SOFTWARE

LESSON 2

Sefakor Awurama Appiah

INTRODUCTION

As important as hardware devices

may be, they are useless without the
instructions that control them.
These instructions used to control the
hardware and accomplish tasks are
called software
A Software, therefore, refers to parts of the
computer which does not have a material
form (intangible), such as programs, data,
protocols, etc. with a set of instructions
which tells the computer what to do.
 Software can be categorized into two (2),

✓ system software and

✓ application software
 Systems Software
 It is the set of programs that lies between
applications software and the hardware devices.
All computers, regardless of size, require the
operating systems software.

 As soon as your personal computer is turned on,

the operating systems software is loaded into the
memory (RAM) in order to use your computer
devices and other software.
 Thus a typical example of the system
software is the Operating Systems
software

 Examples of Operating systems are the

MS-DOS, Ms Windows, Linux, Mac Os,
e.t.c
 DOS (DISK OPERATING SYSTEM)

A few years ago, personal computers used

an operating system called DOS, (Disk
Operating System).
 This was a command-driven program in
which you needed to know and memorized
command names and syntax before you
can use.
 The need for more user-friendly software brought

about Microsoft Windows operating systems

software.

 Icons or pictures, requiring little or no knowledge of

spelling or syntax was the hallmark of Windows

operating system.

 Windows is a GUI (graphical user interface).

 A GUI uses graphic symbols, icons, in its interface.

 Further, Windows allows multitasking,
which means that you may use more than
one program at the same time.

 The newest version of Windows in use now,

is Windows 10
 Some of the most important system software categories
included:

UNIX System V, IBM AIX, HP-UX,

Unix and BSD
Solaris (SunOS), IRIX,
List of Linux distributions,
GNU/Linux
Comparison of Linux distributions
Windows 95, Windows 98, Windows
NT, Windows 2000, Windows XP,
Operating Microsoft Windows
Windows Vista, Windows 7, Windows
system CE, Windows 8, Windows 10
86-DOS (QDOS), PC-DOS, MS-DOS,
DOS
DR-DOS, FreeDOS
Mac OS Mac OS classic, Mac OS X
iPhone OS Inferno, Palm OS
Embedded and real-time Symbian OS, Windows CE,
Embedded Linux
 Applications software
 This allows you to perform a particular task
or solve a specific problem.
 Word-processing, spreadsheet, database
are one of the most widely used examples of
application software.
 Other examples include games, tax
preparation programs, typing tutor, etc.
 Some of the most important application software
categories included: Word processing, Desktop publishing,
Presentation program, Database
Office suite
management system, Spreadsheet,
Accounting software

Browser, E-mail client, Web server, Mail

Internet Access
transfer agent, Instant messaging
Digital audio editor, Audio playback,
Audio
Mixing, Audio synthesis, Computer music
Application
Software Compiler, Assembler, Interpreter,
Debugger, Text editor, Software
Software engineering
performance analysis, Revision control,
Software configuration management

Edutainment, Educational game, Serious

Educational
game, Flight simulator, etc.
Artificial intelligence, Antivirus software,
Misc. Malware scanner, Installer/Package
management systems, File manager
 INTRODUCTION TO WINDOWS

 Windows is an operating system with a

Graphical User Interface (GUI).

 The range was first introduced by Microsoft

in 1985 and eventually has come to
dominate the world’s personal computer
market.
 VERSIONS OF WINDOWS
 Windows 3x, Windows 9x, Windows 2000, ME,
Windows XP, Windows Vista, Microsoft Windows
7, Windows 8, Windows 8.1. The current
Microsoft operating system on the market is
Microsoft Windows 10.

 Unlike the DOS and some of the other operating

systems, Microsoft Windows is a mouse friendly
as well as user friendly.
 MOUSE

 The mouse is a handheld device. It allows the user to

send instructions to the computer.

 At the front view of the mouse;

 a tail

 Left button

 right buttons

 at the back view; the belly and the track ball or the
sensor.

 The latest versions have laser instead of the ball.

 Scroll Button

Mouse Tail
 The mouse can be used to click (selecting), double
clicking and dragging.

"Select/ Clicking"

 While using Windows when you want to do something

you have to tell Windows what you intend to edit or
manipulate.

