What to use: Buttons, function keys, or both?

[Geoff Hart <ghart -at- videotron -dot- ca>]

Emily  Allen wondered: <<When documenting buttons on a GUI, is it also 
recommended to also include the function keys command (e.g. F1 - 
F12)?>>

The keyboard shortcuts should be provided _somewhere_ for those who 
prefer to work from the keyboard. But it's debatable whether adding 
them to instructional steps helps; the extra verbal clutter can 
actually make the documentation less usable if not well integrated. 
Sometimes a separate "shortcut" guide, organized by task, works better.

If you're using a tabular format, you can add the shortcuts in a column 
off to the right side; that way they're instantly available, but 
separated sufficiently from the main instructions that they don't get 
in the way. Sometimes shortcuts can also fit quite elegantly in the 
margin in non-tabular formats.

<<I am documenting a procedure for SAP and the trainer wants me to 
include the function keys for almost all buttons.  I'm just curious if 
this is a standard or not.>>

I'm not aware of any standards, but if your trainer wants the function 
keys, there's a good chance this is because they've observed students 
asking for these shortcuts. Of course, it could also be just a matter 
of personal preference, but even then, the trainer has firsthand 
experience with users of the product that most of us lack. Ask why they 
recommend this approach. They may have a very good reason!

--Geoff Hart   ghart -at- videotron -dot- ca
(try geoffhart -at- mac -dot- com if you don't get a reply)


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