What remote access means and when you need it

Remote access means connecting to your computer from a different device — a phone, tablet, or another computer — so you can see your screen and control it from somewhere else. You might need this to fix a problem on a family member's computer, grab a file from your work machine while you're traveling, or help someone troubleshoot their device over the phone.

There are several ways to do this, and which one works depends on what you're trying to accomplish, what devices you have, and whether you need the connection to be temporary or permanent. Some methods are built into Windows or Mac. Others are free third-party programs. Some require the other person to give you permission first; others let you set up access in advance.

Key Takeaways

  • Windows includes Remote Desktop built in, which works well if both computers are on the same network or if you set up port forwarding — but it only works between Windows machines.
  • Mac users can use Screen Sharing, which is built into macOS and works similarly to Windows Remote Desktop.
  • Third-party programs like TeamViewer, AnyDesk, and Chrome Remote Desktop work across different operating systems and don't require network setup, but you need to install software on both devices first.
  • For one-time help, unattended remote access software (where the other person gives you permission once and you can connect later) is simpler than asking them to start a program each time.
  • Always verify the person asking for access is who they claim to be, and never give remote access to someone you don't trust.

Using Windows Remote Desktop for Windows-to-Windows connections

If you're connecting from one Windows computer to another Windows computer on the same home or office network, Remote Desktop is already installed and free to use. You don't need to download anything.

On the computer you want to control, open Settings, go to System, then select Remote Desktop from the left menu. Turn on the toggle that says "Enable Remote Desktop." Windows will show you the computer name — write this down or take a screenshot.

On the computer you're using to connect, press the Windows key and type "Remote Desktop Connection," then open it. Paste or type the computer name you wrote down, click Connect, and enter the username and password for the account on that computer. You'll see the other computer's screen and can move your mouse and type as if you were sitting at it.

This only works if both computers are on the same network. If you need to connect from outside your home or office network, you'll need to set up port forwarding on your router, which is more technical. For most people, a third-party program is simpler.

Using Mac Screen Sharing for Mac-to-Mac connections

Mac computers have a built-in feature called Screen Sharing that works the same way Remote Desktop does on Windows. Both computers need to be on the same network.

On the Mac you want to control, open System Settings, go to General, then select Sharing. Turn on Screen Sharing. You'll see the Mac's network address — it usually looks like "192.168.1.100" or similar.

On the Mac you're using to connect, open Finder, click Go in the menu bar, then select "Connect to Server." Type the network address of the other Mac, click Connect, and enter the username and password for that Mac. The other screen will open in a window you can control.

Like Windows Remote Desktop, this requires both computers to be on the same network. If you need to connect from outside, you'll need to set up port forwarding or use a third-party program instead.

Using Chrome Remote Desktop for cross-platform access

Chrome Remote Desktop is a free tool from Google that works on Windows, Mac, and Linux, and lets you connect from any device with a web browser. You'll need a Google account.

On the computer you want to control, go to remotedesktop.google.com in Chrome, click "Set up remote access," and follow the prompts to download and install the Chrome Remote Desktop app. Give the computer a name and set a PIN. Once installed, that computer will appear in your list of remote computers whenever you sign in.

On any other device, go to remotedesktop.google.com, sign in with the same Google account, click the computer you want to connect to, enter the PIN, and you're in. This works over the internet, so you don't need to be on the same network. The connection is encrypted, so it's reasonably secure for personal use.

The downside is that the computer you want to control needs to stay powered on and signed in. If you close the browser or sign out, the connection stops working.

Using TeamViewer or AnyDesk for one-time or unattended access

TeamViewer and AnyDesk are third-party programs designed for remote support. Both are free for personal use. The difference between them and Chrome Remote Desktop is that you can set them up so someone can give you access once, and you can connect later without asking them to do anything.

To set up TeamViewer: download and install it on the computer you want to control. Open it and note the ID number and password it shows. Give that ID and password to the person who will be connecting. They download TeamViewer on their device, enter your ID and password, and they're in. Once you've given them the password once, they can reconnect anytime without asking you again — until you change the password.

AnyDesk works similarly. Download it on the computer you want to control, and it will show you an address. Share that address with the person connecting. They can then connect whenever they want using that address.

Both programs work across Windows, Mac, and Linux. Both encrypt the connection. The main difference is that TeamViewer is more widely used and has been around longer, while AnyDesk is newer and some people find it faster. For most people, either one works fine.

Helping someone else troubleshoot their computer remotely

If someone calls you asking for help with their computer, the fastest way is to have them download and run a temporary remote access tool. AnyDesk and TeamViewer both let you do this without installing anything permanently.

Tell them to go to anydesk.com or teamviewer.com, download the free version, and run it. It will show them an address or ID number. They read that to you over the phone. You enter it into your copy of the same program, and you can see and control their screen. When you're done, they close the program and it's uninstalled — nothing stays on their computer.

This is much easier than trying to talk someone through steps over the phone, especially if they're not comfortable with computers. You can see exactly what they're seeing and fix it directly.

Security and privacy when using remote access

Remote access is powerful, which means it's also a security risk if you're not careful. Never give remote access to someone you don't know or trust, even if they claim to be from tech support. Real tech support companies will never call you asking for remote access to your computer.

If you set up unattended access (like with TeamViewer or AnyDesk), use a strong password or PIN — not something simple like "1234" or your birthday. Change the password regularly, especially if you've shared it with someone who no longer needs access.

When you're not using remote access, turn it off. On Windows, go back to Settings and turn off Remote Desktop. On Mac, go back to System Settings and turn off Screen Sharing. This prevents someone from connecting without your knowledge.

If you're connecting to someone else's computer, make sure they know what you're doing and have given you permission. Screen sharing should never be a surprise.

Frequently Asked Questions

Can I use remote access if the other computer is turned off?

No. The computer you want to control must be powered on and, for most programs, signed in to a user account. If someone needs to turn on a computer remotely, that requires a special feature called Wake-on-LAN, which is more technical to set up and not available on all computers.

Is remote access safe to use?

Remote access is safe if you're connecting to a computer you own or have permission to control, and if you use a strong password. The connection is encrypted on most modern programs, so someone on your network can't see what you're doing. The main risk is giving access to the wrong person, so always verify who you're connecting to.

What if I forget the password for unattended access?

You can change it anytime on the computer you want to control. Open TeamViewer or AnyDesk, go to settings, and set a new password. The next time someone tries to connect with the old password, it won't work.

Can I use remote access on my phone to control my computer?

Yes. Chrome Remote Desktop, TeamViewer, and AnyDesk all have phone apps. Download the app, sign in with the same account you used on your computer, and you can control your computer from your phone. The screen will be small, but it works for checking files or restarting programs.

Why won't my remote connection work even though I entered the right password?

The most common reasons are: the computer you're trying to reach is turned off or asleep, the program isn't running on that computer, or a firewall is blocking the connection. Try restarting both computers and making sure the remote access program is open on the computer you want to control. If you're connecting over the internet (not on the same network), check that your router isn't blocking the connection.