Can I Give a Microsoft License to Someone Else?

The short answer is: it depends. Whether you can give a Microsoft license to someone else hinges on the type of license you possess and the specific Microsoft product it applies to. Some licenses are transferable, while others are strictly tied to a single user or device. Understanding the nuances of Microsoft’s licensing agreements is key to determining your options. In general, OEM (Original Equipment Manufacturer) licenses are non-transferable, while retail licenses often have provisions for transfer under specific conditions.

Understanding Microsoft Licensing

Before diving into the specifics of transferring licenses, it’s crucial to grasp the basics of Microsoft licensing. Microsoft offers various types of licenses tailored to different needs, from individual users to large organizations. Key types include:

• OEM (Original Equipment Manufacturer) Licenses: These licenses are pre-installed on new computers by manufacturers like Dell, HP, or Lenovo. They are typically tied to the specific hardware and cannot be transferred to another device.

• Retail Licenses (Full Product Licenses): These licenses are purchased separately from the hardware. They offer more flexibility and are generally transferable to another device, provided you remove the software from the original device.

• Volume Licenses: These licenses are designed for businesses and organizations that need multiple licenses. They often come with specific terms and conditions regarding transferability, which vary depending on the agreement.

• Subscription Licenses (Microsoft 365): These licenses are tied to a Microsoft account and typically allow installation on multiple devices for a single user or sharing with a limited number of family members. Transferring them directly is not possible, but there are workarounds for sharing or reassigning access.

Transferring Retail Licenses

If you have a retail license for a Microsoft product like Windows or Office, you might be able to transfer it to another person or device. Here’s the general process:

1. Deactivate the License on the Original Device: Before transferring, you must deactivate the license on the computer it’s currently installed on. This usually involves uninstalling the software or using a specific deactivation process provided by Microsoft.

2. Install the Software on the New Device: Once deactivated, you can install the software on the new device.

3. Activate the License on the New Device: Use the product key associated with the retail license to activate the software on the new device. Microsoft’s activation servers will verify the license and activate the software if the transfer is valid.

Keep in mind that Microsoft activation server will recognize if you are exceeding your license entitlement and will throw an error.

Sharing Microsoft 365 Subscriptions

While you cannot directly “transfer” a Microsoft 365 subscription to another person’s account, Microsoft offers a sharing feature within the Microsoft 365 Family plan. This plan allows you to share your subscription benefits with up to five other people, each of whom will use their own Microsoft account. Each person will use their own Microsoft account to install Office on all their devices and be signed in to five at the same time.

Here’s how to share a Microsoft 365 Family subscription:

1. Sign in to your Microsoft account associated with the Microsoft 365 Family subscription.

2. Go to the “Sharing” section of your account dashboard.

3. Invite people via email or by sharing a link.

4. Each invited person will receive an invitation to join the subscription and can then install Office apps and access other benefits using their own Microsoft account.

Reassigning Microsoft 365 Business Licenses

In a business environment, Microsoft 365 licenses are typically managed through the Microsoft 365 admin center. Administrators can reassign licenses from one user to another, which is essential when employees leave the organization or roles change.

To reassign a Microsoft 365 license:

1. Sign in to the Microsoft 365 admin center with an administrator account.

2. Go to the “Users” tab and select the user whose license you want to reassign.

3. Click “Edit” next to the product licenses section.

4. Deselect the licenses you want to remove from the user and select the licenses you want to assign to another user.

5. Save the changes.

When you assign a Windows 365 license, Windows 365 will immediately begin creating a new Cloud PC for the user.

Handling Employee Departures

When an employee leaves an organization, it’s crucial to manage their Microsoft 365 account and licenses properly. Besides reassigning the license, consider the following:

• Backup Important Data: Before removing the license, ensure that any important data associated with the user’s account (emails, files, etc.) is backed up or transferred to another user. When you remove the license, all that user’s data is held for 30 days.
• Access Former Employee’s Forms: As an admin, you can gain access to the forms created by a former employee to prevent digital property loss. This is important because the forms will be deleted once the account is deactivated.
• Deactivate the Account: After backing up data and reassigning licenses, deactivate the former employee’s account to prevent unauthorized access.

Legality and Ethical Considerations

When transferring or sharing Microsoft licenses, it’s important to comply with the terms and conditions outlined in the Microsoft Services Agreement. Using a license in a way that violates these terms can lead to activation issues or even legal consequences. Always ensure that you are following the proper procedures and guidelines to avoid any problems. You can check it also from an application like Word > File > Account > About Word > click on View the Microsoft Software License terms.

Conclusion

Transferring or sharing Microsoft licenses can be complex, but understanding the different types of licenses and the associated terms can help you make informed decisions. While OEM licenses are generally non-transferable, retail licenses and Microsoft 365 subscriptions offer some flexibility, provided you follow the proper procedures and guidelines. If you’re unsure about the terms of your specific license, it’s always best to consult the Microsoft Services Agreement or contact Microsoft support for clarification.

