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Password Organizer Ideas: Paper & Electronic {Hall of Fame}

A password organizer of some sort is essential these days, to help you keep track of the myriad of passwords that you have set up for websites, online accounts and more.

Why do I think you need some type of system for organizing passwords? Here's three reasons.

Lots of real life password organizer ideas, including those using paper or electronic methods, for organizing passwords and other account information so you, or a trusted loved one in case you're incapacitated, can access this often vital information {on Home Storage Solutions 101} #PasswordOrganizer #PasswordOrganization #OrganizePasswords

First, even if you think you can remember all those passwords, frankly, you can't. Everyone's mind slips sometimes, and you may not log in to certain accounts but once or twice a year, making it difficult under the best circumstances.

Second, it isn't just the passwords you need to sometimes know, but also usernames, what email address you have associated with the account, the name or web address of where to log in, or a myriad of other information.

Third, what happens if you're incapacitated for a while? How would a trusted friend or loved one be able to access the sometimes vital information within these accounts if you are unable to do so if you haven't given them some type of information to go by.

So hopefully you're convinced you need some type of password organizer to help you deal with this information. In fact, I find it so important that I've devoted part of one of the 52 week organizing challenges, the Organize Passwords Challenge, to this task.

What I find the most helpful when doing any type of organizational challenge is, along with reading the general instructions for how to do it, which you can get when you read the challenge article, is to see how those instructions get executed, in real life. These real world example can help me decide what will work best for me, which is the whole point of organization.

That's why I've created this Password Organizer Hall of Fame, to show you what others have done. I've got examples of how you can use either paper or electronic methods for organizing passwords, so you can choose the method that will work best for your needs and personality.

Scroll down to the see them now, and once you've done the challenge for yourself make sure to submit your own photos here of what you accomplished. The best photos will be featured here on the site.

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Use A Paper Password Journal To Keep Track Of This Information

One possibility for keeping track of your passwords is to use a paper password journal. This could be either a spare address book that you use for this purpose, a password organizer book that you purchase that is designed for this exact use.

I've got a couple example photos of these journal organizers from readers to help you get a sense of whether this might be the right choice for you.

The photos above were sent in by a reader, Marion, who said, "For years I've used a separate address book to store all my user name and passwords. I store it right by my computer and because it looks like an address book no one thinks twice about it. It has saved me many a time because I can't remember passwords for the life of me!"

How to use a password journal to keep track of passwords and other information for websites and online accounts, plus more ways to organize passwords {on Home Storage Solutions 101}

Here's another similar book, as shown by photos sent in by Kristi. She said, "I use this little "address" book. It's from the Current store. I love it!"

Password organizer book to keep track of your passwords {featured on Home Storage Solutions 101}

Password organizer book to keep track of your passwords {featured on Home Storage Solutions 101}

Finally, above is another photo from a reader, Karen, who also had one of these books or journals.

If you're looking for pre-made and pre-printed password organizer options here are some you can choose from:

Password Organizer Books {Referral Links}

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Fill Out An Electronic Or Printable Password Organizer Form

Another possible way to organize passwords, which is similar to the method shown above with the journal, is to make your own organizer form, which you can either print and fill out, or electronically update.

The photo above is from a reader, Anna, who created her own form. She said, "I recently created a password-protected document for my passwords and logins. I have tried the little booklet that I would carry in my bag every day--the first two pages fell apart, plus I was always having to go get it and run back upstairs to the computer. I tried a regular document but didn't feel it was a good idea if someone got on my computer and could access the list. This new document is awesome, and I have it saved to my work computer as well as my home computer. Someday, when I replace my malware-infested laptop, I will also save it there."

She included tips for how she likes to organize the information on the form, stating:

"Tips:
* List in Alpha order by site.
* Remind your husband frequently, so he doesn't freak out because he can't find that scribbled note with his passwords on it that you shredded."

Form used to keep track of accounts and passwords on the computer {featured on Home Storage Solutions 101}

Another reader, Marlo, sent in the photo above of a similar password form she has created for herself. She explained, "I created this a few years ago for my bills and frequently used passwords. I keep it in my bill binder which is kept in my bedroom. I also created a similar one for my husband to keep track of his mother's passwords for her household binder as he manages her finances since she's unable, battling dementia."

