Are you still sharing passwords by email or Teams?
If so, you’re not alone, but it’s a habit worth breaking.
Sending passwords in emails, chat messages, or text messages may seem convenient, but it increases the risk of unauthorised access if those messages are intercepted, forwarded, or left sitting in inboxes.
Fortunately, there’s a simple solution: use a password manager.
Why sharing passwords by email is risky
When you send a password in an email or chat message:
- It may remain in someone’s inbox indefinitely.
- It can be forwarded accidentally.
- It could be exposed if an account is compromised.
- You lose control over who has access to it.
Even internal messages should never be treated as a secure way to share credentials.
What is a password manager?
A password manager is a secure, encrypted vault that stores your passwords in one place.
Rather than remembering dozens of passwords, or sending them to colleagues, you can securely store, generate, and share credentials when needed.
Many password managers also let you share access to an account without revealing the actual password.
Five steps to stop sharing passwords insecurely
1. Choose a trusted password manager
Look for a solution designed for business use with features such as encrypted storage, secure sharing, and multi-factor authentication.
Already using Microsoft 365? While Microsoft offers password-related features (such as passkeys and Microsoft Authenticator), many businesses benefit from a dedicated password manager for secure credential sharing, team vaults, and administrative controls.
2. Store your passwords securely
Move passwords out of emails, spreadsheets, notebooks, and sticky notes into your password manager.
3. Create strong, unique passwords
Avoid reusing passwords across multiple accounts. A password manager can generate complex passwords for you.
4. Review your password security
Most business password managers, include built-in security reports that help identify weak points across your saved credentials. These reports can highlight:
- Exposed passwords – Passwords found in known data breaches.
- Reused passwords – Passwords used across multiple accounts.
- Weak passwords – Passwords that are easy to guess or crack.
- Inactive two-factor authentication (2FA) – Accounts that would benefit from an extra layer of protection.
- Unsecure websites – Logins saved for websites that don’t use secure HTTPS connections.
Reviewing these reports regularly makes it easy to identify and fix vulnerabilities before they become a security issue.
5. Share passwords securely
Instead of emailing login details, use your password manager’s secure sharing feature to give colleagues access.
6. Enable Multi-Factor Authentication (MFA)
Protect your password manager with MFA for an extra layer of security.
Quick checklist
Before sharing a password, ask yourself:
✔ Am I using a password manager?
✔ Is this password unique?
✔ Is MFA enabled?
✔ Am I sharing access securely instead of sending the password?
If the answer to any of these is “no”, it’s worth taking a few minutes to improve your security.
Need help?
Whether you’re looking to implement a password manager, improve your password policies, or strengthen your overall cyber security, Freestyle TS can help.
Contact us today to find the right solution for your business.
