Module 3 COMP FUN PDF

UNIVERSITY OF LA SALETTE,INC
COLLEGE OF ENGINEERING AND ARCHITECTURE

SANTIAGO CITY, PHILIPPINES
LEARNING MODULE
PBSGE 005 LEC– COMPUTER
FUNDAMENTALS AND PROGRAMMING
MODULE 3: APPLICATION SOFTWARE
Topic 1: Overview
Topic 2: Word Processing Software
Topic 3:Spreadsheet Software
ENGR. ERIKA G. LLABRES
THIS MODULE IS FOR THE EXCLUSIVE USE OF THE UNIVERSITY OF LA SALETTE, INC. ANY FORM OF REPRODUCTION, DISTRIBUTION,
UPLOADING, OR POSTING ONLINE IN ANY FORM OR BY ANY MEANS WITHOUT THE WRITTEN PERMISSION OF THE UNIVERSITY IS
STRICTLY PROHIBITED.
Module 3: Application Software

Introduction
One of the first things to understand about the term “application software” is that it is exceedingly
broad. Application software is commonly defined as any program or number of programs designed for
end-users. That’s it, in a nutshell. In that sense, any end user program can be called an “application.”
Hence the age-old saying: “there's an app for that.” People often use the term “application software” to
talk about bundles or groups of individual software applications, using a different term, “application
program,” to refer to individual applications. That’s because the word “program” correlates to a discrete,
countable single unit, while the word “software” is often used to refer to more than one individual
program.
In this module you will have a broad understanding on application software and its types.
Learning Outcomes
At the end of this module, you are expected to
a. identify three (3) basic word processing tools that simplify document editing;
b. identify five special features commonly found in modern word processors;
c. explain how addresses are used in spreadsheet programs;
d. explain what formula is and how formula can be used in spreadsheet program.
Activities:
Instruction: Answer the following questions based on your personal and honest views as there are no
wrong answers.
1. What is an application software?
2. What is the difference of word processing and spreadsheet?
Lecture
Topic 1: Overview
Every day, million of people use word processing software to create and edit memos, reports,
and many other kinds of documents. In fact, it has been estimated that more than 90 percent of all
personal computers have a word processor installed.
This fact comes as a surprise, considering the number of documents that surround you.
Newspaper, magazines, letters and advertisements crowd your mailbox each day. You read-books for
school, and individuals create untold numbers of documents for a myriad of purposes. On desktop
around the world, printers spit out tons of documents every week. Probably, just as many documents
are created but they are never printed.
If you have not had any experience yet with productivity software, a word processor is an ideal
place to start. Modern word processors are easy to use and require no special skills to master it. A word
processor will familiarize you with many common tools. You may find little or no special use for other
types of application, but you may find your word processor to be an application that is essential for
personal use.
We live in the world that is run by the numbers." It seems that we must work with more
numerical data and financial information each day. Corporations track profits and losses, accountants
manage huge amount balance sheets, and people balance their check book registers or try to maintain a
household budget.
Whether their task is big or small, people commonly use spreadsheets program to judge all
those numbers. When someone is "crunching the numbers" that person is probably using a spreadsheet.
If ever you have attended a seminar or lecture that included slides or overhead transparencies
that are projected on a wall screen or displayed on a computer screen or video monitor, then you
probably have seen the product of a modern presentation program. Presentation program enable the
user to create and edit colorful, compelling presentations that can be displayed in various ways and use
to support any type of discussions,
People need data, so we create all kinds of lists to store and organize it. A grocery list, a phone
book, a library card catalog, and an instructors list of students are all organized list of data. Likewise,
computers need to store and manage list of data, and this is the reason for the computerized database. In
fact, many early attempts to build program computers grew out of a need to manage large lists of data.
Topic 2: Word Processing Software
Word Processing Program and Their Uses
Word processing software which is also called a word processor is an application that provides
extensive tools for creating all kinds of text-based documents. Word processors are not limited to
working with text. Word processor enables you to add images to your documents and design documents
that look like a product of professional print shop. Using a word processor, you can create long
documents with separate chapters, a table of contents, an index, and other features.
A word processor can enhance documents in other ways; you can embed sounds, video clips,
and animation into them. You can link to different documents together for example, link a chart from a
spreadsheet into a word processing report to create complex documents that update themselves
automatically. Word processors can even create documents for publishing on the World Wide Web,
complete with hyperlink text and graphics.
The Word Processors Interface
The word processors main editing window displays a document and several tools. In addition, a
document area or document window, which is you view the document, A word processor provides
several sets of tools including:
• Menu bar, which displays titles of menus (list of commands and options)
• Toolbars, which displays button of frequently used commands.
• Rulers, which show you the position of text, tabs, margins, indents and other elements on the page.
• Scroll bar, which lets you scroll through a document that is too large to fit I side the document area.
• Status bar, which displays information related to your position in the documents, the page count, and
the status of keyboard keys.
MENU BAR
TOOL BAR
RULERS
SCROLL BAR
STATUS
BAR
Entering and Editing Text
You create a document by typing on the keyboard-a process known as text. In a new document,
