How To Manage Passwords with a Password Manager – A Complete Guide

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Knowing how to manage passwords with a password manager can do a huge amount to boost the security of your online accounts. Password security is a huge issue today, but password managers are a simple and effective solution that can ensure the security of your accounts and logins.

In this guide, I’ll show you how to use password managers to streamline your online security and make password management easier – and how to find and make full use of the best products on the market.

1Password – Top Password Manager for Families and Teams

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NordPass – Powerful, Affordable Password Manager

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Total Password – Robust Solution for Comprehensive Password Security

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Key Takeaways

  • Password managers generate and store unique, complex passwords for all your online accounts
  • They encrypt your passwords, protecting them from hackers and unauthorized access
  • With a password manager, users only need to remember their own master passwords, simplifying the login process
  • Top password managers offer extra security features like password strength checks, dark web monitoring, and secure password sharing

The Importance of Password Protection

We all know we should use strong, unique passwords for each of our online accounts, but many of us still reuse the same password across multiple websites or stick to easy-to-guess combinations.

Taking password security seriously is one of the most important steps for ensuring your online safety, however, and the consequences of weak password practices can be severe. A data breach can expose your personal information, leaving you vulnerable to identity theft, financial fraud, and other cybercrimes. If you reuse the same logins across multiple accounts, your whole digital life could be exposed by a single breach.

According to a recent Verizon report, four out of five data breaches were caused by the use of weak passwords. At the same time, a single CDN reported a staggering 193 billion credential stuffing attacks – in which stolen passwords are entered for other user accounts – in 2020. By prioritizing password protection, you can help safeguard your personal information and accounts.

Password managers save you from having to remember your individual passwords, reduce your exposure to data breaches and help you respond to them, and allow you to manage passwords across multiple devices. Given this, they can make an enormous difference for password protection.

How Password Managers Help You Effectively Manage Your Passwords

Choosing a reputable password manager with a proven track record of security and robust features is essential for getting the best protection for your online accounts. Let’s look at how password managers can help you take control of your passwords.

1. Use Strong, Unique Passwords

One of the most significant advantages of password managers is their ability to generate strong, complex passwords that are virtually impossible to crack.

Most password managers provide a built-in password generator that lets you generate passwords and customize the length and complexity of the passwords to include letters, numbers, and special characters. When you create a new online account or change an existing password, your password manager can automatically capture and store it for you.

Using complex passwords that can’t be guessed for each of your online accounts drastically reduces the chance of them being hacked. It also protects you from the fallout of credential stuffing attacks, where hackers try previously leaked username and password combinations across multiple sites.

Our recommendations – 1Password is a password manager that offers a robust password generator with numerous customization options. NordPass also has an excellent password generator.

1Password
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2. Use Apps and Extensions, Autofill Logins, and Integrate 2FA

Have you got too many passwords to remember? A password manager can take the pain out of logging into your accounts with easy-to-use apps, autofilled forms, and 2FA integration.

Here’s how they make it easy:

  • Autofill passwords – Once you’ve stored your login credentials, your password manager can automatically fill in online forms with a single click or tap. Say goodbye to tedious typing.
  • Browser integration – Password managers like 1Password come with browser extensions that integrate with popular web browsers to enhance the user experience and streamline the login process.
  • Mobile apps – Most password managers, like 1PasswordNordPass, and RoboForm, provide mobile apps, ensuring your saved passwords are always at your fingertips on your smartphone or tablet.
  • Two-factor authentication (2FA) integration – Most leading password managers integrate with 2FA platforms to enhance your security while automating the process and many will also include biometric authentication. See our guide to integrating Google Authenticator with password managers for more advice.

This not only saves time but also helps you avoid typos and failed login attempts, providing a smooth and convenient user experience across all your devices.

3. Enhance Your Password Security and Check for Compromised Passwords

Password managers do more than save passwords and can often actively help you improve your overall password security posture.

Additional password security features often include:

  • Password strength audits – Many password managers analyze your stored passwords to identify any that are weak, reused, or compromised, alerting you to potential vulnerabilities.
  • Dark web monitoring – Some password managers offer dark web monitoring, scanning leaked data for matches for your email addresses or passwords and notifying you if a breach has compromised passwords or your other account details.
  • Security alerts – Password managers send timely alerts if they detect a compromised password or security breach affecting one of your online services, so you can take action and proactively fortify your defenses.

Staying informed about the health of your passwords and potential data breaches allows you to take immediate action to protect your online accounts and sensitive information.

Examples of Password Managers with Top-Notch Security Features

  • 1Password includes a Watchtower feature that continuously monitors your passwords and alerts you of potential risks.
  • NordPass provides comprehensive security audits and dark web monitoring with its premium plans.
NordPass
9.6
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4. Share Passwords Securely

You’ll sometimes need to share a password with a family member, colleague, or service provider. Many password managers offer features to make this process far more secure and manageable.

Features include:

  • Encrypted sharing – Instead of sending passwords via insecure channels like email or plaintext messages, a password manager lets you share them in an encrypted format.
  • Permissions control – You can often control the level of access you grant when sharing passwords. For example, you may be able to grant permission to allow the recipient to view or edit the password or to set an end date for access.
  • Revoking access – If the need to share a password expires, many password managers will allow you to easily revoke access at any time.

