“A computer will not clean up mistakes in your procedures manual.” – Sheila M. Eby, American business executive
software categories
Based on a summary of the information we collect, the types of software a technical writer needs fall into three general categories:
– Active: software you need to be able to produce in
– Passive: software you need to be able to receive content on
– Familiar: software that might be useful to be familiar with
Category One: Production Software
The first category is the software you use to create a copy. First and foremost, of course, is a word processing program that is compatible with most of your clients. Right now, Microsoft Word is the software of choice for most companies. If you’re running one of the popular PCs like Dell or HP, chances are you have some version of Word. XP is pretty standard, but many writers use older versions and more and more are moving to Vista.
Even if you’re using a Mac, you can still run Microsoft applications that are compatible with the requirements of PC-based clients. If you’re using another word processing program like Word Perfect and Works, or if your system is based on Linux or some other open source platform, you’ll need to be able to turn your documents into something easily accessible and usable by your PC-based clients. /Microsoft.
Category Two: Passive Software
As Austin Wilks, Senior Technical Author (Technical Writer) in England, put it: “I now live primarily on my knowledge of MS-Word and Acrobat PDF.” And that brings us to the second category which could be called ‘functional’ software. While you’re not normally expected to produce in Excel, Visio, or PowerPoint, you should be able to receive and open documents created in these programs. For example, if you’re hired to write a PowerPoint presentation, you won’t create it in PowerPoint, but you’ll likely be provided with examples of formatting and content in that program. You must be able to read and understand the style in which the client expects your words to fit.
Two other important programs you will need to work in are Excel and Adobe Acrobat. Excel is currently the most popular spreadsheet program. You will often get Excel files such as project schedules and management information. Unless you’re setting up as a full-service store, you’re not expected to create Excel documents, but you may need to be able to manipulate data to some degree in the program.
Adobe Acrobat is the software that converts documents from various programs into .pdf files. PDF stands for Portable Document Format. Converting a file to .pdf protects the format so it looks exactly like the printed version when viewed on your monitor. A document can be saved as a .pdf as part of the printing process in Word. If your word processing program does not allow you to create .pdf files, you can download a free program called PrimoPdf from http://www.primopdf.com
However, remember that there are two levels of Acrobat. Acrobat Reader is a “read-only” program that allows you to download, open, and read any .pdf file. But you can’t manipulate it in any way, like copying a part of it. To do that, you’ll need to have Acrobat Pro. While it’s not used as much as the others, Visio is a program you’ll occasionally need to open a flowchart document, such as a piece of software design, a process diagram, or a structure. hierarchical As with the others, you probably aren’t expected to create documents in Visio, but you are expected to be able to open and understand them.
Austin summed it up this way: “In general, a TW should be a highly competent word processing operator, able to pull off the layout required for the job at hand effortlessly.”
By now, you’re probably thinking, “How much is all this going to cost me?” The easiest, though not necessarily the cheapest, way to get all of these programs, if your computer doesn’t include them, is to buy Microsoft Office Professional. This package includes Access, Accounting Express, Excel, Outlook, PowerPoint, Publisher and Word often for less than $200. Adobe Acrobat Reader is a free download, but you’ll need Acrobat Professional, which can cost up to $500 depending on where you buy it. Visio Professional can also cost up to $500 depending on where you buy it, but Visio Standard will do what you need and cost considerably less. So to answer the question, starting from scratch and buying all these programs, you’re looking at between $1,000 and $2,000. However, chances are you already have some of them and won’t need all of them on the first day. That gives you time to search the Web for providers offering significant discounts on all types of software. You may be able to get everything you need for less than $1,000.
Category Three: Family Software
The final category is software that is helpful to be familiar with but not expected to use. This includes highly specialized programs for design or publishing. Again, unless you’re setting up as a full-service shop, you won’t need to produce work in programs like Photoshop, Quark, Print Shop, Page Maker, or InDesign. Unless you are an expert in this type of software, it is better that you do not try to use them.
Job one: good writing
A final note on something that came up frequently when we talked to people about what a technical writer needs. We hear it from both ends of the spectrum; Emily Schreiber, a creative director who hires writers, and Austin Wilks, a successful writer. He put it this way: “However, as I’m sure you will emphasize, what a MT really needs is control over language, enough to express what needs to be said, in the way it needs to be said, to the people who are talking to them.” I need to hear.”
