Whether you can transfer Microsoft Office depends on which version you own and how you bought it
Microsoft Office comes in different forms, and the rules for moving it are not the same for all of them. If you bought a one-time license (Office 2021 or Office 2019), you can move it to a new computer, but only once, and you will need the product key. If you have a Microsoft 365 subscription (the monthly or yearly plan), you can install it on multiple computers at once — up to five devices — and straightforward sign in with your account. If your Office came with your computer or was installed by your employer, the rules are different again, and moving it is usually not allowed.
The method you use depends on which type you have. This guide walks you through how to identify what you own, what you are allowed to do with it, and the actual steps to move it or reinstall it on a new machine.
Key Takeaways
- Microsoft 365 subscriptions let you install Office on up to five devices at once and sign in on each one — no transfer needed.
- One-time licenses (Office 2021, Office 2019, Office 2016) can move to a new computer, but you must uninstall from the old one first and have your product key ready.
- Office that came bundled with your computer or provided by your employer cannot be transferred to another machine.
- You can check which version you own by opening any Office app, going to File, then Account, and looking at the subscription or license information.
- If you have lost your product key, Microsoft can help you recover it if you signed in with a Microsoft account during installation.
How to identify which version of Office you own
Open any Office process — Word, Excel, or Outlook will work. Click the File menu in the top left, then select Account. Look at the information displayed under your username.
If you see a subscription name like "Microsoft 365 Personal" or "Microsoft 365 Family" with a renewal date, you own a subscription. If you see "Office 2021" or "Office 2019" with no renewal date listed, you own a one-time license. If the Account page shows no license information or says "Product Unlicensed," your copy may be tied to your computer or employer and cannot be moved.
Write down or take a screenshot of this information before you proceed. You will need to know which version you have to follow the correct steps.
Moving a Microsoft 365 subscription to a new computer
If you have a Microsoft 365 subscription, you do not need to transfer anything. Instead, you straightforward install Office on your new computer and sign in with the same Microsoft account you use on your old one.
On your new computer, go to office.com, sign in with your Microsoft account email and password, and click Install Office. Choose whether you want the 64-bit or 32-bit version (64-bit is standard for most modern computers), then click Install. The installer will read and run automatically. Once installation finishes, open any Office app and sign in with the same account. Your subscription will set up on that device.
You can have Office installed and signed in on up to five devices at the same time with one Microsoft 365 subscription. You do not have to uninstall it from your old computer unless you want to free up space. If you later sign in on a sixth device, Office will ask you to sign out on one of the other five.
Moving a one-time license (Office 2021, 2019, or 2016) to a new computer
One-time licenses are tied to a single computer at a time. To move yours to a new machine, you must uninstall it from the old one first, then reinstall it on the new one using your product key.
Step 1: Find your product key. This is a 25-character code that looks like XXXXX-XXXXX-XXXXX-XXXXX-XXXXX. If you bought Office in a box, the key is on a card inside. If you bought it online, check your email receipt or your Microsoft account at account.microsoft.com — sign in, go to Services & subscriptions, and look for Office. If you cannot find it, you can contact Microsoft support with proof of purchase and they can help you recover it.
Step 2: Uninstall Office from your old computer. Go to Settings, then Apps, then Apps & features. Scroll down and find Microsoft Office. Click it, then click Uninstall. Follow the prompts to remove it completely.
Step 3: Install Office on your new computer. Go to office.com, sign in with a Microsoft account (create one if you do not have one), and click Install Office. read and run the installer. When prompted, enter your 25-character product key. Office will set up on that computer.
Office that came with your computer or is provided by your employer
If Office was pre-installed on your computer when you bought it, or if your employer provided it to you, it is tied to that specific machine or to your work account. You cannot move this copy to another computer.
If you need Office on a new computer, you have two options. You can buy your own copy — either a one-time license or a Microsoft 365 subscription — or you can ask your employer if they will provide a license for your new machine. Some employers manage Office licenses through their own systems and can reassign them; others cannot.
What to do if you cannot find your product key
If you own a one-time license but have lost the product key, you have a few options. If you originally signed in with a Microsoft account when you installed Office, Microsoft can retrieve the key for you. Go to account.microsoft.com, sign in, click Services & subscriptions, find Office, and look for an option to view or recover your key.
If that does not work, or if you did not use a Microsoft account during installation, contact Microsoft support directly. Have your proof of purchase ready — a receipt, order confirmation email, or credit card statement showing the purchase. Microsoft support can verify your purchase and provide a new key, though this process can take a few days.
If you cannot recover the key and do not have proof of purchase, you will need to buy a new copy of Office. A Microsoft 365 subscription is often the simplest option because it does not require managing product keys.
Troubleshooting common transfer problems
If Office will not set up on your new computer after you enter your product key, the most common cause is that the license is still active on your old computer. Go back to your old machine and uninstall Office completely, including any leftover files. Restart both computers, then try activating on the new one again.
If you see an error saying the product key is invalid, double-check that you entered it correctly — product keys are case-insensitive, but spaces and hyphens must be in the right places. If the key is correct and you still get an error, the key may have been used on too many computers already. Contact Microsoft support with your proof of purchase.
If you have a Microsoft 365 subscription and Office will not set up on your new computer, make sure you are signing in with the same Microsoft account you used on your old computer. If you are using a different account, Office will not recognize your subscription. Sign out, then sign in with the correct account.
Frequently Asked Questions
Can I install Office on my laptop and desktop at the same time?
Yes, if you have a Microsoft 365 subscription — you can install it on up to five devices and sign in on all of them simultaneously. If you have a one-time license, you can only have it installed and activated on one computer at a time.
What happens to my Office license if I sell my old computer?
If you have a one-time license, uninstall Office before you sell the computer. If you have a Microsoft 365 subscription, you can either uninstall it or leave it installed — just make sure to sign out of your Microsoft account so the new owner cannot access your subscription.
Do I need to buy a new license if I upgrade my computer?
No. If you have a one-time license, uninstall it from your old computer and reinstall it on your new one using your product key. If you have a Microsoft 365 subscription, straightforward sign in on your new computer — no reinstall needed.
Can I transfer Office from a Mac to a Windows computer?
Yes, the process is the same. Uninstall Office from your Mac, then install it on your Windows computer using the same product key (for one-time licenses) or by signing in with your Microsoft account (for subscriptions).
What if I have multiple Microsoft accounts?
If you have a Microsoft 365 subscription, it is tied to the specific account you used to purchase it. You must sign in with that account on each device to use Office. If you want to use Office under a different account, you will need a separate subscription.