By Austin Little
You've shown your grandfather how to start a video call four times. He gets it every time you're sitting next to him. Then you leave, a week passes, and the steps blur. That's not a memory problem; it's how everyone learns a new procedure. What he needs is the steps written down: big, clear, in words that match his screen, taped where he'll see them. Free AI tools are surprisingly good at helping write those pages. This guide shows how to make cheat sheets that actually get used, and how to keep AI from slipping in mistakes.
AI disclosure. This page was drafted with AI assistance and edited for Apiary. Facts that need a live check are marked. We don't invent quotes, stats, people, or events.
Who this is for, and where it fits
This is for anyone making printed instructions for an older adult's phone, tablet, or computer: grandchildren, adult children, friends, volunteers at a library or senior center. It covers what to put on a cheat sheet, how to write it, how to use free AI to help, how to check it, and how to print it.
If you're specifically teaching an AI chatbot, Teach Grandma ChatGPT Safely (One Path, Sticky Note) covers a single sticky note for that. This guide is about cheat sheets for any tech task. For the broader approach to helping, see How to Help an Older Parent With Tech Without Taking Over.
Why a printed sheet beats a video or a phone call
- It's there when you're not. At 8 pm on a Sunday, the sheet is still taped to the wall.
- It doesn't need the device to work. If the tablet is frozen, a video tutorial on that tablet is useless. Paper isn't.
- It's paced by the reader. No rewinding, no "wait, what did you say?"
- It can be annotated. Your grandparent can add their own notes in pen.
- It builds independence. Following the sheet themselves feels different from calling for help.
What makes a cheat sheet actually work
The U.S. government's plain language guidance at Digital.gov is a great framework. Its first rule: "write for your audience." It also busts a common myth: "One of the most common plain language myths is that you have to 'dumb down' your content so that everyone can read it. That's not true. Use language your audience understands and feels comfortable with."
That's exactly right for grandparents. A cheat sheet shouldn't be childish. It should be clear.
One task per sheet
"How to start a video call with the family" is one task. "How to use your tablet" is fifty. Keep each sheet to one job.
Numbered steps, one action each
Digital.gov's writing guide says content is easier to understand with "Shorter words," "Short sections," "Active voice," and "Present tense" (Digital.gov). For a cheat sheet, that means:
- "Tap the green phone button." Not "The green button should be tapped."
- One action per step. Not "Open Settings, scroll down, and tap Display."
Use their words for things
If your grandmother calls the Settings app "the gear," write "the gear (Settings)." Describe icons by what they look like: "the white square with an arrow pointing up." She's the one reading it.
Describe what they'll see after each step
"Tap the camera button. You'll see your own face." These little confirmations tell the reader they're on track.
Include a "what if it goes wrong" line
Every sheet should end with what to do if it doesn't work: "If you get stuck, press the Home button and start again," or "Call [name]."
Make it readable
Digital.gov's design guidance says to "Create logically structured pages with key information at the top," "Use lists for easy scanning," and warns that "PUTTING EVERYTHING IN CAPITAL LETTERS IS NOT A GOOD EMPHASIS TECHNIQUE... IT MAKES IT HARDER TO READ" (Digital.gov). It recommends bold and italics for emphasis instead of underlining, since people expect underlined text to be a link.
For print, that means:
- A big, clear title at the top.
- Large type with lots of white space. Ask your grandparent which size is comfortable to read; print a test line in a few sizes and let them pick.
- A plain, simple font.
- Bold only for the most important words.
- Black text on white or cream paper.
The workflow: from messy notes to a clear sheet
Here's the process that works best. AI helps with step 3, but steps 1, 2, and 4 matter just as much.
Step 1: Do the task together and take rough notes
Sit with your grandparent and do the task on their device, with them tapping. Write down every step as it actually happens, including what the buttons say and look like on their screen. Rough is fine:
open photos app (the flower). tap pic of grandkids. tap share (square w/ arrow, bottom left). pick messages. pick sarah. tap blue arrow up. done
These notes are gold because they come from the real device.
Step 2: Note their words and any sticking points
Where did they hesitate? What did they call things? "The flower" for Photos, "the arrow thing" for Share. Note any confusing moments: "pop-up asked about 'Options,' ignored it."
Step 3: Ask free AI to turn notes into a draft sheet
Paste your rough notes into a free AI chat tool with clear instructions. A prompt that works well:
Turn these rough notes into a one-page instruction sheet for my 84-year-old grandmother. Rules:
- Title: "How to send a photo to Sarah" - Numbered steps, one action per step, active voice, present tense. - Use her names for things in quotes, with the official name in parentheses only if it appears on screen. Her names: "the flower" = Photos, "the arrow thing" = Share. - After each step, add a short line saying what she'll see. - Do not add any steps or buttons that aren't in my notes. - End with: "If it doesn't work, press the Home button and call Sarah at [number]."
