Installing myBase Desktop
myBase Desktop 6.x comes up with two types of setup package available to download from our website.
One is the .exe self-extracting program that will run and install myBase on the system with a few clicks;
Another one is the portable .zip package, you might need a zip utility to extract it to a sub folder whereby it will run.
Double click on the downloaded .exe self-extracting setup program to launch it, and follow the instructions,
you'll need to select the target directory and program group name.
then you can double click the application icon to launch the software.
For the .zip package, simply extract it into a sub folder by using a zip utility (e.g. WinZip/WinRAR),
then you can double click the 'nyfedit.exe' file to launch the software.
You'd want to create a shortcut to the 'nyfedit.exe' file on the Windows Desktop,
so you have the convenience of double clicking the shortcut icon to launch it.
Note that you make sure to keep the software folder structure as it's originally packed without altering/moving any of its individual files.
Uninstalling myBase Desktop
Before uninstalling myBase Desktop, you'd want to first make backups for your own databases.
Open Control Panel, double-click the Add/Remove Programs icon. Click "myBase Desktop",
and then click Add/Remove. Click "Yes" to remove it.
Simply remove the installation folder where myBase software resides.
Building up databases
To build up a database, you'd need to create a new .nyf database at first by selecting the [File - New database] menu item,
then you can add info items within the outline view, input text in the RTF editor, insert files into info items as attachments,
and selectively make info items linked with some other info items or the calendar, apply labels/tags, make hyperlinks,
and assign custom icons to individual info items.
See below for detailed instructions.
Before you can input your data within myBase, you'll need to create a new database (.nyf file) at first,
whereby you can input your data and organize them in the tree outline form. In order to create a new database,
please select the [File - New database] menu item.
Adding info items
The new database is automatically open when created. Now you can insert some new info items in
the outline tree view by selecting the [Outline - New child item] or [New sibling...] menu items.
Each info item accepts a RTF text as default note.
Clicking on an info item within the outline view, its default text note will open in the RTF editor,
whereby you can edit or format the text;
Each info item accepts a collection of files as attachments. The attached files can be either a real file
inserted and stored in the database, or a shortcut linking to an original file on disk or URL (web resource).
To insert files as attachments, please select the [Attachments - Add attachments] menu item;
To insert file shortcuts, please select the [Attachments - Add shortcuts] menu item.
Adding label items
Labels (or tags) can be used to categorize info items. myBase implements a label tree which accepts
unlimited hierarchical labels in the tree structure. Clicking the [Labels] Tab on the left hand side,
you can add labels and sub labels by selecting the [Labels - Add child items] or [Add sibling ...] menu items.
myBase accepts entries of bookmarks as well, and has a separate view for listing all bookmarks user-defined.
Double-clicking a bookmark entry, it triggers the target info item and jump to the position bookmarked within the RTF text.
To bookmark the current caret position in the RTF editor, please select the [Bookmark - Add to bookmarks] menu item,
and specify a name for the bookmark entry being defined. Since bookmarks contain the exact position of caret in RTF text,
bookmarks can also be inserted into the RTF text as hyperlinks within other info items, clicking on the hyperlinks jumps to the bookmarked items.
Organizing info items
Basically, you can organize info items in the tree outline form, myBase implements additional organizing methods,
such as item links, symbolic links, linking with calendar, bookmarks etc.
Moving info items
Info items can be moved up/down or left/right with ease, by selecting the [Outline - Move item ...] menu items;
and can be moved to another info item, by using the [drag-and-drop] and [copy-cut-paste] utilties.
Each info item can have a list of related info items, which will be listed out for reference when the item opens.
Double-clicking on a related item will jump and open it up.
To have an item linked with another one, please select the [Outline - Link info item] menu item,
the [Browse outline] window appears whereby you can select a target item to make an item link.
Symbolic links are special info items which can be inserted into the outline tree, but don't store user data,
just behave like virtual info items which will trigger real info items linked when clicking on symbolic links.
Symbolic links are more likely shortcuts to real info items.
To insert a symbolic link, please select the [Outline - Symbolic link] menu item.
Linking with calendar
Each info items can be linked with a calendar date by selecting the [Outline - Link calendar] menu item.
By default, the associated calendar date will be displayed in front of item titles in the outline tree.
The calendar date attributes can be combined into queries when searching databases.
Linking to bookmarks
This allows you to make hyperlinks from a text note to a bookmarked position in another text note.
To do so, please be sure to precedingly define bookmarks in destination text notes, then go back to the info items
whereby you can make selected text into hyperlinks to the bookmarks.
Labeling info items
Addition to the basic tree structured outline, the label tree implements second method for categorizing info items.
To label an info item, please select the [Outline - Label info item] menu item, the [Browse label tree] window pops up,
wherby you can select and check one or more appropriate labels to label the info item.
The label tree can be precedingly created within the label tree view, and you may also add labels while applying labels.
Using custom icons
Each .nyf database can store a collection of .bmp files (16*16) as custom icons, which can be applied to info items and label items.
The custom icons are displayed in front of the title text of associated items within the tree view.
Before assigning icons to items, you'd need to first insert some 16*16 .bmp files into the database as custom icons,
and then the icons can be applied to info items or label items.
To insert .bmp files as icons, please select the [Outline - Custom icons] menu item, the [Custom icons] window pops up,
wherby you can press the [Add] button to insert icons; To apply icons, double click a desired icon, or select an icon and press the [Apply] button.
Info items or label items can be sorted by title text or date modified in ascending/descending order.
The sorting utility rearranges child items under an item or in the whole sub branch.
To sort child info items, please select the [Outline - Sort child items] menu item.
To sort sub labels, please select the [Labels - Sort child items] menu item.
Capturing data from various sources
In addition to individually add info items while building a database, myBase provides a set of utilities which help batch import data
from within various data sources (e.g. from files, directories, MS-Office and webpages etc.). See below for detailed instructions.
