Course Code Course Title Credit Hours

COMP-1111 Introduction to Information Technology 3(3+0)

Unit-3 Computer Software

 Concept of software
A set of instructions given to the computer to solve a problem is called software. Software is
also called program. A computer works according to the instruction written in software.
 Types of Software
There are two types of computer software.
 System Software
 Application Software
 System Software
System software is a type of computer program that is designed to run a computer’s
hardware and application programs. The system software is the interface between the hardware
and user applications. Systems Software are applications or programs that are designed
specifically for running the hardware on a personal computer and are used to maintain a platform
for Application Software to be used. This means that systems software is designed to
communicate with the internal parts of your computer such as the hard drive, RAM, ROM, cache,
microprocessors, etc. The operating system (OS) is the best-known example of system software.
The OS manages all the other programs in a computer.
 Application Software
Application software is used to perform various applications on the computer. Today, a wide
variety of application software is available to meet any user need. Individuals and businesses use
application software to perform hundreds of tasks such as:
 Writing letters
 Making presentations
 Managing Finance
 Managing business inventory
 Preparing tax returns
 Designing and editing images
 Assessing the web base resources
 Participating in video conference
 Playing games
 Microsoft Word (MS Word):
Word processing software is the most widely used type of application software. It is also
called word processor. Microsoft Word (MS Word) is a word processor developed by Microsoft.
Its purpose is to allow user to type and save documents. It is used to create, edit and format
documents such as letters, reports and resumes etc. MS Word is used by business organizations,
government agencies and individuals for creating different types of documents.
 Features of MS Word:
Some important features of MS Word are as follows:
 Formatting:
MS Word provides a wide range of formatting facilities. The user can change the color,
background color, size and style of text. The formatting can be applied on characters, paragraphs
or whole pages.
 Printing:
It provides printing facility. The user can print documents to get a hard copy. The user can
print the whole document or any page.
 Find and Replace:
The Find feature is used to find a certain character or word in the document. The Replace
feature is used to find a certain character or word in the document replace it with another.
 Spelling and Grammar:
Spelling and Grammar feature is used to detect and correct the spelling and grammatical
mistake in the documents.
 Auto Correct:
It automatically corrects many commonly misspelled words and capitalization errors with
AutoCorrect feature.
 Tables:
This feature provides the facility of tables to organize data. Table is a collection of rows and
columns. The user can easily add rows and columns from a table without disturbing data.
 Column:
This feature allows dividing the page in the form of columns. The user can use any number of
columns in the document.
 Header and Footer:
This feature provides the facility to insert headers and footers in a document. Header is a text
that appears at the top of each page. Footer is the text that appears at the bottom of each page.
 Template:
 A template is a preformatted document that serves as a model to create new documents. It
is used to create professional letters, memos and reports etc.
 Uses of MS Word for office Work
MS Word can be used to manage office work in the following ways:
 Preparing Letters:
It 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 this
office.
 Preparing Applications:
It can be used in office to write applications to different official’s matters. It provides many
facilities to write effective applications.
 Preparing Notices:
It 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.
 Preparing Faxes:
It can be used in office to prepare important faxes. Fax is an important way to communicate
with people.
 Preparing Meeting Agendas:
It can be used in office to prepare agendas for different meetings. These agendas can be
distributed to different members of the meeting.
 Preparing Calendar Resumes:
It can be used in office to prepare calendar and different types of resumes. People can use
these resumes for jobs.
 Preparing Reports:
It can be used in office to prepare different reports. These reports are very important for
making critical decision in the office.
 Creating, Saving and Opening a Document:
 Creating a document:
1. Click the Microsoft Office button.
2. Select New. The New Document dialog box appears.
3. Select Blank document under the Blank and recent section. It will be highlighted by default.
4. Click Create. A new blank document appears in the Word window.
 Saving a document:
1. Start a new document in Word and type your text.
2. Click File in the top left-hand corner of the screen.
3. From the menu, choose Save.
4. A ‘Save’ dialogue box will come up. At the top and at the left-hand side in the list of folder
options, it will show the folder where saving the file.
5. Word will automatically give the file a name, based on the first few words of the text.
6. In the box type the name of the file, click Save.
7. The file will now have a name, which will be shown at the very top of the document screen.

 Opening a document:
1. Click the File tab from menu.
2. Click Open.
3. Click the file you want to open, and then click Open.

