MODULE 2

PROGRAMS AND APPS: PRODUCTIVITY,

GRAPHICS, SECURITY, AND OTHER TOOLS

Lesson 1 Programs, Apps,

Communications, and
Productivity Applications

Lesson 2 Graphics, Media and Personal

Interest Applications

Lesson 3 Communications and Security

Tools

Lesson 4 File, Disk, and System

Management Tools

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MODULE II

PROGRAMS AND APPS: PRODUCTIVITY, GRAPHICS, SECURITY, AND OTHER TOOLS

 INTRODUCTION

People use a variety of programs and applications on their computers and mobile
devices. Using the computer and mobile devices might be used to complete homework
assignments, pay bills, edit digital photos, post social media updates, etc. Choosing the proper
application for a user can improve function and efficiency or hurt productivity, costing much
time and resources.

While you may be familiar with some of the contents in this module, you need to discover
how to perform these tasks along with much more information essentials. Understanding
what types of application software are available to you, be they ready-made or custom app
builds uniquely designed for your needs, will help you assess all of your options more clearly.

OBJECTIVES

After studying the module, you should be able to:

1. Identify the general categories of programs and applications

2. Describe how an operating system interacts with applications and hardware
3. Differentiate among the ways you can acquire programs and apps: retail, custom,
web app, mobile app, mobile web app, shareware, freeware, open-source, and
public-domain
4. Identify the key features of productivity applications: word processing,
presentation, spreadsheet, database, note-taking, calendar and contact
management, project management, accounting, personal finance, legal, tax
preparation, document management, support services, and enterprise computing
5. Identify the key features of graphics and media applications: computer-aided
design, desktop publishing, paint/image editing, photo editing, and photo
management, video and audio editing, multimedia and website authoring, media
player
6. Identify the uses of personal interest applications: lifestyle, medical,
entertainment, convenience, and education
7. Identify the purpose of software used in communications
8. Identify the key features of security tools: personal firewall, antivirus programs,
malware removers, and Internet filters
9. Identify the key features of file, disk, and system management tools: file manager,
search, image viewer, uninstaller, disk cleanup, disk defragmenter, screen saver,
file compression, PC maintenance, and backup and restore

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 DIRECTIONS/ MODULE ORGANIZER

There are four lessons in the module. Read each assignment carefully, then answer the
activities to determine how much you have benefited from it. Submit your output to your
instructor using online or offline modalities to the College of Communication and Information
Technology. If you encounter difficulty with any aspect of this module, discuss this with your
instructor during synchronous meetings or other communication methods. Good luck and
happy reading!!!

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Lesson 1

 Programs and Apps, Productivity,

and Communication Applications

Introduction
Everyone knows that the digital revolution has profoundly affected daily living, evident in the
seamless integration of technology and a wide range of use of computers and mobile devices.
In this time of the COVID-19 pandemic, many people have become dependent on computers
and other technologies to effectively digitize their day-to-day activities, services, and
operations.

PROGRAM AND APPS

Program or software consists of instructions to direct a computer's hardware to perform a

common purpose.

Application or app
− Application software sometimes
consists of programs designed to
make users more productive and/or
assist them with personal tasks.
− Application software is developed to
help users with a particular process
related to creativity, productivity, or
better communication. Personal tasks
include jotting down notes,
completing online research, setting
the alarm, keeping an account log, or
playing games.

System Software
− It is a computer program designed to
run a computer's hardware and
application programs.
− The system software is the interface
between the hardware and user
applications.
− The operating system is the best-
known example of system software.

Figure 1-1 Users work with a variety of programs and apps, some of which are
shown in this figure.
© Cengage Learning; Courtesy of NCH Software, Source: Apple Inc.; Source:
Google Inc.; Courtesy of AVG Technologies; Source: Microsoft

OPERATING SYSTEM
Operating System – is a set of programs that coordinates all the activities among computer or
mobile device hardware. The operating system and other tools are collectively known as

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system software. They consist of the programs that control or maintain the computer's
operations and devices.
Each time you start a computer or mobile device, the operating system is loaded (copied) from
the computer's hard drive or mobile device's storage media into memory. Once the operating
system is loaded, it coordinates all the computer or mobile device activities. Such activities
include running applications and transferring data among input and output devices and
memory. The operating system remains in memory while the computer or mobile device runs.
Tools or Utilities - enables you to perform maintenance-type tasks usually related to
managing devices, media, and other programs used by computers and mobile devices.

Roles of the Operating System

1. Starting the computer - used to boot the computer or mobile device. Booting starts
the computer; it is initiated by hardware such as a button press or a software
command.

