Working remotely

Remote worker

If you are working remotely, using a University-issued laptop will allow you to work elsewhere securely. It is not recommended, in any circumstance, to bring a University-desktop home/off-site to work remotely.

To maintain the security of institutional data, using a personal device is a last resort. Whether you are using a University laptop or a personal device, you are required to follow the IT security guidelines for working remotely in addition to all University information security policies and related schedules (Policy 116Policy 117, and Policy 118).

Important notes:

  • Ensure you have Wi-Fi connectivity in the off-premise location you’ll be working in. For example, if you are working from home, you will need to have Internet access previously activated.
  • Your Internet Service Provider may be experiencing exceptionally high-levels of demand on their network, this may result in intermittent connections or slower than usual service.

Option 1: Using a University-issued laptop to work remotely

Using a University-issued laptop to work remotely
  • Step 1: Be safe and make sure you have the right security beforehand. The University has tools to provide highly secure access to the University network. These should be setup beforehand.
    • uoAccess credentials (account and password to many uOttawa systems)
    • register your password recovery email for your uoAccess account
    • MFA (multi-factor authentication) with your smart phone/tablet/watch or MFA security fob
    • VPN (virtual private network)
       
  • Step 2: Check that your work laptop has a functional web camera and a microphone. Consult your IT representative or the Service Desk if you need assistance.
     
  • Step 3: Use headphones that can connect to your laptop.
     
  • Step 4: Save your data in an easily accessible location. Some options:
    • Xerox DocuShare
    • H: drive (your personal, shared network drive)
    • Microsoft OneDrive
    • Teams space in channels
       
  • Step 5: Check that you have Microsoft Teams installed on your work laptop and check the Teams training & resources.
     
  • Step 6: Ensure you have Wi-Fi connectivity in the off-premise location you’ll be working in. For example, if you are working from home, you will need to have Internet access previously activated.

Option 2: Using your personal computer to access tools and resources via a web browser

Option 3: Connecting to your work computer using a personal computer

Part 1: Getting started

If you are not equipped with a University-issued laptop and must use a personal device, you may need to remotely connect to your work computer to access restricted applications or files to do your work; VPN can be used to access these resources.  Temporary measures have been put in place to facilitate remote desktop (RDP) connections.

Getting started 

  • Verify that you have an Internet connection 
  • Ensure that you have the Cisco AnyConnect VPN Client installed on your personal computer by downloading the VPN Client from our website and following the appropriate installation and connection instructions. Test to ensure that you can successfully connect. 
  • Always leave your work computer on when you leave work so you can access your desktop remotely if required.  
  • Get your work computer’s IP address while you are still at work (see step 1 below) 

 

Step 1  – [At work] Get your work computer’s name 

This step must be completed while you are in the office. Write down your device name and keep it safe. If you did not complete this step, open a TOPdesk request  for assistance. 

 

Step 2  – [At Home] Download the Remote Desktop Application (Mac Users only)

If you have a Windows computer at home, proceed to step 3. 

If you have a macOS computer at home, download the Remote Desktop app for your Mac from the Mac App Store. 

 

Step 3  – [At Home] Install and connect to the VPN client on your home computer

Follow the instructions to download and connect to the VPN client on your home computer  

 

Step 4  – [At Home] Open Remote Desktop and configure your connection to your work computer 

Follow the instructions for Windows or Mac depending on your home computer. 

Part 2: Remote Desktop Connection Steps (Mac Users only)

To get started, make sure you’ve installed the Microsoft Remote Desktop app from the Apple App Store and are connected to the University network using the VPN client.

  1. Open the Microsoft Remote Desktop app.

  1. Click the “+” sign and click Add PC.

    Microsoft remote desktop screen with + drop down menu expanded to show Add PC and Add Workspace option

     

  2. In the PC Name field, enter your Computer name (that you found in step 1 of the Getting started steps), leave the other settings as-is, and click the Add button at the bottom.

    Add PC screen shows input fields for PC Name, User Account, Friendly Name, Group, Gateway, a blue Add button, and a grey Cancel button

     

  3. Double-click the icon that was just added to connect to your work computer. Note: you must be connected to VPN before you can connect to your work computer.
     

    Windows remote desktop screen with red box around a computer icon square button

     

  4. Once you’ve connected to your work computer, you will be prompted to login using your uoAccess credentials (these are the same credentials you use to login to your computer when you arrive at work). Click on the Continue button.

    Enter User account screen with a field to input username and an input field for password, a cancel button and a continue button

     

  5. You should now be connected to your work computer and can work as you would when you’re at the office. 

Part 2: Remote Desktop connection steps (Windows users only)

To get started, make sure that you are connected to the University network using the VPN client

  1. Using the search bar (indicated by a magnifying glass next to the Windows button the task bar) search for “Remote Desktop connection”

    Windows search bar with Remote desktop connection typed into search field

     

  2. In the Remote Desktop Connection window that appears, type the Computer name (that you found in step 1 of the Getting started steps). Click Connect.

    Remote Desktop Connection window showing computer icon and Computer drop down field, user name text and a connect button and Help button

     

  3. Windows will initiate the connection and you will be prompted to login using your uoAccess credentials (these are the same credentials you use to login to your computer when you arrive at work). Then click OK.
     

    Screen for Enter your credentials field for user name, field for password, domain name, More options, OK button, Cancel button

     

  4. You should now be connected to your work computer and can work as you would when you’re at the office. When you are finished with your session, click the button at the top of the window and then click OK.

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