How to Use a VPN – VPNs Explained

Online privacy isn’t just a nice-to-have—it’s a must. Every time we’re online, whether that’s for work or for fun, our personal data, browsing habits and location can be tracked. Usually without you even knowing it.  That’s where knowing how to use a Virtual Private Network (VPN) comes in. It acts like an internet invisibility cloak, protecting your info and keeping what you do online private. Whether you’re streaming at home, working from a coffee shop or connecting to public Wi-Fi on the way to a meeting, a VPN keeps you safe and in control.

Let’s break down everything you need to know about VPN. What it is, how it works and why it’s one of the easiest ways to lock it down when it comes to your life online.

What does a VPN do?

Think of a it as a secure tunnel. It’s a handy tool that keeps your online activities private by creating a secure, encrypted connection between your device and the internet. 

 

When you’re connected to a virtual private network, it hides your IP address—basically the digital version of your home address—so websites and apps can’t track your location or see what you’re up to. Websites and apps won’t actually know who you are. It keeps things like your browsing activity, location and personal info hidden from anyone trying to snoop.

This means you get to browse, stream and shop with an extra layer of privacy and security, even on public Wi-Fi. You have more control over your day-to-day digital, keeping your data and identity safe from prying eyes.

You can also access region-locked content and browse till your heart’s content without companies tracking your every move. In short, VPN lets you roam the web freely and privately, no matter where you are.

The benefits of VPN

So, what makes a VPN worth it? Obviously, it keeps your browsing private, but the benefits go way beyond just adding a lock to your internet door. Using one means taking control of your online experience—think freedom, security, and a whole new level of access. Here are some of the benefits and how it can change how you do online:

• Privacy, privacy, privacy – a VPN hides your IP address, so nosy websites and even hackers have no idea who you are or where you’re browsing from. It’s like wearing a disguise!

 

• Public Wi-Fi without the risk – we’ve all connected to coffee shops or airport Wi-Fi, but without protection, it’s like leaving your front door wide open. A VPN keeps your data locked up and secure, even on sketchy networks.

 

• Access from anywhere – ever tried watching a show only to find it’s not available in your country? With a VPN, you can “change” your location and stream, shop or browse like you’re somewhere else. It’s like a streaming passport.

 

• Say goodbye to targeted ads – VPNs block a lot of tracking, meaning no more super-specific ads popping up for something you only looked at once. You get your internet freedom back.

 

• Safer shopping and banking – it adds an extra layer of security, so when you’re handling sensitive info, it will staying private and protected

When should you use a VPN?

Using one is a good idea whenever you want to keep your online activity private and secure, but some situations really call for that extra layer of protection. 

Public Wi-Fi is a big one—whether you’re at a café, airport or hotel, these networks are notorious for lacking security, which makes it easy for hackers to get hold of your info. A VPN steps in to protect your data, so you can scroll, work or shop without worrying who’s watching.

Travelling is another time where using a VPN just makes sense. Not only does it keep your connection secure, but it also helps you access content that might be restricted in certain places. Picture yourself abroad, ready to chill after a long flight and unable to watch your favourite show because it’s only available back home. Don’t panic, just switch your virtual location and access content just like you would normally.

It is also great for staying anonymous when you’re doing things like online shopping or searching for flights. Ever noticed how prices sometimes jump after you look at something more than once? That’s because companies track your browsing habits. By hiding your location and browsing activity, you can avoid these targeted price hikes and browse more freely.

In short, whenever you need privacy, security or more freedom online, a VPN is your digital bestie. 

How to use a Virtual Private Network

Now you know what it does and why you should use one, but let’s talk about how you should use one.

How to add VPN on Apple

Got a Mac? We’ve got you. Here’s a step by step of how to add your VPN info to your Apple device:

1. Open System Preferences > Network
2. Click the + or three dots symbol to add a new network (this may require the admin password) > In the Interface drop down menu select VPN. 
3. From here you’ll need to follow the instructions from your IT department or VPN provider as they can have different settings, login details and permissions for the VPN.

For example, if you use jumpcloud and we’re you’re suppprt crew, the instructions may look like this.

