Software

Word processing software is used for creating, editing, formatting, saving, and printing
documents. In the modern office, word processing software has replaced the typewriter for
almost all written work. The editing capabilities of word processing software have altered the
creative process. The freedom to express yourself without reservation, knowing you easily can
revise what you have written, can improve the quality of written work. It is good practice to save
a document before printing it. When a document is saved, it exists as a file, or named collection
of data, instructions, or information. A file name uniquely identifies each file. Restrictions on file
names once were severe; file names could be no more than eight characters long, and many
characters, including spaces, could not be used. In Windows XP, however, a file name can have
up to 255 characters, including spaces.

Some spreadsheet programs offer more than 200 internal functions. When creating a
spreadsheet, formulas and functions usually must be preceded by a special character (such as =,
+, or @) to distinguish them from labels or values. Formulas use cell references, or addresses, of
cells that contain values. When formulas are copied from one cell to another, the cell references
change to reflect the new location. This update is called relative referencing. Another powerful
capability, called goal-seek, finds what value is needed to reach a specified goal.

While spreadsheet packages can manage data tables of a few thousand records, database
software can efficiently handle much larger data tables. In a database, common data types
include text, numeric, currency, date, memo, hyperlink, and object. When identifying data types,
numbers treated as text (such as zip codes, Social Security numbers, or telephone numbers)
sometimes are referred to as alphanumeric data because they are not used in calculations. The
results of a database query are placed in an ANSWER table.

Although introduced years after word processing and spreadsheet software, presentation
graphics software has had almost as great an impact on business, and on how people do business,
as either of the older applications. Presentations often include an outline with the text from each
slide, audience handouts that can be distributed to the audience, and a notes page with
additional notes for the presenter. Some presentation graphics packages offer templates for
various presentations (company meeting, financial report, marketing plan, progress report,
employee orientation, training, and so on).

PIMs essentially are “free style” database managers. They are very popular with people who
spend much of their time in business travel. These people, often called road warriors, find PIMs
a valuable part of the arsenal they bring to their daily battles. Like a daily planner, PIMs must be
reviewed regularly to be effective.

Unlike word processing software, DTP software increases hardware requirements. Because of its
relatively low cost (an advanced DTP system can be purchased for less than $10,000) and the
speed, control, security, and flexibility offered by desktop publishing, many companies are using
DTP instead of outside printing firms for their publishing needs.
Paint software and image editing software have had a tremendous impact on commercial art.
Commercial artists praise the capabilities offered by these applications. At the same time, many
feel these applications have led clients to demand more, both in terms of time and expectations.
As a result, some commercial artists believe their income, actually has dropped because of
graphic software.

Most software for home, personal, and educational use is relatively inexpensive. It still pays to
shop around. Prices for some software for home/personal use, such as integrated software, can
vary greatly for the same brand depending on the vendor. Some personal finance packages can
prepare reports on income and expenses, budget, net worth, taxes, and investments.

Personal finance software wizards (automated assistants) can help to balance accounts, prepare
budgets, plan mortgages, calculate savings, and arrange retirements. Legal software is designed
to facilitate creation of standard documents; unusual circumstances might still demand the
services of a lawyer. Tax preparation software also is best used by people in fairly common
circumstances.

For some students, educational software is a welcome alternative to traditional classes, allowing
them to work privately at their own pace. Reference software articles often include links that,
when clicked, display related articles. Because referenced material can change frequently, some
reference software packages can be updated via the World Wide Web.

Computer communications touch everyone’s life. Consider the ATM that “knows” a bank balance
even though it is located 500 miles from the bank. Many e-mail programs allow users to send
“registered mail” with a return receipt guaranteeing the recipient received the message. E-mail
and personal information management (PIM) software sometimes also are considered part of
groupware. Although e-mail has assumed an important role in business messages, traditional
paper letters and memos still are used In fact, some maintain that the amount of paper
correspondence has increased.

Web Applications
Web applications can be a better buy than packaged applications. For example, a $50 packaged
antivirus program can be replaced by a Web application that costs less than $30 annually, is
updated frequently, and uses less space on a hard disk. In addition, packaged software might
include features you will never use, which increases the cost of the package. Often, you can use
the standard version of a similar Web application for less money or even for free, and only pay
more for the additional features you want. Web applications can save businesses money with
reduced installation, upgrade, and maintenance costs. Some social analysts believe that the
lower cost of Web applications also can help close the “digital divide.”

For Web application vendors, benefits include easier updating and debugging (error correcting),
removal of packaging and distribution costs, and elimination of software piracy (the illegal
copying and selling of software). Despite their advantages, analysts point out that Web
applications may not be right for everyone. For some consumers, paying a monthly fee ultimately
costs more than the one-time purchase of packaged software. Also, many households do not
have the fast Internet connection needed for certain Web applications to run smoothly. Finally,
some people worry that files stored at a Web application site can be infected with viruses. Web
application vendors believe these worries are groundless and that Web applications benefit both
buyers and sellers.

Learning Aids
In many applications, an audible “beep” indicates an error, and the last entry should be reviewed.
Function key f1 often is used to activate the Help feature. Some applications have a Help button
that, when clicked, changes the mouse pointer to a Help arrow. This arrow can be used to obtain
help on a command, button, or bar by pointing at the item and clicking. Many software
developers have eliminated user’s manuals in favor of extensive online Help. Computer stores
occasionally carry a few trade books, but entire aisles of computer-related books can be found in
most large book stores.

For some applications, other learning aids, such as tutorials or keyboard templates, are available.
Tutorials are step-by-step instructions using real examples that show how to use an application.
Tutorials can be printed, software-based, or Internet-based. Keyboard templates (plastic sheets
that fit around a portion of the keyboard) illustrate the keyboard commands for various tasks.
Wizards can be used to help create memorandums, meeting agendas, fax cover sheets, flyers,
letters, resumes, charts, forms, reports, awards, pleadings, calendars, postcards, envelopes,
mailing labels, newsletters, and Web pages. Some applications also offer document templates,
which are special documents that provide basic tools for shaping a final document. The
availability of learning aids and support tools is an important consideration in selecting an
application package.