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3. COMPUTER SOFTWARE
SOFTWARE:
It is a program that consists of step by step instructions that tell the computer how to perform a given
task.
NB:
A program;
A computer program is a sequence of instructions, written to perform a specified task with a
computer.

3.1. Characteristics of software

Computer software is intangible
Computer software gives instructions/procedures to computers
Computer software is copyrighted
Computer software can be installed
Computer software is executable
Loads into Memory when running
All software has a source Code written by a programming Language.

3.2. Types of computer software

3.2.1. SYSTEMS SOFTWARE
- These are a set of instructions that control the operation of the computer and its devices.
- It refers to the various computer programs that control the way a computer operates.

3.2.1.1. Characteristics of system software

- It is machine dependent.
- It serves as the interface between the user, the application software and the hardware.
- They are written by computer programmers or professional system programmers.
- Some of these programs stay / reside in ROM (permanently) hence known as firmware.
- It is usually supplied by the manufacturers of the computer

3.2.1.2. Types of system software

a) Operating system
b) Utility software
c) Programming languages

a) OPERATING SYSTEM;
It is a set of programs that coordinate the operation of all hardware and application software
components of a computer
The operating system relies on device drivers to communicate with each device in the
computer.
Definition;
A device driver is a small program that tells the operating system how to communicate with a
device.
Functions of the Operating System
Controls the hardware resources like accessing disk drives, printers and keyboard.
Calling into memory programs and instructions when required.
Protecting hardware, software and data from improper use e.g. when deleting a file.
Provides error correcting routines e.g. when data is lost during transfer, it should be
recovered.
Communicating with the user e.g. reporting suspended program due to error, request for
operation e.g. insert disk.
Manages files and memory thereby saving the user from knowing where in memory his
files are to be stored.
Scheduling and loading programs so as to provide a continuous sequence of operation.
Enables application software to interface with the hardware.
Provides an interface between the user and the application software and the hardware.
Manipulating data
Managing the processor
Providing security
Managing multitasking

Provides basic working environment/interface.

Controlling the use of peripherals.
Controlling the loading and running of application programs.
Organizing the use of memory/Memory management
Booting
 File management
Protecting hardware and software
Configuring devices
Processor management e.g multitasking and time sharing.
Examples of operating system software
i) Disk Operating System (DOS)
- This is a single user interface which was developed in the early 1980 for personal computers.
- It uses a command line interface (CLI)
- It is the main system control program that enables the computer to operate.
Examples of DOS
PC DOS developed by Microsoft for IBM
Ms DOS which was sold to makers of IBM compatible PCs by Microsoft

NB;
USER INTERFACE
This controls how users enter data and instructions into the computer and how information is
displayed on the screen.
Types of User Interfaces
a) Command Line Interface (CLI)
This is a kind of interface which allows a user to type key wards or press special keys on
the keyboard to enter data and instructions into a computer.

Advantages of CLI
Takes up little space

Operation is quite fast because commands can be entered directly through the key board.
Many commands can be grouped together as a batch file so that repetitive tasks can be
automated.
Disadvantages of CLI
A command language has to be learnt and memorized.
It is not user friendly.
The interface may vary from application to application.

b) Graphical User Interface (GUI)

This is the kind of interface that allows a user to use menus and visual images such as
icons, buttons and other graphical objects to enter commands into the computer.

Advantages of a GUI
It is user friendly
No need to type or memorize any command language
The interface is similar for any application.
Disadvantages of a GUI
Requires more memory
Requires a very fast processor.
It is difficult to automate functions for expert users.
Occupies more disk space to hold the files for all the different applications.
ii) Windows Operating System
- This is an operating system that uses icon based graphical user interface that simplifies
working on a computer.
Versions of windows;
Windows 3.0 Windows M.E
Windows 95 (Millennium)
Windows 98 Windows Xp Home
Windows NT workstation Windows Xp Professional
Windows 2000 Windows Vista
professional
Windows 2000 server

iii) Networking Operating Systems (NOS)

It is a system software that organizes and coordinates the activities on a LAN.
These O/S are designed to be used on several computers that exist on a network.
They include;
Novell Netware UNIX
Sun Solaris Linux
Windows NT IBM OS/2 wrap
Microsoft windows 95, 98, ME, NT, 2000 server, XP, etc.
Tasks performed by NOS
- Administration of network users - Prioritizing print jobs on the network
- System maintenance tasks such as - Monitoring security on network
backup resources
- File management tasks

