How to Make PDFs Searchable: 3+ Simple Methods

To make your PDFs searchable, you can rely on tools such as Google Docs, Microsoft Word, online OCR platforms, or Adobe Acrobat Pro. Many PDFs, especially scanned documents, are locked as images. That means the text cannot be searched, copied, or highlighted.

This creates challenges for anyone who needs quick access to information. Searchable PDFs solve this by unlocking text, improving accessibility and productivity.

In this article, we will explore practical methods to turn non-searchable PDFs into searchable ones and how to fix common issues along the way.

What Is a Searchable PDF?

A searchable PDF is a type of document that contains real text characters that software can read. You can press Ctrl+F (Windows) or Command+F (Mac) to find words or phrases within the document.

A searchable PDF can be created directly from Microsoft Word or Google Docs, as the text is already stored in the document. Also, it can be made from scanned documents with Optical Character Recognition (OCR) tools, which analyze images of text and convert them into editable, machine-readable characters. OCR makes the PDF searchable by adding invisible text layers behind the images.

For example, if you scan an invoice without OCR, the document is only an image, so searching the client’s name with Ctrl+F or Command+F will not work. The software cannot recognize the letters because there is no actual text stored in the document. After OCR is applied, the invoice gains text layers, enabling search for the client’s name.

Scanned (Image-Based) PDF vs. Searchable (Text-Based) PDF

The table below shows how image-based PDFs and text-based PDFs differ:

3+ Easy Methods to Make Your PDF Searchable

To make your PDF file searchable, you can use Google Docs, Microsoft Word, online OCR tools, or Adobe Acrobat Pro.

Searchable PDFs can save you hours of frustration, as they let you quickly find important details, improve accessibility for screen readers, and make archiving, indexing, and organizing documents far more efficient.

Let’s discuss each method in more detail:

#1. Using Google Docs

Using Google Docs to make a PDF searchable is a free method that works directly in your browser as long as you have a reliable Internet connection.

Follow these simple steps to make PDF text searchable for free:

• Go to Google Drive and click New > File upload to select your PDF.

• Right-click the uploaded PDF, select Open with > Google Docs.

• Wait a few minutes. Google will automatically attempt OCR conversion if your PDF is image-based and clear enough.
• Go to File > Download > PDF Document (.pdf) to save your searchable PDF.

An added benefit of using Google Docs to make searchable PDFs is that you can seamlessly integrate with Google Workspace. This is ideal if you frequently collaborate on documents or need quick access across multiple devices.

#2. Using Microsoft Word

You can use Microsoft Word to make your PDF searchable if it is already text-based. You just need to follow these steps:

• Open the PDF in Microsoft Word.
• Word will convert it into an editable document.
• Save it back as a PDF by selecting File > Save As > PDF.

The new PDF will be searchable because the text layers are preserved.

However, if the PDF is image-based, you need OCR since Microsoft Word does not perform it.

#3. Using Online OCR Tools

Several online OCR tools can convert your PDFs quickly without requiring software installation. The specific steps will depend on the service you choose, but generally, the process looks like this:

• Visit a reputable online OCR tool.
• Click the upload button and select your PDF.
• Set the output format as a searchable PDF and choose the language if available.
• Click the convert button.
• Download your searchable PDF once processing completes.

Online OCR tools are convenient for quick processing with small documents. However, they may not be the best choice for sensitive PDFs since uploading to third-party servers can pose privacy and security risks. Many free services also have daily usage limits, so you might be forced to upgrade to a paid plan.

#4. Using Adobe Acrobat Pro

Adobe Acrobat Pro represents the premium solution for PDF OCR conversion, offering the most advanced features. However, this also means that it comes with a heftier price tag. Subscribe to the service and follow these steps:

• Launch Adobe Acrobat Pro and open your image-based PDF.
• Go to Tools > Enhance Scans > Recognize Text.
• Click Recognize Text to start the OCR process.
• Use the built-in verification tools to review the results.
• Save your PDF; it should now be fully searchable and editable.

Compared to other methods of handling non-searchable PDFs, Adobe Acrobat Pro has a bit of a steeper learning curve. If you only have to deal with this once in a while, Adobe Acrobat Pro might not be the best option.

