Microsoft Software Donation Programs FAQ (Français)
For general TechSoup Stock–related questions, check out our main FAQ.
Return to Microsoft product catalog or Microsoft Canada Software Donation Program page. |
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General Questions |
1.1 What are the basics of the program?
Microsoft continues to enhance its software donation programs to better serve the nonprofit and charitable communities. One of its main program objectives is to make as many Microsoft products available to as many nonprofit organizations and public libraries as possible to ensure that important technical needs are met. The enhanced Microsoft and Microsoft Canada software donation programs offer many features and benefits, including:
| Great product variety — hundreds of software titles, including server titles. |
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A large number of software titles available per organization — up to six titles per organization and up to 50 licenses per title per two-year period. |
| Enhanced services with the addition of Software Assurance — Microsoft's program that ensures access to the latest product upgrades. |
| Greater savings through low TechSoup Stock administrative fees for program maintenance — thanks to software donations by Microsoft. |
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Eligible organizations can make one Microsoft donation request each year through TechSoup Stock. |
| Quick and easy online ordering process and online order review. |
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Access to customer service via email and phone, as well as technology planning articles, product forums, message boards, and other resources at TechSoup. |
| Fast fulfillment through Microsoft Open Licensing. |
As of February 2008, there is no longer a separate Microsoft product catalog for public libraries. All Microsoft product donations are now available to qualified libraries although the restrictions on library use (see 2.2) still apply.
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1.2 How is the Microsoft Canada Software Donation Program different from the Microsoft Software Donation Program?
Microsoft Canada created the Microsoft Canada Software Donation Program as an initiative designed to help empower Canadian children and youth to realize their potential. Canadian charitable organizations, federally or provincially registered nonprofits, and Canadian public libraries may now receive software donations through the Microsoft Canada Software Donation Program at TechSoup Stock, just as U.S. 501(c)(3) nonprofits are able to receive software donations through our original Microsoft Software Donation Program. The Microsoft and Microsoft Canada donation programs share the same catalog of product donations. More information about the Microsoft Canada Software Donation Program is available on the Microsoft Canada Web site.
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1.3 How does the program work?
Organizations work directly with TechSoup Stock when requesting software donations, and are charged only small administrative fees. Organizations can review and request products online, and customer service professionals are on call via Web, email, and phone to answer any questions that might arise during the request or fulfillment processes. Nonprofits and charities are also encouraged to use technology planning resources on TechSoup.
Each charity or nonprofit will be eligible to make one donation request for Microsoft products and licenses each year through TechSoup Stock (for example, an organization that made a request 10/1/04 may make a new request 10/1/05). Though charities and nonprofits may request donations twice (once per year) within a two-year period, the combined total of products received in a two-year period may not exceed six titles and 50 user licenses per title (or one license per server title. See "How much software can my organization request?" for additional exceptions). Once two years have passed since an organization's original request, these limits will be reset (for example, an organization that received a donation on 10/1/04 may request six new titles and 50 licenses per title (or one license per server title) on 10/1/06).
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1.4 What about international software donations?
TechSoup Global helps nongovernmental organizations (NGOs) or charities outside the U.S. and Canada obtain donations of essential technology products. Nonprofits in countries not yet served by TechSoup Global should continue to work with their local Microsoft subsidiary offices regarding software donations.
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1.5 If I received software directly from Microsoft before, can I request additional licenses for my organization now?
Microsoft has increased the efficiency of its software donations system and provides a different type of license to match each individual software product. Therefore, you will need to submit a new request for additional software and licenses for any previously donated software. All eligible nonprofit and charity organizations may request software through the program at TechSoup Stock, regardless of whether they have received a donation from Microsoft in the past.
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Rules and Eligibility |
2.1 Who is eligible to participate?
U.S. and Canadian Organizations: U.S. nonprofits must have 501(c)(3) status in order to qualify for the Microsoft Software Donation Program. In order to participate in the Microsoft Canada Software Donation Program, Canadian charities must be registered with the Canada Revenue Agency (CRA), and nonprofits must be registered with their provinces or territories.
Public Libraries: U.S. public libraries must either have valid 501(c)(3) nonprofit status or be listed in the Institute of Museum and Library Services (IMLS) database. Canadian public libraries must appear on a list collected for us by the Public Library Services Branch, Ministry of Education in British Columbia.
All: Organizations must also meet all of the Microsoft and Microsoft Canada giving guidelines to be able to receive software donations through either of the programs.
For information on how to register and qualify your organization for product donations, see Getting Started at TechSoup Stock. |
2.2 Are there special rules for public libraries?
Qualified public libraries may request Microsoft software donations through this program for public access computers only (donated software may not be used for back-office or other administration purposes unless the public computers are on a shared network that also hosts the personal computers of library staff).