iv) UNIX
- It is a multi user O/S.
- It can run multiple applications at the same time (multitasking)
- It was developed in 1970s by scientists at Bell laboratories.
- It has a command line interface and most of its commands are difficult to remember.
v) Linux
-
- It is a popular, free UNIX like multitasking operating system.
vi) Palm O/S
Is an operating system designed for the hand held computers (Personal Digital Assistants
PDAs)
Examples of palm O/S; Pocket PC 2002
vii) Windows CE
Is a windows operating system designed for use on wireless communication devices and
hand held computers.
Utility programs
A utility program is a type of system software that allows a user to perform maintenance-type tasks,
usually related to managing a computer, its devices, or its programs.
Utility programs included with most operating systems provide the following functions:
Managing files, searching for files,
Viewing images,
 Securing a computer from unauthorized access,
Uninstalling programs,
Scanning disks,
Defragmenting disks,
Diagnosing problems,
Backing up files and disks,
Setting up screen savers .etc
Examples of utility programs
i) A file manager;
It is a utility that performs functions related to file and disk management.
Windows Vista and XP include file managers called Explorers (Documents Explore, Pictures
Explore, and Music Explore).
Functions performed by file managers
Formatting and copying disks
Organizing files in folders
Displaying a list of files on a storage medium
Checking the amount of used or free space on a storage medium
Organizing, copying, renaming, deleting, moving, and sorting files; and
Creating shortcuts.
NB: A folder is a specific named location on a storage medium that contains related documents.
A shortcut is an icon on the desktop that provides a user with immediate access to a program
or file.
Formatting is the process of preparing a disk for reading and writing.
ii) A search utility
Is a program that attempts to locate a file on your computer based on the criteria you specify.
The criteria could be a word or words contained in a file, date the file was created or modified,
size of the file, location of the file, file name, author/artist, and other similar properties.
iii) An image viewer
Is a utility that allows users to display, copy, and print the contents of a graphics file.
With an image viewer, users can see images without having to open them in a paint or image
editing program.
iv) A personal firewall
Is a utility that detects and protects a personal computer from unauthorized intrusions.
Personal firewalls constantly monitor all transmissions to and from a computer.
When connected to the Internet, your computer is vulnerable to attacks from hackers (people
who tries to access a computer or network illegally).
v) An uninstaller
Is a utility that removes a program, as well as any associated entries in the system files.
In Windows Vista and Xp, you are able to access the uninstaller for many installed programs
through the "Uninstall a program" command in the Control Panel.
You also are able to access the uninstaller for some programs through that programs folder on
the Start menu, or on the program's installation media.
The uninstaller deletes files and folders from the hard disk, as well as removes program
entries from the system files.
Examples of uninstallers;

vi) A disk scanner

 Is a utility that searches for and removes unnecessary files from the hard disk.
Windows Vista and XP includes a disk scanner utility, called Disk Cleanup, which searches
for and removes unnecessary files such as temporary files.
It is used to detect and correct both physical and logical problems on a hard disk or floppy
disk and searches for and removes the unwanted files.
A physical problem is one with the media e.g. any scratch on the surface of the disk.
A logical problem is one with the data e.g. corrupted File Allocation Table (FAT)
Examples of disk scanner
Scan Disk
Disk Clean Up.
vii) A disk defragmenter
Is a utility that reorganizes the files and unused space on a computer's hard disk so the
operating system accesses data more quickly and programs run faster.
When an operating system stores data on a disk, it places the data in the first available sector
on the disk. It attempts to place data in sectors that are contiguous but this is not always
possible.
When the contents of a file are scattered across two or more noncontiguous sectors, the file is
fragmented. Fragmentation slows down disk access and thus the performance of the entire
computer.
Disk defragmentation enables data to be accessed more quickly and programs to be run
faster.
Examples of defragmenter in windows is the Disk defragmenter
NB;
Defragmentation
Is the process of reorganizing the disk so that the files are stored in contiguous sectors.
viii) A diagnostic utility
This compiles technical information about your computer's hardware and certain system
software programs and then prepares a report outlining any identified problems.
For example, Windows Vista includes the diagnostic utility Problem Reports and
Solution, which diagnoses problems as well as suggests courses of action.
Information in the report assists technical support staff in remedying any problems.
Windows Xp has Dr. Watson as a diagnostic utility.
ix) A backup/Copy utility
This allows users to copy, or back up, selected files or an entire hard disk to another
storage medium. During the backup process, the backup utility monitors progress and
alerts you if it needs additional media, such as another CD or tape.
Many backup programs compress, or shrink the size of files during the backup process.
Because they are compressed, you usually cannot use backup files in their backed up
form. In the event you need to use a backup file, a restore program reverses the process
and returns backed up files to their original form.
Backup utilities include restore programs.
You should back up files and disks regularly in the event your originals are lost, damaged,
or destroyed.
x) A screen saver
This is a utility that causes a display device's screen to show a moving image or blank screen
if no keyboard or mouse activity occurs for a specified time.
 When you press a key on the keyboard or move the mouse, the screensaver disappears and the
screen returns to the previous state.
Importances of screen savers
Screen savers originally were developed to prevent a problem called ghosting, in which
images could be permanently etched on a monitor's screen.
Screen savers also are popular for security. They prevent unwanted lookers from accessing
information or data from your computer.
To secure a computer, users configure their screen saver to require a password to
deactivate.
Business advertisements on the screen.
Entertainment- in which digital photos can be put on your screen as moving pictures.
xi) Debuggers
These are utility programs used during the testing of a program.
They help in tracing and removing of errors from newly installed programs.
xii) Sorting Utility
These are utility programs used to take in data and re arrange it in any order as specified
by the user.
The order can be ascending or descending order.
xiii) Merging Utility
These programs are used to combine two or more files to produce one file.
xiv) Antivirus Software

