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How to include a voice clip in your email signature

Payal Arya
  • Updated

Description

You are designing signatures in Exclaimer Cloud, and you wish to include a voice clip to help the recipients pronounce the sender's names.

Resolution

Pre-requisites:
  • To make changes to the signatures within Exclaimer Cloud, make sure you have Exclaimer Cloud Editor or Admin permissions. 

    For this scenario,
  • You need access to an online file storage service to upload recordings of the pronunciations.

  • You need to have enabled Additional Attributes or created a custom attribute in Google Workspace for the purpose of storing the URLs of the pronunciation recordings.

To include a voice clip in your signature - please follow the steps described below: 

Step 1: Record voice clips for all required users and upload them to your online file storage service
  1. Record voice clips that you wish to include in your signature. You can use various tools to record your voice, such as Sound Recorder (Windows) or Voice Memos (Mac).

  2. Upload your voice clips to your preferred online storage service. 
Step 2: Copy the link into a custom attribute 

The steps described below are for Exchange Online; however, the URL could also be copied into an Active Directory or Google Workspace Directory.

  1. Log in to the Exchange Online admin portal (https://admin.exchange.microsoft.com) as an Administrator.

    The Exchange admin center is displayed.
  2. From the left-hand navigation menu, select Recipients, then select Mailboxes.

  3. Edit the mailbox to which you wish to add the custom fields. The details are displayed on the right-hand pane.
  4. Click Custom attributes.

    The Manage custom attributes window is displayed. 

  5. Copy the URLs of the recordings from the file storage and paste the URL for each user into your preferred attribute.

    Example:


  6. Save your changes.

  7. Once you have saved the URLs in your chosen attribute, please start a manual data synchronization to synchronize the new attributes to Exclaimer Cloud.
Step 3 - Apply the custom attribute in Exclaimer Cloud, Signature Designer
As required, you can add a link of the pronunciation recording to an icon or directly to the sender's name.
The steps described below help you add a custom icon with a link of the recording:
  1. Drag the Image/Logo signature element next to your name field, in the signature design template.

    Example:


    The Image/Logo window is displayed:



  2. Upload or add a link to your chosen icon (to maximize compatibility with mail clients, the icon should already be saved at the correct size for the signature).

    Example:
  3. Click OK to save the changes made.

  4. The selected icon is now displayed next to the name field. 

    Example:


  5. Select the icon to view it's properties on the right-hand pane.
  6. Expand the Hyperlink section

    -     In Destination URL, enter the field name where you have stored the recording of the URLs (in Exchange admin center, Manage custom attributes window); example: {CustomAttribute1}

    - In Alt Text, enter the text you wish to display when the recipient hovers over the icon.

    Example:


  7. Expand the Visibility section.

    - Select the Visible when option. Now, define the conditions when the selected image needs to be visible on the signature.

    To prevent the icon appearing for a sender if there is no data in the field used to store the URLs (this means, if the sender does not have a pronunciation recording, the icon won't show on their signature):

    - From the first drop-down, select the field where you have stored the recording URLs. Example: {Custom Attribute1}

    - From the second drop-down, select is not empty.

  8. Click SAVE CHANGES to save your changes made.