COMPUTER SCIENCE
Form One — Chapter 4
COMPUTER SOFTWARE
Comprehensive Study Notes
📚 Course 🏫 Level
Computer Science for Secondary Schools Form One (Secondary School)
TOPICS COVERED IN THESE NOTES
1. Concept of Computer Software & Importance
2. Types of Computer Software (System & Application)
3. Operating Systems — Functions, Categories & Platforms
4. Managing Files and Folders
5. System Utilities & Device Drivers
6. Application Software (Word Processors, Spreadsheets, DBMS etc.)
7. Software Installation
8. Revision Questions
1. CONCEPT OF COMPUTER SOFTWARE
📌 Definition of Computer Software
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 and
exist as digital information stored on various types of media or in the computer's memory.
Importance of Computer Software
• Automates tasks, making them faster and more efficient. This helps streamline business operations,
reducing human error and increasing productivity.
• Can be easily updated and modified, allowing businesses and individuals to adapt to changing
requirements and technological advancements.
• Well-designed software can guide computers to perform tasks at all times without needing breaks or
benefits, resulting in significant cost savings over time. Hence, it can replace manual labour and
reduce operational costs.
• Guides hardware to analyse large volumes of data quickly and accurately, providing valuable insights
for informed decision-making.
• Guides hardware to facilitate people and organisations to connect and collaborate across
geographical boundaries.
• Guides innovation by providing a platform for the development of new products and services.
2. TYPES OF COMPUTER SOFTWARE
💡 Overview
Computer software can be classified into TWO main types: 1. System Software 2.
Application Software
TYPE OF SOFTWARE DESCRIPTION
System Software Software that provides the basic functions to
operate a computer. It guides hardware on
how to interact and provides services directly
to the user or other software.
Application Software Software that handles a specific user task,
such as writing a report. It is designed to help
the user perform specific activities.
3. SYSTEM SOFTWARE
System software is the software that provides the basic functions to operate a computer. The software
guides basic hardware on how they should interact. System software provides services directly to the
user or some other software.
Examples of System Software
Operating Systems • System Utilities • Device Drivers
3.1 Operating Systems (OS)
📌 Definition
An operating system (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. It also acts as an interface between the user
and the computer hardware.
Key fact: Every computer system MUST have an OS to run other programs and manage computer
hardware.
Functions of an Operating System
FUNCTION DESCRIPTION
Process Management Responsible for starting, stopping, and
allocating resources to running processes. An
OS that allows performing multiple tasks at
once is called a multitasking OS.
Memory Management Manages computer memory resources. It
allows each process to run in its own isolated
memory space without interference from other
processes. When a process terminates, the
OS reclaims the memory that was allocated to
that process.
File Management Involves controlling the creation, updating,
deleting, and protecting files from
unauthorised users. Data and programs are
stored as files in the secondary storage of a
computer system.
Hardware Management The OS interacts with devices through device
drivers and other related software for a
particular device. It is the intermediary
between programs and hardware.
Interrupt Management OS ensures all activities do not overlap to
overwhelm the computer. It handles when both
input and output devices need to use
computer resources simultaneously.
Error Handling Constantly controls and monitors the computer
system to detect errors and avoid faults in the
computer system.
Security Management Several measures can be used to protect the
computer system from threats, such as viruses
and unauthorised access. One common
measure is the use of passwords.
Categories of Operating Systems
There are FOUR categories of operating systems:
CATEGORY DESCRIPTION & EXAMPLES
Single-user OS Provides single-user access to a computer
system at a time. If another user needs
access, that user must wait for the current
user to exit. Examples: MS-DOS, Windows 95
(both now discontinued).
Multi-user OS Allows more than one user to access the
computer system at once. Access to the
computer system is normally provided via a
network so that users access the computer
remotely using a terminal or another computer.
Examples: UNIX, Virtual Memory System
(VMS), Windows Servers.
Single-user, single-task OS Allows one user to do one thing at a time.
Example: OS used by Personal Digital
Assistants (PDAs), also known as handheld
computers.
Single-user, multi-tasking OS Allows a single user to run multiple
applications on the computer simultaneously.
Found on most personal computers. Some
versions of Microsoft Windows are single-user,
multi-tasking operating systems.
Operating System Platforms
There are four commonly used operating system platforms: Windows, UNIX, Macintosh (Mac), and Linux.
Windows Operating System
• Developed by Microsoft Corporation to run on personal computers, servers, smartphones, and
embedded devices.
• The most widely used operating system in the world.
• Provides a Graphical User Interface (GUI), virtual memory management, multitasking, and support for
many peripheral devices.
