Steve Galloway | Comstat | Ruthin, North Wales

Index of articles

by Steve Galloway | Mar 22, 2026

Click open the Index headers below to browse FAQ

Our support articles address the most common issues we deal with “in the field” about Windows, Microsoft 365 Business, web server support, and web design. Click open the accordion sections below to look for self-serve help. Often, issues rely on a knowledge of IT concepts and language. Also, Microsoft, cPanel, and other software houses featured in these articles often update practice notes and procedures without notice. We review our pages regulalry, however you are advised to contact us for further help about these articles especially concerning issues around sovereign account identity and Multifactor Authentication (MFA).

Microsoft Windows 11

Microsoft 365 setup, licensing and user management

Microsoft 365, Exchange Online and Outlook

Microsoft 365 configuration and user tips and tricks

The following articles can be found using <Search> or scrolling through our list of articles. Procedures may have changed since and therefore this content is either being eidted or deprecated. So, although we are editing this content, you might still find useful information to help with issues.

– Exchange Online – room and equipment resources
– Reset Office 365 password expiration policy
– Exchange Email – EOP antivirus/spam
– Exchange Online Protection – EOP
– Microsoft 365 Exchange Email – data leakage & loss protection
– Microsoft ActiveSync

cPanel - web server | email |DNS

cPanel - Sitejet web design software

Why Professional IT Support Still Matters in the Age of AI

by Steve Galloway | Mar 18, 2026

AI Helps — But It Does Not Replace Professional IT Support

Artificial intelligence (AI) has become a useful tool in homes and small offices. It can answer questions, suggest fixes, and help diagnose problems. But AI does replace professional IT support, because small‑business systems are complex. They involve networks, security, backups, mobile devices, shared data, cloud services, and more. These parts work together, and a wrong change in one area often creates new problems somewhere else.

AI is excellent at offering general guidance. It gives ideas and helps people learn. However it answers only the question it is asked. IT problems are often nuanced and an evident problem may be grounded in an unexpected cause. So, most DIY attempts fail because the real problem was not the one AI was asked to fix. When the wrong question is asked, the answer—no matter how clever—cannot solve the issue. That is where professional IT support makes the difference.

Click open the headers below to learn more about how expert guidance still matters in IT management..

You can return to our Index of Articles by clicking here.

AI Does Not Replace Human Oversight

You would not fly a plane without a pilot

If you tried to fly a commercial airliner by yourself with AI to guide you, it wouldn’t end well. Nobody would feel safe flying a commercial aircraft without a trained captain. Any one system can be easily understood. However all systems work in tandem. This needs nuanced understanding because managing the integrated whole is complex, and the consequences of mistakes are too serious. So, even with autopilot and advanced onboard computers, airlines still rely on skilled pilots for oversight.

Business networks are similarly complex. While livers might not be at stake, the income that a business owner derives from a computer network might be the means with a livelihood depends. A network with 35 connected devices – not unusual in today’s world – may include laptops, phones, IoT devices, printers, routers, switches, cloud services, and security tools. One wrong “fix” can disable access, expose data, or break something else that worked perfectly before. This is why professional IT support remains essential.

Would you repair your own car engine using AI?

Most drivers today cannot repair a modern car. The engine uses an array of sensors, electronics, and software. AI can help diagnose a possible fault. You might use AI to find pointers that might save an engineer diagnosis time on the workshop floor, but you would still take the car to your trained mechanic to fix it. Changing a brake pad yourself when the actual problem was a faulty ABS sensor might cause a fatal accident.

The same is true for IT. AI might suggest a setting to check, but it cannot look at logs or understand your computer setup (even something as simple as the difference between Windows Personal or Windows Professional). Nor can it anticipate your broader context within a network, or foresee the side‑effects of a change. Only someone who already knows your systems, your history, and your business can do that.

Root Cause: A Cached Notebook Structure on Android

OneNote Mobile caches each notebook’s structure when it is first opened. It continues to use that cached structure until the app is forced to refresh it. Even when new sections are added on desktop or web, Android may not notice new sections unless the OneNote cache on the Android handset is fully cleared.

In this case, the “Charlie’s Notebook” entry was an old OneDrive notebook created years earlier when the user first setup OneNote. Android had continued treating it as the default notebook. The result was:

Quick Notes were sent to the wrong notebook
New sections like 2026 never appeared
Notebook colours stayed out of date
Recent Notes showed pages from two different notebooks

All of this pointed toward a stale cached notebook that needed a proper reset.

