IM-on-ACCO-20143-IT Application Tools in Business.pdf

IT Application Tools in Business 1 INSTRUCTIONAL MATERIAL FOR ACCO 20143 IT Application Tools in Business COMPILED BY: PROF...

IT Application Tools in Business 1 INSTRUCTIONAL MATERIAL FOR ACCO 20143 IT Application Tools in Business COMPILED BY: PROF. LEANDRO C. FUA PROF. GLENN A. MAGADIA PROF. EDELWIN FAJUTAGANA PROF. DALE ISON 2 IT Application Tools in Business TABLE OF CONTENTS Content Page Number Cover Page 1 Table of Contents 2 Title Page 4 Course Outline 5 Module 1 – An Introduction to Computers 11 The five components of a computer 11 The categories of computers 12 Module 2 – Introduction to The Internet 17 Types of Web sites 18 Module 3 – Introduction to The World Wide Web 21 Components of Web pages 21 Communication tools in the internet 23 Module 4 – Types of Application Software 26 Business programs 27 Module 5 – Types of Application Software 30 Graphics and multimedia programs 30 Module 6 – Types of Application Software 33 Home, personal, and educational programs 33 Module 7 – Components of the System Unit 36 System Unit 36 Memory 38 Expansion Slots and Adapter Cards 40 Module 8 – Input and Output Devices 45 Input Devices 45 Output Devices 52 Printers 54 Other Output Devices 56 Module 9 – Storage Devices 59 Hard Disk 59 Flash Memory Storage 61 Cloud Storage 62 Optical Disc 62 Other Types of Storage 64 Module 10 – Operating Systems and Utility Programs 66 Operating system functions 66 Module 11 – Operating Systems and Utility Programs 72 Stand-Alone Operating Systems 72 Utility Programs 74 Module 12 – Uses of Computer Communications 80 Types of Computer Communications 80 Module 13 – Communications and Networks 85 Networks 85 Communication Devices 91 Module 14 – Computer Security and Safety, Ethics, and Privacy 94 Internet And Network Attacks 94 Safeguards against Computer Viruses and Other Malware 95 IT Application Tools in Business 3 IT Application Tools in Business Simplified Module for the New Normal (On-Line Learning Edition AY 2021, 2nd Semester) Leandro C. Fua Glenn Magadia Edelwin Fajutagana Dale Ison 4 IT Application Tools in Business GENERAL INFORMATION ABOUT THE COURSE Course Code and Title : ACCO 20143 – IT Application Tools in Business Semester and Academic Year : Second Semester, Academic Year 2020- 2021 Course Credit : 3 Units Pre-Requisite : None Course Description : This course introduces information technology and applications. The course addresses the computer proficiency requirement for future accounting professionals. This course also deals with the fundamentals of computer system, data processing concepts, development of computing device leading to the networking principles, basic web page development using word processing, spreadsheet analysis and data management, business graphics and presentation techniques up to the complexity of using different window-based application programs from the latest version of MS Office programs such as Word, Excel, PowerPoint etc. This also provides students a hands-on training program to expose them from these different business applications of computers and software Course Outcomes : Upon completion of the course, the students will be able to: a. Identify and describe the five basic components of a computer such as input devices, output devices, system unit, storage devices, and communications devices. Describe the control unit and arithmetic logic unit components of a processor b. Identify and describe each of the different functions of an operating system such as starting and shutting down a computer, providing a user interface, managing memory, coordinating tasks, configuring devices, establishing an Internet connection, monitoring performance, providing file management and other utilities, updating automatically, controlling a network, and administering security c. Identify the four categories of application software and identify the key features of widely used business programs d. such as word processing, spreadsheet, database, presentation, note taking, personal information manager, business software for phones, business software suite, project management, accounting, document management, and enterprise computing. e. Identify the key features of widely used graphics and multimedia programs: computer-aided design, professional desktop publishing, professional paint/image editing, professional photo editing, professional video and audio editing, multimedia authoring, and Web page authoring f. Discuss how society uses computers in education, finance, government, health care, science, publishing, travel, and manufacturing. Faculty Email Contact Details : To help and guide you in your progress, you may get in touch with your Faculty- In-Charge (FIC) in the following email addresses: Prof. Leandro C. Fua – [email protected] Prof. Glenn Magadia – [email protected] Prof. Edelwin Fajutagana – [email protected] Prof. Dale Ison – [email protected]  IT Application Tools in Business 5 References Used : Deborah Morley and Charles S. Parker (2013), Understanding Computers: Today and Tomorrow, 14th Edition, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Ralph M. Stairs and George W. Reynolds (2018), Principles of Information Systems, 13th Edition, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Course and Topic Schedule: Week 1: Class and Subject Orientation Preparation of their Individual Report Week 2: Module 1 – An Introduction to Computers The five components of a computer: input devices output devices system unit storage devices communications devices The categories of computers personal computers (desktop) mobile computers and mobile devices game consoles servers mainframes supercomputers embedded computers Read Topic: An Introduction to Computers Reference: Gary B. Shelly and Misty E. Vermaat (2012), Discovering Computers — Fundamentals, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Week 3: Module 2 – Introduction to The Internet Types of Web sites Portal News Informational, Business/marketing Blog, Wiki Online social network, Educational Entertainment Advocacy Web application Personal Web Sites Read Topic: Introduction to The Internet Reference: Gary B. Shelly and Misty E. Vermaat (2012), Discovering Computers — Fundamentals, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning 6 IT Application Tools in Business Week 4: Module 3 – Introduction to The World Wide Web Components of Web pages Graphics Animation Audio Video Virtual reality Communication tools in the internet e-mail mailing lists instant messaging chat rooms VoIP, FTP, and newsgroups Read Topic: Introduction to The World Wide Web Reference: Gary B. Shelly and Misty E. Vermaat (2012), Discovering Computers — Fundamentals, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Week 5: Module 4 – Types of Application Software Business programs: word processing, spreadsheet, database, presentation note taking personal information manager business software for phones, software suite, project management, accounting, document management enterprise computing Read Topic: Types of Application Software Reference: Gary B. Shelly and Misty E. Vermaat (2012), Discovering Computers — Fundamentals, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Week 6: Module 5 – Types of Application Software Graphics and multimedia programs: computer-aided design professional desktop publishing, paint/image editing, photo editing professional video and audio editing multimedia authoring, Web page authoring Read Topic: Types of Application Software Reference: Gary B. Shelly and Misty E. Vermaat (2012), Discovering Computers — Fundamentals, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Week 7: Module 6 – Types of Application Software Home, personal, and educational programs personal finance, legal, tax preparation personal desktop publishing, paint/image editing, photo editing and photo management clip art/image gallery personal video and audio editing travel and mapping,  IT Application Tools in Business 7 reference and educational entertainment Read Topic: Types of Application Software Reference: Gary B. Shelly and Misty E. Vermaat (2012), Discovering Computers — Fundamentals, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Week 8: Midterm Departmental Exam Week 9: Module 7 – Components of the System Unit System Unit Motherboard Processor The control Unit The Arithmetic Logic Unit Memory Read Only Memory (ROM) Random Access Memory (RAM) Complimentary Metal-Oxide Semiconductor (CMOS) Cache, Flash Memory Expansion Slots and Adapter Cards Ports and Connectors USB Ports Firewire Ports Read Topic: Components of the System Unit Reference: Gary B. Shelly and Misty E. Vermaat (2012), Discovering Computers — Fundamentals, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Week 10: Module 8 – Input and Output Devices Input Devices Keyboard Mopuse and Trackball Touchpad and Touch Sensitve Pads Game controllers Digital Camera Voice and Video Input Scanners and Reading Devices Biometric Inputs and other Terminal devices Output Devices Display Devices LCD Monitors and Screens Plasma Monitors CRT Monitors Printers Impact and Non-Impact Inkjet, Laser and Photo Thermal and Mobile Plotters and Large format Other Output Devices 8 IT Application Tools in Business Speakers, Headphone and Earbuds Projectors Interactive Whiteboard Read Topic: Input and Output Devices Reference: Gary B. Shelly and Misty E. Vermaat (2012), Discovering Computers — Fundamentals, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Week 11: Module 9 – Storage Devices Hard Disk RAID External and Internal Hard Disk Hard Disk Controllers Flash Memory Storage Solid State Drives Memory Cards USB Flash Drives Express Card Modules Cloud Storage Optical Disc CD’s DVD’s and Blu-ray Disc Other Types of Storage Tape Magnetic Stripe Cards and Smart Cards Microfilm and Microfiche Enterprise Storage Read Topic: Storage Devices Reference: Gary B. Shelly and Misty E. Vermaat (2012), Discovering Computers — Fundamentals, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Week 12: Module 10 – Operating Systems and Utility Programs Operating system functions Providing a User Interface Managing Programs Managing Memory Configuring Devices Monitoring Performance Providing File Management and Other Utilities Controlling Administering Security Read Topic: Operating Systems and Utility Programs Reference: Gary B. Shelly and Misty E. Vermaat (2012), Discovering Computers — Fundamentals, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Week 13: Module 11 – Operating Systems and Utility Programs Stand-Alone Operating Systems Windows Operating Systems  IT Application Tools in Business 9 Mac OS X UNIX Operating Systems Linux Operating Systems Utility Programs File Manager Search Utility Disk Cleanup and Defragmenter Backup and Restore Utilities Personal Firewall and Antivirus Programs Spyware and Adware Removers Read Topic: Operating Systems and Utility Programs Reference: Gary B. Shelly and Misty E. Vermaat (2012), Discovering Computers — Fundamentals, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Week 14: Module 12 – Uses of Computer Communications Types of Computer Communications Blogs, Chat Rooms, E-Mail, Fax, FTP, Instant Messaging, Internet, Newsgroups, RSS, Video Conferencing, VolP, Web, Web 2.0, Web Folders, and Wikis Wireless Messaging Services Wireless Internet Access Points Cybercafés Groupware Voice Mail Read Topic: Uses of Computer Communications Reference: Gary B. Shelly and Misty E. Vermaat (2012), Discovering Computers — Fundamentals, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Week 15: Module 13 – Communications and Networks Networks LANs, MANs, and WANs Network Architectures Network Topologies Intranets. Communication Devices Dial-Up Modems Digital Modems: ISDN, DSL, and Cable Wireless Modems Wireless Access Points Read Topic: Communications and Networks Reference: Gary B. Shelly and Misty E. Vermaat (2012), Discovering Computers — Fundamentals, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Week 16: Module 14 – Computer Security and Safety, Ethics, and Privacy Internet And Network Attacks Computer Viruses, Worms, Trojan Horses , and Rootkits Safeguards against Computer Viruses and Other Malware 10 IT Application Tools in Business Botnets. Denial of Service Attacks Back Doors Spoofing Safeguards against Botnets, DoS Attacks, Back Doors, and Spoofing Firewalls and other Intrusion Detection Software Safeguards against Computer Viruses and Other Malware Unauthorized Access and Use Hardware Theft and Vandalism Software Theft Information Theft System Failure Read Topic: Computer Security and Safety, Ethics, and Privacy Reference: Gary B. Shelly and Misty E. Vermaat (2012), Discovering Computers — Fundamentals, 20 Channel Center Street, Boston, MA 02210, USA: Course Technology, Cengage Learning Week 17: Final Departmental Exam Grading System Submission of all requirements online, if and only if applicable. The committee should adhere to the guidelines issued by the Dean regarding the giving of the Departmental Examination. Computation of grade, encoding of grades to SIS Faculty Module and Submission of Grade Sheets to the Office. (Pending for Approval.) Quizzes 50% Assignments, Homework, Seatwork 20% Departmental examination ((Midterm + Final Exam)/2) 30% Total 100% Final Grade = (1st Grading Period + 2nd Grading Period) 2 Prepared by: Prof. Leandro C. Fua Prof. Glenn Magadia Prof. Edelwin Fajutagana Prof. Dale Ison Reviewed by: Prof. Marietta M. Doquenia Chairperson – Basic Accounting Noted by: Prof. Lilian DM. Litonjua Dean Approved by: Dr. Emanuel C. De Guzman Vice-President for Academic Affairs  IT Application Tools in Business 11 Week 2: Module 1 – An Introduction to Computers A World of Computers Computers are everywhere: at work, at school, and at home (Figure 1-1). Mobile devices, such as many cell phones, often are classified as computers. Computers are a primary means of local and global communication for billions of people. Employees correspond with clients, students with classmates and teachers, and family with friends and other family members. Through computers, society has instant access to information from around the globe. Local and national news, weather reports, sports scores, airline schedules, telephone directories, maps and directions, job listings, credit reports, and countless forms of educational material always are accessible. From the computer, you can make a telephone call, meet new friends, share photos and videos, share opinions, shop, book flights, file taxes, take a course, receive alerts, and automate your home. In the workplace, employees use computers to create correspondence such as e-mail messages, memos, and letters; manage calendars; calculate payroll; track inventory; and generate invoices. At school, teachers use computers to assist with classroom instruction. Students use computers to complete assignments and research. Instead of attending class on campus, some students take entire classes directly from their computer What Is a Computer? A computer is an electronic device, operating under the control of instructions stored in its own memory, that can accept data, process the data according to specified rules, produce results, and store the results for future use. Data and Information Computers process data into information. Data is a collection of unprocessed items, which can include text, numbers, images, audio, and video. Information conveys meaning and is useful to people. Components of a Computer Input Devices An input device is any hardware component that allows you to enter data and instructions into a computer. Five widely used input devices are the keyboard, mouse, microphone, scanner, and Web cam. A computer keyboard contains keys you press to enter data into the computer. A mouse is a small handheld device. With the mouse, you control movement of a small symbol on the screen, called the pointer, and you make selections from the screen. A microphone allows a user to speak into the computer. A scanner converts printed material (such as text and pictures) into a form the computer can use. A Web cam is a digital video camera that allows users to create movies or take pictures and store them on the computer instead of on tape or film. Output Devices An output device is any hardware component that conveys information to one or more people. Three commonly used output devices are a printer, a monitor, and speakers. 12 IT Application Tools in Business A printer produces text and graphics on a physical medium such as paper. A monitor displays text, graphics, and videos on a screen. Speakers allow you to hear music, voice, and other audio (sounds). System Unit The system unit is a case that contains electronic components of the computer that are used to process data. The circuitry of the system unit usually is part of or is connected to a circuit board called the motherboard. Two main components on the motherboard are the processor and memory. The processor, also called the CPU (central processing unit), is the electronic component that interprets and carries out the basic instructions that operate the computer. Memory consists of electronic components that store instructions waiting to be executed and data needed by those instructions. Most memory keeps data and instructions temporarily, which means its contents are erased when the computer is shut off. Storage Devices Storage holds data, instructions, and information for future use. For example, computers can store hundreds of millions of customer names and addresses. Storage holds these items permanently. A computer keeps data, instructions, and information on storage media. Examples of storage media are USB flash drives, hard disks, optical discs, and memory cards. A storage device records (writes) and/or retrieves (reads) items to and from storage media. Storage devices often function as a source of input because they transfer items from storage to memory. A USB flash drive is a portable storage device that is small and lightweight enough to be transported on a keychain or in a pocket. The average USB flash drive can hold about 4 billion characters. A hard disk provides much greater storage capacity than a USB flash drive. The average hard disk can hold more than 320 billion characters. Hard disks are enclosed in an airtight, sealed case. Although some are portable, most are housed inside the system unit. Portable hard disks are either external or removable. An external hard disk is a separate, freestanding unit, whereas you insert and remove a removable hard disk from the computer or a device connected to the computer. An optical disc is a flat, round, portable metal disc with a plastic coating. CDs, DVDs, and Blu-ray Discs are three types of optical discs. A CD can hold from 650 million to 1 billion characters. Some DVDs can store two full-length movies or 17 billion characters. Blu-ray Discs can store about 46 hours of standard video, or 100 billion characters. Some mobile devices, such as digital cameras, use memory cards as the storage media. You can use a card reader/writer to transfer stored items, such as digital photos, from the memory card to a computer or printer. Communications Devices A communications device is a hardware component that enables a computer to send (transmit) and receive data, instructions, and information to and from one or more computers or mobile devices. A widely used communications device is a modem The categories of computers Personal Computers A personal computer is a computer that can perform all of its input, processing, output, and storage activities by itself. A personal computer contains a processor, memory, and one or more input, output, and storage devices. Personal computers also often contain a communications device.  