How to Create User Manuals for Software: A Simple Step-by-Step Guide

In my decade of working in customer service alongside software teams, I’ve learned that user manuals aren’t just documentation—they’re lifelines that help save time, reduce support dependency, and build confidence in your product.

If you’ve ever installed a new tool only to spend hours figuring it out—or worse, abandon it altogether—you’ve felt the cost of poor documentation. I aim to help you change that today.

In this guide, I’ll walk you through a simple, step-by-step process for creating a clear, helpful, and scalable user manual for software, whether you’re doing it solo or with a team.

What Is a Software User Manual?

For the ones new to the concept, a user manual for software application is a guide designed to help end-users understand and use a software application efficiently. It covers everything from installation and setup to troubleshooting and feature walkthroughs. Think of it as a digital companion that simplifies complex workflows.

These manuals come in various formats—PDF guides, web-based help centers, embedded tutorials, and interactive walkthroughs. They often include visuals, tooltips, and contextual help elements to support users at every stage.

For instance, a CRM tool might include a manual with sections like: “How to Import Contacts,” “Setting Up Sales Pipelines,” and “Generating Reports.” Each section contains images, best practices, and embedded how-to videos for a more immersive experience.

How to Create a User Manual for Software Applications in 7 Simple Steps 

Creating a free user manual for your software applications is now simple with easy-to-use knowledge base software tools. 

Here’s how you can use one to build a helpful, accessible manual for your users without spending a dime. I’m sharing the steps by using ProProfs Knowledge Base as an example. 

1. Pick Your Favorite Template or Start from Scratch

Start by choosing from one of the user manual templates. Follow these steps:

• After you have logged in, go to Sites and click on + Create New. From the dialog box that opens, choose New Site
• After you’ve picked a template, set up your site, and your new help site/software user manual is ready.

Not sure which template to use? Sketch a rough layout in Google Docs first, then copy it over once you’ve finalized the structure.

2. Customize Your Template Your Way

Now, it’s time to make it yours. Add your logo, change the colors to match your brand, and tweak the layout so it feels intuitive. Follow these steps:

• Click Edit Home to access the builder
• Start with the logo. Navigate to the highlighted icon in the top right and upload your logo.
• Add menu items to your header to help users navigate efficiently. You can customize these items by adding a URL, making it a button, and adding a background
• You can further customize your homepage to make it completely yours.

Short on time? Use a simple color palette and default layout first, then schedule a branding pass later. Function beats form in early drafts.

3. Import Your Existing Docs, PDFs, Videos & Presentations

Already got product guides, FAQs, or specs lying around in Word, PDF, or Google Docs? 

Easily import them to your user manual homepage to jumpstart your content creation. Follow these steps:

• Click Settings in the header menu. From the dropdown menu, select the site where you wish to import the files
• Go to Import Sites > Import Files
• Check this help page if you want to prepare for the pre-import process.

4. Create/Enhance Content with AI

Need help writing or improving your content? 

Leave it to the AI Writer to clean up grammar, simplify technical instructions, or generate first drafts. Follow these steps:

• Click on +New, select Page, and choose Article as the template
• Click on the AI icon at the top, choose Generate with AI, and select Create Content.

Want to make this even simpler? Record your screen with Loom, then paste the video URL into an AI transcription tool to auto-generate clear, step-by-step instructions.

Here’s an example of a prompt structure that I use to create any type of user manual quickly. You can tweak this prompt depending on your topic and other requirements.

Here’s what the result looks like: 

5. Add Visuals, Screenshots & Videos

Want to make your user manual more engaging and easier to understand?

Add screenshots, short explainer videos, GIFs, and simple charts help users grasp information quickly and follow steps without confusion. Follow these steps:

• Select the image(s) from the file location
• Drag the selected images and drop them in your browser’s ProProfs Knowledge Base editor tab
• Easily copy, paste, or resize images as per your choice.

Embed visuals directly in your content, create step-by-step walkthroughs, and use icons or callouts to highlight important areas. 

6. Integrate Bug Reporting, API References & In-App Access

Add sections that help your users take action, like a “Report a Bug” section, API documentation, and in-app access to your manual.

It helps them quickly get help or resolve issues directly from your software. Follow these steps:

• Add a dedicated section in your manual for “Reporting Bugs” or “Known Issues” with links to support forms, issue trackers, or email triggers
• If your app has an API, include a page or tab for “API Documentation,” and link to your API reference or Swagger docs
• Embed the manual inside your app (e.g., via a “Help” button, contextual tooltips, or chat widget access)

7. Publish Your Help Site/Manual

Once everything looks good, preview your manual and hit publish. 