devices.
Examples include; Norton Antivirus, Avira, Panda, Pc Cillin, Dr. Solomon, McAfee,
Avast antivirus, AVG antivirus, Kaspersky antivirus, Escan antivirus, F secure
antivirus, Netqin antivirus, Eset Nod 32 antivirus, e.t.c.
xv) A file compression utility;
It is used to reduce or shrink the size of a file.
A compressed file takes up less storage space on a hard disk than the original file.
Compressing files frees up room on the storage media and improves system performance.
In order to reduce transmission time, email attachments, and files to be uploaded or
downloaded should always be compressed.
When you receive or download a compressed file, you must uncompress it.
Some operating systems such as Windows XP and Vista include uncompress capabilities
Compressed files are sometimes called zipped files because they have a .zip extension.
Examples of compression utilities; PKzip, WinZip, Winrare.t.c.
xvi) A media player;
Is a program that allows you to view images and animation, listen to audio, and watch
video files on your computer.
Media players may also include the capability to organize media files, convert them to
different formats, connect to and purchase media from an online media store, download
podcasts and vodcasts, burn audio CDs, and transfer media to portable media players.
Windows Vista and XP include Windows Media Player.
Three other popular media players are iTunes, RealPlayer, and Rhapsody.
xvii) CD/DVD burning software;
This writes files on a recordable or rewritable CD or DVD, including Blu-ray and HD
DVD.
 This software enables the home user easily to back up contents of their hard disk on a
CD/DVD and make duplicates of uncopyrighted music or movies.
When you buy a recordable or rewritable CD or DVD, it typically includes CD/DVD
burning software.
xviii) A personal computer maintenance utility;
Identifies and fixes operating system problems, detects and repairs disk problems, and
includes the capability of improving a comput
Some personal computer maintenance utilities continuously monitor a computer while you
use it to identify and repair problems before they occur.
Norton System Works is a popular personal computer maintenance utility designed for
Windows operating system.

xix) file viewer utility program

A file viewer utility program is the one that displays and copies the contents of a file.

xx) Disk checkers

These can scan the contents of a hard disk to find files or areas that are faulty.
xxi) Disk cleaners
These can find files that are unnecessary to computer and can decide to delete.
xxii) Disk compression
These utilities can transparently compress / uncompress the contents of a disk,
increasing the capacity of the disk.
xxiii) Disk partitions
These utilities can divide an individual drive into multiple logical drives.
xxiv) Disk space analyzers
These are used to get the size for each folder/ sub folders & files in folder or drive,
showing the distribution of the used space.
xxv) Disk storage utilities
These help to manage storage of data onto a disk.
xxvi) Archive utilities
These help to output a stream or a single file when provided with a directory or a set of
files. Archive utilities, unlike archive suites, usually do not include compression or
encryption capabilities.
xxvii) File managers
These provide a convenient method of performing routine data management tasks,
such as deleting, renaming, cataloging, uncataloging, moving, copying, merging etc.
xxviii) Cryptographic utilities
These are used to encrypt and decrypt streams and files.
xxix) Hex editors
These directly modify the text or data of a file.
xxx) Memory testers
These help to check for memory failures.
xxxi) Network utilities
These analyze the computer's network connectivity, configure network settings, check
data transfer or log events.
xxxii) Registry cleaners
These utilities clean and optimize the Windows registry by removing old registry keys
that are no longer in use.
xxxiii) System monitors
 These utilities are for monitoring resources and performance in a computer system.
xxxiv) System profilers
These provide detailed information about the software installed and hardware attached
to the computer.

b) PROGRAMMING LANGUAGES
A programming language is a set of instructions used to direct the operation of a
computer.

Characteristics of programming languages

- Every programming language has instructions for input and output.
- Has instructions for calculations.
- Instructions for transfer of control instructions for data storage and retrieval.
- Instructions for data movements.
Categories of programming languages
There are two categories of programming languages;
1. Low Level Languages
2. High Level Languages

1. Low Level Languages

(i) Machine Code (First generation Language or 1GL)
- It consists of binary numbers that represent instructions, memory locations and data.
-
represented in the binary system by 1 and 0 respectively.
- This is the only language that can be directly used by a computer.

Examples of binary codes

VALUE BINARY CODE
A 01000001
B 01000010
C 01000011
1 00000001
2 00000010
3 00000011
Advantages of machine code
It is efficient
Allows control of each operation
Disadvantages of machine code
It is very difficult to learn and very unfamiliar to humans.
It is not user friendly
Each type of processor had its own set of codes. Therefore, machine code programs written
for one processor could not be used on another.
It is very tiresome to program in machine code language and many errors are likely to occur.

(ii) Assembly language (Second generation Language or 2GL)

- This kind of low level language used English
codes to add or subtract values.
 - These tags were called Mnemonics. They could stand for zeros and ones of machine
language.
- An assembly language program has to be translated into machine language by an assembler.

Advantages of assembly language

Programs could be written more easily that with machine language.
Had a closer control over the computer hardware and executes very efficient.
It is useful for writing operating systems and game programs which require fast and efficient
CPU.
Disadvantages of assembly language
They are also designed for specific machines and specific processors.
Programming in these languages is tiresome because programs cannot be moved from one
computer architecture to another without re writing the code.

