Notes: Remote Desktop Access, Word MLA Formatting, and File Workflow

Overview

  • This transcript is a live walkthrough of using Canvas and a campus remote desktop (VDI) via Citrix to complete a Word-based module assignment (Module 2, Project 1A).
  • Covers navigating Canvas modules, accessing the remote desktop, downloading and handling files, and completing a Word document with MLA formatting.
  • Includes troubleshooting for login codes (SMS vs Microsoft Authenticator), Citrix installation, and connectivity issues that can occur when many users are on the system.
  • Also discusses differences between operating systems (Windows via remote desktop vs Mac/Chromebook local environments) and emphasizes saving and submitting work from the remote desktop rather than the local computer.

Pre-requisites and where to find instructions

  • Instructions are in Canvas under Modules.
  • The first day requires software access; Option 2 is to access a HCC desktop virtual machine (VDI).
  • If you click the VDI option, it opens a browser (Chrome is recommended).
  • You log in and then enter a verification code sent via text or from the Microsoft Authenticator app.
  • After that, you select General Desktop to start using the remote desktop environment.
  • Once in the VDI, you log into Canvas again to download necessary files.
  • If you already have the full version of Word, you can start with the Word module directly (Module 2 Project 1A).
  • For those without Office, steps work on Windows, Mac, and Chromebook; the same process applies.

Accessing the remote desktop and the login flow

  • Open a browser and go to the remote portal URL (as spoken in class): remote dot hcc c dot edu (exact URL variants were discussed; use the campus-provided URL shown in class and follow the prompts).
  • On the login screen, use the beginning portion of your email address (everything before the @live.hc.edu.K or as instructed in class) as your username.
  • Password is your regular account password.
  • After entering credentials, you will be prompted for a Microsoft verification code:
    • Check your phone for an SMS code, or
    • Open Microsoft Authenticator and use the code displayed there.
  • Enter the code and submit.
  • On the next screen, click General Desktop to proceed to the lab-like Windows environment.
  • If you see a screen about Citrix at this point, click the Citrix option to download/run the Citrix client; choose Download and Continue, or select the Light Version if offered to avoid a full install.
  • Sometimes you’ll see a blue screen indicating the connection is establishing; after a moment you’ll arrive at the lab desktop with icons.

Inside the remote desktop: getting to Canvas and the files

  • In the remote desktop, open Chrome and log into Canvas the same way you normally do.
  • Navigate to the course site, go to Modules, and locate today’s date (the module date) and the module content (e.g., Module 2, Project 1A).
  • Open the module and download the two files provided for the assignment.
  • These files will appear in the Downloads folder on the remote desktop (not necessarily on your local machine).
  • If you encounter issues with the desktop connection, you may need to retry a few times; IT reported intermittent issues on Monday but generally these connect after a few attempts.
  • If you’re using a Mac locally, you’ll still be working inside the Windows remote desktop; some Mac users may see differences in file navigation, but the workflow remains the same.

File workflow on the remote desktop

  • Download the two Word documents from Canvas: they will be in the Downloads folder on the remote desktop.
  • Rename the first file to include your own name (e.g., FirstName LastName). Do not rename the second one yet.
  • Open the first file and enable editing if prompted.
  • The final submission document should be the one that contains your name; you can keep a copy of the other file for drafting, but the submitted version should have your name.
  • If you accidentally open a file and need to rename, you can rename it from the Downloads folder or from within the file’s properties on the remote desktop.
  • It’s okay to use the Mac or Windows versions for practice, but remember to save and submit from the remote desktop environment.

MLA formatting steps in Word (Module 2 Project 1A)

  • Step 1: Change citations and bibliography style to MLA Seventh Edition.
    • In Word: References tab → Style dropdown → select MLA Seventh Edition.
  • Step 2: Modify the Normal style to Times New Roman, 12 pt, double-spaced.
    • Right-click the Normal style in the Home tab → Modify → Formatting: set Font to Times New Roman and Size to 12; set Paragraph spacing to double
  • Step 3: Apply the modified Normal style to the first four paragraphs (from the year line to the year line).
    • Highlight the first four paragraphs and apply the Normal style (Times New Roman, 12, double-spaced).
  • Step 4: Center the title line (e.g., General Marketing).
    • Highlight the title line and click Center in the Home tab.
  • Step 5: Insert a header on the top right with the last name and a page number.
    • Insert → Header & Footer → Header, choose a right-aligned header; Insert → Page Number → Current Position → Plain Number; type your last name followed by a space, then the page number placeholder.
    • Double-click outside the header to return to the body.
  • Step 6: Create a first-line indent of 0.5 inches for the body paragraphs.
    • Select the body paragraphs, Home → Paragraph → Special: First Line → 0.5 in.
  • Step 7: Remove any extraneous line that appeared at the bottom of the draft (e.g., a stray line from the downloaded template).
    • Double-click near the bottom, delete the extra line, then click in the body to ensure no stray formatting remains.
  • Step 8: Use the Thesaurus to replace a word as instructed.
    • Find the word customized and replace it with a synonym that starts with the letter t (e.g., tailored).
  • Step 9: Save frequently as you work (the instructor emphasized saving after changes).
  • Step 10: When you finish, save the final document to the Downloads folder on the remote desktop so you can submit from there.

