Best practice when creating simple visual user documentation for Microsoft List applications

Question

Hi,

My company has developed several Microsoft List applications. Currently the user training for these systems are done verbally which is great but takes up valuable time for everyone and risks inconsistency.

We want to create fairly light visual documentation that is easily maintainable with Microsoft Lists. If you look at the Microsoft Lists quick start guide (https://adoption.microsoft.com/files/lists/Lists%20Quickstart%20guide.pdf) this could be considered good inspiration for what we'd like to achieve.

Have you had any experience creating this kind of documentation? If so, would you recommend any particular software/approaches so that we not only can create this documentation now, but update it easily as we make modification to the system, or perhaps even approaches for how we can embed the user documentation in the Microsoft Lists system and it would be shown to a new starter when they first look at the list.

Many thanks for your help.