 Line spacing, paragraphing and formatting text:

Line spacing is the space between each line in a paragraph. Microsoft Word allows you to
customize the line spacing to be single spaced (one line high), double spaced (two lines high).
1. Select the text you want to format.
2. On the Home tab, click the Line and Paragraph Spacing command, then select the desired line
spacing.
3. The line spacing will change in the document.

 Page Setup and Printing Documents:

Page Setup:
1. Select the Page Layout tab.
2. Click the Orientation command in the Page Setup group. Clicking the Orientation command.
3. A drop-down menu will appear. Click either Portrait or Landscape to change the page
orientation.
4. The page orientation of the document will be changed.

Printing Document:
It provides printing facility. The user can print documents to get a hard copy. The user can
print the whole document or any page.
1. Select the document for printing.
 2. Click the Microsoft Office Button, point to Print, and then click Print.
3. In the Print dialog box, click. OK.

Shortcut Keys of MS Word

Ctrl+B Bold highlighted Text F3 F3 will paste names
Ctrl+I Italic highlighted Text F7 Spell check selected text or
document
Ctrl+A Select all contents of the page Alt +Enter Move to the next line
Ctrl+S Save the open page F11 Create chart from selected data
Ctrl+U Underline highlighted Text Ctrl+F9 Minimize current window
Ctrl+P Print the whole document or page Ctrl+F10 Maximize currently selected window
Ctrl+Z Undo the last action F4 Repeat last action
Ctrl+Y Redo the last action Ctrl+Home Move the cursor to top of document
Ctrl+D Open Font Window for formatting Ctrl+End Move the cursor to end of
document
Ctrl+O Open a file or dialogue box Ctrl+X Cut any selected content
Ctrl+V Paste some files or any text Ctrl+C Copy the selected content
Shift+Letter For Capatilize any alphabet in F2 For help the contents
document
Ctrl+E Selected text to the center of the Shift+F7 Runs a Thesaurus check on the
screen selected word
Ctrl+J Justify the selected text Ctrl+L Selected text to the left of the
screen
Ctrl+N Open new, blank document Ctrl+W Close the currently open document
Ctrl+R Selected text to the right side Ctrl+Shift+L Quickly create a bullet point
Ctrl+Shift+F Change the Font Ctrl+] Increase selected font
Ctrl+[ Decrease selected font Ctrl+ left arrow Moves one word to the left
Ctrl+ up arrow Moves to the beginning of Ctrl+down arrow Moves to the end of the paragraph
paragraph
Ctrl+Del Deletes word to right of cursor Ctrl+Backspace Delete word to left of cursor
F5 Open the Find and Replace box F12 Save As the document
 Microsoft Excel (MS Excel):
Spreadsheet software is widely used application software for calculations. Millions of people
use spreadsheet software to perform different tasks more quickly and accurately. Microsoft Excel
(MS Excel) is a spreadsheet developed by Microsoft for Windows. It provides worksheets to enter
data. A worksheet is a collection of rows and columns. It allows the user to make different
calculations using formulas. It provides the facility to display data graphically using charts.

 Features of MS Excel:
Some important features of MS Excel are as follows:
 Calculation:
This feature provides the facility to perform different types of calculations using formulas
and functions.
 Recalculation:
Recalculation is an important and powerful feature of MS Excel. The results are automatically
recalculated when there is any change in the worksheet data.
 Chart:
Charts are graphical representation of data. It provides different types of charts. The data in
charts can be viewed and understood by the user easily.
 AutoFill:
AutoFill is used to automatically fill cell with a series of numbers and dates etc.
 Sorting:
Sorting is the process of arranging the data in a particular order. By using this feature can sort
the data in worksheet in ascending or descending order.
 Printing:
It provides printing facility. The user can print the whole document or any page to get a hard
copy.
 Auto Complete:
This feature is used to complete data automatically. If you are typing a word in a cell that has
already been used in another cell, it can be completed automatically.
 Uses of MS Excel
Different uses of MS Excel are as follows:
 Worksheet and Workbook:
 Spreadsheet provides computerized worksheet and workbook. It provides an easy and
efficient way to maintain data.
 Stock Handling:
It can be used to handle the stock of an organization. It provides many facilities to perform
complex calculations in stock management.
 Accounts Handling:
It is used to handle the accounting system of an organization. Accounting system manages daily
transactions of an organization. It is used to prepare balance sheet, trial balance, ledger and other
information related to accounts.
 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.
 Quick Calculations:
Different types of calculations can be performed on data in less time. It provides many built-
in functions to perform different calculations.
 Automatic Recalculation:
If the user applies some calculation on data, it is automatically calculated if the data is changed.
 Graphical Representation:
It provides different types of charts. Charts display the data in an attractive and easy to
understand way.
 Sum/Subtraction/Multiplication/Division/Percentage/Average/If statement:
1. Sum of Numbers:
If you need to sum a column or row of numbers. Select a cell next to the numbers you want
to sum, click AutoSum on the Home tab and press Enter. When you click
AutoSum, Excel automatically enters a formula (that uses the SUM function) to sum the
numbers.

