Ensuring Inbox Delivery using Outlook's Safe Sender's List

While junk filters have gotten very good at keeping blatant spam out of the inbox, sometimes email you want still goes missing.

Outlook provides a simple setting that helps you build your own safe-sender’s list, ensuring your receive email from the people you send email to, as well as from the people in your Outlook contacts folder.

In Outlook 2010, start from the Home ribbon tab on the inbox, select Junk, and Junk E-mail Options…

To modify these settings in Outlook 2007, use Outlook’s Actions menu > Junk Email > Junk Email Options

On the Safe Senders tab, check the box for both
    [ ] Also trust email from my Contacts
    [ ] Automatically add people I email to the Safe Senders list

For internal corporate communications, IT and Exchange administrators can set group policies to add their own internal domains to the safe-senders list, enabling automatic download of internal email content for all Outlook users. This improves the accuracy of PoliteMail’s open tracking and metrics.

Error 1935 occured during installation of PoliteMail

If you do not have the latest version of the Microsoft .NET components, PoliteMail will install them for you.

If Mscoree.dll is already running, you will get error 1935 (assembly install failure).

This may occur if you run the installer multiple times in a row, as Mscoree.dll is held in use for 10 minutes after you install (or remove).  When you start another install, it tries to load it’s own version of Mscoree.dll, but as it’s ready loaded, the failure occurs.

To resolve this, restart your computer, then run the installation using the following method:
Save the installer to your desktop. Right-click the installer .exe, and select Run As Admin…
See also: http://support.microsoft.com/kb/308096

ActiveX error in Outlook

ActiveX error in Outlook when starting a New Outlook email message

If you are getting an ActiveX security error when starting a New Outlook email message: “One or more ActiveX controls could not be displayed because…”  you need to turn the Word’s Smart Tags feature off.
When Microsoft Word  Smart Tags recognizes a date, time, or other information, it will underline the text in purple. The concept allows you to hover the cursor over the info, and click a button menu where you perform tasks such as looking at your Outlook Calendar for that date, or adding a phone number to your Outlook Contacts.
As this feature requires ActiveX, and when using HTML email ActiveX will be blocked by default, resulting in that annoying error message.  If you save an email with Smart Tags as a PoliteMail template, the template may not load correctly in the future.

IMPORTANT NOTE: If you have created a signature within Outlook with Smart Tags on, then the ActiveX Smart Tag will be built into the phone numbers within your signature. After you disable Smart Tags, you will want to rebuild and save your signature, then delete the old one.

Remember to delete and recreate any signatures you created with Smart Tags on, after you have made the following option changes.

How to Turn Smart Tags Off in Outlook 2007:

  1. From the Inbox, use the Outlook menu Tools > Options
  2. Click the Mail Format tab
  3. Under the HTML format section, uncheck Save smart tags in email
  4. Click New to open an Outlook new message
  5. Click the Microsoft Office Button
  6. Click Editor Options (bottom right)
  7. ClickProofing (left side menu)
  8. Click the AutoCorrect Options button
  9. Click Smart Tags tab
  10. Uncheck the Label text with Smart Tags check box.
  11. Click OK
  12. Click Advanced (left side menu)
  13. Under the Show document content section, uncheck Show Smart Tags

How to Turn Smart Tags Off in Outlook 2003:

The Word 2003 editor must be enabled to access these dialogs. From the Outlook Inbox menu, use Tools > Options > Mail Format > Use Word 2003 as my Email Editor)

    1. Click New to open an Outlook new message
    2. Use the Outlook menu Tools > Options
    3. Click General, then click the Email Options button
    4. Click General, then uncheck Save smart tags in email
    5. Click OK
    6. Back on the Options dialog, click the View ta
    7. Uncheck Smart Tags
    8. Click OK

Now that Smart Tags are off, you may want to use the built-in Outlook editor instead of the Word editor.     From the Outlook Inbox menu, use Tools > Options > Mail Format > and uncheck Use Word 2003 as my Email Editor

 

Configuring Multiple Send From Addresses / Outlook Email Accounts

It’s simple to send (and receive) email from multiple addresses within Outlook.

