PoliteMail for Outlook Runs on the Microsoft Technology Stack

Because you’ve already standardized your internal email.

Paige holding a wrench and looking at a computer screen showing PoliteMail's M365, Outlook desktop, and online interfaces.

Microsoft Compatible 

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The only dedicated SaaS service tightly integrated with Microsoft Office. M365/Exchange still delivers your email.

System requirements

High Security Standards

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ISO27001 certified SaaS with SOC-2 Type-II auditing.

Enterprise level security controls you can trust.

What data does PoliteMail process and store?

Privacy Compliance 

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Complaint controls for GDPR, CCPA, PIPEDA and other employee privacy legislation.

Employee PII data protected with GDPR SCC legal agreements.

How does PoliteMail anonymization protect privacy?

PoliteMail’s dedicated SaaS with Outlook interface provides a higher security internal email analytics tool:

PoliteMail mail flow diagram
  • 99.95% uptime
  • SSO (OID, OAUTH2 or SAML2 identity providers, including Entra ID, Okta, Ping and others)
  • No data co-mingling with dedicated SQL databases per customer
  • Higher SaaS performance, containerized app services, no shared processing
  • Branded host name for app services (requires DNS CNAME and public authority SSL cert)
  • Dedicated SMTP IP and Smarthost relay processing – M365 still delivers your email
  • Avoid conflicts with Proofpoint, Mimecast and other edge email protection services
  • SPF and DMARC supported if required (for external broadcasting)
  • Compatible with Exchange Online Protection

System Requirements

3 deployment models to fit your data security and system requirements.

Compatible with M365, M365 with Hybrid Exchange, and On-Prem Exchange. We provide a systems engineer, project manager, and customer success manager for each on-boarding, updates and upgrades, and provide user training and on-going support services.

PoliteMail integrations including M365, desktop Outlook, and online

Click the tabs below to explore each deployment model

Dedicated SaaS
Your Cloud
On-Prem

System Requirements

99.95% SLA Managed Service Hosted within our Azure vNet.

Location Map
Your data may be isolated to a specific region (Americas, EU or Asia-Pacific) with AES256 encrypted data and least-privilege access controls. End-user requirement is M365 and SSO (OID, OAUTH2, SAML2).

Resources: 2-4 hours of Exchange Admin time for M365 integration (configuration and testing).  Optional 1 hr DNS work (branded hostname), 1-2 hrs for desktop app install (remote or packaged), or M365 manifest.  Plus all meeting and approval time for your change management and security processes.Dedicated SaaS Architecture Microsoft O365

These diagrams represent typical PoliteMail deployments, but an Implementation Specialist will work with you to ensure PoliteMail meets your unique requirements.

System Requirements

Supports Azure or AWS, Azure SQL or SQL Server (2016, 2019, 2022). We help you deploy the services, you manage and maintain the backend systems, and PoliteMail has no data access.

Resources: 4-8 hrs of Azure (AWS) Admin time (services deployment and testing) and 2-4 hrs Exchange Admin time for M365 integration (configuration and testing).  Optional 1 hr DNS work (branded hostname), 1-2 hrs for desktop app installation (remote or packaged), or M365 manifest.  Plus all meeting and approval time for your change management and security processes.

These diagrams represent typical PoliteMail deployments, but an Implementation Specialist will work with you to ensure PoliteMail meets your unique requirements.

System Requirements

Supports Windows Server (2016, 2019,2022) with SQL Server (2016, 2019,2022).

Resources: 8-12 hrs of Windows Server Admin time (services deployment and testing) and 4-8 hrs Exchange Admin time for M365/ integration (configuration and testing).  2 hrs DNS work (hostnames, SSL certs).  2-4 hrs desktop app install or M365 manifest. Plus meeting and approval time for your change management and security processes.

On-Premise Architecture, Exchange

These diagrams represent typical PoliteMail deployments, but an Implementation Specialist will work with you to ensure PoliteMail meets your unique requirements.

How PoliteMail Works

PoliteMail adds tools to the corporate communicators’ Outlook desktop or Outlook 365 so they can send email broadcasts to employees without changing their email system or process.  (PoliteMail online is also integrated with your global address book, but runs in the browser separately from Outlook).

Only for the broadcast messages the user elects to measure, PoliteMail performs the list expansion and replication step, adds the measurement encoding to the message, and Exchange (online or on-prem) still delivers it to employees.  The message still comes from the authorized user account, shared mailbox, or alias, and to employee addresses as an internal email.

Measurement data is collected via authentication data plus standard https (TLS 1.2+) requests, recording who (typically anonymized) is opening, how much they are reading, what they are clicking on, etc.  The analytics and reports are available in PoliteMail for Outlook or PoliteMail online, or via an ODATA API connector.  API functionality can also be used to measure automated email coming from other systems such as ServiceNow or Sharepoint.

Animation demonstrating turning PoliteMail measurement on by clicking the blue flag in Outlook

PoliteMail adds design and measurment tools directly into the familiar Outlook interface

Growth by Acquisition?

Even if you have separate M365 tenants, lists and email domains, you can quickly unite your corporate communications.

Group of 5 illustrated people representing a communications team

“Using PoliteMail, we have data that supports what we do, illustrates our impact and guides us in making decisions to expand our reach.”

Allison T, Director of Communications

Discover Why 21% of the S&P 100 Trust PoliteMail

PoliteMail is measuring over 300 Billion Internal Emails to Over 13 Million Employees

PoliteMail is compatible with your Microsoft infrastructure.

PoliteMail Compatible Microsoft Products

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