Understanding Computers: Today and Tomorrow, 13th Edition

Chapter 6:
Application Software
 Software Suites

• Office suites include:

− Microsoft Office
− Apple iWork
− OpenOffice.org (free)
• Most suites available in variety
of versions
• Not all suites available for all OS
• Cost lower than buying each
program
separately

Understanding Computers: Today and Tomorrow, 13th Edition

2
 Common Software Commands

• Application programs today have a number of concepts

and commands in common
– Toolbars
– Menus
– Command buttons
– Keyboard
shortcuts
– Ribbon
– Mini toolbar

Understanding Computers: Today and Tomorrow, 13th Edition

3
 The Ribbon

• Used in Microsoft Office 2007 and later

• Commands are organized into groups located on tabs
• Contexual: Commands appear as they are appropriate

Understanding Computers: Today and Tomorrow, 13th Edition

4
 Editing a Document

• Editing a document: Changing the content of the

document, such as inserting or deleting words
– Insertion point: Indicates the current location in a
document, which is where the changes will be made
– Typing text will insert it
– Delete and Backspace key will delete text
– Text and objects can typically be selected to be
moved, copied, deleted, or formatted

Understanding Computers: Today and Tomorrow, 13th Edition

5
 Formatting a Document

• Formatting a document: Changing the appearance of the

document
– Changing font face, size, style, or color
– Changing line spacing or margins
– Adding page numbers or borders

Understanding Computers: Today and Tomorrow, 13th Edition

6
 Getting Help

• Help for software programs

– Often built into the program
• Table of Contents
• Browsing
• Search
– Online help (via manufacturer’s Web site and
independent sites)
– Offline help (periodicals, books, tutorial videos,
classes)

Understanding Computers: Today and Tomorrow, 13th Edition

7
 Getting Help

Understanding Computers: Today and Tomorrow, 13th Edition

8
 Quick Quiz
1. Software programs that are distributed on the honor system
and can be legally and ethically shared with others to try out
the software are referred to as ______________________.
a. shareware programs
b. commercial software
c. public domain software
2. True or False: Software purchased via the Internet is
always in downloaded, not packaged, form.
3. A group of related software programs sold together as one
unit is called a(n) ______________________.
Answers:
1) a; 2) False; 3) software suite

Understanding Computers: Today and Tomorrow, 13th Edition

9
 Word Processing Concepts

• Word processing: Using a computer and word

processing software to create, edit, save, and print
written documents such as letters, contracts, and
manuscripts
• Word processing software: Application software used to
create, edit, save, and print written documents
• Common programs:
– Microsoft Word
– Corel WordPerfect
– Apple Pages

Understanding Computers: Today and Tomorrow, 13th Edition

10
 Microsoft Word

Understanding Computers: Today and Tomorrow, 13th Edition

11
 Creating a Word
Processing Document

• Word wrap: Automatically returns the insertion point to

the next line when the end of the screen line is reached
• Character formatting (font face, size, style, or color)
• Paragraph formatting (line spacing, indentation, tabs,
alignment, and styles)
• Page formatting (margins, paper size, orientation,
headers, footers, etc)
• Document formatting (footnotes, end notes, table of
contents, index, background, theme)

Understanding Computers: Today and Tomorrow, 13th Edition

12
 Tables, Graphics, and Templates

• Tables: Allow content to be organized in a table

consisting of rows and columns
• Graphics or drawing features: Allow images to be
inserted into a document (clip art, photographs, drawn
images, etc.) and then modified
• Templates: Help users create new documents quickly

Understanding Computers: Today and Tomorrow, 13th Edition

13
 Word Processing on the Web

• Most word processing programs today include Web-

related features allowing you to:
– Send a document as an e-mail message
– Include Web page hyperlinks in documents
– Create or modify Web pages
– Create and publish blogs
– Collaborate with others online

Understanding Computers: Today and Tomorrow, 13th Edition

14
 Spreadsheet Concepts

• Spreadsheet software: Used to create electronic

spreadsheets
• Spreadsheets: Documents containing a group of
numbers and other data organized into rows and
columns
• Worksheet: A single spreadsheet
• Workbook: A collection of worksheets saved in a single
file
• Most widely used spreadsheet programs:
– Microsoft Excel
– Corel Quattro Pro
– Apple Numbers
Understanding Computers: Today and Tomorrow, 13th Edition
15
 Microsoft Excel

Understanding Computers: Today and Tomorrow, 13th Edition

16
 Creating a Spreadsheet

• Worksheets are divided into rows and columns

• Cell: The intersection of a row and a column
– Each cell is identified by a cell address
– Cell pointer marks current cell
– Groups of cells are called ranges or blocks; can be
selected with mouse or keyboard
– Data is entered into current cell

Understanding Computers: Today and Tomorrow, 13th Edition

17
 Entering Data into a Spreadsheet Cell

• Cells can contain:

– Labels: Text-based entry in a worksheet cell that
identifies data on the worksheet
– Constant values: Numerical entry in a worksheet cell
– Formulas: Performs mathematical operations on the
content of other cells
• Usually reference cell address, not the current data
in a cell
• Use mathematical operators + - / * ^
• e.g. =B8+C8+D8
– Functions: Named programmed formula
• e.g. @SUM(B8..D8)
Understanding Computers: Today and Tomorrow, 13th Edition
18
 Entering Data into a Spreadsheet Cell