2. Providing a User Interface - serves as the interface between the user, the applications
and other programs, and the computer's or mobile device's hardware. The Graphical
User Interface (GUI) is a system of interactive visual components for computer
software. A GUI displays objects conveying information and representing actions that
the user can take. The objects change color, size, or visibility when the user interacts
with them.
− Examples of a GUI include the following: icons, program windows, menus,
tabs on a browser, and buttons

3. Managing Programs - help the computer manage hundreds of processes that run
simultaneously or ensure that appropriate resources and the correct hardware are
activated when required.

4. For Single / Multiple Users – the operating system is designed with one or multiple
users.
− Single-user operating systems are generally designed for home and private
users. These computers use software that is licensed for a single user only.
− Multiple-user operating systems allow more than one user to access the
computer system simultaneously. These operating systems are typically used
as servers and used by multiple users in a computer network.
5. Multitasking allows the computer to simultaneously run multiple processes (tasks) or
applications. With a smartphone, you can listen to music and browse the Internet or
chat with a friend on WhatsApp at the same time. However, this is not where
multitasking stops; it allows certain services to run in the background. These
background services enable your smartphone to check for messages, update your
applications and manage your cellular network all at the same time.

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Figure 1-2 This figure shows how the

operating system is the interface between
the user, the application, and the hardware.
© photoguy_76 / Fotolia; © Cengage
Learning; © restyler / Shutterstock.com; ©
StockLite / Shutterstock; Source: Microsoft
Think Question #1:
Internet Research: Which mobile operating system is the most widely used? Support
your answer. Search for: mobile operating system market share

5 Mostly Popular Types of Operating Systems

There are five main types of operating systems. These five OS types are likely what run your
phone, computer, or other mobile devices like a tablet. Whether you're just a regular
computer and phone user or someone hoping to get involved in an IT career, knowledge of
applications and systems types will help you maintain security and user access, perform
routine operations, and much more.

1. Microsoft Windows.
The Windows OS has been around
since the 1980s and has had several
versions and updates (including
Windows 95, Windows Vista,
Windows 7/8/10, etc.) Microsoft
Windows is one of the popular
operating system types and is
preloaded on most new PC hardware.
With each new Windows update or
release, Microsoft improves its users'
experience, hardware, and software, Figure 1-3 Windows 11. Source: Microsoft
making Windows more accessible and
easier to use.

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Microsoft Windows contains a control panel, a desktop and desktop assistant, disk
cleanup, event viewer, etc. Many users prefer Microsoft Windows because they say it's
compatible with many other kinds of software. Many different computer programs run
best on Microsoft Windows because Microsoft develops them.

Think Question #2:

Internet Research: Discuss and describe the new Windows 11. Identify the
specifications needed by the new operating system. Try
readinghttps://blogs.windows.com/windowsexperience/2021/06/24/introducing-
windows-11

2. Apple macOS.
Head-to-head in the competition with Microsoft Windows is Apple's macOS. macOS and
Windows are both examples of proprietary operating systems. The company
conceptualized, designed, developed, and now sells its OS.
macOS is the operating system that powers every Mac. It lets you do things you simply
can't do with other computers. That's because it's designed specifically for the hardware
it runs on — and vice versa. macOS comes with an entire suite of beautifully designed
apps. It works hand in hand with iCloud to keep photos, documents, and other stuff up
to date on all your devices. It makes your Mac work like magic with your iPhone and
other Apple devices. And it's been built from the ground up with privacy and security in
mind.
Apple and Macintosh's computers run on the proprietary macOS and OS X system,
launched 20 years ago. There are also previous versions or updates, which include:

▪ Kodiak (OS X 10 Beta)

▪ Lion (OS X 10.7)
▪ Mountain Lion (OS X 10.8)
▪ Mavericks (OS X 10.9)
▪ Yosemite (OS X 10.10)
▪ El Capitan (OS X 10.11)
▪ Sierra (macOS 10.12)
▪ High Sierra (macOS 10.13)
▪ Mojave (macOS 10.14)
▪ Catalina (macOS 10.15)
▪ Big Sur (macOS 11)

The macOS and Apple/Mac products are also known and beloved by their users for ease
of use and continually improving user experience. Fast processing speeds, a simple
desktop interface, and a wide variety of helpful resources excite users about macOS.
Many users relish the instant connection with their computers and mobile phone
hardware and enjoy the lack of bugs and hackers that Apple systems are known.
3. Google's Android OS.
Companies, including Google, use the OS to run their Android mobile smartphones and
tablets is based on Linux distribution and other open-source software. Android OS is the
primary OS for Google mobile devices like smartphones and tablets. Android has gained
increasing popularity since its release as an alternative to Apple's iOS for smartphone
users and is increasing in popularity with new updates and exciting features.

