IT 101
IT APPLICATION TOOLS IN BUSINES
Module 2.2
COMPONENTS OF A
COMPUTER SYSTEM
SOFTWARE: TOOLS FOR PRODUCTIVITY
MARK ANTHONY P. RIBALDO
IT 101 IT APPLICATION TOOLS IN BUSINESS
INTRODUCTION
The second component of an information system is software. Simply put: Software is the
set of instructions that tell the hardware what to do. Software is created through the process of
programming (we will cover the creation of software in more detail in chapter 10). Without
software, the hardware would not be functional.
Learning Objectives
• Identify the general categories of programs and apps
• Describe how an operating system interacts with applications and hardware
• Differentiate among the ways you can acquire programs and apps: retail, custom, web
app, mobile app, open source, shareware, freeware, and public-domain
Learning Content
PROGRAMS AND APPLICATIONS
Using programs and apps, you can accomplish a variety of tasks on computers and mobile
devices. Recall from Chapter 1 that a program, or software, consists of a series of related
instructions, organized for a common purpose, that tells the computer what tasks to perform and
how to perform them. An application, or app, sometimes called application software, consists
of programs designed to make users more productive and/or assist them with personal tasks.
With programs and apps, you can create letters, memos, reports, and other documents;
develop presentations; prepare and file taxes; draw and alter images; record and enhance audio
and video clips; obtain directions or maps; play games individually or with others; compose email
messages and instant messages; protect your computers and mobile devices from malware;
organize media; locate files; and much more.
SOFTWARE AVAILABILITY
Software is available in a variety of forms: retail, custom, web app, mobile app, mobile web
app, open source, shareware, freeware, and public domain.
• Retail software is mass-produced, copyrighted software that meets the needs of a wide
variety of users, not just a single user or company. Some retail software, such as an
operating system, typically is preinstalled on new computers. You also can purchase retail
software from local stores and on the web. With online purchases, you may be able to
download purchased programs immediately instead of waiting for the software to arrive
by mail. Some retail programs have a trial version, which is an application you can use at
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no charge for a limited time, to see if it meets your needs. Some trial versions have limited
functionality.
Example: inventory management system, enrollment system
• Custom software performs functions specific to a business or industry. Sometimes a
company cannot locate retail software that meets its unique requirements. In this case,
the company may use software developers to create tailor-made custom software.
Custom software usually costs more than retail software.
Example: Point of sale (POS)
• A web app is an application stored on a web server that you access through a browser.
Users typically interact with web apps directly at a website. Many websites provide free
access to their apps. Some charge a one-time fee, while others charge recurring monthly
or annual subscription fees. You may be able to use part of a web app free and pay for
access to a more comprehensive program or pay a fee when a certain action occurs.
Examples: Google Apps: Classroom, Meet, Form, Drive
• A mobile app is an application you download from a mobile device’s app store,
sometimes called a marketplace, or other location on the Internet to a smartphone or
other mobile device. Some mobile apps are preinstalled on a new mobile computer or
device. Many mobile apps are free; others have a minimal cost.
• A mobile web app is a web app that is optimized for display in a browser on a mobile
device. Many app developers opt for web delivery because they do not have to create a
different version for each mobile device’s app store. Many web apps use a responsive
design, which means the app displays properly on any computer or device.
Example:
• Open source software is software provided for use, modification, and redistribution. This
software has no restrictions from the copyright holder regarding modification of the
software’s internal instructions and its redistribution. Open source software usually can
be downloaded from a web server on the Internet, often at no cost. Promoters of open
source software state two main advantages: users who modify the software share their
improvements with others, and customers can personalize the software to meet their
needs.
Example: MySQL, Ingres, and EnterpriseDB
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• Shareware is copyrighted software that is distributed at no cost for a trial period. To use
a shareware program beyond that period, you send payment to the software developer.
Some developers trust users to send payment if software use extends beyond the stated
trial period. Others render the software useless if no payment is received after the trial
period expires. In some cases, a scaled-down version of the software is distributed free,
and payment entitles the user to the fully functional product.
