The PoliteMail plugin for Microsoft Outlook is easy to install. It is easily integrated into Microsoft Outlook and makes switching between Outlook and PoliteMail messaging simple.

This article provides a checklist to assist you with sending effective communications through PoliteMail with ease and consistency.

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Sign in to PoliteMail

1. Log in to Microsoft Outlook.
2. From the Outlook ribbon, click PoliteMail to expose the PoliteMail ribbon.
   
3. Click Server Connection.
   
4. Now, you can verify that you're sending the message from PoliteMail and not Outlook. Verify these options:
   
   1. PoliteMail Server is set to pm1.uchicago.edu
   2. Send Email Via: is set to the PoliteMail Server.
      
5. Click OK.
6. Now, you'll be prompted to sign in to PoliteMail. Enter your UChicago email address, then click Next.
   
7. Next, enter your PoliteMail password. Click Sign In.
   Note: Your password may be present already.
   
8. Now you are ready to send a message through PoliteMail.

Set Up the Mailing Preferences

Once you've signed into PoliteMail and verified that you are connected to the PoliteMail server, you can set up your message's mailing preferences. These basic preferences settings should be turned on each time you send a message to ensure you can manage your message efficiently.

Set the Tracking Option

The PoliteMail Tracking feature is used to track when a message has been opened or read by your recipient. Instructions for doing so are found below. To learn more about this feature, read PoliteMail's article Understanding PoliteMail Tracking Modes.

 

1. On the Outlook ribbon, select Home, then select New Email. A new (untitled) message will appear on your screen.
   
2. From within your untitled message, select PoliteMail on the ribbon to expose the PoliteMail ribbon.
   
3. From the ribbon, select Message to display the Message ribbon and options.
   
4. Next, you want to enable the Tracking feature which will allow you to see who has opened your message and read it. Click on the PoliteMail Flag button, which is a toggle button to turn on and off the Tracking option. Individual Tracking tracks individual interactions with the email message and stores the recipient's name and email. 
   
   
   Tip: To turn off tracking, click the PoliteMail Flag button again.
   

Set the Sender's (From) Address

Before sending a message, be sure to verify and set the From (sender's) email address. You can do this by following these steps:

1. While in an open message, select Options on the PoliteMail ribbon.
   
2. In the From field, select the sender's email address. The default From email address should be your email address. Select the Other Email Address option when you are delegated to send a message as on the behalf of another individual.
   

Set the "Direct Replies To" Option

When sending messages, you have the option to get the replies sent back to you or direct them to another individual. Instructions on how to change the Direct Replies To option are below:

1. On the PoliteMail ribbon, select Options, then choose the Direct Replies To option. 
   
2. In the Delivery Options section, place a checkmark next to the Have replies sent to field, then select your name, or choose another name from the Select Names drop-down menu.
   
3. Select Close.

Suppress Auto Replies

Auto replies can be overwhelming to your inbox when sending large mailings. You can turn off the Auto-Reply function in one simple step:

On the PoliteMail ribbon, select the PoliteMail Flag, then select Suppress Auto-Replies from the drop-down menu.

Set the Return Path Option

When you are sending messages, it's important to know when a message was undelivered. You can set the Return Path option to receive the undeliverable emails. Simply, follow these steps:

1. On the PoliteMail ribbon, select PoliteMail Flag, then choose Return Path from the drop-down menu.
   
2. From the Return Path dialog box, checkmark the check box next to the Have returned email to: field, then enter the email address, or
   
   Select a specific email address by selecting the Select Name button, then choose an email address from your Microsoft Outlook Global Address List (GAL). All undeliverable PoliteMail messages can be monitored from the email address inbox you selected.
   
   Tip: Set up a specific Microsoft Outlook folder and a filter to file away your PoliteMail undeliverable messages.

Prepare Message for Sending

Use Templates

Each department has templates that are specific to each unit. There are also some general global templates. You can select a template by clicking through these menu options Home > New Message > Politemail > Messages > View Templates > My Templates. To add one to a new message, simply select one.

Embed Images

You can use images for UChicago branding and to enhance your communications using PoliteMail. You will find UChicago departmental approved images by following these steps:

1. From the PoliteMail ribbon, select Add Image.
   
2. Select an image from the drop-down list of images, or select View in PoliteMail Builder to view and choose an image.
   
3. Select your image(s) from the displayed images, then drag your image(s) to a location(s) within your message. Resize them as needed.
   

Add Smart Attachments

If you need to send an attachment with your message, use the Smart Attachments option located on the PoliteMail ribbon. 

1. From the PoliteMail ribbon, click Smart Attachments.
   
   You can also choose View in PoliteMail Builder to select shared attachments, such as a form.
   
2. Select the paper clip icon to browse your Smart Attachments.
   
3. Now you are ready to browse the files to select your Smart Attachment. Click the Private checkbox to not share your attachments with other individuals or groups.
   

Verify Email Count in Mailing Lists

When sending a message to a large group, it's best to check to see how many people will receive the message. You can get this information by:

1. From the PoliteMail ribbon, click Message, then select the PoliteMail Flag. Choose Get Recipient Count from the drop-down menu.
   
2. A new dialog window will appear that displays the your recipient count. Select OK to close the window.
   

Send a Pre-Flight Test Message

It's a good practice to send a test message before sending out your messages in order to check your links, images, and layouts within different email apps and to check for errors.

You can send a test message by clicking through these steps: PoliteMail > Message > PoliteMail Flag > PreFlight Send Test Message. This step will create a copy of your message that you can send to yourself or a test group. The subject line will also now begin with PREVIEW.

Scheduled Sends

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. Your 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 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.

Support

If additional technical assistance is needed, complete the PoliteMail Support form.