Putting out a monthly newsletter while trying to keep up with the needs of an ever-expanding group of microcomputer users was not an easy task. The first twelve issue of PC Notebook spanned the period February 1988 through April 1989, with a combined June/July 1988 issue and one issue missed in January, 1989. It took anywhere from two full days to a week working around calls and other activities to put an issue together. If more time had been available, there were changes and improvements that I would have liked to make.
Although I originally conceived of the newsletter as something to be collected and referred to, I never started a system of dating or numbering the individual issues. This was a small oversight that I simply never got around to correcting, but it caused problems in trying to use PC Notebook as a reference tool. I was please to discover that many microcomputer users did maintain a collection of the issues and were able to refer to them, but it was also frustrating when I would get a phone call with a question that I had answered a month or two earlier in an issue of PC Notebook.
Another failure was the lack of any sort of a master plan to build the knowledge of my readers in a systematic way. The "MS-DOS Corner" feature was one attempt to do this, but I found it hard to carry this through. Without a planned approach, writing about any individual subject was difficult since I was never certain how much to explain and how much to assume.
Despite the problems, PC Notebook was successful during its first year in a number of ways. It provided a vehicle for distributing and sharing information about this new technology. For most of my readers, it was their only source of news about new products and software upgrades. During the critical time that the technology was being introduced, it helped create a sense of community among the microcomputer users. Although it took considerable effort to produce, I was convinced that spending my time writing about computers was a very effective way of spreading information.
During the summer of 1989, I considered a different approach for using a written publication to help educate microcomputer users on campus. As a project for a Seminar in Writing class, I prepared a publication that would help answer some of the concerns I noted above.
The format of this publication (see sample in Appendix B) was an eight page independent newsletter devoted to a specific subject. It would be dated and numbered and planned as a series in order that each issue build on or refer to other issues. The format would include a table of contents, a glossary of terms, a summary of commands being discussed, and extensive use of graphics to illustrate the topic.
I called this publication Micro Notebook, and I tried to follow many of the guidelines I used in preparing PC Notebook. The writing style remained simple and clear, and I tried to explain things in an easy and friendly way. The additional space made it possible to discuss the topic in depth, and in the mockup I prepared I used this space for an extensive discussion of microcomputer disks. This seems like it should be a simple subject, but advances in technology had made it increasingly complex. Although the original IBM PC-compatible computers all used the same 5.25" disk, there were now two different sizes (5.25" and 3.5") and two different formats (high density and standard).
I explained the difference and went over some of the basic techniques for using disks. Then I presented the commands used for preparing and working with disks and discussed concerns about backing up files. The second half was devoted to hard disks, which were even more complex in their use. A number of issues such as using directories and protecting the disks were covered in this section.
While I felt that this new format could be very valuable for educating microcomputer users and improving their skills, I decided not to begin producing this series on a regular basis. The amount of time involved in preparing a lengthier publication like this was even greater than I was already spending on PC Notebook. Although the benefits would be great, there was simply not enough time to work on it and keep up with the other support services I was required to provide. I decided instead to continue to produce PC Notebook.
After the first year, PC Notebook came out a little less regularly. Although I tried to stick to a monthly schedule, it was often difficult to find the time to prepare an issue. The number of microcomputers on campus continued to grow along with the demand for support services. The skills of most users were increasing, which meant that they didn't need as much assistance in some of the more basic areas. Many of them, however, were trying to do more sophisticated things with their equipment and they were calling me with more complicated questions.
One particularly time-consuming activity was managing the transition from WordStar to WordPerfect. After the decision not to upgrade to the new release of WordStar, I explored alternatives for a standard word processing package for campus. The one I settled on was WordPerfect, which was the best selling and most favorably evaluated word processing software for IBM PC compatibles. WordPerfect had a very attractive educational purchase program, which made it possible for the university to afford the more than 200 copies that were needed for word processing users. During the summer of 1989 I was involved in installing the new software and training users in its operation.
