Screenshots can keep readers focused while performing a complicated task, but too many screenshots can become a distraction. Unnecessary screenshots also make documentation harder to maintain.
Some writers feel obligated to include a screenshot with every step. They think, “Someone might find this screenshot useful, so I might as well throw it in.”
It’s better to take the opposite approach. Ask yourself, “Will the reader be able to follow this step without a screenshot?” If the answer is yes, leave the screenshot out.
Consider the following step:
Example: In the Margins section, set the Top field to 1.5".
This step is well-written and easy to understand. The screenshot creates clutter and adds no new information.
Screenshots Make Documentation Harder to Maintain
Superficial changes to the user interface rarely affect written instructions, but they can cause screenshots to become outdated.
For example, new fields may be added, existing fields may be rearranged, or icons may be changed. Unless you are vigilant about updating screenshots, readers might stop to wonder why their screens don’t look like the example.
The JHA Style Guide says, “Limit the use of screenshots and images in article text. Only use them when necessary for clarification. Do not overuse screenshots or use them to convey a concept that is already fully explained by the article text.”
Ben Ritter | Technical Editor | Symitar®
8985 Balboa Avenue | San Diego, CA 92123
619-682-3391 | or ext. 763391 | www.Symitar.com
Symitar Documentation Services
NOTICE: This electronic mail message and any files transmitted with it are intended
exclusively for the individual or entity to which it is addressed. The message,
together with any attachment, may contain confidential and/or privileged information.
Any unauthorized review, use, printing, saving, copying, disclosure or distribution
is strictly prohibited. If you have received this message in error, please
immediately advise the sender by reply email and delete all copies.
Editor's Corner 
Leave a comment