Business software is application software that assists people in becoming more effective and efficient while performing their daily business activities. Business software includes programs such as word processing, spreadsheet, database, presentation, note taking, personal information manager, business software for phones, business software suites, project management, accounting, document management, and enterprise computing software.
The following sections discuss the features and functions of business software. Word processing and spreadsheet software have a heavier emphasis because of their predominant use.
Word Processing Software
Word processing software is one of the more widely used types of application software. Word processing software, sometimes called a word processor, allows users to create and manipulate documents containing mostly text and sometimes graphics. Millions of people use word processing software every day to develop documents such as letters, memos, reports, mailing labels, newsletters, and Web pages.
A major advantage of using word processing software is that users easily can change what they have written. For example, you can insert, delete, or rearrange words, sentences, paragraphs, or entire sections. Word processing software also has many features to make documents look professional and visually appealing. For example, you can change the shape, size, and color of characters; apply special effects such as three-dimensional shadows; and organize text in newspaper-style columns. When using colors, however, they print as black or gray unless you have a color printer.
Most word processing software allows users to incorporate graphical images, such as digital photos and clip art, in documents. Clip art is a collection of electronic drawings, photos, and other images. Word processing software usually includes public-domain images. You can find additional public-domain and proprietary images on the Web or purchase them on optical disc. With word processing software, you easily can modify the appearance of an image after inserting it in the document.
With word processing software, you can define the size of the paper on which to print and specify the margins – that is, the portion of the page outside the main body of text, including the top, the bottom, and both sides of the paper. A feature, called wordwrap, allows users to type words in a paragraph continually without pressing the ENTER key at the end of each line. When you modify paper size or margins, the word processing software automatically rewraps text so it fits in the adjusted paper size and margins.
As you type more lines of text than can be displayed on the screen, the top portion of the document moves upward, or scrolls, off the screen. Scrolling is the process of moving different portions of the document on the screen into view.
Word processing software typically includes a spelling checker, which reviews the spelling of individual words, sections of a document, or the entire document. The spelling checker compares the words in the document with an electronic dictionary that is part of the word processing software. You can customize the electronic dictionary by adding words such as personal names. Some word processing programs also check for contextual spelling errors, such as a misuse of homophones (words pronounced the same but have different spellings or meanings, such as one and won).
Word processing software also enables you to insert headers and footers in a document. A header is text that appears at the top of each page, and a footer is text that appears at the bottom of each page. Page numbers, company names, reports titles, and dates are examples of items included in headers and footers.
In addition to these basic capabilities, most current word processing programs provide numerous additional features.
Developing a Document
With application software, such as a word processing program, users create, edit, format, save and print documents. During the process of developing a document, users likely will switch back and forth among all of these activities.
When you create a document, you enter text or numbers, insert images, and perform other tasks using an input device such as a keyboard, mouse, digital pen, or microphone. If you are using Microsoft Word to design a flyer, for example, you are creating a document.
To edit a document means to make changes to its existing content. Common editing tasks include inserting, deleting, cutting, copying, and pasting. Inserting text involves adding text to a document. Deleting text means that you are removing text or other content. Cutting is the process of removing a portion of the document and storing it in a temporary storage location, sometimes called a clipboard. A clipboard also contains items that you copy (duplicate) in a document. Pasting is the process of transferring an item from a clipboard to a specific location in a document.
When users format a document, they change its appearance. Formatting is important because the overall look of a document significantly can affect its ability to communicate clearly. Examples of formatting tasks are changing the font, font size, and font style.
A font is a name assigned to a specific design of characters. Two basics types of fonts are serif and sans serif. A serif font has short decorative lines at the upper and lower ends of some characters. Sans means without. Thus, a sans serif font does not have the short decorative lines at the upper and lower ends of the characters. Cambria is an example of a serif font. Calibri is an example of a sans serif font.
Font size indicates the size of the characters in a particular font. Font size is gauged by a measurement system called points. A single point is about 1/72 of an inch in height. A font style adds emphasis to a font. Bold, italic, underline, and color are examples of font styles.
