Standard for text documents. GOST requirements for the design of text documents. We bring page margins to the established norm.

I. General provisions

• Documents created by the tax police are printed on standard sheets paper using, as a rule, text word editor for Windows versions from 2.0 and higher in Times font New Roman Sug size N 13, 14, 15, Times DL size N 12, 13, 14 through 1 - 2 intervals. IN individual cases documents can be created using typewriter.

  Fonts of other types and sizes, bold, italics, modified (reduced) spacing between lines, offset relative to the boundaries of the main text can be used to highlight part of the text of a document, title, note.

  Punctuation marks associated with syntactic structure have the following purposes. The club we frequented had more than one fire. There was a fire in the club that we had been meeting for several years. Driving down a lonely road at night at night. The car drove around on the road, on a lonely night.

  He was criticized when he fought for his friends. He was criticized when he fought for his friends. The next sentence can only change its value by placing a key. "If a man knew the value a woman had, she would crawl to find her."

  When printing tables, fonts of other sizes can also be used.

• Each printed sheet of a document, both on letterhead and not on letterhead, must have the following margins:
• left - from 2.5 to 3.5 cm;
• right - from 1.25 to 2.5 cm;
• upper - not less than 2.5 cm;
• lower - at least 2 cm.
• When duplex printing or copying flip side The sheet must have the following margins, respectively:
  • left - from 1.25 to 2.5 cm;
  • right - from 2.5 to 3.5 cm;
  • upper - not less than 2.5 cm;
  • lower - at least 2 cm.
• When formatting the text of a document on two or more pages, the second and following pages must be numbered.

  Ordinal numbers pages are affixed Arabic numerals in the middle of the top margin of the document without a dot. The first page of a document or application is not numbered.

  For example, between the subject and the verb, between verbs or names and their complements. Incorrect: The President of the Republic indicated his position on this issue. Right: The President of the Republic indicated his position on this issue. Incorrect: the deputy was present at the President's address in Fortaleza.

  Right: A deputy took part in a presidential statement in Fortaleza. Semantics studies the meaning of words, expressions, phrases and the basic units of verbal communication, the meanings attributed to it. You should always check the context in which words are used, look for synonyms or more precise terms for repeated words.

  If necessary, the draft document may be marked "Project". This attribute is located in the upper right corner of the first page of the draft document and is limited to its right margin.

• Documents are drawn up, as a rule, on forms of the established form, which have a composition of mandatory details and a stable order of their location.

  Forms of documents are made on A4 (210 x 297 mm) and A5 (148 x 210 mm) paper and are used depending on the volume of the text. Order forms have A5 and A6 formats (105 x 148 mm).

  Formal writing cannot avoid language transformations - product social dynamics- and don't include them uncritically. The novelty dictionary should always be used with discretion, avoiding those that can be replaced by dictionaries already in use without prejudice to the meaning they are given.

  It is not thought, in the name of supposed purism, that the language of official communications is immune to borrowing from other languages. The main thing is to consciously use a foreign approach, look for a Portuguese equivalent when available, or subdue foreign word the spirit of the Portuguese language.

• Requirements for the compilation and location of individual details.
  • Vulture (mark) of restriction of access to the document.

    The secrecy stamp or mark "For official use" indicating the number of the copy is affixed on the first page of the document, on the cover and title page edition, as well as on the first page cover letter to documents containing secret and service information of limited distribution. The vulture (mark) is printed in the upper right corner of the document outside the borders text field. The copy number is placed below the neck (mark) at 1.5 line spacing and is centered in relation to them.

    Expressions to avoid and expressions. Language official texts should always be guided by a formal worship of the language. It is therefore unacceptable that these texts contain colloquialisms or expressions of usage limited certain groups that would jeopardize their own understanding by the public.

    As for some expressions to be avoided, mention should be made of those which form kafofats, that is, "a collection of syllables in which malice reveals a new term with an awkward or absurd meaning." The following is a list of expressions whose use or repetition should be avoided, indicating how they should be used and suggesting dictionary alternatives to words that usually appear in excess of official records.

  • Heading to the text of the document:

    The heading is compiled for documents, with the exception of telephone messages, telegrams, notices. The title should briefly and accurately describe the content of the document. It can be formulated with the help of verbal nouns in the prepositional case ("About the abolition...", "About the organization...", "About the state...").

    The heading to the text is printed from the left border of the text box.

