English 421Y: Technical Writing Online

With my instruction project, I want to focus on two perspectives on Excel.

Most workplaces use Excel in some way. Still, while most Excel users understand how to use basic spreadsheet functions like sums and averages, the most powerful functions are far from common knowledge. Outside the workplace, Excel is often seen as a confusing program or a yawnfest. However, Excel spreadsheets can be a big help for individuals, too, if used correctly. Spreadsheets tend to be good for managing personal finances, serving as tools that organize weekly budgets or plan the payment of owed money, for example.

I've probably used Excel in at least 50% of my classes, and I've used Excel often and for a variety of applications during my time as an intern/coop. I have what I consider to be an advanced knowledge of Excel functions. For example, I've been asked more than once clean up and simplify spreadsheets created by a project engineer who has a BS in Mechanical and an MS in Civil Engineering and who is a whiz with computer data applications. I also use Excel all the time in my personal life, even sometimes as a simple calculator.

My advanced user will be a professional who is experienced with basic Excel spreadsheets and understands logical statements but doesn't necessarily know about Excel's powerful logic functions, uncluding isblank, vlookup and sumif. This manual will act as a reference tool giving instructions on certain functions. In this case, I would expect the user to have a certain spreadsheet need that he or she doesn't know how to acheive. They will include mention of common problems with each formula, while assuming the user understands Excel's error symbology. The person would use my instruction set as a user manual to search for functions that will help them reach their solutions, so this manual will be function-oriented. I believe this is necessary because as I said most workplaces use Excel, but in my experience not to its full potential. Adding functionality to a spreadsheet should make data entry simpler - not more complicated, which is the more common result.

My novice user will be an individual who has a decent grasp of basic math but little to no experience with spreadsheets. This person would have an interest in using the calculation power of Excel but may not have the motivation or time to sit down and learn Excel out of a book. This manual will contain step-by-step instructions for several common types of spreadsheets, like the ones I menitoned above. They will also include an explanation of Excel's error symbology that includes ways to troubleshoot each error. I expect the novice user to be looking for help with a specific application, thinking for example, "How do I create a spreadsheet to settle bills between my roommates and me every month?" The resulting set will be application-oriented. I think this is a necessary tool to allow inexperienced users access to Excel's functionality without having to build a knowledge base first.

I entend to design my guides to be useable and readable while simultaneously working on a spreadsheet. I will be thinking of my manual as a desktop element, using the computer screen as a resource that I will allocate between my manual and an Excel spreadsheet. I also intend to consider using the basic cell structure as a design element, though not as an organizational structure. Screenshots are pretty effective for these applications, so I will use those while trying not to fall into the ITaP trap of alternating between steps and screenshots. I also think it's important to appeal to my users' need for simplicity and excitement, particularly my novice crowd, to combat Excel's usual reception of either frustration or boredom.

Because of its versatility and adaptability, Excel is one of the most useful number analysis tools out there. My goal is to make the program and some of its complex functions more accessable.