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Chapter 2 - Software
1.3 – Software

There are two main different kinds of software, system software and application software.

System Software – Allows users to manage, configure or operate the operating system.

There are two main types of System Software:

1. Utility Software:

This allows the user to maintain the operating system and carry out configuration tasks.

Types of utility software include:

1. Backup
Creates a copy of files and data.

2. Defragmentation
Data is found on a disk, and so it may be highly spread apart, or sorted out of order, or in other words, it’s
fragmented.

Defragmentation reorders the fragments of the data so that they are closer together and easier to locate.

Usually, this happens automatically.

3. Compression
Compression decreases the size of data files to reduce the amount of space taken up by storage.
reduce the transmission time
less bandwidth
This is done by deleting extra bits of data.

4. Formatting
Formatting makes all data on a disk unreadable.

(Role of the operating system)

2. Operating System

The operating system allows users to control the computer hardware. manage user accounts

The operating system can be of two different types.

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A Network Operating System (NOS)

This is where multiple users use the same device/OS.

A network operating system must:

- Separate user accounts through usernames and passwords

- Separate user files and software
- Access to networks servers and shared peripherals devices (scanners/ Printers)

Therefore, there are certain features that allow the users to separate the systems.

A) Resource Management
This makes sure certain aspects of hardware are available when required.
For example, if Zoom needs the webcam, the Resource Management would make it available to
Zoom.

B) Memory Management
This makes sure enough RAM is available to the applications that require it.

C) Print Spooling
Creates an order for documents to be printed.
For example, when a teacher sends a document to be printed, it would be in a queue for all
documents waiting in line to be printed by other teachers.

D) Security
Separate usernames and passwords, which can be used and sent to authentication software to gain
access.

Single user network – This could also allow the user to change the user interface.

Application software – Software that helps a user create a digital product or carry out specialist tasks. For example, a
presentation, an image a website etc.
(HDD/SSD/ Optical storage media - CD, DVD, Blu-Ray)

Apps can be downloaded from servers on the internet or directly onto the local storage of the device.

Below is a table giving examples of several application software and their functions.

Office productivity software is software that allows a user to carry out work-related tasks.

Application Suites contain applications that have the same user interface and can share files and data between each
other.

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SOFTWARE USED FOR

Word Processing Creating documents, reports, letters etc.
Spreadsheet For recording numerical data, specifically to carry out calculations
Presentation Software To prepare slides to present, can include animations/transitions, videos etc.
Desktop Publishing Same function as word processing but is more complex and has more features.
Database Store and data and information through queries, tables, forms, and reports.
Web Authoring To prepare files in HTML, so that they can be shared with webservers/intranet
Image Editing To edit graphics by adding shapes lines etc.
Photo Editing To manipulate photos, such as recoloring, add transparency, resize/rotate.
Sound Editing To adjust tone, tempo, layers, or even mute certain files.
Project Management To manage resources and organize large projects and keep track of them
Control Applications Could be to control home automation systems, or in areas where humans can’t be

For presentation software, speaker notes can be added to help guide the presenter through their presentation.

Tempo in sound editing is the speed at which the track is going.

For project management:

They can be used to allocate tasks, track resources and their orders, assign to employees/team members.

1- Critical Path – Shortest route to completing a task.

2- Timeline – All the events to be done and required demonstrated.
3- Milestone – the deadline for a task (date it must be completed by)

Communication Software – Provides remote access to systems that allow users to transfer information and data.

- Social Media
- Websites & Email
- SMS (Short Messaging Services)
o This doesn’t require an internet connection.
o You cannot send images/audio or files on it.
o There is a limit of 160 characters to be sent.
- MMS (Multimedia Messaging Services)
o This doesn’t require an internet connection.
o You can send images/audio or files on it.
o You can send more than 160 characters.
- Instant Messaging
o This requires an internet connection.
o You can send images/audio or files on it.
o There is no limit.
o Has extra features such as seeing the user’s activity status, and whether they read messages.
o Examples include WhatsApp.

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Software Licensing:

A software license is the agreement between the developer/producer and the user.

Just remember, source code manages how a software works.

1. Open-Source Software
Everything is made available to the user. They can distribute it and make changes and resell it. This includes the
source code, so they can make any changes/redevelop the software.

2. Free Software
This is software where everything is made available to the user. They can distribute it and make changes and
resell it. However, the source code is not available.

3. Proprietary Software
Proprietary software is a license where the user is not allowed to distribute or edit the software under their
own name. E.g. Microsoft Office.

4. Freeware
This is a type of proprietary software that is offered for free.

Software Updates:

Software updates need to be carried out for a few reasons:

1. Fix security vulnerabilities and bugs.

2. Introduce new features.
3. Improve compatibility.
4. Improve accessibility and usability features.
5. Improve performance.

It’s important to note that when updating software, there is a chance of data being lost.

Hence backup should be carried before updates, and all systems should be checked so that we make sure they are
compatible with the new software.

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