Software is instructions that tell your computer or phone what to do
Software is a set of instructions written in code that tells your device how to work. When you turn on your computer or phone, software is what makes the screen light up, responds to your clicks, stores your files, and runs the programs you use every day. Without software, your device would be an expensive brick with no way to do anything.
An application (or app) is one piece of software designed to do a specific job. Microsoft Word is an application for writing documents. Spotify is an application for playing music. Gmail is an application for sending email. Each one is built to handle one main task well, rather than trying to do everything at once.
The difference matters because "software" is the broad category — it includes everything from the operating system that runs your device to the smallest tool you download. "Application" is more specific: it's software you choose to install and use for a particular purpose.
Key Takeaways
- Software is the code that makes your device work; applications are specific programs you use for particular tasks like email, photos, or banking.
- Your operating system (Windows, macOS, iOS, Android) is software, but it is not an application — it runs everything else on your device.
- Applications can be installed from app stores, downloaded from websites, or come pre-loaded on your device when you buy it.
- The same application often exists in different versions for different devices — the Instagram app on your phone works differently than Instagram in a web browser.
Operating systems versus applications
Your device's operating system (OS) is the master software that controls everything. Windows, macOS, iOS, and Android are operating systems. They manage your files, run other programs, handle your internet connection, and let you interact with your device through a screen and keyboard or touch.
Applications run on top of the operating system. They depend on it to work. When you open Photoshop on a Windows computer, Photoshop asks Windows to show a window, use the mouse, save files to the hard drive, and display colors on the screen. Photoshop does not do any of that directly — it tells Windows what it needs, and Windows makes it happen.
This is why an application built for Windows will not work on a Mac without being rewritten. The two operating systems speak different languages. A developer has to build a separate version of the application for each operating system, or use tools that translate between them.
Where applications come from and how you get them
Most people now download applications from official stores: the Apple App Store for iPhones and iPads, Google Play for Android phones, the Microsoft Store for Windows, or the Mac App Store for Macs. These stores let you search, read reviews, see what permissions an app needs, and install it with one click.
You can also download applications directly from a company's website. If you want the latest version of Chrome, you can go to google.com and download it. If you want Zoom, you can go to zoom.us and download the installer. This method is common for larger programs like video editors, accounting software, or design tools.
Some applications come pre-installed on your device. When you buy a new iPhone, it already has Mail, Maps, Photos, and dozens of other apps. When you buy a Windows computer, it comes with Notepad, Calculator, and a web browser. You can delete most of these, but some are built into the operating system and cannot be removed.
Web applications versus desktop and mobile applications
A web application runs in your browser — Chrome, Safari, Firefox, or Edge. Gmail, Google Docs, Canva, and Figma are web applications. You do not download or install them. You type the web address, log in, and start working. The software runs on a company's servers, and your browser just displays it.
A desktop application is installed on your computer's hard drive. Microsoft Word, Adobe Photoshop, and Slack are desktop applications. They take up storage space, run locally on your machine, and often work faster than web versions because they do not have to send information back and forth over the internet.
A mobile application is installed on your phone or tablet. Instagram, TikTok, and Uber are mobile applications. They are optimized for touch screens and smaller displays. Many companies make both a mobile app and a web version so you can use their service on any device.
The same service often exists in all three forms. You can use Microsoft 365 in a web browser, download the desktop version for Windows or Mac, or use the mobile app on your phone. Each version works slightly differently because each device has different capabilities and screen sizes.
How applications get updates and stay secure
Applications receive updates regularly. These updates fix bugs (mistakes in the code), add new features, and patch security problems. When a security flaw is discovered, developers release an update quickly to close it before hackers can exploit it.
Most applications update automatically if you have automatic updates turned on. Your phone probably updates apps in the background without asking. Desktop applications often notify you when an update is ready and ask if you want to install it now or later. Web applications update on the company's servers, so you always see the newest version when you visit.
Keeping applications updated is important for security and performance. An old version of an application might have known security holes that put your data at risk. Developers stop supporting very old versions, which means they will not fix problems or add new features.
Free applications versus paid applications
Many applications are free to download and use. Facebook, YouTube, Spotify (with ads), and Gmail cost nothing. Some free applications show advertisements to make money. Others collect data about how you use them and sell that information to advertisers.
Paid applications cost money upfront or charge a monthly subscription. Microsoft Office costs money. Adobe Creative Cloud costs a monthly fee. Some applications are free to try but charge money if you want advanced features — this is called a "freemium" model.
Free does not always mean better, and paid does not always mean better either. A free application might be excellent. A paid application might be poorly made. The price usually reflects how much the developer spent building it, how many people use it, and what business model they chose.
What permissions applications need and why
When you install an application, it asks for permission to access certain parts of your device. A camera app needs permission to use your camera. A maps app needs permission to know your location. A messaging app needs permission to read your contacts.
These permissions exist to protect your privacy. Without them, any application could secretly access your camera, read your messages, or track where you go. When you see a permission request, you can choose to allow it or deny it. If you deny a permission, the app might not work fully, but your data stays private.
Be cautious about applications that ask for permissions they do not seem to need. A flashlight app does not need access to your contacts. A calculator does not need to know your location. If an application asks for suspicious permissions, you can refuse or delete it.
Frequently Asked Questions
Is there a difference between a program and an application?
"Program" and "application" are often used the same way in everyday conversation. Technically, a program is any piece of software that does something, while an application is a program designed for end users to accomplish a task. But most people use the words interchangeably, and both are correct.
Can I use the same application on my phone and my computer?
Sometimes. Many companies make versions of their application for different devices — you can use Slack on your phone, computer, and web browser. But the versions are usually separate downloads, and they may look and work differently. Some applications only exist on one type of device.
What happens if I do not update my applications?
Old applications can become slow, unstable, or unsafe. Security holes discovered in older versions are not fixed if you do not update. Some websites and services stop supporting old application versions, so features may stop working. Updating regularly keeps your applications secure and functional.
Why do some applications need internet and others do not?
Applications that store data in the cloud (like Google Docs or Dropbox) need internet to work. Applications that work entirely on your device (like a calculator or text editor) do not. Some applications work offline but sync with the internet when you reconnect, so you can keep working without a connection.
Can I delete an application and reinstall it later?
Yes. You can delete any application you downloaded from an app store or website, and you can download it again later without paying again (if it was free) or without buying a new license (if it was paid). Your files and settings might not be saved, depending on where the application stored them.