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.


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

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


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.


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.


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.


Adding Users to Your PoliteMail Account (v4.5)

Adding Users to Your PoliteMail Account (v4.5)


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.


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.

Scheduled Sends – v4.5

How to use the scheduled send feature

You can create PoliteMail mailings ahead of time and schedule them to be delivered at a specified date and time.

You will need to be connected to the PoliteMail Server via your Server Connection to use the scheduled send feature.

Server Connection

Send Email Via

To schedule a send:

  • Address and create the email you want to send out
  • In the PoliteMail tab, click on Scheduled Send
  • Check the “Do not deliver before” box and enter the date and time that you want the email to be sent at, then click Save
  • Send your message.

Scheduled Send

The message will then be sitting in your Campaigns library (Campaigns > Scheduled Sends) until your message is sent out. If you change your mind and do not want to send the message, you can go into Campaigns > Scheduled Sends > Check the box next to the message and click on the X icon at the top.

Campaigns-Scheduled Sends

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

PoliteMail Metrics Definitions – v4.5

PoliteMail Metrics Definitions
Sent Total recipients message was addressed to [count of members in list(s)]
Devices Unique devices tracked (devices identified via browser agent)
Impressions Total number of all previews/opens (non-unique, total open count)
Undeliverables Hard bounces (returned to a mailbox PoliteMail is monitoring) Does not work with Aggregate tracking
Out of Office Out-of-office replies (returned to a mailbox PoliteMail is monitoring) Does not work with Aggregate tracking
Opt-Out Opt-out or unsubscribe action taken on this message
Opt-In Opt-in (to a PoliteMail subscription list)
Words Word count in message
Images Image count in message
Time to Read Time to read entire message content at 200wpm
Desktop Email accessed via desktop/laptop computer, as identified via browser user agent
Mobile Email access via a mobile device, as identified via browser user agent
Desktop Avg Read Average read time on computer
Mobile Avg Read Average read time on mobile device
Desktop Click Thru Click thru rate from computer
Mobile Click Thru Click thru rate from mobile device
Open Rate An open occurs when the message content (tracking image) is requested from the PoliteMail Server.  Opens are a unique count of messages opened (or previewed) at least once, by individual recipient (by unique device in aggregate).  Open Rate = Opens / (Sent – Undeliverable)
Multiple Opens Count of individual recipients with more than one open, of more than 3 seconds in duration (a quick preview < 3 seconds and is not counted)
Didn’t Open No data recorded, message not opened or images/content not downloaded
Ignored (<3 sec) Individual recipients who opened, but had the message open for less than 3 seconds. (of unique devices in aggregate)
Skimmed (<30%) Individual recipients who had the message open for less than 30% of the content length (in time)
Read Rate (30%+) A read is an individual recipients who had the message open for at least 30% of the content length (in time). Sums all non-ignore opens by individual recipient. Read Rate = Reads / (Sent – Undeliverable)
Engaged Reads (50%+) Individual recipients who had the message open for over 50% of the content length (in time). Sums all non-ignore opens by individual recipient.
Multiple Reads Individual recipients who had more than one read (>30% time open)
Left Open A read-time of over 150% of the Time to Read is considered left open
Avg Read Time Average of all Read Times (excluding noise of sub-2 second read times and read times (left open) > 150%) Average Read Time = Sum Read-Time / ReadTimes
PercentRead = Average Read Time / Time to Read
Click Through Rate A click is an individual recipient (unique devices in aggregate) who clicks at least one link in the email message.  Click Through Rate (CTR) = Clicks / (Sent – Undeliverable)
 Attention Rate Attention Rate = (Skimmed + Reads) / Opens Attention Rate highlights if the From address, send day/time and subject line are working to get the recipient’s attention
Effective Rate Effective Rate = Click Through Rate / Opens Effective Rate is the ratio Clicks to Opens, which indicates how effective the call to action was at getting clicks, counting only those you know had an opportunity to see it (opens)
Engagement Engagement Rate = PercentRead + (1-PercentRead * CTR) Calculation which combines Average Read Time and Click Through Rate into one metric which will not exceed 100%
Multiple Clicks Individual recipients (uniqe devices in aggregate) who clicked more than one link (or same link more than once)
Didn’t Click Individual recipients who did not click any links in the email
Total Clicks Total count of all clicks (non-unique count)
Total Links Total links included in the email message
Total URLs Total unique URLs included in the email message
Content Utilization Content Utilization = Clicked URLs / Total URLs Ratio of unique URLs clicked to unique URLs included in message
Likely Forward Tracked messages which were opened by 3+ unique devices
Replies Individuals who replied to the message