Most of import/export specific utilities are written in Javscript, and you have the convenience of customizing the script code
or writting your own plugins for particular data manipulations.
Importing directory tree
This utility imports a disk directory tree (including sub trees and files) into the current .nyf database as a sub branch,
each folder creates an info item in the outline tree, and files are inserted as attachments (or hyperlinks).
Note that .rtf documents are inserted as default text notes under its own info items.
To import files as attachments, please select the [Capture - Import directory tree - as attachments] menu item,
then choose a directory tree to import.
Note that importing files as attachments copies all files into .nyf databases, that may bloat the database file size.
If you'd want to keep databases smaller, please try the [Capture - Import directory tree - as hyperlinks] menu item,
which only imports the directory tree structure, but with files inserted as hyperlinks, instead of copy content into the database;
It also imports file info including path, size and date modified into RTF text area. Clicking on the hyperlinks
launches the original files so long as they're associated within Window Explorer.
Importing .nyf database
This utility imports info items from within existing .nyf databases into the current database as sub branches.
To import data from an existing .nyf database, please select the [Capture - Import branch from .nyf database] menu item,
then select an existing .nyf file, the [Browse outline] dialog box appears, whereby you can select an info item (branch) to import.
All info items in the selected branch will be copied into the current database as a sub branch.
Importing files as child items
This utility imports files as child info items, each file creates an info item under the current item,
text files are inserted as items' default notes, and other files as attachments.
When importing local HTML documents, accompanying images if available will be smartly imported as well.
By default, the text files are supposed having the '.rtf;.txt' extension names, while HTML documents having the '.html;.htm' extension names;
To import files as child items, please select the [Capture - Import files as child items] menu item, then select one or more
files to import.
Importing MS-Word documents
This utility imports MS-Word documents into the current database as child info items. Unlike the [Capture - Import files as child items] utility,
this utility converts .doc files into RTF text and save as default note of info items, it requires MS-Word to be properly installed
for the RTF conversion on the system.
To import MS-Word documents, please select the [Capture - Import MS-Word documents] menu item, then select one or more
.doc files to import.
Importing MS-Outlook items
This utility imports MS-Outlook items into the current database as child info items. To import MS-Outlook items, you'll need to first launch
MS-Outlook whereby you can select one or more items being imported, then switch back to myBase and select the [Capture - Import MS-Outlook items]
menu item, the selected items will be imported with content saved as default text note within each new info items.
Importing MindMap items
This utility imports mindmap items from within a .mmap document into the current database as child info items.
To import MindMap items, please select the [Capture - Import MindMap items] menu item, then select a .mmap file to import.
Importing OPML items
This utility imports OPML items from within a .opml document into the current database as child info items.
To import OPML items, please select the [Capture - Import OPML items] menu item, then select a .opml file to import.
myBase accepts any type of files as attachments. For existing HTML documents that are locally saved in the hard disk,
you can simply insert them as attachments of info items, by selecting the [Capture - Import files as child items] menu item.
This way, each HTML document creates a child info item, clicking on the info item, the webpage appears immediately.
If you'd want to capture and save webpages (or snippets) directly from within the web browser while surfing on the web,
please try the Webcollect addon program, which does this and works with the familiar web browser such as Firefox/Chrome/IE.
While surfing on the web with the Webcollect addon properly installed, you can simply right-click on a webpage
and select the [Save with myBase] menu item to capture and save the whole webpage or snippets including accompanying images into
your myBase databases.
We suggest that you first launch myBase and have the target database open, then instruct WebCollect to transfer the captured
webpage/snippet to the currently running instance of myBase. This works faster and more smoothly than loading databases every time
when using the Webcollect addon.
See DEMO for WebCollect addon.
Importing web file by URL
This utility helps download and import a file from on the web by URL, without having to manually save as local files at first
and then inserting as attachments. If the given URL is available, it's downloaded and inserted into the current info item as attachment.
Importing text by delimiter
This utility helps import text content as child items, from within a text file having text lines separated by a text delimiter, like this,
- Some text lines A
- Some text lines B
- Some text lines C
- Some text lines D
Where the '----------' is the text delimiter. To import the text file as child items,
please select the [Capture - Import text by delimiter] menu item,
then select the text file name, and determine the text delimiter which is used to split the text lines.
If you'd want to import a text file with each text line saved as a child item, simply supply the '\n' as the delimiter.
Importing text from template
If you've precedingly had some text saved as template files, you'll have the convenience of inserting the quick text.
To make text as template, please select a portion of text within the RTF editor and select the [Share - Export text as template] menu item;
To insert a text template, please select the [Capture - Import text from template] menu item, then you can choose a template to insert quickly.
Importing data from other programs
If you'd like to import data from other programs, please try to first export data in one of the formats
(e.g. .txt/.rtf/.doc) that myBase accepts, or simply map as a disk directory tree, so that myBase can import them by selecting
one of the [Capture - Import ...] menu item.
myBase also provides a few data file converter for importing data from existing *.knt, *.ao, *.htj files,
and the file converters can be freely downloaded from on the website.
myBase implements the clipboard utility which helps capture info from other programs by monitoring the system clipboard.
Once the clipboard monitor is activated, any changes on the clipboard would trigger a popup menu, whereby you can select
to save the content on the clipboard to myBase with one click.
To start the clipboard monitor, please select the 'Capture - Clipboard monitor' menu item, or press F8.
Selecting the menu item again stops the clipboard monitor.
Sharing data in various formats
Exporting HTML documents
This utility exports text notes under a branch and save as a .HTML document. RTF notes are converted into HTML format
inclucing fonts, colors, links and images, and all text notes are concatenated and saved in a single .html document.
To export all notes in a branch as a .HTML document, please select the [Share - Export html document...] menu item,
then determine a filename to save the HTML content.
