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Basic Application SoftwareChapter 3 Basic Application Software
Competencies (Page 1 of 2)Discuss common features of most software applications Discuss word processors and word processing features Describe spreadsheets and spreadsheet features Discuss database management systems and database management features Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Competencies (Page 2 of 2)Describe presentation graphics and presentation graphics features Discuss integrated software and software suites Describe ways to share data between applications Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
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. Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
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 Two kinds of software (as discussed in Chapter 1) System software (Key Term) – works with end users, application software, and computer hardware to handle the majority of technical details Application Software (Key Term) – is end user software that is used to accomplish a variety of tasks Two categories of Application Software Basic Applications (Key Term) – focus of this chapter Specialized Applications (Key Term) Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Basic Applications Basic applications are also called general-purposeCommon types Word processors Spreadsheets Database management systems Presentation graphics Use the application for which it was designed: if you want to process text, use Microsoft Word If you need to sort (Key Term) information, use a database (Key Term) rather than a spreadsheet (Key Term) Publications can be created with Microsoft Word, but presentation software and desktop publishing software are designed to perform this type of task more easily Return Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Specialized ApplicationsAlso 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 (Key Term) (will be presented in Chapter 4) Called special-purpose applications Common types Graphics Audio/video editors Multimedia creation Web authoring Virtual reality programs Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Common Features Graphical User Interface (GUI) Icons Windows MenusToolbars Common features of software User interface (Key Term) GUI – graphical user interface Mouse and pointer (Key Term) Window (Key Term) Menus (Key Term) Dialog Box (Key Term) Pull-down menu or drop-down menu bars – these are commands presented on the menu bar (Key Term) Toolbars (Key Term) Buttons (Key Term) Standard toolbars Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Toolbars Quick access to commonly used commandsContain buttons that provide shortcuts Examples Standard Toolbar Speech Recognition Review the common toolbar commands with students Open New Save Print Print Preview Standard Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Microsoft Office 2007 Newest version of Microsoft Office New InterfaceRibbons Contextual Tabs Galleries See changes from the manuscript, pg. 63 for the graphic/screenshot. Microsoft Office 2007 is the newest version of Microsoft Office Redesigned interface intended to make it easier for users to find and use all the application’s features New design includes: Ribbons (Key Term) – replace menus and toolbars by organizing commonly used commands into a set of tabs Contextual Tabs (Key Term) – tabs that appear automatically when needed and anticipate the next operations to be performed by the user Galleries (Key Term) – simplify the process of making a selection from a list of alternatives. New interface is the first major change in over a decade and promises to greatly improve user functionality and efficiency. Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Web-Based ApplicationsAccess 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 Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Speech Recognition Allows your voice to control application softwareFor best results, use your voice and mouse or keyboard Train the software Control a program Dictate a document Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Word Processors Used to create text-based documentsMemos, letters, and faxes Newsletters, manuals, and brochures Word processing programs Microsoft Word Corel WordPerfect Microsoft Word for Mac 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 Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Word Processor Features3-14 Word Processor Features Word Wrap Editing Thesaurus Find and Replace Spelling and grammar checkers Formatting Font and font sizing Character effects Bulleted and numbered lists Word wrap (Key term) automatically moves text to new line when prior line is full Enter overrides and starts new line Editing (Key Term) Thesaurus (Key Term) – provides synonyms, antonyms, and related words for a selected word or phrase Find and Replace (Key Term) – quickly locate and replace selected words Spelling checker (Key Term) - Incorrect spelling is identified and alternatives offered Grammar checker (Key Term) - Identifies poor grammar and makes suggestions Formatting (Key Term) Font (Key Term) – design of the characters Font Size (Key Term) – the height of a character Character Effects (Key Term) – enhance the appearance of a character and include bold, italic, shadows, and colors Bulleted and number lists (Key Terms) – make a sequence of topics stand out for easy reading Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Word Processor Case Creating a Flyer Creating a ReportCopyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Creating a Flyer Return Flyer Features Word Wrap (Key Term)Spelling checker (Key Term) Grammar checker (Key Term) Fonts (Key Term) Font Sizes (Key Term) Character Effects (Key Term) You have been asked to create an advertising flyer for upcoming promotional presentations. After discussing the flyer’s contents and basic structure with your supervisor, you start to enter the flyer’s text. As you enter the text, words wrap (Key Term) automatically at the end of each line. Also, while entering the text, the spelling checker (Key Term) and grammar checker (Key Term) catch spelling and grammatical errors. Once the text has been entered, you focus your attention on enhancing the visual aspects of the flyer. You add an interesting graphic and experiment with different character and paragraph formats including fonts (Key Term) , font sizes (Key Term) , colors, and alignments. Return Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Creating a Report Report features AutoCorrect FootnoteHeader or footer Captions and cross references Tables (Key Term) Your next assignment is to create a report on Tanzania and Peru. After conducting your research, you start writing your paper. As you enter the text for the report, you notice that the AutoCorrect feature automatically corrects some grammar and punctuation errors. Your report includes several figures and tables. You use the captions feature to keep track of figure and table numbers, to enter the caption text, and to position the captions. When referencing figures or tables from the text, you use the cross reference feature. You then carefully document your sources using footnotes. Finally, you prepare the report for printing by adding header and footer information. Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Spreadsheets Programs that manipulate numeric dataSpreadsheet programs Microsoft Excel Corel Quattro Pro Apple iWork's 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 (Key Term) Consist of grid of numbered rows (Key Term) and columns (Key Term) Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Spreadsheet Features Workbook files Worksheet or spreadsheet or sheetFormulas Functions Analytical graphs or charts What-if Analysis Values are numbers used for calculations; labels (Key Term) are letters, numbers, or symbols used to represent text (social security number, phone number) A numeric entry (Key Term) can be a number or a formula Formulas (Key Term) are calculations user creates Data changes in the spreadsheet will cause all related formulas to update which is referred to as recalculation (Key Term) Functions (Key Term) are predefined formulas provided by spreadsheet programs What-if Analysis (Key Term) Allows user to create different scenarios for different results Probably one of the most powerful tools of spreadsheet Range (Key Term) is a series of cells Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Spreadsheet Case Creating a Sales Forecast Creating a ChartAnalyzing Your Data Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Creating a Sales Forecast3-21 Creating a Sales Forecast Features Worksheets (Key term) Text entries (Key Term) Functions (Key Term) Cells (Key Term) Formulas (Key Term) Your first project is to develop a first-quarter sales forecast for the cafe. You begin by studying the sales at the Downtown Internet Café and talking with several managers. After obtaining sales and expense estimates, you are ready to create the first-quarter forecast. You start structuring the worksheet (Key Term) by inserting descriptive text entries (Key Term) for the row (Key Term) and column (Key Term) headings. Next, you insert numeric entries (Key Term) , including formulas (Key Term) and functions (Key Term) to perform calculations. To test the accuracy of the worksheet, you change the values in some cells and compare the recalculated (Key Term) spreadsheet results with hand calculations. Return Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Creating a Chart Return FeaturesTitling – makes the chart easier to read Chart types Chart (Key Term) – is based on a worksheet (Key Term) Data labels (Key Term) Legend After completing the First-Quarter Forecast for the Downtown Internet Café, you decide to chart (Key Term) the sales data to better visualize the projected growth in sales. You select the 3D column chart type to show each month’s projected sales category. Using a variety of chart options, you enter descriptive titles for the chart, the x-axis, and the y-axis. Then you use data labels to focus attention on the growing Internet sales. Finally, you insert a legend to define the chart’s different Columns. Return Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Analyzing Your Data Features Workbook and worksheets (Key Terms)What-if Analysis (Key Term) After presenting the First-Quarter Forecast to the owner, you revise the format and expand the workbook (Key Term) to include worksheets (Key Term) for each quarter and an annual forecast summary. You give each worksheet a descriptive sheet name. At the request of the owner, you perform a what-if analysis (Key Term) to test the effect of different estimates for payroll, and you use Goal Seek to determine how much Internet Sales would have to increase to produce a profit margin of 5.00 percent for January. Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
