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Operating System:
- Windows: XP / Vista / 7 / 8 / 10 / 11
- Mac: OS X 10.5 and later (including Tahoe, Sequoia, Sonoma, and newer)
- Linux: Debian, Ubuntu, or any other Linux distribution
- Pentium IV processor or equivalent
- 1.0 GB of RAM
- 500 MB of free disk space
- 1024Ã768 screen resolution
Good to know: PDF Index Generator comes with Java 15 built in, so you don’t need to have Java installed on your computer. If you’d prefer to install Java yourself, you can download it here.
- Download the program from here.
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Windows:
- Double-click the downloaded installer and follow the on-screen steps to install it wherever you like.
- Then double-click PDF Index Generator.exe to launch the program.
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Mac:
- Double-click the downloaded .dmg file to mount it.
- Double-click PDF Index Generator.app to run it.
- For easy access later, drag the app to your Applications folder.
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Linux:
- Extract the downloaded *.tar.gz file.
- Double-click the PDF Index Generator executable to run it.
- On first launch, a shortcut is automatically added to your Linux Apps folder.
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Windows:
- Option 1: Open the installation folder, go into the Uninstaller folder, and double-click Uninstaller.jar. Follow the prompts.
- Option 2: Open Add/Remove Programs, find PDF Index Generator in the list, and click Uninstall.
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Mac:
- Simply delete PDF Index Generator.app or the .dmg file from your Mac.
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Linux:
- Delete the folder that was extracted from the downloaded *.tar.gz file.
No. Since version 2.9, Java is bundled directly inside PDF Index Generator for Windows, Mac, and Linux. You don’t need to install anything extra.
If you’re running a version older than 2.9, you’ll need to install Java manually. You can download it here.
This usually happens when the activation data is typed manually instead of being copied and pasted. Please copy the activation code directly from your email (including the dashes) and paste it into the program. Manual typing can easily introduce small errors that cause this message.
If you’ve tried that and it still doesn’t work, please contact us and we’ll sort it out for you.
Yes, PDF Index Generator works on all Mac OS X versions. The program includes built-in Java, so compatibility is never an issue regardless of which macOS version you’re running.
Here’s what the warning looks like on Mac OS X Ventura:
App Store warning dialog
Don’t worry. This is just Apple’s standard security check for apps distributed outside the App Store. PDF Index Generator is 100% safe and malware-free, as confirmed here. Apple explains why this warning appears here.
To open the program:
- Open System Settings (or System Preferences on older Macs) and go to Security & Privacy.
- Click Open Anyway.
- Enter your administrator password if prompted.
- Confirm by clicking Open.
- The program will run normally from now on.
For more help with this, you can read Apple’s support article or watch this short video tutorial.
You might ask: Why aren’t you on the Mac App Store?
Apple’s fee structure makes it financially impractical for small and independent developers like us.
Here’s what the warning looks like on Mac OS X Ventura:
Developer verification warning
This is Apple’s standard security check for apps from unregistered developers. The program is completely safe. You can verify that here. Apple has a full explanation of this warning here.
To open the program:
- Open System Settings (or System Preferences) and go to Security & Privacy.
- Click Open Anyway.
- Enter your administrator password if prompted.
- The program will open and work normally from that point on.
For more details, see Apple’s support article or watch this video tutorial.
You might ask: Why aren’t you on the Mac App Store?
Apple’s fee structure makes it financially impractical for small and independent developers like us.
What the warning looks like:
“App damaged” warning
Try one of these 2 quick fixes:
- Right-click the app â Open â click Open again â Done!
- First: Drag & drop “PDF Index Generator.app” into your Applications folder
- Then: Open Terminal â paste:
sudo xattr -rd com.apple.quarantine /Applications/PDF\ Index\ Generator.app - Enter your password â Launch the app normally
đĨ Video tutorial: Watch on YouTube
Why aren’t we on the Mac App Store? Apple’s fees make it financially impractical for small developers.
Try one of these 2 quick fixes:
- Right-click your desktop â Display settings
- Increase the screen resolution (try 1366Ã768 or higher)
- Restart the program. The window should fit now.
- In the program, go to Tools â Themes â select Flat
- Restart PDF Index Generator
- The Flat theme uses a more compact layout. The Next button will now fit on your screen.
This error usually shows up on 32-bit Windows systems. The fix is simple:
- Uninstall the current version of PDF Index Generator.
- Download and install the 32-bit edition of our program, available here.
This is a standard Microsoft Defender SmartScreen warning for software from an unknown publisher. Since we haven’t purchased a Windows code-signing certificate (because our program runs on multiple operating systems), Microsoft flags the installer as unrecognized.