the program places a blinking insertion point (called cursor) in the upper left corner of the document
window. As you type, the insertion point advances across the screen, showing you where the character
will be placed. When your text reaches the right edge of the screen, it automatically moves the insertion
point to the next line. This feature is called word wrap. The only time you need to press enter is at the
end of a paragraph.
NOTE: In a word processor you press ENTER to start a new paragraph.
Word processing program lets you change text without retyping the entire page. You retype
only the text that needs to be changed. Changing an existing document is called editing the document.
The word processor real beauty is its ability to work with block of text. A block is a contiguous
group of characters, words, lines, sentences or paragraphs in your document that you mark for editing.
When you select text, it changes the color becoming highlighted. To deselect selected block of text,
click, the mouse anywhere on the screen or press any arrow key.
Formatting Text
Most word processing features are used to format the document. The process of formatting a
document includes controlling the appearance of text, the layout of text on the page, and the use of
pictures and other graphic element. Most formatting features fall into three categories: Character
format, Paragraph Format, and Document format.
Character Format
Character formatting includes setting the control attributes of individual text such as:
• Fonts. The term font refers to the characteristics of the letters, symbols, and punctuation marks in
your document. Fonts have names like times new roman, lucida, arial narrow.
• Type Size. A font is measure in points. A most common font size used in business documents is 12-
point type. Characters are measured from the top of the tallest letters (such as T and P) to the bottom of
letters that descend below the baseline (such as g and p).
• Type Style. In addition to the font and type size, the appearance of the character can be controlled with
type styles. The most common type style is bold, italic, and underline.
Paragraph Format
In word processing, the word paragraph has a slightly different meaning than it does
traditionally. Word processing software creates a paragraph each time you press the enter key. A group
of sentences is a paragraph, but a two-word heading is defined as paragraph, as well as paragraph
formatting that includes settings which are applied only to one or more entire paragraph such as:
• Line spacing. The amount of space between each line of text in a paragraph is called line spacing,
Lines can be single-spaced, double-spaced or set for an amount of spacing between the lines that you
select.
• Paragraph spacing. The amount of space between each paragraph is called paragraph spacing. Word
processing software lets you place extra space before or after each paragraph.
• Indents. Indents determine how close each line of a paragraph comes to the margins. In some
documents, lines of body text may reach all the way to the left and right margins, but quoted material
may be indented one inch from each margin.
• Alignment. Alignment refers to the orientation of the lines of a paragraph with respect to the margins.
There are four alignment options-left, right, center and justified.
• Tab stops. The keyboard tab key moves the insertion point forward until it encounters a tab stop (or
just a tab), inserting a fix number of spaces in the line. A tab stop is a position, both on screen and in
the document, usually measured from the left margin of the document.
• Borders and shading. Paragraphs can be formatted with borders or shading. A border is a line that is
drawn on one or more side of paragraph. Shading consists of pattern or color that is displayed as a
background of the text in a paragraph. A drop shadow is a partial shadow around a bordered paragraph,
which create the illusion that the paragraph is "floating" above the page.
Document Format
Document formats include the size of the page, its orientation and headers and footers. Word
processing software also lets you apply special formats, such as columns, to documents. You also can
divide a document into sections and give each section its own unique format. Standard document
format include:
• Margins. Margins are the white borders around the edge of the page. Every document has top, bottom,
left, and right margins. And all four margins can be the same or different.
• Page size. Normally, documents are set up to fit 8 42 by 11-inch paper, a standard known as letter size
paper. You can set up a word processor document for other standard sizes, such as legal (8 1/2 by 14-
inch paper).
• Orientation. Document dimension is also determined by the orientation of the paper. By default,
documents are set up with portrait orientation (or tall orientation), where the document is taller than its
wide. You also can switch to landscape orientation (or wide orientation), in which the paper is turned
on its side.
• Header and Footers. Long documents generally include header and footer or both. Headers and
Footers are line of text that run along the top and bottom of every page.
• Columns. Columns are effective formats for certain types of document. Newsletters, for example, are
often laid out in a two or three column format to make them easy to read.
• Section. Word processors also allow you to divide a document into sections and apply a different
format to each section.
Special Features of Word Processing Software
All word processing programs are rich in features, many of which have nothing to do with text
editing or formatting. Such utilities and functions that are almost like adding new software or your
word processor.
Language Tools
A word processor cannot make you a good writer, but it can help. Many word processors
feature language tools that can help you find errors in your spelling and grammar; they also may have
tools to help you find just the right word or avoid overusing certain words. These tools include the
following:
• Spell checker. If your word processor has a spell checker, you can catch spelling mistakes as you type
or use it to review an entire document for spelling error. A spell checker matches each word in a
document against a built-in dictionary containing standard spelling.
