Password Managers: Your Digital Vault and How to Use Them Safely
10 July, 2025
In today’s digital landscape, password security is more important than ever.
With countless accounts, services, and platforms requiring unique passwords, it’s easy to feel overwhelmed,and all too tempting to simply jot down your passwords in a handy pad of paper or Notes app. As any cybersecurity expert worth their salt knows, this can be an open invitation for cybercriminals, and risks putting your personal information in the wrong hands.
This is where password managers come into play: think of them as your digital vault, securely storing and organising your passwords so you don’t have to. Just like any security tool, however, using them incorrectly can expose you to risks : this is an area where knowledge is power. To help, we took a closer look at the best practices for using password managers safely, and highlighted some of the most common pitfalls to avoid.
Why password managers matter
Every day, we all access a multitude of online services, from email accounts to banking apps, and online shops to social media platforms. The average person might have dozens of accounts, each requiring a different password and, for most of us, remembering each unique combination can feel impossible. This overwhelm is why many individuals and businesses turn to password managers, which store your login credentials in an encrypted, secure location.
By using a password manager, you only need to remember one strong master password. The manager handles the rest, creating complex passwords for each site and automatically filling them in when you log in. This not only saves you time, but also boosts your security by ensuring you’re not using the same password across multiple sites.
The Best Password Managers for the Job
There are many password managers available, each offering a different set of features. When choosing one for your business or personal use, consider elements such as overall security, ease of use, and any additional functionality such as password generation and syncing across devices. Some of the most popular and trusted options include:
- LastPass – A widely used password manager that offers both personal and business plans. It features a secure vault, two-factor authentication, and allows for easy password sharing within teams.
- 1Password – Known for its user-friendly interface and advanced security features, 1Password allows you to securely store not just passwords but also credit card details and secure notes.
- Dashlane – Dashlane offers an intuitive interface and includes features such as password health reports, dark web monitoring, and VPN for secure browsing, making it a great all-in-one security tool.
- Bitwarden – An open-source password manager that’s particularly attractive to tech-savvy users. It offers a strong set of features with a transparent security model.
- Keeper – A robust solution for businesses, Keeper provides advanced features like secure file storage, password sharing, and reporting tools for team management.
Best practices for using a password manager
Password managers have plenty of pros but even the best password manager is only effective if used properly. Here are some essential tips to ensure you’re getting the most out of your tool:
- Create a strong master password – Your master password is the key to accessing all of your stored information, so make it strong. Ideally, it should be long (at least 12 characters), unique, and a mix of letters, numbers, and symbols. Avoid using easily guessable information like names or birthdays.
- Enable Two-Factor Authentication (2FA) – Most password managers support two-factor authentication. This adds an extra layer of security by requiring you to provide something you know (your password) and something you have (a verification code sent to your phone, for example).
- Use the password generator – Password managers typically include a built-in password generator that creates strong, random passwords for each website you visit. Always use this feature rather than creating your own passwords, which might be easy to guess.
- Keep software updated – Make sure your password manager is always running the latest version. Updates often contain important security patches that protect against newly discovered vulnerabilities.
- Backup your vault – While password managers are generally very secure, it’s important to back up your vault in case of an emergency. Some tools offer encrypted backups to ensure that your data remains safe even if something happens to your device.
- Use vault sharing for teams – If you’re managing multiple accounts for your team or business, use the sharing functionality in your password manager. This allows team members to access the passwords they need while maintaining tight control over permissions and visibility.
What not to do: avoiding common mistakes
Sometimes, knowing what not to do can be just as useful as following the instructions - especially when it comes to cybersecurity. Password managers come with their own set of best practices, and there are some key mistakes to know about and avoid - remember, knowledge is power.
- Don’t use the same password everywhere – One of the biggest security mistakes you can make is using the same password across multiple accounts. If one site is compromised, all of your accounts are at risk. Thankfully, a password manager eliminates this risk by creating unique passwords for each login.
- Don’t write your passwords down – Writing your passwords down on paper or storing them in an unsecured app, such as Notes, is a surefire way to expose yourself to risk. A password manager is designed to keep your credentials secure, so use it instead.
- Avoid storing sensitive information unprotected – While password managers are excellent for storing passwords, they should not be used for storing highly sensitive data such as credit card information, medical details, or personal notes unless the tool supports encrypted storage for such data.
- Don’t share master passwords – It might be tempting to share your master password with someone you trust, but this defeats the purpose of using a password manager. Keep the master password to yourself, and instead, use the password manager’s built-in sharing features for sharing access to specific accounts.
- Neglecting regular audits – Just like any aspect of cybersecurity, password security requires regular review. Many password managers offer features that can identify weak or reused passwords. Take the time to regularly audit your stored passwords and make changes when necessary.
Final thoughts
In an increasingly digital world, password managers offer a secure, efficient way to manage your online accounts. By following best practices and avoiding common mistakes, you can make sure that your digital vault remains safe from cyber threats. With so many options available, there's no reason not to take advantage of this essential tool. A little effort up front can go a long way in protecting your sensitive data, and in turn, the security of your business and personal information.
If you haven’t already, now might be the perfect time to set up a password manager and start taking your digital security seriously. It’s an investment in both convenience and safety that pays off every day.
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