Microsoft Word is a great piece of software. It allows users to quickly and easily write anything from a school report to business letter. The biggest advantage which Microsoft Word has is user-familiarity, it is a software which most of us have grown up with using it both at school and in the office. For many people it is still the natural choice when they need to write anything in a business environment. And for most purposes Microsoft Word is ideal, but there are some applications including writing product documentation for which it is not so well suited. There are many reasons why Microsoft Word is not the right tool to help you write product documentation, here are just five of them.
Everyone understands the importance of accurate, up-to-date help documentation. The only way to get the best out of any product is to read the manual and find out how to use every function properly. The difficulty faced by the developers of many products is choosing which formats they should produce their help documentation in. It used to be the case that a printed manual was considered sufficient for most products. In recent years the printed manual has frequently been replaced by either a PDF or on-line version, but are these really the best options available?
Writing help documentation is hard work, a technical author needs to clearly explain every function of the product. The documentation needs to be written for a wide range of product users, not all of whom will be approaching the product with the same level of technical expertise or expectations. Despite these consideration, in many cases technical authors find that writing the help documentation is the easy part of the process. Once they have written down everything they need to say to cover the topic properly they then need to format it so that it is accessible and easy to read in a variety of formats. Formats that might be required include PDF, Word, online HTML, perhaps HLP or CHM as well. The whole formatting process can be very time consuming when what most technical authors really want is to concentrate on writing really good help documentation and not have to spend ages worrying about how their pages display on different devices. When the documentation is finally completed that is often still not the end of the process as every time the product is revised the documentation has to be changed to reflect the new or updated features.