Windows Tips: Access Your Desktop From Wherever You May Be
It happens all the time: You're at home and the files you need are on your office computer. Or you're at Grandma's place and you want to use her PC to do a little Web browsing without leaving a bunch of cookies and other Internet cache files behind. Perhaps you'd just like to show some clients the software you're running on your system back in the office without having to take them there or install the program on their computers.
If the PC you need to access uses Windows XP Professional, you have everything you need to do this and more, thanks to Remote Desktop. If you don't have XP, don't worry: RealVNC offers a free solution for you called VNC (Virtual Network Computing).
In most cases, the computer you're accessing from afar must have an Internet connection. The computer you're actually using (called the "client") can run any version of Windows from 95 on, though you may also need the Windows XP CD (Pro or Home). Likewise, if you're using VNC to make the remote link, you can work with any PC that runs Windows 95 or later. Both Remote Desktop and VNC require the remote computer to be accessible over a network, via a modem, or across a virtual private network (VPN) connection. A high-speed DSL or cable-modem connection works best.
First, let's look at XP's Remote Desktop.
Set up the remote computer: Log on to the PC you'll be accessing remotely as the administrator or with an account that is part of the Remote Desktop Users group. (To find out whether your account is in this group, select Start, Run, type lusrmgr.msc, and press Enter to access the Local Users and Groups utility.) After you log on, right-click My Computer on your desktop or in Windows Explorer, and choose Properties. Click Remote; and under Remote Desktop, check Allow users to connect remotely to this computer. Click OK at the explanatory prompt. Make a note of the full computer name listed there.
By default, all administrator accounts are set up to permit remote access. If the account you want to access isn't an administrator, click Select Remote Users. If you don't see the desired name listed in this dialog box, click Add, type the user account name or multiple account names separated by a semicolon (;), and click OK. (You'll receive a prompt to try again if you type the name of an account not set up on that system.) Click OK to close the System Properties dialog box. If any of the accounts you've specified are not password-protected, you'll need to change that: Choose Start, Run, type nusrmgr.cpl, and press Enter. Click an account name and select Create a password. Follow the on-screen prompts and then click Create Password. Close the User Accounts control panel when you're done.
Various network and connection settings may make it difficult for the system or network you're accessing to find the computer's name. To be on the safe side, note its IP (Internet Protocol) address, too (if applicable): Launch Explorer if needed, right-click My Network Places, and choose Properties. Select Local Area Connection, and look in the Details box in the Task bar on the left side of the window. You may need to scroll the Task bar or click headings to collapse the ones you don't want and to reveal the Details contents. If your Network Connections folder still doesn't have a Task bar, choose Tools, Folder Options, make sure Show common tasks in folder is selected under the General tab, and click OK. Once you see the Details data, note the IP address. It consists of four groups of numbers separated by periods, like 123.123.123.123 (see FIGURE 1).
FIGURE 1: Your IP address is on the Network Connections window's Task bar.
More on Accessing Your Desktop
Set up the client: Keep the remote system on while you set up the client computer (you can turn the remote PC's monitor off, of course). If the client computer is running a version of Windows other than XP Professional or Home, you have to install some files onto the client from your Windows XP CD, so bring the disc with you. Insert the disc, and when the Welcome screen appears, click Perform additional tasks. In the next screen, click Set up Remote Desktop Connection. Follow the prompts on screen to complete the installation.
Climb the firewall: In many cases, establishing remote connections involves using a virtual private network to access a computer that sits behind a corporate firewall. If you're connecting to a company computer, contact your IS department or network administrator to find the approved means of making this connection. (See "Virtual Private Network" for an overview of virtual private networking.) If you're connecting two privately owned, firewall-protected computers that are on the same network, you may need to consult the documentation for your router, gateway, or firewall (or the vendor's Web site) to learn how to get through the firewall and connect to the remote PC.