The Hidden Cost of DIY Fixes

Small businesses often try to fix their own IT problems to save money. Unfortunately, DIY fixes tend to compound issues with unforeseen problems. One change leads to another, and by the time professional help is called, the recovery work is more difficult—and more expensive—than the original issue ever was.

Example – “my email does not work”.

We often deal with email problems. Often, we are asked to fix a computer because email does not work. The client has spent time trying to diagnose ApplMail or Outlook. However, in the example most recently dealt with, the client had note renewed a domain name. For whatever reason, AI did not detect this. The problem had nothing to do with the owner’s computer, and some days of email were lost (and time) because the problem was elsewhere.

AI does not always help

This is why many small businesses end up needing professional IT support more than ever, not less. AI has encouraged people to try more fixes, but these attempts are often made without understanding the underlying cause of the problem.

Solution – IT professionals solve problems

We do not offer ad-hoc support. Instead, we audit your network and needs firstg to establish benchmarks the benchmarks we rely on to plan ongoing support and deal with issues as they inevitably develop. IT constantly develops, and unfortunately this brings problems that nobody can anticipate. Disciplined planning and management helps to build a reliable network.

Our experience with field work since the beginning of 2025 underscores this. We have been asked to remedy more problems than ever before, and usually problems are exacerbated by unfortunate fixes that addressed the wrong issue.

What Professional IT Support Delivers That AI Cannot

Considered and contextual diagnosis, not guesswork
- AI answers your question. An IT professional identifies the actual problem
Preventative care
- Professionals maintain systems proactively, reducing faults before they appear
Security with accountability
- Incorrect settings can expose data. AI does not take responsibility for outcomes
System‑wide insight
- Fixing one device can affect every other device. Only human oversight can manage these relationships safely
Business continuity
- Downtime costs money. Professional IT support reduces the risk of outages and speeds recovery when issues arise

Professional IT support ensures that your network runs smoothly, safely, and with confidence. If you would like help exploring support options, feel free to get in touch, or use out contact page to organize an appointment which suits your timetable. You can return to our Index of Articles by clicking here.

Summary

The important point here is that when a notebook has changed significantly on OneNote desktop or Web, Android and Apple may need a full cache reset to see the updated structure.

This problem is not uncommon. Unfortunately, users often shrug their shoulders when this kind of sync fails and OneNote loses its utility as. Not unreasonably, users are not sure where to look for the problem or even what the problem is. Happily, functionality is easily fixed and this article should help you understand that OneNote caches on mobile devices can be easily remedied.

If you would like help exploring OneNote features implementing OneNote across devices, feel free to get in touch, or use out contact page to organize an appointment which suits your timetable. You can return to our Index of Articles by clicking here.

How to Search by Category in Outlook (Using Favourites & Search Folders)

by Steve Galloway | Mar 16, 2026

Using Categories to search for emails

Searching your email by category is a fast way to stay organised, especially for volume email users and if you rely on colour‑coded workflows. Outlook now offers two reliable ways to do this. The simplest method uses categories which you have saved as favourites in your Outlook folder pane.

For more complex needs, Search Folders still offer the most control. This guide shows Microsoft’s recommended approaches and explains what currently works on Windows, web, and Mac.

Hot Tip!! This guidance is written for “New” Outlook. Outlook Classic is scheduled for deprecation in the medium term.

Click open the headers below to learn more about how you can use categories to simplify your searches in Outlook. You can jump to associated articles about Outlook Categories here:

You can return to our Index of Articles by clicking here.

1. The fastest method: using favourited categories in New Outlook

If your goal is simply to search by category in Outlook, the quickest method is to favourite the categories you use most.

How it works

When you favourite a category, it appears in the left‑hand folder pane. Selecting a favourited category instantly filters your mailbox to show every message tagged with that category. It behaves like a dynamic “saved search” without requiring any setup.

Why use this method?

Instant filtering without typing a query
Always up to date as new mail arrives
No Search Folder required
Works in:
- New Outlook for Windows
- Outlook on the web
- New Outlook for Mac

Find out how to create Outlook Categories in this article.

2. When you need more: use Search Folders for complex searches

Favourited categories handle single‑category scenarios well. But if you need multi‑criteria filtering—for example:

Category + specific sender
Category + unread items
Category + timeframe
OR combinations (e.g., Category A or Category B)

…then a Search Folder is still the best solution.

What is a Search Folder?

A Search Folder is a virtual folder that stores criteria and updates in real time. It works like a reusable saved search. Although the new Outlook does not let users “save a search,” it does support Search Folders.

