NetworkingRemote Access

How to Connect to a Computer Using RDP

A complete guide to Remote Desktop Protocol connections for both Windows and Mac users. Whether you are connecting to a domain-joined workstation, a standalone PC, or logging in with a Microsoft account, this guide walks you through every scenario step by step.

Table of Contents

01What is RDP and Why Use It?

Remote Desktop Protocol (RDP) is a proprietary protocol developed by Microsoft that lets you connect to another computer over a network and control it as if you were sitting right in front of it. You see its desktop, run its applications, and access its files — all from your own device.

RDP is commonly used for:

  • Remote work — accessing your office workstation from home or while traveling
  • IT administration — managing servers and workstations without physical access
  • Help desk support — troubleshooting an employee's machine remotely
  • Accessing specialized software — using applications installed on a specific machine without transferring licenses

02Prerequisites

Before you begin, verify that you meet the following requirements:

Target Computer (the one you connect TO)

  • Running Windows 10/11 Pro, Enterprise, or Education. Home editions do not include the RDP host (server) component.
  • Remote Desktop is enabled in Settings (covered in the next section).
  • The computer is powered on and not in sleep/hibernate mode.
  • A password-protected user account exists on the machine.

Client Computer (the one you connect FROM)

  • Windows: Any edition (Home works fine as a client). The built-in Remote Desktop Connection app is pre-installed.
  • Mac: Install the free Microsoft Remote Desktop app from the Mac App Store.

Network

  • Both devices on the same local network, or the client connected via VPN to the target's network.
  • Port 3389 (TCP/UDP) not blocked by firewalls between the two devices.
Windows Home users: If your target PC runs Windows Home, you cannot accept incoming RDP connections natively. Consider upgrading to Pro, or contact LayerLogix to discuss alternative remote access solutions.

03Enabling Remote Desktop on the Target Computer

You must enable Remote Desktop on the computer you want to connect to. This only needs to be done once.

Windows 11

  1. 1Open Settings (Win + I).
  2. 2Navigate to System > Remote Desktop.
  3. 3Toggle Remote Desktop to On.
  4. 4Click Confirm when prompted.
  5. 5Note the PC name shown on this page - you will need it to connect.

Windows 10

  1. 1Open Settings (Win + I).
  2. 2Go to System > Remote Desktop.
  3. 3Toggle Enable Remote Desktop to On.
  4. 4Click Confirm.
  5. 5Optionally check "Keep my PC awake for connections when it is plugged in."
  6. 6Note the PC name displayed under "How to connect to this PC."
Alternative method (all versions): Open the Run dialog (Win + R), type SystemPropertiesRemote, press Enter, then check “Allow remote connections to this computer” and click OK.
Verify the user has access: On the Remote Desktop settings page, click Select users that can remotely access this PC. By default, the currently signed-in administrator already has access. Add additional users here if needed.

04Connecting from Windows to Windows

Windows ships with a built-in RDP client called Remote Desktop Connection.

  1. 1Press Win + R, type mstsc, and press Enter. Alternatively, search for "Remote Desktop Connection" in the Start menu.
  2. 2In the Computer field, enter the target computer's name (e.g., DESKTOP-ABC123) or IP address (e.g., 192.168.1.50).
  3. 3Click Show Options to expand the dialog if you want to enter the username in advance or adjust settings.
  4. 4In the User name field, enter the appropriate credentials (see the domain, non-domain, and Microsoft account sections below).
  5. 5Click Connect.
  6. 6If prompted with a certificate warning, verify the computer name is correct and click Yes to proceed.
  7. 7Enter your password when the Windows Security dialog appears.
Quick launch tip: Press Win + R and type mstsc /v:COMPUTERNAME to connect immediately without the dialog box.

05Connecting from Mac to Windows

Apple does not include an RDP client, but Microsoft provides a free app.

Install Microsoft Remote Desktop

  1. 1Open the Mac App Store.
  2. 2Search for "Microsoft Remote Desktop".
  3. 3Click Get / Install. The app is free.

Add a Connection

  1. 1Open Microsoft Remote Desktop.
  2. 2Click the + button and select Add PC (or "Add a PC" depending on version).
  3. 3In the PC name field, enter the target computer name or IP address.
  4. 4Under User account, select Add User Account. Enter your username and password (see sections below for the correct format).
  5. 5Click Add.
  6. 6Double-click the saved connection to connect.
  7. 7Accept the certificate warning if prompted.
Display settings: In the connection settings you can adjust the resolution, choose to use all monitors, and configure folder redirection so you can access your Mac files from within the remote Windows session.

