How to Write Effective Software Articles for Websites and Blogs

Many technology websites include software articles for Windows 11/10, macOS, Android, iOS, and even Linux platforms (otherwise operating systems). Instructional how-to guides that provide hints and tips for utilizing apps or troubleshooting software issues are the most prevalent type of article on such sites. Freelance tech writers submit many software articles to sites like MakeUseOf, How-to Geek, Windows Report, and Windows Club.

(How to Break Into the Software Article Writing Market.)

The online market for software writing is healthy since there’s an ever-expanding number of tech websites seeking to recruit remote (any location) freelance contributors. If you’re considering becoming a tech writer, you must be prepared to produce many how-to articles that provide quick tips or longer guides for variable software packages. Such articles can be focused on operating systems or cover popular apps available for them. This is how you can write more effective how-to software articles for websites and blogs.

Browse Through Other Software Websites for Ideas and Research

The starting point for writing software articles is to come up with some title ideas for them. Most tech writers will likely need to browse software websites to discover tips and tricks for apps and operating systems worth covering. You’ll sometimes need to look at other webpages for reference that tell you how to do certain things with software. So, have a good read through the guide articles on these recommended sites to find inspiration for your software pieces:

How-to GeekWindows ReportMakeUseOfThe Windows ClubMakeTechEasierLifewire

Covering the same tips and topics as other sites is fine, but never forget your articles must still be unique. Make sure your software article titles are worded uniquely and don’t exactly match any others. The most important thing is that the instructions provided in your articles are in your own words, even when they’re guidelines for doing the same things.

Always try out the tips or do the things you’re going to provide instructions for in your software articles. This will ensure you’re writing primarily from your software usage experience rather than merely depending on other sources. Sometimes, you might even find a tip or instructions for doing something provided in another software article that doesn’t work because it’s outdated.

Add Meaningful Subheadings to Software Articles First

When you have a software article title, the next step is to lay out the structure for your piece. All software articles should include at least a couple of meaningful subheadings. Subheadings are the structural outlines for software articles you should enter in your word processor first.

If your software article includes multiple tips, the best way to structure it is usually to add a subheading for each tip included. Troubleshooting software guides always include subheadings for different potential fixes. Or add alternative subheadings for instructions that tell readers about different methods. Questions sometimes make for good subheadings to provide further explanations for technical jargon when needed. You can see some examples of subheading usage for software articles on these webpages:

4 Easy Ways to Disable the Mail AppHow to Show Drive Letters Before Drive Name on Windows 11Improve PC Performance on Windows 10 (Must Try Tips)Windows Update Error 0x80073701 [Solved]

Stick to the Website’s Style Guide (If It Has One)

Some technology websites have software article style guidelines for their authors to follow, and some don’t. Most bigger sites probably have style guides that outline how authors must format submitted software articles with text editors and other stylist considerations regarding minimum length, paragraph size, image requirements, etc. If you’re submitting software articles to a site with a style guide, make sure you fully read through those guidelines and stick to them. The website’s editorial will probably return your articles for changes if you don’t.

However, I’ve also collaborated with some software sites that don’t have style guidelines. If the website you’re submitting articles to doesn’t have strict guidelines, you can pretty much format and write your articles with a preferred style. This gives you more freedom to do software articles your way rather than their way.

The most universal formatting that’s almost standard practice for articles on tech websites is to add bold text for software settings, buttons, and tabs users must click on. It is necessary to apply the bold formatting to all software settings and tabs to highlight and distinguish them from the rest of the text. Thus, bold (or possibly italic) formatting for settings and tabs is something you should always include in software articles. Open these software articles pages to see how bold formatting has been applied for settings and options in them:

How to Fix Java Not InstallingHow to Unlock a File on Windows 10 & Windows 11How to Install Group Policy Management Console on Windows 10

Software writers often include PowerShell or Command Prompt commands and keyboard keys in their articles, such as sfc /scannow (System File Checker) and the Ctrl + Shift + Esc Task Manager hotkey. It’s also a good idea to apply formatting for commands and keyboard key buttons in articles to make them clearer. 

Some tech website style guidelines have specific instructions for how to format such things with their text editors. However, bold or italic text formatting for highlighting commands and keyboard buttons is sufficient.

