KeePassXC Password Management: The Optimal Program Recommended by IT Professionals
This is the password management program I use for work.
It’s been so valuable to me that I wanted to share it with you.
Stop storing your work passwords in Excel files.
Important passwords should be stored in personal files that no one else can access.
This is especially true for IT administrators—KeePassXC is incredibly useful.
KeePassXC is a leading open-source password management tool that’s completely free and works seamlessly across any operating system or mobile environment.
This article covers the essentials of using KeePassXC.
Introduction to KeePassXC
KeePassXC is a free, open-source password management program.
All information stored in KeePassXC is saved in an encrypted kdbx file protected by a master password.
Only someone who knows the master password can open the kdbx file.
It works on Windows, Mac, and Linux. By installing a web browser extension, it can automatically fill in usernames and passwords when you visit websites.
In other words, it offers the same functionality as Apple Passwords or Google Password Manager, but it’s a password management tool you fully control without relying on external platforms.
Many people used to record passwords for each system in documents like Excel when performing system administration tasks.
This often led to incidents where PC data was leaked, exposing all critical system passwords and resulting in server hacking.
Some might say they password-protect their Excel files, but as you know, Excel passwords can be cracked—it’s just a matter of time.
If your job requires managing numerous system IDs and passwords, KeePassXC is the optimal solution.
Those who record passwords for critical information systems in Excel or text files must switch to KeePassXC immediately.
There are many cases where malicious actors leak PC files, exposing passwords for major information systems along with them.
You might ask, “Can’t I just password-protect the Excel file?” But Excel passwords can be cracked.
If you’re an IT administrator managing many systems, just trust me and try KeePassXC. You won’t regret it.
Key Advantages
Simplicity
It’s surprisingly straightforward.
When switching PCs, simply save your well-protected kdbx file to the new computer and reinstall KeePassXC.
Load the kdbx file in KeePassXC, enter your master password, and all your saved passwords will be right there.
Free
I spent a long time searching for a 1Password alternative,
and I found KeePassXC, which fits my needs perfectly.
If cost isn’t an issue and you prefer not to deal with configuration, just use 1Password.
Multi-OS Support
It’s incredibly convenient for those who use both Windows and Mac like I do.
Install KeePassXC on both Windows and Mac, share the kdbx file between them, and you can manage passwords identically on both computers.
It was developed as open source from the beginning to support multiple operating systems simultaneously.
You can even use compatible apps to access it on mobile devices.
Freedom
Apple Passwords is only useful for Apple users with iPhones or Macs.
While you can use Google Password Manager on Android and PC, it feels uncomfortable to entrust your critical information to Google.
In contrast, with KeePassXC, you personally store the most important kdbx file.
You don’t need to worry about Apple or Google policies, and you can manage it freely on any operating system or device.
Installing KeePassXC
You can download it from the official website at https://keepassxc.org.
It supports Windows, macOS, and Linux, so download the installer file you need.
Once you start the download, a notification will appear indicating you can install browser extensions.
Browser extensions are essential. First, let’s complete the basic program setup—I’ll explain the extensions later.
Run the installer to begin installation. Just complete it using the default options.
If you’re using a Windows PC, you might encounter an MSVCP140.dll error.
If this happens, download and install the MSVC Redistributable package shown on the initial download page.
Setting Up Your Master Password
When you first launch KeePassXC, you’ll see a screen like the one below.
Think of a database as the space where your passwords are stored.
If needed (though I don’t do this), you can create multiple databases to organize your passwords into categories.
Click the Create new database button.
You can name the database anything you like.
You can specify the encryption format, but using the defaults is perfectly fine. I always use the defaults.
This part is critical.
Enter your master password.
You must remember your master password. If you forget it, there’s no way to recover it.
Next, specify where to save your password database file.
You can choose any filename you want. Since all your passwords are stored in this file, moving it to another computer transfers your entire password history intact.
The program setup is now complete.
Enter the master password you just created to access the program.
To add a website password, click the + button in the top menu.
Enter a title, username, and password. If you enter the URL accurately, your username and password will be automatically filled in when you visit that website.
Setting Up Browser Extensions
Let’s install a browser extension to enable automatic password filling.
Click Settings in the top menu, then click Browser Integration in the left menu to open the settings screen.
Clicking any of the browser links will take you directly to that browser’s extension installation page.
Here’s what appears when you click Google Chrome.
Once the Chrome extension page opens, click “Add to Chrome” to install the extension.
Right after installing the extension, it won’t automatically connect to KeePassXC.
The KeePassXC icon in Chrome will show a red X, indicating the connection is broken.
Click the KeePassXC icon. If a message says it cannot connect, press the Refresh button to attempt reconnection.
The KeePassXC window will activate and ask for an identifier name. I simply enter the browser name, like “Chrome.”
The identifier name doesn’t seem particularly important.
Now Chrome and KeePassXC are successfully connected.
The KeePassXC extension button in Chrome will turn green.
Now navigate to a website’s login page.
You’ll see the KeePassXC icon on the right side of the login fields.
