How To Prepare User Manual For Software
How To Write User Guide For Software
How To Write A Good User Guide For Software

What is a User Guide? A User Guide explains how to use a software application in language that a non-technical person can understand. In general, user guides are part of the documentation suite that comes with an application for example, Data Sheets, Release Notes,Installation Guides andSystem Administration Guides.

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Technical Writers will often create a Documentation Plan before writing their user guide. This defines the scope, size, delivery format and resources required to produce the actual user guide.

As the name implies, User Guides are written to help people understand an software application or IT system. They are also called User Manuals. When writing a User Guide, use simple language with short sentences. This writing style helps the user understand the application.

Our User Guide templates can be used to create user guides, user manuals, getting started guides and other types of technical documents. A User Guide is an online or printed book that describes how to use a software application.

User Guides are the first port of call when something needs to be read. As many people read user guides when frustrated and after having lost patience with the software, you need to write your material to address their concerns quickly.

User Guides are often written for non-technical individuals. The level of content and terminology differs considerably from, for example, a System Administration Guide, which is more detailed and complex.

This rest of article offers some guidelines to consider when writing your User Guide, such as:

Identifying your audience

Writing sections

Defining style guide and standards

Delivery formats

Identifying Your Audience

As with all types of writing, the first step is to define your TARGET AUDIENCE. Your target audience are the people who will user your document. As different readers have different requirements, you need to consider their specific requirements. Use this template to learn more about the target audience for your projects and what they want to achieve, for example, read your user guide, visit your website or buy your product.

The worksheets include 130 points you can use to capture demographic date so that you have a more holistic view of their wishes, desires, fears, and preferences.

How To Prepare User Manual For Software

Identify the target audience

Identify their level of technical knowledge

Identify how they will use the guide

Audience Definitions

In the planning process, develop an audience definition that identifies:

The user

The system

The tasks

Software is used to do specific things. Users want to know what the software can do for them, for example, how to print a page in landscape.

They are generally not interested in the nitty-gritty technical details; they want to click a button and get a result. The User Guide is to teach them how the software helps them to do something.

Depending on the guide in question, you may need to address several audiences. For example:

Programmers who will troubleshoot the program

IT Managers who want to know the resources the program requires

Project Managers who want to confirm that the original requirements were met.

If you are writing for more than one audience, develop an audience definition for each one. Examine the definitions and see if you can address all audience types with one document. In many situations, you may need to write a number of documents, of which the users guide is only one.

When planning, use the audience definition to focus your decisions.

When writing, the audience definition serves as a guide for the documentation team and as a benchmark for evaluating the results.

Here are some questions that will help define your audience's needs:

Where will they use the document, for example, in the office, at home, in their car?

How much experience have they of using your application?

Is this guide an upgrade to an existing application?

Is your application new? If so, you may want to include a Getting Started document to introduce the software.

How will they use the user guide?

Will they install the software by themselves or do so over the internet?

What level of detail is required?

Will graphics help their understanding of how to use your product?

Writing the User Guide

Each user guide is comprised of front page, body sections, and a back page. The following section describes what each of these needs to contain.

Front Page (cover pages)

Include a cover page, table of contents, and a preface, if necessary.

Cover and Title Page

If the user guide is copyrighted, include a copyright notice.

Place the copyright notice on the cover (and also the title page).

Disclaimer

Include a standard disclaimer inside the front cover that outlines the Terms and Conditions for using this guide.

Preface

Use this section to reference other documents related to the software. Make sure you refer to the correct release number for all software and documents that you refer to. If necessary, include a section on 'How to use this guide' as an introduction.

Contents

You must include a table of contents. the only exception is if your guide is less than ten pages, in which case you should probably refer to it as a Getting Started guide or Reference Guide.

If this user guide is more than twenty pages, include an index at the end of the document.

Body of the guide

This is the heart of the guide. In the main body, separate the procedures (also called instructions) from reference materials. This will help the user navigate their way through the guide much faster.

Procedures

Procedures help the user perform specific tasks. They are also known as instructions or tasks. Examples of these may include:

When, why, and how you can perform a task, for example, printing a document, cropping an image, uploading a file.

What the screen will show after you perform a task, for example, an updated view of your bank balance.

Examples of tasks and program operation.

Writing procedures

Writing procedures involves the following tasks:

Identifying the major tasks

Separating each major task into subtasks

Writing a series of steps that walk the user through each subtask

Using an 'if-then' approach when explaining decisions that users can make.

Chunking text

Breaking large pieces of information into smaller piece of information is called 'chunking.'

When writing user guides, you can separate information by menu options and their respective consequences, for example, showing the user the results of each action.

Subtasks that need to be performed can be divided into chunks. Each chunk can form a new chapter or section within the guide.

Use a consistent format for each section, for instance:

Introduce each section with an overview of the task to be performed

Describe the inputs and outputs. In other words, what the user must enter into the system and what the system will do as a result.

Describe the procedures for accomplishing these tasks.

Number your steps

When writing procedure

How To User Manual For Software