UNIT-II:

Types of Software: System software, Application software, commercial, open source, domain
and free ware software Microsoft Excel: Fundamentals of Excel: Features of MS-Excel, Excel
Program Screen, the Ribbon, Office button and Quick Access tool bar, Worksheets, rows,
columns, cells.

Q) Explain types of software

Software:
Software is a collection of programs, instructions, and data that tell a computer how to perform
specific tasks. It is mainly classified into Application Software and System Software.

Types of Software

1) Application Software:

Application software is designed for users to perform specific tasks like writing, browsing, editing,
or gaming.
Features of Application Software

 User-friendly interface for ease of use.

 Designed to perform specific tasks.
 Requires system software (Operating System) to run.
 Can be installed or uninstalled as per user needs.
 Available as free, paid, or open-source software.
 Supports updates for new features and security improvements.
 Can be standalone software or a collection of programs.

a) Word Processor

 Used to create, edit, and format text documents.

 Helps in document structuring and organization.
 Provides advanced text formatting tools (bold, italic, underline).
 Includes spell check, grammar check, and auto-correction.
 Allows inserting images, tables, and charts.
 Supports various file formats like DOCX, PDF, TXT.
 Examples: Microsoft Word, Google Docs, LibreOffice Writer

b) Database Software

 Used to store, manage, and retrieve structured data.

  Organizes data in tables, records, and fields.
 Allows data manipulation through queries (SQL).
 Ensures data security and access control.
 Supports backup and recovery of data.
 Helps businesses manage customer records and transactions.
 Used in libraries, banks, and companies for data management.
 Examples: MySQL, Microsoft Access, Oracle Database, PostgreSQL

c) Multimedia Software

 Used for creating, editing, and playing multimedia files.

 Supports image, audio, video, and animation editing.
 Provides filters, effects, and transitions for media enhancement.
 Converts files between different media formats.
 Used in entertainment, advertising, and education.
 Helps in video production and graphic design.
 Examples: Adobe Photoshop (image editing), VLC Media Player (media playback), Adobe
Premiere Pro (video editing), Audacity (audio editing)

d) Web Browsers

 Used to access and browse websites on the internet.

 Displays web pages using HTML, CSS, and JavaScript.
 Supports tabbed browsing for multiple websites.
 Includes bookmarking, history, and download management.
 Provides private browsing (incognito mode) for security.
 Supports extensions and plugins for additional features.
 Ensures secure browsing with HTTPS and encryption.
 Examples: Google Chrome, Mozilla Firefox, Microsoft Edge, Safari

2) System Software

System software manages computer hardware and provides a platform for application software to
run.

Features of System Software

 Controls and manages computer hardware resources.

  Provides a platform for application software to run.
 Ensures efficient and stable system performance.
 Runs in the background to manage system processes.
 Installed by default with the system (not user-installed like application software).
 Can update automatically to improve security and performance.

a) Operating System (OS)

 Acts as an interface between users and hardware.

 Manages computer resources like CPU, memory, and storage.
 Provides a graphical user interface (GUI) or command-line interface (CLI).
 Supports multitasking and multiple user accounts.
 Controls file storage and directory management.
 Manages input/output devices like keyboards, printers, and monitors.
 Ensures security through user authentication and access control.
 Examples: Microsoft Windows, macOS, Linux (Ubuntu, Fedora), Android, iOS

b) Device Drivers

 Acts as a bridge between the operating system and hardware devices.

 Converts OS commands into hardware-specific instructions.
 Ensures proper functionality of peripherals.
 Helps hardware components communicate with the system.
 Required for devices like printers, keyboards, and graphics cards.
 Allows hardware upgrades without changing the OS.
 Fixes compatibility issues with software and hardware.
 Examples: Printer drivers (HP, Epson), Graphics card drivers (NVIDIA, AMD), Sound card
drivers, Network adapter drivers

c) Firmware

 Embedded software that provides low-level control over hardware.