Evolution of Windows OS:
S/N WINDOWS VERSION YEAR OF RELEASE
1 Windows NT family 1993
2 Windows 95 1995
3 Windows 98 1998
4 Windows ME 2000
5 Windows 2000 2000
6 Windows Server 2000 2000
7 Windows XP 2001
8 Windows Server 2003 2003
9 Windows Vista 2007
10 Windows Server 2008 2008
11 Windows 7 2009
12 Windows Server 2012 2012
13 Windows 8 2012
14 Windows 10 2015
15 Windows 11 2021
Macintosh Operating System (MacOS)
• Developed by Apple Inc.
• Runs ONLY on Apple computers.
• Mostly preferred for graphical design.
Linux Operating System
• A free and open-source operating system.
• Mostly used through a command line by advanced users, but also provides a graphical Windows-like
interface.
• Runs on most PCs from popular PC manufacturers.
• Has many distributions (flavours). Commonly used Linux distributions include: Ubuntu, Linux Mint,
Fedora, Red Hat, and OpenSUSE.
UNIX Operating System
• Originated in the late 1960s at AT&T's Bell Labs.
• Known for its design simplicity, modularity, and powerful command-line interface.
• A foundational operating system that significantly influenced the development of modern operating
systems such as Linux, MacOS, and various Berkeley Software Distribution variants.
• Its influence is particularly felt in server infrastructures and high-performance computing clusters.
4. MANAGING FILES AND FOLDERS
TERM DEFINITION
File A collection of data stored in one unit identified
by name. It can be a document, picture, audio,
video, application, or other collection of data.
Folder A container in which many files can be placed
into groups and organised on the computer.
Types of Files
• Data files — contain user data such as documents, images, videos.
• Program files — contain executable software instructions.
• System files — used by the operating system.
Common File Extensions
FILE EXTENSION TYPE OF FILE
.txt Plain text file
.doc / .docx Data file created in Microsoft Word
.xls / .xlsx Data file created in Microsoft Excel
.ppt / .pptx Data file created in Microsoft PowerPoint
.jpg, .jpeg, .gif, .bmp, .png, .tif Image files in various formats
.pdf Portable Document File
Creating a File
Steps to create a file:
1. Open the software program you want to use (e.g. Microsoft Word, Google Docs, Microsoft Excel,
Microsoft PowerPoint, or Google Slides).
2. Click on the File menu and select New.
3. Choose the type of file you want to create (e.g. Blank Document for a Word document).
4. A new file will open. You can now start adding content to your file.
5. When finished, click the File menu.
6. Click Save As icon.
7. Choose a location to save your file and enter a filename.
8. Click on the Save button.
📝 Note
Your file will now be saved. You can open it again at any time by double-clicking on the
filename.
Creating a Folder
Steps to create a folder:
9. Open the location where you want to create the folder (desktop or document library).
10. Right-click on an empty area and select New.
11. Follow the arrow under the new command.
12. Click Folder from the submenu.
13. Type a name in the specified area for the folder and press Enter.
14. The new folder will be created. You can now add files and folders to the new folder.
Deleting a File or Folder
Steps to delete a file or folder:
15. Locate the file or folder that you want to delete.
16. Right-click on the file or folder — a menu appears.
17. Click on the Delete icon.
18. If prompted, click Yes to confirm that you want to delete the file or folder.
⚠️Important 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. You CANNOT delete files or folders that are currently
in use — you must close all programs using the file before you can delete it.
Restoring Deleted Files and Folders
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.
Steps to restore a deleted file or folder:
19. Open the Recycle Bin (you can find the Recycle Bin icon on your desktop, or search for it in the
Start menu).
20. Locate the deleted folders or files that you want to restore.
21. Select the deleted folders or files and select "Restore the selected items."
22. The deleted folders or files will be restored to their original location once you have clicked
"Restore". You can then open and use them as usual.
💡 Tips
• To restore multiple folders/files: select them all, right-click and select Restore. • To
restore to a different location: right-click on the folder and select Restore to.
5. SYSTEM UTILITIES & DEVICE DRIVERS
5.1 System Utilities
📌 Definition
System utilities are software used to maintain and configure the computer system. Some
system utilities are shipped with the operating system and offer basic functionalities.
Another set are third-party utilities, which are not shipped with the OS but are used to
improve the performance of the system.
Examples of types of utility programs and their uses:
TYPE OF UTILITY FUNCTION
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 to protect it from accidental loss,
for example, in case a hard disk drive fails.
Data Recovery Recover a file or information that has been
deleted.
Anti-virus 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).
5.2 Device Drivers
📌 Definition
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.
