HNDBA1135

Information
Technology I

Week 3 - Software: Tools for Productivity

& Creativity
 Chapter Topics
UNIT 3A: System Software: The Power behind the Power
3.1 The Operating System: What It Does
3.2 Other System Software: Device Drivers & Utility Programs
3.3 Common Features of the User Interface
3.4 Common Operating Systems
UNIT 3B: Application Software: Getting Started
3. 5 Application Software: Where to Get It, How to Use It
3.6 Data Files & Program Files
3.7 Word Processing Software
3.8 Spreadsheet Programs
3.9 Database Software
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3.10 Office Suites & Integrated Packages
3.11 Specialty Application Software
UNIT 3A: System Software: The Power behind the
Power

• Application software is software that has been developed to solve a particular problem for
users—to perform useful work on specific tasks
or to provide entertainment.
• System software runs at the most basic level of your computer and enables the application
software to interact with the computer and helps the computer to manage its internal and
external resources, as well as manage the hardware.

There are three basic components of system software

that you need to know about:
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1 . Operating systems: An
operating system is the
principal component of system
software
in any computing system.
2. Device drivers: Device
drivers help the computer
control peripheral devices.
3. Utility programs: Utility
programs are generally used to
support, enhance, or expand
existing programs in a
computer system.
 3.1 The Operating System
The operating system manages the entire computer system.

• The operating system (OS) consists of the low-level, master

system of programs that manage the basic operations of the
computer.
– Every general-purpose computer must have OS to run other
programs.
– OS allows users to concentrate on applications rather than on
complexities of the computer.
– Each application program is written to run on top of a particular OS.
• The OS manages:
• Booting
• CPU management
• File management
• Task management 5
• Security management
Booting
– The process of loading an OS into the computer’s main
memory
– Booting involves four steps:
1. Turn the computer on.
2. Diagnostic routines test main memory, CPU, and other hardware.
3. Basic Input/Output System (BIOS) programs are copied to main memory.
– BIOS contains instructions for operating the hardware.
– The computer needs those instructions to operate the hardware and find a copy of the OS.
4. Boot program obtains the OS and loads it into computer’s main memory.

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Panel 3.2
Page 117

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– Cold boot—turn on computer’s “on” system
– Warm boot—restart a computer that is already on
– Boot disk—use a CD or flash drive containing all files
to launch OS
– Boot from the cloud

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CPU Management
– CPU is the central processing unit.
– Supervisor (kernel) is the software that manages CPU
• Remains in memory while the computer runs
• Directs other programs not in memory to perform tasks that
support application programs
– Memory Management
• OS keeps track of memory locations to prevent programs and
data from overlapping each other
• Swaps portions of programs and data into the same memory
but at different times
• Keeps track of virtual memory
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CPU Management (continued)
– Queues, Buffers, Spooling
• Queue : First-in, first-out (FIFO) sequence of data or programs that waits in line for its
turn to be processed
• Buffer: The place where the data or programs sit while they are waiting
• To spool: The act of placing a print job into a buffer. (Needed because the CPU is faster
than printers. The CPU can work on other tasks while the print jobs wait.)

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File Management
– A file is either a
• Data File: a named collection of data
• Program File: a program that exists in a
computer’s secondary storage
– Files are located in many places on
secondary
storage devices; OS locates files and
facilitates
access to them
– The file system arranges files in a
hierarchical manner
• Top level is directories (folders)
• Subdirectories come below folders
– Find files using their pathname.
Example:
C:/MyDocuments/Termpaper/ 11
section1.doc
Task Management
– Computers are required to perform many different
tasks at once—to do task management.
– Task: An operation such as storing, printing, or
calculating
– Multitasking: Handling more than one program
concurrently
• Example: You do word processing while playing music on
your computer.
• OS directs processor to alternate time on each program
until processing is complete.
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Security Management
– Operating Systems permit users to control access to
their computers.
– Users gain access using an ID and password.
– You set the password the first time you boot up a
new computer.
– After that, when you boot up, you’ll be prepared to
type in your username and password.

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 3.2 Other System Software
Drivers and utility programs add functionality to your computer and help it perform better.
Device Drivers
– Specialized software programs that allow input and output devices to communicate with the
rest of the computer system.
– When you buy a computer, many device drivers come with the system software.
– Device drivers also come with new hardware (on CDs/DVDs) or can be downloaded from the
manufacturer’s website.
Utilities
– Service programs that perform tasks related to the control and allocation of computer resources.
• Examples: Backup, virus protection, data recovery, data compression, file defragmentation, disk cleanup, remove
temp files
– Some come with the OS, others can be bought separately (e.g., Norton SystemWorks, McAfee
Utilities).