Exporting MS Word outline
This utility exports outline items and text notes to MSWord within the outline view by utilizing OLE-Automation.
It's very useful for writters/researchers to export content and keep the hierarchical outline within MSWord.
To export content to MSWord outline, please select the [Share - Export MSWord outline...] menu item,
then select the content/range being exported to MSWord, and the filename to save the content.
Note that it's OLE-Automation based, so you'd have to first have MSWord properly installed on the system for this utility to function normally.
Exporting Spider Diagram
This utility exports the tree items in the current branch as a siper-like diagram.
To export a spider diagram, please select the [Share - Export spider diagram...] menu item,
then determine an image file name to save the spider diagram in either of the PNG/JPG/BMP formats.
Exporting directory tree
This utility simply maps the outline items as a directory tree on the file system, each info item creates a sub directory (or folder),
text notes are exported as .RTF files (named with defnote.rtf) under their own sub directories,
and all attachments (webpages, images, documents, etc.) are exported as files under their own sub directories.
To map content as directory trees, please select the [Share - Export directory tree...] menu item,
then choose a folder location to create the directory tree.
Exporting HTML tree
This utility exports content as a collection of webpages indexed within an HTML tree. RTF notes are converted into HTML format
inclucing fonts, colors, links and images. The webpage layout are splitted into two panes, the left pane gives the outline tree,
and the right pane displays content associated with the outline item on clicked.
Exporting current branch to a .nyf file
This utility exports a sub outline tree (including all its contents) to a specified .nyf database.
To export branch to .nyf file, please select the [Share - Export branch to .nyf file] menu item.
When you specify an existing .nyf database file, you'll be prompted to select a destination item to save the contents.
When specifying a new .nyf file, it creates the .nyf file to save the sub tree and all its contents.
Exporting selected attachments to a folder
This utility exports the currently selected attachments to a specified folder in the file system.
Exporting all files to a folder
This utility exports all text notes and attachments in the current branch into a folder, and save as separate files.
The item's default RTF text are saved in a .rtf file named with its item title, while other attachments are saved as original.
Exporting .exe standalone databases
This utility converts the current branch or a whole .nyf database into a standalone .exe database,
that runs on any Windows XP+ systems without any precedingly setup.
Note that, this utility requires myBase vewier program to be installed on your system,
you'd need to first download the viewer program and extract it to a folder by using a Zip utility,
so you can specify the file path to the viewer program (nyfview.exe) on the 'Make .exe database' dialog window.
Exporting data records to MS Excel
This utility searches the RTF notes in the current branch for field names you specified,
and save results (records) in a .xls spreadsheet file that will open within MSExcel.
When you specify field names like this: field1|field2|field3|field4..., it finds records in RTF notes having text like this,
field1 = ...
field2 = ...
field3 = ...
field4 = ...
Exporting Email addresses
This utility searches the RTF notes in the current branch for email addresses,
and save results (email addresses) in a .txt file you specified.
Setting password for databases/branches
The password option adds the authentication on accessing content stored in a database or a branch.
To set a password, please select the [File - Maintenance - Set database password] menu item for a database,
or [Set branch password] for a branch, then a popup window appears, whereby you can type in passwords.
If you leave the password edit boxes blank, it simply clears the current password (if any).
Note that myBase doesn't encrypt data for now, the password option only adds authentication
on accessing the content of a database/branch. More
Undeleting info items and files
Modifying a text note trashes the previous revisioin into the recycle bin, and sets the new one as current;
And deleting an info item (branch) also trashes it into the recycle bin.
Therefore we have a chance to undelete and retrieve them when needed.
To undelete trashed entries, please select the [File - Maintenance - Undelete items] menu item,
a popup window appears, whereby you can select trashed entries to undelete.
Optimizing for size
myBase by default stores all outdated revisions and trashed entities within the database.
This may waste some disk space and may bloat the .nyf database file, an inbuilt zip utility
automatically compresses every entities though.
If you'd want to optimize database for size, you can first select the [File - Maintenance - Empty recyle bin]
menu item to wipe off the trashed entities, and then select the [File - Maintenance - Optimize for size]
menu item to eliminate fragments from within the .nyf database file.
After this operation, all trashed entries are wiped off permanently.
It's highly recommended to create backup for every important databases. You can simply press [Yes] button
when opening a database and you're asked whether to create backup, a new backup is automatically created for the database
and stored in the same folder or the custom folder your specified in the [View - Options - Backup] window.
myBase implements some more options for smarter backup process, which are accessible in the [View - Options - Backup] window.
In addition to the inbuilt backup options, you can create backups manually by copying the .nyf files in the file system.
Indexing and searching databases
myBase provides the [Find as you type], [Advanced search] and the [Search with RegExp] utility.
The first two utilities are based on index data for fast find with the boolean search capability;
while the [Search with RegExp] utility is scan-based and capable of handling
of course, it also scans for any text/words you typed.
Both the Fast-find and Advanced search utilities are based on index data,
so you'll need to built/update index data before you search a database using them.
To build/update index, please select the [File - Maintenance - Update indexes] menu item.
Find as you type
The [Find as you type] feature is very simple and handy. You can type a word or a boolean phrase
in the edit box located on the top toolbar, find results (if any) will be listed out instantly.
Pressing F3 simply moves focus onto the edit box whereby you can type in search phrases.
Note that it's index based, please be sure to first build or update index data before using this utility.
Within the advanced search, myBase implements some more options running queries,
such as labels, calendar date, date modified, occurrence, scope, etc.
To run the Advanced search, please select the [Search - Advanced search] menu item.
The search scope can be extended to all databases that are currently open, or limited to the current branch.
Note that it's index based, please be sure to first build or update index data before using this utility.
Both [Find as you type] and [Advanced search] support the boolean operators (AND, OR, NOT) in search phrases.
You can type a search phrase like this: w1 AND w2 OR w3 OR w4 NOT w5.
