Nearly every business owner who has a successful business would at some point of time have to start offering customer support over phone and email. As compared to phone support, email support is cost effective and can be offered without the help of a specialized tool for a limited set of users. Now if you are only catering to a small customer base, using Outlook for email support can prove to be a great choice. The Ms Outlook application has all the necessary tools that can allow you to offer email based support with ease. Let’s look at how you can achieve the same.
Create a Separate Email ID for Email Support and Use a Different Profile
At the very outset you should create a separate email ID for customer support and place it in a different profile in Outlook. This would avoid mixing up your normal email messages from support emails.
Responding to Emails and Looping in Team members
Once you start receiving emails at the designated ID, you can start responding to them in normal fashion. You can also loop in other team members into the email and create tasks in Outlook to resolve issues.
Use Template Emails in Outlook to Create Canned Replies
Similar to sophisticated email support software that allows you to send canned replies to common problems, Outlook too can be used for the same purpose. You can use email templates to create responses to typical issues and save them with a meaningful name for easy recall.
Use Flags and Colors to Demarcate Important Issues
When you are looking to offer excellent customer service, you should highlight important emails with flags. Moreover you can use color codes to tag issues of similar nature and then analyze them together. This would give you an idea about the frequency with which similar issues are cropping up and thus you can focus your attention on them.
Create a Shared Schedule with Team Members to Resolve Pressing Issues
Based on the complaints that you may receive you can create a specific customer service resolution calendar that marks the timelines to resolve issues. With Outlook you can share this calendar with your team members and make them responsible for the actions to be completed.
PST File Corruption can seriously jeopardize your emails
If you are using Outlook for managing your business emails then you should keep an eye out for PST errors. Once the underlying PST files of your Outlook application get corrupted they can even make your inbox disappear. In other words all your valuable emails and contacts may be at risk and hence every Outlook user should keep a
pst repair tool like DataNumen Outlook Repair nearby. This powerful application has the capacity to get back your data irrespective of where it has been stored and can even bring back email attachments. Moreover it is capable of recovering data from files protected by passwords and can be effectively used to draw out Outlook data stored in Norton Ghost files.
Alan Chen is President & Chairman of DataNumen, Inc., which is the world leader in data recovery technologies, including sql recovery and outlook repair software products. For more information visit www.datanumen.com