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 3.3 Common Features of the User
Interface
User-interface features use graphics to facilitate a person’s interaction with the computer.

• User Interface
– The user-controllable display screen you use to interact with the computer, using keyboard or mouse.

• Keyboard & Mouse

– Special-purpose keys: used to enter, delete, edit data, and to execute commands.
– Function keys (F1, F2, etc.): used to execute commands specific to the software being used.
– Macros: keyboard shortcuts to activate series of commands.
– Mouse pointer: moved to particular place on screen or to point to little symbol icons.

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Panel 3.6
Pages 126-127
Graphical User Interface (GUI)
– Allows you to use a mouse or keystrokes to select icons
and commands from menus.
– Three main features of GUI are desktop, icons, and
menus.
• Desktop: The system’s main interface screen.
• Icons: Small pictorial figures that represent programs, data files, or procedures.
• Rollover: A small text box that explains the icon when you roll your mouse over it.
• Menus: Lists of built-in commands and/or options from which to choose pull-down,
cascading, pull-up, pop-up.

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Menus
• Most operating systems use GUIs with the
following:
– Title Bar: runs across the top of the display window
and shows the name of the folder you are in.
– Menu Bar: shows the names of the pull-down menus
available.
– Toolbar: Displays menus and icons representing
frequently used options or commands.
– Taskbar: The bar across the bottom of the Windows
screen that contains the Start button and icons that
show open files/programs.
– windows: Rectangular portion of the display screen 19
through which you can view a file of data or an
application program.
 window

Page 132

20

Programs pinned to taskbar

Windows 7 and
Windows 8 taskbars

Minimize, Maximize, Restore Down, and Close

 3.4 Common Operating Systems
The main operating systems for general computer users are Windows, Mac OS, and Unix/
Linux.

• Platform
– The particular processor model and operating
system on which a computer system is based.
– Three principle categories of operating systems:
1. Stand-alone
2. Network
3. Embedded

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1. Stand-alone operating systems
• Often called a desktop operating system, an operating system that works on a single
desktop or notebook (laptop) computer.
• Two principal stand-alone systems:

– Mac platforms—run Apple Macintosh

– PC platforms—run Microsoft Windows
• Some legacy systems still used—outdated but still functional

– DOS (Disk Operating System) (original

Microsoft OS)—hard-to-use command-driven
user interface
Mac OS X (“Ten”)
– OS that runs on Apple Macintosh computers; is popular for desktop publishing ,
graphics, and educational settings
– Pioneered the easy-to-use GUI (based on work done at Xerox)
– Proprietary OS
• Mac OS X from 2000 is based on Unix
• Mac OS 10.8 = Mountain Lion (2011)
• Mac OS 10.9 = Mavericks (2013)
• Apple iOS runs mobile devices

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Microsoft Windows
• Most common operating system
for desktop and portable PCs.
• Windows early versions:
• 95, 98, 2000, ME, XP, Vista

• Windows 7: still most commonly

used OS
• Windows 8: Has both desktop
(“classic”) and tile views
– Tile view allows gesture
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manipulation of
on-screen items (touch screens)
2. Network operating systems
– Novell’s Open Enterprise Server (OES)
• Used for coordinating microcomputer-based local area networks (LANs) throughout a
company or campus
• Network OS usually located on a main server

– Windows Server
• Designed to run on network servers in businesses of all sizes
• Multiple users share resources, such as data, programs, printers

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(Network operating systems)
– Unix, Solaris, BSD
• Unix is a multitasking operating system with multiple users that has built-in
networking capability and versions for all kinds of computers
• Is particularly stable—used to run backbone of Internet
• Used by large organizations—for airplane design, currency trading
• Versions include Solaris, BSD
• Unix interface is command-line interface

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(Network operating systems)
– Linux
• Free (nonproprietary) version of Unix
• Continual improvements from thousands of volunteer programmers
• Linux is open-source software—anyone may make suggested improvements
– May legally be downloaded and used for free
– May legally be modified for free, as long as modifications aren’t copyrighted
– Uses command-line-interface or GUI
– Linux vendors give away software but sell services, products
– Is the basis of Google’s Chrome OS

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3. Embedded Operating Systems
– Embedded OS—resides on CPU chip
– Specialized system that is part of larger system or machine
– Used in mobile devices: Google Android, BlackBerry, Windows Phone, iOS, Embedded Linux

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UNIT 3B: Application Software—Getting Started

• People interact with the application software,

which interacts with the system software, which
interacts with the computer.

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 3.5 Application Software
Application software comprises the programs that do the work that users are directly
interested in.

