TOPIC 4 COMPUTER SOFTWARE

TOPIC 4 COMPUTER SOFTWARE

CONCEPT OF COMPUTER SOFTWARE

Computer software refers to a collection of programs, procedures, and instructions that  direct a computer on how to perform specific tasks. Software controls the operation of  computer hardware and enables users to utilize the computer system effectively.

Software is not physical and cannot be touched. It exists in electronic form and is stored in  storage devices such as hard disks or solid state drives. When a computer is switched on,  software is loaded into memory to control system operations.

A computer system cannot function without software because hardware alone cannot  process data or produce meaningful output.

Examples of computer software include operating systems, word processing programs,  spreadsheets, database systems, and antivirus programs.

PRACTICAL ACTIVITY

Students should identify different software programs installed on their computer and  classify them as system software or application software.

SCENARIO QUESTIONS

Explain why software is necessary for computer hardware to work ii. State two differences between computer hardware and computer software

SYSTEM SOFTWARE

System software is a type of software that controls and manages the overall operation of a  computer system. It coordinates hardware components and provides an environment for  application software to run.

System software starts automatically when the computer is powered on. It manages  memory, files, input and output devices, and system security.

Without system software, application software cannot operate and the computer system  cannot function.

TYPES OF SYSTEM SOFTWARE

I. OPERATING SYSTEM

An operating system is the most important system software in a computer system. It acts  as an interface between the user and the computer hardware. It allows users to interact  with the computer and controls all system resources.

Functions of an operating system include memory management, file management, device  management, process management, and security control.

Examples of operating systems include Microsoft Windows, Linux, macOS, Android, and  iOS.

II. DEVICE DRIVERS

Device drivers are system programs that enable communication between the operating  system and hardware devices. Each hardware component requires a specific driver to  function correctly.

Without the correct device driver, hardware devices such as printers, scanners, and sound  cards cannot operate properly.

Examples include printer drivers, keyboard drivers, mouse drivers, and display drivers.

CATEGORIES OF OPERATING SYSTEMS

Operating systems are categorized based on the way they process data, manage users, and  control computer resources. Each category is designed to meet specific computing needs.

1. Single user operating system

A single user operating system allows only one user to access and use the computer at a  time. It is commonly used on personal computers for individual tasks such as typing,  browsing, and learning.

This type of operating system manages resources for one user and does not support  multiple simultaneous users.

EXAMPLES: Microsoft Windows, macOS, MS-DOS

PRACTICAL ACTIVITY

Students should identify the operating system installed on their personal computer and  confirm whether it supports single user operation.

SCENARIO QUESTIONS

Why is a single user operating system suitable for home computers ii. Give two activities best supported by a single user operating system

2. Multi user operating system

A multi user operating system allows many users to access the same computer system at  the same time. Each user is given separate resources and security permissions. It is commonly used in servers, schools, and organizations where many users share one  system. EXAMPLES: Linux, UNIX, Windows Server

PRACTICAL ACTIVITY

Students should discuss how computers in a school server room allow multiple users to  access resources.

SCENARIO QUESTIONS

1. Why is a multi user operating system important in organizations
2. What challenges may arise if many users share one system

3. Multitasking Operating System

A multitasking operating system allows a computer to run more than one program at the  same time. It enables users to switch between applications without closing them. This improves efficiency and productivity.

EXAMPLES: Microsoft Windows, Linux, macOS

PRACTICAL ACTIVITY

Students should open a word processor, music player, and browser at the same time and  observe system behavior.

SCENARIO QUESTIONS

1. How does multitasking improve user productivity
2. What happens when too many programs run at once

MANAGING FILES AND FOLDERS

Managing files and folders is the process of creating, organizing, storing, retrieving, and  maintaining data in a computer system. Proper management helps users work efficiently,  save time, and protect important information from loss.

1. FILE

A file is a collection of related data or information stored on a storage device and identified  by a unique name. Files may contain text, images, audio, video, or program instructions.  Each file has a filename and an extension that shows the type of file,

Examples

Notes.docx for word documents,

Results.xlsx for spreadsheets,

Photo.jpg for images,

Music.mp3 for audio files.

Practical Activity

Identify five files stored on a computer and write their filenames together with their  extensions.

Scenario Activity

Explain why file extensions are important and describe problems that may occur when  files are not properly named.

2. FOLDER

A folder is a container used to store and organize files and other folders in a computer  system. Folders help group related files together and make them easier to locate and  manage.

Examples include a folder named assignments containing school work, a pictures folder  storing images, and a music folder containing audio files.

PRACTICAL ACTIVITY

Create folders for different school subjects and store related files in each folder.

SCENARIO ACTIVITY

Discuss problems that may occur if files are stored without using folders.

3. CREATING FILES AND FOLDERS

Creating files and folders involves setting up new storage locations to save information.  Files are created using application software such as word processors, while folders are  created using the operating system. For example, creating a new document in Microsoft  Word or creating a folder named computer_studies.

PRACTICAL ACTIVITY

Create one folder and save at least three files inside it.

SCENARIO ACTIVITY

State four steps to create folder and explain why files should always be created and saved  in the correct folder.

4. RENAMING FILES AND FOLDERS

Renaming is the process of changing the name of a file or folder to make it more meaningful  and easy to identify. Clear names help users locate files quickly, for example changing  file1.docx to term1_results.docx or renaming new folder to form_one_notes.

PRACTICAL ACTIVITY

Rename files using clear and descriptive names.

SCENARIO ACTIVITY

Explain the disadvantages of using unclear file names.

5. COPYING FILES AND FOLDERS

Copying is the process of duplicating files or folders from one location to another while  keeping the original. It is mainly used for backup and sharing purposes, for example  copying notes to a flash disk or copying images to another folder.

Practical Activity

Copy files from one folder to another and confirm that both copies exist.

Scenario Activity

Explain why copying files is important for data safety.

6. MOVING FILES AND FOLDERS

Moving is the process of transferring files or folders from one location to another without  keeping the original in the previous location. It helps reorganize data, for example moving  photos from downloads to pictures or moving documents into subject folders.

Practical Activity

Move files into appropriate folders.

Scenario Activity

Explain what may happen if files are moved incorrectly.

7. DELETING FILES AND FOLDERS

Deleting is the process of removing unwanted files or folders from storage. Deleted items  are usually sent to the recycle bin before permanent removal. Deleting helps free storage  space, for example removing duplicate files or outdated documents.

Practical Activity

Delete unnecessary files and restore one file from the recycle bin.

Scenario Activity

Explain why files should be checked carefully before deleting.

8. SEARCHING FOR FILES AND FOLDERS

Searching is the process of locating files or folders stored on a computer using names,  extensions, or dates. Searching saves time when files are not easily visible, for example  searching by filename or file type.

Practical Activity

Search for a file using its name or extension.

Scenario Activity

Discuss difficulties faced when files are poorly organized.

IMPORTANCE OF MANAGING FILES AND FOLDERS

Proper file and folder management improves efficiency, saves storage space, protects data,  simplifies backup and recovery, and increases user productivity.

III. UTILITY SOFTWARE

Utility software is system software designed to maintain, manage, protect, and optimize  the computer system. It helps improve system performance and security. Utility programs perform tasks such as virus detection, disk cleanup, file backup, and  system maintenance.

Examples include antivirus software, disk defragmenters, backup tools, and file  compression programs.

PRACTICAL ACTIVITY

Students should open the control panel or system settings and identify the operating  system and at least two utility programs installed on the computer.

SCENARIO QUESTIONS

1. What problems may occur if a computer has no operating system
2. Why are device drivers important when installing new hardware

APPLICATION SOFTWARE

Application software refers to programs designed to help users perform specific tasks.  These tasks may be related to education, business, communication, entertainment, or data  management.

Application software depends on system software to run. It cannot function independently  without an operating system.

Application software is designed according to user needs and can be general or specific in  nature.

TYPES OF APPLICATION SOFTWARE

1. GENERAL PURPOSE APPLICATION SOFTWARE

General purpose application software is designed to perform common tasks that are  required by many users. These programs are widely used in schools, offices, and homes.

Examples include word processors for typing documents, spreadsheets for calculations,  presentation software for slides, and web browsers for internet access.

2. SPECIAL PURPOSE APPLICATION SOFTWARE

Special purpose application software is designed to perform a specific task for a particular  organization or function. It is developed to meet specific operational needs.

Examples include payroll systems, school management systems, hospital management  systems, and airline reservation systems.

3. CUSTOMIZED APPLICATION SOFTWARE

Customized application software is developed according to the specific requirements of a  user or organization. It is tailor-made to solve particular problems.

Examples include customized accounting systems and organization-specific databases.

PRACTICAL ACTIVITY

Students should open a word processing application, type a short paragraph, save the file,  close the program, and reopen the saved document.

SCENARIO QUESTIONS

1. Why is application software important to computer users
2. Give reasons why an organization may choose customized software instead of general purpose software

SOFTWARE INSTALLATION

Software installation is the process of transferring software programs from a storage  medium into a computer system so that they can be used. Installation prepares the  software to work properly with the computer hardware and operating system.

Software can be installed from CDs, DVDs, flash disks, external storage devices, or  downloaded from the internet.

Proper installation ensures correct functioning, security, and compatibility of software.

STEPS IN SOFTWARE INSTALLATION

1. Checking system requirements to ensure compatibility
2. Preparing the computer system
3. Inserting installation media or opening the setup file
4. Running the installation program
5. Accepting license agreements
6. Selecting installation location
7. Completing installation and restarting the computer if required

IMPORTANCE OF SOFTWARE INSTALLATION

Software installation allows programs to be used effectively, ensures system stability, and  prevents errors during operation.

PRACTICAL ACTIVITY

Students should install a simple application such as a media player or PDF reader under  teacher supervision.

SCENARIO QUESTIONS

1. What may happen if incompatible software is installed on a computer
2. Why should users follow installation instructions carefully.