PoliteMail 5.0 or PoliteMail online
Go to POLITEMAIL> Account > Settings > User Preferences.
With 5.0, Admins can now set Global Preferences and lock them. A global preference will be applied to every user on the account. For example, if the Admin sets List Expansion to Graph, and sets it as a Global Setting, all users will see Graph already selected as the default in their User Preferences.
Locking a preference will prevent users from changing it. For example, the Admin locks the Graph setting for list expansion. Now users will not be able to change the setting.
Below is the list of all the preferences, a brief description, and their permissions. Preferences marked with a green triangle are new in 5.0.
Go to PoliteMail > Account Settings > Preferences. Please keep in mind that PoliteMail Preferences are user specific, and must be adjusted by each user before using PoliteMail.
Adjust as needed. PoliteMail recommends the following settings:
Tracking Default: Set to the one you'll be using the most. If the Administrator has removed a tracking option, it will not appear here. For more information about tracking click here.
Enable Opt-Out (Subscription in v. 4.9+): Uncheck this. You have the option to set specific DLs to have opt-out options in the sending mail settings.
Use Exchange Web Services to expand distribution lists: Check this for fast data retrieval. If you are using PoliteMail v. 4.954+ you have the option to enable Fallback Expansion. Click all the options used to expand distribution lists.
Use Exchange Web Service Cache Files or Allow PoliteMail to cache distribution files?: Check this for Fast Expand. PoliteMail will hold cached data for 24 hours, resulting in faster data retrieval. For more info about Fast Expand click here
Use EWS Server if applicable.
Re-establish List Warnings: In later versions of PoliteMail you have the option to disable list warnings. PoliteMail will send list warnings if it can't expand a distribution list, or if there are discrepancies with contacts.
Embed Images with Message: Keep this unchecked, otherwise, attachments will increase your email size. Use PoliteMail's Add Image instead.
Hide PoliteMail Panel: Keep unchecked for easy access to the PoliteMail Panel.
Override Word Count: Keep this unchecked unless you are planning to compose emails in more than one language. Information about Override Word Count can be found here.
Set a Default Template: This optional feature will allow you to make one of your templates the default. When the user creates a new template with the PoliteMail Builder, the default template will be loaded. The Default Template will be denoted with a green box in the PoliteMail Builder.
Assign to Default Campaign: If you have all your emails going to a specific campaign, it may be helpful to check this box. However, if you are planning on sending many different types of PoliteMail emails, keep it blank. You can always assign specific emails to a campaign in the PoliteMail New Mail settings.
Prevent Unintentional Sends: This is very helpful in making sure you don't accidentally send an email without tracking on. By checking this and setting the recipient count parameter, PoliteMail will automatically scan your outgoing PoliteMail messages and ask you if you want to put tracking on if the recipient count is greater than the parameters you have set.
Automatic Undeliverable Contact Deletion: Check this if you want contacts removed after a specified number of bounces.
Using More Than One Inbox? (Monitor Other Inboxes) By default, PoliteMail will monitor your primary Outlook inbox folder for any replies, out-of-office messages and undeliverables related to tracked sends.
If you are managing or sending from multiple mailboxes, you have the ability to let PoliteMail know to monitor those inboxes for incoming messages.
Scroll down to Using More Than One Inbox? > Add
Select the secondary Inbox folder > OK
Note: This procedure will also work for those who have set-up Outlook rules to automatically move messages from the Inbox into designated folders. You can set your designated folder as one PoliteMail should monitor (instead of the Inbox).
If you have existing undeliverables you want tracked from those folders, select that secondary Inbox folder within Outlook, and use the PoliteMail > Process Undeliverables option to start the process.
After a bit of processing time, those messages should be removed from the inbox, tracked by PoliteMail, and moved to the PoliteMail Undeliverables folder.