Participating libraries must also make their collection and basic services available to the population of their legal service area without charges to individual users (excluding incidental fees such as printing charges). If they so choose, libraries may impose charges on users outside the legal service area, and they may provide products and services (beyond basic services) to the public at large, with or without individual charges.
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2.3 How much software can my organization request?
Eligible organizations may request up to six software titles and up to 50 user licenses per title, every two-year period. These items may be requested all together or spread across two requests (one per year — see "How often can my organization request software?" below).
Exceptions:
- For server titles, organizations may request one server license per title and up to 50 client access licenses (CALs).
- Server licenses and accompanying CALs count as two separate titles towards the six-title limit.
- Customers may order additional licenses of software titles that they already received through TechSoup Stock (as part of their previous request within the two-year cycle). This is true even if the current title is an upgraded version of the original software. Such requests will not count against the six-title limit. However, the total number of licenses requested for this title (between the two requests) may not exceed 50.
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2.4 How often can my organization request software?
Eligible organizations may make two donation requests within a two-year period. An organization's first request initiates a two-year donation cycle. After the cycle has begun, an organization must wait one full year before making a second request. Subsequent requests may be placed at any time, so long as two years have elapsed since the organization's initial request in that donation cycle.
Example:
- The Save the Lemurs Foundation requests Microsoft software on 6/1/05.
- They place a second request for Microsoft products on 10/15/06.
- Save the Lemurs may make their next request on 6/1/07.
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2.5 If I received four titles for my organization a year ago, may I request another four titles today?
No. At this point you may request two more titles and up to 50 licenses for each of these two titles (see exceptions in "How much software can my organization request?" above). Organizations may submit two requests within a two-year period, but they must still adhere to the limits of up to six Microsoft titles and up to 50 licenses per title, per two-year period.
Once two years have passed since an organization’s original request, these limits will be reset (for example, an organization that requested software on 10/1/05 may request six new titles and 50 licenses per title (or one license per server title) on 10/1/07). |
2.6 What about upgrades?
For products that come with Software Assurance, you will receive a free upgrade to any new version of the product for two years from the time of your original donation request.
If you request more licenses for an upgraded version of a title you received previously, the request does not count toward your limit of six titles in a two-year period. It does, however, count toward your limit of 50 licenses per title. It also counts as a new request, which you can place only once per year. (These rules also apply to requests for additional licenses for the same version of a product.)
Some products have the word "Upgrade" in the title (mainly operating systems, like Windows Vista Business Upgrade). Requests for these products do count toward your limit of six titles in a two-year period.
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2.7 Is there a minimum amount of software that I need to request?
Microsoft's Open License program specifies that each donation request must include a total of at least five "seats."
For most products, a seat is the same as a single installation of the product, so either of the following example requests would meet the minimum requirement.
Example Shopping Cart 1 — five seats of one product
- Quantity 5: Office Professional Plus 2007 (Includes Software Assurance)
Example Shopping Cart 2 — mixed product set
- Quantity 2: Accounting Professional 2008 (Includes Software Assurance)
- Quantity 3: Publisher 2007 (Includes Software Assurance)
A request can also meet the five-seat minimum requirement one of the products counts as five seats. Products that count as five seats are those that support multiple devices or users. The five-seat products available through TechSoup Stock have one of these characteristics:
- The name includes the term "processor license."
- The name includes the term "external."
- The product provides multiple software applications for testing purposes: for example, TechNet and Visual Studio.
- The product includes multiple client access licenses.
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2.8 Are community health clinics eligible?
501(c)(3) community health clinics in the U.S. that are designated as community health center programs by the U.S. Department of Health are eligible to receive donations. Designated community health center programs within Canada that are registered nonprofits or charities may also participate.
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2.9 My nonprofit/charity is a secular organization that is affiliated with a religious organization. Can I participate?
Religious organizations with a secular community designation may participate in the Microsoft and Microsoft Canada software donation programs. A secular designation is defined as an organization separate from the church or religious organization that provides services to people regardless of their religious beliefs and does not propagate a belief in a specific faith. Example: A food bank with nonprofit or charity status that is run by a church, but is a separate and unique organization that provides food and meals to anyone who qualifies for services, regardless of religious beliefs.
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2.10 If I request Microsoft software today, will I need to wait a full year to be eligible to request licenses through the DCOS program?
No. DCOS is an independent TechSoup Stock program. Provided you meet the criteria for participation, you may request DCOS products at any time, regardless of whether you have received other Microsoft products within the last year. |
2.11 Why has my eligibility for Microsoft product donations changed?
Eligibility requirements for Microsoft software donations periodically change with the refinement of Microsoft’s philanthropy philosophy. See how the changes might affect your organization.
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Requesting Donations |
3.1 How do I request a donation if my organization has limited or no Internet access?
TechSoup Stock will work with you via phone to help complete a request via fax or regular mail. Please call customer service at (800) 659-3579 x700 or (415) 633-9300 x700 for more information.
