Name Pronunciation with Microsoft Outlook

Key insights

• Microsoft Outlook and Teams now offer a feature to record and share name pronunciations, promoting inclusivity.


• Users can record their name pronunciation by selecting the Microphone icon on their profile card in Outlook or Teams. Recordings can be up to 10 seconds long.


• Colleagues can listen to these recordings by clicking the Speaker icon on the user's profile card.


• The pronunciation recordings are stored in each user’s mailbox until they choose to delete them.


• The feature's rollout is planned for mid-November 2024 with general availability expected by mid-January 2025.


• This feature is disabled by default, but administrators can enable it using Microsoft Graph as per official guidelines.

Introduction to Microsoft's Name Pronunciation Feature

Microsoft has unveiled an innovative feature in Outlook and Teams that allows users to record and share the correct pronunciation of their names. This development, spearheaded by Microsoft MVP Ami Diamond, aims to foster inclusivity and improve communication within diverse workplaces. By enabling colleagues to pronounce each other's names correctly, Microsoft seeks to create a more respectful and understanding environment.

How the Name Pronunciation Feature Works

The new name pronunciation feature is integrated into the profile cards of Outlook and Teams. Users can easily record their name pronunciation by accessing their profile card and selecting the microphone icon. The recording, which can last up to 10 seconds, is then stored in the user's mailbox until they decide to delete it. This simple yet effective tool ensures that colleagues can listen to and learn the correct pronunciation of each other's names, thereby minimizing miscommunication.

• Recording Pronunciation: To record their name pronunciation, users need to click the microphone icon on their profile card in either Outlook (web or new desktop version) or Teams.
• Listening to Pronunciations: Colleagues can listen to these recordings by clicking the speaker icon on a user's profile card.
• Data Storage: The pronunciation recordings are securely stored in each user's mailbox.

Implementation Timeline and Accessibility

The rollout of this feature is strategically planned. Initially, it will be available as a targeted release from mid-November 2024 to late November 2024. Following this, general availability is expected between mid-January 2025 and mid-February 2025. This phased approach allows Microsoft to gather feedback and make necessary adjustments before the feature is widely accessible.

Administrative Controls and Customization

By default, the name pronunciation feature is disabled, giving organizations the flexibility to decide when and how to implement it. Administrators can enable the feature using Microsoft Graph, following the instructions provided in Microsoft's official documentation. This level of control ensures that organizations can tailor the feature to suit their specific needs and policies.

Balancing Inclusivity and Privacy

While the name pronunciation feature promotes inclusivity, it also raises questions about privacy and data security. Microsoft addresses these concerns by storing recordings in the user's mailbox, ensuring that individuals have control over their data. However, organizations must balance the benefits of improved communication with the need to protect employee privacy. Administrators should consider these factors when deciding whether to enable the feature.

Challenges and Future Prospects

Implementing a feature like name pronunciation presents certain challenges. Organizations need to ensure that employees are aware of the feature and understand its benefits. Additionally, there may be technical hurdles in integrating the feature seamlessly with existing systems. Despite these challenges, the potential benefits of fostering a more inclusive workplace are significant. As Microsoft continues to refine and expand this feature, it could set a precedent for other companies to follow. In conclusion, Microsoft's name pronunciation feature represents a significant step towards creating more inclusive and understanding workplaces. By addressing the challenges and balancing various factors, organizations can leverage this tool to enhance communication and respect among colleagues. As the feature becomes more widely available, it will be interesting to see how it influences workplace dynamics and sets new standards for inclusivity.

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