2. High Level Languages (Third generation Languages or 3GLs)

- A high level language is a language which consists of statements that resemble human
language or mathematical notations.
- They are machine independent.
- Fewer instructions are written and therefore a lot is done in less time.
- It has a wide vocabulary of valid words, symbols and sentences.
- Translation of high level program into machine code is done by language translators
(Compilers and interpreters)

LANGUAGE PROCESSORS (TRANSLATORS)

These are programs used to translate high level programming languages to low level
languages that processors can understand.
i) Compilers
- These translate a program written in a high level language into machine code language.
- The entire program is translated into machine code at once.
ii) Assemblers
- These translate a low level language (assembly language) into machine code.
iii) Interpreters
- These translate source program, line by line while the program is running.
- This is done each time a program is executed. As a result, a program running under an
interpreter runs very slowly compared to a compiled program.
iv) Linkers
- These programs combine compiled programs and determine where the program will be
located in memory.

Examples of high level languages

a) COBOL
- It is an acronym for Common Business Oriented Language.
- It was a high level language widely used in business
- It was produced to enable efficient software to be produced for business applications.
Examples of programs written in COBOL include; payroll, accounting and stock
control.
- It uses English like statements.
 Advantages of COBOL
It is fairly easy to understand.
It can be used on different types of computers.
It enables programmers to easily re arrange records within a file.
It enables programmers to easily produce reports.
Disadvantages of COBOL
Coding is lengthy and tiresome to make.
It takes longer to learn

b) BASIC (Beginners All Purpose Symbolic Instruction Code)

It was developed in 1964 by John Kemeny and Thomas Kutz to teach students how to use
computers.
Advantages of BASIC
It is easy to learn and use.
It is so popular
Several books exist that are used as self teaching manuals.
Disadvantages of BASIC
It is not a standard language
There are many different versions of BASIC with so little compatibility between them.
c) FORTRAN (Formula TRANslation)
It was developed in 1956 by IBM to provide an easier way of writing scientific and
engineering applications because of its simplicity, conciseness, standardization, efficiency
and numerical precision.
Advantages of FORTRAN
It is widely accepted and understood.
It is easy to write a simple FORTRAN program.
It includes mathematical functions that are good for solving problems.
Disadvantages of FORTRAN
It is difficult to use it for other applications other than scientific and engineering applications.
Input and output operations cannot be accomplished easily.
Difficult to read reports and screen displays.

d) PASCAL
- It was named in remembrance of the inventor of the mechanical adding calculator, Pascal
Blaise.
- It was developed to teach the concepts of structured programming.
Advantages of Pascal
It reinforces the principles of structured programming.
It is not limited to business or scientific applications.
e) ADA
- It was developed and named in honor of Lady Augusta Lovelance Ada.
- It was developed for the U.S department of defense to improve software reliability, portability
and maintainability.
f) LISP (List Processing)
- It was developed in the late 1950s by John McCarthy of M.I.T.
- It is the prominent language used in artificial intelligence.
- Both programs and data are sorted as lists.
 - Not suitable for commercial data processing.
- It is not widely available or known by many programmers.
g) LOGO
- It was developed for educational use.
- It could allow children to explore and develop concepts through programming the movement

- It has no commercial purpose.

h) ALGOL (Algorithmic Language)
It is suitable for scientific and engineering computations.
i) C
- It is a high level language
- It is the most portable general purpose language
- Derivatives of C are; C+, C++
j) PL/1 (Programming Language 1)
- It was developed for mainframe computers
- It is suitable for both scientific and commercial work.
k) PL/M (Programming Language Microcomputer);
- It was developed purposely for use with the Intel Microcomputers.
- It has a compiler.
l) APL (AProgramming Language)
3. Fourth generation Languages (4GLs / Application generators / program generators)
- Are languages designed to make the process of creating a computer based application easier
by doing the programming themselves.
- The user defines certain tasks and then the application generators will create the program code
that will perform the tasks that have been defined.
Examples of 4GLs
Structured Query Language
4. Artificial Intelligence Languages (Fifth Generation Languages / 5GLs)
- These are languages used in intelligent knowledge based systems (IKBs) such as robots.
- grams installed on them.
- They are extremely used in artificial intelligence projects like space exploration.
5. Web development languages
- These include HTML and JAVA
- HTML (Hypertext Markup Language) is one of the programming languages used to create
web pages for the internet and intranets.
- JAVA is an Object Oriented Programming (OOP) language that resembles a simplified form
of C++.
- Object Oriented Programming (OOP) uses objects which combine data and behavior.
- OOP enables rapid program development. Examples include; Visual Basic.

3.2.2. APPLICATION SOFTWARE

Application software are programs that perform specific tasks for users.
Or
They are programs designed to enable a computer to do a particular job.
Types of Application software
1. Off - shelf software (general purpose software)
2. Customized software (special purpose software)
 1. OFF SHELF SOFTWARE (general purpose software)
These are software programs ready to run when purchased.
Examples;
MS-Office suite, e.g. word processors, spreadsheets, presentation software etc.
Computer games e.g. chess, cross word puzzle, etc.
Education software e.g. Encarta,
2. CUSTOMISED SOFTWARE (specialized software)
These are tailor made
specific functions.
Examples;
Locally made school management systems(SMS),
Inventory management systems.
Payroll management systems
Library management system
NB:
A cross platform application
Is one that runs identically on multiple operating systems.
An Application Service Provider (ASP)
Is a third party organization that manages and distributes software and services on the web

Other terms related to application software

Packaged software: is a commercial software which is copyrighted and designed to meet the
needs of a wide variety of users.
Custom software:
functions.
Freeware: is copyrighted software provided at no cost to users.
Shareware: is copyrighted software that is distributed free for a trial period and payment is
required for using the software beyond that trial period.
Public domain software: is a free software and has no copyright restrictions.

