cPanel Web Disk

by | Jun 22, 2025

cPanel Webdisk

Use cPanel Web Disk as a Cloud storage facility for your documents and files. Create Web Disk accounts in cPanel and save connections in your devices as network drives to provide access on your local devices.

cpanel web disk landing page

 

Click on the headers below to find out how to use cPanel’s Web Disk module. Click on images to see in full resolution.

Plan a Web Disk folder structure

Web disk is a useful resource for saving files for access from computers and mobile devices that have been configured to connect to Web Disk user profile. Some organizations use the utility for off-site file backup.

Create a folder structure with user accounts

First, plan a folder structure (directory in Linux parlance) that can scale as your needs grow and change. For instance, you might create a user account for Accounting, and a user account for Marketing. This way, you can control how staff connect to the right files. Web Disk may be a useful mechanism for backing up local files, too.

Next, create a “sandbox” account to test account creation and connectivity. Then, you ca establish user accounts in cPanel and download connection scripts which can be installed on desired devices.

web disk connection screen

Your server can generate cconnection scripts that you can install on devices to create a permanent connection to files from computers and mobile devices.

Secure data transfer

Connections between your web server and connected devices leverage your web server’s SSL certificate. This means that your connected computer can connect to a Web Disk drive so that the Web Disk location appears in Windows File Explorer or Mac OS Finder. If you need to connect to multiple Web Disk accounts, download a script for each account you have privileges to connect to.

File sharing

Modern approaches to file sharing reduce the risk of duplication and version problems that have plagued workgroups in the past. Solutions like Microsoft 365 provide GDPR-compliant utilities to control versions and multi-user editing in real time. Web Disk does not include these kinds of tools.

There are third party add-on solutions that expand file sharing options for Web Disk to emulate Microsoft 365’s capabilities. Be aware that Web Disk may not be a suitable for you if your organization relies on version control and simultaneous multi user editing. 

Create a new Web Disk account

Only the web site owner can create Web Disk Accounts. Log into cPanel using the data sheet we have provided you with and navigate to Files > Web Disk. Click open the utility.

web disk utility

Leave your primary user account alone

When you open Web Disk, you will see that a user account is already established. Leave this primary account alone. Your primary Web Disk account has access to all directories on your web server, including your web site pages and database. Sharing credentials for the primary accounts which poses a catastrophic risks if shared.

Instead, adding accounts makes it is easier to manage and revoke access for individual users without affecting the primary account. Also, creating a hierarcy of accounts helps you track/change/remove users and privileges.

 Add an account

  1. Scroll down the Web Disk page and click open Create an Additional Web Disk Account
  2. Fill in the fields, including user name and permissions
  3. Use the recomended directory location
  4. Enable <Digest Authentication> (for Windows users)
  5. Review the account privileges and click <Create>

web disk additional account

Edit new and existing accounts under the <Manage Additional Web Disk Accounts> heading

Download and install connection script

Once your account is created you can edit properties, change passwords, and download connection scripts for that account. Distribute connection scripts to users or devices that need connecting to the account.

To install the installation script, click on the downloaded file and follow the prompts. When you enter your login credentials you will need to enter the full syntax for the account (e.g. marketing@my-server-name, not “marketing”). This will connect you to your web disk account on your web server. In future, you will find a link to your Web Disk account in File Manager or Finder.

web disk connection screen

Your server can generate connection scripts that you can install on devices to create a permanent connection to files from computers and mobile devices.

If you are connecting to multiple folders, download a script for each account. Also, if you are the web site owner, you have automatic privileges to all directories on your server.

Summary

Web Disk provides a simple centralised file management system. Using Linux “user” privileges, you can create a directory hierarchy to manage user or device access to “departmental” files.

Web Disk does not natively provide multi-user real time editing or document version options. You can use add-on software to improve functionality. You may need to develop an in-house system to notify workgroup users when a file they may want to edit is already being edited by another user. As files become more widely shared and/or users need to collaboratively edit documents, consider Microsoft 365 to address workgroup needs.

Web disk might be a good way to back up files stored on premises. However, if Web Disk is your primary file location, be aware that backup remains your responsibility and you should implement a workflow within your GDPR documentation to manage backups.

cPanel web server backups

by | Jun 17, 2025

Backup vs Backup Wizard

Use our cPanel utilities to backup and restore web site data content, databases, and other data on your web server.

cPanel backup wizard

cPanel backup utility provides workflows for backing up and restoring web site and email content

Using cPanel’s Backup utility, you can select from data sets we have already backed up and download the files to your local drives for safekeeping.

Using cPanel’s Backup Wizard utility, you can design your own backups. You can backup some or all or your content. Also, you can backup incremental backups which are useful when you only need to backup minor changes since your last full backup. You can store your files locally, restore them to your server, and you can use the content when migrating to a new server.

