UPDATE: As of 4/21/2008, this post has been revised to include the domain verification process.

Step 1. Go to http://www.google.com/a

Look around for the “Organizations and members” link in the lower right-hand corner and click on that link to go to Step 2.

Step 2. Click on the Google Apps Education Edition link near the bottom of the screen to go to Step 3.

Step 3. You will be asked to enter a domain name.

In this case, I am using mydemononprofit.org. Enter the domain name you set up in Step 2 of Part I of this series. Don’t use mydemononprofit.org. It won’t work. Trust me. Click on “Get started” to go to Step 4.

Step 4. This is the major sign-up sheet for your organization.

You will need your Employer ID/Federal Tax ID number to fill this out properly. You can’t really fake this part for too long — Google is checking you against a database of Federal Tax IDs. Forget Santa Claus — Google knows who is naughty or nice.

Please substitute the information in the form with your org’s information. You can enter less people for number of users but I think 1 is your minimum. I’m assuming your organization does NOT provide e-mail accounts. That is, you’re probably using a Yahoo, Gmail, AOL, or Hotmail account for your org. This tutorial doesn’t cover moving your e-mail over from another e-mail system to Google Apps. I suggest that as a workaround you just forward all your old e-mail to your new account after your new e-mail is working. Make sure you are entered as a “Non-profit organization”.

Hit the “Continue” button (not shown) at the bottom of this page to go to Step 5.

Step 5. This page has you enter your username and password.

Please make sure you remember the username and password you enter in this screen. Write it down if you have to but throw it away once you’ve got it memorized. Really. I mean it. Click on “I accept. Continue with set up” to go to step 6.

Step 6. You made it! You’ve got Google Apps set up for your organization.

Now it’s time to configure your e-mail. If you followed Part II of this series, your e-mail should already be ready to flow to your new Google Apps set up. Go to Step 7.

Step 7. Look at the right-hand side of your screen.

Click on the “Activate email” link to go to Step 8.

Step 8. Does this look familiar?

You already did these steps in Part II. If you have not, please make sure you do these steps in GoDaddy. Otherwise, e-mail will not come to your domain. Think of it as creating the digital equivalent of a sign telling the postman that you are now here at Google Apps. The postman will now drop off the e-mail at your new address.

If you have already made the necessary DNS changes from Part II, feel free to click on “I have completed these steps” to go to Step 9.

Step 9. You did it!

Google is now checking your MX records. At this point, you’ll have to cool your heels for at least a day or two while Google is making sure your new domain is correct. Also, they’ll be checking to see if you are a real nonprofit in the meantime.

Step 10. But wait there’s more. Do you see this message at the top?

Google has to make sure you really own this domain. In order to prove to Google you do, you have click on “Verify domain ownership” to go to Step 11.

Step 11. Google now asks you for which verification method to choose.

Click on the little down arrow to choose a method and to go to Step 12.

Step 12. Click on “Change your CNAME record”.

Ok, you’ll need to copy and paste that “unique string” somewhere. You will need it because we’re heading back into GoDaddy to get you back into the Total DNS control screen.

Step 13. Assuming that you’ve already signed up with GoDaddy in Part I of this series, please click on “My Account” after you’ve logged in.

Step 14. Look at the left-hand side of the screen and look for “Manage Domains”. Click on “Manage Domains”.

Step 15. Look for your nonprofit’s domain name. In this example, I called it mynonprofits.org. Click on the link to your domain name.

Step 16. Click on “Total DNS Control and MX Records”. It’s on the right-hand side of your screen.

Step 17. Look for the CNAMES section on the left-hand side of your screen.

Click on the “+” next to CNAMES to go to Step 18.

Step 18. The CNAMES section popped up. Look at the right-hand side of the screen for “Add New CNAME Record”.

Click on “Add New CNAME Record” to go to Step 19.

Step 19. This is where you enter the unique identifier Google Apps gave you in Step 12.

Please fill out the form in the same as the screen shot above. Just make sure to enter YOUR unique string from Step 12. Click on OK to go to Step 20.

Step 20. GoDaddy should give you a confirmation screen.

Step 21. Go back to http://www.google.com/a

Look at the top right-hand corner of the screen. You’re now a returning user.

Click on “Returning user, sign in here” to go to Step 11.

Step 22. Look at the top right-hand corner of the screen.

Kind of weird, right? You click on the link above and nothing happened except that now the screen is asking for something new.

Make it look like the screen shot below:

Enter your domain and click on the arrow that’s pointing down until it says “Manage this domain”. Click “Go” to go to Step 12.

Step 23. What’s this? Google says “Your domain has changed to a new edition of Google Apps.”