Example: Kalkulator, Camtasia Studio, Wondershare YouTube Downloader
• Freeware is copyrighted software provided at no cost by an individual or a company that
retains all rights to the software. Thus, software developers typically cannot incorporate
freeware in applications they intend to sell. The word, free, in freeware indicates the
software has no charge.
Examples: Adobe PDF, Yahoo messenger, Google Talk, MSN messenger
• Public-domain software has been donated for public use and has no copyright
restrictions. Anyone can copy or distribute public-domain software to others at no cost.
Examples: SQLite, I2P and CERN
Software registration typically is optional and usually involves submitting your name and other
personal information to the software manufacturer or developer. Registering the software often
entitles you to product support.
Product activation is a technique that some software manufacturers use to ensure that you do
not install the software on more computers than legally licensed. Usually, the software can be
run a preset number of times, has limited functionality, or does not function until you activate it
via the Internet or by phone.
Many desktop and mobile apps use an automatic update feature, where the updates can
be configured to download and install automatically. With web apps, by contrast, you always
access the latest version of the software.
A license agreement is the right to use a program or app. The license agreement provides
specific conditions for use of the software, which a user typically must accept before using the
software. Unless otherwise specified by a license agreement, you do not have the right to copy,
loan, borrow, rent, or in any way distribute programs or apps. Doing so is a violation of copyright
law; it also is a federal crime. Sometimes it is called End-user License Agreement (EULA) or
sometimes Terms and Conditions.
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PRODUCTIVITY APPLICATIONS
Productivity applications can assist you in becoming more effective and efficient while
performing daily activities at work, school, and home. Productivity applications include word
processing, presentation, spreadsheet, database, note taking, calendar and contact
management, project management, accounting, personal finance, legal, tax preparation,
document management, support services, and enterprise computing
Project Development
1. When you create a project, you enter text or numbers, insert images, and perform other
tasks using a variety of input methods, such as a keyboard, a mouse, touch, or voice.
2. To edit a project means to make changes to its existing content. Common editing tasks
include inserting, deleting, cutting, copying, and pasting.
a. Inserting involves adding text, images, or other content.
b. Deleting means that you are removing text, images, or other content.
c. Cutting is the process of removing content and storing it in a temporary storage
location, called a clipboard
d. Copying is the process of placing content on a clipboard, with the content remaining
in the document.
e. Pasting is the process of transferring content from a clipboard to a specific location in
a project.
3. When users format a project, they change its appearance. Formatting is important
because the overall look of a document significantly can affect its capability to
communicate.
4. During the process of creating, editing, and formatting a project, the computer or mobile
device holds it in memory. To keep the project for future use requires that you save it.
When you save a document, the computer transfers the project from memory to a local
storage medium, such as a USB flash drive or hard disk, or cloud storage. Once saved,
a project is stored permanently as a file.
5. You can distribute a project as a hard copy or electronically. A hard copy is information
that exists on a physical medium, such as paper. To generate a hard copy, you print a
project. Sending electronic files via email or posting them for others to view, on websites
for example, saves paper and printer supplies.
WORD PROCESSING SOFTWARE
Word processing software, sometimes called a word processor, is an application that allows
users to create and manipulate documents containing mostly text and sometimes graphics.
Millions of people use word processing software on their computers and mobile devices every
day to develop documents such as letters, memos, reports, mailing labels, newsletters, and
webpages.
Most word processing software allows users to incorporate graphics, such as digital photos
and clip art, in documents. Clip art is a collection of drawings, photos, and other images. With
word processing software, you easily can modify the appearance of an image after inserting it in
the document. Word processing software typically includes a spelling checker, which reviews
the spelling of individual words, sections of a document, or the entire document.
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PRESENTATION SOFTWARE
Presentation software is an application that allows users to create visual aids for
presentations to communicate ideas, messages, and other information to a group. The
presentations can be viewed as slides, sometimes called a slide show, that are displayed on a
large monitor or on a projection screen from a computer or mobile device.
Presentation software typically provides a variety of predefined presentation formats that
define complementary colors for backgrounds, text, and graphical accents on the slides.
