Excel Spreadsheets and Lbo

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					Brand guidelines for Excel




August 2002
Version no 1
Index

Introduction                        1
Executive summary                   2
Basic principles                    3
   Font      3
   Headings(page and section)   3
   Figures 4
   Negative figures 4
   Column headings 7
   Subtotals 7
   Totals    8
   Lines between columns 9
   Colour palette   10
   Charts    11
Front covers                        13
Use of the 3i logo                  15
Text inside boxes                   16
Headers and footers                 17
Introduction
The purpose of these guidelines is to give examples of the 3i style for all future
spreadsheets. This is to be used for both internal and external spreadsheets. This will
reinforce the 3i brand and is common practice from brand leaders such as PWC, Coca Cola
etc.

Documents that have a consistent style will:

             •     reinforce the perception of 3i being one global player rather than disparate
                   teams
             •     make them easier to produce and transfer between teams
             •     help new employees by having a standard to follow
             •     give confidence that the documents will always be produced to the same
                   standard wherever they are generated/created


The style selected is open, which creates clean looking documents by having an absence of
excess lines and blocks of colour. This document gives explanations and examples. A
number of key Excel user groups were consulted for input and recommendations made to
and accepted by them to ensure practicality and ease of use.

This is an introduction to the guidelines and is not meant to be exhaustive. Please contact
Carol Brennan with any constructive comments for future enhancements or amendments.


There are, obviously, country specific differences such as the town name in the date or
comma separators for figures etc. These should not be ignored, but have not been
mentioned in order to avoid confusion.




Excel guidelines                                                                                  1
Executive summary
The following bullet points serve to act as a reminder and as a snapshot of the brand (more
detail on each is available throughout this document):


Basics

             •     Font – Arial size 11
             •     Sheet heading – positioned on left hand side
             •     Use a bigger font to make headings stand out
             •     Headings over figures- right justified
             •     Headings over headings – centred
             •     Logo, if required, on first page only
             •     Single line above a subtotal
             •     Double line under a total
             •     Round edged boxes
             •     Text over graphics should be left aligned
             •     Graphics should be 2D
             •     Single line to separate comparative columns
             •     Different colour text for comparative columns- black/blue/green
             •     Grey line to aide the reader if there are a lot of columns
             •     Brackets to indicate negative figures (and red if colour is being used)



No no

             •     Centering headings (unless it is a heading over headings)
             •     Bold and underline together
             •     Square boxes around figures
             •     3D graphics
             •     Black lines everywhere



What’s new

             •     Front cover templates
             •     16 corporate colours are now available in the colour palette



Excel guidelines                                                                              2
Basic principles
The corporate style (‘look and feel’) has all been based on the following:

Font
Do                                                   Don’t
Use Arial                                            Use anything other than Arial

Use bold, underline or italic only if they           Use bold, underline or italic for major
are the same font size as the rest of the            headings
text ie 11 or 9

Only use bold or underline or italic                 Mix bold, underline and/or italic together


Example:

Balances @ 31 March 2001                         % of fund Partnership            TIF Asia


Net asset value
Cost of investments                                   14.6%    14,566,934      14,566,934
Value of investments                                           14,566,934      14,390,591
 Less: accrual for 3i profit share                                                      -
                                                                               14,390,591


Balances @ 31 March 2001                         % of fund    Partnership       TIF Asia


Net asset value
Cost of investments                                   14.6%    14,566,934      14,566,934             X
Value of investments                                           14,566,934      14,390,591
 Less: accrual for 3i profit share                                                      -
                                                                               14,390,591




Headings(page and section)
Do                                                   Don’t
Have only the initial letter of the first word       Capitalise every letter of the heading
in capitals (unless it is a name)
Line up the heading on the left edge of              Centre the heading
the page
Use font size 14, 16, 18 or 24 to create a           Use bold, italic or underline in the heading
heading




Excel guidelines                                                                                  3
Examples:


Business unit plans                                 Business Unit Plans                 X

Investment procedures                               BUSINESS UNIT PLANS                 X
for Japan
Brand guidelines for Excel                          Business unit plans                 X

    Business unit plans (centred)       X           Business unit plans                 X

                                                    Business unit plans                 X



Figures
Do                                                  Don’t
Right align figures                                 Centre figures

Example:

