Making formal official documents in Word

First step: Format layout

Due to the particularity of the document format, the paper type, margin, document grid and title, text font, font size and so on are clearly defined, so the setting also has a certain particularity.

1. Use Word to open "2004 Annual work Summary" manuscript, first select the text, click on the toolbar, "Font", "Font size" drop-down box, respectively, the title and body settings, usually the title is set to bold, small second, the body is set to Song, third (see Figure 1).

For convenience, you can set the font format that you use most often by default, by setting the font on the main menu "format → font" and then pressing the "Default" button (see Figure 2).

2. Click "file → page settings" in turn, in the Page Setup dialog box (see Figure 3), on the Margin tab, set the top, bottom, left, and right values to 2.5 centimeters, click the Paper tab, and set the paper type to 16 open and orientation to portrait.

Note: Usually the international standard format for A4 paper, because in most units are still using 16 paper type, so the text to 16 open paper type as an example to set the page.

3. Enter the document Grid tab, set the number of rows per page to 23, and click OK to complete the first step of the font, font size, and page settings.

Step two: Make the red line of dispatch

Official documents are usually divided into the wording, the following lines of peaceful writing, simple wording that is, for instructions, reports and other types of text, the text is a notice, instructions, and other types of text, parallel text that is the official letter, of course, the upper and lower, flat line format is also different. Here the above wording for example to introduce, in the form of official document format is always the red line.

1. Click on the main Menu "format → borders and shading → Display toolbar", open the Table and Borders toolbar (see Figure 4).

2. For line style, weight, color, the outer border is set, usually the line style is set to "horizontal", the thickness is set to "1.5 points", the color is "red", the outer border is set to "bottom border", such a qualified issued red line appears out (see Figure 5).

Just do It

Because you often want to enter a hex bracket, we recommend that you set a shortcut key, you can quickly enter the hex bracket by pressing the appropriate shortcut key. Click "Insert → symbol" to enter the "symbol" dialog box, find and select the left half of the six-point bracket "﹝", click the "Shortcut" button, and then specify the shortcut key settings, the same as the six-angle bracket of the right half of the "﹞" set shortcut keys.

The third step: the production of official documents inscribed

Generally speaking, the official documents in the unit usually use the formal format, and in the formal format, the total of the unit is not to be inscribed. The use of word "double line in Oneness" command to make official document inscription is convenient and quick, in the work can effectively improve the processing speed, greatly save time.

1. Click on "format → Chinese layout → Double line of oneness", the "two Lines in Oneness" dialog box (see Figure 6).

2. Enter the unit name (such as: China xxxx company XX branch xx Road Business Hall), first input needs to be a line of text (China XXXX company), reasonable adjust the character spacing, view the preview effect, satisfied click "OK".

3. Input the remaining text (XX branch xx Road Business Hall), after completion can use "ctrl+[" and "Ctrl +]" shortcut keys to adjust the size of two parts of the text, will appear satisfied with the official documents (see Figure 7).

Just do It

In document editing, some symbols are often used, and the keyboard does not have keys to these symbols, such as standard 0 (0) in the closing date of documents. By clicking the "view → toolbar → symbol bar" to bring up the symbol bar, you can speed up the processing speed of the date in the inscription.

Fourth step: Make the inscription thick, thin horizontal line

As a formal official document, its inscription usually includes the issuing unit, the written date, subject headings, CC units, printed copies, contractors, contractors and the date of dispatch, and other parts, and the subject headings, CC units, printed copies, contractors, contractors and the date of dispatch are divided into three horizontal lines separated from each other (see Figure 8). If you use the underline or brush to make, the effect will be poor, the most important is not in line with the standard. In fact, you can use the special features of Word to achieve the specific thick horizontal line of the production method is:

In the English input state, hold down the SHIFT key and press the "-" sign (minus to enter 3 consecutive), and then press ENTER, so that a thick horizontal line is automatically generated.

And the thin line can be by first the input method state from English to Chinese, continuous input three times "-" (minus), and then press ENTER, a thin horizontal lines will be automatically generated.

Fifth Step: Add page number to official document

After a few steps, a formal official document was basically released, don't forget to add page number to the document before you finish, click "Insert → page number", open the "Page number" dialog box, select the page number to add the position of "bottom page (footer)", Align to select "Center", and remove the "first show page number" check box ( The Official document format stipulates that the homepage does not display the page number) The tick, clicks "OK" to be possible (see Figure 9). So far, Xiao Zhang is responsible for the submission of the material is completed (see Figure 10), the leadership after the review is very satisfied.