IT Application Tools in Business 13 Desktop Computers A desktop computer is designed so that the system unit, input devices, output devices, and any other devices fit entirely on or under a desk or table. In some models, the monitor sits on top of the system unit, which is placed on the desk. The more popular style of system unit is the tall and narrow tower, which can sit on the floor vertically. Mobile Computers and Mobile Devices A mobile computer is a personal computer you can carry from place to place. Similarly, a mobile device is a computing device small enough to hold in your hand. The most popular type of mobile computer is the notebook computer. Notebook Computers A notebook computer, also called a laptop computer, is a portable, personal computer often designed to fit on your lap. Notebook computers are thin and lightweight yet can be as powerful as the average desktop computer. A netbook, which is a type of notebook computer, is smaller, lighter, and often not as powerful as a traditional notebook computer. Most netbooks cost less than traditional notebook computers, usually only a few hundred dollars. Some notebook computers have touch screens, allowing you to interact with the device by touching the screen, usually with the tip of a finger. On a typical notebook computer, the keyboard is on top of the system unit, and the display attaches to the system unit with hinges. These computers weigh on average from 2.5 to more than 10 pounds (depending on configuration), which allows users easily to transport the computers from place to place. Most notebook computers can operate on batteries or a power supply or both. Tablet PCs Resembling a letter-sized slate, the Tablet PC, or tablet computer, is a special type of notebook computer you can interact with by touching the screen with your finger or a digital pen. One design of Tablet PC, called a convertible tablet, has an attached keyboard. Another design, which does not include a keyboard, is called a slate tablet and provides other means for typing. Tablet PCs are useful especially for taking notes in locations where the standard notebook computer is not practical. Mobile Devices Mobile devices, which are small enough to carry in a pocket, usually store programs and data permanently on memory inside the system unit or on small storage media such as memory cards. You often can connect a mobile device to a personal computer to exchange information. Some mobile devices are Internet-enabled, meaning they can connect to the Internet wirelessly. Because of their reduced size, the screens on handheld computers are small. Popular types of mobile devices are smart phones and PDAs, e-book readers, handheld computers, portable media players, and digital cameras. Smart Phones and PDAs Offering the convenience of one-handed operation, a smart phone is an Internet-enabled phone that usually also provides personal information management functions such as a calendar, an appointment book, an address book, a calculator, and a notepad. In addition to basic phone capabilities, a smart phone allows you to send and receive e- mail messages and access the Web — usually for an additional fee. Many models also function as a portable media player and include built-in digital cameras so that you can share photos or videos. Many smart phones also offer a variety of application software such as word processing, spreadsheet, and games. 14 IT Application Tools in Business Many smart phones have keypads that contain both numbers and letters so that you can use the same keypad to dial phone numbers and enter messages. Others have a built-in mini keyboard. Some have touch screens, and some include a stylus. Instead of calling someone’s smart phone or cell phone, users often send messages to others by pressing buttons on their phone’s keypad, keys on the mini keyboard, or images on an on-screen keyboard. Types of messages users send with smart phones include text messages, instant messages, picture messages, and video messages. A text message is a short note, typically fewer than 300 characters, sent to or from a smartphone or other mobile device. An instant message is a real-time Internet communication, where you exchange messages with other connected users. A picture message is a photo or other image, sometimes along with sound and text, sent to or from a smart phone or other mobile device. A phone that can send picture messages often is called a camera phone. A video message is a short video clip, usually about 30 seconds, sent to or from a smart phone or other mobile device. A phone that can send video messages often is called a video phone. A PDA (personal digital assistant), which often looks like a smart phone, provides personal information management functions such as a calendar, an appointment book, an address book, a calculator, and a notepad. A PDA differs from a smart phone in that it usually does not provide phone capabilities and may not be Internet-enabled, support voice input, have a built-in camera, or function as a portable media player. E-Book Readers An e-book reader (short for electronic book reader), or e-reader, is a handheld device that is used primarily for reading e-books. An e-book, or digital book, is an electronic version of a printed book, readable on computers and other digital devices. Most e-book readers have a touch screen and are Internet-enabled. Handheld Computers A handheld computer, sometimes referred to as an Ultra-Mobile PC (UMPC), is a computer small enough to fit in one hand. Industry-specific handheld computers serve mobile employees, such as parcel delivery people, whose jobs require them to move from place to place. Portable Media Players A portable media player is a mobile device on which you can store, organize, and play digital media. For example, you can listen to music; watch videos, movies, and television shows; and view photos on the device’s screen. With most, you download the digital media from a computer to the portable media player or to media that you insert in the device. Portable media players usually include a set of earbuds, which are small speakers that rest inside each ear canal. Some portable media players have a touch screen; others have a touch-sensitive pad that you operate with a thumb or finger, to navigate through digital media, adjust volume, and customize settings. Digital Cameras A digital camera is a device that allows users to take pictures and store the photographed images digitally, instead of on traditional film (Figure 1-20). Although digital cameras usually have some amount of internal storage to hold images, most users store images on small storage media such as memory cards. Digital cameras typically allow users to review, and sometimes modify, images while they are in the camera. Often users prefer to download images from the digital camera to the computer. Or, you can remove the storage media such as a memory card from the digital camera and insert it in a card reader in or attached to the computer.  IT Application Tools in Business 15 Game Consoles A game console is a mobile computing device designed for single player or multiplayer video games. Standard game consoles use a handheld controller(s) as an input device(s); a television screen as an output device; and hard disks, optical discs, and/or memory cards for storage. The compact size and light weight of game consoles make them easy to use at home, in the car, in a hotel, or any location that has an electrical outlet. Three popular models are Microsoft’s Xbox 360, Nintendo’s Wii (pronounced wee), and Sony’s PlayStation 3. Read Innovative Computing 1-1 for a look at how Nintendo Wii applications are being used in the medical field. A handheld game console is small enough to fit in one hand. With the handheld game console, the controls, screen, and speakers are built into the device. Some models use cartridges to store games; others use a memory card or a miniature optical disc. Many handheld game consoles can communicate wirelessly with other similar consoles for multiplayer gaming. Two popular models are Nintendo DS Lite and Sony’s PlayStation Portable (PSP). In addition to gaming, many game console models allow users to listen to music, watch movies, keep fit, and connect to the Internet. Servers A server controls access to the hardware, software, and other resources on a network and provides a centralized storage area for programs, data, and information. Servers support from two to several thousand connected computers at the same time. People use personal computers or terminals to access data, information, and programs on a server. A