2. Subtraction of Numbers:
To do simple subtraction, use the “- “(minus sign) arithmetic operator. For example, if you
enter the formula =10-5 into a cell, the cell will display 5 as the result. Formulas in Excel always
begin with the equal sign (=). The formula is always typed into the cell where you want the answer
to appear. The formula is completed by pressing the Enter key on the keyboard.

3. Multiplication of Numbers:
The easiest way to multiply 2 columns in Excel is by making a simple formula with the
multiplication symbol (*). Multiply two cells in the first row. Double-click the small green square
in the lower-right corner of C3 to copy the formula down the column, until the last cell with data.

4. Division of Numbers:
To divide two numbers in Excel, you type the equals sign (=) in a cell, then type the number to be
divided, followed by a forward slash (/) and press the Enter key to calculate the formula.
For example, to divide 10 by 5, you type the following expression in a cell: =100/10

5. Percentage of Numbers:
To show a number as a percent in Excel, you need to apply the percentage number format. To
apply this format, select the cells that need formatting. Enter the formula =C2/B2 in cell D2, and copy it
down to as many rows as you need. Then click the Percent Style button in the Number group on the
ribbon’s Home tab.
6. Average of Numbers:
This is the arithmetic mean, and is calculated by adding a group of numbers and then dividing by
the count of those numbers. For example, the average of 2, 3, 3, 5, 7, and 10 is 30 divided by 6, which is
5.

7. IF Statement of Numbers:
The IF statement function can perform a logical test and return one value for a TRUE result and
another for a FALSE result. For example, to “pass” scores above 70, =IF(A1>70,”Pass”,”Fail”). More than
one condition can be tested by nesting IF functions. The IF function can be combined with logical functions
like AND and OR.

 Sorting Data:
Sorting data is an important part of data analysis. You might want to arrange a list of names in
alphabetical order from highest to lowest level. You can sort data by text (A to Z or Z to A), numbers
(smallest to largest or largest to smallest), and dates and times (oldest to newest and newest to oldest) in
one or more columns.
1. Select a cell in the column you want to sort.
2. On the Data tab, in the Sort & Filter group, do one of the following:
 To quick sort in ascending order, click (Sort A to Z).
 To quick sort in descending order, click (Sort Z to A).
 Inserting Charts and Graphs:
Charts and graphs are used to make information clearer and easier to understand the numeric values.
Graphs are the most basic way to represent data visually and typically display data point values over duration of
time. Charts are also considered more visual than graphs, since they often take a different shape than a generic x-
and y-axis.
1. Open Excel and select New Worksheet.
2. Enter the data you want to use to create a graph or chart.
3. Click the Insert tab from the menu.
4. From the Insert tab, click the column chart icon and select any style of chart or graph.

