SQL Server Archives - EasySAM

Exchange, SQL and Windows Server Licensing 101

Mike Varney — Tue, 06 Jan 2026 11:15:09 +0000

SQL Server

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SQL Server

Microsoft are changing some of their licensing rules (which might already seem quite complex) - here’s the essentials you should know.

Published on 6th January 2026

As Microsoft phase out older versions of some of their big server products, IT leaders are facing new decisions about how to stay compliant and cost-efficient. Understanding the current licensing landscape for Windows Server, SQL Server and Exchange Server can help organisations avoid costly mistakes and even uncover opportunities to save money and streamline management.

Exchange Server Moves to Subscription Edition

In October 2025, Microsoft officially deprecated older Exchange Server versions, including 2016 and 2019, and introduced Exchange Server Subscription Edition. While the software itself hasn’t changed dramatically, the licensing rules have.

Organisations running Exchange on-premises must now purchase licenses through Microsoft Volume Licensing — and, critically, Software Assurance is now required. Exchange Server SE customers must maintain active SA for both the per-server license and their client access licenses (CALs), whether user or device-based, to remain compliant.

What Software Assurance Really Covers

Software Assurance delivers tangible benefits beyond compliance. It’s essentially a subscription that renews every three years and typically costs about a third of the license’s original price. The payoff, however, can be significant:

Version protection lets customers upgrade to future releases (for example, Windows Server 2025) without repurchasing licenses.
License mobility allows virtual machines to move across hosts in clustered environments.
Bring Your Own License privileges enable organisations to carry existing licenses into cloud environments such as Microsoft Azure or Amazon Web Services.
Cold backup rights allow a standby disaster recovery server to run without a separate license if the primary server fails.

In short, software assurance adds flexibility and long-term savings potential to nearly every Microsoft licensing scenario.

Beware of This Common Microsoft Licensing Mistake

Client access licenses, or CALs, are always backward-compatible — for instance, a 2022 CAL can access a 2019 server — but not forward-compatible unless covered by active software assurance. Organisations that skip SA risk needing to repurchase CALs for newer servers.

This can really bite small businesses that assume that they’re compliant with their Microsoft licensing just because a piece of software they used “worked.” After all, if they didn’t have the right to use the software, wouldn’t Microsoft prevent them from doing so?

The answer is that sometimes you will be stopped from using unlicensed software, and sometimes you won’t be. Using software without a proper license could get discovered in one of Microsoft’s regular audits, at which point you’d be hit with an unexpected bill. Remember, just because a feature activates or runs successfully doesn’t mean it’s properly licensed.

Windows Server and SQL Licensing Updates

While the basics of Windows and SQL licensing remain familiar, there are key updates IT leaders should know. Microsoft now allows organisations to license virtual machines directly, instead of licensing the physical host, as long as SA is active.

This can be a cost-saver for environments running only a few Windows VMs on a large host. The minimum purchase requirement is eight core licenses per VM and 16 per environment.

SQL Server follows similar rules. Starting with SQL Server 2022, SA is required when licensing per virtual core. Without it, customers lose mobility and upgrade rights.

Extended Support and Downgrade Rights

SA also plays a crucial role when older systems reach end of support. Windows Server 2012, for example, will enter its final year of Extended Security Updates in October 2026. To qualify for ESUs, organisations must have active SA or purchase new Windows Server 2025 licenses with SA, then use downgrade rights to continue running 2012.

Those who let SA lapse face a steeper cost to regain compliance, as they’ll need to repurchase licenses entirely. Maintaining SA from the start is far more cost-effective and avoids unnecessary disruption.

Finally, Microsoft’s new commerce experience now governs most Microsoft 365 and cloud-based products, replacing the old Cloud Solution Provider model.

For traditional server licensing, organisations can still buy through Open Value or Microsoft Products and Services Agreement volume licensing programs. Open Value requires SA for all purchases; MPSA doesn’t, though Microsoft has stopped adding new products to it.

Microsoft licensing can be complex, even for seasoned IT professionals. Licensing experts can assist with transitions from older Exchange Server versions to the new Subscription Edition, guide customers through SA renewals, and optimise licensing across Windows and SQL environments.

Source

https://biztechmagazine.com/article/2025/12/windows-sql-and-exchange-server-licensing-101

Image Credit

Ahmad Juliyanto via Vecteezy

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Client Access Licenses: What are CALs and do you need them?

Mike Varney — Wed, 22 Feb 2023 11:22:29 +0000

SQL Server

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SQL Server

Licensing any server based product could mean you need them - but whether you actually do or don't depends on a number of factors.

Published on 22nd February 2023

Fully utilizing the services of a Windows Server environment requires the proper licenses. Most people are aware of the need to license the server software itself. However, one aspect of the licensing process that catches many by surprise is CALs (Client Access Licenses).

If you are running a Windows Server environment, then you need to know about Client Access Licenses. This guide discusses what CALs are, who needs them, and what types of CALs are available.

What are Client Access Licenses?

In simple terms, a CAL is a requirement for each user or device that accesses the services of a server. However, the picture is more complex than just this statement; but it does allow us to draw a simple comparison between server licenses and CALs.

What is the difference between a Server License and a Client Access License?

Server licenses are like operating system licenses on any standard PC or laptop. The license grants the right to run the server software on a single server.

