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To create an index of PDF documents, use the Catalog command You can create an index of PDF files stored in one folder or several folders When you create an index from a folder, Acrobat includes all PDF files located in the specified main folder plus all PDF files located within
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CHAPTER 18:
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Create a PDF Index
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subfolders of the main folder You can specify which subfolders to add or remove from the catalog, as well as specify certain words you want to exclude from the index Create as many indexes as you need to organize specific documents For example, you can keep corporate documents in one index, personal documents in another, and research information downloaded from the Internet in yet another index The long and the short of it is that you can use this powerful tool to create custom PDF indexes to suit your specific needs
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Prepare the Documents
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Before you can actually create the PDF index, you need to prepare the documents that you want to include in the index When you create an index, Acrobat creates a PDX (index definition) file and support folders in the same folder as the documents To prepare your documents for inclusion in a PDF index, follow these steps: 1 Create a folder in which to store the PDF documents you want to index If you create an index that will be shared cross-platform, choose a folder name with no more than eight characters and no spaces Also, refrain from including any nonstandard characters such as $, %, ^, &, *, , $, , or ! 2 Locate the PDF documents you want to index and move them into the folder that will become the index folder If desired, break the index folder into subfolders to keep subgenres of the index separated Be advised, however, that deeply nested folders may adversely affect the performance of the index If you have deeply nested folders with pathnames longer than 256 characters, you will also get unexpected results Moving the PDF files to their own index folder is optional, but it is an excellent way to keep track of related PDF files You can create an index using any folder as the root, and Acrobat will index all PDF files in the subfolders you specify 3 After you add the PDF documents to the index folder, you can begin the preparation process Examine the documents in the folder and pay special attention to the following:
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If you have an exceptionally long document in the index, consider breaking it down
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into several documents For example, if you have a manual in the index, break the manual down into individual chapters or sections This will speed up the search process after you index the documents
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Rename any documents that have long filenames Long filenames may adversely
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affect the performance of the index when truncated This is especially true if you share the index cross-platform Stick with the old tried-and-true DOS naming convention of eight letters followed by the three-letter pdf extension
Rename any documents with spaces by using DOS naming conventions For example,
empbnftspdf would be an acceptable alternative for Employee Benefitspdf, while emp bnftspdf would not If desired, you can always use an underscore to separate words For example: emp_bnftpdf
How to Do Everything with Adobe Acrobat 70
Rename any documents that use ASCII characters 133 through 159, as Acrobat
Catalog does not support these characters (You can see the ACSII character table at http://wwwlookuptablescom)
If any of the documents need structure editing, perform the edits before renaming
and adding the files to the index If you change the document filename after creating cross-document links and other document structure, the links may not be functional If a file needs extensive editing and you do not have the time, move the file to another folder You can always perform the necessary edits, add it to the folder, and then rebuild the index 4 After you create the index folder and modify filenames, you can modify the documents for optimal search performance by following the steps in the upcoming section
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