Which is better for creating manuals, Excel or Word?

2. Features and Pros and Cons of Word

Word is a tool for conveying text-based information. Therefore, it is recommended to use Word for text-based manuals. For example, when creating a manual that explains the operation procedures of newly introduced software, the elements to be included in the manual are likely to be mostly text and images, so Word is generally suitable for this purpose.

2-1. Benefits of Using Word for Manual Creation

The benefits of using Word for manual creation can be divided into four main points.

①By using styles, you can unify the appearance.

Style is a feature that can be used from the red box in the diagram below.

If you have used this feature before, it may not be very common. I also often hear from customers, "I've never used styles before." However, by using this style, you can create manuals efficiently. Excel also has a style function, but it is not as detailed as Word and the usability is not very good.

The figure below shows the style (partially) of the manual previously created by our company in Word.
By setting the display of "1. Heading" or "1.1 Heading", etc., the format is automatically applied to the paragraph with the cursor with just one click, making it possible to maintain a consistent appearance even if different people create the manual. With a unified appearance, the manual becomes easier to read and understand.

Some of our customers have actually found Word to be more visually consistent and easier to standardize manuals, and some have even converted their manuals from PowerPoint to Word format.

② Convenient maintenance features
Word has a function for automatically creating and updating a table of contents.
In manuals, the table of contents is an important part for readers to quickly find the information they need. While it is possible to create a table of contents in Excel, it can be quite time-consuming to create links for each sheet. In contrast, Word can automatically generate a table of contents from headings, making it relatively easy to improve the searchability of information.
If you would like to learn more about creating a table of contents in manuals, please check out the following blog.

[Manual Creation Introduction] Breaking free from "Can't find what you're looking for"! Tips for creating a table of contents to enhance the searchability of manuals.

③Can record change history
Many people choose to use Word because of this benefit.
In manual operation, it is important to keep a record of when, who, and what kind of updates were made in order to share past information and history with stakeholders. Excel does not have this function, but with Word, you can easily record changes using the "Record Change History" function.

④Spell check and proofreading functions
In order to make manuals easy to understand and read, it is necessary to eliminate typos and unify vocabulary and terminology. It can be quite difficult to check and adjust with human eyes, but using Word's spell check and proofreading functions allows for efficient implementation.

In addition, for those who often print and view manuals, the ease of printing can also be considered a benefit of Word.

2-2. Disadvantages of using Word for manual creation

On the other hand, there are also disadvantages.
For example, because the size of the page is fixed, it is not suitable for free layout.
Also, in regards to the style introduced in Merit ①, a certain level of Word skills is necessary to master it. It may feel difficult at first for many people.

3. Features, Advantages, and Disadvantages of Excel

As its name suggests, Excel's greatest strength is "calculation". From there, it can also be useful to use Excel for manuals that focus on numbers and tables.

3-1. Benefits of using Excel for manual creation

The benefits of using Excel for manual creation can be broadly divided into two categories.

①Can divide sheets by content and process
Excel allows you to create multiple sheets in one file, so you can divide and create sheets for each business content or work process. This is convenient when different people are in charge of each process, as all the necessary information is organized in one sheet, making it easy to find and use.

②Can organize information in table format
Excel is a spreadsheet tool, so you can organize information in table format. In addition, there are no restrictions on the writing area, so you can freely add rows and columns to organize large amounts of information. Of course, you can also use table format in Word, but it is not as easy to use as Excel.

3-2. Disadvantages of using Excel for manual creation

The biggest disadvantage of using Excel for manual creation is that the way of creating the manual can easily vary depending on the creator. Since Excel does not have advanced style setting functions, it is necessary for manual creators to establish clear rules and edit accordingly. For example, rules such as using red and bold font for important notes and changing the top and bottom borders to red must be decided for each element, and the creators must manually format each element according to these rules.

In addition, compared to manuals created using Word, there are also major disadvantages in terms of maintainability. It can be time-consuming to update manuals due to the need to adjust cells when adding or deleting information, and the inability to automatically create or update a table of contents. Furthermore, the printing process can also be a disadvantage.