Outlook provides a saved searchesd folder in your folder pane to which you can add search folders.

Creating a Search Folder (New/Classic Outlook for DESKTOP)

Right click on Saved Searches Folder → select New (or Add) Search Folder
Choose a preset, or select Create a custom Search Folder
Select Criteria to define filters such as:
1. Category
2. From:
3. Subject
4. Keywords
5. Date
Name the folder clearly (e.g., Finance, Categorised, 2026 invoices) and Save.

in this example, a category caslled “Outstanding” has been selected. More attributes can be added to filter your search further.

Add your saved search to Favourites

For extra convenience you can make your saved search a Favourite. This puts a shortcut towards the top of your folder pane near Inbox, Sent, etc. The folder still resides in your Saved Searches folder.

Outlook on the Web: mixed support

Outlook on the web supports Search Folders at the mailbox level, but it does not allow you to pin them to Favourites in the same way the Windows desktop app does.

Practical notes:

Search Folders still work and remain visible
You cannot favourite saved search folders
For quick access, Microsoft recommends using favourited categories instead

If you need to reliably search by category in Outlook on the web, favouriting categories remains the simpler option.

New Outlook for Mac: saved searches exist, but pinning does not

At time of writing, Outlook for Mac allows users to create search queries and save them. However, adding saved searches or Search Folders to the Favourites pane is not supported. Drag‑and‑drop behaviour sometimes appears to work, but it is inconsistent and not officially documented.

Mac users who need fast access to tagged mail should rely on favourited categories until Microsoft expands this feature.

Practical tips for smoother workflows

Use meaningful names
- For Search Folders, name them for purpose: e.g., Client Work – Categorised or Finance – Outstanding.
Combine categories with other filters
- Ideal when you need more than a simple category filter.
Keep the list clean
- Remove old Search Folders to reduce clutter.
Use categories as your backbone
- Especially if your primary aim is to search by category in New Outlook
Plan a taxonomy that can be managed over time
- planning a structure helps to reduce bloat and redundant categories. Also, a documented taxonomy helps colleagues who may need to duplicate categories – remember. categories operate at a user level, not an organisational level.

Summary

If you want to search by category in Outlook, the fastest and most widely supported method is simply to favourite your categories and use the dynamic filter. This works across Windows, web, and Mac.

For advanced filtering, Windows users can rely on Search Folders, which remain the best way to create a complex, reusable saved search. On the web and Mac, Search Folder support is more limited, so categories offer the most consistent experience.

If you need help or want advice about planning a category taxonomy, please get in touch, or use our contact page to organize an appointment which suits your timetable. You can return to our Index of Articles by clicking here.

How cPanel Spam Filters Work: Managing Email Protection with SpamAssassin and BoxTrapper

by Steve Galloway | Mar 15, 2026

About cPanel Spam Filters

Email security matters more than ever, and cPanel users rely heavily on spam filters to keep inboxes clean. Understanding how cPanel spam filters work—and how to adjust them—helps ensure real messages get through while junk is blocked. In this guide, we’ll explain how spam filters evaluate email, how you can manage those settings in cPanel, and how SpamAssassin compares with cPanel’s stricter tool, BoxTrapper.

Apache SpamAssassin is the no. 1 Open Source anti-spam platform giving system administrators and users a filter to classify email and block spam (unsolicited bulk email).

Click open the headers below to learn more about how to enable and manage SpamAssassin and learn about the stricter Boxtrapper utility which is also available. Support options are available for professional assistance. You can return to our Index of Articles by clicking here.

How cPanel Spam Filters Score Incoming Email

cPanel spam filters offer a scoring a scoring system that evaluates every incoming email message. Each email is analysed for spam indicators like:

suspicious wording
forged headers
missing SPF records
whether incoming email is “whitelisted” by the targeted recipient
unusual formatting and dozens of other signals

Each factor adds positive or negative points.

By default, your instance of SpamAssasin uses a default threshold of 5 when filtering is enabled. If the combined score of an email exceeds this value, the message is flagged as spam and is either moved to the Junk folder or discarded, depending on how the account is configured.

Because the calculation is cumulative, even legitimate emails can occasionally reach a high score—especially those containing marketing language, attachments, or forwarded content. This makes it important for users to tune cPanel spam filters to match their needs. Internet Service Providers (ISPs) for example, would relaxe their threshold to 8, to permit end users to allow their own servers to deal with arguable decisions.

rDNS, SPF, DKIM, and DMARC are all protocols that help “authenticate” valid emails. While email “just” works out of the box, without these services email that YOU send to others can be compromised because tools like SpamAssassin use these configurations to test email you send to recipients. These settings are often considered to be irrelevant by casual users because they are troublesome to implement and email seems to send when a user dispatches it. The problem is that if you send inadequately authenticated email, you usually do not know that it has been dropped by a spam filter. You can read more about authenticating your outgoing email in our article, Configure SPF, rDNS, DKIM, and DMARC for email.

