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How to Explain How Something Works in English: Step-by-Step Guide for B2 Learners with Real-Life Dialogues, Vocabulary, and Practice
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August 3, 2025
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Explaining How Something Works in English (B2 Communication Tutorial – LingExam)
Why does explaining how something works matter in real life?
Imagine showing a friend how to use a new app 📱, helping a colleague with a coffee machine ☕, or guiding a family member through a website. Being able to explain a process step by step—in clear, correct English—is a key life skill.
Mastering this skill helps you teach, support, and solve problems for people at work, school, and home. In this tutorial, you’ll learn how to:
Imagine showing a friend how to use a new app 📱, helping a colleague with a coffee machine ☕, or guiding a family member through a website. Being able to explain a process step by step—in clear, correct English—is a key life skill.
Mastering this skill helps you teach, support, and solve problems for people at work, school, and home. In this tutorial, you’ll learn how to:
- Use sequencing words to organize steps
- Give clear instructions with the imperative
- Use the passive voice in technical explanations
- Build confidence with real-world phrases and vocabulary
When do you need this skill in real life?
1
Helping Others Use Devices or Apps:
Explain to a friend how to use their new smartphone, set up Wi-Fi, or send a photo. These skills are needed every day!
Explain to a friend how to use their new smartphone, set up Wi-Fi, or send a photo. These skills are needed every day!
2
Training or Supporting at Work:
Teach a new colleague how to use the company printer, book a meeting room, or submit a report online.
Teach a new colleague how to use the company printer, book a meeting room, or submit a report online.
3
Everyday Life at Home:
Guide someone through using a washing machine, microwave, or setting a smart TV.
Guide someone through using a washing machine, microwave, or setting a smart TV.
4
Learning and Sharing Online:
Give instructions in an online forum, help classmates in a study group, or create how-to guides for others.
Give instructions in an online forum, help classmates in a study group, or create how-to guides for others.
Example Situations:
“First, fill the water tank. Next, plug in the coffee maker. After that, place your cup under the spout. Finally, press the start button.”
— Showing how to use a coffee machine
“Go to the event website. Click on ‘Register Now’. Fill in your details. Then, submit the form. You will receive a confirmation email.”
— Explaining how to register for a webinar
— Showing how to use a coffee machine
“Go to the event website. Click on ‘Register Now’. Fill in your details. Then, submit the form. You will receive a confirmation email.”
— Explaining how to register for a webinar
Essential Vocabulary & Phrases for Explaining How Something Works
To explain a process well, you need clear words, phrases, and sentence patterns.
These help you organize your instructions, make your meaning clear, and sound confident.
Below are the must-know words and structures for real-life explanations at B2 level.
Below are the must-know words and structures for real-life explanations at B2 level.
1
Sequencing Words:
First – introduces the first step
Then / Next – for the following steps
After that – what happens immediately after
Finally / Lastly – for the last step
Before – something to do earlier
Once – when something is ready/finished
While – for things that happen at the same time
First – introduces the first step
Then / Next – for the following steps
After that – what happens immediately after
Finally / Lastly – for the last step
Before – something to do earlier
Once – when something is ready/finished
While – for things that happen at the same time
Example: First, plug in the device. Next, switch it on. After that, follow the on-screen instructions. Finally, check the display.
2
Imperative Forms:
Use the verb at the start (no subject) to give a clear command.
Turn on the device.
Click the ‘OK’ button.
Select your language.
Don’t forget to save your work.
Be sure to enter your password.
Use the verb at the start (no subject) to give a clear command.
Turn on the device.
Click the ‘OK’ button.
Select your language.
Don’t forget to save your work.
Be sure to enter your password.
Example: Insert the card. Then, wait for the green light.
3
Passive Voice:
Used for technical/formal instructions (focus on the process, not the person).
It is operated by pressing the green button.
The settings are adjusted automatically.
Your account is created after registration.
Used for technical/formal instructions (focus on the process, not the person).
It is operated by pressing the green button.
