Corporate Standardised Sign Off Presentation User Guide (Outlook)

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Imogen Ball
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1 Corporate Standardised Sign Off Presentation User Guide (Outlook) Table of Contents Applicability... 1 Part I Account Holder Information... 2 Part II Corporate Identity and Information... 6 Enquiries... 8 Appendix Retrieving the Standardised Sign Off Presentation... 9 Applicability The Standardised Sign Off Presentation applies to all Outlook users using accounts 1. This User Guide applies only to Outlook users of corporate-computers 2. The Standardised Sign Off Presentation applies automatically to all new, reply and forward s sent out from a corporate-computer to both internal and external addressees. The Standardised Sign Off Presentation is composed of two parts: o Part I on account holder information. This part is to be set up by users manually. This User Guide provides a step -by-step guide for users to input their relevant information on the given template. o Part II on Corporate identity and information. This part is pre-set and automatically generated by the system. 1 accounts; only MTR staff who is a holder of the aforementioned accounts is required to follow this User Guide. 2 For Outlook users of non-corporate computers (i.e. home users and overseas users, etc.) through Outlook Direct Access (ODA), please click here to obtain a separate User Guide for the manual setup of the Standardised Sign Off Presentation on each of your non-corporate computers. 1 P a g e

hk email accounts 1. This User Guide applies only to Outlook users of corporate-computers 2.

2 Part I Account Holder Information Open Outlook > Click File > Options > Mail > Signatures P a g e

3 In the Signatures and Stationery window, you will find that Standardised Sign Off Presentation has been set as your default signature. Select Standardised Sign Off Presentation to edit on the given template. Select Note: pre-set default signature Edit Input into the first two lines your name (as in business card, or as preferred) and job title (as in business card when applicable). Note: The font type and size are set as per Corporate standard and should NOT be altered. Input name & job title here 3 P a g e

Select Note: pre-set default signature Edit Input into the first two lines your name (as in business card, or as preferred) and

4 (Optional) Insert division or department name in the third line after the job title. Note: Adding logos/icons or taglines is NOT permitted. (Optional) Insert division/ department name in the third line after the job title Company name is pre-set as MTR Corporation Limited, which can be changed if needed (e.g. change into a subsidiary company name, as appropriate). If needed, change the pre-set company name 4 P a g e

(Optional) Insert division/ department name in the third line after the job title Company name is

(Optional) Insert your contact information (e.g. telephone or mobile phone number/ fax number / office address) after your email address, according to the format as shown in the below example.

5 (Optional) Insert your contact information (e.g. telephone or mobile phone number/ fax number / office address) after your address, according to the format as shown in the below example. (Optional) Insert contact information after the address, according to this format Click OK to save. If you have other sign offs previously set, please delete. Click OK to save 5 P a g e

according to the format as shown in the below example.

6 Part II Corporate Identity and Information Part II encompasses the corporate logo and website (when sending to both internal and external addressees), as well as disclaimer (ONLY when sending to external addressees after clicking the Send button ). This part is pre-set and automatically generated for all s (including new, reply and forward s). Adding divisional/ departmental logo/icon or tagline or other graphics/slogans as sign off for s is NOT permitted. Illustration of new s: Illustration of reply/ forward s: Note: Part II as shown in the sender s draft Note: Disclaimer is NOT shown in senders s; it only appears in the s received by the external addressees. 6 P a g e

Illustration of emails received by external

7 Illustration of s received by external addressees: Note: disclaimer will be automatically inserted after clicking the Send button to external addressees 7 P a g e

8 Enquiries For enquiries on standardised sign off presentation, please contact Brand Support Sign Off at (852) or For technical support on the set-up of the account holder information, please contact IT Help Desk at (852) P a g e

9 Appendix Retrieving the Standardised Sign Off Presentation In any event when your personalised Standardised Sign Off Presentation appears abnormally or does not appear in your system, you may retrieve it by following these steps: CHAN Tom ( 陳小明 ) E.g. Sign Off appears abnormally Go to Format Text > Choose HTML PSYLEE2@mtr.com.hk CHAN Tom ( 陳小明 ) 9 P a g e

you may retrieve it by following these steps: PSYLEE2@mtr.com.hk CHAN Tom ( 陳小明 ) E.g. Sign Off appears abnormally Go to Format Text > Choose HTML 2.

10 Go to Message > Click Signature > Choose Standardised Sign Off Presentation CHAN Tom ( 陳小明 ) The abnormal sign off has now been replaced by your personalised Standardised Sign Off Presentation. PSYLEE2@mtr.com.hk CHAN Tom ( 陳小明 ) Note: Abnormal sign off is replaced 10 P a g e

hk CHAN Tom ( 陳小明 ) The abnormal sign off has now been replaced by your

When you have decided what to include in your signature, you will need to open the signatures and stationery dialogue box:

When you have decided what to include in your signature, you will need to open the signatures and stationery dialogue box: Signatures An email signature is a block of information which is added to the bottom of an email to give the recipient information about the sender. It functions in a similar way to using headed paper