Aegean Software Corp.

Phone: +86-10-62198965 Email: NoteExpress@163.com URL: Add: http://www.reflib.org ..B705, Aocheng Rongfu Center, ..Beiyuan Rd, Chaoyang district, ..Beijing 100107, China

NoteExpress : Getting Started Guide

Table of contents
Brief Introduction ........................................................................................................ 2 Installation and Interface ............................................................................................ 3 Create Your Library .................................................................................................... 6 Import References ..................................................................................................... 7 4.1) Online search and import ................................................................................. 7 4.2) Filter import ................................................................................................... 11 4.3) Manually input ............................................................................................... 13 4.4) File import and online update ......................................................................... 13 Managing References ..................................................................................................... 18 5.1) Folders ........................................................................................................... 18 5.2) Attachments ................................................................................................... 19 5.3) Find duplicate references ............................................................................... 21 5.4) Tag................................................................................................................. 22 5.5) Download full text ......................................................................................... 24 5.6) Compress and backup library ......................................................................... 26 Statistics ................................................................................................................... 29 Search, Search history and Organizer ..................................................................... 31 7.1) Search and search history ............................................................................... 31 7.2) Organizer ....................................................................................................... 33 Note ......................................................................................................................... 34 Cite when you write, Format your papers................................................................. 37 9.1) Cite when you write ....................................................................................... 38 9.2) Format papers ................................................................................................ 39 9.3) Manuscript templates ..................................................................................... 40

NoteExpress : Getting Started Guide

Founded in 2003, NoteExpress is fully committed to R&D of the bibliographic search and management system with its newly-upgraded software NoteExpress--the most professional system of bibliographic search and management in China. This multi-language system is a perfect assistant for researchers to search, download and manage bibliographic data and dissertations with high efficiency. NoteExpress bears the capability to generate references of different output styles by the add-in in your word processor, enabling the composition of dissertations more convenient.
Website: http://www.reflib.org

Domestic users in China: Wholly implemented by the following academic organizations: Tsinghua University, College of Medicine of Beijing University, Beijing Normal University, Capital Medical University, Southern Medical University, Capital University of Economics and Business, China University of Mining and Technology, Beihang University, Beijing University of Technology, China Agricultural University, Chinese Academy of Social Sciences, Chinese Research Academy of Environmental Sciences, Chinese Academy of Fishery Sciences and etc.

NoteExpress : Getting Started Guide

First of all, go to our website (http://www.reflib.org) and download a free trial of the latest version of NoteExpress. After you have downloaded the software package to your computer, locate the file and double click it to run the installation. Follow the instructions to install the program. By default, NoteExpress will be installed in C:\Program Files\NoteExpress2 and a sample NoteExpress library file is created into C:\ Documents and Settings\YOUR-USERNAME\My Documents\NoteExpress2\Libraries.

Note: During installation, MS Word may start automatically and a NoteExpress addin, which enables you cite references while you write papers using MS Word, will be installed.

After installation, double click the NoteExpress icon on your desktop (or choose start>all programs>NoteExpress2>NoteExpress) to start the software. Normally, NoteExpress will open the sample file for the first time. You can also create you own reference library later.

In NoteExpress or NE for short, many powerful managing modules are available, such as tag, folder, notes, attachments, duplicate references checking, batch edit, batch replace, batch links to attachments, search history, and etc. You can easily link any type of files (such as PDF, Doc, mp3, JEPG document, and folders, and even other references in your library as well) to a reference. And you can also take notes linked to a reference. When you take or edit you notes, you can insert pictures, forms, and formulas.

Typically, when you start NoteExpress, you will see the software like the screenshot shown below
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NoteExpress : Getting Started Guide

On the left side of the screenshot, you can see and manage the structure tree of your library in folders. Note that you can also open and manage multiple libraries at the same time. On the right side, you can see the list of references in your library and corresponding details of the selected reference in the preview window.

If you want to sort your references in authors or publication year, just click on the column head of the list and NE will automatically sort the references. Also, you can add more columns (i.e. fields) and sort by them, please right click on the list header and then choose customize to add/remove and reorder the column in the Displayed column window.

NoteExpress : Getting Started Guide

NoteExpress : Getting Started Guide

In NoteExpress, you can create your own libraries (i.e., your databases) by click icon

on

the toolbar or choose New Library in the drop-down menu of File, and then set the name and location of the library. Your NE database file will be given a .nel extension. So, your library will typically look like library-name.nel. Dont be nervous if your file just presented as library-name without the .nel extension, since the computer has hidden the file extension.

