Thursday, August 4, 2022

Office Tools



Application software that assist users in regular office jobs like creating, updating and maintaining documents, handling large amounts of data, creating presentations, scheduling, etc. are called office tools. Using office tools saves time and effort and lots of repetitive tasks can be done easily. Some of the software that do this are −

  • Word processors
  • Spreadsheets
  • Database systems
  • Presentation software
  • E-mail tools

Let us look at some of these in detail.

Word Processor

A software for creating, storing and manipulating text documents is called word processor. Some common word processors are MS-Word, WordPad, WordPerfect, Google docs, etc.

Word Processor

A word processor allows you to −

  • Create, save and edit documents
  • Format text properties like font, alignment, font color, background color, etc.
  • Check spelling and grammar
  • Add images
  • Add header and footer, set page margins and insert watermarks

Spreadsheet

Spreadsheet is a software that assists users in processing and analyzing tabular data. It is a computerized accounting tool. Data is always entered in a cell (intersection of a row and a column) and formulas and functions to process a group of cells is easily available. Some of the popular spreadsheet software include MS-Excel, Gnumeric, Google Sheets, etc. Here is a list of activities that can be done within a spreadsheet software −

  • Simple calculations like addition, average, counting, etc.
  • Preparing charts and graphs on a group of related data
  • Data entry
  • Data formatting
  • Cell formatting
  • Calculations based on logical comparisons

Spreadsheet

Presentation Tool

Presentation tool enables user to demonstrate information broken down into small chunks and arranged on pages called slides. A series of slides that present a coherent idea to an audience is called a presentation. The slides can have text, images, tables, audio, video or other multimedia information arranged on them. MS-PowerPoint, OpenOffice Impress, Lotus Freelance, etc. are some popular presentation tools.

Presentation Tool

Database Management System

Software that manages storage, updating and retrieval of data by creating databases is called database management system. Some popular database management tools are MS-Access, MySQL, Oracle, FoxPro, etc.

Database Management System

Open Source Software



A software whose source code is freely distributed with a license to study, change and further distributed to anyone for any purpose is called open source software. Open source software is generally a team effort where dedicated programmers improve upon the source code and share the changes within the community. Open source software provides these advantages to the users due to its thriving communities −

  • Security
  • Affordability
  • Transparent
  • Interoperable on multiple platforms
  • Flexible due to customizations
  • Localization is possible

Freeware

A software that is available free of cost for use and distribution but cannot be modified as its source code is not available is called freeware. Examples of freeware are Google Chrome, Adobe Acrobat PDF Reader, Skype, etc.

Shareware

A software that is initially free and can be distributed to others as well, but needs to be paid for after a stipulated period of time is called shareware. Its source code is also not available and hence cannot be modified.

Proprietary Software

Software that can be used only by obtaining license from its developer after paying for it is called proprietary software. An individual or a company can own such proprietary software. Its source code is often closely guarded secret and it can have major restrictions like −

  • No further distribution
  • Number of users that can use it
  • Type of computer it can be installed on, example multitasking or single user, etc.

For example, Microsoft Windows is a proprietary operating software that comes in many editions for different types of clients like single-user, multi-user, professional, etc.

Utility Software



Application software that assist OS in carrying out certain specialized tasks are called utility software. Let us look some of the most popular utility software.

Antivirus

A virus can be defined as a malicious program that attaches itself to a host program and makes multiple copies of itself, slowing down, corrupting or destroying the system. A software that assists the OS in providing virus free environment to the users is called antivirus. An anti-virus scans the system for any virus and if detected, gets rid of it by deleting or isolating it. It can detect many types of virus like boot virus, Trojan, worm, spyware, etc.

When any external storage device like USB drive is attached to the system, anti-virus software scans it and gives an alert if a virus is detected. You can set up your system for periodic scans or scan whenever you feel the need. A combination of both the techniques is advisable to keep your system virus free.

