Names are central to our identities. Pronouncing someone’s name correctly is a simple but meaningful act of respect and inclusion. To support this, staff and students at Hull York Medical School can add an audio name badge to their email signature — a clickable link that lets recipients hear how your name is pronounced.
Audio name badges only work for emails sent between Hull York Medical School staff and students. Recipients outside HYMS will not be able to play the recording.
Step 1 – Record your name
Record a short audio clip of yourself saying your name clearly. Choose the method that suits your device:
- Windows PC – Open the Sound Recorder app (search for it in the Start menu) and record yourself saying your name.
- Mac – Open QuickTime Player, go to File > New Audio Recording, and record your name.
- iPhone – Use the built-in Voice Memos app. Tap the red button to record, tap again to stop.
- Android – Use the Recorder app by Google (or a similar app from the Play Store).
Record in a quiet space and speak at a natural pace. You only need a short clip — a few seconds is ideal.
Step 2 – Saving your audio file
Once you’ve made your recording, make sure the file is accessible on your computer:
- If you recorded on a PC or Mac: Save or move the file to your Desktop or another location you’ll easily find later.
- If you recorded on a mobile phone: Email the audio file to yourself and download it onto your computer before continuing
Step 3 – Creating an email signature in Outlook
You’ll need an email signature to attach the audio link to. If you already have one, skip to adding the link text. To create or edit your signature:
- Outlook desktop app – Open a new email, select Signature in the toolbar, then choose Signatures… from the dropdown. Create a new signature or edit an existing one.
- Outlook on the web – Click the Settings cog (top right), then View Account > Signatures >Edit signature.
Once you’re in the signature editor, add a line of text that will become the clickable link to your recording. We suggest using:
Hear my name
You’ll turn this text into a hyperlink in Step 5, once your audio file has been uploaded to OneDrive.
Set this signature as your default for new messages so it appears automatically
Step 4 – Upload your voice recording to OneDrive
Your audio file needs to be stored on OneDrive so others within HYMS can access it via a link. Follow these steps:
- Go to office.com and sign in with your HYMS Microsoft 365 account.
- Open OneDrive from the app menu.
- Click My Files – Select + Create or Upload – Select File upload – Locate and upload the audio file you saved in Step 2.
- Once uploaded, select the file and click the Share button.
- Click on the permission setting Cog – Select People in Hull York Medical School with the link – Under More settings dropdown Select Can view – Click Apply
- In the Copy link section, click Copy. Keep this link ready — you’ll need it in the next step.
Make sure the sharing permission is set to People in Hull York Medical School with the link, not a wider audience. This ensures your recording stays within the school.
Step 5 – Add the link to your email signature
Now link the OneDrive URL to the text in your signature:
- Open your email signature in Outlook (follow the same steps as in Step 3 to reach the signature editor).
- Select the Hear my name text you added earlier.
- Click the Insert link icon in the editor toolbar (it looks like a chain link or small circle with a chain).
- In the Address field, paste the OneDrive link you copied in Step 4 (Ctrl + V on Windows, or Cmd + V on Mac).
- Click OK – Click Save.
Step 6 – You’re ready to go
- Your signature is saved and ready to use. From now on, every email you send to other HYMS staff or students will include the Hear my name link, allowing recipients to click it and hear how your name is pronounced.