Chapter Three

Application Software
 Chapter 3 Objectives
1. Define application software
2. Understand how system software interacts with
application software
3. Identify the role of the user interface
4. Explain how to use a software application
5. Identify the widely used application software
products and explain their key features
6. Identify various products available as Web
applications
7. Describe the learning aids available with many
software applications
Introduction
This chapter discusses the role of the system
software with respect to application software. It
then presents an overview of several productivity
software applications, graphic design/multimedia
software applications, home/personal/educational
software applications, and communications
software applications. The chapter then identifies
various Web applications. Finally, learning aids
and supports tools within application software
products are presented.
Define application software
Application software consists of programs designed to
perform specific tasks for users. Application software
can be used as a productivity/business tool; to assist
with graphics and multimedia projects; to support home,
personal, and educational activities; and to facilitate
communications. Specific application software products,
called software packages, are available from software
vendors. Although application software also is available
as shareware, freeware, and public-domain software,
these usually have fewer capabilities than retail software
packages
 Understand how system software interacts with
application software
System software consists of programs that control the
operations of a computer and its devices. System
software serves as the interface between a user, the
application software, and the computer’s hardware.
One type of system software is the operating system.
Before application software can be run, the
operating system, which contains instructions that
coordinate the activities among computer hardware
devices, must be loaded from the hard disk into the
computer’s memory.
Identify the role of the user interface

The user interface controls how you

enter data or instructions and how
information displays on the computer
screen. Many of today’s software
programs have a graphical user
interface. A graphical user interface
(GUI) combines text, graphics, and
other visual images to make software
easier to use.
Explain how to start a software application
Both the Microsoft Windows and the Apple Macintosh
operating systems use the concept of a desktop. The
desktop is an on-screen work area with common graphical
elements such as icons, buttons, menus, links, windows,
and dialog boxes. A software application can be started by
clicking its program name on a menu, or list of
commands. Clicking the program name instructs the
operating system to transfer the program’s instructions
from a storage medium into memory. Once started, the
application displays in a window on the desktop.
Cont…
A window is a rectangular area of the screen that is used to show the
program, data, and/or information. At the top of the window is a
titlebar that contains the window’s name.
 Identify the widely used products
and explain the key features of
•productivity/business software applications
•graphic design/multimedia software
applications
•home/personal/educational software
applications
•communications software applications
 Productivity/business software applications

People use productivity software to become more effective

and efficient while performing daily activities.
• Word processing software allows users to create and
manipulate documents that contain text and graphics.
With word processing software, you can insert clip art
into a document; change margins; find and replace text;
use a spelling checker to check spelling; place a header
and footer at the top and the bottom of a page; and vary
font (character design), font size (character scale), and
font style (character appearance).
Layout
The Office button
The Ribbon

Home: Clipboard, Fonts, Paragraph, Styles, and Editing.

Insert: Pages, Tables, Illustrations, Links, Header & Footer,
Text, and Symbols
Page Layout: Themes, Page Setup, Page Background,
Paragraph, Arrange
References: Table of Contents, Footnote, Citation &
Bibliography, Captions, Index, and Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields,
Preview Results, Finish
Review: Proofing, Comments, Tracking, Changes, Compare,
Protect
View: Document Views, Show/Hide, Zoom, Window, Macros
Quick Access Toolbar
Starting Ms word2007
Start
All programs
Microsoft office 2007
Microsoft word 2007
Create a New Document
Microsoft office button
New
Opening an Existing Document
Microsoft office button
Open
Saving a Document
Microsoft office button
Save or Save As or Ctrl+S or File icon on the quick access
Type the name you want
Select the location
save
Renaming Documents
Microsoft office button
Find the file
Right click on it
Select Rename
Type the name
enter
Working on Multiple Documents
View
Switch windows
Select another document
View side by side
Document Views
There are many ways to view a document in Word.
 Print Layout: This is a view of the document as it would appear
when printed. It includes all tables, text, graphics, and images.
 Full Screen Reading: This is a full view length view of a document.
Good for viewing two pages at a time.
 Web Layout: This is a view of the document as it would appear in a
web browser.
 Outline: This is an outline form of the document in the form of
bullets.
 Draft: This view does not display pictures or layouts, just text.
To view a document in a different way
View
appropriate document view
Close a Document
Microsoft office button
Close
 Editing a Document

