TOPIC THREE: COMPUTER SOFTWARE/COMPUTER PROGRAM

HOMEWORK: Computer hardware without software. Discuss

Computer software refers to a set of programs (instructions) and data that tell a computer how to
perform specific tasks or functions. These programs and data are intangible means you can not be able to
touch.
IMPORTANCE OF COMPUTER SOFTWARE
i. Enables computer functionality: Software brings hardware to life.
ii. Increases productivity: Automates tasks, streamlines processes.
iii. Provides entertainment: Games, multimedia, streaming.
iv. Performs calculations: Processes data, calculations, and analysis.
v. Manages data: Stores, retrieves, and organizes information.
vi. Creates content: Word processing, graphics, video editing.
vii. Automates tasks: Streamlines processes, increases efficiency.
viii. Enhances communication: Email, messaging, video conferencing.
ix. Facilitates education: Learning platforms, tutorials, resources.
x. Supports business operations: Manages data, finances, and more.
TYPES OF COMPUTER SOFTWARE
i. System software
ii. Application software
1) SYSTEM SOFTWARE is the software that provides the basic functions to operate a computer.
System software provides services directly to the user or some other software.
Examples of system software include operating systems, system utilities, and device drivers.
i) OPERATING SYSTEMS (OS) is software that manages all other application programs in a computer.
It is a collection of programs that coordinate the functionality of hardware and application software in a
computer system.
Every computer system must have an OS to run other programs (software) and manage computer
hardware.
Examples of operating systems are Windows, Linux, UNIX, Macintosh (Mac), and Android.

FUNCTIONS OF AN OPERATING SYSTEMS

(i) Process Management: Manages running programs and processes.
(ii) Memory Management: Allocates and manages memory for programs.
(iii) File System Management: Organizes and retrieves files.
(iv) Input / Output (I/O) Management: Handles input/output operations.
(v) Security management: Provides access control, authentication, viruses, and protection.
(vi) Hardware Management: Manages hardware components.
(vii) User Interface: Provides a platform for user interaction.
(viii) Interrupt management: Ensure all activities do not overlap to overwhelm the computer and
cause it to stop working.
(ix) Error handling: Controls and monitors the computer system to detect errors and avoid faults in
the computer system.
There are four categories of OS:
a) Single-user operating systems means allow one user to access to a computer system at a time.
b) Muti-user operating systems means allow more than one user to access the computer system at
once.
c) Single-user, single-task OS means allows one user to perform task at a time.
d) Single-user, multi-tasking OS means allows a single user to run multiple applications/tasks on
the computer simultaneously.
OPERATING SYSTEM PLATFORMS
There are four commonly used operating system platforms:
i. Windows
ii. UNIX
iii. Macintosh (Mac)
iv. Linux

Windows Operating Systems: was developed by Microsoft Corporation to run on personal computers,
servers, smartphones, and embedded devices.
Windows Operating Systems provides a Graphical User Interface (GUI), virtual memory management,
multitasking, and support for many peripheral devices.
Macintosh Operating Systems (MacOS): developed by Apple Inc. Runs only on Apple computers.
MacOS is mostly preferred for graphical design.
Linux Operating Systems: is a free and open source operating system. It is mostly used through a
command line.
UNIX Operating Systems: is a multiuser, multitasking operating system that provides a command line
interface (CLI). Popular UNIX variants include Linux and MacOS.
Managing files and folders
 A folder is a container in which many files can be placed into groups and organised on the
computer. OR A folder is a tool used to collect related files or folders. OR A folder is a
"container" in which you can store documents/file. OR A folder is the container which store files.
 A file is a collection of data stored in one unit identified by name. File it can be a document,
picture, audio, video, application, or other collection of data.
There are different types of files
 Data files
 Program files
 System files
In the Windows OS, each file has an extension which is added to the end of the file name to help identify
its type.
The most common file extensions include:
a) .txt: a plain text file;
b) .doc/docx: data file created in MS Word; Micro soft word
c) .xls/xlsx: data file created in MS Excel;
 d) .ppt/pptx: data file created in MS PowerPoint;

e) .jpg, .jpeg, .gif, .bmp, .png, .tif: images in various formats;

