7/28/2025

Windows Server 2025 RDS CAL Price in India: Download, Configuration, and Everything You Need to Know

Windows Server 2025 is the latest iteration of Microsoft’s robust server operating system, designed to meet the demands of modern businesses with enhanced security, hybrid cloud integration, and advanced virtualization capabilities. A critical component for organizations leveraging Remote Desktop Services (RDS) is the Client Access License (CAL), specifically the RDS CAL, which enables secure remote access to applications and desktops. This article delves into the intricacies of Windows Server 2025 RDS CALs, including pricing in India, their purpose, who needs them, backward compatibility, the difference between User and Device CALs, and how to install and use them, even on older versions like Windows Server 2019. Optimized for keywords such as "Windows Server 2025 RDS CAL price in India," "Download and Configuration," and "Windows Server 2025 Remote Desktop Services CALs Price," this guide provides a comprehensive overview for IT professionals and business owners.


What Are Windows Server 2025 RDS CALs?

Remote Desktop Services (RDS) is a feature of Windows Server that allows users to access virtual desktops, session-based desktops, and applications hosted on a server from virtually any device, anywhere. RDS CALs, or Remote Desktop Services Client Access Licenses, are licenses required for each user or device accessing these services. They ensure compliance with Microsoft’s licensing model and enable secure, scalable, and centralized management of remote access.RDS CALs are distinct from standard Windows Server CALs, which grant access to basic server services like file sharing and printing. RDS CALs specifically unlock the advanced remote desktop and application virtualization capabilities of Windows Server 2025, making them essential for organizations with remote or hybrid work environments. With features like enhanced security, single sign-on, and improved graphics processing, Windows Server 2025 RDS CALs empower businesses to deliver seamless remote experiences.


Who Needs Windows Server 2025 RDS CALs?

RDS CALs are necessary for any organization or individual using Remote Desktop Services on Windows Server 2025 Standard, Datacenter, or Multipoint editions. Here are some scenarios where RDS CALs are required:

  1. Businesses with Remote Workforces: Companies with employees working from home or multiple locations need RDS CALs to provide secure access to corporate applications and desktops.
  2. IT Departments Managing Virtual Desktops: Organizations using Virtual Desktop Infrastructure (VDI) to centralize desktop management require RDS CALs for each user or device accessing the virtual environment.
  3. Shift-Based Work Environments: Industries like healthcare or manufacturing, where multiple employees share devices across shifts, benefit from RDS CALs to enable remote access.
  4. Educational Institutions and Nonprofits: These organizations often leverage RDS for cost-effective application delivery to students or staff across multiple devices.
  5. Small to Large Enterprises: Any business running Windows Server 2025 for remote application delivery, regardless of size, must purchase RDS CALs to remain compliant.

Without RDS CALs, users or devices cannot legally access RDS features, limiting remote work capabilities and potentially leading to compliance issues during Microsoft audits.


Windows Server 2025 RDS CAL Price in India

The price of Windows Server 2025 RDS CALs in India varies based on several factors, including the type of CAL (User or Device), the number of licenses purchased (single or packs), and the licensing program (e.g., OEM, CSP, or Volume Licensing). While exact pricing depends on the reseller and licensing model, here’s a general overview:

  1. Single User or Device CAL: Prices typically range from ₹5,000 to ₹10,000 per license, depending on the vendor and discounts.
  2. Packs of 5, 10, or 50 CALs: Buying in bulk often reduces the per-CAL cost, with packs of 5 User CALs costing approximately ₹25,000–₹45,000 and 50 User CALs ranging from ₹2,00,000–₹3,50,000.
  3. Volume Licensing or CSP: Enrolling in Microsoft’s Cloud Solution Provider (CSP) program or Volume Licensing can offer discounts, especially for larger organizations. CSP subscriptions may include Software Assurance, enabling up/downgrade rights.


Prices are subject to change based on exchange rates, taxes, and vendor promotions. For precise pricing, businesses should contact authorized Microsoft resellers in India or check Microsoft’s official documentation. Note that RDS CALs are perpetual licenses, meaning they are a one-time purchase with no renewal fees unless the organization’s needs change.


Backward Compatibility of RDS CALs

A common question is whether Windows Server 2025 RDS CALs are backward compatible with earlier server versions, such as Windows Server 2019, 2022, or 2016. The answer is yes, but with specific conditions:

  1. Compatibility Rule: RDS CALs are backward compatible, meaning a 2025 RDS CAL can be used to access Windows Server 2025, 2022, 2019, or earlier versions. However, earlier versions (e.g., 2019 RDS CALs) cannot be used to access a newer server version like Windows Server 2025.
  2. License Server Compatibility: The Remote Desktop Licensing server must run a version of Windows Server equal to or earlier than the RDS CAL version. For example, a Windows Server 2025 RDS CAL can be installed on a licensing server running Windows Server 2025 or earlier.

This backward compatibility is a significant advantage for organizations with mixed server environments, allowing them to use newer RDS CALs across older servers without needing multiple license types.