During the process of creating, editing, and formatting a document, the computer holds it in memory. To keep the document for future use requires that you save it. When you save a document, the computer transfers the document from memory to a storage medium such as a USB flash drive or hard disk. Once saved, a document is stored permanently as a file on the storage medium.
When you print a document, the computer places the contents of the document on a paper or some other medium. You can print the same document many times, with each copy looking just like the first. Instead of printing a document and physically distributing it, some users e-mail the document to others on a network such as the Internet.
Spreadsheet Software
Spreadsheet software is another widely used type of application software. Spreadsheet software allows users to organize data in rows and columns and perform calculations on the data. These rows and columns collectively are called a worksheet. For years, people used paper to organize data and perform calculations by hand. In an electronic worksheet, you organize data in the same manner, and the computer performs the calculations more quickly and accurately. Because of spreadsheet software's logical approach to organizing data, many people use this software to organize and present non-financial data, as well as financial data.
Like word processing software, most spreadsheet software has basic features to help users create, edit, and format worksheets. Spreadsheet software also incorporates many of the features found in word processing software such as macros, checking spelling, changing fonts and font sizes, adding colors, tracking changes, inserting audio and video clips, providing research capabilities, recognizing handwritten text and drawings, and creating Web pages from existing spreadsheet documents.
The following sections describe the features of most spreadsheet programs.
Spreadsheet Organization A spreadsheet file is similar to notebook that can contain more than 1,000 related individual worksheets. Data is organized vertically in columns and horizontally in rows on each worksheet. Each worksheet usually can have more than 16,000 columns and 1 million rows. One or more letters identify each column, and a number identifies each row. Only a small fraction of the columns and rows are visible on the screen at one time. Scrolling through the worksheet displays different parts of it on the screen.
A cell is the intersection of a column and row. Each worksheet has more than 17 billion cells in which you can enter data. The spreadsheet software identifies cells by the column and row in which they are located. For example, the intersection of column B and row 4 is referred to as cell B4.
Cell can contain three types of data: labels, values, and formulas. The text, or label, entered in a cell identifies the worksheet data and helps organize the worksheet. Using descriptive labels, such as Gross Margin and Total Expenses, helps make a worksheet more meaningful.
Calculations Many of the worksheet cells can contain a number, called a value, that can be used in a calculation. Other cells, however, contain formulas that generate values. A formula performs calculations on the data in the worksheet and displays the resulting value in a cell, usually the cell containing the formula. When creating a worksheet, you can enter your own formulas.
A function is a predefined formula that performs common calculations such as adding the values in a group of cells or generating a value such as the time or date. For example, the function = SUM (B9:B13) instructs the spreadsheet program to add all of the number in cells B9 through B13.
Recalculation One of the more powerful features of spreadsheet software is its capability of recalculating the rest of the worksheet when data in a worksheet changes.
Spreadsheet software's capability of recalculating data also makes it a valuable budgeting, forecasting, and decision making tool. Most spreadsheet software includes what-if analysis tools, where you change certain values in a spreadsheet to reveal the effects of those changes.
Charting Another standard feature of spreadsheet software is charting, which depicts the data in graphical form. A visual representation of data through charts often makes it easier for users to see at a glance the relationship among the numbers.
Three popular chart types are line charts, column charts, and pie charts. A line chart shows a trend during a period of time, as indicated by a rising or falling line. A column chart, also called a bar chart, displays bars of various lengths to show the relationship of data. The bars can be horizontal, vertical, or stacked on top of one another. A pie chart, which has the shape of a round pie cut into slices, shows the relationship of parts to a whole.
When you modify data in a worksheet, any associated charts automatically update to reflect the worksheet changes. Charts, as well as any other part of a worksheet, can be linked to or embedded in a word processing document.
