Lesson 3
Application Software
What do you use your computer for? Do you write papers, send e-mail, listen to music,
complete homework or play games? Each of these activities will use different programs.
Programs such as word processing, spreadsheets, presentations, database software,
desktop publishing, graphic and multimedia software (video and photo editing),
entertainment software (games), and utility software (antivirus). The name for programs
that allow the user to create, view, watch, and listen to documents and files is
application software. Sometimes these
programs are called production
software or simply apps.
Fig. 3.1. A popular computer game
Learning Outcomes
3.1 Understand and identify application software: word processing, spreadsheet,
presentation, database programs, graphic and multimedia programs, entertainment,
and utility software.
3.2 Understand how software and hardware work together to perform computing tasks
through the information processing cycle.
3.3 Understand when and how to access updates.
3.1: Application Software
Understand and identify application software.
Fig. 3.2. Types of software
Word Processing
Word processing software is the most widely used software. It helps people work faster
and smarter. Do you remember the picture of the old typewriter at the beginning of
lesson 1? It required the use of a ribbon tape that was soaked in ink. The typist would
put a sheet of paper into the machine. As the keys were pressed the keys would strike
the ink ribbon leaving an ink mark on the paper in the shape of the letters of the
alphabet. There was no way to get the ink off the page if you made a mistake. If you
needed to edit your document by replacing or adding text, you would have to type the
entire page or the document from that point on all over again. Word-processing software
has helped people all over the world be more productive.
There are many different brands of word processing software. When you save a file in a
program, the program adds a filename extension. The filename extension will tell you
which program the document was created in or the type of document it is. Some
common filename extensions for word processing application software are as follows:
.doc
.docx
.odt
.rtf
.txt
Microsoft Word (early versions)
Microsoft Word (2010 and newer)
OpenDocument Text Document
Rich Text Format
Plain Text File
.wpd
.wps
WordPerfect Document
Microsoft Works
Fig. 3.3. Word processing filename extensions
For a more inclusive list, click here.
I will not name any specific program as the best to use. It is important that you research
and find the right programs for your needs!
You will have an opportunity to explore and create documents in a word processing
program.
Spreadsheet
If you have a job, you probably need to keep track of your income and expenses so you
don’t spend more than you earn. A spreadsheet program is perfect for this kind of
document.
If you have a job, you may need to keep track of inventory for your company. You may
have to keep track of the number of gallons your store has for the soda machine, and
when you get down to a certain number, it’s time to order product again. You may need
to keep track of the brands and specifications of computers in your organization or the
schedule of when each employee should be at work. All of these tasks and more can be
created using a spreadsheet application program. Some common spreadsheet filename
extensions are as follows:
.xlr
.xls
.xlsx
Works Spreadsheet
Microsoft Excel Spreadsheet (older versions)
Microsoft Excel (2010 or newer)
.qpw
Quattro Pro
Fig. 3.4. Spreadsheet filename extensions
You will have an opportunity to explore and create documents in a spreadsheet
program.
Presentation
“Four years ago, I went to China. It took fifteen hours in a very cramped airplane. As I
flew into the Beijing airport, I immediately noticed the thick haze. At first I thought it was
just early morning. I asked what time the sun would come up and was told ‘the sun is
up.’ It turned out to be smog so thick you could cut it with a knife. In fact, it was so thick
you could even see the smog at night.”
Did you like my story? Some may say it was interesting
because I gave you a lot of details; however, wouldn’t
pictures have made the story better? A presentation would
make my story more interesting and give the audience
something to look at while the speaker is talking.
Fig. 3.5. Beijing in the daytime
Fig. 3.6. Beijing at night
Perhaps you have important points you would like your
audience to remember. Emphasizing or highlighting certain
words and key phrases will help your audience remember
them and will help those who take notes to get your important points.
There are two types of presentations: a presentation used to enhance the speaker’s
ideas and point out important points and a presentation used in place of a speaker.
When a presentation is used in place of the speaker, every slide is extremely important
and should be well written. Important points should be short and to the point to keep an
audience’s attention but not so short that people don’t understand what you are trying to
say. You will see this kind of presentation at a variety of retail stores from clothing to
hardware to food. It is used to demonstrate how to use a product, why to purchase the
product, and the unique features of a product.
You will have an opportunity to explore and create documents in a presentation
program.
Database
Databases are a mystery for many people. Databases store all the information the world
uses and keeps the information at our fingertips! A database is designed to store
individual pieces of information as well as the relationship of each piece to each other
and then, through the use of queries (questions), pull out just what is needed.
For example, you use a computer to look up your grades in school. You notice that your
score for your English research paper is missing. You know that you turned it in. Then
you check your math grades and notice that your math teacher entered the score for the
math assignment that you just turned in a few minutes ago. You are happy about that
because it raised your grade.
You are looking at information that is stored in a database. The queries were already
created for you, so all you had to do was click on a link to get the information stored in
the database.
Credit card companies, schools and universities, and governments are just a few of the
businesses that use databases. Can you think of others?