1. for VPN type select L2TP over IPSec
2. Name the connection “your company VPN” (replace ‘your company’ with your actual company name) > Click Create
3. Enter the server address: vpn.yourcompany.com (replace yourcompany.com with your company email domain name. The part that appears after @ symbol in your email address)
4. Account name should be the same as your email before the @ symbol (eg. if your email was bob@yourcompany.com your VPN username will just be bob).
5. Select Authentication Settings > Enter your VPN password and the VPN shared secret for your company. (If you’re unsure of your VPN Password then visit console.jumpcloud.com  and click Reset User Password.). Then click OK.
6. Then click Advanced… and in the next window, ensure the box that says “Send all traffic over VPN connection” is ticked. Then click OK.
7. Tick the box that says Show VPN status in the menu bar > Click Apply
8. To test the VPN, ensure the device is NOT connected to the company office network. (You should tether to your smartphone using personal hotspot if you are in the office)
9. Click the VPN icon in the menu bar (black box with stripes on it) > Select your company VPN to connect. Then use the server as usual and disconnect VPN when done

Once you’re connected, you can connect to the server! Here’s how – Connect to the server on your computer

How to add VPN on a PC

 Prefer a PC? No worries, here are the details on how to add VPN to your PC:

1. On your PC. Select the Start  button, then select Settings  > Network & Internet  > VPN > Add a VPN connection
2. From here you’ll need to follow the instructions from your IT department or VPN provider as they can have different settings, login details and permissions for the VPN.

For example, if you use jumpcloud and we’re you’re support crew, the instructions may look like this.

1. Once you have chosen “Add a VPN Connection”, do the following:
2. For VPN provider, choose Windows (built-in).
3. In the Connection name box, enter a name you’ll recognise (for example, My Personal VPN). This is the VPN connection name you’ll look for when connecting.
4. In the Server name or address box, enter the address for the VPN server.
5. For VPN type, choose “L2TP over IPSec” (If you’re unsure, just ask IT)
6. For Type of sign-in info, choose the type of sign-in info (or credentials) to use. This will be a username and password. Enter your username and password in the respective boxes and hit Save.
7. When you have a VPN profile, you’re ready to connect.
8. To connect your VPN and test it out, select the network icon you want to use, then:

• If the Connect button displays under the VPN connection, select Connect.
• If the VPN section in Settings opens, select the VPN connection there, then select Connect.
•  If you’re prompted, enter your username and password or other sign-in info.

However you connect your VPN, when it’s working, the VPN connection name will display Connected underneath it. To see if you’re connected to the VPN while you’re doing things on your PC, select the Network icon on the far right of the taskbar, then see if the VPN connection says Connected.

Forgot your VPN password?

It happens, and if you can’t remember it, well there’s even less chance of someone else getting in there first. But don’t panic, there’s no need to stress, if you can’t remember your password, here’s some info to help you out:

• Most providers will give you the option to choose “forgot password”, you’ll need all the extra security information you provided when signing up for your VPN service
• Many providers will give you recovery codes that you should have saved somewhere securely when your VPN was set up. Using a recovery code can be a lot quicker than remembering all your other security information.
• Get in touch with your IT wizards, if your company uses VPN, as they are often the only people who can help you reset your password.

How to update your password

If the password you use to access your VPN changes, you’ll need to update this to ensure you can continue to access the network remotely (don’t worry, we promise it’s easy)

To update your password in the VPN on Mac follow these steps: 

1. Open System Preferences
   2. Choose Network
   3. On the list of networks, click the VPN network you have currently set up
   4. Click Authentication Settings
   5. In the password box, please update the entry with the new password sent to you via the secure link.
   6.  Click Apply, on the bottom right of the Network window.
   7. Connect to the VPN as usual. Remember that the VPN can be fickle depending on the network you’re connected to, so it may not connect the first time! But let us know if there are any problems.

A little FYI, whenever connecting to the server, be aware that the username is case sensitive! So ensure it is spelled correctly. If in doubt drop IT a message and they’ll help you out.

How to remove a VPN Connection

Had enough of your VPN? Decided it’s not for you? Don’t want to keep things private and locked down any more? Well, what you do with your connection is your call, so here’s how to remove VPN connection from your devices.

Remove a VPN connection on Windows

Say bye-bye to your VPN connection on Windows in just four easy steps:

1. Open the Settings app.
2. Go to Click Network & Internet -> VPN.
3. On the right, find the required connection and click to select it.
4. Now, click on the Remove button. A confirmation dialog will appear. Click on Remove to confirm the operation.

Remove a VPN connection on Apple

Stop your VPN connection and remove it from an Apple device just like this:

1. Go to System Preferences,
2. Click on the Network icon.
3. Select the VPN from the list on the left menu. Click on the minus sign to remove the VPN. 
4. Click Apply

Still struggling?

Need a little reassurance with setting up or removing a VPN? Connection not playing ball? If you’re a Systems&Smiles client and VPN issues still aren’t solved, get in touch with our team and submit a request. Give us as much info as you can and we’ll come back to you with the answers you need. If you’re an office or IT manager looking for IT support who can give your team this kind of help, let’s talk.