The program is 100% safe and contains no malware. You can safely bypass the warning by clicking “More info” and then “Run anyway”.
We have scanned PDF Index Generator using 72 antivirus programs. It is completely clean. You can view the report below:
VirusTotal clean report
You can also add the PDF Index Generator installer to your antivirus safe list for smooth installation.
- Right-click the “PDF Index Generator” desktop shortcut and select Properties.
- Go to the Shortcut tab, then change Run from “Normal” to “Maximized”.
- Click Apply and then OK.
- Right-click the shortcut again and select “Run as administrator”.
- The program should now run without issues.
You may be missing Java. On some Linux distributions, you need to install Java first.
- Open Terminal (Super key then type “terminal”).
- Update the package index:
sudo apt update - Install default Java OpenJDK:
sudo apt install default-jdk - Verify installation:
java -version - Now try running PDF Index Generator again by double-clicking the executable file.
If you’re using PDF Index Generator version 2.1 or earlier with Java 8, you’ll likely see an error. This is because Java 8 was released after version 2.1, and older versions of the program weren’t built to support it. This was fixed in version 2.2.
How to resolve it:
- Upgrade to the latest version of PDF Index Generator (recommended).
- Or, if you prefer to keep the older version of the program, downgrade to Java 7 or Java 6.
The easiest way to speed things up is to give the program more memory. Here’s how:
- In the program, go to Tools â Settings â General.
- Find the Memory field (it defaults to 1200 MB).
- Increase it to 1500 or 1800 MB. But keep it under 60% of your total system RAM.
- Save the settings, close the program, and reopen it for the change to take effect.
Yes, absolutely! Here’s how to write your index to a DOCX or DOC file:
- In Step 4 of the program, enable the second option: “Write the index to a new file”
- Click the Browse button to specify where you want to save the index file
- In the file save dialog, change the file type from PDF to “Word Document (*.doc)” or “Word Document (*.docx)”
- Choose a file name and location, then click Save
- Click Start Writing to generate your index
By default, the program uses an offline internal engine to write DOCX files. However, you can enable an online processing mode in the program settings that:
- Requires an internet connection
- Provides enhanced compatibility and stability, especially on macOS systems
- Resolves common compatibility issues that can occur on Mac
To enable Online Mode, go to Tools â Settings â Writing index â Index content and check “Create DOCX Index Using Online Mode”. Learn more about Online Mode
If you see this error, the “Times” font is not installed on your computer, while writing the index to docx file. Here’s how to fix it:
- Download the Times font:
- Install it on your system:
- Windows: Right-click the TTF file â Install
- Mac: Double-click the TTF file â Font Book will guide you
- Linux: Copy the TTF file to /usr/share/fonts/truetype/, then run
fc-cache -f -v
- Restart PDF Index Generator and try again
PDF Index Generator can read and index books written in a wide range of languages. Here’s a full breakdown:
- Western European languages: Catalan, Danish, Dutch, English, French, German, Italian, Norwegian, Portuguese, Spanish, Swedish
- Central & Eastern European languages: Czech, Hungarian, Polish, Turkish
- Right-to-left languages: Arabic, Hebrew, Persian
- East Asian languages: Chinese, Japanese, Korean
- South Asian languages: Hindi, Bengali, Tamil, and other Indian languages
If your book’s language isn’t listed here, feel free to contact us. Chances are it’s supported too.
- Automatic Mode: AI analyzes your entire book and suggests all relevant terms with zero configuration.
- Subjects Mode: Focuses on specific topics like “Medical terms” or “Person names” for specialized books.
- Categories Mode: AI finds your pre-defined terms plus their variants throughout the book.
Here’s how to index phrases:
- Go to Tools â Settings â Include/Exclude Words â Include words
- Click Add Category, give it a name, type each phrase on its own line â Save â OK
- In Step 2, select Index specific words in the book â click Include words link
- Enable your category. To index only these phrases, check Index those words only
- Click OK and generate your index. Your phrases will appear in Step 3.
