6 reasons why Microsoft 365 license should be introduced / transferred when replacing PC

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Transferring data and applications when replacing a computer can be surprisingly time-consuming.

Did you know that with Microsoft 365, you can move individual apps and data all at once?

6 reasons to recommend Microsoft 365 when replacing your computer

Microsoft 365 is a new licensing model that allows you to use Office apps and Microsoft cloud services with a subscription.

Since multiple apps are combined into “Microsoft 365” and linked to one account, there is no need to migrate apps individually, and it is characterized by being able to flexibly respond to device changes.

Let’s take a look at six reasons why Microsoft 365 makes it easier to replace your computer and manage your apps.

(1) No need to store installation media or licenses

Have you ever lost your installation media and licenses when trying to install software when you bought a new computer?

In the past, you had to keep the installation CD and license code when you purchased the software for your computer, as they may be required when reinstalling.

In Microsoft 365, first register the license code to your account and use it. Once registered, it will be linked to your account, so there is no problem if you lose the code.

Office app installers can also be downloaded from the web, so there is no need to keep installation media.

You can install it anywhere you have an internet environment, so it’s okay if you suddenly need Office on the go.

② Can be used on multiple PCs and smartphones

Microsoft 365 is multi-device compatible, and one license supports the use of multiple devices.

For example, you can use the same account on your work computer, home computer, smartphone, and tablet.

Number of installations Simultaneous use number
Plans for individuals
(Personal/Family)
No limit up to 5
Corporate plan
(Business/Enterprise)
5 computers, 5 smartphones, 5 tablets up to 5

However, the use of multiple devices is limited to cases in which the owner (user) of the device is the person himself/herself.

Please note that even if you can use up to 5 devices, you cannot share the license with 5 people.

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* Microsoft 365 Family is an exception, and up to 6 people are allowed to use it with one license.

③ You can also use apps and tools other than Office

The apps included in the packaged version of Office 2021 are as shown in the table below.

Personal Home & Business Professional
Price (tax included) 32,784 yen 38,284 yen 65,784 yen
Word
Excel
PowerPoint
Outlook
Access
Publisher

*As of December 2022. Prices are subject to change.

With a boxed Office license, only 3-6 apps are available.

With Microsoft 365, in addition to Office apps, the plan includes a variety of tools that support business, such as large-capacity cloud storage “OneDrive” and “Microsoft Teams” that can be used for chats and web conferences.

Cloud storage and communication tools are essential these days, when collaborative work and business negotiations are done remotely.

With Microsoft 365, you can get the environment you need for remote work right away.

(4) Easy license transfer when moving computers

All you have to do to start using Microsoft 365 on your new computer is sign in with your account and install it.

Since each user can install it, it has the advantage of greatly reducing the time and effort of kitting work by the administrator for companies.

Also, since it can be used on up to 5 computers at the same time, it can be installed on a new computer without uninstalling it from the old computer.

Even if you use two computers together for a while during the computer migration period, you don’t have to worry that you can’t use Office even though you want to work on the previous computer.

⑤ Data migration is solved by using cloud

If the data is saved locally on the computer, it must be migrated manually, but it takes time and there is also the worry of migration omissions.

By using the “OneDrive” application included in Microsoft 365, it is possible to synchronize local folders such as the desktop.

If you log in to OneDrive on the new computer, the entire desktop of the previous computer will be migrated, so you can clear the troublesome data migration problem.

⑥ Always update the app to the latest version

The apps for computers and smartphones are updated from time to time to fix bugs and add new features.

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By updating to the latest version, you can use the app in the best condition.

In particular, security requirements are updated from time to time, so if you continue to use an old version, you will also have a security risk.

With Microsoft 365, apps can always be updated to the latest version within the validity period of the license.

In the case of the packaged version of Office, the support period is set, and when the period expires, updates will not be made, so it was necessary to purchase a new license.

In the case of Microsoft 365, the latest version is provided throughout the subscription, so you can continue to use it without worrying about when to replace it.

How to install Microsoft 365 on a new computer

Let’s take a look at how to set up Microsoft 365 on your new computer.

The following three items are prepared.

  • License for Microsoft 365
  • PC body
  • network environment

Register your POSA card/online code

When you start using Microsoft 365 for the first time with a purchased license, register the license product key to your account.

If you purchased online, you will find your product key in an email from the shop or in your receipt.

If you purchased a POSA card (card-type license) at a physical store, check the product key written on the card.

  1. From your computer , go to the Microsoft 365 setup page ( https://www.microsoft365.com/setup ) and sign in. If you don’t have an account, create one here.
  2. Enter your product key.
  3. You can get the app when the product key is authenticated.

*For corporate licenses, skip this step as the administrator will assign it to the account.

Install on your computer

If you already have a Microsoft 365 product key registered to your account, start with this step.

  1. Access Microsoft 365 ( https://www.office.com/ ) from your computer and sign in.
  2. Click Install App.
  3. Select your language and Office version and click Install.
  4. Run the downloaded installer on your computer.
  5. Wait for the process to finish. Communication will be performed during the installation, so please wait while maintaining the network connection.
  6. After the installation is completed, launch the Office application and activate the license with your account to complete the setup.

Precautions when purchasing a new computer

Let’s also check the precautions for using Microsoft 365 when replacing a computer.

When migrating Microsoft 365, uninstall from the old computer

If you are using Microsoft 365 on your old computer and want to replace it with a new computer, it is a good idea to uninstall Microsoft 365 from the computer you no longer use in order to prevent overuse.

  1. Launch an Office app and click Accounts.
  2. Click Sign Out to sign out.
  3. Open Programs and Features in the Control Panel.
  4. Select Microsoft 365 and click Uninstall.
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Licenses for PCs with Office cannot be reused

If you purchased a computer that came with Office, it may come with a POSA card version license.

If you introduce Microsoft 365 to a new computer, the Office license that came with the computer will be left over.

However, this Office license is for the computer you purchased it for.

Even if you do not use it, it is a violation of the license to reuse it on other computers, so be careful.

Article Summary

Since replacing a computer is a task that inevitably occurs every few years, we want to simplify the procedure as much as possible.

If you use Microsoft 365, you can minimize the hassle of transferring apps and data, and even if you want to use the previous computer for a while, you can use the two computers in the same environment.

Even if you are still using the one-time purchase license, please consider introducing Microsoft 365 when you replace your computer.