Office shark virtual private desktop guide1

Virtual Private Desktop Introduction and User Guide An introduction to the world of virtualization where the possibilities are endless. Guiding you through using your new Virtual Private Desktop and the steps required to make it work for you, not against you. Poon, Wilson 11/1/2010

Virtual Desktop: Introduction and User Guide Page 1

Contents

Introduction .................................................................................................................................................. 2

What is a Virtual Private Desktop? ............................................................................................................... 2

Step 1 - Finding the Remote Desktop Client ................................................................................................. 3

Option 1: Windows 7/Vista ....................................................................................................................... 3

Option 2: Windows XP .............................................................................................................................. 6

Step 2 - Logging on to Your Virtual Private Desktop ..................................................................................... 9

Option 1: Windows 7/Vista ....................................................................................................................... 9

Option 2: Windows XP ............................................................................................................................ 11

More Functions and Features ..................................................................................................................... 13

Step 3: Connecting to a Local Drive ............................................................................................................ 13

Step 4: Connecting a Printer ....................................................................................................................... 16

Step 5: Changing Your Password ................................................................................................................ 20

Step 6: Creating a User ............................................................................................................................... 23

Step 7: Removing a User ............................................................................................................................. 29


Introduction

Welcome to the world of virtualization, this is your OfficeShark portal to the world that supports

desktops anywhere. A Virtual Private Desktop will give you the ability to have access to your information

anywhere in the world as long as you have access to the internet. You can access your Virtual Private

Desktop from any computer system whether it is a laptop, workstation, portable device such as a PDA,

an Ipad, or smart phone. You can have access to your information anywhere there is an internet

connection. This is where the new age of connectivity begins. In the following sections of this user guide

we will be inviting you to learn how to connect to your Virtual Private Desktop and discover the

possibilities it will open up.

What is a Virtual Private Desktop?

A Virtual Private Desktop is a computer away from a computer. Confused yet? Let us put it this

way, it is a computer system which you connect to through the internet via a process called Remote

Desktop. This procedure allows you to connect to a computer system that is remote or away from your

current location. It is located centrally, on our servers hence how you can have access to this system

anywhere there is a computer with an internet connection. This Virtual Private Desktop will be exactly

like any computer you use, only it follows you where ever you go. It gives you the portability to be able

to bring your work, personal, or recreational information with you as you travel from place to place.

You will be able to access your Virtual Private Desktop from any available computer system as long as it

has a connection to the internet.


Step 1 - Finding the Remote Desktop Client

It is a very easy process to connect to the Virtual Private Desktop, all you need is a Remote

Desktop Client. The Remote Desktop Client comes equipped on every windows machine, and it can be

found on Windows XP, Windows Vista, and Windows 7. The following options will describe where to

find the Remote Desktop Client for Windows 7/Vista (Option 1), and Windows XP (skip to Option 2).

Option 1: Windows 7/Vista

Option 1 - Step 1.1: Click on the “Start” button

Option 1 – Step 1.2: Click on “All Programs”

Option 1 - Step 1.3: Click on “Accessories”

Start Button


Option 1 – Step 1.4: Click on “Remote Desktop Connection”

This completes the steps for locating and opening the “Remote Desktop Connection”. A new window

should have opened which is shown in the image below. *

Next you will need to input the login information that was provided to you via e-mail. This procedure is

outlined in the section, “Logging on to Your Virtual Private Desktop”.

*If it is your first time logging on to your “Remote Desktop Connection” you may be prompted with the

screen on the next page:


Enter your “User Name” and “Password” that were provided to you and click “Ok” – you will then see

the above screen and can continue with “Logging on to Your Virtual Private Desktop”

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Option 2: Windows XP

Option 2 - Step 1.1: Click on the “Start” button

Option 2 – Step 1.2: Click on “All Programs”


Option 2 – Step 1.3: Click on “Accessories”

Option 2 – Step 1.4: Click on “Remote Desktop Connection”*

* In some cases “Remote Desktop Connection” will be found under “Communications” within the

“Accessories” folder:


This completes the steps for locating and opening the “Remote Desktop Connection”. A new window

should have opened which is shown in the image below. *

Next you will need to input the login information that was provided to you via e-mail. This procedure is

outlined in the section, “Logging on to Your Virtual Private Desktop”.

