How to Write a User Manual for Software

The user manual for software is almost as important as the software itself. The user manual is vital for learning both basic and more advanced techniques of a program or application. Manuals are typically short, but if more detail is needed, they can be much longer. The length of a manual will depend solely on the type of software and how much detail it must include. Users will appreciate manuals with easy to find, concise information, with enough detail to prevent confusion.

Instructions

1. Write an outline for the manual. This will give you a plan to follow.
   Things to include in the outline are the installation procedure, software purpose, menu descriptions, common tasks, advanced functions, and a troubleshooting section. Also include sub-sections in your outline for specific tasks, such as creating a new file, saving files, and printing files.

2. Detail the installation process, including computer requirements. Provide requirements before the main installation procedure so users can prepare their computer.
   Include even the most basic steps for computer beginners. These steps may include "double-clicking the installation file" or "insert the CD into the CD-ROM drive."
   Typical installation steps involve explaining installation options, such as a typical installation versus an advanced installation, walking the user step-by-step through each GUI screen they encounter, registering the software and entering any codes or serial numbers, and how to access the program once installed to verify correct installation.

3. Provide a detailed description of the software's purpose. Include what a user needs the software for and how they can benefit. For instance, if the software deals with accounting, explain common accounting tasks that the software makes easier. Explain which functions are the most important to the end user. This will give the user an idea of which functions to try to learn first. For instance, in music creation software, tell the user about how many tracks can be recorded at once, any included sounds and rhythms, and the formats the files can be saved in.
   Include a brief description of advanced features that makes this software different from others on the market. For instance, your software may be able to generate more reports or supports more file types than any other program currently available.

4. Explain how to navigate menus. Explain each item in the menus provided. Any items that cannot be explained in one or two sentences should be included in the Common Tasks section of the manual. These tasks could include changing fonts and colors, printing to different formats and file types, and organizing files and information.

5. Write a separate section for advanced functions and extra features. This is the place to go into detail. For instance, a user manual for Microsoft Excel might include information on creating reports, links, and macros.
   Extra features will include functions the end user may not expect. For instance, music creation software may come bundled with a music player. Take the time to explain extras that may come with your software, or unique uses of the software.

6. Provide troubleshooting tips. Explain the meanings of any errors the user might encounter, how to solve the issue, and how to prevent it in the future. This is also the place to include contact and help desk information.

Tips & Warnings

• If your software is multi-platform, provide instructions for each operating system, if necessary.

• Never leave out what you consider to be obvious steps. What may seem simple to you, may confuse the end user.

Resources

• Read this Article in Spanish
• More Details on Writing User Manuals