CHAPTER 3
OBJECTIVES
After completing this chapter, you will be able to:
1. Identify the categories of application software
2. Explain how to work with application software
3. Identify the key features of widely used business programs
4. Identify the key features of widely used graphics and multimedia programs
5. Identify the key features of widely used home, personal, and educational programs
6. Identify the types of application software used in communications
7. Describe the function of several stand-alone utility programs
8. Describe the learning aids available for application software
CONTENTS
APPLICATION SOFTWARE
The Role of System Software
Working with Application Software
BUSINESS SOFTWARE
Word Processing Software
Developing a Document
Spreadsheet Software
Database Software
Presentation Graphics Software
Note Taking Software
Personal Information Manager Software
PDA Business Software
Software Suite
Project Management Software
Accounting Software
Enterprise Computing Software
SOFTWARE FOR HOME, PERSONAL, AND EDUCATIONAL USE
Software Suite (for Personal Use)
Personal Finance Software
Legal Software
Tax Preparation Software
Desktop Publishing Software (for Personal Use)
Paint/Image Editing Software (for Personal Use)
Clip Art/Image Gallery
Video and Audio Editing Software (for Personal Use)
Home Design/Landscaping Software
Educational and Reference Software
Entertainment Software
APPLICATION SOFTWARE FOR COMMUNICATIONS
POPULAR STAND-ALONE UTILITY PROGRAMS
LEARNING AIDS AND SUPPORT TOOLS FOR APPLICATION SOFTWARE
Web-Based Training
GRAPHICS AND MULTIMEDIA SOFTWARE
Computer-Aided Design
Desktop Publishing Software (for the Professional)
Paint/Image Editing Software (for the Professional)
Video and Audio Editing Software (for the Professional)
Multimedia Authoring Software
Web Page Authoring Software
CHAPTER SUMMARY
COMPANIES ON THE CUTTING EDGE
Adobe Systems
Microsoft
TECHNOLOGY TRAILBLAZERS
Dan Bricklin
Masayoshi Son
With the proper software, a computer is a valuable tool. Software allows users to create letters, reports, and other documents; design Web pages and diagrams; draw images; enhance audio and video clips; prepare taxes; play games; compose e-mail messages and instant messages; and much more. To accomplish these and many other tasks, users work with application software. Application software consists of programs designed to make users more productive and/or assist them with personal tasks. Application software has a variety of uses:
1. To make business activities more efficient
2. To assist with graphics and multimedia projects
3. To support home, personal, and educational tasks
4. To facilitate communications
The table in Figure 3-1 categorizes popular types of application software by their general use. Although many types of communications software exist, the ones listed in Figure 3-1 are application software oriented. Successful use of application software often requires the use of one or more of the utility programs identified in Figure 3-1. These utility programs typically are avail able stand-alone, that is, as separate programs that are not part of other application software.
Application software is available in a variety of forms: packaged, custom, open source, shareware, freeware, and public domain.
CATEGORIES OF APPLICATION SOFTWARE
• Word Processing
• Spreadsheet
• Database
• Presentation Graphics
• Note Taking
• Personal Information Manager (PIM)
• PDA Business Software
• Software Suite (e.g., word processing, spreadsheet, presentation graphics, PIM)
• Project Management
• Accounting
• Enterprise Computing Software
• Computer-Aided Design (CAD)
• Desktop Publishing (for the Professional)
• Paint Image Editing (for the Professional)
• Video and Audio Editing (for the Professional)
• Multimedia Authoring
• Web Page Authoring
• Software Suite (for Personal Use) (e.g., word processing, spreadsheet, database)
• Personal Finance
• Legal
• Tax Preparation
• Desktop Publishing (for Personal Use)
• Paint Image Editing (for Personal Use)
• Photo Editing
• Clip Art/Image Gallery
• Video and Audio Editing (for Personal Use)
• Home Design/Landscaping
• Reference
• Educational
• Entertainment
• E-Mail
• Newsgroup/Message Board
• FTP
• Chat Room
• Web Browser
• Instant Messaging
• Video Conferencing/Telephone Calls
• Antivirus
• Internet Security
• Internet Filters
• File Compression
• File Conversion
• CD/DVD Burning
• Personal Computer Maintenance
FIGURE 3-1 The four major categories of popular application software are outlined in this table. Communications software often is bundled with other application or system software. Also identified in the table are widely used stand-alone utility programs.
• Packaged software is mass-produced, copyrighted retail software that meets the needs of a wide variety of users, not just a single user or company. Word processing and spreadsheet software are examples of packaged software. Packaged software is available in retail stores or on the Web.