    And as far as they are concerned, prices will decrease as demand decreases. Insofar as this is due to the fact that, because: since the possibilities for negotiations were exhausted, the draft was completely vetoed. From it should be used preferably in a temporary sense: the collection of taxes comes into force from the beginning of next year.

    Avoid repeating it with a "based on" feeling, preferring to consider, taking it as a basis, building on, relying on. Use after presenting any situation or suggestion to link it to the next idea. Alternatively: thus, thus, in the face of the above, therefore, therefore, therefore, therefore, therefore, therefore, therefore, in view of this, in view of this.

    Do not put a dot at the end of the title. A heading consisting of two or more lines is printed with 1 spacing.

  • Document text.

    The text of the document should be clear, concise, reasonable, providing an accurate and unambiguous perception of the information contained in it.

    The text is printed at a distance of 2 - 3 intervals from the heading in established boundaries fields.

    Through side by side, between them: the journey included trips through much of the forest. Avoid using with a sense of the environment or tool; in this case, it is used by, by means of, with the help of, secondly, by use by means. The project was submitted through the Department.

    This matter should be regulated by decree. The commission was created by order of the Minister of State. Avoid repetition; Alternatively with and, similarly, in the same way. Avoid using polymorphic to certain authors, either localization or equivalent.

    The first line of a paragraph starts 1.25 cm from the left border of the text field.

  • Signature.

    The title of the position is printed from the left border of the text field with 1 spacing and is centered relative to the longest line.

    The length of the longest line of the job title should not exceed 8 cm.

    The decoding of the signature in the "Signature" attribute is located at the level of the last line of the job title at the right border of the text field. The initial of the first name is placed before the last name. There is no space between the initial and the surname. last letter in the decryption of the signature is limited to the right margin.

    Use also to create, motivate, provoke, produce, generate, lead, create. Alternative with attestation, ascertainment, establishment, certification, proof, evidence, observation, observation, perception, recording, verification.

    Data and shares viewed have a passive value and are consistent with the number and type of noun they refer to. Given the interest and effort shown, the server was selected for its function. In view of the evidence presented, there was no longer any doubt as to the direction of the investigation.

  • Date of.

    On documents drawn up on letterheads, the date is affixed in accordance with the location of this requisite.

    On documents drawn up on standard sheets of paper, the date is affixed under the title of the position of the person who signed the document.

    The date is printed from the left border of the text field at a distance of 2 - 3 intervals from the previous attribute.

    Even the expression is visible, given that once it is considered, let's see, it is invariant. The server has qualities given the interest and effort involved. So in advanced prayers, he gave enough explanation so that everything was clear.

    As for abbreviated infinitive sentences: he gave enough explanation to make everything clear. Avoid repetition; alternate with detailing, detailing, outlining, lowering. Avoid repetition; Use also for a reason, for, for, thank you, called.

    When used with a sense of forwarding alternate with transmitting, sending, forwarding, forwarding, sending, addressing. Whenever an expression is in the face of being equivalent previously, regency with prepositioning is preferred; Avoid, therefore, against.

  • Index (number) of the document.

    On documents drawn up on letterheads, the number is affixed in accordance with the location of this requisite.

    On documents drawn up on standard sheets of paper, the number is affixed below the date.

    The number is printed from the left border of the text field at the same interval as the document was printed.

  • Stamp of approval, stamp of approval, mark of the presence of the application.

    Multi-line details "Approval stamp", "Agreement stamp", the word "Appendix" with reference to the number and date of the normative legal act are located in the upper right corner of the first sheet of the document and are printed from the border of the upper field without quotes in capital letters.

    Avoid conversational construction. Use also mainly, especially, especially, above all, especially in particular, in particular. Advance indication of inclusion; Choose exclusive. Replace communication, counseling, reporting, participation, informing, teaching, instruction, validation, knowledge acquisition, knowledge sharing; Or ask, question, ask, ask.

    Also use with a target to, with a target, with a target, aiming or aiming, aim. As a relative pronoun, it means in which: the city where you were born. Avoid, therefore, such constructions as "the law in which the fine is established" or "the meeting at which the subject was considered."

    The title of the requisite - the words "Approved", "I approve", "Agreed", "Application", "Approved" - is separated from the subsequent lines of the requisite by 1.5 intervals.

    The remaining lines of the multiline attribute are printed with 1 interval.

    All components of the attributes are centered relative to the longest line. The line length should not exceed 9 - 10 cm and is limited to the right border of the text field.

    In such cases, replace where, where, in which, in which, in which, in which. Therefore, the right is the law in which the proposal is fixed, the meeting at which the subject was considered. A verbal neologism that has been abused. He prefers to perform, do, perform, perform or implement, practice, perform, perform, produce, perform, build, compose, establish.

