Remote Desktop (RDP) Setup for Business: Connect to Office PCs Securely

Remote Desktop Protocol (RDP) lets your staff connect to their office computers from home or on the road — seeing their desktop, running their applications, and accessing their files as if they were sitting at their desk. It is one of the most practical tools for remote and hybrid working.

This guide covers how to set up RDP for your business securely, the risks to watch out for, and the alternatives worth considering.

What Is Remote Desktop (RDP)?

RDP is a Microsoft protocol built into Windows that allows one computer to control another over a network connection. The remote user sees the full desktop of the office PC on their screen and can interact with it using their local keyboard and mouse.

Key points:

• Built into Windows Pro and Enterprise — no extra software needed on the host PC (Windows Home edition does not support incoming RDP connections)
• Works across platforms — Microsoft provides RDP client apps for macOS, iOS, and Android
• Applications run on the office PC — only screen updates and input are sent over the network, so it works well even on slower connections
• Files stay on the office network — nothing is stored on the remote device, which is better for data security

When RDP Makes Sense for Your Business

RDP is a good fit when:

• Staff need access to specific desktop applications that are installed on office PCs and cannot easily be moved to the cloud
• You want to keep data on your office network rather than on employees home devices
• You need a quick, low-cost remote access solution using existing hardware
• Staff use resource-intensive applications (CAD, accounting software, specialist tools) that run better on powerful office PCs than on lightweight home laptops

How to Enable RDP on an Office PC

1. Open Settings > System > Remote Desktop on the office PC
2. Toggle Enable Remote Desktop to On
3. Note the PC name (you will need this to connect)
4. Ensure the user account has a strong password — RDP will not work with accounts that have no password
5. Check that the PC is set to never sleep (Settings > System > Power — set sleep to Never when plugged in)

The PC must be powered on and connected to the office network for remote connections to work.

Connecting from a Remote Device

From Windows

Open the built-in Remote Desktop Connection app (search for "mstsc" or "Remote Desktop"). Enter the office PC name or IP address, then log in with your Windows credentials.

From macOS, iOS, or Android

Download Microsoft Remote Desktop from the App Store or Google Play. Add a new PC connection using the office PC name or IP address.

Securing RDP: This Is Critical

RDP is one of the most commonly attacked services on the internet. Exposing it directly to the internet without protection is extremely dangerous — botnets constantly scan for open RDP ports and attempt brute-force login attacks.

Never expose RDP directly to the internet. Instead, use one of these approaches:

Option 1: VPN + RDP (Recommended for Most Businesses)

Staff first connect to your office VPN, then use RDP over the encrypted VPN tunnel. The RDP port is never exposed to the public internet — only authenticated VPN users can reach it.

This is the most common and cost-effective secure setup for UK SMEs. See our guide to remote working IT setup for more on configuring this.

Option 2: RDP Gateway

A Remote Desktop Gateway (RD Gateway) acts as a secure intermediary. Remote users connect to the gateway over HTTPS (port 443), and the gateway forwards the connection to the internal PC. This is a Microsoft server role that requires Windows Server.

Option 3: Third-Party Remote Access Tools

Solutions like Splashtop, ConnectWise ScreenConnect, or TeamViewer provide similar remote desktop functionality with built-in security, cloud relay, and multi-factor authentication. These are often easier to deploy than a VPN + RDP setup, though they come with per-user licensing costs.

RDP Security Best Practices

• Always use a VPN or gateway — never expose port 3389 to the internet
• Enable Network Level Authentication (NLA) — requires users to authenticate before a session is established, blocking many automated attacks
• Enforce multi-factor authentication — add a second factor (authenticator app, hardware key) to RDP logins
• Use strong, unique passwords — and consider an account lockout policy after failed attempts
• Restrict who can use RDP — only add specific user accounts to the Remote Desktop Users group
• Keep systems patched — RDP vulnerabilities are regularly discovered and exploited; install Windows updates promptly
• Monitor RDP logs — check Event Viewer for failed login attempts and unusual access times
• Change the default port — moving RDP from port 3389 to a non-standard port reduces automated scanning (not a substitute for proper security, but adds a layer)

Performance Tips

RDP sessions can feel sluggish if not optimised. Here is how to improve the experience:

• Reduce colour depth — in the RDP client settings, drop from 32-bit to 16-bit colour if the connection is slow
• Disable visual effects — turn off desktop composition, font smoothing, and window animations in the Experience tab
• Match display resolution — do not run a 4K remote session over a slow connection; lower the resolution
• Ensure adequate upload speed at the office — RDP sends screen updates from the office PC, so upload bandwidth matters. At least 5 Mbps upload per concurrent RDP session
• Use UDP where possible — Windows RDP supports UDP transport, which handles packet loss better than TCP alone

RDP Licensing

RDP is included in Windows Pro and Enterprise at no extra cost for administrative use or when a single user connects to their own PC. However, if multiple users connect to a Windows Server, you need Remote Desktop Services (RDS) Client Access Licences (CALs) — this is a common licensing pitfall for growing businesses.

Alternatives to RDP

RDP is not the only option for remote access:

• Virtual Desktop Infrastructure (VDI) — each user gets a virtual machine in the cloud or data centre. More scalable but more complex and expensive
• Windows 365 / Azure Virtual Desktop — Microsoft cloud-hosted desktops, billed per user per month. Good for businesses moving away from on-premises infrastructure
• Third-party tools — Splashtop, AnyDesk, ConnectWise ScreenConnect offer cross-platform remote access with easier setup

For help choosing the right remote access solution, see our guide to IT support for remote teams.