FAQs for correct licensing of Windows Server with client access licenses

Windows Server can be used in all versions from 2008 onwards in the Standard or, depending on the version, also in data center editions with server licenses in addition to core or processor-based licensing, whereby additional Client Access Licenses are required for users. The following FAQs explain how the Microsoft licensing model works and what possibilities CALs offer here.

How does the Microsoft licensing system work?

All Windows Server versions are available in different editions, which - to put it simply - differ in the scope of services and functions, and especially in their scalability. The basis of Microsoft's licensing system is the number of physical or virtual servers or the number of employees and devices that access the server services - depending on whether you choose core-based or server/CAL-based licensing.

What is the difference between Core Licenses and Server/CALs?

With core-based licensing from Windows Server 2012 onwards, or with processor-based licensing up to version 2008, the number of server licenses required depends on the performance of the server. However, many smaller companies or organizations have a server with much lower performance in use, to which the licensing via cores has no practical relationship.

Server/CALs licensing offers an alternative here, because it primarily takes into account the number of users or devices that use the server functions; it also applies (depending on the version) to a smaller number of virtual servers.

When are server/client access licenses more beneficial for Windows servers?

As mentioned above, Microsoft offers the choice between core-based and CAL-based licensing in addition to the Datacenter Edition for older versions of Windows Server, which is usually the only option for the Standard.

This CAL-based licensing gives smaller companies using a corporate server the opportunity to use Windows server software at a lower price.

This is especially the case if the number of employees is smaller or the server capacity would be too small for core-based licensing. In this case, access-based licensing is a more economical way to take advantage of Windows Server, since the number of client access licenses that need to be purchased for the server license is the same as the number of employees who actually use Windows Server.

What are the special features of server licensing with CALs?

Microsoft's licensing model based on Client Access Licenses first requires the licensing of a server with a corresponding server license version 2008 to 2019. This server software includes the access of up to two users or devices exclusively for pure administration tasks. However, administrators are not allowed to use it for other activities, such as writing and reading e-mails - for this they need a user or device CAL just like any normal employee.

In the server CAL model, Microsoft License Management therefore separates the licensing of a server from that of individual users or end devices. Only the respective CAL entitles them to use the Windows server and the services it contains. The client access license thus contains pure access rights in a client/server environment, but without the prior installation of software.

Are CALs compatible with different versions of Windows Server?

CALs are always version-bound, i.e. they must always have at least the same or a higher version number than the corresponding server license. For example, users with a CAL for Windows Server 2012 R2 can primarily use it to access the corresponding licensed server. In addition, they are backwards compatible - i.e. with a CAL for 2012 R2 they can also use all older server versions, i.e. 2012, 2008 R2 and 2008 (downgrade).

However, it is not possible to access a server licensed with Windows 2019, but the corresponding CAL (upgrade) must be purchased.

An exception to this rule is the CALs for Windows Server 2012, which means that it is also possible to use a server licensed with the following version 2012 R2. In contrast, Windows Server 2008 and 2008 R2 are two different versions, and the 2008 CAL does not allow access to the newer 2008 R2 server version.

What types of CALs are available for Windows?

A client access license is always a single license, which authorizes either a single user - called User CAL - to use the Windows server, or a single Windows end device - Device CAL. Once a user or device has been licensed, it is normally not possible to transfer it to other employees or computers. This procedure would correspond to the other CAL type. Similarly, access to a server other than the company's own is also impossible. This limitation also has the advantage of greater data security, as it excludes access by other users or devices.

What are the differences between User CAL and Device CAL?

In principle, client access licenses for users and for end devices do not differ with regard to the range of functions when using Windows Server. User and Device CAL differ rather in the advantages that the respective CAL type offers in terms of usage. These benefits are also determined by the ratio between the number of users and the number of computers or Windows devices and the frequency with which server services and data are accessed. This can also vary from department to department in a company.

What are the advantages of a Device CAL?

The device-related license is of practical as well as economic advantage in a working environment, especially when different employees share a single terminal device - whether PC or laptop etc. - e.g. because they do not constantly access the Windows Server services. Here it would be too uneconomical to equip each person with their own User CAL.

Especially in smaller companies, where, for example, shift work is performed, a Device CAL is completely sufficient. The server can be accessed either locally, at the workstation, or even from on the road, if the device is mobile.

Which advantages are important with a User CAL?

Since the user license is personal, a user is neither bound to a specific terminal device nor to a fixed location when accessing the system, as long as access is only ever alternately from a single device. It also plays a role if an employee wants to access the Windows server continuously. Compared to the device-dependent CAL, the User CAL therefore offers the advantage that the user can use a foreign laptop etc. - for example at the customer's or at another location - to access data and services of the Windows in his own company. Therefore, the User CAL is also practical in the home office, as one can have access to all important data without being dependent on a specific computer.

Device CAL or User CAL - which access license for which company structure?

Therefore, before you make a purchase decision to license with CALs, you should be aware of which CAL type is best suited to use the services of Windows Server in your company. The choice between two different CALs also includes the option to combine Device CALs and User CALs in any way you like; this allows particularly flexible rights management of server services. This is because in many working environments, homogeneous use of Windows Server - either with CALs for users or for devices - is rather the exception.

All important points for server/CAL licensing of Windows Server at a glance

The following key points summarize all important things you should consider before buying CALs for Windows Server with the license model Server License plus Client Access Licenses:

The basis of the server/CAL licensing of Windows Server is first of all the licensing of the server. The server license contains only administration rights for administrators, no usage rights for employees.

2. each employee therefore needs a separate client access license to use the Windows Server functions and services.

This CAL can be assigned either as a user CAL for a single person or as a device CAL for a single end device - and only once in each case (without Software Assurance).

4. a CAL cannot be used by another person (User CAL) or another end device (Device CAL).

4 The choice between Device CAL and User CAL also precludes a change of usage (from User CAL to Device CAL and vice versa).

5. however, it is possible to use User CALs and Device CALs combined for one Windows server.

The version of the Client Access License must be at least the same version as the Server License, or a higher or newer server version. A downgrade to a lower Windows is allowed - e.g. a CAL for Windows Server 2019 is also valid for Windows Server 2012; an upgrade, however, is excluded.

7 The versions Windows Server 2012 and Windows Server 2012 R2 are an exception: here the mutual use of server services with a 2012 or 2012 R2 CAL is allowed.

For which Windows Server editions are CALs available from Wiresoft?

The following list gives you a quick overview which CALs you can find in the Wiresoft Online-Shop as single licenses - in addition to the corresponding server licenses:

Again, it should be noted that Windows Server 2008 and 2008 R2 are based on different operating systems, so it is not possible to use 2008 R2 with a CAL for Windows Server 2008, unlike Windows Server 2012 and 2012 R2, which have no similar limitation.

Combine purchase and consulting for Windows Server CALs with Wiresoft

In the online shop of Wiresoft you will find all components for your complete licensing of Windows Server with server licenses plus client access licenses for the versions 2008 to 2019 - and at a particularly favourable price! With the practical single licenses you can design the use of Windows not only tailor-made - according to the number of your employees or computers - but also economically.

With all our software products you also benefit from the reduced price compared to the more expensive original price. This is because our software offer consists of original, unused Microsoft programs and access licenses from European companies that do not need them - are therefore fully functional and 100% ready for use - without any restrictions.

By purchasing Microsoft software and CALs from Wiresoft you are always on the safe side - and you are welcome to make use of our competent advice. Therefore, please contact us with any questions about your licensing needs for CALs simply by phone, e-mail or chat.