I face scenarios when I have to search for content across multiple documents. I talked about them in detail here. In this post, I share my favorite method to achieve this. As I said before, it gives a better user experience, is quite intuitive for anyone to follow, and fits well in the wider work flow.
- Place all PDF documents in a single folder. If you have non-PDF docs, create PDF output of those.
- Index the PDF files using Acrobat.
- You can search in the index using Boolean queries of ALL your search strings.
- Optionally (and this is best part!), you can export and save the search results as CSV or PDF. This enables further actions on search results.
- I typically save the results as PDFs when I want to send them for a shared review with ability to comment on individual result.
- I typically save the results as CSV when I want to create an Excel file with more columns for tracking or effort estimates for each result.
The following video is a quick demonstration of the above steps.
Tip: If you do not see ‘Document Processing’ option in the Tools pane, follow the three steps indicated in the following screenshot.
Note: Indexing multiple files is possible in Acrobat Professional only and not in Acrobat Standard. If you don’t find these options on the UI, re-check your Acrobat product.