Despite these responsibilities, PC Notebook continued to come out. The August, 1989 issue focused on the upgrades to Lotus 1-2-3, the spreadsheet software package. The upgrade had been delayed for over a year, and it was finally released in two different versions. Release 3 was prepared to be used on more powerful computers, such as those with an 80286 or 80386 processor and at least 1 MB of memory. Release 2.2 contained less features, but it ran on less powerful computers and it did have a number of improvements. I wanted my readers to understand these differences so that they would not order Release 3 unless their computer was equipped to handle it. This issue also had some news about changes in the Zenith microcomputer line and a warning about a type of memory board which would not work in the Zenith computers.
In October, 1989 I did an issue on microcomputer floppy disks, which was basically a condensed version of my sample issue of Micro Notebook. I discussed the different sizes and densities available, gave advice on the proper care of disks, and went over the commands for formatting disks. Although the shorter format made it hard to go into detail, I felt that I was able to clarify some of the confusion that many users had about disks. I used some of the graphics that I had done for Micro Notebook to help illustrate the subject.
The February, 1990 issue was the first one devoted to the subject of WordPerfect. After introducing WordPerfect 5.0 to microcomputer users on campus, I was faced with upgrading them to version 5.1. Although the numbering system used by software companies is not standard, it is generally understood that a change in a whole number (from version 4 to version 5, for example) represents a major redesign of a product, while a decimal change (from 5.0 to 5.1) indicates improvements and even new features without a fundamental change.
The February issue tried to introduce some of the new features of WordPerfect 5.1. These included a different menu system, the ability to create tables and import spreadsheet data, and the introduction of an equation editor that allowed the user to create scientific and mathematical symbols. This issue also had the first "WordPerfect Q & A," which replaced the "WordStar Q & A" feature. The subject was adding or deleting words to a personal dictionary, which I had discussed for WordStar in the November, 1988 issue.
The June/July 1990 issue represented the first major change of format since I began PC Notebook. Instead of preparing it with Ventura Publisher and printing it on the Apple LaserWriter, I used WordPerfect to type and lay out the issue, which was then printed on a Hewlett-Packard LaserJet III printer. Although WordPerfect was not a desktop publishing package, it had many advanced features to control the placement of text and graphics, and for most purposes it was sufficient for my needs. The LaserJet printer had fewer fonts than the LaserWriter, but the ones it had were fine for PC Notebook.
The subject of this issue was printers, and I discussed the LaserJet III as well as dot matrix and ink jet printers. There was also a "WordPerfect Q & A" on file compatibility between version 5.0 and 5.1. A second question explained how to create fractions that printed one number on top of the other, instead of using a slash (such as instead of 3/4). The final item in the issue was some recycling advice. As part of the university's effort to promote recycling and cut back on waste, I encouraged microcomputer users to take advantage of the computer to check spelling and proofread before printing out a document.
The August, 1990 issue was devoted to a "how-to" on creating newsletters using WordPerfect. I used the example of a simple two column publication being printed on an Epson printer because that was what most departments had. I walked through the various steps to create headlines, columns, lines and graphics in order to create a newsletter. This issue also had a "WordPerfect Q & A" on problems encountered when trying to save a file on a full disk.
In October, 1990 I finally began to print the date on each issue. Once again, this issue focused on WordPerfect techniques. In this case, I discussed many of the advanced features that could be used when working with large documents. These include page numbering, the ability to place text at the top and bottom of each page in headers and footers, a table of contents feature, and the ability to create text references which would update automatically if the text moved to a different page.
The November, 1990 issue was also devoted to some advanced WordPerfect techniques. I introduced the commands available for managing and working with files. Although these commands take a great deal of work to use, I wanted to demonstrate the advantages that can be gained when working with them. WordPerfect has features that help you locate a particular file among the hundreds that may be on a disk. After describing the commands I gave an example of how they could be used, and then I referred the readers to sections of the WordPerfect Reference Manual which dealt with the topic. This issue also had a "WordPerfect Q & A" on using passwords to protect sensitive files.
