Knowing how to share a password safely is critical for your digital security. Sharing passwords can be a security headache, after all. Whether you need to give a colleague a login for a project or share streaming service credentials with a family member, there’s always the worry that a password could fall into the wrong hands.
This guide will show you how to send passwords securely using the best password managers, and I’ll also outline risky transfer methods you should avoid and how to share a WiFi password on iPhone.
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The Best Password Managers for Password Sharing
- 1Password – Best password manager for sharing passwords
- NordPass – Best cheap password manager for secure sharing
- Total Password – Best browser password manager for easy access
Total Password – Best Browser Password Manager for Easy Access
Most password managers, like 1Password and NordPass, include a secure sharing feature. Here’s how to securely share a password with 1Password.
- Open the 1Password app. If you don’t have an account, get a subscription and download the software.
- Select the login credentials you want to share, and click Share.
- Enter the email address of the recipient/s you want to send the login link to, and if needed, set an expiry date.
- Next, click Copy Link (or the Share button), and send the link to your intended recipients. They’ll then be able to access the password via 1Password. You can revoke this at any time.
Password managers like 1Password and NordPass are the safest and best way to share passwords. They offer encrypted storage, seamless integration with browsers and mobile apps, and password generator tools to create strong passwords.
They’re an excellent choice for sharing passwords securely across operating systems and devices and offer the following features:
- Password Sharing Tools – Providers like 1Password allow you to share passwords within accounts and with other individuals via email, making sharing fast, secure, and simple. Importantly, you can share a link with a recipient so they never see the original password – and this access can be revoked at any time.
- Access Controls – Some password managers allow you to grant different levels of access to shared passwords based on the recipient, such as view-only or full edit access. You can also set expiry dates and easily revoke access if needed.
- Encryption – Password managers encrypt shared passwords, protecting them from being intercepted and read by unauthorized individuals during transit. They’re then kept in secure vaults, protected by top-tier encryption.
- Audit Trail – Some password managers maintain a log or history of sharing activities, providing a better audit trail for tracking who has access to a particular password.
- Password Expiration – Many of the best password managers allow users to set expiry dates on passwords, making it easier to manage passwords for corporate accounts.
1Password gives you an unlimited number of password vaults to manage your passwords. This makes sharing items with family and team members even easier and allows you to share as many passwords as you need.
- Right-click on the vault you want to share in the sidebar.
- Next, click Manage Access and Add People. Select the relevant individuals and click Next and Share.
To share a vault with a team member in a 1Password business account:
- Select Vaults in the sidebar, and go to the relevant vault.
- Click Share Vault and then the name of the team member you want to add. If their name doesn’t appear, enter their email address. Once finished, press Save, and you’re done.
You can also create guest accounts to give individuals limited access to your team’s data.
Apple devices feature built-in tools that allow for the secure sharing of passwords within the Apple ecosystem.
- Apple AirDrop – You can use AirDrop to transfer information between nearby Apple devices. You can usually access this feature within the sharing menu on your device. If you need to edit your AirDrop settings, you can find it under General in Settings.
- iCloud Keychain – This built-in feature can be used to automatically sync and share passwords across iPhones, iPads, and Macs logged into the same iCloud account. This is ideal for sharing between your devices or within your family.
Important – Ensure you have strong security practices in place on all your Apple devices, with strong passwords set for iCloud and multi-factor authentication enabled. If malicious individuals have access to your iCloud details, they can potentially upload software to your device and take it over.
Most modern mobile devices include features to simplify sharing WiFi passwords without manually revealing them.
Apple – Here are some additional channels for sharing passwords with iOS devices, which can help with how to share WiFi on iPhone.
- QR Codes – On iOS 11 and above, devices can display a QR code on the screen with WiFi network details. Another Apple device can scan this code to automatically connect. To find the QR code, navigate to Settings, then WiFi, and tap the info button – the i icon – next to your network name.
- Nearby WiFi Sharing – With iOS 16 and later versions, compatible Apple devices in close range can share WiFi network details without displaying the password in clear text.
Android – Android devices also use QR codes and nearby sharing for sharing WiFi access.
- QR Codes and Nearby Sharing – You can typically find this by opening the network settings, choosing the saved WiFi connection, and tapping the Share button or QR code icon. You’ll also find any share-to-nearby-device options here, giving you everything you need for how to share a WiFi password from phone to laptop.
There are some caveats when it comes to how to share a password on iPhone or Android, however. These QR code-sharing methods may not work when sharing between older devices or across Android and iOS platforms. Nearby WiFi sharing also requires close proximity between devices to facilitate a secure information exchange.
While password managers and device-specific features are the best options for secure password sharing, there are other methods you might consider:
- Encrypted Messaging Services – Services like Signal, WhatsApp, and Telegram use end-to-end encryption, making them a better choice than a standard text message or unencrypted email for sharing a password. However, this method exposes the password, and you’ll have no control over it once it reaches the recipient.
- Secure File-Sharing Platforms – Platforms such as Box and SpiderOak are designed for encrypted data transfer. They offer increased protection when you need to exchange details in text documents and are an alternative medium for conveying encrypted passwords. Of course, the recipient will still have an unsecured copy of the password in a file on their device after the transfer is complete, which represents a security vulnerability.
- Temporary Passwords – Services like Dropbox and OneDrive provide temporary passwords and one-time links for limited access to files and folders. This is a good option if you need to grant access to an account for a specific task or for troubleshooting.
It’s important to note that these options are not risk-free, as messages can be intercepted and breaches are always possible. I recommend sticking to password managers like 1Password for the highest level of security when sharing saved passwords.
Protecting yourself often means knowing what not to do. Here are some common password-sharing mistakes that drastically increase the risks for your data:
- Plaintext Emails – This might be the least secure way to send passwords. Sending passwords via standard, unencrypted email represents poor security practice, as emails can be easily intercepted and read by unauthorized individuals. In addition, if they’re not thoroughly removed, they can be accessed at a later date by anyone using the email account.
- SMS Text Messages – While convenient, plaintext SMS messages are also a non-secure channel. They can be stored on mobile carriers’ servers and are vulnerable to interception.
- Written Notes – Leaving passwords on sticky notes, scraps of paper, or even as notes stored on your phone means that anyone with access to the device can potentially hack your accounts.
- Password Spreadsheets – Some business teams use shared spreadsheets to log all their passwords. This means that anyone who is able to access the file will have immediate access to all your commercial accounts – putting you and your business at enormous risk.
- Verbally – Sharing passwords verbally over a phone line is relatively safe, but it can still put you in danger if calls could be overheard or monitored. Equally, it’ll be difficult to spell out complex passwords that are over a dozen characters long and include a mix of letters, symbols, numbers, and cases.
While sharing passwords always carries some risk, the methods explored in this guide can minimize the dangers you face. Using a reputable password manager like 1Password remains the safest and most efficient way to share passwords, with secure sharing features, superior encryption, and convenient access management.
If you want to share passwords outside of a password manager, consider the sensitivity of the information and choose secure transfer methods like device-specific tools, encrypted messaging apps, and secure file-sharing platforms – but keep in mind that these approaches can expose you to serious risks. Never fall back on non-secure practices like sending logins via unencrypted emails or SMS.
By following these strategies, you can help maintain robust password security for yourself and your family or business. If you’re not already using one, consider checking out the best password managers on the market to streamline password sharing and protect your online accounts.