f) .pdf: Portable Document File.
Creating a file: To create a file, you will need to follow these steps:
i. Open the software program that you want to use to create the file. Such software like Word
processor (Microsoft Word, Google Docs), Spreadsheet (Microsoft Excel, Google Sheets), etc.,
ii. Click on the file menu and select New.
iii. Choose the type of file that you want to create.
iv. A new file will open.
v. When finished, click the File menu.
vi. Click Save as icon
vii. Choose a location to save file and enter a filename.
viii. Click on the Save button.
Create a folder: To create a folder, follow these steps:
i. Open the location where you want to create the folder.
ii. Right-click an empty area and select New.
iii. Follow the arrow under the new command.
iv. Click Folder from the submenu.
v. Type a name in the specified area for the folder and press Enter.
vi. The new folder will be created.
Delete a file or folder: To delete a file or folder, follow these steps:
i. Locate the file or folder that you want to delete.
ii. Right-click on the file or folder.
iii. Click on the Delete icon.
iv. Click Yes to confirm that you want to delete the file or folder.
NOTE: The file or folder will be moved to the Recycle Bin. You can empty the Recycle Bin to delete the
file or folder permanently.
Restore deleted folders and files:
Deleted folders and files are put in a special place in secondary storage called the Recycle Bin. Once
needed again, they can be restored to their original location.
To restore a deleted folder or file, use the following steps:
i. Open the Recycle Bin.
ii. Locate the deleted folders or files that you want to restore.
iii. Select the deleted folders or files and select “Restore the selected items”.
iv. The deleted folders or files will be restored to their original location once you have click
“Restore”
NOTE:
 If you are restoring multiple folders or files, you can select them all and then right-click and
select Restore.
 If you want to restore a folder to a different location, you can right-click on the folder and select
Restore to.
 You cannot delete files or folders that are currently in use. You must close all programs that are
using the file or folder before you can delete it.
ii) SYSTEM UTILITIES are software used to maintain and configure of the computer system. Some
system utilities are shipped with the operating system and can offer basic functionalities, example are
defragmentation tools, disk formatting, and system restore.
Examples of types of utility programs and their uses

Type of utility Functions

Disk cleaner Clean or remove unnecessary files from a hard disk
Disk defragmenter Remove fragments from hard disk volumes so that the computer runs
faster and more efficiently
Backup Archive data/make a copy of data to protect it from accidental loss
Data recovery Recover a file or information that has been deleted
Anti-viruses Protect or recover programs and data against viruses and remove viruses
from a computer
Data compression Reduce the size of data to save storage and transportation space
(bandwidth)

iii) DEVICE DRIVERS are software that allows a specific device to communicate with the computer’s
operating system. Devices that need drivers are those whose features are not familiar to the operating
system, example a printer, a scanner, a mouse, a keyboard, a USB, a network card, and a sound card all
need drives when connected to a computer for the first time.

2) APPLICATION SOFTWARE is software that handles a specific user task, such as writing a report,
letter, etc., OR is a set of programs/software that carry out operations for a specific task.
Some examples of application software are word processors, spreadsheets, databases, presentation
software, and web browsers.
 WORD PROCESSOR
Electronic Word Processor: A software application used for creating, editing, and formatting digital
documents. Examples include:
i. Microsoft Word
ii. Google Docs
iii. Apple Pages
iv. Open Office Writer

CHARACHERISTICS/FEATURES OF WORD PROCESSORS

i. Text Editing: Creating, editing, and formatting text.
ii. Font Options: Changing font styles, sizes, and colors.
iii. Alignment and Spacing: Adjusting text alignment, line spacing, and paragraph spacing.
iv. Spell Checking: Identifying and correcting spelling errors.
v. Grammar Checking: Identifying and correcting grammatical errors.
vi. Thesaurus: Finding synonyms for words.
vii. Templates: Using pre-designed templates for various document types.
viii. Collaboration: Real-time collaboration and commenting features.
ix. Inserting Objects: Adding images, tables, charts, and other multimedia elements.
x. Formatting Options: Applying styles, themes, and custom formatting.
xi. AutoSave: Automatically saving documents.
xii. Document Sharing: Sharing documents in various formats (e.g., PDF, Word, Google Docs).
 ADVANTAGES/BENEFITS OF WORD PROCESSOR
i. Increased productivity
ii. Improved document quality
iii. Enhanced collaboration
iv. Easy writing, editing, and revision
v. Digital storage and organization: Documents can be saved and stored digitally.
vi. Academic and professional writing
vii. Efficient Document Creation: Easy to create, edit, and format documents.
viii. Time-Saving: Automates tasks, such as formatting and spell-checking.
ix. Improved Accuracy: Built-in grammar and spell-checking tools help reduce errors.

