Software Types & Licensing
Software Categories
The first theory skill is to classify software by purpose. Ask: does it run the computer, maintain/protect the computer, or help the user complete a task?
Operating system
System software that manages hardware, files, users, memory, processes, devices and the running of applications.
Examples: Windows, macOS, iPadOS, ChromeOS, Linux.
Exam clue: the question mentions managing the device, resources, files, users or applications.
Utility software
System-support software used to maintain, protect, manage or improve the computer system.
Examples: file compression, defragmenter, anti-virus, anti-malware.
Exam clue: the question mentions file size, scanning, protection, storage or maintenance.
Application software
Software used by people to complete a specific task.
Examples: word processor, spreadsheet, database app, web browser, image editor, Microsoft Lists.
Exam clue: the question mentions writing, calculating, browsing, editing, designing or managing records.
Study Notes: Operating Systems
An operating system is needed because application software does not directly manage every hardware component by itself. The operating system provides the environment that applications use.
- Hardware management: coordinates CPU, memory, storage, keyboard, screen, printer and network use.
- File management: creates, names, stores, moves, finds and deletes files and folders.
- User and security management: applies accounts, permissions, passwords and access rules.
- Application management: loads applications, allocates resources and helps applications communicate with devices.
- User interface: provides windows, icons, menus, touch controls or command-line interaction.
Real scenario
A student opens a word processor, types an assignment, saves it to OneDrive and prints it. The word processor is application software, but it relies on the operating system for keyboard input, screen output, file access, network connection and printing.
Study Notes: Utility Software
| Utility | What it does | Good use case | Do not overclaim |
|---|---|---|---|
| File compression | Reduces file size or packages files together. | A project folder is too large to upload or email. | Compression does not automatically encrypt or protect the files. |
| Defragmenter | Reorganises fragmented files on some hard disk drives. | An HDD has fragmented file storage and slower access. | It is not a universal speed fix and is not usually relevant to SSDs in the same way. |
| Anti-virus | Scans for, blocks, quarantines or removes known viruses and related malicious code. | A downloaded file or USB drive may contain a virus. | It is not a backup and does not prevent every security risk. |
| Anti-malware | Detects a broader range of malicious software such as spyware, ransomware, trojans and adware. | A computer shows suspicious behaviour or possible spyware/ransomware. | It does not replace strong passwords, updates or safe user behaviour. |
Do and Don't
Do
- Classify software by its main purpose.
- Use scenario details in your explanation.
- State what the software does and why it is suitable.
- Compare utilities by the problem they solve.
Don't
- Call every program an application without checking its purpose.
- Say freeware means no rules.
- Say compression is the same as encryption.
- Use defragmenter as a generic answer for every slow device.
Software Licensing
A software licence is a legal agreement that explains how software may be installed, used, copied, modified or shared. In school scenarios, the key issue is usually whether the intended use is allowed by the licence.
| Type | Meaning | Usually allows | Common limitation |
|---|---|---|---|
| Freeware | Software that can be used without payment. | Use under the licence terms. | Source code may not be available; copying, modification or school/commercial use may still be restricted. |
| Open source | Source code is available under licence terms. | Inspect, modify and often redistribute the software. | The licence may require attribution, same-licence sharing or other conditions. |
| Shareware | Software provided for trial or limited use before payment. | Try the software within the trial or feature limits. | Payment may be required for continued use, full features or organisational use. |
Real scenario
A teacher finds a free stock-control program and wants it installed on every school computer. The website says it is free for personal use but schools need a site licence. Even though the program can be downloaded without payment, installing it across the school would breach the licence unless the school purchases the correct licence.
Possible Theory Questions and Model Answers
Question 1
Explain why an operating system is required for application software to run.
Model answer: An operating system manages hardware resources and provides the environment that applications use. For example, a word processor relies on the operating system to access files, receive keyboard input, display text on the screen and print documents.
Question 2
A student wants to email a large folder of design images. Identify a suitable utility and explain why.
Model answer: File compression is suitable because it reduces the size of the folder and can package the images together, making the folder easier to email or upload. It does not automatically protect the images from unauthorised access.
Question 3
A school wants to use software that is free for personal use only. Explain the licensing issue.
Model answer: The issue is licence compliance. Free to download does not mean free for school use. The school should purchase the correct licence or choose software with terms that allow educational or organisational use.