Tag Archives: Easy PDF Search

Search text in multiple PDF files fast

So you want to search for text in multiple PDF files?  You can do that in Adobe Acrobat, and Google will turn up a few guides on doing that.

That’s all good and fine, but what if you need the search results fast and you need to search hundreds or thousands of PDF files?  Then you should consider Easy PDF Search.

Speed

Easy PDF Search is fast.  Watch this video comparing Easy PDF Search with Adobe Acrobat.  In short, to search for a word the second in 46 files totaling 1 GB in size, Easy PDF Search took 3 seconds while Adobe Acrobat took 3 minutes 13 seconds.

We have a user who regularly searches his collection of over 12000 PDF files using Easy PDF Search, and he gets his search results in less than 20 seconds.

Search multiple words simultaneously

Search for multiple words simultaneously.  Why waste time searching the same files for different words?  Easy PDF Search lets you search for as many words or phrases as you require.

Quickly see where your words were found

Easy PDF Search doesn’t just tell you which files your words were found in, it tells you exactly which page you can find the words in, and the frequency of the words on each page and the entire file.

In the integrated PDF viewer, all your words are highlighted on each page.

View results from past searches

Easy PDF Search maintains a search history of the words you searched for and also of the search results.

This means you can easily view the search results from past searches without having to reperform the search.

By now, you can see that Easy PDF Search is designed to save you time and help you search for text in multiple PDF files fast and easily.

In addition to the above, there is a lot more you can do with Easy PDF Search like:

  • merge all the pages from the search results into a single PDF file
  • copy all the files in the search results
  • extract text from the pages where the words were found in
  • perform proximity searches e.g. NEAR (authorities “homeland security”, 20)
  • perform exclusion searches e.g. monitoring NOT daily
  • search PDF annotations and file attributes

Download a 14-day trial of Easy PDF Search and start using your PDF collection to their full potential, or visit our web site for more details.

Full text index for your PDF files

Are you considering creating a full text index on your PDF files, so that you can frequently search for words and phrases fast?  That’s what Easy PDF Search was created for.

Say you have a collection of PDF files for various topics.  You can organize your files into libraries so that when you run your search, you can choose to search only in specific libraries.  You don’t have to always search your entire PDF collection.

In Easy PDF Search, you can search for multiple words simultaneously.  Here, we are searching for all files containing the words monitoring, splices or pressure.

Our search results are then returned, grouped by each search word.

And on each page, our search words are highlighted in a different color.

Now what can you do with those search results?  In Easy PDF Search, lots.

For starters, you can export the search results listing or just the file names, for future or offline reference.

Next, you can work with the PDF pages from the search results.

You could extract each of the pages containing your search words and compile them into a single PDF file.  You could also extract the text found on those pages, or extract the pages into individual PDF files, and much more.

Easy PDF Search also keeps a search history, so you can just refer to it whenever the need arises without having to reperform the search.

Give Easy PDF Search a try.  We offer a 14-day fully functional trial so you can experience for yourself how easy it is to create a full text index for your PDF files and search those files fast.

Introducing Easy PDF Search 3

Easy PDF Search (EPS) 3 focuses on 3 areas – support more search options, more user actions on the search results, and general performance improvements.

More search options

In version 2, we added the option to search only the existing index.  This allows you to make very fast searches without having to check for new or modified files to index, or when the indexed files are not accessible.  In version 3, we added an additional option to search the existing index only for files in the selected libraries.

We also added the option to return only the file names from the search.

A good portion of the search duration is actually spent identifying which words to highlight in the search results.

When you only need the list of files where the search words were found, then selecting the  Return file names only option would speed up your searches even more.

User actions on search results

In previous versions, while you could work with the search results like combining all the pages into a single file, extracting the search pages into individual files etc, you could not work with the results listing itself.

In version 3, you now have a context menu that allows you to perform various actions on the search results listing, like copying the list of files to the clipboard, opening the containing folder etc.

General performance improvements

We have improved the performance where possible, especially when dealing with large collection of files.  The search history listing now loads faster too.

Miscellaneous UI improvements

We have also made various minor UI tweaks to improve usability.  An obvious addition is the availability of in-built icons you can easily add to your library definition.

This helps you to quickly make your libraries more distinctive.  Of course you can still always use your own icons.

If you would like to give Easy PDF Search a try, you can download a free 14-day fully functional trial here.

