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Namecoach

Namecoach is a name pronunciation tool designed to help individuals record and share the correct pronunciation of their names. The solution supports the promotion of respectful and inclusive communication by helping everyone pronounce names correctly. In an increasingly diverse and multicultural academic environment, and in support of Laurier's strategy for Equity, Diversity, and Inclusion (EDI), Internationalization, and Accessibility, the University recognizes the importance of fostering a campus culture of inclusivity. This is a voluntary solution to use.  

With Namecoach, we can: 

  • Build stronger, more respectful relationships with our peers  
  • Create a more inclusive and welcoming learning and working environment  
  • Avoid uncomfortable and unintentional mispronunciations and encounters  

Availability Guidelines 

Namecoach will be available for Laurier students, faculty, and staff to use in Microsoft Outlook and Teams, as well as through MyLearningSpace. Namecoach also has a Commencement Web App that will be leveraged as part of Convocation processes with the Ceremonies & Events team.  

Installation and User Guide for Microsoft Outlook and Teams 

Quick Reference Namecoach Demo Videos 

 

How to Record your Namecoach Pronunciation in MyLearningSpace

  1. Navigate to the “Content” area of your course.
  2. Select the “Namecoach Link”.
  3. Select “Edit my info”.
  4. By default, Namecoach will provide a recommended pronunciation of your name. If the default pronunciation is correct, confirm the pronunciation.  If you prefer to record the pronunciation of your name, select “Not quite”.   

Installing Namecoach in Microsoft Outlook

  1. In a browser, go to Microsoft Apps via this direct link: https://outlook.office.com/host/f3a6e67f-850d-4dd9-960a-04c6638ded36/browse. You may be asked to sign in with your Laurier Single Sign-On (SSO) credentials.  
  2. If the direct link does not take you to the screen above, you can also reach it by:
    • Going to https://students.wlu.ca/ and under "Web Tools" click on Outlook. 
    • On the left-hand side, select the “More apps” icon and select “Add apps” in the bottom right corner to arrive at the Microsoft Apps page
  3. Select “Built for your org” under the “Apps” heading.
  4. Select the Namecoach app, with the description “Namecoach add-in” under the Namecoach title and icon. Note: Do not use the Namecoach app that states “Namecoach application for Microsoft Teams” as this is a legacy application that the vendor has asked Microsoft to remove. 
  5. Select “Open” in the window that pops up and select “Got It” in the Start using Namecoach information screen. Namecoach is now available for you in Outlook. 
  6. To configure the pronunciation of your name, navigate to your Outlook inbox in the browser by selecting the Mail icon. Open an email from your inbox in a new window and select the Namecoach icon that is available in the toolbar. The icon may also say “Get pronunciations” as an alternative.
  7. In the Namecoach screen that appears, follow the Namecoach prompts to begin recording and sharing your name pronunciation. 
    • By default, Namecoach will provide a recommended pronunciation of your name. If the default pronunciation is correct, select “Yes, that’s it”. If you prefer to record the pronunciation of your name, select “Not quite”.  
  8. If you wish to record your pronunciation, you may be prompted by your browser to allow Namecoach to access your microphone. Please allow this to enable the microphone to record your name pronunciation.
  9. You have now set up your name pronunciation in the Namecoach app in Outlook. Once the Namecoach app is successfully installed, you will notice the app in the “Home” tab.
  10. Once Namecoach is set up on Outlook for the web in your browser, it should also now be installed on the desktop client and ready to use. If you do not see the Namecoach app on the Outlook desktop client, close and relaunch the Outlook desktop client and it should be available. When you select your name pronunciation, or a peer’s, the pronunciation will open in a new web browser window and play accordingly. Make sure you have your volume enabled on your computer and browser to play the sound for the pronunciation!  

Installing Namecoach in Microsoft Teams

If you have already installed Namecoach and selected or recorded your pronunciation in Outlook, you will not need to re-record your pronunciation for Teams, as the recording applies to both Microsoft applications.  

If you have not installed and configured your name pronunciation in Outlook, or would prefer to do so in Teams, please follow the steps below.  

  1. Navigate to https://students.wlu.ca/ and under "Web Tools" click on Teams
  2. On the left-hand side, select the “More apps” icon and select “Add apps” in the bottom right corner to arrive at the Microsoft Apps page
  3. On the top left-hand side, select the M365 apps catalogue (the 9 little squares) and select “Teams”. 
  4. On the left-hand side, select the “Apps” icon and select “Built for your org” under the “Apps” heading.
  5. Select the Namecoach app, with the description “Namecoach add-in” under the Namecoach title and icon. Select “Add”.  
  6. Once Namecoach is successfully added to Teams, you will be prompted to open the application.
  7. Open any chat message that you have with a colleague in Teams. Select the “+” icon in the chat area and scroll down to select “Namecoach” from the list of application options. 
  8. In the Namecoach screen that appears, follow the Namecoach prompts to begin recording and sharing your name pronunciation.  
  9. By default, Namecoach will provide a recommended pronunciation of your name. If the default pronunciation is correct, select “Yes, that’s it”. If you prefer to record the pronunciation of your name, select “Not quite”.  
  10. If you wish to record your pronunciation, you may be prompted by your browser to allow Namecoach to access your microphone. Please allow this to enable the microphone to record your name pronunciation.  
  11. You have now set up your name pronunciation in the Namecoach app in Teams.  

    Once Namecoach is set up on Teams for the web in your browser, it should also now be installed on the Teams desktop client and ready to use. If you do not see the Namecoach app on the Teams desktop client, close and relaunch the desktop client and it should be available.  
     
    When you select your name pronunciation, or a peer’s, the pronunciation will open in a new web browser window and play accordingly. Make sure you have your volume enabled on your computer and browser to play the sound for the pronunciation!  

