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Edexcel IGCSE ICT Your notes

Software
Contents
System Software & Application Software
Operating Systems
Application Software
Software Licenses
Communication Software
Software Updates

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System Software & Application Software

Your notes
Purpose of application & system software
What is software?
Software is the set of programs that control the hardware; they live on the computer system but
cannot be physically touched
Software can be broken down in to two categories:
Application software
System software

What is application software?

Application software (abbreviated 'apps') is software chosen by a user to help them carry out a
specific task
Application software is installed on top of system software and is user-chosen to best suit industry
requirements
Common categories of application software include:

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Word processing: creating and editing text documents

Spreadsheet: organising and analysing data in a grid format Your notes
Database management systems: storing, retrieving and managing data in databases
Control/measurement: uses sensors to measure and control a system
Video editing: creating and modifying video files
Graphics editing: creating and modifying images
Audio editing: creating and modifying sound files
Computer-Aided Design (CAD): designing and modelling objects in 2D or 3D

Examiner Tip
When writing about application software, ensure you refer to it by its type and not a brand name. For
example, 'word processing' and not Microsoft Word

What is system software?

System software is software essential for the operation of a computer system
Without system software, a user has no starting point for giving a computer instructions
System software gives users a platform to run applications and carry out tasks
Essential services carried out by system software include:
Compilers: translating high-level programming languages into machine code
Linkers: combining object files into a single executable program
Device drivers: controlling hardware components and peripherals
Operating systems: managing the computer's resources and providing a user interface
Utilities: tools for maintaining and optimising the computer's performance

Utility software
What is utility software?
Utility software is software designed to help maintain, enhance and troubleshoot/repair a computer
system

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Utility software is designed to perform a limited number of tasks

Utility software interacts with the computers hardware, for example, secondary storage devices Your notes
Some utility software comes installed with the operating system
Examples of utility software and their function are:
Defragmentation (maintain)
Defragmentation software groups fragmented files back together in order to improve access speed
As programs and data are added to a new hard disk drive, it is added in order, over time as files are
deleted this leaves gaps
As programs and data are added over time, these gaps get filled and data becomes fragmented
Defragmentation can only used on magnetic storage

Examiner Tip
If the concept of defragmentation still seems a little difficult then hopefully this analogy will help
In a tidy bedroom you can find your things faster because they are in the right place (in order)
Over time you move things, forget to put them back and/or add new things
The time taken to find your things increases, until...
You tidy your room and finding things becomes quicker again (defragmentation!)

Compression (enhance)
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Compression reduces the amount of secondary storage required by performing an algorithm on the
original data
Your notes
Lossy compression physically removes data from the original data to reduce its size, the original file
can not be re-created
Lossless compression uses mathematics to order data more efficiently reducing its size, the original
files can be re-created as no data is lost

Encryption (enhance)
Encryption is the process of scrambling data using an algorithm from plain-text into cipher-text in
order to make it unreadable to users without the master key
Encryption software enhances the security of the computer system and keeps data safe

Task manager (troubleshoot/repair)

Task manager is software that is built into the operating system to allow users to monitor system
resources in order to help troubleshoot potential problems
Task manager gives system information such as:
Processes
Performance
App history
Start-up apps
Users
Services

Worked Example
Describe how utility software can reduce access times for large files stored on magnetic media
[2]
Answer
By defragmenting file data [1]...
...that has been allocated randomly to free space [1]
By placing file data in adjacent sectors [1]...

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...to reduce the need to spin the disc / seek across the platter surface [1]

Your notes

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Operating Systems
Your notes
Role & function of an operating system
What is an operating system?
An operating system (OS) is software that provides an interface between the user and the hardware
in a computer system
An operating system hides the complexities of the hardware from the user, for example:
A user does not need to know 'where' on secondary storage data is kept, just that it is saved for
when they want it again
There are two main types of operating systems:
Single User Operating System
Network Operating Systems (NOS)
An operating system has many functions, this includes:
Memory management
Resource management
Security
Print spooling

Single user and network operating systems

Single user Network

Allow for a single general user Provide access to network storage and shared resources

No option to customise user interface for Server is sent requests when users log in with usernames
different users and passwords

Typically used in a household appliances User accounts are kept separate to ensure users cannot
access each other's files

