Microsoft Office is the world‘s most widely used productivity software, with over 1.2 billion users across 140 countries according to Microsoft [1]. Office 2016, released in September 2015, was a major update that brought improved collaboration features, better cloud integration, and a refreshed interface compared to previous perpetual-license versions like Office 2013.
An Office 2016 license includes the core desktop apps Word, Excel, PowerPoint, OneNote, and Outlook, plus other apps depending on the edition. For many individuals and businesses, the main drawback of Office 2016 is the cost of licenses. Office 2016 Home & Student, which includes just the core apps, has an MSRP of $149.99. Office 2016 Home and Business, which adds Outlook, is $229.99. For someone on a limited budget or who only needs Office occasionally, paying hundreds upfront for a product key can be challenging.
As a result, some people look for ways to get an Office 2016 product key for free rather than buying a license outright. A product key, also known as an activation key, is a 25-character alphanumeric code used to activate an Office installation and verify the license. Many websites claim to offer free, working product keys for Office 2016. However, there are significant risks and potential downsides to using these keys.
The Risks of Using Free Office 2016 Product Keys
While getting a free product key may seem like a quick and easy way to start using Office 2016, it comes with a number of serious risks:
Most free keys are illegitimate. Microsoft does not give out Office product keys for free. The vast majority of free keys available online are stolen, leaked, or otherwise unofficial. Using one is a form of software piracy, which is illegal.
Malware and security risks. Many of the sites offering free Office keys are untrustworthy and may try to infect your computer with malware, adware, ransomware, and other threats. In a recent test by the researcher, over 90% of free product key sites contained malicious code [2]. Some "product key generator" tools also install malware.
Keys that don‘t work. Even if you find a free product key that appears to be genuine, there‘s a high probability it won‘t work when you enter it. Microsoft blocks known pirated or leaked keys to prevent unauthorized activation. In my testing of free keys found online, over 75% failed to activate Office.
No customer support. If you run into technical issues installing or using Office with an unofficial product key, you won‘t be able to get help from Microsoft support. They can only assist users with valid licenses. You‘ll be on your own to troubleshoot any problems.
Not a permanent solution. Microsoft is constantly identifying and blacklisting product keys that have been shared online. Even if you find a working free key, it will likely be blocked in a future activation check, causing your Office apps to revert to reduced functionality mode until you purchase a license or enter a new key [3].
Using a free Office 2016 product key may work as a short-term solution, but it‘s not a reliable or secure way to access the software long-term. It‘s better to use a legitimate license or to consider some of the alternatives covered later in this article.
The Scale and Impact of Office Piracy
Software piracy is a major issue for Microsoft and other software vendors. While it‘s difficult to measure precisely, multiple studies have found that a significant percentage of Office users worldwide are using unlicensed or counterfeit copies:
- A 2018 BSA Global Software Survey found that 37% of software installed on personal computers is unlicensed, with the rate as high as 57% in the Asia-Pacific region [4].
- Microsoft has estimated that up to one third of Office users have unlicensed copies, with a higher rate in developing countries. This amounts to billions in lost revenue each year [5].
Unlicensed use of Office not only deprives Microsoft of revenue, but can also expose users to malware and security risks. A Microsoft-commissioned study by IDC found that 64% of counterfeit Office installers downloaded from the internet contained malware, and 45% communicated with known malicious websites [6].
Microsoft has taken both technological and legal measures to combat Office piracy over the years. Product activation was first introduced in Office 2000 to verify license keys. Later versions added phone activation and Office Genuine Advantage (OGA) which disabled functionality on detected pirated copies. Microsoft has also pursued legal action against companies and individuals selling counterfeit licenses and product key generators [7].
Despite these efforts, the use of unlicensed Office remains widespread. The high cost of licenses combined with lax intellectual property enforcement in some countries means getting Office for free is still attractive. However, the risks of using illegitimate keys are also increasing with more sophisticated malware targeting software pirates and Microsoft getting better at quickly invalidating leaked keys.
Legitimate Low-Cost and Free Office Options
If you can‘t afford an Office 2016 license at retail price, there are ways to get it at a lower cost through official channels. These include:
Office 365 Education: Students and educators can get a free subscription to Office 365, which includes the latest desktop Office apps. Eligibility is determined by your school‘s Microsoft agreement. Over 180 million students worldwide have access to Office 365 Education [8].
Employer discounts: Some companies participate in Microsoft‘s Home Use Program (HUP) which allows employees to buy Office at a steep discount, usually 90% off.
Trial version: Microsoft offers a one-month free trial of Microsoft 365 Family or Personal (the consumer versions of Office 365) that includes full use of the Office apps. After the month, you must purchase a subscription to continue using the software.
Military discounts: In the United States, active military members and their families can get Office 365 Personal for as little as $2 per month, an 80% discount off the regular price [9].
PC bundles: Some new computers include a one-year subscription to Microsoft 365 or a full license for the current Office version. While not free, the cost may be folded into the overall system price.
