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After preparing the documents, you are ready to build the document index using the Catalog command When you build the index, you specify a name for the index and the document folders to include in the index You can also add a description of the index, as well as modify the index options to exclude certain words from a search To create a PDF index, do the following: 1 Choose Advanced | Catalog to open the Catalog dialog box, as shown next
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CHAPTER 16: Create a PDF Index
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2 Click the New Index button to open the New Index Definition dialog box, as shown here:
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3 Enter a name in the Index Title field People within your organization use the index name when they decide whether or not to include the index in a search Enter a descriptive name that accurately reflects the type of documents in the document collection (such as Employee Benefits Documents) Remember that long names will be truncated on the list of available indexes Stick with a short two- or three-word index title that will fit within the bounds of the Index Selection dialog box 4 In the Index Description field, enter a description This step is optional However, adding a brief description that describes the type of documents in the index makes it easier for users to decide whether or not the index contains the information they are searching for before adding the index to the currently selected indexes The information you enter in this field is available in the Index Information dialog box that appears after a user clicks the Info button from within the Index Selection dialog box 5 Click the Options button to open the Options dialog box, as shown here:
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You can fine-tune your index by modifying the following parameters:
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To exclude numbers from the search, enable the Do Not Include Numbers option Click the Custom Properties button to include custom properties that are relevant to
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the documents you are indexing Custom Properties are added to PDF documents by choosing File | Document Properties and then adding the Custom Properties to the Custom section of the Document Properties dialog box Custom Properties are added to the Search These Additional Criteria list after the index is built For example, if you wanted users to be able to search by document name, you would add the custom property Document_Name and choose String as the property type
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To exclude any words from a search, click the Stop Words button and enter your stop
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words one at a time in the Word field and then click the Add button To speed up a search, eliminate words such as a, an, the, and so on
CHAPTER 16: Create a PDF Index
To include tag names as searchable objects in an index, click the Tags button and
add the tag names one at a time in the Tag field and then click the Add button Remember, tags are elements used to define document structure
If you have Acrobat PDF 10 documents in the collection, you can add cross-platform
identifiers to the document by choosing the Add IDs To Adobe PDF v10 Files option If you have a large quantity of 10 files to add to a collection, convert them to 60 by opening the documents in Acrobat 60 and then saving them While you have the 10 file open, you can also modify the Document Properties Description information to include pertinent data for the search index
Choose the Do Not Warn For Changed Documents When Searching to prevent
Acrobat from displaying a warning dialog when a document has been changed since being indexed
After you modify the search index options, click OK to exit the Options dialog box
and return to the New Index Definition dialog box 6 In the Include These Directories section, click the Add button to open the Browse For Folder dialog box, select the folder that contains the documents you want to index, and then click OK to close the dialog box Remember, you can add more than one folder of documents to an index as long as the additional folders are nested in the main index folder Acrobat automatically indexes documents in each subfolder of the directory unless you exclude certain subdirectories, as outlined in the Step 7 7 In the Exclude These Subdirectories section, click the Add button to open the Browse For Folder dialog box, select the subdirectory you want to exclude from the index, and click OK to close the dialog box Repeat as needed to exclude additional subdirectories 8 Click the Build button, and Acrobat displays the Save Index File dialog box Accept the default name for the index that you entered in the Index Title field or enter a different filename If the index will be accessed from an intranet server or shared cross-platform, remember to choose an eight-letter filename with no spaces 9 Click Save As to have Acrobat Professional begin building the index If you have not entered a name in the Index Title field, the Save Index File dialog box appears, prompting you for a filename After you do this, click Save; Acrobat begins building the index As Acrobat builds the index, the build progress and applicable comments are displayed in the Catalog dialog box, as shown in Figure 16-1 You can stop a build by clicking the Stop button If you stop a build, you can still search the partial index and then finish building it just choose Advanced | Catalog and then choose Open Index When the partially built index is open, click the Build button and Acrobat scans the index to determine how many files were indexed and then completes building the index 10 Click Close to exit the Adobe Catalog dialog box Your index is now ready for use After you create an index, you can add it to the list of indexes to search by following the steps outlined in 3
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