Understanding Virtual Desktops

User Guide: Understanding Virtual Desktops for Staff and Volunteers

What is a Virtual Desktop?

Think of a virtual desktop as having a complete computer that lives in Amazon's data centers instead of sitting on your desk. When you log in from your personal laptop, tablet, or computer, you're remotely controlling this virtual computer that has all the software, files, and settings you need for work.

It's like having a gaming console where the actual processing happens in the cloud, but you see and control everything through your device at home. The difference is that this "computer in the cloud" is specifically set up for your nonprofit's work.

Why This Benefits You

Use Your Preferred Device: Continue using your personal computer, laptop, or tablet that you're already comfortable with. No need to switch between devices or deal with constant plugging and unplugging.

Multiple Monitor Support: Keep your existing monitor setup. Your virtual desktop appears in a window or full-screen on your current displays.

Work From Anywhere: Access your complete work environment from home, a coffee shop, or while traveling - anywhere with internet access.

No Lost Work: Since everything saves automatically to the cloud, you'll never lose work due to a computer crash or accidentally leaving your laptop somewhere.

Better Performance: Your virtual desktop might actually be more powerful than your personal computer, especially for tasks like video editing or running multiple applications.

Getting Started: Your First Login

What You'll Receive: Your IT team will provide you with:

• A login URL (web address)

• Your username and temporary password

• Instructions for setting up multi-factor authentication on your phone

Initial Setup (5 minutes):

1. Download the App: Install the Amazon WorkSpaces client on your device (available for Windows, Mac, iPad, Android, or use any web browser)

2. First Login: Enter your credentials and set up your permanent password

3. Multi-Factor Setup: Follow prompts to connect your phone for extra security

4. Desktop Customization: Arrange your desktop, set wallpaper, and configure preferences just like any computer

Day-to-Day Usage

Starting Your Work Day:

1. Open the WorkSpaces app or web browser

2. Click your saved workspace

3. Enter your password and phone verification code

4. Your familiar desktop appears with all your applications ready

Working with Applications: Everything works exactly like a regular computer. Microsoft Office, web browsers, specialized nonprofit software - it all functions identically to what you're used to.

File Management:

• Your Documents: Save files normally; they're automatically backed up

• Shared Files: Access team folders and shared documents seamlessly

• Personal vs. Work: Your personal device files remain completely separate and private

Ending Your Day: Simply close the WorkSpaces window or log out. Your work saves automatically, and you can pick up exactly where you left off tomorrow.

Working with Your Personal Device

File Sharing Between Devices:

• Copy/Paste: Copy text from your virtual desktop and paste it into personal applications, and vice versa

• File Transfer: Drag and drop files between your virtual desktop and personal computer (when enabled by IT)

• Printing: Print from your virtual desktop to any printer connected to your personal computer

Performance Tips:

• Internet Speed: A stable internet connection is more important than speed - even basic broadband works well

• Multiple Monitors: Your virtual desktop can span across multiple monitors just like a regular computer

• Keyboard Shortcuts: All your familiar shortcuts (Ctrl+C, Alt+Tab, etc.) work normally

Security: What Happens Behind the Scenes

Your Privacy Protected:

• Your personal files and applications remain completely private and inaccessible to the organization

• Only the virtual desktop window shows work content

• Your browsing history, personal emails, and files on your device stay yours

Organization's Data Protected:

• Work files never download to your personal device

• Everything stays encrypted in secure data centers

• If your personal device is lost or stolen, no work data is compromised

Two-Factor Authentication: You'll use your phone to confirm your identity each time you log in. This extra step takes seconds but provides enterprise-level security.

Troubleshooting Common Issues

"My virtual desktop feels slow":

• Check your internet connection stability

• Close unnecessary applications on your personal device

• Try connecting via ethernet instead of Wi-Fi

• Contact IT if issues persist

"I can't copy and paste between my personal computer and virtual desktop":

• This feature may be disabled for security reasons

• Ask IT about enabling clipboard sharing for your role

• Use cloud storage (Google Drive, OneDrive) as an alternative

"My virtual desktop logged me out":

• This happens automatically after periods of inactivity for security

• Your work is saved automatically

• Simply log back in to continue

"I forgot my password":

• Use the "Reset Password" link on the login page

• Contact IT support for immediate assistance

• Have your phone ready for identity verification

Best Practices for Success

Internet Connection:

• Use wired ethernet when possible for the most stable connection

• Ensure your Wi-Fi signal is strong where you work

• Consider upgrading internet if you experience frequent disconnections

Work Environment Setup:

• Position your personal device to minimize glare on screen

• Ensure good lighting for video calls within your virtual desktop

• Use a comfortable keyboard and mouse - ergonomics still matter

Security Habits:

• Always log out when stepping away from your personal device

• Never share your login credentials with anyone

• Report any suspicious activity immediately

Maximizing Productivity:

• Learn keyboard shortcuts for the WorkSpaces client

• Organize your virtual desktop just like you would a physical one

• Take advantage of the fact that your desktop persists between sessions

Advanced Features You Might Discover

Multiple Desktops: Some roles may have access to different virtual desktops for different purposes (e.g., one for general work, another for sensitive data analysis).

Application Streaming: Instead of a full desktop, you might access specific applications that stream individually to your device.

Mobile Access: Use tablets and smartphones for basic access when you're away from your main computer.

Offline Preparation: While the virtual desktop requires internet, you can prepare for offline work by downloading reference materials to your personal device.

Getting Help

First-Line Support:

• Built-in help within the WorkSpaces application

• IT support contact information (provided separately)

• User documentation portal (link provided by IT)

Common Self-Service Solutions:

• Password reset through the login portal

• Basic troubleshooting guides in the help section

• Video tutorials for common tasks

When to Contact IT:

• Application installations or updates needed

• Permission changes required

• Hardware-related performance issues

• Security concerns or incidents

Virtual desktops represent a significant step forward in how nonprofits can operate efficiently while maintaining security. The technology might feel different initially, but most users find it liberating to work from anywhere while having access to a consistent, powerful work environment.