UNIT 2

ENHANCING THE USE OF SOFTWARE

2.1 using application software
Software is a set of programs, which is designed to perform a well-defined function. A program
is a sequence of instructions written to solve a particular problem.
There are three types of software: System Software
Programming Software
Application Software
• System Software
The system software is a collection of programs designed to operate, control, and extend the
processing capabilities of the computer itself. System software is generally prepared by the
computer manufacturers.
- Operating System, Compilers, Interpreter, Assemblers, etc are some examples of system
software.

• Programming Software
Programming software include tools in the form of programs or applications that software
developers use to create, debug, maintain, or otherwise support to the programs and
applications. The term usually refers to relatively simple programs such as compilers,
debuggers, interpreters, linkers, and text editors.

- Examples of programming software includes C, C++, C, JAVA, Python, HTML, PHP

• Application Software
Application software products are designed to satisfy a particular need of a particular
environment. Application software may consist of a single program, such as Microsoft's
notepad for writing and editing a simple text. It may also consist of a collection of programs,
often called a software package, which work together to accomplish a task, such as a
spreadsheet package.
Examples of Application software includes:
- Payroll Software
- Student Record Software
- Inventory Management Software
- Income Tax Software

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- Database Management System
- Railways Reservation Software
- Graphic Editor
- Web Browser
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Access
- Publishing Software

1. Word Processor Software

Word processor is a software program capable of creating, storing, and printing documents.
Un like the standard type writer, users using word processors have the ability of creating a
document and making any changes anywhere in the document.
Word Processor Examples includes:
•Microsoft Word
•Word Pro
•AppleWorks
Features includes Word Processor software
a. Creating Documents
Creating a document means entering text using the keyboard. Word processing software has
three features that affect this process the cursor, scrolling, and word wraps.
b. Editing Documents
Editing is the act of altering a document. Some Editing features are insert and delete, undelete,
find and replace, cut/copy and paste, spelling checker, grammar checker and thesaurus.
c. Printing Documents
Most word processing software gives the options for printing. User can even preview a
document before printing it out.
d. Saving Documents
Saving means storing, or preserving, a document as an electronic file permanently—on a hard
disk, or CD, etc.

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Table A: Summary of Creating, Editing, Printing and Saving Features in word processor

Feature Shortcut Key

Help F1

Open Ctrl + O

New document Ctrl + N

Copy selected text Ctrl + C

Cut selected text Ctrl + X

Paste selected text Ctrl + V

Print document Ctrl + P

Undo Ctrl + Z

Save document Ctrl + S

Spelling & Grammar F7

Close Ctrl + F4
e. Formatting Documents
Formatting means determining the appearance of a document. It can include such tasks as
changing the font; aligning text; and inserting elements such as bullets, numbers, symbols and
special characters.

f. Merging Documents
Mail merge can be considered as the most useful utility offered by MS-Word. It creates copies
of same letter for multiple recipients in such a way that each letter looks specifically designed
for an individual recipient. Each letter will contain different fields like name, address, phone
number, etc. In this way, it saves users from the botheration of designing different letters for
different recipients.

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Table B: Summary of Formatting and Merging Features

Font dialog box Ctrl + Shift + F

Font Size Ctrl + Shift + P

Format Painter Ctrl + Shift + C

Italic Ctrl + I

Justify Ctrl + J

Underline Ctrl + U

Page break Ctrl + Enter

2. Presentation Software
Presentation software uses graphics, animation, sound and data or information to make
presentations. It helps to create a slide show that address a topic. Presentation programs are
often used in businesses and schools for discussing a topic or for teaching.
It typically includes three major functions:
– an editor that allows text to be inserted and formatted
– a method for inserting and manipulating graphic images
– a slide-show system to display the content.
Example of Presentation Software
•Microsoft Power Point (most widely used)
•Adobe Persuasion
•Hyper card
•Open Office Impress
•Scala Multimedia
Features of Microsoft Power Point
a. Preparing a Presentation
User can prepare a presentation using a template provided by PowerPoint or create their own
presentation and apply formatting. Preparing a presentation includes steps such as creating and

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editing slides; adding enhancements to slides; and saving, running, previewing, printing and
closing a presentation.

Transition refers to how one slide is removed from the screen and the next slide is
displayed, while running a presentation. User can add interesting transitions to
slides as well as sound to presentation.