What does that mean? It means you’re legit! Google has figured out you’re really a nice person with a heart of gold and thus are capable of running a nonprofit. It figured this out by dividing the number of Google searches you made on “kittehs” by the number of times you have said “LOL” while in GChat. Just kidding. Basically, they just did a search on the Federal Tax ID you submitted and moved you over to Google Apps for Non-Profits. Please note that this screen may not necessarily show until Google has figured you out.

You can pick any administrator username you want. However, it’s probably smarter to use “administrator” instead of your actual username. That way, if you add more users later on, they won’t need to have access to your e-mail account to change Google Apps. Click on “I accept.” to go to Step 13.

Step 24. You’re back in the administration screen!

Notice how the “We are checking MX records for your domain” notice is gone. Instead, you have a URL that says “http://mail.google.com/a/mydemononprofit.org” underneath the E-mail section. If you click on it, you will get your new e-mail.

Step 25. You may also see this message at the top of your screen:

You don’t need to re-verify domain ownership. Just make sure this message isn’t around for a couple of days.

That ends part III of the series. You now have e-mail and Google Apps running for your domain. Your domain will also be verified by Google Apps. You’ve started to get your non-profit up and running. There is one thing that I’ve left undone and that is, you don’t have custom subdomains for your Google Apps. Basically, instead of going to http://mail.google.com/a/mydemononprofit.org for your e-mail, you can set up a custom subdomain like “mail.mydemononprofit.org” instead. It’s much shorter than the way Google Apps leaves it to you. If enough people are interested, I can write a tutorial for that as well.

I also have another offer. Do you want to see what a live demo of Google Apps using the mydemononprofit.org domain looks like? E-mail me at abenamer@nonprofittechblog.org and I can set you up with an account and you can play around with Google Apps yourself.

Despite the lengthy instructions you’ve followed, you don’t have a Web site yet and I’m going to introduce a new series, “How to create a free Website for your nonprofit.” However, don’t worry too much about a Web site yet. You have a lot to learn about how to use Google Apps. Don’t forget. It’s more than just a place to get e-mail. You can write documents, make spreadsheets and collaborate with others. To learn more, go to http://google.com/support/a/. Please leave me any comments as to how you’ve used this series to get your non-profit up on the Web. Any feedback you might have would be appreciated.

Update: It looks like I forgot to do the domain verification procedure that Google asks for. Don’t worry — Google gives you a grace period of 30 days after your Google Apps site has been created. I’m working with Google right now to write the necessary instructions for domain verification.

Step 1. Assuming that you’ve already signed up with GoDaddy in Part I of this series, please click on “My Account” after you’ve logged in.

Step 2. Look at the left-hand side of the screen and look for “Manage Domains”. Click on “Manage Domains”.

Step 3. Look for your nonprofit’s domain name. In this example, I called it mynonprofits.org. Click on the link to your domain name.

Step 4. Click on “Total DNS Control and MX Records”. It’s on the right-hand side of your screen.

Step 5. This is what the DNS records for your domain will look like. They’re nice but not useful for getting your site to work with Google Apps. Go to Step 6.

Step 6. Do you see the records called MX (Mail Exchange) from Step 5? To the right, there are these boxes with a little “x” in them. You need to delete these MX records to prepare your domain name to accept Google Apps. Now click on both of those little boxes.

Step 7. Now that’s done, you need to add a bunch of MX records per Google’s instructions. Click on the “Add New MX Record” box. This will allow you to enter the records for Google Apps. This will make e-mail for your nonprofit’s domain go through Google instead of the default e-mail servers that GoDaddy had set up for you. You will have to keep adding new MX records until you go through the list of Google servers.

Step 8. This is the screen for entering all of Google Apps’ information. This is a quote from Google’s FAQ on setting up MX records using GoDaddy.

For each MX Record, enter information according to the data in the table below:

• For the Select the Priority Value drop-down menu, enter the priority value.
• For Enter a Host Name, leave the default setting to @.
• For Enter Goes To Address enter the Gmail server name.
• For the Select TTL Value drop-down menu, enter 1 Week. This will appear as 604800 seconds within the DNS system.
  

  PriorityValue	HostName	Goes To Address (Mail Server)	TTLValue
  10	@	ASPMX.L.GOOGLE.COM.	1 Week
  20	@	ALT1.ASPMX.L.GOOGLE.COM.	1 Week
  30	@	ALT2.ASPMX.L.GOOGLE.COM.	1 Week
  40	@	ASPMX2.GOOGLEMAIL.COM.	1 Week
  50	@	ASPMX3.GOOGLEMAIL.COM.	1 Week

Ok, did you enter all of the MX records? Make sure you go through all five of them and keep entering those records. That’s it for now. Your domain is now configured to pass e-mail through Google apps.