Try one of these 2 methods:
- Go to Tools â Settings â Include/Exclude Words â Include words â Add Category â add your names
- In Step 2, select Index specific words in the book â enable your category
- Generate the index â go to Step 3 â filter by your category
- Select all (Ctrl+A) â Format words â Reverse Person Name
- Go to Tools â Settings â Include/Exclude Words â Include words â Add Query
- Choose the Names 2 template â Save
- In Step 2, enable the query and generate the index
- Names will automatically appear reversed in Step 3
âĸ How to index all names inside my book
âĸ How to index names in book using regular expressions (Include Queries)
Try one of these 2 methods:
- Go to Tools â Settings â Include/Exclude Words â Include words
- Click Add Category, give it a name, type each term (like “Sainsbury’s”) on its own line â Save â OK
- In Step 2, select Index specific words in the book â enable your category
- Go to Tools â Settings â Include/Exclude Words â Include words â Add Query
- Use the Query Generator to create a rule that matches words containing apostrophes
- In Step 2, enable the query and generate your index
âĸ How to index a book using list of terms (Include Words)
âĸ How to index a book using regular expressions (Include Queries)
Digits are skipped by default. Here are two ways to include them:
- Go to Tools â Settings â Include/Exclude Words â Include words
- Click Add Category, give it a name (e.g., “Alphanumeric Terms”)
- Type each term containing digits (like “TT72”) on its own line â Save â OK
- In Step 2, select Index specific words in the book â click the Include words link
- Enable your newly created category â click OK
- Generate your index. Your terms will appear in Step 3 results.
- Go to Tools â Settings â Include/Exclude Words â Include words â Add Query
- Select the Alphanumeric words template â click Save
- In Step 2, select Index specific words in the book â click the Include words link
- Enable the query you just created â click OK
- Generate your index. All terms mixing letters and digits will appear in Step 3.
âĸ How to index a book using a list of terms (Include Words)
âĸ How to index a book using regular expressions (Include Queries)
- Prepare an XML or TXT file with your word list (see required format here)
- Open PDF Index Generator â Tools â Settings â Include/Exclude Words â Include words
- Click Import Categories and select your file
- Click Save â OK
- In Step 2, select Index specific words in the book â enable your imported category
- Generate your index. Your terms will appear in Step 3.
âĸ How to import a list of terms from a text file
- Go to Tools â Settings â Include/Exclude Words â Exclude words
- Click Add Category, give it a name, enter words/phrases to exclude (one per line) â Save â OK
- In Step 2, select Index specific words in the book â click the Exclude words link
- Enable your exclusion category â click OK â generate the index
- Generate your index and go to Step 3
- Double-click a word (for example, “Transportation”) to open the Edit word dialog
- Set Word type to Header word, then click the Sub-Headers button
- Select the words you want as sub-entries under this header â click Apply
- Repeat the above steps for any other headers you’d like to create subheaders for
- Open the program and go to Tools â Settings â Writing index â Index content
- Enable the option Write the page numbers of Header words
- Save your settings and write the index in Step 4
Example: A single PDF page showing two book pages side by side
- Open your PDF in a PDF editor (Adobe Acrobat Pro, PDF-XChange Editor, or similar)
- Look for a feature called “Split pages”, “Crop pages”, or “Extract pages”
- Split each 2-sided page into two separate 1-sided pages
- Save the new PDF and index it normally with PDF Index Generator
- Visit online2pdf.com/double-sided-pdf-to-single-sided-pdf
- Upload your 2-sided PDF file
- The tool will automatically split each page into two separate pages
- Download the converted PDF and index it normally with PDF Index Generator
If you’re unable to split the pages yourself, contact us and we’ll process your book for you.
- Check your PDF’s page numbering: Sometimes PDFs have incorrect internal page numbers. For example:
- Two different pages might show the same page number (e.g., page “15” appears twice)
- A blank page might not be counted at all (the PDF jumps from page 10 to page 12)
- Cover pages or preface pages might use Roman numerals (i, ii, iii) while the main book uses Arabic numbers (1, 2, 3)
- Some scanned books have missing or duplicate page numbers due to scanning errors
- Did you use the Advanced page numbers link in Step 1? Make sure the custom page numbers match exactly how they appear in your book. (Watch the video tutorial)
- If the numbers are still off after generating, use the Increment/Decrement page numbers button in the Step 3 toolbar to adjust them manually. Learn more about this feature
- Go to Tools â Settings â Generating Index and turn on Ignore case sensitivity before generating.
- Or, if you’ve already generated the index, go to Step 3, click Merge duplicates, and then Merge Now to combine entries that differ only in capitalization.
- Go to Tools â Settings â Generating Index and set Ignore words containing less than to 4 letters. This filters out short, common words like “the” or “run”.
- In Step 2, select Index specific words in the book and exclude word categories like Adjectives, Adverbs, Conjunctions, Prepositions, Pronouns, and Verbs. Also enable Exclude word plurals.
- In Step 3, use Merge duplicates and Merge plurals to combine similar entries.
- Right-click any word you don’t want in the index and choose Ignore words to permanently exclude it.
- In Microsoft Word, go to File â Save As and save your document as a PDF.
- Then use PDF Index Generator to index that PDF as normal.
The biggest advantage is batch processing. You can index dozens or even hundreds of books at once. Simply point the program to a folder containing multiple PDFs, and it will automatically index every book in that folder, appending the generated index to each PDF file. This is perfect for publishers, libraries, or anyone who needs to index large collections of documents.