You will have an opportunity explore and create documents in a database program.
Desktop Publishing
Have you ever needed to create a program for a school play? Or business cards for
your lawn care business? Maybe you were asked to create a family newsletter. This is
desktop publishing.
There are specialized programs for this type of job; however, word processing and
presentation programs can be used for desktop publishing, and some operating
systems also come with a program that can be used for desktop publishing. Since
desktop publishing can be accomplished in a word processing program, there will not be
a specific lesson or desktop publishing assignment for this course.
Graphics and Multimedia
Graphics means pictures. Graphics software is designed to help you create and edit
pictures and edit photographs. Multimedia programs will help you create and edit video
(movie) and audio (sound) files.
There are many, many programs on the market. You need to choose the best one for
you. Talk to friends, family, and family of friends; ask what they use at home and at
work. Talk to sales people in a computer store and ask what they recommend.
When you see these filename extensions. you should be able to identify the files as
multimedia files:
Images
Video
Audio
.jpg
.gif
.tif
.bmp
.png
.psd
.tiff
.ps
.mp4
.avi
.mov
.flv.
.asf
.asx
.mpg
.rm
.mp3
.avr
.wav
.aif
.iff
.m3u
.m4a
.mpa
.svg
.swf
.wmf
.ra
.wma
Fig. 3.7. Multimedia filename extensions
Entertainment
Did you wonder what category your favorite computer game fell under? Computer
games and video and audio players fall under the entertainment category. As
mentioned above, you can make and edit video and audio files using multimedia
software and then play the files using the player that comes with your operating system.
I have also listed Internet browsers under this category. An Internet browser is software
that allows access to the Internet.
Utility
Utility software allows you to manage and maintain your computer. Types of utility
software include the following:



antivirus programs to protect your computer from outside attacks
backup software to make and keep a copy of all your files. This copy will not be
the most current copy. However, having an older version of some documents is
better than not having the document at all should your computer break down.
file compression software which will compress (shrink) your file to a smaller size
for easy transport through e-mail.
Of course, there are other utility software products on the market. What you choose is
dependent on your needs.
3.2: Information Processing Cycle
Understand how software and hardware work together
through the information processing cycle.
As you learned in lesson 1, the hardware speaks a foreign language called
binary. The operating system (lesson 2) speaks binary to the hardware and
English to the computer user. This can be explained best by the information
processing cycle.
Input
The first part of the information processing cycle is entering
data into the computer—data can be entered into the
computer through someone typing on the keyboard, using a
scanner to make an electronic copy of a paper document,
using a camera and uploading a photograph(s), speaking
into a microphone to record someone’s voice, etc.
Can you think of other ways to get data into a computer?
Processing
The second part of the information processing cycle is
changing, converting, or translating data into binary.
Storage
The third part is saving data and programs to RAM, the
hard drive, CD, flash drive, or Cloud, etc.
Output
The final part is presenting the results by printing out a
paper copy through a printer, displaying the results on the
monitor, playing the audio file through speakers or
headphones, etc.
Can you think of other ways to output files?
Fig. 3.8. Information processing cycle
3.3: Software Updates
Understand when and how to access updates.
Bundled Software
Today, when you purchase a new computer, the machine will come with some
software already installed or as part of the price of the new computer. This is
called bundled software, which may include the operating system, games,
antivirus software, and one or two types of application software. Many times,
the bundled programs are evaluation copies, meaning that you may use the
program for a limited time. When the time is up, you may purchase a fully
licensed copy or stop using that software.
Software Suites
Software manufacturers will package and sell application programs together
as a software suite. An example of this is Microsoft’s Office Suite which
includes: Word, Excel, PowerPoint, Access, and Publisher.
Purchasing Individual Software vs. Software Suites
Purchasing the suite of products may be worth it if you are buying for your
office and plan to use all products within the suite. However, if you are a
college student writing lots of reports and are on a tight budget, you may want
to purchase a word processing program only. This is very dependent on your
needs and your budget!
Licensing
When you purchase software for your computer, you own the use of that
software for your personal or business use. The license will tell you how many
of your own computers you may install the software on.
However, you may not install the software on your friend’s computer for your
friend’s use. You may not make copies of the software CD to be shared with
friends or sold to others.
Every software package comes with a license agreement. You should read
this agreement! By opening the package and using the software, you are
agreeing to abide by the terms of the license. You should know what you are
agreeing to and the penalties and laws for misuse of the software.
Installing Software
Software is very easy to install. If the software has been preinstalled, you just
need to open the program by clicking on the icon and follow the prompts to
finish the setup.
If you are installing the software from a CD or Internet download, you need to
follow the on screen prompts for installation. Take the CD out when the install
is done.
Updates
Software developers realize that their software may have problems or that
certain functions may need new code, so the developers provide software
updates. Keeping your software current and up to date is extremely important
and part of safe practices for your computer. Antivirus software in particular
should be updated several times a week.
Most software allows you to setup a schedule when the software should
automatically look for and download updates. Or you can make it part of your
weekly routine to manage your updates.