The settings are adjusted automatically.
Your account is created after registration.
Example: The report is generated after you submit your form.
4
Useful Phrases to Clarify Instructions:
Make sure (that)... – “Make sure that the device is plugged in.”
Be careful not to... – “Be careful not to touch the hot surface.”
It’s important to... – “It’s important to save your changes.”
If you want to... – “If you want to print, select ‘Print’ from the menu.”
In case of problems... – “In case of problems, restart the app.”
Make sure (that)... – “Make sure that the device is plugged in.”
Be careful not to... – “Be careful not to touch the hot surface.”
It’s important to... – “It’s important to save your changes.”
If you want to... – “If you want to print, select ‘Print’ from the menu.”
In case of problems... – “In case of problems, restart the app.”
5
Vocabulary for Technology, Apps, and Devices:
Menu, Icon, Settings, Button, Screen, Account, Install, Download, Feature, Log in, Connect
Menu, Icon, Settings, Button, Screen, Account, Install, Download, Feature, Log in, Connect
Example: Open the menu and tap the ‘Settings’ icon to change your preferences.
Sample Sentences Using Target Structures
Sequencing + Imperative: First, select your language. Then, enter your name and email.
Passive voice in instructions: The results are displayed on the screen.
Clarification: Be careful not to press the reset button.
Combining both: Before you log in, make sure your password is updated. Once the form is filled, your information is saved automatically.
Passive voice in instructions: The results are displayed on the screen.
Clarification: Be careful not to press the reset button.
Combining both: Before you log in, make sure your password is updated. Once the form is filled, your information is saved automatically.
Model Dialogue: Explaining How to Use a Fitness App
See how natural English instructions work in real life!
This conversation shows sequencing words, imperatives, and the passive voice in action.
This conversation shows sequencing words, imperatives, and the passive voice in action.
🗣️
Anna: Hi Mark, can you show me how to use the FitTrack app on my phone?
Mark: Sure! First, download the FitTrack app from the App Store or Google Play.
Anna: Okay, I’ve done that. What’s next?
Mark: Next, open the app and sign up using your email.
Anna: Should I use my work email or personal?
Mark: It’s up to you, but I suggest your personal email. After signing up, you’ll need to enter some basic information like your age, weight, and fitness goals.
Anna: Got it.
Mark: Once your profile is created, you can set up your daily step target. Just tap on ‘Goals’ in the menu.
Anna: Is there anything else I need to do?
Mark: Yes. Make sure your phone’s Bluetooth is turned on, so the app can track your steps.
Anna: And how do I check my progress?
Mark: To check your progress, tap the ‘Dashboard’ icon. Your steps and calories are displayed automatically.
Anna: Great! What if I want to connect the app to my smartwatch?
Mark: Go to ‘Settings’ and select ‘Pair Device’. Then, follow the instructions on screen. If you have any problems, restart the app or check the help section.
Anna: Thanks, Mark! That was really clear.
Mark: Sure! First, download the FitTrack app from the App Store or Google Play.
Anna: Okay, I’ve done that. What’s next?
Mark: Next, open the app and sign up using your email.
Anna: Should I use my work email or personal?
Mark: It’s up to you, but I suggest your personal email. After signing up, you’ll need to enter some basic information like your age, weight, and fitness goals.
Anna: Got it.
Mark: Once your profile is created, you can set up your daily step target. Just tap on ‘Goals’ in the menu.
Anna: Is there anything else I need to do?
Mark: Yes. Make sure your phone’s Bluetooth is turned on, so the app can track your steps.
Anna: And how do I check my progress?
Mark: To check your progress, tap the ‘Dashboard’ icon. Your steps and calories are displayed automatically.
Anna: Great! What if I want to connect the app to my smartwatch?
Mark: Go to ‘Settings’ and select ‘Pair Device’. Then, follow the instructions on screen. If you have any problems, restart the app or check the help section.
Anna: Thanks, Mark! That was really clear.
