Business Tech

Work Anywhere: A Step-by-Step Guide to Setting Up Your Remote

Desktop
Microsoft 365 Team
May 5, 2023

HOW TO SET UP AND CONFIGURE A REMOTE DESKTOP ENVIRONMENT

A remote desktop gives you the flexibility to work anywhere you need to—and it’s easier to get
started than you might think. In this article, you’ll learn how to set up and configure a remote
desktop on any Windows PC.

WHAT IS A REMOTE DESKTOP ENVIRONMENT?

A remote desktop environment can be accessed and controlled from a remote location. It
enables someone to remotely connect to a computer or server—including all its applications,
files, and data—as if they were sitting in front of the physical machine.

With a remote desktop setup, a user can access their work computer from home, while
traveling, or from anywhere with an internet connection. This is particularly useful in remote
and hybrid work scenarios and for providing IT support from a distance.

HOW DO REMOTE DESKTOPS WORK?

A remote desktop environment includes two components: a client application that is installed
on the user’s local device, such as their personal computer, and a server application that runs
on the remote device the user wants to access, such as their work computer.

The client application establishes a remote connection to the server application, then displays
the desktop environment, applications, files, and data on the user’s local device. To the person
connecting to the remote desktop, it’s as if the two devices were interchangeable. Remote
work collaboration and screen sharing are just as straightforward as they would be on the host
PC.

SETTING UP A REMOTE DESKTOP

To begin your remote desktop setup, you’ll need to enable remote connection permissions on
the PC you want to connect to when you’re working remotely. Keep in mind that this PC will
need to be running a Pro edition of Microsoft Windows.

For information on how to upgrade to a Pro edition, visit Upgrade Windows Home to Windows
Pro. If you aren’t sure which edition you have, go to Start > Settings > System > About and
look for Edition.

To allow remote connections in a local area network, you’ll need to open the Settings app.

Windows 10:
1. Open Settings on your Windows device. Click on System. Select Allow remote access.
Check Allow remote connections to this computer. Click OK. Record the name of your PC.
You’ll need this later.

2. Confirm that the options for keeping your PC awake for connections and being discoverable
on a private network are enabled.

3. Open Advanced Settings and check the box next to Require computers to use Network
Level Authentication to connect. This will enforce a higher level of security.

4. If you want other users with different accounts to be able to access the computer, return to
the previous screen and choose Select who can remotely access this PC. Enter their
usernames.

Windows 11:

1. Open Settings on your Windows device. Click on System. Select Remote Desktop, toggle
Remote Desktop to On, and select Confirm. Record the name of your PC. You’ll need this
later.

2. If you want other users with different accounts to be able to access the computer, return to
the previous screen and choose Select who can remotely access this PC. Enter their
usernames.

Remember that for connections to a PC to be successful, that computer must be turned on,
have a network connection, and allow remote connections through its firewall.

CONNECTING TO A REMOTE DESKTOP

Now that you’ve finished setting up your host desktop’s Remote Desktop Service, you’ll be able
to connect to it with your login credentials from any local Windows device you choose.
Connecting is simpler than the setup process.

1. In the Search box on the taskbar, type Remote Desktop Connection.

2. Select Remote Desktop Connection.

3. Type the name of the PC you want to connect to—you made a note of it during the setup
process.

4. Select

5. Log in.
These are the steps to take if multiple people are using Windows Remote Desktop on the same
private network. Sometimes, however, there can be good reasons to allow access to a user
outside your network, such as granting access to an IT professional who is troubleshooting
problems on your computer or network.

There are two methods to enable remote access to a computer outside your network:

1. Enable port forwarding on your router.

2. Use a VPN.

Of these two options, it’s strongly recommended that you choose a VPN. Port forwarding
opens up your PC to the internet, increasing your security risk.

When someone outside your network connects to a VPN, your Remote Desktop client behaves
as if it’s part of the same network. It’s a more secure, easy-to-use option for setting up a
remote desktop connection that adheres to remote work best practices. There are many VPN
providers and plans available to choose from.

USING THE MICROSOFT REMOTE DESKTOP APP ON WINDOWS 10 AND 11

The Microsoft Remote Desktop app makes it easy to connect to other computers with a remote
desktop connection.

1. Be sure you’ve followed the instructions for setting up a remote desktop

2. Install Remote Desktop: Download the app from the Microsoft Store to the device you
wish to use. You’ll need to install it before you can move forward with the remote desktop
configuration process.

3. Connect to your remote computer: Use the search box on your taskbar to type, Remote
Desktop Connection, then select Remote Desktop Connection. Type the name of the PC
you want to connect to—which you made a note of during the setup process—and select
Connect.
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CONNECTING TO A WINDOWS 365 CLOUD PC WITH THE REMOTE DESKTOP APP

If you’re a Windows 365 Cloud PC user, creating a remote desktop environment is even easier.
Windows 365 is a cloud-based service that creates a virtual machine—or Cloud PC—for each of
your users. In this model, the user’s operating system, apps, data, content, settings, and storage
are in the cloud instead of on a local machine, making Cloud PC a secure and flexible way to
work remotely.

You can connect to a Cloud PC anytime through your browser. Simply log in with your
credentials and go. But you’ll have a much smoother experience if you connect through the
Remote Desktop app.