Now, with a standard Windows PC, this license covers everything, including using your computer’s services remotely. There are plenty of ways to remotely access your computer and use your software, printers, email, and any other feature you wish. Although you may choose to purchase software to do this, there are no further licensing costs to consider.

The picture is different with a Windows Server License. The fundamental difference is that any device or user wishing to access a server’s services will require a separate license—a Client Access License.

Do all Windows Server services require a CAL?

Not all Windows Server services require a CAL. If all your server is solely being used for is data and printing services, then there is no need to acquire CALs. However, for server services including the ones listed below, CALs are normally required.

Microsoft Exchange Server: Users or devices that access the email system require Exchange CALs.
Microsoft Remote Desktop Services: Users or devices that use RDS require RDS CALs.
Microsoft SharePoint Server: Accessing the SharePoint content management and collaboration platform requires SharePoint CALs.
Microsoft SQL Server: Users and devices accessing these services will require SQL CALs.

This is the point in the story where things start to become a little more complicated! Because not only do each of these services require its own CAL. But also, as we will discuss next, not all versions of Windows Server will require CALs.

Do all versions of Windows Server require CALs?

To muddy the water further: not all versions of Windows Server will require you to purchase CALs.

The most notable example of this is the Windows Server Essential edition. This version allows up to 25 users and 50 devices to access server services without CALs. There are also limitations on the number of cores, sockets, and virtual machines that the server can run.

Factors like processor cores have a direct bearing on the performance of the server. Processor cores are like the engines that power the server. They are one of the main determining factors to consider when you are planning the deployment of your server.

This means that small businesses and startups that do not need powerful servers which provide services to many users can avoid the need for CALs.

User and Device CALs: what is the difference?

The final factor to consider is also one of the most important: whether to opt for Device or User CALs. As the names suggest, Microsoft issue CALs on a User or Device basis. A user CAL allows a single user access to the server. Importantly, this can be from any capable device.

A Device CAL is allocated to a single device. Any user that uses the licensed device has access to the server’s services.

This distinction needs to be considered carefully when you are choosing the right licensing model for your server deployment. The diagram below is a simplified visual of the factors to consider.

Of course, the reality is rarely as simple as this. But considering these factors allows you to set a baseline that is the foundation of your CAL licensing strategy. The Microsoft Client Access Licence page has plenty more information about choosing the correct CAL.

Keeping on top of your server licensing

The above is a very simplified description of a complex topic. What it does provide is a clear picture of all the factors that need to be considered when ensuring your server environment is properly licensed. It also ensures that your server can offer the full range of services that are critical components of the way we work today.

Source

https://www.makeuseof.com/what-are-client-access-licenses-and-do-i-need-them/

Image Credit

Kampus Production via Pexels

Search

Oracle is turning corporate software over to AI agents

As Big Red roll out a slew of agentic AI tools and apps, a senior company exec explains how enterprise workflows are changing and why software pricing models may be due for a shake-up.

How to address hidden costs in Microsoft Intune’s pricing model

With a complex licensing structure that often catches people off guard, here’s a look at where those surprise costs come from and how to get ahead before they hit your budget.

UK tribunal sends £2B claim accusing Microsoft of overcharging for licensing to trial

The legal action has claimed that the tech giant charges more for Windows Server when it’s not hosted on Azure.

Gartner ups IT spending growth to 13.5% in revised forecast

The research firm expects 2.7% more growth in global IT spending for 2026 than it did just two months ago, with better than previously projected spending on AI infrastructure leading the way.

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The post Client Access Licenses: What are CALs and do you need them? appeared first on EasySAM.

Microsoft SQL Server 2012 – Time to Say Goodbye

Mike Varney — Thu, 31 Mar 2022 08:17:00 +0000

SQL Server

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SQL Server

Extended support expires in just a few months time, so May Turnbull takes a look at what the options are going forward.

Published on 31st March 2022

July this year marks the expiry of the extended support on Microsoft’s SQL Server 2012 product. This just shows you what happens when you blink – 10 years go by! So what does this mean? Well, according to Microsoft’s Fixed Lifecycle Policy this means that:

The ESU is intended as a last resort for customers and it includes critical security updates for up to 3 years once the product reaches the end of its life.

There might be a Get Out of Jail Free card here though. Previously, SQL Server 2008/R2 customers were allowed to move their ‘as is’ workloads to Azure Virtual Machines (IaaS) to have free access to Extended Security Updates. The hope is that SQL Server 2012/R2 customers will be afforded the same option.

As you plan for your next steps with regards to these databases, you essentially have three options:

If you are leaning towards the first option, then I would 100% advise a review project as part of this consideration. Where you:

Review all candidates for upgrade, consulting with business owners and taking function into consideration before qualifying.
Amalgamate where possible. SQL Server licensing is based on the instance count and not the number of databases within that instance, so identifying candidates for consolidation prior to upgrade will save money on expensive database licenses.
Take a minute to think about the future and what licensing needs to be applied by the business as a whole alongside growth expectations and infrastructure changes planned. Licensing a SQL Clustered Hypervisor environment with SQL Server Enterprise with SA for unlimited virtualization might work out more cost effective than licensing individual VMs with a 4 core minimum requirement in the long run.

There are great companies like EasySAM out there to perform and assist on such projects and to provide valuable advice moving forward. EasySAM in fact will be releasing some SQL Server Audit specials to support businesses as they approach this milestone. Don’t be afraid to ask for help or validation!

Written by

May Turnbull

Director

Image Credit

Vie Studio via Pexels

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