Key Language Used in the Dialogue
✓
Sequencing Words: first, next, after signing up, once your profile is created
✓
Imperatives: download the app, open the app, sign up, tap on ‘Goals’, make sure your Bluetooth is on, go to ‘Settings’, follow the instructions
✓
Passive Voice: your steps and calories are displayed automatically
💡
Useful Advice: make sure, if you have any problems, restart the app or check the help section
Notice how Mark uses:
- Step-by-step words to guide Anna through the process
- Imperatives for direct, clear instructions
- Passive voice to focus on the process and results
- Advice and troubleshooting tips to help avoid mistakes
Exercise 1: Sequencing & Instruction Vocabulary
Test your understanding! Choose the best answer for each question. After you select, see a detailed explanation and check your understanding of sequencing, imperatives, and the passive voice.
1. Which word best begins a clear set of instructions?
2. Which sentence uses the imperative form?
3. Which phrase is often used to warn about possible mistakes?
4. Which sentence uses the passive voice?
5. Which is the best advice if something doesn’t work?
Advanced Strategies for Giving Clear, Effective Explanations
To give instructions like a pro, you need more than just good words—you need great strategies!
These B2-level strategies help you adjust to your listener, stay logical, and give instructions people will really follow.
These B2-level strategies help you adjust to your listener, stay logical, and give instructions people will really follow.
1
Start with the Big Picture
Begin by telling the listener what you will explain and why it matters. This prepares your audience and gives context.
Example: “I’ll show you how to back up your files to the cloud, so you won’t lose any important documents if something happens to your computer.”
Begin by telling the listener what you will explain and why it matters. This prepares your audience and gives context.
Example: “I’ll show you how to back up your files to the cloud, so you won’t lose any important documents if something happens to your computer.”
2
Assess the Listener’s Knowledge
Find out what the listener already knows. Adjust your explanation so you don’t confuse or bore them.
Example: “Have you used this kind of coffee machine before?”
Find out what the listener already knows. Adjust your explanation so you don’t confuse or bore them.
Example: “Have you used this kind of coffee machine before?”
3
Use Logical Sequencing
Group related steps together. Present them in a logical order, always using sequencing words.
Example: “First, plug in the blender and check that it’s working. Next, prepare your ingredients. After that, add them to the jug. Finally, press the ‘Start’ button.”
Group related steps together. Present them in a logical order, always using sequencing words.
Example: “First, plug in the blender and check that it’s working. Next, prepare your ingredients. After that, add them to the jug. Finally, press the ‘Start’ button.”
4
Combine Imperative and Passive Forms
Use both command (imperative) and passive voice for variety and clarity, especially for technical steps.
Example: “Turn on the device. Once the light is on, the app is launched automatically.”
Use both command (imperative) and passive voice for variety and clarity, especially for technical steps.
Example: “Turn on the device. Once the light is on, the app is launched automatically.”
5
Highlight Caution and Tips
Warn about common mistakes and offer helpful advice for better results.
Example: “Be careful not to touch the hot surface. For best results, use filtered water.”
Warn about common mistakes and offer helpful advice for better results.
Example: “Be careful not to touch the hot surface. For best results, use filtered water.”
6
Check Understanding
Ask if the listener is following or if they have questions. This helps you clarify and build confidence.
Example: “Does that make sense so far?” or “Would you like me to repeat any steps?”
Ask if the listener is following or if they have questions. This helps you clarify and build confidence.
Example: “Does that make sense so far?” or “Would you like me to repeat any steps?”
Why Are These Strategies Effective?
Using these strategies means your explanations will:
- Feel organized, step-by-step, and easy to follow
- Be clear and logical, not confusing or rushed
- Fit the listener’s needs and experience
- Include helpful tips, warnings, and variety
- Encourage questions and active learning
Exercise 2: Using Advanced Strategies
Ready to master real communication? Test yourself on the strategies for clear explanations. Select your answer and instantly see detailed feedback after each question!
