Posted by: kurtsh | February 8, 2023

INFO: Managing Microsoft 365 App Activations when users move to different devices

imageSome organizations have users that switch computers often and require the use of Microsoft 365 Apps such as Word, Excel, PowerPoint, etc.  Each time they switch computers, one of their 6 license activations are used… until there are no more activations are left.

If this becomes a problem for your users, the user that’s “maxed out” their Microsoft 365 Apps installations may “deactivate previous device installations” that have been used on their own.
Deactivate an installation of Office – Microsoft Support

If you have an Microsoft 365 subscription, you can sign out of Office on a PC or Mac remotely from any web browser to deactivate the installation. Because Office will sign you out of devices automatically to stay within your sign-in limit, there’s no longer a need to use this process to free up installs. For more info, see How sign in works in Microsoft 365.

Note: Signing out of Office doesn’t uninstall Office, remove Office documents, or cancel your Microsoft 365 subscription.

Alternatively, you may leverage Microsoft 365 Apps via “Shared Computer Activation”.
Overview of shared computer activation for Microsoft 365 Apps – Deploy Office | Microsoft Learn

Shared computer activation lets you deploy Microsoft 365 Apps to a computer in your organization that is accessed by multiple users. Here are some examples of supported scenarios:

  • Three workers at a factory share the same physical computer, with each worker using Office on that computer during their eight-hour shift.
  • Fifteen nurses at a hospital use Office on 10 different computers throughout the day.
  • Five employees connect remotely to the same computer to run Office.
  • Multiple employees use Office on a computer that’s located in a conference room or some other public space in the company.
  • Multiple users access an instance of Office that is hosted through Remote Desktop Services (RDS).

Shared computer activation is required for scenarios where multiple users share the same computer and the users are logging in with their own account. Normally, users can install and activate Microsoft 365 Apps only on a limited number of devices, such as 5 PCs. Using Microsoft 365 Apps with shared computer activation enabled doesn’t count against that limit.


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