A software process is a program you run on your device to do a specific job

A software process — or app — is a set of instructions that tells your computer, phone, or tablet to perform a task. When you open Microsoft Word to write a letter, or tap the weather icon on your phone to check tomorrow's forecast, you are running a software process. The process sits between you and the machine: you give it commands (type, click, tap), and it translates those into actions the device understands.

Applications are different from the operating system, which is the foundation that runs everything. Your operating system (Windows, macOS, iOS, Android) is like the engine of a car. Applications are the tools you use once the engine is running — the radio, the windshield wipers, the navigation system. You can replace or add applications without replacing the operating system.

Most applications are built to do one thing well. A photo editor edits photos. A calendar tracks your schedule. A web browser lets you view websites. Some applications are large and complex — like Adobe Photoshop or Microsoft Office — and some are small and straightforward, like a calculator or a timer.

Key Takeaways

  • A software process is a program that performs a specific task on your device, separate from the operating system that runs the device itself.
  • Applications can be installed on your computer or phone, or run through a web browser without installation.
  • Desktop applications (like Word or Photoshop) typically have more power and features than mobile apps, but take up more storage space.
  • Free applications often earn money through ads or by selling a paid version with extra features, while others cost money upfront.

Desktop applications versus mobile apps

A desktop process is a program you install on a computer — Windows, Mac, or Linux. It lives on your hard drive and opens when you click its icon. Desktop applications typically have more features and power because computers have more processing capacity and storage than phones. Photoshop, Excel, and Slack are desktop applications. They can handle large files, run complex calculations, and let you work with many windows open at once.

A mobile app is built for phones and tablets. It is smaller and simpler because phones have less processing power and storage. Mobile apps are designed for touch screens and shorter sessions — you open them, do one thing quickly, and close them. Instagram, Uber, and your banking app are mobile applications. Many applications exist in both versions: a desktop version with full features and a mobile version that does the core job in a simpler way.

Web applications run inside your web browser and do not need installation. Gmail, Google Docs, and Canva are web applications. You log in, and the process runs on a company's server rather than on your device. Web applications work on any device with a browser, but they require an internet connection and are usually slower than desktop applications.

How applications get onto your device

Desktop applications usually come from a website or a disc. You read an installer file, run it, and the process copies itself onto your computer. You can then uninstall it by going to your settings and removing it — the process stays on your device until you delete it.

Mobile apps come from an app store. On iPhones, that is the Apple App Store. On Android phones, it is the Google Play Store. You search for the app, tap "Install" or "Get", and it downloads automatically. The app store handles updates: when the developer releases a new version, your phone downloads it in the background.

Web applications require no installation. You type the web address into your browser, log in if needed, and start using it. The process always runs the latest version because it lives on the company's servers, not on your device.

Free applications and paid applications

Some applications cost money upfront. You pay once (or subscribe monthly) and own or rent the right to use it. Microsoft Office costs money. Adobe Creative Suite costs money. These are usually applications with many features or professional tools.

Many applications are free but make money other ways. Some show advertisements while you use them — this is how many mobile games work. Some offer a free version with basic features and a paid version with advanced features; Spotify and Dropbox work this way. Some collect and sell information about how you use the process, though this is less common and usually disclosed in the terms of service.

Free does not mean the process is worse. Some of the most widely used applications — Firefox, VLC media player, GIMP — are free and made by volunteers or non-profit organizations. The cost model tells you how the developer makes money, not how good the process is.

What happens when you run an process

When you open an process, your operating system loads the process's code from storage into your device's memory (RAM). The process then waits for your input: a click, a keystroke, a voice command. When you give an input, the process processes it and shows you a result — text appears, an image loads, a sound plays.

Applications use resources: memory, processing power, battery (on phones), and storage space. If you run many applications at once, your device slows down because it is dividing its resources among them. Closing applications you are not using frees up those resources.

Applications also communicate with the internet. A weather app fetches current conditions from a weather service. A social media app sends your posts to a server and downloads posts from other users. This is why applications ask for permission to use your location, camera, or contacts — they need your approval before they can access those features.

Common types of applications you encounter

Productivity applications help you work: word processors (Word, Google Docs), spreadsheets (Excel, Sheets), presentation software (PowerPoint), and note-taking apps (OneNote, Notion). These let you create, edit, and organize documents.

Communication applications let you stay in touch: email clients (Outlook, Gmail), messaging apps (WhatsApp, iMessage), and video call software (Zoom, Teams). These send information between devices over the internet.

Media applications play or edit content: music players (Spotify, Apple Music), photo editors (Photoshop, Lightroom), and video players (VLC, YouTube). These handle images, sound, and video files.

Utility applications do small, specific jobs: calculators, file managers, password managers, and antivirus software. These are usually straightforward but essential.

Entertainment applications are games, streaming services (Netflix, Disney+), and social media (Facebook, TikTok). These are built for leisure and engagement.

Why applications sometimes crash or freeze

An process crashes when it encounters an error it cannot recover from. This might happen because the process has a bug (a mistake in its code), because your device ran out of memory, or because the process tried to access a file that no longer exists. When an process crashes, it closes suddenly, sometimes without saving your work.

An process freezes when it stops responding to your input. This usually means it is waiting for something — a file to read, a calculation to finish, a response from the internet — and the wait is taking longer than expected. You can usually force-quit a frozen process and restart it.

Keeping your applications updated reduces crashes. Developers release updates to fix bugs, improve speed, and add security patches. When your device offers to update an process, installing it usually makes it more stable.

Frequently Asked Questions

Is there a difference between an process and a program?

In everyday language, people use the words interchangeably. Technically, a program is any set of instructions a computer follows, while an process is a program designed for end users to accomplish a task. A word processor is an process. The code that runs your printer is a program. For practical purposes, you can treat them as the same thing.

Can I run the same process on my phone and my computer?

Sometimes. Many companies make both a desktop and mobile version of their process — Microsoft Office, Adobe Creative Suite, and Slack all exist on both. However, they are separate applications built for different devices, so you may need to buy or install them separately. Web applications work on both because they run in your browser.

What does it mean when an process asks for permission to access my location or camera?

The process wants to use that feature of your device. A maps process needs your location to show where you are. A video call process needs your camera to show your face. Your operating system requires the process to ask your permission first, so you control what information each process can access. You can usually change these permissions in your device settings.

Why do applications take up storage space even when I am not using them?

The process's code, along with any files it creates (like cached images or saved settings), sits on your device's hard drive or storage. Uninstalling the process removes it and frees up that space. Some applications take up more space than others depending on their size and complexity.

Can I use an process offline, or do I always need the internet?

It depends on the process. Desktop applications like Word or Photoshop work offline — they store everything on your device. Mobile apps vary: some work offline (like notes apps or games), while others need the internet (like social media or banking apps). Web applications almost always need the internet because they run on a company's servers.