Managing SpamAssassin Settings in cPanel

SpamAssassin is the default filtering engine in your cPanel environment, and it gives users fine‑grained control without requiring technical expertise. You can enable or disable the filter from the your cPanel home page in Email → Spam Filters panel.

Open spam filters in your cPanel web server console

Adjusting the Spam Threshold

You will find a slider or a numerical box where you can adjust the spam score threshold in your Spam Filter preferences. Lower numbers make the filter more aggressive, while higher numbers reduce the chance of blocking legitimate emails. Users keep the threshold between 3 and 7, depending on how much mail they receive and how sensitive their workflow is.

The setting depends on your needs. Also, the setting needs periodic review. Above, we saw that ISPs use a more relaxed spam control of 8. Retailers, too, might need a more relaxed setting to accept orders from poorly authenticated email senders. In these sorts of situations, you would probably use locally implemented filtering to better target invoming email. For instance, a retailer might want to approve incoming email whose subject header or textual content matches “new order” or other metric.

Users typically configure their spam filtering like this – click open to adjust tolerance

Auto‑Delete and Spam Box

SpamAssassin also includes:

Spam Box, which moves suspected spam into a special folder
Auto‑Delete, which permanently removes messages over a certain score
Whitelist and blacklist settings, allowing total control over trusted and untrusted senders

These optional tools give you more precision without requiring deeper configuration.

By adjusting these controls, you ensure that cPanel spam filters behave appropriately for your daily email habits.

SpamAssassin vs BoxTrapper: Which Is Better?

Your email server provides another spam filtering tool called BoxTrapper. The two solutions take different approaches to spam filtering.

SpamAssassin

Uses an automated scoring system
Requires no interaction from the sender
Works quietly in the background
Allows whitelisting and custom scoring rules

SpamAssassin is designed for ease of use and minimal disruption while still providing strong protection via its cPanel spam filters.

BoxTrapper

Uses challenge–response verification
Sends an automatic confirmation email to unfamiliar senders
Requires the sender to take action before their message is delivered
Filters nearly all spam because automated bots cannot confirm

BoxTrapper is far more aggressive than SpamAssassin. It is extremely effective—but at the cost of convenience. Some businesses and individuals avoid it because legitimate senders may ignore the confirmation request, leading to missed messages. You can find out more about BoxTrapper in this article.

For everyday users, cPanel spam filters based on SpamAssassin offer the right balance. For those facing severe spam issues and who can tolerate the extra step for new contacts, BoxTrapper provides nearly complete protection.

Summary

Most users will be well‑served by SpamAssassin’s flexible scoring system and simple management options. It provides reliable filtering via cPanel spam filters while allowing legitimate messages to pass through with minimal effort.

If you require near‑zero spam at the cost of extra friction for new senders, BoxTrapper may be the better choice. This would be desirable if you need to limit incoming email to known senders and you need to minimize the risk of phishing or other attempted attacks.

Both systems reflect the core strengths of cPanel spam filters, and understanding each helps you customise the best email experience for your needs.

If you need help configuring email, please get in touch, or use our contact page to organize an appointment which suits your timetable. You can return to our Index of Articles by clicking here .

How Outlook Categories Transform Email Management: A Simple Guide for Everyday Users

by Steve Galloway | Mar 6, 2026

Introduction

Most Outlook users still rely on folders to store and manage their email. It’s familiar, and for small volumes of email it works well enough. But as your mailbox grows, folders start to break down. Messages fit into multiple topics, threads get split across separate folders, and it becomes harder to find what you need quickly. Outlook categories solve this problem.

Outlook Categories turns your Inbox or Sent Items into a dynamic, instantly searchable workspace. Instead of dragging email into rigid folders, you add one or more coloured tags – i.e. Outlook Categories to an email. These tags make it possible to filter and group messages on the fly—exactly the way people already search the web using keywords, not folders.

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 your tag, e.g all items tagged with “Brian” in this screenshot.

Click open the headers below to learn more about Outlook Categories. You may also be interested in these associated articles.

Support options are available for professional assistance.For help planning a taxonomy that can be managed over time, please contact us.

