How to Change Your Email Password in Roundcube Webmail

by | Nov 25, 2025

How to Change Your Email Password using Roundcube Webmail

The easiest and safest way to update or change your email password is through Roundcube Webmail. Roundcube is the Webmail utility you access your email with using a laptop or desktop computer.

You could change your email password using cPanel. Unlike cPanel, which includes advanced server management tools, Roundcube focuses on email functionality. So, managing your email preferences including out-of-office responders, redirects, etc. reduces the risk of accidental changes to your other web server settings while still giving you full control over your account credentials.

When you need to contact us

If you do not know your current password, please contact Comstat Support so we can securely reset it for you.

Click open the headers below to learn how to change your email password.  

Step 1: Log in to Roundcube

Using your desktop computer, laptop, or tablet, open your web browser and go to your webmail login page using your browser’s navigation field, not your Google Search field.

Your Webmail URL will depend on the domain name you own. For example, if your domain name you use for your email is “yourdomain.com” you would follow these steps.

  1. Point your browser to https://yourdomain.com/webmail substituting your own domain name.
  2. Enter your email address
  3. Enter your password
  4. Click “Log In”

 

Step 2: Access Settings

Once you have succesfully log in to Roundcube, you will either land on your Roundcube home page. You might have configured Roundcube to go straight to your inbox.

change your email password using Roundcube Webmail home page

Change your email password using Roundcube Home Page

  1. Scroll down to <Edit Your Settings>
  2. Click <Password & Security>
  3. Change your password
  4. Click Save or Update

Tip: Use a strong password with uppercase, lowercase, numbers, and symbols. Avoid reusing old passwords.

Change your email password from your Inbox

From the preferences bar on (usually on the left of your Inbox page)

  1. Click <Webmail Home>
  2. Scroll down to <Edit Your Settings>
  3. Click <Password & Security>
  4. Change your password
  5. Click Save or Update

change your email password using Roundcube Webmail

Tip: Use a strong password with uppercase, lowercase, numbers, and symbols. Avoid reusing old passwords.

Your Webmail home page includes a fully featured list of utilities, including:

  • instructions for configuring email accounts on Windows, Apple, Linux, and Android devices.
  • Spam controls.
  • Autoforwarding
  • email tracking
  • much more.
Step 3: Update Your Devices

After changing your password, you will have to modify the password in al the devices that you use to connect to your email account.

Best Practices and Summary
  • Change passwords regularly.
  • Never share your password.
  • • Contact support immediately if you suspect unauthorized access.

Roundcube is a comprehensive email solution and you can find answers to issues here.

How to Backup Microsoft 365 Outlook Email to a PST File

by | Nov 9, 2025

Introduction

Backing up your email is one of the most important steps you can take to protect your data. If you use Microsoft Outlook for desktop app, you can backup Outlook email to create a PST file to save your emails, contacts, and calendar entries. This guide explains how even non-technical users can do this easily, why PST files are useful, and what limitations exist.

Click open the headers below to learn more about  Microsoft 365 work accounts. Support options are available for professional assistance.

What is a PST File and Why Use It?

A PST file (Personal Storage Table) is a data file used by Outlook to store your email messages, contacts, and calendar items. Here’s why it matters:

  • Backup: If something goes wrong with your mailbox, you can restore your data from the PST file.
  • Migration: Moving to a new computer? A PST file lets you transfer your Outlook data easily.
  • Archiving: Free up space in your mailbox by storing older emails in a PST file.

Important: You can only backup Outlook email this way using Outlook for desktop. The feature is not available in Outlook Web Access (OWA). This is because OWA is server-based (not PC-based), so Microsoft does not provide a PST export option OWA.

In Exchange Online, network administrators backup Outlook email mailbox using Exchange Admin Center (EAC) or PowerShell export tools, which require admin-level permissions and technical expertise. You can read about these procedures here. If you are not familiar with Powershell or admin-level procedures in Exchange Online please contact us for help. 

What Can You Backup with a PST File?

When you create a PST file, you can include:

  • Emails from all folders or just one mailbox.
  • Contacts so you don’t lose important details.
  • Calendar entries for meetings and reminders.

You can even export specific folders or individual mailboxes if you don’t need everything.