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Add Numbered Lists for Instructional Software Articles

You can write instructions in software articles with standard paragraphs or numbered lists. Add numbered lists for instructions that users must follow in an exact order of steps. This format is usually best for troubleshooting software articles and how-to pieces with step-by-step instructions for fixes, tips, and alternative methods that must be carried out in an exact order.

Each step in a numbered instruction list within a software article should be kept short. Don’t include any more than two sentences for each step. Include every step required to do whatever it is you’re instructing. Your instructions should tell the software user everything they must click on (or tap for touchscreens).

However, it’s not always essential to include numbered instructions in your software articles. Paragraphs can sometimes be preferable for software customization guides that don’t include guidelines users need to follow in an exact order. Or sometimes you can include a mixture of both. These are some examples of software articles without numbered instructions or a mixture of both:

How to Add a Weather Icon to Your System Tray in Windows 11How to Edit PDF DocumentsHow to Set Up Custom Text Snippets for Pasting Predefined Text SnippetsTransform Your Windows Desktop into a Fish Tank With Sim Aquarium

Interlink With Related Software Articles on the Same Website

Hyperlinks are what the World Wide Web is primarily about. Try to include internal links in your software articles for opening pages with related content on the same website. Linking to pages on the same site that provide further details for the content or software discussed in your article can add greater value to it and complete the reader’s experience.

Most software articles generally include contextual links. These are internal hyperlinks that direct readers to other related pages. Such links have anchor text that makes it clear what their linked pages are about. For example, a link that opens an article about the best registry cleaner software could have anchor text like “best registry cleaners for Windows.” Your sentence can also directly reference the page link to make it even clearer what the article it opens is about.

If your article covers how to apply operating system customizations with freeware software, include an external hyperlink that opens a page from which users can download the required app. It’s best to link to the download page on the publisher’s website when you can. If that’s not possible, include a link to a reputable software download website, such as Softpedia, from which you can obtain the required app.

Utilize a Third-Party Screenshot Tool For Images

The last thing you should add to a software article is screenshots. Screenshots are a crucial element of software articles that you cannot leave out. They’re essential to include because they show readers the software options, tabs, and other things they should see on their PCs or mobile devices when following your instructions. “A picture is worth a thousand words” is an adage certainly true for software writing because they’ll make your how-to articles much clearer.

Windows and other operating systems generally have built-in tools for capturing screenshots. For example, Windows has the Snipping Tool, with which you can capture full-screen, rectangular, or free-form software snapshots on your PC. You’ll need to be clear on how to capture screenshots on whatever platform you utilize. Check out the screen capture guides on many tech websites to find out how to take screenshots on your PC or mobile device if further details are required.

I recommend utilizing freely available third-party software like ShareX for capturing screenshots on Windows 11/10 PCs. ShareX is a more flexible utility for capturing snapshots than the Snipping Tool that enables you to capture screenshots in many ways. Click Download on this ShareX webpage to download it.

You can include annotated or non-annotated screenshots in your software articles. Annotated screenshots that highlight software options users need to select with arrows, circles, or rectangles are mandatory for some tech websites. The extra ShareX annotation options are invaluable for highlighting details in screenshots. These Windows Report software articles include snapshots annotated with ShareX:

Fix: World of Warcraft was Unable to Start 3D AccelerationHow to Create an Icon in Windows 10 (Simplified Guide)Map a Network Drive on Windows 11 (2 Different Ways)

It’s not usually necessary to annotate screenshots that clearly show software options and buttons mentioned in your article. However, add annotations to highlight the location of small buttons or settings that could be harder for users to see. Adding a circle or square around the option is usually sufficient for that purpose, but you can also include arrows with ShareX.

The screenshots you include should show the more important things mentioned in your software articles. Take snapshots of the primary navigation options and settings you’re telling users to select so they can see where they are. Include screenshots that show what entered commands or applied customization changes look like. Such images show readers things words can only describe.

Overall, an effective software article will be easy to follow and well-illustrated with screenshots. There are few golden rules for software writing, except perhaps to include images, hyperlinks, subheadings for structuring articles, and text formatting for highlighting options. A personal website or blog is a good enough place to start software writing. You can apply to join software technology websites seeking contributors via freelancer sites, such as Pro Blogger, SimplyHired, and Indeed.com.