Chapter 4: Application Software: Programs That Let you Work and Play The Nuts and Bolts of Software **A computer system does nothing without software What is Software? Software: refers to a set of instructions that tells the computer what to so Program: an instruction set that provides a means for us to interact with and use the computer Two types

1. Application software: software used to do tasks at home, school and work a. Productivity: word processing, spreadsheet, presentation, database,

personal finance, note taking b. Media: image, audio, and video editing, media management c. Home/Entertainment: gaming, education, drawing d. Business: home, large, and specialized business

2. System software: software such as Windows and Mac OS X, which help run the computer and coordinate instructions between application software and the computer’s hardware devices

a. Includes: operating system and utility programs Productivity Software for Home and Office Productivity software: includes programs that enable you to perform various tasks required at home, school, and business. Word Processing Software What is the best software to use to create general documents? Word processing software: used to create and edit documents Are there free of more affordable alternatives? Open source software: is a program code that is publically available and has few restrictions

- OpenOffice and AbiWord becoming popular because they are free Proprietary software: neither free nor open source Web-based applications: can be accessed from any computer that has an Internet connection, are great for collaborating and coordinating input from a variety of users on a single document How do I control the way my documents look? By using the formatting options

- Font sizes and styles, add color to text, adjust margins, add borders, insert bulleted and numbered lists, organize text into columns, insert pictures, add graphics, etc

What special tools do word processing programs have? Most applications come with spelling and grammar checks and a thesaurus Search-and-replace tool allows you to search for text in document and automatically replace it with other text Can translate words or phrases into another language Spreadsheet Software Why would I need to use spreadsheet software? Spreadsheet software: (Microsoft Excel) enables you to do calculations and numerical analysis easily How do I use spreadsheet software? Basic element is the worksheet consisting of columns and rows

- Form individual boxes called cells - Can enter several types of data into a cell

o Text: any combinations of letters, numbers, symbols, and spaces o Values: numerical data, often used for calculations o Formulas: equations that you build yourself using addition,

subtraction, multiplication and division o Functions: formulas that are preprogrammed into the spreadsheet

software Primary benefit of spreadsheet software is its ability to recalculate all functions and formulas in the spreadsheet automatically when vales for some of the inputs change What-if-analysis: can quickly test different assumptions in the same analysis What kinds of graphs and charts can I create with spreadsheet software? Easier to see meaning of numerical information when shown in graphical format such as a chart Types of charts (can have 3D effects)

1. Basic column charts 2. Pie charts 3. Line charts 4. Stock charts 5. Scatter charts 6. Custom charts 7. Sparklines

Are spreadsheets used for anything besides financial analysis? Programs can often solve problems that formerly required custom programming Many spreadsheet applications also have database capabilities and can sort, filter, and group data Presentation Software

What software do I use to create presentations? Presentation software: used to create dynamic slide shows

- Can produce high-quality presentations without a lot of training - Can embed online videos, change colors, add effects, trim video clips without

the need for a separate video editing program How do I create a presentation? Slide layouts: give the option of using a single or double column of bulleted text, various combinations of bulleted text, clip aft, graphs, photos, video clips Can have a theme to presentation by choosing a design template Can use animation effects Can add slide transitions and effects Database Software How can I use database software? Database software: powerful applications that allow you to store and organize data Spreadsheet applications include database features

- Can be used for sorting, filtering, and organizing data Are organized into data catagories

- Fields: “First Name” “Last Name” - Records: collection of related fields - Tables: group related records

How do you benefit when businesses use database software? Online databases allow customers to track status of a package Businesses use databases to keep track of clients, invoices, personal information Note Taking Software Is there software to help students with note taking? There are many programs that help students organize and maintain lecture notes Microsoft OneNote allows students with Tablet PCs to write their notes directly onto the tablet using an electronic notebook Are there free or portable note taking applications? Evernote allows you to take notes via the Web, your phone, or your computer and then sync your notes between the Web, your phone and any computer

- Can save text, audio and images Stickynotes are digital equivalents to paper sticky notes Personal Information Manager (PIM) Software Which applications should I use to manage my time, contact lists, and tasks? Ex. Microsoft Office, Lotus Organizer, Chandler

- Strive to replace management tools found on the traditional desk

Are there Web-based PIM programs?

- Yahoo! - Google - AOL

Productivity Software Features What tools can help me work more efficiently with productivity software?

