How to Access Microsoft Remote Desktop on Mac

Step 1 - Download and Install Microsoft Remote Desktop2

Downloading the App

1. Open the Mac App Store: Click the App Store icon in your dock or find it using Spotlight search.
2. Search for "Microsoft Remote Desktop": Type the app name in the search bar and press Enter.
3. Download and Install: Click the download button next to Microsoft Remote Desktop and wait for the installation to complete.

Verifying Installation

Once the app is installed:

1. Locate the App: Find the Microsoft Remote Desktop app in your Applications folder.
2. Open the App: Double-click the app icon to launch it.

Step 2 - Configure Your Windows PC

Enable Remote Desktop

1. Access Settings: On your Windows PC, click the Start menu and go to Settings > System > Remote Desktop.
2. Toggle On Remote Desktop: Set the Enable Remote Desktop switch to On. Confirm your selection when prompted.
3. Firewall Settings: Ensure that your firewall settings allow Remote Desktop connections. This can usually be found under Settings > Update & Security > Windows Security > Firewall & network protection > Allow an app through firewall.

Adjust Power Settings

To maintain a stable connection:

1. Prevent Sleep Mode: Ensure your PC does not go to sleep when not in use. In Windows 11, navigate to Settings > System > Power & battery. For Windows 10, enable the Keep my PC awake option in the Remote Desktop settings.
2. Set Sleep Timers: Adjust sleep timers to ensure the PC stays awake as needed. These can be found in the power settings section.

Add Remote Desktop Users

If multiple users need remote access :

1. Add Users: In the Remote Desktop settings, click Select users that can remotely access this PC.
2. Add Usernames: Enter the usernames of additional users you want to grant remote access.

Step 3 - Get Your PC Name and IP Address

Find PC Name

1. Navigate to About: On your Windows PC, go to Settings > System > About.
2. Note Your PC Name: Write down the PC name or rename it for easier identification.

Find IP Address

1. Access Network Settings: Go to Settings > Network & internet > Wi-Fi or Ethernet, depending on your connection type.
2. View Network Properties: Select your network and scroll to the bottom to find the IPv4 address.

Step 4 - Add Your PC to Microsoft Remote Desktop on Mac

Launch the App and Add PC

1. Open Microsoft Remote Desktop: Launch the app on your Mac.
2. Add PC: Click the Add PC button.
3. Enter PC Name or IP Address: Input the PC name or IP address obtained earlier.

Configure User Account

1. Default Prompt: By default, you will be prompted for your credentials each time you connect.
2. Save User Account: To avoid entering credentials repeatedly, click Add User Account and enter your username and password.

Step 5 - Configure Remote Connection Settings

General Settings

1. Friendly Name: Add a friendly name for easy identification, especially if you manage multiple connections.

Display Settings

1. Windowed Mode: Check Fit session to window if you prefer not to use full-screen mode.
2. High Resolution: Enable Optimize for Retina Displays if you are using a high-resolution monitor.

Devices and Audio Settings

1. Sound Output: Choose which device should play sound.
2. Microphone Access: Decide if you want to use your Mac's microphone during the session.

Folder Sharing

1. Share Folders: Specify folders on your Mac to be accessible within the remote session, enabling file transfers.

Step 6 - Connect to Your Windows PC

Establishing the Connection

1. Ensure PC Readiness: Make sure your Windows PC is on, awake, and connected to the same network as your Mac.
2. Connect: Open Microsoft Remote Desktop, select your saved desktop, and enter your credentials if prompted.

Handling Security Warnings

Security Certificates: If you encounter a security warning about an unverified certificate, you can generally click Continue if you are on a trusted network.

Using Microsoft Remote Desktop

Navigating Windows from Mac

Keyboard Shortcuts: One of the conveniences of using Microsoft Remote Desktop on a Mac is the mapping of certain keyboard shortcuts to macOS equivalents. For example, the Command key on a Mac will perform actions like cut, copy, and paste, similar to how these shortcuts work in macOS. However, other shortcuts may retain their Windows-specific key combinations, such as using the Control key for certain commands.

Running Applications: When connected, you can run Windows applications seamlessly as if you were directly on the Windows PC. This includes productivity software, development tools, and any other applications installed on the remote machine. The performance largely depends on the network speed and the processing power of the Windows PC, but most tasks can be handled with minimal latency.

File System Navigation: Navigating the file system is straightforward. You can access all the drives and folders on your Windows PC, perform file operations, and manage your files just as you would if you were physically using the PC. The interface and experience are identical to working directly on a Windows machine.

File Transfer and Clipboard Sharing

Clipboard Sharing: One of the powerful features of Microsoft Remote Desktop is clipboard sharing. This means you can copy text, images, or files from your Mac and paste them directly into your remote Windows session, and vice versa. This shared clipboard functionality simplifies data transfer between systems without the need for additional steps.

File Transfers: For more extensive file transfers, Microsoft Remote Desktop allows you to configure shared folders. These folders on your Mac can be made accessible within your remote Windows session. You can drag and drop files between these shared folders and your Windows file system, enabling efficient and straightforward file management. This feature is particularly useful for transferring large files or multiple files in a single operation.

Transitional Wrap-Up: With these functionalities, Microsoft Remote Desktop not only provides access to your Windows PC but also enhances productivity by integrating file and clipboard sharing seamlessly. Next, we will discuss the steps for properly disconnecting from a remote session and managing your saved desktop connections.

Disconnecting and Managing Your Remote Desktops

Disconnecting

1. End Session: To end the remote session, simply close the Microsoft Remote Desktop window on your Mac. This action will terminate the connection.
2. Lock Screen: Once the session ends, the Windows PC will automatically lock and display the login screen. This ensures that no unauthorised users can access the PC in your absence, maintaining security and protecting sensitive information.

Editing and Deleting Desktops

1. Edit Settings: If you need to adjust connection settings, hover over the desktop thumbnail within the Microsoft Remote Desktop app and click the pen icon. This allows you to modify details such as the PC name, user credentials, and display settings without needing to recreate the connection from scratch.
2. Delete Desktop: To remove a saved desktop from your list, control-click the thumbnail and select Delete. This will clear the desktop from your saved connections, helping you keep your list organized and free from obsolete entries.

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Conclusion

Setting up Microsoft Remote Desktop on a Mac involves several detailed steps but offers robust remote access capabilities. By following this guide, IT professionals can ensure a seamless and efficient remote working experience.