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Web Hosting, Domain Name Registrations & Emails….

Web Hosting, Domain Name Registrations & Emails….

I’ve been working with advertising clients since the beginning of the web and there’s a lot of confusion about email and web hosting and the registration of your web address. If you want to understand the basics of having a website or know how to set up and manage your own website, hosting account or email accounts you will need to at least have a basic understanding of web hosting, domain registration and email set up (I’m sorry there’s a lot to say here, but the only way to do this is to write it all in one place):

#1 Registering your Domain Name: When you want to do anything on the web you may already know that you’ll need to start by registering a web name or web address (aka “registering a URL” or a “domain name registration” or “registering a DNS”). For that you can go to any online domain name registration company and do the following (Note: You can find an online domain name registration company by typing those words into Google or Yahoo, and then clicking on one of the links that appears and exploring the features & prices of each company that shows up before signing up or acquiring a new web address):

  • Search for and decide on a web address name (I’ll refer to this as the registration of your “domain name” from here on out)
  • Decide how long you want to register the name for (1 year, 2 years, 5 years, or more).
  • Follow the steps on the Domain Name Registrant company to find, pay for and acquire the domain name that you want.

When you’re “registering” a domain name, you’re essentially “renting” it for a given time period (whatever period of time you initially pay for).  Keep in mind that a web site address is sometimes called a “DNS” and also at times it may be called a “URL” but essentially they mean the same thing.  ALSO be forewarned that we no longer are using “WWW” in every case when we type in a web address.  So if you try typing the web address you want into your browser (WITH the “WWW” letters), and that doesn’t work, then try typing it again without the “WWW” at the front of the address to see if that works.  (If you have NO idea what I’m talking about – you may need to start over at the beginning by going to Amazon and buying a book about using your PC such as “Computer Basics“.)

If you register your own domain name all by yourself, you’ll have to remember to renew it at the end of the time period that you have “rented” it for (you’ll have to look for an email that should be sent to you around the time of the renewal and be sure to re-register the domain name or set a reminder in your calendar for 1 year or 2 years [etc] to re-rent your domain name….if you forget to do that your web site will go down and worse yet, you may lose your domain name altogether).

Don’t forget that when you sign up for your domain name, whatever email address you use as a contact for yourself, (on the domain registration site), needs to be working in the future so you can receive any “warning” emails about your domain name registration expiration. If it’s not working, then you will have to remember to go back to the Domain Name Registrant’s website and UPDATE your contact information in your account before that time.  By the way each year “ICANN” (or the organization that oversees all domain name registrations) will send you an email asking you to reconfirm your contact info for this very reason – so be sure you look for those notices and respond to them on an annual basis or you won’t get your domain name reminders.

Once you register your domain name, you’ll have to “Point your Domain name servers” to your “hosting servers” (there will be at least 2 name server addresses)….this just means you will be connecting your new web address [or name] up to the computer where your website will be found. This sounds more complicated than it is. In order to do this you’ll need to know (and enter) the “addresses” for your name servers into the account you just set up at your new domain name registrant’s website (more on hosting & hosting servers next). AND you won’t be able to do this until you have set up a web hosting account. Once you set that up, you will get the name servers for your hosting server, (this can be REALLY confusing, but think of the “name server” as just a combination of numbers &letters that identifies your hosting server) which usually look like this “xxx.xxxx.xxx” (and there should be 2 sets of digits, one for the primary name server and the other for a backup name server). (Note: remember, “server” is just another word for a computer).

#2 Setting up your Hosting Servers:Above we’ve just established that in order to have a website, you have to select and register a web address or name for that website. Then once you’ve done that, you’ll need a computer where you can “put” your website files and that computer is called the “Hosting Server”. Whenever you hear the word “Web Hosting Account” – that’s just a computer where you rent space and connect your web name or domain name up to (and later you’ll put your website files and perhaps even your email on that same computer).

You can find a web hosting provider online…..there are a lot of ins and outs to know about selecting a web hosting provider, so don’t just do that without first thinking it through (I’ll leave that info for another blog). But for now, you need to know that any website requires a web hosting provider (or account).

Once you select a hosting provider and sign up for a hosting account, you will be given an “address” for your hosting servers. ONCE you have that address (i.e., those letters and/or numbers) you can take them back over to your “domain name registrant” account and enter them into the appropriate fields.

Please note: once you set up (or change) the name servers at the domain name registrant, it could take up to 96 hours to propagate throughout the world wide web (or to show up or take effect). Every registrant is different so check yours for more specific information and time estimates.

