Study notes of some basic Application software of AMIE SEC A Computing and Informatics

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Basic Application Software

Lecture Outline

A. Competencies

1. Discuss common features of most software applications
2. Discuss word processors & their features

3. Describe spreadsheets & their features

4. Discuss database management systems & their features

5. Describe presentation graphics & their features

6. Discuss integrated suites and software suites

B. Introduction

 Today you can do all sorts of tasks that used to require trained specialists, including:

 Creating business correspondence

 Making sales projections

 Creating graphic designs

 Processing electronic files

 Think of a microcomputer as an electronic tool. It can help you withtyping, calculating, organizing, presenting, and managing information.

 Web-based applications may replace packaged software.

 Competent end users need to understand capabilities of basic application software, including:Word processors: create text-based documents

 Spreadsheets: use functions and formulas to analyze numeric data

 Database management systems (DBMS): organize data for efficient retrieval

 Presentation programs: create interesting and professional presentations

 Software suites: combine separate application programs

C. Application software

 There are two major categories of software:

 System software

 Application software

 Application software includes:

 Basic applications (general-purpose applications): widely used innearly every discipline & occupation. Examples include:

 Word processors

 Spreadsheets

 Database management systems

 Presentation graphics

 Specialized applications: Narrowly focused on specific disciplines and

occupations. Examples include:

 Graphics programs

 Audio/video editors

 Multimedia creation

 Web authoring

 Virtual reality

1. Common features

 User Interface, typically a Graphical user interface (GUI) which hasicons, pointers, windows, menus, menu bars, pull down or drop down menus, dialog boxes, other toolbars, and buttons.

 The Standard toolbar on a Microsoft Windows application includes short cuts for opening, saving and printing files.

2. Web-based applications

 Application service providers (ASPs) allow you to access basic

applications via web

 This is a different approach than the typical Microsoft approach where

software applications are loaded on each microcomputer.

 Making IT Work For You: Web-based Applications This section describes how it is possible to access free general-purpose applications via the web. Steps include:

3. Accessing applications

 Some applications that are typically offered include: Notes, Personal Information Managers, Calendars, Games, all on a Web-based desktop.

 Finally, use this as a way to discuss with your students how IT managers need to analyze industry trends, and help set the strategic direction for their firms.

D. Word processors

 Used to create and edit documents such as memos, letters, faxes, newsletters, manuals, brochures, and reports

 Common word processing programs include Microsoft Word, Corel Word Perfect, and Lotus Word Pro

1. Features

 Word wrap: sentences “wrap” to the next line without enter a carriage return

 Editing: allow the user to make and track changes to a document

 Thesaurus: provide synonyms and antonyms

 Find and replace: replace a series of selected words or phrases

 Spelling and grammar checkers

 Format: change the style of characters, paragraphs, and whole documents

 Font: the design of a character

 Font size: the size of the character measured in “points”

 Character effects including Bold, Italic, Colors

 Bullets and numbered lists

2. Case

 Students may want to review how you can use a word processing program to make sample flyers and reports

E. Spreadsheets

 Spreadsheets are used to organize, analyze, and graph numeric data

 Common uses for spreadsheets include planning and tracking budgets, consolidating financial reports, recording grades & calculating GPA, analyzing sales trends, evaluating and graphing stock market trends

 Common spreadsheet programs include Microsoft Excel, Corel Quattro Pro, and Lotus 1-2-3

1. Features

 Workbook files consisting of worksheets (aka spreadsheets or sheets)

 Worksheets contain rows & columns

 The intersection of a row & column is called a cell

 Cells may contain text entries or labels, numeric entries, and/or formulas and functions

 A group of cells is called a range

 Spreadsheets are useful for creating analytic graphs or charts

 The recalculation automatically re-computes formulas when a change is made to a number in the spreadsheet. This is useful for performing what-if analysis, e.g. What if sales increase by 10% - what will happen to profits?

2. Case

 Students may want to review how you can use a spreadsheet program to make sales forecasts and charts

F. Database management systems

 A database is a collection of related data.

 A Database Management System (DBMS) is a program that structures the database

 Uses for DBMS include: teachers recording grades, police officers checking criminal histories, universities keeping student records, and organizations maintaining employee databases

 Common desktop DBMS programs include Microsoft Access, Corel Paradox, and Lotus Approach

1. Features

 Relational databases use Tables that are made up of Records, each containing a number of Fields

 DBMS Tools include those for sorting, building queries (questions or requests for specific data), making forms (giving users the ability to enter or change data one record at a time), and creating reports (typically used to list many records on the screen or paper)

2. Case

 Students may want to review how you can use a database management program to make a database and a query

G. Presentation graphics

 Presentation graphic programs combine visual objects to create interesting presentation for communicating a message

 Common programs include Microsoft PowerPoint, Corel Presentations, and Lotus Freelance Graphics

1. Features

 Slides: may include text, clip art, photos, sounds, any multimedia message

 AutoContent Wizard: steps you through the process of creating a presentation

 Master Slide: a special slide that controls the format and placement of all slides in a presentation

2. Case

 Students may want to review how you can use a presentation graphic program to create a presentation and update a presentation.

H. Integrated packages

 An Integrated package is a single program that provides the functionality of a word processor, spreadsheet, database management and more.

 The main disadvantage of an integrated package is the capabilities of each function not as extensive as stand alone packages.

 However, the main advantage is they are cheaper and easier to use.

 They are typically found on low end PCs, popular with home users.

 Common programs include Microsoft Works and AppleWorks

I. Software suites

 Software suites are collections of separate applications sold as a group

 The main advantage is they are less expensive than buying each individually

 Types of suites include:

 Productivity Suite (aka Business Suite): popular examples include Microsoft Office, Corel WordPerfect OfficeSuite, Lotus SmartSuite

 Personal Suite (aka Home Suite): popular examples include Microsoft Works Suite, Works plus Calendar, Streets&Trips, and more

 Specialized Suite: examples include graphics suites, financial planning suites, and others

 Utility Suite: examples include Norton System Works and Norton Internet Security Suite

J. Sharing data between applications

1. Copy and Paste

 This is a static copy, in that a change to the source will not affect the destination

2. Object Linking and Embedding (OLE)

 A feature that allows you to dynamically link items so a change in the source affects the destination of where it was copied.

 The methods of using OLE include:

 Object Linking - Destination file is updated when source changes

 Object Embedding - makes a copy of source, but no updates when original changes – you can edit the destination in place

K. A Look to the Future

1. Web based applications ease software maintenance

 Pay as you go software

 No administration work

 No installation & configuration headaches

 No upgrade hassles

 Any platform can be used

 Web based system doesn’t depend on Windows or Mac