Module 7: Basic Computer Applications
1. Introduction to Software
1.1. Definition of Software
Software is a set of instructions, programs, or data that directs a computer to
perform specific tasks. It acts as a bridge between the user and the hardware,
enabling the execution of various functions.
1.2. Types of Software
Software can be categorized into two main types:
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1.2.1. System Software
System software is responsible for managing and operating computer
hardware, providing a platform for application software to run.
Functions of System Software:
Manages computer hardware resources.
Controls system operations.
Provides an environment for running applications.
Examples of System Software:
✔ Operating Systems (OS): Windows, macOS, Linux, Android, iOS.
✔ Utility Programs: Antivirus, Disk Cleanup, File Management tools.
✔ Device Drivers: Software that allows hardware devices (e.g., printers,
keyboards) to communicate with the OS.
1.2.2. Application Software
Application software is designed for end-users to perform specific tasks such
as writing documents, creating spreadsheets, or designing presentations.
Functions of Application Software:
Helps users accomplish tasks (e.g., typing, calculations, database
management).
Runs on top of system software.
Can be installed separately based on user needs.
Examples of Application Software:
✔ Microsoft Word – Word processing.
✔ Excel – Spreadsheets and data analysis.
✔ PowerPoint – Presentation design.
✔ Google Chrome – Web browsing.
2. Categories of Application Software
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Application software can be grouped into different categories based on its
function and use. The main categories include:
2.1. Word Processors
Word processors allow users to create, edit, format, and print text-based
documents.
Features of Word Processors:
✔ Text formatting (font styles, colors, bold, italics, underline).
✔ Spell check and grammar correction.
✔ Inserting images, tables, and hyperlinks.
✔ Saving documents in different formats (e.g., .docx, .pdf).
Examples:
Microsoft Word
Google Docs
LibreOffice Writer
Uses of Word Processors:
✔ Writing letters, reports, and assignments.
✔ Preparing business proposals and official documents.
✔ Designing resumes and cover letters.
Practical Example:
❑ A student uses Microsoft Word to write a research paper.
❑ The document is formatted with headings, tables, and references
before being submitted.
2.2. Spreadsheet Software
Spreadsheets are used for organizing, analyzing, and manipulating numerical
data.
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Features of Spreadsheets:
✔ Rows and Columns – Data is arranged in a grid.
✔ Formulas and Functions – Used for calculations (e.g., SUM, AVERAGE).
✔ Charts and Graphs – Data visualization.
✔ Data Sorting and Filtering – Organizing information efficiently.
Examples:
Microsoft Excel
Google Sheets
LibreOffice Calc
Uses of Spreadsheets:
✔ Budgeting and financial planning.
✔ Inventory management in businesses.
✔ Data analysis for research and statistics.
Practical Example:
❑ A company tracks its monthly sales data in Microsoft Excel.
❑ A formula is used to calculate the total revenue and profit.
❑ A bar chart is created to visualize the sales trends.
2.3. Presentation Software
Presentation software allows users to create slideshows with multimedia
elements such as text, images, videos, and animations.
Features of Presentation Software:
✔ Slide design and layout customization.
✔ Adding images, charts, and multimedia.
✔ Slide transitions and animations.
✔ Printing handouts for presentations.
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Examples:
Microsoft PowerPoint
Google Slides
Prezi
Uses of Presentation Software:
✔ Business meetings and project proposals.
✔ Educational lectures and training sessions.
✔ Sales and marketing presentations.
Practical Example:
❑ A lecturer uses PowerPoint to prepare lecture slides for students.
❑ The slides include text, diagrams, and animations to enhance learning.
2.4. Database Management Software (DBMS)
Database software is used to store, retrieve, and manage large amounts of
structured data efficiently.
Features of Database Software:
✔ Data entry, storage, and retrieval.
✔ Query processing (SQL – Structured Query Language).
✔ Data security and user access control.
✔ Data backup and recovery.
Examples:
Microsoft Access
MySQL
Oracle Database
Uses of Database Software:
✔ Managing customer information in businesses.
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✔ Storing patient records in hospitals.
✔ Handling student registration data in universities.
Practical Example:
❑ A hospital uses a database system to store patient records,
prescriptions, and appointments.
❑ Doctors can quickly retrieve patient history before prescribing
medication.
3. Comparison of System Software vs. Application Software
Feature System Software Application Software
Purpose Manages computer resources Helps users perform
specific tasks
Examples Operating Systems (Windows, Word Processors,
Linux), Utilities (Antivirus, File Spreadsheets, Web
Manager) Browsers
User Runs in the background Requires direct user
Interaction interaction
Dependency Runs the computer system Runs on top of system
software
4. Importance of Basic Computer Applications
1. Enhancing Productivity:
❑ Word processors speed up document creation.
❑ Spreadsheets simplify complex calculations.
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2. Improving Communication:
❑ Presentation software makes sharing ideas easier.
❑ Email applications facilitate remote communication.
3. Supporting Business Operations:
❑ Databases help manage business records.
❑ Spreadsheets assist in financial planning.
4. Simplifying Learning and Research:
❑ Online tools provide access to educational resources.
❑ Software like Google Docs enables collaborative learning.
5. Summary and Key Takeaways
1. Software is divided into System Software (OS, Utilities) and Application
Software (Word Processors, Spreadsheets, etc.).
2. Word Processors help in document creation (e.g., MS Word).
3. Spreadsheets assist with calculations and data analysis (e.g., MS Excel).
4. Presentation Software is used for slideshows (e.g., MS PowerPoint).
5. Database Software stores and manages large amounts of structured
data (e.g., MySQL).
6. Computer applications enhance efficiency, productivity, and
communication in business and daily life.
6. Discussion Questions
1. What is the difference between system software and application
software?
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2. How do spreadsheets help in business decision-making?
3. Give an example of how database management software is used in
real life.
4. Why is presentation software important in education and business?
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