Step-by-Step: How to Create a PST File in Outlook

Follow these steps to backup Outlook email, and/or contacts, and/or calendars:

  1. Open Outlook (Desktop Version).
  2. Click File > Open & Export > Import/Export.
  3. Choose Export to a file and click Next.
  4. Select Outlook Data File (.pst) and click Next.
  5. Select the folders you want to back up (e.g., Inbox, Contacts, Calendar).
  6. Choose a location to save the PST file and click Finish.
  7. (Optional) Add a password for extra security. If you add a password, record the password in a place that you can be sure to refer to in future. If you lose this password, you will not be able to access the backup.

Your PST file is now ready. You can store it on an external drive or cloud storage for safekeeping.

Limitations and Advanced Options
  1. You can only backup Outlook email using Outlook for desktop. The feature is not available in Outlook Web Access (OWA), for reasons explained above.
  2. You can backup Outlook email using Exchange Admin Center (EAC): PST export/import is possible here, but it requires advanced skills. See these guidance notes. In addition to importing/exporting individual accounts, network administrators can manage procedures at scale. For instance, EAC is appropriate for importing multiple user accounts simultaneously. If you need this kind of support, contact us for expert help.

How to Manage Microsoft 365 Email Signatures for Small Business Admins

by | Oct 5, 2025

Why Email Signatures Matter for Small Businesses

Microsoft 365 email signatures are more than just contact details—they’re a branding tool, a compliance requirement, and a way to maintain professional consistency across your organisation. In small businesses, it’s common for employees to create their own signatures in Outlook or Outlook Web App (OWA). While this offers flexibility, it can lead to:

  • Inconsistent branding
  • Broken formatting
  • Blocked images
  • Compliance risks

To avoid these issues, Microsoft 365 offers both user-level and server-level options for managing email signatures. Lastly, email signatures can be used as a method for generating email templates.

Click open the headers below to learn how to use Microsoft 365 email signatures. Please read through this entire article before starting the proceudure. Be sure to contact us for general advice if you are in doubt. Support options are available for professional assistance.

User-Level Signature Management

Admins can guide users to create their own signatures in Outlook or OWA. This is suitable for small teams but requires oversight to ensure consistency.

How to create a signature in Outlook (Desktop)

  • Go to File > Options > Mail > Signatures
  • Click New, name your signature
  • Add contact info, branding, and disclaimers
  • Set default signature for new emails and replies

How to create a signature in Outlook Web App (OWA)

  • Go to Settings > Mail > Compose and Reply
  • Create or edit your signature
  • Choose when it should be applied (new messages, replies)

Formatting tips

  • Use web-safe fonts (e.g., Arial, Calibri)
  • Avoid large images or logos that may be blocked
  • Keep layout simple for mobile compatibility
Server-Level Signature Management with Microsoft 365

For better control, admins can create organisation-wide signatures using Exchange Online mail flow rules. Using Microsoft 365 email signatures this way prevents end users from using email signatures that could be inaccurate or misleading. It gives your business the chance to guarantee uniformityy and accuracy.

Benefits

  • Centralised management
  • Consistent branding
  • Automatic application to all outgoing emails

How to set up server-side Microsoft 365 signatures

  1. Go to Microsoft 365 Admin Center > Exchange Admin Center
  2. Navigate to Mail Flow > Rules
  3. Create a new rule: “Apply disclaimers or signatures”
  4. Set conditions (e.g., apply to all users or specific groups)
  5. Add HTML-formatted signature content
  6. Save and test the rule

Note: Server-side signatures are appended after the email is sent, so users won’t see them while composing.

 

Using Signatures as Email Templates

Signatures can also be used creatively as email templates. This is useful for:

  • Customer service replies
  • Standard form memos
  • Internal announcements

How to use signatures as templates using Outlook (Desktop) or Outlook OWA

  • Create multiple signatures for different scenarios
  • Include full email body text along with contact info
  • Select the appropriate signature when composing a message

Using Microsoft 365 email signatures this way is a creative solution for quickly inserting pre-written content, saving time and ensuring consistency. Micrsoft Outlook does provide a utility for template generation, however user feedback indicates that Outlook’s approach to generating templates is awkward. Another solution for templates is to use Outlook’s Resend Message option. See this article for help with “Resend Message”

Summary

Microsoft 365 email signatures maintain professionalism, brand identity, and compliance. Whether you choose user-level or server-level management—or a mix of both—make sure formatting and image use are carefully considered, and check output with users in Gmail and Apple envirnments to check how your output works. Lastly, do not overlook the power of signatures as a simple way to build a library of reusable email templates.

