If you’re writing a user guide or policy manual, or similar, and its target readership (staff or customers) is spread over different locations, I often recommend moving away from a printed document (such as Word/PDF).
Instead, I steer clients towards creating online (HTML or XML) documents.
That sounds like it’s introducing new complexities but, really, the learning curve is not steep, and the benefits strongly outweigh what is largely, and simply, concern of the unknown.
To help explain more about what an online user guide looks like, how it works and what its advantages are, I have built a simple prototype you can play with and that answers those questions.
You can find it here: http://technical-writer.co.nz/sample-online-manual/introduction.html
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