Unit 5

COMPUTER SOFTWARE

Written By: Moiz Uddin Ahmed

Reviewed By: Dr. Mohammad Daud Khattak
 CONTENTS

5.1. Introduction: ..................................................................................103

5.2. Objectives: ....................................................................................103

5.3. Computer Software: ......................................................................104

5.4. Types of Computer Software: .......................................................104

5.4.1. System Software: ...........................................................................104

5.4.1.1. Types of System Software .............................................................105

5.4.2. Application Software: ...................................................................106

5.4.2.1. Categories of Application Software: .............................................107
5.5. How Software Works (Installation and Un-installation): .............125

5.5.1. Install a New Software Program: ..................................................125

5.5.2. Uninstall a program: ......................................................................129

5.6. Self Assessment Questions: ...........................................................130

5.7. Self Assessment Activities: ...........................................................131

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 COMPUTER SOFTWARE

5.1 Introduction:
Computer software comprises different computer programs, or instructions that

enable users to perform different tasks on a computer system. It is not only

important for the users but also the whole computer system, depends upon the

services provided by the software. Due to the importance of computer software this
unit has been developed. It covers the basics of computer software and its important
types.

5.2 Objectives:
After completing this unit students would be able to:

· Understand the basics of computer software.

· Distinguish between application software and system software
· Have a knowledge about important system and application software
· Learn about software installation and un-installation

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5.3 Computer Software:
A computer cannot do anything at its own rather than it must be provided some

sequence-wise instructions and relevant data to perform its functions. This

sequence of instructions is called a computer program which is commonly referred

to as computer software.

Software is a generic term used for collection of data and instructions given to the
computers to perform specific tasks. It also refers to set of programs, procedures
and associated documents designed for the working of computers. The software is

logical part of the computer that user can not touch but use to make computer
operate.

Computer software controls the operation of hardware or some other software by

implementing the instructions given to it in an ordered way.

5.4 Types of Computer Software:

There are two main categories of Computer Software:

5.4.1 System Software:

System Software is the collection of computer programs that controls the

operation of computer and its devices. It provides an interface between

computer hardware and application software. It is backbone of a computer

system which provides a platform for its operation.

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System software helps computer users to make use of application software

and perform the programmed activities. System software monitors the use of
various hardware components such as CPU, memory and other peripheral

devices. They also communicate with the peripheral devices to support user

activities.

5.4.1.1 Types of System Software

There are different kinds of system software:

1. Operating System
An operating system is a collection of programs that coordinates the internal

working of a computer system. It provides us an interface to communicate

with the computer. It also manages all computer components and operations
and isolates the hardware from the user. A computer cannot perform any job

without operating system.

Operating system permits the computer to supervise the operations and

manage the data to produce the results. It is the first software that must be

installed on every computer.

2. Utility Programs
A utility program allows a user to perform an explicit task. It is normally
used to resolve system maintenance activities and provide assistance in these

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activities. There are different types of utilities available for example:

formatting of hard disk, system backup, antivirus and file compressor.

3. Device Drivers
A device driver is a system program that is used to turn on and manage a

device such as monitor, keyboard attached to computer. Device drivers are

built in programs, provided by manufactures of devices. The devices cannot

work properly without driver's utility programs. A driver typically
communicates with the device to control its operations. For example device

drivers for printer, mouse and keyboard are required to regulate their
operations during working of computer system.

5.4.2 Application Software:

Application software is a set of computer programs used to perform user

specific jobs. They allow the users to develop programs for their
personal/organizational use. An application program facilitate user to

manipulate text, numbers, graphics, or a combination of these elements.

Therefore there are varieties of application programs available in market

depending on the activity for which it is designed.

5.4.2.1 Categories of Application Software:

There are thousands of application software available in market. It is not

possible to categorize all application software; however some commonly

known application software includes the following:

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 · Word Processing software
· Spreadsheet Software
· Database Software
· Graphics and Multimedia Software
· Personal Assistance Software
· Communication Software

· Word Processing Software:

Word Processor is an application program used for creating, editing,

storing, and printing personal and official documents.

