mcgraw-hill 3-1. 3 mcgraw-hill software tools for productivity & creativity

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SoftwareTools for Productivity &

Creativity

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3.1 System Software: The Power behind the Power

Application Software Software developed to solve a particular problem for

users Either performs useful work on a specific task Or provides entertainment

We interact mainly with this software System Software

Enables application software to interact with the computer

Helps the computer to manage its own internal and external resources

© 2011 The McGraw-Hill Companies, Inc. All rights reserved.

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System Software has 3 basic components Operating System

--The principal component of system software Device Drivers

--Help the computer control peripheral devices Utility Programs

--Used to support, enhance, or expand existing programs in the computer


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3.2 The Operating System: What It Does

Operating System (OS) Low-level, master system of programs to manage basic

computer operations Every general-purpose computer must have OS to run

other programs OS allows users to concentrate on applications rather

than on complexities of the computer Each application program is written to run on top of a

particular OS Some OS functions: booting, CPU management, file

management, task management, security management


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Booting The process of loading an OS into the computer’s

main memory Booting involves four steps:

1. Turn the computer on2. Diagnostic routines test main memory, CPU, and other

hardware3. Basic Input/Output System (BIOS) programs are copied to

main memory BIOS contains instructions for operating the hardware The computer needs those instructions to operate the

hardware and find a copy of the OS4. Boot program obtains the OS and loads it into computer’s

main memory


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Booting Cold boot—turn on computers “on” system Warm boot—restart a computer that is already on Boot disk—use a diskette or CD containing all files to

launch OS


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Central Processing Unit (CPU) Management Supervisor is the software that manages CPU

Remains in memory while the computer runs Directs other programs not in memory to perform tasks that

support application programs Memory Management

OS keeps track of memory locations to prevent programs and data from overlapping each other

Swaps portions of programs and data into the same memory but at different times

Keeps track of virtual memory


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Central Processing Unit (CPU) Management (continued) Queues, Buffers, Spooling

Queue: First-in, First-out (FIFO) sequence of data or programs that waits in line for its turn to be processed

Buffer: The place where the data or programs sit while they are waiting

To spool: The act of placing a print job into a buffer Needed because the CPU is faster than printers. The CPU

can work on other tasks while the print jobs wait


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File Management A file is either a

Data File: a named collection of data

Program File: a program that exists in a computer’s secondary storage

The File System arranges files in a hierarchical manner

Top level is Directories (aka Folders)

Subdirectories come below Folders

Find files using their pathname. Example:

C:/MyDocuments/Termpaper/section1.doc


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Task Management Computers are required to perform many different tasks at

once—to do task management Task: An operation such as storing, printing, or calculating Multitasking: Handling more than one program concurrently

Example: You do word processing while playing music on your computer

OS directs processor to alternate time on each program until processing is complete


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Security Management Operating Systems permit users to control access to their

computers Users gain access using an ID and password You set the password the first time you boot up a new

computer After that, when you boot up, you’ll be prepared to type in

your user name and password


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3.3 Other System Software: Device Drivers &

Utility Programs Device Drivers

Specialized software programs that allow input and output devices to communicate with the rest of the computer system

When you buy a computer, many device drivers come with the system software

Device drivers also come with new hardware (on CDs/DVDs) or can be downloaded from the manufacturer’s website

Utilities Service programs that perform tasks related to the control and

allocation of computer resources Some come with the OS, others can be bought separately like

Norton SystemWorks, McAfee Utilities


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3.4 Common Features of the User Interface

User Interface The user-controllable display screen you use to interact with

the computer, using keyboard or mouse

Keyboard & Mouse Special-purpose keys: used to enter, delete, edit data, and to

execute commands Function keys (F1, F2, etc.): used to execute commands

specific to the software being used Macros: keyboard shortcuts to activate series of commands Mouse pointer: moved to particular place on screen or to point

to little symbol icons


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Mouse Handy tool for dragging

and dropping text, graphics

Useful for navigating menus on unfamiliar applications


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Graphical User Interface (GUI) Allows you to use a mouse or keystrokes to select icons and

commands from menus Three main features of GUI are desktop, icons, and menus

Desktop: The system’s main interface screen Icons: Small pictorial figures that represent programs, data files, or

procedures Rollover: A small text box that explains the icon when you roll your

mouse over it Menus: Lists of built-in commands and/or options from which to

choose Pull-down, cascading, pull-up, pop-up


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To start an application, pick one of 3 methods: Click on the Start button on the lower left corner of the

Windows desktop, then make a selection from the pull-up menu

Click on the My Computer icon on the desktop, find the application executable on your hard disk, and click it

Click on the My Documents icon on the desktop, find the document you want to open, and click on it.


