How to Create a Table of Contents in a PDF

Bluebeam Revu offers a simple way to manage a multi-page PDF by creating a table of contents using Batch Link and AutoMark 2.0. First, you create page labels based on existing bookmarks and use Batch Link to generate a CSV file containing a list of the page labels. Then you convert that file into a PDF, which you’ll add to the beginning of the document as the Table of Contents page. After that, you run Batch Link again to create links between the items on the table of content page and their corresponding pages in the rest of the document.

Here is what you need:

  • Revu eXtreme 12 or above
  • Documents already containing Bookmarks. If they don’t, confirm whether or not the files contain searchable text, and run Batch OCR on any pages or documents where the text isn’t searchable. Once you’ve completed the batch OCR process, use the AutoMark 2.0 feature to create your bookmarks based on at least one page region. For example, you might want to select the drawing number as Region 1 and the drawing title as Region 2.

1. Creating the Page Labels

  • Go to the Thumbnails tab (Alt+T) and click Create Page Labels .
  • Click the Bookmarks radio button.
  • When the Create Page Labels dialog box opens, click OK.
    The Page Labels shown in the Thumbnails tab will match the names of their corresponding Bookmarks listed in the Bookmarks tab (Alt+B). If you find that they don’t, you can manually Change the Page Labels in order to correct them.
  • Save the file and leave it open.

2. Create the CSV File

  • Open the Batch Link dialog box by going to File > Batch > Link > New.
  • Click Add Open Files and click Next.
  • Select the Page Label radio button.
  • Click Generate. This generates a list of search terms and their destinations.
  • Click Export, located in the lower-left region of the Batch Link dialog box, and save the list as a CSV.
  • Close the Batch Link window by clicking Cancel as we’re not going to create the final links at this time.

3. Create the Table of Contents Page

  • Open the CSV file in Microsoft Excel. The first column contains the list of page labels and the second column lists their corresponding page numbers.
  • Delete the list of page numbers (Column B).
  • Use the Bluebeam plugin within Excel to convert the file to a PDF that you’ll save to your hard drive.
  • Go back to Revu and use Insert Pages (Document > Pages > Insert Pages) to add the PDF you’ve just created to the beginning of the original document.
  • Save the original file again and leave it open.

4. Build the Hyperlinks for Your Table of Contents

  • Make sure the newest version of the original PDF (which includes the new table of contents page) is the only file that’s open in Revu.
  • Open the Batch Link dialog box by going to File > Batch > Link > New.
  • Click Add Open Files in the Batch Link dialog box, and click Next.
  • Select the Page Label radio button.
  • Click Generate. This generates a list of search terms and their destinations.
  • Click Run, located in the lower-right of the Batch Link dialog box. The Batch Link Summary will eventually appear, displaying the number of hyperlinks created.