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For example, if you're licensed for Microsoft Office Professional Plus 2019 through Volume Licensing, you can use Microsoft Office Professional Plus 2016 instead. But you may not downgrade to Microsoft Office Standard Edition 2016 because it is a different product and not considered a prior version of Microsoft Office Professional Plus 2019. Note: This topic is for Microsoft 365 for business.If you have an Office for home product and you're looking for where to install Office, see Install or reinstall Office on a PC or Mac.To see what Office for home products you have a license for, sign in with your Microsoft account to Services and subscriptions. This plan works with Office 2019, Office 2016, and Office 2013. Previous versions of Office, such as Office 2010, may work with Microsoft 365 with reduced functionality. This compatibility with Office does not include the Office 365 F3 plans. After your 1-month free trial, you will be charged the applicable subscription fee.
-->This article shows how to assign Microsoft 365 Apps licenses to users and how to activate installations of Microsoft 365 Apps.
Note
Microsoft Office Mac 3 Licenses Online
The information in this article also applies to Project Online Desktop Client and Visio Online Plan 2 (previously named Visio Pro for Office 365), which are licensed separately from Microsoft 365 Apps.
Before deploying Microsoft 365 Apps to users in your organization, you must first assign licenses to those users. Each license allows a user to install Microsoft 365 Apps on up to five desktops, five tablets, and five mobile devices. Each installation is activated and kept activated automatically by cloud-based services associated with Office 365 (or Microsoft 365). This automatic activation means you don’t have to keep track of product keys and you don’t have to figure out how to use other activation methods such as Key Management Service (KMS) or Multiple Activation Key (MAK). All you have to do is purchase enough licenses, keep your Office 365 (or Microsoft 365) subscription current, and make sure your users can connect to the Office Licensing Service via the internet at least once every 30 days. When single sign-on is enabled, Microsoft 365 Apps detects the user’s credentials and is activated automatically.
If you remove a user's license (for example, if the user leaves your organization), any installations of Microsoft 365 Apps that the user had go into reduced functionality mode. The Office Licensing Service, a part of Microsoft 365, keeps track of which users are licensed and how many computers they've installed Office on.
Assign and manage licenses
To use Microsoft 365 Apps, your users will need the appropriate license. To assign licenses, do one of the following:
- Assign a license to a user directly in the Office 365 portal by selecting a check box on the licenses page for the user’s account.
- Use Office 365 PowerShell. For more information, see Assign Microsoft 365 licenses to user accounts with PowerShell.
- If you have a subscription for Azure AD Premium P1 and above, or an edition of Office 365 Enterprise E3 or Office 365 A3 or Office 365 GCC G3 and above, you can use group-based licensing with Azure AD. You can assign one or more product licenses to a group, and Azure AD ensures that the licenses are assigned to all members of the group. Any new members who join the group are assigned the appropriate licenses. When they leave the group, those licenses are removed. For more information, see Group-based licensing in Azure Active Directory.
After a user is assigned a license, you can deploy Office to your users or your users can install Office directly from the Office 365 portal. If the user hasn't been assigned a license, the user can't install Office from the Office 365 portal. We recommend assigning the license 24 hours prior to the deployment so you can ensure that the license is provisioned.
Licensing Modes
There are various licensing modes that can be used with a supported version of Microsoft 365 Apps.
Subscription User Based Licensing
- This is the default licensing mode for Microsoft 365 Apps. In this mode, the license is carried within the user’s profile. With a single license, users can install and activate Microsoft 365 Apps on up to 5 desktops/laptops, 5 tablets, and 5 mobile devices. Subscription User Based Licensing requires user level activation and requires user sign-in with an Azure Active Directory account.
- It is recommended for most scenarios where the user has defined computers and don’t often share them.
Shared Computer Activation
- This licensing mode lets you deploy Microsoft 365 Apps to a single computer that is shared by multiple users and where those users are logging in with their own account.
- This mode is typically used in scenarios with multiple licensed users connecting to the same device. It is the preferred configuration of Microsoft 365 Apps when used with Remote Desktop Services (RDS) and Virtual Desktop Infrastructure (VDI). It is ideal for shift workers, bank tellers, and users that need to roam across devices.