Log in remotely: Once you've established a connection via your modem, network, or VPN, choose Start, Programs (or All Programs), Accessories, Communications, Remote Desktop Connection. Type the name of the remote computer, and click Connect (see FIGURE 2). You'll see the log-in dialog box of the remote XP computer. After you log in, the remote computer will lock, preventing anyone at that location from using the machine without the account name and password. If you log into an account on the remote machine other than the one currently running, you'll receive a warning that a different account is already logged in. If you click 'Yes' to proceed, a message will appear on the remote PC asking whether the connection should be allowed. If the remote machine user clicks 'No', you won't be able to continue. If no one is at the remote machine, the prompt will disappear after several seconds, and you can log in.
FIGURE 2: To see a remote desktop on your own, just type its name in the text field and click Connect.
If at first you don't succeed... If the client computer couldn't find the remote computer by using the name you typed in, enter the remote PC's IP address (the one you wrote down when you set up the remote system). If that doesn't work, consult your IS department or check other resources mentioned previously. Also, the next time you are at a machine running XP Pro, you can get additional information by choosing Start, Help and Support, typing Troubleshooting Remote Desktop in the Search box, and pressing Enter to see a list of topics based on the type of error message you receive (see FIGURE 3).
FIGURE 3: Troubleshoot a faulty remote connection via XP's Help and Support Center.
Go Virtual
If the machine you want to access from a distance doesn't have Windows XP Pro, don't sweat it. Start your browser, head over to the RealVNC Web site, and click the download it now link on the left to get the free VNC software. Enter your name, e-mail address, and other required information. Check the OS version you want (Windows, Linux, or Solaris), and click Proceed to download. Choose the link for the .exe version. (The .zip version isn't much smaller, and it has to be uncompressed before you can install it.)
Set up server and client: With VNC, one installer sets up both the VNC Server (the "remote" computer in XP-speak) and the VNC Viewer (which runs on the machine that XP calls the "client"). Double-click the file you downloaded, and follow the prompts to install VNC. If the current machine will be exclusively a server computer (one that others connect to but that doesn't make any connections itself), uncheck the VNC Viewer option to install the VNC Server only. If you think you'll ever want to use that system to access another machine remotely, install both programs. Repeat these steps on all the other computers you'll be working with.
Now go to the remote (server) computer and choose Start, Programs, RealVNC, Run VNC Server. The first time you run this tool, you'll see a properties dialog box. Normally, you can accept the defaults, but be sure to enter a password in the box on the upper left (see FIGURE 4). Then click OK. To reopen this dialog box, double-click the VNC icon in your system tray (at the end of the taskbar near the clock). Finally, write down the server computer's IP address. VNC makes it simple to find: Hold the pointer over the VNC icon in the tray for a moment until a tool tip appears over the icon. The number in the tool tip is the one you want.
FIGURE 4: To get started with VNC, just install and launch the program, and then enter a password.
Like Remote Desktop, VNC is not likely to see computers that hide behind a firewall. Make sure that you can establish a network connection first. RealVNC offers a helpful FAQ page on firewalls.
Make the connection: Choose Start, Programs (or All Programs), RealVNC, Run VNC Viewer on the client (or "viewer") computer. Enter the IP address that you noted in the tool tip and click OK. A window will appear displaying the desktop of the server machine. Ta-da! Now you can click, drag, and generally perform tasks on the computer as if it were the one in front of you. Well, almost. A number of system keystrokes (such as Alt-Tab) will go to the local computer, not to the server (the remote one). You may have to use the mouse to get to the application you want; but once it's active, you can use the keyboard to run it from the viewer machine.
Maximize performance: Even with a relatively fast connection, virtual computing can be sluggish. To limit the amount of data that needs to be transmitted, double-click the VNC icon in the system tray of the server computer to open the properties dialog box shown in Figure 4. Under Connection Settings, make certain that Remove Desktop Wallpaper is checked, and under Update Handling, verify that 'Poll Full Screen' and 'Poll Window Under Cursor' are unchecked (but leave the 'Poll Foreground Window' option checked). To boost performance further, check Poll on Event Received Only to update the viewer only when it receives clicks and keystrokes from you. Click OK.