Table C: Summary of Presentation Preparation Features

Feature Shortcut Key

Help F1

Open blank presentation

Ctrl + N

Open dialog box Ctrl + O

Spelling F7

Thesaurus Shift + F7

Run presentation from Slide 1

F5

Run presentation from current slide

Shift + F5

Save Ctrl + S

Save As F12

Print dialog box Ctrl + P

b. Editing, Enhancing and Customizing Slides
User can edit, enhance and customize slides and slide elements in a presentation to customize
and personalize the presentation. These include rearranging and deleting slides; cutting,
copying and pasting text; changing the font, paragraph alignment, and paragraph spacing; and
changing the design theme, theme colour, and theme font.

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Table D: Summary of Editing, Enhancing and Customizing Slides Features

Feature Shortcut Key

Align text left Ctrl + L

Align text right Ctrl + R

Center Ctrl + E

Justify Ctrl + J

Bold Ctrl + B

Italic Ctrl + I

Underline Ctrl + U

Copy selected text Ctrl + C

Cut selected text Ctrl + X

Paste selected text Ctrl + V

Replace Ctrl + H

Delete slide Delete

Font dialog box Ctrl + Shift + F

Increase font size Ctrl + Shift + >

3. Spreadsheets

Spreadsheet software is general purpose software application. It allows users to create tables
and financial schedules by entering data and formulas into rows and columns in a document
called a worksheet. More than one worksheet can be created and saved in a file called a work
book. Some Examples of spreadsheets software are: Microsoft Excel (most popular), Lotus1-
2-3, Apple Numbers, and Open Office Calc.

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When user start MS-Excel, it directly creates a workbook. An Excel workbook initially contains
three worksheets labelled Sheet1, Sheet2, and Sheet3. Each worksheet in Excel contains 16,384
columns and 1,048,576 rows. User can use those worksheets as per they need.
Spreadsheet software features

a. Creating Worksheets

User can enter labels in columns or rows to create the worksheet layout. Next, enter the values
that correspond to the entered labels. User can create formulas to add, subtract, multiply, or
divide to calculate the desired results.
Table E: Summary of Creating Worksheet Features Excel

Feature Shortcut Key

Help F1

New workbook Ctrl + N

Open Ctrl + O

Close a workbook Ctrl + F4

Fill Down Ctrl + D

Fill Right Ctrl + R

Go To Ctrl + G

Save Ctrl + S

Save as F12

SUM function Alt + =

Exit Excel Alt + F4

b. Editing Worksheet
Editing refers to changing or modifying the existing text. In MS-Excel, user may need to
change the contents of a cell. Selecting the cell and typing the data will overwrite the existing
data stored in that cell. Excel offers a number of ways to edit the contents of the cell

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 c. Formatting Worksheet

Formats can be applied to any cell using the various formatting options, that is, font, font size,
font colour, bold, italic etc.

d. Printing Worksheets

We can print a worksheet to have a hard copy, to file or to attach to a report. The Quick Print
button on the Quick Access Toolbar will print the active worksheet using default print options.
Use Print Preview before printing.
Table F: Summary of Editing, Formatting and Printing Worksheet Features in Excel

Features Shortcut key

Bold Ctrl + B

Italic Ctrl + I

Copy Ctrl + C

Cut Ctrl + X

Paste Ctrl + V

Find Ctrl + F

Replace Ctrl + H

Font Ctrl + 1

Font Color Ctrl + 1

Font Size Ctrl + 1

Undo Ctrl + Z

Redo Ctrl + Y

Spelling F7

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Using Functions and Creating Charts
Excel’s built-in functions make the task of writing formulas easier. The functions are grouped
by category such as statistical, financial, data, and logical. The Insert Function dialog box is
available to assist us in locating and creating function. Charts can be easily created to
emphasize or compare data sets.

4. Publishing Software

Desktop Publishing (DTP) involves mixing text and graphics to produce high-quality output
for commercial printing, using a PC and mouse, scanner, laser or ink-jet printer, and DTP
software. Adobe InDesign, Quark Xpress, and MS Publisher (most popular) are example of
publishing software.
Microsoft Office Publisher is a DTP program with which user can create a wide variety of
professional looking publications intended for print or online presentation
Publishing software features
a. Creating Publications

Publisher makes it easy to create a wide range of publications, from simple flyers to complex
brochures. It offers two options for creating a new publication. From the Getting Started
window, user can create a publication based on one of the many purpose-specific templates
that come with Publisher. User can specify fonts, colours, and layout options before creating
the publication.

