Why can't I install software on my work laptop?
The short answer: your account on the laptop is a standard user, not an administrator, so Windows won't let you install most software on your own. That's deliberate, and it's one of the most effective ways a business can protect itself from viruses and ransomware. To get software you need, ask your IT person, or check the Company Portal app if your business uses one.
What "admin rights" means
Every Windows account is either a standard user or an administrator (often called "local admin"). A standard user can do almost everything you need day to day: use Office, browse the web, save files, change their wallpaper. What they can't do is make changes that affect the whole computer, such as installing most programs, changing security settings or adding drivers.
When you try, Windows shows a prompt asking for an administrator's username and password. If you don't have one, the install stops there. Some apps that install just for your own account may still work, but anything that needs to go into the main system won't.
Why businesses take admin rights away
It can feel like being treated like a child. It isn't. There are good reasons:
- Malware and ransomware. Lots of malicious software needs admin rights to dig in properly, switch off protection or spread. Taking admin rights away blocks a large share of attacks before they start, including the ones that arrive as a "harmless" free tool or a fake update.
- Mistakes. It's easy to download the wrong thing from a dodgy search result. Without admin rights, that mistake usually goes nowhere.
- Licensing. If someone installs software the business hasn't paid for properly, the business is responsible. "Free for personal use" often means not free for business use, and software companies do check.
- Keeping things working. Random extras and browser toolbars slow laptops down and break things. Fewer unknown programs means fewer support calls.
- Knowing what you've got. If there's a security problem with a particular app, your IT person needs to know where it's installed. That's impossible if everyone installs their own.
How to get the software you need
You shouldn't have to go without the tools to do your job. Here's how to get them:
- Check the Company Portal. If your business manages its laptops with Microsoft Intune, you'll usually have an app called Company Portal. Search for it in the Start menu. It lists apps your business has already approved, and you can install them yourself with one click, no password needed.
- Ask your IT person. Tell them what the software is, what you need it for and, if you know, where it comes from. A link to the official website helps.
- Check whether you already have something that does the job. Microsoft 365 includes a lot: PDF viewing in Edge, screen recording, file sharing in OneDrive, forms, video calls. Your IT person may be able to point you to something you already have.
- Be patient with new requests. For a brand new app, your IT person may need to check it's safe, check the licence and set it up properly. That's normal.
Don't use workarounds
Every so often someone finds a way round the block: a "portable" version that doesn't need installing, an admin password borrowed from a colleague, a personal laptop used for work instead. Please don't. These workarounds bypass exactly the protection the business put in place, and if something goes wrong, it can go very wrong for everyone. Ask instead. A good IT person would much rather get a quick question than clean up after ransomware.
Common questions
Why is my colleague allowed admin rights and I'm not?
Sometimes a particular job genuinely needs them, for example someone who manages specialist equipment. More often it's a leftover from before the rules changed. If you think you need admin rights for your role, explain why to your IT person and let them decide.
Can't IT just give me admin rights for five minutes?
Some businesses can do something like this, using tools that allow a one-off approved install. But giving out admin passwords, even briefly, is risky, so most IT people would rather install the app for you or add it to the Company Portal.
What about browser extensions?
Browser extensions can be just as risky as software, because some can read everything you do in the browser. Many businesses control which extensions are allowed. If an extension is blocked, ask in the same way.
I'm the business owner. Should I have admin rights on my own laptop?
Ideally, no, not for everyday use. Owners are prime targets for criminals because they can approve payments. Keep a separate admin account for the rare times it's needed. If you'd like to know how your business is set up, our free Microsoft 365 audit is a good place to start.
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