How to Share Passwords Securely: Best Practices for Individuals & Businesses

In today’s digital world, sharing passwords is sometimes necessary—but doing so improperly can lead to security risks, unauthorized access, and data breaches. Whether you’re sharing credentials for work, with family, or for personal accounts, knowing how to share passwords securely is crucial.

This guide covers the best methods for safely sharing passwords while minimizing risks and ensuring secure password management.

Why Secure Password Sharing Matters

Passwords protect access to sensitive accounts, financial data, and private information. If shared improperly, they can be stolen, misused, or even exposed in cyberattacks. Best practices for how to share passwords securely help prevent unauthorized access and keep your data safe.

 

Best Ways to Share Passwords Securely

1. Use a Password Manager (Recommended Method)

The safest and most reliable way to share passwords is through a password manager like NordPass or 1Password. These tools allow you to securely share credentials without exposing the actual password in plain text, making them an ideal solution for how to share passwords securely.

Benefits of Password Managers for Sharing Passwords Securely:

• End-to-end encryption ensures only authorized users can access the shared password.
• Access tracking allows you to see who has access and update passwords when needed.
• Easy revocation enables you to remove access if it’s no longer needed.
• Temporary access options allow users to log in without knowing the actual password.
• Cross-platform accessibility makes it easy to retrieve passwords from different devices.
• Multi-user management allows businesses to grant and revoke access efficiently.
• Dark web monitoring alerts you if a shared password appears in a data breach.
• Password health checks identify weak or reused passwords within your shared credentials.
• Secure team sharing features streamline password access within organizations.

✅ Recommended Password Managers:

• NordPass – Secure, encrypted password sharing with a user-friendly interface, ensuring the best way to share passwords securely.
• 1Password – Strong security features and easy team collaboration for secure password sharing.

2. Send a Temporary Password & Let the Other Party Set Their Own

When possible, generate a temporary password and allow the other party to change it once they log in. This method enhances how to share passwords securely by ensuring that the shared credentials remain in use only for a limited time.

How to Share Passwords Securely Using Temporary Credentials:

1. Set a random, one-time-use password.
2. Send it through a secure channel (see below).
3. Ensure the recipient updates the password immediately upon login.
4. Delete the temporary password after use.
5. Enable one-time login links where supported, which expire after first use.

This method ensures long-term security because you don’t have to worry about an old shared password being misused later.

3. Use Secure Encrypted Messaging for One-Time Sharing

If you must share a password manually, avoid sending it via email, SMS, or unencrypted chat apps. Instead, use:

• Signal or WhatsApp (with disappearing messages enabled) for temporary password sharing securely.
• ProtonMail for end-to-end encrypted email exchanges.
• Bitwarden Send – A secure, password-protected sharing option built into the Bitwarden password manager.
• Telegram Secret Chats – Provides end-to-end encrypted, self-destructing messages.

⛔ Avoid sharing passwords through:

• Plaintext email (easily intercepted)
• SMS/text messages (vulnerable to SIM swapping attacks)
• Public or unsecured messaging platforms

4. Split Passwords into Two Parts (Last Resort Method)

If you don’t have access to a password manager and must share a password manually, break it into two parts and send them separately to ensure how to share passwords securely.

1. Send the first half via one secure channel (e.g., encrypted email or Slack).
2. Send the second half through another secure channel (e.g., a phone call or Signal message).

🔹 This method adds a layer of security, but it is not as safe as using a password manager.

5. Use a Dedicated Business Password-Sharing Platform

For businesses that need to manage multiple shared credentials, consider dedicated enterprise password-sharing platforms that provide the best practices for how to share passwords securely.

• Role-based access control (RBAC) to ensure only necessary personnel have access.
• Audit logs to track who accessed which passwords and when.
• Team-based access management to assign credentials to departments securely.
• Integration with multi-factor authentication (MFA) for enhanced security.
• Temporary password vaults for sharing credentials with external contractors.

Popular business password-sharing solutions include 1Password Teams, LastPass Business, and Dashlane for Business.

How to Track Shared Passwords & Update Them

Why Tracking Matters

Many people forget which passwords they’ve shared, making it difficult to update or revoke access when needed. A password manager helps solve this by keeping track of shared credentials.

✅ How to Share Passwords Securely While Keeping Track:

• Use NordPass or 1Password to monitor shared credentials.
• Maintain an audit log of shared passwords and access permissions.
• Set reminders to update shared passwords periodically.
• Use time-sensitive access controls to automatically expire shared credentials.
• Implement security alerts that notify you when shared passwords are accessed.

When to Update a Shared Password

• When an employee, freelancer, or collaborator no longer needs access.
• If you suspect the password was exposed or compromised.
• If the password hasn’t changed in a long time.
• After a security incident or data breach.
• When transitioning to a new IT security policy.

Final Thoughts

The best way to share passwords securely is by using a password manager like NordPass or 1Password. These tools allow for encrypted sharing, access tracking, and easy updates, making them the safest choice.

For businesses, using enterprise-level password-sharing platforms with role-based access control and audit logging is highly recommended.

If a password manager isn’t an option, consider temporary passwords, encrypted messaging, or split-sharing as alternative methods—but always ensure shared credentials are tracked and updated regularly.

🔐 Stay secure! Implement these password-sharing best practices to keep your accounts safe from unauthorized access. If you represent a business and you’d like to know more, contact us.