How to Use Remote Desktop to
View Another User’s Machine
A Comprehensive Guide for Secure and Efficient Remote
Access
Introduction
Remote Desktop technology has revolutionized the way individuals and
organizations access and manage computers from afar. Whether you are an
IT professional managing multiple workstations, a teacher supporting remote
learners, or simply someone offering technical help to a friend,
understanding how to use Remote Desktop to view another user’s machine is
an essential skill.
This comprehensive guide will walk you through the preparations, security
considerations, setup procedures, and best practices for using Remote
Desktop tools. The focus will be on Microsoft Windows’ built-in Remote
Desktop, but we will also touch upon alternative tools and platforms.
What is Remote Desktop?
Remote Desktop refers to software or operating system features that allow a
user to connect to a computer in another location and interact with it as if
they were physically present. The most commonly used tool in the Windows
environment is Remote Desktop Protocol (RDP), which powers the Remote
Desktop Connection application. There are also third-party alternatives such
as TeamViewer, AnyDesk, Chrome Remote Desktop, and others.
Why Use Remote Desktop?
Remote troubleshooting and support: IT professionals can resolve
issues without being onsite.
Access to files and applications: Users can work from anywhere
with access to their office desktops.
Collaboration: Multiple users can interact with one machine for
demonstrations, training, or presentations.
Centralized management: Administrators can manage multiple
computers in a network efficiently.
Preparations Before Using Remote
Desktop
Permissions and Policies
Before accessing another user’s computer via Remote Desktop, always
obtain explicit permission from the user or ensure you are complying
with your organization’s IT policies. Unauthorized access is not only
unethical but may also be illegal.
System Requirements
o Operating System: Both computers (the one accessing and the
one being accessed) should support Remote Desktop. Windows
Professional, Enterprise, and Education editions include Remote
Desktop host capabilities; Home editions can only act as clients.
o Network Access: Both devices must be connected to the same
network or have proper internet access with necessary ports
open (usually TCP 3389 for RDP).
o User Account: You need the username and password of the
account on the remote machine, or the user must grant you
access.
o Firewall Settings: The remote computer’s firewall must allow
Remote Desktop connections.
Enabling Remote Desktop on the
Remote Machine (Windows)
1. Open System Properties: On the remote computer, click
Start > Settings > System > Remote Desktop.
2. Enable Remote Desktop: Turn on the switch for "Enable
Remote Desktop." Confirm any prompts.
3. Note the Computer Name: You’ll connect using the
computer’s name or IP address. This information is shown
in the Remote Desktop settings.
4. Adjust Firewall Settings: Windows will typically prompt
to allow Remote Desktop through the firewall. Ensure the
checkbox is selected.
5. Set User Permissions: By default, current users can
connect. To allow others, click "Select users that can
remotely access this PC" and add the necessary user
accounts.
Connecting to Another User’s
Machine
Using Remote Desktop Connection (RDC) on
Windows
1. Open Remote Desktop Connection: On your
computer, search for "Remote Desktop Connection"
or type mstsc in the Run dialog (Win + R).
2. Enter the Computer Name or IP Address: In the
RDC window, type the name or IP address of the
remote computer and click "Connect."
3. Authenticate: Enter the credentials (username and
password) for the user account on the remote
machine.
4. Security Prompt: You may see a certificate warning
if it’s your first time connecting. Confirm to proceed.
5. Remote Control: You now have access to the
remote desktop as if you were sitting in front of it.
The remote user may be logged out, depending on
the settings and Windows version.
Best Practices for Remote Sessions
Communicate with the remote user before and
during your session.
Save your work frequently, especially if the
network connection is unstable.
When finished, properly log off from the remote
session to ensure security.
Alternative Remote Desktop
Tools
1. TeamViewer
TeamViewer is a popular third-party application
that provides easy remote access across
different operating systems (Windows, macOS,
Linux, etc.). It is especially useful for non-
professional or cross-platform environments.
Download and install TeamViewer on both
computers.
The remote user shares their TeamViewer
ID and temporary password with you.
You enter this information in your
TeamViewer app to establish the
connection.
TeamViewer allows both viewing and
controlling the remote desktop, with chat
and file transfer features.
2. AnyDesk
AnyDesk is another lightweight and
secure remote desktop solution. The
process is similar: both users install
AnyDesk, the remote user shares their
address, and the session is initiated.
3. Chrome Remote Desktop
For Google Chrome users, Chrome
Remote Desktop is a simple, browser-
based option. Users add the extension,
set up remote access, and share a
unique code for connection.
Comparison Table
Tool Platfo Ease of Security Cost
rm Use
Remote Windo Intermedi High Free (bu
Desktop ws ate (with
(RDP) strong
password
s)
TeamVie All Easy High Free for
wer major (encrypti
OS on,
permissio
n-based)
AnyDesk All Easy High Free for
major
OS
Chrome All Easy High Free
Remote major (Google
Desktop OS (via account-
browse based) Secu
r)
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