For example, 1Password offers granular sharing permission tiers and the ability to create separate vaults for shared passwords for families and teams. RoboForm provides secure password-sharing and collaboration features, which are especially useful for businesses.

Securely sharing passwords through a password manager dramatically reduces the risks posed by sending passwords over unprotected channels and enhances your overall account security. See our guide to how to share a password safely for more information.

5. Support Multiple Devices and Platforms

Most people access online accounts from desktops, laptops, tablets, and smartphones. A good password manager will ensure seamless password access and management across all your devices.

NordPass, for example, offers extensive cross-platform support with apps for various operating systems and a wide range of browser extensions. Important features to look for include:

  • Cloud synchronization – Most password managers store your encrypted password vault in the cloud, enabling real-time synchronization between all your devices.
  • Offline access – Some password managers offer offline access as a backup measure, allowing you to retrieve your passwords even without an internet connection.
  • Dedicated apps and extensions – Ensure the password manager has apps for the operating systems you use (whether Windows, macOS, or Linux, or an Android or iOS mobile device) and browser extensions for your preferred browsers (such as Chrome, Firefox, or Safari).

Having your passwords readily available and updated in real time across all your devices ensures convenience and peace of mind, especially when you’re on the go.

6. Protect Files and Notes

While password managers are primarily intended for password storage and management, many offer additional capabilities to safeguard your digital life.

Some of these features include:

  • Secure notes – Store confidential information, such as credit card numbers, PINs, and software license keys in encrypted notes that are only accessible with your master password.
  • Digital file storage – Some password managers allow you to securely upload and store important documents like passports, insurance papers, and tax returns.
  • Secure form filling – Password managers can store personal information like your address, phone number, and payment details, enabling fast and accurate online form filling with a few clicks.

Password managers provide a central, encrypted repository to organize your digital identity and sensitive data. This makes your online life more efficient and reduces the risk of sensitive information falling into the wrong hands.

1Password, Keeper, and Dashlane, for example, provide secure notes, file storage, and form-filling capabilities, making them more comprehensive digital security solutions.

1Password
9.5
Review
  • Starting from $2.99/month
NordPass
9.6
Review
  • Starting from $1.49/month
Total Password
9.1
  • Starting from $1.99/month

Choosing the Right Password Manager For Your Needs

There are a range of excellent password managers available today. Here are some factors to consider when making your selection:

  • Security – Your password manager should safeguard your data with robust encryption and security protocols. Look for features like two-factor authentication that can provide an added layer of protection and independent security audits, which not all password managers run.
  • Features – Consider the features that matter most to you, such as password generation, cross-device password sync, security audits, and sharing capabilities, and compare your pick with other password managers. Emergency access and security key options are also invaluable if you could lose your details.
  • Price – While many providers offer free plans, premium plans often have extra features for additional security and encrypted storage for your files. Solutions like the Google Password Manager are cheap, but dedicated solutions include far more features and a higher degree of security.
  • Compatibility – Ensure the password manager is compatible with all the operating systems and browsers you use.
  • Reviews – Choose a password provider with good user reviews, such as the best password managers Reddit users recommend.

Here are the key details for three of the best password managers available on the market today, covering pricing, key features, and browser extension availability. Based on extensive experience of testing security products, I recommend 1Password.

Password Manager 1Password NordPass Total Password
Starting Price $2.99/month $1.39/month $1.99/month
Max Devices / Password Storage Unlimited Unlimited Unlimited
Encryption AES-256 XChaCha20 AES-256
Security features Excellent Sharing Options, Travel Mode, Emergency Kit Advanced Encryption, Emergency Access, Email Masking Security Report, Data Breach Scanner, Two-Factor Authentication
Password Generator
Audited / Zero Knowledge ✅ / ✅ ✅ / ✅ ❌ / ✅
Compatibility Windows, Mac, iPhone, Android, Linux, Chromebook, Browsers Windows, Mac, iPhone, Android, Linux, Browsers Chrome, Safari, Opera, and Microsoft Edge
Free Plan 14-day trial Free plan and 30-day money-back guarantee 30-day money-back guarantee

Conclusion – Managing Passwords with a Password Manager

Using a password manager allows you to take a significant step towards better online security and taking control of your digital life. It’s one of the most effective ways to protect yourself against cyber threats, and it makes managing complex passwords simpler and more efficient.

Many of the best password managers offer free trials, money-back guarantees, and affordable starter plans, allowing you to try them out and store your passwords risk-free. Your passwords are the keys to your online life, so it’s critical to protect them to stay safe online.

Based on my own experience of testing the top solutions, I recommend 1Password. It offers excellent security features and makes it simple to create, manage, and share your passwords.

1Password
9.5
Review

FAQs

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References

  1. 2024 Data Breach Investigations Report (Verizon)
  2. Business Guide for Credential Stuffing Attacks (Office of the New York State Attorney General Letitia James)

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Richard Sutherland
Technology Expert
Richard Sutherland
Technology Expert

Richard brings more than two decades of computer science, business operations, and full-stack development experience to Techopedia. A Computer Science graduate and former Samsung IT support manager, Richard has taught courses in Java, PHP and Perl, and created code for the public and private sectors. A prolific B2B and B2C tech writer, Richard has worked for Samsung, TechRadar Pro, and more.