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Most Operating Systems have the following: Title Bar: runs across the top of the display window Menu Bar: shows the names of the pull-down menus

available Toolbar: Displays menus and icons representing

frequently used commands Taskbar: The bar across the bottom of the Windows

screen that contains the Start button A window: A rectangular frame on the computer screen

through which you can view a file of data or an application


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The Help Command A command generating a

table of contents, an index, and a search feature that can and a search feature to help you locate answers


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3.5 Common Operating Systems

Platform The particular processor model and operating system on

which a computer system is based Two principal systems are

Mac platforms—run Apple Macintosh PC platforms—run Microsoft Windows

Some legacy systems still used—outdated but still functional DOS (Disk Operating System) Original Microsoft OS—hard-to-use command-driven

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Mac OS OS that runs on Apple Macintosh computers; is popular

for desktop publishing and in educational settings Pioneered the easy-to-use GUI Proprietary OS

System 9 is OS from 1999, but still popular Mac OS X from 2000 is based on Unix Mac 10.6 is 2009 release; features include

Spotlight – a desktop search engine for locating files on local hard disk

Dashboard – for creating desktop “widgets” Automator – automatically helps users to script repetitive tasks


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Common Operating Systems

Microsoft Windows Windows early versions—featured Plug & Play

95, 98, and ME Windows XP – 2001

Windows networking plus new GUI Improved stability

Windows XP Media Center Edition--2004 Media-oriented OS PC or TV to be home entertainment hub


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Common Operating Systems

Windows Vista—2007 Fancy interface, glitzier graphics, improved security Required too much computing power Hardware/software incompatibility issues

Windows 7—2009 Microsoft Surface—use hands to manipulate screen content Comes in several versions—Home premium, Professional, &

Ultimate

Any Windows represents years of legacies Critics say Windows perpetuates obsolete design Apple started over with Mac OSx in 2001


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Network operating systems Novell’s Netware

Used for coordinating microcomputer-based local area networks (LANs) throughout a company or campus

Network OS usually located on a main server Windows NT & NT Server

Windows NT is now called Windows Server 2008 Designed to run on network servers in businesses of all

sizes Multiple users share resources, such as data, programs,

printers


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Network operating systems Unix, Solaris, BSD

Unix is a multitasking operating system with multiple users that has built-in networking capability and versions for all kinds of computers

Is particularly stable—used to run backbone of internet Used by large organizations—for airplane design, currency

trading Versions include Solaris, BSD, HP-UX, AIX Unix interface is command-line interface

GUIs available to make Unix easier to use


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Embedded Operating Systems for Handhelds Embedded OS—resides on CPU chip Specialized system that is part of larger system or machine Palm OS

Dominant OS for handhelds Developed by Palm, Inc. as OS fro Mobile devices

Windows Embedded A slimmed-down version of Windows Windows for handhelds & embedded systems

A new OS for mobile devices (smartphones) is Android, which in 2010 is just becoming available on such devices


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Network operating systems Linux

Free, nonproprietary version of Unix Continual improvements from thousands of volunteer

programmers Linux is open-source software—anyone may make

suggested improvements May legally be downloaded and used for free May legally be modified for free, as long as modifications aren’t

copyrighted Linux vendors give away software but sell services, products In 2000, adopted by China as national standard OS


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3.6 Application Software

Five legal types of application software Commercial, public domain, shareware, freeware, rentalware Commercial software—copyrighted, must get license

from owner Software license types: Site licenses allow software to be used on all computers at a

specific location Concurrent-use licenses--allow a number of copies to be used

at one time Multiple-use license--specifies number of people who may use

the software Single-use license--limits software to one user at a time


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Five Legal Types of Application Software Commercial Software (continued)

Comes in versions (major upgrades) and releases (minor) Public-domain software

Not copyrighted – legal to copy Shareware

Copyrighted – download for free, then pay if you use it Freeware

Copyrighted – but available for free. Rentalware

Copyrighted – lease for a fee© 2011 The McGraw-Hill Companies, Inc. All rights reserved.

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Other Software categories Pirated software

Software obtained illegally in violation of copyright Abandonware

Software that is no longer being sold or supported by its publisher

Custom software Created by software engineers and programmers

specifically for companies or individuals


Discussion Question: What should you do as a student if you see someone pirating software?