 With selecting or clicking, you move the mouse

pointer to the object and press the left button of the
mouse once, to get the object selected.
Double Clicking
Double clicking is done by positioning the mouse
pointer on the object and pressing the left button of
the mouse twice in quick repetitive succession.

"Drag”
“Dragging” is done by clicking and holding the left mouse
and moving the mouse at the same time. This help move
the object from one location to the other. Drag and Drop
can help you copy or move (cut) an object to different
location depending on the situation
RIGHT CLICKING

Right clicking displays popup menus

that can help the user manipulate the
selected item.

Right clicking is a quick step to

access some commands in windows.
 INTRODUCTION TO PERSONAL COMPUTERS AND
DESKTOP

INTRODUCING THE DESKTOP

 Desktop is the screen background in most Graphical
User Interfaces (GUIs) on which window, icons, and
dialog boxes appear.
 It is a virtual desk of your office desk.
 On the desktop of the computer you can locate the Icons
(picture representation of files, folders and programs
e.g. folder icon, document icon, program icon,
shortcut icon).
 TASKBAR

 The taskbar is the horizontal bar at the very foot

of the desktop.

 All executed task are displayed on the taskbar.

 It can be relocated to either the left, right or the

top of the desk top.

 At the far left end of the task bar is displayed the

current time, the antivirus in use and more.
 The taskbar also contain the Start Button.

 The start Button is the main entry point to access

programs or applications and utilities in your

computer.

 You can move further into the various sub-

categories by positioning the mouse over the

category you are interested in to automatically open

the next sub-category.

THE WINDOWS 7 TASKBAR

 The taskbar is the thin strip that runs across the bottom of
your screen.

 It is split into a number of different areas: a round Start

button, Quick Launch icons, a notification area, and a clock.

 All other areas are the Taskbar itself. The image below
shows where the different areas are:
THE WINDOWS 7 START BUTTON

 Arguably, the most important part of the Taskbar is the

Start button.

 The Start button is where a lot of the action takes place in

Windows 7.

 The Start button can be found in the bottom left of your

screen, and looks like this

 Click the Start button once with your left mouse button and
you'll see a menu appear:
 In this lesson we will cover the basics of
Windows 7.
 We will start with the Start menu, desktop
and screen saver then move through the
control panel and explore the topics of user
accounts, Appearance and Themes,
printers, mouse, folder options and sound.
 We will then move onto file structure.
 Lets' get started with learning about the start
menu and desktop.

 The Windows start menu is where you will find

and access all of your programs and settings.
 Click on the Windows icon in the lower left
corner of your working screen.

 The Windows 7 Start Menu will look like this.

 The left hand column is a list of recently used
programs and will change as you use your computer.

 The right hand column is where you will see the

standard menu including the control panel, device
and devices and printers and help and support.
 Below the left hand column is a search box.

 In this box you can type a file name, folder name,

program, or extension and search for the location
on the computer.

 If you do not press enter after your search, your list

of matching items will appear above the search box
in the start menu.

 By clicking the magnifying glass or pressing enter a

window will open with a list of the matching items.
Below the right hand column of the
start menu options is the shut down
button. Clicking the button will shut
down the computer properly.
If you would like more options click the
arrow on the button to get a list of
options.
 The first option is to switch users. This will keep the
current user logged into the computer and bring you back
to the sign in window to log into another account.
 Log off will log the user off closing all programs and return
you to the sign in menu.
 Lock will lock the computer so a password will have to be
entered before being able to log back on. Any open
programs will remain open until closed by the user or the
computer is shut down.
 Restart will log off all users shut down the computer and
reboot it to the log in menu.
 Sleep will keep all programs running but shut down the
monitor and non essential components of the computer.
It will keep any programs open but will only use minimum
resources to keep the computer running.

 Hibernate is used primarily for laptops. It uses even less

power than sleep mode by placing your open work on
your hard drive and turning your computer off with the
ability to recover any open work when the computer is
turned back on.
 THE WINDOWS 7 DESKTOP

 You can arrange the icons on the electronic

desktop just as you can arrange real objects on
a real desktop -- moving them around, putting
one on top of another, reshuffling them, and
throwing them away.
 Many users put files and shortcuts to programs
on their desktop so they can find them easily
 Right click anywhere on the desk top you can access the
features menu.

 These features allow you to move, change the view, and sort
icons on your desktop. It will also open windows for you to
make changes to the appearance of your desktop.
 Put your mouse over View.

