How to batch set the bookmarks navigation pane to show by default when PDF opens

Many long PDFs already have bookmark tables of contents, but when sent to colleagues, clients, or archived, they still only show the body pages when opened, and users need to manually click the bookmark button on the left to view the table of contents. This article explains how to use the "Set PDF Initial View" feature in HeSoft Doc Batch Tool to set multiple PDF files at once to display bookmarks by default when opened, suitable for batch file processing scenarios such as reports, manuals, contracts, papers, and document packs.

In daily office work, PDF files are often used to publish formal reports, project materials, product manuals, training handbooks, bidding documents, and archived documents. Many PDFs already contain complete bookmarks, but when the file is opened, only the body area is displayed by default, and the bookmark navigation pane on the left is not expanded. For long documents with dozens or even hundreds of pages, readers need to first find the bookmark button and then manually expand the table of contents, which is not an ideal experience. If you have many PDF files that all need to be set to "show bookmarks when opened," modifying them one by one in a PDF reader is very time-consuming and prone to missed processing.

The problem this article aims to solve is: batch setting multiple PDF files to show bookmarks by default when opened. With office software such as HeSoft Doc Batch Tool , repetitive PDF initial view settings can be centralized into one workflow, reducing manual operations and improving file organization and distribution efficiency.

Applicable scenarios: Which PDFs are suitable for setting to show bookmarks when opened

"Show bookmarks by default when opened" is suitable for all PDF files that rely on a table-of-contents structure for reading, especially documents with many pages, clear chapter hierarchy, and a need to quickly locate content. Examples include annual corporate reports, audit reports, collections of research papers, product user manuals, training materials, legal contract appendices, project proposals, bidding documents, and compilations of rules and regulations. As long as bookmarks already exist in the PDF, setting the initial view allows readers to see the bookmark table of contents on the left immediately when opening the file.

This setting does not replace the body content of the PDF, nor does it create new bookmarks for the PDF. Instead, it changes the default display state when the PDF file is opened. In other words, whereas users previously needed to manually click the bookmark icon on the left, the software can now write this state into the PDF file after batch processing so that the bookmark panel is automatically displayed when the document is opened.

If a department needs to regularly send dozens of PDF reports externally, or if a records administrator needs to organize a large number of historical PDF documents, this kind of batch processing capability is very practical. Compared with opening files one by one, manually adjusting the view, and saving them again, batch processing can significantly reduce repetitive work and also ensure consistent display standards across a batch of files.

Effect preview: Before processing, the bookmark pane is not expanded after opening the PDF

In the pre-processing screenshot below, the bookmark icon can be seen on the left side of the PDF reader, but the bookmark navigation panel is not expanded. The body area directly occupies the main display space, and if users want to jump to chapters through the table of contents, they need to manually click the bookmark button on the left first.

For PDFs with fewer pages, this default display method may have little impact; but for long documents with dozens or even hundreds of pages, readers need to perform an extra operation every time they open the file, which adds unnecessary time costs, especially when reviewing reports, checking chapters, or locating appendix content. More importantly, if the file is sent to external clients or partners, the other party may not know that the document contains bookmarks and may directly scroll through the pages to find content, reducing reading efficiency.

Effect preview: After processing, the bookmark table of contents is automatically displayed when the PDF is opened

After processing, when the PDF is opened again, the bookmark navigation pane on the left is already automatically expanded, and the bookmark hierarchy is clearly displayed, including the cover, abstract, report chapters, table of contents items, and other content. Readers no longer need to click the bookmark button; they can use the table of contents to jump to the corresponding page as soon as the file is opened.

This effect is especially suitable for formally delivered documents. For long PDFs, showing bookmarks by default makes the document structure more intuitive, helps readers quickly understand the content framework, and makes it easier to jump between different chapters. After batch setting, the opening experience of the same batch of PDFs remains consistent, making it more suitable for internal corporate archiving, project material delivery, and client reading.

Operating steps: Enter the PDF tool and select "Set PDF Initial View"

After opening HeSoft Doc Batch Tool , select "PDF Tools" from the tool categories on the left. The main interface of the software displays multiple PDF batch processing functions in card form, such as PDF conversion, PDF metadata processing, PDF bookmark-related processing, and so on. According to the screenshot, the function to use this time is "35. Set PDF Initial View." The function description states that it batch sets the navigation panel, page display mode, and default zoom ratio when PDF files are opened.

The purpose of the operation here is clear: find the function entry for controlling the PDF opening display state, rather than entering other functions such as "Delete bookmarks in PDF." That is because the goal is not to delete bookmarks, nor to convert PDF formats, but to make the PDF display the bookmark navigation panel by default when opened. Clicking "Set PDF Initial View" will enter the batch processing wizard.