Specific formatting details to watch for (based on the transcript)

  • MLA style and citations: use MLA Seventh Edition for both in-text citations and bibliography.
  • Normal style modification: ensure the default for the document uses Times New Roman 12 and double spacing so later edits apply consistently.
  • Page headers: ensure the header includes the last name and the automatic page number on every page; the first page should show LastName 1, LastName 2 on subsequent pages.
  • Indentation: ensure the first line of each body paragraph is indented by 0.5 inches.
  • Header vs body: know how to access the Header and Footer tools via Word’s Insert tab to place page numbers and last name in the header.
  • Signature line concept (Mac vs Windows): the “signature” is a closing line you type (e.g., a contact or closing message) rather than a special Word feature; on Mac, it’s a matter of typing the closing line at the end of the document.

Mac vs Windows vs Chromebooks (environment differences)

  • The instructor demonstrated that Mac users accessing the remote desktop may see differences in how folders and downloads appear, but the same end-state is achievable (document in the remote environment).
  • The process uses a Windows-based remote desktop regardless of your local OS; Windows-based steps apply inside the remote session.
  • If Citrix shows a status window or an installation wizard, you may need to click through (including choosing a light version) or click a status button like "Detect Citrix" to proceed.
  • If the remote desktop disconnects due to inactivity or load, simply re-connect by logging in again and choosing General Desktop.

Troubleshooting tips and common scenarios discussed

  • Not receiving a Microsoft verification code:
    • Check SMS on your phone; if not received, open Microsoft Authenticator and use the code shown there.
  • Citrix installation prompts or stale prompts:
    • If a prompt says a Citrix installation is already running or you see a blue screen, finish the existing process or retry by clicking the available options (e.g., light version).
  • Connection delays or failures:
    • The system can be intermittently slow; wait a few seconds and try again; IT has reported that issues can be resolved but may still occur during peak times.
  • File accessibility and path differences:
    • On the remote desktop, downloads appear in the remote Downloads folder (not the local machine’s Downloads). Use the yellow Downloads folder bar to access and rename files when needed.
  • Mac-specific navigation differences:
    • While the Mac environment can differ, the remote Windows environment in Citrix provides the same file and formatting capabilities; adapt as needed for path differences when saving or renaming.

Submission plan and important reminder

  • All work should be saved on the remote desktop (the lab computer) rather than your own device, since the documents live on the remote session.
  • When ready to submit, use the remote desktop to locate the final file in the Downloads folder and submit from there.
  • The instructor noted that the module will stay open until Tuesday for questions and additional work; Tuesday will include a separate Microsoft Word-based assessment that is not included in today’s tasks, but the practice from today will help prepare for that.
  • If you fall behind, you can continue working from the remote desktop and come with questions on Tuesday.

Quick reference checklist (summary)

  • [ ] Locate instructions in Canvas Modules.
  • [ ] Access remote desktop: login, 2FA, General Desktop.
  • [ ] Log into Canvas inside the remote desktop and download two files for Module 2 Project 1A.
  • [ ] Rename the first downloaded file to include your name; keep the second for reference.
  • [ ] Open the first file; enable editing if prompted.
  • [ ] Change Word formatting to MLA Seventh Edition.
  • [ ] Modify Normal style to Times New Roman, 12 pt, double-spaced.
  • [ ] Apply Normal style to the first four paragraphs.
  • [ ] Center the title line.
  • [ ] Insert header with LastName and page numbers.
  • [ ] Set first-line indent to 0.5 inches for body paragraphs.
  • [ ] Delete any extraneous bottom line in the document.
  • [ ] Use Thesaurus to replace a word starting with t (e.g., tailored).
  • [ ] Save frequently; final save to the remote Downloads folder.
  • [ ] Submit from the remote desktop when ready.

Connections to broader topics and real-world relevance

  • This workflow mirrors how students will often work in campus labs or remote desktops in professional settings where data lives on a central server rather than a local machine.
  • The MLA formatting steps reinforce standard academic writing conventions that cross-disciplinary assignments.
  • The process highlights practical IT literacy: multi-factor authentication, remote desktop access, cloud-hosted file handling, and cross-OS document formatting differences.

Ethical and practical implications discussed

  • Data security and privacy: only access course materials within the campus remote environment; avoid saving sensitive work on personal devices when instructed to use the remote desktop.
  • IT reliability and student support: acknowledgment of occasional connectivity issues and the importance of patience and retry, plus engaging IT if needed.
  • Accessibility and equity: instructions accommodate Windows, Mac, and Chromebook environments to support diverse student devices and lab access.