• Grammar checkers. These work like spell checker, but they inspect your document for grammatical
problems. A grammar checker compare each sentence to a set of standard grammatical rules, notifies
you if it finds a potential problems, and provides grammatical correct options.
•Thesaurus. An electronic thesaurus is just like a printed one a source of alternatives words. Suppose
you think you are using a word incorrect or you want to find a different word with a similar meaning.
You can select a word then, launch the thesaurus. A good thesaurus will display a definition of the
selected word and a list of possible replacement.
Tables
Although tables can be used to set up rows and columns of information in a document, a word
processor provides features that you create table in just a few steps.
The size of the table is limited only by the amount of page space that can be devoted to it, and
tables can be formatted in dozens of ways.
Tables are also useful in arranging images (such as clip art or photographs) on a page and for
arranging images and text in interesting ways.
Mail Merge
A mail merge is the process of combining a form letter with the contents of database usually
name and address. List-so that each copy of the letter has one entry form the database printed on it. The
mail merge features which make it easy to send the same letter to a list of different people with the
correct names and address printed document on each letter.
Adding Graphics and Sounds
With a word processor, you can easily add graphic, images-photos, drawings, or clip-art-to your
documents. You set the cursor where you want the graphic to appear, tell the word processing program
that you want to insert a graphic, and then locate the graphic file. After the graphic file has been
imported, you can move, size, crop and add borders on it.
You can embed sounds file in your document in much the same way that you embed a graphic
file. The only difference is that an icon appears in the document.
Templates
Templates are per-designed documents that are blank except for preset margins, fonts,
paragraphs formats, headings, rulers, graphics, header, footers. You can open a document template,
type your text into it, save it, and print the finished document. When you use template, you do not have
to manually format complex documents.
Topic 3: Spreadsheet Software
Spreadsheet Program and Their Uses
A spreadsheet program is a software tool for entering, calculating, manipulating and analyzing
sets of numbers. Spreadsheets have a wide range of uses-form family budgets to corporate earnings
statements. You can set up a spreadsheet to show information in numerous ways, such as the traditional
row-and-column format or a slick report with headings and chart,
The Spreadsheet Interface
Like a word processing program, a spreadsheet program lets you work in a main document area
(also called document window), which displays your data in various ways. In a spreadsheet program,
you actually work in a document called a worksheet (or a sheet), and you can collect related worksheet
in a workbook (which is called notebook in some programs). Worksheet can be named, and a
workbook can contain as many individual worksheets as your system resource will allow.
A typical spreadsheet I also interface also provides a main menu bar, toolbars, a special
formula bar, where you can create or edit data and formulas in the worksheet. Scroll bars help you
navigate a large worksheet; and at the bottom of the window, a status bar tells you specific
information about the worksheet.
An empty worksheet (one without any data) looks like a grid of rows and columns. The
intersection of any column
and row is called a cell. You
interact with a spreadsheet
primarily by entering data
into individual cells. A
typical worksheet contains
thousands of individual
cells.
Entering Data in a
Worksheet
A worksheet can
hold several types of data,
including labels (ordinary
text), values (numbers),
dates and formulas
(statements that perform a
calculation). Cells also can
hold graphics, audio files,
and video or animation files.
To the spreadsheet program,
each type of data has a
particular use and is handled
in unique manner.
Entering data in worksheet is simple. Using the mouse or arrow key, you select a cell to make it
active. The active cell is indicated by a cell pointer, a rectangle that makes the active cells borders look
bold.
To navigate the worksheet, you need to understand its system of cell addresses. All
spreadsheets use row and column identifiers as the basis for their cell addresses. If
you are working in the cell where column B intersect with row 3, for example, then the
active cell address is B3.
When you have selected a cell, you simply type the data into it. When a cell is active, you also
can type its data into the formula bar. The formula bar is handy, because it displays much more data
than the cell can. If a cell already contains data, you can edit it in formula bar.
You can also use the spreadsheets cut, copy and paste feature to duplicate and move data to
various parts of the worksheet. These features work among the different sheets in workbook, form one
workbook to another, and between the spreadsheet and other application.
Labels
Worksheet can contain text-called labels (name for data values)-as well as values and formulas.
In spreadsheets, text usually is used to identify a value or series of values (as in row or column
heading), or to describe the content of a specific cell (such as total). Labels help you make sense of a
worksheet contents. It is important to remember that values and formulas can be used in calculations,
but labels cannot.
Values
In a spreadsheet, a value is any number you enter or number that results from a computation.
You might enter series of values in a column so that you can total them. Or you might enter several
different numbers that are part of an elaborate calculation, Spreadsheets can work with whole numbers,
decimals, negative numbers, currency, and other types of values, including scientific notation.
Dates
Dates are necessary part of most worksheets, and spreadsheet programs can work with date
information in many ways. A date maybe added to a worksheet simply to indicate when it was created.
Spreadsheets also can use dates in performing calculations, as when calculating late payments on a