• Custom software performs functions specific to a business or industry. Sometimes a company cannot find packaged software that meets its unique requirements. In this case, the company may use programmers to develop tailor-made custom software.
• Open source software is software provided for use, modification, and redistribution. This software has no restrictions from the copyright holder regarding modification of the software’s internal instructions and redistribution of the software. Open source software usually can be downloaded from the Web at no cost.
• Shareware is copyrighted software that is distributed at no cost for a trial period. To use a shareware program beyond that period, you send payment to the program developer.
• Freeware is copyrighted software provided at no cost to a user by an individual or a company that retains all rights to the software.
• Public-domain software has been donated for public use and has no copyright restrictions. Anyone can copy or distribute public-domain software to others at no cost.
Thousands of shareware, freeware, and public-domain programs are available on the Web for users to download. Examples include communications programs, graphics programs, and games.
System software serves as the interface between the user, the application software, and the computer’s hardware (Figure 3-2). To use application software, such as a word processing program, your computer must be running system software — specifically, an operating system. Three popular personal computer operating systems are Windows XP, Linux, and Mac OS X.
Each time you start a computer, the operating system is loaded (copied) from the computer’s hard disk into memory. Once the operating system is loaded, it coordinates all the activities of the computer. This includes starting application software and transfer ring data among input and output devices and memory. While the computer is running, the operating system remains in memory.
FIGURE 3-2 A user does not communicate directly with the computer hardware. Instead, system software is the interface between the user, the application software, and the hardware. For example, when a user instructs the application software to print, the application software sends the print instruction to the system software, which in turn sends the print instruction to the hardware.
To use application software, you must instruct the operating system to start the program. The steps in Figure 3-3 illustrate how to start and interact with the Paint program. The following paragraphs explain the steps in Figure 3-3.
Personal computer operating systems often use the concept of a desktop to make the computer easier to use. The desktop is an on-screen work area that has a graphical user interface (read Looking Ahead 3-1 for a look at the next generation of user interfaces). Step 1 of Figure 3-3 shows icons, a button, and a pointer on the Windows XP desktop. An icon is a small image displayed on the screen that represents a program, a document, or some other object. A button is a graphical (see below)
Step 1:
When you turn on a PC-compatible computer, Windows XP loads into memory and displays the desktop on the screen.
Step 2:
Click the Start button on the Windows taskbar, point to All Programs on the Start menu, point to
Accessories on the All Programs submenu, and then point to Paint on the Accessories submenu.
Step 3:
Click Paint. The Paint window is displayed on the desktop.
Step 4:
Instruct the Paint program to open a file that is stored on the hard disk.
Step 5:
Instruct the Paint program to print the picture. When the Print dialog box is displayed, click the Print button.
(continued from above)
element that you activate to cause a specific action to take place. One way to activate a button is to click it. To click a button on the screen requires moving the pointer to the button and then pressing and releasing a button on the mouse (usually the left mouse button). The pointer is a small symbol displayed on the screen that moves as you move the mouse. Common pointer shapes are an I-beam (I). a block arrow ( and a pointing hand )
The Windows XP desktop contains a Start button on the lower-left corner of the taskbar. When you click the Start button, the Start menu is displayed on the desktop. A menu contains a list of commands from which you make selections. A command is an instruction that causes a program to perform a specific action.
The arrowhead symbol at the right edge of some menu commands indicates a submenu of additional commands is available. A submenu is a menu that is displayed when you point to a command on a previous menu. As illustrated in Step 2 of Figure 3-3, when you click the Start button and point to the All Programs command on the Start menu, the All Programs submenu is displayed. Pointing to the Accessories command on the All Programs submenu displays the Accessories submenu.
To start a program, you can click its program name on a menu or submenu. This action instructs the operating system to start the application, which means the program’s instructions load from a storage medium (such as a hard disk) into memory. For example, when you click Paint on the Accessories submenu, Windows loads the Paint program instructions from the computer’s hard disk into memory.
Once loaded into memory, the program is displayed in a window on the desktop (Step 3 of Figure 3-3). A window is a rectangular area of the screen that displays data and information. The top of a window has a title bar, which is a horizontal space that contains the window’s name.
With the program loaded, you can create a new file or open an existing one. A file is a named collection of stored data, instructions, or information. A file can contain text, images, audio, and video. To distinguish among various files, each file has a file name. The title bar of the document window usually displays a document’s file name. Step 4 of Figure 3-3 shows the contents of the file, Castle, displaying in the Paint window.
