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Managing Windows licenses involves several key activities to ensure compliance, efficiency, and optimal use of your software resources.
Here’s a comprehensive approach to managing Windows licenses:
1. Understand License Types
- Retail Licenses: Purchased individually, often for personal use.
- OEM Licenses: Pre-installed on hardware, typically non-transferable.
- Volume Licenses: For businesses and organizations, allowing multiple installations.
- Subscription Licenses: For services like Microsoft 365, where licensing is based on subscription.
2. Track Licenses
- Inventory Management: Keep a detailed inventory of all Windows licenses, including license keys, purchase dates, and expiration dates.
- License Management Tools: Use tools like Microsoft’s Volume Activation Service (VAS) or third-party license management software to track and manage licenses.
3. Activate Licenses
- Online Activation: Most modern Windows versions activate automatically online. Ensure devices are connected to the internet for activation.
- Volume Activation: For organizations with multiple installations, use Key Management Service (KMS) or Active Directory-Based Activation (ADBA) to automate activation.
4. Maintain Compliance
- Regular Audits: Conduct periodic audits to ensure that you are compliant with licensing agreements.
This includes verifying that all installations are properly licensed and that you are not using more licenses than you own. - Documentation: Keep thorough records of all licenses and related transactions. This can help in case of audits or disputes with Microsoft.
5. Renew or Upgrade Licenses
- Renewals: For subscription-based or volume licenses, track renewal dates and ensure timely renewals to avoid lapses in coverage.
- Upgrades: Keep track of version upgrades and new releases. Ensure that your licenses cover the versions you are using.
6. Manage License Transfers
- OEM Licenses: These are generally non-transferable to different hardware.
- Retail and Volume Licenses: Can be transferred under certain conditions. Follow Microsoft’s guidelines for transferring licenses to ensure compliance.
7. Leverage Microsoft Licensing Programs
- Microsoft 365 Admin Center: For subscription-based licenses, use the Microsoft 365 Admin Center to manage users, assign licenses, and track usage.
- Volume Licensing Service Center (VLSC): For volume licenses, use the VLSC to download software, manage keys, and view licensing details.
8. Implement Proper Policies
- Usage Policies: Develop and enforce policies regarding the installation and use of Windows licenses within your organization.
- Training: Educate employees about compliance and the importance of adhering to licensing agreements.
9. Handle Licensing Issues
- Support: Contact Microsoft Support or your licensing provider if you encounter issues with license activation or compliance.
By following these steps, you can effectively manage Windows licenses, ensuring that your organization remains compliant and makes the most of its software investments.
If you have Microsoft 365 Apps for enterprise (device) or Microsoft 365 Apps for Education (device), you can assign licenses to devices by using Azure AD groups.
When a device has a license, anyone who uses that device can use Microsoft 365 Apps for enterprise (previously named Office 365 ProPlus).
For example, let's say you have 20 laptops and tablets that are used by people in your organization.
When you assign a license to each device, each person who logs in to one of the devices uses Microsoft 365 Apps for enterprise without the need for their own license.
Manage licenses for devices: here