Adding your name pronunciation to your email signature

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This article explains how to record and add your name pronunciation to your email signature.

Step 1 - Record the audio file

There are many ways to record an audio file, depending on the device and the application you are using.

This guide lists built-in applications for reference, though you can use any other app.

Record an audio file from a Windows 11 computer

1. Open the Start menu and search for Sound Recorder (called Voice Recorder in Windows 10)

2. Launch the application

3. Press the red record button to start recording. You might be asked to let Sound Recorder access your microphone:

Sound Recorder dashboard

Please say your name clearly. Play it back to double-check that you are happy with it.

Please note: the default microphone used is integrated into your computer. If needed, select the microphone icon to change the default settings.

4. Your recordings will appear on the left sidebar

5. Right-click the recording you are happy with, then select Show in folder

Show in folder option surrounded by a rectangle

6. A new window showing your Sound Recordings folder will appear. Right-click the file to rename it to a sensible name (for example: my-spoken-name).

Please note: if you use a university-owned computer, this folder is in your OneDive filestore (OneDrive - University of Southampton > Documents > Sound Recorded).

Record an audio file from an Apple macOS

1. Open your Applications folder

2. Launch QuickTime Player

3. From the menu bar select File

4. From the drop-down menu select New Audio Recording

5. Press the red record button to start recording. Please say your name clearly.

Audio recording display

6. Play the red record button again to double-check that you are happy with the record.

Please note:

The default microphone used is the one integrated in toyour computer. Select the arrow close to the record button to change the default settings
In QuickTime, you can adjust the volume control oat the bottom of the window. This allows you to hear the audio you are recording.

7. To save your recording

Select File from the menu bar
Select Save.

You will get a pop-up asking you to name the recording and choose where you would like to save it.

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Step 2 - Upload your file to OneDrive

This step explains how to upload the recording file(s) by using your own computer. University-owned Windows computers are set up to automatically save the recordings in One Drive.

Instructions:

1. Open Microsoft 365 from a web browser

2. Sign in with your university account

3. Open the App Launcher from the top-left corner of the window

4. Select OneDrive

5. Select or create the recipient folder

6. Select the +Add new button

7. Select the Files upload option from the drop-down menu

8. Select the file

9. Select the file you want to upload

10. Select the Open button to upload the file

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Step 3 - Create the shared link

You can create a shared link from the recipient folder in OneDrive as follows:

1. Go to the file and select the More actions button

2. From the drop-down menu, select Share

3. A new pop-up window will appear. From there, select the Link settings icon (a cog)

Sharing window. Above the cog there's a balloon saying Link settings

4. Now create a shareable link:

To share the link only with staff and students, select the option People in University of Southampton.
If you are planning to share the link with anyone (including non-University users), choose the option Anyone. Please note that:
- This link will expire in 60 days and you will need to renew it - this happens because of the University's policy.
- There is a small risk in recording one’s voice and making it publicly available.

5. Select the Apply button

6. Select the Copy link button

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