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4. Apple iOS.
Apple's iOS is another mobile operating system used exclusively for iPhones, some of
the most popular mobile devices on the market. iOS integrations have regular updates,
new expansions to software and continually offer new features for users even if they
have older devices.
Many users appreciate the unique user interface with touch gestures and the ease of
use that iOS offers. This operating system also allows other Apple devices to connect,
giving users easy connections to other devices or people.
5. Linux Operating System.
Linux is different from Windows and Apple because it's not proprietary software but a
family of open-source systems. In other words, anyone can modify and distribute it.
Linux may be the least known on this list, but it's free and available in many open-source
versions. Linux is popular because of its ease of customization and offers various options
to those who understand how to use it. If you know how to customize and work with
operating systems, Linux is an ideal choice. And suppose this kind of coding and back-
end work is interesting to you. In that case, it may be a good idea to purchase a Linux
system and manipulate it.

Obtaining Software
Software is available in a variety of forms: retail, custom, web app, mobile app, mobile web
app, shareware, freeware, open-source, and public domain.

1. Retail software is mass-produced, copyrighted software that meets the needs of a

wide variety of users, not just a single user or company.
2. Custom software performs functions specific to a business or industry. Sometimes a
company cannot locate retail software that meets its unique requirements.
3. A web app is an application stored on a web server that you access through a
browser. The user typically interacts with web apps directly by visiting a website. Still,
some web apps also can be accessed locally offline.
4. A mobile app is an application you download from a mobile device's app store,
sometimes called a marketplace or other location on the Internet to a smartphone or
other mobile device.
5. Shareware is copyrighted software distributed at no cost for a trial period. To use a
shareware program beyond that period, you send payment to the software developer
or be billed automatically unless you cancel within a specified period.
6. Freeware is copyrighted software provided at no cost by an individual or a company
that retains all rights to the software. Thus, software developers typically cannot
incorporate freeware in applications they intend to sell. The word, free, in freeware
indicates the software has no charge.
7. Open-source software is software provided for use, modification, and redistribution.
This software has no restrictions from the copyright holder regarding revising its
internal instructions and redistribution. Open-source software can usually be
downloaded from a web server on the Internet, often at no cost.
8. Public-domain software has been donated and has no copyright restrictions. Anyone
can copy or distribute public-domain software to others at no cost.

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Safe Downloading Websites

Websites tempt potential customers with catchy offers for software promising to speed up
the computer or obtain the latest versions of games and music. The temptation to download
shareware, freeware, and public-domain software is high, especially when the cost of such
practical or fun programs is free or highly reasonable. However, this action could be dangerous
because some websites are filled with virus-infected software just waiting to be installed on
an unsuspecting user's computer or mobile device.

Before downloading any software, consider these factors when locating and evaluating
shareware, freeware, or public-domain websites:
• Search for popular shareware, freeware, and public-domain download websites. The
software generally is organized into evaluation categories, such as outstanding and
recommended, or grouped into purposes, such as tools and gaming.
• Look for websites with programs for your particular type of computer or mobile
device. Some websites exclusively offer Windows- or Apple-based products.
• Obtain the latest versions of shareware, freeware, and public-domain software. Many
developers update their programs frequently to include new features and thwart
viruses. Therefore, the latest versions are often safer and easier to use than previous
versions.
• Locate websites with a variety of programs in a specific category. For example,
suppose you need antivirus software. In that case, you can search to find which
shareware, freeware, and public-domain software is available.
• Read ratings for and reviews of products. Often, comments from users guide you in
selecting the most desirable software for your needs. If you follow these tips, you may
find shareware, freeware, and public-domain software one of the best software
bargains in the marketplace.

What is Software as a Service(SaaS)?

Software as a service (SaaS) describes a computing environment where an Internet server
hosts and deploys applications. Editing projects or photos, sending email messages, and
managing finances are common consumer tasks of SaaS applications.

Think Question #3:

Consider This:
1. Have you ever used or downloaded programs or apps from a shareware,
freeware, or public-domain software website? If so, what software did you
acquire? If not, would you consider locating shareware, freeware, or public-
domain software for your particular needs? Why or why not?
2. Use a search engine to research various online photo editing apps. Compare
the features of two of them as you explore their capabilities. Summarize
your findings in a table, regarding image formats you can import or save,
sharing capabilities, special editing features, and ways to organize photos
online. Which features take advantage of the fact that the app is cloud
based? (2) If you have access to computers running two different operating
systems, such as Windows and Mac, try running the photo editing app in a
browser on both computers. What similarities and differences do you notice
between the two versions?

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Installing Software
Typically you need to install desktop apps on a computer to use them. Installing is setting up
the software to work with a computer, printer, and other hardware. Mobile apps typically install
automatically after you download the app from the device's app store. You usually do not need
to install web apps before you can use them, but you may need to install plug-ins, such as Java
or Flash so that the web apps work.

