Disabling ScreenTips in Outlook

The Problem: When hovering your mouse over an actionable item in Outlook, a contextual mini-window, known as a ScreenTip, appears which will open Outlook Help if clicked. This can be annoying.

ScreenTip

To disable ScreenTips within Outlook, simply go to File > Options and change the ScreenTip style setting to “Don’t show ScreenTips“, then click OK.

OutlookOptions

ScreenTips will no longer appear.

On-prem? Run the PoliteMail prereq script to prepare for installation

*Please note the prereq script needs a minimum of 1 GB of RAM to run.*

You should have received a download link for the prereq script from your account manager. If not, email serversupport@politemail.com for the link.

Copy and paste the prereq script to the server on which you will be installing the software.

Server

 

 

 

 

 

Extract the file onto a temporary folder on your C drive.

Temp Folder

 

 

 

 

 

 

Copy the file path.

Copy FilePath

 

 

Run Powershell as the Administrator.

admin

 

 

Change directory to the file path.

sve directy

 

 

Execute the script.

execute script

 

 

Enter the technical contact name.

enter technical contact

 

 

Enter the technical contact email address.

email

 

 

Enter the FQDN of the computer.

fqdn

 

 

An output will appear if the certificate matches the FQDN.

output

 

 

Once the script is run, it will install the necessary features and roles required to run the PoliteMail Server software.

When the script has completed, you will see a list of the roles and features installed, if any of them state “false”, fix the errors and re-run the script.

true or false

 

 

 

 

Next you will be asked to connect your SQL instance. Enter in the necessary information

Ready to Install

 

 

 

Once all steps are completed, you will be asked to email the results of the output file located in the temporary folder to your account manager who will create your user license.

Watch the video now:

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.

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.

Adding Graphic Images to a Message – v4.5

PoliteMail makes it easy to use and reuse graphic images within your email messages with the Add Graphic Image function.

You still have the ability to paste an image into your email or use Outlook’s insert picture command, but the email size will increase. This will cause the send process to slow down, particularly when sending to large lists. By using PoliteMail’s Add Graphic Image function, you will keep your list mailings small and fast.

Here’s how to add a logo, banner, picture or other graphic image to your email message:

1. Within Outlook’s email editor, place the cursor where you want the image to appear or select the image you want to replace.

2. Click PoliteMail > Add Image , browse to your image file (web format .jpg, .gif or .png) and then click Open.

Add Image

3. The image will appear in the body of the message (placed by reference) and will automatically be saved in the Content Library. Any images you have previously used will be available for reuse when you click on the Add Graphic Image button. You may also share saved graphic images with other users in your account.

To access saved images, go to Content > Images under your main PoliteMail tab. To share saved images, check off the box next to the image and click on Actions > Set Sharing. You can add new graphic images through this tab as well.

Content-Images

4. To wrap text around your image: select the image and use the Align Left, Right, or None buttons.

Note that if you paste in images or use Outlook’s insert picture function (instead of PoliteMail’s Add Graphic Image) your images will be embedded into your email message as file attachments. They won’t display as file attachments when sending to other Outlook users, however if you send to other email programs such as an iPhone, Hotmail or Gmail the images will show up as file attachments.

Writing Outlook compatible HTML code for email pages

Custom coding HTML pages to send via Outlook is NOT the same as coding a web page

Rules of the road for coding HTML pages to send in Outlook

First, understand that sending an HTML page to Outlook, is not the same as sending an HTML page from Outlook.

When you send HTML from Outlook, the Outlook editor (Word), is getting involved, and will rewrite your code.

The key to coding successful pages is understanding what Outlook is doing, and what code will actually work.

First, forget all your HTML5 and CSS techniques.

Code designed for modern browsers, and most CSS responsive design techniques, will not work properly.

Outlook uses Word to both render/display HTML, and to send it. When you put HTML code into the Outlook editor (for example, using IE > Send Page as Email or PoliteMail > Import HTML) Outlook will add Word (RTF) compatibility code, and will replace any CSS styles in the header with its own.

A benefit of this is you can copy and paste back and forth between Word and Outlook, and they will essentially work (although you will likely need to set your page margins to zero in Word for the layout not to fall apart).

Using the following coding rules will get you better results in Outlook, and in most other email programs being sent to (note that Outlook Online (OWA) and gmail tend to add extra space after a table cell).

  • Use inline styles, not CSS styles defined in the head of the page.
    In other words, you have define style tags on each element, and not rely on a class
  • Use table structures, not divs.
  • Do not use float (won’t work)
  • Fixed widths will yield more reliable rendering than percentage widths
  • Do not use background-image tags (won’t work)
  • If you don’t specify it, Outlook will include an alt, width and height on all img references.
    If you want an image to be a relative size or responsive, then place it inside a relative table structure, and set the img alt= tag to “mo_re100%”, and PoliteMail will modify the image specification on send
  • Any adjoining table cells td must contain the same identical padding (otherwise, Outlook will force it in and/or the page rendering will go astray).

    To achieve the spacing you want, you may embed a table inside the adjoining td, and add the padding to the inner td

  • Keep table structures limited to 3 nested tables.
  • If you are going to align images (left/right or center), limit them to 3 inside any one table.
  • For tables with long content that extends more then a tabloid printed page size (~23-24 inches) you will likely see unintended or unusual white space (breaks) in the page where you didn’t want it. This is some sort of Outlook/Word rendering bug, and the best way to avoid it is avoid long table cells, and use a series of stacked tables instead. If you are using an Outlook table structure with two td columns, and long content inside, you will likely need to redesign the page to have that side column broken up into separate pieces.

Social Link Tracking – v4.5

Social Link Tracking – v4.5

Social Link Tracking allows you to track metrics, such as click throughs, for links posted outside of PoliteMail. For example, you can generate a tracked link for your website, put it in a Twitter or Facebook post, and view the results in PoliteMail.

To use Social Link Tracking, click on the icon in your main PoliteMail tab. Give the link a name, input the source URL, and click Create. You can then copy and paste the Tracked URL into your Twitter post, Facebook post, etc.

Social Link Icon

Social Media Tracking

To view the results, go to ResultsSocial Link tabdouble click on the name of the link to view metrics.

Results Icon

Social Link Tab