One of the most common use cases for PoliteMail lists is when you have hundreds of individual e-mail addresses but they are not on a dedicated distribution list. Instead of pasting them all in the To: field, which will increase the size of your e-mail, it is recommended to create a PoliteMail list from a .csv file. By using a PoliteMail list, it will reference the recipients from the PoliteMail server, thus keeping the message header small and allowing larger recipient lists.
Note: PoliteMail lists are created manually, and they are not updated automatically. To add new contacts to the list, double click on the list, and then choose New. You can then enter in the information manually. Or, you can add the new contacts to the original .csv list, and then import it again.
How do I create a PoliteMail list?
We recommend creating a .csv file through a program like Excel with contact information for recipients. Double check to make sure there is a header that is titled email in one of the columns. Additional information like name, address, etc. can be added into other columns as well.
Save this list as a .CSV file.
Navigate to Outlook > PoliteMail > Lists. Once you’re in the Data Grid, go to Import and then choose either CSV, Outlook/Exchange, or EWS.
You will now be brought to the Import Contacts window.
Selecting New Mailing List Name will create a brand new mailing list. By default, its the name of the .csv file with a timestamp. This can be helpful when working with lists that need to be updated often. If you choose Select Existing Mailing List, this will append any new addresses onto the list, but it will not remove old contacts. If you need to remove contacts from a list, it’s recommended to do a fresh import of the list with the autogenerated timestamp.
When choosing the Contact Owner, when it’s set to the default All Users, the contacts can be viewed and shared by everybody. However, if you change the contact owner to a specific person, only this person will be able to see the contacts and the metrics associated with them.
Assigning a Category to your contacts will allow for further organization of your contacts and offers a quick glance at your relationship with those contacts. Click here to learn more about Category contacts.
You can choose a Source for your contacts as well.
Clicking Next will bring you the second page, where you can map your .csv data to corresponding columns. You’ll want to make sure the information you have entered matches the data fields. You can change them by using the pull-down menu in the “Map your import to the PoliteMail data fields” column.
Clicking Import will create a list to use via PoliteMail.
Using A PoliteMail Mailing List
When sending out communications, double check to make sure that the PoliteMail lists are being utilized.
Open a new email and select PoliteMail > Send to List
Choose your PoliteMail list. Successfully uploaded PoliteMail lists will have yellow flag logo next to them.
Once selected, it will be placed in the To: field. It can then be moved into other fields such as the CC: field.
You will notice the email address on the list references the hostname to connect to your PoliteMail Server. This means that it will only be recognized by PoliteMail.
If you attempt to use a PoliteMail list on an untracked message, it will fail and not deliver.
For Distribution Lists not stored on your PoliteMail server, we recommend always clicking on To and pulling the contacts or lists. While the contacts may populate in the field when manually entering them, they are locally cached versions of the list. If any updates or changes have been made to them, they may not be reflected.
For a video tutorial explaining this feature, click here