− Software registration - during the installation or before the first use, a program or app
may ask you to register and/or activate the software. It is typically optional and usually
involves submitting your name and other personal information to the software
manufacturer or developer.
− Product Registration - Registering the software often entitles you to product support.
− Product activation is a technique that some software manufacturers use to ensure that
you do not install the software on more computers than legally licensed.
− Automatic Updates - Many desktop and mobile apps use an automatic update feature.
The updates can be configured to download and install automatically. By contrast, with
web apps, you consistently access the latest version of the software.
− License Agreement - sometimes called an end-user license agreement (EULA), is the
right to use a program or app. The license agreement provides specific conditions for
using the software, which a user typically must accept before using the software. Unless
otherwise specified by a license agreement, you do not have the right to copy, loan,
borrow, rent, or distribute programs or apps. Doing so violates copyright law; it is also
a federal crime.

Figure 1-4 A user must accept the terms in a license agreement before using the software. Source: Citigroup Inc

Categories of Programs and Apps

Programs and apps listed in one category may be used in other categories. For example, photo
editing applications, which appear in the graphics and media category, are often used for
business or personal productivity. Additionally, the programs and apps in the last three
categories (communications; security; and file, disk, and system management) often are used in
conjunction with or to support programs and apps in the first three categories (productivity,
graphics, and media, and personal interest). For example, an email appears in the
communications category and is a productivity application.

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Table 1-1 Program and Apps by Category

Category Types of Programs and Apps
Productivity • Word Processing • Accounting
(Business and • Presentation • Personal Finance
Personal) • Spreadsheet • Legal
• Database • Tax Preparation
• Note Taking • Document Management
• Calendar and Contact • Support Services
Management • Enterprise Computing
• Project Management
Graphics and Media • Computer-Aided Design • Video and Audio Editing
(CAD) • Multimedia and Website
• Desktop Publishing Authoring
• Paint/Image Editing • Media Player
• Photo Editing and Photo • Disc Burning
Management
• Clip Art/Image Gallery
Personal Interest • Lifestyle
• Medical
• Entertainment
• Convenience
• Education
Communications • Blog • Internet Phone
• Browser • Internet Messaging
• Chat Room • Mobile Messaging
• Online Discussion • Videoconference
• Email • Web Feeds
• File Transfer
Security • Personal Firewall
• Antivirus
• Malware Removers
• Internet Filters
File, Disk, and System • File Manager • Disk Defragmenter
Management • Search • Screen Saver
• Image Viewer • File Compression
• Uninstaller • PC Maintenance
• Disk Cleanup • Backup and Restore

Think Question #4:

Consider This: Are the categories of programs and apps shown in Table 1-1 mutually
exclusive or specific to a task? Why or why not. Support your answer.

PRODUCTIVITY APPLICATIONS

Productivity applications can assist you in becoming more effective and efficient while
performing daily activities at work, school, and home. Productivity applications include word
processing, presentation, spreadsheet, database, note taking, calendar, contact management,
project management, accounting, personal finance, legal, tax preparation, document
management, and enterprise computing.

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Many manufacturers offer productivity apps in each area, ranging from desktop to mobile to
web apps. Many have a desktop version and a corresponding mobile version adapted for
smaller screen sizes and/or touch screens.

Developing Projects
With productivity applications, users often create, edit, format, save and distribute projects.
Projects include documents, presentations, spreadsheets, notes, calendars, contact lists,
budgets, etc.
During developing a project, you likely will switch back and forth among the following
activities.
1. Create a project. In creating a project, users enter text or numbers, insert images,
add contacts, and scheduled appointments. They perform other tasks using various
input methods, such as a keyboard, a mouse, touch, or voice.
Applications often include a clip art/image gallery, a collection of clip art, and photos.
Some applications contain links to additional clips available on the web or are
available as web apps. You also can purchase clip art/image gallery software that
includes thousands of images.
In addition to clip art and photos, many clip art/image galleries provide fonts,
animations, sounds, video clips, and audio clips. In projects, you can use the images,
fonts, and other items from the clip art/image gallery, including documents,
brochures, worksheets, and slide shows.
2. Edit a project. To edit a project means to make changes to its existing content.
Common editing tasks include inserting, deleting, cutting, copying, and pasting.
a. Inserting involves adding text, images, or other content.
b. Deleting involves removing text, images, or other content.
c. Cutting is the process of removing content and storing it in a temporary
storage location, called a clipboard.
d. Copying is placing content on a clipboard, with the content remaining in the
project.
e. Pasting is transferring content from a clipboard to a specific location in a
project.
3. Format a project. When users format a project, they change its appearance.
Formatting is necessary because the overall look significantly can affect its capability
to communicate information. Examples of formatting tasks are changing the font, font
size, and font style (Figure 1-3).
a. A font is a name assigned to a specific design of characters. Cambria and
Calibri are examples of fonts.
b. Font size indicates the size of the characters in a particular font. A
measurement system of gauging font size is termed as points. A single point
is about 1/72 of an inch in height.
c. A font style adds emphasis to a font. Bold, italic, underline, and color are
examples of font styles.
4. Save a project. The computer or mobile device holds it in memory when creating,
editing, and formatting a project. To keep the project for future use requires that you
save it. When you save a project, the computer transfers the project from memory
to a local storage medium, such as a USB flash drive or hard drive, or cloud storage,
so that you can retrieve it later.

