PoliteMail for Outlook 4.7 User Guide

Welcome to PoliteMail 4.7 This pdf explains how to use the PoliteMail add-in software for Microsoft Outlook. PoliteMail enables 1 to 1 email marketing, newsletters and measured communications using Outlook and Exchange. PoliteMail adds response tracking, personalized broadcast messaging, professional style HTML templates, mailing list management, plus email metrics—all to the world’s most popular email […]

Too many email addresses?

  Outlook limits the number of recipients to 500 email addresses across all fields (To, CC, and BCC) in the 2016/Office 365 version.  This could cause errors if your DL is on the larger side, so we recommend creating a PoliteMail list to send from. Outlook adds the list of recipients to the message header, which […]

Understanding PoliteMail Tracking Modes

PoliteMail offers three tracking modes, Aggregate, Individual and Anonymous. Aggregate Tracking and Individual/Anonymous Tracking are like apples and oranges. You are still tracking your total audience participation, but in very different ways. Aggregate mode tracks the email message, Individual and Anonymous modes will track the recipients. In Aggregate, every device and browser is counted, so […]

Inserting videos in tracked messages

Note: Outlook doesn’t currently allow videos to be embedded to play within an email message, but you can use PoliteMail’s “Add Image” feature to add a video thumbnail to your email and hyperlink it to a hosting site where your video content resides. PoliteMail will automatically create a tracked URL which will record the clicks for […]

Sending yourself and your colleagues test messages

We recommend sending a test message to yourself and a colleague before pushing out a large message or campaign. The Preflight Test Send feature allows users to test a completed message prior to sending. Users can check the design and flow on both desktop and mobile, as well as links and smart attachments within the […]

Scheduling tracked messages to send at specific date and time

The Scheduled Send feature in PoliteMail allows users to schedule a tracked message to be sent at a future date and time. The message gets sent from Outlook and is then held securely within the PoliteMail Server before it is released at the scheduled date/time. PoliteMail does not require the sender of the email message to be online […]

Deleting older or unused templates

As a best practice, we recommend checking if the template has been shared.  Here’s how: Navigate to the PoliteMail tab from Outlook.  Select the Content drop-down menu, and choose Templates. If the template you want to delete has the two-way arrow, it has been shared.     To delete a template: Navigate to the PoliteMail tab from […]

Creating follow-up mailing lists

Select the Results button for the email that you want to create a follow-up list for. Click on the link desired for the follow-up list (i.e. didn’t open) Select all contacts by clicking the select all box in the top column. Select Add to > Create New List Enter a name for the new list (i.e. […]

Stopping an email message in progress

Your Server Connection must be set to Send Email via PoliteMail Server for this to work. Starting and stopping the SMTP server will affect all PoliteMail users. If other users have emails in progress, they will be stopped also. This process should only be used under extreme circumstances and requires Admin rights in PoliteMail. Go […]

Check your audience size before sending by using Get Recipient Count

Check your audience size by verify the total number of recipients included. Like the Preflight Test Send  – this is a great tool to check before sending a tracked email. To check the recipient count of an email message: With the email message window open, go to the Message tab From the PoliteMail Flag > Get Recipient […]

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