The availability of software depends on how it is

licensed or copyrighted by its creators or owners.

Software can be obtained in a variety of ways: 31

1. Custom Software 5. Shareware
Tailor-made software crafted by Copyrighted software that is
an individual or team of distributed free for a trial
programmers for a particular period, but users must then
function or business purpose. pay the software developer
2. Packaged software to continue using it.
Copyrighted, mass-produced 6. Rentalware
software that’s offered for sale in Online software that users
stores or on the web to a variety lease for a fee and
of users. [See next slides.] download whenever they
3. Public-domain software want it.
Software that is not protected by 7. Web application
copyright and thus may be (web app) Software that
duplicated by anyone at will, runs on a remote Internet
with no fear of legal prosecution. server rather than on a
4. Freeware person’s own personal
Copyrighted software that is computer.
distributed free of charge
 is copyrighted -- users must get license
Commercial (packaged) software
from owner and sign a contract in which they agree not
to make copies of the software to give away or
resell.
– Software license types:
– Site licenses allow software to be used on all computers at a specific location
– Concurrent-user licenses —allow a number of copies to be used at one time
– Multiple-user license—specifies number of people who may use the software
– Single-user license—limits software to one user at a time

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• Pirated software: Software obtained illegally in
violation of copyright

• Abandonware: Software that is no longer being

sold or supported by its publisher (but may still
not be legally copied)

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• Tutorials & Documentation
– Tutorial: Instruction book or program that helps you
learn to use the product by taking you through a
series of steps
– Documentation: All information that describes a
product to users, including a user guide or reference
manual that provides a narrative and graphical
description of the program

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• Types of Application Software
– May be classified as entertainment, personal,
education/references, productivity, and specialized
uses
• Productivity software: Purpose
is to make users more
productive at particular tasks.
– Word processing, spreadsheets, database managers
– May be bundled in office suite

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Productivity
software

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 3.6 Data Files & Program Files
Data files: Data files contain data, such as words,
number, pictures, and sounds—for example
(extensions):
• Program files: Program files contain software
instructions that execute, or run, when the
program is opened.
– Source program files: Source program files contain
.bas high-level computer instructions in the original form
.java
written by the computer programmer.
– Executable files: To be made useful to the computer
for processing, a source program file must be
.exe
translated into an executable file, which contains the
.dll instructions that tell the computer how to perform a
.drv
particular task. You use an executable file by running
it, as when you select the spreadsheet program
Microsoft Excel from your on-screen menu and open
it.
Exchanging files
• Importing: getting data from another source and then converting it into a
format compatible with the program in which you are currently working
• Exporting: transforming data into a format that can be used in another program
and then transmitting it

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Data compression is a method of removing repetitive
elements from a data file so that it requires less storage
space and therefore less time to transmit. Later the data is
decompressed—the repeated patterns are restored.

• Lossless compression uses mathematical techniques to replace repetitive

patterns of bits with a kind of coded summary. During decompression, the
coded summaries are replaced with the original patterns of bits -- the data that
comes out is exactly the same as what went in. Lossless techniques are used
when it’s important that nothing be lost—for instance, for computer data,
database records, spreadsheets, and word processing files.
• Lossy compression techniques permanently discard some data during
compression. Lossy data compression involves a certain loss of accuracy in
exchange for a high degree of compression. Examples of two lossy compression
file formats are .jpeg and .mpeg, used for graphics files and sound files.
 3.7 Word Processing Software
Word Processing uses computers to create,
edit, format, print, and store text.
– Microsoft Word best known
– Others: Corel WordPerfect, Apple iWork Pages,
Google Apps, Zoho Writer
– Word processing allows you to delete, insert, and
replace text
– Additional features: creating, formatting, printing,
saving 42
– Cursor: movable symbol to show where to enter text
– Scrolling: moving quickly up, down, or sideways
– Word wrap: automatically continues text to next line
– Head hierarchy: Outline View puts tags on headings within a document
to organize it according to head level
– Footnote numbering can be done automatically

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– Editing : Making alterations in content
– Inserting: adding text to documents
– Deleting: removing text from documents
– Find & Replace
– Find: lets you go straight to any text in your document
– Replace: lets you automatically replace it with something else
– Cut, Copy, & Paste
– Select the text you want to move
– Copy (or cut) to clipboard, then paste in new location

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– Spelling Checker: tests for incorrectly spelled words
– [Note: Do not rely on spelling and grammar checkers to be 100% accurate!]
• Grammar Checker: highlights poor grammar,
wordiness, incomplete sentences, and awkward
phrases
• Thesaurus: offers suggestions for alternative
words with the same meaning

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 Grammar checker
Spelling checker
Formatting Documents with the Help of Templates
– Formatting: determining appearance of a document
– A template is a preformatted “form” that provides
basic tools for structuring a final document—text,
layout, page design, etc.
– Every word processing program comes with
standard templates (for letters, memos, etc.)