- Wizard is a systematic guide that walks you through the steps necessary to complete a complicated task

o Are guided by a wizard when you install software - Template is a predesigned form, they provide the basic structure for a

particular and of document, spreadsheet, or presentation o Page layouts, formatting, and styles

- Macro is a small program that groups a series of commands so they will run as a single command

Integrated Software Applications What’s an integrated software application? Integrated software application is a single software program that incorporates the most commonly used tools of many productivity software programs into a single integrated program (*software light)

- Ex. Microsoft Work Why would I use an integrated software application instead of individual stand-alone programs? Are good if you don’t need the advanced features found in the individual full version Integrated is less expensive Software Suites What’s a software suite? Software suite is a group of software programs that have been bundles as a package Can buy for

- Productivity - Graphics - Virus protection

Three primary developers 1. Microsoft 2. Corel 3. Apple

Which applications do productivity software suites contain?

Most contain word processing, spreadsheet, presentation, and PIM software May also contain database programs and desktop publishing software What are the advantages of software suites? Less expensive than purchasing programs individually When they come in bundles the programs work well together because they are from the same company and share common features Personal Financial Software What software can I use to prepare my taxes? Tax preparation software enables you to prepare your state and federal taxes on your own instead of hiring a professional

- Have complete set of tax forms and instructions and videos - Have a built in error check - Offer financial planning advice

Which software can I use to help keep track of my personal finances? Financial planning software helps you manage your daily finances

- Intuit Quicken and Microsoft Money Include electronic checkbook registers, automatic bill payment tools Can schedule automatic online payments All transactions are recoded Coordinate with tax preparation software Media Software for Home Multimedia software includes image, video, and audio editing software, animation software Digital Image Editing Software What can I do with a digital image that I can’t do with a photograph? Once image information is in digital format it can be used with all other software What software can I use to edit my photos? Image editing software enables you to edit photographs and other images Includes tools for basic modifications to digital images

- Removing red eye, modifying contrast, sharpness, color casts, removing scratches or rips from scanned images

- Include painting tools; brushes, pens, artistic media Ex. Adobe Photoshop, Corel PaintShop Pro Photo Can a nonprofessional use image-editing software? Some programs are geared toward the casual home user

Digital Audio Software Why would I have digital audio files on my computer? Novels, newspapers, and radio shoes can all be purchased as audio files Audio files are also available through podcasting (over the Internet) You can compose your own song with virtual instruments, voice recorders, synthesizers, special audio effects Why are MP3 files so popular? MP3 (MPEG-1 Audio Layer 3) a type of audio compression format that reduces the file size of traditional digital audio files so that they will take up less storage capacity

- Is also a standard of digital audio compression which has made it possible to transfer and play back music on a personal media player

Ex. Ogg Vorbis is a free open source audio compression format alternative Most digital audio software programs support one of the following functions

1. MP3 recoding allows you to record directly from streaming audio and other software or microphone source to MP3 format

2. CD ripping allows you to copy or extract CDs and encode to MP3 format 3. CD burning allows you to create your own CDs from MP3 collection 4. Encoding and decoding done by encoders, programs that convert files to

MP3 format at varying levels of quality 5. Format conversion programs allow you to convert MP3 files to other digital

audio formats such as WAV (Waveform audio format), WMA (Windows Media Audio), AIFF (Audio Interchange File Format)

Can I edit audio files? Audio editing software enables you to perform basic editing tasks

- Cutting dead air space from beginning or end of song, or cutting from middle - Can add special sound effects (echo, bass boost, remove static)

Digital Video Editing Software What kind of software do I need to edit my digital videos? Digital video editing software offers range of special effects and tools Does video editing software support all kinds of video files? Come in a number of formats

- Flash video, MPEG-1, MPEG-2, MPEG-4, VCD, SVCD, DVD, AVI, WMV, MOV, AVCHD

*AVCHD (Advanced Video Coding High Definition) is a format for high-definition video In what format are the videos I watch on my portable media player? They are in the MP4 format

- Stores digital audio and digital video streams, text for subtitles and still images

- Compresses the audio and video content into a more manageable file size Media Management Software How do I manage the audio, video and image files on my system? Your hard drive is a convenient place to store music and images Are there Web-based programs available to edit, share and store my photos? Digital images can easily be shared via the Internet

- Ex. Snapfish, Kodak, Shutterfly, Flickr, Google Picasa Software Fun for Home Entertainment software is designed to provide users with thrills, chills, and fun, include virtual reality programs that turn artificial environments into a realistic experience Gaming Software Do I need special equipment to run entertainment software? Your computer needs to have;

- Enough processing power, memory (RAM), and hard drive capacity to run the program