If you don't want to create your own form, I have already created a free printable password form organizer here on the site that you can use. Grab your copy today!

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Use Password Manager Software Or Apps

Finally, you can also use a password software or app systems to keep track of your passwords. Here are some of the more popular ones, although there are quite a few available.

LastPass (for desktop or laptop, has a free and premium version)

1Password (for iPhone, iPad, and iPod touch); and

If you've got a review of a password manager app or software please share your app review here).

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Comments for Use Password Manager Software Or Apps

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I use note cards
by: Stacy

I put 4x6 note cards on a notebook ring with all my passwords and login information. This way it is compact and easy to find. Plus I can put it on a hook on the back side of my monitor. Out of sight from everyone.

address book
by: Ellen

To organize my passwords I use an address book. The website goes under the letter it starts with and I put my user ID and password with the website. All I have to do is look up the website and there is the info I need.

keep my passwords in a folder in my computer
by: Anonymous

I've kept my passwords in a folder on my computer for years. I know they say that's not the best place, but it's worked. Just give your document or folder a goofy name-- "cartoon favorites" or "hush puppy recipes" -- and I'd think it would be as safe as a written notebook. It's easy to pull up when you need it and safely stored. I print off the document every few months just in case my computer dies.

Almost done with mine
by: Anonymous

I still have to finish organizing my logins in ONE location. We have two computers and a laptop at home, plus my computer at work. So, saving it in Excel spreadsheet on one of the PCs did not work (if I update it on one desktop, the other three are out of date). So, my plan is consolidate everything on one spreadsheet and save it on Google Drive. It can be accessed from anywhere in the world. Also, I subscribed to basic LastPass (free version) - it is a tedious work at first, as I have bunch of couponing/cooking/department stores etc. logins in addition to the banking/financial. LastPass will evaluate strength of your passwords and check if you are using duplicate logins for different sites (I am guilty of this). It also offers to create passwords for you, so in reality all you need is to remember only one, "last" password into LastPass website. I haven't tried that one but hey, if it is nothing really important (for example, a hobby blog or recipes site), then at least I don't have to worry about being hacked.

The document I've created
by: Teresa Williams

I created a document where I keep track of all of my passwords. I gave it a name that tells only me what it is. I email it to myself regularly, with a subject line that also is meaningful only to me. I put what it is, and website, then my login name, then pin code/password, then a description if I feel the need.

What. Membership number. pin code or password. Description.

Rolodex
by: Pam

I use a rolodex to store all my info, from the name of the website, date created, username, password, and credit card name if I've used one. I also include the telephone number, address, and name of person if I've talked to one directly. The rolodex cards are inexpensive and it's easy to keep them alphabetized. I found my rolodex's in resale shops like Goodwill, where they can be purchased very inexpensively. (I was a legal secretary for many years.) I also use several of these files. One is for quilt-related sites, one is for personal contacts, and the really big spinning one is for the many general sites I want to keep track of, including my banks and bills.

tip for password
by: nannyncdia

As an added safety feature, I put my passwords in code. If my list falls into the wrong hands, they will not be able to use it.
For instance, if I want to use my six digit birthday as a password, it would be something like 01/01/17. But on my list of passwords I will record the password as: Birth6 00/00/00 so that only those who know my actual birthday could enter it. Since using different passwords and changing them is so important, You can also create a birth8 password by adding all 4 digits of the birth year, and some people can have a birth4 password if your month and day are single digits etc.

I have a team member number at my job which is specific to me. Not even my family members have this number, so on my password list, instead of writing the actual password, I write 'team +zip'. I know what my password is from the clues, but no one else can get them just from seeing my list.

If there is sensitive info that I want my children to be able to access in case I am unable to do so, I use one child's initials plus birth8 as the password. if I were to pass or be incapacitated and my family sees 'rgb+birth8'on the password list, they will be able to figure out the password easily.
Hope this info helps keep someone else's info safe.