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3.2 Why is there a TechSoup Stock administrative fee?
TechSoup Stock charges administrative fees for the products we offer in an effort to partially subsidize our donation programs.
The fees typically represent a small percentage of the original retail price
of the product. They vary program by program and are based on
a number of factors:
- The amount of work involved in launching the program
- The amount of work involved in qualifying and processing organizations' requests for products on an ongoing basis
- The expected volume of requests
By charging administrative fees, we are ensuring that TechSoup
Stock will continue to be able to offer donated and discounted technology
products as efficiently as possible and at the lowest possible cost. |
3.3 How do I request the installation media (CD-ROM or DVD-ROM)?
During check-out, you must respond to a question asking whether you want the media shipped to your organization free of charge. You should answer "N" only if you already have the installation media and are just requesting more licenses. If you answer "Y," Microsoft will send your organization a set of installation media. Additional media can be acquired through Software Assurance. See question 7.3.
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3.4 How can I be sure what my Canadian organization will be charged since your fees are listed in U.S. dollars?
Canadian organizations might want to make use of this currency converter to obtain estimated daily exchange rates. Please note, however, that the fees charged to your organization might vary because they reflect current market exchange rates at the time that your request is processed by TechSoup Stock. |
3.5 Whom should I contact if I need help deciding which product is right for me and how many licenses to request?
You can find valuable resources to help you select and maximize your new software acquisition in the Learning Center and discussion forums at TechSoup, which boasts a thriving community of technology experts ready to help you decide which products may best fit your needs. You can also contact TechSoup Stock customer service to assist with your technology planning — see Contact Us. Microsoft also offers online product support for U.S. and Canadian organizations.
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Processing |
4.1 How soon will we get the software?
Once your application has been accepted and processed, the normal turnaround time for license requests is two to three business days. Ground shipping (seven business days) is the only shipping option for Microsoft media products. No P.O. boxes are accepted.
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Fulfillment |
5.1 Why won't I receive the full packaged product and paper licenses?
Donations are fulfilled using Microsoft Open License. This means that instead of receiving fully packaged products with paper licenses, you will receive your licenses electronically. CD-ROMs or DVD-ROMs of Microsoft product media will be mailed only if requested at check-out. This eliminates the need for TechSoup Stock to warehouse packaged product and ensures that Microsoft will continue to be able to supply a great variety of products.
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5.2 How will I receive my licenses?
Licenses will be received electronically. After completing your request, a message will be sent to your organization's email address containing directions on how to retrieve your license keys from the Microsoft eOpen Web site.
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5.3 Do I need to set up a Windows Live ID account to access my licenses?
Yes. In order to retrieve your licenses on Microsoft's eOpen Web site, Microsoft requires that you first establish a Windows Live ID account if you do not already have one.
When you register for a Windows Live ID, the amount and type of information requested is determined by the registering site. If you register through Microsoft's eOpen Web site, the only information required to create a new account is an email address and password.
For information on how Windows Live ID uses and protects your personal information, read the Microsoft Online Privacy Policy. |
5.4 How do I register an MSDN or a TechNet subscription license?
The registration process is slightly different for a subscription license than for a Microsoft software product. After entering your eOpen authorization code at https://eopen.microsoft.com, you select the appropriate link (for example: Activating MSDN Subscriptions or Activating TechNet Subscriptions). When the subscriptions Web page appears, enter your eOpen authorization code in the promotional code field and specify the media type to automatically initiate registration. |
5.5 How will products be shipped?
Microsoft ships media items only by ground delivery, so please do not select expedited shipping unless there are other items in your request for which expedited shipping is available. For licenses, you will receive an email from TechSoup Stock that will explain how to access the eOpen Web site and download your licenses. Remember, Microsoft ships media only if you request it during check-out. |
5.6 I've lost my license number. Help!
Your license information will always be available on the eOpen Web site. If for some reason you lose your authorization and license numbers, you can always access them by logging in to TechSoup Stock and clicking Order Status in the left navigation bar.
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5.7 If I have requested items through the DCOS Program, will they ship with my other Microsoft products?
No. Your DCOS items will ship from the TechSoup Stock warehouse. Therefore, products requested through these two programs will arrive separately, and the turnaround time for fulfillment might vary slightly. |
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Returns |
6.1 What is your return policy for Microsoft software?
Please consult the Microsoft section of the TechSoup Stock Refunds and Returns page for special guidelines and instructions.
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6.2 How will returns be handled for a damaged product?
If an item is determined to be damaged or defective, we will be happy to
arrange a replacement. Please review TechSoup Stock's general returns policy for more information.