DISADVANTAGES OF WORD PROCESSORS

i. Limited creativity: Can be restrictive for complex layouts or designs.
ii. Compatibility issues: File format compatibility problems between different software.
iii. Dependence on technology: Requires a device and software to access and edit documents.
iv. Security risks: May have vulnerabilities or risks if not properly secured.
v. Cost: Some word processing software can be expensive.

 SPREADSHEETS
A spreadsheet is a computer application for organization, analysis, and storage of data in tabular form.
Common spreadsheet software: Microsoft Excel, Google Sheets and Open Office Calc.

It consists of rows and columns, creating a grid that allows users to:
i. Enter data
ii. Perform calculations
iii. Create charts and graphs
iv. Analyze and visualize data

Spreadsheets are widely used for:

i. Budgeting
ii. Financial planning
iii. Data tracking
iv. Scientific research
v. Business intelligence

Key features Spreadsheet:

i. Formulas and functions
ii. Data formatting
iii. Chart and graph creation
iv. Data filtering and sorting
v. Ability to perform automatic re-calculation of values
vi. Ability to allow a user to work on multiple worksheets simultaneously

ADVANTAGES OF SPREADSHEETS
1. Data Organization: Easy to store and manage data in a structured format.
2. Calculations: Perform complex calculations and formulas quickly and accurately.
3. Data Analysis: Analyze and visualize data using charts, graphs, and pivot tables.
4. Flexibility: Customize and modify spreadsheets to suit specific needs.
5. Collaboration: Share and collaborate on spreadsheets with others in real-time.
6. Budgeting
7. Financial planning
8. Data tracking
9. Scientific research

DISADVANTAGES OF SPREADSHEETS
1. Error-Prone: Formulas and data can be prone to errors, leading to inaccurate results.
2. Data Management: Large datasets can become difficult to manage and maintain.
3. Security Risks: Spreadsheets can be vulnerable to data breaches and unauthorized access.
4. Version Control: Managing different versions of a spreadsheet can be challenging.
5. Limited Scalability: Spreadsheets can become cumbersome and slow with large datasets.

 PRESENTATION SOFTWARE
A PowerPoint is a presentation software developed by Microsoft that allows users to create, edit, and
display slideshows containing text, images, tables, charts, and other multimedia elements.
Common Presentation software: Microsoft PowerPoint, Apache Open Office Impress, and Google
Slides.
It's commonly used for:
i. Business presentations: To showcase products, services, or ideas.
ii. Education: To teach concepts, illustrate examples, and engage students.
iii. Conferences and meetings: To share information, present research, or discuss topics.
PowerPoint presentations typically consist of slides, which can include:
 Text
 Images
 Diagrams
 Charts
 Tables
 Videos
 Animations
The software offers various features, such as:
 Slide design and layout options
 Transitions and animations
 Multimedia integration
 Collaboration tools
PowerPoint is widely used in various settings, including academia, business, and marketing, to
communicate information effectively and engagingly.
IMPORTANCE OF POWERPOINT
i. Effective communication: PowerPoint helps present information in a clear, concise, and
organized manner.
ii. Enhances audience engagement: Incorporating images, diagrams, and videos enhances audience
engagement and understanding.
iii. Professional presentations: PowerPoint is widely used in business, education, and conferences,
making it an essential skill for professionals.
iv. Flexibility: PowerPoint allows users to easily edit and update content, making it ideal for
dynamic presentations.
v. Collaboration: Multiple users can collaborate on a single presentation, streamlining the creation
process.
vi. Improves understanding and retention
vii. Supports various presentation styles
 viii. Easy to use and customize
ix. Versatile and widely accepted