Difference Between User and Device CALs

Choosing between User and Device RDS CALs is a critical decision that impacts cost and flexibility. Here’s a detailed comparison:

  1. User RDS CAL:
  2. Assigned to: A specific user.
  3. Use Case: Ideal for employees who access the server from multiple devices (e.g., desktop, laptop, tablet, or smartphone).
  4. Benefits: Offers flexibility for users working remotely or across various devices. Only one User CAL is needed per person, regardless of the number of devices they use.
  5. Example: A sales executive accessing the server from a laptop, tablet, and phone would need one User CAL.
  6. Device RDS CAL:
  7. Assigned to: A specific device.
  8. Use Case: Best for environments where multiple users share the same device, such as in shift-based workplaces (e.g., call centers or hospitals).
  9. Benefits: Cost-effective when fewer devices are used by multiple users. Only one Device CAL is needed per device, regardless of the number of users.
  10. Example: A shared workstation used by three shift workers would require one Device CAL.

Choosing the Right CAL: If your organization has more devices than users (e.g., employees using personal and work devices), User CALs are more economical. Conversely, if multiple users share fewer devices, Device CALs are the better choice. Consulting with a Microsoft licensing expert can help determine the optimal mix for cost savings.


Can You Use Windows Server 2025 RDS CALs on Windows Server 2019?

Yes, Windows Server 2025 RDS CALs can be used on Windows Server 2019 due to their backward compatibility. This allows organizations to leverage the latest licensing while maintaining older server infrastructure. Here’s how to install and use them:


Prerequisites for Installation

Before installing RDS CALs, ensure the following:

  1. A server running Windows Server 2019 with the Remote Desktop Services role installed.
  2. Active Directory Domain Services (AD DS) configured for user authentication.
  3. A Remote Desktop Licensing server running Windows Server 2019 or a compatible version.
  4. Proper network connectivity and DNS setup.
  5. Windows Server 2025 RDS CAL license keys purchased from an authorized reseller.

Steps to Install RDS CALs on Windows Server 2019

Install the Remote Desktop Services Role:

  1. Open Server Manager on your Windows Server 2019 machine.
  2. Navigate to Manage > Add Roles and Features.
  3. Select Role-based or feature-based installation and choose your server.
  4. Check Remote Desktop Services and click Next.
  5. Select required role services, such as RD Session Host, RD Connection Broker, RD Web Access, and RD Licensing. Add any prompted features and click Install.
  6. Restart the server if required.

Activate the RD Licensing Server:

  1. Open Server Manager and navigate to Tools > Remote Desktop Services > RD Licensing Manager.
  2. Right-click the server and select Activate Server.
  3. Follow the wizard, providing your Microsoft account details or license agreement number to activate the licensing server.

Install the RDS CALs:

  1. In RD Licensing Manager, right-click the activated server and select Install Licenses.
  2. Enter the Windows Server 2025 RDS CAL license key (received via email or from your reseller).
  3. Specify whether you’re installing Per User or Per Device CALs.
  4. Complete the wizard to install the licenses. The server will now issue RDS CALs to users or devices connecting to the RDS environment.

Configure RDS Settings:

  1. Set up user permissions in the RD Session Host to specify who can access the RDS environment.
  2. Configure RD Gateway and Network Policy Server (NPS) for secure remote access.
  3. Implement security measures like multi-factor authentication (MFA) to protect the environment.

Test the Configuration:

  1. Have users or devices connect to the RDS environment using the Remote Desktop Protocol (RDP) client.
  2. Verify that the licensing server issues the correct RDS CALs and that users can access applications or desktops.

Troubleshooting Tips

  1. If CALs fail to install, ensure the licensing server is activated and compatible with Windows Server 2025 RDS CALs.
  2. Check Microsoft’s official documentation for compatibility details.
  3. Contact your reseller or Microsoft support for assistance with activation issues.


Downloading Windows Server 2025 RDS CALs

RDS CALs are typically delivered digitally as license keys via email from authorized resellers. After purchasing, you’ll receive:

  1. A 25-digit license key for activation.
  2. Installation instructions or links to Microsoft’s official download portal for RDS role setup.
  3. A proof-of-purchase document (e.g., PDF invoice).

To download the necessary RDS components, access the Windows Server 2019 or 2025 installation media from Microsoft’s Volume Licensing Service Center or your reseller’s portal. Ensure you activate the licenses within the stipulated period (usually 72 hours) using the RD Licensing Manager.

Best Practices for RDS CAL Configuration

  1. Regular Audits: Track CAL usage to ensure compliance during Microsoft audits.
  2. Security Enhancements: Use encryption, MFA, and single sign-on for secure remote access.
  3. Scalability: Purchase additional CALs as your user or device base grows.
  4. Consult Experts: Work with Microsoft partners to optimize licensing and avoid over-purchasing.


Windows Server 2025 RDS CALs are essential for businesses leveraging Remote Desktop Services to enable secure, flexible, and efficient remote access. In India, pricing varies based on the CAL type and licensing program, but bulk purchases and CSP subscriptions can offer cost savings. Their backward compatibility ensures they work seamlessly with older versions like Windows Server 2019, making them a versatile choice for mixed environments. By understanding the difference between User and Device CALs and following proper installation steps, organizations can maximize the benefits of RDS while staying compliant. For those seeking to implement or upgrade their RDS infrastructure, consulting with authorized resellers and adhering to Microsoft’s licensing guidelines is crucial for a smooth and cost-effective deployment.