  • A hosting account is something you have to pay periodically (monthly/quarterly/annually, etc.). If you stop paying for this account your website will no longer function.
  • There is such a thing as a FREE hosting account….but you still have to set it up and connect your domain name up to that hosting account. There are a lot of negatives associated with having a free hosting account an if you want your business or venture to appear “professional” you won’t want to even consider this option.

#3 Setting up your Email: When you get a web hosting account, you can put your website on that “rented” computer (once you have the website created….hopefully by a professional web programmer). In addition to holding your website, many web hosting accounts will also host or include a certain number of free email accounts. So if you set up a web address such as “www.yourwebsite.com” at a Domain Name Registrant (#1 above) and then connect that up to your Web Hosting Account (#2 above) you should be able to also set up and start using Email Addresses that go with that same account (#3 here)

(NOTE: the good news is that once you have your web address registered you can use that address for your email for examples: yourname@yourwebsite.com or youremployeesname@yourwebsite.com.) (if your hosting account doesn’t include email services you’ll have to get an ancillary email hosting server – very much like a web hosting server but that would be just for email; you can get a free email hosting server from companies like Yahoo or Google, but they have all sorts of negatives that aren’t nice if you’re trying to appear professional such as really annoying ads that appear on your web pages).

So, in order to set up your email accounts on your web hosting server, you’ll need to create the account for the email addresses on the hosting server itself (each system is different so it’s impossible for me to tell you exactly how to do that). In order to do that you’ll need to have and use the user name and password that you created when you set up that web hosting account….and you’ll need to set up each email address individually, each with its own u/n and p/w and other info that will be specific to your particular hosting service provider (which may be hard for you to figure out if you’ve never seen this before, sorry!).

Once the Email Hosting server is set up, you’ll also need to set up each individual email account you want to use on your computer(s) (and on each computer where you want to be able to receive the emails at). Specifically how this is done will depend on what type of computer you have i.e., PC or Mac and what programs you use. We use a PC and a program called “Microsoft Outlook”, so I’ll give you an idea of how this works from that perspective.(more on this in a future blog or email me for complete instructions at emily@brandx.me)

In Outlook you’ll need to create a new account (see “Account settings” from within the Outlook Program). There are a number of settings IN your Outlook program that need to be “filled out”. First you’ll need your new domain name and the specific email address you want to set up (youraccountant@yourwebsite.com for example) plus you’ll need your hosting server address and the associated incoming and outgoing mail servers (SMTP & POP), the u/n and p/w you used when you set up your new web hosting account and info from your Internet Service Provider (ISP) (your ISP will have certain “port settings” that will need to be set up according to what ports they use).

If you’ve made it this far, I think you’ll start to see why it’s impossible to find a simple set of instructions regarding how to set up your hosting & email accounts and why a client might want to pay someone (like my company) the up charge of $10/month that we ask for in order to do it for them.

ISP the last thing I’m going to explain to you today is this – your ISP or Internet Service Provider. I’m pretty sure you know what this is…because everyone has to have one in-order to be able to receive their emails at home or surf the Internet. This is also something you have to pay on a monthly or periodic basis (as you may well know) in order to be able to access the web and to be able to upload and download your emails. I can’t tell you how many times our customers have called us to tell us “something’s wrong with our web hosting account” and it turns out they didn’t pay their ISP bill that month (or they did not remember to renew their domain name registration!). All these little pieces have to be set up correctly AND they have to be maintained and renewed when necessary in order to keep your website and emails up and running properly.

In conclusion, there’s a lot to know about registering a new web address, setting up a web hosting account and email accounts…..and while it can be done on your own, it’s also nice to have someone to set it all up for you and to be there if something goes wrong (and to get your site and email back up and running as quickly as possible). If you’ve ever wondered why you should pay someone to do this for you I hope this has helped you to get a feel for why that’s a good idea!!!!


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Why does it take so long to create a website?

I cannot tell you how many times my clients have commented on how much work is involved in creating a website. I think that when anyone sees a finished product, no matter what it is, the tendency is to think about how simple things look, but the fact is that any intelligently developed product or project requires time, thought and effort (and experience and education don’t hurt either).