Resource management
Memory
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Memory management is a process carried out by the operating system allocating main memory
(RAM) between different programs that are open at the same time
Your notes
The OS is responsible for copying programs and data from secondary to primary storage as it is
needed
Programs and data require different amounts of RAM to operate efficiently and the OS manages
this process
RAM is allocated based on priority and fairness, for example, system applications (essential) may
have a higher priority than user applications
The OS dynamically manages the memory, adjusting allocation as needed to maintain
optimal system performance
Memory management makes multitasking possible
Processor
Processor management is a process carried out by the operating system dividing time (time
slicing) in to small chunks and allocating them to different programs
The CPU can only execute one instruction at a time, it can can execute billions of them in one
second.
The OS decides what programs get access to the CPU to give a user the perception of being able
to use multiple programs at the same time (multitasking)
Inputs & outputs
Input/output (I/O) management is a process carried out by the operating system managing the
way input and output devices interact with software
The OS allocates system resources to inputs/outputs to ensure efficient operation
I/O management makes plug-and-play (PnP) functionality possible, automatically detecting and
configuring new inputs/outputs without the need for manually installing device drivers or power
cycling the system
Files
File management is a process carried out by the operating system creating, organising,
manipulating and accessing files and folders on a computer system
The OS manages where data is stored in both primary and secondary storage
File management gives the user the ability to:
Create files/folders
Name files/folders

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Rename files/folders
Copy files/folders Your notes
Move files/folders
Delete files/folders
The OS allows users to control who can access, modify and delete files/folders (permissions)
The OS provides a search facility to find specific files based on various criteria
Security
Security management is a process carried out by the operating system enabling different users to log
onto a computer
A system administrator is able to allocate different access rights for different users on a network
The OS is able to maintain settings for individual users, such as desktop backgrounds, icons and colour
schemes
The OS audits (keeps a log of) files created by users, accesses, edits and deletes
Operating systems can provide software firewalls

Print spooling
Print spooling is a process carried out by the operating system when printing is required
The spooler creates a temporary holding area (queue) for the print job
Queuing pages increases efficiency

Worked Example
Explain one reason an administrator would use a network operating system to manage users.
[2]
Answer
A linked explanation such as:
Multiple people can use the same computer [1] because users can be added/deleted [1]
Only specific users can securely access their storage space [1] because user permissions can
be edited [1]
Only certain users can install programs / access certain files [1] because user permissions can be
enforced [1]

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The limited storage on the machine can be shared [1] because the amount of resources/storage
each user can access can be controlled [1]
Marks can be awarded across mark points Your notes

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Application Software
Your notes
Office-productivity tools
What are office productivity tools?
Office productivity tools are applications designed to enable common work related tasks to be
carried out
Office productivity tools are often combined into a single application suite

Word processing
Word processing software is software used primarily for tasks involving text and images
Common tasks include:
Letters
Reports
Essays
Books
Examples of word processing applications include:
Microsoft Word
Google Docs

Spreadsheet
Spreadsheet software is software used for tasks involving calculations
Spreadsheets allow users to model financial situations and answer 'what if' questions
Formulas and functions can be used to aid complex arithmetic calculations
Examples of spreadsheet applications include:
Microsoft Excel
Google Sheets

Desktop publishing
Desktop publishing software is software used for tasks that involve complicated page layouts

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Common tasks include:

Newsletters Your notes
Leaflets
Examples of desktop publishing applications include:
Microsoft Publisher
Adobe InDesign
Database
Database software is software used to store data
Common features include:
Data entry form design
Perform queries to select data that meet a certain criteria
Build reports to display data in a readable format
Examples of database applications include:
Microsoft Access
Oracle MySQL

Web authoring software

What is web authoring software?
Web authoring software is software designed to allow the creation of websites
Websites are written in HTML and translated by web browsers to display in a way users can see and
read
Web authoring software gives users with little to no HTML experience tools to help them create web
pages
Uses a What You See Is What You Get (WYSIWYG) interface
Examples of web authoring applications include:
Adobe Dreamweaver
Google Sites

Image editing & sound editing software

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What is image editing software?

Image editing software is software that allows users to manipulate and enhance digital photographs Your notes
and images
Common features include:
Resizing
Adjusting brightness & contrast
Applying filters
Red-eye removal
Cropping
Examples of image editing applications include:
Adobe Photoshop
GIMP

What is sound editing software?

Sound editing software is software that allows users to edit audio files
Common features include:
Cut and join audio clips
Alter volume
Change tempo
Add effects
Apply audio processing
Examples of sound editing applications include:
Audacity
Adobe Audition

Presentation software
What is presentation software?
Presentation software is software designed to allow users to create multimedia content that can be
displayed typically on slides

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Common features include:

Transitions & animations Your notes
Presenter notes
Automatic or timed navigation
Examples of presentation applications include:
Microsoft PowerPoint
Google Slides
Control software
What is control software?
Control software is software that users sensors to capture inputs, processes them and outputs
something
They make something happen in the physical environment
Outputs can be commands that control devices such as:
Actuators
Motors
Commonly used in engineering, vehicles and building control

Project management software

What is project management software?
Project management software is software designed make the organisation of projects more efficient
by tracking individual tasks
Common features include:
Timeline - shows a graphical representation of events and the time and order in which they occur
Critical path - allows a project manager to see the shortest time a project will take to complete
Milestones - a time or date by which a task must be completed
Gannt charts are often used to visualise project timelines

