A "how to" guide walks someone through a task step by step, in the order they need to do it
A how to guide is a set of instructions that takes a reader from not knowing how to do something to actually doing it. Unlike an article that explains what something is, a how to guide assumes the reader has decided to act and just needs to know the exact steps, in the right order, with the specific details that will trip them up.
The difference matters. An article titled "What Is a BIOS Update" explains the concept. A guide titled "How to Update Your BIOS on a Dell Computer" tells you which button to press first, what screen you will see next, and what to do if the screen looks different than expected. One teaches. The other gets the job done.
A good how to guide assumes nothing about what the reader already knows, but it also does not waste time on background. It starts with what to gather, moves through the steps in order, and ends when the task is complete.
Key Takeaways
- A how to guide lists materials or information needed first, then walks through numbered steps in the exact order a reader will perform them.
- Each step should name the specific thing to do, what the reader will see as a result, and what to do if the result looks different.
- Use actual names: the real program, the real button label, the real file name — not "click the settings option" but "click Settings in the top right corner."
- Test your steps by following them yourself without any other knowledge, and rewrite anything that made you guess or backtrack.
- A how to guide is not complete until someone who has never done the task before can follow it without getting stuck.
Start by listing what the reader needs before they begin
Before you write a single step, tell the reader what they need to have or know before they start. This is not background information — it is a checklist. If someone does not have what you list, they cannot follow your guide yet, and it is better they know that now.
For a hardware task, list the tools: a Phillips head screwdriver, thermal paste, an anti-static wrist strap. For a software task, list what program needs to be installed, what account they need, what file they need to have ready. For a process that involves another person or organization, list what documents they need to gather first.
Be specific. Not "you will need your account information" but "you will need your username and password for your email account." Not "have your computer ready" but "have a computer running Windows 10 or later with at least 4 GB of free disk space."
Number every step and name the exact action, not the goal
Each step should be one action. Not "set up your monitor" but "plug the monitor power cable into the outlet on the wall." Not "configure your email" but "open Gmail in your web browser and click the gear icon in the top right corner."
A step that contains the word "and" usually contains two steps. "Open the file and save it as a new name" should be two steps: first open the file, then save it with a new name. A reader following your guide needs to know when each action is complete so they can verify they did it right before moving on.
After each step, tell the reader what they will see or what will happen next. "Click the Next button. A new window will open asking for your password." This tells them whether they did the step correctly. If they see something different, they know to stop and reread the step instead of guessing and moving forward.
Use actual names and labels, not descriptions
Do not write "click the button that looks like a gear." Write "click the Settings button" or "click the gear icon labeled Settings." Do not write "find the option to change your password." Write "click Account Settings, then click Change Password."
If a button or menu item has an exact label, use that label in quotation marks. "Click the button labeled 'Create New Document.'" If the label changes depending on what the reader has already done, say so: "Click the button labeled 'Sign In' (or 'Sign Out' if you are already logged in)."
Screenshots help, but they are not a substitute for clear language. A reader on a phone may not see a screenshot clearly, or the software may have updated since you took the screenshot. Write as if the reader cannot see an image.
Explain what to do when something goes wrong
Most how to guides skip this and leave readers stuck. If a step commonly fails or produces a confusing result, say so. "If you see an error message that says 'File not found,' check that you typed the file name exactly as it appears in the folder. If the name has a space or a number, include it."
If a step might look different on different computers or versions of software, say what variations the reader might see. "On Windows 11, the Settings menu is in the Start menu. On Windows 10, it is in the gear icon on the left side of the Start menu." This prevents a reader from thinking they did something wrong when they just have a different version.
If a step requires a choice — like choosing between two options — explain how to know which choice is right for them. "If you use Gmail, choose Gmail. If you use Outlook, choose Outlook. If you are not sure, check what email program you use by looking at the icon on your desktop."
End when the task is actually complete
Do not end your guide when you have finished writing steps. End it when the task is done from the reader's perspective. If the task is "install a graphics card," the task is not complete when the card is in the slot — it is complete when the computer recognizes it and the driver is installed. If the task is "set up a new email account," it is not complete when you have entered the password — it is complete when the reader can send and receive mail.
Add a final step that tells the reader how to verify the task worked. "Open a new email message and send it to yourself. You should receive it in your inbox within a few seconds." This gives the reader confidence that they did it right.
Test your guide by following it without any other knowledge
Before you publish, follow your own steps exactly as written, without using any other information. Do not skip steps because you know what comes next. Do not assume the reader will figure out something you left out. If you get stuck, rewrite the step.
If possible, have someone who has never done the task follow your guide. Watch where they pause, where they guess, where they backtrack. Those are the places your writing is unclear. Rewrite until they can follow it smoothly.
Pay attention to the order. If a reader needs to know something to understand a step, that information needs to come before the step, not after. If you find yourself writing "as mentioned earlier," you have put something in the wrong place.
Frequently Asked Questions
Should a how to guide explain why each step matters?
Only if the why helps the reader do the step correctly. "Click the Save button (the one that looks like a floppy disk in the top left corner)" is helpful because it helps them find the right button. "Click the Save button because saving preserves your work" is not helpful — they already know why they are saving. Keep explanations short and only include them if they prevent a mistake.
What if the steps are different depending on what the reader has already done?
Use conditional language: "If you have already created an account, skip to step 5. If this is your first time, start with step 1." You can also use a table or a decision tree if the paths are complex. The goal is to make it clear which steps explore to which readers without making anyone read steps that do not explore to them.
How long should a how to guide be?
As long as it needs to be. A guide to changing a keyboard might be five steps. A guide to building a computer might be thirty. The length is determined by the task, not by a target word count. If you can do the task in fewer steps, do not add steps. If you need more steps to be clear, add them.
Can I include links to other guides in my how to?
Yes, but only if the reader needs to complete that other task before they can continue. "Before you start, you will need to install the software. See our guide 'How to Install Python' if you have not done that yet." Do not link to related reading that is optional — that breaks the focus of the guide.
What if the software or hardware I am writing about changes?
Your guide will become outdated. Plan to update it when the software updates significantly or when readers tell you the steps no longer work. Add a date to your guide so readers know when it was last checked. If you cannot maintain it, say so at the top: "This guide was written for Windows 10. Steps may differ on Windows 11."