Neat tip
by: Meredith

I have a Word file on the desktop of my MacBook Air.I also have an Indexed book called a 'Where Is It?'book (available from most stationery stores). This is where I keep my passwords. The MacBook is password protected.
A couple of years ago, I found a post about a small e-book called 'The Password Trick'. Basically, you create a password from the name of the site e.g. if you have an Amazon account, your password could start with Ama for Amazon, uppercase, lowercase or a mix, then have a set suffix, a mix of letters, numbers and a symbol. Keep the symbol at the end because some sites don't require it and will drop it if it's the last 'letter'. Example: amaCAT42*, all that changes are the first 3 letters of the site name, or 4 if you need to use more for ID.

Keep it simple
by: Kath

For a number of years I have made an alphabetical list of the website/company name with password and any other info needed (such as which email address was used).I update it every 3 months or so (depending how many times I've had to change the passwords). I keep it in a binder in the midst of other things I need to access daily. I know where it is, but it is not some place most people would think to look. Because I keep it in a binder, it is also in a page protector and I use sticky notes to make changes or additions until I see the need to update the printed copy.

List Master app
by: Jenn O

I use an app called list master. I can build my list with whatever fields I need. The list itself is password protected. You can also password protect the app itself. You can use your fingerprint to open the software too. This works the best for me because my phone is always with me.

DON'T WRITE YOUR PASSWORD DOWN
by: Anonymous

For your desktop...

I would suggest never putting your passwords on paper. This is because it means you have to type them in each time. One of the most common bits of malware is a key logger. It records every key stroke you make, and sends it back to the owner of the key logger. So, your passwords are clearly spelled out for them.

Keep a digital text file of your passwords on a USB. When you need one, plug in the USB. Find the password. Copy it. Then paste it to whatever text field is prompting you for your password. Unplug the USB from your desktop. (If you leave it plugged in that is an open invitation to have them stolen if your computer gets hacked.)

Not fail safe, but a heeluva lot safer than typing it out each time.

Excel, online backup
by: Anonymous

I have an excel spreadsheet. More importantly I use an online service to back up my hard drive, Carbonite. Years ago my computer crashed and I was broken hearted thinking that I had lost all of the baby pictures. The hard drive was sent in and for ~$700 all of the data was recovered. Now For $99/y my harddrive is backed up daily to somewhere other than my computer. My computer crashed again and the company was able to help me return it to a previous backup. And I can log in and view the harddrive contents including the excel password spreadsheet from anywhere.

I use a spreadsheet
by: Anonymous

I created a multi-column spreadsheet in EXCEL with columns for: the name of the vendor, my screen name, the password, additional notes (like account #s or other info related to the vendor, etc.) and a final column just for a code. The code is a letter that allows me to sort by order of importance, banking vendors, and any other grouping I might need - like often-used or seldom-used. This all allows me to sort alpha by any combination of columns, i.e., alpha by often-used vendors, bank/investment/money transfer only, etc.. I use a shorthand (which I understand) for most of my passwords - especially the banking ones. This also allows me to keep a handy printed copy as well as in a file on my computer which cannot be understood by prying eyes. I keep a separate small book with the deciphers of the passwords which I keep in a small, safe place in case of emergency. For example, if the password was 4score my sheet would show 4sxxxx, 4Score would be 4Xxxx, 4SCORE would be 4XXXXX. Anyway, works for me.

Iphone
by: Sharon Lutz

I put mine in my cell phone.

3x5 Card file for Password Organizer
by: Anonymous

I use 3x5 cards in alpha order stored in a 3x5 card file. Portable, easy to delete those I no longer use, and easy to add to.

folder with sleeves
by: Anonymous

I use a folder with sleeves. My passwords are with the title in alphabetical order so I don't have to HUNT for the pwds.

I type in my pswds and add an delete then print only the passes I add or delete on. I put the pages back to back so one sleeve is two sided.

Works for me....I LOVE the alphabetical order ..

ie: Amazon, Angie's List, Apple ID/iCloud, Bank etc!!!

add to my phone contacts list
by: Anonymous

I use my phone contacts list by URL and under notes put my password in an abbreviated form that I understand, ie the words shower curtain would be abbreviated SC.

