How to Create and Maintain a Website

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In this document:

Start with a Plan | Domain Name | Web Host | Email Addresses | Editing Tools | Upload Your Content | Publicize your Site

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Creating a website to increase awareness of your organization can be a daunting task. There are many aspects to take into consideration. The purpose, function, placement, creation and maintenance of the website are all substantial decisions best laid out in an initial planning process. This document is designed to answer some of the questions about what building a site may require, and to steer you to outlining a clear and thorough strategy for your site.

Here is what you need to have a web site:
A Plan: The Who, What, Why, When, and How

Determine the exact needs for a web presence in terms of who your audience may be, and what the content is and the message behind it. The amount of content gives you a better sense of site size: webpage (single page) vs. website (collection of pages and services). Why is this site useful? Is it a research or an organizing tool? When will you be able to launch? Developing a timeline is critical to your analysis. How will you manage your content? Assess your in-house talent.

The Website Planning Worksheet is a document developed by the LINC Project to help organizations implement their website plan. We recommend that you consult it before you begin to plan. It is located at http://www.lincproject.org/toolkit/worksheets/webplanwrksht.pdf

LIFETIME uses geds-to-phds.org as its domain name

A Domain Name

Every website has an address on the web that is used to direct web browsers to the site. This is called a Uniform Resource Locator (URL) or Domain Name.

Select a domain name that is easily identifiable with your organization such as www.lincproject.org. Domain names can be used for both your website address (www.yoursite.org) and your email addresses (you@yoursite.org). The category, .org, is intended for nonprofit organizations, though anyone can register a .org domain. Those websites containing .com are usually reserved for commercial sites.

Registration of a domain name can be done through a domain name registrar or through a web host. Average fees run between 15 - 35 USD per year, usually with the first two years due at the time of activation. Discounts are available for domain names registered for additional years, and/or with additional services. For more information on domain name registrars, go to http://www.internic.net/regist.html. For more information on web hosts, see below.

Be sure to get all pertinent contact information and retain a copy of your bill, as you will need it to refer to your specific account when it is time to renew your domain name service.

Note to the reader : Though not a requirement for obtaining a web presence, having your own domain name can be an effective technique in reaching your audience and marketing to those with access to the Internet. In the completion of your Website Planning Worksheet, and specifically the identification of your target audience and budget restrictions, you will determine whether using a virtual host or a non-virtual host suits you best. For the latter, a domain name is not necessary, although a name identifying your organization is. See below for more information regarding hosts.

Domain Name Renewal: Domain names expire and must be renewed. Initially, you may register your domain name for up to 10 years. Renewing your domain name is as easy as contacting the company that established it. Please consult your registrar or host for more information.

Beware: Do not respond to solicitations from vendors for domain name renewal. They may be fraudulent. You may receive notices or bills from companies attempting to get your business. Remember, all inquiries regarding your account should be sent to the original company you dealt with.

A Web Host: The Where
Hosting is defined as where the website physically resides - that is, a computer that contains the pages being accessed. LINC does not recommend hosting your own website. Although hosting is possible if you have a high-speed Internet connection and a server, only experienced technology professionals should commit to this undertaking.

Find a web host that will provide the services you need. Basic services include space for web pages and other content like pictures, but may also include email addresses, guest lists, email lists, bulletin boards, web-based HTML editor software, or pre-defined programs like counters and databases. Additionally, some hosts will also register your domain name for you. An example of some of the services provided by various hosts, including cost comparisons, can be found at http://budgetweb.com/budgetweb/.

Virtual hosts mimic your domain name through redirection, so users accessing your site will actually be accessing the hosts server. Non-virtual hosts allocate space under their own domain name (i.e., www.host.com/yourname/ or www.yourname.host.com/).
Hosting costs can vary from free to $50/month depending on the services required. If you decide to have the site hosted and allow the host to designate your domain name, you will have to renew your domain name through that specific host. Some may waive the initial fee(s) for this added service. However, this may make changing web host companies in the future more difficult.

DNS is a way of assigning a domain name (i.e., yoursite.org) to an Internet Protocol (IP) address (i.e., 66.100.45.254) which is the numerical representation of the physical address of a computer on the Internet.

Once you have your domain name (from the registrar), and have created an account with the host, the host will give you their Domain Name Server (DNS) address. You may need to communicate the hosts DNS address to the registrar, or the host may do this for you. Your host will have more information on this process.

Email Addresses
Web hosts can provide a variety of email hosting services as well. Examples of these services are email aliases so users can retain their existing email addresses and have mail forwarded to the new address; web mail so users can access their email via the web; and POP accounts so users can download their email to their computers. Services can vary so be sure to understand your internal email needs prior to contracting with a host.

Establishing your domain name means that you can use it for email addresses, such as you@yoursite.org. In setting up your account, you will be able to designate your email address(es). You will also be given login and temporary password information. If you have chosen a host that does not supply this service, you can use free email services supplied through companies like hotmail.com, mail.com, yahoo.com, and more.

Webpage Editing Tools
Now you are ready to create your page or site. HTML, or Hyper-Text Markup Language, is the base code that creates pages on the Internet. You can use a variety of webpage editors such as BBEdit, Microsoft Frontpage, Homesite, Netscape Composer, and Dreamweaver. However, if your budget doesnt allow for these software packages, you can go to http://download.cnet.com/ for a listing of free or inexpensive software, or use the text editor that came with your operating system. For assistance with HTML coding and saving files with the proper extensions, consult http://pageresource.com and http://hotwired.lycos.com/webmonkey/.

A Way to Upload Your Content
Once you have completed the format and basic design of your website, you will need to transfer the files via the Internet to your hosts computer. You will need to upload all components and content into your designated web directories and begin correcting your HTML code. Your host will explain this process. It is as easy as connecting your computer to the host server, inputting your login information (username and password), and uploading the files. The program used for uploading files via the Internet is a File Transfer Protocol (FTP) client, although some hosts use specific web-based file manager software. Consult http://internet.downloadatoz.com/ftp-software.html for example programs. Also, many webpage editors often have uploading and downloading features built-in and can help with managing your website.

Once you have completed transferring your files to the host, rename your start page to “index.htm” (typically). You should raise any concerns about this process with the host during the activation of your account.

A Publicity Campaign
After your website (or webpage) is completed and you are up and running, it is time to let everyone know who and where you are. There are a number of sites that allow you to register with their online directory. Most portals and search engine sites provide this service for free. Your host may also provide this service. Google.com is a great place to list your site and has a directory of search engines to choose from. Email based discussion lists are also a great place to let people know about your website along with future changes people should know about.

WEEL uses a webhost for their site that also provides them with email services (www.weelempowers.org) GRO—GrassRoots Organizing—Utilizes a content management system to maintain their website (www.gromo.org)

Remember: Whatever your decision about how to develop a website, first choose a single location to retain all documentation regarding this important move. LINC suggests keeping a Technology Binder containing all research conducted, copies of bills, any hardware or software documentation, domain name and web host information including IP addresses, user names and passwords, registration materials, a listing of the projects and those accountable for their completion, and any correspondence that may be helpful to another staff person in the future.

© 2004 Welfare Law Center. This techtip was written by Askia Foreman and edited by the LINC Project team. Special thanks to the LINC Project Advisory Groups for their input.

Creative Commons License
This work is licensed under a Creative Commons License.

How Low-Income Grassroots Groups Can Get Help From LINC: LINC is available to provide a wide range of technology-capacity building assistance, including website planning and development, to low-income grassroots groups that organize on economic security and social safety net issues. To find out more, contact Dirk Slater, LINC Project Senior Circuit Rider at dirk@welfarelaw.org.