Home 9 PoliteMail Technical Requirements

The PoliteMail for Outlook Platform Runs on the Microsoft Standards Technology Stack

Satisfy IT’s Strict Security Requirements and Privacy Compliance.


You Can Be Up and Running with Just 2-4 Hours of IT Effort.

PoliteMail is a client/server application. The PoliteMail for Outlook add-in puts new tools right into the Microsoft Outlook interface. The PoliteMail application server is available as a Dedicated SaaS Cloud Service (Featuring dedicated VMs, dedicated SQL Databases, and dedicated static IPs) or On-Premise software.

Microsoft Standards Platform: PoliteMail runs on Microsoft Windows Server 2019 with .Net 4.9 and CLR 4, running IIS 10 and connected to SQL Server 2019. PoliteMail also runs on Microsoft Windows Server 2016 and SQL Server 2014, 2016.

Dedicated, Managed Cloud Services (SaaS)

Our software as a dedicated cloud service provides unprecedented performance, reliability and security, with zero systems maintenance requirements for the customer (other than updates to the PoliteMail for Outlook add-in software).


Average Uptime


Support incidents per user per year: 1.8/yr.

Tier 1 Cloud Services Partners

Global Footprint

PoliteMail Virtual Private Cloud hosting centers are US EAST (Virginia) US WEST (Oregon) EU1 (Ireland) EU2 (Germany) AsiaPac (Singapore) and AU (Sydney).

Expert Guidance and Professional Services:

Our experienced technicians and systems engineers will provide phone and online assistance with our standard Exchange mail flow configurations, and provide advice and assistance for custom configurations to support your specific security requirements.

Software Licensing

Configured to your specific environment and requirements.
No data leaves your organization or control. You manage and maintain the servers and structure.


On-Premise support +13.5% over cloud accounts

2-4 Weeks

Average Implementation days (project start to initial user training)


Support incidents per user: 2.4/yr.

Expert Guidance and Professional Services:

Our experienced technicians and systems engineers will assist remotely with systems design, installation, configuration, mail-flow and other system configurations to run our software inside your firewalls. Your IT team remains responsible for systems management and operations.

Built on Microsoft Standards. PoliteMail is a .Net application running on IIS.
Configure PoliteMail on load-balanced Windows Servers VMs connected to a SQL Server cluster.

Minimum System Requirements

PoliteMail for Outlook Desktop System

Microsoft Windows 10 (with .Net 4.8 components)

Microsoft Outlook for Windows 2019, 2016 or 2013

PoliteMail Server Software
Required for on-premise installations but included with Cloud services

Exchange Server 2019, 2016 or 2013

Windows IIS Server 2019 or 2016 with .Net 4.8

SQL Server 2019, 2016 or 2014

How PoliteMail Works

Normally in Outlook, when a user sends a broadcast, one message goes from the outbox to Office365/Exchange, and Office365/Exchange replicates the message to the inbox of every member on the distribution list. With PoliteMail, and only for broadcast messages the user elects to measure, PoliteMail performs the replication step.

The user addresses the email the same way as they normally do in Outlook, but when they click send, no message leaves the outbox, the email data will be transferred from the PoliteMail for Outlook client to the PoliteMail Analytics Server Software (dedicated to your account) via https TLS 1.2.

The PoliteMail application will expand the distribution list on the server-side and replicate the message, inserting the measurement encoding during the process (which runs at a rate of about 5,000/min). The SMTP email is then passed to Office365/Exchange (or Office365) for delivery.

The total volume of email is the same. When recipients view the email content, whether in the preview pane or on their mobile device, standard HTML page https requests will hit the PoliteMail analytics server (the one dedicated to your account, either in the cloud or on-premise) and the PoliteMail software will collect measurement data and compile it into reports.

System Architecture

All data in transit will occur over port 443 with TLS 1.2. – Click Images to enlarge architecture diagrams below.

What Data Does PoliteMail Store?

Generally, PoliteMail will store the name and email address of all users, and all recipients.

PoliteMail does not store the message body, but it will be on the PoliteMail Server for the duration of the send process. PoliteMail does store sender name and email, subject line, time and date of send, number of words and images, URLs contained within the email, and any images the user elects to host on PoliteMail (to reduce message size) during the content creation process. For recipient tracking, PoliteMail will store open-rates, read-time, and click interactions. These interactions may be individually identified or anonymized.

See our Data Security and Data Privacy pages for more details.

“This sounds surprisingly straight-forward. I see no issues.“

Global Systems Admin

© 2020 PoliteMail Software



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