PoliteMail is a Microsoft Outlook plugin that allows you to send a targeted email to a distribution mailing lists. It is easily installed and integrated into your Microsoft Outlook desktop application.

This article provides answers to the most frequently asked questions related to PoliteMail. Select a topic below to learn more.

---

General

Does PoliteMail replace Bulkmail?

Yes, Bulkmail was retired in April 2021.

Will my department be billed for PoliteMail?

As of spring 2021, departments will not be billed. As the user base expands, the billing process will be reevaluated.

How do I get access to PoliteMail for my department?

Complete the PoliteMail Support request form.

Access and Setup

Does PoliteMail run on any operating system?

PoliteMail currently runs best on Windows 10 computers but can be installed on a Mac using a virtual desktop machine (VDM) setup.

How do I remove PoliteMail from my Outlook application?

PoliteMail must be uninstalled via the Programs and Features application in the Windows 10 Control Panel. You can find instructions to install/uninstall apps in Windows in this article Uninstall or remove apps and programs in Windows 10.

If the app is installed on a Mac, you'll need to uninstall it from your virtual desktop machine. Contact IT Services for support.

What is the PoliteMail server name?

The PoliteMail server is called pm1.uchicago.edu.

How do I change my PoliteMail password?

PoliteMail passwords are generated randomly. If you have forgotten your password, request a password reset by submitting the PoliteMail Support form. 

Functionality and Tools

Are there PoliteMail templates that I can use for my communications?

Yes, there are templates shared amongst each department, and you can save messages as templates to create your own.

How do I get permission to become a "delegate" so that I can send a message under someone else's name?

Be sure to answer all questions related to being a delegate on the PoliteMail Support form. This will require approval from your delegator, so be sure to copy this individual on your request.

How can I save a draft of a message?

The message itself is a normal email that can be saved using Microsoft Outlook's Save feature. However, consider setting up a PoliteMail template if the message will be used more than once. You can do this by clicking on the PoliteMail tab in the message, then click Save as Template in the HTML Templates section of the ribbon.

How should I name the templates I've created?

Personal templates can be named as you please. Templates intended to be shared with your department should start with the name of your department, followed by a hyphen (-), and then your template title.

How do I get access to email lists for my mailing? Who are the contacts?

Contact your department's or business unit's PoliteMail manager to obtain access to shared lists. If they are unable to grant you access to a list, submit a PoliteMail Support request to copy an existing list or import your own using a comma-separated values (.CSV) file.

What's the best spreadsheet format for uploading my email lists to the PoliteMail Server?

The minimum requirement is a column of email addresses, with the first row being a header row. Other columns such as first name and last name are optional but also must use the first row as a header. Your spreadsheet must be saved as a comma-separated values (.CSV) file which saves your data into a delimited text file that uses a comma to separate values. In this case, each row (a record) has fields (columns) that are separated by a comma.

What image size(s) work best for PoliteMail templates?

Best practice guidelines for adding images can be found in the Image Size Used in PoliteMail Templates - Pixel Dimensions for Banners and Pictures knowledge article.

How do I track the number of people that opened my email message?

1. Locate the message that you sent and desire to track.
2. From the PoliteMail ribbon, select Results, then select Messages from the drop-down menu. A table will load up then appear showing all of the messages you've sent.
   
3. Highlight the message, click the checkmark next to the message, then scroll to the Open column within the table. Locate the message Open percentage.
   
4. Select the Open rate to obtain more details, or select the Email Metrics tab located above the table. In this example, the open rate is 71.42%.
   

I want to send a message at a future date. Does PoliteMail have a scheduling function?

Yes, PoliteMail has a scheduling function. You can send a tracked message at a future date and time using the Scheduled Send feature. The message gets sent from your Outlook outbox and is held securely on the PoliteMail server until the date and time you've specified. Scheduled messages are sent whether you are online or not.

Tip: Don't forget to perform a preflight test message before using this feature in order to avoid errors.

You can set up this feature in these few steps:

1. From the PoliteMail ribbon, select Message > PoliteMail Flag > Scheduled Send.
   
2. Setup the Schedule Message Delivery information by:
   
   1. Select the radio button next to the time zone you desire the message to use. You can choose between your time zone or the recipient's time zone.
   2. Place a checkmark in the box next to During working hours only which will delay the message until the next available working hour. Tip: Set a specific time. See step C.
   3. Place a checkmark in the box next to the Schedule Send for: option, then select a date and time from the date and time drop-down menus.
      
3. Select Save.
4. Now you are ready to send your scheduled message. Select Send.

Troubleshooting

I've been approved for a PoliteMail license but haven't received my welcome email. What should I do?

Double-check your email's spam or junk folders, as sometimes the email system will flag the sender as potential spam. If that search is unsuccessful, please submit a PoliteMail Support form.

I lost my PoliteMail password. How do I retrieve this information?

Request a password reset by submitting the PoliteMail Support form.