Encourage Users to Submit a Ticket Instead of Emailing You Directly With a MailTip

Exchange-2013-LogoHow many times has this happened to you? You go on vacation, to a conference, you’re inundated with email, or for any of a hundred other reasons you don’t see a support request from an end user come in. Fast forward a few days or weeks and the end user is concerned that their issue hasn’t been resolved. [And we all know that “concerned” could be anything from genuine concern for your well being (“You always respond so quickly!”) to concern that your job performance should be discussed at the highest levels of your organization for not responding to them within 5 minutes.] So what’s the problem? The end user emailed you directly instead of submitting a support request through a ticketing system… a ticketing system that, most times, alerts a team of people about the problem so that their issue can be handled when you’re out of pocket.

We all know what happens… end users find a favorite “computer guy” or you’re a one man shop; but, support requests start coming directly to you that should go through the ticket system. Short of outright refusing direct support requests, it can be difficult to get some people to submit tickets.

Use an Exchange MailTip!

One creative way I’ve seen companies handle this is by setting an Exchange MailTip for certain IT Pros.  Here’s how to do it in Office 365:

Go to the Exchange Admin Center at https://outlook.office365.com/ecp and click on Mailboxes.

01-mailitp_for_it_supportHighlight your account (or any other IT Pro) and click the Edit button.

02-mailitp_for_it_supportClick on MailTips and enter the message you want to be displayed.  When you’re done, click the “save” button.

03-mailitp_for_it_support There’s a slight lag from when you set a MailTip and when it shows up for end users. When the MailTip starts showing up, end users should get your warning that they should submit a ticket instead of contacting someone directly.

04-mailitp_for_it_support

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