1. What should you do at the very start of any explanation?
2. Why is it useful to check your listener’s knowledge before explaining?
3. What does “logical sequencing” mean?
4. Why should you include tips and warnings in your explanation?
5. Which question helps you check the listener’s understanding?
Model Explanations for Everyday Situations
See how the strategies and language you’ve learned work in real life!
Below are step-by-step explanations for four practical scenarios. Notice the use of sequencing words, imperatives, passive voice, and helpful advice in each example.
Below are step-by-step explanations for four practical scenarios. Notice the use of sequencing words, imperatives, passive voice, and helpful advice in each example.
🚆
How to Buy a Train Ticket on a Website
- First, go to the TravelX homepage using your browser.
- Next, look for the ‘Book Tickets’ section and click on it.
- Select your departure and arrival cities from the dropdown menus.
- Choose your travel dates.
- Once you have filled in all the details, click on the ‘Search’ button.
- A list of available trains is displayed. Select your preferred train.
- Enter your personal details. Be careful to double-check your email and phone number.
- Finally, proceed to payment and follow the instructions to complete the purchase.
- Once payment is confirmed, a confirmation email is sent to you automatically.
☕
How to Use the Office Coffee Machine
- First, make sure the machine is plugged in and switched on.
- Fill the water reservoir if it’s empty.
- Place a clean cup under the spout.
- Add a coffee pod to the compartment.
- Press the green button to start the brewing process.
- The coffee is dispensed automatically into the cup.
- Once the machine stops, remove your cup carefully.
- Switch off the machine if no one else is using it.
📱
How to Share Files Using the ShareIt App
- Install the ShareIt app from your device’s app store.
- Open the app and sign up for an account if you don’t already have one.
- Once logged in, tap the ‘Send’ button on the main screen.
- Choose the files you want to share from your device.
- Tap ‘Next’.
- A QR code is generated automatically.
- On the receiving device, open ShareIt and tap ‘Receive’.
- Scan the QR code with the receiving device.
- The files are transferred automatically.
- After the transfer is complete, a notification will pop up.
🥤
How to Use the SmartBlend Blender
- First, assemble all parts of the blender correctly.
- Plug in the blender and check that it is switched off before use.
- Add your ingredients to the jug, but do not fill above the maximum line.
- Close the lid tightly.
- Choose the blending mode by turning the dial.
- Press the ‘Start’ button.
- The ingredients are blended automatically.
- Wait until the machine stops, then open the lid and pour your mixture into a glass.
- After use, unplug the blender and clean all parts thoroughly.
Exercise 3: Vocabulary & Real-World Tips
Check your understanding of essential vocabulary and practical tips. Choose the best answer and get instant explanations to boost your real-life English!
1. In a set of instructions, what does “be careful to double-check your email” mean?
2. What is the “spout” on a coffee machine?
3. If a device does not work after following the instructions, what should you try first?
4. In the blender example, why is it important not to fill above the maximum line?
5. If your file transfer does not work using ShareIt, what is a useful tip?
Writing Practice: Give Step-by-Step Instructions (Digital Process)
Now it’s your turn!
Practice giving instructions for a real digital process, using clear sequencing, imperatives, and the passive voice. This builds your ability to help others in English and communicate confidently online or at work.
Practice giving instructions for a real digital process, using clear sequencing, imperatives, and the passive voice. This builds your ability to help others in English and communicate confidently online or at work.
✏️
Task:
You are helping a classmate learn how to submit homework using the school’s online portal. Write step-by-step instructions (at least 8 steps) using sequencing words, the imperative, and at least three examples of the passive voice. Include at least three helpful tips or warnings for common problems. Write as if your classmate is not very confident with technology!
You are helping a classmate learn how to submit homework using the school’s online portal. Write step-by-step instructions (at least 8 steps) using sequencing words, the imperative, and at least three examples of the passive voice. Include at least three helpful tips or warnings for common problems. Write as if your classmate is not very confident with technology!
Model Answer Example:
- First, open your internet browser and go to the school’s official website.
- Next, log in using your student username and password.