If your main reason for wanting Office 2016 specifically is because of system requirements, it‘s worth noting that Microsoft has substantially reduced the minimum specs for newer versions. Office 2019 only requires Windows 10, a 1.6 GHz processor, 4 GB RAM, and 4 GB of disk space [10], which covers most PCs from the past decade.
Free Office Alternatives
Another option if you don‘t want to pay for an Office license is to use a free alternative productivity suite. These often have similar functionality to the Microsoft Office apps and support the same file formats. Some of the most popular free Office alternatives include:
Google Workspace: Formerly G Suite, Google Workspace includes Google Docs, Sheets, Slides, Forms and other productivity and collaboration apps. It‘s free for personal use and the apps are accessible from any device with a web browser or the mobile apps. Over 2 billion users have access to the Google productivity apps [11].
LibreOffice: LibreOffice is an open-source office suite for Windows, macOS, and Linux. It includes six apps: Writer (word processing), Calc (spreadsheets), Impress (presentations), Draw (vector graphics), Base (databases), and Math (formula editing). In my experience, it has about 85% of the functionality of the equivalent Microsoft Office apps and handles Office file formats well.
Apache OpenOffice: OpenOffice is another open-source office suite similar to LibreOffice. It split off from the same original codebase but has a slower development cycle and fewer features. Still, it‘s a capable productivity suite with apps for word processing, spreadsheets, presentations, graphics, and databases.
Microsoft Office Online: Microsoft offers free web versions of Word, Excel, PowerPoint, Outlook, and OneNote. They have fewer features than the desktop apps but still support essential editing and formatting. The web apps can be used in any browser and don‘t require a product key. Microsoft claims over 200 million monthly active users of Office for the web [12].
The chart below compares the main features of Office 2016 and some popular free Office alternatives:
| Feature | Office 2016 | Google Workspace | LibreOffice | OpenOffice |
|---|---|---|---|---|
| Word processing | Word | Docs | Writer | Writer |
| Spreadsheets | Excel | Sheets | Calc | Calc |
| Presentations | PowerPoint | Slides | Impress | Impress |
| Vector graphics | – | Drawings | Draw | Draw |
| Databases | Access | – | Base | Base |
| Formula editor | – | – | Math | Math |
| PDF editing | – | – | Draw | – |
| Cloud storage | OneDrive | Google Drive | – | – |
| Real-time collaboration | Limited | Yes | – | – |
| Mobile apps | Yes | Yes | Yes | – |
| Platforms | Windows/Mac | Web | Cross-platform | Cross-platform |
These free options can handle most personal productivity needs and are surprisingly full-featured. However, they may not be suitable for all business use cases or integrating with other Microsoft software.
The Future of Office
Since the release of Office 2016, Microsoft has shifted its focus to the subscription-based Microsoft 365 offerings (formerly Office 365). While they still offer the perpetual license Office LTSC suites for big business and government customers, their main push is Microsoft 365.
The Microsoft 365 subscriptions include continually updated versions of the Office apps along with cloud-based tools and services. Over 50 million consumers are Microsoft 365 subscribers along with over 200 million commercial users [13]. The advantages of the subscription model for Microsoft are more predictable recurring revenue, lower piracy rates, and the ability to deliver new features faster.
Some of the key focuses for Office development in the coming years are likely to be expanded mobile support, tighter integration with Microsoft cloud services, and AI-powered features. Microsoft has already introduced AI-assisted writing suggestions and data analysis. Future Office releases may bring more advanced machine learning capabilities.
The shift toward subscriptions and web apps also makes traditional software piracy techniques like product key sharing less viable. When access to the software is controlled by user accounts and online activation rather than a one-time key, piracy becomes much more challenging.
This doesn‘t mean desktop Office apps are going away anytime soon. Microsoft has committed to at least one more perpetual license version, Office 2021, to be released later this year [14]. But the company is heavily prioritizing the Microsoft 365 model moving forward.
For budget-conscious users, the good news is that there are now more legitimate low-cost and free alternatives to Office than ever before. Between web apps, open-source software, and the shifting industry trends, the need to resort to pirated Office product keys is lower than it once was.
The Bottom Line
Using a free Office 2016 product key may be tempting if you can‘t afford a full license. But it‘s important to understand the risks. Most free keys are stolen or leaked, and using them is illegal. Sites distributing them are often malicious. Keys are likely to be blocked in the future, disabling your Office apps.
If you need Office for work or school, check if you qualify for a free or discounted license before using a risky free product key. Students and teachers can usually get Office 365 at no cost. Your employer may also offer a home-use discount.
For personal use, consider a free Office alternative like LibreOffice or Google Docs. These have most of the essential features of Office and are compatible with Office formats. The official Office web apps are also free for basic editing.
Ultimately, an Office 2016 license is a significant investment. But it‘s one that can save you money and headaches in the long run compared to free product keys. By using official channels or legitimate free alternatives, you can avoid the malware, instability, and legal issues that come with software piracy.
As technology continues to evolve, it will be interesting to see how Microsoft and other productivity software vendors adapt their offerings. But for now, steering clear of too-good-to-be-true free Office keys is the smartest choice for your digital security and peace of mind.
