Ricoh HELP Online Guide SEARCH
Adobe® Acrobat® Search
• Tools and commands
• Using Acrobat Search
• Selecting indexes to search
• Defining search queries
• Viewing documents returned
from a search
• Troubleshooting
Online Guide
Tools and commands
Tools
Find Next Note
Summarize Notes
Search
View
ing
Viewi
ng
File
Preferences
Search-
Query...
Selecting
Indexes...
To view
Results...
Using the Word
Word Assistant...
Previous Document
Viewing docu-
Previous
View-
Next
Vie
Next Document
Viewing docu-
General...
Notes...
Full Screen...
Chang-
Search...
Weblink...
Searc
hing
To
view
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.
full-text
A
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.
index is a searchable database of all text
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:
1
Select the indexes you want to search.
2
Define a search query, and list documents that match
the query. (A
define the information you want.)
3
Choose documents to view from the list.
4
View 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 document-collection indexes currently selected, add or deselect indexes as necessary, and click OK. For details, see
search query
Selecting indexes to search
is text and other items that
.
2
Choose Tools > Search > Query or click the Search
Query button v on 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
phrase
is hidden and documents that match your search
query are listed in rank order in the Search Results
window.
3
the relevant information, probably the first document
in the list. (For details, see
ranking
the text you typed.
.) When you click Search, the Search window
Double-click a document that seems likely to contain
.) The document opens on the first match for
Searching for a term or
Interpreting relevance
4
Use the Search Next button y and Search Previous
button x to go to other matches in the document.
Or choose another document to view. See
documents returned from a search
Alternatively, redefine the query by typing new text
or by using other techniques to
to more documents or to
documents. If you want to do this without having to
redisplay the Search windows,
preference
that hides it “on view.”
limit the search
expand the search
change the default
Viewing
for details.
to fewer
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
the number of matches for the text.
characters in the search text increase
•
A Boolean
returns documents containing either word.
•
The
share a stem with a search word.
•
The
of proper names.
•
The
meanings similar to the meaning of a search word.
For details, see
OR
operator between two words
Word Stemming option
Sounds Like option
Thesaurus option
finds different spellings
finds words that have
Defining search queries
finds words that
.
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
by a previous search, which may be a small set of the
documents actually indexed.
•
A Boolean
documents containing the word.
a search confines it to documents returned
NOT
operator before a word excludes
•
A Boolean
only documents containing both words.
•
The
words must be close to each other—within three pages
or fewer.
The
•
the same capitalization as the text you type.
AND
operator between two words returns
Proximity option
limits AND searches so that
Match Case option
finds text only when it has
•
Using
ments with those values.
Document Info
field values returns only docu-
•
Using a
or modified within that range.
For details, see
date range
Defining search queries
returns only documents created
.
Changing search preferences
You may need to change the default settings in the
Search Preferences dialog box
following page.
To change search preferences:
1
Choose File > Preferences > Search.
2
Change preferences in the dialog box as necessary.
3
Click OK.
illustrated on the
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.
Searching with Searching with
Using search op-
Viewing documents returned from a search
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:
1
Choose Tools > Search > Indexes. (If the Search
window is open, click the Indexes button in it instead.)
2
Click Add.
3
Locate and select the index you want to use. Acrobat
index-definition filenames usually end with .pdx.
4
Double-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:
1
In the Index Selection dialog box, highlight the name
of the index you want to remove.
2
Click Remove.
3
Click OK.
To view a description of an index:
1
In the Index Selection dialog box, highlight the name
of the index you want information about.
2
Click Info to view the information.
3
Click 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
wild-card
with
letters, numbers, and symbols.
To find matches for a phrase, type the phrase and
click Search.
characters, or any combination of
•
If the phrase includes the word
in its ordinary sense (not as a
the phrase in quotes. The search phrase
and, or
Boolean operator
“once or twice”
finds all occurrences of the phrase
not all occurrences of
twice
as it would without the quotes.
once
and all occurrences of
once or twice
, or
not
used
)
, put
,
•
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
•
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
exclusions
Working around stopwords and other
.
the
is excluded from an
Working around stopwords and other exclusions
If you are unsuccessful searching for a phrase that
includes a common word such as
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.
to or that, it may
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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