The fact is that a website cannot be created in a vacuum. And as much as I hate having to say this before I get a job from someone,  I have to have SOME input from my client about what they do, who they want to target, what TYPE or style of website they like and want, etc.  Of course I can and will help them to think through all of these types of things (called “Ad Strategy”) but sometimes it’s hard to get the clients to give me ANY time to talk about their businesses and what they want to accomplish with their marketing.  This isn’t a step you can overlook – all good advertising starts with strategy.  Strategy is thinking about who you are, what you do, how you want your market to perceive you, who your competition is, what their advertising looks like and on an on  Way too many people hire independent graphic designer or web programmers and think they are going to provide them with everything they need. What they don’t know is that those people are just one part of a bigger team that works together to make excellent advertising products and websites.

A website starts with strategy first and then moves on from there to “site structure”.  Site structure thinks about what pages a website will have and how they will be organized.  Clients sometimes don’t recognize how their site’s structure is tied to their design.  You may want to have three basic areas of the site, one each for each category of product you sell, and so the site structure and site design have to consider that. For example, if you sell widgets and you have three different categories of widgets…let’s say Widgets for kids, Widgets for Adults and Widgets for Dogs, then the site design might have three columns.  If you plan on adding 3 new product categories later, then the designers will keep this in mind and find a way to set things up so that more categories can be added to the site later.

After developing a site’s structure the client or the ad team will need to write the text.  If the client opts to write their own website text, I have to get that text from them and that can take a while.  Then I have to proof the text and edit it and send it back to the client for their approval.  The website development project will usually go faster if you hire us to write your text for you, but that still takes research time and multiple drafts before the content is ready to go.  The text is essential to any project because it tells me how many pages we’ll need and how much space is going to be need for that text. In a time crunch, I might be able to get the development team started on the site with JUST an outline of the text, but it’s always better to have the full text before proceeding.

All this has to be considered BEFORE any design work is done or it will take twice as long to do the project when things have to be redone.  Many times a client is just figuring things out as they go along and as a result the job specs change in mid-stream.  This can be very frustrating for the web development team….not because we care if you change your mind, but because we’re losing time and money if the job takes longer than what we have originally estimated.  I can tell you that I try to do many of these mid-stream changes without charging extra, but what happens is we reach a point where we’re losing money.  If I haven’t mentioned the negative impact of these changes before that point, then the client usually gets frustrated or mad because they’re not considering all the other “free” changes that have come before.  Just keep in mind….that if you don’t mind paying for extra changes…..then we don’t mind making them for you.

Once the client gives us the text they want on their website (preferably 100% ready to go and in a digital format with little or no formatting like bold words or bulleted text, etc.) I can start assigning all the different aspects of creating a website, which includes:

  1. Outlining the text
  2. Formatting (or unformatting) the text
  3. Determining the page names
  4. Creating the site structure
  5. Considering the functionality of the site and loading the plug-ins or creating the custom programming required to integrate these functions into the site.
  6. Hiring the appropriate designers and programmers for each aspect of the job.
  7. Designing the site or searching for and selecting a site design template (depending on if you’ve paid for a custom designed website or a template designed website).
  8. Searching for, getting approval for and buying the images from a stock photo house.
  9. Acquiring the product images and logo artwork from the client.
  10. Editing the photos or other images.
  11. Selecting the site fonts.
  12. Programming the basic site – which can include many different types of programming and multiple different programmers who work in HTML, WordPress, PHP (the native language that WordPress uses),  CSS, Javascript and on and on.
  13. Programming any ancillary functionality to the site (such as E commerce/Paypal, membership only access, databases, etc.)
  14. Proofing the site
  15. Making the customer’s changes
  16. Writing and programming the site Metadata (title, description and keywords)
  17. Marketing the website (I could make a whole new list for this item).
  18. Web marketing – none of that even considers the work that is required after the site is built to market the site and get i t listed on the search engines.  That is a whole other article!!!!

I recognize that once you see this list, that developing a website can seem like an insurmountable pain in the neck.  It may be somewhat of  a pain (as everything worth doing is) but it’s not insurmountable because we know what we’re doing.  If you’ll let us, we’ll guide you through the project to completion and satisfaction and you’ll end up with a top-notch website that will make your company look great to the public and make your target market WANT to visit your site.  For more information please don’t hesitate to contact me at emily@mdept.com.  I am more than happy to offer up advice and answer any of your questions, whether you do business with my company or not!!!


Web Hosting, Domain Name Registrations & Emails….

I’ve been working with advertising clients since the beginning of the web and...
article post

Why does it take so long to create a website?

I cannot tell you how many times my clients have commented on how much work is involved...
article post