Excel spreadsheet
by: Anonymous

Use an Excel spreadsheet to organize your passwords, etc.
Easy to add to.
Easy to sort into alpha order.
Easy to search.

colored index cards
by: Anonymous

I use colored index cards to keep track of my user name, and password. I keep them in a file box in alphabetical order. That way when I need to update/change/enhance my security info. I can just throw away the card & start a fresh one.

computerized password organizer - Excel
by: Carol Sutton

I use a computer log book that I made on excel. I can insert lines whenever I want to. I keep the company names in alphabetical order and have a column for ID# or user name, password, phone number of the company-if needed, and address and email and a misc column for odd comments. On Excel it is easy to make changes. One of my sisters and my daughter know how to access my computer and the password file if ever needed.

Let the computer do the work !
by: Anonymous

I have a folder on my hard drive for each important account I have. Within each folder is a simple notepad doc that I write notes/web addresses on I also save photos/user manuals of the item there as well! The computer is much faster at doing a search...the drive is backed up on a thumb drive AND cloud. Love it !!

use small address book
by: Anonymous

I used to listen to "never write your passwords down"---until I lost my email account. I could NOT use different passwords for every thing and remember what password was with what account. So, early on, I broke the rule of having numerous passwords and only have 3 or 4. After losing my email, I use a small address book and put in the website, followed by username and password. I do have several passwords that I can list in a code. Such as license--wouldn't do anyone any good to look up my license as this is actually a really old license that I had memorized. My daughter knows of my book, and can access any site.

Password keeper
by: KimS

I, too, have used 3x5 index cards in a file box for years. I have been thinking about saving electronically, though.

password protected excel spreadsheet
by: jan c b

I've got a password protected Excel spreadsheet on my computer with all the passwords, credit card numbers, insurance details. My husband and grown children know the password to this. It's on my phone (the phone is password protected) so I have it when we're traveling. The master password is something the security program on our computer rates as very strong but it's not difficult for us to remember (I hope!).

Old School Pen and Paper
by: Babs

I will always favor pen and paper and I can't find a premade organizer that I like the layout and many do not have a seperate spot for email and for username. That drives me nuts actually. Plus I add accounts or change a password or email associated to account on occasion and there isn't much room alloted for changes to the entries so I make my own from a pretty notebook. I organize it by catagoriez not alphabet using those paper marker tabs that I label. Then I can add them as I please ( I add everyone in the exact same format) and can update neatly and have plenty of room to add new accounts. I keep it up to date and use a 5.83 x 8.27 in notebook with probably a hundred pages or more so I can't see it filling up.

I don't worry with people stealing it or my passwords. My main accounts like Google or my credit cards or bank are memorized and would not write those down but if I did the book sits in my desk drawer cause it's always when I am trying to log into an online store for only the third time in a year that I'm like "gosh what did I make that password". I open my drawer grab my book and thank whoever above that I didn't have to fool with resetting my password lol

Password protect your doc, too!
by: Annette

Don't forget to password protect your document as well. I deliberately don't call any category "password" or "username". It is easy to search your computer and get all of your valuable information. Just a friendly reminder...

Password Helps
by: Anonymous

I have a small password notebook with metal covers which have loops to hold a pen that also keeps it closed for travel. I love it but haven't seen any like it since buying this one. For all passwords I have a list of like things and a set pattern for use of upper and lower case letters, numbers and symbols. The list can be of any subject matter and kept in a separate place so it is less apt to be useful if found. For instance, it could be businesses in your area. You might use just the first &/or last letter of the business, the street name & number &/or a certain part of the phone number. For extra security, a symbol is recommended. For this I choose the same set of numbers each time (say, the first two digits of the street address) and substitute the symbol that appears with that number on a keyboard.

This system helps me in a few ways: it's easier to think up a password when asked on a new website; I can give a one word hint in my password book and for known info or frequently used passwords I'm good to go. Otherwise it's easy to reference my list. Also all my passwords are "very strong"

Google Drive
by: Anonymous

I use a spreadsheet in my Google Drive to manage my usernames & passwords. It works for me since I have multiple e-mails that I use.

Password Book
by: Anonymous

My password book looks like a diary and has its own elastic band closure. Nothing to state what it is so only hubby and I know it’s our password book.

It is brilliant with alphabetical tabs and we’ve been using it for years now.

Safer than storing on one of the computers and no annual fees or whatever the online ones charge.

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