How does remote desktop work?

Remote desktop technology has grown in significance in recent years. In today’s post-pandemic world, with more employees working from home, these applications are crucial for many businesses, especially managed service providers (MSPs). They help companies avoid downtime, streamline operations, offer real-time technical support, and save time and money.  

In this guide, we’ll tackle the question on everyone’s mind: How does remote desktop work? We’ll also explore common use cases, highlight the benefits of implementing these tools, discuss the challenges that sometimes arise, and more.

As organizations continue to embrace flexible work arrangements, the demand for robust and secure remote desktop solutions is expected to grow, making them a vital component of modern IT infrastructure. Learn how to use a remote desktop to scale your business without overtaxing your team or company resources.

What is a remote desktop?

A remote desktop is a tool that allows users to access and control another computer over a network. It enables full interaction with the remote system as if the user were physically present.

The client initiates the connection while the server hosts the desktop environment. This setup facilitates remote work solutions, technical troubleshooting, and system management. 

Remote desktop protocol (RDP)

Remote desktop protocol (RDP) is a proprietary protocol developed by Microsoft that enables users to connect to and control remote computers over a network.

RDP supports remote desktops by transmitting screen images and keyboard/mouse inputs between the client and server. It provides secure, encrypted connections for efficient and reliable remote access. 

Virtual network computing (VNC)

Virtual network computing (VNC) is an open-source protocol that lets users remotely control another computer in a different location. It transmits the keyboard and mouse inputs from one computer to another, relaying the screen updates.

VNC is platform-independent, making it a versatile solution for remote desktops across various operating systems. It’s commonly used in managed service environments for remote support and maintenance.

The primary difference between RDP and VNC is that RDP is ideal for Windows-specific use, whereas VNC is suited for cross-platform compatibility. 

How remote desktops work

A remote desktop platform lets a user “remote in” to another computer at another location. Once inside, the user can view the computer’s screen, control the cursor, and access any files stored on that machine. This level of control allows IT support technicians to troubleshoot software problems, manage system resources, check device health, and more.

Most remote desktop solutions even allow for file-sharing with the client’s computer. In some cases, the person in charge of the remote computer may even be able to share complex media like audio and video. These features come in handy for tech support and have also been instrumental in keeping operations running during the rise of remote work environments.

Broken down, here’s how remote desktops work:

1. Establish a connection: To initiate a remote session, the user needs to launch their remote desktop client and enter the IP address or hostname of the target machine. Once the connection request is sent, the system prompts for user authentication. This might involve a username/password or additional security measures like multi-factor authentication (MFA) to verify the user’s identity.
2. Transmit the data: During a remote session, data transmission involves encoding and decoding the visual and input data between the client and server. The server encodes screen updates, transmits them to the client, and decodes and displays them. Data compression techniques reduce the data sent over the network, boosting performance and minimizing latency, especially in low-bandwidth environments.
3. Interact via the user interface: The remote computer displays the interface of the host machine on the client’s screen. The user types on their keyboard and moves their mouse like normal, sending their actions to the remote server. The server processes the inputs and sends back the resulting screen updates. This setup ensures a seamless user experience, making remote operations feel like they were performed locally.

How remote desktops are used

Remote desktop applications are useful in various situations, as seen below.

Common use cases

• Remote technical support and troubleshooting: IT professionals can resolve issues for clients in real-time without being on-site. They can also monitor remote device health, demonstrate new software, applications, and processes, and provide a better overall customer service experience.
• Accessing work computers from home or while traveling: Employees can maintain continuous productivity by accessing their work computers from home, vacation, or Starbucks.
• Collaborative work and real-time assistance: Teams can collaborate and assist each other regardless of location, increasing efficiency and communication.

Likewise, remote desktop services are used in many different industries.

Industry applications

• IT support and managed services: Enables remote troubleshooting and system management by MSPs and other IT professionals.
• Education and training: This allows students and instructors to access educational resources and conduct virtual labs from anywhere.
• Healthcare and telemedicine: Facilitates remote consultations between physicians and their patients, improving healthcare delivery accessibility.

Benefits of remote desktop

As you can see, remote desktop technology increases productivity, scalability, and security across many industries. Let’s explore several of its main advantages below:

• Productivity and cost savings: MSPs and other organizations that employ remote desktops often enjoy meaningful productivity gains. IT professionals, for example, can swiftly resolve client issues. Work-from-home employees, meanwhile, can accomplish tasks day or night from any remote location. In addition, remote desktops support team collaboration, reduce downtime, and make workflows more efficient. They also eliminate the need for travel, naturally eliminating related expenses.
• Flexibility and scalability: Remote desktop applications improve business agility. When employees can access company resources regardless of location, they can adapt to changes faster and keep everything up and running, even during unexpected disruptions. This flexibility also allows organizations to scale their remote access solutions effortlessly, accommodating growing user demands without requiring extensive infrastructure changes.
• Increased security: Remote desktops allow IT teams to respond immediately to emerging cybersecurity threats. In addition, the technology makes it easier for administrators to centrally manage updates, patches, and security settings on employee and client computers, regardless of location. Finally, when remote desktops are used, sensitive data can be left on the company’s servers rather than stored on local devices, reducing the risk of data leaks or breaches. 

