What Remote Desktop Does
Remote Desktop lets you see and control another computer from your own device, as if you were sitting at that computer's keyboard and mouse. The screen of the distant computer appears in a window on your screen. You type and click normally, and those actions happen on the remote machine. It is useful when you need to work on a computer that is in another room, another building, or across the country.
The most common version is built into Windows — it comes with Windows Pro, Enterprise, and Education editions, but not Home. Mac and Linux have their own remote desktop tools. The basic idea is the same across all of them: one computer runs the server (the one being controlled), and another runs the client (the one doing the controlling).
Key Takeaways
- Windows Remote Desktop is built into Pro and Enterprise editions but not Home; you can check your Windows version in Settings under System.
- You need the remote computer's IP address or hostname, plus a username and password that work on that computer.
- Both computers must be on the same network, or you must set up port forwarding or a VPN to connect across the internet.
- The simplest way to start is to open Remote Desktop Connection on your local computer and type in the address of the machine you want to reach.
Check Whether Your Windows Version Includes Remote Desktop
Remote Desktop Connection is included in Windows Pro, Enterprise, and Education. If you have Windows Home, you do not have it built in. To check your version, open Settings, select System, then scroll down and click About. Look for the Edition field — it will say Home, Pro, Enterprise, or Education.
If you have Home edition and need remote access, you have two options: upgrade to Pro, or use a third-party tool like TeamViewer, AnyDesk, or Chrome Remote Desktop. Those tools work on any Windows version and do not require both computers to be on the same network.
Find the IP Address or Hostname of the Remote Computer
To connect to another computer, you need its address on the network. This is either an IP address (four numbers separated by dots, like 192.168.1.50) or a hostname (a name like OFFICE-PC or LAPTOP-JAMES). The easiest way to find it is to sit at the remote computer and open Command Prompt, then type ipconfig and press Enter. Look for the line that says IPv4 Address — that is the number you need.
If you do not have physical access to the remote computer, ask the person who uses it to send you the IP address or hostname. You can also check your router's settings — most routers show a list of connected devices with their addresses. If the remote computer is a work machine, your IT department can give you the address.
Open Remote Desktop Connection and Enter the Address
On the computer you are sitting at, open the Start menu and type Remote Desktop Connection. Click the app when it appears. A window will open with a field labeled Computer. Type the IP address or hostname of the remote machine into that field.
Below that, you will see a field for username. Type the username of an account that exists on the remote computer — this is usually the person's login name on that machine, not their email address. Click Connect. You will be asked for a password — enter the password for that account on the remote computer, not your local password.
Understand Network Requirements and Firewall Settings
Remote Desktop works best when both computers are on the same local network — the same WiFi or wired connection. If they are on different networks, you need to set up port forwarding on the remote computer's router, or use a VPN to connect the networks together. Port forwarding is technical and creates security risks if done incorrectly, so most people use a VPN or a third-party remote tool instead.
The remote computer's firewall must also allow Remote Desktop through. On Windows, this is usually enabled by default, but if you cannot connect, open Windows Defender Firewall on the remote computer, click Allow an App Through Firewall, and make sure Remote Desktop is checked. If you are connecting across the internet, ask your network administrator or IT department to help — they can set this up safely.
What to Do If the Connection Fails
If you type the address and nothing happens, start by checking that you have the right IP address. Open Command Prompt on your local computer and type ping followed by the address — for example, ping 192.168.1.50. If you get a response, the computer is reachable. If not, the address is wrong or the remote computer is offline.
If the ping works but Remote Desktop still will not connect, the remote computer may have Remote Desktop disabled, or a firewall is blocking it. Go to the remote computer and open Settings, then System, then Remote Desktop, and make sure it is turned on. If you cannot reach the remote computer at all and it is on a different network, you will need to use a VPN or third-party tool instead.
Alternatives When Remote Desktop Does Not Work
If you have Windows Home, or if the remote computer is on a different network and you cannot set up port forwarding, use Chrome Remote Desktop, TeamViewer, or AnyDesk. Chrome Remote Desktop is free and works on Windows, Mac, and Linux — you just need a Google account. TeamViewer and AnyDesk are also free for personal use and work across any network without setup.
These tools are easier to set up than port forwarding because they handle the network routing for you. The trade-off is that your connection goes through the tool's servers, so your data passes through a third party. For work or sensitive information, check with your IT department about which tool is approved.
Frequently Asked Questions
Can I use Remote Desktop on a Mac?
macOS does not have Remote Desktop built in, but you can use Microsoft Remote Desktop, which is free from the Mac App Store. It works the same way as the Windows version — you enter the IP address or hostname and log in with credentials from the remote computer.
Do both computers have to be on all the time?
Yes. The remote computer must be powered on and awake (not in sleep mode) for you to connect to it. If it goes to sleep, the connection will drop. You can change sleep settings on the remote computer to prevent this — open Settings, System, Power and Battery, and set the sleep timer to Never.
Is Remote Desktop find?
Remote Desktop encrypts your connection, so your password and actions are not visible to others on the network. However, if you are connecting across the internet, use a VPN or a tool like Chrome Remote Desktop instead of port forwarding, because port forwarding exposes the remote computer directly to the internet.
What if I forget the password for the remote computer?
You will need to reset it on the remote computer itself — Remote Desktop cannot help you recover a forgotten password. If you have physical access, restart the computer and use password reset options at the login screen. If you do not have access, contact the person who uses that computer or your IT department.
Can multiple people connect to the same computer at the same time?
On Windows Pro and Enterprise, one person can use Remote Desktop while another person is logged in locally, but the local user will be disconnected when the remote user connects. On Home edition and most other systems, only one session can be active at a time.