Word Processor became popular in 1970s and 1980 when the electric
typewriter was merged with a dedicated processor (like a computer
processor) for the editing of text. Since then different companies are
developing Word Processor with new and enhanced features.

i. Standard Features of Word Processor:

Word Processors have several text manipulating features. The
standard features include:
o Text Editing:
Text editing includes entering the text, cut/copy and paste the

text, making insetions and deletions etc.

o Word Wrap :
The cursor automatically moves to next line when the line is

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 completed with the text.
o Status Line:
Status line provides all the information about the current
document.
o Search and Replace :
Search and Replace allows the user to search for a particular word

or expression and replace it with some other word or expression.

o Headers , Footers , and Page Numbers:
It allows users to insert tailored headers and footers that the word
processor will put at the top and bottom of every page. Similarly

page numbers can also be inserted at top or bottom of the pages.

o Spell Checker :
Spell checker allows the user to check the spelling of words. It

spotlights any word that it does find in its dictionary.

o Table:
Word Processor allows inserting tables comprising of rows and
columns.
o Save and Print:
Once a document has been created, edited and formatted, it can

be saved and printed.

Some well known Word Processor includes the following:
i. Micrsoft Word
ii. Word Perfect
iii. Word Star
iv. In Page (used for urdu typing)

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The screenshots are shown from figures 5.1 to 5.4

Figure-5.1: MS Word

Figure-5.2: Word Perfect

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Figure-5.3: Apple Word

Figure-5.4: In page

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· Spreadsheet:
Spreadsheet is a data manipulation tool used for organization and analysis

of information in tabular form. It is a kind of computerized ledger that

accepts data values in rows and columns and allows user to perform

caluculations.

It is an application program that replicates a physical spreadsheet by

entering, displaying, and calculating data available in rows and columns.

i. Standard Features of Spreadsheet:

o Rows and Columns:

A spreadsheet is a table consisting of columns and rows as shown

in the following figure.

Figure-5.5: Spreadsheet

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 The rows are labeled by numbers and the columns by letters as

shown in the figure 5.5.

o Cell:
The intersection of a row and a column is called a cell. A cell is

uniquely identified by its column and row designators, e.g. A2,

B10, J13. The data is entered into cells for further manipulation.
in the figure 5.6 the cellA1 is highlighted.

Figure-5.6: Cell
o Formula:
Formula is a relationship between values of cells. It is used to
apply mathematical equation among data items of a cell. For

example, D2=B1+C1 would calculate and display the sum of cells

B1 and C1 into cell D1.

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 o Functions :
Functions are built-in formulas for certain problems that have

already been created and stored in the program. They are used as
shortcuts when applying mathematical equations and give ease
and flexibility to the users to handle complex calculations. Some

examples are COUNT, SUM, MAX, and MIN.

o Graphs and Charts:

Data and information in spreadsheets can be analyzed in a graphic

form. Spreadsheets allow the users to display numerical data as a

graph or chart.
Some well known spreadsheet includes the following:
o Microsoft Excel
o Lotus 123
o Quarter Pro
The screen shots are shown from figures 5.7 to 5.9

Figure-5.7: Microsoft Excel

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 Figure-5.8: Lotus 123

Figure-5.9: Quarter Pro

· Database Software:
Database is a collection of related data that allows the users to retrieve, edit

and update the data. Database management system (DBMS) is an

Application Software that allows users to develop, access, and administer a

database. Data in a database can be added, updated, deleted and searched

using a DBMS.

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A DBMS is like a traditional filing system which stores individual groups
and pieces of information. Like filing system's cabinet, drawers and

folders, a DBMS consists of separate components of information.

Relational database systems are the most common DBMS. Relational

database organise data into separate structures, which can be linked via
common information to make data storage more efficient. A relational
DBMS has the following basic components:

o Tables:
A database is comprised one or more tables or relations which is a group of
related data items and contains the records for an entity. Tables are made up

of records and records are made up of rows and columns holding the actual
data items. For example a student table might hold the information in the
form of database table:

Figure-5.10: Student Table

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o Forms
Form is graphical user interface used to communicate with the
database. They are used to enter data in the database. A form
consists of text boxes, password fields, checkboxes and other

input objects. These objects facilitate the user to communicate

with the database easily. The user can also access, update and

delete data by using forms. The application programmers can

develop database forms in different ways. Some databases like
MS Access enable the users to create forms the database

automatically by using wizards.

