BASIC APPLICATION SOFTWARE 3 CHAPTER BASIC APPLICATION SOFTWARE The microcomputer can help you do many things – think of it as an electronic tool The right kind of software is needed

Competencies (Page 1 of 2) Discuss common features of most software applications Discuss word processors and word processing features Describe spreadsheets and spreadsheet features Page 58

Competencies (Page 2 of 2) Discuss database management systems and database management features Describe presentation graphics and presentation graphics features Discuss integrated software and software suites Describe ways to share data between applications Page 58

Introduction Tasks such as business correspondence, sales projections, graphic design, and data processing used to require trained specialists. All these tasks, and many more, can be accomplished using microcomputers and application software. Competent end users in today’s word need to understand the capabilities of basic application software including word processors, spreadsheets, database management systems, and presentation programs.

Application Software Application software is end user software that is used to accomplish a variety of tasks Two categories Basic applications (focus of this chapter) Specialized applications Use the application for which it was designed: if you want to process text, use word If you need to sort information, use a database rather than a spreadsheet Can create publications with Word; but presentation software and desktop publishing software are designed to do this type of task easier Specialized Applications Called special-purpose applications Common types Graphics Audio/video editors Multimedia creation Web authoring Virtual reality programs Page 60

Basic Applications Also called general-purpose or productivity applications Common types Word processors Spreadsheets Database management systems Presentation graphics Use the application for which it was designed: if you want to process text, use word If you need to sort information, use a database rather than a spreadsheet Can create publications with Word; but presentation software and desktop publishing software are designed to do this type of task easier Page 60

Specialized Applications Also known as special-purpose applications Includes thousands of other programs that are more narrowly focused on specific disciplines and occupations Best known – Graphic programs – Audio and video editors – Multimedia creation programs – Web authoring – Virtual reality programs Specialized Applications Called special-purpose applications Common types Graphics Audio/video editors Multimedia creation Web authoring Virtual reality programs Return Page 60

Common Features Graphical User Interface (GUI) Icons Windows Menus Toolbars Help Common features of software User interface GUI – graphical user interface Mouse and pointer Window Menus Pull-down or drop-down menu bars Toolbars Buttons Standard toolbars Page 60

Toolbars Quick access to commonly used commands Contain buttons that provide shortcuts Examples Standard toolbar Speech Recognition Review the common toolbar commands with students Open New Save Print Print Preview Page 60

Microsoft Office 2007 Newest version of Microsoft Office New Interface – Ribbons – Contextual Tabs – Galleries

Web-Based Applications Access to applications stored on Web sites Application service providers (ASP) Special sites Allows access to Web-based applications Web-Based Applications Special sites called application service providers (ASPs) allow access to their application programs ASP – Application Service Provider Pay for actual use Only when accessed and used Eliminates need to upgrade Page 61

Speech Recognition – Train the software Allows your voice to control application software For best results, use your voice and mouse or keyboard – Train the software – Control a program – Dictate a document

Word Processors Used to create text-based documents Memos, letters, and faxes Newsletters, manuals, and brochures Word processing programs Microsoft Word Corel WordPerfect Lotus Word Pro Mac: Pages Mac: SimpleText One of the most flexible and widely used software tools One of the first programs used by PC end-users Used by most end-users Page 64

Word Processor Features Word Wrap Editing Thesaurus Spelling and grammar checkers Find and Replace Formatting Font and font sizing Character effects Bulleted and numbered lists bold italics colors size Word wrap – automatically moves text to new line when prior line is full Enter overrides and starts new line Incorrect spelling is identified and alternatives offered Identifies poor grammar and makes suggestions Quickly locate word(s) with search or find commands Automatic update of word(s) found with new word Page 64

Word Processor Examples Creating a Flyer Creating a Report

Creating a Flyer

Creating a Report Report features AutoCorrect Footnote Header or footer Captions and cross references Tables Page 66

Spreadsheets Programs that manipulate numeric data Spreadsheet programs Microsoft Excel Corel Quattro Pro Lotus 1-2-3 Mac: Numbers Analyzes and graphs numeric data such as budgets and financial reports Electronic spreadsheet used to organize, manipulate and graph data; also known as worksheets Consist of grid of numbered rows and columns Page 67

Spreadsheet Features Workbook files Worksheets Formulas Functions Analytical graphs or charts What-if Analysis Values are numbers used for calculations; labels are letters, numbers, or symbols used to represent text (social security number, phone number) Formulas are calculations user creates Functions are predefined formulas provided by spreadsheet programs What-if Allows user to create different scenarios for different results Probably one of the most powerful tools of spreadsheet Page 67

Spreadsheet Case Creating a Sales Forecast Creating a Chart Analyzing Your Data

Creating a Sales Forecast Features Worksheets Text entries Functions Cells Formulas Page 69

Creating a Chart Features Titling – makes the chart easier to read Chart types Chart – is based on a worksheet Data labels Legend Page 70