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Saving at regular intervals, such as every 5 or 10 minutes, ensures that most of your
work will not be lost in power or system failure. Many programs have an AutoSave
feature that automatically saves open projects at specified time intervals every 10
minutes.
Some web and mobile apps, such as online productivity apps, save your work
instantly as you type. These apps and the document are both stored in the cloud.
Thus, the app automatically saves your changes to a cloud server with every
keystroke.

5. Distribute a project. You can distribute a project as a hard copy or electronically.

a. A hard copy is information that exists on a physical medium, such as paper.
To generate a hard copy, you print a project.
b. A soft copy is sending electronic files via email or posting them for others to
view on websites. Many users opt for electronic distribution because it saves
paper and printer supplies and contributes to green computing.

Figure 1-5 The Cambria and Calibri fonts are shown in two font sizes and a variety of font styles. © Cengage Learning

Think Question #5:

Consider This:
• How often should you save a project, and why do some apps not require you
save?
• What is a clipart/image gallery?

Word Processing
− Word processing software, sometimes called a word processor, is an application that
allows users to create and manipulate documents containing mostly text and
sometimes graphics.
− A word processor creates letters, memos, reports, mailing labels, newsletters, and
web pages.
− It enables users to change their written words easily and makes documents look
professional and appealing. For example, you can change the font, size, and color of
characters; apply special effects, such as three-dimensional shadows; use built-in
styles to format documents, and organize text in newspaper-style columns.
− Allows users to incorporate graphics, such as digital photos and clip arts. After
inserting it into the document, you can easily modify an image's appearance with a
word processor.

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− You can use word processing software to define the size of the paper on which to print
and specify the margins.
− A feature called word-wrap allows users to continually type words in a paragraph
without pressing the enter key at the end of each line. While you edit a paragraph or
change the paragraph margins, the paragraph's words in the paragraph automatically
wrap or reflow. As you type more lines of text than can be displayed on the screen,
the top portion of the document moves upward or scrolls off the screen.
− Word processing software typically includes tools to assist you with the writing
process. For example, a spelling checker reviews the spelling of individual words,
sections of a document, or the entire document. A grammar checker detects passive
− voice, run-on sentences, and grammatical errors. A format checker identifies outside
spaces, capitalization errors, and more.

Examples of Word Processing Software

1. Microsoft Word 365
2. Google Docs
3. LibreOffice Writer
4. Apache OpenOffice
5. Polaris Office
6. WPS Office

Figure 1-6 Word processing software enables users to create professional and visually appealing documents. Microsoft; © Cengage Learning

Think Question #6:

Prepare this:
1. Search for new format of Curriculum Vitae (CV) in the internet. Edit and fill in
your information. You may use your preferred any word processing software in
doing this activity. A scanned passport sized photo should be inserted in the
document.
2. Prepare an application letter to a sample company using the information
provided in the CV.

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Presentation
Presentation software is an application that allows users to create visual aids for
presentations to communicate ideas, messages, and other information to a group. The
presentations can be viewed as slides, sometimes called a slide show, displayed on a large
monitor or a projection screen from a computer or mobile device (Figure 1-5).

Presentation software typically provides various predefined

presentation formats that define complementary colors for
backgrounds, text, and graphical accents on the slides. This
software also offers multiple layouts for each fall, such as a
title slide, a two-column slide, a slide with clip art, a chart, a
table, or a diagram. In addition, you can enhance any text,
charts, and graphics on a slide with 3-D effects, animation,
and other special effects, such as shading, shadows, and
textures.

Users can automatically set the slide timing to display the

next slide after a preset delay when building a presentation.
Presentation software allows you to apply special effects to
the transition between slides. One slide, for example, might
fade away as the next slide appears.