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.

What Is BoxTrapper in cPanel and Why Email Users Should Care

by | Oct 2, 2025

BoxTrapper in cPanel: A Simple Yet Effective Spam Filter

BoxTrapper is a built-in spam filtering tool available in cPanel web hosting dashboards. It works by using a challenge-response system: when someone emails you, BoxTrapper checks if the sender is on your approved list. If not, it sends a verification email asking them to confirm they’re human. Only verified senders get through.

BoxTrapper is useful for users who receive a lot of unsolicited emails or run public-facing contact forms. It is a straightforward way to reduce inbox clutter without needing advanced filtering rules or third-party tools. 

Click on the headers below to learn about BoxTrapper. Click on images to view at full-sized resolution. For guidance about BoxTrapper, please contact us for help.

Why BoxTrapper Is Useful for Everyday Email Users

Spam filters usually rely on complex algorithms or blacklists. BoxTrapper takes a different approach—putting the sender to the test.

For example, imagine you run a small business and get dozens of emails daily. Most are genuine, but some are spam bots trying to sell you things. With BoxTrapper enabled, those bots never make it to your inbox unless they reply to the verification email—which they rarely do.

This keeps your inbox clean and ensures you only deal with real people. It is especially handy for users who do not want to manage detailed filtering rules or pay for premium anti-spam services.

How BoxTrapper Differs from Microsoft 365 and Exchange Online Filtering

Microsoft 365 and Exchange Online use advanced filtering systems powered by AI and threat intelligence. These platforms scan email content, sender reputation, and attachments to detect spam, phishing, and malware.

BoxTrapper, by contrast, is much simpler. It does not scan content or use AI—it just asks senders to verify themselves. While this can be effective for basic spam control, it lacks the nuance and automation of enterprise-grade solutions.

For users who need granular control, reporting, or integration with security policies, Microsoft’s tools are more powerful and flexible. For small websites or personal email accounts hosted on cPanel, BoxTrapper offers a low-maintenance alternative.

Managing BoxTrapper as a Virtual Host Account Administrator

BoxTrapper is configured at server level, not email account level. If you have server admin privileges, you can enable, configure, and manage BoxTrapper from your cPanel web server control panel:

  1. Log into cPanel and go to the Email section.
  2. Click on BoxTrapper.
  3. Select the email account you want to protect.
  4. Enable BoxTrapper and customise the verification message.
  5. Add trusted senders to your whitelist.
  6. Review logs and manage queue messages as needed.

You can also set up auto-whitelisting for people you reply to, reducing friction for regular contacts. Admins can manage multiple accounts and tweak settings to suit different users. For current BoxTrapper specifications, see this article at cPanel Docs.

Summary

BoxTrapper is a simple way to reduce incoming spam. Server admins can apply BoxTrapper selectively on email accounts, or globally. However, BoxTrapper’s success depends on users white-listing approved email addresses. This means that senders may not understand that they need to respond to a verification email to successfully dispatch an email to you. Also, email users need to pay attention to their email whitelists.

Micrsoft 365 provides a more naunced approach, however this can be subject to someone understanding the intricacies of Exchange Online to micro-manage spam-filtering.

About ComStat.uk: Internet Service Provider Comstat provides IT support, web hosting, and media services including web 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.

Create a Microsoft 365 Exchange Online connector

by | Aug 15, 2025

Configuring Microsoft 365 Connector for Web Server Email Relay

Use this summary to successfully configure a Microsoft 365 Exchange Online connector to relay email from a cPanel web server.

Some web server applications might not be equipped to connect to Microsoft 365 to relay email from your web server If you use Multifactor Authentication (MFA) to login to your email and 365 services.

Instead, an Exchange Online connector recognizes your web server as a legitimate mail server within your Micrsosoft 365 email environment. This means that a properly configured Exchange online connector relays email via Microsoft 365 to recipients without having to deal with MFA.

This article shows you how to configure an Exchange Online connector in Microsoft 365 to accept incoming traffic from your web server on port 25 using TLS. This assumes that your web server application, such as Clientexec, is:

  • properly configured to send email using SMTP on port 25.
  • your web server’s email routing configuration is established for “remote mailer”.
  • your web server uses a static IP address
    • in our default web server congiuration, you will need to contact us to arrange an IP address, which is subject to annually renewable cost.