For the boolean operators (AND, OR, NOT), they can be abbreviated with the equivalent charaters (+, |, -) or (&, |, !).
Therefore, you can also type the search phrase like this: w1 + w2 | w3 | w4 - w5.
Search with RegExp (or partial words)
myBase also provides the scan-based [Search with RegExp] utility, which scans either for some words or with
Select the [Search - Search with RegExp] menu item, enter a few words or regular expression,
and select the scope to search, then the results are listed in the found list window.
When you search with a regular expression,
the regular expression must be enclosed with a pair of slashes ( like this: /pattern/i ),
one of the match options (g,i,m) can be specified at the end of the expression;
If you input a find string without a pair of slashs enclosed, it simply searches for the string.
The 'Search with RegExp' utility does not only search with regular expression, it also searches for any words or partial words,
the search scope can be specified in these options:
- Scan info items in the current branch
- Scan item titles in the outline
- Scan the whole database
- Scan items listed in the last query results
Note that this utility doesn't require indexes, it scans existing text/documents in the scope.
Find in text
This utility looks into the current text for a text, it works like the 'Find' command in Windows Notepad,
select the 'Edit - Find in Text ...' menu item, then type in a text and press the 'Find Next' button,
the next match occurrence will be highlighted.
Search with custom icons
This utility scans the whole outline tree or current branch for those info items having a specified custom icon.
You can select the [Search - Search with custom icons ...] menu item, then select an icon label text
from within the dropdown list to search with.
Note that this utility doesn't require indexes, it traverses the outline tree and looks at custom icons.
This utility scans the item links table iteratively for all info items that are linked with the current info item directly or indirectly.
For example, item A is only linked with item B, while item B is linked with item C and D,
when you select the [Search - List all related items ...] menu item on item A, all of them (A, B, C and D) are listed out.
Note that this utility doesn't require indexes, it looks into the item links table.
List recently modified entries
This utility scans the whole database for the entries (info items, notes, attachments and shortcuts)
modified within a specified date period, e.g. today, this week, last week, this month, etc...
To list recently modified entries, please select the [Search - List recently modified entries ...] menu item,
then select a date period from within the dropdown list to search with.
Note that this utility doesn't require indexes, it traverses the outline tree and looks at timestamps.
Search local file system
This utility scans the specified disk directory tree for sepcified words or with a Regular Expression.
You can select to search file names only, or file content, or both. When you select to search file content,
it attempts to parse documents by utilizing the corresponding IFilters installed on Windows system.
As it takes too much time to parse all the documents in each queries, this plugin maintains an internal .nyf database to cache
the file content, so lately searching the documents may get faster. The cache database is located in the 'My Documents' under
your profile folder.
Note that the [Search local file system] utility doesn't maintain an index database internally, so it may take quite a while
to go through a whole file system, so it's recommended to restrict the search range to the folder as near as possible to the target.
Misc. utilities/features increasing productivity
Outline tree templates
Unwanted spaces/returns removal
Keyboard shortcuts customization
Item listing for today or next week
Batch text replace
batch text formatting
Multi-selecting info items to copy/move/trash
Sorting text lines by alphabet
Calculating math expressions
Creating labels by custom icons
Link calendar by parsing datestamp
The [Link calendar by parsing date] utility goes through the current outline tree branch,
and looks at each items' title text to see if it contains a datestamp like this: [yyyy-mm-dd TITLE-TEXT].
If the datestamp is parsed, a calendar link is automatically created with the info item;
The data stamp is assumed in the format: yyyy-mm-dd, or mm-dd-yyyy, or dd-mm-yyyy, and the separator character can be one of [-_./];
Note that: As the associated calendar date will be added and shown on the item title once the calendar link is created,
the original datestamp text will be cleared from within the item title text.
Rearranging MDI child windows
Right-clicking to open items in new windows
The [Open in new window] is a menu item which appears on the context menus. It simply creates a new child MID window to open the item specified.
The [Syntax highlight] plugin helps make programming source code highlight by syntax.
It only highlights source code from within the RTF editor. When you have a source code file saved as attachment,
and would like to make it highlight by syntax, please first open it with the RTF editor.
This utility looks into the current outline branch and report statistics of the entries in the branch,
including attachments, item links, shortcuts, etc.
Batch redirect shortcuts
This utility helps to batch replace target file path of shortcuts with a specified folder path.
When you moved some files or folders which have been linked from within myBase via Shortcuts,
you can batch replace the shortcut target with the new folder path, without having to recreate all the existing shortcuts.
Add to found list
The [Add to found list] utility simply adds the currently selected info item to the Query Result window,
whereby the info items can be multi-selected to copy/move/delete/link/drag-drop.
Set for today
The [Set for today] utility simply makes a link between the currently selected info item and the current calendar date.
The [Compare folder] utility looks into any two disk folders specified, and attempts to detect difference between the two folders.
It only checkes filenames and attributes (size, date modified) of the files existing in the two folders, and report difference if any.
myBase Plugin APIs
myBase provides a set of API intended for advanced users and third-party developers to
write plugins performing particular data manipulation.
How do I get started with myBase Desktop?
First of all, you'll need to download a copy of myBase Desktop,
and run the downloaded setup program, have myBase properly installed on your system.
If you choose to download the .zip package, simply extract it into a clean folder by using a zip utility.
Then you can double click the installed program icon (nyfedit.exe) to start myBase.
Using myBase is simple. Before you can input your own information,
you'll need to first create a new .nyf database, then insert info items into the tree outline in the left-side pane;
Each info items accept RTF text and attachments in the right-side pane.
All information will be compressed and saved in the .nyf database file.
Below is a simple list of essential instructions using myBase.
- To create a new .nyf db, please select 'File - New database' menu item,
- To insert info items in the tree outline, please select 'Organize - New item ...' menu items,
which inserts new info items as either sibling or child items as you see fit.