You may use alternate email addresses established within your Exchange or ISP mail account,  (e.g. newsletter@yourdomain.com), or secondary personal or shared email accounts (e.g. communications@yourdomain.com). These must be valid, operational email addresses with passwords.

The first step is get the email address set-up with your Exchange admin or ISP.  Then you just need to set-up an additional account within Outlook.]

  1. Use the Outlook menu, File > Work Offline, now close and reopen Outlook
  2. Open Outlook, and go to Tools > Account Settings

  3. In Account Settings, on the Email tab, click New

  4. If you are using an additional email address within your primary account, then select the option which includes POP (Post Office Protocol) email service (SMTP)—which must be enabled by your Exchange Admin first.

    If this is a separate email account with a separate inbox, use an Exchange account.

  5. Check the box to Manually configure server settings and click Next.

  6. Fill in your details.  For Account type: use POP3 or Exchange as discussed in step 4. For the incoming and outgoing server names, use the server names provided by your ISP or Exchange Admin (or copy them from your existing active account, if coming off the same server(s)). Leave the box for Require logon using Secure Password Authentication unchecked.

  7. Click the More settings button
  8. In the Outgoing Server tab, check the box for My outgoing server (SMTP) requires authentication

  9. In the Advanced tab, use the following settings:
    Incoming server (POP3): 995Check the box for This server requires an encrypted connection (SSL)
    Outgoing server (SMTP): 25  (or the port number specified by your ISP or Exchange Admin)
    Use the following type of encrypted connection: TLS
    In the Delivery section, check the box for Leave a copy of messages on the server
    Click OK to close the Internet E-mail Settings dialog

  10. Click the Test Account Settings button. If Outlook is not able to log on and send a test message, review the error message and adjust the settings accordingly, or see your email Administrator.
  11. Close the Account Settings dialog.
  12. From Outlook’s Inbox, click Send/Receive down arrow button on the toolbar, to access the Send/Receive menu:  Send/Receive > Send/Receive Settings > Define Send/Receive Groups

  13. If you are not adding a new account with a separate inbox, then within the Account section, click on the icon to select the email address you added, then uncheck the box for Receive mail items (this will prevent duplicate mail items from loading into your one Inbox, one for each address you have added).

  14. Use the Outlook menu, File > Work Offline (to go back online), then click the Send/Receive button.
  15. You are done. Now whenever you start a New Outlook message, you may use the Account button (found under the Send button) to select your alternate Send From address.
  16. Note: If you send yourself a test message from the alternate account, and use Exchange Server, the email may still appear to come from your primary account (because Exchange may resolve both addresses to your primary address – you are you). To ensure the Send From is working the way you want, send to another user and send to an outside email address, such as your Hotmail or Gmail address.

    For more information see related Microsoft documentation at: http://support.microsoft.com/kb/287532

Sending From Another Email Address

To send from multiple email addresses, you may need to set-up multiple Exchange (or POP) email accounts, either for managing email and calendars for an Executive, an alternate email account for yourself, or when using a common a group mailbox.

The delegate method is best used when you are authorized to have direct access to the other person’s Inbox within your Outlook, or need to manage multiple Exchange accounts from one profile. The configuration steps are provided below or from Microsoft.

The POP method is best used when you do not want multiple Inboxes, are sending from multiple email addresses within your own email account, are not managing another person’s Inbox or Calendar, or are not using Exchange Server.  See the article Configuring Multiple Send From Addresses / Outlook Email Accounts for instructions on using that method.

In Exchange 2010, you may set-up multiple Exchange accounts (multiple inboxes) using the standard email account setup procedure.