Analyzing Your Data

Database Management Systems (DBMS) A collection of related data Sets up a structure for data storage Database programs Microsoft Access Corel Paradox Lotus Approach Establishes a structure for data storage, usually relational – using related tables, so related data can be easily retrieved; also known as DBMS (database management systems) Can edit, retrieve, and display in different formats (reports or forms) Most popular are Microsoft Access, Corel Paradox, Lotus Approach Relational databases organize data into fields, records, tables, and databases Tables can be linked by a key field, one that is common to both the tables in question Page 72

Database Features Relational Tables Record sorting Queries Forms Fields Record sorting Queries Forms Reports Emphasize the structure of the database – the smallest to largest part of DBMS Relate to telephone book (yellow and white pages represent tables; entries in each represent fields) Parts catalog Flight schedules Locate and display - ability to quickly locate records based on various criteria Sort and analyze - rearranging or computation based on various criteria Program Control languages - allow sophisticated users to communicate with mainframe databases Page 72

Database Case Creating a Database Creating a Query

Creating a Database The first step is to plan the database Features Primary key Fields Record Table Form Page 73

Creating a Query Features Query Joined – a common field links the tables Criteria Sorts Report Page 74

Presentation Graphics Programs that create visually interesting presentations Presentation programs Microsoft PowerPoint Corel Presentations Lotus Freelance Graphics Creates interesting and professional presentation Features Slides Wizards Color schemes Slide layouts Special effects Design templates Master slides Combines variety of visual objects to present attractive, professional presentations Helps to keep presenter organized Page 75

Presentation Graphics Features Slides Design templates Master slide AutoContent wizard Professionally designed templates, color schemes, and styles Animations add special visual and sound effects Delivery can be slides, transparencies, or handouts Slide show – actual presentation to audience Handout notes – along with a picture of each slide, the audience receives a “notes” area to the right of each slide on which they can take notes as you give your presentation Speaker can have notes on slides that are hidden from the viewer Link parts of your presentation to another application or another part of your presentation or even to the Web Page 75

Presentation Graphics Case Creating a Presentation Updating a Presentation

Creating a Presentation Presentation style AutoContent wizard Templates Design templates Master slide Special effects Page 76

Updating a Presentation

Integrated Packages A single program that provides the functionality of several widely used programs Popular with many home users Classified as personal or home software Advantages are cost and simplicity Disadvantages are limited functions Popular packages are Microsoft Works & Apple Works Integrated packages provide the functionality of several separate application programs within a single program Known as personal or home software Provides limited capability at a lower costs Advantages are cost and simplicity Page 77

Software Suites Collection of separate application programs sold as a group Four types of suites Productivity suite or Business suite Personal suite or Home suite Specialized suite Utility suite A collection of separate applications bundled and sold as a group that share information between applications Less expensive than individual applications; but more expensive than integrated packages Page 78

Sharing Data Between Applications Copy and paste Object Linking and Embedding (OLE) Powerful and useful features Connects separate applications Supports sharing and exchanging files Ways to share data Many times it is convenient to share data between applications Object linking - a feature that makes it easy to dynamically share and exchange information between applications Source file – copy is inserted in another file called the destination file Destination file – file receiving the object Object embedding – the object from the source file is embedded or added to the destination document Becomes part of the destination document Changes made to the embedded object are not reflected in the original source file Page 79

Object Linking A link is made from the source file to the destination file Use when you want the destination document to contain updated data Object Linking Allows sharing of objects between files – have object in both source and destination applications Can automatically update data from one application to another with proper link Return Page 79

Object Embedding Object from the source file is embedded in the destination document Object becomes part of the destination document Changes made to the embedded object are not reflected in the original source file Object Embedding Added to a destination document where you can modify without altering original (source) document Files are not linked, so update in destination doesn’t affect source document Object in embedded application has look and feel of source application Can run the embedded file from the destination document Return Page 79

Careers In IT Computer trainers instruct new users on the latest software or hardware Attributes – Good communication skills – Teaching experience – Detail oriented – IT Experience – Comfort speaking to groups is a plus Earning potential of $26,000 to $54,000 annually

A Look to the Future Web-based application software helps ease maintenance Use of the Web to connect to an application service provider No programs to install Allow for a simpler and cheaper computing system Agents will help write papers, pay bills, and shop on the internet – Intelligent programs – Primitive agents currently exist – Microsoft and “Clippy” – Next Generation Can use the Web to connect to an ASP and use their software Others do all the administrative work Page 81

Discussion Questions (Page 1 of 2) Explain the difference between general-purpose and special-purpose applications. What is the difference between a function and a formula? How is a formula related to what-if analysis? What are presentation graphics programs? How are they used? Have students turn to the end of Chapter 3 in their textbooks to view the same “Open-Ended” questions/statements Page 88

Discussion Questions (Page 2 of 2) Explain the difference between a linked object and an embedded object. What are the advantages of OLE? What is the difference between an integrated package and a software suite? What are the advantages and disadvantages of each? Have students turn to the end of Chapter 3 in their textbooks to view the same “Open-Ended” questions/statements Page 88