- Appropriate sound cards, video cards, speakers, monitor, and CD/DVD drives Many games require specialized controllers How do I tell what computer fames are appropriate for a certain user? Entertainment software rating board (ESRB) is a self-regulatory body established in 1994 by the Entertainment Software Association

- Helps consumers choose the computer and video games that are right for their families

Can I make video games? Most games are made with incredibly sophisticated programming If you wish to make a game; Adobe Flash and RPG Maker VX provide the tools needed to explore game design and creation Educational Software What kings of educational applications are there? There are programs to teach typing, languages, cooking, and playing guitar Preparation software (SAT, GMAT, LSAT, MCAT)

What types of programs are available to train you to use software or special machines? Simulation programs allow users to experience or control the software as if it were the actual software or an actual event

- Ex. Commercial or military flight training, surgical instrument training, machine operation training

Allow users to experience potentially dangerous situations Do I need special software to take courses online? Need a compatible Web browser Many online courses use course management software such as Blackboard or Moodle or Angel Drawing Software What kind of software should I use for simple illustration? Drawing software lets you create of edit two-dimensional, line-based, drawings Can be used to create technical diagrams, original nonphotographic drawings, animations, and illustrations using standard drawing and painting tools Are there different types of drawing software? Drawing software is used in creative and technical drawings Business Software for Home and Office Accounting software will help manage flow of money Desktop publishing and Web page creation tools help market and develop enterprise Home Business Software Which programs are good for small-business owners? Accounting software helps small-business owners manage their finances more efficiently by providing tools for tracking accounts receivable and accounts payable

- Offer inventory management, payroll, and billing tools What software can I use to lay out and design newsletters and other publications? Desktop publishing (DTP) software allows you to incorporate and arrange graphics and text in your documents in creative ways Specialized desktop publishing such as QuarkXPress and Adobe InDesign allow professionals to design books and other publications that require complex layouts What tools do desktop publishing programs include? Desktop publishing programs offer tools you can format text and graphics with You can readily manipulate graphics with tools that crop, flip, rotate images or modify the color, shape and size of an image

Desktop publishing programs allow you to publish to the Web What software do I use to create a Web page? Web page authoring software allows even the novice to design interesting and interactive Web pages without knowing any HyperText Markup Language (HTML) code

- Include wizards, templates, reference materials *Microsoft Expression Web, Adobe Dreamweaver Large Business Software There are specialized programs fro marketing and sales, finance, point of sale, general productivity, project management, security, networking, data management, security, networking, data management, e-commerce, human resources, etc. What software do businesses use for planning and management? Software programs help users write strategic and development plans *Palo Alto Plan Pro Project management software helps managers create and modify scheduling charts which help plan and track specific tasks and coordinate personal resources Customer relationship management (CRM) software stores sales and client contact information in once central database Enterprise resources planning (ERP) system lets a business consolidate multiple systems into one and improve coordination of these business areas across multiple departments

- Used to control billing, production, inventory management, human resources management

What software helps business travelers? Mapping programs are perfect for businesses that require employees to travel frequently *DeLorme Street Atlas USA, Mircosoft Street & Tips

- Provide street maps and written directions to locations nationwide Most users turn to online mapping service because they are easily accessible via the Internet *Google Maps, MapQuest, Yahoo! Maps, Google Earth Mapping programs work in conjunction with GPS Is mapping software just used to assist with travel? Many companies use a geographic information system (GIS) to assist with managing, analyzing, and displaying data, most often in spatial or map form Used by

1. Power companies to manage electric grids 2. Water distribution companies to manage water distribution 3. Shipping and transportation companies to determine the most efficient route 4. School districts to manage flow of students to appropriate schools

What software is used with e-commerce?

Most businesses have an online presence Depending on size of the company and its specific needs it may use

- IBM’s WebSphere, GoEmerchant, ProStores Business from ProStores o Offer bundled Web site creating and hosting services, shopping cart

setup and credit card processing services Specialized Business Software Vertical market software is software designed for a specific industry Ex. Construction industry uses Sage Master Builder Ex. Property management software for real estate professionals Ex. Ambulance scheduling and dispatching software for emergency assistance organizations Ex. Library automation software that combines cataloging, circulation, inventory, online catalog searching, and custom report printing What software is used to make 3D models? Computer-aided design (CAD) programs are a form of 3D modeling that engineers use to create automated designs, technical drawings, and model visualizations Many graphics, animation, video, and gaming systems use applications from Autodesk called Autodesk 3ds Max and Autodesk Maya to create 3D models Getting Help with Software Where can I find help while I’m working in an application? Some programs offer online help and support Many applications online help allows you to chat over the Internet Some applications are context sensitive and offer tasks-specific help or screen tips Integrated help mans that the documentation for the product is built directly into the software Where do I go for tutorials and training on an application? The products developer may offer online tutorials or program tours Buying Software You can purchase software are almost any retail environment, online, through catalogs, ad at auctions Software Licenses Don’t I own the software I buy? The software you purchase does not belong to you You are purchasing a license that gives you the right to use the software for your own purposes and the ONLY user of that copy

