Word Processing vs. "Web" Documents
Reading on screen is different than reading on paper. The metaphors used for writing word processed documents do not make for easy to read screen documents. Techniques from CD-ROM's, the Web, and on-line documentation can help make web documents that are compelling to read on-screen.
Last modified: 4/14/98
Computers should be an advance, not a step backwards
When we use computers to accomplish a task that was previously done by other means, we expect the task to be performed better. Reading business documents are no exception.
Using computers, as they are today, has some inherent advantages over printed paper documents. These advantages include ease of distribution and storage of the document, speed of distribution, and the ability to include a variety of media, including sound and video, in them. Computers also have some disadvantages, including the resolution of the reading surface and the requirement of using a heavy (at least a few pounds) and expensive reading device.
When it comes to the main purpose of most documents, to be readable for conveying information in the most effective way, computers must not be worse than the current means, paper. Hopefully, they will be better.
Unfortunately, as currently used, computers are worse than paper for reading. That is why, while most reports are written using a computer, very few are read on-screen.
Word processors are designed for writing for paper
Word processors have a long history. They evolved for the purpose of producing paper output. Their design is centered around making linear strings of paragraphs that look good on sequential pieces of paper. (See the "History of Word Processing" write-up for some of that history.)
Word processors were not designed for the type of writing where the final reading was mainly on the computer screen. For example, computer screens can easily display images mixed with text, and can mix moveable (scrolling) areas and fixed areas. Replacing parts or all of the screen when a button or link is clicked is normal for computer screens, but foreign to paper and word processors. Programs designed for producing output for reading on a computer screen, such as multimedia authoring tools, do include these abilities in their metaphors.
People do not like reading word processed output on the screen
The output of word processors is meant for paper, but reading it on screen without the benefits of the physical nature of paper makes the reading experience very poor. This results in most people printing out any word processed output to read if it is more than a few pages in length.
One of the reasons that paper is better is that it makes it easier to skim word processed documents than on screen. The techniques used for paper rely on the size of the page, the ease of turning to particular pages, and the contrast of the printing. These do not translate well to most computer screens. The screens have different sizes that do not correspond to paper pages and do not have the same feel for page turning.
Reading documents on a computer screen feels like a step backwards from paper -- more like the scrolls ("Hear Ye! Hear Ye! The King decrees...") of old. Many advantages of bound books are lost.
Web documents can be better for reading on-screen
Web documents can be better than word processor documents when read on-screen. Borrowing techniques developed for CD-ROM's, the World Wide Web, and on-line documentation, they can be quite readable and skimmable. (See the definition used here for "Web Document").
In order to get a readable effect, it is important to use the right techniques. This site covers some of those techniques.
Links to details:
Web document definition
History of word processing