Remote Access Options

A common problem for home and business users alike is how to access files when away from the computer. Typical scenarios:

• Business users who want to access their office network from home
• Users who want to access their home or business network from a remote laptop
• Users who want to access their home or business network from any remote computer

There are a number of remote access options available, each with different strengths and weaknesses. They fall into three categories: File Replication, VPN, and Desktop Streaming. We'll discuss each below with an emphasis on free options.

File Replication

The file replication options work by mirroring all (or part) of the network files onto the remote computer. This means that each computer has a separate, independent copy of the files. Periodically you must synchronize the computers to account for new files, moved files, and deleted files. Here are the file replication options:

Windows Offline Folders:

Windows has an "Offline Folders" feature which creates copies of the network files on your computer. When you disconnect from the network, the files are still available to you, including the right network drive letters. When you reconnect to the network, Windows will synchronize your local cache against the network files.

• Pros: You always have access to the network files, even without an Internet connection; files remain in the same drive and folder structure.
• Cons: Windows synchronizes the files when you log off the network and when you log back on, which can be intrusive; some users complain that it is flaky; you must be connected to the network to synchronize.
• Cost: Free
• How to get it: See your Windows Help.

Windows SyncToy:

Microsoft now has a free utility called SyncToy. It synchronizes files between two computers. The advantage over Windows Offline Folders is that it is more configurable and has some very flexible options. It is also easier to use, and is reportedly less flaky than Windows Offline Folders.

• Pros: You always have access to the network files, even without an Internet connection; many different synchronization options; you control when the synchronization happens.
• Cons: Files do not appear under the network drive letter; you must be connected to the network to synchronize; the synchronization can be intrusive.
• Cost: Free
• How to get it: Do a web search for "SyncToy"

FolderShare:

Microsoft's FolderShare service is based on the same technology as peer-to-peer file sharing software. You install a small application on each machine you want to synchronize. You then indicate which folders on each machine should be kept in sync, and the software does the rest. In real-time, as files change, the changes are immediately reflected on the other computers. All it requires is an Internet connection. It is a very convenient way to synchronize files between computers that will never be on the same network together, like home and office computers. All of this is done with a high level of security.

• Pros: You always have access to the network files, even without an Internet connection; files can synchronize through any Internet connection; synchronization is in real-time and very transparent; also allows you to download your files through a web browser.
• Cons: Files do not appear under the network drive letter; if you're not careful, there's a privacy risk to having office files mirrored to a home computer; first-time setup can be difficult; who knows where FolderShare will be in a year because of the Microsoft acquisition.
• Cost: Free
• How to get it: http://www.foldershare.com

VPN

A Virtual Private Network (VPN) is a way to connect to a remote network across the Internet. Once connected to the network, it is as if you were attached to it locally. The connection is established through a secure, encrypted "tunnel" to keep it private. Once you've connected to your network through a VPN, you can enjoy all of your network drives and even printers just like you would if you were at the office.

Standard VPN:

Many VPN solutions exist. Most networks these days are protected with firewalls, and most firewalls have built-in VPN capabilities. For offices that use Windows Small Business Server, the server comes with some very helpful VPN setup routines.

• Pros: You can access your entire network from anywhere that you have an Internet connection; you interact with the network in exactly the same way you do when connected to it locally, including the same drive letters.
• Cons: A VPN can be very complicated to set up; VPNs are notoriously slow; you can only use the VPN from a machine that is configured to connect to it; only works if you have an Internet connection.
• Cost: Varies; if your network already has VPN capability, you simply need to enable it.
• How to get it: See if your firewall, router, or server already supports it; otherwise find a geek to set one up for you.

Hamachi:

Hamachi is a free VPN facilitator. You install the Hamachi client on each of the computers you want to connect together. A very simple tutorial shows how to create a new network and join the machines to it. Hamachi then takes care of connecting the machines to each other. It is as painless as VPN gets. From that point on, however, it is up to you to map your network drives, etc.

• Pros: Very easy, transparent VPN connection; unobtrusive; once set up, has all of the advantages of a standard VPN without the hassle; in theory, you could connect any computer to the VPN as long as it has an Internet connection.
• Cons: Still suffers from some of the speed problems of VPNs; it only takes care of the VPN connection itself; there is no hand-holding for getting your shared drives and folders set up.
• Cost: Free
• How to get it: http://hamachi.cc

Desktop Streaming

Windows Remote Desktop:

Windows XP (and newer) has the ability to share its desktop across the Internet. Specifically, you "log on" to a remote computer from another computer. This lets you see the desktop of the remote computer as if you were sitting at it. Think of it as remote control - you use one computer's keyboard, mouse, and display to control a remote computer as if you were sitting at it. This lets you literally "use" the remote computer from anywhere.

• Pros: You literally use the remote computer as if you were sitting at it; depending on your network/Internet speed, it can be very snappy and responsive; you can do it from any computer, even non-Windows computers (with a special Microsoft utility).
• Cons: The computer you want to connect to must be left on; it also must have a fixed IP address which is visible from the Internet and you have to know what the IP address is, which usually isn't the case.
• Cost: Free
• How to get it: Check your Windows Help documentation

NOTE: Combining Windows Remote Desktop with a VPN, like Hamachi, is an excellent option. You have remote control of your computer over a VPN, and it doesn't require a fixed IP address (Hamachi provides this for you).

LogMeIn:

This is essentially the same as Windows Remote Desktop while overcoming many of its shortcomings. You install a small utility on the computer you wish to connect to, then you set up a username and a password. To connect to the computer from a remote location, you only have to open a web browser to www.logmein.com, enter the username/password of the computer, and it connects you. The computer's display appears in the browser window.

• Pros: All of the benefits of Windows Remote Desktop; you can use a web browser to see the computer's desktop; secure enough to use from anywhere, such as libraries or Internet cafes; file transfer between computers is possible.
• Cons: The computer you want to connect to must be left on.
• Cost: Both free and commercial versions available
• How to get it: http://www.logmein.com

GoToMyPC:

This is essentially the same as LogMeIn, but it has been around longer.

• Pros: Same as LogMeIn; owned and operated by Citrix; works extremely well.
• Cons: Same as LogMeIn.
• Cost: Commercial (various licensing options available)
• How to get it: http://www.gotomypc.com

Other Options

FTP Drive:

A number of years ago, Novell developed a utility called NetDrive that would map an FTP server to a local drive letter. For example, suppose that your office is willing to make all of the network files available via FTP. Using NetDrive, you could connect to the office FTP server and map it to a drive letter, such as p:\. To access office files, then, you simply browse your p:\ drive. Novell no longer maintains or supports NetDrive, but it is still widely available on the Internet.

• Pros: You can map a drive letter to the remote files without having to set up a VPN; saving or changing files on the drive automatically uploads them to the server; works through any Internet connection.
• Cons: Changing directories is somewhat slow; nowhere near as secure as a VPN; only works if you have an Internet connection; configuration isn't simple - if you don't know what FTP is, don't try it.
• Cost: Free
• How to get it: Do a web search for NetDrive; your best bet is to download it from a .edu domain (a university site)