Best Practices for Creating Searchable PDFs

Keep these best practices for creating searchable PDFs in mind to ensure accuracy, usability, and long-term accessibility:

• Use high-resolution scans. Blurry or low-quality images often result in missing words or characters, which defeats the purpose of making the PDF searchable. So, make sure you scan at 300 DPI minimum, with 600 DPI preferred for documents containing small fonts or complex layouts. To avoid PDF missing text issues, avoid scanning below 200 DPI.
• Save in PDF/A format for archiving. PDF/A is a standardized format designed for long-term storage. It preserves fonts, layout, and metadata, ensuring your searchable PDFs remain readable and reliable years from now. Most professional ADA-compliant PDF tools offer PDF/A-1a, PDF/A-1b, or PDF/A-2 options; choose based on your archival requirements.
• Double-check OCR text for errors. Even advanced OCR software can make mistakes, especially with unusual fonts, handwriting, or poor scan quality. Therefore, it is important to always review key details such as names, numbers, totals, and technical terminology to confirm accuracy.
• Compress the file if OCR makes it too large. After running OCR, your file may become much larger due to the added text layers. You should use tools to compress your searchable PDF so it remains easy to share and store without losing quality. It is best to aim for 150-200 DPI for images within the PDF.

Common Searchable PDF Issues and How to Fix Them

Here are common searchable PDF issues and how to fix them:

• Low-quality scans. If your scans are blurry, skewed, or below 300 DPI, OCR will struggle to recognize text. You should re-scan your documents with proper lighting. It also helps to use the scanner software's automatic image enhancement features like deskew, despeckle, and contrast adjustment. For existing poor-quality PDFs, try image enhancement tools before running OCR.
• Handwritten text. Most OCR tools are designed for printed fonts, not handwriting. While some advanced software can handle neat handwriting, accuracy is usually low. In this case, it is best to use specialized handwriting recognition software. Alternatively, you can manually transcribe the handwritten sections and add them as annotations.
• Multilingual documents. OCR software often defaults to English-only recognition, causing poor results with foreign languages or mixed-language documents. To address this and ensure PDF accessibility, set your OCR tool to recognize multiple languages simultaneously. For documents with multiple languages, use OCR tools that support Unicode and can handle complex character sets effectively.

Make Your Searchable PDFs Even Better with PDF.net

After creating searchable PDFs, polish them with PDF.net. You can compress files to make sharing easier and edit the text directly when you need quick corrections. If pages are out of order, you can simply rearrange them. With all these tools in one place, polishing your PDFs becomes fast, flexible, and stress-free.

Final Thoughts

To make a PDF searchable, you can use Google Docs, Microsoft Word, online OCR tools, and Adobe Acrobat Pro.

During the creation process, don't forget to follow best practices like scanning at 300 DPI, saving in PDF/A, reviewing OCR text, and compressing large files. With these steps, your PDFs will be accurate, accessible, and easy to work with long-term.

How to make PDFs Searchable FAQs

#1. How can I check if my PDF is searchable?

To check if your PDF is searchable, open your document and try using Ctrl+F (Windows) or Command+F (Mac) to search for a word you can see. If the text highlights, your PDF is searchable.

#2. Is a searchable PDF the same as an editable PDF?

A searchable PDF is not the same as an editable PDF. A searchable PDF allows you to find and select text, but does not necessarily allow editing. An editable PDF lets you modify content directly. However, most editable PDFs are also searchable, and some OCR processes create both searchable and editable text layers simultaneously.

#3. Can I make handwritten PDFs searchable?

Yes, but it is not easy to make handwritten PDFs searchable. Some advanced tools can recognize neat handwriting, but accuracy is often low. In most cases, manual transcription is the most reliable option.

#4. Are searchable PDFs larger in size?

Yes, searchable PDFs are larger in size. Adding text layers through OCR typically increases the file size because the PDF now contains both the original images and the extracted text data.

#5. What’s the best free way to make PDFs searchable?

The best free way to make PDFs searchable is using Google Docs. Another option is to use an online OCR tool.

#6. Can I batch-convert multiple PDFs to searchable?

Yes, you can batch-convert multiple PDFs to searchable using Adobe Acrobat Pro. There might also be some online OCR services that provide batch conversion with file size limits.