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Examples of
Word templates
• Aspects of Formatting
– Font
• The typeface and size of the text you use
• Also lets you specify underlined, italic, or bold and color
– Spacing & Columns
• Choose the line spacing
(single- or double-spaced, or other)
• Choose single-column or multi-columned
text for your document
– Margins & Justification
• Indicate width of left, right, top, and bottom
margins
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• Justify text left, right, or center
Headers, footers, page numbers
– A header is text printed at the very top of the page
– A footer is text (like page number) at the page
bottom
Other Formatting
– You can specify borders, shading, tables, and
footnotes
– You can also import graphics, such as clip art
Default Settings
– These are the settings automatically used by the
program unless you change them 51
• Output: Printing, Faxing, or Emailing Documents
– Print individual pages, the whole document, or several copies
– You can fax or email finished documents
– Previewing: gives you a look at how document will look when printed, before you print
• Saving documents: store a document as an electronic file on, e.g., hard disk, CD or
flash drive. [SAVE your work often!!!!!!!!!!!]
– Word processing allows formatting of documents in HTML (for the web)

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 3.8 Spreadsheet Programs
A spreadsheet program uses rectangular grids for laying out linked, usually financial,
data in a very organized fashion.

• Spreadsheets are used to create tables and financial schedules.

– Enter data and formulas into rows and columns on screen
– Microsoft Excel, Corel Quattro Pro, Lotus 1-2-3, Apple iWork Numbers
• Organized into columns and rows on a worksheet
– Labels are descriptive text
– Cells are where a row and a column meet
– Cell address is the position of the cell
– Range is a group of adjacent cells
– Values are numbers or dates entered into a cell
– Cell pointer shows where data is to be entered
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54
Formulas, Functions, Recalculation, What-If
Analysis
– Formulas are instructions for calculations
• Define mathematically how one cell relates to another
• Example: @SUM(A5:A15) sums the values of the cells A5,
A6, A7, and so forth up through cell A15
– Functions are built-in formulas, such as SUM()
– Recalculation is the process of re-computing values
– What-if analysis allows users to see what happens
to totals when one or more numbers change in cells
• Worksheet templates—custom-designed for particular
work
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• Multidimensional spreadsheets—link one to another
Analytical Graphics: Worksheet and workbook data can be displayed in
graphic form.
– Spreadsheet programs allow you to automatically create graphs
– Graphical forms make numeric data easier to analyze
– Examples of types of analytical graphics:

• Column charts
• Bar charts
• Line graphs
• Pie charts
• Scatter charts

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 3. 9 Database Software
A database is a collection of data that is organized so that
its contents can easily be accessed, managed, and updated.
• Database : Structured collection of interrelated files
in a computer system.
• Database software sets up and controls the structure of a
database and access to data.
• Principal microcomputer databases: Microsoft Access, FileMaker Pro
• Benefits of databases:
– Data redundancy is minimized.
– Data is integrated and stored in a structured fashion.
– Data in databases has more integrity.
– Data may include text, numbers, and graphics.

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The main type of microcomputer database program is the
relational database.

Relational database: Data organized into related

tables
– Each table contains rows (records) & columns (fields)
– Key is field used to sort data
• Most frequent key field is social security number
• Tables with the same key field are linked together
– Querying and displaying records
• Database software offers a quick way to locate records
– Saving, Formatting, Printing, Copying, Transmitting
• Can save results, format them in different ways, print as 58
reports, copy to other documents, & transmit as email
Some database
program functions

59
Sample
Access
database
templates
 3.10 Software Suites & Integrated
Packages
• Software suite: Collection of individual programs bundled together in a
single package.
– Most popular are productivity suites (office suites), professional-level application
programs frequently used in business—usually word processing, spreadsheet, database
management, and presentation programs.
– Best-known productivity suite is Microsoft Office. Others are Apple iWork, Corel
WordPerfect Office, Lotus SmartSuite, and StarOffice.
– Cloud suites, or online office suites, include Microsoft Web Apps, Google Docs, and Zoho.
• Integrated package: Single program for microcomputers that combines
the functionality of word processing, spreadsheet, and database
management.
• Personal information manager: Software that helps you keep track of and
manage information used on a daily basis, such as addresses, telephone
numbers, appointments, to-do lists, and miscellaneous notes.
– Microsoft Outlook, Lotus Notes
 3.11 Specialty Application Software
Some special applications:
• Presentation graphics
• Financial
• Desktop publishing
• Drawing & painting
• Video/audio editing
• Animation
• Multimedia authoring
• Web page design/authoring
• Project management
• Portable Document Format (PDF) 62

