VMware ESXi and vSphere Cluster Management

VMware Workstation Player Preferences Menu: Global Settings Guide

Learn how to open VMware Workstation Player Preferences and configure VM closing behavior, updates, proxies, telemetry, and virtual printing.

What the Preferences window controls

VMware Workstation Player is a desktop virtualization application that runs virtual machines (VMs) on a host system. The host system is the physical computer and operating system where Player is installed. The operating system inside a VM is the guest operating system.

The Preferences window contains application-wide settings. These settings affect Player on the host and can influence more than one VM. They are different from VM-specific settings, such as virtual memory, processors, network adapters, disks, and other hardware assigned to one VM.

Available preference categories can vary by Player release, host operating system, installation options, and administrative policy. A managed installation may hide or lock options such as telemetry or update behavior.

Opening Preferences

Use this menu path:

Player > File > Preferences

The VM may be powered on, suspended, or powered off when you open the dialog. However, some changes affect only future operations. For example, a new default close action does not retroactively change a VM that has already been closed.

Preferences at a glance

Preference | What it controls | Typical use case | Key caution or dependency

Confirm before closing a virtual machine | Displays a confirmation prompt before the close action | Preventing accidental VM closure | Changes prompting, not guest shutdown configuration

When closing a virtual machine | Selects the default close action, such as suspend or power off | Standardizing how VM windows are closed | Power off can cause data loss

Software update checks | Checks for newer Player application versions at startup | Keeping the application maintained | Uses bandwidth and may be restricted by policy

Component update checks | Checks for supporting components when needed | Obtaining components such as VMware Tools where applicable | Availability depends on product version

Download All Components Now | Downloads available components to the host | Preparing for later offline use | Requires Internet access and disk space during download

Connection Settings | Defines how Player reaches update and download services | Using an organizational proxy | Requires correct host, port, authentication, and firewall access

Help improve VMware Player | Controls optional system and usage data sharing | Participating in an improvement program | Review privacy and compliance requirements

Enable virtual printer | Connects guest printing to printers available on the host | Printing without installing separate guest printer drivers in many cases | Requires supported guest integration and an available host printer

Confirm before closing a virtual machine

The close-confirmation preference controls whether Player asks for confirmation when you attempt to close a VM window. The prompt helps prevent accidentally selecting an action that suspends, shuts down, or powers off a VM.

Confirmation is especially useful when the VM contains unsaved work, an active software update, a database, or a long-running lab. It gives you an opportunity to cancel before the configured close action occurs.

This preference changes the prompt behavior only. It does not configure how the guest operating system shuts down, and it does not replace a graceful shutdown performed inside the guest.

Example: preventing accidental closure

  1. Open Player > File > Preferences.
  2. Enable the option to confirm before closing a virtual machine.
  3. Close a noncritical test VM window.
  4. Verify that Player asks for confirmation before performing the configured action.

If no prompt appears, check that the preference is enabled and that you are closing the VM window rather than using a separate power control.

Default action when closing a virtual machine

The close-action preference chooses what Player does by default when a VM window is closed. The two common choices are suspend and power off.

Suspend

Suspending saves the VM's current execution state so it can resume later from approximately the same point. Open applications and the guest desktop may be restored quickly. Suspend is convenient for a lab VM when preserving an in-progress state is more important than performing a fresh boot.

Suspension is not a substitute for backups. The saved execution state and associated VM files must remain usable, and a suspended state may not be appropriate before moving, copying, or maintaining a VM.

Power off

Powering off stops the VM immediately. It can be similar to abruptly removing power from a physical computer. The guest operating system may not have time to flush disk writes, close applications, or update filesystem metadata.

Power off can result in unsaved work, filesystem repairs, corrupted files, or interrupted updates. Do not use it routinely for guests running databases, installers, operating-system updates, or important applications.

How confirmation and close action work together

The default close action determines what happens after closure is confirmed or when confirmation is disabled. For example, enabling confirmation with suspend as the default gives you a chance to cancel before Player saves the VM state. Enabling confirmation with power off gives you a chance to stop an abrupt termination.

Example: choosing suspend for a lab VM

  1. Set the close behavior to suspend.
  2. Close a noncritical VM while it is running.
  3. Reopen the VM.
  4. Verify that the previous desktop and applications resume.

Example: using power off for disposable workloads

Power off may be acceptable for a disposable test workload when abrupt termination has no meaningful consequences. Avoid it for guests with unsaved work, active updates, or important disk writes. For routine shutdown, use the guest operating system's normal shutdown procedure instead.

Comparing VM stop actions

Action | Preserves current VM state | Guest OS shutdown opportunity | Typical best use | Risk level

Suspend | Yes, by saving execution state | No normal shutdown is necessarily performed | Temporarily pausing a lab or desktop session | Medium; depends on state-file integrity and suitability

Power off | No reliable preservation of active work | No | Disposable workloads where abrupt termination is acceptable | High

Shut down from within the guest operating system | Files and applications close normally | Yes | Routine shutdown and maintenance | Low

Software update preferences

Update preferences control whether Player checks for newer application versions when the program starts and whether it checks for supporting components when a component is needed. Components can include VMware Tools or other packages, where applicable to the installed product.

Automatic checks can help with security maintenance, bug fixes, compatibility, and guest integration. They also use network bandwidth, may send connection or product information to update services, and can introduce changes that require testing. Administrators should balance update convenience with privacy, change control, network limits, and organizational policy.

Update availability and supported update paths depend on the installed Player version and the vendor's support lifecycle. An update option does not guarantee that every newer release is compatible with the installed product or host operating system.