RealVNC also maintains a copy of the full user manual for VNC online.
It happens all the time: You're at home and the files you need are on your office computer. Or you're at Grandma's place and you want to use her PC to do a little Web browsing without leaving a bunch of cookies and other Internet cache files behind. Perhaps you'd just like to show some clients the software you're running on your system back in the office without having to take them there or install the program on their computers.
If the PC you need to access uses Windows XP Professional, you have everything you need to do this and more, thanks to Remote Desktop. If you don't have XP, don't worry: RealVNC offers a free solution for you called VNC (Virtual Network Computing).
In most cases, the computer you're accessing from afar must have an Internet connection. The computer you're actually using (called the "client") can run any version of Windows from 95 on, though you may also need the Windows XP CD (Pro or Home). Likewise, if you're using VNC to make the remote link, you can work with any PC that runs Windows 95 or later. Both Remote Desktop and VNC require the remote computer to be accessible over a network, via a modem, or across a virtual private network (VPN) connection. A high-speed DSL or cable-modem connection works best.
First, let's look at XP's Remote Desktop.
Set up the remote computer: Log on to the PC you'll be accessing remotely as the administrator or with an account that is part of the Remote Desktop Users group. (To find out whether your account is in this group, select Start, Run, type lusrmgr.msc, and press Enter to access the Local Users and Groups utility.) After you log on, right-click My Computer on your desktop or in Windows Explorer, and choose Properties. Click Remote; and under Remote Desktop, check Allow users to connect remotely to this computer. Click OK at the explanatory prompt. Make a note of the full computer name listed there.
By default, all administrator accounts are set up to permit remote access. If the account you want to access isn't an administrator, click Select Remote Users. If you don't see the desired name listed in this dialog box, click Add, type the user account name or multiple account names separated by a semicolon (;), and click OK. (You'll receive a prompt to try again if you type the name of an account not set up on that system.) Click OK to close the System Properties dialog box. If any of the accounts you've specified are not password-protected, you'll need to change that: Choose Start, Run, type nusrmgr.cpl, and press Enter. Click an account name and select Create a password. Follow the on-screen prompts and then click Create Password. Close the User Accounts control panel when you're done.
Various network and connection settings may make it difficult for the system or network you're accessing to find the computer's name. To be on the safe side, note its IP (Internet Protocol) address, too (if applicable): Launch Explorer if needed, right-click My Network Places, and choose Properties. Select Local Area Connection, and look in the Details box in the Task bar on the left side of the window. You may need to scroll the Task bar or click headings to collapse the ones you don't want and to reveal the Details contents. If your Network Connections folder still doesn't have a Task bar, choose Tools, Folder Options, make sure Show common tasks in folder is selected under the General tab, and click OK. Once you see the Details data, note the IP address. It consists of four groups of numbers separated by periods, like 123.123.123.123 (see FIGURE 1).
FIGURE 1: Your IP address is on the Network Connections window's Task bar.
More on Accessing Your Desktop
Set up the client: Keep the remote system on while you set up the client computer (you can turn the remote PC's monitor off, of course). If the client computer is running a version of Windows other than XP Professional or Home, you have to install some files onto the client from your Windows XP CD, so bring the disc with you. Insert the disc, and when the Welcome screen appears, click Perform additional tasks. In the next screen, click Set up Remote Desktop Connection. Follow the prompts on screen to complete the installation.
Climb the firewall: In many cases, establishing remote connections involves using a virtual private network to access a computer that sits behind a corporate firewall. If you're connecting to a company computer, contact your IS department or network administrator to find the approved means of making this connection. (See "Virtual Private Network" for an overview of virtual private networking.) If you're connecting two privately owned, firewall-protected computers that are on the same network, you may need to consult the documentation for your router, gateway, or firewall (or the vendor's Web site) to learn how to get through the firewall and connect to the remote PC.