Device Based Licensing
- The Device Based License is designed to simplify management of Microsoft 365 Apps for Enterprise on devices shared by many users. Anyone that signs in and uses that device can use Microsoft 365 Apps for Enterprise to create and edit documents. Device Based Licensing does not require user level activation and does not require the user to have an Azure Active Directory account. There is no limit to the number of sign-ins and anyone with device access can use Microsoft 365 Apps for Enterprise applications.
- It is applicable in shared and open access device scenarios where users work across multiple shared devices or where users need occasional access. This is an ideal mode for healthcare and education customers that do not sync generic accounts to Azure Active Directory.
Note
The device must be synced to Azure Active Directory for a Device Based License to be assigned. Ntfs mac trial.
Unattended License
- Organizations use an array of tools to connect applications and processes together, including frameworks automating other applications. These automation processes may be unattended in their operation and leveraging traditional user accounts is not best practice.
- The Unattended License allows for the use of Office with service accounts or other non-user accounts, typically common for automation process execution.
Note
Office applications are not specifically designed for large scale unattended usage scenarios. For more information, see Considerations for Unattended Automation of Office in the Microsoft 365 for Unattended RPA Environment
Viewer Mode
- This mode can be used when your organization has users that only need view/print capabilities instead of full create or edit capabilities. This allows unlicensed users of Microsoft 365 Apps to view and print Office files without being prompted to activate Office. When Word, Excel, or PowerPoint are opened, users see a banner message underneath the ribbon in their Office apps that informs them that Office is in Viewer Mode.
- This is an ideal mode when the users have an Office for the Web license but not a Microsoft 365 Apps license.
Activating Microsoft 365 Apps
As part of the installation process, Microsoft 365 Apps communicates with the Office Licensing Service and the Activation and Validation Service to obtain and activate a product key. Each day, or each time the user logs on to their computer, the computer connects to the Activation and Validation Service to verify the license status and extend the product key. As long as the computer can connect to the internet at least once every 30 days, Microsoft 365 Apps remains fully functional. If the computer goes offline for more than 30 days, Microsoft 365 Apps enters reduced functionality mode until the next time a connection can be made. To get Microsoft 365 Apps fully functional again, the user can connect to the internet and let the Activation and Validation Service reactivate the installation, though in some cases the user may have to sign back in first.
Important
Because of its online activation features, Microsoft 365 Apps won't work on computers that are completely cut off from the internet. For those computers, we recommend installing Office Professional Plus 2019 and using a traditional activation method such as Key Management Service (KMS) or Active Directory Domain Services.
Managing activated installations
Each Microsoft 365 Apps license allows a user to install Microsoft 365 Apps on up to five desktops, five tablets, and five mobile devices. The user manages installations in the Office 365 portal.
If a user installs Microsoft 365 Apps on more than 10 devices, then the device that hasn't been used for the longest amount of time is automatically deactivated. Microsoft 365 Apps goes into reduced functionality mode on the deactivated device. Note that this automatic deactivation is only supported for Windows devices at this time.
What is reduced functionality mode?
In reduced functionality mode, Microsoft 365 Apps remains installed on the device, but users can only view and print their documents. All features for editing or creating new documents are disabled, and the user sees a message like the following:
The user can then choose one of the available options to reactivate Microsoft 365 Apps on that computer.
If the user hasn't been assigned a license, and they try to use Microsoft 365 Apps on a computer where it's installed, it will be in reduced functionality mode. Also, the user will be prompted to sign in and activate every time they open an app, such as Word or Excel.
Improvements in licensing and activation
In Microsoft 365 Apps version 1910 and later, we made the following improvements:
- Users can install Microsoft 365 Apps on a new device without being prompted to deactivate it on another device. If a user has more than 10 devices with Microsoft 365 Apps activated, then the device that hasn't been used for the longest amount of time is automatically deactivated.
- When Microsoft 365 Apps on a device has been deactivated, either from the portal or because a license has been removed, a new user on that device can activate Microsoft 365 Apps without an error.
- When a user activates Microsoft 365 Apps on a device and a second user signs on to that device, both activations are now displayed in the activation report in the Microsoft 365 admin center.
Related topics
-->Microsoft 365 Business Premium is the Microsoft best-in-class offering for small and medium-sized business (SMB) customers. Microsoft 365 Business Premium is an integrated solution that brings together the productivity of Microsoft 365 with advanced security and device management.
