Under The Covers

When you (or your original equipment manufacturer, if you bought your PC with Windows preinstalled) activate WinXP/Vista, an applet in Windows examines eight hardware categories—your video display and network adapters (interface cards or chips), system memory (RAM), processor, hard drive, and optical drive as well as SCSI (Small Computer System Interface) and IDE (Integrated Drive Electronics) adapters (both of these are connection points for external devices) if you have them. It notes such details as the amount of RAM installed; the processor type and serial number; and the MAC (media access control) address, a unique identifier that is assigned to most network adapters.

During the activation process, the applet records the information it obtains on each of these devices (the first one of each if you have more than one). It then calculates an encrypted installation ID linked to your PC’s device information and sends this information over the Internet to Microsoft. In WinXP Service Pack 1 or later, it also sends the actual product key you provided at setup for comparison against known, pirated keys. If the product key is valid, Microsoft associates the key with the installation ID linked to your PC’s hardware configuration and sends a confirmation code back to your system.

If your PC cannot connect to the Internet to activate, or if you do not want to activate that way, Microsoft gives you the option of calling a Microsoft agent to complete the activation process. After providing the agent with the installation ID generated on your system, that person supplies you with the code to activate Windows.

If you do not activate WinXP/Vista within 30 days of installation, Windows won’t work properly, making general operation cumbersome, if not impossible. (The lockdown varies between WinXP and Vista, but the effect is essentially the same.) This feature is built into Windows, so the function limitations will occur whether or not you connect to the Internet during that 30-day period.

If you skipped activation the first time out and did not select the automated activation option, you can start the activation process manually. To start the process in WinXP, click Start, All Programs, Accessories, System Tools, and Activate Windows. In Vista, select Computer from the Start menu, click System Properties on the toolbar, and in the Windows Activation area, select Click Here To Activate Windows Now. (If you have come to this article because you cannot activate Windows Vista initially, refer to support.microsoft.com/kb/931276 for assistance.)

How Trouble Starts

Even if you activate your system properly, a variety of issues can require you to activate Windows again. Depending on how they are generated, the notices may give you 30—or only three—days to activate. Consequently, it’s a good idea to know, in advance, what causes these issues and how to resolve them.

One way users deactivate their systems is inadvertently erasing the stored activation file. This commonly occurs when system troubles force you to reformat your hard drive and/or reinstall Windows. Because both of these options result in your old Windows installation being overwritten, the old activation files stored there are also wiped out. When you reinstall, you’ll be prompted to reactivate the system. (You’ll have 30 days.) Normally, Windows can navigate this process without incident, assuming your underlying hardware structure hasn’t changed.

Sometimes, Windows balks at the reinstallation, especially if you have reinstalled Windows a number of times. You can install WinXP three times, and a retail version of Vista five times, before the system will stop activating over the Internet. However, you can still activate by phone using the number you see at the activation prompt. Just explain to the agent that you performed a clean system install.

A second means by which users deactivate their systems is by making too many or too frequent hardware changes. If you have made multiple upgrades (for example, your video card, memory, and network adapter) since initial activation, you could find yourself in trouble. Some major hardware upgrades, such as switching out a motherboard, are by themselves enough to make Windows balk. Any major change will signal a need for reactivation. (In the early days of Vista, users reported that even updating hardware drivers reset their activation.)

If this happens, you’ll see an activation prompt upon reboot, and you will have only a three-day grace period in which to accomplish this task before Windows becomes crippled. Because you’ve changed your hardware configuration, you may not be able to reactivate over the Internet. (Vista is better than WinXP about figuring out that it is seeing an altered, but essentially intact, system.) If the prompt suggests phone activation, your best choice is to follow this method.

If you cannot get through, you’ll have more work ahead. Vista users have reported that trying Internet activation repeatedly may eventually work. You can also contact Microsoft Tech Support (support.microsoft.com), but it may take a fee-based phone call.

Beyond The Norm

In some cases, users don’t make any changes to their hardware, and yet, upon reboot or during normal operation, they see a message that Windows requires activation. One prime reason for this is a malware infection. Viruses, rootkits (programs that secretly usurp administrator privileges), and other bugbears can corrupt your activation files.

Furthermore, in 2007, security provider Symantec reported that a Trojan (a malicious program that you install unwittingly) called Trojan.Kardphisher presents a screen reporting your PC is not properly activated. If you proceed through the reactivation process, which requires you to provide personal information, your private details will be compromised.

If you have not made hardware changes or reinstalled Windows, you should run a malware scan immediately to ensure you are not infected. If your security software does not detect anything, or if you do not have security software, run an online scan. BitDefender (www.bitdefender.com), Panda (www.pandasecurity.com), and other companies offer free online scans. Some, including BitDefender and Panda, will even fix your problems at no charge the first time out.

Moving Up & Out

What if you are upgrading your version of Windows or moving it to a new PC? A licensed upgrade will come with a new product key and will generate a fresh activation code and files, so you will likely be able to activate normally.

Moving your Windows installation to another PC will set off the same red flags as hardware changes, because you have truly changed the hardware. If you call Microsoft and explain that your old PC crashed or is no longer in service, the agent may provide you with a new activation code. Wipe the hard drive on the old PC (unless it is toast) before you dispose of it. Otherwise, you could put your current installation in jeopardy.

Final Thoughts

Reactivation of Windows, especially by phone, can be tiresome but generally is not difficult. The trick is to ensure you need to do it and then perform it on a timely basis. It is important, however, to be clear on the difference between activation and validation. Validation ensures your product key is valid. If Microsoft cannot validate your product key, it will likely spur and then prevent activation, as well. (In this case, you will see an error message that states something like “The Software Licensing Service reported that the product key is invalid.”)

Malware can also corrupt your product key, making it impossible for you to reactivate. If this occurs, you’ll need to contact Microsoft Support for assistance, especially if you only own an OEM (original equipment manufacturer) version of the software.

by Jennifer Farwell