    Positioning can be changed with position, point of view, attitude, mode, mode. Positioning means "location, location" and should not be confused with position. Also use in relation to, relating to, relating to, relating to, respect.

    If there are several stamps of approval or approval, they are placed on the same level.

The idea of ​​this material was born in the classes that the author of these lines conducted for Word users in a near-state organization. Employees were transferred to new version programs - then back in 2007. Strong impression I was struck by the fact that a good half of the questions concerned changing the defaults of the new version (font name and size, line spacing, red line indentation, margin sizes, pagination, etc.). It turned out that in this office there is a draconian instruction on record keeping, with which the initial settings of the program did not fit at all.

To verify the prevalence of this problem, just type in the search bar legal framework Consultant Plus is the name of the well-known font - Times New Roman. In response, you will receive a list of regulations of various Russian authorities - from the Prosecutor General's Office to regional administrations. All these documents strictly prescribe: for departmental office work, use Times New Roman and nothing else. I wonder if Microsoft marketers, who in two latest versions abandoned the most beloved font in Russia as a standard setting for Russian Word?

If your employer insists on meeting certain paperwork requirements, we hope this material will help you when switching to a new version of the program - Microsoft Word 2010. With these guidelines, you can quickly find the most requested settings and bring them in line with your organization's guidelines.

When using these tips, keep two important things in mind:

• Many problems in Word can be solved with a few different ways. It is possible that other authors will offer completely different recipes for solving the same problems. This shouldn't be embarrassing.
• It is preferable to make the changes described here in the order in which they are arranged in this article.

1. Set Times New Roman as Default Font

The requirement to type all documents exclusively in Times New Roman is found in almost all known to the author Russian instructions for office work. Old-timers of office work do not exclude that this norm was born in ancient times because Microsoft Word of previous versions offered this font as a standard one. However, since 2007, the behavior of the program has changed: in the last two versions of Word, by default, it uses the Calibri font for plain text.

The best way to fix this shortcoming is to create and set a new font theme as the default. For this:

1. or by choosing the command.
2. Choose a ribbon command Home - Edit Styles - Fonts - Create New Theme Fonts.
3. In the dialog that appears, set Times New Roman as the font for headings and plain text, give the scheme a name (in Fig. 1, for example, we named it Russian) and pressing the button Save commit the changes.
4. Re-enter the menu Home - Change Styles - Fonts, make sure the new font scheme appears in the list, and select it. This will fix this scheme in the current document.
5. Recall the menu Home - Change Styles and select command Default. With this step, you will oblige Word to use the schema that you created and fixed for the current document in the previous steps for all subsequent documents.

Rice. 1. Dialog Create New Theme Fonts

For documents that you created in Word 2010 before these changes were made, you must manually change the font scheme as we did in step 4.

2. Correcting the font size and spacing between lines of text

Usually, in addition to the name of the font, its size is also written in the instructions. Most often, documents need to be typed in size 14, less often in size 13 or 12, but never size 11, which Word 2010 offers by default.

The situation is similar with the distances between lines of text. In the norms of office work, a single or one and a half line spacing usually appears. And in recent versions of Word, this parameter is set to 1.15. In addition, Word 2007-2010 separates standard paragraphs at intervals of 10 points - it seems that Russian norms are not rejected, but they are not welcome either.

To make it easier to change these defaults, the authors of Word 2010 have added new team to the tab home on the menu Change styles. The dialogue that this command will lead us to existed before, but it is now more convenient to get to it. Let's use this:

1. Create a new blank document with default settings. This can be done, for example, by clicking in the window word hot key or by choosing the command File - New - New Document.
2. Choose a ribbon command Home - Edit Styles - Spacing Between Paragraphs - Custom Paragraph Spacing. A tab will open Default dialogue Style Management(Fig. 2).
3. On the tab that opens, adjust the font size, spacing before and after the paragraph, and line spacing in accordance with the standards of your organization. On fig. 2, the corresponding parameters are framed.
4. Be sure to set the switch.
5. Apply changes with a click of a button OK.

Rice. 2. Default tab of the Manage Styles dialog. Frames highlight the controls that are responsible for the font size, spacing between paragraphs and between lines in a paragraph.

If you are a user entry level and draw up documents exclusively "manually" (i.e., limit yourself to teams that are concentrated in groups Font And Paragraph tabs home), then you can move on to the next tip. But if you use Word styles when designing documents, then after the described changes, you will also have to check the styles used for the correctness of fonts and line spacing.