Examples of devices that need device drivers when connected to a computer for the first time:
• Printer
• Scanner
• Mouse
• Keyboard
• USB device
• Network card
• Sound card
6. APPLICATION SOFTWARE
📌 Definition
Application software is software that handles a specific user task, such as writing a report.
Some examples of application software are word processors, spreadsheets, databases,
presentation software, and web browsers.
6.1 Word Processors
📌 Definition
Word processing is simply computerised typewriting. A word processor allows you to
quickly create, format, and edit text. The software also helps in correcting mistakes before
printing.
Most popular word processors: Microsoft Word and Open Office Writer.
Uses of word processors:
• Writing text-based documents such as assignments, resumes, letters, and books.
• Creating, editing, and formatting text quickly.
• Correcting mistakes before printing.
• Using a word processor is considered a fundamental skill in today's digital age.
6.2 Spreadsheets
📌 Definition
Spreadsheet software helps to manipulate data. It is widely used to predict performance,
compute tax, prepare payroll, generate charts, and compute revenue in businesses.
Most popular spreadsheet software: Microsoft Excel and Open Office Calc.
Uses of spreadsheets:
• Predict performance and compute revenue in businesses.
• Compute tax and prepare payroll.
• Generate charts.
• In schools: lesson preparation, preparing school budgets, calendars, attendance registers, and
analysing examination results.
Common features of all electronic spreadsheet programs:
• Ability to perform automatic re-calculation of values when changes of value occur in related cells.
• Ability to allow a user to work on multiple worksheets simultaneously.
• Availability of different functions, such as statistical functions, which simplify calculation tasks.
6.3 Presentation Software
📌 Definition
Presentation software is used to create and deliver electronic presentations. A
presentation consists of units called slides. A series of slides arranged according to the
logical flow of a presentation form an electronic presentation.
Each slide may contain different combinations of text and graphics.
When delivering a presentation, a multimedia projector or any other projection media can be used to
display slides to the audience.
Common presentation software:
• Microsoft PowerPoint
• Apache OpenOffice Impress
• Google Slides
6.4 Database Management Systems (DBMS)
📌 Definition
Database management systems are software that helps to organise and store data so that
it can be easily retrieved and updated. It is hard to find an enterprise software solution or a
website on the Internet that does not use a database for data storage.
Most popular database management systems:
• Microsoft Access
• Microsoft SQL Server
• Oracle
• MySQL
7. SOFTWARE INSTALLATION
📌 Definition
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. For a new
application or software to be used on a computer, it needs to be installed before running
and utilising its features.
Key Concepts of Software Installation
CONCEPT EXPLANATION
Purpose of Installation Computer programs are typically distributed in
a compact form, such as installation files or
setup packages. These files need to be
unpacked, copied, and configured on the
system in specific locations, along with any
necessary dependencies, to ensure the
software can function correctly.
Installation Process The installation process can vary depending
on the operating system and the complexity of
the software. It usually involves steps like
downloading or obtaining the installer, running
the installer, obtaining the license agreement
and configuration, copying files, registering
dependencies, and finalising.
Uninstallation Software installation is not a one-way process.
Users can typically uninstall the software if
they no longer need it or wish to free up space
on their system. Uninstalling a program
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 Some software installations include
mechanisms for automatic updates, allowing
the software to download and install the latest
patches and improvements, ensuring that
users have the most up-to-date version.
OS Compatibility It is essential to ensure that the software being
installed is compatible with the operating
system on the target computer. Different
operating systems have different installation
formats and requirements.
Steps for Software Installation
The process of installing software can vary depending on the Operating System you are using. These
steps can vary based on the OS and the specific software being installed:
23. Step 1: Obtain the file for installation — Get the installation file for the software you want to install.
This file may be downloaded from the internet, provided on physical media like a CD or DVD, flash
drive, or distributed within an organisation's network.
24. Step 2: Check system requirements — Before starting the installation, review the system
requirements for the software. Ensure that your computer meets the minimum specifications for
running the software.
25. Step 3: Run the installer — For Windows OS, double-click on the downloaded installation file to
start the installation process. On some other OS, right-click on the file and select "Run as
administrator" to ensure proper permissions. Select the operating system you want to install.
26. Step 4: License agreement — The process presents a license agreement or terms of service. Read
the agreement carefully and, if agreed, click "Accept" or "Agree" to proceed with the installation.
27. Step 5: Choose installation options — Some software installers provide options for customisation.
Choose the installation that fits. Create shortcuts or select specific components or features to install.
Click "Next" or "Install" to continue.