terminal is a device with a monitor, keyboard, and memory. Mainframes A mainframe is a large, expensive, powerful computer that can handle hundreds or thousands of connected users simultaneously. Mainframes store huge amounts of data, instructions, and information. Most major corporations use mainframes for business activities. With mainframes, enterprises are able to bill millions of customers, prepare payroll for thousands of employees, and manage thousands of items in inventory. One study reported that mainframes process more than 83 percent of transactions around the world. Servers and other mainframes can access data and information from a mainframe. People also can access programs on the mainframe using terminals or personal computers. Supercomputers A supercomputer is the fastest, most powerful computer — and the most expensive. The fastest supercomputers are capable of processing more than one quadrillion instructions in a single second. Applications requiring complex, sophisticated mathematical calculations use super computers. Large-scale simulations and applications in medicine, aerospace, automotive design, online banking, weather forecasting, nuclear energy research, and petroleum exploration use a supercomputer. Embedded Computers An embedded computer is a special-purpose computer that functions as a component in a larger product. A variety of everyday products contain embedded computers: Consumer electronics Home automation devices Automobiles Process controllers and robotics Computer devices and office machines 16 IT Application Tools in Business Chapter Activities Multiple Choice 1. Computer literacy, also known as digital literacy, involves having a current knowledge and understanding of ___. a. computer programming b. computers and their uses c. computer repair d. all of the above 2. _______ is/are a collection of unprocessed items, which can include text, numbers, images, audio, and video. a. Data b. Instructions c. Programs d. Information 3. Millions of people worldwide join online communities, each called _______, that encourage members to share their interests, ideas, stories, photos, music, and videos with other registered users. a. a podcast b. enterprise computing c. a blog d. a social networking Web site or online social network 4. _______ consists of the programs that control or maintain the operations of the computer and its devices. a. A graphical user interface (GUI) b. A communications device c. System software d. Application software 5. Two types of _______ are desktop computers and notebook computers. a. servers b. supercomputers c. mainframe computers d. personal computers 6. Five popular types of _______ are smart phones, PDAs, handheld computers, portable media players, and digital cameras. a. mobile devices b. notebook computers c. desktop computers d. tower computers 7. A(n) _______ message is a real-time Internet communication, where you exchange messages with other connected users. a. text b. instant c. picture d. video 8. Many large companies use the word(s), _______, to refer to the huge network of computers that meets their diverse computing needs. a. information technology b. telecommuting c. enterprise computing d. multimedia Match the terms with their definitions 1. information processing cycle a. records (writes) and/or retrieves (reads) items to and from storage media 2. processor b. mobile device on which you can store, organize, and play digital media 3. storage device c. fastest, most powerful computer — and the most expensive 4. portable media player d. electronic component that interprets and carries out the basic instructions for a computer 5. digital camera e. series of input, process, output, and storage activities f. device that allows users to take pictures and store the photographed images digitally, instead of on traditional film  IT Application Tools in Business 17 Week 3: Module 2 – Introduction to The Internet The Internet One of the major reasons business, home, and other users purchase computers is for Internet access. The Internet, also called the Net, is a worldwide collection of networks that links millions of businesses, government agencies, educational institutions, and individuals. The Internet is a widely used research tool, providing society with access to global information and instant communications. Today, more than one billion home and business users around the world access a variety of services on the Internet, some of which are shown in Figure 2-1. The World Wide Web, or simply the Web, and e-mail are two of the more widely used Internet services. Other services include chat rooms, instant messaging, and VoIP (Voice over Internet Protocol). The Internet has its roots in a networking project started by an agency of the U.S. Department of Defense. The goal was to build a network that (1) allowed scientists at different locations to share information and work together on military and scientific projects and (2) could function even if part of the network were disabled or destroyed by a disaster such as a nuclear attack. That network, called ARPANET, became functional in September 1969, linking scientific and academic researchers across the United States. The original ARPANET consisted of four main computers, one each located at the University of California at Los Angeles, the University of California at Santa Barbara, the Stanford Research Institute, and the University of Utah. Each of these computers served as a host on the network. A host or server is any computer that provides services and connections to other computers on a network. By 1984, ARPANET had more than 1,000 individual computers linked as hosts. Today, more than 550 million hosts connect to this network, which is known now as the Internet. Access Providers An access provider is a business that provides individuals and organizations access to the Internet free or for a fee. For example, some Wi-Fi networks provide free access while others charge a per use fee. Other access providers often charge a fixed amount for an Internet connection, usually about $5 to $24 per month for dial-up access and $13 to $120 for higher-speed access. Many Internet access providers offer services such as news, weather, financial data, games, travel guides, e-mail, photo communities, and online storage to hold digital photos and other files. (A file is a named unit of storage.) Access providers are categorized as ISPs, online service providers, and wireless Internet service providers. An ISP (Internet service provider) is a regional or national access provider. A regional ISP usually provides Internet access to a specific geographic area. A national ISP is a business that provides Internet access in cities and towns nationwide. National ISPs usually offer more services and have a larger technical support staff than regional ISPs. Examples of national ISPs are AT&T and EarthLink. In addition to providing Internet access, an online service provider (OSP) also has many members-only features such as instant messaging or their own customized version of a Web browser. The two more popular OSPs are AOL (America Online) and MSN (Microsoft Network). AOL also provides free access to its services to any user with a high- speed Internet connection. The World Wide Web The World Wide Web (WWW), or Web, a widely used service on the Internet, consists of a worldwide collection of electronic documents. Each electronic document on the Web, called a Web page, can contain text, graphics, animation, audio, and video. Additionally, Web pages usually have built-in connections to other documents. A Web site is a collection of related Web pages and associated items, such as documents and pictures, stored on a Web server. A Web server is a computer that delivers requested Web pages to your computer. Some industry experts use the term Web 2.0 to refer to Web sites that provide a means for users to share personal information (such as social 18 IT Application Tools in Business networking Web sites), allow users to modify Web site content (such as wikis), and have application software built into the site for visitors to use (such as e-mail and word processing programs). Read Looking Ahead 2-1 for a look at Web 3.0. Browsing the Web A Web browser, or browser, is application software that allows users to access and view Web pages or access Web 2.0 programs. To browse the Web, you need a computer or mobile device that is connected to the Internet and that has a Web browser. The more widely used Web browsers for personal computers are Internet Explorer, Firefox, Opera, Safari, and Google Chrome. Types of Web Sites Thirteen types of Web sites are portal, news, informational, business/marketing, blog, wiki, online social network, educational, entertainment, advocacy, Web application, content aggregator, and personal. Many Web sites fall into more than one of these categories. Portal A portal is a Web site that offers a variety of Internet services from a single, convenient location (Figure 2-11a). Most portals offer these free services: search engine; news; sports and weather; Web publishing; reference tools such as yellow pages, stock quotes, and maps; shopping; and e-mail communications services. Popular portals include AltaVista, AOL, Excite, GO.com, iGoogle, Lycos, MSN, and Yahoo!. News A news Web site contains newsworthy material including stories and articles relating to current events, life, money, sports, and the weather (Figure 2-11b). Newspapers and television and radio stations are some of the media that maintain news Web sites. Informational An informational Web site contains information. Many United States government agencies have informational Web sites providing information such as census data, tax codes, and the congressional budget. Other organizations provide information such as public transportation schedules and published research findings. Business/Marketing A business/marketing Web site contains content that promotes or sells products or services. Nearly every enterprise has a business/marketing Web site. Many companies also allow you to purchase their products or services online. Blog A blog, short for Weblog, is an informal Web site consisting of time-stamped articles, or posts, in a diary or journal format, usually listed in reverse chronological order. A blog that contains video clips is called a video blog or vlog. A microblog allows users to publish short messages, usually between 100 and 200 characters, for others to read. Twitter is a popular microblog. The term blogosphere refers to the worldwide collection of blogs, and the blogosphere refers to all vlogs worldwide. Blogs reflect the interests, opinions, and personalities of the author and sometimes site visitors. Blogs have become an important means of worldwide communications.  