Click on the headers below to find out how to use cPanel Backup and Backup Wizard. Click on images to view full size.

Download Backups using cPanel Backup

og into your web server’s control panel – we call it cPanel. You can find how to log into your services from the web server data sheet we have provided you with.

At your cPanel dashboard, either search for Backup or scroll to the section called Files and click on the optin called Backup.

cPanel backup option

About cPanel Backup

cPanel BAckup lists backups that are already made and stored on your web server. These are available in a pulldown list, including full and partial backups, that you can download. The list includes backups that we have executed as we deal with daily mantenance. You can download these backups,

Export backup from server

We recommend that you download backups to your local drives, and you can find help for copying backups at datacneter speeds to Google Drive, OneDrive, Dropbox, etc. Also, to conserve space and improve web page delivery speeds, not that we rotate backups so that (at time of writing we only maintain the two latest backups.

About Restore

In cPanel Backup, there is an option to restore backups. If you are resroting full and partial backups, be aware that you should restore data sets in date order, starting with the earliest date stamp.

 

Create backups and restore with Backup Wizard

Use cPanel Backup Wizard to create and download backups. Also, you can restore backups using this option.

cPanel backup wizard

 

Backup Wizard – more options

Backup Wizard offiers more granularity, giving you the option to select individual data sets, like your WordPress site, or your MySQL database which attaches to your WordPress site, or your email. Also, you can execute partial backups if changes that you have made to your web site are minimal.

Using Backup Wizard you can create your own backup profile. Downloading files that we have created may limit what you are able to do.

Summary

cPanel’s backup utilities have proven to be reliable, however a lot of things can go wrong with backups. Your server might backup files accurately, but the data could be corrupted as it is saved because of a power brownout. Or, data might be damaged in transit as the data set is transferred elsewhere. So, although we take “snapshots” of your web site, they are not guaranteed, and we only keep update that are current over the last 2-4 weeks.

Therefore, you should only rely on our working backups as part of your risk management. Professionals use an array of tools to provide duplication and/or availability. In some case, professionals mirror two or more geographically remote servers to cover a primary server failure. In some cases, this is economical and we can implement these kinds of services.

You can protect against a single point of failure failure by developing a strategy which covers two or more methods to secure data. For instance, your web designer may keep backups. Usually these conserve work in progress so that there is a “last known working state”. You might need to maintain a longer history of backups.

Your web designer will be glad to discuss backup strategies with you because you might mutually and economically share utilities and avoid extra cost. Also, we are always glad to help if you do not have a professional developer but need advise about strategy and products. 

Microsoft Authenticator – backup 365 user credentials

by | Jun 9, 2025

Backup Microsoft Authenticator settings

Backup and restore your Microsoft 365 multi-factor authentication (MFA) credentials to restore access to 365 dashboards in the event of a lost or stolen mobile phone.

This option is especially useful for 365 tenancy owners/global administrators. For example, if you are a 365 tenancy owner/Global Administrator (global Admin) then you cannot turn to a higher authority to re-establish credentials if your credentials are lost.

microsoft authenticator

Click on the headers below to find out how to backup Microsoft Authenticator on Apple and Android mobile phones.

Why backup has to be configured

Microsoft Authenticator data is not included in iCloud and Android mobile phone backups because the security keys are critically sensitive. Instead, you can organize Authenticator data backups in Microsoft Authenticator app settings. Authenticator backups can then be saved to Google Drive/iCloud, however you have to be verify identity against a Microsoft account to validate your identity when restoring credentials.

Microsoft Account vs Microsoft 365 account

You need a Microsoft account to backup and restore Microsoft Authenticator credentials. A Microsoft account and a Microsoft 365 account are two different entities. Without a Microsoft account you cannot back up your 365 credentials.

If you have a Microsoft account, but you have fogotten your credentials, you may need to establish a new Microsoft account. Do not lose the credentials to your Microsoft account. If you forget these credentials, you will not be able to connect Microsoft Authenticator on a new mobile phone to restore your settings. This would be catastrophic, so be sure to document your Microsoft Account credentials.

How to backup Microsoft Authenticator

Use the steps below to configure backup in Microsoft Authenticator settings. The process may vary from notes here because Microsoft updates its processes periodically. Also, the process might vary depending on your mobile phone hardware and operating system. Either way, prompts are not difficult to follow. These tips will steer you in the right direction:

  1. Open Microsoft Authenticator on your mobile phone
  2. Access Settings: Tap the three vertical dots at the top right corner and select <Settings>
  3. Enable <Backup>*
  4. Depending on your hardware, provide your Microsoft Account credentials if/when asked**

 * Apple users will need to be sure Authenticator is logged in to iCloud.

** In some cases, users may already be logged in to existing Microsoft Accounts, however the backup process will direct you to provide credentials as necessary. 