- Download the Mac edition, run it, and drag the app to your Applications folder.
- Open Terminal (Applications â Utilities â Terminal).
- Run these commands (adjust the path if you installed it elsewhere):
cd "/Applications/PDF Index Generator.app/Contents/Plugins/jre/bin"java -jar "../../../Java/PDF Index Generator.jar" cmd input_pdf_path=...
- See the help page for all available parameters.
- Index your first book. In Step 3, click Export words and save the file in *.pdfig format.
- Start a new project for the second book. Once you reach Step 3, click Import words and select the file you exported.
- The entries from the first book will be merged into the second.
- If there are any duplicate entries, use Merge duplicates to combine them.
- Each person indexes their portion of the book or their assigned letter range.
- When done, each person clicks Export words in Step 3 and saves a *.pdfig file.
- One person then creates a new project, reaches Step 3, and imports the other files one by one.
- You can control how duplicates are handled under Tools â Settings â Editing Index â When importing a word that already exists…
Yes, absolutely! Here’s how to create one master index for multiple PDF volumes without merging them:
- Index each volume with custom page numbers:
- Open Volume 1 PDF in PDF Index Generator
- In Step 1, click Advanced page numbers and set page numbers like:
Vol1_P1,Vol1_P2,Vol1_P3… up to the last page - Generate the index and in Step 3, click Save project as â name it
Volume1.pdfig - Repeat for all 20 volumes (Vol2_P1, Vol3_P1, etc.) saving each as
Volume2.pdfig,Volume3.pdfig, etc.
- Create a dummy/fake PDF:
- Create a blank PDF with the total number of pages (e.g., 5000 pages for 20 volumes à 250 pages each)
- Add a single word on each page so PDF Index Generator recognizes it as a valid book
- Or contact us for a sample dummy PDF
- Set up the master index:
- Create a new project with the dummy PDF
- In Step 1, click Advanced page numbers and list all custom page numbers in sequence:
Vol1_P1,Vol1_P2…Vol1_P250,
Vol2_P1,Vol2_P2…Vol2_P250,
… up toVol20_P250 - Generate the index (you’ll see very few results since the dummy PDF is mostly empty)
- Combine all indexes:
- In Step 3, click Import words on the toolbar
- Import
Volume1.pdfig, thenVolume2.pdfig, and so on for all 20 volumes - All terms will appear with their volume-specific page numbers like: Franklin, Benjamin, Vol3_P90, Vol5_P6, Vol8_P18, Vol12_P42
- Write the final combined index in Step 4
- Merge all 20 PDFs into one large PDF using any PDF merger tool (Adobe Acrobat, online tools, etc.)
- In Step 1, load the merged PDF
- Click Advanced page numbers and define custom page labels. For example,
Vol1_Page1,Vol1_Page2,Vol2_Page1, and so on. - Index as normal. In Step 3 you’ll see entries like Franklin, Benjamin. Vol1_Page120, Vol4_Page23.
- Write the final index in Step 4
Chapter1_Page1, Section2_Page15, or any format that helps you identify where each term appears.
- The layout is fixed. Readers cannot change font size or text flow.
- Page numbers remain exactly as you designed them.
- Hyperlinked page numbers in your index will work correctly.
The program cannot directly build indexes for EPUB or other reflowable eBook formats because it relies on fixed page numbers. Page numbers in EPUB books are reflowable. They are not reliable for these reasons:
- Readers can change the font size, which changes page breaks.
- Readers can change the font type, which affects text length per page.
- The same book looks different on different devices (Kindle, Kobo, Apple Books, phone, tablet).
- Users can adjust margins, line spacing, and screen orientation.
- Use the index terms as a reference list.
- Create hyperlinks in your EPUB that point to the correct locations (using anchor IDs).
- Omit page numbers since they vary by device.
- Adobe Reader: After clicking an index link, a small floating toolbar appears at the bottom of the screen with a “Previous View” â button. Just click it to return to the index. Keyboard shortcut: Alt + â (Windows) or Command + â (Mac).
- Mac Preview: Press Command + [.
- Foxit Reader: Go to the View tab and click the “Previous view” button, or use the â button in the navigation bar.
- Web browsers (Chrome, Edge, Firefox): Simply press the Back button in your browser or use Alt + â (Windows) / Command + â (Mac).
- Open the program’s installation folder.
- Find PDF Index Generator – Admin.exe, right-click it, and choose Properties. Go to the Compatibility tab.
- Check Run this program as an administrator, then click OK.
- Double-click PDF Index Generator – Admin.exe to launch it.
- Try importing the font again. It should work now.


