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

Donna L. Baker; Kristin Kalning; Becky Morgan; Judy Ziajka

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  • TIP 16: Building and Applying an Index

    Assembling material for an index takes more time than generating the index itself. Assemble and prepare the documents you want to use (see Tip 15), and then choose Advanced > Catalog to open the Catalog dialog.

    Fixing Indexes

    You need to rerun the Catalog process if you make changes to the content of the documents contained within the index, or move or rename the documents. Instead of building from scratch, click Rebuild to repair and reconfigure the index. If you want to delete an index, select it in the Catalog dialog. Click Build to open the Build dialog, and then click Purge.

    Click New Index and add information to the dialog box to name and describe the index, and define the folders you want to include (as well as any subfolders you want to exclude).

    Click Options to display ways to either add or remove content from the index in the Options dialog (Figure 16a). Consider using stop wordswords that are excluded from the index, such as and, if, or, and so on by clicking Stop Words on the Options dialog to open a Stop Words dialog, also shown in Figure 16a. You can exclude up to 500 case-sensitive words, which can result in faster search returns. In the Options dialog you can click Do not include numbers to exclude numbers from your index.

    Figure 16a. Add optional parameters to the index; make sure to include these options in your index's Readme file.

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    If you use stop words in an index, or any other sort of custom option, include details in the index's Readme file so your index users can work with the index more effectively. When you use stop words, the index user can't search for "around the house", for example, if "the" has been excluded.

    When you have finished making your selections, click Close to dismiss the Options dialog and then click the Build button in the Index Definition dialog. The Index Definition dialog closes, and results appear in the Build dialog. Click Close to dismiss the Build dialog. Several files are added to the index's folder, including a log file and the index.pdx file, which is the index's database file. There is also an additional folder containing two more indexing files. Don't delete or move any of the indexing folders or files, or you will corrupt the index.

    Power Indexing

    If you are responsible for creating indexes on a regular basis, and find you always choose the same options, save some time by setting preferences. Choose Edit > Preferences or Acrobat > Preferences and click Catalog in the left pane of the dialog to show the Catalog preferences. You can choose from the same list of indexing customizations as those shown in Figure 16a in the Options dialog. Click OK to close the Preferences dialog. The next time you build an index, any options you chose in the preferences, such as stop words, is automatically applied to the index.

    To see your index in action, click Search to open the Search pane. Click Use Advanced Search Options and choose Select Index from the Look in pull-down list. The Index selection dialog opens (Figure 16b). Select the index from the list. Click Add if you want to use other indexes from your computer as well. Click OK to close the dialog and attach the index or indexes to your PDF.

    Figure 16b. Attach an index or indexes through the advanced settings in the Search pane.

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