• Computer-aided design
Presentation Graphics Software
– Uses graphics, animation, sound, data, and
information to make visual presentations
– Some packages: Microsoft PowerPoint, Corel
Presentations, Harvard Graphics
– Includes design and content templates
• Allows presentation to be dressed up with clip art, sound
clips, special visual effects, animation, and video clips

63
Financial Software
– Ranges from personal-finance managers to entry-level accounting programs to
business financial-management packages
– Personal-finance programs include Quicken, Moneydance, YNAB
– Common features of financial software
• Track income & expenses
• Allow checkbook management
• Do financial reporting
• Offer tax categories to assist with tax recordkeeping
• May offer financial planning & portfolio management
• Tax, accounting, investment software also available

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Desktop Publishing
– Involves mixing text & graphics to produce high-
quality output for commercial printing
– Uses a mouse, scanner, printer, and DTP software
– Professional DTP programs: QuarkXPress, Adobe
InDesign
– Has the following features
• Mix of text with graphics
• Offers varied type & layout styles
• Allows import of files from other programs
• Becoming a DTP professional requires training
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Desktop publishing
overview

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Drawing Programs
– Graphics software used to design &
illustrate objects & products
– Create vector images—created from
geometrical formulas
– Examples: CorelDRAW, Adobe Illustrator
Painting Programs
– Graphics programs that allow users to
simulate painting on-screen
– Produce bit-mapped or raster images
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(tiny dots)
Common Graphics File Formats
• .bmp (BitMaP) – used on PCs (Native to MS Windows)
• .gif (Graphic Interchange Format) – format used in web pages
• .jpeg (Joint Photographic Experts Group) – used in high-resolution images,
especially photos
• .tiff (Tagged Image File Formats) – used on PCs & Macs for high-resolution images
to print
• .png (Portable Network Graphics) – used as alternative to .gif

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Video-Editing Software
– Allows import to and editing of video footage on computer
– Some video editing packages: Adobe Premiere Elements, Corel Video Studio, Sony
Pictures Digital Vegas, Apple Final Cut Express, Pinnacle Studio DV, & Ulead VideoStudio

Audio-Editing Software
– Allows import to and editing of sound files on computer
– Sound editing packages: Windows Sound Recorder, Sony Pictures Sound Forge,
Audacity (freeware), Felt Tip Software’s Sound Studio (shareware), GoldWave, &
WavePad.

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Animation Software
– Simulates movement by rapidly displaying
a series of still pictures, or frames
– Computer animation: Creation of moving
images by means of computer
– GIF animation: First format to be widely
used for web pages
– Packages: GIF Construction Professional, 70

3D GIF Designer, Easy GIF Animator

Multimedia Authoring
Software
– Combines text, graphics,
video, animation, and
sound in an integrated
way to create stand-
alone multimedia
applications
– Content can be put on
CDs/DVDs or delivered
via the web Adobe Director

– Two examples: Adobe 71

Director & Macromedia

Authorware
Web Page Design/Authoring Software
– Used to create web pages with sophisticated
multimedia features.
– Packages: Adobe Dreamweaver, Seamonkey, Coffee
Cup, RealMac Rapid Weaver, etc.
– Packages also provided by
internet access
providers; free
& easy to use.

72
Project Management
Software
– A program used to
plan and schedule the
people, costs, and
resources required to
complete a project on
time
– Packages: Mindjet
MindManager,
MatchWare MindView, 73
Microsoft Project, etc.
Portable Document Format (PDF)
– Multiplatform file format developed by
Adobe Systems that allows documents to be
used with any operating system.
– Captures text, graphic, and formatting
information from a variety of applications on
different platforms, making it possible to
send documents and have them appear on
the recipient’s monitor as they were
intended to be viewed.
– Today, used for virtually any data that needs
to be exchanged among applications and 74

users.
Computer-Aided Design (CAD)
– Programs intended for 2D and
3D design of products,
structures, civil engineering
drawings, and maps.
• Examples include Autodesk,
AutoCAD, TurboCAD, Alibre
Design, and PowerCADD.
• CAD programs help design
buildings, cars, planes,
electronic devices, roadways,
bridges, subdivisions.
• CAD/CAM programs: allow CAD
programs to be input into
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computer-aided manufacturing
systems that make products.