CHARACTERISTICS OF APPLICATION PACKAGES

i. They are targeted to a wide range of users.
ii. They are user friendly (easy to use)
iii. They are generally developed for flexibility.
iv. They should be machine independent (they are designed to work on a range of
computers and can be transferred from one computer to another with ease)
v. They are menu driven i.e. the user takes a choice out of a number of options.

EXAMPLES OF APPLICATION SOFTWARE

Word processing software Web page authoring software
Spreadsheet software Video and audio editing software
Database software Educational software
Presentation software Entertainment software
Desktop publishing software Communications software
Accounting software e.t.c.
Paint and image editing software
1. WORD PROCESSING SOFTWARE
Word processing:
Is the process of creating text based documents such as reports, letters, brochures, memos,
mailing labels and newsletters.
Word processor
Is a software used to create, edit, format, save and print text based documents
Examples of word processing software
Microsoft word Abi word.
Corel word perfect Mac write
Lotus Word pro Ami pro.
Word pad Magic wand.
Word star e.t.c

Functions of word processing software

Allow text to be edited easily e.g. insert, delete and move text anywhere in the current
document
It can be used in mailing documents
Mail merge.
It can be used in graphics creating and handling e.g. frames, shapes
It has inbuilt mathematical formulae especially in tables which can be used in manipulating
data easily.
It is used in creation of tables which are used to present data in a more organized way.
It can be used in sharing of documents.
It can be used by researches to compare data using graphs and charts.
It has a word count feature which can be used in counting if words easily.
It can be used in creating web pages for organizations.
They are used by researchers and managers to create foot notes and cross references.
They are used in creation of letters, document, memos etc
Helps in saving on a storage device.
Word processors are used in formatting and designing of simple office publications.

Features of a word processor;

i. Editing
It is the process of making changes to the existing content of a document
Common editing features
These include;
Copying Deleting Find
Cutting Undo Replace, etc.
Pasting Redo
Inserting Selecting

Undo
It is the feature that allows actions that have been performed to be reversed such that if
some text was accidentally deleted, then the action can be undone.
Redo
It is the feature that allows actions that have been undone to be reversed.
 Inserting
It is an editing feature that allows adding text or graphics to a document.
Deleting
Is the process of erasing text or graphics from a document.
Cutting
Is the process of removing the original text from its original position onto the
clipboard
Copying
Is the process of duplicating and storing text on the clipboard.
NB; When text is cut, the original text is removed from its place while when text is
copied, the original text remains in its original place.
Pasting
Is the process of removing the text from the clipboard into the document.
Find
This feature allows the user to locate all occurrences of a particular character, word or
phrase.
Replace
It is a feature that allows a user to substitute existing characters, words or phrases with
new ones
ii. Formatting
It is the process of making changes to the appearance of a document.

Levels of formatting
Character formatting;
This involves changing the font, font size, or font style of the text.
It involves applying the boldface, italics and underline text.
Paragraphs formatting;
Involves changing the alignment of text, line spacing, indenting text, tab settings and
boarders.
Section formatting;
It lets you specify page numbers, headers and footers for different sections or chapters
of a document.
Document formatting;
It helps you specify the overall page layout for printing.
It involves choosing the paper size (letter, legal, A4, A3), page orientation (portrait or
landscape), changing page margins (top, down, left or right) and the distances between
the main body of text and the edges of the paper.

