Ricoh HELP Online Guide SEARCH
Online Guide
Adobe® Acrobat® Search
•Tools and commands
•Using Acrobat Search
•Selecting indexes to search
•Defining search queries
•Viewing documents returned from a search
•Troubleshooting
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Using Acrobat Search
You use the Search command in Acrobat Exchange or Acrobat Reader to perform full-text searches of PDF document collections indexed with Acrobat Catalog. The Search command also has powerful tools for limiting and expanding the definition of the term for which you are searching.
A full-text index is a searchable database of all text in a document or collection of documents. Searches of full-text indexes are very quick; by contrast, the Find command works with a single document and reads every word on every page, a much slower process.
Searching a full-text index
Expanding a search
Limiting a search
Changing search preferences
Searching a full-text index
Performing a search is a four-step process:
1Select the indexes you want to search.
2Define a search query, and list documents that match the query. (A search query is text and other items that
define the information you want.)
3Choose documents to view from the list.
4View occurrences of the text in the documents. Instructions for performing these steps follow.
To perform a full-text search:
1 Choose Tools > Search > Indexes to list the docu- ment-collection indexes currently selected, add or deselect indexes as necessary, and click OK. For details, see
Selecting indexes to search. 
2 Choose Tools > Search > Query or click the Search Query button von the toolbar to open the Search window. Type the text you want to find in the Find Results Containing Text box, and click Search.
The text can be a single word, a number, a term, or a phrase. (For details, see Searching for a term or phrase.) When you click Search, the Search window is hidden and documents that match your search query are listed in rank order in the Search Results window.
3 Double-click a document that seems likely to contain the relevant information, probably the first document in the list. (For details, see Interpreting relevance ranking.) The document opens on the first match for the text you typed. 
4 Use the Search Next button yand Search Previous button xto go to other matches in the document. Or choose another document to view. See Viewing documents returned from a search for details.
Alternatively, redefine the query by typing new text or by using other techniques to expand the search to more documents or to limit the search to fewer documents. If you want to do this without having to redisplay the Search windows, change the default preference that hides it “on view.” 
Expanding a search
If a search returns too few documents or no documents at all, make sure you are searching the appropriate indexes. Also, make sure that settings left over from a previous search aren’t limiting the current one.
Then try any of these query techniques:
•Wild-card characters in the search text increase the number of matches for the text.
•A Boolean OR operator between two words returns documents containing either word.
•The Word Stemming option finds words that share a stem with a search word.
•The Sounds Like option finds different spellings of proper names.
•The Thesaurus option finds words that have meanings similar to the meaning of a search word.
For details, see Defining search queries.
Limiting a search
If a search returns too many documents or provides too many matches in individual documents, try any of these query techniques:
•Refining a search confines it to documents returned by a previous search, which may be a small set of the documents actually indexed.
•A Boolean NOT operator before a word excludes documents containing the word.
•A Boolean AND operator between two words returns only documents containing both words.
•The Proximity option limits AND searches so that words must be close to each other—within three pages or fewer.
•The Match Case option finds text only when it has the same capitalization as the text you type. 
•Using Document Info field values returns only documents with those values.
•Using a date range returns only documents created or modified within that range.
For details, see Defining search queries. 
Changing search preferences
You may need to change the default settings in the
Search Preferences dialog box illustrated on the following page.
To change search preferences:
1Choose File > Preferences > Search.
2Change preferences in the dialog box as necessary.
3Click OK.
Search Preferences dialog box
Click any preference for information on that preference. The illustration shows the default settings.
The Automount servers preference is available only on a Macintosh.
Selecting indexes to search
Choosing Tools > Search > Indexes lists the available indexes. On a Macintosh, the list may also include indexes on currently unavailable file server volumes or CD-ROMs.
To be searchable, an index must be in the search list and it must be selected. When you add an index to the list, it is automatically selected. You can deselect or reselect it for specific searches or remove it from the list altogether. You can view a description of any index in the list.
Opening a PDF document associated with an index automatically makes the index searchable. See the
Acrobat Exchange Guide for details. 
To add an index to the search list:
1Choose Tools > Search > Indexes. (If the Search window is open, click the Indexes button in it instead.)
