Types of Software and Basic Computer Maintenance

This page was authored by Bridget Lepore, 2006. bridgetlepore@yahoo.com

Types of Software

Word Processing

Example: Microsoft Word

Word processing programs replaced typewriters and are used to create text documents. Word processing programs are intended to create long text documents like reports but can also be used to create smaller documents including correspondence and informational pages. These programs can often be used to create basic webpages and desktop publishing pieces (like flyers and newsletters).

Spreadsheet

Example: Microsoft Excel

Spreadsheet programs are the computer equivalent of the large sheets of green ledger paper (or smaller green ledger books) and a calculator. Spreadsheet programs use a table structure (or grid) to hold numbers, text and calculation. Each spreadsheet program has a language for calculation, which allows for the writing of formulas (text representation of a numerical action). Spreadsheets can be used to hold information, to analyze data and to forecast what may happen in the future.

Presentation

Example: Microsoft PowerPoint

Presentation programs replace transparencies and overhead projectors. These programs allow presenters to go a step further than transparencies did- by keeping the presentation organized, allowing easy changes and reuse and inclusion of special effects.

File Browsing

Example: Microsoft Internet Explorer, Adobe Acrobat

File browsing software allows the viewing of a specific file type. For instance, IE allows us to view HTML documents. Adobe Acrobat allows us to view PDF files (portable document format files). Browser programs typically are free and do not allow editing of the actual document (i.e.: you can view a webpage in IE but you cannot make changes to it). Almost all basic computers come with the ability to view HTML files which are the default standard for the Internet and as such the file type of choice for communication information to large dispersed groups of people.

Graphics

Example: Adobe Photoshop, Adobe Illustrator, PaintShop Pro

There are many types of graphics software. Some software is designed for the creation of images from scratch, others are meant to retouch existing images (i.e.: photos). Graphics software ranges from inexpensive and easy to use for the everyday computer user up to highly specialized software for professional designers.

Desktop Publishing

Example: Microsoft Publisher

Desktop publisher software is designed for the layout of print materials, including flyers, newspapers, magazines, books and large reports. It is possible to use other software (including word processing programs) to mimic basic desktop publishing tasks, however for large intricate print materials, desktop publishing software makes it quicker and easy though the use of specialized tools.

Web Page Creation

Example: Microsoft FrontPage

HTML editors/creators/emulators are programs that allow creation of webpages, usually with a non-HTML interface. These programs create webpages based on how you lay the document out and generate the HTML code that underlies it. Saving directly from a web page creation program generates a file that ends in HTM or HTML. Webpages are viewed through browser programs like IE. Although you can avoid writing HTML by using these programs, it is helpful to be able to read code. HTML documents call other items (like pictures and video) for display in the webpage, these items must be uploaded to the website separately or the pages will not display correctly. Also, since HTML is a generic standard which can be read on almost all computers, regardless of operating system, it is important to preview your webpages on many computers as even within regular PC’s, different machines may display the same pages differently. For this reason, it is important not to hard code font names, sizes etc.

Basic Computer Maintenance (PC only)

Things go wrong with technology; it is a rule not an exception. No machine is perfect and no machine is 100% reliable. Computers require maintenance, just like any machine and without maintenance and careful monitoring; computers cannot only crash, but can stop working all together.

Basic maintenance:

Never turn your computer off without clicking on Start and choosing Shut Down. Once in a while, you may have to do this if a computer is not responding, however, hard shutdowns (turning off without shutting down, pulling the power cord etc) can cause data corruption and data loss.
Keep the fan on your computer clean- somewhere on your case will be a small fan (you’ll see the outer portion of it). Keep this clean- computers attract dust. If the fan clogs, its possible that the computer will overheat, causing damage to the components inside
Keep your computer level- do not leave your computer on an angle. CD/DVD drives especially must be level at all times, do not tip your computer when a disc is in any drive.
Try not to move your computer if you can avoid it (for desktop models, laptops are built to be moved). Do not drop your computer.
Do not leave CD/DVD trays sticking out of your computer, its easy to break them
Do not eat or drink near your computer- if it gets wet or gets crumbs into it, it will not work correctly
Keep an eye on how much hard disk space you have. To do this, double click My Computer and then right click on your hard drive (usually letter C). When your hard disk is too full, it will cause the computer to run slowly and for programs to not work correctly. If your drive is full, move files off of it
Keep your recycle bin empty- when you delete files, go to the recycle bin and choose to empty it, which will free up hard drive space
Periodically run the following Disk Defrag and Disk Cleanup

To find these, click on Start | Programs | Accessories | System Tools and then choose the name of the tool

If a CD/DVD gets stuck in the drive, use a paperclip (straighten it out first) to push into the hold on the drive’s front panel, this will release it
Keep an antivirus program on your computer and up to date. 2 examples of antivirus software are Norton Antivirus and McAfee. Both have an initial purchase price plus a yearly subscription fee and should update daily with new virus information to protect your computer. You may also want to invest in the full suite of either program which include spyware, popup blocker and other tools.
Do not delete any file that you did not create- if you didn’t create it and name it what it is, leave it alone

Text Box: When in doubt, stop what you are doing and walk away- if you are in a program like Word, hit undo and then walk away. When we are stressed we tend to cause more problems than we fix and a few minutes to calm down and regroup away from the computer can prevent us from making a big mistake that can cost us time and data. Use common sense when opening email- if it isn’t from a person you know or the subject is strange, delete it without opening it. Often, email with an odd subject or sender (or both) contains a virus- which you do not want to set off.

Use common sense when surfing the internet, do not give out personal info on public sites, do not visit questionable sites or those that do not professionally made or have good contact info on them

External Links for troubleshooting:

www.pcsupport.about.com

www.pcsupport.about.com/od/pctroubleshooting

certcities.com/editorial/tips/story.asp?EditorialsID=17

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