Responsive Behavior Outlook 2013 – Images enlarged

Responsive Mis-Behavior in Outlook 2013

With the May 2015 update to Microsoft Office 2013, there has been a change in how web-referenced and embedded images are rendered in Outlook.

This change has resulted in abnormal responsive behavior of PoliteMail templates.

When you paste images into Outlook, or use Outlook’s Insert Picture tool, the images will be embedded into the message content. This means the file size increases with the image size, and the images will actually display as file attachments when sent to non-Outlook email programs.

When using PoliteMail > Add Image, you have the option (PoliteMail > Settings > Preferences > [ ] Embed Images with Message) of hosting the images instead, which reduces email file size by putting the images on the PoliteMail Server for your account and referencing them in the HTML code.

For some reason, Outlook will now expand embedded images to 100% of the outside container size, whereas referenced images are display at 100% of the actual size at most. The net result is embedded images will appear too large.

To prevent this behavior, using referenced images, or change the Alt tag in the image to prevent PoliteMail from making the images responsive (to the display container).

Select the image in the email, then right-click and select Format Picture or select Outlook Picture Tools > Expand the Format Styles menu (lower right icon).

Now click the Layout and Properties icon and expand the ALT TEXT option, and remove the mo_re100% text if you do not want PoliteMail to enable responsive images, or add it into the alt text if you do.
mo_re100%

How to Change Smart Attachments – v4.5

To change a Smart Attachment that you sent in a message, follow the steps below.

Upload the new, corrected Smart Attachment. To Upload go to Content>Smart Attachments>New.

Content-Smart Attachments

Delete the Smart Attachment you want to replace by selecting it in your Content Library then clicking on the X.

Delete smart attachment

Go back to the new Smart Attachment and click Edit>Change the name to that of the original Smart Attachment that you just deleted.

Edit

The link in the message will now redirect to the new Smart Attachment.

Geographic Location Data

PoliteMail Geographic Reporting

PoliteMail v4.5 will now convert recipient IP address information into geographic data, so you may view a map of your open and click interactions. This map view enables drill-down to a city level view.

In anonymous and aggregate tracking modes, PoliteMail will store the longitude and latitude data from the IP conversion using the IP/Geographic database, but will not store the IP.

Note: There is a current issue with load-balanced accounts running on the Amazon EC2 platform, whereas the load balancer does not pass through the original IP, resulting in all traffic appearing on the Map as-if it were occurring from one location (the server location). We are currently working to resolve this issue.

PoliteMail v4.5 now includes GeoLite2 data created by MaxMind, available from http://www.maxmind.com.

The GeoLite2 databases are distributed under the Creative Commons Attribution-ShareAlike 3.0 Unported License.

Contacting Support

Contacting Support

If you are experiencing technical issues with your PoliteMail account, please reach out to our server support team.

In your main PoliteMail tab, click on the Request Support icon.

Request Support Resized

 

Clicking on the Request Support icon will generate an email with your account information and an error log that will aid our server support team in troubleshooting the issue. Enter a brief synopsis of the issue you are experiencing and add screenshots if applicable.

Support Email

Once you send the message, a support case will be automatically created for your request and our support team will respond.

You can also reach out directly to our support team via:

Email: serversupport@politemail.com

Phone: (603)-610-6111 ext. 3

Adding Trackable Links to Messages – v4.5

PoliteMail automatically tracks any link within your email (as long as it appears as a link and Outlook has underlined the link). You may type or paste link URLs directly into your email as you normally would in Outlook. To create text or image links in Outlook:

  1. Highlight/select the text or image to want to make into a link.
  2. Use the Outlook menu Insert > Hyperlink. This will open Outlook’s Insert Hyperlink dialog.
  3. Type or paste the full URL (including the http:// part) into the Address field and click OK.

Insert hyperlink

NOTE: Links must have http:// or www. at the beginning of the URL to work.

To update a Link URL:

  1. Go to the main PoliteMail tab within your Inbox > Content > Links.
  2. Browse or search for the link you previously sent and would like to edit.
  3. Once you find it, select it then click Edit. Edit the URL then click Update.

Now when your recipients click the link you had sent, they will arrive at the new URL.

 

How to create a subscription list – v4.5

How to create a subscription list

A subscription list enables your recipients to opt-in and opt-out of the list themselves. Subscription lists for newsletter and other publications can be created by following the steps below.

First, you will need to create a Mailing List within PoliteMail.

From the main PoliteMail toolbar, select Lists > Mailing Lists. You can create a New list manually, import a CSV file containing the recipients or import an Outlook/Exchange distribution list. To import a list, click on Import > Select either CSV or Outlook/Exchange > Follow the import prompts.

Lists-Mailing Lists

 

Import List

Once a PoliteMail Mailing List is created, click on Edit and change the Subscription column to Yes.

Subscription List

Once a list is enabled for subscription, opt-in form is automatically created and can be accessed by checking the box next to the list name, select Actions > View Opt-in Page. To edit the opt-in page, select the list > click on Actions > View Opt-in Settings.

Select List

List-Actions

Once a list is enabled for subscription, it will automatically appear on the opt-out page as an option.