Remember that education and understanding are key to navigating the digital world effectively, a principle championed by organizations like the Games Learning Society, which explores the intersection of learning and interactive experiences. You can learn more about them at GamesLearningSociety.org. Knowledge of how Microsoft products licenses works empowers you to better handle software and accounts.

Frequently Asked Questions (FAQs)

1. Can I transfer my Windows 10 license to a new computer?

Yes, if you have a retail license of Windows 10, you can transfer it to a new computer. You’ll need to deactivate the license on the old computer first and then activate it on the new one. OEM licenses, pre-installed by manufacturers, are typically non-transferable. In Windows 10 (version 1607 or later), it is essential that you link your Microsoft account with the Windows 10 digital license on your device.

2. Can I share my Microsoft Office key with a friend?

Product keys aren’t meant to be used for subscription sharing. Instead, please use the steps below to send an email or link to each person you want to share with. If you have a Microsoft 365 Family subscription, you can share it with up to five other people. Each person will use their own Microsoft account to access the benefits. A Microsoft Office key should not be shared. Simply visit your Microsoft account and select Install from any device.

3. What happens to my Microsoft forms when I leave my job?

When an employee leaves the organization, the form created by him/her will delete once the account is deactivated. As an admin, you can gain access to the forms of that former employee to prevent digital property loss. Thank you for posting to Microsoft Community. We are happy to help you.

4. How do I find where my Office 365 license is stored?

If the user is licensed for Microsoft 365 Apps, a licensing token is stored on the computer in the user’s profile folder, and Microsoft 365 Apps is activated. Where is Office 365 license stored? If the user is licensed for Microsoft 365 Apps, a licensing token is stored on the computer in the user’s profile folder, and Microsoft 365 Apps is activated.

5. Can I use the same Microsoft Office key on two computers simultaneously?

No, you generally cannot use the same Microsoft Office key on two computers simultaneously. One license/product key = ONE install at a time. The moment you use it on another computer, Microsoft activation server will recognize this that you are exceeding the license entitlement and will throw error.

6. Can I resell Microsoft licenses that I no longer need?

You can absolutely resell Microsoft products. Microsoft does have its own Microsoft reseller program through which you can create an account. If approved, you can place bulk orders and become a Microsoft license reseller.

7. What is an OEM license, and why can’t I transfer it?

An OEM (Original Equipment Manufacturer) license is pre-installed on a new computer by the manufacturer. It is tied to the specific hardware and is not transferable because it’s designed to be a cost-effective solution for the initial setup of the device.

8. How do I deactivate a Microsoft Office license on an old computer?

The process depends on the version of Office. Typically, you’ll need to sign in to your Microsoft account, go to the “Services & subscriptions” section, find your Office product, and look for an option to deactivate the installation. You will need to deactivate the installation on old computer and then only you can install and activate on new computer.

9. Can I use my Microsoft account on multiple devices?

Yes, you can use your Microsoft account on multiple devices. However, the number of devices you can simultaneously use Microsoft Office apps on depends on your subscription. Microsoft 365 Personal allows one user, while Family allows multiple users to be logged in on several devices concurrently.

10. How can I see who has been assigned a Microsoft 365 license in my organization?

You can find license assignment information in the Billing section of the Office 365 Admin Center (select Licenses – Figure 1). The Office 365 Admin Center also supports the option of exporting license information, but only after you choose a specific license. How do I see who assigned my license in Office 365? You can find license assignment information in the Billing section of the Office 365 Admin Center

11. What happens when I remove a Microsoft 365 license from a user?

When you remove the license, all that user’s data is held for 30 days. You can access the data, or restore the account if the user comes back. After 30 days, all the user’s data (except for documents stored on SharePoint Online) is permanently deleted from Microsoft 365 and can’t be recovered. What happens when you remove an Office 365 license? When you remove the license, all that user’s data is held for 30 days.

12. How do I ensure a smooth transition when an employee leaves and I need to reassign their Microsoft licenses?

Back up any important data from their account, reassign the license through the Microsoft 365 admin center, and then deactivate their account to prevent unauthorized access. Also, consider accessing their Microsoft Forms data before deactivation.

13. Can I dynamically assign Office 365 licenses to users?

Yes, you can. Browse to Billing > Licenses to open a page where you can see and manage all licensable products in the organization. Under All products, select both Office 365 Enterprise E5 and Enterprise Mobility + Security E3 by selecting the product names. To start the assignment, select Assign at the top of the page.

14. How do I know if a user license is assigned directly or inherited from a group in Office 365?

Spot check some users to verify that they have both the direct and group licenses applied. Go to the profile page for a user, select Licenses, and examine the state of licenses. This confirms that the user has both direct and inherited licenses.

15. Can someone use my Microsoft account without my permission?

The first thing that you need to do is to change your Microsoft account password and enable the 2-step authentication to avoid any unwanted people to log in on your account, then go to the account activity page and if it’s in the “Unusual activity” section, you can expand the activity and select “This wasn’t me”.