Insights · Published 8 November 2026
It is tempting. A new computer arrives and someone offers to "activate" Windows and Office for free, or a website sells a licence key for a fraction of the normal price. It works, the screen looks normal, and the business saves money. For a while.
Cracked software and unofficial keys are common, and the risks are rarely explained. This article sets out what can go wrong, how to check what you have, and how to plan a sensible move to legitimate licences.
Malware often comes with the crack
To make pirated software run without a valid licence, someone has to modify it or run a tool that tampers with Windows. Those tools are made by people you do not know, for reasons you cannot check. Some of them install more than they claim to: programs that steal saved passwords, log keystrokes, or give a stranger remote access to the computer.
Antivirus often flags these tools, so the person installing them tells you to switch the antivirus off. That alone should be a warning. On a computer used for online banking, MoMo business accounts or company email, the cost of one stolen password can be far greater than the licence ever would have been.
No updates means open doors
Software vendors release security updates every month to close holes that criminals are actively using. Cracked copies are often set up to block updates, so the activation does not get undone. That leaves the computer with known weaknesses that never get fixed.
Ransomware and other attacks frequently rely on exactly those old, unpatched holes. A computer that has not taken updates for a year is an easy target.
Cheap keys that stop working
Some keys sold online are not cracks. They are real keys, but sold outside the terms the vendor allows: keys meant for another country, for education, for a volume agreement, or bought with stolen cards. They may activate today and be blocked next month. When that happens, the computer shows warnings, features stop working, and you have paid for nothing.
If a price looks far below what the vendor or an authorised reseller charges, assume there is a reason.
Audits and business risk
Software vendors do check how their products are used by businesses, and using unlicensed software can bring legal and financial consequences. We are not lawyers and this is not legal advice, but it is a risk worth taking seriously, especially if you work with international partners, banks or larger clients who ask about your IT practices. If you are unsure of your position, speak to a legal adviser.
How to check Windows and Office are genuine
You can do a basic check yourself in a few minutes on each computer.
For Windows, open Settings, go to System, then Activation. It should say Windows is activated, and ideally with a digital licence linked to a Microsoft account or with a product key you bought. If it says it is activated by an organisation and your business has no volume agreement, that is a sign someone used an activation tool.
For Microsoft Office, open Word, go to File, then Account. It should show the product name and say it is activated. If you use Microsoft 365, it should show the account that holds the subscription, ideally your business account rather than someone's personal email.
Also look in the list of installed programs and running tasks for unfamiliar activation tools, and check whether Windows Update is running and installing updates normally.
Budgeting for legitimate licences
Moving to proper licences does not have to happen in one expensive week. Start with an inventory: every computer, the version of Windows and Office it runs, and how it was licensed. Then put the computers that handle money, client data or email at the top of the list.
Think about subscriptions too. Microsoft 365 and Google Workspace business plans include email on your own domain, office apps, cloud storage and security features, paid monthly per user. That spreads the cost across the year and keeps everything up to date. New computers bought from a reputable seller usually come with a genuine Windows licence, so keep the paperwork.
Keep a simple record of what you bought, when, from whom and which computer it is on. It makes renewals, audits and replacing staff much easier.
Your checklist
Start this week, one computer at a time.
- Check the Windows activation page on every computer
- Check the Office account page and note who owns each subscription
- Confirm Windows Update is installing updates normally
- Never switch off antivirus to install software
- Buy only from the vendor or an authorised reseller, and keep receipts
- Build a licence register: computer, product, licence type, purchase date
- Plan replacement for unlicensed machines, starting with finance and email
Dalysie Ghana can audit your computers, show you what is properly licensed, and help you plan a sensible move to legitimate software.