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Software
Tools for Productivity & Creativity
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3.1 System Software: The Power behind the
Power
 Application Software

Software developed to solve a particular problem for
users



Either performs useful work on a specific task
Or provides entertainment
We interact mainly with this software
 System Software


Enables application software to interact with the
computer
Helps the computer to manage its own internal and
external resources
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McGraw-Hill
3.1 System Software: The Power
behind the Power
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3.1 System Software: The Power behind the
Power
 System Software has 3 basic components

Operating System
--The principal component of system software

Device Drivers
--Help the computer control peripheral devices

Utility Programs
--Used to support, enhance, or expand existing programs in the
computer
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3.2 The Operating System: What It
Does
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 Operating System (OS)





Low-level, master system of programs to manage basic
computer operations
Every general-purpose computer must have OS to run
other programs
OS allows users to concentrate on applications rather
than on complexities of the computer
Each application program is written to run on top of a
particular OS
Some OS functions: booting, CPU management, file
management, task management, security management
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3.2 The Operating System: What It Does

Booting
 The process of loading an OS into the computer’s
main memory
 Booting involves four steps:
1.
2.
3.
Turn the computer on
Diagnostic routines test main memory, CPU, and other
hardware
Basic Input/Output System (BIOS) programs are copied to
main memory


4.
BIOS contains instructions for operating the hardware
The computer needs those instructions to operate the
hardware and find a copy of the OS
Boot program obtains the OS and loads it into computer’s
main memory
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3.2 The Operating System: What
It Does
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3.2 The Operating System: What It
Does
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 Booting



Cold boot—turn on computers “on” system
Warm boot—restart a computer that is already on
Boot disk—use a diskette or CD containing all files to
launch OS
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3.2 The Operating System: What
It Does
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 Central Processing Unit (CPU) Management

Supervisor is the software that manages CPU



Remains in memory while the computer runs
Directs other programs not in memory to perform tasks that
support application programs
Memory Management



OS keeps track of memory locations to prevent programs
and data from overlapping each other
Swaps portions of programs and data into the same
memory but at different times
Keeps track of virtual memory
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3.2 The Operating System: What
It Does
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 Central Processing Unit (CPU) Management
(continued)

Queues, Buffers, Spooling




Queue: First-in, First-out (FIFO) sequence of data or
programs that waits in line for its turn to be processed
Buffer: The place where the data or programs sit while they
are waiting
To spool: The act of placing a print job into a buffer
Needed because the CPU is faster than printers. The CPU
can work on other tasks while the print jobs wait
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3.2 The Operating System: What It
Does
 File Management

A file is either a



The File System arranges files
in a hierarchical manner



Data File: a named collection
of data
Program File: a program that
exists in a computer’s
secondary storage
Top level is Directories (aka
Folders)
Subdirectories come below
Folders
Find files using their
pathname. Example:
C:/MyDocuments/Termpaper/section1.doc
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3.2 The Operating System: What
It Does
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 Task Management



Computers are required to perform many different tasks at
once—to do task management
Task: An operation such as storing, printing, or calculating
Multitasking: Handling more than one program concurrently


Example: You do word processing while playing music on your
computer
OS directs processor to alternate time on each program until
processing is complete
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3.2 The Operating System: What It
Does
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 Security Management




Operating Systems permit users to control access to their
computers
Users gain access using an ID and password
You set the password the first time you boot up a new
computer
After that, when you boot up, you’ll be prepared to type in
your user name and password
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3.3 Other System Software: Device
Drivers & Utility Programs
 Device Drivers
Specialized software programs that allow input and output
devices to communicate with the rest of the computer system
 When you buy a computer, many device drivers come with the
system software
 Device drivers also come with new hardware (on CDs/DVDs)
or can be downloaded from the manufacturer’s website
 Utilities
 Service programs that perform tasks related to the control and
allocation of computer resources
 Some come with the OS, others can be bought separately like


Norton SystemWorks, McAfee Utilities
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3.4 Common Features of the User
Interface
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 User Interface
 The user-controllable display screen you use to interact with
the computer, using keyboard or mouse
 Keyboard & Mouse
 Special-purpose keys: used to enter, delete, edit data, and to
execute commands
 Function keys (F1, F2, etc.): used to execute commands
specific to the software being used
 Macros: keyboard shortcuts to activate series of commands
 Mouse pointer: moved to particular place on screen or to point
to little symbol icons
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3.4 Common Features of the User
Interface
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3.4 Common Features of the User
Interface
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 Mouse


Handy tool for dragging
and dropping text,
graphics
Useful for navigating
menus on unfamiliar
applications
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3.4 Common Features of the User
Interface
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 Graphical User Interface (GUI)


Allows you to use a mouse or keystrokes to select icons and
commands from menus
Three main features of GUI are desktop, icons, and menus


Desktop: The system’s main interface screen
Icons: Small pictorial figures that represent programs, data files, or
procedures


Rollover: A small text box that explains the icon when you roll your
mouse over it
Menus: Lists of built-in commands and/or options from which to
choose

Pull-down, cascading, pull-up, pop-up
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3.4 Common Features of the User
Interface
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 To start an application, pick one of 3 methods:



Click on the Start button on the lower left corner of the
Windows desktop, then make a selection from the pull-up
menu
Click on the My Computer icon on the desktop, find the
application executable on your hard disk, and click it
Click on the My Documents icon on the desktop, find the
document you want to open, and click on it.
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3.4 Common Features of the User
Interface
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 Most Operating Systems have the following:





Title Bar: runs across the top of the display window
Menu Bar: shows the names of the pull-down menus
available
Toolbar: Displays menus and icons representing
frequently used commands
Taskbar: The bar across the bottom of the Windows
screen that contains the Start button
A window: A rectangular frame on the computer screen
through which you can view a file of data or an
application
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3.4 Common Features of the User
Interface
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 The Help Command

A command generating a
table of contents, an index, and a search feature that can
and a search feature to
help you locate answers
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3.5 Common Operating Systems
 Platform

The particular processor model and operating system on
which a computer system is based
 Two principal systems are


Mac platforms—run Apple Macintosh
PC platforms—run Microsoft Windows
 Some legacy systems still used—outdated but still
functional


DOS (Disk Operating System)
Original Microsoft OS—hard-to-use command-driven
user interface
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3.5 Common Operating Systems
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3.5 Common Operating Systems
 Mac OS



OS that runs on Apple Macintosh computers; is popular
for desktop publishing and in educational settings
Pioneered the easy-to-use GUI
Proprietary OS



System 9 is OS from 1999, but still popular
Mac OS X from 2000 is based on Unix
Mac 10.6 is 2009 release; features include



Spotlight – a desktop search engine for locating files on local
hard disk
Dashboard – for creating desktop “widgets”
Automator – automatically helps users to script repetitive tasks
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Common Operating Systems
 Microsoft Windows

Windows early versions—featured Plug & Play


Windows XP – 2001



95, 98, and ME
Windows networking plus new GUI
Improved stability
Windows XP Media Center Edition--2004


Media-oriented OS
PC or TV to be home entertainment hub
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Common Operating Systems
 Windows Vista—2007
 Fancy interface, glitzier graphics, improved security
 Required too much computing power
 Hardware/software incompatibility issues
 Windows 7—2009
 Microsoft Surface—use hands to manipulate screen content
 Comes in several versions—Home premium, Professional, &
Ultimate
 Any Windows represents years of legacies
 Critics say Windows perpetuates obsolete design
 Apple started over with Mac OSx in 2001
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3.5 Common Operating Systems
 Network operating systems

Novell’s Netware



Used for coordinating microcomputer-based local area
networks (LANs) throughout a company or campus
Network OS usually located on a main server
Windows NT & NT Server



Windows NT is now called Windows Server 2008
Designed to run on network servers in businesses of all
sizes
Multiple users share resources, such as data, programs,
printers
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3.5 Common Operating Systems
 Network operating systems

Unix, Solaris, BSD





Unix is a multitasking operating system with multiple users
that has built-in networking capability and versions for all
kinds of computers
Is particularly stable—used to run backbone of internet
Used by large organizations—for airplane design, currency
trading
Versions include Solaris, BSD, HP-UX, AIX
Unix interface is command-line interface

GUIs available to make Unix easier to use
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3.5 Common Operating Systems
 Embedded Operating Systems for Handhelds
 Embedded OS—resides on CPU chip
 Specialized system that is part of larger system or machine
 Palm OS
 Dominant OS for handhelds
 Developed by Palm, Inc. as OS fro Mobile devices
 Windows Embedded
 A slimmed-down version of Windows
 Windows for handhelds & embedded systems

A new OS for mobile devices (smartphones) is Android, which in
2010 is just becoming available on such devices
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3.5 Common Operating Systems
 Network operating systems

Linux



Free, nonproprietary version of Unix
Continual improvements from thousands of volunteer
programmers
Linux is open-source software—anyone may make
suggested improvements




May legally be downloaded and used for free
May legally be modified for free, as long as modifications aren’t
copyrighted
Linux vendors give away software but sell services, products
In 2000, adopted by China as national standard OS
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3.6 Application Software
 Five legal types of application software
 Commercial, public domain, shareware, freeware, rentalware


Commercial software—copyrighted, must get license from
owner
Software license types:




Site licenses allow software to be used on all computers at a
specific location
Concurrent-use licenses--allow a number of copies to be used
at one time
Multiple-use license--specifies number of people who may use
the software
Single-use license--limits software to one user at a time
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3.6 Application Software
 Five Legal Types of Application Software

Commercial Software (continued)


Public-domain software


Copyrighted – download for free, then pay if you use it
Freeware


Not copyrighted – legal to copy
Shareware


Comes in versions (major upgrades) and releases (minor)
Copyrighted – but available for free.
Rentalware

Copyrighted – lease for a fee
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3.6 Application Software
 Other Software categories

Pirated software


Abandonware


Software obtained illegally in violation of copyright
Software that is no longer being sold or supported by its
publisher
Custom software

Created by software engineers and programmers
specifically for companies or individuals
Discussion Question: What should you do as a student if you see
someone pirating software?
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3.6 Application Software
 Tutorials & Documentation


Tutorial: Instruction book or program that helps you learn
to use the product by taking you through a series of steps
Documentation: All information that describes a product
to users, including a user guide or reference manual that
provides a narrative and graphical description of the
program
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3.6 Application Software
 Facts about Files & about Importing & Exporting

Three types of data files




Document files—created by word processing
Worksheet files—created by spreadsheets
Database files—created by database management
programs
Exchanging files


Importing: getting data from another source and then
converting it into a format compatible with the program in
which you are currently working
Exporting: transforming data into a format that can be used
in another program and then transmitting it
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3.6 Application Software
 Types of Application Software
May be classified as: entertainment, personal,
education/references, productivity, and specialized uses
Productivity Software




Word processing, spreadsheets, database managers
May be bundled in office suite
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3.7 Word Processing
 Word Processing: uses computers to create, edit,
format, print, and store text




Microsoft Word best known
Others: Corel WordPerfect, Apple Pages, Google Apps,
Zoho Writer
Word processing allows you to delete, insert, and replace
text
Additional features: creating, formatting, printing, saving
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3.7 Word Processing
 Creating Documents






Cursor: movable symbol to show where to enter text
Scrolling: moving quickly up, down, or sideways
Word wrap: automatically continues text to next line
Head hierarchy: Outline View puts tags on headings
within a document to organize it
Footnote numbering automatic
Insert & Delete
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3.7 Word Processing

Editing Documents—Making alterations in content
 Inserting: adding text to documents
 Deleting: removing text from documents
 Find & Replace
Find: lets you go straight to any text in your document
 Replace: lets you automatically replace it with something else
 Cut, Copy, & Paste
 Select the text you want to move
 Copy (or cut) to clipboard, then paste in new location
 Spelling Checker: tests for incorrectly spelled words

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3.7 Word Processing
 Grammar Checker: highlights poor grammar,
wordiness, incomplete sentences, and awkward
phrases
 Thesaurus: offers suggestions for alternative words
with the same meaning
Discussion Question: How does a spell-checker handle different
spellings for the same word? Should you trust the spell-checker for
everything?
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3-43
3.7 Word Processing
 Formatting Documents with the Help of Templates



Formatting: determining appearance of a document
A template is a preformatted “form” that provides basic
tools for structuring a final document—text, layout, page
design, etc.
Every word processing program comes with standard
templates (for letters, memos, etc.)
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3.7 Word Processing
 Aspects of Formatting

Font



Spacing & Columns



The typeface, size, and color of the text you use
Also lets you specify underlined, italic, or bold
Choose the line spacing (single- or double-spaced, or other)
Choose single-column or multi-columned text for your document
Margins & Justification


Indicate width of left, right, top, and bottom margins
Justify text left, right, or center
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3.7 Word Processing
 Headers, footers, page numbers
A header is text printed at the very top of the page
 A footer is text (like page number) at the page bottom
 Other Formatting
 You can specify borders, shading, tables, and footnotes
 You can also import graphics, such as clip art
 Default Settings
 These are the settings automatically used by the program
unless you change them

Discussion Question: What is the difference between editing and
formatting a document? Is one more important than the other?
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3.7 Word Processing
 Output: Printing, Faxing, or Emailing Documents



Print individual pages, the whole document, or several copies
You can fax or email finished documents
Previewing: gives you a look at how document will look when
printed, before you print
 Saving Documents
Saving: store a document as an electronic file on, e.g., hard
disk or CD
Word processing allows formatting of documents in HTML
Word processing allows tracking, or highlighting, of insertions and
deletions



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3.8 Spreadsheets
 Spreadsheets: to create tables and financial schedules


Enter data and formulas into rows and columns on screen
Programs; Microsoft Excel, Corel Quattro Pro, Lotus
1-2-3
 Organized into columns and rows on a worksheet






Labels are descriptive text
Cells are where a row and a column meet
Cell address is the position of the cell
Range is a group of adjacent cells
Values are numbers or dates entered into a cell
Cell pointer shows where data is to be entered
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3.8 Spreadsheets
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3.8 Spreadsheets
 Formulas, Functions, Recalculation, What-If

Formulas are instructions for calculations





Define mathematically how one cell relates to another
Example: @SUM(A5:A15) sums the values of the cells A5,
A6, A7, and so forth up through cell A15
Functions are built-in formulas, such as SUM()
Recalculation is the process of re-computing values
What-If analysis allows users to see what happens to
totals when one or more numbers change in cells


Worksheet templates—custom-designed for particular work
Multidimensional spreadsheets—link one to another
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3-50
3.8 Spreadsheets
 Analytical Graphics: Creating Charts



Spreadsheets allow you to automatically create graphs
Analytical graphics: graphical forms that make numeric data
easier to analyze
Examples of types of analytical graphics:





Column charts
Bar charts
Line graphs
Pie charts
Scatter charts
Discussion Question: How may spreadsheets be helpful in your
everyday life as a student?
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3-51
3.9 Database Software
 Database: structured collection of interrelated files in a
computer system
 Database software: sets up and controls the structure of a
database and access to data
 Principal microcomputer databases: Microsoft Access, Corel
Paradox
 Benefits databases:




Data redundancy is minimized
Data is integrated and stored in a structured fashion
Data in databases has more integrity
Data may include text, numbers, and graphics
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3.9 Database Software
 Relational database: data organized into related tables


Each table contains rows (records) & columns (fields)
Key is field used to sort data



Querying and displaying records


Most frequent key field is social security number
Tables with the same key field are linked together
Database software offers a quick way to locate records
Saving, Formatting, Printing, Copying, Transmitting

Can save results, format them in different ways, print as
reports, copy to other documents, & transmit as email
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3.9 Database Software
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3.9 Database Software
 Personal Information Managers

Software that helps you keep track of & manage
information you use on a daily basis


Addresses, phone numbers, appointments, to-do lists, notes
Popular examples:




Microsoft Outlook
Lotus SmartSuite Organizer
Contactizer Pro
Yojimbo
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3.10 Specialty Software
 Presentation Graphics
 Financial
 Desktop Publishing
 Drawing & Painting
 Project Management
 Video/Audio Editing
 Animation
 Multimedia Authoring
 Web Page Design/Authoring
 Portable Document Format (PDF)
 Computer-Aided Design
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3.10 Specialty Software
 Presentation Graphics Software



Uses graphics, animation, sound, data, and information to
make visual presentations
Some packages: Microsoft PowerPoint, Corel Presentations
Includes design and content templates

Allows presentation to be dressed up with clip art, sound clips,
special visual effects, animation, and video clips
Discussion Question: What are some of the disadvantages of using
presentation graphics software?
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Specialty Software
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3.10 Specialty Software
 Financial Software



Ranges from personal-finance managers to entry-level
accounting programs to business financial-management
packages
Personal-finance programs include Quicken & Microsoft Money
Common features of financial software






Track income & expenses
Allow checkbook management
Do financial reporting
Offer tax categories to assist with tax recordkeeping
May offer financial planning & portfolio management
Tax, accounting, investment software also available
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3.10 Specialty Software
 Desktop Publishing

Involves mixing text & graphics to produce high-quality
output for commercial printing
Uses a mouse, scanner, printer, and DTP software
Professional DTP programs: QuarkXPress, Adobe
InDesign
Has the following features

Mix of text with graphics
 Offers varied type & layout styles
 Allows import of files from other programs
Becoming a DTP professional requires training



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3.10 Specialty Software
 Drawing programs



Graphics software used to design & illustrate objects &
products
Create vector images—created from geometrical
formulas
Examples: CorelDRAW, Adobe Illustrator
 Painting programs


Graphics programs that allow users to simulate painting
on-screen
Produce bit-mapped or raster images (tiny dots)
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3.10 Specialty Software
 Common Graphics File Formats
 .bmp (bit-map): used on PCs
 .gif (Graphic Interchange Format) – format used in web
pages
 .jpeg (Joint Photographic Experts Group) – used in highresolution images
 .tiff (Tagged Image File Formats) – used on PCs & Macs for
high-resolution images to print
 .png (Portable Network Graphics) – used as alternative to
.gif
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3.10 Specialty Software
 Video-editing software


Allows import to and editing of video footage on computer
Video editing packages: Adobe Premiere, Sony Pictures Digital
Vegas, Apple Final Cut Express, Pinnacle Studio DV, & Ulead
VideoStudio
 Audio-editing software


Allows import to and editing of sound files on PC
Sound editing packages: Windows Sound Recorder, Sony
Pictures Digital Sound Forge, Audacity (freeware), Felt Tip
Software’s Sound Studio (shareware), GoldWave, & WavePad.
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3.10 Specialty Software
 Animation Software




Simulates movement by rapidly displaying a series of still
pictures, or frames
Computer animation: creation of moving images by
means of computer
GIF animation: first format to be widely used for web
pages
Packages: GIF Construction Professional, 3D GIF
Designer, The Complete Animator
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3.10 Specialty Software
 Multimedia Authoring Software



Combines text, graphics, video, animation, and sound in
an integrated way to create stand-alone multimedia
applications
Content can be put on CDs/DVDs or delivered via the
web
Two examples: Macromedia Director & Macromedia
Authorware
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3.10 Specialty Software
 Web Page Design/Authoring Software



Used to create web pages with sophisticated multimedia
features
Packages: Adobe Dreamweaver, Adobe Flash, Coffee
Cup Visual Site Designer, Real/Mac Rapid Weaver, etc.
Packages provided by internet access providers free &
easy to use
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3.10 Specialty Software
 Project Management Software


A program used to plan and schedule the people, costs,
and resources required to complete a project on time
Packages: Mindjet MindManager Pro 8, MindView, Intuit,
Microsoft Project, etc.
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3.10 Specialty Software
 Portable Document Format (PDF)



A file format developed by Adobe Systems
Captures text, graphic, and formatting information from a
variety of applications on different platforms, making it
possible to send documents and have them appear on
the recipient’s monitor as they were intended to be
viewed
Today, used for virtually any data that needs to be
exchanged among applications and users
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3.10 Specialty Software
 Computer-Aided Design (CAD)

Programs intended for design of products, structures,
civil engineering drawings, and maps



Examples include Autodesk, AutoCAD, TurboCAD, Alibre
Design, and PowerCADD
CAD programs help design buildings, cars, planes,
electronic devices, roadways, bridges, subdivisions
CAD/CAM programs: allow CAD programs to be input into
computer-aided manufacturing systems that make products
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