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Tutorials & Documentation Tutorial: Instruction book or program that helps you learn

to use the product by taking you through a series of steps Documentation: All information that describes a product

to users, including a user guide or reference manual that provides a narrative and graphical description of the program


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Facts about Files & about Importing & Exporting Three types of data files

Document files—created by word processing Worksheet files—created by spreadsheets Database files—created by database management

programs Exchanging files

Importing: getting data from another source and then converting it into a format compatible with the program in which you are currently working

Exporting: transforming data into a format that can be used in another program and then transmitting it


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Types of Application Software May be classified as: entertainment, personal,

education/references, productivity, and specialized uses Productivity Software

Word processing, spreadsheets, database managers May be bundled in office suite


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3.7 Word Processing

Word Processing: uses computers to create, edit, format, print, and store text Microsoft Word best known Others: Corel WordPerfect, Apple Pages, Google Apps,

Zoho Writer Word processing allows you to delete, insert, and replace

text Additional features: creating, formatting, printing, saving


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3.7 Word Processing

Creating Documents Cursor: movable symbol to show where to enter text Scrolling: moving quickly up, down, or sideways Word wrap: automatically continues text to next line Head hierarchy: Outline View puts tags on headings

within a document to organize it Footnote numbering automatic Insert & Delete


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3.7 Word Processing

Editing Documents—Making alterations in content Inserting: adding text to documents Deleting: removing text from documents Find & Replace Find: lets you go straight to any text in your document Replace: lets you automatically replace it with something else Cut, Copy, & Paste Select the text you want to move Copy (or cut) to clipboard, then paste in new location Spelling Checker: tests for incorrectly spelled words


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3.7 Word Processing

Grammar Checker: highlights poor grammar, wordiness, incomplete sentences, and awkward phrases

Thesaurus: offers suggestions for alternative words with the same meaning


Discussion Question: How does a spell-checker handle different spellings for the same word? Should you trust the spell-checker for

everything?

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3.7 Word Processing

Formatting Documents with the Help of Templates Formatting: determining appearance of a document A template is a preformatted “form” that provides basic

tools for structuring a final document—text, layout, page design, etc.

Every word processing program comes with standard templates (for letters, memos, etc.)


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3.7 Word Processing

Aspects of Formatting Font

The typeface, size, and color of the text you use Also lets you specify underlined, italic, or bold

Spacing & Columns Choose the line spacing (single- or double-spaced, or other) Choose single-column or multi-columned text for your document

Margins & Justification Indicate width of left, right, top, and bottom margins Justify text left, right, or center


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3.7 Word Processing

Headers, footers, page numbers A header is text printed at the very top of the page A footer is text (like page number) at the page bottom

Other Formatting You can specify borders, shading, tables, and footnotes You can also import graphics, such as clip art

Default Settings These are the settings automatically used by the program

unless you change them


Discussion Question: What is the difference between editing and formatting a document? Is one more important than the other?

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3.7 Word Processing

Output: Printing, Faxing, or Emailing Documents Print individual pages, the whole document, or several copies You can fax or email finished documents Previewing: gives you a look at how document will look when

printed, before you print Saving Documents

Saving: store a document as an electronic file on, e.g., hard disk or CD

Word processing allows formatting of documents in HTML Word processing allows tracking, or highlighting, of insertions

and deletions


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3.8 Spreadsheets

Spreadsheets: to create tables and financial schedules Enter data and formulas into rows and columns on screen Programs; Microsoft Excel, Corel Quattro Pro, Lotus

1-2-3 Organized into columns and rows on a worksheet

Labels are descriptive text Cells are where a row and a column meet Cell address is the position of the cell Range is a group of adjacent cells Values are numbers or dates entered into a cell Cell pointer shows where data is to be entered


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3.8 Spreadsheets

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3.8 Spreadsheets

Formulas, Functions, Recalculation, What-If Formulas are instructions for calculations

Define mathematically how one cell relates to another Example: @SUM(A5:A15) sums the values of the cells A5,

A6, A7, and so forth up through cell A15 Functions are built-in formulas, such as SUM() Recalculation is the process of re-computing values What-If analysis allows users to see what happens to

totals when one or more numbers change in cells Worksheet templates—custom-designed for particular work Multidimensional spreadsheets—link one to another


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3.8 Spreadsheets

Analytical Graphics: Creating Charts Spreadsheets allow you to automatically create graphs Analytical graphics: graphical forms that make numeric data

easier to analyze Examples of types of analytical graphics:

Column charts Bar charts Line graphs Pie charts Scatter charts


Discussion Question: How may spreadsheets be helpful in your everyday life as a student?