28. Step 6: Wait for installation — The installer will now copy the necessary files on the computer and
set up the software. Depending on the software's size and complexity, this process may take a few
moments to several minutes.
29. Step 7: Complete installation — Once the installation process is finished, a message indicating that
the software has been successfully installed may appear. Click "Finish" or "Close" to exit the
installation wizard.
30. Step 8: Check for updates — After installation, it is a good idea to check for updates to ensure that
the latest version of the software has any bug fixes or improvements. Some software may have an
automatic update feature.
31. Step 9: Test the software — Launch the newly installed software and ensure that it runs correctly.
Test out its features and functionalities to verify that everything is working as expected.
8. KEY TERMS GLOSSARY
KEY TERM DEFINITION
Software A set of programs (instructions) and data that tell a computer how to
perform specific tasks or functions.
System Software Software that provides the basic functions to operate a computer,
guiding hardware on how to interact.
Application Software that handles a specific user task, such as writing a report or
Software creating a presentation.
Operating System Software that manages all other application programs in a computer and
(OS) acts as an interface between the user and hardware.
GUI Graphical User Interface — an interface that allows users to interact with
a computer using images and icons rather than typed commands.
Device Driver Software that allows a specific device to communicate with the
computer's operating system.
System Utility Software used to maintain and configure the computer system (e.g. disk
cleaner, antivirus).
File A collection of data stored in one unit identified by name (e.g. document,
picture, audio, video).
Folder A container in which many files can be placed into groups and organised
on the computer.
Recycle Bin A special place in secondary storage where deleted files and folders are
stored before permanent deletion.
Word Processor Software that allows you to quickly create, format, and edit text (e.g. MS
Word, Open Office Writer).
Spreadsheet Software that helps to manipulate data in rows and columns (e.g.
Microsoft Excel, Open Office Calc).
DBMS Database Management System — software that helps to organise and
store data so it can be easily retrieved and updated.
Software The process of setting up and configuring a software program on a
Installation computer to make it available for use.
Multitasking OS An operating system that allows performing multiple tasks at the same
time.
Multi-user OS An operating system that allows more than one user to access the
computer system at the same time.
Open-source Software whose source code is freely available for anyone to use,
modify, and distribute (e.g. Linux).
9. REVISION QUESTIONS
📝 Instructions
Attempt all questions. These questions are taken directly from the textbook exercises and
revision exercises.
Section A — Short Answer Questions
32. What is computer software? Give examples.
33. Describe the importance of computer software in relation to Computer Science.
34. Differentiate between system software and application software.
35. What would happen if the computer we have today could not have software?
36. Explain the relationship between hardware and software in a computer system.
37. How does the choice of software impact the functionality of a computer system?
38. Describe the importance of drivers and compatibility when connecting peripheral devices to a
computer.
39. Explain why using drivers specifically designed for the operating system is crucial.
Section B — Operating System Questions
40. What is an operating system? State its functions.
41. State FOUR categories of operating systems and give an example of each.
42. Name FOUR operating system platforms and briefly describe each.
43. What are the advantages of a multi-user operating system?
44. What are the disadvantages of a multi-user operating system?
Section C — Files & Folders Questions
45. List SIX common file extensions and state what each is used for.
46. Describe the steps to create a file on a computer.
47. Describe the steps to create a folder on a computer.
48. Explain what happens when you delete a file. How can you permanently delete it?
49. Describe the steps to restore a deleted file from the Recycle Bin.
Section D — Application Software Questions
50. Name THREE examples of word processing software.
51. State THREE common features of electronic spreadsheet programs.
52. What is presentation software? List its common examples.
53. What is a DBMS? Give examples of popular database management systems.
Section E — Software Installation Questions
54. Describe the steps involved in installing a software application on your computer.
55. What is uninstallation of software? Why would someone uninstall software?
56. Why is it important to check system requirements before installing software?
57. What are automatic updates in software installation?
CHAPTER SUMMARY
CHAPTER 4 — COMPUTER SOFTWARE: SUMMARY
• Computer software refers to the programs that enable a computer to perform specific tasks.
• Software can be categorised into two types: system software and application software.
• System software includes operating systems such as Windows, MacOS, Unix, and Linux,
which manage the computer's resources and allow communication between hardware and
software components.
• System software also includes device drivers which enable hardware components to work
with the operating system, and utility software used to perform specialised tasks.
• Application software consists of programs designed for specific tasks, such as word
processors, spreadsheets, web browsers, media players, graphics editors, and more.
• Software installation involves setting up and configuring software programs on a computer
system through a series of steps including obtaining the installer, accepting the license, and
completing setup.