This is Data Shapers Inc, OfficeShark Virtual Private Desktops User Guide. April 2011

1. 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

2. 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
Virtual Desktop: Introduction and User Guide Page 1

3. 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.
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4. 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
Start Button
Option 1 – Step 1.2: Click on “All Programs” Option 1 - Step 1.3: Click on “Accessories”
Virtual Desktop: Introduction and User Guide Page 3

5. 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:
Virtual Desktop: Introduction and User Guide Page 4

6. 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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Virtual Desktop: Introduction and User Guide Page 5

7. Option 2: Windows XP
Option 2 - Step 1.1: Click on the “Start” button
Option 2 – Step 1.2: Click on “All Programs”
Virtual Desktop: Introduction and User Guide Page 6

8. 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:
Virtual Desktop: Introduction and User Guide Page 7

9. 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”
Virtual Desktop: Introduction and User Guide Page 8

10. 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 Option 1 – Step 2.2: Select “Connect”
“Computer” field
Virtual Desktop: Introduction and User Guide Page 9

11. 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” Option 1 – Step 2.4: Select “Ok”
(which have been supplied to you)
Option 1 – Step 2.5: Remote Desktop Connection Verification Screen: Select “Yes”
Virtual Desktop: Introduction and User Guide Page 10

12. Option 2: Windows XP
Option 2 - Step 2.1: Enter the computer name in the Option 2 – Step 2.2: Select “Connect”
“Computer” field
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
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13. Option 2 – Step 2.4: Enter your “Password” Option 2 – Step 2.5: Select the “Arrow” button to login
(which was provided to you)
More advanced functions are described in the following sections.
Virtual Desktop: Introduction and User Guide Page 12

14. 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:
Virtual Desktop: Introduction and User Guide Page 13

15. 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
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16. Step 3.5: Click “OK” button Step 3.6: Click “Connect” button
Step 3.7: Click “Connect” on the verification window
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17. Step 4: Connecting a Printer
If you have been following this guide from page one you would have gone through the Remote
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’
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18. Step 4.8: Enter a ‘Printer Name’ of your choice Step 4.9: Click ‘Next’
Step 4.10: Click ‘Next’ 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
Virtual Desktop: Introduction and User Guide Page 17

19. 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
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20. 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.
Virtual Desktop: Introduction and User Guide Page 19

21. Step 5: Changing Your Password
If you have been following this guide from page one you would have gone through the Remote
Desktop connection windows to connect to your Virtual Private Desktop. The next section will guide you
through the steps to change your password for your Virtual Private Desktop.
Step 5.1: Click ‘Start’ Button within your Virtual Private Desktop
Start Button
Step 5.2: Select ‘Control Panel’
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22. Step 5.3: Select ‘User Accounts’
Step 5.4: Select ‘Change your Windows password’
Step 5.5: Select ‘Change your password’
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23. 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.
Virtual Desktop: Introduction and User Guide Page 22

24. Step 6: Creating a User
If you have been following this guide from page one you would have gone through the Remote
Desktop connection windows to connect to your Virtual Private Desktop. The next section will guide you
through the steps to create a new user for your Virtual Private Desktop.
Step 6.1: Click ‘Start’ button
Start Button
Step 6.2: Select ‘Control Panel’
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25. Step 6.3: Select ‘Add or remove user accounts’
Step 6.4: Select ‘Create a new account’
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26. 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’
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27. 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)
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28. 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’
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29. Step 6.9: Select ‘Create password’
Your new user account and password have now been successfully created.
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30. Step 7: Removing a User
If you have been following this guide from page one you would have gone through the Remote
Desktop connection windows to connect to your Virtual Private Desktop. The next section will guide you
through the steps to removing a user for your Virtual Private Desktop.
Step 7.1: Click ‘Start’ button
Start Button
Step 7.2: Select ‘Control Panel’
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31. 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)
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32. 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.
Virtual Desktop: Introduction and User Guide Page 31