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Software Assurance |
7.1 What is Software Assurance? How does it apply to my donation?
Software Assurance is a Microsoft program that allows recipients to upgrade licenses to any new release of eligible products within two years of the initial request. This means free upgrades for software that comes with Software Assurance within this two-year period. Software Assurance replaces the need to request upgrades for your organization's volume licenses.
Additionally, if you return to TechSoup Stock within the two-year ordering period to request additional licenses for a product that has undergone a version upgrade, it will not count as an additional title toward your limit of six titles per two-year period. The number of licenses you request will, however, count toward the 50 licenses per title limit.
When you make a donation request for a Microsoft title or licenses on TechSoup Stock, the product description will state clearly if the product comes with Software Assurance. For products that come with Software Assurance, your organization will receive free upgrades for two years from the time of your original donation request. Learn more.
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7.2 How long is my term of coverage for Software Assurance?
Software Assurance for donated software will last two years.
Example: Your organization receives Windows XP and Windows 2003 Server, both with Software Assurance, from TechSoup on August 15, 2006. The Software Assurance on your Windows XP and Windows 2003 Server products will last until August 15, 2008 (the term of the original authorization period), even if you receive additional licenses through Microsoft's Charity Open License program during this two-year span.
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7.3 How do I obtain a new release of software I'm covered for under Software Assurance?
Call Microsoft Worldwide Fulfillment (WWF) at (800) 248-0655 or contact them by fax at (800) 554-8281. If you supply your authorization and license numbers, WWF will provide your new product keys and will mail a copy of the new version of media by 2nd Day Air for a one-time US$27 shipping and handling fee.
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7.4 Why do Client Access Licenses have Software Assurance? I don't install anything for them, do I?
Under Microsoft's licensing terms, CALs must be for a version equal to or later than their server software. For instance, without Software Assurance, Windows 2000 Server CALs would not be usable on Windows 2003 Server; new ones would have to be obtained. With Software Assurance, the CALs are also usable on the upgraded product.
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7.5 I received a notice that my Software Assurance is expiring. What does that mean?
When your Software Assurance expires, it means that you are no longer eligible to receive a free upgrade if a new version of the product is released.
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7.6 When my Software Assurance expires, will my software cease to work?
No.
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7.7 When my Software Assurance expires, will my licenses become invalid?
No. Your existing licenses will remain valid as long as you own the product. Only your Software Assurance benefits expire.
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7.8 What if I want to obtain a new version of the software after my Software Assurance has expired?
If your Software Assurance benefits have expired and you would like to obtain a new version of the software, you have two choices:
- Request licenses for the new version of the software. You may do this through TechSoup Stock if the software is available and you are eligible to receive a new donation, or else you may contact one of the Microsoft charity resellers listed in the upper right corner of the Microsoft Open License Charity Overview (nonprofit organizations) page or Microsoft Academic Open License (public libraries) page.
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- Order new software assurance for your existing product through one of the Microsoft charity resellers listed in the upper right corner of the Microsoft Open License Charity Overview (nonprofit organizations) page or Microsoft Academic Open License (public libraries) page. (Microsoft does not offer donated Software Assurance through TechSoup Stock.)
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Additional Needs |
8.1 How do I request a replacement CD-ROM or additional CD-ROMs?
If you lost your disc and need a replacement or would like to receive additional discs, call Microsoft Worldwide Fulfillment at (800) 248-0655 or contact them by fax at (800) 554-8281. Additional discs are available for a one-time US$27 shipping and handling fee; they will be sent 2nd Day Air. If you receive a bad disc through your TechSoup Stock donation, email MSDP@techsoup.org (U.S. organizations) or ICAN@techsoup.org (Canadian organizations). You may also call us at (800) 659-3579 x700 or (415) 633-9300 x700.
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8.2 If I need more software before my year is up, where should I go?
U.S. 501(c)(3) nonprofits and Canadian charities registered with the Canada Revenue Agency that have additional software needs during the one-year time frame can take advantage of Microsoft's Charity Open License Program (COLP). This program allows organizations to purchase multiple software licenses at reduced prices. More information about COLP is available for U.S nonprofits and Canadian charities. Please note that, because of current program stipulations, Canadian nonprofits are not eligible for COLP. After one year, all organizations will be eligible for another donation at TechSoup Stock.
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8.3 Since TechSoup Stock does not currently offer any full operating systems through the Microsoft Software Donation Program, is there any way for my organization to obtain full operating systems?
Organizations that have received donated computers without Windows operating systems might be eligible to order licenses through the Microsoft Donated Computer Operating System (DCOS) Program. If your organization qualifies, you are encouraged to participate in the program.
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8.4 Does this mean I can no longer make software donation requests through local Microsoft field offices and community programs?
Microsoft has made it easier for nonprofits and charities to receive software by constantly improving its donation programs. Each field office is still available to answer questions you may have about Microsoft giving programs, but software donations are now being fulfilled exclusively by TechSoup Stock.
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Quarterly Print Catalog
