When it comes to remote work and accessing desktops from just about anywhere, Microsoft Remote Desktop Services (RDS) is one of the big names in the game. But the burning question on everyone’s mind is, “Is Microsoft RDS really worth the cost?” After all, budgets are tight, and every dollar spent needs to justify itself. Let’s take a closer look at what Microsoft RDS offers, how much it costs, and whether it’s the best option for you.
What Exactly is Microsoft RDS?
Before we get into the nitty-gritty of costs, let’s quickly recap what Microsoft RDS actually is. In simple terms, it’s a service that allows users to access a virtual desktop or application remotely. Whether you’re working from home, traveling, or just need to connect to a company network from a different location, RDS enables this seamlessly. Think of it as having your office computer available anytime, anywhere, without actually lugging it around.
RDS includes several components, like the Remote Desktop Session Host (RDSH), Remote Desktop Gateway (RDG), and Remote Desktop Web Access (RDWA), all working together to deliver a smooth, virtual work experience. But all these Microsoft services come at a cost—literally. You need to consider its pricing carefully, as there are alternative options that may be more suitable and can save you money too.
The Costs Add Up Quickly
Let’s get straight to the point: Microsoft RDS can be expensive. The pricing structure is complex, involving several components that each contribute to the overall cost.
Licensing Fees
First up are the licensing fees. To use Microsoft RDS, you need both Windows Server licenses and Remote Desktop Client Access Licenses (CALs). CALs are necessary for every user or device that connects to the RDS environment. This means that as your team grows, so do your costs. And let’s not forget the additional licenses required if you’re using Microsoft Office or other applications.
- Windows Server License – You need this to run RDS on your server.
- RDS CALs – These are required for each user or device accessing the RDS.
- Application Licenses – For each application, like Microsoft Office, running on the RDS.
When you start adding these up, you can see how the costs can spiral out of control, especially for larger teams.
Infrastructure Costs
Then, there’s the infrastructure. Running RDS means you need a robust server, networking equipment, and sufficient bandwidth to ensure a smooth user experience. If you’re hosting RDS on-premises, you’ll need to factor in the cost of hardware, maintenance, and possibly even cooling and electricity. For those who opt for a cloud-based RDS setup, cloud service fees will also be part of the ongoing expenses.
Management and Maintenance
Lastly, don’t overlook the costs associated with managing and maintaining the RDS environment. Whether it’s handling updates, troubleshooting issues, or scaling the service to meet your needs, there are ongoing administrative costs. This often requires hiring IT professionals or contracting a service provider, which further adds to the expense.
Are There Alternatives?
Given the mounting costs associated with Microsoft RDS, it’s only natural to wonder if there are more cost-effective alternatives out there. The good news? There are plenty.
Virtual Desktop Infrastructure (VDI)
Virtual Desktop Infrastructure, or VDI, is a popular alternative. Unlike RDS, where multiple users share the same server, VDI provides each user with their own virtual machine. This can be more cost-effective for smaller teams or organizations with specific compliance requirements. VDI solutions are available from various providers, offering flexibility in terms of pricing and features.
Cloud-Based Desktops
Another alternative is cloud-based desktops, which allow users to access their desktop environment from the cloud. These services often operate on a pay-as-you-go model, meaning you only pay for what you use. This can be much more affordable for organizations that don’t require continuous access to a remote desktop environment.
Application Virtualization
If your primary need is to access specific applications remotely rather than an entire desktop, application virtualization might be the way to go. This allows you to deliver individual applications to users without the overhead of a full desktop environment. It’s a lighter, more cost-effective option for organizations that only need specific tools available remotely.
The Bottom Line: Is RDS Worth It?
So, is Microsoft RDS worth the cost? The answer depends on your specific needs. If you’re part of a large organization that requires robust remote access capabilities with full control over your environment, RDS might be a necessary investment despite the costs. It’s feature-rich, reliable, and integrates well with other Microsoft products, which can make it a strong contender.
However, if you’re a small to medium-sized business or have less intensive remote access needs, the high costs associated with Microsoft RDS might not be justifiable. In these cases, exploring alternatives like VDI, cloud-based desktops, or application virtualization could be a smarter, more budget-friendly move.