My notes: [paste notes]
The line "Do not add any steps or buttons that aren't in my notes" is the most important. AI tools are trained on general knowledge and sometimes "fill in" steps from a different version of the app, or invent button names that sound plausible.
Step 4: Check every step on the real device
This is non-negotiable. Take the AI's draft back to the device and follow it exactly as written, word for word. Better yet, have your grandparent follow it while you watch silently.
Fix anything that doesn't match. Common issues:
- A button name that's slightly different ("Send" vs. "Share").
- A step the AI merged or split.
- A step in the wrong order.
- A "what you'll see" line that isn't quite right.
AI explains, it doesn't decide. It's a drafting assistant. The device is the source of truth, and your grandparent is the judge of whether it's clear.
Step 5: Format and print
Paste the checked text into a word processor. Set a large font, add space between steps, bold the title, and print. Print two copies: one to tape up, one for a binder.
Step 6: Test and revise
After a week, ask: "Did you use the sheet? Was anything confusing?" Revise. A cheat sheet is a living document.
Prompts for common cheat sheets
Use these as starting points, always with your real notes pasted in.
Video call with family
Using my notes below, write a one-page sheet: "How to video call the family." Numbered steps, one action each, large-print friendly. Include what to do if the other person doesn't answer, and how to hang up (the red button). Don't add steps not in my notes. Notes: [paste]
Checking voicemail
Make a one-page sheet from my notes: "How to listen to voicemail." Include how to tell if there's a new message, how to play it, and how to call back. End with "If a message asks for money or passwords, don't call back. Call [helper]." Notes: [paste]
Turning up the volume or text size
Turn my notes into a short sheet with two sections: "Make it louder" and "Make the words bigger." Each section should have no more than 5 steps. Notes: [paste]
A "when something looks wrong" sheet
This one doesn't need device notes. It's about safety, and works for any device:
Write a one-page "If something looks wrong" sheet for an older adult. Include: if a pop-up says your device has a virus, close it and don't call any number on it; if a call or text asks for money, gift cards, passwords, or codes, hang up or don't reply; if you feel rushed or scared, stop and call [helper]. Calm, respectful tone, not alarming. Large print.
Then check it against official advice. The Social Security Administration's scam page lists four signs of a scam: scammers "pretend to be from an agency or organization you know," "say there is a problem or a prize," "pressure you to act immediately," and "tell you to pay in a specific way." Its first piece of advice: "Pause. If you receive a communication that causes a strong emotional response or if you feel rushed, pause. Take a deep breath and talk to someone you trust." Make sure your sheet says the same.
A "four safety habits" sheet
CISA's Secure Our World program boils online safety down to four steps: recognize and report phishing, use strong passwords, turn on multifactor authentication (MFA), and update software. A free AI tool can help you turn those into a friendly one-pager:
Turn these four safety habits into a large-print, one-page sheet for my grandfather, with one short paragraph each and one simple example: 1) Recognize and report phishing, 2) Use strong passwords, 3) Turn on multifactor authentication, 4) Update software. Friendly, respectful tone. Don't add other advice.
What NOT to put on a cheat sheet
- Passwords. Never print passwords on a cheat sheet taped to the wall. If your grandparent keeps a password book, keep it separate and private. Better yet, see How to Help a Grandparent Set Up a Password Manager.
- PINs or security answers.
- Account numbers.
- Anything that would help a stranger who walked into the house.
What NOT to paste into AI
The same goes for the AI tool. Don't paste:
- Passwords, codes, or PINs
- Full names with addresses
- Account numbers
- Medical details
Use placeholders like [helper name] and [number], then fill them in by hand or in the word processor after.
If you want to keep everything on your own computer, a free local tool like Ollama lets a family tech person download it for macOS, Windows, or Linux and choose a local model. Its quickstart also offers signing in for cloud models, which isn't needed for this kind of writing. Turning notes into a clear sheet is well within what local models can do.
Worked example: "How to answer a video call"
Rough notes from sitting with Grandpa on his iPad:
ipad rings w/ music. screen shows sarah's name + photo. green button (camera icon) on right. he taps it. sees sarah. his face small in corner. to hang up red button bottom. sometimes he sees "slide to answer" if ipad was locked - slide the green thing right.
Prompt:
Turn these notes into a one-page sheet titled "How to answer a video call." Numbered steps, one action each. After each step, add "You'll see..." Include the "slide to answer" case as a separate short section. End with "If you miss the call, Sarah will call back. You can also call her back from the [Recents] list." Don't add any steps not in my notes. Notes: [paste]
AI draft (example of what you might get):
How to answer a video call
1. Listen for the music. The iPad plays a ringtone. You'll see Sarah's name and photo. 2. Tap the green camera button on the right. You'll see Sarah. 3. Talk! Your face is in the small box in the corner. 4. To hang up, tap the red button at the bottom. The call ends.
If the iPad is locked: You'll see "slide to answer." Put your finger on the green button and slide it to the right. Then go to step 3. If you miss the call, Sarah will call back. You can also call her back from the Recents list.
