The person working with the software understand its features and functions if they have good software documentation.Software documentation should be specific, concise, and relevant to the person using the software.Instructions are given on how to write software documentation.
Step 1: What information should be included?
Designers of the user interface, programmers who write the code, and testers who verify that the software works are all served by software specification documents.The exact information depends on the program in question, but may include key files within the application.This could include files created by the development team, databases accessed during the program's operation, and third-party utility programs.There are functions and subroutines.This includes an explanation of what each function does, as well as its range of input and output values.Variables and constants are used in the application.The structure of the programThis may mean describing the program's individual modules and libraries, or it may be describing which pages use which files.
Step 2: Decide if the documentation should be within the program code or not.
The more technical documentation is developed within the program's source code to begin with, the easier it will be to update and maintain along with the code, as well as to document different versions of the original application.Documentation within the source code needs to explain the purpose of functions, variables, and constants.The help file can be used to document the source code if it is lengthy.This is an advantage for applications where the program logic is fragmented over many pages and includes a number of supplemental files.Some programming languages, such as Java and the.NET Framework, have their own standards for documenting code.Follow the standards for how much documentation should be included in the source code.
Step 3: The documentation tool should be chosen.
This is determined by the language the code is written in, as specific tools exist for these and other languages.Depending on the type of documentation required, the tool to use is determined.Word-processing programs for Microsoft Word can be used to create separate text files of documentation.Many technical writers prefer a documentation tool such as Adobe FrameMaker.Any help authoring tool can be used to create help files for documenting source code.
Step 4: Determine the business reasons for your documentation.
Although the functional reason for documenting software is to help users understand how to use the application, there are other reasons as well, such as assisting in marketing the software, enhancing the company image, and most notably, reducing technical support costs.Documentation is needed to comply with some legal requirements.Software documentation should not replace poor interface design.If an application screen requires reams of documentation to explain it, it's better to change the screen design to something more intuitive.
Step 5: Understand who you're writing for.
Software users don't have a lot of knowledge of computers outside of the applications they use.There are many ways to address their needs with your documentation.You should look at the job titles of your users.A data entry clerk is more likely to know only the application he or she currently uses to enter data than a system administrator is.Look at the people who use it.There can be a lot of variation in how certain titles are used within an organization.If you interview prospective users, you can see if their job title is accurate or not.Look at documentation.Documentation for previous versions of software, as well as functional specifications, provide some indication as to what the user will need to know to use the program.End users are not as interested in how the program works as they are in what it can do for them.If you want to do the job, you need to know what the tasks are and how to get them done.
Step 6: The documentation should be formatted in the appropriate format.
The reference manual and the user guide can be used to structure the software documentation.The best approach is a combination of formats.The individual features of a software application are explained in a reference manual.Context-sensitive help that displays a relevant topic whenever a user clicks the Help button is one of the many help files written in this format.The user guide format explains how to use the software.Some help files include topics on how to perform particular tasks, but they are usually formatted as printed guides or PDFs.Although they may be hyperlinked to from topics that are, help topics are usually not context-sensitive.A summary of the tasks to be performed in the introduction and instructions given in numbered steps is a common feature of user guides.
Step 7: What form should the documentation take?
There are many different forms of software documentation for end users.In the case of help files and online help, this may include demonstration videos as well as text and still graphics, as each form is designed to show the user how to use each of the program's functions.Users should be able to find the information they're looking for quickly by using help files and online help.Users are likely to search for terms when creating an index using help file authoring tools.
Step 8: You can choose the documentation tool.
Depending on the length and complexity of the manual, it can be written with a word-processing program like Word or a sophisticated text editor like FrameMaker.Help files can be written with a help authoring tool.