File management tools

As you know, file management is an important function of operating systems as all data and instructions are stored in the computer in form of files. Utility software providing regular file management tasks like browse, search, update, preview, etc. are called file management tools. Windows Explorer in Windows OS, Google desktop, Directory Opus, Double Commander, etc. are examples of such tools.

Compression tools

Storage space is always at a premium in computer systems. So operating systems are always looking at ways to minimize amount of storage space taken by files. Compression tools are utilities that assist operating systems in shortening files so that they take less space. After compression files are stored in a different format and cannot be read or edited directly. It needs to be uncompressed before it can be accessed for further use. Some of the popular compression tools are WinRAR, PeaZip, The Unarchiver, etc.

Disk Cleanup

Disk cleanup tools assist users in freeing up disk space. The software scans hard disks to find files that are no longer used and frees up space by deleting them.

Disk Defragmenter

Disk defragmenter is a disk management utility that increases file access speeds by rearranging fragmented files on contiguous locations. Large files are broken down into fragments and may be stores in non-contiguouslocations if contiguous ones are not available. When such files are accessed by the user, access speed is slow due to fragmentation. Disk defragmenter utility scans the hard disk and tries to assemble file fragments so that they may be stored in contiguous locations.

Backup

Backup utility enables backing up of files, folders, databases or complete disks. Backups are taken so that data may be restored in case of data loss. Backup is a service provided by all operating systems. In stand-alone systems backup may be taken in the same or different drive. In case of networked systems backup may be done on backup servers.

Types of OS



As computers and computing technologies have evolved over the years, so have their usage across many fields. To meet growing requirements more and more customized software have flooded the market. As every software needs operating system to function, operating systems have also evolved over the years to meet growing demand on their techniques and capabilities. Here we discuss some common types of OS based on their working techniques and some popularly used OS as well.

GUI OS

GUI is the acronym for Graphical User Interface. An operating system that presents an interface comprising graphics and icons is called a GUI OS. GUI OS is very easy to navigate and use as users need not remember commands to be given to accomplish each task. Examples of GUI OS includes Windows, macOS, Ubuntu, etc.

Time Sharing OS

Operating systems that schedule tasks for efficient processor use are called time sharing OS. Time sharing, or multitasking, is used by operating systems when multiple users located at different terminals need processor time to complete their tasks. Many scheduling techniques like round robin scheduling and shortest job next scheduling are used by time sharing OS.

Real Time OS

An operating system that guarantees to process live events or data and deliver the results within a stipulated span of time is called a real time OS. It may be single tasking or multitasking.

Distributed OS

An operating system that manages many computers but presents an interface of single computer to the user is called distributed OS. Such type of OS is required when computational requirements cannot be met by a single computer and more systems have to be used. User interaction is restricted to a single system; it’s the OS that distributed work to multiple systems and then presents the consolidated output as if one computer has worked on the problem at hand.

Popular Operating Systems

Initially computers had no operating systems. Every program needed full hardware specifications to run correctly as processor, memory and device management had to be done by the programs themselves. However, as sophisticated hardware and more complex application programs developed, operating systems became essential. As personal computers became popular among individuals and small businesses, demand for standard operating system grew. Let us look at some of the currently popular operating systems −

  • Windows − Windows is a GUI operating system first developed by Microsoft in 1985. The latest version of Windows is Windows 10. Windows is used by almost 88% of PCs and laptops globally.

  • Linux − Linux is an open source operating system mostly used by mainframes an supercomputers. Being open source means that its code is available for free and anyone can develop a new OS based on it.

  • BOSS − Bharat Operating System Solutions is an Indian distribution of Linux based on Debian, an OS. It is localized to enable use of local Indian languages. BOSS consists of −

    • Linux kernel
    • Office application suite BharteeyaOO
    • Web browser
    • Email service Thunderbird
    • Chat application Pidgim
    • File sharing applications
    • Multimedia applications

Mobile OS

An operating system for smartphones, tablets and other mobile devices is called mobile OS. Some of the most popular OS for mobile devices includes−

  • Android − This Linux-based OS by Google is the most popular mobile OS currently. Almost 85% of mobile devices use it.

