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Optimize PDFs for the Index
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When you create a PDF index, the resulting index will be more efficient if you pay a little attention to detail when preparing the documents that will be included in the index Acrobat uses the contents of the Document Properties Description section when conducting a user query For example, a user can search a document by author or keywords information that can be added to the Document Properties Description Recipients of your PDF documents will be able to search more efficiently if you consider the following when preparing your files: 1 Optimize each document for space This may seem like an arduous task if you have a large document collection to index; however, if you run a batch process on the documents and choose Fast Web View and PDF Optimizer in the Output Options dialog box, as outlined in the previous Edit A Batch Sequence section, you can quickly optimize a large number of documents 2 Audit the content of the Document Properties Description section of each document to be included in the index This may prove to be a lengthy task with a large document collection If Acrobat users have their search preferences configured to search by document information, they can search an index by Title, Subject, Author, or Keywords, the same information included in the Document Properties Description section If you create documents with the intention of including them with an index, choose File | Document Properties to open the Document Properties dialog box On the Description tab, in the Description section, include the necessary document information and then save the document When adding this information, pay attention to the following:
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Title Make sure the document title accurately reflects the contents of the document Author Include the author s name for each document Remember that users of the
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document collection can specify a search by author If you index a document for a large corporation, keep in mind that personnel frequently change For this reason, use the department information in this field rather than the author s actual name
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Create a PDF Index
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Subject When you create an index with a variety of documents that contain
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different subject matter, be consistent with your naming conventions For example, when indexing documents pertaining to employee benefits, do not use Employee Benefits for the subject of some documents and Benefit Package for others
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Keywords Acrobat can also use keywords to select documents for a user s search
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query Enter the keywords that pertain to each document you include in the collection Again, be consistent with your naming conventions If your organization uses a numbering system for memos and correspondence, you can include it in this field After you modify a document description for a PDF index, it should contain information similar to what is shown here:
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Build an Index
After preparing the documents, you are ready to build the document index by using the Catalog command When you build the index, you specify a name for the index as well as the folders and subfolders to include in the index You can also add a description of the index, as well as
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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 2 Click the New Index button to open the New Index Definition dialog box:
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
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