What is software? Types and the operating system
Software is a set of instructions (programs) that tells the hardware what to do.
Kinds of software
- System software: the operating system (OS) such as Windows, macOS, Linux, Android or iOS, plus drivers and firmware (small software stored inside a device's chip, for example in a router or motherboard).
- Application software: helps the user do a task: word processor, spreadsheet, browser, photo editor, video call, games, school apps.
- Utility software: looks after the computer: antivirus, backup, disk cleanup, compression (zip), file manager, disk check.
- Programming tools: code editors, compilers and interpreters used to make software.
What the OS does
- Starts the computer (boot) and gives a user interface.
- Manages the processor, memory (RAM) and storage.
- Manages files and folders.
- Controls devices through drivers.
- Handles security: user accounts, passwords, permissions.
Drivers, plug and play, and firmware
A device driver is a small program that translates between the OS and one device (printer, graphics card, webcam). Without the right driver, the device may not work or may work badly.
Plug and play (PnP) means: plug the device in, the OS detects it, finds a matching driver (built in or downloaded), installs it and the device is ready. If PnP fails, download the driver from the maker's official website for your exact model and OS version.
Firmware is software built into the hardware itself. Makers release firmware updates to fix bugs or add features (for example a router or phone). Never switch off power during a firmware update.
System requirements and software compatibility
Every program lists minimum requirements (the least it needs to run) and recommended requirements (what it needs to run well): OS and version, processor (CPU) speed and type, RAM, free storage, graphics and screen size, and sometimes internet.
Operating systems have requirements too. A new OS may need a newer processor, more RAM or special security chips.
Compatibility issues
- App made for a different OS (a Windows program will not run on Android without a special version).
- OS version too old, or app too old for a new OS.
- 32-bit vs 64-bit mismatch.
- Not enough RAM, storage or graphics power.
- File format differences between programs.
Matching software to the need
Ask what the user must do, then pick software that does it, runs on their computer, fits their budget and is easy for them to use.
Installing, configuring and updating software
A careful technician follows steps:
- Collect needs: ask the customer what they want to do, which devices they use, and their budget.
- Check requirements, compatibility and licence.
- Get it safely: from the official site or store only.
- Back up important files first.
- Install: run the installer, accept the licence only after reading, choose the folder, untick unwanted extra programs.
- Configure: language, default apps, file locations, user accounts, auto-save.
- Test and show the user.
- Update: turn on automatic updates for the OS, apps, utilities and antivirus.
Updates, patches and upgrades
A patch/update fixes bugs and security holes. An upgrade moves to a new major version with new features. Antivirus needs frequent updates of its virus definitions to catch new threats.
Cost and licences
Software may be free, open source (free to use and change, such as LibreOffice or Linux), a one-time purchase, or a monthly/yearly subscription. Compare local shops, national sellers and online stores.
Help
Use the manual, the maker's online documentation, FAQ pages and official forums.
Try it
Open your computer's or phone's "About" page. Note the OS version, RAM and free storage. Then look up one app's requirements and decide if it will run.
Key formulas and definitions
- Layers: Hardware → Drivers/firmware → Operating system → Applications → User
- Software types: System, Application, Utility, Programming tools
- Will it run? Computer's spec ≥ app's minimum requirement (for every item)
- Patch = fix; Upgrade = new version with new features
- Install routine: Need → Check → Back up → Install → Configure → Test → Update
Worked examples
1. Classify: antivirus, Android, spreadsheet, compiler, printer driver.
Antivirus: utility. Android: system software (OS). Spreadsheet: application. Compiler: programming tool. Printer driver: system software.
2. A video editor needs 64-bit Windows 10 or later, 8 GB RAM and 20 GB free space. A PC has 64-bit Windows 11, 4 GB RAM and 120 GB free. Will it run?
OS: Windows 11 ≥ 10 and 64-bit, OK. Storage: 120 ≥ 20 GB, OK. RAM: 4 < 8 GB, fails. It does not meet the minimum; add at least 4 GB RAM (to 8 GB) first.
3. A new webcam is plugged in but shows "Device not recognised". What should the technician do?
Try another USB port and restart so plug and play can retry. If it still fails, find the exact model, download the matching driver for this OS version from the maker's official site, install it, restart and test.
Common mistakes
- Thinking the OS is application software. It is system software that runs everything else.
- Checking only RAM. You must check every requirement: OS and version, 32/64-bit, CPU, storage and graphics.
- Downloading drivers or apps from random sites. Use the maker's official site or store to avoid malware.
- Turning off updates to save time. Updates fix security holes; old antivirus definitions miss new viruses.