After create your libraries, you can easily move, copy and back up them just as you manage other files, such as MS Word documents.

NoteExpress : Getting Started Guide

There are four ways to import references into NoteExpress: Online search and import Filter import Manually input File import ( with online update)

4.1) Online search and import

Click the small triangle beside icon on the toolbar or choose Search menu, in the

drop-down list select Online Search, and then select the database from the list on the new dialog window.

NoteExpress : Getting Started Guide

On the pop-up window, you can scroll down the list or input the keyword to find your database. After you have selected the database (which is highlighted), and then click choose. For example, we will search PubMed database. or choose search menu and

(1) Click the small triangle beside online search icon select online search

(2) Click select database (note that your recent database history will be saved and displayed below the select database, if your database is listed already, just click it and skip procedure 3 and 4.) (3) In the pop-up window, scroll down the list to find PubMed (or you can input the PubMed in the search box and then click search icon (4) Select PubMed and click the choose button to find it)

(5) In the pop-up search window, enter your keywords/terms in search box and choose your search fields (you can also add or remove search fields) to limit your search, and then press enter on you keyboard or click the search button. Then, NE will retrieve references related to your search query.

NoteExpress : Getting Started Guide

(6) When finishing retrieving, NE will display all related information on the status bar. For example, in our search results, NE has found 4457 references satisfied my search settings (with keyword gene in the title and the publication year of 2009)

NoteExpress : Getting Started Guide

(7) In the results list window, you can view reference (double click it), select and save it directly into NE easily and quickly. Note that NE will just import checked items. By default, NE checks all retrieved references (if you want NE uncheck all references, just click the icon on the toolbar to uncheck all in next search), if you want to uncheck item, you can right click the list or click checks button to select uncheck selected reference/references in current page/all references.

After selected your references, click the import them.

icon and then select fold to

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NoteExpress : Getting Started Guide

4.2) Filter import

If you prefer to login in a database and search and export references in web browser. No problem, you can import your exported data easily into NE. Note that before import you should know and choose the correct FILTER, which enables NE to read and convert the information into corresponding field.

There are some widely used reference formats, such as RIS, and you can import RIS data into NE through RIS filter. While many database companies have their own formats, you are required to select matched filter when importing. After installing NE, there are many filters of widely used database available. Also, you can download new filters or update filters from our website http://www.reflib.org.

We will take PubMed for another example. (1) Log on PubMed and search.

(2) In the search results list, check the items you want to export and then click send to to choose Clipboard.

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(3) In NE, click the import icon

on toolbar (or use keyboard shortcut Ctrl+M, or

click File menu and then select Import References). In the pop-up window of import references, click From Clipboard, and then click Select another filter to find and choose PubMed. You can also choose the target folder to import references.

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(4) Click Start Import to import the exported references. Note: Many other database online tutorials are available on our website. http://www.reflib.org

4.3) Manually input

Sometimes, you may need to manually input a reference to your library. Use the keyboard shortcut Ctrl+N ( or click References menu and then select New Reference in the drop-down list, or right click in the References list window and then choose New Reference), then a New Reference window will be popped up. Fill in corresponding fields of the reference details manually and remember to save your input.

4.4) File import and online update

Many users may have already downloaded many full-text papers before using any bibliography managing software. If they need to import these references into software, they may have to input manually or search the references again, which of course will waste much
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NoteExpress : Getting Started Guide

of your time. In NoteExpress, you can import all of these files directly into NE by a click and then update with a database to fill up the missed details, and then you will get a complete reference library of your full-text files.

i)
-

Import the full-text files

Click menu File and then select Import Files in the drop-down list.

Click to add files or folders. We will take import files for an example.

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In the pop-up window, choose the file(s) you need to import (Press Ctrl on the keyboard and click your mouse to select multiple files). Click open and then click import, your papers will be imported into NE.

Note: if you choose folder, NE will import the folder and all the files and sub-folders under it. And you will see the same folder structure tree in the left side of NE.
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NoteExpress : Getting Started Guide

ii) Online update

You may notice that the reference you have just imported missing many details. In NE, you can fill up these missed details by online update as follows: Click the reference(s) you will update (Press Ctrl on the keyboard and click your mouse to select multiple references) Click menu Search, and then from Online Update References select Automatically Update.

In the pop-up window, choose your target database from the list to update your references. Click choose and then click Find Updates

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NoteExpress : Getting Started Guide

-

When NE finds the matched reference, click Apply Updates to update.

