Computers Tools for an Information Age Software Systems and Applications

2 Objectives File Management Files, Folders, and Paths Anti-Virus Software Microsoft Office Microsoft WordMicrosoft Word Microsoft ExcelMicrosoft Excel Microsoft OutlookMicrosoft Outlook Microsoft AccessMicrosoft Access Microsoft power pointMicrosoft power point

Software Systems and Applications 3

Categorization of software, with examples in each class. 4

5 Application Software Application software refers to programs that enable the user to be productive when using the computer. Two categories of application programs:  Horizontal applications  Vertical applications

6 Personal Productivity Word Processing Spreadsheets Address Books Multimedia/Graphics Desktop Publishing Photo Editing 3D Rendering Internet Web Browsers Home/Education Personal Finance Tax Preparation Desktop Publishing Reference Games Horizontal Applications Horizontal applications– Are used across the divisions of a company and are popular with consumers.

7 Word Processor Spreadsheet Database Horizontal Applications

8 Vertical Applications Vertical applications– Are used for a particular line of business. Types of vertical applications:  Billing programs  Inventory tracking programs  Point of Sale software  Custom software

9 Vertical Application

10 Commercial Software, Shareware, and Freeware Most computer software is copyrighted, which means that an individual can not copy, alter, or use software on more than one computer. Types of copyrighted software:  Commercial– Buy before using it  Shareware– Try it before you buy it  Freeware– Free software, but it can’t be copied and sold

11 Commercial Software, Shareware, and Freeware Public domain software– Is not copyrighted. No restrictions for using, copying, altering, and selling the software. Time-limited trial version– Program that can be installed for free but will expire when the trial period ends. Beta version– A preliminary version of a program that is being tested. Copy protected– A program with a protective measure that prohibits unauthorized copies.

12 Software Licenses A software license gives the user the right to install and use the program on one computer. Installing a program on more than one computer requires a site license.

13 Software Version Software producers include a version number with their products. Version numbers are used to identify the release of the program being used. Recent releases have numbers greater than earlier releases (Recent Ver. 6.0; Earlier Ver. 1.0).  Whole numbers are major revisions (1.0, 2.0, 3.0, etc.).  Decimal numbers refer to maintenance releases or updates and fixes (1.1, 1.2, 1.3, etc.).

14 Using Application Software Installing Applications: Install the software on the hard drive. A.Installation utilities guide you through the process. B.Installation changes the registry of the OS. Use an uninstall utility to remove a program from the hard drive. A.Do not just delete a program from your files.

15 Launching Applications: Launching a program transfers program code from the hard disk to the memory. The program’s default window appears on the screen. Applications can be launched by clicking on the Start menu, pointing to Programs, and choosing the application. Using Application Software

16 Understanding the Application’s Window

17 Help Menu The help menu provides options available for using the program.

18 Choosing Preferences Preferences are your choices for the way you want the program to operate.

19 Using Wizards A wizard is a series of dialog boxes that guides you through a step-by-step procedure.

20 Creating Documents Creating new documents– Start a new blank document or choose a template (formatted model). Opening an existing document– Loads an already created document into memory. Enables updating or editing the document. Saving the document–Transfers the document from computer memory to a storage device. Enter a filename for the document. Exiting the application program– Closes the program and provides a reminder to save the work. Shutting down system– Turns the computer off properly. Do not turn power off without going through the shutdown process.

21 Web Integration Web integration refers to applications that enable the user to create documents that are compatible with the formats used on the Internet. The most common format is Hypertext Markup Language (HTML). Users can create Web sites, personal Web pages or using a word processor or publishing program.

File Management 50

23 File Management Managing your computer is essential in becoming computer fluent. You need to learn two main things for file management: 1.What files, folders, and paths are. 2.The specifics of actually managing your files.

Files, Folders and Paths 52

25 Files, Folders, and Paths A file is a storage device for digital data. Files are organized in folders. Folders may have subfolders, or folders within folders. The computer follows a path to find a file. Drive C: ClassesBiology 101Assignmentsplant_diseases.doc Primary Storage Device Primary Folder Secondary Folder Tertiary Folder File ++++

26 File Naming Conventions Each file needs a specific filename. The filename has two parts: 1.The name 2.The extension The extension identifies the type of data the file contains. Example filename: plant_diseases.doc NameExtension

27 Commonly Used Extensions Extension File Type.exe Program Application.doc Microsoft Word.xls Microsoft Excel.ppt Microsoft Power Point.mdb Microsoft Access.pdfAdobe.txt Simple Text.htm or.html Web Pages.rtf Rich Text Format.jpeg or.jpg Image Format

28 Managing Files Files are managed in two ways: 1.Using a file management utility. 2.From within the programs that create them.

29 File Management Utilities My Computer is the main file management utility. Left Pane– Displays links to system tasks Right Pane– Lists stored files and devices attached to the computer.

30 File Management Mode To change My Computer to file management mode, click the folders button on the Standard toolbar. Left Pane– Displays the names of the drives and folders. Right Pane– Displays the folders and files.

31 Creating Folders A folder structure, an organized set of folders, can be created in two steps. Step 1. Click on the drive in which you want to create a folder. Step 2. Choose File, New, and then Folder.

32 Transferring Folders and Files Moving files and copying files to another folder are straightforward operations. When moving a file, you delete it from its original location. When you copy a file, you duplicate it in another location. You can do it by: 1.Click and drag 2.Using Copy - Cut - Paste

33 Transferring Folders and Files Select the files or folders you want to move or copy. For moving, click the Organize button on the toolbar and choose the Cut command from the menu. For copying, click the Organize button on the toolbar and choose the Copy command from the menu. Open the destination folder. Click the Organize button and choose the Paste command.

34 Save and Save As Commands Use the Save command whenever you want to save a file that you created or modified. The program will either create a new file or replace the file stored on a disk. The program will either create a new file or replace the file stored on a disk. The first time a file is saved the program defaults to the Save As dialog box because the drive, path, and filename must be designated. After the initial save, the Save As command is used whenever you want to change the drive, path, and/or filename. It is also used to create backup files.

Anti-Virus Software 68

36 Anti-Virus Software We must protect our computers from viruses. Anti-virus programs help catch viruses before they infect our computers. Two things to remember about anti-virus programs: 1.They need to be updated regularly. 2.They need to be used every time you put a new file or program on your computer.