5. Excel will automatically create a chart column from your selected data. The chart will appear in
the center of your worksheet.
 Shortcut Keys of MS Excel
Ctrl+B Bold highlighted Text Ctrl+X Cut any selected cell
Ctrl+I Italic highlighted Text Ctrl+C Copy the selected cell
Ctrl+A Select all contents of Ctrl+V Paste some files or any text
worksheet
Ctrl+S Save the open worksheet Ctrl+F Open find box.
Ctrl+U Underline highlighted text Shift+Letter For Capatilize any alphabet in
worksheet
Ctrl+P Print the whole worksheet Ctrl+Home Move the cursor to top of
document
Ctrl+Z Undo the last action Ctrl+End Move the cursor to end of
document
Ctrl+Y Redo the last action Ctrl+E Selected text to the center of the
screen
Ctrl+O Open a file or dialogue box F1 For help of worksheet
Ctrl+N Open new, blank worksheet Del Delete the text in the cell
F12 Save As the document Ctrl+Tab Move between Two or more open
Excel files
 Microsoft Access (MS Access):
Microsoft Access is a Database Management System offered by Microsoft. Microsoft Access
offers the functionality of a database and the programming capabilities to create easy to navigate
screens (forms). It helps to analyze large amounts of information, and manage data.
 Important Terms and Basic Objects:
Now in this Microsoft Access tutorial, we will learn about some important terms and basic
objects in MS Access:
 Database File:
It is a file which stores the entire database. The database file is saved to hard drive.
 Datatypes:
Datatypes are the properties of each field. Every field has one datatype like text, number,
date, etc.
 Table:
A Table is an object which stores data in row and column format to store data. Each column
must have unique name. We can also define Primary Key in a table.
 Query:
Queries answer a question by selecting and sorting data based on search criteria. Queries
show a selection of data based on criteria. Types of Query can be SELECT, INSERT, UPDATE,
DELETE.
 Form:
A form is a database object that use to create a user interface for a database application. It
is used to ease the process of data entry or editing.
 Report:
A report is an object in databases primarily used for formatting, calculating, printing, and
summarizing selected data.
 Modules:
Modules are collection of user-defined functions, statements, and procedures that are
stored together as a unit. It perhaps an object having functions to call from anywhere in database.
 Features of Microsoft Access:
 It allows us to create the framework (forms, tables and so on) for storing information in a
database.
 Microsoft Access allows opening the table and scrolling through the records contained
within it.
 Microsoft Access forms provide a quick and easy way to modify and insert records into
databases.
 Microsoft Access has capabilities to answer more complex requests or queries.
 Access queries provide the capability to combine data from multiple tables and place specific
conditions on the data retrieved.
 Access provides a user-friendly forms interface that allows users to enter information in a
graphical form and have that information passed to the database.
 Uses of MS Access:
Microsoft Access is a program that is very useful to work with database. It can be used by
many people for many purposes. These are different uses of MS Access.
1. Microsoft Access used in business:
Microsoft Access is a program that can be used for business. If you start a business, you often
work with database. For example, you want to make the data of financial report of business. It
will be much easier and better with Microsoft Access.
2. Microsoft Access used in schools:
Database is used for the teachers to make the schedules. The schedules include for all the
teachers and for the students each class of lessons. Both teachers and students use database in
the daily activities in the school. It can easy to create, edit, and maintain database.
3. Microsoft Access Used in office:
For office, there are many positions of people who often work with database. It means that
database becomes one of the most popular activities in an office. Everyone will be easier to work
with database.
4. Microsoft Access used in the workplaces:
 If you have joined an organization, of course you know about the activities to do in the
workplace. In this case, there are income and outcome report, activity plan, and there are still
many things to report.
5. Microsoft Access Used for Programming Development:
Programmers also work with database. Microsoft Access is very useful for programmers to
ease their activities related to programming.
 Create Database from Template:
 MS Access provides many ready to use templates for such types of databases requirements
where the data structure is already defined.
 MS Access Databases example includes Contacts, Student, Time tracking, etc.
Steps to create Database from Template
Step 1) With MS Access application open, Click on File. The below window will appear. All the
Database templates are displayed below.

Step 2) We can select any template by clicking on it. Click on Contact Template for further
work.
Step 3) File name box will appear with the default file name.

Step 4) Click on 'Create.' Contact Database created and below window will appear.
Step 5) You can click on any of the objects from left navigation pane and open the object for
further work. Clicking on 'Contact Detail' form will open 'Contact Detail' form as displayed below.
 Power Point:
Presentation software is a type of application software that uses graphics, animation, sound and data
to make visual presentation. Microsoft PowerPoint is a presentation program created by Dennis Austin at
a software company. It provides many facilities to create attractive presentation quickly and easily. The
presentation consists of multiple slides. The slides contain the information for the audience. The
information can include text, pictures, charts, videos, and sound etc. These presentations can be used
directly on computer screen. The user can print them for different uses.

 Features of MS Power Point:

Some important features of MS Power Point are as follows:
 Formatting:
This feature has a wide range of formatting facilities. The user can change the color, background
color, size and style of text.
 Printing:
It provides printing facility. The user can print whole slides or any page to get a hard copy.
 Slide Layout:
This feature provides different slides layouts. The user can select any layout for the presentation.
 Audio and Video:
This feature provides the facility to add sounds and videos in the presentation. It enhances the effects
of the presentation.
 Clipart Gallery:
This feature includes a clipart gallery that contains images, photos, video clips and audio clips for the
presentation.
 Spelling and Grammar:
This feature is used to detect and correct the spelling and grammatical mistakes in the presentation.
 Animation:
This feature provides the facility to animate the contents the presentations. Different types of
movements can be applied to different components of the presentation. It makes the presentation more
attractive.
 Slide Timing:
Slide timing is used to set the timing of slides. The presentation automatically displays the next slide
after a preset delay. The user can rehearse the presentation to know the time required to complete the
presentation.
 Uses of MS Power Point:
Some important uses of presentation software are as follows:
 Learning Solutions:
It combines both audio and visual. The audience can understand the topic easily. It makes teaching
process interactive in the lectures. The presentations are used in schools, colleges and universities to
teach different topic of study. It makes the learning easier and interesting for the students.
 Classroom Teaching:
It helps in improving the quality and impact of classroom teaching. The presentation can be made
interesting and effective for the students.
 Seminars:
The students can use slides to make informative presentation on any topic and present them in
seminars.
 Meetings and discussions:
The decision makers can use slides for meetings and discussions. It helps them to keep the focus on
important issues.
 Training Session:
It is widely used by trainers for conferences, workshops and training sessions. It is an important part
of every training session. Manager use this powerful tool to train their juniors to give them effective
training.
5.1. Composing Presentation:
The process of writing a presentation is a straightforward. A PowerPoint presentation is similar to a
communication presentation, only the information is on computer slides. They are usually used to attend
an oral presentation. They are often used to share information with a large group, such as at a professional
conference, classroom presentations and meetings.
There are three main elements to a Power Point presentation:
 Text allows supporting the main points and keeping key terms and concepts in the readers’ minds.
Text could include definitions, key points, descriptions and titles.
 Images highlight the main point. Some slides may only require an image to provide a graphic for
whatever you are presenting orally.
 Graphs or tables present complicated information or numerical figures in a clear and easily manner.
5.2. Delivering Presentation:
An effective presenter needs to be flexible, energetic and motivated. There are so many times when
you have to deliver PowerPoint presentations. Here are some points for delivering effective PowerPoint
presentations.
1. Use large fonts throughout your presentation.
2. Try to add as many pictures and animations to your slides as possible.
3. Draw charts, tables and blocks whenever you need to explain a concept in detail.
4. When you deliver your PowerPoint presentation, make sure you talk to the audience with the
objective to explain your topic and finish off with the presentation.
5. A wonderful way to make your presentation interesting is to involve the audience in your
presentation.
 Shortcut Keys of MS Power Point
Ctrl + M Insert a new slide Ctrl + E Center a paragraph
Ctrl + D Duplicate the current side Ctrl + J Justify a paragraph
Ctrl + Shift + > Increase font size Ctrl + L Left align a paragraph
Ctrl + Shift + < Decrease font size Ctrl + R Right align a paragraph
Ctrl + T Display the font dialog box Esc End the slide show
Ctrl + Y Redo Ctrl + A Select all slides and text
Ctrl + Backspace Delete one word to the left Ctrl + F Open Find dialog box
Ctrl + Delete Delete one word to the right Ctrl + Z Undo
Ctrl + X Cut selected text Ctrl + V Paste text
Ctrl + C Copy selected text Alt + N Move to Insert tab ribbon
Alt + F Move to File tab ribbon Alt + G Move to Design tab ribbon
Alt + H Move to Home tab ribbon Ctrl + S Save the slide

 Microsoft Outlook
Microsoft Outlook is a personal information manager software system from Microsoft,
available as a part of the Microsoft Office suite. Through an email client, Outlook also includes
such functions as calendaring, task managing, contact managing, note-taking and web browsing.
Individuals can use Outlook as an application, organizations can arrange it as multi-user software
for such shared functions as mailboxes, calendars, folders, data collection and appointment
scheduling. Using Microsoft Visual Studio, developers can also build their own custom
software that works with Outlook and Office components. In March 2020 Microsoft announced
the launch of a series of new features to appeal for business customers. The chat and
collaboration module now includes more efficient and designed to simplify group work for
organizations and to encourage such an organization to adopt the Microsoft platform. Microsoft
Outlook is an application that is used to send and receive emails. It can also be used to manage
various types of personal data including calendar appointments and similar entries, tasks,
contacts, and notes.
 Features of MS Outlook
 Social connectors
 Shared calendars
 Group management
 File sharing
 Note sharing
 Attachment sharing
 Email scheduling
 Automatic reminders
 Calendar management
 Communication management
 Contact database
 Customizable templates
 File management
 Meeting management
 User management