1. Get your domain name through GoDaddy.

2. Get your e-mail infrastructure up and running from Google Apps for Domains.

3. Get your web site up and running over at WordPress.com.

And the great thing? It’s going to cost you about $8 a year. I promise. Ok $9 a year if you want to keep your registration details off the Web.

This blog post and others following after it will be about those three steps. I’ll try to get these all up by the end of this week. I’m planning on taking these articles and dumping them into a Wiki so people can add their own comments in the future.

But first, let’s talk about domain names. You need one. It’s the stamp that shows that you’re a real organization. When your e-mail ends in an aol.com or a yahoo.com domain name, you’re not going to be seen as serious or web-savvy. If your name ends in a gmail.com account, you’re getting close. However, it’s best to have your e-mail address end in a yourorgnamehere.org.

So the first thing that has to happen is you getting a domain name. The old way to do this was to go through Network Solutions which for years was the only place you could get a .com or .org domain in the United States. You can now get domain names at a whole slew of other sites. GoDaddy is a good alternative.

There is one problem though. There’s a good chance that your organization’s name has already been taken. You’re going to have to find acceptable alternatives. For the purposes of this tutorial, do NOT use any site bybut GoDaddy or Network Solutions to look for a domain name. Less scrupulous web sites will take your domain name searches and register YOUR domain names thus forcing you to pay an additional fee in order to use it. That practice is called “domain name front running”. Yeah, the Internet sucks sometimes, this is one of those moments.

Before you get a domain name, you will need:

• A credit card or a PayPal account that has at $10 credit on it.
• Lots of imagination for coming up with a good domain name.
• A mailing address to get any notifications from GoDaddy.
• An e-mail address. But wait, Allan, I thought I was going to get a new e-mail domain name and everything? Unfortunately, you’ll still need your old e-mail address. You can change this info later once you’ve your e-mail infrastructure up and running.

Step 1. Finding your domain name

I went to godaddy.com and found a text box that expected me to enter a new domain name.

I decided to enter mynonprofits.org. And clicked on the orange search button.

Step 2. Get your domain name

Good. They found a match. And you could get the other domains if you wanted to just so you could redirect those domains to your site later. However, our budget is less than $10 so let’s not go crazy. Click the orange Continue button at the bottom of the page.

Step 3. Get a GoDaddy account

You have to fill out registration information. It’s pretty easy, once you’re done, click on the orange Continue button.

I’m going to show what GoDaddy does after you fill out the sheet. It asks you to verify the contact information. PLEASE make sure it’s correct. It’s the only way GoDaddy can contact you when your domain name is going to expire.

There’s a lot of extra junk on this page. It’s basically intended to make you register your own name as a domain name. Just disregard it. It’s just intended to get a little bit more money out of you. Once you’re done checking things, click on the orange Continue button.

Step 4. Decide how long it will before your domain name expires

What’s that? Domain names expire? Yes they do. Make sure that registration length is at 1 year. When you know your organization is going to be stronger next year, you can then move ahead. Some options explained. Why do you need private registration? Actually, you don’t need it. You may want it. Technically speaking, if you’re still running your org out of your house, you probably entered your home address into the contact info at Step 3. Unfortunately, this means that people searching for who owns your new domain name will find your home address in there. Generally speaking, it’s a good idea to check for “Deluxe” registration but I’m not doing it here because we’re looking to do a bare-bones registration. However, a more private registration will only cost you about $2 a year.

Really, don’t bother with customizing your order. All you need to do is somehow make it to the checkout screen.

Step 5. Almost there!

GoDaddy LOVES to give you extra chances to buy stuff. Just bear with me. This is one of the cheapest and easiest ways to get a domain name. Make sure you’re only buy for 1 year.

Make sure the Domain Registration Agreement and Universal Terms of Service checkboxes are checked before you hit the Continue button.

Step 6. Sign in and pay for it.

Nothing interesting here. However, just make sure your e-mail address is correct. If GoDaddy can’t contact you, then you won’t know that your domain name is expiring next year. This can cause a lot of grief (I know, I’ve been there). And you may end up having to sign in ANOTHER domain name because it can take weeks to get an expired domain name back in your hand especially as other sites are looking to take your domain name from you so that they can sell it back to you. Yes, I know this all sounds horrible. However, just make sure that you renew your domain name every year. And don’t take offers from anyone but GoDaddy after you’ve signed up. Please note that just having a domain name doesn’t mean that you automatically get your new domain name in your e-mail. There’s a bit of configuration that has to happen first. You need a mail server at the

Next post will be on how to use your new domain name with Google Apps.