 

Adding a Simple Survey – v4.5

Adding a Simple Survey – v4.5

PoliteMail has a Q&A control that allows you to include a simple survey in an email message. Survey questions can be set as 5 star ratings, mood type, yes or no, or multiple choice selections. If permitted, the user can see the vote tally immediately after clicking on the vote.

To include a survey in your message:

1. Click on the Q&A icon in the PoliteMail message tab.

Simple Survey Icon

2. Select which type of survey you would like to use

a. 5 star rating

b. How do you feel about this? (Mood type)

c. Like, dislike

d. Like, dislike, OK

e. Yes or no

f. Yes, no, or maybe

g. Question A, B, C

h. Question 1, 2, 3

Survey Types

3. Type your question into the Question text box.

Survey Question

4. Click on Add.

5. You will receive a pop up that asks if you would like users to see the results of the survey. Select yes or no.

Survey Question 2

6. If you are using a multiple choice survey type, you can change the answer text to your desired answer options. Note: These selections are hyperlinked, so when changing the text make sure you do not break the link, as this is what tracks the answers.

Survey - Multiple Choice

To view the results of your sent survey:

  1. Go to the main PoliteMail tab in your Outlook.
  2. Select Results > Messages.
  3. Double click the email message.
  4. At the bottom of the message results screen you will see the Q&A Results.

Survey Results

Note: Message recipients can change their survey answer at any time and the results will adjust accordingly. This won’t count as an additional vote, it will simply override their previous answer.

New Features in v4.5

Geolocation Mapping

Now see where your opens and clicks are coming from.

Geolocation

Key Metrics Over Time & Read-Time Charting

More visualization options for more intuitive analysis.

Metrics Over Time

Modernized Data Grid Controls

Adjustable data columns (with memory) allow you to create your own list views.

Grid Controls

Filtering, Sorting and Exporting

Grid views now contain key metrics and enable filtering, sorting and exporting of all data and calculated fields.

Filtering

Report Archiving and Data Caching

For faster, more efficient email metrics reporting, with automatic database growth controls.

Report Archiving

More Mobile Responsive Designs

Create more modern, flexible email layouts that read well on desktops and mobile devices.

Mobile Responsive Designs

RESTful API and ODATA connectivity

Create custom applications or Excel PowerView mash-ups using PoliteMail functionality & data.

RESTful API

Adding Users to Your PoliteMail Account (v4.5)

Adding Users to Your PoliteMail Account (v4.5)

Settings-Users

As the PoliteMail Admin user, start from PoliteMail Account Settings, and select the Users tab.

PoliteMail for Outlook is licensed on a per-seat basis, so one User may send from multiple email addresses (e.g. their own personal email address and a shared mailbox), but each person who sends PoliteMail messages from any email address (even a shared mailbox address) requires a PoliteMail for Outlook license.

One user may install the PoliteMail for Outlook software on multiple machines for their own use (e.g. a desktop and a laptop), however multiple people may not share one license.

New User

To Add A New User:

You will see a list of PoliteMail Users currently within your account, and on the top bar will see a count of available user licenses which you may assign. To assign one of these licenses, click the New button, then enter the new User’s name and email address information.

New User-2

There are three user types available, Admin, Manager and User.

Admin users may assign/reassign licenses, may access all other user’s tracked send and results reports, and see/modify any other user’s templates or lists.

Managers of a Group (Region and/or Business Unit) may access user reports within their group.

Users have access to reports for their own sends and any content (templates/images) or lists they create, or any content or lists shared by other users within their group. Users may explicitly share templates and lists with other users within their group.

Learn more about PoliteMail Groups

Note that when the Send Setup Email box is set to Yes, PoliteMail will automatically generate an email which you can send to the User, containing their PoliteMail Server connection credentials (email, registration key, and server name).

You can choose to send the setup email in HTML or text format, and include the software download link within the email or simply send the credentials.

Send Setup Email

To Reassign A License To A New User:

A PoliteMail license may be reassigned at any time. Simply double-click on any user name within the list, and reassign the license by editing the name and email address within the dialog, reset the password key, then click save.  When Send Setup Email is set to Yes, PoliteMail will automatically generate an email to the new user email address which contains their PoliteMail credentials. Note: The previous user’s data (including tracked sends and results, templates, lists, images, etc.) will remain in the account unless manually deleted and become accessible to this newly assigned user.

To Reset A Registration Key

If a PoliteMail user loses their registration key, or they get a new machine and need to reinstall PoliteMail but do not have a copy of their existing registration key, the Admin may reset the registration key by double-clicking the user name, and clicking the Reset button within the Modify User dialog box.

To Delete a User (free up a license)

Select a user or user(s), then press the X button on the menu bar.

IMPORTANT NOTE:  When you delete a user, you will lose the tracking data associated with that user (all their tracked sends and results).  To keep this data, reassign the license to a different email address instead of deleting.

Deleted users will  also lose access to any owned templates, images, smart attachments.

Before deleting the user, ownership should be set to all users, with sharing turned on before the user is deleted.

Assigning Users to Groups:

Users may also be organized into different groups (Regions and/or Business units) which control how content, lists and reports are shared.