 This will bring up another menu, you can use to change the size

of your icons by selecting, Large Icons, Medium Icons, or Small

Icons.

 You can also automatically arrange your icons with Auto Arrange.

 This feature if checked will automatically organize your icons on

your desktop when new items are deleted. Align icons to grid will

keep all icons in a line and won't let you place them out of line on

your desktop.

 Show desktop icons if checked will show all icons placed on your

desktop. If unchecked no icons will show up on your desktop

INTRODUCTION TO MS OFFICE
 MICROSOFT OFFICE 2013
A package of softwares
 Word – text editor
 Excel – spreadsheet

 PowerPoint – presentations

 Outlook – e-mail

 Access – database

 Publisher – brochures, calendars, postcards, etc.

 +++

 The current versions are Office 2016

OBJECTIVES

 Understand how word processors work

 Customize Microsoft Word

 Use features that improve readability

 Check spelling and grammar

 Display a document in different views

 Prepare a document for distribution

 Modify document properties

INTRODUCTION
 A word processor is a computer application used for the
typing, editing, formatting, and perhaps printing.

 Example of word processing applications are

 Word Perfect

 Professional Write

 Corel WordPerfect

 Open Office.org (Open Source)

 Microsoft word etc.

 In this course, attention will be on Microsoft word

 MS WORD
 Microsoft Word is a full-featured word
processing program for Windows and the
Macintosh from Microsoft.
 It is a sophisticated program with
rudimentary desktop publishing
capabilities that has become the most
widely used word processing application
on the market.
 It was originally written by Richard Brodie for
IBM PCs running DOS in 1983. With Microsoft
Word you can create professional-looking,
formatted text documents.

 Microsoft Word enables you to type all kinds of

documents, edit, add objects (drawings, pictures
etc) and print e.g. letters, reports, articles,
magazines etc
 VERSIONS OF MICROSOFT WORD
 Word 6.0
 Word 95

 Word 97

 Word 2000

 Word XP

 Word 2003

 Word 2007

 Word 2010

 Word 2013

 The current version on the market is Word 2016

 Microsoft OFFICE WORD 2013 allows you to
create and edit personal and BUSINESS
documents, such as letters, reports, invoices,
emails and books

 By default, documents saved in Word 2010 are

saved with the .docx extension. Microsoft Word
can be used for the following purposes:
 To create business documents having various graphics
including pictures, charts, and diagrams.

 To store and reuse ready-made content and formatted

elements such as cover pages and sidebars.

 To create letters and letterheads for personal and

business purpose.

 To design different documents such as RESUMES or

invitation cards etc.

 To create a range of correspondence from a simple office

memo to legal copies and reference documents
 Word processing software, such as Microsoft Word 2010,
is the most commonly used type of software.
 Students, office assistants, managers, and professionals
in all areas use word processing software to produce a
variety of documents.
 Common examples of such document include: An annual
report, a supply list, a newsletter, and an agenda.
 Word processing software enables you to enhance
documents in a wide variety of ways that you will explore
as you complete this lesson.
WORD PROCESSING
 THE WORD WINDOW
Quick Access Toolbar Title bar

Rulers Scroll bar

Status bar
View buttons Zoom slider
 As shown here, a document opens in a window.
Tools are placed conveniently around the
document.
 The status bar contains information that is
useful. If you have used other Office software
applications, then some of the tools will be
familiar to you.
 The basic features of Word are the Ribbon, the
Quick Access Toolbar, the scroll bars, and
the status bar.
 In Word, the status bar displays the page
number where the insertion point is located,
the total number of pages, and the total
number of words.

 The view buttons display the document in

various layouts, such as Print Layout, Full
Screen Reading, Web Layout, Outline, and
Draft.
THE RIBBON
 WORD WRAP
 Word wrap is an automatic function in word processing
software. It enables you to type continuously without pressing
Enter at the end of every line. The only time you press Enter
is at the end of a paragraph. This saves you from having to
worry about how much text will fit on a line.

 A hard return is created when you press Enter to move the

insertion point to the next line.
 A soft return is created by the software as it wraps the text to
a new line. As you insert or delete text, the soft returns adjust
automatically.
 The paragraphs at the top of the figure shows
two hard returns.

 The first paragraph has four soft returns and the

second has three.