Typing and inserting Text

Selecting Text
Inserting Additional Text
Text can be inserted in a document at any point using any of the
following methods:
Type Text: Put your cursor where you want to add the text and
begin typing
Copy and Paste Text: Highlight the text you wish to copy and
right click and click Copy, put your cursor where you want the
text in the document and right click and click Paste.
Cut and Paste Text: Highlight the text you wish to copy and
right click and click Cut, put your cursor where you want the
text in the document and right click and click Paste.
Drag Text: Highlight the text you wish to move, click on it and
drag it to the place where you want the text in the document.
Rearranging Blocks of Text
To rearrange text within a document, you can utilize the Clipboard
Group on the Home Tab of the Ribbon.
Move text: Cut and Paste or Drag as shown above
Copy Text: Copy and Paste as above or use the Clipboard group
on the Ribbon
Paste Text: Ctrl + V
Deleting Blocks of Text
Highlight the text
Delete key or backspace key
Search and Replace Text
Find
Type the text you want to search
Find next
Replace a text
To find and replace a word or phrase in the document:
Replace
 type a text to find what
Type the____ you want to replace it into replace it with____
Replace or replace all
Undo Changes
To undo changes:
Undo icon in a quick access toolbar
 Formatting
Styles
A style is a format enhancing tool that includes font typefaces, font
size, effects (bold, italics, underline, etc.), colors and more.
You will notice that on the Home Tab of the Ribbon

Change Font Typeface and Size

Font Styles and Effects

Change Text Color
Highlight Text
Copy Formatting
Clear Formatting
 Formatting paragraphs

Change Paragraph Alignment

Indent Paragraphs
 Borders and Shading

Add Borders and Shading

You can add borders and shading to paragraphs and

entire pages.
 Tables

Tables are used to display data in a table format.

• Creating Tables
• Entering Data In a Tables
• Modify The Table Structure And Format a Table
 Inserting Pictures and Symbols

Word 2007 allows you to insert illustrations and

pictures into a document.
 Watermark

A watermark is a translucent image that appears

behind the primary text in a document
 Spelling and Grammar

To check the spelling and grammar of a document

 Margins

Modify Page Margins and Orientations

 Inserting Headers and Footers

To insert Header and Footer information such as page numbers,

date, or title, first, decide if you want the information in the
header (at the top of the page) or in the Footer (at the bottom of
the page).
 Inserting Page break, Cover Page

