1. Open a new e-mail message and click on Signature – Signatures... (you can also go via Tools > Options > Mail format > Signatures).
2. Mark the signature that you would like to edit, or click on New if you want to create a new signature (and name it e.g. “internal signature”).
3. Copy the text in the Word template for e-mail signature and paste it into the signature field.
4. Change the signature by typing in your own contact details. Make sure that the correct colours are used (black for name and grey for the rest of the text). Check also that the typeface (Arial) and sizes are correct.
5. Click save and choose it as your default signature for new messages.
6. Repeat for the external signature and make sure to include the Scania logotype. Change to your contact details and relevant/local website and social media (e.g. LinkedIn or Facebook) and give the signature a different name than your internal e-mail signature. 

1. Create a new e-mail message.
2. Choose the ‘Message’ or 'Insert' tab (depending on Outlook version).
3. Click on 'Signature' and choose the external e-mail signature that you have created.

A campaign or exhibition logotype may be included in the e-mail signature if it is relevant and considered to gain the Scania business.

Only one additional logotype can be used at a time and only for a limited time period (and removed as soon as the event is over).

The logotype must be placed below and clearly separated from the Scania logotype (follow the rule of “free space” according to the logotype section).

Sometimes e-mails are sent from another device than a computer or another programme than Outlook. Hence, it might not always be possible to use different signatures for external and internal e-mails, nor the desired formatting.

In these cases it is recommended to include as much information as possible from the recommended signatures in this instruction and a formatting as similar to Arial and recommended font sizes as possible.

The e-mail signatures in this instruction may also be used by private Scania authorised companies. The company’s own logotype must then be clearly separated from the Scania logotype (follow the rule of “free space” according to the logotype section). See the guideline for independant companies for more information and examples.

If a Scania authorised company represents several brands, the Scania logotype may be used in combination with the logotypes of the other brands, as long as they are clearly separated from each other (follow the rule of “free space” according to the logotype section). See the guideline for independent companies for more information and examples.

It is mandatory for all employees within the Scania Group to use the internal and external e-mail signatures in this instruction.

Other, not Scania-owned but Scania authorised companies, may also use the signature (or one of the alternatives presented above).

If you communicate primarily in another language, we suggest you use that language; otherwise English is the standard.

Title:

There is no global recommendation. That is a decision for your department or work unit.

For professional titles in English, capitalise all the main words (usually the nouns) in the title:

• Head of Department.
• Chief Financial Officer.
• Team Leader

If you add your academic title, place it directly after your name but not in boldface

Department:

It is a local decision which organisational level to use with your main group of recipients.

It is desirable that your department or work unit uses the same solution consistently.

Remember that department acronyms are not understandable for outsiders.

Use title case (capital letters to start the principal words) for all official names of business areas including Scania as a prefix, and write ‘and’ instead of &.

Body text:

Use a standard font such as Helvetica Neue, Arial or a similar typeface. Scania Sans is not recommended to use in e-mails.

The recommended typeface colour is black or dark blue. Don’t use any page/background colour or pattern.

Internet link and e-mail address:

The links should be grey like the other parts of the address, to avoid becoming too dominant.

The address should be the one most useful for your normal recipients, with or without the street address. It's desirable that your department or work unit uses the same address consistently.

Fax number, mobile number and e-mail address are optional and can be included or not, depending on market need. Naturally, it is desirable that every department or work unit in your market uses these items consistently.

Website:

The web address may be changed to the local web address, e.g. www.scania.de.

Facebook:

The Scania Facebook address may be excluded or replaced by another online Scania activity. Naturally, it is desirable that every department or work unit in your market uses these items consistently.

In order to avoid a cluttered impression, do not include the symbol for Facebook, Twitter etc. (i.e. the symbol for the online Scania activity that you choose to include in the signature).

The international standard says that a space should be put between the country code and the trunk code. Group your phone/fax number as they are normally grouped in your country and group them consistently within your department or work unit.

We do not use disclaimers as standard at Scania and for that reason it is not included in the instruction.

Including a disclaimer in e-mails does not automatically mean that the information in the e-mail is protected. Neither does it prevent the e-mail from being sent to the wrong receiver nor is it likely to give any legal protection, should the information in the e-mail be used in an undesirable way. Sensitive information should instead be sent via encrypted e-mails or be kept within Scania O365 (using the Azure Information Protection/AIP solution). Besides that, the more information included in an e-mail/e-mail signature, the more distraction from and less focus on the actual message.

Hence, the general recommendation is to not include an e-mail disclaimer (and the same goes for text concerning sustainability and that the e-mail shouldn’t be printed).

Concerning the use of symbols/text urging the reader not to print the e-mail (i.e. “Think before you print this e-mail”), our recommendation is to not use these kind of texts.

The reason is that – although we think that e-mails should not be printed and we are concerned about the environment – we don’t think that these kinds of texts have any effect on the user/reader, i.e. whether he/she will print the e-mail or not. Most people don’t print e-mails, but those who do, probably do it for a reason and will most likely not change their behaviour because of the text below an e-mail signature (any text placed there is most likely not read at all). And, just like an extra logotype there is also a risk that it steals attention from the main message / main signature (without any benefit).

Hence, the recommendation is to not use this kind of extra information in the e-mail signature.