The Internal Communication Platform that plugs into Outlook.

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The PoliteMail for Outlook platform runs on the Microsoft standards technology stack

Satisfy IT’s strict technology standards and 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 Cloud Service or On-Premise software

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


- Global Systems Admin

Dedicated, Managed Cloud Services (Sass)

On-Premise Software On-Premise

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).


2017 Average Uptime

12 days

2017 Average Implementation days (project start to initial user training):


2017 Support incidents per user per year: 1.8/yr.

Tier 1 Cloud Services Partners

Microsoft Partner Logo (Azure) Amazon AWS logo

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.

Configured to your specific environment and requirements.
No data leaves your organization or control.


2017 On-Premise support +13.5% over cloud accounts

37 days

2017 Average Implementation days (project start to initial user training): 37


2017 Support incidents per user: 2.2/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.

How it works

Normally in Outlook, when a user sends a broadcast, one message goes from the outbox to Exchange, and 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 Exchange (or Office365) for delivery. 

The total volume of email is the same.   When recipients view the email content, whether its in their preview pane or on their mobile device, standard HTML page https requests will hit the PoliteMail Server (the one dedicated to your account, either in the cloud or on-premise) and the PoliteMail software will collect that 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 individual identified, or anonymized.

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