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NoteExpress : Getting Started Guide

NE provides many powerful managing modules to assistant you manage your library, such as folders, attachments, and tags.

5.1) Folders
After you have imported your references into your library, you may need to manage them as you do with other documents in your computer. In NE, you can create folders (regarding a topic or subject, and etc) to classify the references. - Right click References and select Add Folders, or press the insert key on your keyboard to create a new folder. If you want to create a sub-folder, right click the target folder and create the sub-folder. And you can also drag a folder into other folders.

After you have created folders, you can rename and move them by right click on the
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NoteExpress : Getting Started Guide

folder.

5.2) Attachments
In NE, you can attach any types of files (e.g. PDF, MS Word, JPEG, and etc) to a reference. Two methods are available. i) Click the reference you will attach a file, in the preview window of links, right click and select Add, choose the type you will use.

ii)

Drag and drop: click the reference you need to attach files, and then switch to the files folder. Select the files to attach and drop them to the preview window of links.

In NE, there are two ways that will inform you whether a reference is attached to some files: the small red square and the blue clip. Click the clip icon and you will open the first
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NoteExpress : Getting Started Guide

attachment.

In NE, Batch Link Attachments option will be very powerful and efficient if you need to attach many files to multiple references at a single click. Click menu Tools and then Batch Link Attachments

In the pop-up window of batch link to attachments, please choose the folders of your library to batch attach files and locate the files in your computer.
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NoteExpress : Getting Started Guide

Click More to expand option and set the match degree between references and files. Note that NE defines the file types to doc and pdf by default, uncheck it if you want to link other types of files. Click start button, NE will automatically link the matched files to your references.

5.3) Find duplicate references

Sometimes, its unavoidable that you have imported a reference several times into different folders at different time. You may want to find and delete the duplicate ones. Click menu Tools and then choose Find Duplicate References

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NoteExpress : Getting Started Guide

In the popped up window of Find Duplicate References, select the folder you need to check duplicate references. And then select the fields to determine the duplicate, for example, NE will decide the duplicates through fields of reference type, author, year and title by default. And you can also check or uncheck any field to define your duplicates.

Click Find button to start, then NE will show you the duplicates.

5.4) Tag
In NE, you can manage your references with tag. By default, NE has some numbered tags, and you can customize them too later. Right click on the reference and then choose Mark Tag as to mark your reference with a tag.

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When you click Customize, you can edit the tag name and add or delete tags in the pop up window.

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NoteExpress : Getting Started Guide

5.5) Download full text

From version 2.3 on, NoteExpress supports full text download when you right click on a bibliography record (of course, you must have the corresponding database privilege to download). Operate as follows: Select the references needed to download full text (press Ctrl on your keyboard to select multiple ones) Right click on the selected references and select Download fulltext from the list, and then choose the database you think you can get the full text.

Select database and click ok

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NoteExpress : Getting Started Guide

NoteExpress may pop up a notification window, click yes. If you dont choose the attachment directory on the options of NoteExpress, you will be asked to specify the location to save downloaded full text. Click yes to specify directory or click no to download to the same location of you libraries. Note: some database may need you to input username and password to go on.

In the popped download window, NoteExpress will show you download statuses, such as searching, success and waiting

If you need to delete or re-download certain records, right click on them and select your operation.

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NoteExpress : Getting Started Guide

5.6) Compress and backup library

In NoteExpress, you dont have to worry losing records any more. You can choose automatically or manually to backup important libraries. By default, NoteExpress turns off automatic backup. If you need to turn it on, click options icon between backup on opening library and backup on closing library. on toolbar to choose

If you select backup on opening library or backup on closing library, NoteExpress will pop up a window for you to browse and set the directory (we strongly recommend to select a non-system directory). After you set to automatic backup, NoteExpress will pop up backup window every time on closing or opening you library as follows.

When you open multiple libraries, NoteExpress will just backup the active library automatically rather than all the libraries showing in the folders list on the left.
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NoteExpress : Getting Started Guide

Three methods of manual backup are available as follows. In the folders list, right click on the library needed to backup manually and select backup library, and then specify the directory.

Click menu File and then select backup library. NoteExpress will backup the active library. You then are needed to locate the directory for backup files.
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NoteExpress : Getting Started Guide

Of course, you can also click the options icon backup immediately.

on the toolbar and then click

Note: NoteExpress will name the backup files in the form: library name + backup date + date. All of your bibliographies, notes and links will be included in the backup files.