Other features of word processing software

iii. Saving
It is the process of transferring data / information from memory to a storage medium such
as a floppy disk or a hard disk.
iv. Printing
Is the process of sending a file to a printer to generate output on medium such as paper.
v. Word wrap
This is an Ms word feature which allows a user to type continually without pressing the
enter key at the end of each line.
vi. Spelling checker
 Allows a user to check the spelling of a whole document at one time or check and correct
the spelling or individual words as they are typed (Autocorrect).
vii. Grammar checker
It helps to report grammatical errors and suggests way to correct them.
viii. Character map
Is a group of symbols not found on the keyboard
ix. Thesaurus
Helps to suggest alternative words with the same meaning (synonyms) for use in the
document.
x. Mail Merge
Create form letters, mailing labels, and envelopes.
Used when similar letters have to be sent to several people.
The names and addresses of each person can be merged with one single standard
document and then printed out.
xi. Automatic page numbering
Numbers the pages automatically in a document
xii. Tables
This is an Ms Word feature which allows a user to organize information into rows and
columns.
xiii. Multi columns
Arranges text in two or more columns that look similar to a newspaper or magazine.
xiv. Macros
Allows a user to record or save frequently used keystrokes and instructions which can be
executed later by running the corresponding macros.
xv. Clip art gallery
Clip art gallery allows a user to insert drawings, diagrams and photographs into a
document.
xvi. Mathematical formulae typesetting
Allows a user to typeset complex mathematical formulae with the program
xvii. Templates
Allows a user to create documents which are frequently used
xviii. Footnotes and endnotes
- Are used in printed documents to explain, comment on, or provide references for text in
a document.
- You might use footnotes for detailed comments and endnotes for citation of sources.
xix. Headers;
A header is the area in the top margin of each page where text can be entered.
xx. Footers;
A footer is the area in the bottom margin of each page where text can be entered.
xxi. Line spacing
Line spacing - refers to the vertical distance between lines of text.
This feature allows a user to select a vertical or horizontal spacing between the characters
depending on his need.
The default line spacing is single spacing. This type accommodates the characters in a text
leaving a small extra space between lines.
Character spacing on the other hand refers to the space between thecharacters in the text.
xxii. Changing Case
It is a feature that allows a user to type text in different cases.
These cases are:
 (1.) Sentence case: All the first characters in a sentence are in uppercase(capitalized)
(2.) Lowercase: All characters appear in lowercase.
(3.) Uppercase: All characters appear in uppercase (all capitalised).
(4.) Title case: All the first characters of each word in a sentence appear inuppercase.
(5.) Toggle case: It changes upper case to lowercases and vice versa.

ADVANTAGES OF WORD PROCESSING SOFTWARE OVER THE ORDINARY

TYPEWRITER
a. Easy and fast to make changes to the document.
b. Has many features to create documents that look professional and visual appealing.
c. Documents can be previewed before being printed.
d. Documents can be saved for future reference and editing.
e. It is convenient in making letters and mailing labels.
f. It is possible to move blocks of text to different positions in the same document.
g. One can insert and delete lines of text.
h. The layout of the document can be altered before printing.
i. All typing mistakes can be corrected.
j. The document can be printed many times.
k. Text can be added to a document without having to type it again.
l. It can be used to mail documents unlike the ordinary typewriter.
m. It can create graphics such as shapes, frames etc.
n. It can be used to create web pages.
o. One can easily count the words in the document using the word count feature.
p. It allows automatic insertion of footnotes and endnotes.

2. PRESENTATION SOFTWARE
This is the type of software used to create presentations which can communicate ideas and other
information to a group or audience
Or
It is a software program that helps you to organize and present information to an audience.
The presentation can be viewed as a slide show on a large monitor or a projection screen.
Examples of presentation software;
Microsoft power point Harvard Graphics
Corel presentations Micro media Director etc.
Lotus Freelance graphics

NB;
A presentation;
single file.
A slide; is an individual page in a presentation
Microsoft power Point
Presentation Elements
1. Slides
A slide is an individual page in a presentation.
They are normally viewed using projectors
 2. Slide Master
- This is a single slide that controls all other slides in a given presentation.
- Any changes made to it affect the rest, respectively.
3. Handouts
A handout is a combination of 2 to 6 slide images on a single page.
4.
These help in the actual delivery of a presentation.
Power point lets you enter and print a notes page for each slide
5. Outlines

background, colors and graphics.

6. Templates
Power point provides over 100 professionally designed templates containing proven
layouts, color schemes and background textures.
NB: A template defines what your presentation will look like, where text and other
objects will appear the foreground and the background colors to be used, etc.
7. Auto features
These make it easier for one to perform his or her work.
They include the clip art commands which enable the user to include clip arts in his or
her presentation.

8. Slide Layout
- This is the given design of a slide showing divisions/areas or sections of a slide where
work can be done. E.g. title only and blank slide layouts.
9. Wizards
Power point employs many wizards to help in simplifying work.
10. Transitional looping
- It is a facility which sets up the presentation to run continuously until it is stopped by
the presenter.
- It is got through slide show setup show then loop continuously until Esc. under
show
options
Features of Microsoft Power Point;
(i) Auto correct
It helps to correct any typing errors and capitalization mistakes.
(ii) Auto clip art;
It provides clip art suggestions that relate to the presentation topic.
(iii)Style checker;
Allows the user to scan the presentation for design problems such as spelling errors,
incorrect and inconsistent use of capitalization or punctuation and inconsistent use of font
sizes and other related style attributes.
It can be customized to match the design rules you want your presentation to follow.
(iv) The pack and Go wizard;
This feature helps in leading you step by step through preparing your presentation for
delivery on another computer.
(v) Ability to present onscreen presentation in color;
 It enables the user to design his presentations in any color he / she want.
It also provides different background colors which make the presentations appear nice
and attractive.
(vi) Animations
It en
sound effects to objects in the presentation.

(vii) Meeting minder

It can help to improve communication during and after meetings.
nd export them directly to a word
processor for printing.
(viii) Presentation conferencing;
Allows you to deliver a presentation or run a meeting from your computer onto a network
of computers.

Viewing a presentation
Power point provides five different presentation views i.e.
Slide show Notes page view
Outline view Slide show view
Slide sorter view
a) Slide view
It shows you how the slide will appear when printed or displayed.
It is similar to page layout in a word processor for windows
All text, graphics and other media elements appear in slide view.