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) or a database manager (Key Term) Can edit, retrieve, and display in different formats (reports or forms (Key Term)) Most popular are Microsoft Access, Corel Paradox, Lotus Approach Relational databases organize data into fields (Key Term), records (Key Term), tables (Key Term), and databases (Key Term) Tables can be linked by a key field, one that is common to both the tables in question Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Database Features Relational Tables Records Fields Record sortingQueries 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 Relational databases (Key Term) are the most widely used database structure Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Database Case Creating a Database Creating a QueryCopyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Creating a Database Return 3-27 The first step is to plan the databaseFeatures Primary key Fields (Key Term) Record (Key Term) Table (Key Term) Form (Key Term) Assume that you have accepted a job as an employment administrator for the Lifestyle Fitness Club. One of your responsibilities is to create a database management system to replace the club’s manual system for recording employee information. The first step in creating the database management system is to plan. You study the existing manual system focusing on how and what data is collected and how it is used. Next, you design the basic structure or organization of the new database system to have two related tables, which will make entering data and using the database more efficient. Focusing on the first table, Employees, you create the table structure by specifying the fields, and primary key field. To make the process faster and more accurate, you create a form and use the form to enter the data for each employee as a record in the table. Return Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Creating a Query 3-28 Features Query (Key Term)Joined – a common field links the tables Criteria Sorts (Key Term) Report You have continued to build the database by creating a second table containing information about each employee’s work location and job title. This table is linked or joined with the Employee table by the common field, ID. After you completed this second table, you received a request to create car pool information for those employees who live in either Iona or Cypress Lake and work in Fort Meyers. You created a query using the appropriate criteria to create the car pool list. After sorting the resulting list alphabetically according to last name, you created a report to distribute to interested employees. Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Presentation GraphicsPrograms that create visually interesting presentations Presentation programs Microsoft PowerPoint Corel Presentations Lotus Freelance Graphics Creates interesting and professional presentation Features Slides (Key Term) Wizards Color schemes Slide layouts Special effects Design templates (Key Term) Master slides (Key Term) Combines variety of visual objects to present attractive, professional presentations Helps to keep presenter organized Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Presentation Graphics FeaturesSlides AutoContent wizard Design templates Master slide 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 Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Presentation Graphics CaseCreating a Presentation Updating a Presentation Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Creating a Presentation3-32 Creating a Presentation Features Presentation style AutoContent wizard (Key Term) Templates Design templates (Key Term) Master slide (Key Term) Special effects Assume that you have volunteered for the Animal Rescue Foundation, a local animal rescue agency. You have been asked to create a powerful and persuasive presentation to encourage other members from your community to volunteer. You start creating the presentation using the AutoContent Wizard and specify the template and presentation style to use. The wizard creates a sample presentation containing suggested content in each slide and uses a consistent design style throughout. After replacing the sample content with the information for your presentation, you are on your way to the director’s office to show him what you have. Return Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
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 The most widely used package is Microsoft Works Integrated packages (Key Term) 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 Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
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 Personal suites contain personal software (Key Term) applications intended for home use Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
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 $25,000 to $50,500 annually Return Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
A Look to the Future Agents will help write papers, pay bills, and shop on the internet Intelligent programs Primitive agents currently exist Microsoft and “Clippy” Next Generation Clippy was removed from Microsoft Word in However the programming used by Clippy is still in place and works quietly behind the scenes to help resolve many technical issues. Many computer scientists believe that Clippy was just ahead of its time and that agents like Clippy are necessary and the next logical step in the use of computer and application programs. Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Discussion Questions (Page 1 of 2)Explain the difference between general-purpose and special-purpose applications. Discuss the common features of most software programs. Describe the new interface introduced with 2007 Microsoft Office. What is the difference between a function and a formula? How is a formula related to what-if analysis? Have students turn to the end of Chapter 3 in their textbooks to view the same “Open-Ended” questions/statements Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Discussion Questions (Page 2 of 2)What are presentation graphics programs? How are they used? 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 Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
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