Check on the device. You notice that on his iPad, the hang-up button isn't at the very bottom but in a row of buttons. You fix step 4 to "Tap the red button with the phone picture." You also notice the AI didn't add anything new, which is good. You confirm "Recents" is the right name on his device.
Print and test. Grandpa follows it the next day when you call. He says the "slide to answer" part was the most helpful.
Adapting sheets for different needs
Not every reader is the same. A few adjustments make sheets work for more people.
Low vision
Go bigger than you think, use high contrast, and keep one step per line. For some readers, an audio version helps: record yourself reading the sheet aloud on their phone, so they can play it back. For screen settings that help with low vision, see Making Screens Easier for Older Eyes.
A different first language
If your grandparent is more comfortable in another language, AI can help translate a sheet:
Translate this instruction sheet into Spanish for an older reader. Keep the numbered steps. Keep the button names in English exactly as they appear on the screen, in quotes, because the phone is set to English. Use simple, everyday words.
Have a fluent family member check the translation before printing. Machine translation can be stiff or wrong in ways that matter.
Memory changes
For someone with memory changes, fewer steps and more pictures help. Put the most important sheet in the exact spot where the task happens, like next to the tablet's charging spot. Keep the "call for help" line big. If there's a care team involved, ask them what kind of written cues work best.
A cheat sheet for helpers, too
If several family members help, make a one-page "how Grandma's tablet is set up" sheet for the helpers: which apps she uses, what she calls things, what's turned on, and what not to change. It keeps everyone consistent, which makes life easier for her.
Organizing a binder of sheets
Once you've made a few, organize them:
- A sturdy binder with clear plastic sleeves. Paper lasts longer, and sleeves can be wiped.
- Tabs by category: Calls, Photos, Messages, Safety, Settings.
- A contents page at the front.
- A "my helpers" page with names and phone numbers.
- The most-used sheet taped next to the device.
Date each sheet in small print at the bottom. When phones update and screens change, you'll know which sheets might be out of date.
Keeping sheets up to date
Phones and apps update, and menus move. When your grandparent says "the sheet doesn't match anymore":
- Do the task together again and take fresh notes.
- Run the same prompt with the new notes.
- Check on the device, print, replace.
Keeping your original prompt in a note makes this quick.
Troubleshooting
"The AI added steps that aren't real." Re-run with stronger wording: "Only use the steps in my notes. If something is unclear, write [CHECK] instead of guessing." Then check on the device.
"The sheet is too long." Split it into two sheets, or ask: "Shorten to 6 steps or fewer without losing any actions."
"Grandma says it's too complicated." Ask what part. Rewrite that step in her words. Maybe add a simple drawing of the button.
"The print is still too small." Increase the font size and use one step per line. Two pages with big print is better than one cramped page.
"He never looks at the sheet." Ask where he'd look. Maybe it should be inside the tablet case, or on the fridge, or by his chair. Or maybe he prefers calling you, which is also okay.
A blank template to start from
How to [task]
1. [Action]. You'll see [what appears]. 2. [Action]. You'll see [what appears]. 3. [Action]. You'll see [what appears]. 4. [Action]. You'll see [what appears].
If it doesn't work: [Press Home / close the app] and start again. Still stuck? Call [helper name] at [number]. Made [date]. Checked on [device].
Quick answers
Do I need a paid AI tool for this? No. Free web chat tools or a free local tool handle this easily.
Can AI make instructions for a device it can't see? It can draft general instructions, but they're often wrong for a specific device or version. That's why you start from your own notes taken on the real device.
Should I include pictures? Simple screenshots or drawings can help. Keep them big and clear, and don't include screenshots that show personal information.
How many sheets is too many? Start with the three tasks your grandparent does most. Add more only as needed.
Bottom line
A good cheat sheet is one task, numbered steps, one action each, in your grandparent's own words, with a "what you'll see" after each step and a "what if it goes wrong" line at the end, printed large and placed where they'll look. Use plain language principles: write for your audience, short words, active voice, clear structure.
Free AI is a fast drafting partner when you give it real notes and tell it not to add anything. Then check every step on the actual device and let your grandparent test it. AI explains, it doesn't decide. The device and your grandparent have the final word.
References
- Digital.gov, Principles of plain language: https://digital.gov/guides/plain-language/principles (fetched 2026-10-08)
- Digital.gov, Writing for understanding: https://digital.gov/guides/plain-language/writing (fetched 2026-10-08)
- Digital.gov, Design for understanding: https://digital.gov/guides/plain-language/design (fetched 2026-10-08)
- CISA, Secure Our World: https://www.cisa.gov/secure-our-world (fetched 2026-10-08)
- Social Security Administration, Protect Yourself from Scams: https://www.ssa.gov/scam/ (fetched 2026-10-08)
- Ollama Quickstart: https://docs.ollama.com/quickstart (fetched 2026-10-08)
- Apiary companions: Screens for older eyes, Teach Grandma ChatGPT safely, Help without taking over, Password manager