Password sharing best practices

With the sheer number of online accounts created for work, shopping, entertainment, and communication, it’s easy to lose track of passwords or fall into the trap of reusing the same one across multiple sites. This can put sensitive information, such as confidential data and credit card details, at risk. 

Password sharing, when done securely, offers significant advantages for both individuals and teams. In a professional setting, it enables team members to access shared accounts — such as social media platforms, project management tools, or client portals — without compromising security. For families and individuals, it means everyone can enjoy streaming services or online subscriptions without the hassle of managing multiple logins. 

In the interest of convenience, people often resort to sharing passwords via unsafe means such as unencrypted email platforms, spreadsheets, text messages, or sticky notes. These methods are not secure. Fortunately, it is entirely possible to source practical and effective solutions for those who want to protect sensitive data while also striking a balance between usability and security. The key to safe password sharing lies in using a password manager that allows users to share passwords through secure links and end-to-end encryption.

Many people will default to sharing passwords verbally or via email, so it’s worth addressing how to engage in both non-digital and digital sharing methods safely. When sharing sensitive information verbally or via email or messaging platform, remember to be politely paranoid and use two-factor communication to verify someone’s identity before fulfilling a request.

Verbally sharing passwords should be done in person or over a secure call, with the understanding that there are potential risks involved (e.g., overheard conversations). This strategy is likely best suited for those sharing a limited number of passwords with 1-2 people, rather than a larger group. It also may not be as quick and convenient as sharing digitally.

Those who are busy with family obligations or remote workflows may find it tempting to share passwords via email. However, for cases where sensitive information must be shared digitally via email or a messaging platform, security experts recommend using dedicated encrypted communication tools, such as Bitwarden Send. Services like this create encrypted links that can be password-protected, set to expire automatically, and deleted after viewing, providing robust security specifically designed for sensitive information.

The most secure option for sharing passwords is to use a dedicated password manager. Bitwarden is architected with end-to-end encryption to secure all credentials and critical data in an encrypted vault. Only the Bitwarden user can decrypt their vault by entering their unique master password. Nobody else, not even Bitwarden staff, can access user passwords or any other information in the vault.

Bitwarden offers advanced sharing features with user-friendly solutions. Users who wish to share passwords with a team or their family can create an Organization for that group. Within an Organization, users can further organize their vault with collections, which are groups of related logins that can be shared with specific users. This setup is most advantageous for businesses and families that need to securely share multiple passwords. Admins can easily control access levels for each user within an Organization to prevent full-company access to highly sensitive credentials, or for parents to limit children’s access to logins for certain streaming services.

Bitwarden Send is the most appropriate solution for secure file sharing outside of a password manager. Bitwarden Send enables users to create a new Send that includes a file with sensitive information. You can make a secure one-time link to deliver sensitive information, and once the link is viewed, the content is deleted and cannot be retrieved or reaccessed. Bitwarden Send allows users to:

• Send secure texts and secure links

• Send files

• Set an automatic deletion date

• Set an expiration date so that links expire after a certain time or a specified number of accesses, and expired links are no longer valid

• Set a maximum access count

• Create a password that users will need to access the send

• Add notes

• Hide your email address from recipients using Bitwarden Send

• Manually deactivate the Send so no one can access it

There are numerous benefits to utilizing a comprehensive password manager at work and home. They include:

• Enhanced security that stems from enabling users to create, store, and manage strong, unique passwords, thus reducing the risk of data breaches caused by weak or reused passwords

• Centralized approach that organizes credentials and makes it easier for administrators to grant or revoke access as needed

• Reduced ongoing risk of relying on plain-text files or manual logs

• Ability to update shared passwords instantly without multiple messages

• Convenience with features such as autofill for login, which streamlines the process of logging into accounts

• Cross-platform accessibility via mobile devices, laptops, and desktop computers

• Meeting compliance requirements that may necessitate the use of a password manager or another solution that allows for strong internal controls and reduced cybersecurity risks

For those interested in more advanced password management options, Bitwarden offers a secrets management solution for developers and DevOps teams who are keen on securing their infrastructure and machine secrets. The Bitwarden Secrets Manager centralizes secret storage in a single, end-to-end encrypted solution that offers audit trails of secret access operations and minimizes the risk of data breaches and data leaks.

Effective password management is crucial for teams, particularly in business environments where multiple individuals require access to shared resources. IT teams and administrators can utilize password managers to securely store and distribute credentials, ensuring that sensitive information is accessible only to authorized team members. With features that allow the generation of unique passwords for each account, password managers help prevent the common pitfall of password reuse, which can lead to data breaches. 

Onboarding new team members becomes more streamlined, as access to necessary accounts and confidential information can be granted quickly and securely. Additionally, password managers make it easy to share sensitive information, such as credit card numbers, confidential files, or client credentials, without exposing data to unnecessary risk. By centralizing password management, teams can maintain better control over who has access to what, protect their accounts, and ensure that all shared information is managed securely and efficiently.

Besides dedicated password managers, users should also follow commonsensical tips to ensure that password sharing is as secure as possible. These include:

• Using strong and unique passwords and passphrases

• Never reusing passwords or passphrases

• Always confirming receipt identity

• Only sharing passwords with those who need access

• When possible, utilize two-factor authentication (2FA) to add an extra layer of security

• When clicking on a link, verify that it is a secure link arriving from a trusted source

While convenient, standard messaging applications, such as Slack, WhatsApp, or Microsoft, do not offer the same level of security as dedicated password managers. Readers curious about the scaling process of sharing passwords can read more in this article about team-focused password sharing strategies.

Password sharing is an everyday necessity in both personal and professional life, but it must be approached with security in mind. By utilizing a password manager equipped with secure password-sharing features such as end-to-end encryption, safe links, and robust access controls, users can confidently and securely share sensitive information without exposing themselves to unnecessary risk. Users can also share passwords in a secure verbal exchange, encrypted emails, or lean on offline password vaults. Overall, these solutions empower users who want to avoid insecure password exchanges that may lead to data breaches or the theft of valuable data. Learn more about methods for safely sharing passwords at work and at home to take ownership, feel a sense of agency, and safeguard data.