Log in remotely: Once you've established a connection via your modem, network, or VPN, choose Start, Programs (or All Programs), Accessories, Communications, Remote Desktop Connection. Type the name of the remote computer, and click Connect (see FIGURE 2). You'll see the log-in dialog box of the remote XP computer. After you log in, the remote computer will lock, preventing anyone at that location from using the machine without the account name and password. If you log into an account on the remote machine other than the one currently running, you'll receive a warning that a different account is already logged in. If you click 'Yes' to proceed, a message will appear on the remote PC asking whether the connection should be allowed. If the remote machine user clicks 'No', you won't be able to continue. If no one is at the remote machine, the prompt will disappear after several seconds, and you can log in.
If at first you don't succeed... If the client computer couldn't find the remote computer by using the name you typed in, enter the remote PC's IP address (the one you wrote down when you set up the remote system). If that doesn't work, consult your IS department or check other resources mentioned previously. Also, the next time you are at a machine running XP Pro, you can get additional information by choosing Start, Help and Support, typing Troubleshooting Remote Desktop in the Search box, and pressing Enter to see a list of topics based on the type of error message you receive (see FIGURE 3).
Go Virtual
If the machine you want to access from a distance doesn't have Windows XP Pro, don't sweat it. Start your browser, head over to the RealVNC Web site, and click the download it now link on the left to get the free VNC software. Enter your name, e-mail address, and other required information. Check the OS version you want (Windows, Linux, or Solaris), and click Proceed to download. Choose the link for the .exe version. (The .zip version isn't much smaller, and it has to be uncompressed before you can install it.)
Set up server and client: With VNC, one installer sets up both the VNC Server (the "remote" computer in XP-speak) and the VNC Viewer (which runs on the machine that XP calls the "client"). Double-click the file you downloaded, and follow the prompts to install VNC. If the current machine will be exclusively a server computer (one that others connect to but that doesn't make any connections itself), uncheck the VNC Viewer option to install the VNC Server only. If you think you'll ever want to use that system to access another machine remotely, install both programs. Repeat these steps on all the other computers you'll be working with.
Now go to the remote (server) computer and choose Start, Programs, RealVNC, Run VNC Server. The first time you run this tool, you'll see a properties dialog box. Normally, you can accept the defaults, but be sure to enter a password in the box on the upper left (see FIGURE 4). Then click OK. To reopen this dialog box, double-click the VNC icon in your system tray (at the end of the taskbar near the clock). Finally, write down the server computer's IP address. VNC makes it simple to find: Hold the pointer over the VNC icon in the tray for a moment until a tool tip appears over the icon. The number in the tool tip is the one you want.
Like Remote Desktop, VNC is not likely to see computers that hide behind a firewall. Make sure that you can establish a network connection first. RealVNC offers a helpful FAQ page on firewalls.
Make the connection: Choose Start, Programs (or All Programs), RealVNC, Run VNC Viewer on the client (or "viewer") computer. Enter the IP address that you noted in the tool tip and click OK. A window will appear displaying the desktop of the server machine. Ta-da! Now you can click, drag, and generally perform tasks on the computer as if it were the one in front of you. Well, almost. A number of system keystrokes (such as Alt-Tab) will go to the local computer, not to the server (the remote one). You may have to use the mouse to get to the application you want; but once it's active, you can use the keyboard to run it from the viewer machine.
Maximize performance: Even with a relatively fast connection, virtual computing can be sluggish. To limit the amount of data that needs to be transmitted, double-click the VNC icon in the system tray of the server computer to open the properties dialog box shown in Figure 4. Under Connection Settings, make certain that Remove Desktop Wallpaper is checked, and under Update Handling, verify that 'Poll Full Screen' and 'Poll Window Under Cursor' are unchecked (but leave the 'Poll Foreground Window' option checked). To boost performance further, check Poll on Event Received Only to update the viewer only when it receives clicks and keystrokes from you. Click OK.
RealVNC also maintains a copy of the full user manual for VNC online.
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