Deactivate and transfer a Microsoft license

Check transfer rights before removing anything

Removing a product key does not create a right to move the licence. Under Microsoft's standard Windows terms, software acquired as stand-alone retail software can generally move to another device you own, provided it is removed from the previous device. Windows supplied preinstalled on a PC generally transfers only with that licensed device. An upgrade does not automatically convert an underlying preinstalled licence into a transferable retail licence; the original acquisition matters.

Check the terms for the exact product, version and acquisition route at microsoft.com/useterms. Keep the purchase receipt and any documentation showing whether the software was supplied with hardware or bought separately. Activation status is not proof of licence ownership or transfer eligibility. If a seller's description conflicts with the applicable terms, resolve that discrepancy before replacing hardware or erasing the old installation. Applicable local law may affect the position, particularly for second-hand licences.

• Identify whether the licence was preinstalled, retail, subscription or organisational.
• Retain evidence of the original purchase, not just the key.
• Do not treat successful activation as confirmation of transfer rights.
• A digital licence describes an activation method, not a licence category.
• Check the applicable terms before planning simultaneous use on two PCs.

Prepare for a motherboard change or replacement PC

A significant hardware change, especially a motherboard replacement, can cause Windows to stop recognising the device's digital licence. Before changing hardware, open Settings, then System and Activation in Windows 11, or Update & Security and Activation in Windows 10. Record the installed edition and activation message. If eligible, link the digital licence to your Microsoft account while the existing installation still works. Linking helps with reactivation; it does not override the licence's transfer restrictions.

On the replacement or repaired device, install the same Windows edition, connect to the internet and check Activation. If automatic activation fails, run the Activation troubleshooter and select the option indicating that you changed hardware recently, where offered. Sign in with the linked Microsoft account and select the matching device. A transferable retail key may instead be entered through Change product key. For a manufacturer-performed repair, ask the manufacturer about activation if the original licence no longer works.

• Record whether the installed edition is Home, Pro or another edition.
• Back up files separately; account linking is not a backup.
• Save any BitLocker recovery key before hardware or firmware changes.
• Use the Microsoft account linked before the hardware change.
• Do not assume a motherboard replacement is automatically covered by a preinstalled licence.

Match the installer to the licence and protect existing data

A genuine Microsoft installer can still be the wrong installer for your licence. Windows Home and Pro are different editions, and a Home licence does not activate Pro. Some installation media contain multiple editions; a firmware-embedded product key can cause Setup to select an edition automatically. If a PC originally shipped with Home but you subsequently bought Pro, confirm the installed edition after setup rather than assuming that the installation process selected your later purchase.

Before a clean installation, make a verified backup of personal files and identify any applications that need separate installers or credentials. Deleting or formatting partitions can permanently remove data, including recovery tools supplied by the PC manufacturer. Reinstalling the same Windows edition on the same previously activated device often activates automatically once online; when appropriate, Setup's I don't have a product key option lets you proceed without entering a key immediately. This does not grant a new licence.

• Check the edition, language and hardware requirements before installing.
• Use PC Health Check to assess Windows 11 hardware eligibility.
• Confirm that the backup is readable before deleting partitions.
• Do not share screenshots containing a full product key.
• Windows 10 standard support ended on 14 October 2025; consider support status when choosing an installation.

Treat Office subscriptions, one-time purchases and work licences differently

Office products do not all use the same installation and activation model. A one-time retail purchase such as Office Home 2024 is licensed for one PC or Mac, subject to its terms. Microsoft 365 Personal and Family are subscriptions: each entitled person can install on multiple devices and remain signed in on up to five devices at once. Removing an installation from an account therefore has different implications from transferring a perpetual, single-device Office licence.

For a one-time Office purchase already associated with a Microsoft account, use that same account to find its installation options; attempting to redeem the original key again is usually not the correct reinstall route. Check the product's transfer conditions, including any timing restrictions, before moving it. Work or school licences may instead depend on an administrator's assignment and the organisation's agreement. Locally saved documents, Outlook data files and templates need their own backup; reinstalling Office does not move them.

• Read File → Account → Product Information to identify the installed product.
• Distinguish a personal Microsoft account from a work or school account.
• Do not confuse Microsoft 365's five-device sign-in limit with five transferable perpetual licences.
• Do not assume Office Professional Plus or LTSC follows consumer retail rules.
• Ask the organisation's administrator about organisation-managed activation.
• Check Mac compatibility explicitly; not every Office product includes Mac rights.

Licence type determines the correct move or reinstall route