Presentation software typically includes a clip gallery that

provides images, photos, video clips, and audio clips to
enhance presentations. Some audio and video editing
applications work with presentation software, providing
users with an easy means to record and insert video, music,
and audio commentary in a presentation.
You can view or print a finished presentation in various
formats, including a hard copy outline of text from each
slide and handouts that show completed slides.
Presentation software also incorporates checking spelling,
formatting, researching and creating web pages from
existing slide shows.
Figure 1-7 This presentation created
presentation consists of 5 slides. Microsoft; ©
Cengage Learning

Think Question #7:

Prepare this:
1. Create a simple presentation of a poem or a song. Include images and
background music. Transitions, effects, and animations are optional.

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Spreadsheet
Spreadsheet software is an application that allows users to organize data in columns and rows
and perform calculations on the data. These columns and rows collectively are called a
worksheet. Most spreadsheet software has basic features to help users create, edit, and
format worksheets.

− Worksheet. A worksheet is a collection of cells organized in rows and columns. It is

the working surface you interact with to enter data. Each worksheet contains 1048576
rows and 16384 columns and serves as a giant table that allows you to organize
information. One or more letters identify each column, and a number identifies each
row. Only a tiny fraction of these columns and rows are visible on the screen at one
time. Scrolling through the worksheet displays different parts of it on the screen.

− Workbook. A spreadsheet file also is known as a workbook because it can contain

thousands of related individual worksheets. Data is organized vertically in columns
and horizontally in rows on each worksheet (Figure 1-6).

− Cell. A cell is the intersection of a column and row. The spreadsheet software
identifies cells by the column and row in which they are located. For example, the
intersection of column B and row 4 is called cell B4. As shown in Figure 1-6, cell B4
contains the number $1,000.29, representing the wages for January.

− Value. Many of the worksheet cells shown in Figure 1-6 contain a number, called a
value, used in a calculation.

− A formula performs calculations on the data in the worksheet and displays the
resulting value in a cell, usually the cell containing the formula. When creating a
worksheet, you can enter your formulas. In Figure 1-6, for example, cell B17 could
contain the formula =B9+B10+B11+B12+ B13+B14+B15+B16, which would add (sum)
the contents of cells B9, B10, B11, B12, B13, B14,B15, and B16. That is, this formula
calculates the total expenses for January.

− A function is a predefined formula that performs standard calculations, such as adding

the values in a group of cells or generating a value such as the time or date. For
example, the function =SUM(B9:B16) instructs the spreadsheet application to add all
numbers in the range of cells B9 through B16. Spreadsheet applications contain many
built-in functions.

− Charts. A visual representation of data is depicted in a graphical form, such as bar,

line, pie charts. A visual representation of data through charts often makes it easier
for users to see the relationship among the numbers.
− One of the more powerful features of spreadsheet software is its capability to
recalculate the rest of the worksheet when data in a cell change. Spreadsheet
software's ability to recalculate data also makes it valuable budgeting, forecasting,
and decision-making tools.

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Think Question #8:

Prepare this:
1. Using the data in Figures 1-8, reconstruct the spreadsheet using any electronic
spreadsheet software.

Database

A database is an organized collection of structured information, typically stored electronically

in a computer system. A database is usually controlled by a database management system
(DBMS). The data, DBMS, and associated applications are referred to as a database system,
often shortened to a database. You might record data on paper and store it in a filing cabinet
in a manual database. A database is stored electronically on a storage medium, such as a hard
drive, optical disc, or cloud storage.

Database software is an application that allows users to create, access, and manage a
Figure 1-8 With spreadsheet software, you create worksheets that contain data arranged in columns and rows, and you can
perform calculations on the data in the worksheets. Source: Google Inc.
database. Using database software, you can:
• Add, change, and delete data in a database, sort and retrieve data from the database,
• create forms and reports using the data in the database,
• Run queries to retrieve data. A query is a request for specific data from the database.
For example, a query might request a list of customers whose balance is more
significant than $20,000. After obtaining the query results, database applications can
present them on the screen, send them to a printer, or save them in a file.

With most personal computer database programs, a database consists of tables organized in
rows and columns. Each row, called a record, contains data about a given item in the database,
often a person, product, object, or event. Each column, called a field, includes a specific data
category within a record.

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Figure 1-9 A sample of a database using Ms Access.

When should you use a database instead of a spreadsheet program?

Although databases and spreadsheets store data, these programs have different purposes and
capabilities. Spreadsheet programs are ideal for calculating results or creating charts from the
value in the worksheet. However, you should use a database program to collect, reorganize
and filter data and/or create reports from the data.

Note Taking

Note taking software is an application that enables users to enter typed text, handwritten
comments, drawings, sketches, and photos. They linked anywhere on a page and then saved
the page as part of a notebook (Figure 1-10).
Users also can include audio recordings as part of their notes. Some enable users to sync their
notes to the cloud to access the notes on any computer or mobile device. Many note taking
applications also include a calendar feature. Users find note-taking software convenient
during meetings, class lectures, conferences, and in libraries and other settings requiring
pencil and paper to record thoughts and discussions.

