FAQ: Exchange Server 2019 Enterprise -- 1 Device CAL
1. What is an Exchange Server 2019 Enterprise Device CAL licence?
An Exchange Server 2019 Enterprise Device CAL is a licence for one device, not a programme to be installed. This means that it authorises a specified device, such as a computer in the office, a terminal at the reception, or a shared workstation, to legally use the features of the Microsoft Exchange Server 2019 within the scope of the Microsoft licensing terms.
In practice, a Device CAL is a licensing document that confirms the right of access. You do not receive a new mail server here, only a licence right for a specific device that connects to an existing Exchange environment.
2. Is an Exchange Server 2019 Enterprise Device CAL a software?
No. This is a very important distinction. Exchange Server 2019 Enterprise -- 1 Device CAL is not a software, but a licence. The client buys a document that confirms the right of access to the server for one device.
Therefore, after purchase, you should not expect a physical medium, an installation box, or a new application to run. This type of product has a legal and licensing nature and is intended to ensure compliance with the manufacturer's requirements when using Microsoft Exchange Server.
3. What is the difference between User CAL and Device CAL?
The difference concerns who or what the licence covers.
User CAL is assigned to a specific user. This person can use Exchange from multiple devices, such as a company computer, laptop, phone, and tablet.
Device CAL is assigned to a specific device. Multiple people can use one licensed computer, as long as access is made from that device.
Device CAL is usually more cost-effective where many people work on one common workstation. User CAL is usually more beneficial where one employee uses multiple devices.
4. How many Device CAL licences do I need to buy?
The number of licences is determined based on the number of devices accessing the Exchange server. If 15 separate computers or terminals use email and Exchange resources, you usually need 15 Device CAL licences, assuming that these devices connect to the server.
It is not just the number of employees that counts, but the usage model. Shared workstations, shift computers, warehouse terminals, or reception desks are typical situations where Device CAL is a logical choice. To maintain compliance, it is worth keeping a simple record of licensed devices.
5. Is one Device CAL licence enough for the entire company?
No. One Device CAL licence covers one device. If more devices in the company use Exchange, you need to purchase the appropriate number of licences.
This is a common interpretative error. Buying one unit does not mean unlimited access within the organisation. Microsoft licensing is based on the principle of assigning rights to a specific number of users or devices, depending on the chosen CAL type.
6. Can a lack of appropriate CALs be a problem during an audit?
Yes. A lack of properly selected and documented access licences may result in problems during a licensing compliance audit. In the event of a control, the company should be able to demonstrate that each device or user accessing Exchange is covered by an appropriate licence.
Therefore, it is essential to keep purchase documents, licensing data, and a VAT invoice. Good practice is also to keep an internal register of Device CAL assignments to devices. This makes it easier to prove the legality of using the system and reduce the risk of costly completion of deficiencies after the audit.
7. Can a Device CAL be transferred to another device?
In principle, a Device CAL is assigned to a specific device and should not be treated as a "floating" licence that can be arbitrarily transferred between many workstations every day. Any transfer should be made in accordance with the manufacturer's licensing rules and be properly documented.
In practice, this means that if you replace equipment, reorganise workstations, or withdraw old devices, it is worth keeping order in the documentation. In case of doubts, it is best to confirm a specific case before changing the assignment.
8. Are the key or licence legal and what does the legality confirmation look like?
Yes, the most important thing for the client is the legality of the licence origin and the complete documentation confirming the purchase. In the case of a product like Exchange Server 2019 Enterprise -- 1 Device CAL, the key aspect is that the licence comes from a legitimate sales channel and is documented.
The purchase confirmation is the sales document and the information provided when the order is executed. If necessary, the client should be able to present proof of purchase during an internal control or external audit.
9. What does the delivery, sales documents, and post-purchase contact look like?
The delivery of such a licence usually takes place electronically, which allows for quick order execution without waiting for a physical shipment. This is a convenient solution, especially for companies that want to quickly fill licensing gaps or organise compliance before an audit.
A VAT invoice is issued for the purchase, which is an essential element of licensing documentation. If you need help in selecting the number of licences, explaining the differences between User CAL and Device CAL, or confirming the compliance model for your organisation, you can contact us by phone at 00 800 121 1654.
10. When is it worth choosing Device CAL instead of User CAL?
Device CAL works best where many people use one computer. This includes, among others, customer service points, production, warehouses, reception desks, schools, libraries, or shift workstations. In such cases, licensing a device is often more predictable and cost-effective.
However, if employees use Exchange email on multiple devices at the same time, User CAL may be a better choice. The most important thing is to match the licensing model to the actual work method, as this determines the cost-effectiveness and compliance with Microsoft's rules.
For any further questions or concerns, please do not hesitate to contact us at [email protected].