In some cases, when you instruct a program to perform an activity such as printing, the program displays a dialog box. A dialog box is a special window that provides information, presents available options, or requests a response. Dialog boxes, such as the one shown in Step 5 of Figure 3-3 often contain option buttons, text boxes, check boxes, and command buttons.
LOOKING AHEAD 3-1
Most computers today use a graphical user interface. Next-generation user inter faces will be more natural and human-centric, meaning they will enable people to interact with a computer using human-like communication methods. Three developments in this area are gesture recognition, 3-D interfaces, and BrainGate.
With gesture recognition, the computer will detect human motions. Computers with this type of user interface will have the capability of recognizing sign language, reading lips, tracking facial movements, and following eye gazes. Imagine rotating a window or object to read its flipside, switching from a desktop view to a panoramic view, or tacking sticky notes right on a Web screen. All these scenarios will be possible with the upcoming 3-0 user interfaces.
The BrainGate neural interface may help quadriplegic people gain independence with everyday activities, such as maneuvering wheelchairs and typing. The system includes a tiny chip with 100 sensors implanted on the brain and external computers that convert brainwaves into output signals the person can control. For more information, visit scsite.com/dcf2e/ch3/looking and then click User Interfaces.
FAQ 3-1
Will a document print like it looks on a screen?
Yes, because most current application software is WYSIWYG (what you see is what you get). The application software embeds invisible codes around the text and graphics, which instructs the computer how to present the information. For more information, visit scsite.com/dcf2e/ch3/faq and then click
Business software is application software that assists people in becoming more effective and efficient while performing their daily business activities. Business software includes programs such as word processing, spreadsheet, database, presentation graphics, note taking, personal information manager software, PDA business software, software suites, project management, and accounting. Figure 3-4 lists popular programs for each of these categories.
Test your knowledge of pages 100 through 103 in Quiz Yourself 3-1.
Instructions: Find the true statement below. Then, rewrite the remaining false statements so they are true.
1. Application software is used to make business activities more efficient; assist with graphics and multimedia projects; support home, personal, and educational tasks; and facilitate communications.
2. Public-domain software is mass-produced, copyrighted retail software that meets the needs of a wide variety of users, not just a single user or company.
3. To use system software, your computer must be running application software.
4. When an application is started, the program’s instructions load from memory into a storage medium.
Quiz Yourself Online: To further check your knowledge of application software categories and working with application software, visit scsite.com/dcf2e/ch3/quiz and then click Objectives 1 -2.
Word Processing
104 CHAPTER 3 APPLICATION SOFTWARE
FIGURE 3-4 Popular business software.
Word processing software, sometimes called a word processor, allows users to create and manipulate documents containing mostly text and sometimes graphics (Figure 3-5). Millions of people use word processing software every day to develop documents such as letters, memos, reports, fax cover sheets, mailing labels, newsletters, and Web pages.
Word processing software has many features to make documents look professional and visually appealing. Some of these features include the capability of changing the shape and size of characters, changing the color of characters, and organizing text in newspaper-style columns.
Most word processing software allows users to incorporate many types of graphical images in documents. One popular type of graphical image is clip art. Clip art is a collection of drawings, diagrams, maps, and photographs that you can insert in documents. In Figure 3-5, a user inserted a clip art image of a racecar in the document.
All word processing software provides at least some basic capabilities to help users create and modify documents. Defining the size of the paper on which to print and specifying the margins are examples of some of these capabilities. If you type text that extends beyond the right page margin, the word processing software automatically positions text at the beginning of the next line. This feature, called wordwrap, allows users to type words in a paragraph continually without pressing the ENTER key at the end of each line. 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.
A major advantage of using word processing software is that users easily can change what they have written. For example, a user can insert, delete, or rearrange words, sentences, paragraphs, or entire sections. Current word processing programs also have a feature that automatically corrects errors and makes word substitutions as users type text. For instance, when you type the abbreviation asap, the word processing software replaces the abbreviation with as soon as possible.
For more information, visit scsite.com/dcf2e/ ch3/weblink and then click Word Processing Software.
FIGURE 3-5 Word processing software enables users to create professional and visually appealing documents.
Word processing software includes a spelling checker, which reviews the spelling of individual words, sections of a document, or the entire document. The spelling checker compares the words in the document with an electronic dictionary that is part of the word processing software.
With application software, such as word processing, users create, edit, format, save, and print documents. When you create a document, you enter text or numbers, insert graphical images, and perform other tasks using an input device such as a keyboard, mouse, microphone, or digital pen. Most programs support voice recognition and handwriting recognition, where the computer distinguishes spoken words and handwritten text. If you are using Microsoft Office Word to design an announcement, for example, you are creating a document.
