How to Create User Documentation

Writing documentation on how to use a computer program is critical to the both the end user and anyone trying to train individuals on the new program. The documentation must be clear and easy to understand. You do not want your users to have to guess at how to use your program. User documentation needs a balance of both written and visual steps. The following steps will provide an outline of how to create a standard user guidebook.

Difficulty:

Moderately Challenging

Instructions

Things You'll Need

• Computer program
• Pencil and paper
• Desktop publishing software

1. Write a brief description of your new program --- include its purpose, what platforms the program will run on and any memory requirements. List several bullet points stating major features of the program.

2. Sketch out how you want the user documentation to look. Include any possible headers and footers to place within the documentation, page numbers and how the cover should look. This outline will also help you with putting the guidebook together.

3. Write your first section -- how to install the program. State each step clearly from inserting the compact disk into the computer to what to do once the software is installed. Provide screen shots of the installation process. Don't leave out any steps and list any possible errors that might occur. Include a chart of troubleshooting tips.

4. State clearly the steps for getting the program to run. Include which icon to click and what the main screen will look like. Provide a screen shot of the opening screen.

5. Write your third section -- how to operate with the program. Describe any menu functions, how to access help if available, how to save files, how to print, how to exit the program and any other basic functions. Include screen shots throughout this section also. Use simple English and don't expect the end user to assume anything. If the program interfaces with another program or package, explain this connection.

6. Compose a simple table of contents and an index using keywords from your documentation. Write this section once you have the above core sections done. The index provides the user with a quick way to retrieve information without having to search the entire guidebook.

7. Create a glossary of terms for any technical words or jargon that need to be defined for the user. Next, design the cover to go on the front of the guidebook.

8. Edit your documentation -- check your spelling, grammar and overall flow of information. Make any revisions and pass the documentation on to someone else to double check your work. Print and bind the final version.

References

• Great Technical Writing: How Small Companies Can Create Great User Documents

Resources

• Methods and Mechanics of Creating Reliable User Documentation