Application software is any program you open and use to do something specific
Application software is a program designed to help you accomplish a particular task. Unlike system software (which runs in the background and manages your device), application software sits on top and does the work you actually see. When you open your web browser, write a document, edit a photo, or play a game, you are using application software. The program exists only to serve that one purpose — browsing, writing, editing, or playing — and stops when you close it.
Application software runs on top of your operating system. Your operating system (Windows, macOS, iOS, Android) is the foundation that manages your device's hardware and memory. Application software depends on that foundation to work. You cannot run Microsoft Word without an operating system underneath it, just as you cannot run a restaurant without a building to put it in.
Key Takeaways
- Application software is any program you open to do a specific task, from web browsers to photo editors to email clients.
- Application software runs on top of your operating system and stops working when you close it, unlike system software that runs constantly in the background.
- Application software can be installed on your device, downloaded from the internet, or run entirely in your web browser without installation.
- Most application software either costs money upfront, charges a monthly subscription, or is free and supported by ads or donations.
The difference between application software and system software
System software manages your device itself. It handles memory, runs your processor, talks to your printer, and keeps everything running. You do not open system software — it works whether you are using your device or not. Your operating system is system software. So are drivers (the programs that let your device talk to a printer or camera) and utility programs that clean up temporary files or check for viruses.
Application software does the opposite. It exists only when you open it, and it exists only to do one thing or a related group of things. Google Chrome is application software — it browses the web and nothing else. Photoshop is application software — it edits images. Slack is application software — it sends messages to your team. The moment you close the program, it stops running. Your device does not need it to function.
This distinction matters because it explains why your device can feel slow even when nothing is visibly open. System software and background processes are still running. But when you open application software, you are adding one more program to the load your device has to handle, which is why opening too many applications at once can make your computer sluggish.
Common types of application software you use every day
Web browsers like Chrome, Firefox, Safari, and Edge are application software. They let you view websites. Email clients like Outlook, Gmail, and Apple Mail are application software — they manage your messages. Office suites like Microsoft Office and Google Workspace (Docs, Sheets, Slides) are application software for writing, calculating, and presenting. Photo and video editors like Photoshop, GIMP, and iMovie are application software. Communication tools like Zoom, Slack, and Discord are application software.
Media players like Spotify, Apple Music, and VLC are application software. Note-taking apps like Evernote and OneNote are application software. Calendar apps, to-do list apps, banking apps, and shopping apps are all application software. Even games are application software — they are programs designed to do one thing: let you play.
The common thread is that you open them when you need them and close them when you are done. They do not run unless you tell them to. And they all depend on your operating system to function.
How application software gets onto your device
Application software reaches your device in three main ways. The first is installation: you download a file (usually an .exe file on Windows or a .dmg file on Mac), run it, and it installs the program onto your device's hard drive. Once installed, you can open it anytime. Microsoft Office and Adobe Photoshop typically work this way.
The second way is through an app store. On iPhones and iPads, you download apps from the Apple App Store. On Android phones, you download from the Google Play Store. On Windows, you can use the Microsoft Store. You search for the app, tap or click "Get" or "Install", and the app downloads and installs automatically. You do not have to think about file formats or installation steps.
The third way is through your web browser. Some application software runs entirely in the browser and does not need to be installed at all. Google Docs, Figma, Canva, and many other tools work this way. You go to their website, log in, and start using the program. The software runs on their servers, not on your device. When you close the browser tab, the program stops, but your work is saved in the cloud.
How application software is paid for
Application software uses several payment models. Some software costs money upfront. You pay once, download it, and own it — though you may still need to pay for updates years later. Microsoft Office used to work this way, and some software still does.
Many applications now use a subscription model. You pay a monthly or yearly fee to use the software. Microsoft Office 365, Adobe Creative Cloud, and Spotify all work this way. The advantage is that you always have the latest version and your files are backed up in the cloud. The disadvantage is that you pay forever — if you stop paying, you lose access.
Some application software is free. It may be supported by ads (like the free version of Spotify), by donations (like VLC media player), or by a company that makes money elsewhere (like Google Docs, which Google offers free to encourage people to use their ecosystem). Some software is open-source, meaning the code is public and volunteers maintain it for free.
What happens when you close application software
When you close an application, the program stops running and releases the memory it was using. If you were working on a document, the program usually asks you to save before closing. If you do not save, your work is lost. Some modern applications auto-save to the cloud, so your work is preserved even if you force-close the program.
Closing application software does not uninstall it. The program files remain on your device, and you can open the application again whenever you want. To actually remove application software from your device, you have to uninstall it — on Windows through Settings, on Mac by dragging the app to Trash, or on a phone by holding down the app icon and selecting "Uninstall".
This is different from system software, which keeps running in the background whether you are actively using your device or not. Your operating system never closes. Your antivirus software keeps scanning. But application software only exists when you need it.
Why application software matters to how your device works
Application software is where you actually do things. Your operating system is the engine, but application software is what you drive. The quality of application software determines whether your device feels useful or frustrating. A slow web browser makes browsing painful. A confusing email client makes managing messages harder. A well-designed photo editor makes editing enjoyable.
Application software also determines what your device can do. A Windows computer and a Mac can both browse the web, but they cannot run the same applications — some software is written only for Windows, some only for Mac. An iPhone and an Android phone both send text messages, but they cannot run the same apps. The application software available for your device shapes what you can accomplish with it.
Understanding the difference between application software and system software also helps you troubleshoot problems. If your device is slow, closing unnecessary applications frees up memory. If an application crashes, you can restart it without restarting your whole device. If an application is outdated, you can update it without updating your operating system.
Frequently Asked Questions
Is a web browser application software?
Yes. A web browser like Chrome, Firefox, or Safari is application software. It is a program designed to do one thing: display websites. It runs on top of your operating system and stops when you close it. The websites you view inside the browser are not application software — they are content delivered through the browser.
What is the difference between application software and a web app?
Application software is typically installed on your device and runs locally. A web app runs in your browser and on a company's servers. Google Docs is a web app — you do not install it, you just visit the website. Microsoft Word installed on your computer is application software. Some applications have both versions: Slack has a desktop app you install and a web version you access through your browser.
Can application software run without an operating system?
No. Application software depends on an operating system to manage hardware, memory, and basic functions. The operating system is the foundation. Application software is built on top of it and cannot function without it.
If I uninstall application software, will my device run faster?
Possibly. Uninstalling application software frees up storage space on your device. If your device is running low on storage, freeing up space can help it run faster. However, uninstalling an application you are not using does not make your device faster unless that application was running in the background and consuming memory.
Is Microsoft Excel application software?
Yes. Microsoft Excel is application software designed to create and edit spreadsheets. It runs on top of your operating system and stops when you close it. Excel is part of Microsoft Office, which is a suite of application software programs for writing, calculating, and presenting.