SPREADSHEET SOFTWARE
Spreadsheet software is an application that allows users to organize data in rows and
columns and perform calculations on the data. These rows and columns collectively are called
a worksheet. Most spreadsheet software has basic features to help users create, edit, and format
worksheets.
DATABASE
A database is a collection of data organized in a manner that allows access, retrieval, and
use of that data. In a manual database, you might record data on paper and store it in a filing
cabinet. With a computerized database, the computer stores the data in an electronic format on
a local storage medium, such as a hard disk or optical disc, or on cloud storage.
Database software is an application that allows users to create, access, and manage a
database. Using database software, you can add, change, and delete data in a database; sort
and retrieve data from the database; and create forms and reports using the data in the
database.
NOTE TAKING SOFTWARE
Note taking software is an application that enables users to enter typed text, handwritten
comments, drawings, sketches, photos, and links anywhere on a page and then save the page
as part of a notebook. Users also can include audio recordings as part of their notes. Many note
taking applications also include a calendar feature.
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SOFTWARE SUITE
A software suite is a collection of individual applications available together as a unit.
Productivity software suites typically include, at a minimum, word processing, presentation,
spreadsheet, and email applications.
GRAPHICS AND MEDIA APPLICATIONS
In addition to productivity applications, many people work with software designed
specifically for their field of work. Power users such as engineers, architects, desktop publishers,
and graphic artists often use sophisticated software that allows them to work with graphics and
media. Many of these applications incorporate user-friendly interfaces or scaled-down versions,
making it possible for the home and small business users also to create documents using these
types of programs.
COMPUTER-AIDED DESIGN
Computer-aided design (CAD) software is a type of
application that assists professionals and
designers in creating engineering, architectural,
and scientific designs and models.
For example, engineers create design plans for
vehicles and security systems. Architects design
building structures and floor plans Scientists design
drawings of molecular structures.
DESKTOP PUBLISHING
Desktop publishing software (DTP software) is an application that enables designers to create
sophisticated publications that contain text, graphics, and many colors. Professional DTP
software is ideal for the production of high-quality color documents such as textbooks, corporate
newsletters, marketing literature, product catalogs, and annual reports.
PHOTO EDITING
Graphic artists, multimedia professionals, technical illustrators, and desktop publishers use
paint software and image editing software to create and modify graphics such as those used in
DTP documents and webpages.
Paint software, also called illustration software, is an application that allows users to draw
pictures, shapes, and other graphics with various on-screen tools such as a pen, brush,
eyedropper, and paint bucket. Image editing software is an application that provides the
capabilities of paint software and also includes the capability to enhance and modify existing
photos and images.
Photo editing software is a type of image editing software that allows users to edit and
customize digital photos. With photo editing software, users can retouch photos, crop images,
remove red-eye, erase blemishes, restore aged photos, add special effects, enhance image
quality, change image shapes, color-correct images, straighten images, remove or rearrange
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VIDEO AND AUDIO EDITING
Video editing software is an application that allows professionals to modify a segment of a
video, called a clip. For example, users can reduce the length of a video clip, reorder a series of
clips, or add special effects such as words that move across the screen. Video editing software
typically includes audio editing capabilities. Example below is Filmora 9.
. Audio editing software is an application that enables users to modify audio clips, produce
studio-quality soundtracks, and add audio to video clips. Example below is Audacity.
MEDIA PLAYER
A media player is a program that allows you to view images and animations, listen to
audio, and watch video files on your computer or mobile device. Media players also may enable
you to organize media files by genre, artist, or other category; create playlists; convert files to
different formats; connect to and purchase media from an online media store or marketplace;
tune into radio stations; download podcasts; burn audio CDs; and transfer media to portable
media players. Examples: VLC Media Player, Windows Media Player
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SOCIAL MEDIA AND GAMING
Social media refers to websites and applications that are designed to allow people to share
content quickly, efficiently, and in real-time. While many people access social media through
smartphone apps, this communication tool started with computers, and social media can refer
to any internet communication tool that allows users to broadly share content and engage with
the public.
