Understanding Computers: Today and Tomorrow, 13th Edition

Chapter 6:
Application Software
 Learning Objectives

1. Describe what application software is, the different

types of ownership rights, and the difference between
installed and Web-based software.
2. Detail some concepts and commands that many
software programs have in common.
3. Discuss word processing and explain what kinds of
documents are created using this type of program.
4. Explain the purpose of spreadsheet software and the
kinds of documents created using this type of program.

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 Learning Objectives

5. Identify some of the vocabulary used with database

software and discuss the benefits of using this type of
program.
6. Describe what presentation graphics and electronic
slide shows are and when they might be used.
7. List some types of graphics and multimedia software
consumers frequently use.
8. Name other types of application software programs and
discuss what functions they perform.

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 Overview

• This chapter covers:

– Characteristics of application software in general
– A look at the most widely used types of application
software, including:
• Word processing
• Spreadsheet
• Database
• Presentation graphics
• Graphics and multimedia software
• Other types of application software

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 The Basics of Application Software
• Software ownership rights: Specify the allowable use
of the program
• Software license: Specifies the conditions under which
a buyer of the program can use it

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 Software Ownership Rights

• Commercial software: Copyrighted software that is

developed usually by a commercial company, for sale to
others
• Shareware: Copyrighted software distributed on the
honor system; consumers should either pay for it or
uninstall it after the trial period
• Freeware: Copyrighted software programs that are given
away by the author for others to use free of charge
• Public domain software: Software that is not copyrighted
and ownership rights have been donated to the public
domain
• Open source software: Programs with source code made
available to the general public
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 Software Ownership Rights

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 Desktop vs. Mobile Software

• Mobile phones and mobile devices typically require

mobile software
– Specifically designed for a specific type of device
– Wide range of software available

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 Online Video

“Zillow iPhone App”

(click below to start video)

Courtesy Zillow

Reminder: The complete set of online videos and video podcasts are available at:
www.cengage.com/computerconcepts/np/uc13
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 Installed vs. Web-Based Software

• Installed software: Must be installed on the computer

before it can be run
– Can be purchased in physical form
– Can be downloaded from the Internet

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 Installed vs. Web-Based Software

• Web-based software:
Run directly from the
Internet
– Also called
Software as a
Service (SaaS)
and cloudware
– Includes free
software and fee-
based software
available via an
application service
provider (ASP)
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 Software Suites

• Software suite: Collection of software programs bundled

together and sold as a single software package
– Office suites are used by most businesses/individuals
to produce documents
• Typically include:
– Word processing software
– Spreadsheet software
– Database software
– Presentation graphics software
– Additional productivity tools like calendars,
messaging programs, or collaboration tools
– Provides a common interface among programs in the
suite
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 Software Suites

• Office suites include:

− Microsoft Office
− Apple iWork
− OpenOffice.org (free)
• Most suites available in variety
of versions
• Not all suites available for all OS
• Cost lower than buying each
program
separately

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 Common Software Commands

• Application programs today have a number of concepts

and commands in common
– Toolbars
– Menus
– Command buttons
– Keyboard
shortcuts
– Ribbon
– Mini toolbar

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 The Ribbon

• Used in Microsoft Office 2007 and later

• Commands are organized into groups located on tabs
• Contexual: Commands appear as they are appropriate

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 Editing a Document

• Editing a document: Changing the content of the

document, such as inserting or deleting words
– Insertion point: Indicates the current location in a
document, which is where the changes will be made
– Typing text will insert it
– Delete and Backspace key will delete text
– Text and objects can typically be selected to be
moved, copied, deleted, or formatted

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 Formatting a Document

• Formatting a document: Changing the appearance of the

document
– Changing font face, size, style, or color
– Changing line spacing or margins
– Adding page numbers or borders

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 Getting Help

• Help for software programs

– Often built into the program
• Table of Contents
• Browsing
• Search
– Online help (via manufacturer’s Web site and
independent sites)
– Offline help (periodicals, books, tutorial videos,
classes)

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 Getting Help

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 Quick Quiz

1. Software programs that are distributed on the honor

system and can be legally and ethically shared with
others to try out the software are referred to as
______________________.
a. shareware programs
b. commercial software
c. public domain software
2. True or False: Software purchased via the Internet is
always in downloaded, not packaged, form.
3. A group of related software programs sold together
as one unit is called a(n) ______________________.
Answers:
1) a; 2) False; 3) software suite
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 Word Processing Concepts

• Word processing: Using a computer and word

processing software to create, edit, save, and print
written documents such as letters, contracts, and
manuscripts
• Word processing software: Application software used to
create, edit, save, and print written documents
• Common programs:
– Microsoft Word
– Corel WordPerfect
– Apple Pages

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 Microsoft Word

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 Creating a Word
Processing Document

