Categories of Software

Different categories of application software are as follows:

BusinessGraphics and MultimediaHome/Personal/Educational
Word ProcessingComputer-aided DesignSoftware Suite
SpreadsheetDesktop PublishingPersonal Finance
Presentation GraphicsPaint Image EditingLegal
Note TakingVideo and Audio EditingTax Preparation
Personal Information ManagerMultimedia AuthoringClip Art/Image Gallery
PDA Business SoftwareWeb Page AuthoringHome Design/Landscaping
Software SuiteEducational
Project ManagementReference
Accounting
EmailFTPNewsgroup/Message Board
Chat RoomInstant MessagingVideo Conferencing

1. Business Software

Business software is used to improve business activities. Different types of business software are as follows:

Word Processing Software

A word processing program is used to produce letters, applications and other documents. Word processing is used in business to generate different documents.

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Features of Word Processing Software

Following are some important features of word processing software:

1. Toolbars

Toolbars display shortcut buttons to make editing and formatting quicker and easier.

2. Undo & Redo

Word processing software provides an undo feature, which is used to remove the effect of last action. For example, if a paragraph is deleted by mistake, it can be recovered back on the screen by using the undo command. Actions can be done again by using Redo.

3. Mail Merge

A mail merge is a process of combining a form letter with the contents of database. It is usually a name and address list. The mail merge feature make it easy to send the same letter to a list of different people with the correct name and address printed on each letter.

4. AutoText

Word processing software provided the feature to store text permanently for using repeatedly in documents.

5. Tables

Table is a collection of rows and columns. It can easily display data. Tables can also be formatted. The user can easily add rows and columns from a table without disturbing data.

6. Find and Replace

Word processing software allows you to find a particular word or piece of text by using Find command. The found word can be replaced by executing Replace command.

7. Spelling and Grammar Check

Spelling and Grammar features in word processing software help the user correct any mistakes made when typing the document. Your misspelled words are highlighted.

8. AutoCorrect

Word processing software automatically corrects many commonly misspelled words and punctuation marks with the AutoCorrect feature.

9. AutoFormat

AutoFormat feature automatically changes text as you type. It includes such formatting as numbered and bulleted lists, borders, capitalization, and common spelling errors.

10. Wizard

Word processing software feature that answers your questions and uses the answers to lay out and format a document. wizards make it easy to prepare professional-looking resumes, faxes and other documents.

11. Thesaurus

Word processing feature that will present you with the appropriate word or alternate words. The thesaurus feature hepls users prepare well-written document.

12. Template

A template is a preformatted document that serves as a model to create new documents. You can create professional looking letters, memos, reports etc. easily.

13. Column

Word processing software allows dividing the page in the form of columns. You can use any number of columns in your documents.

14. Printing

Word processing software provides printing facility. You can print your documents to get a hard copy. Printing can be of whole document or of any required range.

15. Formatting

Word processing software provides a wide range of formatting facilities. You can change the color, background color, size and style of your text. You can apply to format on characters, paragraphs and whole pages.

16. Voice Recognition

Some latest word processing software provides voice recognition facility. The user speaks in the microphone and the words are written in the document. It can also recognize different commands.

Uses of Word Processing Software for Office Work

Word processing software can be used to manage office work in the following ways:

1. Preparing Letters

Word processing software can be used in office for writing letters to different officials, customers or government authorities. Office personnel can interact with different people through letters prepared in MS Word.

2. Preparing Applications

Word processing software can be used in office to write applications to different officials or government authorities. MS World provides many facilities to write attractive and effective applications.

3. Preparing Notices

Word processing software can be used in office to prepare important notices to be issued to different employees. An organization issues different types of notices to its employees and workers.

4. Preparing Faxes

Word processing software can be used in office to prepare important faxes. Fax is an important way to communicate with people. It also provides predefined styles of faxes.

5. Preparing Memorandums

Word processing software can be used in office to prepare memorandums. MS Word also provides predefined styles of memorandums.

6. Preparing Legal Pleadings

Word processing software can be used in office to prepare legal pleadings against different people or organizations to get your right. MS Word also provides predefined styles of legal pleadings.

7. Preparing Meeting Agendas

Word processing software can be used in office to prepare agendas for different meetings. These agendas can then be distributed to different members of the meeting. MS Word also provides predefined styles of agendas.

8. Preparing Calendar

Word processing software can be used in office to prepare calendar. MS Word also provides predefined styles of calendar.

9. Preparing Resumes

Word processing software can be used in office to prepare different types of resumes. People can use these resumes for jobs. MS Word also provides predefined styles of resumes.