  • Windows Phone 7 − It is the latest mobile OS developed by Microsoft.

  • Apple iOS − This mobile OS is an OS developed by Apple exclusively for its own mobile devices like iPhone, iPad, etc.

  • Blackberry OS − This is the OS used by all blackberry mobile devices like smartphones and playbooks.

Functions of OS



As you know, operating system is responsible for functioning of the computer system. To do that it carries out these three broad categories of activities −

  • Essential functions − Ensures optimum and effective utilization of resources

  • Monitoring functions − Monitors and collects information related to system performance

  • Service functions − Provides services to users

Let us look at some of the most important functions associated with these activities.

Processor management

Managing a computer’s CPU to ensure its optimum utilization is called processor management. Managing processor basically involves allocating processor time to the tasks that need to be completed. This is called job scheduling. Jobs must be scheduled in such a way that −

  • There is maximum utilization of CPU
  • Turnaround time, i.e. time required to complete each job, is minimum
  • Waiting time is minimum
  • Each job gets the fastest possible response time
  • Maximum throughput is achieved, where throughput is the average time taken to complete each task

There are two methods of job scheduling done by operating systems −

  • Preemptive scheduling
  • Non-Preemptive scheduling

Processor Management

Preemptive Scheduling

In this type of scheduling, next job to be done by the processor can be scheduled before the current job completes. If a job of higher priority comes up, the processor can be forced to release the current job and take up the next job. There are two scheduling techniques that use pre-emptive scheduling −

  • Round robin scheduling − A small unit of time called time slice is defined and each program gets only one time slice at a time. If it is not completed during that time, it must join the job queue at the end and wait till all programs have got one time slice. The advantage here is that all programs get equal opportunity. The downside is that if a program completes execution before the time slice is over, CPU is idle for the rest of the duration.

  • Response ratio scheduling − Response ratio is defined as

    ElapsedTimeExecutiontimereceivedElapsedTimeExecutiontimereceived

    A job with shorter response time gets higher priority. So a larger program may have to wait even if it was requested earlier than the shorter program. This improves throughput of the CPU.

Non-preemptive Scheduling

In this type of scheduling, job scheduling decisions are taken only after the current job completes. A job is never interrupted to give precedence to higher priority jobs. Scheduling techniques that use non-preemptive scheduling are −

  • First come first serve scheduling − This is the simplest technique where the first program to throw up a request is completed first.

  • Shortest job next scheduling − Here the job that needs least amount of time for execution is scheduled next.

  • Deadline scheduling − The job with the earliest deadline is scheduled for execution next.

Memory Management

Process of regulating computer memory and using optimization techniques to enhance overall system performance is called memory management. Memory space is very important in modern computing environment, so memory management is an important role of operating systems.

As you know, computers have two types of memory – primary and secondary. Primary memory is fast but expensive and secondary memory is cheap but slower. OS has to strike a balance between the two to ensure that system performance is not hurt due to very less primary memory or system costs do not shoot up due to too much primary memory.

Input and output data, user instructions and data interim to program execution need to be stored, accessed and retrieved efficiently for high system performance. Once a program request is accepted, OS allocates it primary and secondary storage areas as per requirement. Once execution is completed, the memory space allocated to it is freed. OS uses many storage management techniques to keep a track of all storage spaces that are allocated or free.

Contiguous Storage Allocation

This is the simplest storage space allocation technique where contiguous memory locations are assigned to each program. OS has to estimate the amount of memory required for the complete process before allocation.

Non-contiguous Storage Allocation

As the name suggests, program and associated data need not be stored in contiguous locations. The program is divided into smaller components and each component is stored in a separate location. A table keeps a record of where each component of the program is stored. When the processor needs to access any component, OS provides access using this allocation table.