2Click Add.
3Locate and select the index you want to use. Acrobat index-definition filenames usually end with .pdx.
4Double-click the name of the index you want to use. The new index is added to the search list.
To select or deselect an index:
In the Index Selection dialog box, click the box of any index whose status you want to change and click OK.
Note: Dimmed indexes are currently unavailable for searching, usually because the network connection has been lost. See Troubleshooting for more information. 
To remove an index from the search list:
1In the Index Selection dialog box, highlight the name of the index you want to remove.
2Click Remove.
3Click OK.
To view a description of an index:
1In the Index Selection dialog box, highlight the name of the index you want information about.
2Click Info to view the information.
3Click OK. 
Defining search queries
You can search for a word, a number, a term, or a phrase made up of several terms. You can also use the other techniques listed below to define a search query.
Searching for a term or phrase
Searching with wild-card characters
Refining a search
Searching with Document Info fields
Searching with document creation and modification dates
Using search options (Word Stemming, Sounds Like, Thesaurus, Match Case, Proximity)
Searching with Boolean expressions (AND, OR, and NOT)
Searching for a term or phrase
To find matches for a single term, type the term in the text box labeled Find Results Containing Text and click Search. The term can be a word, a word with wild-card characters, or any combination of letters, numbers, and symbols.
To find matches for a phrase, type the phrase and click Search.
• If the phrase includes the word and, or, or not used in its ordinary sense (not as a Boolean operator), put the phrase in quotes. The search phrase
“once or twice”
finds all occurrences of the phrase once or twice, not all occurrences of once and all occurrences of twice as it would without the quotes. 
• If the phrase includes punctuation (other than the apostrophe) or special characters such as @ and *, they are ignored. For example, either of the terms
son-in-law, son in law
finds all occurrences of both son-in-law and son in law.
• When a word such as an or the is excluded from an index, you cannot search for the word or for a phrase that includes it. The author of the index can give you a list of such stopwords and tell you whether numbers have been excluded.
For more information about phrases in quotes, ignored characters, stopwords, and excluded numbers, see Working around stopwords and other exclusions. 
Working around stopwords and other exclusions
If you are unsuccessful searching for a phrase that includes a common word such as to or that, it may be a stopword.
If the unsuccessful search phrase includes a number, numbers may also have been excluded from the index.
If you are unsuccessful searching for an alphanumeric term that includes a separator character such as a symbol or mark of punctuation, it is probably because numbers also have been excluded. Acrobat Catalog regularly excludes separator characters from indexes, and in the process sometimes reduces alphanumeric terms such as phone numbers to numbers. 
In these cases, do the following:
•Try constructing a search phrase that doesn’t include a number, alphanumeric term, or possible stopword.
•If you can, get information about exclusions from the publisher of the index. Get a stopword list from the publisher.
For details, see the following:
How Acrobat Catalog treats separator characters
How Acrobat Catalog excludes numbers 
How Acrobat Catalog treats separator characters
Separator characters include all symbols, the space character, and most punctuation characters: periods, commas, colons, semicolons, exclamation points, question marks, parentheses, and quotation marks, but not apostrophes.
When indexing a PDF document, Acrobat Catalog uses separator characters to recognize where one term ends and the next term starts. For example, in the sentence
We have nothing to fear but fear itself.
the Catalog program uses the space characters and the period to identify seven terms: we, have, nothing, to, fear, but, and itself.
The program then discards the separator characters. The space and period don’t appear in the index. 
Unless the discarded separator characters appear in an alphanumeric term, they have no effect
on searches, because these characters are also removed from search terms in Acrobat Search. For details, see How Acrobat Search treats separator characters. 
How Acrobat Search treats separator characters
Separator characters are automatically removed from the search terms you enter as well as from indexes created in Acrobat Catalog, so using these characters in searches usually produces no effect.
For example, the phone number
(415)555-1212
in a PDF document become a three-number phrase in the index:
415 555 1212
But searching for the phone number (415)555-1212 finds the phrase 415 555 1212 unless numbers are excluded from the index, because the parentheses and hyphen are disregarded for purposes of the search.
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