• Word wrap: Automatically returns the insertion point to

the next line when the end of the screen line is reached
• Character formatting (font face, size, style, or color)
• Paragraph formatting (line spacing, indentation, tabs,
alignment, and styles)
• Page formatting (margins, paper size, orientation,
headers, footers, etc)
• Document formatting (footnotes, end notes, table of
contents, index, background, theme)

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 Tables, Graphics, and Templates

• Tables: Allow content to be organized in a table

consisting of rows and columns
• Graphics or drawing features: Allow images to be
inserted into a document (clip art, photographs, drawn
images, etc.) and then modified
• Templates: Help users create new documents quickly

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 Word Processing on the Web

• Most word processing programs today include Web-

related features allowing you to:
– Send a document as an e-mail message
– Include Web page hyperlinks in documents
– Create or modify Web pages
– Create and publish blogs
– Collaborate with others online

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 Spreadsheet Concepts

• Spreadsheet software: Used to create electronic

spreadsheets
• Spreadsheets: Documents containing a group of
numbers and other data organized into rows and
columns
• Worksheet: A single spreadsheet
• Workbook: A collection of worksheets saved in a single
file
• Most widely used spreadsheet programs:
– Microsoft Excel
– Corel Quattro Pro
– Apple Numbers

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 Microsoft Excel

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 Creating a Spreadsheet

• Worksheets are divided into rows and columns

• Cell: The intersection of a row and a column
– Each cell is identified by a cell address
– Cell pointer marks current cell
– Groups of cells are called ranges or blocks; can be
selected with mouse or keyboard
– Data is entered into current cell

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 Entering Data into a Spreadsheet Cell

• Cells can contain:

– Labels: Text-based entry in a worksheet cell that
identifies data on the worksheet
– Constant values: Numerical entry in a worksheet cell
– Formulas: Performs mathematical operations on the
content of other cells
• Usually reference cell address, not the current data
in a cell
• Use mathematical operators + - / * ^
• e.g. =B8+C8+D8
– Functions: Named programmed formula
• e.g. @SUM(B8..D8)
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 Entering Data into a Spreadsheet Cell

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 Absolute vs. Relative Cell Referencing

• Relative cell references: Cell addresses are adjusted as

the formula is copied
– The default in most spreadsheet programs
– e.g. B6
• Absolute cell references: Cell addresses are not
adjusted as the formula is copied
– Used when the formulas should always use the value
in a particular cell, regardless of in which cell the
formula is placed, such as for:
• Constant value (sales tax rate, etc.)
• Percent computation (always divide by total)
– e.g. $B$6
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 Absolute vs. Relative Cell References

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 Charts and What-If Analysis

• Most spreadsheet programs include some type of

charting or graphing capability
– Can create charts from the data in the spreadsheet
(don’t have to reenter it)
– Charts change accordingly if the data in the
spreadsheet changes
• What-if analysis (sensitivity analysis)
– Allows you to change certain numbers on a
spreadsheet and immediately see the results of that
change
– Tool frequently used to help make business decisions

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 Spreadsheets and the Web

• Most spreadsheet programs have built-in Web

capabilities, such as to:
• Save the current worksheet as a Web page
• Insert hyperlinks inserted into worksheet cells
• Select and copy ranges of cells to a Web publishing or
word processing program to insert spreadsheet data into
a Web page as a table
• Collaborate online

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 Quick Quiz

1. Changing the line spacing of a document is an

example of which word processing feature?
a. word wrap
b. editing
c. formatting
2. True or False: A label is a special type of named
formula, such as SUM to add up a group of cell
values.
3. A spreadsheet document created in a spreadsheet
program is often called a(n)
______________________.
Answers:
1) c; 2) False; 3) worksheet
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 Database Concepts

• Database: A collection of related data that is stored in a

manner enabling information to be retrieved as needed
• Database management system (DBMS): Software that
allows the creation and manipulation of an electronic
database
• Most widely used database programs
– Microsoft Access
– Oracle Database
– IBM DB2

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 Database Concepts

• Most PC-based databases are relational databases

and organized into fields (columns), records (rows),
and tables
– Field (column): A single type of data to be stored in a
database
– Record (row): A collection of related fields
– Table: collection of related records
– Database file: Collection of related tables

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 Database Concepts

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 Microsoft Access

• Databases contain a variety of objects (such as tables,

queries, forms, reports)

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 Creating a Database

• Database file is created first

• Tables can then be created
• Typically, the table structure is specified first
– Includes a list of fields and their properties, including:
• Field name (unique identifying name)
• Data type (text, number, date, object)
• Field size (maximum number of characters)
• Default value (initial content of the field)
– The table is named and saved
– Tables can be created in either Datasheet or Design
view

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 Creating a Database

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 Creating a Database

• After the table structure has been created, data is

entered into the table
– Datasheet view: Lists all data and looks similar to a
spreadsheet
– Form: Created by the user and typically displays just
one record at a time
– In either case, data is entered into the database table
• Either Datasheet view or a form can be used to view,
modify, or delete data