What is a software license? Software license is an agreement between the user and the software company

- You accept this agreement before installing the software on your machine Do you always buy just one license? Most users buy a single license **Licenses cannot be shared and can only be installed on one computer Businesses and educational institutions buy multiuser licenses that allow more than one person to use the software

- Some are per-seat - Some are concurrent meaning they limit the number of users accessing the

software are any given time Does open source software require a license? A free software license, the GNU General Public License, is required and grants the recipients the right to modify and redistribute the software **Without, the recipient would be violating copyright laws Copyleft is the concept of redistributing modified open source software under the same terms as the original software Pre-Installed Software What application software comes with my computer? Productivity software, graphics software, image editing, financial planning software Are there any problems associated with pre-installed software? Sometimes the software is a trial version and will expire Having too many pre-installed programs may degrade the system performance by allocating memory away from active applications and can reduce battery life Bloatware is pre-installed software that clogs ups your system unnecessarily If my computer crashes, can I get the pre-installed software back? Most companies use a separate partition on the hard drive that holds and image, or copy, of the pre-installed software As soon as you buy your computer create a restore disc Web-Based Applications Does all application software require installation on my computer? Most application software you acquire must be installed on computer before use Software as a Service (SaaS) is on-demand software deployment

- Application is hosted online by the vendor and made available to the customer over the Internet

- AKA Web-based applications What kinds of Web-based applications are available?

Google Docs is a Web-based suite of productivity software with word processing, spreadsheet, and presentation capabilities Zoho and ThinkFree offer Web-based applications; processing, presentation, and spreadsheet, and project management, 3D drawing, and customer relationship management software What advantages do Web-based applications have? You can access your documents from any computer Are great for collaborations Is all Web-based software free? Most are free but some Web sites charge a fee on their online products Discounted Software Is it possible to buy software at a discount? Students and educators sometimes get discounts Can I buy used software? Can buy software through online auction sites (eBay) **make sure is licensed Can I buy software directly from the Internet? Yes; Microsoft.com and Amazon.com Freeware and Shareware Can I get software for free legally? Freeware is any copyrighted software that you can use for free **can be used to distribute viruses and malware Ex. Games, screen savers, business, educational, graphics, home and hobby, and system utility software programs Open source programs are free Can I try new software before it is really released? Beta version is an application that is still under development

- Are distributed for free - Developers hope that users will report bugs or errors - Are typically available for a trial period

Is it still freeware if I’m asked to pay for the program after using it for a while? Shareware is distributed free but with certain conditions

- Sometimes software is released on a trial basis only and must be registered after a certain period of time

- Sometimes no support is available unless the software is registered - Sometimes direct payment to the author is required

Can shareware programmers make me pay for their shareware once I have it? Many developers have incorporated code into the program to stop it working completely or to alter the output slightly after the trial period is over Are there risks associated with installing beta versions, freeware, and shareware or downloading them from the Internet? If the program is not compatible with you computer downloading it may crash your system Beta products are unlikely to be bug free Install Windows 7 operating system’s feature Restore and create a restore point

- This will restore your system to what is was before the incident Software Versions and System Requirements What do the numbers after software names indicate? The numbers indicate what version of the software it is *Most vendors are backward compatible but not all are forward compatible How do I know whether the software I buy will work on my computer? System requirements specify the minimum recommenced standards for the operating system, processor, primary memory (RAM), and hard drive capacity Installing, Uninstalling, and Starting Software How do I install software? Program files may come on a CD or DVD Insert the disc and follow the instructions How is the installation process different for software I download from the Web? When you run a download the file has been compressed to make the process faster Downloaded files will unzip or decompress themselves and automatically start or launch the setup program What so I do if the download doesn’t install by itself? Locate files on the hard drive and find program that is controlling the installation Files ending in .exe are executable files or applications What’s the difference between a custom installation and a fill installation? Full installation will copy all the files and programs form the distribution disc to the computer’s hard drive Custom installation allows you to decide what is installed on the hard drive Can I just delete a program to uninstall it? You have to find the Uninstall Program Icon Programs have many files associated with them so you cannot simply delete the icon