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Worked Example
Describe how application software is different from systems software Your notes
[2]
Answer
Application software is used to carry out tasks for the user [1]
Systems software carries out tasks for the machine/computer [1]

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Software Licenses
Your notes
Free/open source & proprietary software
What is a software licence?
A software licence is a legal agreement that lays out rules for how software can and can't be used
There are two main types of software licence, each with very different rules on usage, distribution and
support, they are:
Free or open source
Proprietary

Features of open source & proprietary software

Software Licence Features

Free Free to modify, study, copy or distribute

Open source Access to source code to edit/change

Able to edit and distribute

Proprietary Costs money

Produced by 'professional' companies
More regular official updates/support/upgrades/fixes

Examiner Tip
In regard to free software, the term 'free' means free from restrictions and NOT the cost of the
software

Advantages & disadvantages of open source & proprietary software

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Software Advantages Disadvantages

Licence
Your notes
Free or open Allows collaboration with other Relies on support of other users
source people who may want the same
modifications To edit the code, you need expert
knowledge
Less buggy versions of the software
may appear faster May not receive regular updates

Usually free, good for companies with Could be more open to exploitation
limited budgets through users adding malicious code

Generally strong social support

Proprietary Generally free customer support Cost can be significant

Created to professional standards Limited expansion, only what is
available
Always someone to go back to with
any problems Relies on one company
May not fully meet the need of the
user/customer

Worked Example
State what is meant by the term ‘open source software’.
[2]
Answer
It is available to users [1] to modify /distribute / viewed [1]
‘Free’ (in relation to cost) is not accepted

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Communication Software
Your notes
Communication Software
What is communication software?
Communication software is software that provides remote access to systems
To exchange files and messages in text, images, audio and/or video formats between different
computes or users
Common examples of communication software include:
Web browsers
Email
Social media
SMS/MMS
Instant messaging

Web browsers
A web browser is a piece of software used to access and display information on the internet
The purpose of a web browser is to render hypertext markup language (HTML) and display web
pages
Web browsers interpret the code in HTML documents and translate it into a visual display for the user

Email
Email is a method of exchanging messages and files over the internet
The main uses of email are:
Personal communication
Professional correspondence
Marketing
Companies provide guidelines about acceptable use of emails
Guidelines about emails from a company include:
Purpose of the email

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Using acceptable language

Email security, including anti-virus software Your notes
Social media
Social media is a platform where users can connect with others and share content
They include platforms such as
Facebook
Tiktok
X (Twitter)
Instagram
LinkedIn
Social media platforms usually require users to create a profile and allow them to share text, images,
videos, and links
They facilitate interaction, collaboration, and information sharing on a large scale
Privacy settings allow users to control who can see their content

SMS/MMS
Short messaging service (SMS) and multimedia messages service (MMS) are a method of
communication using a mobile phone network
SMS allows 160 text characters per message
MMS allows more than 160 characters and can include video, animations, images and audio
No internet connection is required

Instant messaging
Instant messaging requires an internet connection to allow multimedia communication between
single and groups of users
Includes extra features such as:
See when users are typing (online/offline status)
Include location data

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Worked Example
Describe the function of a web browser Your notes
[2]
Answer
A description such as:
To access/request/render/display [1] HTML / web pages [1]
Website / web content is acceptable for web page

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Software Updates
Your notes
Software updates
Why is software updated?
Software is updated to:
Fix bugs or software vulnerabilities
Increase compatibility with newer operating systems
Improve performance
Introduce new features
Improve usability
Updates are typically downloaded from the internet by a user or automatically from within the
software itself
Operating system can schedule updates to suit user needs and minimise disruption

What are the risks of updating software?

Software updates typically require the removal of components to be replaced with new ones
This process can cause
Incompatibility - may not work with older hardware or software
Workflow disruption - new features/interface tweaks may need time to adjust to, slowing down
productivity
Update issues - in rare cases the installation process can go wrong, leading to data loss

What are the risks of NOT updating software?

Software is often released in a less than perfect state and flaws/vulnerabilities may exist which can
provide an opportunity for hackers
Unpatched/outdated software can lead to:
Data breaches
Installation of malware

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Worked Example
Your notes
Fyn want to play a game he installed a year ago
A. Describe how Fyn can update the game software
[2]
B. Give 2 reasons why Fyn should update the game software
[2]
Answers
A.
Download (the update file) [1]
Install (the file) [1]
B.
Any two from:
To get new features (perfective)
Improve compatibility e.g. with operating system/hardware changes (adaptive)
To fix/patch bugs (corrective)
To protect against new security vulnerabilities (preventative)

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