In a real-life scenario primary memory space might not be sufficient to store the whole program. In that case, OS takes the help of Virtual Storagetechnique, where program is physically stored in secondary memory but appears to be stored in primary memory. This introduces a miniscule time lag in accessing the program components. There are two approaches to virtual storages −

  • Program paging − A program is broken down into fixed size pageand stored in the secondary memory. The pages are given logical address or virtual address from 0 to n. A page table maps the logical addresses to the physical addresses, which is used to retrieve the pages when required.

  • Program segmentation − A program is broken down into logical units called segments, assigned logical address from 0 to n and stored in secondary memory. A segment table is used to load segments from secondary memory to primary memory.

Operating systems typically use a combination of page and program segmentation to optimize memory usage. A large program segment may be broken into pages or more than one small segments may be stored as a single page.

File Management

Data and information is stored on computers in form of files. Managing file system to enable users to keep their data safely and correctly is an important function of operating systems. Managing file systems by OS is called file management. File management is required to provide tools for these file related activities −

  • Creating new files for storing data
  • Updating
  • Sharing
  • Securing data through passwords and encryption
  • Recovery in case of system failure

Device Management

The process of implementation, operation and maintenance of a device by operating system is called device management. Operating system uses a utility software called device driver as interface to the device.

When many processes access the devices or request access to the devices, the OS manages the devices in a way that efficiently shares the devices among all processes. Processes access devices through system call interface, a programming interface provided by the OS.

System S/W



As you know, system software acts as an interface for the underlying hardware system. Here we will discuss some important system software in detail.

System Structure

Operating System

Operating system (OS) is the lifeline of computer. You connect all the basic devices like CPU, monitor, keyboard and mouse; plug in the power supply and switch it on thinking you have everything in place. But the computer will not start or come to life unless it has an operating system installed in it because OS −

  • Keeps all hardware parts in a state of readiness to follow user instructions
  • Co-ordinates between different devices
  • Schedules multiple tasks as per priority
  • Allocates resource to each task
  • Enables computer to access network
  • Enables users to access and use application software

Besides initial booting, these are some of the functions of an operating system −

  • Managing computer resources like hardware, software, shared resources, etc.
  • Allocating resources
  • Prevent error during software use
  • Control improper use of computer

One of the earliest operating systems was MS-DOS, developed by Microsoft for IBM PC. It was a Command Line Interface (CLI) OS that revolutionized the PC market. DOS was difficult to use because of its interface. The users needed to remember instructions to do their tasks. To make computers more accessible and user-friendly, Microsoft developed Graphical User Interface (GUI) based OS called Windows, which transformed the way people used computers.

Assembler

Assembler is a system software that converts assembly level programs to machine level code.

Assembler

These are the advantages provided by assembly level programming −

  • Increases efficiency of the programmer as remembering mnemonics is easier
  • Productivity increases as number of errors decreases and hence debugging time
  • Programmer has access to hardware resources and hence has flexibility in writing programs customized to the specific computer

Interpreter

The major advantage of assembly level language was its ability to optimize memory usage and hardware utilization. However, with technological advancements computers had more memory and better hardware components. So ease of writing programs became more important than optimizing memory and other hardware resources.

In addition, a need was felt to take programming out of a handful of trained scientists and computer programmers, so that computers could be used in more areas. This led to development of high level languages that were easy to understand due to resemblance of commands to English language.

The system software used to translate high level language source code into machine level language object code line by line is called an interpreter. An interpreter takes each line of code and converts it into machine code and stores it into the object file.

The advantage of using an interpreter is that they are very easy to write and they do not require a large memory space. However, there is a major disadvantage in using interpreters, i.e., interpreted programs take a long time in executing. To overcome this disadvantage, especially for large programs, compilers were developed.

Compiler

System software that store the complete program, scan it, translate the complete program into object code and then creates an executable code is called a compiler. On the face of it compilers compare unfavorably with interpreters because they −

  • are more complex than interpreters
  • need more memory space
  • take more time in compiling source code

However, compiled programs execute very fast on computers. The following image shows the step-by-step process of how a source code is transformed into an executable code −

Compiler

These are the steps in compiling source code into executable code −

  • Pre-processing − In this stage pre-processor instructions, typically used by languages like C and C++ are interpreted, i.e. converted to assembly level language.

