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Comprehensive Guide | How to Make PDF Searchable via OCR/Conversion

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Can you make PDF searcheable? Yes, but some PDF files cannot be searchable, especially when they are generated from scanned images or documents. That's inconvenient for your work, right? Luckily, you can search through PDF with Optical Character Recognition (OCR), or converting the PDF to a Word document.

So, how can you utilize the skills to get your PDF file into searchable? Read the guide below to master effective solutions. All your PDF files will be searchable soon.

make pdf searchable

 

Part 1. FAQS About Searchable PDF Files

Q1. A searchable PDF? What does it mean?

A searchable PDF file can be recognized and extacted by OCR, including the texts and images. Then users can fast find the info they need.

Q2. Why can't I search for specific words in my PDF?

Unable to search for specific words in your PDF? There are several possible reasons for it:

  1. The PDF might be a scanned image or lacks text-selectable content (a PDF created from a scanned image or saved as an image might not be text searchable by default).
  2. The file may have security settings that restrict searching.
  3. The file may lack an embedded text layer, making it unsearchable.
  4. The file might have a corrupted font encoding, affecting text recognition.

Q3. How to tell if my PDF is text searchable?

You can follow these steps to check if your PDF is text searchable:

Select Text:

  • Open the PDF file with a PDF viewer such as Adobe Acrobat Reader or a web browser such as Google Chrome. Then use the cursor to attempt to highlight and select text within the document. If you can highlight and select text, the PDF is likely text searchable.

Use the Search Function:

  • Open the PDF file and press"Ctrl" + "F" keys to launch the searching function within the PDF viewer. Enter a specific phrase and check if the viewer can locate and highlight the text. If the searching function works, the PDF is text searchable.

Note:

  1. Ensure that the PDF is not a scanned image but contains selectable text.
  2. Verify that the OCR language setting matches the language used in the document.
  3. Complex or image-heavy PDFs may not convert perfectly.
  4. Ensure that your Word document has selectable text before saving as a PDF.

Q4. How do I make a searchable PDF document?

You need to use a specific technology - PCR, to recognize your PDF, and then the file will turn into searchable. You will get relevant tools and steps to change your PDF document.

Part 2. How to Make PDF Searchable

In this part, 3 offline & online tools are introduced to make PDF searchable. You can freely choose the one that suits you the most.

Tool 1. PDF Editor [Offline]

PDF Editor is a comprehensive tool for PDF files, allowing you to search for info in PDF and edit your PDF with ease. Also, you can extract the content you need from PDF after locating the info, and export and save it as another file. If needed, you can convert your PDF to Word or other file formats to manage the file. As you use this tool, you will find more practical features from it.

Key Features

  • Has an intuitive interface, ensuring a seamless experience for both novice and experienced users.
  • Allows users to convert scanned documents or images into editable and searchable text with OCR.
  • Supports batch processes, allowing users to perform tasks such as OCR, conversion, or watermarking on multiple files simultaneously.
  • Allows users to edit text, images, and links directly within PDF files. Users can also manipulate pages, add annotations, and highlight or underline text.
  • Supports converting PDFs to and from various formats, including Word, Excel, PowerPoint, and more.
  • Supports data extraction from form fields, streamlining the collection and analysis of information.
  • Enables the creation and editing of interactive forms.
  • The eSign function is available.
  • ...

This is how to make a PDF searchable in PDF Editor:

01Download and Launch the Tool

Begin by downloading and running PDF Editor on your PC to open the main window. Import your PDF file by selecting it and clicking "Open" in the main interface.

02Activate OCR

Once the file is successfully uploaded, the program will recognize the need for OCR. If prompted, click the "Perform OCR" link in the blue notification at the top of the page. If not, initiate OCR by clicking the "OCR" option on the toolbar.

If required, download the OCR component by clicking the "Download" button in the "OCR Component Download" window. After successfully adding the OCR component, navigate to the "Convert" tab, select "OCR" from the drop-down list, and click "Perform OCR" to access the OCR window.

download ocr component

03Create a Searchable PDF

In the OCR window, choose "Scan to searchable text in image" and click "OK" to initiate the PDF OCR process. Once complete, your PDF file will be searchable, allowing you to easily search its contents.

configure settings

Tool 2. Adobe Acrobat DC [Offline]

You can also utilize Adobe Acrobat DC, a tool offering various features to users to manage PDF files. This tool make use of OCR to scan all kinds of PDF, and the PDF files will be searchable. If you want to amend the file, Adobe Acrobat DC can help as well.

Key Features

  • Edits text, images, and links within PDF documents, making it easy to modify and update content.
  • Allows you to search for data in PDF directly.
  • Recognizes text in scanned documents or images.
  • Creates PDFs from various file formats and merge multiple documents into a single PDF.
  • Converts PDFs to and from Microsoft Office formats like Word, Excel, PowerPoint and other file types.
  • Creates interactive forms with fillable fields, checkboxes, and dropdown menus.
  • Adds comments, annotations, highlights, and drawings to collaborate and provide feedback on PDFs.
  • ...