Database Software
A database is a collection of data organized in a manner that allows access, retrieval, and use of that data. In a manual database, you might record data on paper and store it in a filing cabinet. With a computerized database, the computer stores the data in an electronic format on a storage medium such as a hard disk.
Database software is application software that allows users to create, access, and manage a database. Using database software, you can add, change, and delete data in a database; sort and retrieve data from the database; sort and retrieve data from the database; and create forms and reports using the data in the database.
With most personal computer database programs, a database consists of a collection of tables, organized in rows and columns. Each row, called a record, contains data about a given person, product, object, or event. Each column, called a field, contains a specific category of data within a record.
Users run queries to retrieve data. A query is a request for specific data from the database. For example, a query might request clients whose balance is greater than $ 45. Database software can take the results of a query and present it in a window on the screen or send it to the printer.
Presentation Software
Presentation software is application software that allows users to create visual aids for presentations to communicate ideas, messages, and other information to a group. The presentations can be viewed as slides, sometimes called a slide show, that are displayed on a large monitor or on a projection screen.
Presentation software typically provides a variety of predefined presentation formats that define complementary colors for backgrounds, text, and graphical accents on the slides. This software also provides a variety of layout for each individual slide with clip art, a picture, a chart, a table, or a diagram. In addition, you can enhance any text, charts, and graphical images on a slide with 3-D, animation, and other special effects such as shading, shadows, and textures.
When building a presentation, users can set the slide timing so that the presentation automatically displays the next slide after a preset delay. Presentation software allows you to apply special effects to the transition between slides. One slide, for example, might fade away as the next slide appears.
To help organize the presentation, you can view thumbnail versions of all the slides similarly to how 35 mm slides look on a photographer's light table.
Presentation software typically includes a clip gallery that provides images, photos, video clips, and audio clips to enhance multimedia presentations. Users with an artistic ability can create their own graphics using paint/image editing software and then import (bring in) the graphics into a slide. Some audio and video editing programs work with presentation software, providing users with an easy means to record and insert video, music, and audio commentary in a presentation.
You can view or print a finished presentation in a variety of formats, including an outline of text from each slide, audience handouts that show completed slides, and speaker notes for each slide. Current presentation software enables users to work with multiple monitors, for example, displaying the presentation on one monitor and the speaker notes on another.
Presentation software incorporates some of the features found in word processing software such as checking spelling, formatting, providing research capabilities, recognizing handwritten text and drawings, and creating Web pages from existing slide shows.
Note Taking Software
Note taking software is application software that enables users to enter typed text, handwritten comments, drawings, or sketches anywhere on a page and then save the page as part of a notebook. The software can convert handwritten from. Users also can include audio recordings as part of their notes.
Users find note taking software convenient during meetings, class lectures, conferences, in libraries, and other settings that previously required a pencil and tablet of paper for recording thoughts and discussions.
Business Software Suite
A software suite is a collection of individual programs available together as a unit. Business software suites typically include, at a minimum, the following programs: word processing, spreadsheet, presentation, and e-mail. Popular business software suites include Microsoft Office, Apple iWork, Corel WordPerfect Office, and Google Docs.
Software suites offer two major advantages: lower cost and ease of use. When you purchase a collection of programs as a software suite, the suite usually costs significantly less than purchasing the programs individually. Software suites provide ease of use because the programs in the suite normally use a similar interface and share features such as clip art and spelling checker. For example, once you learn how to print using the software suite's word processing program, you can apply the same skill to the spreadsheet and presentation programs in the suite.
Personal Information Manager Software
A personal information manager (PIM) is application software that includes an appointment calendar, address book, notepad, and other features to help users organize personal information. With a PIM, you can take information previously tracked in a weekly or daily calendar, and organize and store it on your computer.
Mobile devices such as smart phones and PDAs include, among many other features, PIM functionality. You can synchronize, or coordinate, information so that both the mobile device and your personal computer and/or organization's server have the latest version of any updated information. Some mobile devices synchronize with the computer wirelessly. With others, you connect the mobile device to the computer with a cable, or you insert the device in a cradle, which has a cable that plugs in the computer.