One can perform the following in slide view;

Insert, edit and delete text.
Add a clip art, charts, scanned photographs and other media elements.
Draw lines, squares, ovals, polygons and other objects.
Add graphs, charts or data from other applications.
Change the appearance of text and objects.

b) Outline view
It enables one to outline content much as you would in a word processor to enter, arrange
and edit textual information.

One can perform the following in outline view;

Insert, arrange and edit textual information.

tle only or show titles and full text.

Promote and /or demote textual content in your outline.
c) Slide sorter view
It provides a light table for viewing multiple slides.
When selected, this view arranges small thumbnail presentations of your slides, complete
with text and graphics, rows and columns.
 One can perform the following with the slide sorter view;
Manipulate the order of the slides
Add transition effects from one slide to another.
gh lighting each
point in turn.
Hide slides from being displayed in a computer based slide show.
Set timing options for rehearsing your presentation.

d) Notes page view

This allows you to insert, edit and delete reminder notes for yourself on each slide.
I
handout.
It lets you enter text and graphics in a notes place holder located below the image of the
slide.

It can allow you to perform the following;

Insert, edit and delete text.
Add a clip art, charts, scanned photographs and other media elements.
Draw lines, squares, ovals, polygons and other objects.
Add graphs, charts or data from other applications.
Change the appearance of text and objects.
or color scheme.

e) Slide show view (Also called on-screen presentation)

It is a view that takes up the full computer screen, like an actual presentation. It lets you
see how your graphics, timings, movies, animated effects, and transition effects will look
during the actual presentation to the audience.

Advantages of presentation software

It provides a wide variety of presentation formats and layouts for the slides.
Allows addition of multimedia components such as clipart images, video clips and audio
clips.
Allows setting of timing for the slides so that the presentation automatically displays the
next slide after a predetermined period of time.
Allows application of special transition effects on each slide.
The presentation can be viewed and printed in different formats.

3. SPREADSHEET SOFTWARE
A spreadsheet is an electronic worksheet that is used to organize data in rows and columns and
perform calculations on the data.
Or
It is an electronic worksheet that is used to organize, manipulate and graph data.

Uses of spreadsheets
 It can be used by business men to record sales
It can be used by business men to produce invoices
It can be used to compile statements (e.g. Bank statements)
Managers use them to keep track of the current payments from customers.
It helps researchers to compile and analyze their results quickly
Teachers can use them to create tables of figures and manipulate them quickly as required.

ADVANTAGES OF USING SPREADSHEES

Handle a variety of applications
Easy organizing and processing of information
Automatic calculations
Enables easy formatting & editing of work
Speedy, flexible and efficient
Can be stored and retrieved at a later time
Reduces inventory (storage) costs
Easy sharing over the network
Neat work with various illustration like charts

Disadvantages of using Spreadsheets

Needs resources like computers which are expensive
Training personnel needs resources

The whole work is lost in case of Virus attacks

Data hackers can change the data with ease
Mobility and transportation of data may be difficult especially with limited resources

Advantages of using electronic spreadsheets over manual worksheets

It is easy to make changes and corrections to data on the worksheet.
The rest of the worksheet is recalculated whenever data on a worksheet changes.
It is fast with the help of built-in functions and macros.
Calculation is always accurate, provided that data and formulae entered are correct.
It is easy to create different kinds of charts or to change chart types.
Information on charts is updated automatically whenever related data on the worksheet
changes
Spreadsheets are much larger than manual worksheets
They can perform mathematical, statistical and financial calculations quickly and accurately.
Cells in electronic spreadsheets can use information from other cells
Electronic spreadsheets can be stored and retrieved for repeated use.

Examples of spreadsheet programs

Microsoft excel Super Calc
Corel Quattro Pro VisiCalc
Lotus 1-2-3

MICROSOFT EXCEL (Ms Excel)

It is an electronic spreadsheet that can be used for practically manipulating of data and figures.
Parts of Ms Excel document
i) A cell
This is the intersection of a column and a row.
ii) A cell address
Is a unique address which defines the location of a cell in a worksheet (e.g. A1, A2, Q7,
etc)
iii) Range
Is a rectangular selection of a worksheet containing two or more cells
iv) Worksheet
This is the biggest range consisting of all the cells in one sheet.
v) Workbook
It is a collection of various worksheets
vi) Range address
It is a range reference which has a format of top-left cell address: bottom-right cell address
(e.g. D12:F19)
vii) Labels
Labels are text that identify the data and help to organize the worksheet
All label entries are left aligned by default.
viii) Values
These are numbers to be used for calculations.
ix) Cell reference
This is the location of a cell on a worksheet.
Types of cell references
a) Relative cell reference
It is a cell reference in which the cell address (e.g. B1 + C1) will be self adjusted when
the formula is moved or copied to another cell (e.g. B2 + C2)
b) Absolute cell reference;
It is a cell reference in which the cell address (e.g. $B$2) is always fixed.

c) Mixed cell reference

Is a cell reference that uses absolute column and a relative row reference.
Example $A2 and A$2
x) Formulae and operators
A formula is a set of instructions for performing a calculation and displaying the
resulting value in the cell that contains it.
Formulae normally begin with (=) or (+)