- After logging in, click on the “Assignments” tab on the main menu.
- Find the correct subject and click on the assignment you want to submit.
- Click the “Upload” button.
- Your file should be selected from your computer or device.
- Once the file is uploaded, make sure the correct document is chosen.
- Finally, click “Submit.”
- A confirmation message is displayed on the screen once the submission is complete.
Tips & Warnings:
- Make sure your file is named correctly and in the required format (PDF, DOCX, etc.).
- Don’t forget to check the deadline before submitting. Late assignments may not be accepted.
- If you have problems uploading, refresh the page or try a different browser.
💡
Pro Tip: Use clear language, check your steps, and finish with a positive sentence! (“You did it!” or “Your homework is now submitted!”)
Write your instructions below, or discuss them with a partner or tutor. Try to use at least:
- 8 steps, starting with “First…”
- 3 passive voice sentences
- 3 tips or warnings
Writing Practice: Step-by-Step Guide for a Physical Device
Show your skills!
Write clear instructions for using a common device. Practicing this will help you guide anyone confidently at home or work.
Write clear instructions for using a common device. Practicing this will help you guide anyone confidently at home or work.
🧺
Task:
Your friend is visiting and wants to use your washing machine for the first time. Write a step-by-step guide (at least 7 steps) using sequencing words and both imperative and passive forms. Add two helpful tips about common mistakes or safety. Imagine your friend is nervous about making a mistake. Be encouraging and clear!
Your friend is visiting and wants to use your washing machine for the first time. Write a step-by-step guide (at least 7 steps) using sequencing words and both imperative and passive forms. Add two helpful tips about common mistakes or safety. Imagine your friend is nervous about making a mistake. Be encouraging and clear!
Model Answer Example:
- First, sort your laundry by color and fabric type.
- Next, open the washing machine door and place your clothes inside.
- Add detergent to the compartment.
- Select the appropriate washing program using the dial or buttons.
- Once the program is chosen, close the door securely.
- Press the “Start” button to begin washing.
- The water is filled into the drum automatically.
- When the cycle finishes, a signal is given (the machine beeps).
- Finally, open the door and remove your clean clothes.
Tips:
- Be careful not to overload the machine, or your clothes may not be washed properly.
- Make sure you don’t leave small items like socks in the drum when finished, as they can be missed easily.
Encouragement: Don’t worry—just follow each step and you’ll have clean clothes in no time!
💡
Pro Tip: Try reading your instructions out loud to check if each step is clear and easy to follow.
Ready to write? Create your own step-by-step guide for any household device. Be sure to use:
- At least 7 steps (start with “First…”)
- 2+ passive forms
- 2 tips or safety warnings
- Encouragement at the end!
Short-Answer Practice: Reading for Understanding
Let’s check your reading skills!
Read the instructions and answer each question in your own words. Click “Show Answer” to check if you’re right. Try to answer in full sentences!
Read the instructions and answer each question in your own words. Click “Show Answer” to check if you’re right. Try to answer in full sentences!
Instructions:
“To start the projector, first connect it to a power source. Then, press the power button on top. Once the green light is on, use the remote to select the input source. The image is projected automatically onto the screen. If the picture is blurry, adjust the focus ring.”
“To start the projector, first connect it to a power source. Then, press the power button on top. Once the green light is on, use the remote to select the input source. The image is projected automatically onto the screen. If the picture is blurry, adjust the focus ring.”
1. What do you do after connecting the projector to a power source?
Answer: Press the power button on top of the projector.
2. What happens when the green light is on?
Answer: You use the remote to select the input source. (The projector is ready for the next step.)
3. Which passive voice structure is used in the instruction?
Answer: “The image is projected automatically onto the screen.”
4. What should you do if the picture is blurry?
Answer: Adjust the focus ring.
Pro Tip: Try answering before you check! Practicing in your own words builds stronger skills for real communication.
Review & Key Takeaways
Let’s review the most important points from this tutorial!
Check the summary below and make sure you remember these key B2-level strategies and language for explaining how something works in English.