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 Creating a Database

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 Queries and Reports

• Query: A question; a request for specific information from

the database
– Contains criteria to specify the records and fields to
be included in the query results
– Is named and saved so it can be run again at a later
time
– Results always include the current database data
• Reports: Created when a more formal output is desired
– Associated with either a table or a query
– Data is displayed in the specified format

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 Queries

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 Databases and the Web

• Many Web sites use one or more databases to:

– Keep track of inventory
– Allow searching for people, documents, products, or
other information
– Place real-time orders
• Anytime you type keywords in a search site or hunt for a
product on a retail store’s Web site using its search
feature, you are using a Web database

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 Presentation Graphic Concepts
• Presentation graphic:
An image designed to
visually enhance a
presentation
– Can be used in
electronic slide
shows, as well as in
printed reports
• Slide: A one-page
presentation graphic
that can be displayed
in a group with others
to form an electronic
slide show
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 Presentation Graphic Concepts

• Electronic slide show: A group of electronic slides that

are displayed one after the other on a computer monitor
or other display device
• Presentation graphics software: Used to create
presentation graphics
• Most common presentation graphics programs are:
– Microsoft PowerPoint
– Corel Presentations
– Apple Keynote

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 Microsoft PowerPoint

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 Creating a Presentation

• Templates and preformatted slide layouts can often be used

• New slides can be added as needed
• Slides can contain a variety of elements
– Text
– Images
– Charts
– Audio clips
– Video clips
• Slides can be formatted as needed
• Multimedia and animation can be added to slides
– Animation
– Transitions

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 Finishing a Presentation

• Slide sorter view: Used to rearrange

the slide order
• Show can be set up to run
automatically or on mouse clicks
• Can add speaker notes, recorded
narration, etc.
• Can print the slides to create
overhead transparencies or an
audience handout
• Speaker tools:
– Speaker notes and pens
– Presenter view

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 Presentation Graphics and the Web

• Presentation graphics programs can be used to generate

Web pages or Web page content
• Slides can include hyperlinks
• Users can usually control Web-based presentations
accessed via a Web browser

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 Graphics and Multimedia Concepts

• Graphics: Graphical images, such as digital

photographs, clip art, scanned drawings, and original
images created using a software program
• Multimedia: Typically refers to any application that
contains more than one type of media
– Often used to refer to audio or video content
• Large variety of graphics and multimedia software, such
as to:
– Create or modify graphics
– Edit digital audio or video
– Play multimedia files
– Burn CDs and DVDs
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 Graphics Software

• Graphics software: Used to create or modify images

– Painting programs: Typically used to create bit-
mapped images (Microsoft Paint)
– Drawing programs: Typically create images using
mathematical formulas (Adobe Illustrator, CorelDRAW
)
– Image editing or photo editing programs: Designed for
touching up or modifying images
• Correcting brightness/contrast
• Cropping/eliminating red eye
• Optimize file size for the Web
• Adobe Photoshop, Apple iPhoto, etc.
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 Graphics Software

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 Audio Editing Software

• Audio editing software: Used to create and edit audio

files (narrations, podcasts, etc.)
– Capture sound from a microphone
– Capture sound from a CD using ripping software
– Edit and apply special effects
– Windows Sound
Recorder, Apple
Garage Band, etc.

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 Video Editing and DVD Authoring Software

• Video editing software: Used to modify existing videos

– Prepare video clips for presentations or Web sites
• DVD authoring software: Used to create DVD content
– Importing videos, creating menus, burning onto a
DVD
• DVD burning software: Used to record data on
recordable or rewritable DVDs
– Roxio Creator, Apple iMovie/iDVD, etc.

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 Video Editing Software

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 Media Players

• Media players: Programs designed to play audio and

video files
– Music CDs, downloaded music, online audio
– Downloaded
and online video
– RealPlayer, Apple
QuickTime,
Windows Media
Player, etc.

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 Graphics, Multimedia, and the Web

• Graphics and multimedia software is often used by

individuals and businesses alike to create Web sites or
content to be shared via the Web
– Games
– Tutorials
– Videos
– Demonstrations
– Other content
• Creating multimedia Web sites is discussed in Chapter
10

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 Other Types of Application Software

• Desktop and personal publishing software

• Educational software
• Entertainment software
• Reference software
• Note taking software
and Web notebooks

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 Other Types of Application Software

• CAD and other types of design software

• Accounting and personal finance software
• Project management, collaboration, and
remote access software

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 Quick Quiz

1. A single type of data to be included in a database

(viewed as a column in a table) is called a
______________________.
a. record
b. field
c. table
2. True or False: Each slide in a slide presentation can
contain only one type of element, such as text, an
image, or a video clip.
3. Recording content on a CD or DVD disc is referred to
as ______________________ the disc.
Answers:
1) b; 2) False; 3) burning
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 Summary

• The Basics of Application Software

• Word Processing Concepts
• Spreadsheet Concepts
• Database Concepts
• Presentation Graphics Concepts
• Graphics and Multimedia Concepts
• Other Types of Application Software

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