How Does Microsoft Windows Activation Work?

by Milton Kazmeyer, Demand Media

If you plan to install a new copy of the Windows operating system on a PC in your office, you'll need to prove your ownership of the software. In the past, this simply meant entering a unique product key to unlock the software, but software piracy concerns have prompted Microsoft to make the process more intrusive. The Windows activation process involves communicating directly with Microsoft’s servers to verify and register your product license with the company.

Product License Key

To begin the Windows activation process, you will need your product license key. This is an alphanumeric code, and if you purchased a retail copy of Windows, it is on a sticker somewhere inside the package, featured prominently. If you purchased your license online, check the email you received for the license key. During the installation process, Windows will ask you for this code, and you'll be given the option to activate online as soon as your computer establishes an Internet connection. If you decline, you will need to activate online or via phone within 30 days or some product features and upgrades will become unavailable.


The Windows activation process involves your computer generating a unique identifying code based on its configuration. This code provides no identifying information to Microsoft; it is merely a summary of the hardware you have installed. Windows sends this code to Microsoft’s servers along with the product key, linking the two in the company’s database. This ties your particular license key to your PC, ensuring that any attempt to use that license to activate Windows on another machine will fail.

Manual Activation

If you opt out of activation during the initial installation process, Windows will periodically remind you to activate your copy. You can do so by clicking one of these reminder messages, or you can click "Start," right-click "Computer" and select "Properties." Here you can go through the activation process online or you can opt for a phone-based activation method in the event you are installing Windows on a machine without access to the Internet.

Multiple Licenses

If you purchase multiple licenses for your business, you may be able to take advantage of a more streamlined activation system. Smaller companies may purchase a Multiple Activation Key, good for activating a certain number of Windows installations via the usual Internet or phone route. If you have a large number of PCs to activate, you may be able to use a local Key Management Service, which handles the process of activation and verification locally. Contact Microsoft to determine which activation method is more appropriate for your business needs.

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