Home » Adobe Acrobat » Checking specific content across multiple guides in a documentation suite

Checking specific content across multiple guides in a documentation suite

If you have multiple documents in a doc suite and wish to check one or more content strings across them, read on to find out how you can do it using Adobe Acrobat.

Possible scenarios when you may need to do this are locating mentions of:

  • Product terminology for editorial or legal review.
  • Companies’ trademarks and third-party terms to check if proper symbols are applied or not. Or to apply them in the first place.
  • Product name/version in all docs, to update branding/versioning.
  • A feature or a keyword to do bug fixes across documents.
  • Keywords and related words for SEO purposes.
Use cases for searching content across docs napkin

Use cases for searching content across docs

Following are the various methods I use to achieve the search, indexing, and exporting search results for further action.

Method1

The simplest possible method is to dump all the files in a parent folder and run full text search from Windows explorer on the parent folder. Things to remember:

  • Entire content of plain text content like TXT, XML, and HTML files can be searched directly.
  • To enable indexing of various other file formats, install the corresponding iFilters. Get the download links from this Wikipedia entry.
  • On Windows 7, full text search is the default behavior. For Windows XP, to install Windows search 4.0, see this article. Some tips for advanced search are here.

Method2

If for some reason you cannot install/use indexing services on the OS, use a specific tool for searching. Like UltraFileSearch or WinGrep.

Method3

You need Adobe Acrobat and PDF documents to achieve this. This is my personal favorite as it gives a better user experience, is quite intuitive for anyone to follow, and fits well in the wider work flow. More details and video demonstration are in this post.

Method4

This is a subset of Method3 above. With free Adobe Reader you can run advanced search a folder full of PDF files. However, as the free Reader does not index PDF files, the search is slower.

See what works for you and let me know. Share you methods below.

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One thought on “Checking specific content across multiple guides in a documentation suite

  1. Pingback: Index multiple PDFs and do full text advanced searches using Acrobat « Technical writers' tool kit

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