Your domain name carries your website and your email. If it expires, is misconfigured or is controlled by the wrong person, both can stop working. Understanding the basics helps you keep control.
Domain names and registrars
A domain name, such as example.co.zw or example.com, is registered through a registrar for a period and must be renewed. The person or organisation listed as the registrant legally holds the domain.
Good practice:
- Register domains in the organisation’s name, not an individual’s.
- Use a shared organisational email address for the registrar account.
- Enable automatic renewal and keep payment details current.
- Record renewal dates and who is responsible.
What DNS does
The Domain Name System (DNS) translates your domain into the addresses of the services behind it. DNS records tell the internet where your website and email are hosted. Common records include:
- A and AAAA records: point the domain to a server’s address.
- CNAME records: point one name to another, often used for subdomains.
- MX records: direct email to your email provider.
- TXT records: hold verification and email security information.
Changes to DNS can take time to spread, so plan changes rather than making them in a hurry.
Business email that gets delivered
Professional email on your own domain builds trust. To help it reach inboxes rather than spam folders, configure:
- SPF: lists which servers may send email for your domain.
- DKIM: adds a digital signature to outgoing messages.
- DMARC: tells receiving servers how to handle messages that fail these checks and where to send reports.
These records also make it harder for others to send fraudulent email that appears to come from you.
Keep a simple register
Maintain a short document listing your domains, registrar, DNS provider, email provider, renewal dates and who has access. Store it somewhere secure and shared.
Plan changes carefully
Moving a website or email provider involves DNS changes. Lower record lifetimes in advance, schedule the change for a quiet period and check email delivery afterwards.
Clear ownership and correct configuration prevent some of the most disruptive, and most avoidable, technology problems an organisation can face.
