Create and manage an index in PDF

You can create an Index that consists of a catalog of PDF documents to speed up searching across a large volume of documents. It's faster and more efficient to search the index than to search the document. Before indexing PDF documents, you have to collect all PDF documents to be indexed into one or more folders. Make sure that the existing folder you choose contains only the PDF files to be indexed. The way you search documents without embedded indexes is exactly the same as how your search those with indexes.

 

Add an index to a PDF

  1. Open a PDF file in Right PDF.

  2. Choose Basic > Index, and then select Embedded Index... from the menu.

  3. In the Embedded Index dialog box, click Create to add an index to the PDF document that currently has no embedded index. Read the message that follows and click OK.

 

Update or remove the embedded index in a PDF

  1. Open a PDF file in Right PDF.

  2. Choose Basic > Index and then select Embedded Index... from the menu.

  3. In the Embedded Index dialog box, do an appropriate action as needed and then click OK.

  • Delete.  Click Delete to delete current index in the PDF.

  • Update.  If the PDF file has been modified, click Update will result in updating the index.

Create a full text index for multiple PDF documents

Using Create Full Text Indexes, you can create an index that contains a catalog of PDF documents. An index is especially useful when you want to search cataloged PDF documents for certain information. The search engine searches the selected index rather than the documents themselves, making the search process much faster.

 

To create an index

When you create a new index, an index folder ([index title_index]) is created along with a support index file (*.zpi) and one or more index content files.

  1. Open a PDF file and choose Basic > Index. Click the down-pointing arrow to the right of Index and select Create Full Text indexes... from the menu.

  2. In the Catalog dialog box, type a name for the new index.

  3. In Description, enter a few words to describe the purposes or the type of the index.

  4. In Stop Words, enter words you want to ignore during the index search process and click Add. Repeat it to add more words. To remove an item from the list, click to highlight one and click Del.

  5. In Custom Field, type a field name, select a type for the index and then click Add.

  6. Under Include Directory, click Add and locate a folder containing some or all of the PDF files to be indexed and then click Choose. Repeat this step to add more folders. To remove a folder from the list, select one and click Del.

  7. Under Exclude Directory, click Add and select any nested folder that contains PDF files you do not want to be indexed and then click Choose. Repeat this step to add more folders. To remove a folder from the list, select one and click Del.

  8. Click Build, give the ([index title_index]) file a name, and specify a location for it. Click Choose.

    • The Building dialog box shows the progress of indexing. You can click Stop to cancel the indexing process or click Close when the indexing process finishes.

    • Note that if canceling the indexing, you cannot resume the same indexing session anymore but you don't have to redo the work. All the settings and folders chosen remain intact. You can simply click Open, select the partially finished index and revise it.

 

To revise an index

You can rebuild, purge an existing index folder, or create a new index with the existing information.

  1. Open a PDF file and choose Basic > Index. Click the down-pointing arrow to the right of Index and select Create Full Text indexes... from the menu.

  2. In the Catalog dialog box, click the Open button located next to the File field. Locate and select an existing Index File ([index title_index]) and then click Choose.

  3. Make changes to the selected index as needed. Click Close:

    • Build.  Create a new index file with the existing information, and update it by adding new entries and marking changed entries as invalid. If you make a large number of changes or use this option repeatedly instead of creating a new index, the time needed for searching may increase.

    • Rebuild.  Create a new index by overwriting the existing index folder and its contents.

    • Purge.  Delete the index contents (all files except for .zpi index files in the index folder) without deleting the index file ([index title_index]) itself.

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