Since I thought my readers might be getting tired of WordPerfect after three consecutive issue devoted to its features, the December 1990 issue brought back the "Software Spotlight" feature. This time I talked about PC Tools Deluxe, an interesting and inexpensive package that contains a number of useful features. PC Tools includes programs for word processing, database storage, and telecommunications. It has different types of calculators and a very useful calendar which also functions as an appointment scheduler. Another part of the package contains utilities for managing computer disks and files. PC Tools has so many features I barely had space to mention them all. I suggested that it would be a useful purchase for most microcomputer users.
At Shippensburg University, the PC Notebook newsletter has been one attempt at communicating with microcomputer users. It was successful in providing a vehicle for distributing and sharing information about the new technology and it served as a source of news about products and software upgrades. By offering suggestions and responding to questions it helped create a sense of community among the microcomputer users on campus. The newsletter was an integral and effective part of the support activities of the Office of Microcomputer Services.
As of this writing, the December, 1990 issue was the last for PC Notebook. In September of 1990 I accepted an interim appointment as Registrar at Shippensburg University. Although I managed to produce three more issues while serving in my new position, it quickly became clear that I would not be able to continue working on it. Because of the way that my old duties were reassigned, my successors at Microcomputer Services have not had the time to take over the newsletter. When my interim appointment ends, I hope to resume publication of PC Notebook. Although the general level of computer literacy among university staff has risen steadily in the past few years, microcomputer users will continue to benefit from suggestions about more effective techniques and news about hardware and software developments. Writing about these subjects in a newsletter will continue to be the most efficient way to convey this information to a large number of people.
In the course of the office automation boom of the 1980s, many pundits predicted that the "paperless office" would eventually become the norm. The introduction of more powerful microcomputers and faster printers has instead contributed to a glut of documents being churned out by word processing, database, spreadsheet and desktop publishing programs. Instead of cutting down on the paper flow, computers have increased it.
There were similar predictions about computers eliminating the need for books and other printed materials. Computer Aided Instruction (CAI), online documentation, and more intuitive operating systems were supposed to contribute to the elimination of the printed word. Instead, the size and quality of software documentation is increasing steadily. The latest WordPerfect reference manual is over 1000 pages long, and the documentation provided with most software packages from Lotus Development Corporation is so extensive that instruction sheets are necessary for assembling the binders. In a Washington Post article on the Library of Congress, a selection officer is quoted as she adds a copy of the WordPerfect manual to the library's collection: "'We keep all computer books,' she says. 'It seems that we have more computer books than anything else'" (Weeks 17). A visit to the computer section of any bookstore will also show the great number of independently produced books on how to use the major software packages as well as the dozens of magazines devoted to microcomputers.
The development of microcomputer technology has not eliminated the need for the written word. If anything, it has demonstrated that clear, concise and simple writing is essential to helping non-technical users take advantage of this technology. Computer manufacturers and software publishers have discovered that overly technical manuals can intimidate users and discourage them from taking advantage of the products; the result has been a steady move towards better-written documentation. For microcomputer support managers, written communication can be an effective way of having an impact on a large number of users, sharing information and instructing them in different techniques.
Unfortunately, writing ability is not valued as much as technical expertise in the profession. "For all the optimistic signs, it probably remains true that the writing of user documentation is widely considered to be of less importance than the writing of the software that the documentation describes" (Simpson and Carey 2). As the technology matures, it is likely that writing ability will continue to be underrated.
In its 1989 study, the Bureau of the Census noted that "continued improvements . . . may well eventually make computers as commonplace as calculators or telephones" (8). The generation of students now attending college has grown up with computers at home and in school, giving them a more intuitive understanding of how the technology works and a willingness to sit down and experiment without first looking at an instruction manual. Graphical user interfaces (GUIs) such as Microsoft Windows 3.0, OS/2 Presentation Manager, and the Apple Macintosh System, are also increasing in popularity. These GUIs use symbols called icons to represent files and have a "point-and-click" system of giving commands. In attempting to provide a friendlier environment for the user, they represent a move away from the text-based approach of earlier systems.
These and other developments may eventually make computer technology far less complex than it is today. As computers become easier to use and society becomes more familiar with the technology, the value placed on written information may diminish even further. It would be shortsighted, however, to consider writing skills irrelevant for computer professionals. As the principal method of communicating complex information, writing will continue to play an important role in our increasingly technological world.