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What are the requirements to create a VM Windows server for multiple user use instead of Azure Virtual Desktop?

Phạm Lâm 20 Reputation points
2025-07-07T10:16:36.38+00:00

For example, I want to create a VM running Windows Server. The purpose of use is to run SQL Server, internal office software, accounting, and management. Allows 10 people to access simultaneously.

Do i need like Azure VM (~500$/month) + CALs (10 users ~2000$ one time purchase) + RDS CALs for 10 users?

Azure Virtual Machines
Azure Virtual Machines
An Azure service that is used to provision Windows and Linux virtual machines.
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  1. Anusree Nashetty 4,635 Reputation points Microsoft External Staff Moderator
    2025-07-09T00:07:35.8533333+00:00

    Hi Phạm Lâm,

    If you want to allow multiple users to simultaneously access a single Azure virtual machine running Windows Server, you can do this without using Azure Virtual Desktop (AVD) — but there are specific licensing and configuration requirements that must be met to remain compliant with Microsoft's policies.

    You’ll need to provision a Windows Server-based Azure VM (e.g., Windows Server 2019 or 2022). The size and cost of the VM will depend on your expected resource usage (CPU, memory, disk) depending on the region and any discounts like reserved instances. You can estimate pricing here: https://azure.microsoft.com/en-us/pricing/details/virtual-machines/windows/

    Next, you must purchase Windows Server Client Access Licenses (CALs). These are required by Microsoft for every user or device that accesses the server’s services (such as file sharing, printing, domain login, etc.). CALs are a one-time purchase and can be either User CALs or Device CALs, depending on how users access the system. https://www.microsoft.com/en-us/windows-server/pricing

    Since your users will connect via Remote Desktop (RDP), you’ll also need Remote Desktop Services CALs (RDS CALs). These are separate from Windows CALs and are also required per user or device to legally connect remotely to a Windows Server. Like standard CALs, RDS CALs are a one-time license (unless bought via subscription or SPLA). https://learn.microsoft.com/en-us/windows-server/remote/remote-desktop-services/rds-client-access-license

    After provisioning the VM, you’ll need to install and configure Remote Desktop Services roles. At minimum, install the Remote Desktop Session Host and Remote Desktop Licensing roles. You’ll also need to set up a Remote Desktop Licensing Server, activate it, and install your RDS CALs. This setup enables multiple users to remotely log in at the same time.

    For SQL Server, you have two options. You can either use Azure SQL Managed Instance as a separate PaaS service or install SQL Server directly on the VM. If installing SQL Server yourself, you can either use a pay-as-you-go Azure image (with licensing included) or bring your own license (BYOL) if you already have SQL Server with Software Assurance.

    If you have any further queries, let me know. If the information is helpful, please click on Upvote and Accept Answer on it.

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  1. Deepanshu katara 16,790 Reputation points MVP Moderator
    2025-07-08T08:42:39.0133333+00:00

    Hello ,

    To run a Windows Server VM on Azure for SQL Server and allow 10 users to access it simultaneously, you will need to consider the following components:

    Azure VM Costs: You will need to pay for the Azure VM, which can be around $500/month depending on the size and configuration of the VM you choose.

    SQL Server Licensing: If you are using a pay-as-you-go SQL Server image on Azure VMs, you do not need SQL Server Client Access Licenses (CALs). However, if you are bringing your own license (BYOL) with Software Assurance, you will need CALs for your users.

    Remote Desktop Services (RDS) CALs: If your users will be accessing the server remotely, you will need RDS CALs for each user or device that connects to the server.

    In summary, your setup will likely require Azure VM costs, SQL Server licensing (depending on your licensing model), and RDS CALs for remote access. You can explore the Azure Hybrid Benefit for potential cost savings if you have existing licenses with Software Assurance.

    Pls check and let us know

    Thanks

    Deepanshu

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