An operations manual generation apparatus for use with a host system. The apparatus has an input for receiving ordering input data when an operator places an order following a prescribed procedure for requesting an operations manual from the host system. The apparatus has a first memory which stores first information needed to prepare the requested operations manual. The apparatus also has a second memory for storing instruction information which includes a set of guidance text data which describes the minimum number of operating steps needed to be carried out by an operator. Finally, an edit controller is provided for analyzing the first information to select a suitable combination of guidance text data, so that an operations manual may be output which has been automatically optimized to minimize the number of steps which the operator must take to cause the host system to perform the desired function.