Operating steps: Add the PDF files to be batch processed

After entering the function page, the top of the interface displays the current function name "Set PDF Initial View," and a step bar shows the processing flow: select the records to process, set processing options, set the save location, and start processing. The first step is to add the PDF files that need to be processed to the list.

As can be seen from the screenshot, the upper right corner of the page provides two entry points: "Add Files" and "Import Files from Folder." If only a small number of specified PDFs need to be processed, "Add Files" can be used; if a folder contains a batch of PDFs, they can be imported all at once through "Import Files from Folder." After import, the table lists the sequence number, name, path, extension, creation time, modification time, and other information, making it convenient for users to confirm whether the correct files have been selected.

The sample files in the screenshot include 1.pdf, 2.pdf, 3.pdf, and 4.pdf, all with the extension pdf, and the bottom shows the record count as 4. At this point, it is recommended to check the file list first and confirm that no files that do not need to be processed were accidentally added. If a file is found that does not need to be processed, it can be removed using the delete button in the operation column. After confirming that everything is correct, click "Next" at the bottom to enter the processing option settings.

Operating steps: Select "Show Bookmarks" in the display when opened setting

The second step is the key setting. On the "Set Processing Options" page, the "Show when opened" item can be seen already expanded, with options such as "Do not show sidebar," "Show bookmarks," and "Show page thumbnails." To make the PDF show bookmarks by default when opened, select "Show bookmarks."

The function of this item is to set the display mode of the left navigation panel after the PDF is opened. When "Do not show sidebar" is selected, the PDF mainly displays the body after opening and does not automatically expand the left navigation; when "Show page thumbnails" is selected, a list of page thumbnails is displayed after opening; and when "Show bookmarks" is selected, the bookmark table of contents is directly expanded after opening. The goal of this article is to make a large number of PDF files display bookmarks immediately upon opening, so "Show bookmarks" should be selected.

The screenshot also shows areas such as "Page display mode" and "Default zoom method," but this topic only needs to handle the default display of bookmarks, so there is no need to enable other settings additionally. Keeping the goal single can reduce the risk of accidentally changing the page display effect. After completing the settings, continue by clicking "Next."

Operating steps: Set the save location and start batch processing

According to the step bar in the interface, after completing the processing options, the next stage is "Set save location," followed by "Start processing." Since this is an operation to batch modify PDF file display properties, it is recommended to choose an appropriate output method in the save location step according to actual needs. To facilitate checking the results, it is usually recommended to first save to a new output directory, confirm that the processed PDFs do display bookmarks when opened, and then replace the original files or use them for distribution.

After entering the "Start processing" step, execute the batch processing according to the interface prompts. The software will apply the initial view setting to each PDF file in the list one by one. After processing is complete, open the output PDF files for spot checking: if the bookmark navigation pane on the left expands automatically and the bookmark hierarchy is displayed normally, it means the setting has taken effect.

Common questions and precautions

1. If the PDF itself has no bookmarks, will bookmarks be automatically generated after setting?No. What this article introduces is setting the default navigation panel display state when a PDF is opened, not automatically recognizing headings and generating bookmarks. If the PDF file itself has no bookmarks, even if "Show bookmarks" is selected, no valid bookmark table of contents can be displayed after opening.

2. Why does the effect differ in some readers after processing?The PDF initial view is part of the file properties, and most mainstream PDF readers recognize this setting. However, different readers may differ slightly in their level of support for the initial view. If the files are to be distributed externally, it is recommended to spot-check several sample files using common readers.

3. Will the PDF body content be changed?This operation is mainly used to set the navigation panel display mode when opening, and generally does not involve editing body text, images, and page content. However, before batch processing, it is still recommended to keep backups of the original files, especially for formal contracts, archived documents, and customer delivery documents.

4. How many PDFs can be processed at one time?As can be seen from the interface, the software supports batch adding records by adding files or importing files from a folder. The actual number of files to process should be arranged based on computer performance, file size, and the speed of the disk where the files are located. For a large number of files, it is recommended to process them in batches for easier result checking.

Summary: Use batch processing to unify the PDF opening experience

Batch setting PDFs to show bookmarks by default when opened is an office processing need that may seem like a small detail but has a great impact on the reading experience. For long reports, manuals, policy documents, and resource packages, expanding bookmarks by default allows readers to quickly understand the document structure and reduces the time spent looking for chapters.

Using HeSoft Doc Batch Tool , you can set multiple PDF files to show bookmarks when opened at one time through the "Set PDF Initial View" function in "PDF Tools." The entire process includes selecting the function, adding files, setting "Show when opened" to "Show bookmarks," setting the save location, and starting processing. Compared with opening PDFs one by one and manually adjusting them, this batch processing method is more stable, more time-saving, and more suitable for standardized document delivery in enterprise office work. It is recommended to prepare backups of the original files before processing and spot-check several PDFs after processing to confirm that the bookmark panel can expand automatically before formal use.