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How to use Keepass

Keepass open-source password manager

Reading time: 4 minutes

Keepass is an open-source password manager. You can read why you should use a password-manager in this article.

One of the biggest benefits, besides having all of my user accounts and passwords stored in one safe place, is that I do not have to think about my passwords anymore. No need to care how complicated my passwords really are.

Open source password manager Keepass

Figure 1: Open source password manager Keepass

Password managers are made to support you with the following functions:

  • store account information
  • generate passwords for accounts
  • open and search for existing accounts
  • and most important: copy and paste the values from the password manager into the web browser during the login process.

Once you are asked to provide you user credentials, you simply:

  • open your password manager
  • search the entry which stores your credentials for the service in question
  • copy-and-paste the related data from it

Example:

Clip 1: Use username and password during login

Stay strong, you can do this!

As I said, different Keepass versions exists. These are my favourites:

Keepass uses a password database file to store user account information. If you don’t already have one, the first step is to create this database file.

Steps:

  • open your Keepass client
  • choose a name and location for the database file
  • set a strong master password: I use a sentence including whitespaces, numbers, punctuations and correct capitalization. It should be at least 16 characters long.
  • make sure to save your database before leaving Keepass.

Example:

Clip 2: Create a new password database file

I use the show password button to track down the spelling mistake I had in the master-password.

Make sure to transfer all your existing accounts into Keepass. Using it should be a habit. In case you realize that several accounts have the same or similar passwords, now is the time to change this.

Steps:

  • create an entry
  • type in the existing password or generate a new one
  • If you have generated a new password you have to update your user details on the services' website.
  • save the database with the new entry

Example:

Clip 3: Create an account entry

Most password manager support data export. This will generate a text file with all usernames and passwords in it.

Attention: The resulting file is very sensible. Do not put it on any cloud service!

Once you have stored your password file at a safe location, you can import it in your Keepass library.

Steps:

  • Open Keepass and your password library
  • Choose from menu “File > Import
  • Select the appropiate service entry (e.g. import from LastPass)

In case you want to access your passwords from more than one device (e.g. your computer and your smartphone) you only have to transfer the database file to your devices. In case you add an entry on your mobile phone to the database you have keep the database files on all devices in sync.

An easy solution for this is to use a cloud storage provider (i.e. Dropbox, GoogleDrive, OneDrive you name it). Just make sure to not open the file on more than one device at the same time. Again, if you do this make sure to use a really strong master password!

Create a new account entry when you need one

From now on, every time you need a new user account. For any kind of website, service, hotline - you name it - you will use Keepass to create it for you.

Let’s say I want to join the global guineapig community on reddit.com. I have to share pictures of my beloved “Fluffy”, but I’ll need an account to do this, first.

Steps:

  • Open the account creation website
  • open your database
  • create an entry in your database for the website
  • generate a password
  • save the database with the new entry
  • copy the new generated password
  • paste the password to use it for the account creation on the website.

Example:

Clip 4: Create an account entry

Use a stored account entry

I come back a few days later to answer a few questions about Fluffys diet. So I have to log-in again.

Steps:

  • open your database
  • search or select the entry
  • copy username and paste it in your login form
  • copy password and paste it in your login form
  • enjoy!

Example:

Clip 5: Use username and password during login

You can edit the entries at any time and change mistakes or add more details. It is possible to order entries in different groups and set icons to better identify them.

Examples:

Clip 6: Edit existing entries

Clip 7: Check your stored data

Some clients do it automatically, but usually you have to press the top left save button when you changed something in your password database file.