IT Application Tools in Business 19 Wiki A wiki is a collaborative Web site that allows users to create, add to, modify, or delete the Web site content via their Web browser. Most wikis are open to modification by the public. Wikis usually collect recent edits on a Web page so that someone can review them for accuracy. The difference between a wiki and a blog is that users cannot modify original posts made by the blogger. A popular wiki is Wikipedia, a free Web encyclopedia. Read Ethics & Issues 2-2 for a related discussion. Online Social Networks An online social network, also called a social networking Web site, is a Web site that encourages members in its online community to share their interests, ideas, stories, photos, music, and videos with other registered users. Popular social networking Web sites include MySpace and Facebook, with Facebook alone boasting more than 300 million active users. A media sharing Web site is a specific type of online social network that enables members to share media such as photos, music, and videos. Flickr, Fotki, and Webshots are popular photo sharing communities; PixelFish and YouTube are popular video sharing communities. Educational An educational Web site offers exciting, challenging avenues for formal and informal teaching and learning. For a more structured learning experience, companies provide online training to employees; and colleges offer online classes and degrees. Instructors often use the Web to enhance classroom teaching by publishing course materials, grades, and other pertinent class information. Entertainment An entertainment Web site offers an interactive and engaging environment. Popular entertainment Web sites offer music, videos, sports, games, ongoing Web episodes, sweepstakes, chat rooms, and more. Advocacy An advocacy Web site contains content that describes a cause, opinion, or idea. These Web sites usually present views of a particular group or association. Web Application A Web application, or Web app, is a Web site that allows users to access and interact with software through a Web browser on any computer or device that is connected to the Internet. Some Web applications provide free access to their software. Others offer part of their software free and charge for access to more comprehensive features or when a particular action is requested. Examples of Web applications include Google Docs (word processing, spreadsheets, presentations), TurboTax Online (tax preparation), and Windows Live Hotmail (e-mail). Chapter Activities Multiple Choice 1. _____ offers high-speed Internet connections to devices with built-in compatible technology or computers with wireless modems. a. Cable Internet service b. digital subscriber line c. cellular radio network d. Fiber to the Premises (FTTP) 2. Instead of using broadband Internet service some home users connect to the Internet via _____, which is a slower- speed technology. a. satellite Internet service b. cable Internet service c. DSL d. dial-up access 3. _____ is the process of a computer or device receiving information, such as a Web page, from a server on the Internet. a. Uploading b. Social networking c. Downloading d. Blogging 20 IT Application Tools in Business 4. A _____ is a Web site that allows users to post short text updates, usually between 100 and 200 characters. a. podcast b. wiki c. microblog d. portal 5. A _____ is a specific type of online social network that enables members to share photos, music, and videos. a. blog b. wiki c. podcast d. media sharing Web site 6. A(n) _____ is a small version of a larger graphic. a. thumbnail b. wiki c. MP3 d. portal 7. In _____ e-commerce, one consumer sells directly to another. a. consumer-to-business b. business-to-business c. consumer-to-consumer d. business-to-consumer 8. The ______ standard permits uploading and downloading of files on the Internet. a. FTP b. newsgroup c. message board d. mailing list Match the terms with their definitions 1. home page a. used to express emotions in e-mail, chat rooms, and newsgroups 2. search engine b. the first page that a Web site displays 3. MP3 c. combination of a user name and a domain name that identifies an Internet user 4. e-mail address d. program that finds Web sites, Web pages, images, videos, news, maps, and other information related to a specific topic 5. emoticons e. built-in connection to a related Web page or part of a Web page f. format that reduces an audio file to about one-tenth its original size  IT Application Tools in Business 21 Week 4: Module 3 – Introduction to The World Wide Web Components of Web pages Most Web pages include more than just formatted text and links. The more exciting Web pages use multimedia. Multimedia refers to any application that combines text with graphics, animation, audio, video, and/or virtual reality. Multimedia Web pages often require specific hardware and software and take more time to download because they contain large graphics files or video or audio clips. The sections that follow discuss how the Web uses graphics, animation, audio, video, and virtual reality. Graphics A graphic, or graphical image, is a digital representation of non-text information such as a drawing, chart, or photo. Many Web pages use colorful graphical designs and images to convey messages. Read Innovative Computing 2-1 to find out how astronomers share graphics of the universe. Of the graphics formats that exist on the Web, the two more common are JPEG and GIF formats. JPEG (pronounced JAY-peg) is a format that compresses graphics to reduce their file size, which means the file takes up less storage space. The goal with JPEG graphics is to reach a balance between image quality and file size. Digital photos often use the JPEG format. GIF (pronounced jiff) graphics also use compression techniques to reduce file sizes. The GIF format works best for images that have only a few distinct colors, such as company logos. Some Web sites use thumb nails on their pages because graphics can be time-consuming to display. A thumbnail is a small version of a larger graphic. You usually can click a thumbnail to display a larger image. Animation Many Web pages use animation, which is the appearance of motion created by displaying a series of still images in sequence. Animation can make Web pages more visually interesting or draw attention to important information or links. Audio On the Web, you can listen to audio clips and live audio. Audio includes music, speech, or any other sound. Simple applications on the Web consist of individual audio files available for download to a computer or device. Once downloaded, you can play (listen to) the contents of these files. Audio files are compressed to reduce their file sizes. For example, the MP3 format reduces an audio file to about one-tenth its original size, while preserving much of the original quality of the sound. Some music publishers have Web sites that allow users to download sample tracks free to persuade them to buy all the songs contained on the CD. Others allow a user to purchase and download an entire CD. It is legal to download copyrighted music only if the song’s copyright holder has granted permission for users to download and play the song. To listen to an audio file on your computer, you need special software called a player. Most current operating systems contain a player, for example, Windows Media Player. Some audio files, however, might require you to download a player. Players available for download include iTunes and RealPlayer. Some applications on the Web use streaming audio. Streaming is the process of transferring data in a continuous and even flow. Streaming allows users to access and use a file while it is transmitting. For example, streaming audio enables you to listen to music as it downloads to your computer. Podcasting is another popular method of distributing audio. A podcast is recorded audio, usually an MP3 file, stored on a Web site that can be downloaded to a computer or a portable media player such as an iPod. Examples of podcasts include music, radio shows, news stories, classroom lectures, political messages, and television 22 IT Application Tools in Business commentaries. Podcasters register their podcasts with content aggregators. Subscribers select podcast feeds they want to be downloaded automatically whenever they connect. Most smart phone users who subscribe to a wireless Internet service provider can listen to streaming audio and podcasts. Video On the Web, you can view video clips or watch live video. Video consists of images displayed in motion. Most video also has accompanying audio. You can use the Internet to watch live and prerecorded coverage of your favorite television programs or enjoy a live performance of your favorite vocalist. You can upload, share, or view video clips at a video sharing Web site such as YouTube. Educators, politicians, and businesses are using video blogs and video podcasts to engage students, voters, and consumers. Video files often are compressed because they are quite large. These clips also are quite short in length, usually less than 10 minutes, because they can take a long time to download. The Moving Pictures Experts Group (MPEG) defines a popular video compression standard, a widely used one called MPEG-4 or MP4. Another popular video format is Adobe Flash. As with streaming audio, streaming video allows you to view longer or live video images as they download to your computer. Virtual Reality Virtual reality (VR) is the use of computers to simulate a real or imagined environment that appears as a three- dimensional (3-D) space. VR involves the display of 3-D images that users explore and manipulate interactively. A VR Web site, for example, might show a house for sale. Potential buyers walk through rooms in the VR house by moving an input device forward, backward, or to the side. Plug-ins Most Web browsers have the capa bility of displaying basic multimedia elements on a Web page. Sometimes, a browser might need an additional program, called a plug-in. A plug-in, or add-on, is a program that extends the capability of a browser. You can download many plug-ins at no cost from various Web sites. Web Publishing Before the World Wide Web, the means to share opinions and ideas with others easily and inexpensively was limited to the media, classroom, work, or social environments. Today, businesses and individuals convey information to millions of people by creating their own Web pages. Web publishing is the development and maintenance of Web pages. To develop a Web page, you do not have to be a computer programmer. For the small business or home user, Web publishing is fairly easy as long as you have the proper tools. The five major steps to Web publishing are as follows: 1. Plan a Web site: Think about issues that could affect the design of the Web site. 2. Analyze and design a Web site: Design the layout of elements of the Web site such as links, text, graphics, animation, audio, video, and virtual reality. 3. Create a Web site: Use a word processing program to create basic Web pages or Web page authoring software to create more sophisticated Web sites. 4. Deploy a Web site: Transfer the Web pages from your computer to a Web server. 5. Maintain a Web site: Ensure the Web site contents remain current and all links work properly. E-Commerce E-commerce, short for electronic commerce, is a business transaction that occurs over an electronic network such as the Internet. Anyone with access to a computer or mobile device, an Internet connection, and a means to pay for purchased goods or services can participate in e-commerce.  IT Application Tools in Business 23 Three types of e-commerce are business-to-consumer, consumer-to-consumer, and business-to-business. Business- to-consumer (B2C) e-commerce consists of the sale of goods and services to the general public. For example, Apple has a B2C Web site. Instead of visiting a retail store to purchase an iPod, for example, customers can order one directly from Apple’s Web site. E-retail, short for electronic retail, occurs when businesses use the Web to sell products. A customer (consumer) visits an online business through an electronic storefront, which contains product descriptions, images, and a shopping cart. The shopping cart allows the customer to collect purchases. When ready to complete the sale, the customer enters personal data and the method of payment, which should be through a secure Internet connection. Consumer-to-consumer (C2C) e-commerce occurs when one consumer sells directly to another, such as in an online auction. With an online auction, users bid on an item being sold by someone else. The highest bidder at the end of the bidding period purchases the item. eBay is one of the more popular online auction Web sites. As an alternative to entering credit card, bank account, or other financial information online, some shopping and auction Web sites allow consumers to use an online payment service such as PayPal or Google Checkout. To use an online payment service, you create an account that is linked to your credit card or funds at a financial institution. When you make a purchase, you use your online payment service account, which transfers money for you without revealing your financial information. Most e-commerce, though, takes place between businesses, which is called business-to business (B2B) e- commerce. Many businesses provide goods and services to other businesses, such as online advertising, recruiting, credit, sales, market research, technical support, and training. Communication tools on the internet The Web is only one of the many services on the Internet. The Web and other Internet services have changed the way we communicate. We use computers and mobile devices to send e-mail messages to the president, have a discussion with experts about the stock market, chat with someone in another country about genealogy, and talk about homework assignments with classmates via instant messages. Many times, these communications take place completely in writing — without the parties ever meeting each other. The following pages discuss these Internet services: e-mail, mailing lists, instant messaging, chat rooms, VoIP (Voice over IP), FTP (File Transfer Protocol), and newsgroups and message boards. E-Mail E-mail (short for electronic mail) is the transmission of messages and files via a computer network. Today, e-mail is a primary communications method for both personal and business use. You use an e-mail program to create, send, receive, forward, store, print, and delete e-mail messages. Outlook and Windows Live Mail are two popular desktop e-mail programs. Just as you address a letter when using the postal system, you address an e-mail message with the e-mail address of your intended recipient. Likewise, when someone sends you a message, he or she must have your e-mail address. An e-mail address is a combination of a username and a domain name that identifies a user so that he or she can receive Internet e-mail. A username is a unique combination of characters, such as letters of the alphabet and/or numbers, that identifies a specific user. In an Internet e-mail address, an @ (pronounced at) symbol separates the username from the domain name. Your service provider supplies the domain name. A possible e-mail address for Kiley Barnhill would be [email protected], which would be read as follows: K Barnhill at e site dot com. Most e-mail programs allow you to create an address book, or contacts folder, which contains a list of names and e-mail addresses. When you send an e-mail message, an outgoing mail server that is operated by your Internet access provider determines how to route the message through the Internet and then sends the message. As you receive e-mail messages, an incoming mail server — also operated by your Internet access provider — holds the messages in your mailbox until you use your e-mail program to retrieve them. Most e-mail programs have a mail notification alert that informs you via a message and/or sound when you receive new mail. 24 IT Application Tools in Business Mailing Lists A mailing list, also called an e-mail list or distribution list, is a group of e-mail names and addresses given a single name. When a message is sent to a mailing list, every person on the list receives a copy of the message in his or her mail box. For example, your credit card company may add you to its mailing list in order to send you special offers. To add your e-mail name and address to a mailing list, you subscribe to it. To remove your name, you unsubscribe from the mailing list. Thousands of mailing lists exist about a variety of topics in areas of entertainment, business, computers, society, culture, health, recreation, and education. Instant Messaging Instant messaging (IM) is a real-time Internet communications service that notifies you when one or more people are online and then allows you to exchange messages or files or join a private chat room with them. Real time means that you and the people with whom you are conversing are online at the same time. Some IM services support voice and video conversations. For IM to work, both parties must be online at the same time. Also, the receiver of a message must be willing to accept messages. To use IM, you may have to install instant messenger software on the computer or device, such as a smart phone, you plan to use. Some operating systems, such as Windows, include an instant messenger. Few IM programs follow IM standards. To ensure successful communications, all individuals on the contact list need to use the same or a compatible instant messenger. Chat Rooms A chat is a real-time typed conversation that takes place on a computer. A chat room is a location on an Internet server that permits users to chat with each other. Anyone in the chat room can participate in the conversation, which usually is specific to a particular topic. As you type on your keyboard, a line of characters and symbols is displayed on the computer screen. Others connected to the same chat room server also see what you type. Some chat rooms support voice chats and video chats, in which people hear or see each other as they chat. VoIP VoIP (Voice over IP, or Internet Protocol), also called Internet telephony, enables users to speak to other users over the Internet (instead of the public switched telephone network). To place an Internet telephone call, you need a high-speed Internet connection (e.g., via cable or DSL modem); Internet telephone service; a microphone or telephone, depending on the Internet telephone service; and Internet telephone software or VoIP router, or a telephone adapter, depending on the Internet telephone service. VoIP services also are available on some mobile devices that have wireless Internet service. Calls to other parties with the same Internet telephone service often are free, while calls that connect to the telephone network typically cost about $15 to $35 per month. FTP FTP (File Transfer Protocol) is an Internet standard that permits the process of file uploading and downloading with other computers on the Internet. Uploading is the opposite of downloading; that is, uploading is the process of transferring documents, graphics, and other objects from your computer to a server on the Internet. Many operating systems include FTP capabilities. An FTP site is a collection of files including text, graphics, audio clips, video clips, and program files that reside on an FTP server. Many FTP sites have anonymous FTP, whereby anyone can transfer some, if not all, available files. Some FTP sites restrict file transfers to those who have authorized accounts (usernames and passwords) on the FTP server.  IT Application Tools in Business 25 Chapter Activities Multiple Choice 1. _____ offers high-speed Internet connections to devices with built-in compatible technology or computers with wireless modems. a. Cable Internet service b. digital subscriber line c. cellular radio network d. Fiber to the Premises (FTTP) 2. Instead of using broadband Internet service some home users connect to the Internet via _____, which is a slower- speed technology. a. satellite Internet service b. cable Internet service c. DSL d. dial-up access 3. _____ is the process of a computer or device receiving information, such as a Web page, from a server on the Internet. a. Uploading b. Social networking c. Downloading d. Blogging 4. A _____ is a Web site that allows users to post short text updates, usually between 100 and 200 characters. a. podcast b. wiki c. microblog d. portal 5. A _____ is a specific type of online social network that enables members to share photos, music, and videos. a. blog b. wiki c. podcast d. media sharing Web site 6. A(n) _____ is a small version of a larger graphic. a. thumbnail b. wiki c. MP3 d. portal 7. In _____ e-commerce, one consumer sells directly to another. a. consumer-to-business b. business-to-business c. consumer-to-consumer d. business-to-consumer 8. The ______ standard permits uploading and downloading of files on the Internet. a. FTP b. newsgroup c. message board d. mailing list Match the terms with their definitions 1. home page a. used to express emotions in e-mail, chat rooms, and newsgroups 2. search engine b. the first page that a Web site displays 3. MP3 c. combination of a user name and a domain name that identifies an Internet user 4. e-mail address d. program that finds Web sites, Web pages, images, videos, news, maps, and other information related to a specific topic 5. emoticons e. built-in connection to a related Web page or part of a Web page f. format that reduces an audio file to about one-tenth its original size 26 IT Application Tools in Business Week 5: Module 4 – Types of Application Software Application Software With the proper software, a computer is a valuable tool. Software allows users to create letters, reports, and other documents; develop multimedia presentations; design Web pages and diagrams; draw images; enhance audio and video clips; prepare taxes; play games; compose e-mail messages and instant messages; and much more. To accomplish these and many other tasks, users work with application software. Application software consists of programs designed to make users more productive and/or assist them with personal tasks. Application software has a variety of uses: 1. To make business activities more efficient 2. To assist with graphics and multimedia projects 3. To support home, personal, and educational tasks 4. To facilitate communications Application software is available in a variety of forms: packaged, custom, Web application, open source, shareware, freeware, and public domain. Packaged software is mass-produced, copyrighted retail software that meets the needs of a wide variety of users, not just a single user or company. Packaged software is available in retail stores or on the Web. Figure 3-1 shows some images of packaged software. Custom software performs functions specific to a business or industry. Sometimes a company cannot find packaged software that meets its unique requirements. In this case, the company may use programmers to develop tailor-made custom software. A Web application is a Web site that allows users to access and interact with software from any computer or device that is connected to the Internet. Types of Web applications include e-mail, word processing, and game programs Open source software is software provided for use, modification, and redistribution. This software has no restrictions from the copyright holder regarding modification of the software’s internal instructions and its redistribution. Open source software usually can be downloaded from the Internet, often at no cost. Shareware is copyrighted software that is distributed at no cost for a trial period. To use a shareware program beyond that period, you send payment to the program developer. Freeware is copyrighted software provided at no cost to a user by an individual or a company that retains all rights to the software. Public-domain software has been donated for public use and has no copyright restrictions. Anyone can copy or distribute public-domain software to others at no cost. The Role of System Software System software serves as the interface between the user, the application software, and the computer’s hardware. To use application software, such as a word processing program, your computer must be running system software — specifically, an operating system. Three popular personal computer operating systems are Windows, Mac OS, and Linux. Each time you start a computer, the operating system is loaded (copied) from the computer’s hard disk into memory. Once the operating system is loaded, it coordinates all the activities of the computer. This includes starting application software and transferring data among input and output devices and memory. While the computer is running, the operating system remains in memory. Utility Programs A utility program is a type of system software that assists users with controlling or maintaining the operation of a computer, its devices, or its software. Utility programs typically offer features that provide an environment conducive to successful use of application software. For example, utility programs protect a computer against malicious software and unauthorized intrusions, manage files and disks, compress files, play media files, and burn optical discs.  IT Application Tools in Business 27 One of the more important utility programs protects a computer against malicious software, or malware, which is a program that acts without a user’s knowledge and deliberately alters the computer’s operations. A computer virus is a type of malicious software. Business programs Word Processing 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. 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. 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 drawings, photos, and other images. In Figure 3-5, a user inserted an image of a baseball player in the document. With word processing software, you easily can modify the appearance of an image after inserting it in the document. You can use word processing software to define the size of the paper on which to print and specify the margins. A feature, called word-wrap, allows users to type words in a paragraph continually without pressing the enter key at the end of each line. 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. Spreadsheet 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. Most spreadsheet software has basic features to help users create, edit, and format worksheets. A spreadsheet file is like a 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 these 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. 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. Cells may 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. 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; and create forms and reports using the data in the database. 28 IT Application Tools in Business 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 a list of 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 layouts for each individual slide such as a title slide, a two-column slide, and a slide with clip art, 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. 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, accounts 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 hundred 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. A popular file format that document management software uses to save converted documents is PDF (Portable Document Format), developed by Adobe Systems. To view and print a PDF file, you need Acrobat Reader software, which can be downloaded free from Adobe’s Web site. Enterprise Computing Software A large organization, commonly referred to as an enterprise, requires special computing solutions because of its size and large geographical distri bution. 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. Each of these functional units has specialized software requirements.  IT Application Tools in Business 29 Chapter Activities Multiple Choice 1. _____ is mass-produced, copyrighted retail software that meets the needs of a wide variety of users, not just a single user or company. a. Custom software b. Open source software c. A Web application d. Packaged software 2. A feature, called _______, allows users of word processing software to type words continually without pressing the enter key at the end of each line. a. AutoFormat b. clipboard c. AutoCorrect d. word-wrap 3. When using spreadsheet software, a function _______. a. depicts data in graphical form b. changes certain values to reveal the effects of the changes c. is a predefined formula that performs common calculations d. contains the formatting necessary for a specific worksheet type 4. ______ combines application software such as word processing, spreadsheet, presentation graphics, and e-mail. a. Shareware b. A software suite c. Packaged software d. Custom software 5. _______ software provides a means for sharing, distributing, and searching through documents by converting them into a format that can be viewed by any user. a. Document management b. Database c. Word processing d. Portable Document Format (PDF) 6. With _____, you can view, organize, sort, catalog, print, and share digital photos. a. spreadsheet software b. photo management software c. clip art d. desktop publishing software 7. A(n) _______ is an online area where users have written discussions. a. FTP program b. text message c. Web browser d. newsgroup/message board 8. _______ is the electronic equivalent of a user manual. a. Distance learning b. Online Help c. Web-based training d. E-learning Match the terms with their definitions 1. command a. delivers applications to meet a specific business need 2. format b. simplified accounting program that helps home users and small office/home office users balance their checkbooks, pay bills, track personal income and expenses, set up budgets, manage home inventory, track investments, and evaluate financial plans 3. 3. note taking software c. an instruction that causes a program to perform a specific action 4. personal finance software d. Web site that allows users to access and interact with software from any computer or device that is connected to the Internet 5. Web app e. enables users to enter typed text, handwritten comments, drawings, or sketches anywhere on a page f. changes the appearance of a document 30 IT Application Tools in Business Week 6: Module 5 – Types of Application Software Graphics and multimedia programs In addition to business software, many people work with software designed specifically for their field of work. Power users such as engineers, architects, desktop publishers, and graphic artists often use sophisticated software that allows them to work with graphics and multimedia. This software includes computer-aided design, desktop publishing, paint/image editing, photo editing, video and audio editing, multimedia authoring, and Web page authoring. Many graphics and multimedia programs incorporate user-friendly interfaces, or scaled-down versions, making it possible for the home and small business users to create documents using these programs. The following sections discuss the features and functions of graphics and multimedia software. Computer-Aided Design Computer-aided design (CAD) software is a sophisticated type of application software that assists a professional user in creating engineering, architectural, and scientific designs. For example, engineers create design plans for vehicles and security systems. Architects design building structures and floor plans. Scientists design drawings of molecular structures. Desktop Publishing Software (for the Professional) Desktop publishing (DTP) software enables professional designers to create sophisticated documents that contain text, graphics, and many colors. Professional DTP software is ideal for the production of high-quality color documents such as textbooks, corporate newsletters, marketing literature, product catalogs, and annual reports. Designers and graphic artists can print finished publications on a color printer, take them to a professional printer, or post them on the Web in a format that can be viewed by those without DTP software. Paint/Image Editing Software (for the Professional) Graphic artists, multimedia professionals, technical illustrators, and desktop publishers use paint software and image editing software to create and modify graphical images such as those used in DTP documents and Web pages. Paint software, also called illustration software, allows users to draw pictures (Figure 3-18), shapes, and other graphical images with various on-screen tools such as a pen, brush, eyedropper, and paint bucket. Image editing software provides the capabilities of paint software and also includes the capability to enhance and modify existing pictures and images. Modifications can include adjusting or enhancing image colors, adding special effects such as shadows and glows, creating animations, and image stitching, which is the process of combining multiple images into a larger image. Professional photo editing software is a type of image editing software that allows photographers, videographers, engineers, scientists, and other high-volume digital photo users to edit and customize digital photos. With professional photo editing software, users can retouch photos, crop images, remove redeye, change image shapes, color correct images, straighten images, remove or rearrange objects in a photo, and apply filters. Video and Audio Editing Software (for the Professional) Video editing software allows professionals to modify a segment of a video, called a clip. For example, users can reduce the length of a video clip, reorder a series of clips, or add special effects such as words that move horizontally across the screen. Video editing software typically includes audio editing capabilities. Audio editing software lets users modify audio clips, produce studio quality soundtracks, and add audio to video clips (Figure 3-19). Most television shows and movies are created or enhanced using video and audio editing software. Multimedia Authoring Software Multimedia authoring software allows users to combine text, graphics, audio, video, and animation in an interactive application. With this software, users control the placement of text and images and the duration of sounds, video, and  IT Application Tools in Business 31 animation. Once created, multimedia presentations often take the form of interactive computer- based presentations or Web-based presentations designed to facilitate learning, demonstrate product functionality, and elicit direct-user participation. Training centers, educational institutions, and online magazine publishers all use multimedia authoring software to develop interactive applications. These applications may be available on an optical disc, over a local area network, or via the Internet. Web Page Authoring Software Web page authoring software helps users of all skill levels create Web pages that include graphical images, video, audio, animation, and special effects with interactive content. In addition, many Web page authoring programs allow users to organize, manage, and maintain Web sites. Application software, such as Word and Excel, often includes Web page authoring features. This allows home and small business users to create basic Web pages using application software they already own. For more sophisticated Web pages, users work with Web page authoring software. Chapter Activities Multiple Choice 1. _____ is mass-produced, copyrighted retail software that meets the needs of a wide variety of users, not just a single user or company. a. Custom software b. Open source software c. A Web application d. Packaged software 2. A feature, called _______, allows users of word processing software to type words continually without pressing the enter key at the end of each line. a. AutoFormat b. clipboard c. AutoCorrect d. word-wrap 3. When using spreadsheet software, a function _______. a. depicts data in graphical form b. changes certain values to reveal the effects of the changes c. is a predefined formula that performs common calculations d. contains the formatting necessary for a specific worksheet type 4. ______ combines application software such as word processing, spreadsheet, presentation graphics, and e-mail. a. Shareware b. A software suite c. Packaged software