If you've delved into Word styles, you probably realize that they can be pretty tricky to link together. Sometimes making changes to one style (the parent) results in adjustments to the child styles, other times it doesn't. There are also styles that have no "parents" at all. After studying these connections, you can easily understand why, after the changes described above, in some of your styles, the font and spacing "corrected" by themselves, in others - not. Where they have not recovered, this must be done manually. For example, manual "finishing" will require built-in Word headings (styles Heading 1, Heading 2, Heading 3 and so on.). It is done like this:

1. In any way convenient for you, re-create a new empty document with standard settings.
2. On the tab home in the style gallery, find the button for the style you want to fix. Right-click on it and in the context menu that appears, select Change. A dialog will open Style change(Fig. 3).
3. In dialogue Style change(fig. 3) adjust the font size. When adjusting built-in headings, it is also worth changing the color (make colored text black) and alignment (in Russia, headings are often centered, and not left-aligned, as Word originally does).
4. Click on the button Format in the lower left corner of the dialog and in the menu that opens, select the command Paragraph. A dialog will open in which you can switch to the tab Indents and spacing.
5. On the tab Indents and spacing cast group controls Interval in accordance with the requirements of your employer and close the dialog with the button OK.
6. Returning to dialogue Style change(Fig. 3), be sure to install a switch in it In new documents using this template and press the button OK.

Rice. 3. Dialog Change style.

It may seem that such "fuss" with styles is unnecessary problems. However, if you create a lot of documents with standardized layout, the effort of aligning the styles to your organization's guidelines will quickly pay off.

Note. Meticulous experts in the program may say that Word 2010 has a command that allows you to quickly bring styles to the default look used in Word 2003. The author of these lines knows about such a command, but does not recommend relying on it. Word styles 2003 were closer to typical norms Russian office work, but also did not fully correspond to them. Therefore, they still have to be checked and edited.

3. We bring the page margins to the established norm

By default, Word 2010 creates documents with a left margin of 3 cm, a right margin of 1.5 cm, and a bottom and top margin of 2 cm. However, other sizes are often prescribed in paperwork instructions. For example, there may be numbers borrowed from GOST R 6.30-2003, where 2, 2, 2 and 1 cm are allocated to the left, top, bottom and right margins, respectively. On the tab Page layout on the menu fields there are several preset options for fields, but these values ​​are not there.

To avoid having to change fields in each new document, do the following:

1. Create a new blank document with default settings. This can be done, for example, by pressing the hot key in OK in Word or by choosing the command File - New - New Document.
2. Go to ribbon tab Page layout and in the group Page settings select a team Fields - Custom fields. A tab will open fields dialogue Page settings(Fig. 4).
3. In the dialog that opens, set the required margin size.
4. When the fields are set, be sure to click the button Default at the bottom of the dialog. If this is not done, the margins will change only in the current document, and not in the template, on the basis of which subsequent new documents will be created.
5. Close the dialog with a button click OK.

Rice. 4. Margins tab of the Page Setup dialog.

If you are creating documents based on other templates, you need to follow the same steps with them.

4. Style the Standard Redline Paragraph

IN Russian organizations and institutions, it is customary to align the plain text of documents to the width of the page, and start the first line of each paragraph with an indent ("red line"). Many instructions specify the amount of such an indent - usually 1.25 cm.

Novice users usually do this formatting manually. To justify in width, use the button in the group Paragraph tabs home or hot key . An indent is usually created by moving horizontal ruler the upper triangle is the one that points downward. Lazy people get by by pressing a key at the beginning of a paragraph - at standard settings, it shifts the text to the left by exactly 1.25 cm. However, if you want your documents to be neat and predictable, it is more correct to implement such a design as a style.

Several methods are available for this. In particular, you can activate and correct an existing style preset. Red line, which is deeply hidden in the bowels of the program. But perhaps it's easier and faster to create a new one. own style. Here's how it's done:

Rice. 6. The saved style should appear in the style gallery on the Home tab.

Now we can justify a paragraph and give it a red line with one click on the button in the style gallery.

The style creation algorithm is described here using the example of a paragraph with a red line, but in fact it is universal. In approximately the same way, you can create any style, for example, to quickly design the addressee of a document.

5. Provide the template with the correct pagination

Russian business rules usually require that when documents are produced on two or more pages, the second and subsequent pages should be numbered. The number should consist only of a number, be placed in the middle of the top margin of the sheet and be in the same font as the main text of the document.