Click open the headers below to find out more about how you can properly configure your Microsoft Exchange connector on your server.

1. Verify proper admin privileges in 365

Before you create an Exchange online connector, make sure your Microsoft 365 admin account has the correct permissions, even if you are already a Global Administrator:

  • Go to Microsoft 365 Admin Center > Roles > Admin Roles
  • Assign your account, or the user you want to authorize  to <Organization Management> if not already enabled

To add your user account to Organization Management role, click open Organization Management and add your user account. If you belong to a group, you can add that group to this role too.

 

365 admin roles - organization management

This role is required to access and configure TLS settings in connectors. Without this role, TLS options may be hidden even in the new Exchange Admin Center.

2. Access the New Exchange Admin Center

Use the Microsoft 365’s modern interface to create and edit an Exchange Online connector:

Note:  be sure you are logged in to the new Exchange Admin Center. The legacy admin center will not support the options you need. Log into the new Exchange admin centre for managing roles and mailflow > connectors. You can tell by checking that the path in your browser navigation bar includes the link above.

3. Create a New Connector

Use these settings:

  • From: Partner organization
  • To: Microsoft 365
  • Purpose: Accept email from your web server

Important configuration steps:

  • Connector Type: Must be set to Partner (not Internal)
  • Sender IP Address: Add your web server’s public IP address
  • TLS settings:
    • Require TLS: Must be checked
    • Require that the subject name of the certificate matches this domain name: Must be checked
    • the domain name you enter must also be registered in your Microsoft 365 tenancy.

Exchange Online connector TLS setting

If you do not see these TLS preferences, you either have insufficient privileges, or you have chosen the wrong type of connector

The last preference enforces certificate validation during an SMTP handshake

4. Testing the Connector from the Web Server

Verify DNS and SMTP Connectivity

On your web server, use teh Linux “dig command to confirm mailflow routing using SSH or cPanel’s terminal. This demonstrates that by showing a Microsoft IP address in output, the outgoing message is not intercepted by Exim or other processes on your web server.

# Check MX records
dig “yourdomainname.com” MX

Use openSSL to confirm TLS handshake with SMTP server with SSH or terminal. You may need to llok up your mailhost in 365. Usually it looks like “yourdomainname-com” rather than “yourdomainname.com”

openssl s_client -starttls smtp -connect “yourmailhost”.mail.protection.outlook.com:25

Send a test email via PHP using a script like:

$to = “insert valid 365 email address”;
$subject = “Test Email from Web Server”;
$message = “This is a test message.”;
$headers = “From: insert email address”;

if (mail($to, $subject, $message, $headers)) {
echo “Email sent successfully.”;
} else {
echo “Email sending failed.”;
}

Use different From: and To: addresses to avoid spoofing or loopback issues. Also, this can be saved as a script, uploaded to public_html on your web server, and run via a browser by pointing yout browser to the php file you have saved. Delete the file after testing.

5. Verify Connector Status with PowerShell

.Use Windows PowerShell 5.1 with the Exchange Online Management Module. Powershell 7.x does not currently carry the inventory of commandlets used for Exchange Online that v5.1 supports. If you are not familiar with Powershell, find help on checking and enabling “ExecutionPolicy” to enable scripts to run. Also, you may need to install a module called Connect-ExchangeOnline.

 

# Connect with MFA
Connect-ExchangeOnline -UserPrincipalName youradmin@yourdomain.com
# List connectors
Get-InboundConnector | Format-Table Name, ConnectorType, Enabled, RequireTLS, TlsSenderCertificateName
# Detailed view
Get-InboundConnector -Identity “YourConnectorName” | FL Name, ConnectorType, Enabled, RequireTLS, TlsSenderCertificateName, SenderDomains
6. Understand Sent Items Behavior

Emails sent via the connector:

  • Do not appear in Sent Items of the mailbox listed in the From: field
  • Are treated as externally relayed messages, not user-initiated
Summary

Microsoft 365 connectors are powerful but require

  • properly configured 365 admin roles
  • TLS enforcement
  • Correct connector type and IP configuration
  • Careful testing from the sending server

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.