Microsoft Office

Corporate templates are available in Word and PowerPoint.

The corporate templates are a more sustainable option than pre-printed stationery, so they are the preferred option for staff to use. They reduce the need for pre-printed stationery because they are either printed on plain paper or paper on which only the corporate logo is pre-printed.

A revised set of templates is now available in Microsoft Word and HantsFile as part of the PrintSmart project. These incorporate the County Council's black and white logo and can be printed directly onto plain paper to help reduce stationery costs. More news will be published when the templates are ready to launch. Please use up current stocks of pre-printed stationery to avoid wastage.

When creating documents outside the templates you can either:

• print directly onto pre-printed, banded paper which can be ordered from Hampshire Printing Services, or
• insert the logo in the bottom left corner of your document and the generic web address - www.hants.gov.uk - in the bottom right corner (see instructions below).There are different rules for forms – see below for more information.

Remember to follow our corporate house style when preparing documents using Microsoft Office. If you are unable to download the Style guide, you can get a paper copy from corporate.communications@hants.gov.uk.

Word templates

Corporate templates are available in Word for:

• letters
• memos
• fax cover sheets
• agenda
• reports
• minutes.

Other Word documents

In Word the logo can be positioned in the bottom left corner by inserting it into the footer or a text box. Do not stretch or condense the logo. From your document, select ‘insert’, ‘picture’, ‘from file’. Colour, single colour and black-and-white copies of the logo are stored on the ‘common on ‘Data 2’ (I) drive’ in the ‘logos’ folder. The web address can be typed in manually and should follow the specifications found on the Logo location and banding web page as closely as possible.

Forms

Position the logo in the bottom left corner of forms and the generic web address in the bottom right corner.

Many forms are now available electronically. It is important for those producing electronic templates to follow the same corporate guidelines as for traditionally printed forms. The logo should be the single-colour black-on-white version, to achieve a good quality print output. If printed in black-and-white, the coloured version renders a dirty grey which is not acceptable.

PowerPoint

An introductory slide and corporate template are available for creating PowerPoint presentations, featuring the logo in the bottom left corner and the generic web address in the bottom right corner. No other logos should appear in the band. This template is available from the ‘Common (I:) drive. Go to ‘shared’, ‘Corporate Templates’.

Outlook

To avoid excessive use of memory in Outlook, especially when documents containing logos are involved, you must follow good practice.

Tip: rather than sending attachments to a large audience or sending out a big file – both of which create unnecessary duplicate copies – it is better to store a copy of your file in a shared folder and send a shortcut to the shared copy of the file.

Tip: do not use a graphic, eg scanned signature, or logo as part of your e-mail signature as this will significantly increase the size of all your e-mail messages.