Why Folders Don’t Scale

Folders are great for tidy filing cabinets, but email doesn’t behave like paperwork. Common problems include:

Emails often belong to more than one folder. A message from a supplier might relate to two different projects. Which folder should it go in?
Moving an email breaks the thread. If part of the conversation is in another folder, you lose context.
Folder structures change over time. Projects evolve, businesses reorganise, priorities shift. Your folder tree becomes a maze.

As your mailbox grows, rigid storage (folders) become harder to maintain, not easier. This is why search engines like Google and Bing are so successful. We search by keyword (or category) and it works. So, we already use keywords every day to sort information. As your email volumes grow, keywords or categories become the logical way to rapidly find emails and threads.

Why Outlook Categories Work Better

Outlook Categories act like keywords or tags. An Outlook Category is a flexible, stackable, colour-coded label that help you recognise and organise email instantly. You can:

apply multiple categories to a single email
search or filter by category in seconds
change categories without moving the message
build dynamic, instant “views” of your Inbox

In other words, your Inbox becomes a smart workspace—no filing cabinet required.

Use categories to filter large Inboxes for emails tagged with a category to create a dynamic folder from your Inbox or Sent Items

Real Example: Tracking Deliveries Using Outlook Categories

Consider this scenario: at any one time we might have several outstanding orders from retailers or suppliers. If everything is delivered “next day”, that’s fine. Sometimes, though, a delivery may take weeks to despatch. We can put our Inbox to work to track deliveries using Outlook Categories to know what you have ordered and what has arrived.

Outlook Categories: example workflow setup

You need two categories (see this article to learn how to create a category):

Outstanding (colour-coded, for items not yet received)
Delivered (or “Complete”, for orders that have arrived)

Outlook Categories: track deliveries

This how the workflow looks once your categories are established:

When you receive an order confirmation, apply the Outstanding category.
When the goods arrive, change it to Delivered
Use Outlook’s filter (i.e. Search) options to show only Outstanding emails when you want to check what you’re still waiting for.
Switch filters to Delivered if you need to confirm what has arrived

Rather than using a tag called Delivered, you could call the tag Completed – this way you could use one tag to deal with other projects or tasks that are completed. This becomes an issue of planning and category management. When creating categories it is helpful to have a plan of how tags should be organised to make it easier to manage your “taxonomy” over time.

At their simplest level, Outlook Categories can manage individual recipients, groups, subjects/projects, and more.

To find out how to create an Outlook Category, see this article.

How to Filter Emails by Category

To bring fingertip power to Categories powerful, first add them to Outlook’s filter options in the Search utility.

Go to your Inbox or Sent Items
Click the Filter icon at the right of the Outlook Search field*
Choose Add, More Filters or Search Tools → Advanced Find (depending on version).
Add Categories as a filter field

Optionally, you can add Categories as their own field to make frequently used or topically important Categoires available in your Search drop-down.

*Hot Tip: the fliter icon does not appear by default inthe Outlook Search field. Instead, hover your mouse over the right side of your Search field to reveal the filter options icon.

Why Outlook Categories Beat Folders for Productivity

With Outlook Categories, you gain several long‑term advantages:

Speed: Find what you need in seconds
Flexibility: One email can have multiple categories
Reduced clutter: Your folder list stays simple
Consistency: Categories remain relevant even as your work changes
Better search: Filters turn your Inbox into a powerful, dynamic dashboard

Most importantly, categories match how people already think. We tag photos, tag social media posts, tag documents—and we search the internet using tags or keywords. Categories simply bring that same modern approach to email.

Try Outlook Categories

If you struggle to keep on top of overflowing folders, or if you feel like you can never find the right message when you need it, give Outlook categories a try.

Start small with your Outstanding and Delivered tags, and once you see how much time you save, you can expand categories into other areas—projects, clients, personal admin, travel, invoices, support requests, and more.

Your email doesn’t need more folders. It needs better visibility. For large volumes, several emails can be selected (for instance in a folder) and categorised. However, with long established folder structures it mighjt not be practical to try to convert all emails to categories. Often, categories and folders co-exist. Folders become important in situations where a multiple users need access to a folder.

Lastly, note that categories are not easily assigned at an organizational level. So, if you work within an organizational group, it makes sense to establish a policy that colleagues can conform to.

About ComStat.uk: Internet Service Provider Comstat provides IT support, web hosting, and media services including website design, Microsoft 365 setup, and audio/video production, serving businesses across Denbighshire, North Wales and Wirral from Ruthin, and Lancashire and the Northwest from Bolton.

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