What is a 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
User Guide Templates
the 5 User Guide Templates here
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
- Defining style guide and standards
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
Audience Analysis worksheets include
130 ways to capture demographic date so that you have a more
holistic view of their wishes, desires, fears, and preferences.
- Identify the target audience
- Identify their level of technical knowledge
- Identify how they will use the guide
In the planning process, develop an audience definition
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
- 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
- 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
- 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
- What level of detail is required?
- Will graphics help their understanding of how to use your
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
Front Page (cover pages)
Include a cover page, table of contents, and a preface,
Cover and Title Page
If the user guide is copyrighted, include a copyright
Copyright © 2003 The Name Of Your Company.
Place the copyright notice on the cover (and also the
Include a standard disclaimer inside the front cover that
outlines the Terms and Conditions for using this guide.
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.
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 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 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
- Using an "if-then" approach when explaining
decisions that users can make.
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
- 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 procedures, number each step and use the
imperative form of verbs, for example:
Click "Yes" and press ENTER to submit your
Using the If-Then Approach
When users are allowed to make decisions, use an If-Then
approach to show the different result for each decision they make.
If you choose "Yes," the program will make
Firefox your default web browser. If you choose "No," it will set Opera as your
Use diagrams to illustrate more complicated procedures.
User turn to reference material when they need detailed
information on a specific topic, for example, settings or parameters they must enter.
Reference materials can include:
- Program options, for example, different menus and buttons
that are presented to the user
- Keyboard options, for example, hold AltGr
and 4 to show the Euro symbol
- Error messages that may arise when you use the application
- Troubleshooting tips to resolve these issues
- Frequently asked questions that the user may have about
Add a Glossary of Terms and an Index towards the end of
The glossary should cover all acronyms and industry terms
used in the document. Help the user understand your material. Do not alienate them by
using jargon and assuming that they know the meaning on these words.
- A short glossary can appear at the front before the table
- A larger glossary should appear in the back matter.
Highlight glossary terms (by italics, for instance) the
first time they appear in text.
Any guide longer than 20 pages benefits from an index. An
index helps users locate specific items very fast without having to search through the
entire document manually. Large documents without an index are impossible to use
As well as writing the guide, you also need to consider
how the document will be delivered, for example, as a book, online or a PDF.
Areas that need consideration include:
- Format (the design and layout of the pages)
- Style (elements affecting readability, such as font, size,
- Other requirements that are specific to each delivery
format. For example, PDFs may need security settings applied so material cannot be copied;
partner logos may need to be added; terms and conditions may need to be updated.
Document Format and Structure
If you are writing a user guide for a client, rather then
your own company, check if they use a specific style guide or have a preference for how
the document should be presented. Check this with the client during the planning phase.
Use a document map to organize the guide. To do this:
- Use headings for organizing information.
- Include page numbers and section titles on every page,
either in footers or headers.
- Consider using dual columns. This lets you put headings in
the left-hand column and the text in the right-hand column.
Use an appropriate style. Decide on the technical level
of your language, how you address the user, and conventions that are required.
Match the level of technical language with the audience ¯s
level of proficiency. Always underestimate the knowledge of your readers rather than
Limit technical terms to those the user will encounter.
If you must define a large number of terms, use a glossary to supplement definitions in
Addressing the User
When writing procedures, use the active voice (e.g. Click
this) and address users directly (write "you" rather than "the user").
When explaining an action, use the "command"
form of the verb:
"Choose an option from the menu and press
Presenting your material
You can improve the readability of your documents by
using specific formats to distinguish different types of information.
For example, you can distinguish the user's input from
the system's response by:
- Using columns to layout text
- Providing illustrations or photographs that highlight key
- Using different fonts and type features (bold, italics and
Nonverbal devices, such as icons or diagrams, help
supplement verbal instructions.
If the guide is to be used outdoors, in a car, or on the
move, make sure the font size is large enough to read easily.
Use spiral biding so the book does not to break
easily, and high-quality paper so the text does not smudge or leave stains on the reader's
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the User Guide Templates here