Business Software for Phones
In addition to PIM software, a huge variety of business and other software is available for phones. Some software is preloaded on the phone, while other programs can be downloaded or accessed on memory cards that you insert in a slot on the device.
Business software available for phones enables users to create documents and worksheets, manage databases and lists, create slide shows, take notes, manage budgets and finances, view and edit photos, read electronic books, plan travel routes, compose and read e-mail messages, send instant messages, send text and picture messages, view maps and directions, read the latest news articles, and browse the Web. Many of the programs discussed have scaled-down versions that work with smart phones and other mobile devices.
Project Management Software
Project management software allows a user to plan, schedule, track, and analyze the events, resources, and costs of a project. Project management software helps users manage project variables, allowing them to complete a project on time and within budget. An engineer, for example, might use project management software to manage new product development to schedule timing of market analysis, product design, marketing, and public relations activities. A customer service manager might use this software to schedule the process of administering customer surveys, evaluating responses, and presenting recommendations.
Accounting Software
Accounting software helps companies record and report their financial transactions. With accounting software, business users perform accounting activities related to the general ledger, accounts receivable, account payable, purchasing, invoicing, and payroll functions. Accounting software also enables business users to write and print checks, track checking account activity, and update and reconcile balances on demand.
Most accounting software supports online credit checks, invoicing, bill payment, direct deposit, and payroll services. Some accounting software offers more complex features such as job costing and estimating, time tracking, multiple company reporting, foreign currency reporting, and forecasting the amount of raw materials needed for products. The cost of accounting software for small businesses ranges from less than one hundred to several thousand dollars. Accounting software for large businesses can cost several thousand dollars.
Document Management Software
Document management software provides a means for sharing, distributing, and searching through documents by converting them into a format that can be viewed by any user. The converted document, which mirrors the original document's appearance, can be viewed and printed without the software that created the original document. Some document management software allows users to edit and add comments to the converted document.
A popular file format that document management software uses to save converted documents is PDF (Portable Document Format), developed by Adobe Systems. Because of the widespread use of PDF files, some current business programs such as Microsoft Office include a feature that allows users to save their documents as PDF files. To view and print a PDF file, you need Acrobat Reader software which can be downloaded free from Adobe's Web site.
Many businesses use document management software to share and distribute company brochures, literature, and other documents electronically to the public. Home users distribute flyers, announcements, and graphics electronically.
Larger enterprises use more sophisticated document management software that enables users to check in and out documents or sections of documents from a central library, which stores all documents. Depending on their needs, users are granted access to certain parts of documents in the library.
Enterprise Computing Software
A large organization, commonly referred to as an enterprise, requires special computing solutions because of its size and large geographic distribution. A typical enterprise consists of a wide variety of departments, centers, and divisions – collectively known as functional units. Nearly every enterprise has the following functional units: human resources, accounting and finance, engineering or product development, manufacturing, marketing, sales, distribution, customer service, and information technology. Software used in functional units is not mutually exclusive; however, each functional unit uses specific software, as outlined below.
- Human resources software manages employee information such as benefits, personal information such as benefits, personal information, performance evaluations, training, and vacation time.
- Accounting software manages everyday transactions, such as sales and payments to suppliers. Financial software helps managers budget, forecast, and analyze.
- Engineering or product development software allows engineers to develop plans for new products and test their product designs.
- Manufacturing software assists in the assembly process, as well as in scheduling and managing the inventory of parts and products.
- Marketing software allows marketing personnel to create marketing campaigns and track their effectiveness.
- Sales software enables the sales force to manage contacts, schedule meetings, log customer interactions, manage product information, and take customer orders.
- Distribution software analyzes and tracks inventory and manages product shipping status.
- Customer service software manages the day-to-day interactions with customers, such as phone calls, e-mail messages, Web interactions, and instant messaging sessions.
- Information technology staff use a variety of software to maintain and secure the hardware and software in an enterprise.
