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 built on Microsoft standards and runs on Windows Server 2019 with .Net 4.9 and CLR 4 running IIS 10 and connected to a SQL Server 2019 backend.

With our straight-forward Office 365 integration steps, it will likely take longer to conduct your reviews and change management process than it will to actually complete the integration configuration.

Two deployment options:
SaaS (our managed cloud) or On-Prem (your cloud).

PoliteMail processes confidential internal broadcasts, and stores employee names and email addresses. We maintain high security standards by providing dedicated services and IPs for our Software as a Service implementations. For enterprises who want to retain complete control over their email data. PoliteMail enables you to run our software in your own cloud, most commonly Microsoft Azure. We provide preconfigured images and cloud architecture configurations (which vary based upon employee size), and you provide the appropriate Windows Server and SQL licenses and your own cloud environment. Your IT team will secure, monitor, maintain and support the system, or you can isolate it for restricted access and our systems engineers will maintain and support those services under contract.

Software as a Service

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 (Washington) 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.

Dedicated SaaS Architecture Microsoft O365

Self-Hosted and Managed
(on-prem, your cloud)

No data ever leaves your organizational controls.

Requires engineering support package.

Resources required:
Cloud systems administrators (Windows Server / SQL Server)
Office365 administrator

Hours of work required:
4-12 meetings (depending upon your review and change management processes)
2-6 hours technical configuration

IT admin for user authentication (SSO) and application packaging (for add-in)

2-4 Weeks
Average implementation (project start to mail-flow verification, varies based on change management processes and resource availability)

Expert Guidance and Professional Services:

Our experienced technicians and systems engineers will assist you remotely with cloud architecture, image deployment, security configuration and mail-flow integration. Your IT team remains responsible for systems security, monitoring, maintenance, management and operations. Optionally with restricted access configuration we can provide maintenance and support services.

On-Premise Architecture, Exchange

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*
*May 2019 update or greater (with .Net 4.8 components)

Microsoft Outlook for Window 2019, 2016 or Microsoft Outlook for Microsoft 365 MSO

PoliteMail Server Software
Required for self-service installations but included with Cloud services

Exchange Server 2019, 2016 or 2013, and Exchange online

Windows Server 2022, 2019 or 2016 with IIS

SQL Server 2019, 2017, 2016, or Azure SQL Database

IT Requirements

Cloud Service

Self Hosted

Windows IIS Server(s) VM

Connect to SQL Server

Branded hostname with public authority

Graph App Key

Trust politeMail SMTP Server with O365 connector

Dedicated SMTP IP

Maintain IIS Servers, SQL & PoliteMail

 Customer Provided

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.

Dedicated SaaS Architecture, Microsoft 365 + External MX
On-Premise Architecture, Exchange
Dedicated SaaS Architecture, Hybrid Exchange/365 + MX + Syncronym
Dedicated SaaS Architecture, Hybrid Exchange/365 + Syncronym
On-Premise Architecture, Hybrid Exchange M365

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 measurement, PoliteMail will store open-rates, read-time, and click interactions. These interactions may be individually identified or anonymized.

See our Privacy by Design page for more details.

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

Global Systems Admin