*If it is your first time logging on to your “Remote Desktop Connection” you may be prompted with this

screen:

Enter your “User Name” and “Password” that were provided to you and click “Ok” – you will then see

the above screen and can continue with “Logging on to Your Virtual Private Desktop”


Step 2 - Logging on to Your Virtual Private Desktop

If you have successfully completed the above steps in either Windows 7/Vista or Windows XP a

window should have opened that states it is the “Remote Desktop Connection”. A computer name

should have been provided to you via an e-mail or directly relayed to you in order for you to login to

your Virtual Private Desktop. An example of a computer name would be similar to the example given

below:

Computer Name: MSmith1.officesharkvpds.com

The red text will be the name of the machine you have been assigned. Generally the format will be the

first letter of your first name (M in the above example) and your last name (Smith in the above example)

and a numerical value standing for the number of machines you have. For example, if you have one

machine, it would be 1, if you had two machines then the first computer name will have a “1” and the

second computer name will have a “2”. The purple text, officesharkvpds.com, is the domain in which

the machine is hosted.

The following options will describe how to logon to your Virtual Private Desktop for Windows 7/Vista

(Option 1), and Windows XP (skip to Option 2).

Option 1: Windows 7/Vista

Option 1 - Step 2.1: Enter the computer name in the “Computer” field

Option 1 – Step 2.2: Select “Connect”


Next you will see the users which you can login as. Your credentials would have been communicated to

you either in an e-mail or directly. You will use those credential to continue the login process which is

continued below:

Option 1 – Step 2.3: Enter your “User Name” and “Password” (which have been supplied to you)

Option 1 – Step 2.4: Select “Ok”

Option 1 – Step 2.5: Remote Desktop Connection Verification Screen: Select “Yes”


Option 2: Windows XP

Option 2 - Step 2.1: Enter the computer name in the “Computer” field

Option 2 – Step 2.2: Select “Connect”

Next you will see the users which you can login as. For the most part there should be at least one user

that is named “Administrator”, the credentials for that user would have been communicated to you

either in an e-mail or directly. You will use those credential to continue the login process which is

continued below:

Option 2 – Step 2.3: Select the “Administrator” button


Option 2 – Step 2.4: Enter your “Password” (which was provided to you)

Option 2 – Step 2.5: Select the “Arrow” button to login

More advanced functions are described in the following sections.


More Functions and Features

You are probably asking “how do I connect a local drive to the Virtual Private Desktop so that I

can transfer files”. How do I add a printer from my local machine so that I can print? The following

section will guide you through the process to get a printer linked to your Virtual Private Desktop and link

a drive from the local machine to the Virtual Private Desktop.

Step 3: Connecting to a Local Drive

If you have been following this guide from page one you would have gone through the Remote

Desktop connection windows. Let’s back track to after you clicked on “Remote Desktop Connection”

from “Accessories”. A window would have opened up showing “Remote Desktop Connection”. The

image below will look similar to what you will be looking for and it is in that window that we setup the

link for the drives to be placed into the Virtual Private Desktop.

Step 3.1: Click the “Options” button

Windows XP:

Windows 7/Vista:


Step 3.2: Click the “Local Resources” tab

Step 3.3: Click the “More” Button

Step 3.4: Click on the “+” beside the check box labeled “Drives” and select the check boxes for the drives

on you your local computer that you want the Virtual Private Desktop to have access to


Step 3.5: Click “OK” button

Step 3.6: Click “Connect” button

Step 3.7: Click “Connect” on the verification window


Step 4: Connecting a Printer


Desktop connection windows to connect to your Virtual Private Desktop. The next section will guide you

through the steps to add a printer to your Private Virtual Desktop.*

*As individual printer set up processes are unique, we cannot provide images for all of the steps listed

below. If you require further assistance please contact Tech Support for help.

