Applications and software are not the same thing, though people use the words interchangeably
Software is the broad category — it means any set of instructions that tells your device what to do. Applications (or apps) are a specific type of software built to do one job or a small group of related jobs that you interact with directly. Think of software as the umbrella and applications as one of the things under it.
When you open your web browser to check email, you are running an process. When your phone automatically updates in the background, that is also software, but not an process — it is a system process. The difference matters because applications are what you control and choose to install, while other software runs whether you notice it or not.
The confusion happens because "software" technically includes everything — applications, operating systems, drivers, security programs, and invisible background processes. But in everyday conversation, when someone says "I need to read some software," they usually mean an process they can see and use.
Key Takeaways
- Applications are software you interact with directly to do a specific task, like writing a document or messaging a friend.
- Software is the larger category that includes applications, operating systems, drivers, and background processes your device runs automatically.
- Applications are what you choose to install and open; other software often runs without you knowing it exists.
- Your device needs an operating system (a type of software) before it can run any applications at all.
How applications fit inside the software world
Imagine software as a library. The operating system — Windows, macOS, iOS, Android — is the building itself. It manages everything: your files, your hardware, what gets to run and when. Without an operating system, your device is just a box of parts.
Applications are the books in that library. Microsoft Word is an process. Spotify is an process. Your camera app is an process. Each one does a specific thing, and you open it when you need that thing done. You can delete an process and your device still works. Delete your operating system and nothing works at all.
But the library also has a maintenance staff — that is the other software. Drivers are software that translate between your operating system and your hardware (like your printer or graphics card). Security software runs in the background watching for threats. Updates patch holes and add features. None of these are applications, but all of them are software.
Why the distinction matters when something goes wrong
If an process crashes, you close it and open it again. If your operating system crashes, your entire device stops. If a driver fails, a specific piece of hardware stops working — your printer might not print, or your monitor might show the wrong colors, but everything else keeps running.
When you troubleshoot, knowing the difference saves time. If your email process keeps freezing, you might uninstall and reinstall it. If your whole computer freezes, the problem is probably the operating system or a background process, not the process. If your printer does not respond, the issue is likely the printer driver, not any process you are running.
This also matters for updates. Your operating system updates are critical — they patch security holes and fix major problems. process updates are usually less urgent unless they fix a bug that affects you. Background software updates (like antivirus definitions) run automatically because they protect your device.
The difference between web applications and installed applications
A web process is software that runs inside your browser — Gmail, Google Docs, Canva, Figma. You do not install anything. You go to a website, log in, and use it. The software lives on a company's server, not on your device.
An installed process (or desktop process) is software you read and install on your device — Microsoft Office, Adobe Photoshop, Slack, Discord. The software lives on your computer or phone. You can use it even if you lose internet connection (though some features might not work).
Mobile applications sit somewhere in between. You read them from an app store (Apple App Store, Google Play), and they install on your phone. But they often need internet to work fully, and they sync data with servers in the background. A mobile app is installed like desktop software but behaves like a web process in many ways.
Common types of applications you use every day
Productivity applications help you create and organize — word processors, spreadsheets, note-taking apps, calendar apps. Communication applications let you reach other people — email, messaging, video call apps. Media applications play or create — music apps, video players, photo editors, streaming services.
Utility applications do one small job well — calculators, file managers, password managers, flashlight apps. Games are applications designed for entertainment. System applications come with your device and manage core functions — your file manager, settings, system preferences.
The line between these categories blurs. Microsoft Word is primarily productivity, but it also has collaboration features that make it partly a communication tool. Slack is primarily communication, but it has productivity features like file storage and task management. Most modern applications do multiple things, but they have one main purpose.
How applications talk to the operating system
Applications cannot directly control your hardware. They cannot just tell your printer to print or your microphone to record. Instead, they ask the operating system to do it. The operating system decides whether to allow it, manages the request, and handles the actual hardware communication.
This is why you sometimes see a popup asking for permission — "This app wants to access your camera" or "Allow this app to use your location." The operating system is the gatekeeper. It lets applications do their job but prevents them from doing things you did not consent to.
This is also why an process that works on Windows might not work on a Mac. The process was written to talk to Windows in Windows's language. A Mac speaks a different language (macOS). The process would need to be rewritten or translated to work on both. Some companies make versions for each operating system; others only support one.
Free applications versus paid applications
Free applications make money in different ways. Some show you advertisements. Some collect your data and sell it to advertisers. Some offer a free version with limited features and charge for the full version (called freemium). Some are genuinely free because a company or nonprofit built them for the public good.
Paid applications charge you upfront or through a subscription. You pay once and own it, or you pay monthly and keep access as long as you pay. Paid applications usually have fewer ads and do not collect data as aggressively, but not always — read the privacy policy if you want to know.
The price has nothing to do with quality. Some of the best applications are free. Some expensive applications are poorly made. The best way to judge is to read reviews from people actually using it and try a free trial if one is available.
Frequently Asked Questions
Is an operating system considered software or an process?
An operating system is software, but it is not an process. Applications run on top of the operating system and depend on it to work. You cannot uninstall your operating system the way you uninstall an app — your device needs it to function at all.
Can I use the same process on my phone and my computer?
Sometimes. If a company makes versions for both — like Microsoft Office, Slack, or Spotify — yes. But the phone version and computer version are usually separate downloads because they are written for different operating systems (iOS or Android versus Windows or macOS). Some web applications work the same on any device with a browser.
What happens if I delete an process?
The process stops working and is no longer on your device. You can reinstall it later if you want. Deleting an process does not affect other applications or your operating system. Some applications leave behind small files (like saved settings or cached data), but most uninstall cleanly.
Why do applications need permission to access my camera or location?
The operating system requires applications to ask permission before they can use sensitive hardware or personal information. This prevents an process from secretly recording you or tracking where you are. You can grant or deny permission, and you can change your mind later in your device settings.
Is cloud storage an process or software?
Cloud storage is usually accessed through an process — either a web process (like Google Drive in your browser) or an installed process (like Dropbox on your computer). The process is what you interact with; the cloud storage is the service running on servers somewhere else.