Some important advantages of forms are as follows:

i. Forms are easy to operate.

ii. They provide attractive interface for users.
iii. The user can use forms without technical knowledge.

o Queries
Query is used to search the data items available in the database
tables. It uses standard language like Structured Query Language
(SQL) to manipulate the data items in the tables.

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 o Report:
Report is meaningful information that is extracted from the
database. It is generated on the basis of one or more SQL queries.
Reports are the output of database applications. They are used to

locate and arrange data in a formatted way. The information

retrieved through reports is arranged in different ways. A report

can present the data in form of tables, records and graphs etc.

Ø Advantages
i. Reports provide efficient result from database.
ii. It helps in making important decision.
iii. It can be printed and mailed easily

Some well known DatabaseApplications includes the following:

i. Microsoft Access
ii. Oracle
iii. SQL Server

The screen shots are given from figures 5.11 to 5.13.

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Figure-5.11: MS Access

Figure-5.12: Oracle
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 Figure-5.13: SQL Server
· Graphics Software:
Graphics packages are application programs that allow users to create, edit,
display and print graphic images. They enable a user to manipulate visual

images on a computer.

o Category Based Features of Graphics Software:

i. Sketch Design :
The sketch design feature allows users to create design objects of
different shapes and sizes. These include lines, circles,

rectangles etc. Users need not to worry about the exact shapes of
objects as the package adjusts the dimensions of the shape
according to the base of a design. Special features allow the users

to rotate, flip, move and resize the objects dimensions.

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ii. Paint Feature:
The paint feature is used to paint designs of different varieties on

the display screens. It is used to create colorful graphics on the

screen without using original paints. Most paint features provide

the tools in the form of icons. By selecting an icon, user can

perform functions associated with the tool.

iii. Photo Editing:

Photo editing feature is used to edit and customize digital photos.

It allows users to save images in a wide variety of file formats.

Besides this users can retouch images, crop images, change

image shape, re-arrange objects in photos and apply filters to the

images.

iv. Multimedia Authoring:

Multimedia authoring permits users to merge text, audio/video

and graphics /animations in an application. User can bring

interactivity by controlling the placement of text and duration of

audio and video clips. Animations can also be inserted at the

required places of application. E-learning applications can also
be developed by using multimedia authoring tools and can be

burnt on CD/DVD for students.

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 v. Web Page Authoring:
Web page authoring allows users to create web pages that
include images, audio/video, graphics/animations and other

special effects. They are used to make the web pages more
attractive and interacting.

Some commonly used graphics packages include the following:

i. Adobe Photoshop
ii. Corel Draw
iii. Macromedia Free Hand

The screenshots are given from figures 5.14 to 5.16.

Figure-5.14: Adobe Photoshop

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 Figure-5.15: Corel Draw

Figure-5.16: Macromedia Free Hand

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· Communication Packages:
Communication packages are application programs that are used to
facilitate communication between two nodes (computers, mobiles etc.).
They allow the users to send and receive data over communication system.

The data transfer may be between two nodes or between networks of nodes.
The features of a communication package include the following:

i. Data upload i.e. send the data from the user node to another node
ii. Data download i.e. receive the data on the user node
iii. User session maintenance i.e. recognize individual user during live
communication
iv. Support of file transfer i.e. send and receive files over the network

Application packages for communication include the following:

i. Web browser
ii. FTP (file Transfer protocol)
iii. SMS (Short messaging services)

· PersonalAssistance Packages:
Personal assistance package allows users to store and retrieve their personal

information. They are also used to plan and manage contacts, meetings,
finances and other important information. Category based of personal

assistance packages includes the following:

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 o Calendar:
Calendar enables users to record appointments and meetings. It alerts the
user for the upcoming events and also inform in case of any conflicts when a

new event is scheduled. It also allows users to browse the previous events w i t h
brief descriptions.

o To Do List:
To do list arranges the task to perform by the user. A user can plan and
priortize the tasks with intimation targets and deadlines.

o Address Book:
Address book maintains the names, addresses, telephone numbers, and

other related information about friends, relatives and officals. User can also
search the particulars of known persons when required.

o Personal Finance:
Personal finance helps users to balance their checkbooks, maintain bill's
records and track personal income/expenses and setup the budget.

o Tax Preparation:
Tax preparation guide individuals, families or small businesses prepare the
taxes. Legal cases preparations assist in preparation of legal documents and
provide legal information to the concerned users.

