Adobe Acrobat 7 TIPS and TRICKS THE 100150 BEST [Electronic resources] نسخه متنی

TIP 15: Designing an Index

The Acrobat Search function is a highly developed tool and very useful for general searches. However, if you are working with hundreds of documents, building an index and including it with the documents it indexes will make searching much quicker. You can build indexes in Acrobat that work in much the same way as a book's index, although their functions are much more advanced than a paper index.

Here are some tips for preparing documents for indexing:

• Move or copy the files you want to use into a separate folder. Acrobat adds indexing files and folders (Figure 15). Keeping everything all in one place prevents indexing errors.

  Figure 15. Move the documents used in an index into a separate folder for safekeeping.

  
  

  

  The PDF/ A Standard PDF/A, a standard for archiving documents in Acrobat, is designed to ensure the content in multipage documents is preserved and available. To comply with the PDF/A standard, the document: Can include only text, raster images, and vector objects Can't include scripts Must have all fonts embedded Can't contain security options such as passwords or other types of encryption

• Make sure all the information required in the individual documents is complete. This includes bookmarks, links, special document properties such as keywords, and so on. If you later add additional information to a document, it won't be included in the index.

• Break a large document into chunks. For example, create PDF files from individual chapters of a manual. The indexed searches will be faster.

• Be careful with the filenames if you intend the information to be used cross-platform. There are numerous naming issues and conventions to consider based on naming conventionsMac versus PC naming, networking, and the like. The simplest solution is to use short names with no spaces.