Quick Start Guide

©2014 PoliteMail Software. All Rights Reserved.DOC REV #PM4.0-QSG-140427.2

Getting Connected PoliteMail Tools in Outlook Sending Tracked Email Creating Messages Measuring Results

Before you can start sending and tracking email messages, you must first activate the PoliteMail for Outlook software and connect to the PoliteMail Server for your account.

You should have received an email containing your PoliteMail Account information (from support@politemail.com or from your IT or PoliteMail program administrator).

Establishing Your Server Connection1. The Server Connection (formerly Connection Settings) dialog

may display automatically upon installation, or when you click the PoliteMail tab and click Server Connection.

2. In the Email Address field, enter your PoliteMail Account email address (usually your default Outlook account address), as indicated within the PoliteMail Account Information email.

3. In the Password field, enter the Password Key you received within the PoliteMail Account Information email.

4. In the PoliteMail Server field, enter the domain name specified for your PoliteMail Account.

5. In the Send Email Via field, select one of the following: Your Outlook Outbox - Messages will be routed through the normal Outlook/Exchange mail flow. Select this option if a) you primarily send to small DLs (< 1,000), as 1 individually tracked message for each recipient in the DL will go into your Outbox (but just 1 in your Sent Items), or b) you plan to send to larger DLs using the Aggregate Tracking mode. PoliteMail Mail Server - Routes messages through the PoliteMail Server then to Exchange via SMTP. Select this option if you routinely send to large DLs (> 1,000) and are sending using Individual or Anonymous tracking modes. Requires IT configuration to work.

6. Leave SSL checked, PoliteMail Server utilizes the Secure Socket Layer for encrypted communications, you would only uncheck this setting if required by your IT staff.

7. Click OK to save your settings.

Getting Connected

PoliteMail Tab Provides access to the tools PoliteMail adds into the Outlook interface. Different tools are available from within the Inbox and Message Windows.

Automated Undeliverable & Out-of-Office Management PoliteMail will automatically unclutter your Inbox, by tracking and removing those mail items for you.

PoliteMail Tools in Outlook

Settings Manage users, preferences & system settings.

Lists Import & manage mailing lists from Excel/CSV files.

Content Create & manage shared templates and images.

Campaigns Create & manage campaigns, view scheduled sends.

Results View email metrics reports and analytics.

Help Find answers in the PoliteMail Help Center knowledge base.

Analytics Integration Enable your web analytics to report on email traffic.

Social Link Tracking Create trackable links for use outside of email.

Real-time Panel Show or hide the PoliteMail information panel next to your Outlook Inbox

Request Support Contact PoliteMail support team for assistance.

Process Undeliverables Remove undeliverables from the Inbox.

Send To Simply type in or select your distribution list from the Global Address Book as you normally would.

Simply Click PoliteMail The only thing you have to do differently within Outlook to track and measure your email results is to click this PoliteMail button prior to sending. PoliteMail can be just that easy.

Sending Tracked Email

Assign to Campaign Select a campaign to include this message within for reporting purposes. Messages may also be assigned or reassigned later.

Individual Tracking Generates one individually tracked email for each recipient. Within reporting, you get totals and percent to audience metrics with the ability to drill down to see who did what when.

Anonymous Tracking Generates one email per recipient, but, for privacy compliance, disassociates name and email from interactions. Within reporting, you get totals and percent to audience metrics, but are not able to determine who did what when.

Aggregate Tracking Tracks the message, not the recipients. No PII collected. Within reporting, you get totals and metrics by unique device accessing the email message, instead of by recipient.

Send From Choose any email address available within your Outlook account, including shared mailboxes and email aliases.

Mailing Lists To send to a list you have imported from an Excel/CSV file, Use PoliteMail > Mailing Lists

Sent Items No matter what size list you send to, or what tracking mode you use, just one copy of the email message is stored in the Sent Items folder

Start with a new Outlook message

Creating Messages

Personalize Address recipients by first or full name, or other imported data.

Add Graphic Place graphics into your email without increasing file size.

Smart Attachment Add a trackable file attachment to your messages (as a link).

Q&A Survey Add simple survey questions and polls to your email message.

Templates Select or create HTML email pages without coding.

Preview Test Create a copy of the message for a test send.

Add Analytics Tracking Include web analytics tracking codes within the email message.

Save As Template Save message as a PoliteMail template for reuse or sharing.

Enable Opt-out Adds automated opt-out link for compliance and/or subscription management

Schedule Send Schedule email to be sent on a specific date and time (without Outlook running)

PoliteMail Tab Provides access to the PoliteMail tools within the Outlook message window.

Mobile Aware PoliteMail templates provide mobile aware and mobile optimized HTML formats you may use and modify without any HTML coding required.

Use Any Message Format With PoliteMail, you keep the familiar flexibility of Outlook. Create messages the way you usually do. Edit in Outlook, copy and paste from Word, open an OFT file, import HTML, or use the PoliteMail HTML Template Builder.

Measuring Results See Results Simply double-click on the tracked message to view the resulting email metrics. You may also run reports by Campaign, List, Sender or for the overall Account.

Open Rate An open is any content download, including previews. PoliteMail tracks total opens as impressions, and unique opens are counted for calculating the open rate.

Read Rate PoliteMail tracks how long the message is open, giving you a measure of read-time. Use the average read time to monitor messages without links. Read times are put into various categories: Ignored (<3sec), Skimmed (<30%), Read (> 30%), Engaged (>50%) and left-open (> 150%).

Click-Through Rate This metric is the percentage of recipients who clicked at least one link. PoliteMail tracks each URL and link clicked within your email message, as show in the Click Details section.

Export to Excel & Word Get your reporting data into an Office document for printing, sharing or analysis.

Follow-up Send follow-up to everyone who didn’t open or who did or didn’t click a specific link.

Desktop & Mobile Measure and differentiate between desktop and mobile devices.

Attention Rate Ratio of at least skimmed to opens, tells you if people are getting past your subject line and into the content.

Effective Rate Ratio of clicks to opens tells you how effective your call to action is at getting people to your destination content.

Engagement Rate A combination of average read-time and click-through rate, tells you how engaged your audience was with this message.

©2014 PoliteMail Software. All Rights Reserved. PoliteMail and Salestream are registered trademarks of Bootstrap Software Partners, LLC. Microsoft, Windows, Outlook, Office and Exchange are registered trademarks of Microsoft Corporation.

Need more help?

Visit our help center:kb.politemail.com

File a support request:Use PoliteMail > Request Support to submit your support ticketsupport@politemail.com

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