FrameMaker is the tool of choice for many technical writers, but some customers prefer that technical manuals are written in Microsoft Word. Which is best?
Both FrameMaker and Word have their pros and cons. The best choice depends partly on the nature of the technical documentation, and partly on the needs and resources of the client.
FrameMaker Strengths
If your user’s manual is likely to lengthen to hundreds of pages, and includes many illustrations, FrameMaker is the better choice. It is designed for large documents. Usually, each chapter is a separate file, so the size of each file is relatively small and manageable. If a chapter becomes too big for the computer to handle, it can be divided into several files.
While Word can theoretically manage multi-file documents, it is very hard to insert cross-references across files, and keep chapter numbers and page numbers up to date.
FrameMaker is better at maintaining consistency with certain types of text elements, for example, cross-references. You can select from a list of cross-reference styles that the writer can define. This includes the appearance and information included, such as page number, title, and fixed text.
Such cross-references are hard work in Word. You have to insert the same reference twice to create a cross-reference in the form of “See (title) on page xxx”, remember the format you used to display such cross-references each time to maintain consistency, and then apply the formatting separately. FrameMaker does all of this by simply selecting the appropriate style. Styles can be changed globally and then automatically apply to the whole document.
The biggest productivity gains in FrameMaker are handling very large documents, managing many different numbered list types, and better control of format when using styles.
Microsoft Word Strengths
Microsoft Word is much easier to use than FrameMaker. Many clients know the basics, even if they lack a the skills for the advanced use of Word. This allows clients to make minor changes to the document, and possibly major ones as well, if they have sufficient knowledge of advanced Word features used by the writer.
Most companies already use Microsoft Office, so there is no added expense should they wish to modify the document without access to a skilled technical writer.
Word has many advanced features that make formatting relatively easy for many tasks. Major exceptions are cross-references and numbered lists.
For shorter manuals or if the manual contains relatively few illustrations, Word is not a bad choice.
Making the Choice
In the end, the best choice depends on several factors. Discus the pros and cons with your technical writer before making a final decision.