Adobe 62000112DM User Guide - Page 387

ADOBE ACROBAT 3D VERSION 8 380 User Guide Update or remove the embedded index in a PDF 1 Choose Advanced > Document Processing > Manage Embedded Index. 2 Click either Update Index or Remove Index. 3 Click OK in the confirmation message. About the Catalog feature You can define a specific group of PDFs as a catalog and create a unified index for that entire collection of documents. When users search the cataloged PDFs for specific information, the index makes the search process much faster. When you distribute or publish the collection on a CD or website, you can include the index with the PDFs. You can catalog documents written in Roman, Chinese, Japanese, or Korean characters. The items you can catalog include the document text, comments, bookmarks, form fields, tags, object and document metadata, attachments, document information, digital signatures, image XIF (extended image file format) metadata, and custom document properties. Preparing PDFs for indexing Begin by creating a folder to contain the PDFs you want to index. All PDFs should be complete in both content and electronic features, such as links, bookmarks, and form fields. If the files to be indexed include scanned documents, make sure that the text is searchable. Break long documents into smaller, chapter-sized files, to improve search performance. You can also add information to a file's document properties to improve the file's searchability. Before you index a document collection, it's essential that you set up the document structure on the disk drive or network server volume and verify cross-platform filenames. Filenames may become truncated and hard to retrieve in a cross-platform search. To prevent this problem, consider these guidelines: • Rename files, folders, and indexes using the MS-DOS file-naming convention (eight characters or fewer followed by a three-character file extension), particularly if you plan to deliver the document collection and index on an ISO 9660-formatted CD-ROM disc. • Remove extended characters, such as accented characters and non-English characters, from file and folder names. (The font used by the Catalog feature does not support character codes 133 through 159.) • Don't use deeply nested folders or path names that exceed 256 characters for indexes that will be searched by Mac OS users. • If you use Mac OS with an OS/2 LAN server, configure IBM® LAN Server Macintosh (LSM) to enforce MS-DOS file-naming conventions, or index only FAT (File Allocation Table) volumes. (HPFS [High Performance File System] volumes may contain long unretrievable filenames.) If the document structure includes subfolders that you don't want indexed, you can exclude them during the indexing process. Adding metadata to document properties To make a PDF easier to search, you can add file information, called metadata, to the document properties. (You can see the properties for the currently open PDF by choosing File > Properties, and clicking the Description tab.) (Windows) You can also enter and read the data properties information from the desktop. Right-click the document in Windows Explorer, choose Properties, and click the PDF tab. Any information you type or edit in this dialog box also appears in the Document Properties Description when you open the file.