 Stored in ROM (Read-Only Memory) or flash memory.
 Ensures proper booting and initialization of the device.
 Controls basic hardware functions of electronic devices.
 Provides updates for performance improvements and security patches.
 Found in computers, smartphones, and IoT devices.
  Used in BIOS, routers, and smart home appliances.
 Examples: BIOS (Basic Input/Output System), Router firmware, Embedded OS in smart TVs,
Firmware in washing machines and microwaves

d) Utility Software

 Helps in system maintenance, security, and performance optimization.

 Improves system speed and efficiency.
 Protects against malware, viruses, and cyber threats.
 Manages disk space, file organization, and system backups.
 Includes file compression tools for reducing storage usage.
 Helps in troubleshooting system errors and performance issues.
 Provides data recovery and encryption features.
 Examples: CCleaner (disk cleanup), Windows Defender (antivirus), WinRAR (file
compression), Backup software (Acronis True Image, Mac Time Machine)
Software can be classified based on availability and shareability into different categories. Here’s a
detailed explanation of Freeware, Shareware, and Open Source Software, including their
definitions, features, and examples:

1. Freeware

Freeware is software that is available for free without any cost but remains copyrighted by the
developer or company. Users can download and use it but cannot modify or distribute it without
permission.

Features:

 Free to use but with restrictions on modification and redistribution.

 Often distributed as executable files (no source code access).
 May come with advertisements or limited features.
 Commonly used for promotional purposes.
 Examples:
 Google Chrome – A free web browser by Google.
 Adobe Acrobat Reader – Free PDF viewer.
 Skype – Free communication tool.

2. Shareware

Shareware is trial software that is distributed for free but with limitations. Users must pay for the
full version to access all features or continue using it beyond a trial period.

Features:

 Free to use for a limited time or with restricted functionality.

 Encourages users to purchase the full version.
 Often requires payment to remove ads or unlock advanced features.
 Typically used by software companies for marketing.
 Examples:
 WinRAR – Compression tool with a never-ending trial reminder.
 Adobe Photoshop (Trial Version) – Provides limited access before purchase.
 Spotify (Free Version) – Allows streaming with ads and restricted skips.
3. Open Source Software

Open-source software (OSS) is software whose source code is freely available for anyone to view,
modify, and distribute. It promotes collaboration and transparency.

Features:

 Source code is publicly accessible.

 Users can modify and distribute it under an open-source license.
 Often community-driven with continuous improvements.
 Can be free or have paid support options.
 Examples:
 Linux – Open-source operating system.
 Mozilla Firefox – Open-source web browser.
 Apache Web Server – Open-source web hosting software.

Difference between System Software and Application Software

System Software Application Software

System software is a set of computer Application Software is a type of software that

programs that is designed to manage system is mainly developed to perform a specific task
resources. as per the user's request.

It acts as an interface between the Application It acts as an interface between the end-user
Software and Computer hardware. and System Software.

It is a general-purpose software. It is a specific-purpose software.

System software is usually installed on the

Application Software is usually installed on
computer system at the time of OS
the system as per the requirement of the user.
installation.

These are usually written in low-level These are usually written in a high-level
languages such as Assembly language. language such as C, C++, Java, etc.

System software work on the background, Application software work on user-interface,

hence user don't directly interact with them. hence user directly interact with them.

A system software starts running as we turn Application software runs as per user request.
on our computer system and stops when the It means when we launch them, then only they
system is turned off. start and stop when we close them.

The development of System software is

Development of Application software is
complicated and takes more time compared to
comparatively easier and takes less time than
application software, as they are built by
system software.
considering the hardware compatibility.

A computer system can always run without

A computer system can't run without system application software. However, for users, it is
software. required to have some important application
software to work on.

Examples of System Software are Operating Examples of Application Software are Web
systems, Compiler, Assembler, Device drivers, browsers, MS office, Graphic design software,
etc. etc.

What is Microsoft Excel?

 MicrosoftExcelisaspreadsheetprogramusedtorecordandanalyzenumericaland statistical data.
 Microsoft Excel provides multiple features to perform various operations like calculations,
pivot tables, graph tools, macro programming, etc.
Features of Excel:

1. Ribbons and Tabs

 Like other Office applications, Excel has a new and smarter look.
  Traditional menu bars and toolbars have been replaced with the Ribbon.
 The Ribbon contains Tabs, and each Tab has buttons for different functions.
 Functions that were earlier in menus and toolbars are now easier to access.
 The Ribbon is more visual and task-oriented, adapting to your work.
 It may take time to get used to, but it makes work more organized and efficient.