In Word 2007-2010, the blank is closest to these requirements. Simple number 2, which is available on the tab Insert on the menu Page number - Top of page. However, this blank requires "finishing": the number will first be inserted on all pages of the document, including the first one, and its design may differ from the main text.

Once and for all, we will formulate the numbering rules in the template on the basis of which you create documents. Then in the future from time to time the required version of the headers and footers will be generated "by itself". Do the following:

We recommend that you create new document and test the operation of headers and footers on it. As long as there is one page in the file, there is no header or footer on it. But as soon as the following pages are added to the document, they should automatically display the number.

6. Tame autocorrect and autoformat

The settings that we will talk about in this section are not prescribed in regulatory documents. However, the root of the problem is the same: Word's defaults don't quite match. Russian traditions paperwork.

Let us briefly recall what the essence of the considered autocorrect and autoformat functions is. The editor continuously monitors your actions. And it doesn't just keep track: the text you enter can be corrected "by itself", without explicit commands from you. In some cases, such automatism makes life easier, for example, the program is able to correct wide circle typos. Type "however" in the document and make sure that Word itself turns the misspelled word into "however". Alas, the "arbitrariness" of the program is not always so useful. A fair percentage of Word users spend their energy fixing the same AutoFormat and AutoCorrect errors day in and day out, instead of tweaking their settings once and for all with a few clicks of the mouse.

To get to the autocorrect and autoformat settings, do the following:

1. call the command File - Options and in the opened dialog Word options go to section Spelling.
2. In chapter Spelling press the button AutoCorrect. A dialog will open AutoCorrect, in which two tabs are of most interest - AutoCorrect And Autoformat as you type.

Picky users are advised to carefully study all (exactly all) settings of these tabs at their leisure. Here we will confine ourselves to one example, in which the limitations of the Russification of Word are especially clearly visible. It's a checkbox on a tab AutoCorrect(rice.).

Rice. 9. AutoCorrect tab of the AutoCorrect dialog. The checkbox responsible for converting letters to uppercase after a punctuation mark is highlighted.

If this check box is enabled, Word keeps track of the occurrence of punctuation marks in the text. You enter a dot, the program checks if the word preceding this dot is included in the list of exceptions, and if not, it automatically translates the first letter next word to uppercase. On the one hand, such automatism is convenient, especially for users with poor keyboard skills. On the other hand, inappropriate capital letters after abbreviations is one of the most common mistakes that every reader of electronic documents faces.

The trouble is that the list of exceptions compiled by Microsoft experts is incomplete. Most a prime example: it is customary in Russia to abbreviate the word "ruble" with three letters (rubles) and one (r.). For business and professional use, the second option is considered more preferable, as it is specified in the localization settings of the Microsoft Windows OS. Alas, the Russian Word initially believes that after the letter p with a dot, the beginning of a new sentence must certainly follow.

Correcting such misunderstandings is simple: add an abbreviation to the number of exceptions. When Word capitalizes the first letter of a word by mistake, do the following:

1. Hover your mouse over the letter that is erroneously capitalized. A blinking contextual icon will appear below the letter AutoCorrect Options.
2. Click on this contextual icon. The autocorrect control pop-up menu will open (Figure 10).
3. Select the appropriate option from the menu that appears. In our example, it is best to create an exception for the letter "p" with a dot (the corresponding command is marked in Fig. 10 with an arrow).

Rice. 10. An example of an autocorrect error and its correction using the AutoCorrect Options context menu. A command has been highlighted that will throw a new exception.

View full list created exceptions can be in the already mentioned dialog AutoCorrect. To do this, on the tab AutoCorrect you have to press the button Exceptions.

However, the author of these lines prefers not to suffer with exceptions, but generally turns off the setting Capitalize first letters of sentences. It's over, then you have to press at the beginning of each sentence, but in my opinion, this is easier than keeping track of the excessive "creativity" of the program.

Conclusion

As you can see, the initial settings of Microsoft Word do not fully comply with the prevailing rules of Russian office work. But due to the flexibility of the program, it can really be adapted to almost any formatting options.

If among the readers of this article were the heads of organizations and institutions with clear regulations for paperwork, we dare to give them advice. Instruct your "IT specialists" to work out the issue of centralized bringing user settings Microsoft office in accordance with departmental or local regulations. It is possible and necessary to create an in-house template with a carefully adjusted set of settings, provide it with instructions and then "scatter" it among the workplaces. This will allow you to create better and more consistent documents with less time.