Document output...
Catering to the end user
The way you want to finally distribute the document influences the choice
of authoring software used to produce it.
Hardcopy
The traditional form of distribution is often viewed as old fashioned and
expensive, although users often prefer a printed document as can be easier to
use when learning new procedures or tasks. In some instances, the hardcopy
document is simply the best choice because the user may not always have access
to a PC.
Electronic
An electronic document is generally more useful when the user is familiar
with an application or task but simply needs information about a specific topic
or search for a keyword. The term 'Online HELP' is used to describe a form of electronic
publishing where the document often remains in one location and is viewed by the
end user through either an Internet or a LAN (Local Area Network) connection. A
PDF (Portable Document File) is usually distributed via email or needs to be
downloaded before it can be viewed.
Of course nothing in the world of IT is ever a simple as that. It is
common for online HELP files to be distributed as part of a software application
on your PC too.
If that isn't confusing enough, Adobe Acrobat PDF files can now be saved
in a "Fast view" format so that they load more quickly via the
Internet. Although Online Help files can be repurposed to produce a reasonable
hardcopy document, the formatting capabilities cannot match that which can be
achieved using dedicated publication software such as Adobe's FrameMaker. PDF
vs. Online Help comparison chart
There are advantages and disadvantages with both types of publication,
but you should make a decision early in the documentation process if you are to
gain the maximum benefit from either. The table below highlights
the major differences:
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