 DATABASE MANAGEMENT SYSTEMS

A Databases are software that helps in organise and store data so that it can be easily retrieved and
updated. OR A database is a collection of organized data stored in a way that allows for efficient
retrieval and manipulation. It consists of tables, records, and fields that can be accessed, updated, and
managed.
The most popular database management systems are Microsoft Access, Microsoft SQL Server, Oracle,
and MySQL.
IMPORTANCE OF DATABASES
i. Data organization: Stores and organizes large amounts of data in a structured way.
ii. Data retrieval: Allows for quick and efficient retrieval of specific data.
iii. Data analysis: Enables analysis and reporting of data to inform decision-making.
iv. Data security: Provides features to ensure data integrity, security, and backup.
v. Scalability: Supports growing amounts of data and user needs.
vi. Improved data management: Enhances data accuracy, completeness, and consistency.
vii. Enhanced decision-making: Provides insights and patterns in data to inform decisions.
viii. Increased efficiency: Automates data-related tasks and reduces manual errors.
ix. Better data sharing: Enables secure sharing of data across teams and organizations.
APPLICATIONS OF DATABASES
(i) Business and Finance: Customer relationship management (CRM), Inventory management,
Financial transactions and Accounting systems.
(ii) Healthcare: Patient records, Medical research, Billing systems, and Telemedicine platforms
(iii) Education: Student records, Grading systems, Research data, and Online learning platforms
(iv) E-commerce: Product catalogs, Order management, Customer data, and Payment processing
(v) Government: Public records, Taxation systems, Law enforcement databases, and Social services
management
(vi) Social Media: User profiles, Content management, Friend networks, and Advertising targeting
(vii) Travel and Hospitality: Booking systems, Reservation management, and Customer loyalty
programs
(viii) Manufacturing: Supply chain management, Inventory control, and Quality control

SOFTWARE INSTALLATION
Software installation refers to the process of setting up and configuring a software program on a computer
or computing device to make it available for use.
Before installing of any software, you should understand the purpose and process of installation.
 Purpose of software installation: Computer programs are typically distributed in a compact
form, such as installation files or setup packages.
 Installation process: Depending on the operating system and the complexity of the software
being installed. It involves several steps like downloading or obtaining the installer, running the
installer, obtaining the license agreement and configuration, copying files, registering
dependencies, and finalizing.
  Uninstallation: Users can typically uninstall the software if they no longer need it or wish to free
up space on their system. Uninstalling a program, it means removes its files, configurations, and
registry entries (on windows) from the system, restoring the system to its state before the
software was installed.

 Automatic updates: Allowing the software to download and install the latest patches and
improvements, ensuring that users have the most up-to-date version.
 Operating System compatibility: Ensure that the software being installed is compatible with the
operating system on the target computer.

STEPS FOR SOFTWARE INSTALLATION

The process of installing software can vary depending on the Operating System you are using.
The following are the steps of installing software:
(i) Step 01: Obtain the file for installation. This file may be downloaded from the internet, provided
on a physical media like a CD, DVD, Flash disk, or External hard disk.
(ii) Step 02: Check system requirements. Before starting the installation, review the system
requirements for the software.
(iii) Step 03: Run the installer: For Windows OS, double-click on the file or right-click on the file
and select “Run as administrator” to ensure proper permissions.
(iv) Step 04: License agreement. The process presented a license agreement or terms of service. If
agreed, click “Accept” or “Agree” to proceed with the installation.
(v) Step 05: Choose installation options. Create shortcuts or select specific components or features to
install. Click “Next” or “Install” to continue.
(vi) Step 06: Wait for installation. The installer will now copy the necessary files on the computer
and set up the software.
(vii) Step 07: Complete installation. Once the installation process is finished. Click “Finish” or
“Close” to exist the installation wizard.
(viii) Step 08: Check for updates. Check for updates to ensure that the latest version of the software
has any bug fixes or improvements.
(ix) Step 09: Test the software. Launch the newly installed software and ensure that it runs
correctly.

Quiz
Computer Hardware without Software:
Hardware refers to physical components like CPU, RAM, and storage devices. Without software,
hardware is unable to perform tasks or process information.
Key limitations:
i. No functionality: Hardware can’t execute instructions or perform calculations.
ii. No user interaction: No interface to receive input or display output.
iii. No data processing: Can’t process or store data.
Hardware needs software to:
i. Provide instructions: Software tells hardware what to do.
ii. Manage resources: Software optimizes hardware usage.
iii. Enable user interaction: Software creates interfaces for users.
In summary, hardware without software is non-functional.
A Computer Hardware without Software:
Hardware is the physical components of a computer system, such as the CPU, RAM, and storage devices.
Without software, hardware is unable to perform tasks or process information.

Hardware without software is like:

i. A car without fuel: It won’t move or function.
ii. A body without a brain: It won’t respond or react.
Software brings hardware to life, enabling it to:
i. Execute instructions: Process data and perform tasks.
ii. Interact with users: Provide interfaces and respond to input.
iii. Manage resources: Optimize hardware usage and performance.
In essence, hardware and software are interdependent, and one without the other is limited in
functionality.