b. Opening Publications
User can open an existing publication depends on what they are doing in Publisher at the time.
User can open a publication in many ways.

c. Editing Publications
Publications are made up of many independent elements called placeholders. In Publisher, the
text in a text box is called a story. User can add and edit text and pictures in the placeholders
by clicking the designated area to activate (each placeholder is an independent element).

d. Formatting Publications
Publisher offers all sorts of tools, including shortcuts keys for navigation and formatting, to
help user turn text and graphics into published material. Formatting text in a publication
includes applying schemes, inserting symbols, formatting paragraphs, creating paragraph

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styles and formatting text boxes etc. Formatting pictures in a publication includes formatting
picture frames, customizing picture appearance, inserting WordArt, Design Gallery Object etc.
e. Printing Publications
When user want to print a publication, user can print it to their computer’s default printer and
with the default settings by clicking the Print button on the Standard toolbar.
f. Saving Publications
For saving a publication first time, user can click the Save button on the Standard toolbar or
click Save or Save As on the File menu.
Table G: Summary of Creating, Editing, Formatting, Printing and Saving Publications
Features

Feature Shortcut Key

Open Ctrl + O

New Ctrl + N

Close File Ctrl + F4

Close active window Ctrl + W

Save Ctrl + S

Exit Print Preview Esc

Print Ctrl + P

Exit Alt + F4

Select All Ctrl + A

5. Databases
A database is a collection of interrelated files in a computer system.
Database Management System (DBMS) is a general-purpose application software that sets up
and controls the structure of a database and access to the data. The most widely used form of
database, especially on PCs, is the relational database, in which data is organized into related
tables. Each table contains rows and columns; the rows are called records, and the columns are
called fields. Microsoft Access, Oracle Database, MySQL, FoxPro are examples of database.
Microsoft Access is the most widely used examples of database.

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Working with Tables and Creating Tables
A table is an object that stores data. Working in tables involves adding or deleting records,
editing fields, sorting, filtering, or formatting datasheets. Access provides the Negation pane
for managing database objects.
User can create new tables by adding records to a blank datasheet, creating the table structure
by defining fields etc. Each field in a table has a set of field properties, which are a set of
characteristics that control how the field interacts with data in objects such as tables, forms,
queries, or reports.
Table H: Summary of Working with Tables and Creating Tables Features

Feature Shortcut Key

Help F1

Add records Ctrl + +

Delete records Delete

Find Ctrl + F

Print Ctrl + P

Save Ctrl + S

Select all records Ctrl + A

Microsoft Access features includes

a. Creating Queries
A query is a database object that user can work with in Access. User can locate specific
information stored in a table, or in multiple tables, by creating a query specifying the
parameters of the information user want to find. Running a query (also called querying the
database) displays a datasheet containing the records that fit the search criteria. The set of
records returned by a query is known as Dynaset.
If user want to locate records matching the search criteria at any time in the future, they can
save the query, and run it again from the Queries section of the Navigation Pane. Each time
user run a query, Access evaluates the records in the specified table (or tables) and displays the
current subset of records that match the criteria user have defined.
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b. Creating Forms
A form is a database object that user can work with in Access. User can easily enter, edit, delete,
retrieve, display, and print information, by creating a form through which people can interact
with the database.
A form is essentially a window having controls that either display information to people or
accept information that people enter. Access provides a collection of standard Windows
controls such as labels, text boxes, option buttons, and check boxes. With a little skill, user can
create forms that look and work much like the dialog boxes in all Windows applications.
A form acts as a friendly interface for a table. Through a form, user can display and edit the
records of the underlying table, or create new records. As with tables and queries, user can
display forms in several views. The three most common views are:

1. Form View, in which user enter data.

2. Datasheet View, which looks essentially like a table.

3. Design View, in which user work with the elements of the form to refine the way it looks
and works.
c. Creating Reports

A report is a database object that user can work with in Access. Reports are used for presenting
information in a customized format, either on computer screen or on paper. A report can include
items of information selected from multiple tables and queries, values calculated from
information in the database, and formatting elements such as headers, footers, titles, and
headings. User can look reports in four views:

1. Design View, it allows user to manipulate the design of a report in the same way that they
manipulate a form.

2. Report View, where user can scroll through the information in the report without the page
breaks inserted when it is printed.

3. Print Preview, it allows user to see their report exactly as it will look when printed.

4. Layout View, which displays the data in the report (similar to Print Preview) but enables
user to edit the layout.

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