Licensing for SharePoint Server Explained
- Server License: Required for on-premises deployments.
- Client Access Licenses (CALs): User CAL for each user or Device CAL for each device.
- Standard vs. Enterprise Editions: Enterprise offers advanced features like business intelligence tools.
- Cloud Option: SharePoint Online via Microsoft 365 subscription, with flexible plans
Licensing for SharePoint Server
SharePoint Server is a powerful collaboration platform designed to help organizations store, organize, and share information securely. Understanding SharePoint Server’s licensing structure is important to leveraging its full potential.
Choosing the right licensing plan ensures compliance and helps organizations optimize costs and scale effectively.
This guide aims to break down the different types of licensing available for SharePoint Server, covering the key elements in a straightforward manner.
SharePoint Server Licensing Types
Regarding SharePoint Server, there are two primary licensing models: Server/CAL licensing and Subscription-based licensing.
Below, we’ll explore the nuances of these models and how they impact your organization.
Server/CAL Licensing
Server/CAL (Client Access License) licensing is the traditional method for licensing SharePoint Server. In this model, you need:
- A Server License: This license allows you to install and run SharePoint Server software on your server.
- Client Access Licenses (CALs): CALs are required for each user or device accessing SharePoint Server.
There are two types of CALs to choose from:
- User CALs: Each user who accesses SharePoint Server requires a User CAL.
- Example: If you have 50 employees accessing SharePoint, you need 50 User CALs.
- Device CALs: Each device that accesses SharePoint Server requires a Device CAL, regardless of how many users use that device.
- Example: A Device CAL may be more cost-effective if you have a shared workstation used by multiple employees.
When to Choose Server/CAL Licensing:
- Organizations with Fixed Users: If your organization has a stable number of users accessing the server, User CALs provide better control.
- Device-Heavy Environments: Device CALs are ideal in environments like manufacturing units where multiple users use the same device.
Subscription-Based Licensing
Microsoft also offers subscription-based licensing for SharePoint through SharePoint Online as part of Microsoft 365. This model suits organizations looking for a cloud-first, scalable solution without the complexities of on-premises infrastructure.
- Subscription Model Advantages:
- Scalability: Easily add or remove users as your business needs change.
- Cost-Effectiveness: Pay-as-you-go pricing helps manage budgets more efficiently.
- Automatic Updates: Receive the latest features and updates without manual installations.
Example: A small IT consulting firm that prefers cloud services and wants to avoid managing physical infrastructure might opt for SharePoint Online with Microsoft 365.
SharePoint Server Editions
SharePoint Server comes in two primary editions: Standard and Enterprise. Choosing the right edition is crucial for ensuring you have the needed features without overpaying for unnecessary capabilities.
SharePoint Server Standard Edition
The Standard Edition provides core functionalities that support collaboration, document management, and workflow automation.
- Features Include:
- Document Libraries: Store and share documents within teams.
- Team Sites: Create collaborative workspaces.
- Basic Search: Simple search functionalities to help users find relevant content.
Example: A small law firm using SharePoint primarily for document management and basic collaboration could effectively use the Standard Edition without incurring additional costs.
SharePoint Server Enterprise Edition
The Enterprise Edition offers all the features of the Standard Edition along with advanced capabilities such as business intelligence (BI) and advanced search.
- Additional Features Include:
- Excel Services: Use Excel workbooks as interactive reports.
- Power BI Integration: Build interactive reports for data analysis.
- Advanced Search and eDiscovery: Locate data across multiple sources more effectively.
Example: A multinational corporation requiring in-depth data analytics and business intelligence might opt for the Enterprise Edition to harness its enhanced capabilities.
Server vs. User CALs
When choosing between User CALs and Device CALs, consider the type of access your organization requires:
- User CALs are best when individuals need flexibility to access SharePoint Server from multiple devices.
- Example: A remote sales team, where each member accesses SharePoint from their laptop, phone, and tablet.
- Device CALs are better suited to environments where multiple users share a single device.
- Example: In a hospital where multiple healthcare professionals access a single workstation.
Licensing Compliance Tips
Compliance is a critical aspect of managing SharePoint Server licenses. Below are some tips to help you maintain compliance and avoid penalties:
- Track User and Device Access: Maintain an inventory of users and devices accessing SharePoint to ensure you have the appropriate CALs.
- Example: Use Microsoft’s System Center Configuration Manager (SCCM) to monitor devices and ensure compliance.
- Right-Sizing Licenses: Regularly audit your licensing to ensure you’re not over-licensed or under-licensed.
- Example: If certain employees no longer need access, reassign those licenses to new employees instead of purchasing additional CALs.
- Work with a Licensing Partner: Consulting a Microsoft partner can help ensure you only pay for what you need.
- Example: A Microsoft partner can help optimize licensing for a mid-sized company by advising on the best mix of User and Device CALs.
Real-World Scenarios
Understanding how to apply SharePoint licensing effectively can be complex. Here are a few scenarios to illustrate how the licensing options can fit different business environments:
- Scenario 1: A financial services firm with 200 employees, all requiring access to SharePoint for document sharing, might choose User CALs for each employee. The firm could opt for the Enterprise Edition to use BI tools for financial reporting.
- Scenario 2: A manufacturing company with 500 employees working across different shifts on 100 shared workstations might benefit from Device CALs. Using Standard Edition could fulfill their needs for basic document management and collaboration.
- Scenario 3: A consulting firm with 50 employees who work remotely may prefer the subscription model by opting for SharePoint Online. This model reduces the need for on-premises infrastructure and allows for easy scalability.
Licensing for SharePoint Server FAQ
What are the licensing models for SharePoint Server?
- Server and Client Access License (CAL) model
- SharePoint Server Subscription Edition (SE)
How is SharePoint Server licensed?
- Purchase a server license.
- Buy CALs for each user/device
Is SharePoint Server available on-premises?
Yes, SharePoint Server is available for on-premises deployments.
Can I use SharePoint Server in hybrid environments?
Yes, it supports hybrid scenarios with SharePoint Online.
Is SharePoint Server available as a subscription?
Yes, SharePoint Server Subscription Edition (SE) offers a subscription model.
Do I need a separate license for each SharePoint Server instance?
Yes, each instance requires its server license.
What is the difference between Standard and Enterprise CALs?
- Standard CAL covers core features
- Enterprise CAL unlocks advanced features
Are CALs needed for external users?
External users may not require CALs, depending on the setup.
Can I upgrade from an older SharePoint Server version?
Yes, upgrade paths are available for newer versions.
Do SharePoint Server licenses include support?
Yes, support is included in your licensing agreement.
What are the key differences between SharePoint Server and Online?
- On-premises control with Server
- Cloud hosting with SharePoint Online
Can SharePoint Server integrate with other Microsoft products?
Yes, it integrates with Microsoft 365 apps and services.
How does SharePoint Server support custom development?
It allows custom code solutions, web parts, and apps.
What are the hardware requirements for SharePoint Server?
Requirements depend on the version and number of users.
Can I switch from SharePoint Online to SharePoint Server?
Yes, but you’ll need to set up an on-premises environment.