We can insert new page using page break and also we can
insert cover page using cover page options
 Lists
Bulleted and Numbered Lists
Bulleted lists have bullet points, numbered lists
have numbers, and outline lists combine
numbers and letters depending on the
organization of the list.
Cont…
With spreadsheet software, data is organized in rows and columns, which
collectively are called a worksheet. The intersection of a row and column,
called a cell, can contain a label (text), a value (number), or a formula or
function that performs calculations on the data and displays the result.
Opening Excel:
Start
Programs
Microsoft Office
Microsoft Office Excel 2007
Getting started with Excel 2007 you will notice that there are many
similar features to previous versions. You will also notice that
there are many new features that you ll be able to utilize.
Layout
 Workbook
Create a Workbook
To create a new Workbook:
Click the Microsoft Office Toolbar
Click New
Choose Blank Document
Entering Data
There are different ways to enter data in Excel: in an active cell
or in the formula bar.
To enter data in an active cell:
Click in the cell where you want the data Begin typing
To enter data into the formula bar:
Click the cell where you would like the data
Place the cursor in the Formula Bar Type in the data
 Modifying a Worksheet
Insert Cells, Rows, and Columns
To insert cells, rows, and columns in Excel:
Place the cursor in the row below where you want the new row, or
in the column to the left of where you want the new column
Click the Insert button on the Cells group of the Home tab
Click the appropriate choice: Cell, Row, or Column
Delete Cells, Rows and Columns
To delete cells, rows, and columns:
Place the cursor in the cell, row, or column that you want to delete
Click the Delete button on the Cells group of the Home tab
Click the appropriate choice: Cell, Row, or Column
 Calculations
Excel Formulas
A formula is a set of mathematical instructions that can be used in
Excel to perform calculations. Formals are started in the formula box
with an = sign.
There are many elements to and excel formula.
References: The cell or range of cells that you want to use in your
calculation
Operators: Symbols (+, -, *, /, etc.) that specify the calculation to
be performed
Constants: Numbers or text values that do not change
Functions: Predefined formulas in Excel
To create a basic formula in Excel:
Select the cell for the formula
Type = (the equal sign) and the formula
Click Enter
Calculate with Functions
A function is a built in formula in Excel. A function has a name
and arguments (the mathematical function) in parentheses.
Common functions in Excel:
Sum: Adds all cells in the argument
Average: Calculates the average of the cells in the argument
Min: Finds the minimum value
Max: Finds the maximum value
Count: Finds the number of cells that contain a numerical value
within a range of the argument
To calculate a function:
Click the cell where you want the function applied
Click the Insert Function button
Choose the function
Click OK
Function Library
The function library is a large group of functions on the Formula
Tab of the Ribbon. These functions include:
AutoSum: Easily calculates the sum of a range
Financial: Accrued interest, cash flow return rates and
additional financial functions
Logical: And, If, True, False, etc.
Text: Text based functions
Date & Time: Functions calculated on date and time
 Sort and Filter
Sorting and Filtering allow you to manipulate data in a worksheet
based on given set of criteria.
Basic Sorts
To execute a basic descending or ascending sort based on one
column:
Highlight the cells that will be sorted
Click the Sort & Filter button on the Home tab
Click the Sort Ascending (A-Z) button or Sort Descending
(Z-A) button
Custom Sorts
To sort on the basis of more than one column:
Click the Sort & Filter button on the Home tab
Choose which column you want to sort by first
Click Add Level
Choose the next column you want to sort
Click OK
Filtering
Filtering allows you to display only data that meets certain
criteria. To filter:
Click the column or columns that contain the data you wish to
filter
On the Home tab, click on Sort & Filter
Click Filter button
Click the Arrow at the bottom of the first cell
Click the Text Filter
Click the Words you wish to Filter
To clear the filter click the Sort & Filter button
Click Clear
 Charts
Charts allow you to present information contained in the worksheet
in a graphic format. Excel offers many types of charts including:
Column, Line, Pie, Bar, Area, Scatter and more. To view the
charts available click the Insert Tab on the Ribbon.
Create a Chart
To create a chart:
Select the cells that contain the data you want to use in the chart
Click the Insert tab on the Ribbon
Click the type of Chart you want to create
Modify a Chart
Once you have created a chart you can do several things to modify
the chart.
To move the chart:
Click the Chart and Drag it another location on the same
worksheet, or
Click the Move Chart button on the Design tab
Choose the desired location (either a new sheet or a current
sheet in the workbook)
To change the data included in the chart:
Click the Chart
Click the Select Data button on the Design tab
To reverse which data are displayed in the rows and columns:
Click the Chart
Click the Switch Row/Column button on the Design tab
To modify the labels and titles:
Click the Chart
On the Layout tab, click the Chart Title or the Data Labels
button
Change the Title and click Enter
Chart Tools
The Chart Tools appear on the Ribbon when you click on
the chart. The tools are located on three tabs: Design,
Layout, and Format.
 Format Worksheet
Modify Fonts
Modifying fonts in Excel will allow you to emphasize titles and
headings. To modify a font:
Select the cell or cells that you would like the font applied
On the Font group on the Home tab, choose the font type,
size, bold, italics, underline, or color
Format Cells Dialog Box
In Excel, you can also apply specific formatting to a cell. To
apply formatting to a cell or group of cells:
Select the cell or cells that will have the formatting
Click the Dialog Box arrow on the Alignment group of the
Home tab
Add Borders and Colors to Cells
Borders and colors can be added to cells manually or through the
use of styles. To add borders manually:
Click the Borders drop down menu on the Font group of the
Home tab
Choose the appropriate border
To apply colors manually:
Click the Fill drop down menu on the Font group of the Home
tab
Choose the appropriate color
To apply borders and colors using styles:
Click Cell Styles on the Home tab
Choose a style or click New Cell Style
Change Column Width and Row Height
To change the width of a column or the height of a row:
Click the Format button on the Cells group of the Home tab
Manually adjust the height and width by clicking Row Height
or Column Width
To use AutoFit click AutoFit Row Height or AutoFit
Column Width
Merge Cells
To merge cells select the cells you want to merge and click the
Merge & Center button on the Alignment group of the Home
tab.
Align Cell Contents
To align cell contents, click the cell or cells you want to align and
click on the options within the Alignment group on the Home
tab. There are several options for alignment of cell contents:
Top Align: Aligns text to the top of the cell
Middle Align: Aligns text between the top and bottom of the cell
Bottom Align: Aligns text to the bottom of the cell
Align Text Left: Aligns text to the left of the cell
Center: Centers the text from left to right in the cell
Align Text Right: Aligns text to the right of the cell
Decrease Indent: Decreases the indent between the left border and
the text
Increase Indent: Increase the indent between the left border and
the text
Orientation: Rotate the text diagonally or vertically
 Page Properties and Printing
Set Print Titles
The print titles function allows you to repeat the column and row
headings at the beginning of each new page to make reading a
multiple page sheet easier to read when printed. To Print Titles:
Click the Page Layout tab on the Ribbon
Click the Print Titles button
In the Print Titles section, click the box to select the
rows/columns to be repeated
Select the row or column
Click the Select Row/Column Button
Click OK
 Create a Header or Footer
To create a header or footer:
Click the Header & Footer button on the Insert tab
This will display the Header & Footer Design Tools Tab
To switch between the Header and Footer, click the Go to
Header or Go to Footer button
Set Page Margins
To set the page margins:
Click the Margins button on the Page Layout tab
Select one of the give choices, or
Click Custom Margins
Complete the boxes to set margins
Click Ok
 Cont…
Database software allows you to create and manage a database. A
database is a collection of data organized to allow access, retrieval,
and use of that data. A query is used to retrieve data according to
specified criteria, which are restrictions the data must meet.
 Cont…
Presentation graphics software is used to create
presentations that communicate ideas, messages, and other
information to a group through a slide show. You can use a
clip gallery to enhance your presentation with clip art
images, pictures, video clips, and audio clips.
 Cont..
A personal information manager (PIM) is software that includes an
appointment calendar to schedule activities, an address book to
maintain names and addresses, and a notepad to record ideas,
reminders, and important information. A software suite is a
collection of individual applications sold as a single package.
Cont..
Project management software allows you to plan,
schedule, track, and analyze the progress of a project.
Cont..
Accounting software helps companies record and
report their financial transactions.
Graphic design/multimedia software applications
Power users often use software that allows them to work with
graphics and multimedia.
Computer-aided design (CAD) software assists in creating
engineering, architectural, and scientific designs.
Desktop publishing (DTP) software is used to design and
produce sophisticated documents. DTP is developed
specifically to support page layout, which is the process of
arranging text and graphics in a document.
Paint software is used to draw graphical images with
various on-screen tools.
Image editing software provides the capability to modify
existing images.
Cont..
Video editing software and audio editing software can be used to
modify video and audio segments.
 Cont…
Multimedia authoring software is used to create electronic
interactive presentations that can include text, images, video,
audio, and animation. Web page authoring software is designed to
create Web pages and to organize, manage, and maintain Web
sites.
Home/personal/educational software applications
Many software applications are designed specifically for use at
home or for personal or educational use.
Integrated software combines several productivity
software applications that share a similar interface and
common features into a single package.
Personal finance software is an accounting program that
helps pay bills, balance a checkbook, track income and
expenses, follow investments, and evaluate financial
plans.
Legal software assists in the creation of legal documents
and provides legal advice.
Tax preparation software guides users through the
process of filing federal taxes.
Cont…
Personal DTP software helps develop conventional documents
by asking questions, presenting predefined layouts, and supplying
standard text.
Photo-editing software is used to edit digital photographs.
A clip art/image gallery is a collection of clip art and
photographs that can be used in all types of documents.
Home design/landscaping software assists with planning or
remodeling.
Educational software teaches a particular skill and exists for
about any subject.
Reference software provides valuable and thorough information
for all individuals.
Entertainment software includes interactive games, videos, and
other programs designed to support a hobby or provide
amusement.
Communications software applications
One of the main reasons people use computers is to
communicate and share information.
E-mail software is used to create, send, receive, forward,
store, print, and delete e-mail (electronic mail).
A Web browser is a software application used to access
and view Web pages.
A chat client is software that allows you to connect to a
chat room, which permits users to chat via the computer.
A newsreader is a software program used to participate in
a newsgroup, which is an online area on the Web where
users conduct written discussion about a particular subject.
Cont…
An instant messenger is a software program installed to
use instant messaging (IM), a real-time communications
service that notifies you when one or more people are
online and then allows you to exchange messages or files.
Groupware is a software application that helps groups of
people on a network work together and share information.
A videoconference is a meeting between two or more
geographically separated people who use a network or the
Internet to transmit audio and video data.
Identify various products available as Web applications
A Web application is a software application that exists on a
Web site. To access the Web application, you visit the Web
site that offers the program. Some Web applications are
free; for others, you pay for use, service, support, or when
a certain action occurs. Web-based training (WBT) is a
type of CBT (computer-based training) that uses Internet
technology. Many Web sites offer WBT to the general
public. An application service provider (ASP) is a third-
party organization that manages and distributes software
and services on the Web.
Describe the learning aids available with many
software applications
Many software applications and
Web sites provide learning aids.
Online Help is the electronic
equivalent of a user manual.
Usually integrated into an
application software package,
online Help often is context-
sensitive, meaning that the Help
information is related to the
current task being attempted.
Most online Help also provide
links to Web sites that have a
FAQs page.
Cont…
FAQs (Frequently Asked Questions) supply
answers to common queries. Many books are
available to help you learn to use the features
of a personal computer application package.
A wizard is an automated assistant that helps
complete a task by asking questions and then
performing actions based on the answers
End of Chapter Three

Thanks