This is how to make a PDF searchable in Adobe Acrobat DC:

1. Locate the "Tools" tab in Adobe Acrobat DC. And choose the "Scan & OCR" tool (or "Enhance Scans").

convert scanned pdf to searchable pdf with adobe

2. On the next screen, choose the "Select a file" option to import your file and hit "Start".

import file

3. From the tool bar on the top choose the "Enhance" > "Scanned Document" options.

adobe acrobat scan and ocr function enhance feature

4. Select the page range you want to optimize. You can set the parameters in "Enhance Scanned PDF" settings according to your preferences by hitting the gear icon. Afterward, click "Enhance" to start optimizing your file.

how to make pdf text searchable

5. Wait for the process to complete. The time it takes depends on the file's size.

6. When it gets done, you can view your file and check if it's searchable now.

search in scanned pdf

Tool 3. iLovePDF [Online]

Numerous online tools are available for free so that you can convert PDF to searchable PDF online without downloading any software. iLovePDF is one of them. This tool allows you to upload your PDF online, and then change your PDF directly. After that, your PDF file will be searchable, and it's easy to copy and paste the content you want after locating it.

Use iLovePDF to make a PDF searchable:

1. Visit the official website of iLovePDF at www.ilovepdf.com/ocr-pdf.

make pdf searchable free online

2. Tap "Select PDF file" to upload your PDF file, or you can directly drag and drop the file.

select pdf file

3. Choose the language of your file. Then click "OCR PDF" to start processing the file.

4. Now, download your file and search for specific words within it.

Part 3. How to Make PDF Text Searchable Through Conversion

There are plenty of tools you can utilize to convert PDFs into searchable formats such as Word. We've written some detailed guides on this topic >>

Use the Power of Conversion: How to Convert PDF to Word

PDF to Word OCR Software Review: Unleashing Precision and Efficiency

A Practical Guide on How to Edit a PDF in Word Effectively

Tool 1. Coolmuster PDF to Word Converter [Recommended]

Coolmuster PDF to Word Converter can convert your PDF files to the Microsoft Word format and make them searchable. This conversion is easy and efficient. You can transform your files up to 200. Thus, you can convert your unsearchable PDF at once. What's more, it can complete the conversion offline, which is safer than using those online tools because the security is better.

Key Features

  • Effortlessly converts PDFs to Word documents, and then the files are searchable.
  • Maintains the integrity of layouts, images, and fonts during the conversion process.
  • Enables you to preview PDF pages.
  • Performs batch conversions, allowing simultaneous processing of multiple PDF files.
  • Supports for converting up to 200 PDFs in a single operation.

How to make PDF text searchable via Coolmuster PDF to Word Converter

01Begin by installing the software on your computer. Once installed, launch the program and opt for either "Add File" or "Add Folder" to import your files. Alternatively, you can simply drag & drop your files into the tool.

02Choose a specific mode for PDF file conversion: use the "All" mode to convert all files, the "Current" mode to convert only the files you are previewing, or the "Range" mode to convert a specific range of PDF pages.

convert pdf to doc with pdf to word converter

03Initiate the process by clicking on the "Start" icon.

conversion finished

Tool 2. Microsoft Word [Offline]

If you have only several files to convert, you can directly use the pre-installed Microsoft Office on your Windows computer. This software can convert PDF into Word one by one, which is easy but slightly slowly. The process is straightforward:

1. Open your PDF file in Microsoft Word by navigating to the "File" > "Open" > "Browse" option (or drag and drop).

open pdf in word

2. Then a window will appear, informing you that Word will convert the PDF to a Word document. Click "OK" to confirm.

convert pdf to word using microsoft word

3. Now you can freely search within your document. If you wish to save the converted file, simply click "File" > "Save As.

save your edited pdf file

Tool 3. Google Docs [Online]

If Microsoft Word is not available on your PC, Google Docs is also a good option. The advantage of online tools is that you can use them anytime, anywhere, without relying on a specific device. However, they are not suitable for those very important and private files.

Here are the steps to make PDF text searchable via Google Docs:

1. Sign in to your email using a Chrome browser and click on "Drive" in Google Apps. In the Drive, click on "New folder" > "File upload."

click on new folder

2. Locate the uploaded PDF in your Drive, right-click on it, and open it with Google Docs. You can then freely search within the file.

open pdf in google docs

3. Click on "File" at the top left, choose the "Download" option, and select "Microsoft Word (.docx)" from the listed file formats.

how to make pdf to word

Due to specific reasons, you can't directly upload your PDF files to Google Docs. To learn about this, please read this guide>>

How to Open a PDF in Google Docs [Multiple Useful Methods]

Summing Up

In this article, we have introduced six methods for you to transform your PDF documents into searchable text. They all are effective. Some leverage OCR like Abode Acrobat DC, and some use conversion skill like Coolmuster PDF to Word Converter. You can pick one according to your preferences.

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[Make Your Office Easy] How to Decrypt PDF Fast and Freely in 9 Ways

PDF Puzzle Unraveled: Mastering PDF to Microsoft Word Conversion

    Office Solutions     Comprehensive Guide | How to Make PDF Searchable via OCR/Conversion
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