Understanding Computers: Today and Tomorrow, 13th Edition

19
 Absolute vs. Relative Cell Referencing

• Relative cell references: Cell addresses are adjusted as

the formula is copied
– The default in most spreadsheet programs
– e.g. B6
• Absolute cell references: Cell addresses are not
adjusted as the formula is copied
– Used when the formulas should always use the value
in a particular cell, regardless of in which cell the
formula is placed, such as for:
• Constant value (sales tax rate, etc.)
• Percent computation (always divide by total)
– e.g. $B$6
Understanding Computers: Today and Tomorrow, 13th Edition
20
 Absolute vs. Relative Cell References

Understanding Computers: Today and Tomorrow, 13th Edition

21
 Charts and What-If Analysis

• Most spreadsheet programs include some type of

charting or graphing capability
– Can create charts from the data in the spreadsheet
(don’t have to reenter it)
– Charts change accordingly if the data in the
spreadsheet changes
• What-if analysis (sensitivity analysis)
– Allows you to change certain numbers on a
spreadsheet and immediately see the results of that
change
– Tool frequently used to help make business decisions

Understanding Computers: Today and Tomorrow, 13th Edition

22
 Spreadsheets and the Web

• Most spreadsheet programs have built-in Web

capabilities, such as to:
• Save the current worksheet as a Web page
• Insert hyperlinks inserted into worksheet cells
• Select and copy ranges of cells to a Web publishing or
word processing program to insert spreadsheet data into
a Web page as a table
• Collaborate online

Understanding Computers: Today and Tomorrow, 13th Edition

23
 Quick Quiz
1. Changing the line spacing of a document is an example
of which word processing feature?
a. word wrap
b. editing
c. formatting
2. True or False: A label is a special type of named
formula, such as SUM to add up a group of cell values.
3. A spreadsheet document created in a spreadsheet
program is often called a(n) ______________________.
Answers:
1) c; 2) False; 3) worksheet

Understanding Computers: Today and Tomorrow, 13th Edition

24
 Database Concepts

• Database: A collection of related data that is stored in a

manner enabling information to be retrieved as needed
• Database management system (DBMS): Software that
allows the creation and manipulation of an electronic
database
• Most widely used database programs
– Microsoft Access
– Oracle Database
– IBM DB2

Understanding Computers: Today and Tomorrow, 13th Edition

25
 Database Concepts

• Most PC-based databases are relational databases

and organized into fields (columns), records (rows),
and tables
– Field (column): A single type of data to be stored in a
database
– Record (row): A collection of related fields
– Table: collection of related records
– Database file: Collection of related tables

Understanding Computers: Today and Tomorrow, 13th Edition

26
 Database Concepts

Understanding Computers: Today and Tomorrow, 13th Edition

27
 Microsoft Access

• Databases contain a variety of objects (such as tables,

queries, forms, reports)

Understanding Computers: Today and Tomorrow, 13th Edition

28
 Creating a Database

• Database file is created first

• Tables can then be created
• Typically, the table structure is specified first
– Includes a list of fields and their properties, including:
• Field name (unique identifying name)
• Data type (text, number, date, object)
• Field size (maximum number of characters)
• Default value (initial content of the field)
– The table is named and saved
– Tables can be created in either Datasheet or Design
view

Understanding Computers: Today and Tomorrow, 13th Edition

29
 Creating a Database

Understanding Computers: Today and Tomorrow, 13th Edition

30
 Creating a Database

• After the table structure has been created, data is

entered into the table
– Datasheet view: Lists all data and looks similar to a
spreadsheet
– Form: Created by the user and typically displays just
one record at a time
– In either case, data is entered into the database table
• Either Datasheet view or a form can be used to view,
modify, or delete data

Understanding Computers: Today and Tomorrow, 13th Edition

31
 Creating a Database

Understanding Computers: Today and Tomorrow, 13th Edition

32
 Queries and Reports

• Query: A question; a request for specific information

from the database
– Contains criteria to specify the records and fields to
be included in the query results
– Is named and saved so it can be run again at a later
time
– Results always include the current database data
• Reports: Created when a more formal output is desired
– Associated with either a table or a query
– Data is displayed in the specified format

Understanding Computers: Today and Tomorrow, 13th Edition

33
 Queries

Understanding Computers: Today and Tomorrow, 13th Edition

34
 Databases and the Web

• Many Web sites use one or more databases to:

– Keep track of inventory
– Allow searching for people, documents, products, or
other information
– Place real-time orders
• Anytime you type keywords in a search site or hunt for a
product on a retail store’s Web site using its search
feature, you are using a Web database

Understanding Computers: Today and Tomorrow, 13th Edition

35
 Presentation Graphic Concepts
• Presentation graphic:
An image designed to
visually enhance a
presentation
– Can be used in
electronic slide
shows, as well as in
printed reports
• Slide: A one-page
presentation graphic
that can be displayed in
a group with others to
form an electronic slide
show
Understanding Computers: Today and Tomorrow, 13th Edition
36
 Presentation Graphic Concepts

• Electronic slide show: A group of electronic slides that

are displayed one after the other on a computer monitor
or other display device
• Presentation graphics software: Used to create
presentation graphics
• Most common presentation graphics programs are:
– Microsoft PowerPoint
– Corel Presentations
– Apple Keynote

Understanding Computers: Today and Tomorrow, 13th Edition

37
 Microsoft PowerPoint

Understanding Computers: Today and Tomorrow, 13th Edition

38
 Creating a Presentation

• Templates and preformatted slide layouts can often be used

• New slides can be added as needed
• Slides can contain a variety of elements
– Text
– Images
– Charts
– Audio clips
– Video clips
• Slides can be formatted as needed
• Multimedia and animation can be added to slides
– Animation
– Transitions
Understanding Computers: Today and Tomorrow, 13th Edition
39