20. October 2026
Microsoft 365 for everyone – or could some workstations use used licences instead? Combining cloud services with used software can significantly reduce licensing costs. The key is to buy used licences from reputable sources. A low price alone does not make a sound licensing strategy.
Used software is legal – its origin matter
More than a decade ago, the Court of Justice of the European Union established the conditions for reselling software licences. Since then, used software has become a cost-effective alternative to new licences and cloud subscriptions for many businesses. What matters is where the licences come from and whether the evidence required by case law is available. “If a current version such as Office 2024 LTSC Standard is offered for €150, something cannot be right,” says Felix Reichlmair of MRM Distribution. His advisers help IT service providers license their customers and supply the relevant Microsoft products. They ensure that businesses have the right Microsoft licences: as affordable as possible, fit for purpose and legally compliant.
The distributor does not offer bargain prices like the one mentioned above, but users can still save 30 to 40 per cent by buying used software.
“The biggest savings come not from the cheapest individual offer, but from a hybrid licensing strategy.”
Felix Reichlmair, Managing Director, MRM Distribution
But how can a non-specialist tell whether they are receiving sound advice or are under-licensed? IT managers should be wary of offers described as “remaining stock” of Microsoft volume licences. “There is no such stock,” says Felix Reichlmair. For a used licence to be legally transferred, clear documentation of its origin and chain of ownership is essential. The following requirements must be met:
- First placed on the market in the European Economic Area (EEA)
- Evidence that all previous owners have fully uninstalled the software and that the relevant usage rights have been transferred
- The original purchaser’s invoice, delivery note and confirmation of usage rights must be provided
- Alternatively: an independent auditor’s report, with the auditor holding the documents listed above
According to Felix Reichlmair, the greater opportunity to reduce licensing costs lies elsewhere: not every employee needs the same Microsoft tools. Some workstations benefit from Microsoft 365 and its cloud and collaboration features, while traditional perpetual licences are often sufficient for much of the workforce. “The biggest savings come not from the cheapest individual offer, but from the right licensing strategy,” he explains. “Businesses that combine cloud services with new and used perpetual licences can significantly reduce their costs without relying on questionable bargains.”
MRM Distribution helps businesses and their IT partners assess Microsoft licensing models and find the most cost-effective licence mix for their needs.
Published in IT-Mittelstand 10/2026
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