All you need is Word or Excel (other word processing and spreadsheet programs are available!)

PadlockIn my last blog post, I found another reason for not re-using passwords.

However, the problem a lot of my IT support clients complain of is that they just can’t keep track of multiple passwords and that that is a reason for re-using the same one or two. The complete solution is probably to use a password manager such as LastPass or Safe in Cloud, but this seems to be overkill for a lot of people and just seems to make the situation even more complicated. And one thing we do know about computer software is that if it is too complicated or difficult to use then people will not use it.

What we need, therefore, is something simple, readily to hand, and quick enough to use that it is not a horrendous chore to keep up to date.

To begin with, what is the data that we need to keep? My recommendation is that, every time you need to create a new account and password, you record the following information:

  • Today’s date – you may think that is superfluous, but it may help you decide which of two passwords is correct if you’ve written it down in two different places. Also, if you get locked out of your Google account, for instance, one of the questions they ask during the process of convincing them that it is, indeed, your account, is the date that you created the account.
  • The username on the account – this is probably, but not necessarily, an email address. And most of us have several of those. If you are having trouble getting into an account and you might have used one of three emails accounts as the username and one of three passwords that you habitually re-use (!), then there are already nine combinations that you might have to try. Add the complexity of “was the first letter a capital?” and “did I add 99 at the end of the password?” and you are very quickly into the realms of thousands of possible combinations. Just right the username down as soon as an account is created and avoid all that grief.
  • The password – natch.
  • Other information -such as the web address of where you actually get into the account. Note that both Excel and Word will automatically create clickable links to web addresses that they find in any worksheet/document.

ConfusedWhether you use a word processing document or a spreadsheet is just a matter of choice and I’ll leave the formatting of the document/worksheet to you. Personally I would use Excel and place one username/password combination on each row.

Now for the important point – you are strongly advised to password-protect your document/worksheet. This is how that’s done in Office 2016 (which is the same as Office 365):

The process is exactly the same in Word as in Excel except that Word refers to “documents” and Excel refers to “worksheets”:

  • Click on the “File” menu (top left of Word or Excel window)
  • Click on the box with “Protect Document” (or “Workbook”) written in
  • Click on “Encrypt with password”
  • Type your new password in the box provided and then click on “OK”
  • Type the same password again (to ensure that you typed the password as you intended)
  • Save your document/workbook by clicking on “Save” in the left sidebar

HappyOf course, you could use other word processing or spreadsheet programs for this, but I do recommend that you use one in which you can password-protect your document/worksheet.

Are the days of the post-it note numbered? As far as passwords are concerned, they certainly should be.

© 2011-2018 David Leonard
Computer Support in London
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