If you want to restore the backup files, you may need to unzip the files first by software such as WinRar, winzip or 7-zip, and then double click the library to open. Note that if you select backup on opening library and when you restore files, NoteExpress will backup the backup files. The new files contain all records of the backup libraries and it just adds new time information. I f you dont need to backup it, just click cancel to terminate option. If you need to reduce library size and you can choose compress library. For example, click menu File and then select compress library to compact the active library file.

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NoteExpress : Getting Started Guide

In NE, we provide you a tool to analyze your references and get an outlook of the library. To analyze, just right click on the folder and then select Folder Statistics. In the pop up window, choose the filed from the list that you are interested in and then click Stat button. NE will show you the results in the window below, and then you can also export the reports. Right click on a folder, select Folder Statistics

Select a field from the list, and then click Stat button.

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NoteExpress : Getting Started Guide

Preview and export the results

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NoteExpress : Getting Started Guide

7.1) Search and search history

In NE, we automatically save your search history in Searches folder. You can check the search list any time. Those references added after your first search will also be listed. So you don't have to search again.

For quick search, just type your keyword in the box and press enter. And you can define you search in certain folders by click on the litter triangle beside icon .

For advanced search, press F3 on your keyboard or click menu Search and select Search in Library configure your search condition and then click search button

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NoteExpress : Getting Started Guide

NE will automatically save your recent search records in the folder Searches. You can click the triangle on the left of the folder to expand it and see your search history. Click on a record, NE will show you the search results in the list window.

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NoteExpress : Getting Started Guide

7.2) Organizer
When you import a reference, NE will automatically save the authors, keywords, and author affiliations and show them in the structure tree under folder Organizer. You can click it to expand the tree and find certain keyword or author. NE will show you the corresponding results when you click an author or keyword.

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NoteExpress : Getting Started Guide

Consider you are reading your references, what will you do when a great idea comes to your mind? Pick up a pencil and a notepad to scratch it down? Or create a text document and put it under some folders? Probably you will lose it forever. Or when you read it some day, you have forgotten how it came to your mind. In NE, you can easily take notes and manage them efficiently. You can link you notes to some references, so the connection will remind you everything next time you read it. You can also add pictures, formulas to your notes. For quick notes: Click the reference you will add notes. And then click the Notes tab and switch to the notes window, jot down your ideas here. Thats all! NE will save your notes automatically!

For advanced notes: click the reference, press F4 on your keyboard or click menu

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NoteExpress : Getting Started Guide

References and then select Add Note to Reference from the list. The new note window will be popped up. And then add your notes in the window. Remember to SAVE your notes when add or edit note separately.

Note that NE will automatically entitle your notes with the reference title, you can rename it. After you have inserted notes, NE automatically create the same structure tree with your reference library.

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NoteExpress : Getting Started Guide

Normally, you can edit your notes in the note preview window. If you prefer to insert picture, table, or formulas in a separate window, click the open icon on the notes toolbar.

In NE, when you add a note to the reference, NE will add a purple square to the reference.

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NoteExpress : Getting Started Guide

For most users, the main purpose of using NE is to assist writing papers or dissertations. You can cite references in NE while you write your paper by MS Word, WPS, or Open Office. After you have installed NE in your computer, NE will create an add-in to your word processor, which will assist you write paper easily and efficiently. Additionally, NE has integrated thousands of output styles of international peer-reviewed journals. You can switch between different styles by a single click.

Add-in in MS Word 2003

Add-in in MS Word 2007

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NoteExpress : Getting Started Guide

9.1) Cite when you write

When you cite references in NE during writing, move cursor to where you want to insert citation in your word processor, select references in NE and then click the Insert Citation icon on your word add-in to insert to your paper. NE will automatically export references list at the end of your paper.

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NoteExpress : Getting Started Guide

9.2) Format papers

If you want to switch to another output style, click the format icon on the word add-in, and then browse and select your output style and then click Ok.

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NoteExpress : Getting Started Guide

NE will export the references list.

Note: if you cannot find output style from the list, you can search and download it from our website http://www.reflib.org, or you can go to our online forum seeking for technical support.

9.3) Manuscript templates

In NE, we have incorporated many manuscript templates of some top journals. You can select from the list and then add your paper details in the popped up window. For example, we will write a paper in APA 5th theses style. Click menu tools and select manuscript templates, select APA 5th (theses) from the list in the popped up window. And then fill in your paper details and start writing.

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