License & Subscription Issues

How to Manage Microsoft 365 Enterprise Licensing on Shared Devices

Olivia Miller Oct 10, 2026 868 views

Question details

The user needs to understand the correct licensing model for deploying Microsoft 365 Apps for enterprise on computers shared by multiple people.

Managing Microsoft 365 Apps for Enterprise Licensing on Shared Devices

Product: Microsoft 365 Apps for Enterprise
Device & OS: not provided
Scenario: Deploying and activating Office applications on shared workstations across different offices.
Observed behavior: Attempting to use one assigned user license for multiple people violates Microsoft licensing policies and creates management and security risks.

Before you start

Ensure you have global or billing administrator access to the Microsoft 365 Admin Center to review and purchase the appropriate device-based licenses for your organization.

Solution 1Recommended

Implement Microsoft 365 Device-Based Licensing

Deploy device-based licensing to allow anyone who signs in to the shared device to use Microsoft 365 Apps.

A standard Microsoft 365 user license is intended for a single user across their personal devices. For shared workstations (e.g., shift workers, hospital terminals, or school labs), using one user account for multiple people creates security vulnerabilities and violates terms of service.

To resolve this, Microsoft offers Device-Based Licensing for Microsoft 365 Apps for enterprise. This model assigns the license directly to the device, enabling any user who logs into that computer to access Word, Excel, and PowerPoint without needing their own individual Microsoft 365 subscription.

Verify device requirements

Ensure the shared computers are running a supported version of Windows and are joined to Microsoft Entra ID (formerly Azure AD) or hybrid Microsoft Entra joined.

Assign device licenses

Log into the Microsoft 365 Admin Center, navigate to Billing > Licenses, and assign the Microsoft 365 device-based licenses to a designated device group.

Configure the deployment tool

Download the Office Deployment Tool (ODT). Modify the configuration.xml file to include the property: <Property Name="DeviceBasedLicensing" Value="1" />.

Install on shared devices

Run the ODT with the customized configuration.xml file on the shared computers to install Microsoft 365 Apps with device licensing enabled.

Implement Microsoft 365 Device-Based Licensing

Important Security Context: Never share user credentials to activate Office on a communal PC, as this grants everyone access to the original user's OneDrive files, emails, and SharePoint permissions.

Free Microsoft Office alternative

Deploy WPS Office on Shared Computers for Free

If navigating complex device-based licensing models and enterprise subscriptions is too costly or cumbersome for your shared workstations, WPS Office offers an excellent alternative. It is highly compatible, lightweight, and easy to deploy across multiple computers without rigid individual user-activation hurdles.

1. Download the Installer: Visit the official WPS Office website and download the free installation package for Windows, Mac, or Linux.
2. Install on the Shared Device: Run the setup file on the shared workstation using administrator privileges to make it available for all local users.
3. Open and Edit: Users can immediately start creating and editing documents, spreadsheets, and presentations without complex license activation prompts.

No strict user-based licensing bottlenecks on shared devicesFully compatible with Microsoft Word, Excel, and PowerPoint formatsLightweight installation ideal for public terminals or older shared hardwareFamiliar user interface requiring zero learning curve for users

microsoft office alternative - wps office

Frequently Asked Questions

Can I use my personal Microsoft 365 account to activate Office on a shared work computer?

No. Using a single user's credentials to activate Office for multiple people violates Microsoft's licensing terms and exposes the account owner's personal or corporate cloud data (like OneDrive and Outlook) to anyone using that device.

What is the difference between user-based and device-based licensing?

User-based licensing is tied to an individual's identity, allowing them to install Office on multiple personal devices (up to 5 PCs/Macs). Device-based licensing is tied to a specific physical computer, allowing an unlimited number of different users to access Office applications on that single machine.

Does Microsoft 365 device-based licensing work on Mac computers?

Microsoft 365 Apps device-based licensing is currently optimized and supported for Windows devices managed via Microsoft Entra ID. Macs typically require user-based licensing or Volume License (VL) serializers for shared environments.

Can I install WPS Office on a computer used by multiple shift workers?

Yes. WPS Office can be installed on a shared workstation, allowing all users who log into that computer to access the software for their document editing needs without requiring enterprise device-level subscription configurations.

Login & Account Issues