This article compares licensing options for SMBs, with a special emphasis on Microsoft 365 Business Premium.
Feature comparison: Microsoft 365 Business Standard and Microsoft 365 Business Premium
Service area | Feature | Microsoft 365 Business Standard | Microsoft 365 Business Premium |
---|---|---|---|
Licenses available | Maximum number of users | 300 | 300 |
Office apps | Install Office on up to 5 PCs/Macs + 5 tablets + 5 smartphones per user (Word, Excel, PowerPoint, OneNote, Access), Office Online | Business | Business |
Email & calendar | Outlook, Exchange Online | 50 GB | 50 GB |
Hub for teamwork | Chat-based workspace, online meetings, and more in Microsoft Teams | Yes | Yes |
File storage | OneDrive for Business | 1 TB per user | 1 TB per user |
Social, video, sites | Stream, Yammer, Planner, SharePoint Online, PowerApps, Power Automate | Yes | Yes |
Business apps | Scheduling apps – Bookings1 | Yes | Yes |
Business apps – MileIQ1 | Yes | Yes | |
Threat protection | Microsoft Defender for Office 365 | No | Yes |
Windows Exploit Guard enforcement | No | Yes | |
Identity management | Self-service password reset for hybrid Azure Active Directory accounts | No | Yes |
Azure Multi-Factor Authentication, conditional access policies | No | Yes | |
Device & app management | Microsoft Intune | No | Yes |
Shared computer activation | No | Yes | |
Windows AutoPilot, Windows Pro management | No | Yes | |
Upgrade rights to Windows 10 Pro for Win 7/8.1 Pro licenses | No | Yes | |
Windows Virtual Desktop | No | Yes | |
Information Protection | Microsoft data loss prevention | No | Yes |
Azure Information Protection Plan 1, BitLocker enforcement | No | Yes | |
Compliance | Unlimited email archiving2 | No | Yes |
Notes
1 Available in US, UK, Canada.
2 Unlimited archiving when auto-expansion is turned on.
Feature comparison: Microsoft 365 Business Premium and Office 365 E3
Service area | Feature | Office 365 E3 | Microsoft 365 Business Premium |
---|---|---|---|
Licenses available | Maximum number of users | Unlimited | 300 |
Office apps | Install Office on up to 5 PCs/Macs + 5 tablets + 5 smartphones per user (Word, Excel, PowerPoint, OneNote, Access), Office Online | ProPlus | Business |
Email & calendar | Outlook, Exchange Online | 100 GB | 50 GB |
Hub for teamwork | Chat-based workspace, online meetings, and more in Microsoft Teams | Yes | Yes |
File storage | OneDrive for Business | Unlimited | 1 TB per user |
Social, video, sites | Stream, Yammer, Planner, SharePoint Online1, PowerApps1, Power Automate1 | Yes | Yes |
Business apps | Scheduling apps – Bookings2 | Yes | Yes |
Business apps – MileIQ2 | No | Yes | |
Threat protection | Microsoft Defender for Office 365 | No | Yes |
Windows Exploit Guard enforcement | No | Yes | |
Identity management | Self-service password reset for hybrid Azure Active Directory accounts | No | Yes |
Azure Multi-Factor Authentication, conditional access policies | No | Yes | |
Device & app management | Microsoft Intune, Windows AutoPilot, Windows Pro management | No | Yes |
Shared computer activation | Yes | Yes | |
Upgrade rights to Windows 10 Pro for Win 7/8.1 Pro | No | Yes | |
Windows Virtual Desktop | No | Yes | |
Information protection | Microsoft data loss prevention | Yes | Yes |
Azure Information Protection Plan 1, BitLocker enforcement | No | Yes | |
On-premises CAL rights | ECAL Suite (Exchange, SharePoint, Skype) | Yes | No |
Compliance | Unlimited email archiving3 | Yes | Yes |
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1 Indicates Microsoft 365 Business Standard has Plan 1 of the functionality and Office 365 E3 has Plan 2. What keyboards work with mac.