2. Larger Workspace

 Excel always allowed large spreadsheets.

 Previous versions had 65,536 rows and 256 columns.
 In Excel 2007 and later, this increased to 1,048,576 rows and 16,384 columns.
 This allows users to work with massive amounts of data.

3. More Colors

 Older versions had limited color options.

 Now, you can choose from 16 million colors for backgrounds.
 You can also create color transitions inside cells.
 This helps in making more attractive and organized spreadsheets.

4. Colour Themes and Styles

 Excel now includes predefined colour themes.

 This feature is similar to Word and PowerPoint, where it helps maintain a consistent look.
 Charts created in Excel will automatically match the selected colour theme.

5. Improved Pivot Tables

 The PivotTable feature was previously difficult to use.

 Microsoft has redesigned the setup process to make it easier and more intuitive.

6. Improved Conditional Formatting

 The Conditional Formatting feature has been greatly improved.

 More options are available for highlighting specific data, such as the Top 10 values.
 Cells can be coloured based on their values to improve readability.
7. More and Better-Looking Charts

 No new basic chart types, but existing ones have more variations.
 Improved formatting options, including soft shadows behind columns.
 If no custom colours are chosen, the chart will automatically follow the spreadsheet’s colour
theme.

8. New File Format

 Excel uses a new file format (.XLSX) that is not compatible with older versions.
 The older Excel format used .XLS, while Excel 2007 and later use .XLSX.
 The new format is XML-based, which results in smaller file sizes.
 It also allows better integration with other programs.
 Spreadsheets can still be saved in the old format, but some features may not work properly.

Parts of Excel window

1. Workbooks and Spreadsheets

 An Excel file is called a Workbook.

 A Workbook can contain multiple Worksheets (Spreadsheets).
 It can also include Chart Sheets and small programs (Macros).
 A Workbook is not just a single spreadsheet; it can hold multiple sheets and charts.

2. The Ribbon:

 The Microsoft Excel ribbon is the row of tabs and icons at the top of the Excel window that
allows you to quickly find, understand, and use commands for completing tasks.
 It looks like a complex toolbar, which it actually is.
 The ribbon first appeared in Excel 2007, replacing the traditional toolbars and pull-down
menus found in earlier versions.
 In Excel 2010, Microsoft added the ability to personalize the ribbon.

Four Basic Components:

The ribbon is made up of four basic components: tabs, groups, dialog launchers, and command
buttons.

 Ribbon Tab:
A ribbon tab contains multiple commands that are logically subdivided into groups.

 Ribbon Group:
A ribbon group is a set of closely related commands normally performed as part of a larger task.

 Dialog Launcher:
A dialog launcher is a small arrow in the lower-right corner of a group that brings up additional
related commands when there isn’t enough space.

 Command Button:
A command button is the button you click to perform a particular action.
RIBBON TAB

Ribbon tab The standard Excel ribbon contains several tabs arranged from left to right.

 Home Tab: The Home tab contains the most frequently used commands, such as copying and
pasting, sorting and filtering, and formatting.
 Insert Tab: The Insert tab is used for adding different objects to a worksheet, including images,
charts, PivotTables, hyperlinks, special symbols, equations, headers, and footers.
 Draw Tab: Depending on the device you are using, the Draw tab lets you draw using a digital
pen, mouse, or finger. This tab is available in Excel 2013 and later, but like the Developer tab, it is
not visible by default.
 Page Layout Tab: The Page Layout tab provides tools to manage the worksheet’s appearance
both on screen and when printed. It controls theme settings, gridlines, page margins, object
alignment, and the print area.
 Formulas Tab: The Formulas tab contains tools for inserting functions, defining names, and
controlling calculation options.
 Data Tab: The Data tab holds commands for managing the worksheet data as well as connecting
to external data sources.
 Review Tab: The Review tab allows you to check spelling, track changes, add comments and
notes, and protect worksheets and workbooks.
 View Tab: The View tab provides commands for switching between different worksheet views,
freezing panes, and viewing and arranging multiple windows.
 Help Tab: The Help tab appears only in Excel 2019 and Office 365. It provides quick access to the
Help Task Pane and allows you to contact Microsoft support, send feedback, suggest a feature,
and access training videos.
3. The Office Button

 Located in the top-left corner of the screen.

