Title: Create user documentation
Course: CIS 208: Linux/UNIX III: Intermediate System Administration, Networking, and Security ~ For IGNITE Review > Section: Learning Modules

Create user documentation

The ability to create accurate documentation for end users is a key skill for system administrators.  This is helpful both because it will reduce the number of support calls and because it will enable users to be able to support themselves.  Here are some tips for creating user documentation.

1. Focus each document on a single topic or procedure.  For complex software, create many separate documents.  This simplifies the procedures for end users and helps to prevent them from trying to do more than is needed for a specific task.
2. Clearly state the focus of the procedure.  For example, if several documents describe how to set up an email client, start with a paragraph explaining what similar documentation is available and how to select which one is most appropriate.
3. Create and test a procedure that works.  Try it on several versions of the same software.  If the configuration is identical, one document will work.  Otherwise create two or more documents.  Ensure that every option is included, even for options using the default value.
4. Find one or more testers.  A willing volunteer can be a great source of feedback before creating a final document.  If possible, watch as a tester completes the procedures to determine if any steps need to be added or worded more clearly.
5. Include screen shots.  If available, get a graphics designer to assist with the final markup of the document.  Often it is helpful to have circles or arrows pointing to specific areas of the screen shots.
6. Use consistent formatting.   This will give a polished, professional look to the documentation.  If a graphics designer is available, consider getting advice and/or request a template for new documents.
7. Include a version number.  Have either a date or a version number, and include it in both the file name and body of the document.  As documentation is updated, this will make it easy to ensure end users are following the latest instructions.
8. Save the files in the pdf format.  This is a universal format and it is less likely that a user could accidentally modify the file.  Also this ensures that printed copies will format correctly.