Microsoft Office Licensing Guide: What You Need to Know

Whether you are purchasing software for personal use or for your business, understanding how Microsoft Office licensing works is essential. In this guide, we outline the key points of the licensing framework so you can make an informed decision when choosing the right edition.

We focus on the usage rights for Microsoft Office on Windows, purchased as a desktop application licence — often referred to as a perpetual licence. If you are weighing up editions, our comparison of Office 2019 vs. Office 365 is a useful starting point.

Below you will find an overview of how Microsoft Office licensing works in commercial environments.

Per-Device Licensing for Microsoft Office

Microsoft Office 2019 is licensed on a “per device” basis. Each licence must be assigned to a single physical piece of hardware, which then becomes the “licensed device”.

Customers who purchase commercial licence options may install and use the software as many times as they wish on the licensed device, including on virtual machines running on that hardware. For a detailed look at features, see our guide to Microsoft Office 2019 Professional Plus.

Remote Access Rights

Microsoft Office licences include remote-use rights. The primary user of a licensed device can access any Office software on that device remotely from any other machine.

Non-primary users may also access Office software on the licensed device remotely, provided the device they are connecting from also holds a valid Office licence.

If the applications are hosted on a dedicated server for remote access, the server itself does not require a separate licence. However, every end user must connect from a device that has a valid Office licence assigned to it.

Office Licences with Windows To Go

Microsoft Office can be used on a USB drive with Windows To Go, provided the work device is licensed for:

• Windows 10 with Software Assurance for the Windows Desktop Operating System, or a Windows Virtual Desktop Access subscription licence
• Office Professional Plus 2019/2016 or Office Standard 2019/2016

Downgrade Entitlement

Some customers with rights to newer versions of Microsoft Office may also use earlier versions of the suite. Under desktop application licences, this is known as “downgrade entitlement”.

A customer can downgrade to previous versions as long as the editions match. For example, an Office Standard 2019 licence holder cannot downgrade to Office Professional Plus 2016 because the editions differ.

Software Assurance Benefits

Software Assurance gives customers the right to upgrade to a newer version of Office software during the coverage period at no additional cost. For instance, a customer with an Office Standard 2016 licence could upgrade to Office Standard 2019 if the release fell within their active Software Assurance term.

To explore which type of licence offers the best value, read our article on which Microsoft Office licence is most economical for businesses.

Microsoft Home Use Programme

Under the Home Use Programme, a customer’s employees can purchase Office 365 subscriptions for personal use at a discounted price. Anyone who buys a subscription through this programme can renew it permanently at the same price, regardless of the customer’s current licensing status.

Still Have Questions?

For full licensing details, refer to the official Microsoft Licensing Guide. You may also want to read about the advantages of buying Microsoft Office originals, or contact our customer service team.

At Licendi, we offer genuine product licences for every type of operating system and application — Windows, Office, antivirus and more — at the best prices on the market, guaranteed.