Adding a Namebadge (Audio Link) to your Outlook Signature 

  1. In Outlook, on the web or desktop client, select the “Namecoach” application from the Home tab.  

    • Note: You will need to update your signature in both the Outlook desktop client and in Outlook on the web if you use both versions, as Outlook does not sync signature updates between the two. This is a feature of Microsoft rather than a feature of Namecoach.  

  2. In the Namecoach screen that opens, select the “Share” icon and select "Audio URL”. 

  3. In Outlook, in the “Home” tab, select “New Mail” and then the “Signature” drop-down, selecting “Signatures” to open the signature editor.  

  4. Select your signature that you would like to add your name pronunciation audio link to (or Namebadge as it is referred to). Your signatures will differ from the screenshot below as they are unique to the individual user.  

  5. Add your preferred text to your signature to add the audio link to. Highlight the text and select the “Hyperlink” icon. Paste the Audio URL that was copied from step 2 into the “Address” bar, select “OK”.   

  6. Alternatively, you can also add the volume icon (🔊) to the end of your name in your signature, highlight it, and select the “Hyperlink” icon. Paste the Audio URL that was copied from step 2 into the “Address” bar, select “OK”.   

  7. The pronunciation Namebadge, with the Audio URL, should now be ready for use.  

    • When you select your name pronunciation, or a peer’s, the pronunciation will open in a new web browser window and play accordingly. Make sure you have your volume enabled on your computer and browser to play the sound for the pronunciation!  

Searching for an Individuals Name Pronunciation

In MyLearningSpace: 

  1. Navigate to the “Content” area of your course.

  2. Select the “Namecoach Link”. 

  3. Click on the speaker icon next to the individual’s name you would like to hear their pronunciation.

In Outlook:

  1. To access a name pronunciation in Outlook, go to the Namecoach icon in the “Home” tab of the toolbar. 

  2. In the window that appears on the right-hand side of the screen, use the drop-down field to access the pronunciation of a recipient of the email you are currently viewing, or you can search for someone’s name to look up a specific individual’s name pronunciation.  

In Teams:

  1. To access a name pronunciation in Teams, go to any Teams chat with an individual and select the “+” icon in the chat box.  

  2. In the pop-up window that appears, scroll down to select “Namecoach” from the list of application options to open the search functionality to access pronunciations.  

  3. In the window that appears, use the drop-down field to access the pronunciation of those in the Teams chat you are currently viewing, or you can search for someone’s name to look up a specific individual’s name pronunciation.   

Quick Answers & Troubleshooting

Q: Am I required to use Namecoach?  

A:  Laurier community members are encouraged to share their name pronunciation, however, the use of Namecoach is completely voluntary.  

Q: Is the use of Namecoach safe and secure?  

A: Laurier has reviewed and approved the use of Namecoach through the Privacy and Security Impact Assessment (PSIA) process. By opting in to use the tool, you can control what is recorded and how it is shared. Namecoach also provides an additional level of privacy by offering users a Namecoach transcribed pronunciation of their name.   

Q: Can I delete or edit my Namecoach pronunciation? 

A: Yes, you can delete and/or edit your Namecoach pronunciation at any time. To do so, follow the steps below: 

  1. In Outlook, select the Namecoach “Get pronunciations” icon in the top toolbar.  

  2. Beside your name pronunciation, under “My Pronunciation”, select the paper and pen “Edit” icon. 

  3. Select “Delete” to delete your name pronunciation and in the next screen, select “Continue” to confirm the deletion.   

Q: Can I share the Namecoach pronunciation as part of my email signature?  

A: Yes, you can share your Namecoach pronunciation as a name badge as part of your Outlook signature. Please refer to the Installation and User Guide instructions.  

Q: What Laurier systems and tools use Namecoach for pronunciations? 

A: Namecoach is enabled for Microsoft Outlook, Microsoft Teams, MyLearningSpace, and will be used to support convocation ceremonies.  

Q: I am seeing two Namecoach applications in Outlook when I go to install Namecoach. Which one do I select?  

A: Select the Namecoach app, with the description “Namecoach add-in” under the Namecoach title and icon. Do not use the Namecoach app that states “Namecoach application for Microsoft Teams” as this is a legacy application that the vendor has asked Microsoft to remove. As this is a Microsoft-required change we are awaiting an update from them on this request.  

 

Privacy First  

The use of Namecoach is voluntary. By opting in to use the tool, you can control what is recorded and how it is shared. If you opt to record your pronunciation, you can select for your name to be transcribed in 1 of 2 voices. Namecoach does not collect or store any additional personal data beyond what you choose to provide, and a Privacy and Security Impact Assessment (PSIA) process has been completed for the solution to align with university policies and procedures.  

Use of Artificial Intelligence (AI) 

Similar to many applications available today, Namecoach uses AI by leveraging machine learning and linguistic analysis to identify the most correct pronunciation of names. However, the most accurate pronunciation can come from your own recording. Users are encouraged to try the Namecoach-provided pronunciation, as well as your own recorded pronunciation, to ensure the most accurate pronunciation of your name is shared. 

Accessibility  

Namecoach has outlined their commitment to accessibility on the Namecoach Commitment to Accessibility page. As they state, they are open to engaging with institutions to ensure that best practices are followed and emerging trends are understood.  

Laurier is also dedicated to providing accessible solutions for students, faculty, and staff. If you have any questions or concerns about the accessibility of Namecoach that you would like communicated to the vendor, submit a ticket to the ICT Service Desk by emailing support@mylaurier.ca. We would be happy to connect with you.  

Support 

Email: support@mylaurier.ca 
Tel: 226.243.6393