The ability to share photos, opinions, and events in real-time has transformed the way we
live and the way we do business. Here are the basics of understanding social media and how it
can be used to help promote your business.
Types of Social Media:
1. Social Networks. Social networks specialize in connecting and exchanging thoughts,
ideas, and content with other users—often with users who share tastes and interests.
Facebook and Twitter are examples of social networks. Though more professional than
others, LinkedIn may be considered a social network, as well.
2. Media Networks. As opposed to social networks, which specialize in letting users share
and exchange raw thoughts and ideas, media networks specialize in distributing content
like photographs and videos. Instagram and YouTube are examples of this. A YouTube
user, for example, will upload a video they've created, and other users can "like," "dislike,"
or comment on the video. If they enjoy the video enough, a user may choose to
"subscribe" to the creator, so that new videos from that creator appear in their feed.
3. Discussion Networks. Discussion networks like Reddit are the ideal outlet for posts that
can spark in-depth discussion among users. Users can leave detailed responses in the
comment section, and other users can respond directly to those comments, allowing for
conversations to grow and develop organically.
Electronic Games
A mobile game is a game played on a mobile phone (feature phone or smartphone), tablet,
smartwatch, PDA, portable media player or graphing calculator.
A gaming computer, also known as a gaming PC or gaming rig, is a personal computer designed
for playing video games that require a high amount of computing power. A modern gaming
computer is comparable to a mainstream computer with the addition of performance-oriented
components, such as high-performance video cards and high core-count central processing
units, that sacrifice power efficiency for raw performance.
SECURITY TOOLS
To protect your computers and mobile devices, you can use one or more security tools. Security
tools include personal firewalls, antivirus programs, malware removers, and Internet filters.
Although some of these tools are included with the operating system, you also can purchase
stand-alone programs that offer improvements or added functionality.
Personal Firewall
A personal firewall is a security tool that detects and protects a personal computer and its
data from unauthorized intrusions (Figure 4-24). Personal firewalls constantly monitor all
transmissions to and from a computer and may inform a user of attempted intrusions. When
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connected to the Internet, your computer is vulnerable to attacks from nefarious individuals who
try to access a computer or network illegally. These attacks may destroy your data, steal
information, damage your computer, or carry out some other malicious action
Antivirus Programs
An antivirus program protects a computer against viruses by identifying and removing any
computer viruses found in memory, on storage media, or on incoming files. Antivirus programs
scan for programs that attempt to modify a computer’s start-up files, the operating system, and
other programs that normally are read from but not modified. In addition, many antivirus
programs automatically scan files downloaded from the web, email attachments, opened files,
and all types of removable media inserted in the computer or mobile device.
Internet Filters
Filters are programs that remove or block certain items from being displayed. Four widely
used Internet filters are anti-spam programs, web filters, phishing filters, and pop-up blockers.
1. Anti-Spam Programs. Spam is an unsolicited email message or posting sent to many
recipients or forums at once. Spam is considered Internet junk mail. The content of spam
ranges from selling a product or service, to promoting a business opportunity, to
advertising offensive material. Spam also may contain links or attachments that contain
malware.
An anti-spam program is a filtering program that attempts to remove spam before it
reaches your Inbox or forum.
2. Web Filters. Web filtering software is a program that restricts access to certain material
on the web. Some restrict access to specific websites; others filter websites that use
certain words or phrases. Many businesses use web filtering software to limit employee’s
web access. Some schools, libraries, and parents use this software to restrict access to
websites that are not educational.
3. Phishing Filters. Phishing is a scam in which a perpetrator sends an official looking email
message that attempts to obtain your personal and/or financial information.
A phishing filter is a program that warns or blocks you from potentially fraudulent or
suspicious websites. Some browsers include phishing filters.
4. Pop-Up Blockers. A pop-up ad is an Internet advertisement that suddenly appears in a
new window on top of a webpage.
A pop-up blocker is a filtering program that stops pop-up ads from displaying on
webpages.
A cookie is a small text file that a web server stores on your computer. Cookie files typically
contain data about you, such as your user name, viewing preferences, or shopping cart contents.
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