Types of formulae
(a) Numeric (Arithmetic) formulae
These perform calculations on values and use +, -, *, ^ and % numeric operators for
calculation.
Examples
=25+5, =A15*B1/B5
(b) Text formulae
These are used to manipulate text.

use & (ampersand)

 Example
A3 B3 C3
Term one Term two Term three

Or

(c) Logical formulae

These are statements that evaluate a condition.
They result into 1 if true and 0 if false.
They use =, <,>,>=, <= and <>, AND, OR, and NOT to calculate various conditions.
Example
Entry Results
=5>4 Results in true or 1
=5<A1 Result in 1 or true if A1 has a value less than 5
=AND(A1=1,A2=2) Result in 1 or true (if A1 contains 1 and A2
contains 2
=OR(A1=1,A2=2) Result in 1 or true (if A1 contains 1 or A2
contains 2)
=NOT(A1=0) Result in 1 or true (if A1 contains any value
but not zero)
Basic mathematical operators used in spreadsheets
Symbol Description Example
() Parentheses =B2*(C4+D5)
* Multiplication =B2*C4
/ Division =B2/C4
+ Addition =(B2+C4)
- Subtraction =(B2-C4)
% Percentage =C5*60%
^ Exponential =C4^2

xi) Functions;
A function is a predefined formula that helps to perform common mathematical functions.
Each function has a specific order, called a syntax which must be strictly followed for the
function to work correctly.
Functions include; SUM, AVERAGE, SQRT, LOG, ROUND, MAX, MIN etc.
Syntax order
a. All functions begin with the = sign.
b. After the = sign, define the function name (e.g. SUM)
c. One or more arguments, numbers, text or cell references enclosed in parentheses.
If these are more than one argument, separate each by a comma.
An example of a function with one argument that adds a range of cells B2 through B12

=SUM (B2:B12)
= (equal sign)
SUM (Function)
:( Argument)
 An example of a function with more than one argument that calculates the average of
numbers in a range of cells, B2 through B12 and C2 through C12
=AVERAGE (B2:B12, C2:C12)
= (equal sign)
AVERAGE (Function name)
, (Argument)

Examples of functions used in spreadsheets

a) Mathematical functions
ABS (number) Returns the absolute value of a number
INT (number) Rounds a number down to the nearest integer
LN (number) Calculates the natural logarithm of a number
LOG (number) Calculates the logarithm of a number to a
specified base
ROUND Rounds a number to a specified number of digits
SQRT (number) Calculates the square root of a number
SUM (range) Calculates the total of a range of numbers

b) Statistical functions
AVERAGE (range) Calculates the average value of a range of
numbers
COUNT (range) Counts how many cells in the range have entries
MAX (range) Returns the maximum value in a range of
numbers
MIN (range) Returns the minimum value in a range of
numbers
STDEV (range) Calculates the standard deviation of a range of
numbers

c) Logical functions
IF (logical test, value if result of the test is true, Performs a test and returns one value if the result
value if false of the test is true and another value if the result is
false)
d) Financial functions
FV (rate, no. of periods, payments) Calculates the future value of an investment
NPV (rate, range) Calculates the net present value of an investment

e) Date and Time functions

DATE Returns the current date
NOW Returns the current date and time
TIME Returns the current time

Errors in Microsoft excel

ERROR DESCRIPTION
##### error This error occurs when a column is not wide enough, or a negative date or time
is used.
#DIV/0! error This error occurs when a number is divided by zero (0).
#N/A error This error occurs when a value is not available to a function or formula.
#NAME? error This error occurs when Microsoft Office Excel doesn't recognize text in a
formula.
#NULL! error This error occurs when you specify an intersection of two areas that do not
intersect. The intersection operator is a space between references.
#NUM! error This error occurs with invalid numeric values in a formula or function.
#REF! error This error occurs when a cell reference is not valid.
#VALUE! error This error occurs when the wrong type of argument or operand is used.

Features of spreadsheet programs

Recalculation;
Recalculates the rest of the worksheet whenever data in worksheet changes
Built in functions;
Allows the user to use functions to add, multiply, get percentage, count and perform other
basic statistical functions.
Adjusting columns;
Allows the user to adjust columns
Data sorting;
Allows the user to sort (organize) data either in ascending or descending order.
Data validation;
Allows a user to ensure that correct data is entered in the spreadsheet
Printing;
Allows the user to print the entire worksheets, portions of a worksheet and several worksheets
Templates and wizards;
Allows the user to use the basis of other similar workbooks
All formulae and formatting for similar invoices can be saved as templates and then used to
automate a task without having to create a new workbook again.
Summarizing data
Allows the user to summarize data using consolidation and pivot tables
Consolidation allows the merging of several workbooks into a summary sheet.
Ability to perform what if analysis;
Allows the user to perform what if analysis which can be used to find out effects of
performances of companies.
Charting;
Allows a user to display data in a graphical, rather than a numerical form
Macro
Allows a user to record or save a sequence of keystrokes or instructions that can be run later

4. DATABASE SOFTWARE
A database
It is a collection of related information stored for a particular purpose.
Examples of databases
Telephone books (directories) Dictionaries
Customer address books Television guides e.t.c.
Employee information forms

A software one needs to create a database is called a Database Management

System(DBMS)