Compiled by: Martin Munene
Software is the set of programs (instructions) and related data that tell a computer what to do. Hardware can do nothing without software: when a typist opens a word processor, prints a letter or sends an email, software is directing the hardware at every step. Software is grouped by what it does: some programs run and manage the computer itself, some carry out users' tasks, and some manage communication between computers. Office administrators use many kinds of software every day and should know what each kind is for, how it is obtained and how it is kept up to date.
Software is also grouped by how it is acquired and licensed (proprietary, open-source, freeware and bespoke software), as set out under Classification of computer software. Using software without a valid licence (piracy) is illegal and exposes the office to malware hidden in illegal copies.
The operating system is the main program that starts when the computer is switched on and stays running until it is shut down. It manages the hardware (processor, memory, storage, devices), provides the user interface (desktop, windows, menus), manages files and folders, and lets application programs run. Examples are Microsoft Windows 11, macOS and Linux (such as Ubuntu) on computers, and Android and iOS on phones and tablets. The features and functions of operating systems are covered under Features and functions of Operating Systems.
Application software (apps) consists of programs that help the user carry out particular tasks. In an office these include word processors (Microsoft Word, Google Docs), spreadsheets (Excel, Google Sheets), presentation software (PowerPoint), database software (Microsoft Access), email clients (Outlook), web browsers, accounting software and desktop publishing software. Application software runs on top of the operating system and needs it in order to work. The main types are described under Computer applications.
Network software allows computers and devices to connect and share resources such as files, printers and the internet. It includes the network functions of the operating system (network and sharing settings, Wi-Fi connection, file and printer sharing), network device drivers, server and network operating systems that manage users and shared resources, firewalls and VPN software that protect connections, and network management tools used by ICT staff to monitor the network. Communication rules called protocols (such as TCP/IP for addressing and delivering data, and HTTP/HTTPS for web pages) are built into this software.
System software is the group of programs that run and maintain the computer itself, as opposed to doing the user's work. It includes:
The differences between system software and application software are covered under System software and application software.
| Hardware | Software |
|---|---|
| The physical parts of a computer that can be seen and touched (keyboard, monitor, system unit, printer) | Programs and instructions that cannot be touched; they exist as data stored on hardware |
| Wears out with use and can be physically damaged | Does not wear out, but can be corrupted, infected by viruses or become outdated |
| Repaired or replaced by changing parts | Fixed by updates, patches or reinstalling |
| Bought as a physical item | Obtained under a licence, often downloaded |
| Cannot work without software to control it | Cannot run without hardware to run on |
Hardware and software depend on each other: a printer (hardware) needs a driver (software) to print, and a word processor (software) needs a keyboard and screen (hardware) to accept and show text.
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Create a free accountThis chapter explored the fundamental concepts of computer software, beginning with an understanding of different categories such as operating systems, application software, network software, and system software, highlighting how software differs from hardware in function and purpose. It detailed the features and functions of operating systems, emphasizing their role in managing hardware resources and providing a user interface. The distinctions between system software and application software were clarified, with a focus on how each supports computer operations and user tasks. Various types of application software were examined, including word processors for document creation, spreadsheet software for data analysis, and presentation software for visual communication. The chapter also covered multimedia software for handling diverse media types, web browsers for accessing the internet, and email clients for managing electronic communication. Additionally, it introduced graphics software for image editing, media players for audio and video playback, desktop publishing for professional document design, and productivity software that integrates multiple tools to enhance efficiency. Overall, the chapter provided a comprehensive overview of essential computer software skills necessary for effective use of digital technology.
Which of the following is NOT an example of system software?
a) Operating system
b) Word processor
c) Device driver
d) Utility program
(2 marks)
Explain the primary function of an operating system in office administration environments. (3 marks)