To edit a document means to make changes to its existing content. Common editing tasks include inserting, deleting, cutting, copying, and pasting. Inserting text involves adding text to a document. Deleting text means that you are removing text or other content.
Cutting is the process of removing a portion of the document and storing it in a temporary storage location, sometimes called a clipboard. Pasting is the process of transferring an item from a clipboard to a specific location in a document.
When users format a document, they change its appearance. Formatting is important because the overall look of a document significantly can affect its ability to communicate clearly Examples of formatting tasks are changing the font, font size, or font style of text.
A font is a name assigned to a specific design of characters. Times New Roman and Anal are examples of fonts. Font size indicates the size of the characters in a particular font. Font size is gauged by a measurement system called points. A single point is about 1/72 of an inch in height. The text you are reading in this book is about 10 point. Thus, each character is about 5/36 (10/72) of an inch in height. A font style adds emphasis to a font. Bold, italic, and underline are examples of font styles. Figure 3-6 illustrates fonts, font sizes, and font styles.
During the process of creating, editing, and formatting a document, the computer holds it in memory. To keep the document for future use requires that you save it. When you save a document, the computer transfers the document from memory to a storage medium such as a floppy disk, USB flash drive, hard disk, or CD. Once saved, a document is stored permanently as a file on the storage medium.
When you print a document, the computer places the contents of the document on paper or some other medium. Instead of printing a document and physically distributing it, some users e-mail the document to others on a network such as the Internet.
FIGURE 3-6 The Times New Roman and Arial fonts are shown in two font sizes and a variety of font styles.
Spreadsheet software allows users to organize data in rows and columns and perform calculations on the data. These rows and columns collectively are called a worksheet (Figure 3-7). Most spreadsheet software has basic features to help users create, edit, and format worksheets. The following sections describe the features of most spreadsheet programs.
SPREADSHEET ORGANIZATION
Typically, a spreadsheet file is similar to a notebook with up to 255 related individual worksheets. Data is organized vertically in columns and horizontally in rows on each worksheet (Figure 3-7). Each worksheet typically has 256 columns and 65,536 rows. One or more letters identify each column, and a number identifies each row. Only a small fraction of these columns and rows are displayed on the screen at one time. Scrolling through the worksheet displays different parts of it on the screen.
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 6 is referred to as cell B6. As shown in Figure 3-7, cell B6 contains the number, $40,398.00, which represents the store revenue for October.
Cells may contain three types of data: labels, values, and formulas. The text, or label, entered in a cell identifies the worksheet data and helps organize the worksheet. Using descriptive labels, such as Total Revenue and Total Expenses, helps make a worksheet more meaningful.
Many of the worksheet cells shown in Figure 3-7 contain a number, called a value, that can be used in a calculation. Other cells, however, contain formulas that generate values. A for mula 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 own formulas.
In many spreadsheet programs, you begin a formula with an equal sign, a plus sign, or a minus sign. Next, you enter the formula, separating cell references (e.g., BlO) with operators. Common operators are + for addition, - for subtraction, * for multiplication, and / for division. In Figure 3-7, for example, cell B15 could contain the formula =B10+B1l+B12+B13+B14, which would add together (sum) the contents of cells BlO, Bil, B12, B13, and B14. That is, this formula calculates the total expenses for October.
A function is a predefined formula that performs common calculations such as adding the values in a group of cells or generating a value such as the time or date. For example, instead of using the formula =B10+B11+B12+B13+B14 to calculate the total expenses for October, you could use the SUM function. This function requires you to identify the starting cell and the ending cell in a group to be summed, separating these two cell references with a colon. For example, the function =SUM(Bl0:B14) instructs the spreadsheet program to add all of the numbers in cells BlO through B14.
CAPS PL
FIGURE 3-7 With spreadsheet software, you create worksheets that contain data arranged in rows and columns, and you can perform calculations on the data in the worksheet.
For more information, visit scsite.com/dcf2e/ch3/weblink and then click Spreadsheet Software.
One of the more powerful features of spreadsheet software is its capability of recalculating the rest of the worksheet when data in a worksheet changes. When you enter a new value to change data in a cell, any value affected by the change is updated automatically and instantaneously.
Another standard feature of spreadsheet software is charting, which depicts the data in graphical form. A visual representation of data through charts often makes it easier for users to see at a glance the relationship among the numbers.
Three popular chart types are line charts, column charts, and pie charts. Figure 3-8 shows examples of these charts that were plotted from the d...
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