loan. If the spreadsheet knows the payments due date, it can calculate late fees based on the dates.
Formulas
The power of the spreadsheet lies in formulas which calculate numbers based on values or
formulas in other cells. You can create many kinds of formulas manually to do basic arithmetic
operations.
Spreadsheets make it simple to perform calculations on a set of numbers. Suppose, for example,
that the manager of a real state office wants to calculate the commissions paid to agents over a specific
time period.
Functions
Spreadsheet come with many built in formula called functions that perform specialized
calculations automatically. You can include these functions in your own formulas. Some functions are
simple, such as the COUNT function, which counts many values in a range of cells. Many functions are
complex. You may not know the mathematical equations for a loan payment or the depreciation of an
asset using double declining method. By using spreadsheet functions; however, you can arrive at the
answer.
You add arguments within the parentheses of the functions. Arguments are the values (often
called cell reference) that the function uses in its operation. The number and type of arguments used
depend on the functions.
Entering and Formatting a Worksheet
After a worksheet has been created, anything in it can be edited. Like a word processor, a
spreadsheet programs are extremely accommodating when you want to make the desired changes. You
can manually edit any part of a formula or function, simply by selecting its cell and making your
changes in the formula bar.
Spreadsheet program makes it easy to move, copy or delete the contents of the cells. You also
can insert or delete rows and column. You can add new sheets to a workbook file or delete worksheets
you no longer need.
Spreadsheet programs offer numerous formats specifically for numbers. Numbers appear as
dollars, cents, percentages, dates times and fractions. They can be shown with or without commas,
decimal points and so forth. In addition to numbers formats, spreadsheets offer a choice of fonts and
type style, shadowed borders and more. You can also create a special effect by adding graphics, such as
clip art to your worksheets.
Adding Charts
A popular feature of spreadsheet software is the ability to generate charts based on numeric
data. Charts make data easier to understand-for example, when presenting data to an audience. You
often will see charts in business presentations, yet rarely will you see the worksheets used to create the
charts.
With spreadsheets, creating a chart is simple, with just a few mouse click. Select the data you
want to chart, select a chart type (bar chart, pie chart, line chart or scatter chart), and set the desired
chart options. After the chart is created, you can continue to adjust its appearance using a set of special
chart tools.
Analyzing Data in a Spreadsheet
You can use a worksheet to analyze data. Most spreadsheet programs enable you to use three
useful techniques.
1. Analysis is the process of using spreadsheet to test how alternative scenarios affect numeric
results. All spreadsheets allow you to do simple analysis. You can easily change one part of formula or
a cell that it refers to see how that change affects the rest of the worksheets. A more sophisticated type
of analysis is a table that automatically calculates the results based on any number of assumptions.
2. Goal Seeking finds values for one or more cells that make the results of a formula equal to a
value you specify.
3. Sorting is another data-analysis tool. When you sort data, you arrange it in a specific manner
based on certain criteria, such as by date, dollar amount, or alphabetically. After data is sorted, it maybe
easier to perform calculations on the results.
Summary:
• Menu bar, which displays titles of menus (list of commands and options)
• Toolbars, which displays button of frequently used commands.
• Rulers, which show you the position of text, tabs, margins, indents and other elements on the
page.
• Scroll bar, which lets you scroll through a document that is too large to fit I side the document
area.
• Status bar, which displays information related to your position in the documents, the page
count, and the status of keyboard keys.
• Spreadsheet program provides tool in working with numerical data.
• In addition to standard interface components, a spreadsheet also provides a formula bar where
you can enter, view and edit data.
• In a spreadsheet program, you work in a worksheet. Worksheet can be collected into groups
called workbooks.
• A worksheet contains series of columns and row. Each row and column intersection is called a
cell. Cells contain the data in the worksheet.
• Each cell is identified by a cell address, which is the combination of the column letter and row
number.
• You can enter text, values, dates and formulas in the cells of a worksheet.
• Formulas are used to perform calculations in the worksheets. Formulas can use cell references
to use data in other cells.
• A function is predefined formula provided by the spreadsheet program.
• Values and dates are formatted in various ways.
• Spreadsheet programs provide charting tools that enable you to create graphical representations
of your data. To create chart, select the data to be charted, select a chart type, and set the
desired chart options. The spreadsheet program creates a chart for you.
• Spreadsheets are useful for analyzing your data. Analysis can help you reach a desired numeric
result. An analysis lets you test different scenarios to see how each affects the results of a
calculation. Goal seeking and sorting are other common data analysis tools found in
spreadsheets.
• Fonts. The term font refers to the characteristics of the letters, symbols, and punctuation marks
in your document. Fonts have names like times new roman, lucida, arial narrow.
• Type Size. A font is measure in points. A most common font size used in business documents is
12-point type. Characters are measured from the top of the tallest letters (such as T and P) to
the bottom of letters that descend below the baseline (such as g and p).
• Type Style. In addition to the font and type size, the appearance of the character can be
controlled with type styles. The most common type style is bold, italic, and underline.
Reference:
Goel, A. (2010). Computer fundamentals. Pearson Education India.