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3.9 Database Software

Database: structured collection of interrelated files in a computer system

Database software: sets up and controls the structure of a database and access to data

Principal microcomputer databases: Microsoft Access, Corel Paradox

Benefits databases: Data redundancy is minimized Data is integrated and stored in a structured fashion Data in databases has more integrity Data may include text, numbers, and graphics


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Relational database: data organized into related tables Each table contains rows (records) & columns (fields) Key is field used to sort data

Most frequent key field is social security number Tables with the same key field are linked together

Querying and displaying records Database software offers a quick way to locate records

Saving, Formatting, Printing, Copying, Transmitting Can save results, format them in different ways, print as

reports, copy to other documents, & transmit as email


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Personal Information Managers Software that helps you keep track of & manage

information you use on a daily basis Addresses, phone numbers, appointments, to-do lists,

notes Popular examples:

Microsoft Outlook Lotus SmartSuite Organizer Contactizer Pro Yojimbo


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3.10 Specialty Software

Presentation Graphics Financial Desktop Publishing Drawing & Painting Project Management Video/Audio Editing Animation Multimedia Authoring Web Page Design/Authoring Portable Document Format (PDF) Computer-Aided Design


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Presentation Graphics Software Uses graphics, animation, sound, data, and information to

make visual presentations Some packages: Microsoft PowerPoint, Corel Presentations Includes design and content templates

Allows presentation to be dressed up with clip art, sound clips, special visual effects, animation, and video clips


Discussion Question: What are some of the disadvantages of using presentation graphics software?

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Financial Software Ranges from personal-finance managers to entry-level

accounting programs to business financial-management packages

Personal-finance programs include Quicken & Microsoft Money

Common features of financial software Track income & expenses Allow checkbook management Do financial reporting Offer tax categories to assist with tax recordkeeping May offer financial planning & portfolio management Tax, accounting, investment software also available


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Desktop Publishing Involves mixing text & graphics to produce high-quality

output for commercial printing Uses a mouse, scanner, printer, and DTP software Professional DTP programs: QuarkXPress, Adobe

InDesign Has the following features

Mix of text with graphics Offers varied type & layout styles Allows import of files from other programs Becoming a DTP professional requires training


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Drawing programs Graphics software used to design & illustrate objects &

products Create vector images—created from geometrical

formulas Examples: CorelDRAW, Adobe Illustrator

Painting programs Graphics programs that allow users to simulate painting

on-screen Produce bit-mapped or raster images (tiny dots)


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Common Graphics File Formats .bmp (bit-map): used on PCs .gif (Graphic Interchange Format) – format used in web

pages .jpeg (Joint Photographic Experts Group) – used in high-

resolution images .tiff (Tagged Image File Formats) – used on PCs & Macs for

high-resolution images to print .png (Portable Network Graphics) – used as alternative

to .gif


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Video-editing software Allows import to and editing of video footage on computer Video editing packages: Adobe Premiere, Sony Pictures Digital

Vegas, Apple Final Cut Express, Pinnacle Studio DV, & Ulead VideoStudio

Audio-editing software Allows import to and editing of sound files on PC Sound editing packages: Windows Sound Recorder, Sony

Pictures Digital Sound Forge, Audacity (freeware), Felt Tip Software’s Sound Studio (shareware), GoldWave, & WavePad.


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Animation Software Simulates movement by rapidly displaying a series of still

pictures, or frames Computer animation: creation of moving images by

means of computer GIF animation: first format to be widely used for web

pages Packages: GIF Construction Professional, 3D GIF

Designer, The Complete Animator


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Multimedia Authoring Software Combines text, graphics, video, animation, and sound in

an integrated way to create stand-alone multimedia applications

Content can be put on CDs/DVDs or delivered via the web

Two examples: Macromedia Director & Macromedia Authorware


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Web Page Design/Authoring Software Used to create web pages with sophisticated multimedia

features Packages: Adobe Dreamweaver, Adobe Flash, Coffee

Cup Visual Site Designer, Real/Mac Rapid Weaver, etc. Packages provided by internet access providers free &

easy to use


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Project Management Software A program used to plan and schedule the people, costs,

and resources required to complete a project on time Packages: Mindjet MindManager Pro 8, MindView, Intuit,

Microsoft Project, etc.


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Portable Document Format (PDF) A file format developed by Adobe Systems Captures text, graphic, and formatting information from a

variety of applications on different platforms, making it possible to send documents and have them appear on the recipient’s monitor as they were intended to be viewed

Today, used for virtually any data that needs to be exchanged among applications and users


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Computer-Aided Design (CAD) Programs intended for design of products, structures,

civil engineering drawings, and maps Examples include Autodesk, AutoCAD, TurboCAD, Alibre

Design, and PowerCADD CAD programs help design buildings, cars, planes,

electronic devices, roadways, bridges, subdivisions CAD/CAM programs: allow CAD programs to be input into

computer-aided manufacturing systems that make products