You can keep it public for customers or restrict access for internal users—whatever suits your audience. Follow these steps:

• Click the Edit icon on the home page
• Before publishing your user manual, you can use the Preview function to see how it will look to your audience
• This lets you catch any formatting errors, inconsistencies, or broken links. Once satisfied, click Save & Done, and your manual will automatically publish
• You can also share the manual URL, export it as a PDF, extract page details in JSON/XML/CSV, or create a backup in HTML.

Best Practices for Creating a Software User Manual: Lessons From the Field

After years of creating help documentation for various SaaS products, I’ve learned that a successful user manual isn’t just about writing—it’s about empathy, structure, and real-world usability. 

Here are some of my go-to best practices:

1. Start With a “Getting Started” Section

The majority of your users land here first—make it count.

Include setup instructions, login steps, and the first actions users should take. This section sets the tone and builds user confidence from the start.

2. Keep It User-Centric, Not Developer-Led

Write as if you’re guiding a new user, not another product engineer. Use plain language and explain technical terms where needed.

3. Collect & Act on User Feedback

Add feedback buttons or thumbs-up/thumbs-down icons at the end of key sections. Let users tell you what’s missing or unclear, then improve it.

4. Structure Content Around Tasks, Not Features

Instead of writing pages titled “Features Overview,” use headings like “How to Set Up Your First Campaign” or “Importing Customer Data in 3 Steps.”

5. Use Screenshots, GIFs & Tooltips Generously

Show, don’t just tell. Adding images, videos, screenshots, etc., reduces confusion, especially for UI-heavy workflows.

6. Keep It Living—Not One-and-Done

Schedule monthly reviews to update content based on new features, changes in UI, or recurring support queries.

What Are the Types of Software User Manuals (And When to Use Them)?

Not all manuals are created equal. Depending on your audience and goals, here are the common types of software documentation you might need:

1. Instruction Manual

This covers basic steps like logging in, navigating dashboards, and using key features.

Example: A project management tool might include an instruction manual on creating tasks, assigning team members, and setting deadlines.

2. Training Manual

It is excellent for onboarding and workshops, and dives deeper into use cases, workflows, and exercises.

Example: A CRM software’s training manual could walk new sales hires through setting up pipelines and automating follow-ups.

3. Service Manual

This is used more by support and IT teams and focuses on error codes, bugs, system requirements, and troubleshooting procedures.

Example: A service manual for an analytics dashboard might explain API response errors or fix system timeouts.

4. Operations Manual

Covers ongoing product usage, permissions, user roles, and team-wide settings.

Example: An operations manual for an HR tool would guide admins through creating departments, onboarding new hires, and managing data privacy.

5. Policy & Procedure Manual

Relevant for compliance-heavy software, it defines how users must interact with the tool based on legal, security, or process standards.

Example: An e-signature platform may have policy manuals detailing signature authentication and data retention.

Why Does Every Software Product Need a User Manual?

A well-written software manual does more than explain a product—it drives adoption, lowers churn, and reduces friction at every user journey stage.

1. Better User Understanding

Step-by-step workflows and contextual guides ensure users know what to do without handholding. That means fewer support calls and more confident users.

2. Higher Engagement & Retention

Interactive content like tooltips, embedded videos, and collapsible FAQs keeps users engaged. The more value they extract early, the longer they stay.

3. Fewer Support Tickets

Preemptively answer FAQs and known issues in your manual to reduce support tickets. When users find solutions independently, your support team wins back hours every week.

4. Always-On Self-Service

There are no time zones, and there is no waiting. A solid manual lets users troubleshoot and explore at their own pace, which is especially helpful for global teams.

5. Boost in Feature Adoption

Users who know how to use your advanced features unlock more value. That means stickier customers and better product feedback.

6. More Loyal Customers

Helpful documentation builds trust. Customers who can solve problems without frustration are more likely to recommend you to others. You can ensure this by tracking different customer service metrics & KPIs.

Create Comprehensive User Manuals for Software Applications Today! 

Creating a well-structured user manual for your software app is a core part of delivering a frictionless user experience. Clear, actionable guides empower users to onboard faster, solve problems independently, and confidently explore your product.

As you plan your manual, remember to focus on what truly helps your users: concise language, step-based instructions, visuals where it counts, and a structure that mirrors real tasks. Choose the correct format for your needs—training guides, service manuals, or quick-start docs—and don’t forget to keep it evolving with user feedback.

ProProfs Knowledge Base makes this entire process easier. Everything is designed for collaboration and speed, from choosing customizable templates to using built-in AI to draft or refine content. Features like internal commenting, version history, and multimedia support help you build informative and engaging manuals.