Delegate Method (Send on behalf of)
For you (account A) to send from another user (account B), then account B must provide you delegate access and permission.  Then you can send messages and meeting requests on behalf of account B by entering their name (email address) in Outlook’s From field. To set-up Account A to be able to send from (and access the Inbox/Calendar) for Account B:

  1. Start from Account B’s system (or network account), log on and open Outlook.
  2. On the Tools menu, click Options.
  3. On the Delegates tab, click Add.
  4. Type or select the name for the user of account A, click Add, and then click OK.
  5. In the Delegate Permissions dialog, click to select Editor (can read, create, and    modify items) for the items the owner of account B wants to provide you with access to.
  6. Click OK to close the Delegate Permissions and click OK to close the Options dialogs
  7. In the Mail Folders List, right-click  Mailbox – user    name, and then click Properties for ‘Mailbox – username.
  8. On the Permissions tab, click Add.
  9. Type or select the name for the user of account A, click Add, and then click OK.
  10. In the Name box, click to select the newly added entry for account A.
  11. In Outlook 2007: In the Permission Level box, click Owner, and then click OK.     In Outlook 2003: In the Roles box, click Owner, and then click OK.

This will provide Inbox access and Send from capability. If you need to share other folderss, repeat steps 7 through 11 for the other folders in the mailbox.

You are done with the set-up for account B.

Now you have to complete the configuration for your account (account A).

  1. Start from your (account A) system (or network account), log on and open Outlook.
  2. On the Tools menu, click Account Settings.
  3. On the E-mail tab, click the name of your primary account, and then click the Change icon.
  4. Click the More Settings button.
  5. Click the Advanced tab, then click Add and type the email address of account B, and then click OK to close the three dialogs.
  6. Click Next, click Finish, and then click Close. The mailbox for account B appears in your (account A) folder list.
  7. To send from the account B address, start a New Outlook message.
  8. Click Options > Show From Field
  9. Click From, then select the Name (account B) you want to send from
  10. Now send your email, and the From within the Inbox will appear as the Name of account B,         when the recipient opens the message (or displays in the preview pane) it will show it as         sent from you (your name) on behalf of the sender’s name (account B).

 

Sharing PoliteMail Templates & Email Content

Sharing PoliteMail Templates & Email Content with other PoliteMail users within your Account.

Share Email templates in Outlook
The concepts of sharing and ownership allow you to control who can see and use the email templates you create.

Understanding Ownership

By default, the user who creates the content is the owner of it. The owner is the only user, other than an admin, who may modify (save over) or delete that item. The owner may reassign ownership to another user, and may elect to share that content with other user (allow other users to view, edit). If is item is assigned to ‘All Users’ then all or any user will be able to view, modify or delete it.

Sharing Content with Other Users

Within a multi-user installation of PoliteMail, you can share email content including templates, graphic images, and file attachments with other users within your account. This data is never shared or otherwise distributed outside of your own PoliteMail account database.

The intent is to improve productivity and support standardization of messaging across your organization, without having to resort a complex content management system or being dependent upon the “hunt through the sent items” method.

Items are not shared by default. Only the user who creates the item will be able to view it within PoliteMail, until that item is specifically shared.

Sharing within Groups (Regions and/or Business Units)

The concepts of Regions and Business Units provide an additional level of control and organization for your content. These tools are available within the PoliteMail Enterprise Server or Cloud Server implementations. An additional user type of Manager also becomes an available option with these versions.

Regions and Business Unit organization limits the scope of the sharing, such that only users within the same region and/or business unit will be able to share templates and content. For example, a user in the Northeast region would be able to share a template with another user in the Northeast region, but would have no access to any templates created by users in the Southwest region. In the same way, a user in the Healthcare business unit would be able to share templates with other users within Healthcare, and would not see templates created by users in the Transportation unit.

By default, if a user belongs to a region or business unit, those settings are applied to any content they create, so once sharing is activated, it remains within that group. If a template needs to be shared with a wider audience, the content ownership may be assigned to a manager or admin user, and when they share it will be across all their available groups.

To assign a region or business unit to a content item (template, image, attachment), start at the PoliteMail menu at the top of the inbox, and click the Create Templates button. This will bring you into the Content Library view. Here, use the Template tab (or other content tab), then single-click an item, and use the Region or Business Unit pull-down lists to assign the group settings.