Figure 1-10 With note taking software,

mobile users can handwrite notes, draw
sketches, insert photos and links, and
type text—source: Microsoft.

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Calendar and Contact Management

Calendar and contact management software is an application that helps organize calendars,
keep track of contacts, and share this information with other users, who can view it on their
computers and mobile devices.
This software provides a way for individuals and workgroups to organize easily, find, view, and
share appointment and contact information. Although sometimes available separately,
calendar and contact management software often exist as units in a single program. Many
email applications include calendar and contact management features. Calendar and contact
management applications enable you to synchronize information; all of your computers and
mobile devices and your organization's server or cloud storage have the latest version of any
updated information.

Figure 1-11 Users can share schedules with other users via calendar and contact management applications.. Source: Google, Inc.

Software Suite

A software suite is a collection of individual-related applications available together as a unit.

Productivity software suites typically include,, at a minimum, word processing, presentation,
spreadsheet, and email applications. While several productivity suites are designed to be
installed on a local computer, some are web apps and/or mobile web apps that enable you to
share and collaborate with projects stored on the cloud.

Software suites offer three advantages: lower cost, ease of use, and integration.
• When you purchase a software suite, the suite usually costs significantly less than
buying each application individually or as a stand-alone application.
• Software suites provide ease of use because the applications in the suite normally use
a consistent interface and share features, such as clip art and spelling checker.
• Applications in a software suite are often integrated, making it easy to share
information among them. For example, you can copy a chart created from a

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worksheet in a spreadsheet program and paste it into a slideshow in the presentation

software.

Think Question #9:

Consider This: Why would you use a software suite instead of a stand-alone
application? Hint: Focus on the advantages software suite has to offer.

Project Management

Project management software is an application that allows a user to plan, schedule, track,
and analyze the events, resources, and costs of a project. Project management software helps
users manage project variables, allowing them to complete a project on time and within
budget. A marketing manager, for example, might use project management software to
schedule the processes required in a product launch.

Figure 1-12 With Project Management, you can plan and schedule tasks and processes required in a project. Courtesy of CS Odessa

Accounting

Accounting software is an application that helps businesses of all sizes record and reports
their financial transactions. Business users perform accounting activities related to the general
ledger, accounts receivable, accounts payable, purchasing, invoicing, and payroll functions
with accounting software. Accounting software also enables business users to write and print
checks, track checking account activity, and update and reconcile balances on demand.
Most accounting software supports online credit checks, bill payment, direct deposit, and
payroll services. Some offer more complex features, such as job costing and estimating, time
tracking, multiple company reporting, foreign currency reporting, and forecasting the number
of raw materials needed for products. The cost of accounting software for small businesses
ranges from less than one hundred to several thousand dollars. Accounting software for large
companies can cost several hundred thousand dollars.

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Figure 1-13 Accounting software helps businesses record and report their financial transactions. Courtesy: intuit

Personal Finance
Personal finance software is a simplified accounting application that helps home users and
small/home office users balance their checkbooks, pay bills, track personal income and
expenses, verify account balances, transfer funds, track investments, and evaluate financial
plans. Personal finance software helps determine where and for what purpose you are
spending money to manage your finances.
Most personal finance software includes financial planning features, such as analyzing home
and personal loans, preparing income taxes, and managing retirement savings. Other features
include managing home inventory and setting up budgets. These applications also offer
various online services, such as online banking and online investing.

Figure 1-14 Personal finance software assists home users with tracking of personal accounts. Courtesy; intuit

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Legal

Legal software is an application that assists in preparing legal documents and provides legal
information to individuals, families, and small businesses. Legal software provides standard
contracts and documents for buying, selling, and renting property; estate planning; marriage
and divorce; and preparing a will or living trust by answering a series of questions or
completing a form.

Figure 1-15 Legal software assists individual, families, and small businesses in the preparation of legal documents.. Courtesy: Avanquest
software

Think Question #10:

Consider This:
1. Would you use legal software to create a legal document? Why or why not?
2. Would you sign a legal document created with software without consulting
an attorney? Why or why not?
3. How do mistakes made as a result of using legal software differ from
mistakes that result from human error?

Tax Preparation

Tax preparation software is an application that can guide individuals, families, or small
businesses through filing federal and state taxes. These programs forecast tax liability and
offer money-saving tax tips to lower your tax bill. After you answer a series of questions and
complete primary forms, the software creates and analyzes your tax forms to search for
missed potential errors and deduction opportunities.
Once the forms are finished, you can print any necessary paperwork; they are ready for filing.
Some tax preparation programs also allow you to file your tax forms electronically, and a
process called e-filing.