Check the summary below and make sure you remember these key B2-level strategies and language for explaining how something works in English.
✓
Start with context: Always tell your listener what you’re explaining and why it matters.
✓
Use sequencing words: Guide step-by-step with words like “first,” “next,” “after that,” “finally.”
✓
Give clear imperatives: Use direct commands (“Press the button.” “Open the app.”).
✓
Use passive voice: Focus on the process or result (“The image is displayed.” “Files are sent automatically.”).
✓
Add tips and warnings: Prevent mistakes and help others with advice (“Be careful not to…”, “If you have problems, restart the app.”).
✓
Adapt for your listener: Check understanding, invite questions, and adjust your explanation as needed.
Checklist for Success
- Did you use sequencing and imperative language in your examples?
- Did you include passive voice for technical steps?
- Did you add at least one tip or warning?
- Did you check for listener understanding?
💡
Pro Tip: The more you practice explaining, the more natural your English will become—in class, at work, or in daily life!
Advanced Vocabulary & Expressions
Take your explanations to the next level!
These B2-level phrasal verbs, collocations, and expressions help you sound more natural and confident when describing how things work.
These B2-level phrasal verbs, collocations, and expressions help you sound more natural and confident when describing how things work.
1
Set up (install or prepare equipment/software)
Example: Set up the device before using it for the first time.
Example: Set up the device before using it for the first time.
2
Walk (someone) through (guide someone step by step)
Example: Let me walk you through the installation process.
Example: Let me walk you through the installation process.
3
Run (a program/app) (start a computer program)
Example: Run the antivirus program once a week.
Example: Run the antivirus program once a week.
4
Go to (navigate to a place/menu/website)
Example: Go to the settings menu on your phone.
Example: Go to the settings menu on your phone.
5
Scroll down/up (move up or down a webpage/document)
Example: Scroll down to find the ‘Download’ button.
Example: Scroll down to find the ‘Download’ button.
6
Fill in / Fill out (complete a form or field)
Example: Fill out your details in the form.
Example: Fill out your details in the form.
7
Sign in / Log in (enter credentials to access an account)
Example: Log in with your email and password.
Example: Log in with your email and password.
8
Switch on/off (turn a device or function on or off)
Example: Switch off the device when you’re finished.
Example: Switch off the device when you’re finished.
9
Double-check (check again for accuracy)
Example: Double-check your password before clicking ‘Submit’.
Example: Double-check your password before clicking ‘Submit’.
10
Automatically / Manually (done by itself / done by you)
Example: The updates are installed automatically. You need to update the app manually.
Example: The updates are installed automatically. You need to update the app manually.
11
Troubleshoot (find and fix problems)
Example: Troubleshoot the device if it doesn’t start.
Example: Troubleshoot the device if it doesn’t start.
12
Take note of (pay attention to something important)
Example: Take note of the expiration date on the product.
Example: Take note of the expiration date on the product.
13
Go back (return to a previous step or menu)
Example: Go back to the main menu.
Example: Go back to the main menu.
Tip: The more of these you use, the more fluent and natural your English will sound when giving explanations!
Interactive Practice: Advanced Vocabulary & Expressions
Test your command of advanced process vocabulary!
Choose the best answer for each question and get instant feedback to strengthen your explanations.
Choose the best answer for each question and get instant feedback to strengthen your explanations.
1. What does the phrasal verb “set up” mean in technology?
2. If you “walk someone through” a process, what are you doing?
3. What do you do when you “scroll down” on a website?
4. What is the difference between “manually” and “automatically”?
5. Which phrase means to find and solve problems with a device?
End-of-Tutorial Quiz: Master “How Something Works” in English!
Ready to test everything you’ve learned?
You’ll get 10 random questions out of 30 each time. Select your answer to see instant feedback and detailed explanations. Click “Retake Quiz” for a new set!
You’ll get 10 random questions out of 30 each time. Select your answer to see instant feedback and detailed explanations. Click “Retake Quiz” for a new set!
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