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4 In the Index Description field, enter a description This step is optional However, adding a brief description of 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:
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6 You can fine-tune your index by modifying the following parameters:
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To exclude numbers from the search, click the Do Not Include Numbers check box Choose the Do Not Warn For Changed Documents When Searching check box to
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prevent Acrobat from displaying a warning dialog box when a document has been changed since being indexed
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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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Click the XMP Fields button to open the XMP Fields dialog box From within this
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dialog box, you can enter the names of the XMP fields you want to be searchable
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You add information to a document s XMP fields by choosing File | Document Properties In the Description section, click the Additional Metadata button to gain access to the XMP metadata fields Never put sensitive or personal information into metadata fields or make them available to a search index
To exclude any words from a search, click the Stop Words button, enter your stop
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
To include tag names as searchable objects in an index, click the Structure Tags
button, 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 6 After you modify the search index options, click OK to exit the Options dialog box and return to the New Index Definition dialog box 7 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 Step 8 8 In the Exclude These Subdirectories section, click the Add button to open the Browse For Folder dialog box Select the subfolders you want to exclude from the index, and click OK to close the dialog box Repeat as needed to exclude additional subdirectories 9 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 10 Click Save to have Acrobat Professional begin building the index If you have not entered a name in the Index Title field, the index is given the default name of untitled Enter a different name and 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 18-1 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 11 Click Close to exit the 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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