Software: Tools for Productivity �& Creativity

Chapter 3

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Chapter Topics

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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

3.10 Office Suites & Integrated Packages

3.11 Specialty Application Software

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UNIT 3A: System Software: The Power behind the Power

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• 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.

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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.

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3.1 The Operating System

What It Does

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The operating system manages the entire computer system.

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• 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

• Security management

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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

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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/section1.doc

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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

Device Drivers & Utility Programs

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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

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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

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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

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• 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 through which you can view a file of data or an application program.

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Page 132

window

Programs pinned to taskbar

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Windows 7 and Windows 8 taskbars

Minimize, Maximize, Restore Down, and Close

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3.4 Common Operating Systems

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

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• 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

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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 manipulation of on-screen items (touch screens)

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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

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• 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

Where to Get It, How to Use It

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

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The availability of software depends on how it is

licensed or copyrighted by its creators or owners.

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Software can be obtained in a variety of ways:

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1. Custom Software

Tailor-made software crafted by an individual or team of programmers for a particular function or business purpose.

2. Packaged software

Copyrighted, mass-produced software that’s offered for sale in stores or on the web to a variety of users. [See next slides.]

3. Public-domain software

Software that is not protected by copyright and thus may be duplicated by anyone at will, with no fear of legal prosecution.

4. Freeware

Copyrighted software that is distributed free of charge

5. Shareware

Copyrighted software that is distributed free for a trial period, but users must then pay the software developer to continue using it.

6. Rentalware

Online software that users lease for a fee and download whenever they want it.

7. Web application (web app) Software that runs on a remote Internet server rather than on a person’s own personal computer.

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Commercial (packaged) software is copyrighted -- users must get license 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

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• 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

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Data files: Data files contain data, such as words, number, pictures, and sounds—for example (extensions):

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• Program files: Program files contain software instructions that execute, or run, when the program is opened.
• Source program files: Source program files contain high-level computer instructions in the original form written by the computer programmer.
• Executable files: To be made useful to the computer for processing, a source program file must be translated into an executable file, which contains the instructions that tell the computer how to perform a 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.

.exe

.dll

.drv

.bas

.java

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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.

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• 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.

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3.7 Word Processing Software

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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

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• 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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Spelling checker

Grammar checker

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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

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• 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
• Justify text left, right, or center

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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

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• 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

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

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• 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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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
• Multidimensional spreadsheets—link one to another

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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

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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.

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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 reports, copy to other documents, & transmit as email

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Some database program functions

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Sample Access database templates

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3.10 Software Suites & Integrated Packages

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• 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

Using Information Technology, 11e

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3.11 Specialty Application Software

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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)
• Computer-aided design

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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

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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 (tiny dots)

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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, 3D GIF Designer, Easy GIF Animator

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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
• Two examples: Adobe Director & Macromedia Authorware

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Adobe Director

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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.

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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, Microsoft Project, etc.

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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 users.

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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 computer-aided manufacturing systems that make products.

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