10. Preparing Reports

Word processing software can be used in office to prepare different reports. These reports are very important for making critical decision in the office. MS Word also provides predefined styles of legal pleadings.

2. Spreadsheet Software

Spreadsheet software is used for calculations. It provides worksheets to enter data. A worksheet is a collection of rows and columns. It allows you to make different calculations using formulas and built-in functions. We can also display our data using charts and figures.

Computerized spreadsheets can calculate data easily, accurately and efficiently. Large quantities of numbers can be added, subtracted, multiplied and divided. When new data is inserted in an existing spreadsheet, re-calculations are performed automatically.

  • It increases the ease and speed of calculating.
  • It makes it easy to modify information and recalculate automatically.
  • It displays numeric data as a chart or graphs.
  • It incorporates numeric data into another software application.

Features of Spreadsheet Software

Following are some important features of spreadsheet software:

1. Toolbars

Many toolbars displaying shortcut buttons are available to make editing and formatting quicker and easier in Spreadsheet software.

2. Undo & Redo

Spreadsheet software provides an undo feature, which is used to remove the effect of last action. For example, if a value is deleted by mistake, it can be recovered back on the screen by using the undo command. Actions can be done again by using Redo.

3. AutoFill

AutoFill is used to automatically fill cell with a series of numbers, dates etc.

4. Find and Replace

Spreadsheet software allows you to find a particular word or piece of text by using Find command. The found word can be replaced by executing Replace command.

5. Spelling and Grammar Check

Spelling and Grammar features in Spreadsheet software help the user correct any mistakes made when typing in a sheet. Your misspelled words are highlighted. Spelling errors are highlighted by red underline and grammar errors by green underline.

6. AutoCorrect

Spreadsheet software automatically corrects many commonly misspelled words and punctuation marks with the AutoCorrect feature.

7. AutoFormat

AutoFormat is a feature that automatically changes text as you type. AutoFormat includes such formatting as numbered and borders, capitalization, and spelling errors.

8. Template

A template is a preformatted document that serves as a model for other documents. You can create professional-looking letters, memos, reports, and other documents easily.

9. Formula Bar

Spreadsheet software allows you to keep track of cell addresses and to easily enter formulas for performing calculations.

10. Built-in Functions

Spreadsheet software provides many built-in functions. You can apply lengthy calculations on worksheet easily by using these functions.

11. Sorting

Sorting is the process of arranging your data in a particular order. You can sort the data in your worksheets in ascending or descending order.

12. Chart

Charts are graphical representation of your data. Spreadsheet software provides different types of charts. These charts can be formatted, resized or moved.

13. Filter

Filter allows to display the required data in a worksheet by giving a criteria. Remaining data is hidden temporarily. For example, you can display the records of passed students.

14. Subtotal

This feature is used to summarize your data with reference to a particular field. The summary of data may be sum, average or maximum etc.

15. Auditing

If you have used a formula in a cell, you can find out which cells are used in that formula by using this feature. Spreadsheet software display arrows to all cells, which are used in that formula.

16. Protection

This feature is used to protect a particular data or whole sheet for security point of view. You can also unprotect the protected data later.

17. Printing

Spreadsheet software provides printing facility. You can print your documents to get a hard copy. Printing can be of whole document or of any required range.

18. AutoComplete

This feature is used to complete your data automatically. If you are typing a word in a cell that has already been used in another cell, Excel can complete it automatically.

19. Recalculation

Re-calculation is an important facility. If you have used a formula in a cell, the value is automatically recalculated if there is any change in the referenced cell.

Uses of Spreadsheet Software in Commerce

The students of commerce can use Spreadsheet software in the following ways:

1. Computerized Worksheet & Workbook

Different tasks in commerce are performed using worksheet and workbook. Spreadsheet software provides computerized worksheet and workbook. It provides an easy and efficient way of maintaining data in these worksheets.

2. Stock Handling

Spreadsheet software can be used to handle the stock of an organization. It provides many facilities for commerce people to perform complex calculations in stock management.

3. Accounts Handling

Spreadsheet software are used to handle the accounting system of an organization. An accounting system manages daily transactions of an organization. Spreadsheet software is used to prepare balance sheet, trial balance, ledger and other information related to accounts.

4. Record Keeping

Spreadsheet software can be used in commerce for record keeping. An organization can manage its data in spreadsheet software. It provides many facilities to store a large volume of data in an easy and efficient manner.

