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Corporate Standardised Email Sign Off Presentation User Guide (Outlook Web Access)

Table of Contents

Applicability................................................................................................................................................... 1

Part I – Email Account Holder Information ................................................................................................... 2

Part II – Corporate Identity and Information ................................................................................................ 6

Enquiries ....................................................................................................................................................... 8

Appendix – Retrieving the Standardised Sign Off Presentation ................................................................... 9

Applicability

The Standardised Email Sign Off Presentation applies to all Outlook Web Access

(also known as OWA or webmail) users using the “@mtr.com.hk” email accounts 1.

The Standardised Email Sign Off Presentation applies automatically to all new,

reply and forward emails sent out by users to both internal and external addressees.

The Standardised Email Sign Off Presentation is composed of two parts:

o Part I on email 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 or “@corp.mtrc.com” email accounts; only MTR staff who is a holder of the aforementioned email accounts is required to follow this User Guide.

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Part I – Email Account Holder Information

Open your OWA at https://webmail.mtr.com.hk , click “Options” >

“See All Options…”> “Settings”.

1.

2.

3.

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In the “E-Mail Signature ” word box, you should f ind the Standardised Email Sign Off

Presentation template ready for your edit.

Note: The checkbox of “Automatically include my signature on messages I send” is

checked by default. Please do NOT uncheck it.

Input into the first two l ines 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

Note: Checked

by default

Edit

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(Optional) Insert division or department name in the third l ine after the job title.

Note: Adding logos/icons or taglines is NOT permitted.

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).

(Optional) Insert division/

department name in the third

line after the job title

If needed, change the pre-set

company name

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(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.

Click “Save”.

Click “Save”

(Optional) Insert contact

information after the email

address, according to this format

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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 e-mail disclaimer (ONLY when

sending to external addressees after cl icking the “Send” button).

This part is pre-set and automatically generated for all emails (including new, reply

and forward emails).

Adding divisional/ departmental logo/icon or tagline or other graphics/slogans as

sign off for emails is NOT permitted.

Illustration of new emails: Illustration of reply/ forward emails:

Note: Part II as

shown in the

sender’s email draft

Note: “E-mail Disclaimer” is NOT shown in senders’ emails;

it only appears in the emails received by the external addressees.

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Illustration of emails received by external addressees:

Note: Email disclaimer will be automatically

inserted after clicking the “Send” button to

external email addressees

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Enquiries

For enquiries on standardised email sign off presentation, please contact Brand Support – Email Sign Off at

(852) 2993 3649 or branding@mtr.com.hk.

For technical support on the set-up of the account holder information, please contact IT Help Desk at (852)

2993 2993.

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Appendix – Retrieving the Standardised Sign Off Presentation

In any event when your personalised Standardised Sign Off P resentation appears

abnormally or does not appear in your email system, you may retrieve it by

following these steps:

E.g. Sign off appears

abnormally

CHAN Tom (陳小明)

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Click to expand list > Choose “HTML”

Delete the entire abnormal sign off.

1. 2.

CHAN Tom (陳小明)

CHAN Tom (陳小明)

3.

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Click “Insert Signature” to insert your personalised Standardised Email Sign Of f

Presentation.

CHAN Tom (陳小明) 4.