Could you explain to me how this software works?
'Software' is borrowed from English: SOF-twehr. 'Spiegarmi' = spye-GAR-mi.
Use this when you encounter a new tool or system. Asking for explanation rather than guessing shows professionalism. Specify which software to keep the question focused.
'Potrebbe' (conditional of potere) softens the request and makes it more polite. 'Funziona' (it works/functions) is the natural Italian verb for describing how something operates.
C'è un manuale d'uso che posso consultare?
Is there a user manual I can consult?
Shows you can be self-sufficient; good if the person seems busy
Non ho mai usato questo programma. Da dove inizio?
I have never used this program. Where do I start?
Honest and direct; works well with supportive colleagues
Ho bisogno di un po' di formazione su questo strumento.
I need a bit of training on this tool.
More formal; suitable if a proper training session is needed
Italian companies, especially SMEs ('PMI — piccole e medie imprese'), often use customised or legacy software that is not widely known. Never assume you know a system; always ask for an introduction first.