- To insert files as attachments or shortcuts, please select 'Attachment - Add attachments/shortcuts' menu item.
- To save changes, select 'File - Save' menu item, or press 'Ctrl+S'.
- To import materials from other sources, select the 'Capture - Import...' menu items.
- To export info items, select the 'Share - export ...' menu items.
- In order to capture webpages directly from within the IE/Firefox/Chrome web browser,
please be sure to first install the WebCollect add-on,
so that you can select 'Save with myBase' menu item from within the web browser.
For demonstration, myBase Desktop includes a sample .nyf database which can be loaded by select the 'Help - Sample database' menu item.
Does myBase load a whole database into computer Memory?
No. myBase is based on our SSG database engine which only loads outline items into RAM,
and all associated documents stay on the file system. Although current documents must be loaded into RAM for viewing or editing.
Does myBase use a lot of hard disk space?
We've made myBase file size incredibly small even if all add-ons/plug-ins are packed in. The new release 6.x gets even smaller,
the setup program is only approx. 2MB in file size; Although you'll need enough disk space to store your own database files.
myBase provides a set of utilities for database maintenance, such as the integrated zip utility, 'Empty Recycle Bin'
and 'Optimize for file size' etc. All these efforts help make databases compact and save disk space.
Does myBase lock users data? Once data saved in myBase are they always myBased?
No. myBase doesn't lock any users data on it, you have the convenience of exporting
your data in various ways at any time. A couple of export utilities are provided,
for example, export to webpages, text files, html tree, exe application,
and even map as a disk directory tree.
Does myBase encrypt data?
No. myBase stores data by SSG database engine, which does not include reliable encryption algorithms.
If you need to save sensitive data within myBase, please try to first encrypt the data by utilizing
a third-party encryption tool and then insert the encrypted data files into myBase as attachments or shortcuts.
What is an appropriate size for an individual database (.nyf files)?
In order to help myBase database run safely and smoothly, it's recommended to keep each individual databases smaller than 300MB,
Herein the '300MB' limit applies to the .nyf database file itself, but not to any linked documents saved in external folders.
In order to organize a larger number of documents, it's not recommended to insert all of them as attachments,
you can choose to have the documents saved in external folders and insert as shortcuts or hyperlinks
by utilizing the 'relative path' feature.
Is it possible to run myBase Desktop on a USB stick?
Basically myBase Desktop works from within any accessible folders on the file system,
including folders on removable disk drives (e.g. USB sticks), so you can put myBase program files on the USB sticks;
And you may also put .nyf databases on a removable disk and open them with myBase Desktop.
However, for safety and stability considerations, it's not recommended to open .nyf databases for editing
from within a removable disk drive, in case of any potential USB I/O problems with the removable disk
that may cause damage to the working databases.
If you have to do so, please be sure to preserve backups of your important databases.
How do I register (unlock, activate) my copies of myBase with my license keys?
Registering myBase Desktop
- Select the "Help/Register..." menu item;
- Enter your registration name in the 'User Name' field;
- Enter your license key codes in the 'License Key' field;
- Press 'OK' button to save the license key;
Registering WebCollect Add-on
- Launch Internet Explorer (or Mozilla Firefox), then right-click on the web content area;
- Select the "Save with myBase" item from the context menu, WebCollect window appears;
- On the WebCollect window, press the "Enter Key" button;
- Enter your registration name and license key;
- Press 'OK' button to save the license key;
Having problems registering?
- We suggest that you enter license key codes by using the 'copy/paste' utility, instead of manually typing, in case of typos;
- We suggest that you first exit system tweaking utilities (e.g. Anti-virus) (if any) running in background, in case that your license key is prvented from being saved into the System Registry DB;
Does myBase automatically create backups?
Yes. myBase provide several backup specific options that will help manage backup files, and you can adjust the settings from on the 'View - Options - Backup' dialog box.
Is there a way to edit stored webpages inside myBase?
To edit stored webpages inside myBase, please try either of this,
Press F2 on a webpage displaying inside myBase, or select the 'Edit - Toggle edit mode' menu item,
the webpage goes into the edit mode, so you can edit the webpage within the WYSIWYG interface.
Right click on the HTML file within the Attachment pane, and select the 'Open with integrated RTF editor' menu item,
the HTML source is displaying in the text area for editing.
In order to edit the HTML docement with a third-party editor, please select the 'Open with specified program'
menu item, so you can specify a HTML editor to open the HTML document.
How do I replicate a same tree structure for different projects/databases?
There're several methods to replicate existing tree structures (branches),
and copy a branch into another .nyf database (project). Please try one of these:
Make a copy of the original .nyf database file within Windows Explorer,
the the new .nyf file obtains all the info items and contents.
Select the 'Share - Export branch to .nyf file' menu item,
which exports the current branch into a new .nyf file,
or inserts the branch to an existing .nyf database.
Have both source and destination .nyf databases open within
myBase Desktop, then drag a branch and drop onto the destination database, the branch will be copied.
Drag a branch and drop into a Window Folder, it makes the branch into a .nyf file within the folder,
then you can import or drag the .nyf file into other .nyf databases.
With this feature, you can maintain a collection of .nyf template files within a Window folder.
The most convenient way to replicate a branch is 'Copy-and-Paste'.
Just press 'Ctrl+C' on a branch and press 'Ctrl+V' within destination databases.
What type of files/documens will be indexed and searchable?
myBase attempts to parse documents according to the extension names by utilizing Windows IFilters installed on the system.
The IFilters for MS-Office and HTML documents are integrated within Windows 2000+;
The IFilters for RTF/TEXT documents are integrated within myBase;
For other type of documents (e.g. .pdf) to be searchable, you'd need to install the corresponding IFilters provided by the manufactories.
When new IFilters are installed, you'd need to clear and rebuild the index data for the relevant documents to be re-indexed and searchable.
