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PDF Search (Adobe Acrobat/Reader) is a very powerful tool that is much neglected. This webinar will demonstrate how to use FrameMaker-to-Acrobat TimeSavers to maximize search across one or more documents, gives you tips on how to encourage your users to use Search (and not Find), and shows you how to create pre-defined search phrases and a customized search form.
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Shlomo Perets, microtype.com
The Power of PDF Search(Adobe Acrobat/Reader)March 6, 2012
1 Before we start…■ Webinar focus is features available for
end-users with Adobe Reader■ No discussion on how to automate
features using specific authoring tools
2 Find in current PDF■ Basic options
● Whole words only● Case sensitivity● Include bookmarks● Include comments
3 Search current document■ Additional options (show more options)
● Match Exact word or phrase● Match Any of the words
(separated with spaces, not commas)● Stemming● Attachments
4 Search selected folder■ Additional options
● Match All of the words (+Proximity)● Boolean query● Metadata (e.g. title, subject, keywords)
■ Document title (as defined in the PDF document properties) is displayed in Search Results
■ Can refine the search (=search within the previous results)
5 Performance■ Find / Search Document / Search Folders
are slow■ Performance can be improved through
embedded indexes(Document Processing > Manage Embedded Index)
6 Search selected index■ Fast – pointers in a pre-built full-text index
are used (actual text is not searched)
■ Powerful – has all options available■ Only works with local file access and
local networks, not in web environment
PDX(Index of a
collection ofPDF files)
7 Creating Full-Text Search index■ Document Processing > Full Text Index
with Catalog■ PDX and its support folder are part of
the document collection structure (maintain relative links)
8 PDFs changed after indexing?■ “The document has been modified since
it was last cataloged. Some text may be missing or could highlight incorrectly.”(can choose not to show message again)
■ Acrobat Preferences, Catalog:Turn on “Do not warn for changed documents when searching”(restart Acrobat after changing preference)
9 Single PDF vs. multiple PDFs
Using books rather than chapters/topics as the basic units in the PDF document collection ■ Limits the usefulness of metadata
(Title, Keywords etc.)■ Reduces the usefulness of the relative
weight of phrase being searched (number of instances vs. total number of words)
10 Make Search more visible■ Provide a Search bookmark, button■ Custom search form (where search
phrases may be saved)■ Make pre-defined searches available
11 Find/Search bookmarks ■ Bookmarks for both Find and Search
to expose the different functionality:● “Find in this PDF”● “Search document collection”
■ Especially needed with Reader X, where the Search/Find icons and text box are not displayed by default
12 Pre-defined search bookmarks
Bookmarks with pre-defined search queries through Acrobat JavaScript (optional parameters, synonyms):■ search.query("text phrase");■ search.query("text phrase", "ActiveDoc" );■ search.bookmarks=false; search.query("text
phrase", "ActiveDoc" );}
13 Search page action■ A page action defined for the first page
can open the Search panel automatically when the PDF is opened
14 Popup menus ■ Variable pop-up menus help avoid
overloading screen/page with links (e.g. “Related Searches”), entries can point to Acrobat Search with specific phrases
15 Custom search forms ■ Users can benefit from predefined
search phrases (Find/Search) or queries (Advanced Search)
■ Users can save their own search queries, with control over all search parameters(useful when repeatedly performing same/similar search operations)
16 Reduce extra step for users■ Attach the index to PDFs
(but not with web-based PDFs)■ Alternatively, can provide a bookmark or
a link that “launches” the PDX file(an Acrobat security message is displayed)
17 Provide “How To” & examples■ Users are often not familiar with
Search functionality ■ Include a page explaining how to use the
Search function, with sample queries ■ Can include a bookmark/link to a movie
showing an example
18 Recommend user preferences■ Preferences set locally by users affect
Search functionality (vary depending on version)● Always use advanced search options● Range of words for Proximity searches● Show document title in search results
■ Can create a bookmark or a link to the Preferences dialog box
19 “Highlight phrases” option ■ Can support adding highlight annotations
for specified search phrases (through Acrobat JavaScript)
■ Requires enabling the PDF for commenting