What are Virtual Desktops? Why Do People Use Them?

Virtual desktops are essentially copies of a physical computer. Users can access and use their virtual desktop from any location and any device with an internet connection. A virtual desktop looks and feels like a computer, but it’s managed directly by a server and completely under the managing organization’s control.

Virtual desktops eliminate many security issues and make work more convenient, but they also need to be effectively managed. Today, we’ll answer key questions — what is a virtual desktop? How do virtual desktops work? — and what makes virtual desktops so effective.

Desktop virtualization – the technology underlying virtual desktops – existed long before the early 2020s pandemic, but the rapid shift to hybrid and remote work accelerated its adoption dramatically. When organizations had to support employees working from home overnight, the limitations of managing physical machines became immediately apparent. Virtual desktops gave IT teams centralized control over endpoints they could no longer physically access, and gave employees a consistent, secure working environment regardless of what device or network they connected from. 

That combination of control and flexibility is why adoption has continued to grow well beyond the initial remote work surge.

What Are Virtual Desktops?

What is a virtual desktop? Well, a virtual desktop is a computer that doesn’t physically exist. It’s a digital machine created by software and stored on a server. Users can access their virtual desktop from any location and any device with an internet connection. This makes it possible to do things like run software that needs high processing or computational power on even lightweight devices, like inexpensive laptops.

A virtual desktop looks and feels like a computer, but the reality is that it’s sharing resources with other virtual desktops on a computer or the cloud. Today, cloud computing has made it possible to connect many virtual desktops at once under the same organization.

Virtual Desktop vs. VDI vs. DaaS

How Virtual Desktops Work

Once you understand the mechanics behind virtual desktops, it helps clarify why they’re more manageable – and often more secure – than traditional physical workstations. The process follows a consistent sequence regardless of the specific platform or provider:

• Step 1: User logs in. The employee opens a client application or browser on any device and enters their credentials to initiate a connection to the virtual desktop environment.
• Step 2: Connection broker authenticates. A connection broker, which is a software component that acts as the gateway between user and virtual machine, verifies the user’s identity and access permissions, then routes the connection to the appropriate virtual desktop.
• Step 3: Virtual machine launches. The assigned virtual machine starts up in the data center or cloud environment. The hypervisor allocates the required computing resources, e.g., CPU, memory, storage, to that instance.
• Step 4: Desktop delivered to endpoint. The desktop environment is streamed to the user’s device. The user interacts with it as they would a local machine, but all processing happens on the server side. The endpoint device itself only needs to handle the display and input.
• Step 5: Data remains in the data center. Files, applications and user data never leave the server or cloud environment. When the session ends, nothing sensitive is left on the endpoint device. This is one of the core security advantages of the virtual desktop model.

Different Types of Virtual Desktop

How do virtual desktops work? Well, that depends on the type of virtual desktop. There are three primary types of virtual desktops:

1. Persistent Virtual Desktop: Users can access and use their persistent virtual desktop from any location and any device with an internet connection. The main benefit of using a persistent virtual desktop is that users’ settings, preferences and files are always available to them, no matter where they are or what device they’re using.
2. Non-Persistent Virtual Desktop: Unlike a persistent virtual desktop, a non-persistent virtual desktop is temporary and exists only while the user is logged in. Once the user logs out, the virtual desktop is destroyed. Non-persistent virtual desktops are often used in educational or public settings where it’s important to maintain a consistent environment for all users.
3. Hybrid Virtual Desktop: A hybrid virtual desktop combines features of both persistent and non-persistent virtual desktops. Users have a dedicated virtual desktop that is unique to them, but the settings and files are not permanently stored on the desktop. This type of virtual desktop is often used in organizations where users need access to specific applications or data sets that are too large to store on a non-persistent virtual desktop.

Most enterprises will use a persistent virtual desktop, but there are still some use cases for the other two. It should also be noted that there are specific virtual desktop services provided by software companies; Microsoft, for instance, has virtual desktop services for Azure.

Beyond these three configurations, organizations also encounter several broader delivery and infrastructure models:

• Virtual Desktop Infrastructure (VDI): The on-premises model in which virtual desktops are hosted on servers the organization owns and manages. VDI gives IT teams full control over the environment but requires significant upfront hardware investment and ongoing internal management.
• Cloud VDI: A VDI deployment hosted in a public or private cloud rather than on-premises servers. Cloud VDI reduces the hardware footprint and capital expenditure while preserving the performance and control characteristics of traditional VDI.
• Desktop as a Service (DaaS): A fully managed cloud service in which the provider hosts, manages and maintains the virtual desktop infrastructure. The organization pays a subscription fee and receives desktops as a service without owning or managing the underlying hardware. DaaS scales quickly and shifts maintenance responsibility to the vendor.
• Hosted Virtual Desktop: A virtual desktop environment hosted by a third-party provider on their own infrastructure. Similar to DaaS but may refer more specifically to hosted desktop solutions offered by managed service providers as part of a broader managed IT engagement.