Recovery & Summary

To recover your credentials, install Microsoft Authenticator on your new mobile phone. Usually, the <Welcome> screen offers an option to <Begin Recovery>. This option depends on your hardware and software versions. The process is a little different for Apple and Android users, and is easily executed provided you have the credentials for iCloud/Google account, and your Microsoft Account.

You should periodically check Authenticator backup settings to verify backups are current. Authenticator app settings will confirm when your credentials were last backed up.

Authenticator offers options in settings to override Android or Apple screen-lock defaults. Also, some Apple and Android versions may need Authenticator enabling to run in the background. This can be checked in Authenticator settings.

 

 Summary

Tenancy owners and global admins do not have scope to resort to a higher authority to restore access to a 365 dashboard if their mobile phone is lost or destroyed. Therefore it is crucial to your organization’s IT continuity to protect your access settings to 365 Admin. Microsoft Authenticator enables you to restore existing credentials which cannot otherwise be found in Android and Apple backups.

For help, contact us using WhatsApp via our web site, or by phone.

Microsoft Outlook Categories

by | May 28, 2025

Microsoft Outlook's "Categories" Feature

Use Microsoft 365 Categories to organize and manage your Outlook email, calendar, contacts, and tasks.

microsoft 365 categories

Tag your Outlook content with Categories to visually distinguish projects and priorities with colour-coded tags to visually differentiate content at-a-glance.

Find things fast with Categories

Categories help you visually target important content in your ever-growing email folders, calendars, and more. Also, you can search across Outlook for emails, events, and tasks  that are tagged with the same category. Used in a well planned scheme, you can use categories to filter an Inbox to create virtual folders on demand. This avoids duplicated content in unwieldy folder structures which leads to broken email threads and lost attachments.

Click on the headers below to find out how to create and customize your categories. Click or tap on images to see in full screen.

What are categories for?

Outlook Categories help you organize and manage email, contacts, calendar events, and tasks. For instance, instead of moving or copying emails to folders, you can keep emails in your Inbox and tag emails with categories. This way, you can filter your Inbox on demand to show one or more categories.

Categories reduce confusion

In situations where an email is saved in two folders which  might lead to multiple email threads for the same message, it is more efficient to keep the original email in your Inbox and assign two categories to that email.

Using tags you can:

  1. create category names and colours
  2. tag and group related emails
  3. organize your calendar events by type, such as meetings, personal appointments, or deadlines
  4. group your contacts as family, friends, colleagues, or clients
  5. organize your tasks by project, priority, or status

virtual email folder

Enter the name of a category you want to filter in “search” and turn your Inbox into a dynamically generated folder which lists activty associated with the tag. e.g all items tagged with “Brian” in this screenshot.

Categories are usually used at an individual level. However A shared email account would rely on categories established for that account. Uniform categories can be established at an organizational level. This requires adminstrator-level knowledge. 

How to create and manage tags

Use this workflow to start creating and customizing your tags:

  1. create a new email in Outlook
  2. click open the <Categories> dropdown list.

Outlook always lists a few categories. These are intended as a starting point. In the illustration below notice that there are user-defined categories instead of the defaults. This means Outlook’s original categories have been customized, and new categories added to the user’s library. Notice towards towards the bottom of the list the options for creating, edit, and showing categories. Click on <New category> to create a new category.

microsoft 365 categories dropdown

Use <all categories> to view categories. You can use the <search> field at the top of the dropdown box to pinpoint categories. Once you create a category, the same tag can be used in Email, Calendar, Contacts, and Tasks. 

Editing and managing categories

You can edit existing tags to change names and colours. In any email composition and calendar event windows, pull down the <categories> dropdown menu and click open <Manage categories>. Her you can “fave” categories, and you can click on the pencil icon to edit category properties. In the image below, clicking on the pencil in the DNS/web row would open the properties for that category.

editing micorosft 365 categories

Planning Categories

Exit strategies matter. Plan a structure for your categories to avoid duplication and confusion. Unchecked, category libraries can become so large that users forget what categories they already have.

For instance, if you are tagging customers, it might makes sense to have a category for “customer”, but also a drill-down or sub-heading category called “customer”-“customer surname-initials”. For example, a <heading>-<sub-heading> category might look like:

  • customer-smith-a

This way “customer” is a global header, and the other fields are sub heading. Organising a strategy for categories helps you manage your list as it grows. This can be likened to departments, which is a common feature in charts of accounts.

Summary

Outlook Categories add a flexible and visual way to keep your Outlook items organized, making it easier to manage and search your communications and schedules as your database grows.

Categories are intended for individual use, but organizations might opt to have individual users follow a common colour-coding theme and defined list defined by a manager to adopt in their own instance of Outlook. Categories can be established at organizational level. This requires administrator level implementation.