1. Basic Application Software
Chapter 3
Basic Application Software

2. 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
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3. 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
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4. 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.
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5. 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)
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6. Basic Applications Basic applications are also called general-purpose
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 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
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7. 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 (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
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8. Common Features Graphical User Interface (GUI) Icons Windows Menus
Toolbars
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
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9. 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
Standard 
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10. Microsoft Office 2007 Newest version of Microsoft Office New Interface
Ribbons
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.
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11. 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
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12. Speech Recognition 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
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13. Word Processors Used to create text-based documents
Memos, 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
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14. Word Processor Features
3-14
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
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15. Word Processor Case Creating a Flyer Creating a Report
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16. 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
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17. Creating a Report Report features AutoCorrect Footnote
Header 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.
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18. Spreadsheets Programs that manipulate numeric data
Spreadsheet 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)
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19. Spreadsheet Features Workbook files Worksheet or spreadsheet or sheet
Formulas
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
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20. Spreadsheet Case Creating a Sales Forecast Creating a Chart
Analyzing Your Data
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21. Creating a Sales Forecast
3-21
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
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22. Creating a Chart Return Features
Titling – 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
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23. 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.
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24. 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
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25. Database Features Relational Tables Records 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
Relational databases (Key Term) are the most widely used database structure
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26. Database Case Creating a Database Creating a Query
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27. Creating a Database Return 3-27 The first step is to plan the database
Features
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
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28. 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.
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29. Presentation Graphics
Programs 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
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30. Presentation Graphics Features
Slides
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
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31. Presentation Graphics Case
Creating a Presentation
Updating a Presentation
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32. Creating a Presentation
3-32
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
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33. 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
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34. 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
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35. 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
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36. 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.
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37. 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
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38. 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.