Software applications are programs you run on your computer to do specific tasks
A software process (or app) is a program designed to perform one or more related jobs on your computer. Unlike the operating system—which manages your hardware and runs in the background—applications are tools you open and use directly. Word processors, web browsers, photo editors, email clients, and games are all software applications. Each one is built to solve a particular problem or let you do a particular activity.
When you click an icon on your desktop or select a program from your menu, you are launching a software process. The process loads into your computer's memory, displays a window or interface, and waits for your input. You type, click, drag, or otherwise interact with it. The process processes what you do and shows you results—a document you have written, a webpage you have loaded, an image you have edited.
Key Takeaways
- Software applications are programs designed to perform specific tasks, and they run on top of your operating system rather than replacing it.
- Common types include productivity software (word processors, spreadsheets), communication tools (email, messaging), creative software (photo and video editors), and utilities (file managers, antivirus programs).
- Applications can be installed on your computer's hard drive, run from the internet in a web browser, or downloaded from app stores.
- Most applications require system resources like memory and storage space, and some need internet access or special permissions to work properly.
How applications differ from your operating system
Your operating system (Windows, macOS, or Linux) is the foundation that runs your entire computer. It manages your files, controls your hardware like your keyboard and monitor, and handles background tasks you never see. An process sits on top of the operating system and relies on it to function.
Think of the operating system as the engine and frame of a car, and applications as the radio, air conditioning, and windshield wipers. The engine makes the car run, but the radio is what you actually use to listen to music. You can replace the radio without rebuilding the engine. Similarly, you can install, remove, or switch between applications without changing your operating system.
Common types of software applications
Productivity software helps you create and organize information. Microsoft Word and Google Docs let you write documents. Excel and Google Sheets let you build spreadsheets with numbers and calculations. OneNote and Notion let you take notes and organize ideas.
Communication applications let you send messages and stay in touch. Email clients like Outlook and Gmail, messaging apps like Slack and Discord, and video call software like Zoom and Skype all fall into this category. Your web browser (Chrome, Firefox, Safari, Edge) is also an process—it lets you view websites and access web-based tools.
Creative and media applications let you work with images, video, and audio. Photoshop and GIMP edit photos. Adobe Premiere and DaVinci Resolve edit video. Audacity edits audio. These applications require more computing power than straightforward text editors.
Utility applications perform maintenance and system tasks. File managers let you organize your documents and folders. Antivirus software protects against malware. Backup software copies your files to a safe location. Compression tools shrink large files so they take up less space.
Where applications come from and how you install them
Most applications you use are installed on your computer's hard drive. You read an installer file from the software maker's website, run it, and follow the setup steps. The installer copies the process's files to your computer and creates a shortcut or menu entry so you can launch it later.
On Windows, you can also use the Microsoft Store to browse and install applications with a single click. On Mac, the App Store serves the same purpose. These stores handle the read and installation automatically and make it easier to update applications when new versions come out.
Web applications run inside your web browser instead of being installed on your hard drive. Google Docs, Gmail, Canva, and Figma are web applications. You straightforward visit their website, log in, and start using them. The advantage is that you can access them from any computer with an internet connection, and the software maker handles all updates automatically.
Mobile apps on phones and tablets work similarly to computer applications but are designed for smaller screens and touch input. You read them from the Apple App Store or Google Play Store.
What your computer needs to run applications
Every process has minimum system requirements—the least powerful computer it can run on. These requirements typically list how much RAM (memory) you need, how much hard drive space the process takes up, and which operating system and version it runs on. Before you install something, check these requirements to make sure your computer can handle it.
Some applications are lightweight and run on almost any computer. A text editor or straightforward calculator uses very little memory and storage. Other applications are resource-heavy. Video editing software, 3D modeling tools, and modern games can require 8 gigabytes of RAM or more and 50 gigabytes of storage space.
Many applications also need internet access to work fully. Even if they run on your computer, they may phone home to check for updates, sync your data to the cloud, or verify your license. Some applications require you to create an account and log in before you can use them.
How applications are updated and maintained
Software makers release updates to fix bugs, add new features, and patch security holes. Most applications check for updates automatically and notify you when one is available. Some update silently in the background. Others ask your permission before updating.
It is important to install updates when they become available, especially security updates. A security update fixes a vulnerability that hackers could exploit to steal your data or damage your computer. Delaying updates leaves you at risk.
When an process is no longer profitable or useful, the maker may stop supporting it. This means no more updates, no more bug fixes, and no more security patches. Using unsupported software is risky because new threats emerge constantly and old software cannot defend against them.
Free applications versus paid applications
Many useful applications cost nothing. Firefox, VLC Media Player, GIMP, LibreOffice, and 7-Zip are all free and open-source, meaning anyone can see and modify their code. Other free applications are made by companies that earn money another way—Google Docs is free because Google sells advertising and collects data about how you use it.
Paid applications range from a few dollars to hundreds of dollars. You typically buy a license, which gives you the right to use the software. Some licenses let you install the process on one computer only. Others let you install it on multiple computers or share it with family members. Read the license agreement to understand what you are allowed to do.
Subscription applications charge you a monthly or yearly fee to keep using them. Microsoft 365, Adobe Creative Cloud, and many antivirus programs work this way. When your subscription ends, you lose access to the software unless you renew.
Frequently Asked Questions
What is the difference between an process and a program?
In everyday language, "process" and "program" mean the same thing. Technically, a program is any set of instructions a computer follows, while an process is a program designed for end users to accomplish a specific task. You will see both words used interchangeably.
Can I run the same process on Windows and Mac?
Not always. Some applications are made for Windows only, some for Mac only, and some for both. Check the system requirements before you read. Web applications work on any operating system as long as you have a web browser.
What happens if I uninstall an process?
The process's files are removed from your computer, and you can no longer run it. Most uninstallers also remove settings and preferences you created. You can reinstall the process later if you change your mind, though you may need to purchase it again if it was paid software.
Do I need to close all other applications before opening a new one?
No. Modern computers can run many applications at the same time. However, running too many applications simultaneously slows your computer down because they all compete for memory and processing power. Close applications you are not using to free up resources.
Why do some applications ask for permission to access my files or camera?
Applications request permission to protect your privacy. An process that needs to edit photos should ask before it accesses your photo folder. An process that needs video should ask before it uses your camera. You can grant or deny these permissions, and you can change them later in your system settings.