06Connecting to a Domain-Joined Computer

In a business environment with Active Directory, computers are typically joined to a domain. This is the most common scenario for managed IT environments.

Credential Format

Use the DOMAIN\username format. For example:

LAYERLOGIX\jsmith

Alternatively, you can use the UPN (User Principal Name) format:

jsmith@layerlogix.com

Finding the Computer Name

  • On the target PC: Settings > System > About > look for Device name.
  • Command prompt: Run hostname on the target PC.
  • DNS: On domain-joined networks, the fully qualified domain name (FQDN) also works, e.g., DESKTOP-ABC123.layerlogix.local.
  • Ask your IT admin: Your managed IT provider can provide the exact computer name and verify your access permissions.
Group Policy: In managed environments, your IT team may have already enabled Remote Desktop and configured firewall rules via Group Policy. If you have trouble connecting, contact your IT administrator or reach out to LayerLogix support.

07Connecting to a Non-Domain Computer

If the target computer is not joined to a domain (common in small offices or home networks), use the local account credentials.

Credential Format

Prefix the username with the computer name or use .\username to explicitly target the local machine:

DESKTOP-ABC123\john
.\john

The .\ shorthand tells Windows to look for the account on the local machine, regardless of any domain. This is useful if your client PC is domain-joined but the target is not.

Connecting by IP Address

When DNS is unavailable (non-domain networks often lack internal DNS), use the target computer's IP address directly:

  1. 1On the target PC, open Command Prompt and run ipconfig.
  2. 2Find the IPv4 Address under your active network adapter (e.g., 192.168.1.50).
  3. 3Enter that IP address in the Computer field of your RDP client.
DHCP note: If the target PC uses DHCP, its IP address may change after a reboot or lease expiration. For reliable RDP access, assign a static IP or create a DHCP reservation on your router.

08Connecting with a Microsoft Account

Many Windows 10 and 11 PCs are signed in with a Microsoft account (an email like user@outlook.com) rather than a traditional local account. This introduces some nuances for RDP.

How to Log In

Username: Enter the full Microsoft account email address.

user@outlook.com

Password: Use your Microsoft account password — not your PIN, not Windows Hello, and not a picture password. RDP does not support Windows Hello or PIN authentication.

Forgotten your Microsoft password? If you only use a PIN or Windows Hello to sign in locally and have forgotten your Microsoft account password, you will need to reset it at account.live.com before you can use RDP.

Workaround: Create a Separate Local Account

If you have trouble authenticating with a Microsoft account, an alternative is to create a dedicated local administrator account on the target machine for RDP:

  1. 1On the target PC, open Settings > Accounts > Other users.
  2. 2Click Add account, then select "I don't have this person's sign-in information."
  3. 3Click "Add a user without a Microsoft account."
  4. 4Create a username and strong password.
  5. 5Change the account type to Administrator.
  6. 6Use this local account's credentials (with .\ prefix) when connecting via RDP.

09Network Considerations

Same Network

If both computers are on the same LAN (same office, same router), RDP works directly using the computer name or local IP address. No extra configuration is needed beyond enabling Remote Desktop.

Remote / Off-Site Access

To access a computer from outside the office network, you need a VPN connection first. A VPN places your device on the same virtual network as the target, allowing RDP to function as if you were on-site.

Port 3389 and Firewall Rules

RDP uses TCP and UDP port 3389 by default. Windows Firewall automatically creates the necessary rules when you enable Remote Desktop. However, third-party firewalls or network firewalls may block this port.

If you cannot connect, verify:

  • Windows Firewall allows Remote Desktop (check Windows Defender Firewall > Allowed apps).
  • Any third-party antivirus/firewall is not blocking port 3389.
  • Network-level firewalls (routers, UTM appliances) permit RDP traffic between the subnets.
Never expose port 3389 directly to the internet. Port forwarding RDP through your router is a major security risk and a common attack vector for ransomware. Always use a VPN for remote access. Contact LayerLogix for secure remote access solutions.

10Security Best Practices

RDP is a powerful tool, but it is also a frequent target for cyberattacks. Follow these best practices to protect your systems:

Enable Network Level Authentication (NLA)

NLA requires users to authenticate before a full RDP session is established, reducing exposure to denial-of-service attacks. This is enabled by default on modern Windows versions.