Click this icon to automatically fill in your username and password.
For websites you’re visiting for the first time, a prompt will ask if you want to use auto-fill for your username and password.
I check Remember to ensure it always fills automatically.
Now for an important security feature.
In the settings, you’ll find the option Lock databases after inactivity of.
Enable this option to make KeePassXC lock automatically.
Even if you step away briefly, others won’t be able to access your passwords.
This is crucial for information security.
My Experience Using KeePassXC
I try to avoid being tied to any specific platform whenever possible.
I use both Windows and Mac, and I switch between various web browsers like Chrome, Edge, Firefox, and Safari.
Using different operating systems and browsers helps me understand each system’s unique characteristics.
In my setup, being able to automatically fill passwords across all browsers without being locked into Chrome or Apple is a huge advantage.
Not being tied to a specific company’s ecosystem is more important than you might think.
It gives me the freedom to switch to any environment I want, at any time.
Moreover, every website I manage has a unique username and password, and managing these complex passwords with just one master password is incredibly convenient.
Honestly, I used to reuse similar password patterns across multiple sites.
But now I use completely different, complex passwords for each site.
KeePassXC remembers them all for me.
Having to enter the master password each time might seem cumbersome at first, but once you get used to it, it actually becomes reassuring.
Even if someone accesses my computer while I’m away, they can’t do anything without the master password.
Best of all, it works perfectly even on computers in closed network environments without internet access!
This is a crucial advantage for IT administrators.
Cloud-based password managers become useless in air-gapped environments, but KeePassXC has no such limitations.
Just copy a single file and you’re good to go.
I’ve tried countless password management methods over the years.
I’ve organized passwords in Excel, used paid services, and relied on browser built-in features.
But now I’ve completely settled on KeePassXC.
It’s free yet rivals paid tools in functionality, and I appreciate having full control over my data.
It’s been such a valuable tool for me that I confidently recommend it to you.
Especially if you manage passwords for numerous systems at work, you should definitely give it a try.
You won’t regret it.
Similar Programs
There are several password management programs besides KeePassXC.
The right tool depends on your environment and needs, so here’s a brief overview of the main options.
Platform-Native Solutions
If you use Apple devices, there’s Apple Passwords. If you use Android and Chrome, there’s Google Password Manager.
Honestly, these solutions are incredibly convenient—no setup required and they sync automatically.
They’re perfectly good choices for most users.
However, their limitations are clear.
Apple Passwords only works properly within the Apple ecosystem, and Google Password Manager is primarily optimized for Chrome and Android.
This inevitably causes inconvenience for those who use multiple platforms.
And as mentioned earlier, security when you’re away from your device is weaker, which is concerning.
Anyone can access your passwords as long as the browser is open.
Commercial Cloud Services
1Password is the most well-known premium password manager.
Its UI is sleek, features are comprehensive, and password sharing for families or teams works seamlessly.
Many companies use it, and it’s genuinely an excellent service.
However, it’s paid—$2.99 per month for individuals and $4.99 for families.
Over several years, that adds up to a significant amount.
LastPass was once the most widely used service.
I even used it briefly myself.
However, it lost trust after security breaches in 2015, 2021, and 2022.
The 2022 incident was particularly severe, involving leaked user data.
Many users subsequently migrated to other services.
Dashlane is a premium service similar to 1Password.
It includes additional features like VPN and dark web monitoring, making it popular among security-conscious users.
However, it’s also paid and similarly priced.
Bitwarden is somewhat unique.
It’s open source while offering cloud synchronization.
Most features are available on the free plan, and the premium plan is affordable at around $10 per year.
You can even run your own server, making it a good choice for companies wanting to build their own password management system.
It shares the most similar philosophy with KeePassXC.
Why Choose KeePassXC
So why should you choose KeePassXC?
It’s completely free.
No subscription fees, no feature restrictions.
You can use all features for free, forever.
Paid services cost around $3 per month, but over several years, that becomes a substantial amount.
You directly control your data.
All your passwords live in a single kdbx file, and you decide where to store it.
It’s not stored on some cloud service’s servers—it’s entirely in your hands.
Even if the company goes under or the service shuts down, your data remains safe.
It works perfectly offline.
No internet? No problem at all.
This is a decisive advantage for IT administrators working in closed network environments.
Cloud-based services become unusable when internet connectivity drops.
Strong physical security with master password and auto-lock.
It automatically locks whenever you step away, requiring your master password to access it again.
This approach might seem inconvenient, but it’s actually the most reliable security method.
Of course, there are drawbacks.
It doesn’t automatically sync across all devices like cloud services do.
You must manage the file manually.
However, placing your kdbx file in Dropbox, Google Drive, or OneDrive allows access from multiple devices.
It’s not automatic, but it’s not particularly inconvenient either.
Ultimately, the choice is yours.
If convenience is your top priority, platform-native solutions or paid cloud services might be better.
But considering security, freedom, and cost, KeePassXC is the best choice.
After trying various options, I settled on KeePassXC and have been satisfied with it ever since.
See ya!