 When the margins were moved for the third and

fourth paragraphs, the hard returns remained
but the number of soft returns decreased
because more text fits on the lines.
 WORD WRAP

Soft returns
Hard returns

Soft returns
Hard returns
KEYBOARD SHORTCUTS
Keys Moves Insertion
Point
Left arrow One character left
Right arrow One character right
Up arrow Up one line
Down arrow Down one line
Home Beginning of the line
End End of line
PgUp Up to the previous page
PgDn Down to the next page
 TOGGLE SWITCHES
A toggle, when pressed or clicked, causes the
computer to switch from one setting to another.
 You are probably familiar with the Caps Lock
action on the keyboard. Each time you press it,
the next thing you type will change from
uppercase to lowercase, or vice versa.
A number of features in Word work in a similar
way. Bold, Italic, and Underline commands are
toggles.
 Another toggle command is the Show/Hide
feature. When active, the formatting applied
to a document is revealed.
 Located in the Paragraph group on the
Home tab, non-printing format marks
appear when it is active. This slide shows
the formatting marks for this document
when the Show/Hide feature is on.
 TOGGLE SWITCHES

Show/Hide

Tab

Hard return

Space between words

PAGE NUMBERS
 Lengthy documents benefit from the addition of page
numbers. They serve as a reference point for the writer and
the reader.

 The Page Number command in the Header & Footer group

on the Insert tab is used to place page numbers into a
document. If you add or delete pages, Word will
automatically adjust the page numbers. You can select to
display the numbers at the top or bottom of the page in the
header or footer areas, and they can be left, center, or right
aligned.
PAGE NUMBERS
Placement options Format Page Numbers

Gallery
 Using Word you can customize the format of the
page numbers.
 For instance, you may wish to use Roman numerals
on the preface pages and Arabic numbers on later
pages.
 You may also start the page numbering on a page
other than the first page, as commonly done when
creating the title page.
 Click Page Number on the Insert tab and then
Format Page Number. The feature displays the Page
Number Format dialog box.
 PAGE NUMBERS (CONTINUED)

Page Number Click to display formats

Start numbering on page

COVER PAGE
 Word 2010 offers a feature that enables you to
quickly create a preformatted cover page for your
document.

 Click Cover Page in the Pages group on the Insert

tab to view the gallery of designs. For each
design, fields such as Document title, Company
Name, Date, and Author enable you to
personalize the cover page. If you do not need a
field, you can remove it.
 COVER PAGE
Cover Page

Gallery

More cover pages

 HEADERS AND FOOTERS
 Headers and footers give your documents a professional
appearance. The header consists of one or more lines of text
at the top of each page. The header might include the name
of the organization, author, or title.

 The footer displays at the bottom of the page. It might

contain a page number or the date the document was created.
If you use the Header and Footer features to set up these
areas, they appear automatically on every page of the
document. You also have the option to use only a header or a
footer, or to use both.
 HEADERS AND FOOTERS
Formatting options Fields to insert Display options Position options

Header area

Footer area
 WATERMARKS
 Watermarks refer to very light text or graphics behind the text of
a document. It is often used by companies to add the logo to
documents. Sometimes the status of a document, such as for
review only, confidential, or draft is used as watermark text.
Shown here are the words For Review Only as a watermark.

 Click Watermark on the Page Background group on the Page

Layout tab to select a watermark from the gallery, or click
Custom Watermark at the bottom of the gallery to set a picture or
other text as the watermark. Watermarks do not appear on
documents saved as Web pages, so you will not see them if you
are in Web Layout view.
 WATERMARKS
Watermark

Watermark
options

Watermark
SAVE A DOCUMENT
 It is important to remember to save your document regularly as you
are working on it. By default, documents save as Word 2010 files.

 When you complete your work on a document and are ready to

share the document, you should consider compatibility issues that
might arise. Because some people may have a different version of
Microsoft Word, you may want to save the document in Word 97 –
2003 format. Click the File tab, and then click Save As. Select the
Save as type arrow and select Word 97 – 2003. Type a name for
the file in the Save As box. The document will be saved with a .doc
extension rather than the .docx extension of a Word 2010 file.
SAVE A DOCUMENT

Save as type arrow

Word 97 – 2003
SUMMARY

 Word processors have features that make it easy

to create documents.

 Consider both the content and look of the

document.

 Create copies of documents and back up

changes at every opportunity.
QUESTIONS