What is Microsoft SharePoint 2019?
Microsoft SharePoint Server is a web-based platform that enables collaboration and document management. SharePoint also offers a collection of tools and services so that businesses can develop, control, and distribute information, programs, and other materials over their network. When using SharePoint, you can develop websites, manage and share documents, work together on projects, and automate workflows. SharePoint can also be used to create intranets, extranets, team sites, and websites that are accessible to the public. Some useful features of SharePoint include requesting approval on documents before they are made visible. Furthermore, you can use the logic if/then to create workflows and this way automate actions like recording information or emailing documents. SharePoint can also notify you as soon as a document is uploaded or modified.
SharePoint 2019 vs. SharePoint 2016: Main differences
Microsoft SharePoint 2016 has a more traditional interface compared to the modern look of SharePoint 2019. Furthermore, SharePoint 2016 and 2019 both include native communication sites and integrate very well with OneDrive, however, SharePoint 2019 provides more features and capabilities. With SharePoint 2019 you can integrate more easily with Microsoft PowerApps and Flow which allows you to create custom apps and workflows. The responsive design of SharePoint 2019 offers a better mobile experience.
Like other Microsoft Server products, Microsoft SharePoint Server 2019 also requires Client Access Licenses (CALs). CALs provide access to the server and come in two main types: Device CALs and User CALs. Read below the best-case scenario for each CAL license to see which ones meet your requirements.
Microsoft SharePoint 2019 End of Life:
The standard support end date of SharePoint 2019 is on the 9th of January 2024. That is the end of the mainstream support which means that after the 9th of January updates and new releases come to an end. After the mainstream support, you can opt-in for the extended support which ends on the 14th of July 2026. The extended support provides security updates and bug fixes.
CALs for Microsoft SharePoint 2019 Server
CAL is short for "Client Access License" that enables access to Microsoft SharePoint Server. You can choose between standard CALs and Remote Desktop Service CALs. Both types come in two editions: User CALs and Device CALs. As the names suggest, a User CAL gives access to a single user while a Device CAL grants access to a single device. Below you will find more information about each CAL type.
- Microsoft SharePoint 2019 User CALs
With a User CAL license, you pay for each user who accesses the server. For example, if one of your employees needs access to the server via multiple devices, such as a laptop, iPad, smartphone, and/or PC, that user needs only one User CAL license. User CALs are the right choice for companies that have more devices than employees who need access to the server. For example: if you have 10 employees who need to access the server through 20 devices in total, it is more budget-friendly to purchase 10 User CALs instead of 20 Device CALs.
- Microsoft SharePoint 2019 Device CALs
Device CAL licensing allows a certain device to access the services of a server. Device CALs are especially useful for organizations with fewer devices than employees who need access to a server’s services. If multiple employees are using fewer devices to access SharePoint Server, then it would be more cost-efficient to buy Device CALs. For example, imagine 18 employees are using 6 devices to access the Server.
What are CALs for Remote Desktop Services (RDS)?
Besides the standard CALs, you can also choose Remote Desktop Services (RDS). With RDS you can provide remote access to SharePoint Server and its services. RDS CALs, same as the standard CALs, can be either RDS User CALs or RDS Device CALs. Following the same logic, RDS User CALs provide remote server access to the user, while RDS Device CALs allow devices to remotely access the server. Note that RDS CALs do not substitute standard CALs. If you need remote access to the server, you should acquire both standard and RDS CALs. In principle, with RDS CALs employees can work anywhere, anytime, and from any device. Remote Desktop Service CALs are also available for other Microsoft server licenses such as Windows Server, Exchange Server, and SQL Server.
Connect to SharePoint Server 2019 remotely
SharePoint Server 2019 can be accessed both locally and remotely. For the remote access users would need to acquire Remote Desktop Services (RDS) User/Device CAL licenses. These licenses have the same requirements as the standard User/Device CALs of SharePoint Server 2019. All remote SharePoint users first need to obtain either a User CAL or a Device CAL to be able to use the server. To decide which of these two options would be the best for the organization, it’s important to look at how many employees there are and how many devices are being used to access SharePoint Server. In case the amount of employees is higher than the amount of devices, the most budget friendly choice would be to buy RDS Device CALs. On the other hand, if the amount of employees is lower than the amount of devices, the cheaper choice would be to buy RDS User CALs. In case the amount of users and devices are equal, the costs are the same regardless of whether you choose to license the users or the devices.
The flowchart below exemplifies when you need each CAL type.
Note: CALs are NOT included with any of the server licenses, therefore these must be purchased separately.