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.
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 (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.
To install the templates toolbar in Word, select ‘View', 'Toolbars’ and ‘Template’. To access these templates you simply choose your format from the ‘Create document’ drop-down menu. If the template toolbar is not available to select, contact your departmental template administrator or departmental IT administrator.
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.
Forms
Position the logo in the bottom left corner of forms.
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 two corporate templates are available for creating PowerPoint presentations, both featuring the logo in the bottom left corner. No other logos should appear in the band. These templates are available from the ‘common on Data 2 (I:)’ drive. Go to ‘shared’, ‘Corp_PPoint’.
As long as the logo appears at the beginning and end of the presentation, it is not necessary to include it on every page.
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.
Other good practice can be found in the corporate Outlook policy. (Restricted access).