Easy PDF Search – the search options explained

When searching for words and phrases in Easy PDF Search (EPS), you have 4 options:

For the first option, the process flow is as follows:

  • EPS looks for all the folders set up in the selected libraries
  • in each folder, EPS compiles a list of all the files matching the search pattern
  • for each new file, EPS will index that file
  • for each modified file, EPS will rebuild the index
  • EPS then searches for the entered words/phrases in the list of files it compiled in step 2 above

For the second option, the process flow is as follows:

  • EPS looks for all the folders set up in the selected libraries
  • in each folder, EPS compiles a list of all the files matching the search pattern
  • for each file, EPS deletes any existing index, and builds the index again
  • EPS then searches for the entered words/phrases in the list of files it compiled in step 2 above

For the third option, the process flow is as follows:

  • EPS looks for all the folders set up in the selected libraries
  • in each folder, EPS compiles a list of all the files matching the search pattern
  • EPS then searches for the entered words/phrases only in the files where an index has already been created

For the fourth option, the process flow is as follows:

  • EPS searches for the entered words/phrases in its existing index.

The point to note is that in the first 3 options, Easy PDF Search only returns results from files that exist.  If a PDF file has already been indexed previously but no longer exists, EPS will not search the index of that file.

Searching an existing index in Easy PDF Search

Easy PDF Search indexes your PDF files and allows you to search your files for keywords.  When you perform a search in Easy PDF Search, it first scans your library paths for PDF files.  New and modified files will be indexed, then only existing files are searched.

In some situations, you may not have the source PDF files with you, but only the Easy PDF Search index database.  Or you may not want Easy PDF Search to spend time scanning for existing files, but just want to search for keywords in the already indexed files.

In Easy PDF Search 2.1, we added the option to skip the file scanning process and directly search the existing index.  This is available under the Options menu.

Selecting the Search index only option will search the existing index and return the results, regardless of whether the file exists.

To recap the 4 options:

  • Index new files only
    This option scans the search folders defined in each library, and indexes only the new and modified files it finds, then searches for keywords in those indexed files that exist.
  • index all files
    This option scans the search folders defined in each library and indexes all the files it finds, deleting any existing index for each file.  It then searches for keywords in those indexed files that exist.
  • search only indexed files
    This option scans the search folders defined in each library for files, and searches for keywords in those indexed files.  It ignores any new or modified files.
  • search index only
    This option performs searches on the existing index, and does not scan to check if the indexed files exist.

 

Easy PDF Search – updating the PDF file locations

You may sometimes move your PDF files to another folder, and you don’t want to have to re-index all the files again in Easy PDF Search.

For e.g. you may have one or more libraries that indexes the files in g:\pdflib\.  Let’s say you’ve now moved all the PDF files to a larger drive, say h:\pdfs\.  If you don’t want to have to reindex all the files again, do this.

Select the Tools > Manage library paths item from the main menu.

Easy PDF Search then displays the list of libraries and the paths associated with each library.

As our PDF files have moved from g:\pdflib\ to h:\pdfs\, we need to make the change to our libraries’ paths.

Once you save the new values, DICOM Search will update all the details of the indexed files accordingly, so files previously indexed in g:\pdflib\ will have their source locations updated to h:\pdfs\, if they now exist in h:\pdfs\.  The search path for the libraries will also be updated.

In this way, you do not need to reindex all the files that you have moved.

Moving your Easy PDF Search database

Sometimes you may want to move your Easy PDF Search database to a faster or bigger drive, or to another computer, without having to rebuild the index again.

Moving the database file

Select the File > Settings item from the main menu.

The path value indicates the location where the database file is stored.

In that folder, you should see 3 files.  EPSDataFile.db3  is the main database file.  The other 2 files are support files, and only exist when Easy PDF Search is active.

Enter the new folder where you want to store the database file in.

Once you save the new settings, Easy PDF Search will then copy the database file from the old folder to the new folder.

Search PDF using Easy PDF Search

Easy PDF Search lets you search PDF files you own fast.  Unlike other PDF tools, Easy PDF Search will create an index of your PDF file contents.  When you search the file for the first time, Easy PDF Search will index the files automatically.  Subsequent searches will use the index, which can be up to 100x faster than normal searches.

This guide gets you started on configuring Easy PDF Search to search PDF files, but broadly the steps are as follows:

Create a library

A library is a collection of PDF files.  You must create at least one library, and you can create as many libraries as you want.

A library tells Easy PDF Search where your PDF files are located.