Downloading available components in advance

Download All Components Now downloads the available supporting components while the host has Internet access. The downloaded files are stored on the host for later use. The exact component set depends on the Player version and installation.

This is useful before traveling, entering an isolated network, or preparing a lab host that will later operate offline. Check that the host has sufficient storage and keep the Internet connection available until the download completes.

This action is a menu action, not a universal shell command. Use it from the Preferences dialog rather than inventing a command-line equivalent for a particular release.

Offline preparation example

  1. Connect the host to an approved Internet connection.
  2. Open Player > File > Preferences.
  3. Use Download All Components Now.
  4. Wait for the download to complete.
  5. Verify available disk capacity and confirm that the needed components are present before going offline.

Connection settings and proxy configuration

Connection settings control how Player reaches Internet-based update and component-download services. If direct Internet access is unavailable, configure an approved proxy server.

Typical proxy information includes a proxy address or host name, a port, and authentication credentials when required. Obtain these values from the network administrator. Do not reuse personal passwords, expose credentials in screenshots, or enter an unapproved proxy.

Player's proxy settings may interact with operating-system proxy settings, DNS, firewall rules, TLS or certificate inspection, and organizational network policies. A correct Player entry cannot bypass a firewall rule or a policy that blocks the service.

Organizational proxy example

  1. Obtain the approved proxy host, port, and authentication requirements.
  2. Open Connection Settings in Preferences.
  3. Enter the supplied values.
  4. Test update checking or component access.
  5. If access fails, check authentication, firewall, DNS, certificate inspection, and policy with the network administrator.

Usage data and improvement program participation

The optional improvement-program setting controls whether Player sends system information and usage statistics, commonly called telemetry. Telemetry is data about product use and the host environment that may be collected to help improve the product.

Participation is separate from ordinary Player operation. Before enabling it, review privacy notices, data-handling requirements, contractual obligations, and organizational policy. A managed installation may disable or lock this setting.

Virtual printer

Enabling the virtual printer lets a guest operating system print through printers available to the host. In many common cases, this avoids installing a separate printer driver in the guest. The feature provides printing integration; it does not add a physical printer directly to the VM.

Successful printing depends on supported guest operating-system integration, VMware Tools or associated components, host printer availability, and guest permissions. The host printer should work normally on the host before troubleshooting the VM.

Virtual printing example

  1. Enable virtual printer in Preferences.
  2. Confirm that the host printer is connected and available.
  3. Ensure the relevant guest integration components are installed and current.
  4. Open the guest's print dialog.
  5. Select the available redirected or virtual printer.
  6. Submit a small test page.

Applying and validating changes

Save or apply the changes in the Preferences dialog according to the controls shown by your Player release. If you do not want to keep changes, cancel or close the dialog without saving when that option is provided.

Validate settings with a noncritical VM. Test the close behavior, verify update connectivity, test proxy access, and check whether the virtual printer appears in the guest. A restart of Player or the guest may be required before a component or integration feature becomes available.

Safe configuration practices

  • Use suspend for convenience only when preserving an in-progress state is appropriate.
  • Use graceful shutdown from inside the guest for routine VM shutdown.
  • Reserve power off for situations where abrupt termination is acceptable.
  • Review proxy, telemetry, and update choices against local security, privacy, and change-control requirements.
  • In managed environments, test VMware Tools and supported components before broad deployment.
  • Keep integration components current after confirming compatibility with the host and guest.

Troubleshooting

The VM closes without a confirmation prompt

The confirmation preference may be disabled, or you may be using a power command rather than closing the VM window. Reopen Preferences, enable confirmation, and test by closing the VM window specifically.

The guest loses work after closure

The close action may be set to power off, or the guest may not have been shut down cleanly. Use a graceful guest shutdown for normal operation. Consider selecting suspend or enabling close confirmation to reduce accidental forced stops.

Player cannot check for updates or download components

Confirm host Internet access, then review proxy settings with the network administrator. Check firewall, DNS, certificate-inspection, and proxy-authentication requirements. If the host will later be offline, use the approved component-download workflow while connected.

Downloaded components are unavailable

The download may not have completed, the required component may not be included or compatible with the current Player version, or the host may lack storage. Retry the download while connected, review the installed product version and supported components, and free storage if necessary.

A host printer does not appear in the guest

Check the following:

Symptom | Likely cause | Verification | Resolution

Virtual printer is missing | The preference is disabled | Inspect Preferences | Enable virtual printer and restart Player or the guest if needed

Printer integration is unavailable | Guest integration software is missing or outdated | Check VMware Tools or associated components | Install or update the applicable supported components

Host printer cannot be used | Printer is disconnected or restricted on the host | Print a test page from the host | Restore host printer access and retry

Printer appears but a job fails | Guest application or operating system lacks permission | Test another guest application or user account | Correct guest permissions and run a small test print

Telemetry is unavailable or controlled by policy

An administrative policy or managed installation may control the setting, or the installed version may present different privacy options. Review local policy and contact the system administrator if the option is locked or absent.

Key takeaways

  • Open global settings through Player > File > Preferences.
  • Use close confirmation to prevent accidental suspend or power-off actions.
  • Prefer graceful guest shutdown for routine operation; use suspend when preserving the current session is appropriate.
  • Configure updates, component downloads, proxies, telemetry, and virtual printing according to technical and organizational requirements.
  • Test changes with a noncritical VM and verify connectivity, components, and printer visibility afterward.

For related study, review the VMware Workstation Player Preferences Menu reference.