Common challenges with remote desktops and how to troubleshoot

Despite all its benefits, remote desktop software can come with a couple of potential drawbacks, too:

• Dependency on an internet connection: Remotely accessing a client’s computer requires sufficient bandwidth, and lagging or glitches can occur during the session, slowing down system performance. Fortunately, there are often ways to fix this: troubleshoot the network configuration, check the internet speed, and make sure the client and server have stable connections. Adjust the router settings to prioritize RDP traffic. For firewall settings, ensure the ports for remote desktop access are open and not blocked by firewall rules. Also, configure the firewall to allow RDP traffic securely.
• Decreased video and audio quality: Due to RDP limitations, video and audio quality can suffer over a remote connection. To remedy this, try optimizing bandwidth usage by closing unnecessary applications and processes. Then, adjust quality settings in the remote desktop client by reducing the display resolution and color depth to improve performance. Finally, use audio and video codecs that are optimized for low-bandwidth conditions.
• Potential security risks: If not properly managed, remote desktops can pose security risks, including unauthorized access and data breaches.

Review access logs regularly and monitor unusual login attempts or patterns to identify unauthorized access. In addition, frequently update your remote desktop software to patch vulnerabilities. Lastly, implement strong authentication methods like MFA to improve access control. 

How to secure a remote desktop

Given that security can be a concern with remote desktops, consider following these well-established best practices to stay safe.

Encryption methods 

Encrypt the data transmitted between the client and your server to secure your remote network connection and protect it from eavesdropping. Common encryption methods include: 

• SSL/TLS for secure data transmission
• The US National Institute of Standards and Technology’s advanced encryption standard (AES) for robust data encryption at rest and in transit 

Multi-factor authentication (MFA)

MFA requires users to provide two or more verification factors before accessing the remote desktop. These typically include something they know (password), something they have (mobile device or token), and something they are (biometrics).

Put simply, MFA adds an extra layer of protection against unauthorized access.

Securing the remote desktop environment

Securing the environment means ensuring that the host system, which provides the desktop and resources to the client, is protected from unauthorized access, vulnerabilities, and potential cyber threats that can otherwise exploit remote connections.

Secure your host computer by taking the following measures:

• Configure strong access controls
• Use updated security software
• Implement strict permissions
• Apply patches and updates
• Disable unused features
• Enforce encryption for data transmission 

How to set up a remote desktop

How can your IT team set up its own remote desktop? Take a look below for step-by-step instructions:

1. Check the system requirements: First, confirm that the host and client systems meet the requirements. The host should have a compatible operating system (such as Windows Professional, Enterprise, or Server editions) and sufficient hardware resources, including CPU, RAM, and storage. Both systems also need a stable internet connection and updated security software.
2. Install remote desktop software: Install remote desktop software on the host and client systems. For Windows, the built-in RDC can be used. On the host, enable Remote Desktop in the system settings. Download and install a compatible remote desktop client or server software for other operating systems, such as VNC, TeamViewer, or AnyDesk.
3. Configure your network settings: Next, configure your network settings to allow for remote desktop connections. Ensure that the ports (such as TCP port 3389 for Windows RDP) are open on the firewall. Set up port forwarding on the router if accessing the host from an external network. Also, verify that the host’s IP address or hostname is correctly configured.
4. Assign user permissions: Properly assign user permissions to control who can access the remote desktop. On Windows, go to the Remote Desktop settings and add authorized users. For additional security, use strong passwords and, if possible, MFA. For other software, follow the specific guidelines to manage user permissions and access controls.

Choosing the right remote desktop software

When selecting the best remote desktop application for your needs, consider the following:

• Features: Look for essential features like file transfer, multi-monitor support, and session recording.
• Security: Evaluate the available security measures, including encryption, MFA, and compliance with industry standards.
• Ease of use: Choose software with an intuitive interface and straightforward setup to minimize learning curves and user errors.
• Pricing models: Compare pricing plans, including subscription and one-time purchase options, ensuring they fit your budget.
• Support options: Consider the availability of customer support, documentation, and community forums to help with any potential issues.

Learn more about remote desktop software

So, there you have it—a complete guide to remote desktops. Following the advice above, your MSP can establish a secure remote desktop environment that can scale, cut costs, help clients, achieve business continuity, increase employee productivity, and more.

Ready to benefit?

For a robust and user-friendly solution, consider ScreenConnect’s remote desktop software. It offers advanced features, top-notch security, and excellent support to meet all your remote access needs.

Learn more about ScreenConnect’s remote desktop software today!