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Figure 1-16 Tax preparation software guides individuals, families, or small businesses through the processes of filing taxes. Source: 2nd
story software

Document Management

Document management software is an application that provides a means for sharing,

distributing, and searching through documents by converting them into a format that any user
can view. The converted document, which mirrors the original document's appearance, can
be viewed and printed without the original document's software. Some document
management software allows users to edit content and add comments to the converted
document).
Many businesses use document management software to electronically share and distribute
company brochures, literature, and other documents. Home users distribute flyers,
announcements, and graphics electronically. A popular electronic image file format that
document management software uses to save converted documents is PDF (Portable
Document Format), developed by Adobe Systems.

Note: Many productivity applications, such as word processing and spreadsheet programs,
provide a method of saving a project as a PDF; this enables other users to view your
document without requiring the application that created the project.

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Figure 1-17 Users can edit content and add comment to a converted document. Source: Adobe Systems Inc.

Think Question #11:

Consider This: Can you create a PDF file only in document management
applications?
Internet Research: Are there alternatives to Adobe Reader available? Document
your search. Search for: adobe reader alternatives

Enterprise Computing
A large organization commonly referred to as an enterprise requires unique computing
solutions because of its size and geographic distribution. A typical enterprise consists of
various departments, centers, and divisions — collectively known as functional units.

Nearly every enterprise has the following operating units: human resources, accounting and
finance, engineering or product development, manufacturing, marketing, sales,
distribution, customer service, and information technology.

Software used in functional units is not mutually exclusive; however, each operating team in
an enterprise uses specific software, as outlined below.

• Human resources software manages employee information, such as pay rate,

benefits, personal information, performance evaluations, training, and vacation time.
• Accounting software manages everyday transactions, such as sales and payments to
suppliers.
• Finance software helps managers budget, forecast, and analyze.
• Engineering or product development software allows engineers to develop plans for
new products and test their product designs.
• Manufacturing software assists in the assembly process and scheduling and managing
parts and products inventory.

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• Marketing software allows marketing personnel to create marketing campaigns,

target demographics, and track their effectiveness.
• Sales software enables the salesforce to manage contacts, schedule meetings, log
customer interactions, manage product information, and take customer orders.
• Distribution software analyzes and tracks inventory and manages product shipping
status.
• Customer service software manages customer interactions, such as phone calls, email
messages, web interactions, and messaging sessions.
• Information technology staff use various programs and apps to maintain and secure
the hardware and software in an enterprise.

 Assignment:

Answer all eleven (11) think questions in this lesson.

Collaboration / Task:
As the manager for a nonprofit amateur soccer league. The league needs productivity
software in order to keep track of participant and budget information and to prepare
flyers. You prepare information about productivity software options to present to the
board of directors.
Do This: Use the web to research popular word processing, spreadsheet, and
accounting software. Choose three programs from each category. List
common features of each, find pricing information, and note any feedback or
Ratings by users. Which programs would you recommend? Why? Describe
the steps involved in developing a project, creating a flyer for the league as
an example. Identify possible uses the league may have for the spreadsheet
and accounting software. Compile your findings.

REFERENCES:

Vermaat, M. E., Sebok, S. L., Freund, S. M., Frydenberg, M., & Campbell, J. T. (2016). Enhanced
Discovering Computers ©2017 (Shelly Cashman Series) (1st ed.). Cengage Learning.
Vermaat, M., Freund, S., Sebok, S., Frydenberg, M., & Campbell, J. (2017). Discovering
Computers, Essentials 2018: Digital Technology, Data, and Devices. Boston: Cengage Learning.
Computer Hope. (2021, April 12). What is a GUI (Graphical User Interface)?
https://www.computerhope.com/jargon/g/gui.htm#:%7E:text=A%20GUI%20(graphical%20u
ser%20interface)%20is%20a%20system%20of%20interactive,the%20user%20interacts%20wi
th%20them.
Open Textbooks. (n.d.). Siyavula. https://intl.siyavula.com/read?id=sec6-2
Fredman, J. (2016, September 29). What Are the Benefits of Word Processing in Business?
Your Business. https://yourbusiness.azcentral.com/benefits-word-processing-business-
21653.html

Sha, A. (2021, February 26). 10 Best Free Word Processors You Can Use. Beebom.
https://beebom.com/best-free-word-processors/

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Lutkevich, B., & Wigmore, I. (2021, February 1). system software. WhatIs.Com.
https://whatis.techtarget.com/definition/system-
software#:%7E:text=System%20software%20is%20a%20type,known%20example%20of%20s
ystem%20software.

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