How to Keep Track of Software Keys

by Norm Dickinson Google

Keeping track of all the software license key codes is a critical aspect of owning and maintaining a computer system that runs third-party software. When a software program is purchased, it comes with a license for a specific number of users for a particular version and release of the application. This license usually comes with a code that must be entered into the set-up routine as you install the software. Without this code, the software cannot be installed. Many software companies are going a step beyond this process with what is known as "activation," which verifies the key code.

1. Dedicate a single document or index card file for a list of every license key code for a particular computer or network of computers.

2. Create a comprehensive list for each computer, if more than one exists.

3. List all the software installed on each computer, starting with the operating system. Include applications and games that were not on the computer when it was new, as these will need to be reinstalled using the license key if the computer is ever reset to factory condition using a recovery procedure, or if the hard drive ever fails.

4. Locate and record the license key code for each software program. This can often be found on the package for physical media such as a CD or DVD, or in an email from the publisher if the software was purchased online.

5. Record the computer, the date of installation (if known), the software version and the key code. Record the expiration or renewal date as well as the company website for the software publisher as well as the email address used, and any user name or password needed to access the site.

Things Needed

  • Spreadsheet program, a spiral notebook or index cards with an index file box


  • The list can be kept in a spreadsheet or on paper using a spiral bound notebook or index cards, depending on your preference. If kept in an electronic format, a hard copy of the list of software license keys should be printed out and kept up to date. If kept on index cards, keep a separate card for each software program or computer, and keep all the cards in a single index card file box.


  • Do not share these license key codes with other people or use them to install the software on multiple machines unless this is explicitly allowed in the license agreement. Doing so is against the law in most jurisdictions.

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