Scribd
Upload
1K views3 pages

Writing Step-By-Step Instructions

The document provides guidelines for writing clear step-by-step instructions, whether for simple single-step procedures or complex multi-step procedures. Complex instructions should use numbered lists and include actions that finalize each step. Steps should be written in complete sentences using imperative verb forms and consistent formatting. Procedures should be limited to seven steps or fewer. Single-step instructions can use bullets instead of numbers if a consistent format is used. Location details should be provided if needed to ensure the user begins in the right place.

Uploaded by

il_memo
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
1K views3 pages

Writing Step-By-Step Instructions

The document provides guidelines for writing clear step-by-step instructions, whether for simple single-step procedures or complex multi-step procedures. Complex instructions should use numbered lists and include actions that finalize each step. Steps should be written in complete sentences using imperative verb forms and consistent formatting. Procedures should be limited to seven steps or fewer. Single-step instructions can use bullets instead of numbers if a consistent format is used. Location details should be provided if needed to ensure the user begins in the right place.

Uploaded by

il_memo
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
  • Writing Step-by-step Instructions: Provides strategies for creating simple, accessible instructions and directs to examples and tools.
  • Single-step Procedures: Explains how to create single-step instructions using a bullet format paired with examples for better understanding.
  • Simple Instructions with Right Angle Brackets: Demonstrates how to format instructions using right angle brackets for commands with examples for clarity.
  • Tips for Writing Steps: Offers advice on ensuring that instructional steps are clear, logically ordered, and localized for user understanding.

Writing step-by-step instructions

• Article
• 2 minutes to read
•
Follow these guidelines to help you create clear, easy-to-follow instructions, whether you're writing
simple, single-step procedures or complex procedures that consist of multiple steps.
See also
Formatting text in instructions
Formatting punctuation

Complex procedures
Complex instructions often consist of multiple steps formatted as a numbered list. For multiple-step
procedures in numbered lists:
• Format procedures consistently so customers can find them easily by scanning.
• Consider using a heading to help customers find instructions quickly. Use the heading to tell
customers what the instructions will help them do.
Examples
To add an account
Add an account
Choose one phrasing style for the headings, and write them all the same way (in parallel
structure).
• Use a separate numbered entry for each step. It's OK to combine short steps that occur in the
same place in the UI.
• Most of the time, include actions that finalize a step, such as OK or Apply buttons.
• Use complete sentences.
• Use imperative verb forms. In instructions, customers really want you to tell them what to do.
• Use consistent sentence structures. For example, always use a phrase when you need to tell the
customer where to start. The rest of the time, start each sentence with a verb.
Examples
On the ribbon, go to the Design tab.
Open Photos.
For Alignment, choose Left.
• Capitalize the first word in each step.
• Use a period after each step.
Exception
When instructing customers to type input that doesn't include end punctuation, don’t use a
period. Try to format the text so that the user input appears on a new line.
• Limit a procedure to seven steps, and preferably fewer. Try to fit all the steps on the same
screen.
Examples
To create a group of tiles
1. On the Start screen, select the tiles you want to group together.
2. Drag them to an open space. When a gray bar appears behind them, release the tiles to
create the new group.
To schedule sprints
3. In the Backlogs view, select the first sprint under Current. Or, open your sprint backlog
from the following URL:
https://AccountName/DefaultCollection/TeamProjectName/_backlogs/iteration
Several predefined sprints are listed under Current and Future. Actual sprint titles vary
based on the process template used to create your team project. However, calendar dates
haven’t been assigned.
4. To set the calendar dates, select the first sprint under Current, and select dates.

Single-step procedures
If you're using a consistent format for step-by-step instructions, use the same format for single-step
instructions, but replace the number with a bullet.
Example
To move a group of tiles
• On the Start screen, zoom out and drag the group where you want.

Tips for writing steps


Make sure the customer knows where the action should take place before you describe the action.
• If the instruction appears in the same UI where the action occurs, it’s usually not necessary to
provide location details.
• If you need to make sure the customer begins in the right place, provide a brief phrase at the
beginning of the step.
Example
On the Design tab, select Header Row.
• If there’s a chance of confusion, provide an introductory step.
Example
On the ribbon, go to the Design tab.

Simple instructions with right angle brackets


Abbreviate simple sequences by using right angle brackets. Include a space before and after each
bracket, and don't make the brackets bold.
Example
Select Accounts > Other accounts > Add an account.
Accessibility tip Screen readers may skip over brackets and read instructions such as Menu > Go To >
Folders as Menu Go To Folders, which might confuse customers. Check with an accessibility expert
before using this approach.

You might also like