When you search PDF files for words, you can choose to search all or some of your libraries.  This gives you great flexibility in limiting your search to specific sets of files.

The first time that Easy PDF Search searches your PDF files, it creates an index of the files’ contents.  On subsequent searches, it uses the indexes directly, which can speed up the search up to 100x faster.

If your PDF files get updated, Easy PDF Search will automatically recreate the indexes for that file.

Enter your search words/phrases

Enter one or more search words/phrases to search for.  This guide provides more details on how you can perform both simple and advanced searches.  Basically, advanced searches allow you to use operators to refine the search.

For e.g. entering the words

data consistency and data concurrency 

will return all files containing the words data, consistency, and, and concurrency.  Entering it in double quotes

“data consistency and data concurrency”

will return all files containing the phrase data consistency and data concurrency.  Entering it this way

“data consistency” OR “data concurrency”

will return all files containing the phrase data consistency or data concurrency.  Entering

“data consistency” AND “data concurrency”

will return only files containing the phrases data consistency and data concurrency. Entering

“data consistency” NOT “data concurrency”

will return only files containing the phrase data consistency and does not contain the phrase data concurrency.  Finally, entering

NEAR(“data consistency”, “concurrency”, 20)

will return files containing the phrase data consistency and where the word concurrency appears 20 words before or after that phrase.

Review the search results

The search results are summarized, and the pages where the search words/phrases are listed.

Expanding the file summary will list out all the pages where the words/phrases were located together with the number of occurrences.

Clicking on a listed page will display the page from your PDF file and the search words/phrases are highlighted.

Beyond just viewing your search results, you can perform additional tasks like combining all the pages from the search results into a single PDF file.  Using the search results, you can also  extract the pages into separate PDF files, extract text and images from those pages, and export those PDF pages as images.

Download a free 14-day trial now and experience how Easy PDF Search makes searching your PDF files so much easier and faster.

See also:

Speeding up searches in Easy PDF Search

When you enter words to search for in Easy PDF Search, you need to be mindful of whether you want to search by each individual word, or the phrase.

For e.g. if you enter the following:

Easy PDF Search will search your library of PDF files for pages that contain the word data, or consistency, or and, or concurrency.  This will slow down the search process significantly because of the inclusion of the word and, which is a common word.  The search will complete faster if you omit the word and.

If however you wanted to search for pages that contain the phrase data consistency and data concurrency, you need to enclose the entire phrase in double quotes i.e.

Now only your PDF files that contain the phrase data consistency and data concurrency are returned by the search.  The search will also complete faster because you are no longer searching for individual words.

You may also have wanted to search your PDF files for pages that contain the word data consistency or data concurrency.  You can do this in one of two ways.  Either enter each phrase on a separate line e.g.

or use the OR operator this way:

Both methods of entering the search phrases will return the same results.  The only difference lies in how the results are displayed.  In the first method, each phrase is displayed under separate headings.

while using the OR operator displays the results under a single heading.

So in summary, a phrase search is faster than a multiple word search, and if you must perform a multiple word search, omitting common words will speed up the search.

 

Using Easy PDF Search

Easy PDF Search helps you search for words or phrases in your PDF files.  You can also search for values in the file annotations and attributes.

To start off, enter the words or phrases you want to search in the search window.  There are a few ways you can refine your search terms, like conditional searching using AND and OR operators, using NOT to exclude words, using NEAR to perform proximity searches, all described here.

For now, let’s just keep things simple, and search for the word performance or monitoring.

Next, we need to tell Easy PDF Search which files to search in.  To do that, we need to define one or more libraries.  Each library can contain one or more paths and search patterns.

You can define generic paths like this:

or more specific search patterns like this:

Once you have defined your libraries, select the libraries you want to include in your search.

In this way, you can easily choose which paths you want to search in if you group files of similar topics into the same libraries.

Easy PDF Search will then index your files where necessary, and display the search results in the main window. Click on any of the items to open the relevant file or page.

Easy PDF Search will highlight all the search terms found on that page.

With the search results, you can now perform various tasks like compiling all the results into a single PDF file, extracting text and images from the pages, converting the pages to images etc.

You can also review your search history and recall the results of those searches.

You can also use the search parameters from your search history to perform a new search if you have new or modified files in your libraries.

Download a 14-day trial of Easy PDF Search now, and see how it lets you work faster and opens up new possibilities on how you can work with your PDF files.

See also: