1.5 Business Application Software

There are two main types of software: application software and system software. System software (like Microsoft Windows) does its job quietly and requires little or no human interaction. You don’t turn on system software directly; it starts itself when the computer gets powered up. On the other side, application software (like Adobe Photoshop) is about serving the user and doing whatever task they have in mind, like creating documents or spreadsheets. Unlike system software, application software is a choice that requires human interaction.

AI CONNECTION: Will AI eliminate the need for learning application software? Microsoft has integrated an artificial intelligence into all its application software known as Copilot. Microsoft Copilot, a chatbot developed by Microsoft and launched on February 7, 2023, can cite sources, generate poems, and assist in the creation of spreadsheets, databases, and presentations.

OpenAI’s ChatGPT 3.0 was originally designed to write programming code, which raises a similar question posed years ago about calculators: Why learn math if my calculator will do it for me? Today’s question is: Why learn to program if ChatGPT will do it for me? What’s the point of learning to construct and use spreadsheets and databases if AI will do it for me? To answer these questions, it’s important to understand that artificial intelligence, and a calculator for that matter, are only assistants. They can only perform a task that the end-user tells them to do.

Application Software

Application software starts doing its thing when you decide to run it. In the world of business computing, there are four main application software:

  1. Spreadsheets: A spreadsheet is a software application used for organizing, analyzing, and manipulating data in a tabular format composed of rows and columns. It functions as an electronic ledger, allowing users to input, store, and perform calculations on numerical and textual information. Spreadsheets offer functionalities such as mathematical formulas, functions, and graphical representations, enabling users to perform complex calculations, create charts, and visualize data trends efficiently. They are commonly utilized in various fields—including finance, accounting, engineering, and data analysis—for tasks ranging from budgeting and financial modeling to data management and decision-making support.

  2. Word Processors: A word processor is a software application designed for creating, editing, formatting, and printing documents primarily composed of text. It provides users with a range of tools and features for manipulating text, such as font styles, sizes, and colors, as well as alignment options and paragraph formatting. Word processors also offer functionalities like spell checking, grammar checking, and thesaurus integration to enhance the quality and correctness of written content. Additionally, they often include features for inserting images, tables, and other multimedia elements into documents, making them versatile tools for various writing tasks, including letter writing, report generation, academic writing, and creative writing.

  3. Databases: A database is a software application that is a structured collection of data organized in a way that enables efficient storage, retrieval, modification, and management of information. It is designed to store data in tables consisting of rows and columns, with each row representing a record and each column representing a field or attribute. Databases are equipped with a management system, known as a database management system (DBMS), which facilitates interactions with the data, such as querying, updating, and deleting records, as well as ensuring data integrity, security, and concurrency control. They are used across various industries and applications to store and manage large volumes of structured and unstructured data, providing a foundation for data-driven decision-making, analysis, and business operations.

  4. Presentation Software: Presentation software is a digital tool used to create visual presentations composed of slides containing text, images, graphics, and multimedia elements. It enables users to organize and present information in a structured and engaging manner, facilitating effective communication and storytelling. Presentation software offers features for designing slide layouts, applying visual themes, and incorporating animations and transitions to enhance the presentation’s visual appeal and effectiveness. Users can create slideshows for various purposes, including business presentations, educational lectures, training sessions, and sales pitches. Additionally, presentation software often includes collaboration features, allowing multiple users to work on a presentation simultaneously and share it with others for viewing and feedback.

Software Suites

Application software is often bundled together in a software suite (or productivity suite), kind of like a one-stop shop for your business application software needs. Big companies like Microsoft (think Office 365) and Adobe (Creative Cloud) know it makes sense for users to get a suite as a package deal rather than buying each program separately.

Your approach to application software is just as important as the software itself when you’re learning a new computing system. The software tools out there today are amazing, often way more powerful than people give them credit for. Take word processing software, for example. It’s been around for 30 years and countless creative minds have shaped its growth over that time. Thinking it’s only for creating and editing documents like résumés and contracts is a bit narrow-minded and, well, a mistake.

The standout feature of a productivity suite is its ability to let different business applications share data and information. You can merge the results of a spreadsheet analysis into a word-processing document or add database findings to a presentation.

Productivity suites provide two ways to share data, starting with the most basic: copy and paste. It’s like picking a chunk of info in one app (source data), copying it, switching to another app, and pasting it where you want (destination). Copy and paste is the simplest way to move information between programs where you want the copied info to stay the same.

The other method is called object linking and embedding (OLE). Object embedding lets you take a whole section from one app and make it part of another. For instance, you can embed a budget spreadsheet (source file) into a proposal document (destination file). Object embedding is static—it’s like taking a snapshot. If you open the proposal later, you can edit it, but the budget spreadsheet inside it stays as it was when embedded.

Object linking is similar but with a key difference: it’s dynamic. When you link the source file to the destination file, both stay up to date. Unlike embedding, where it’s like taking a picture, linking creates a live connection, so both files are current and editable.

So, what did you decide? Was this book written by AI or a human? What you probably decided was that this book was written by a human and assisted by AI.

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