So far, we have organized the features and pros and cons of both Word and Excel. Both Word and Excel are commonly used Office tools and are relatively easy for anyone to create and update manuals. So, which one is ultimately better for creating manuals?

4. Which one is ultimately suitable for manual creation? - Opinions from manual creation experts

Our experts in manual creation highly recommend using Word as the main tool for creating manuals.
The reason for this is that Word makes it easier to achieve important aspects of manual management, such as ensuring a consistent appearance regardless of who writes it and being able to maintain it with minimal effort.
In addition, the grammar check function helps avoid basic grammar errors, ensuring the reliability of the manual itself. Furthermore, the change history function allows for updated sections to be displayed in a different color, reducing the burden of internal checks during creation or revision.

However, both tools have common disadvantages.
Word and Excel are not specialized tools for creating manuals, so it will take time to format them as manuals. Additionally, it is a disadvantage that they are difficult to view on smartphones and tablets. It is inconvenient if you want to easily read manuals on site.
If you do not want to spend time formatting or want to view on a smartphone, please consider options other than Word and Excel. Finally, we will introduce such "alternative options".

5. There are also options other than Word and Excel

5-1. Use the manual creation tool

As mentioned earlier, formatting a manual can be a time-consuming task. However, by using a manual creation tool, you can utilize pre-made templates specifically designed for manuals. Our company also works with vendors who develop manual creation tools and may suggest their use to our clients.

However, simply purchasing a manual creation tool does not always solve all problems. Some cases include not being able to fully utilize the tool after implementation, or having a large amount of existing manuals that cannot be transferred to the tool.

Human Science provides services to support the introduction, operation, and establishment of manual creation tools for such customers.

Human Science's Knowledge Management Solution

"This service is perfect for those who are thinking of introducing a manual creation tool but are unsure of how to include their existing manuals," and are feeling uncertain about whether it will actually be used.

5-2. Requesting the Expertise of Manual Creation Specialists

"If you want to create it in Word or Excel, it will take time to consider the layout." "If you don't know how to write it in the first place, why not consult with a manual creation expert?"
"First, have an expert create a manual as a model, and then consider creating it in-house. This is one suggestion for efficiently creating manuals."

6. Consult Human Science for Manual Creation

Human Science Co., Ltd. provides one-stop support for Japanese manual creation and English translation.
We have a proven track record of handling numerous manuals since 1985. If you have any needs like the following, please feel free to contact us.

・I want to improve existing Japanese manuals and English manuals to make them easier to understand.
・I am considering creating an English manual and want to proceed step by step from the Japanese manual.
・I want to utilize the Japanese manuals created internally by translating them into English.

Feature 1: Extensive track record of manual production for large and global companies
Human Science has accumulated a wealth of experience in manual production in various fields, mainly in the manufacturing and IT industries. We have worked with renowned companies such as DOCOMO Technology, Inc., Yahoo Japan Corporation, and Yamaha Corporation.

Manual Creation Case Study Introduction|Human Science Co., Ltd.

Feature ②: From Investigation and Analysis by Experienced Consultants to Output
The creation of operation manuals will be handled by the experienced consultants at Human Science. Our skilled consultants will propose easy-to-understand and effective manuals based on their extensive experience and provided materials. We can also create manuals from unorganized information. Our assigned consultant will conduct interviews and create the most suitable manual.

Manual Evaluation, Analysis, and Improvement Proposal Service | Human Science Co., Ltd.

Feature 3: Not only manual creation, but also emphasis on establishment support
Human Science Co., Ltd. not only creates manuals, but also focuses on the important stage of "establishment". Even after manual creation, we support the establishment of manuals through regular updates and manual creation seminars. Through various measures, we support the effective use of manuals in the field.

Manual Creation Seminar | Human Science Co., Ltd.

Thank you for reading until the end.
I hope this blog can be a helpful tip for creating easy-to-understand manuals.