Desktop: Share Screens (Mac & Windows)

Remote screen sharing is a convenient way to access another computer as if you were sitting right in front of it. Both macOS and Windows have this feature built in, making it easy to share your Mac’s screen with a Windows PC, and vice versa.

Connecting Windows PC from a Mac 

Step 1: Enable Remote Connection on the Windows PC

Open the System Properties window and navigate to the Remote tab. Then, check the option that says "Allow remote connections to this computer." This setting must be enabled before a Mac can connect to the Windows PC remotely. 

 

Step 2: Install Microsoft Remote Desktop on your Mac. 
Download the Microsoft Remote Desktop app from the Mac App Store. This client is required to connect to and control the Windows PC from your Mac. 

 

Step 3: Launch Microsoft Remote Desktop from your Mac's Application folder. 
In this example, we've already set up a user profile that's ready to connect. However, let's click "Edit" to take a closer look at the connection settings and walk through what's involved. 

 

Step 4: Configure your connection settings. 

In the “Connection name” field, enter a friendly name for the connection, something recognizable. For “PC name,” enter either the name of your target Windows PC or its IP address.

You can leave the “Gateway” setting blank, as it’s not needed for connections within your local network.

If you’d prefer not to enter your username and password each time you connect, you can save them under “Credentials.” If you leave these fields blank, you’ll be prompted to log in manually when you connect to your Windows machine.

 

Step 5: Find your PC's name or IP address. 

If you’re not sure what your Windows PC’s name or IP address is, you can easily check:

1. Press Windows + R to open the Run dialog box.
2. Type cmd and press Enter to open the Command Prompt.
3. In the Command Prompt, type ipconfig and press Enter again.
4. Look for the IPv4 Address, this is the IP address you’ll enter in the “PC name” field in Microsoft Remote Desktop.

 

Step 6: Find your computer's name. 
If you don’t remember what you named your Windows PC, you can find it easily:

1. Open the Control Panel and go to System (or right-click This PC and select Properties).
2. Look for the section labeled Computer name, this is the name you'll enter in the “PC name” field in Microsoft Remote Desktop if you're not using the IP address.

 

Note: Using your computer’s name instead of its IP address has one key advantage: the name stays the same unless you manually change it, while IP addresses can change periodically, especially if your network uses dynamic IP assignment (DHCP). This makes the computer name a more reliable option for long-term connections.

 

Step 7: Adjust display and session settings.

The remaining settings in your Remote Desktop connection allow you to customize your experience. Here, you can configure:

• Resolution – Choose the screen size for the remote session.
• Colors – Set the color depth (higher values improve image quality but may use more bandwidth).
• Full screen mode – Decide whether the session opens in full screen or a windowed view.

These options help tailor the remote session to your preferences and system performance.

 

Step 8: Handle the certificate warning. 

When you connect to a new Windows client for the first time, you’ll likely see a “Verify Certificate” dialog. Simply click “Continue” to proceed with the connection.

If you don’t want to see this warning every time you connect:

1. Click “Show Certificate.”
2. Check the box labeled “Always trust [certificate name].”
3. Click “Continue.” (You may be prompted to enter your Mac’s administrator password.)

This will securely save your trust settings for future connections to the same machine.

 

Step 9: Confirm Certificate trust changes. 

If you choose to always trust the certificate (in Step 8), macOS will prompt you to confirm this change. Enter your Mac’s system password when prompted to save the updated trust settings.

 

Note:
If you didn’t enter your login credentials during setup, you’ll be prompted to log in when the session starts. Once connected, your Windows desktop will appear on your Mac.

Remote access is a convenient way to interact with your Windows machine without being physically present. For example, if you're using a powerful PC for compiling or rendering, you can start tasks or check progress from your Mac using Remote Desktop.

 

Connecting a Mac from a Windows PC

Step 1: Set up your Mac for screen sharing. 

Unlike connecting to Windows, you can’t use Microsoft Remote Desktop to access a Mac. Instead, you’ll use a free VNC client like RealVNC Viewer, which works well for this purpose.

Before connecting, you’ll need to enable screen sharing on your Mac:

1. Open System Preferences (or System Settings in newer macOS versions).
2. Go to Sharing and check "Screen Sharing."

This allows your Mac to accept incoming remote connections via VNC.

 

Note: To change your Mac’s name, click the “Edit” button next to the computer name. You can leave the “Allow access for:” settings at their default unless you need to restrict or expand access.

 

Step 2: Set a VNC access password. 

Click “Computer Settings…” and check “VNC viewers may control screen with password.” Then enter a password.

Note: The password can be 1–8 characters. It doesn’t need to be complex, but make sure it’s not easy to guess.

 

Step 3: Install and use the VNC Viewer.

Download and install RealVNC Viewer, no account signup required.

To connect, enter your Mac’s address (e.g., 192.168.0.118 or Matt-Air.local) into the VNC client. If you’re unsure of your Mac’s address, revisit the Screen Sharing settings in Sharing Preferences to confirm.

Leave the encryption setting at its default when connecting.

 

Step 4: Adjust VNC settings (optional). 

RealVNC Viewer offers many options, but the defaults usually work fine. If you want your connection to open in full screen automatically, simply check the “Full screen mode” box.

 

Note: Honestly, most users don't need to change these settings, screen sharing from Windows to Mac works smoothly with the default options. 

Step 5: Connect to your Mac.

Go back to your VNC client and click “Connect.” When prompted, enter the simple password you set earlier in your Mac’s Sharing preferences to authenticate and start the remote session.

 

Step 6: Log into your Mac user account. 

After connecting, you’ll need to log into your Mac user account, just like with Windows if credentials weren’t saved.

Once logged in, your Mac desktop will appear in the VNC Viewer exactly as you left it.

 

Step 7: Use the toolbar for extra control. 

Move your mouse to the top center of the VNC Viewer window to reveal a toolbar. Hover over each button to see a tooltip explaining its function.

This toolbar lets you perform actions like closing the connection, toggling full-screen mode, and more.

 

Step 8: Use shortcuts and menu options.

In the VNC Viewer toolbar, you’ll find handy shortcuts to close or save your connection, adjust settings, and toggle full-screen mode so your shared desktop fills the screen.

On your Mac, a Screen Sharing icon will appear in the menu bar. This icon provides quick access to Screen Sharing preferences and lets you easily disconnect remote clients.

 

 

If You're Still Experiencing Issues

Submit a ticket to the IT Help Desk here. 

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