For example, to make .PDF contents searchable, you'd need to install Acrobat Reader or any of
PDF IFilters before indexing the documents.
How to run myBase with WINE on Linux?
Before running myBase with WINE, please be sure to copy the 'mfc42u.dll' and 'MSVCP60.DLL' files
shipped with WindowsXP to the '~/.wine/drive_c/windows/system32' directory on Linux.
If for any reason you'd want to change the UI font, the font settings are located in
the Nyfedit.ini file at this line: App.UI.Font.lfFaceName=Tahoma
How to translate myBase user inteface?
Within the setup folder, you can find the 'enu.ini' file in the './lang' sub folder,
that is the template language file, and can be translated into your language by using a plain text editor (e.g. notepad).
Before translating, you'd need to first make a copy of the enu.ini template file and rename it to an abbreviation of your language.
For example, swe.ini for Swedish, fre.ini for French;
When you've translated and made changes to your language .ini file, it's recommended to save it in UTF-8 encoding.
How to save disk space with myBase databases?
All information is compressed by the integrated zip utility and saved in myBase .nyf databases.
In most of cases, you don't need to concern disk space usage.
Although, there're a few tips that may help save disk space, and make databases run safely and smoothly.
- When you delete an info item or an attachment, it's only marked as removed (junk),
so that you have the chance of recovering them in the case that you'd want them back later.
That's to say, deleting info items or attachments doesn't free up any disk space,
and the .nyf database file size does not shrink. If you'd like to purge the junk,
and make the .nyf databases compact and save disk space,
please try using the 'File - Maintenance - Empty recycle bin, Optimize for size' utilities.
- Images inserted into the RTF text will be encoded in RTF text,
this may significantly bloat the text size, so it's not recommended to
directly insert images into RTF. We suggest that you try to insert images
as attachments or shortcuts.
- In order to organize a large number of documents with myBase, it's recommended to
insert the documents as shortcuts or hyperlinks, instead of save as attachments.
myBase provides the 'Relatve path' feature, which will help manage the shortcuts/hyperlinks to local files.
How to apply relative file paths to shortcuts/hyperlinks?
myBase implemented the 'Relatve path' feature, which helps create links to local files
with relative paths. To do so, you'll need to first put documents into the folder
where the current .nyf database file resides, and then insert the documents into myBase as hyperlinks or shortcuts,
the 'relative path' is automatically applied. When triggering the hyperlinks/shortcuts, the relative path is evaluated.
The 'Relative path' feature helps maintain the consistency between the .nyf database and the linked documents,
and keep the link functional even after they're moved together to elsewhere.
How to rename an info item?
To rename an info item, please press F2 or click twice on the info item, or select the 'Edit - Toggle edit mode' menu item,
then the item title goes into the edit mode, whereby you can type in another title text.
In addition, you can also copy the currently selected text from within the content to the item title.
To do so, please first select a text in the text content, then select the 'Edit - Copy text to title' menu item.
How to make Email addresses highlighted in RTF notes?
Simply add the 'mailto:' protocol scheme prior to email addresses,
like this: mailto:firstname.lastname@example.org, then it will be automatically highlighted,
and then you have the convenience of sending emails with one click.
How to make a hyperlink in RTF to a paragraph inside another note?
Linking to bookmarks does this. You'll need to first add bookmarks within target text notes,
and then within other text notes, you can make selected text into hyperlinks pointing to the bookmarks.
To add a bookmark within text note, select the 'Bookmarks - Add to bookmarks' menu item;
To make text into hyperlinks, select the 'Edit - Edit Hyperlinks' menu item.
How to customize the date/time picture?
myBase formats date/time strings with pictures defined in Windows Control Panel.
In order to change the format, please go to Windows Control Panel, and open the 'Region and Language' item,
whereby you can change the date/time formats as you see fit.
How to change the default formats for RTF notes
When adding new info items, the item notes will be initialized with the default RTF formats (font/color/spacing...).
In order to customize the default RTF formats, please select the 'View - Options' menu item,
the 'options' dialog box pops up, whereby you can change the default RTF format under the 'Edit' tab.
Note that the default RTF formats only apply to info items (RTF notes) newly added thereafter, but will not
affect any existing RTF notes.
How to multi-select info items to move/copy/trash?
The outline tree doesn't support the multi-selecting option. Although, you can add info items into a Query Results window,
whereby you can then multi-select items to move/copy by dragging-and-dropping, or to trash.
To select info items into a Query Results window, please try dragging info items and dropping to the results window,
or right-click an info item and select the 'Add to found list' menu item.
How to view AcitiveX documents (.pdf/.doc/.xls/etc.) inside myBase?
myBase has the MSIE web browser embedded, which is able to view ActiveX documents, such as .pdf/.doc/.xls files,
so long as the corresponding applications have properly been installed on your system.
For .pdf files, you'd need to install Acrobat Reader 4.0+,
and have its 'Web browser integration' option checked;
For .doc/.xls documents, you'll need to install an appropriate version of MSOffice Suite.
How to customize the keyboard shortcuts?
To customize keyboard shortcuts for the menu items, please edit the keyboard_shortcuts.ini file by using a plain text editor (e.g. notepad),
save changes to the .ini file and then re-launch myBase to let it take effects.
In addition, to customize shortcuts for plugin menu items, you'll need to edit the corresponding
.js files, which by default are located in the ./plugins sub folder.
How to define keyboard shortcuts for stylesheets/bookmarks?
