• Software: Tools for Productivity

& Creativity Chapter 3

• Chapter Topics
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:

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

• What It Does
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
• 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.
4. BIOS contains instructions for operating the hardware.
5. The computer needs those instructions to operate the hardware and find a
copy of the OS.
6. Boot program obtains the OS and loads it into computer’s main
memory.

• 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

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

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.)

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

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.

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.
• 3.2 Other System Software
• Device Drivers & Utility Programs
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).
• 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.

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.

• 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.
• 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:
• Stand-alone
• Network
• Embedded

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

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)

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

(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
(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

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

UNIT 3B: Application Software—Getting Started

• People interact with the application software, which

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

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:

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.
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.

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

• 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)

• 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

• 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

• 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 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.

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

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

• 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

• 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

• 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

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.)

• 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

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

• 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)

• 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

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

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
• 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.

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 reports, copy to other
documents, & transmit as email

• 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)
• 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

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

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

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)

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
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.

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

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

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.
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.
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.
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.