
'knowledge' contained in the open databases for improving the results. The better your databases, the
better the results.
Find: This sub-menu contains commands for finding and replacing text as well as for bringing
DEVONthink Pro Office's database search field into focus.
• In Database: Brings the search field of the front window into focus.
• Find: Open the standard panel for finding text within a document.
• Find Next/Previous: Jumps to the next, or previous occurence, of the last search term.
• Use Selection for Find: Copies the selected piece of text to the find Clipboard or into the
search field of the find panel if it is opened.
• Scroll To Selection: Scrolls the displayed documents to the current selection.
Spelling and Grammar: Provides the standard Mac OS X functionality for checking a text for
misspellings or bad grammar. To choose the language used for spell checking, or for auto-completion
(see above), open the spell checker panel with Edit > Spelling and Grammar > Show Spelling and
Grammar and choose your language of choice from the pop-up menu.
Substitutions: Show the standard Substitutions preference panel and switch the available options
manually on and off: Smart Copy/Paste, Smart Quotes, Smart Dashes, Smart Links, Data Detectors,
and Text Replacements. Data Detectors analyse shown text and make context-sensitive actions
available, e.g. when you hover with the cursor over a phone number or postal address. Mac OS X 10.6
'Snow Leopard' or higher only.
Transformations: Use this sub-menu to make selected text all lowercase, all uppercase, or to
capitalize every word.
Speech: Starts or stops speaking the selected piece of text.
Insert: Inserts special characters, the current date, and/or time or a picture into your text. Of course,
you can only embed a picture into a rich text document, not into a plain text document.
Special Characters: Shows the standard Special Characters panel for inserting characters that you
cannot enter directly with your keyboard.
2.3.3 Documentation, page 70
THE DATA MENU
The Data menu contains all commands that deal directly with documents or groups. Here you'll find
commands for creating new documents, labeling, classifying, or grouping them, and more.
New: This sub-menu allows you to create new documents directly from within DEVONthink Pro Office.
• With Clipboard: Creates a new document based on the contents of the Clipboard. Note:
Some applications such as Microsoft Word put data in multiple formats into the Clipboard;
DEVONthink Pro Office tries to select the most useful one, however, in some cases,
sometimes grabs an image instead of text (like Microsoft Word). Workaround: Create a text
clipping for the text, or paste it into a TextEdit window, then copy the text from there.
• Plain Text: Creates a new plain text document.
• Rich Text: Creates a new rich text document.
• Script: Creates a new AppleScript script.
• HTML Page: Creates a new HTML page. You can use the built-in Mac OS X WYSIWYG
editor to edit the HTML page or switch to its source code (from the navigation bar) and edit
• XML File: Creates a new XML document.
• Property List: Creates a new property list (for developers).
• Bookmark: Creates a new bookmark. Type the URL you like as well as a name for it;
DEVONthink Pro Office automatically sets the value of its URL field in the Info panel
accordingly. If you don't type in a name DEVONthink Pro Office looks up the page name on
the Internet and sets it automatically for you.
• Feed: Creates a new news feed document. DEVONthink Pro Office asks for a document
name and the URL of the feed. You can change the URL of the feed also later by selecting
the feed document and changing the URL field in the Info panel.
• Group: Create a blank group.
• Smart Group: Creates a new smart group, also known as 'saved search'. DEVONthink Pro
Office opens the Smart Group Editor that lets you define your search criteria. When saved,
the contents of the smart group is updated every time you display its contents.
• Sheet: Creates a new sheet. Add columns to the new sheet by using the + button. Name the
columns and sort the sheets by dragging them with the mouse. Click OK to create the new
New from Template: In addition to these standard document types DEVONthink Pro Office offers
pre-defined and user-defined templates that you can use to quickly add new documents to your
database. Select any template to add its contents to the current group.
You can add any document to the list of templates using File > Export > as Template.
Some of the pre-defined templates are so-called 'smart templates' or 'template packages'. They consist
of an AppleScript or folders containing files for every supported language that takes care of choosing
the right template variant for your language, adds them to your database, and modifies it, if necessary.
Some smart templates add the current date, insert the clipboard contents, check if a needed application
is installed, or even access your Address Book and fill in your personal details from your card. See also
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