Needing a file that is sitting on the office computer while you are at home is one of the most common frustrations in a small business. There are several ways to solve it — some quick and messy, some proper and lasting. Here is an honest run-through of the options, and why a remote desktop server is usually the cleanest answer.
The quick fixes (and why they wear thin)
- Email it to yourself or use a USB stick. Fine once; a disaster as a habit. You end up with multiple versions and no idea which is current.
- Consumer cloud sync. Dropbox or Google Drive can sync a folder, but they were not built to share a whole business's files with proper permissions, and large files or shared databases (like an accounting file) do not play nicely.
- A VPN to the office. A VPN lets you reach the office network, but you still need a computer at the office to use, and opening big files across the internet is slow. It also means keeping that office machine and server running and secure.
The clean answer: a remote desktop server
Instead of reaching across to a file on a distant computer, a remote desktop server puts the computer itself in the cloud. You connect to a Windows desktop where your files and software already live, and work there. The file never has to travel to you — only the screen image does.
- Same files, same apps, every time — whether you are at the office, at home, or on the road.
- One true copy of every file, shared with the right people — no version confusion.
- Fast with large files, because the data and the software sit together on the server.
- Any device — Windows, Mac, iPad, Android — can connect.
It is secure, too
Because the files never land on a home laptop, a lost or stolen device does not mean lost business data. Connections are encrypted, each person has their own login, and access is limited to the folders each role actually needs. There is more in is a remote desktop server secure?
How it compares to a VPN
If you are weighing this up, the difference between reaching your files over a VPN and working on a remote desktop server is worth understanding properly — we cover it in RDP vs VPN for business. For most teams who simply want reliable access to everything from anywhere, the server approach is the one that stops the daily friction.
Setting it up
Getting your team set up to work from home this way is straightforward: we provision the server, move your files and software across, create accounts, and your team connects from whatever device they have. Most small businesses are running within a week or two.
Want your team to reach everything from anywhere?
We'll set up a fully managed remote desktop server with all your files and software in one place — secure, fast, and reachable from any device, hosted in Australia.
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