  • Lexical analysis − Here all instructions are converted to lexical units like constants, variables, arithmetic symbols, etc.

  • Parsing − Here all instructions are checked to see if they conform to grammar rules of the language. If there are errors, compiler will ask you to fix them before you can proceed.

  • Compiling − At this stage the source code is converted into object code.

  • Linking − If there are any links to external files or libraries, addresses of their executable will be added to the program. Also, if the code needs to be rearranged for actual execution, they will be rearranged. The final output is the executable code that is ready to be executed.

Software Concepts



As you know, the hardware devices need user instructions to function. A set of instructions that achieve a single outcome are called program or procedure. Many programs functioning together to do a task make a software.

For example, a word-processing software enables the user to create, edit and save documents. A web browser enables the user to view and share web pages and multimedia files. There are two categories of software −

  • System Software
  • Application Software
  • Utility Software

Let us discuss them in detail.

System Software

System Software

Software required to run the hardware parts of the computer and other application software are called system software. System software acts as interface between hardware and user applications. An interface is needed because hardware devices or machines and humans speak in different languages.

Machines understand only binary language i.e. 0 (absence of electric signal) and 1 (presence of electric signal) while humans speak in English, French, German, Tamil, Hindi and many other languages. English is the pre-dominant language of interacting with computers. Software is required to convert all human instructions into machine understandable instructions. And this is exactly what system software does.

Based on its function, system software is of four types −

  • Operating System
  • Language Processor
  • Device Drivers

Operating System

System software that is responsible for functioning of all hardware parts and their interoperability to carry out tasks successfully is called operating system (OS). OS is the first software to be loaded into computer memory when the computer is switched on and this is called booting. OS manages a computer’s basic functions like storing data in memory, retrieving files from storage devices, scheduling tasks based on priority, etc.

Language Processor

As discussed earlier, an important function of system software is to convert all user instructions into machine understandable language. When we talk of human machine interactions, languages are of three types −

  • Machine-level language − This language is nothing but a string of 0s and 1s that the machines can understand. It is completely machine dependent.

  • Assembly-level language − This language introduces a layer of abstraction by defining mnemonicsMnemonics are English like words or symbols used to denote a long string of 0s and 1s. For example, the word “READ” can be defined to mean that computer has to retrieve data from the memory. The complete instruction will also tell the memory address. Assembly level language is machine dependent.

  • High level language − This language uses English like statements and is completely independent of machines. Programs written using high level languages are easy to create, read and understand.

Program written in high level programming languages like Java, C++, etc. is called source code. Set of instructions in machine readable form is called object code or machine codeSystem software that converts source code to object code is called language processor. There are three types of language interpreters−

  • Assembler − Converts assembly level program into machine level program.

  • Interpreter − Converts high level programs into machine level program line by line.

  • Compiler − Converts high level programs into machine level programs at one go rather than line by line.

Device Drivers

System software that controls and monitors functioning of a specific device on computer is called device driver. Each device like printer, scanner, microphone, speaker, etc. that needs to be attached externally to the system has a specific driver associated with it. When you attach a new device, you need to install its driver so that the OS knows how it needs to be managed.

Application Software

A software that performs a single task and nothing else is called application software. Application software are very specialized in their function and approach to solving a problem. So a spreadsheet software can only do operations with numbers and nothing else. A hospital management software will manage hospital activities and nothing else. Here are some commonly used application software −

  • Word processing
  • Spreadsheet
  • Presentation
  • Database management
  • Multimedia tools

Utility Software

Application software that assist system software in doing their work is called utility software. Thus utility software is actually a cross between system software and application software. Examples of utility software include −

  • Antivirus software
  • Disk management tools
  • File management tools
  • Compression tools
  • Backup tools

What is computer security?

Computer security basically is the protection of computer systems and information from harm, theft, and unauthorized use. It is the process ...