          115,486             417,847                         115,486           417,847
            6,667               1,707                          6,667             1,707

                                                                           X


Negative figures
Do                                                  Don’t
Use brackets                                        Use the minus symbol

Use the red font if colour is being used


Excel will automatically add brackets if a minus symbol is entered before the number.
However, if this is not the case:

1       Click with the right mouse button over the cell
2       Select Format Cells
3       Click on Custom
4       Scroll down and click on #,##0;[Red]-#,##0
5       Amend it to #,##0;[Red](#,##0)
6       Click on OK


Excel guidelines                                                                            4
Excel guidelines   5
To copy the format to other cells:

1       Copy the cell containing the format as normal
2       Move to the other cell
3       Click with the right mouse button
4       Select Paste Special
5       Click on Formats
6       Click on OK




Excel guidelines                                        6
Column headings
Do                                                  Don’t
Right align headings. They may be bold if           Centre individual column heading unless
they are the same font size as the rest of          it relates to multiple columns
the text ie 9 or 11

Centre headings if there are 2-3 columns,
each with an individual heading and
another heading going over the top of all
2-3


Example:                                            Centred


                                          This month
                                                                      Right aligned
New investment activity                Number      £million

Reviewed                                     30             249.0
Withdrawn                                     (6)            (50.0)
Approved                                     18               69.4
Completions                                  16               25.1


                                          This month                  All centred
New investment activity              Number      £million

Reviewed                                     30             249.0         X
Withdrawn                                     (6)            (50.0)
Approved                                     18               69.4
Completions                                  16               25.1




Subtotals
Do                                                  Don’t
Have a single line above the cell                   Use thick or double lines
indicating a subtotal

Example:

                      30                       30                              30
                      18                       18                              18
                      16                       16                              16
                      64                       64                              64

                                                X                               X


Excel guidelines                                                                              7
Totals
Do                                                Don’t
The word ‘Total’ may be in bold                   Use bold on the figures

Have a single line above and a double             Capitalise every letter of Total
line beneath, indicating that the figures
are a total. The double line may be
omitted if extra emphasis is not required

Examples:

Total                                       251                   1,491


Total                                       251                   1,491


Total                                       251                   1,491       X

TOTAL                                       251                   1,491       X

Total                                       251                   1,491




Excel guidelines                                                                     8
Lines between columns
Do                                               Don’t
Where there are a lot of columns and a           Use lines between every column
line separating them would help the
reader, use the grey (50%) colour to
lighten the line. To change the colour of
the line:

1       Click with the right mouse button
2       Select Format Cells
3       Click on the drop down list under
        Colour
4       Select Gray-50%
5       Select the border
6       Click on OK



Examples:

                      This month            This year to date         Last year to date
                       No            £m         No              £m        No              £m

Reviewed               30          249.0         96           534.0      154            712.5
Withdrawn              (6)         (50.0)      (18)         (120.1)      (20)         (231.6)
Approved               18            69.4        82           254.7      121            297.1
Completions            16            25.1        74           178.9      125            272.1



                      This month            This year to date         Last year to date
                       No            £m         No              £m        No              £m

Reviewed               30          249.0         96           534.0      154            712.5   X
Withdrawn              (6)         (50.0)      (18)         (120.1)      (20)         (231.6)
Approved               18            69.4        82           254.7      121            297.1
Completions            16            25.1        74           178.9      125            272.1




Excel guidelines                                                                           9
Colour palette
Do                                            Don’t
Use the 3i colours at the bottom of the       Place red and green next to each other as
colour palette in the first instance. These   4% of the population are red/green colour
can only be used for graphs etc as it is      blind
not possible to use the 3i colours with the
fonts for text

Example:




Excel guidelines                                                                     10
Do                                             Don’t
Charts
Ensure the title of the chart is moved to      Use 3D charts. To change a 3D chart:
the left by clicking once on the chart and
then on the title – click and drag it to the   1       Click once on the chart
left
                                               2       Click with the right mouse button
                                               3       Select Chart Type
                                               4       Select an alternative type
                                               5       Click on OK


Ensure the title of the chart is not bold by
clicking once on the chart and then on the
title – remove bold from the menu

Use the 3i colour palette (see page 9).
To change the colours:

1       Click once on the chart
2       Click on the segment
3       Click with the right mouse button
        and select Format Data
        Point/Format Data Series
        (depending on chart type)
4       Make any colour changes
5       Click on OK


Use a rounded box if one is necessary for      Have a square box surrounding the chart.
the chart                                      To remove it:

1       Click once on the chart                1       Click once on the chart
2       Click with the right mouse button      2       Click with the right mouse button
3       Select Format Chart Area               3       Select Format Chart Area
4       Ensure the Round Corner option         4       Set the Border option to None
        is checked
                                               5       Click on OK
5       Click on OK




Excel guidelines                                                                           11
Examples – charts:


      Year to date by geography          Scotland
                                         North
                                         Midlands
                                         South & South West
                                         TGS
                                         LBO
                                         Smi
                                         IMT
                                         Asset Management




             Year to date by geography
                                         Scotland
                                         North
                                         Midlands
                                         South & South West
                                         TGS                  X
                                         LBO
                                         Smi
                                         IMT
                                         Asset Management




       Year to date by geography
                                         Scotland
                                         North
                                         Midlands
                                         South & South West
                                         TGS
                                         LBO
                                         Smi
                                         IMT
                                         Asset Management




            Year to date by geography
                                         Scotland
                                         North
                                         Midlands
                                         South & South West
                                         TGS                  X
                                         LBO
                                         Smi
                                         IMT
                                         Asset Management



Excel guidelines                                                  12
Front covers
Four front cover templates have been designed in Excel. To access them click on 3i Menu,
3i Administration and choose from a selection of the front cover options.

These options enable you to choose either a black and white or colour logo. There will be a
further choice for text only covers (such as the one at the front of this document) or for a
cover with a graphic. The graphic version has a box which will enable you to insert a logo
(not 3i), artwork or block of colour. The colour of the outline and/or inside of the box must be
chosen from the 3i palette.

To change the colour:

1       Click once on the box
2       Click with the right mouse button
3       Select Format AutoShape
4       Select either the fill colour or line - the 3i colours will be displayed on the bottom two
        rows
5       Select a colour and click on OK


The circulation list, if one is produced, should be on the inside cover.

The front and back covers may be laminated to make an internal document more robust.

Where the document is being produced for external use, the back cover may need to have
the country standard disclaimer - your local Compliance Officer will be able to advise you.

Clearance from the company must be obtained before using their logo.

The spines available have been selected because the machines and spines are currently the
only ones available worldwide.




Excel guidelines                                                                                 13
Examples (graphic versions):




               Insert graphic,   Insert graphic,
               photo or colour   photo or colour
               logo here         logo here




Examples (text versions):




Excel guidelines                                   14
Use of the 3i logo
The use of the 3i logo is not compulsory, however, if it is used it should only be positioned on
the first page of a document on the top right hand side (as per the memo and letterhead). A
choice of front cover templates is available to help (see page 12).

Where standalone documents are being brought together into one master file, the front page
of each section may incorporate the logo.

There is a choice of a black and white or colour logo. The appropriate colour should be
selected, for example if the document is being photocopied (b&w) use the black and white
logo as this will ensure the logo is reproduced to a high quality.




Excel guidelines                                                                             15
Text inside boxes
Boxes should have rounded corners and there should be a small margin between the box
and the text.

To create text inside a box:

1       Type the text (it is easier to do this first)
2       Click on the AutoShapes button from the drawing toolbar
3       Select Basic Shapes and move to the Rounded Rectangle
4       Click and drag the box over the text
5       Click with the right mouse button over the box
6       Select Format AutoShape
7       Click on the Colors & Lines tab
8       Click on the drop down list for the Fill colour and select No Fill
9       Click on OK


Example:


Presse + Financement
Press reviews agency
Growth capital/Management buy out – completed: 10 July 1998




Presse + Financement
Press reviews agency                                                         X
Growth capital/Management buy out – completed: 10 July 1998




Excel guidelines                                                                       16
Headers and footers
A header or footer can be used, if required, when the same item is to appear in the same
place on every page or section eg page number or document name. A header is used for
the top of the page, whilst a footer is at the bottom.

The footer should contain the filename on the left, the page number on the right and, if any
extra details are required, these should be placed in the centre. The footer should be in size
9 font.

A line separating the header or footer may be omitted if space is tight.




Excel guidelines                                                                            17

				
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