Step 4.1: Log in to your Virtual Private Desktop as described in Step 2

Step 4.2: Install ‘Printer Driver’ onto your Virtual Private Desktop

Option 1: Install the Printer Driver from the CD that came with your printer

Option 2: If the CD is not available, download the Driver software from the Internet via the

Printer Company

- Ensure the checkbox for ‘Manually Set Port to Install’ is selected before continuing

install

Step 4.3: Continue to follow ‘Setup Wizard’ steps

- When prompted to ‘Add a Port’ follow the steps below:

Step 4.4: Click ‘Add a Port’

Step 4.5: Select ‘Standard TCP/IP Port’

Step 4.6: Click ‘Ok’

Step 4.7: Click ‘Next’


Step 4.8: Enter a ‘Printer Name’ of your choice



Step 4.11: Click ‘Finish’

Step 4.12: Ensure check boxes for both ‘Set as Default’ and ‘Use as a Shared Printer’ are selected

Step 4.13: Continue to follow ‘Setup Wizard’ steps


Step 4.14: Once ‘Setup Wizard’ is complete, restart your ‘Virtual Private Desktop’ (some systems may

do this automatically, if not, refer to the image below)

- Click ‘Log off’

- Click ‘Restart’

Step 4.15: Wait 5 minutes to give your Virtual Private Desktop time to reboot

Step 4.16: Log in to your Virtual Private Desktop as described in Step 2

Step 4.17: Click ‘Start’ within your Virtual Private Desktop

Start Button


Step 4.18: Select ‘Devices and Printers’

Step 4.19: Your printer should now be listed under ‘Printers & Faxes’ as illustrated in the image below:*

*You may need to restart your Virtual Private Desktop several times before the printer appears under

‘Printers & Faxes’. If after several restarts you still do not see your printer listed, please contact Tech

Support.

Those steps will allow your printer to be brought over from your local machine to the Virtual Private

Desktop, allowing you to print.


Step 5: Changing Your Password



through the steps to change your password for your Virtual Private Desktop.

Step 5.1: Click ‘Start’ Button within your Virtual Private Desktop

Step 5.2: Select ‘Control Panel’

Start Button


Step 5.3: Select ‘User Accounts’

Step 5.4: Select ‘Change your Windows password’

Step 5.5: Select ‘Change your password’


Step 5.6: Enter your Current password in ‘Current password’, enter your New password in ‘New

password’ and ‘Confirm new password’ then enter a password hint in ‘Type a password hint’

Step 5.7: Select ‘Change password’

Your password will now be changed to the new password you selected and the change password

process is complete.


Step 6: Creating a User



through the steps to create a new user for your Virtual Private Desktop.

Step 6.1: Click ‘Start’ button


Start Button


Step 6.3: Select ‘Add or remove user accounts’

Step 6.4: Select ‘Create a new account’


Step 6.5: Enter a ‘New account name’ of your choice

Step 6.6: Determine if you would like the account to be a ‘Standard user’ or ‘Administrator’


Step 6.7: Select ‘Create Account’

Step 6.8: Select the new account you just created (for the purposes of this guide the new account is

named ‘Test’, your new account will be labeled with the name you chose in Step 6.5)


Step 6.7: Select ‘Create a password’

Step 6.8: Enter your new password in ‘New password’, confirm your new password in ‘Confirm new

password’ then enter a password hint in ‘Type a password hint’


Step 6.9: Select ‘Create password’

Your new user account and password have now been successfully created.


Step 7: Removing a User



through the steps to removing a user for your Virtual Private Desktop.

Step 7.1: Click ‘Start’ button


Start Button


Step 7.3: Select ‘Add or remove user accounts’

Step 7.4: Select the user account you would like to remove (for the purposes of this guide the ‘Test’ user

account is being selected for removal)


Step 7.5: Select ‘Delete the account’

Step 7.6: Determine if you want to delete the user accounts files (‘Delete Files’) or keep the user

accounts files (‘Keep Files’) and select the appropriate button

Step 7.7: Select ‘Delete Account’

The selected user account has now been successfully deleted.

Office shark virtual private desktop guide1

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