In order to define keyboard shortcuts for stylesheets/bookmarks, please edit the keyboard_shortcuts.ini file
by using a plain text editor (e.g. notepad) on the lines like this:
- Menu.Stylesheet.Item_0 =Ctrl+Alt+0
- Menu.Stylesheet.Item_1 =Ctrl+Alt+1
- Menu.Stylesheet.Item_2 =Ctrl+Alt+2
- Menu.Stylesheet.Item_3 =Ctrl+Alt+3
- Menu.Stylesheet.Item_4 =Ctrl+Alt+4
- Menu.Stylesheet.Item_5 =Ctrl+Alt+5
- Menu.Stylesheet.Item_6 =Ctrl+Alt+6
- Menu.Stylesheet.Item_7 =Ctrl+Alt+7
- Menu.Stylesheet.Item_8 =Ctrl+Alt+8
- Menu.Stylesheet.Item_9 =Ctrl+Alt+9
Then save the changes and then re-launch myBase to let it take effects.
How to undelete attachments or info items?
Please select the 'File - Maintenance - Undelete Items' menu item, the 'Undelete items' window pops up,
whereby all info items including recycled items are displayed in a tree view,
then you can choose to undelete the info items or attachments with ease.
How to label info items from within the Query Results window?
To label info items from within the Query Results window, please try to first select one or multiple info items
from within the results list, and select the 'Results - Label info items ...' menu item, or right-click on
the items and select the 'Label info items ...' menu item, then check the labels to be applied.
Note that the 'Organize - Link - Label info items' menu item doesn't apply to the query results,
it only applies to the currently selected info item within the outline view.
Tip: when you need apply a label to several individual info items, please try to first add them into
the Query Results window by selecting the 'Organize - Add to found list' menu item, so you can label the items in one go.
Creating links between info items by dragging-and-dropping
Besides using the 'Organize - Link - Link info item ...' utility, you can also utilize the 'Drag-and-drop' operation to make item links.
For example, drag a source info item within the tree outline, and drop onto a target item with the SHIFT key hold down,
it makes an item link between the two info items.
And more, no matter in which pane the source info items are listed, you can select and drag the source info items,
and drop onto a target info item with the SHIFT key hold down, or drop onto its 'Related items' pane, it also makes item links.
For example, select and drag info items from within the Query Results window,
and drop onto a target info item with the SHIFT key hold down, or simply drop onto its 'Related items' pane.
Exporting attachments by dragging-and-dropping
In addition to selecting the 'Attachments - Export attachments ...' menu item, you can also drag the selected attachments
and drop onto any disk folder within Windows Explorer (e.g. Windows Desktop).
Exporting current branch and produce a new .nyf database file
You can select the 'Share - Export branch to .nyf file' menu item, or simply drag the source info item (branch)
and drop onto a destination folder within Windows Explorer.
An easy way to open the recently used databases as Readonly
When you select a database from on the 'Recently used databases' menu, with the [Ctrl] key hold down,
the database will open as Readonly. In fact, the [Ctrl] key herein toggles the Readonly flag on loading databases.
Listing info items contained within a sub branch of the label tree?
When you click the label item within the label tree view, it lists out all related info items with the current label item.
If you click the label and have the [Ctrl] key hold down simultaneously,
it runs a query with the label including all its sub labels, and lists out all related info items under the label branch.
A way to locate the next match occurrence within a matched info item.
When you open an info item from within the Query Results window, it's triggered with the first match occurrence highlighted in its text note.
Due to the limitation of the RTF control, it won't highlight all the match occurrences at a time.
In order to locate next match occurrence in the same item, please press Ctrl+F or select the 'Edit - Find in Text' menu item,
then press the 'Find Next' button to locate and highlight the next match occurrence if any.
A shortcut key for moving the cursor (input focus) into the RTF editor.
Pressing the Tab key moves the cursor (input focus) into the RTF editor (if it's the current MDI child window).
Within myBase, you have the convenience of dragging-and-dropping entries (info items, labels and attachments) to move/copy/link/label/import/export/etc.
Like that you do within Windows Explorer, some keyboard modifiers (Ctrl, Shift, Alt) can be used while dragging-and-dropping.
This is the rule dragging-and-dropping entries with key modifiers;
- Drag/drop without key modifiers indicates to Move;
- Ctrl+Drag/drop indicates to Copy;
- Shift+Drag/drop indicates to Make item links;
- Alt+Drag/drop indicates to Make symbolic links;
myBase also implemented some more dragging-dropping operations that might help.
- Drag an info item and drop into a Windows Folder to export the branch as a .nyf file;
- Drag an info item and drop into the 'Label Tree' pane to label the info item;
- Drag an info item and drop into the 'Query Results' window to add the info item onto the list;
- Drag an info item and drop into the RTF text editor to insert a hyperlink;
- Drag an info item and drop into the 'Item links' pane to add an item link;
- Drag an attachment and drop into a Windows Folder to export the attachment file;
- Drag a file from within a Windows Folder and drop into the 'Outline' or 'Attachments' pane to insert it as attachment, while Alt-drag to insert it as shortcut;
- Drag an info item from within the 'Query Results' window and drop into the 'Outline' pane to move, Ctrl-Drag to copy, Shift-drag to make item links, while Alt-drag to make symbolic links;
Any suggestions on safely running myBase Database?
As database software developers, we're definitely aware of importance of database stability
and reliability. In our opinion, it's even the most important thing for a database software,
so we've spent much time on improving stability and reliability of the program.
Although there're still a couple of notes/tips for you to run myBase database safely.
It's recommended to have the 'auto-backup' option always enabled,
otherwise you may want to create backups manually;
Be sure to have working databases normally closed before Windows
shuts down or goes into hibernation;
Editing a .nyf database over LAN via file sharing with myBase Desktop
is NOT recommended. Network connection problems may damage the working .nyf databases.
Well, viewing .nyf databases via file sharing over LAN is a good idea.
It's recommended to have working databases closed if you won't work
with them any more in a day, rather than just leave them running in background;
If you don't intend to edit a database, it's recommended to open it as 'Readonly'.
Opening a database as Readonly prevents any changes to it,
and protects it from being modified by any other programs;
When a database is open in Read/Write mode for editing,
system crashes and accidental power failure may cause damage to the working databases.