2 Available in US, UK, Canada.
3 Unlimited archiving when auto-expansion is turned on.
Feature comparison: Microsoft 365 Business Standard, Microsoft 365 Business Premium, and Office 365 E3
Service area | Feature | Microsoft 365 Business Standard | Microsoft 365 Business Premium | Office 365 E3 |
---|---|---|---|---|
Licenses available | Maximum number of users | 300 | 300 | Unlimited |
Office apps | Install Office on up to 5 PCs/Macs + 5 tablets + 5 smartphones per user (Word, Excel, PowerPoint, OneNote, Access), Office Online | Business | Business | ProPlus |
Email & calendar | Outlook, Exchange Online | 50 GB | 50 GB | 100 GB |
Hub for teamwork | Chat-based workspace, online meetings, and more in Microsoft Teams | Yes | Yes | Yes |
File storage | OneDrive for Business | 1 TB per user | 1 TB per user | Unlimited |
Social, video, sites | Stream, Yammer, Planner, SharePoint Online1, PowerApps1, Power Automate1 | Yes | Yes | Yes |
Business apps | Scheduling apps – Bookings2 | Yes | Yes | Yes |
Business apps – MileIQ2 | Yes | Yes | No | |
Threat protection | Microsoft Defender for Office 365 | No | Yes | No |
Windows Exploit Guard enforcement | No | Yes | No | |
Identity management | Self-service password reset for hybrid Azure Active Directory accounts | No | Yes | No |
Azure Multi-Factor Authentication, conditional access policies | No | Yes | No | |
Device & app management | Microsoft Intune, Windows AutoPilot, Windows Pro Management | No | Yes | No |
Shared computer activation | No | Yes | Yes | |
Upgrade rights to Windows 10 Pro for Win 7/8.1 Pro licenses | No | Yes | No | |
Windows Virtual Desktop | No | Yes | No | |
Information protection | Microsoft data loss prevention | No | Yes | Yes |
Azure Information Protection Plan 1, BitLocker enforcement | No | Yes | No | |
On-premises CAL rights | ECAL Suite (Exchange, SharePoint, Skype) | No | No | Yes |
Compliance | Unlimited email archiving3 | No | Yes | Yes |
Notes
1 Indicates Microsoft 365 Business Standard has Plan 1 of the functionality and Office 365 E3 has Plan 2.
2 Available in US, UK, Canada.
3 Unlimited archiving when auto-expansion is turned on.
Feature comparison: Microsoft 365 Business Standard and Microsoft 365 for business plans
Service area | Feature | Microsoft 365 Business Standard | Microsoft 365 Business Premium | Microsoft 365 E3 | Microsoft 365 E5 |
---|---|---|---|---|---|
Licenses available | Maximum number of users | 300 | 300 | Unlimited | Unlimited |
Office apps | Install Office on up to 5 PCs/Macs + 5 tablets + 5 smartphones per user (Word, Excel, PowerPoint, OneNote, Access), Office Online | Business | Business | ProPlus | ProPlus |
Email & calendar | Outlook, Exchange Online | 50 GB | 50 GB | unlimited | unlimited |
Hub for teamwork | Chat-based workspace, online meetings, and more in Microsoft Teams | Yes | Yes | Yes | Yes |
File storage | OneDrive for Business | 1 TB per user | 1 TB per user | unlimited | unlimited |
Social, video, sites | Yammer, SharePoint Online, Planner | Yes | Yes | Yes | Yes |
Stream | Yes | Yes | Yes | ||
Business apps | Scheduling apps – Bookings1 | Yes | Yes | Yes | Yes |
Business apps – MileIQ1 | Yes | Yes | No | No | |
Threat protection | Microsoft Advanced Threat Analytics, Device Guard, Credential Guard, AppLocker, Enterprise Data Protection | No | No | Yes | Yes |
Microsoft Defender for Office 365 | No | Yes | No | Yes | |
Microsoft Defender for Endpoint | No | No | No | Yes | |
Office 365 Threat Intelligence | No | No | No | Yes | |
Identity management | Self-service password reset for hybrid Azure Active Directory accounts, Azure MFA, Conditional Access | No | Yes | Yes | Yes |
Azure AD: Cloud App Discovery, Azure AD Connect Health, SSO for more than 10 apps | Yes | Yes | Yes | Yes | |
Azure Active Directory Plan 2 | No | No | No | Yes | |
Device & app management | Microsoft Intune, Windows AutoPilot | No | Yes | Yes | Yes |
Shared computer activation, Windows Virtual Desktop | No | Yes | Yes | Yes | |
Microsoft Desktop Optimization Pack, VDA | No | No | Yes | Yes | |
Information protection | Microsoft data loss prevention, Azure Information Protection Plan 1 | No | Yes | Yes | Yes |
Azure Information Protection Plan 2, Microsoft Cloud App Security, Office 365 Cloud App Security | No | No | No | Yes | |
On-premises CAL rights | ECAL Suite (Exchange, SharePoint, Skype, Windows, Microsoft Endpoint Configuration Manager, Windows Rights Management) | No | No | Yes | Yes |
Compliance | Unlimited email archiving2 | No | Yes | Yes | Yes |
Advanced eDiscovery, Customer Lockbox, Advanced Data Governance | No | No | No | Yes | |