Note: If a user assigns an item to a group outside of their scope, they will no longer be able to view/modify that item.

Sharing PoliteMail Lists and Contacts

Sharing PoliteMail Lists and Contacts with other PoliteMail users within your Account.

The concepts of sharing and ownership allow you to control who can see your lists and contacts.

Share Mailings Lists in Outlook

Understanding Ownership

By default, the user who imports or creates the list is the owner of it. When importing, the user can assign ownership of the list to another person, or to ‘All Users’. When an item is assigned to ‘All Users’ then all or any user will be able to view, modify or delete it. The owner is the only user, other than an admin, who may modify (save over) or delete an item. The owner may reassign ownership to another user, and may elect to share the list with other user (allow other users to view, edit).

Sharing Mailing Lists with Other Users

Within a multi-user installation of PoliteMail, you can share mailing lists and contacts with other users within your account. This data is never shared or otherwise distributed outside of your own PoliteMail account database.

Lists are not shared by default. Only the user who creates the item will be able to view it within PoliteMail, until that item is specifically shared. To share a list, start at the PoliteMail menu at the top of the inbox, then select the Manage Lists button. Here, select any list you wish to share, then use Actions > Set Sharing.

Sharing within Groups (Regions and/or Business Units)

The concepts of Regions and Business Units provide an additional level of control and organization for your mailing lists. These tools are available within the PoliteMail Enterprise Server or Cloud Server implementations. An additional user type of Manager also becomes an available option with these versions.

Regions and Business Unit organization limits the scope of the sharing, such that only users within the same region and/or business unit will be able to share those lists and contacts. For example, a user in the Northeast region would be able to share a mailing list with another user in the Northeast region, but would have no access to any lists shared by users in the Southwest region. In the same way, a user in the Healthcare business unit would be able to share a lists with other users within Healthcare, and would not see any lists shared by users in the Transportation unit.

By default, if a user belongs to a region or business unit, those settings are applied to any list they create, so once sharing is activated, it remains within that group. If a list needs to be shared with a wider audience, the content ownership may be assigned to a manager or admin user, and when they share it will be across all their available groups.

To assign a region or business unit to a mailing list, start at the PoliteMail menu at the top of the inbox, and click the Manage Lists button. Here you may single-click on a list name, and use the Region or Business Unit pull-down buttons to assign the group settings.

Note: If a user assigns an item to a group outside of their scope, they will no longer be able to view/modify that item.

How to set-up your server system to run PoliteMail Server software

PoliteMail In-House Server License Implementations

PoliteMail Server System Set-up Guide

When installating a PoliteMail Server system in-house behind your firewall, your IS team will need to setup a Windows IIS Server (VM or dedicated) and connect to a SQL Server database (or allocate space on the corporate cluster).

Once the systems are prepared, you may run the PoliteMail Server installer on the Windows IIS Server machine, and the installer will create the necessary SQL databases.

This pdf file explains how to set-up and configure your systems prior to installing the PoliteMail Server software.

Download the PoliteMail System Pre-requisite Guide

PoliteMail Cloud Services Implementation

PoliteMail Corporate Account Set up Guide

When utilizing a cloud hosted PoliteMail Server system, there are just a few things your IS team needs to do to enable the PoliteMail Server to communicate effectively with your Outlook/Exchange infrastructure.

This pdf file explains how to set-up and configure your systems to connect with your PoliteMail Corporate Cloud Services Account.

Download the PoliteMail Corporate Cloud Services Account Set-up Guide

PoliteMail Server Manager Guide


PoliteMail Server Manager Guide PDF

Welcome to PoliteMail Server

This pdf file explains how to install and configure the PoliteMail Server software on a Microsoft Windows IIS Server system.

This document covers creating the databases and establishing the connection with SQL and Exchange, to adding users and configuration the system for operation.

Download the PoliteMail Server Manager Guide