Technical Writing

Lesson 2: What a Technical Writer Does

Writing Exercise

Teaching you how to do technical writing is beyond the scope of this course. Your text, The Complete Idiot's Guide to Technical Writing is quite helpful in this regard and includes sections on writing clearly, grammar, active voice etc. Check out the resource section of the course for links to Web site that may prove helpful also.

Meanwhile, below is a little writing exercise to let you try out your wings with writing some simple instructions for network users. Write up your instructions based on the specification given below. One possible way of writing this exercise is given at the end of the lesson (No peeking!)

There is not a "correct" answer, but your instructions should be written clearly and concisely using active voice. Let's see how you do.

The topic is: "Creating Shared Drives under Windows 95 for Network Multi-users." Here is the way the software engineer wrote the instructions:

Whenever the program is being installed on a network server, in order to access it, somebody must “share” their machines with the network drive upon which you have decided to keep the application residing. The following must be kept in mind sometimes if you should decide to set up a shared drive:

1. The name of the server if the program is installed on it.

2. Assuming the user is using the Windows Desktop, he should right click on the icon that may be called My Computer. He should hope that he (or she I guess) should select the Windows Explore from a list.

3. Will need to choose to map a network drive to accomplish this.

4. There is a scroll arrow beside the box called “Drive” on the screen(look at Figure 5), and try selecting some kind of network drive letter. You know a, b, c, etc.
5. There is a box called “Path,” click the scrolling arrow to be choosing the path to server if the path is not listed, you may decide to check with your network or systems administrator.

6. Usually the box that states, “Reconnect at Logon,” will be checked occasionally if deciding to use this mapped drive and network path all the time necessarily.

7. Click OK should you want to save this information for "posterity." (ha, ha, Dennis!)

8. I suppose if you are idiot enough not to know how to do this, you might reference the online Windows Help should you need some other type of help with mapping network drives.

* * * * * *

Below is one way the above was rewritten.

Whenever the program is installed on a network server, in order to access it, users must "share" their machines with the network drive upon which the application resides. The steps to set up a shared drive are as follows:

1. You must know the name of the server on which the program is installed. Check with your network administrator if you do not have this information.

2. On the Windows Desktop right-click the icon, My Computer, and select the Windows Explorer from the menu. Alternatively, you can bring up the Start Menu, select Programs and choose the Windows Explorer from the list.

3. On the Explorer menu select Tools and then choose Map Network Drive.

4. Click the scroll arrow beside the box called “Drive” on the screen that appears (shown in Figure 5), and select a network drive letter.

5. In the box called “Path,” click the scroll arrow to choose the path to the server. If the path is not listed, you should check with your network or systems administrator.

6. Usually the box that states, “Reconnect at Logon,” should be checked if you plan to use this mapped drive and network path continually.

7. Click OK to save this information.

8. Please reference the online Windows Help should you need further assistance with mapping network drives.

Recommended ReadingThe Complete Idiot's Guide To Technical Writing, Pages 180-182

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