How to Use a Password Manager: A Beginner's Guide

A password manager stores all your passwords in an encrypted vault and fills them in for you. You remember one strong master password, and the manager creates and stores a unique password for every account. It is the most practical way to stop reusing passwords, which is one of the biggest security risks people face.

Choose a manager

Built-in options include the Apple Passwords app on Mac and iPhone, Google Password Manager in Chrome, and Microsoft Edge's password manager. Dedicated managers such as Bitwarden, 1Password and Dashlane offer more features across devices. Choose one that works on all your devices and has a clear security record.

Set up a strong master password

Your master password unlocks everything, so make it a long passphrase you can remember, as described in how to create strong passwords. Do not store it on a note on the same device. Write it down only if you keep the paper somewhere safe.

Move your existing passwords

Export passwords from your browser only if you are sure the file will be deleted after import.
Import them into the password manager, or let the manager guide you through saving each one as you sign in.
Delete the exported file securely after the import.
Change the weakest and most important passwords first, starting with email and banking.

Use the generator

When you create an account or change a password, use the manager's generator to create a random password of 16 characters or more. The manager saves it for you.

Turn on two-factor authentication

Protect the password manager itself with two-factor authentication where available. A security key or an authenticator app is best. Keep the recovery code in a safe place.

Check the vault regularly

Many managers report weak, reused and breached passwords. Review this list every few months and fix what it shows.

Frequently asked questions

Is it safe to store everything in one place?

The vault is encrypted, and it is much safer than reusing passwords or writing them on sticky notes. The main risk is the master password, so protect it carefully.

What if I forget the master password?

Most managers cannot recover it, because they do not store it. Set up the recovery options the manager offers, and keep them safe.

Share safely with family

Many password managers offer family plans or shared folders. Use them to share access to streaming accounts, a shared bank account or the Wi-Fi password, rather than writing those details in a message. Remove access when a person no longer needs it, and review shared items once a year.

Keep the emergency kit ready

Store the master password recovery details in a sealed envelope or a safe, along with instructions for a trusted person. Explain how to access the vault if you are unavailable. This protects your accounts and your family if something happens to you.