To connect to your Cloud PC using Remote Desktop:

1. Log in to the Windows 365 home page.

2. If you see a tile for Download Remote Desktop under Quick actions, click on it. If you
don’t, click on the down arrow under the home icon on to the left of your screen.

3. Choose the version of the app you need based on the operating system of your device.
64. For Remote Desktop for Windows, use the drop-down menu to choose between 32-bit,
64-bit, and ARM 64.
4. Before you leave the Remote Desktop screen, click Get subscription URL and copy the
link. You’ll need it in a moment.

5. Complete the Installation Wizard that pops up.

6. Once the installation is complete, click on Subscribe with URL and paste your link.

7. Click Next.

8. When the Microsoft sign in prompt appears, use your credentials to log in.

9. Select Cloud PC and enter your credentials again.

Now your remote Cloud PC connection is ready to use and should operate just as it would on
your usual computer.

HOW TO SET UP A REMOTE DESKTOP ON OTHER DEVICES

A benefit of using the Remote Desktop app is that it enables you to get connected with a
device that doesn’t use the Windows operating system, making it even simpler to work from
anywhere and to manage remote workers. To use these devices, complete your remote
desktop setup on the PC you’re connecting to, then follow the instructions for the operating
system you’ll be using remotely.

To connect from a macOS device:

1. Download the app from the Mac App Store.

2. Open it and add the name of the host PC.

3. Select the PC name and wait for the connection to be completed.

4. Log in with your credentials.

To connect from an iOS device:

1. Download the app from the Apple App Store or iTunes.

2. Open it and add the name of the host PC.

3. Select the PC name and wait for the connection to be completed.

4. Enter the username you’ll be connecting with.

5. Tap

To connect from an Android device:

1. Download the app from the Google Play Store.

2. Open the Connection Center, tap +, then tap Desktop.

3. Enter the PC name of the host PC.

4. Enter the username you’ll be connecting with.

HOW TO CONFIGURE REMOTE DESKTOP SETTINGS

When setting up a remote desktop environment, there are several settings you should be
aware of to create an enjoyable and optimal experience. These include:

Display settings and screen resolution: Remote desktop software can be configured to
display at different resolutions and color depths, just like any other computer. If you’re
having trouble with connection speed, this is a great place to start troubleshooting.

Audio and video: Remote desktop software may allow you to adjust settings for audio and
video playback, such as enabling and disabling sound or adjusting overall quality. This is
especially important if you need to use applications or services that rely on audio output.

File transfer: Most remote desktop solutions allow you to transfer files between the local
and remote devices. You can choose to enable file transfers only when necessary or choose
to prevent file transfers altogether.

Device redirection: Device redirection allows you to use remote desktop software to access
local printers, USB drives, and smart cards from within the remote desktop environment.
Configure these settings according to your needs and security requirements.

Clipboard: A remote desktop setup allows you to copy and paste text and images just like
you would on any other computer. However, this can pose a security risk if sensitive data is
accidentally transmitted. Keep this in mind when configuring your remote desktop
environment.
 Encryption and authentication: Every remote desktop environment should be encrypted
and authenticated to prevent unauthorized access to sensitive apps and data. When
selecting your remote desktop solution, look for software that includes strong encryption
protocols and allows for multifactor authentication.

HOW TO FIX REMOTE DESKTOP CONNECTION ISSUES

If your remote desktop connection stops working, there’s a Microsoft Virtual Agent
troubleshooter to help you reestablish it. If you’d rather troubleshoot yourself, consider the
following common issues:

A network problem. Start by ruling out the possibility that the network you are trying to
access is functioning. Some network problems can be specific to wireless connections or
VPNs. Some public networks automatically block remote desktop traffic, so the connection
you routinely make at home may not work in a coffee shop.

A firewall problem. Firewalls on both your local device and the host computer must allow
remote desktop traffic, and there may be additional hardware firewalls to configure as well.
The steps to resolve this will be different depending on which firewall is involved. To check
that your Windows Defender Firewall is allowing remote desktop traffic:

1. Open the Control Panel.

2. Select System and Security.

3. Select Windows Defender Firewall.

4. Choose Allow and app or feature through Windows Defender Firewall.

5. Select Remote Desktop and click

Remote Desktop isn’t running. Check that both the host PC and the PC you’re connecting
with are running the service. To check that Remote Desktop is running on your Windows PC:
1. Type Services into the Search

2. Open the Services

 3. Check the Status column next to Remote Desktop Service.

4. If the status doesn’t show Running, right-click the service and select Start.

The host name isn’t working properly. Sometimes using the name of the host computer
can cause issues. Rename the host computer with its IP address to solve this problem. To
find the IP address of a Windows PC:
1. Type command prompt in Search and open it.

2. Type ipconfig and hit Enter.

3. You’ll see your PC IP address.

CHOOSING A REMOTE DESKTOP SOLUTION

Some common remote desktop solutions include Microsoft Remote Desktop, Chrome Remote
Desktop, AnyDesk, and TeamViewer. Each remote desktop solution comes with a unique set of
features, strengths, and weaknesses.

Choosing the best remote desktop solution for your needs will depend entirely on your needs,
budget, technical requirements, and expectations for security and compatibility.

About the author

 The Microsoft 365 team is focused on sharing resources to help you

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