If a database got corrupt, you'd need to recover data from a recent backup;
myBase Desktop can run from on a removable disk drive (e.g. a USB stick);
However, it's not recommended to open a .nyf database directly from on a removable disk drive for editing,
as accidentally/unsafely unpluging the removable disks may cause damage to the working databases.
If you have to run myBase from on USB sticks, please be sure to create backups for your databases;
If you're running a system tweak utility (e.g. Anti-virus) in background,
it's recommended to temporarily deactivate it while myBase runs,
or put myBase onto their 'Exception' list, especially when you experienced problems with it;
myBase .Nyf database has 2GB limit in file size and the SSG database engine detects any attempts to
bloat database size and go beyond the size limit; In order to help improve performance and stability,
we suggest that you have large databases divided into several smaller ones.
Inserting files as attachments usually bloats database size,
We suggest that you create 'Shortcuts' and 'Hyperlinks' to external files, instead of inserting the copies of the files.
myBase provides the 'Tray Icon' option, which allows the database program to minimize
and standby as an icon on the system tray. However, if you won't work with a database for
a long time in a day,
we suggest that you have the database closed and then minimize the program window,
This helps avoid damages from system crashes.
If you're having problems opening your .nyf databases,
and there's neither a backup nor any other choice,
please try the
Database Repair Tool
The repair utility works with myBase Desktop v4.8x/5.x/6.x, and requires the .ssgindex file
which is located in the same folder where the .nyf database file resides.
The file extensions (.nyf, .bak, .ssgindex, .dbindex) for myBase
- The .nyf file contains titles, notes, webpages, images, attachments, everything of a myBase database.
- The .dbindex file contains index data created for each .nyf database to enable the Fast-Find feature.
- The .bak file is a backup of the .nyf database; It's usually created on loading a database,
or during database maintenance; You'd need to restore data from the most recent backup file
if the .nyf database ran into prolems on loading/opening it.
- The .ssgindex file is just a backup of outlining data of a .nyf database; It's primarily intended for
repairing corrupted databases; Please do not count on it, it's highly recommended to keep backup files for
your valuable databases.
What's the difference between Attachments and Shortcuts within myBase?
When you insert a file as attachment, the whole file is copied into the database, and the database file size usually gets larger.
When you insert a file as shortcut, only a file link is inserted into the database, rather than copying the whole file,
it won't bloat the database file too much.
If you have a number of (larger) files need to organize within myBase, it's recommended to insert them as shortcuts
with relative path applied.
About the 'Minimize to tray icon' option
The 'Minimize to tray icon' option is now available again in v6.x as per user requests,
but it's recommended to have the working database closed if you won't work with it any more in a day,
rather than just leave it running in background, nor minimize to the system tray as an icon.
Avoid using .nyf databases back and forth between myBase v5.x and v6.x
myBase v6.x introduced some new data structures for item identification and character encoding.
These changes apply to hyperlinks, symbolic links, calendar, bookmarks, item titles and filenames.
When you edit a .nyf database within v5.x, it won't update the new data structures,
so when you switch back to v6.x, it may cause confusion to the item identification and character encoding.
For example, some hyperlinks or bookmarks seem not to work, or some item titles in Asian language may get corrupt.
However, if you never use item linking and non-ASCII characters within your .nyf databases, using back to v5.x doesn't matter.
How to suppress the 'Script Debugging' error message while browsing webpages in-place?
If you're having problems browsing webpages or snippets stored within your .nyf databases,
and getting the error messages about 'Script Debugging', please try this: Right-click on the 'Internet Explorer' icon on Desktop,
and select 'Properties' menu item, and then go to the 'Advanced' subtab, check the 'Disable Script Debugging' options, and press OK button.
Please be sure to save your passwords in a secure place when setting passwords to protect your databases.
If you lost passwords to access your databases, we suggest that you try to first list out
all the possible passwords you ever used, and then try them one by one.
Why are the editing tools grayed out? I cannot edit anymore.
If the database was open as Readonly, please try to close and re-open it without the 'Readonly' attribute.
To do so, select the 'File - Open Database...' menu item,
locate the target database file, Uncheck the 'Open as Readonly' option ,
and then press the 'Open' button.
Note that current text note can be temporarily set as Readonly by
selecting the 'Edit - Toggle Edit Mode' menu item. If this is the case,
simply select the menu item again to remove the 'Readonly' flag.
Failure loading a database?
If you experienced error messages like this: 'Invalid version tag in ...', it indicates that
the database is probably corrupt. You'd need to retrieve data from a most recent .bak file.
If you have a .bak file, simply rename or copy it to a new .nyf file.
In case that you don't have a backup for the database, you'd want to try the
Database Repair Tool.
Nevertheless, it's highly recommended to reserve backup files for your valuable data.
For suggestions on safely running myBase, please read this section.
If you experienced some other error messages like this: 'Failed to open the database...',
it's more likely that the database is already open within a different myBase instance.
If this is the case, you can simply switch to the previous myBase instance by pressing 'Alt+Tab'
or 'Win+Tab' to activate it. Otherwise, the .nyf file might be used by some other programs,
for example, Anti-virus/malware utility might be checking it at the time.
Nothing found when searching a database.
The [Advanced search] and [Find as you type] utilities are based on index data. Before searching,
you'd need to build/update index data by selecing the [File - Maintenance - Update index] menu item.
Otherwise, you'd want to try the scan-based utility [Search - Search with RegExp],
which allows you to enter either a regular expression, or a text phrase to search for,
without having to build/update index data.
The WebCollect addon doesn't work with IE8/9?
At first, be sure to run the setup program under an administrator account to install the WebCollect addon on Windows,
then disable the protected mode within the Internet Options - Security dialog box, and finally restart the IE web browser,
so the WebCollect addon will be able to capture webpages from within IE.