Analytics | Power BI Pro, MyAnalytics | No | No | No | Yes |
Insights by MyAnalytics | Yes | Yes | Yes | Yes | |
Assistance | Briefing email | Yes | Yes | Yes | Yes |
Voice | PSTN conferencing, Cloud PBX | No | No | No | Yes |
Notes
1 Available in US, UK, Canada.
2 Unlimited archiving when auto-expansion is turned on.
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Applications | Microsoft 365 Apps for business | Microsoft 365 Apps for enterprise |
---|---|---|
Word | Yes | Yes |
Excel | Yes | Yes |
PowerPoint | Yes | Yes |
OneNote | Yes | Yes |
Outlook | Yes | Yes |
Publisher | Yes | Yes |
Access | Yes | Yes |
Microsoft Teams | Yes | Yes |
Premium value | Microsoft 365 Apps for business | Microsoft 365 Apps for enterprise |
Volume activation | No | No |
Group policy1 | No | Yes |
Shared computer activation | Yes7 | Yes |
App telemetry | No | Yes |
Update controls2 | No | Yes |
Apply personal retention policies3 | Yes | Yes5 |
Access site mailboxes3 | Yes | Yes5 |
Access in-place archive folder3,4 | Yes | Yes5 |
Spreadsheet compare & inquire | No | Yes5 |
Business intelligence | No | Yes5 |
Create IRM3 | Yes7 | Yes |
Data loss prevention3 | Yes7 | Yes5 |
Cloud value | Microsoft 365 Apps for business | Microsoft 365 Apps for enterprise |
Groups | Yes | Yes |
Office Deployment Tool | Yes | Yes |
Roaming documents & settings | Yes | Yes |
1 TB OneDrive for Business | Yes | Yes |
Licensing | Microsoft 365 Apps for business | Microsoft 365 Apps for enterprise |
Licensing model | Per user | Per user |
License type | Subscription | Subscription |
PC/Mac installs6 | 5 | 5 |
iOS/Android smartphone installs6 | 5 | 5 |
Tablet installs6 | 5 | 5 |
Office RT commercial rights | Yes | Yes |
Office Online/web apps | Yes | Yes |
Commercial use rights | Yes | Yes |
Notes
Microsoft 365 Business Premium includes the Microsoft 365 Apps for business client, which has some differences from Microsoft 365 Apps for enterprise.
1 Allows the organization to push certain configuration settings (security settings, app settings, Active Directory roaming, and so on) for Office to machines logging on to the corporate network.
2 With Office Standard 2016 and Office Professional Plus 2016, IT has full control of updates using the MSI model. With Microsoft 365 Apps for enterprise and Microsoft 365 Apps for business, installation and updates are managed via Click-to-Run.
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3 The suites provide different levels of integration with business productivity servers.
4 Archive email from Outlook—no .pst files needed—and set retention policies that automatically archive or delete email. IT admins can centrally manage the In-Place Archive.
5 Requires additional online service(s).
6 Permits local installation via click-to-run of the licensed Microsoft 365 apps included with the service. Does not include rights to install Office 2016 on-premises versions. Office supports PCs and Windows tablets running Windows 7 or higher, and Macs running MAC OS X 10.6 or higher. Office for iPad can be installed on iPads running version 7 or higher.
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7 This premium feature is included in Microsoft 365 Business Premium, but not in other Microsoft 365 Apps for business offerings.