5. Quick Calculations

The data stored in spreadsheet software can be processed easily. Different types of calculations can be performed on this data in less time. Spreadsheet software provides many built-in functions to perform different calculations.

6. Automatic Recalculation

Spreadsheet software provides the facility of automatic recalculation. If the user applies some calculation on data, it is automatically recalculated if the data is changed.

7. Graphical Representation

Spreadsheet software provides the facility of presenting data graphically. It provides different types of charts. Charts display the data in an attractive and easy to understand way.

8. Predefined Functions

Spreadsheet software provides many predefined functions to perform many tasks of commerce. The user has to put less effort in performing difficult tasks.

3. Database Software

A database software is also called a database management system. Database management system (DBMS) is a collection of programs that are used to create and maintain a database. DBMS is a general-purpose software system that provides the following facilities:

  • It provides the facility to define the structure of the database. The user can specify the data types, format, and constraints for the data to be stored in the database.
  • It provides the facility to store data on some storage medium controlled by DBMS.

4. Presentation Software

Software that uses graphics, animation, sound and data or information to make visual presentation. These presentations can be used directly on the computer screen. You can also print them for different uses.

Features of Presentation Software

Following are some important features of presentation software:

1. Toolbars

Many toolbars displaying shortcut buttons are available to make editing and formatting quicker ard easier in presentation software.

2. Undo & Redo

Presentation software provides an undo feature, which is used to remove the effect of last action. For example, if a paragraph is deleted by mistake, it can be recovered back on the screen by using the undo command. Actions can be done again by using Redo.

3. AutoContent Wizard

The AuloConlent Wizard provides templates and ideas for a variety of presentation types. It guides the user to create presentation by just following simple steps.

4. Design Template

Presentation software provides many templates with different backgrounds and text formatting to begin your presentation.

5. Auto Layout

AutoLayout is collection of predefined styles of slides. You can select any layout for your presentation.

6. Audio & Video

You can add sounds and videos in your presentations. It enhances the effects of your presentation.

7. Annotations

Speakers often prepare a set of notes called annotations to accompany their slides. Using a presentation program, you can prepare notes for each slide as you create your presentation.

8. Auto Shapes

Presentation software allows you to draw many different geometrical shapes, arrows, flow chart symbols, stars, and banners on the slides.

9. Spelling and Grammar Check

Spelling and Grammar features in presentation software help the user correct any mistakes made when typing. Your misspelled words are highlighted. Spelling errors are highlighted by red underline and grammar errors by green underline.

10. Save as Web Page

Slides can be saved to post for Internet. You can save any of your slides to display it on your website.

11. Printing

Presentation software provides printing facility. You can print your slides to get a hard copy. Printing can be of whole presentation or of any required range.

12. Formatting

Presentation software has a wide range of formatting facilities. You can change the color, background color, size and style of your text.

13. Animation

You can animate the contents of your presentations. Different types of movements can be applied. It makes your presentation more attractive.

5. Personal Information Managers

A software application that is used to manage personal information is called a personal information manager. It includes appointment calendar, address book, notepad etc. It is used to store telephone messages, project notes, reminders, address lists, important dates and appointments.

An appointment calendar of PIM is used to schedule activities. Address book is used to store names, addresses and phone numbers. Notepad is used to record ideas, reminders and other important information.

Many handheld computers provide the facilities of PIM such as calculator, word processing, spreadsheet, games and email and web browsing.

6. Software Suite

A set of application software available as a single package is called software suite. When the software suite is installed, all application software in-suite are installed. Normally, a software suite consists of word processing, spreadsheet, database and presentation graphics. Most widely used software suites are Microsoft Office and Lotus SmartSuite.

Purchasing a software suite is comparatively less expensive than purchasing each application separately. It is also easier to use because all applications in the suite usually use a similar interface.

7. Project Management Software

Project management software is used to plan, schedule, track and analyze the events, resources and costs of a project. This software is used by different types of people to manage and complete the projects within time. For example, a software developer can use it to develop the software within the specified time. A construction manager can use it to manage the schedule of the construction.

8. Accounting Software

Accounting software is used to store and report financial transactions of companies. It is used to generate general ledger, accounts receivable, accounts payable, purchasing, invoicing, job costing and payroll functions. Accounting software is also used to write and print checks, update and reconcile balances on demand etc.

Latest accounting packages also provide online deposit and payroll services. This facility allows companies to deposit paychecks directly into accounts of their employees.

Many accounting applications provide many complex facilities such as multiple companies reporting, foreign currency reporting and forecasting the amount of raw material needed for products.

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