 Replaces the old "File" menu from previous versions.
 Clicking it opens a menu where you can:
 Create a new spreadsheet.
 Save your work.
 Access Excel Options to change settings.
4. Quick Access Toolbar

 A small toolbar next to the Office Button.

 Contains commonly used actions like Save, Undo, Redo.
 Can be customized by right-clicking and selecting "Customize Quick Access Toolbar".

5. The Workspace

 Located below the Ribbon, where the spreadsheet is displayed.

 The spreadsheet consists of:
 Columns (labeled A, B, C…)
 Rows (labeled 1, 2, 3…)
 Cells (where a column and row intersect, e.g., "C4").
 Clicking on a column header selects the entire column.
 Clicking on a row number selects the entire row.
 The top-left corner (Corner button) selects the entire sheet.
 Cells can contain numbers, words, and formulas.

6. Sheet Tabs

 Located below the workspace, showing different worksheets in a workbook.

 Each Excel file (Workbook) can contain multiple sheets.
 Default names: "Sheet1", "Sheet2", etc., but can be renamed.
 Right-clicking a Sheet Tab allows you to:
 Add, delete, copy, or move sheets.
 Change tab colors for better organization.

7. Display Buttons

 Used to adjust the view of the spreadsheet.

 Default view: Normal View (regular spreadsheet view).
 Other options:
 Page Layout View (shows how it will look when printed).
 Page Break Preview (shows and adjusts page breaks for printing).
  Zoom function:
 Used to enlarge or shrink the view of the spreadsheet.
 Can be adjusted using the Zoom slider or by holding CTRL and scrolling with the mouse
wheel.

Editing worksheets in the excel

1.Writing in the Cells

Entering Data:

 When writing in cells, you simply type numbers or text into a cell and press the ENTER key
when you finish.
 After pressing ENTER, the cell immediately below becomes the active cell.
 Text in a cell is automatically aligned to the left, while numbers are automatically aligned to
the right.
 If you want to change something in a cell, you can double-click on the cell to edit its contents.
 Alternatively, if the cell is already active, you can press the F2 key to enable editing.
 If you want to add something new, simply double-click on the active cell.

2. Formula Bar:

 The Formula Bar is located above the worksheet and displays what you type into cells.
 Although it may not seem important at first, when you use formulas, the Formula Bar shows
the formula used in the active cell while the cell itself displays the result.

3. Adaptation of Cell Size:

 All cells start with the same size, but you can change this by adjusting the row height and
column width.
 When you move your mouse over the column headers (A, B, C, etc.), the cursor changes,
indicating that you can adjust the width.
 To change the column width or row height, click and drag the border between columns or
rows.
  Alternatively, double-clicking the border will automatically adjust the size to fit the largest cell
content in that column or row.

4. Selecting Cells:

 To select a single cell, simply move the pointer over the cell so that it becomes active.
 To select multiple cells, you can click on a cell, hold down the left mouse button, and drag to
select a group of cells; the first cell clicked becomes the active cell.
 Another method is to move the cursor to one corner of the desired area, hold down the Shift
key, and press the arrow keys to extend the selection; release Shift when you are done.

5. Compound Selection:

 You can select multiple, non-adjacent fields at once by using both the mouse and keyboard.
 Hold down the CTRL key and then select the desired cells with your mouse.
 This method allows you to pick cells from different parts of the worksheet without selecting
everything in between.

6. Navigating Inside a Selection:

 If you press an arrow key after selecting an area, the selection will disappear.
 Instead, use the TAB key to move to the right and the ENTER key to move downward while
keeping the selection active.
 To move left or upward within the selected area, hold down the SHIFT key while pressing the
appropriate key.