Use Strong, Unique Passwords

RDP accounts should use complex passwords (16+ characters). Avoid reusing passwords across services.

Require VPN for Remote Access

Never expose RDP directly to the internet. Always require a VPN connection first. This adds an additional authentication layer and encrypts the tunnel.

Implement Multi-Factor Authentication (MFA)

Add MFA to your VPN or RDP gateway so that a stolen password alone is not enough to gain access.

Change the Default RDP Port

While security through obscurity is not a complete solution, changing port 3389 to a non-standard port reduces automated scanning and brute-force attempts.

Limit User Access

Only grant Remote Desktop access to users who genuinely need it. Remove users from the Remote Desktop Users group when access is no longer required.

Keep Systems Updated

Apply Windows security updates promptly. Critical RDP vulnerabilities (such as BlueKeep) have been discovered in the past and are patched via Windows Update.

Use an RD Gateway

For enterprise environments, an RD Gateway (Remote Desktop Gateway) provides HTTPS-based RDP access with granular access policies, eliminating the need to expose port 3389.

11Troubleshooting Common RDP Issues

Connection Refused / Can't Connect

  • Verify Remote Desktop is enabled on the target PC.
  • Confirm the target PC is powered on and not sleeping.
  • Check that you are using the correct computer name or IP address.
  • Verify port 3389 is not blocked by a firewall (run telnet COMPUTERNAME 3389 to test).
  • If connecting remotely, ensure your VPN is connected.

"Remote Computer Can't Be Found"

  • Try using the IP address instead of the computer name.
  • Verify both machines are on the same network or connected via VPN.
  • Flush DNS cache: run ipconfig /flushdns on the client.
  • On domain networks, verify DNS is resolving the hostname correctly with nslookup COMPUTERNAME.

Credential / Authentication Errors

  • Double-check the username format (DOMAIN\user, .\user, or email@domain.com).
  • For Microsoft accounts, use the account password, not PIN.
  • Click "More choices" then "Use a different account" on the Windows Security dialog if the wrong credentials are cached.
  • Ensure the user account is in the Remote Desktop Users group on the target machine.

Black Screen After Connecting

  • Press Ctrl + Alt + End (not Ctrl + Alt + Del) in the RDP session.
  • Disconnect and reconnect. This often resolves transient display issues.
  • Update the graphics drivers on the target machine.
  • Try connecting with a lower color depth (16-bit) in the RDP client settings under the Display tab.

Slow / Laggy Performance

  • Reduce the display resolution and color depth in the RDP client settings.
  • On the Experience tab of the RDP client, uncheck desktop background, font smoothing, and visual effects.
  • Check network bandwidth. RDP requires at least 1-2 Mbps for a comfortable experience.
  • Close bandwidth-intensive applications on both the client and target machines.
  • If on VPN, try a closer VPN server or check for VPN congestion.

"Another User is Currently Signed In"

  • Standard Windows only allows one interactive session at a time. The current user must sign out first.
  • You can choose to disconnect the existing session (they will be logged off).
  • Windows Server supports multiple concurrent sessions with Remote Desktop Services (RDS) licensing.

12Advanced Tips

Multi-Monitor Support

In the Windows RDP client, go to the Display tab and check “Use all my monitors for the remote session.” On Mac, configure this in the Display settings of your saved connection. You can also run mstsc /multimon from the command line.

Clipboard Sharing

By default, the clipboard is shared between your local and remote machines. You can copy text and files in one and paste in the other. If clipboard sharing stops working, open Task Manager on the remote machine, end the rdpclip.exe process, then restart it from File > Run new task.

Resource Redirection

Under the Local Resources tab of the RDP client, you can redirect local drives, printers, and USB devices to the remote session. Click “More...” under Local devices and resources to select specific drives. On Mac, use the Folders tab in connection settings to redirect Mac folders.

Audio Redirection

By default, audio from the remote computer plays on your local device. You can change this under Local Resources > Remote audio. Options include playing audio locally, on the remote computer, or not at all. You can also enable microphone redirection for voice calls from within the remote session.

Save connection files: In the Windows RDP client, click Show Options > Save As to create an .rdp file on your desktop. Double-clicking it connects directly to that machine with your saved settings.

Need Help Setting Up Remote Access?

LayerLogix provides secure remote access solutions for Houston businesses, including VPN configuration, RDP setup, and ongoing management. Let us handle the complexity so you can work from anywhere — securely.

Call us at 888.792.8080 or schedule a consultation online.

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