Why Use Virtual Desktops?

Looking at virtual desktops’ advantages and disadvantages, both exist, but the advantages significantly outweigh the challenges. There are four primary benefits of using a virtual desktop:

1. Security: One of the biggest advantages of using a virtual desktop is that it’s much more secure than a physical computer. Virtual desktops are stored on a server and managed by the organization, so they’re not susceptible to theft or damage. Additionally, all data on a virtual desktop is encrypted, so it’s safe from hackers.
2. Cost: Virtual desktops are often less expensive than physical computers, especially when they’re managed by a cloud service provider. The upfront cost of a virtual desktop is lower because you don’t need to purchase hardware or software. Additionally, virtual desktops can be scaled up or down as needed, so you only pay for what you use. The idea, of course, is that employees can use their own devices to access their virtual desktops while still having all the security of a separate device.
3. Convenience: Virtual desktops are very convenient because users can access their desktops from any location and any device with an internet connection. This means that employees can work from anywhere, which can increase productivity and flexibility.
4. Control: When you use a virtual desktop, you have complete control over the environment. You can choose which applications and data are available to users, and you can easily make changes or updates as needed. This level of control is not possible with physical computers.

Virtual desktops offer many benefits for both users and organizations. They’re more secure than physical computers and more convenient. But, of course, there are also some challenges.

Security Benefits of Virtual Desktops

Let’s dive a little bit further into how virtual desktops improve security in organizations. Virtual desktops address a specific set of vulnerabilities that physical endpoint devices create, and the advantages compound when virtual desktops are managed by an MSP like Red River with security expertise.

• Centralized data storage: Data lives in the data center or cloud, not on endpoint devices. A lost or stolen laptop doesn’t expose sensitive files, because nothing of consequence was ever stored on it.
• Multi-factor authentication: Virtual desktop environments integrate directly with identity providers that enforce MFA at login. Every session requires verified authentication, regardless of what device is used to connect.
• Endpoint security: Because processing happens on the server, the security posture of the endpoint device matters far less than it would in a traditional environment. IT teams can enforce security policies on the virtual environment itself rather than managing the security of every physical device an employee might own.
• Reduced data loss risk: Files and application data are backed up centrally on a regular schedule. The risk of data loss from device failure, theft or accidental deletion is significantly lower than in a physical desktop environment.
• Role-based access control: Virtual desktop environments make it straightforward to define and enforce what each user can access. Permissions are managed centrally, so access is consistent and auditable across the organization.
• Disaster recovery: Because all data and desktop configurations live in a centralized environment, recovery from hardware failure, ransomware or other disruptions is significantly faster. Virtual machines can be restored or redeployed without physical intervention at employee locations.

Challenges of Using Virtual Desktops

There are a few challenges to using virtual desktops, but they’re not insurmountable:

• High-Speed Internet Requirement: Virtual desktops require a high-speed internet connection to work properly. This can be a challenge in areas with poor internet coverage. But if your workers are remote, they likely already have high-speed internet access. If they don’t, then you will need to find a workaround.
• Learning Curve: There is a bit of a learning curve when using a virtual desktop. Users need to be comfortable with the interface and how to access their applications and data. But once they do start using it, they’ll find that it’s very intuitive.
• Limited Customization: Virtual desktops are not as customizable as physical computers. This can be a challenge for users who are used to having complete control over their environment. For instance, they may not be able to install applications such as music streaming services without permission.

Despite these challenges, many companies are switching to virtual desktops. In large part, this has been driven by the need to facilitate remote work.

Virtual Desktops and Remote Work

Many companies have switched to a remote work model, at least temporarily. This has created a need for virtual desktops because they’re the only way to ensure that employees have access to the applications and data they need while working remotely or working from home.

Virtual desktops are the perfect solution for remote work because they can be accessed from anywhere with an internet connection. Employees can log into their virtual desktop from home and have all the same applications and data that they would have if they were in the office.

Virtual Desktops and Remote Support

If you need to provide remote support for employees, virtual desktops are also ideal. With a virtual desktop, you can access an employee’s computer from anywhere in the world. This means that you can provide support no matter where the employee is located.

Additionally, virtual desktops are more secure than physical computers when it comes to remote support. With a physical computer, you need to give the support technician access to the machine, which can open up the possibility of data breaches.

Conclusion: Virtual Desktops Make Work Easier

Virtual desktops offer many benefits for both users and organizations. They’re more secure than physical computers, more convenient and more flexible. However, there are also some challenges to using virtual desktops. These challenges can be overcome with proper planning and training.

If your company wants to take advantage of the benefits that a virtual desktop solution can provide, a managed services partner can help. A managed services provider can dig into your organization’s current infrastructure to determine whether a virtual desktop solution is right for you. Further, your MSP will help you make the transition.

Contact Red River to explore your virtual desktop options—and reap the benefits of a virtual desktop without security flaws.

Virtual Desktop: FAQs