Sinha, P. K., & Sinha, P. (2010). Computer fundamentals. BPB publications.
INSTRUCTIONS: Answer the following questions. Work independently, hand

written. (USE THE ATTACHED ANSWER SHEET)
Elaborate Activity
1. What is the difference between a spreadsheet and a worksheet?

2. Name four kinds of data you can enter in a worksheet.
3. What do formulas do?
4. What is the advantage of using charts?
5. Describe the purpose of goal seeking in spreadsheet program.
6. Explain what is mean by “selecting” parts of a document.

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UNIVERSITY OF LA SALETTE,INC

COLLEGE OF ENGINEERING AND ARCHITECTURE

MODULE 3: APPLICATION SOFTWARE

ENGR. ERIKA G. LLABRES

Module 3: Application Software

2. What is the difference of word processing and spreadsheet?

Topic 2: Word Processing Software

Word Processing Program and Their Uses

The Word Processors Interface

Entering and Editing Text

NOTE: In a word processor you press ENTER to start a new paragraph.

Special Features of Word Processing Software

Adding Graphics and Sounds

Topic 3: Spreadsheet Software

Spreadsheet Program and Their Uses

The Spreadsheet Interface

Entering and Formatting a Worksheet

Analyzing Data in a Spreadsheet

Goel, A. (2010). Computer fundamentals. Pearson Education India.

INSTRUCTIONS: Answer the following questions. Work independently, hand

1. What is the difference between a spreadsheet and a worksheet?

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