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5.5 How Software Works (Installation and Un-installation):
Installation of a computer program is the method of making a program ready for
execution and use. The process varies for each program, computer, and the
operating system. There is a program called installer which comes with every

software. The installer is responsible for doing whatever is needed for their
installation. When software is installed on a personal computer; a series of
functions are performed before and behind the screen.

Common measures performed during software installations include:

1. Study the features of different software versions and select the

appropriate one as per your requirement.

2. Make sure that system requirements are avaialable
3. If software is already installed, it can be upgraded according to the

latest version.
4. Install only the licensed copy of the software.

5.5.1 Install a New Software Program:

If you are installing software downloaded from the Internet, you simply
download the installer and it starts working. If software is burnt on a CD-
ROM, installer will run automatically when the CD is inserted into the CD-

Rom.

The exact procedure may vary from one program to other. However; the

setup.exe is a file which is provided with the installation package of most of

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the application software. When the user double clicks the setup.exe, the

installer first unzips the files to a location in a temporary directory.

Figure-5.17: setup.exe

Next a license agreement comes up which urges upon the user either to agree
or disagree, here user agrees to move forward. Next the installer prompts the

user for location of the program. The user gives the appropriate location and
the process moves forward.

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 Figure-5.18: License Agreement

Now the installer can copy the relevant program files to the target location in
the destination directory provided by the user. An application is generally
made up of many individual files. Most of the files are stored in the

application's destination directory. The installer continues the installation in

the destination file till the completion of process.

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 Figure-5.19: Installation progress

The Windows Registry is a hierarchical database that stores settings and

preferences for software and hardware. It contains configuration information

aboutlow-leveloperatingsystemcomponentsandapplicationsrunningonthe
platform.Therecentlyinstalledprogramalsostoressettingsinformationinthe
Registry. The software installer updates the information of system registry by

adding information about new program and set default settings for the
application. Please do not try to modify the registry at your own without any

technicalassistance.

Many installers provide shortcuts at the Desktop or Start Menu to invoke the

installed program. After completing the installation, it deletes all the files
which were created temporarily. Finally, a message is displayed that the
program has been installed and the new software is ready to use.
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5.5.2 Uninstall a Program:
If a user wants to remove a program, it needs to be uninstalled from the PC.

Some programs provide an uninstall link or icon in the application directory,

However in Windows XP user can uninstall a program by using Add Or

Removeoptionavailableinthecontrolpanel.

Figure-5.20: Control Panel

The user clicks on the control Panel and selects Add/Remove programs. A
panel appears comprising of installed program. The user selects the required
program and clicks the remove button. The uninstaller eliminates the

program files along with the folder that it created and also removes relevant
entries in the system registry.

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5.6 SelfAssessment Questions:

Q. No.1. What is meant by computer software?

Q. No.2. Differentiate between system software and application software?

Q. No.3. List down key functions performed by system software?

Q. No.4. What is utility program? Why they are used?

Q. No.5. What is meant by word processing? List key features provided by

word processors.

Q. No.6. Explain the important features of spreadsheet package.

Q. No.7. Write important steps of installation and un-installation of

softwares.

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5.7 SelfAssessmentActivities:

1. Collect information about latest versions of well known application

softwares. Compare and contrast features.

2. Prepare a list of device drivers installed in your home/office or any

other computer.

3. Explore the basic use of word processor and spreadsheet softwares.

4. Install and uninstall any software of your choice in your home/office

or any other computer. (You may take help from your

tutor/internet/any relevant book)

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