How to use KeePass (step by step guide)

KeePass is a free and open source password manager aimed at power users and technology enthusiasts.

In this article, we explain how to set up and use KeePass. We also answer some frequently asked questions about KeePass and its feature set.

1. Downloading and installing KeePass

Unlike other popular password managers, KeePass is a completely free password manager. This means you won't have to worry about missing out on features by choosing to download the free version or choosing a paid subscription over another.

In our hands-on review, KeePass received a score of 3.2 out of 5 stars. Check out our full KeePass review.

To download KeePass, I went to its official website and navigated to the Downloads section. I am using my personal laptop running Windows, so I chose to click on KeePass Installer for Windows.

Figure A: KeePass download page. Image: KeePass

1
Dashlane

Micro (0-49 employees), small (50-249 employees), medium (250-999 employees), large (1000-4999 employees), enterprise (5000+ employees)
Micro, Small, Medium, Large, Enterprise

Characteristics

Automated provisioning

2
ManageEngine ADSelfService Plus

Any size of company
Any size of company

Characteristics

Multi-factor authentication, password management, reporting and analytics, and more

If you are using a different operating system, simply search for the appropriate download link on KeePass Contributed/unofficial KeePass ports list.

Once it finished downloading, I ran the installer and followed the necessary installation steps. Once installed, I launched the app and was redirected to a blank KeePass panel.

KeePass in the initial setup. — Figure B: KeePass during initial setup. Image: KeePass

As we noted in our full KeePass review, KeePass doesn't have much initial guidance on how to use its software.

Fortunately, I'll show you how to set everything up in this article.

2. Set up a KeePass database

Once I got to this blank panel, I went to the menu bar, hovered over File, and clicked New.

KeePass creating a new file. — Figure C: New file. Image: KeePass

This will cause KeePass to start creating a new database. A KeePass database is your password vault. It is the file that will store your passwords and other information securely.

After clicking New, KeePass asked me if I wanted to continue creating a new database and I clicked OK. From there, I chose where I wanted to save my new database file and its.

KeePass then asked me to provide a master password for my database. The master password is important because it serves as the primary key to access your KeePass databases. In theory, this is the only password you will need to create and remember manually.

Creating a master password for KeePass. — Figure D: Creating a master password. Image: KeePass

Clicking “Show expert options” displays two KeePass options for multi-factor authentication (MFA): key file and linking to a Windows user account.

picking out key file allows you to set up a save file (on your computer, a USB flash drive, or other device) to act as an additional requirement along with your master password to access your database.

KeePass MFA Options. — Figure E: KeePass MFA options. Image: KeePass

Meanwhile, link to a windows user account allows you to access your KeePass database only if you are logged in to a specific Windows user account.

For this demo, I chose to have only one master password. After setting a password, I re-typed the chosen name for the new database.

Figure F: New database in KeePass. Image: KeePass

3. Save a new entry with KeePass

Now that we have a database to work with, it's time to save our first password entry. As seen in Figure F, KeePass includes two sample entries when you create your first database. You can play with these to get an idea of how it works.

To save a new entry, you can click the new entry button in the menu bar, right-click anywhere within the panel, and click Add entry or use the shortcut Ctrl + I.

KeePass adds input button in menu bar. — Figure G: Add Entry button on the menu bar. Image: KeePass

In this case, I used the new entry button. From there, KeePass showed me the menu to add entries and I filled out the fields for the Goodreads account I wanted to create.

Figure H: New Goodreads login. Image: KeePass

By default, KeePass will generate a 20-character password, but you can choose the length. You can also set it to have numbers, upper or lower case letters, and special symbols.

Once I finished filling out the fields, I verified the generated password, hit OK, and my KeePass login was saved.

Figure I: Logins saved in KeePass. Image: KeePass

To access my new Goodreads credentials, I had the option to go to the newly saved login, right-click, and copy the saved username or password.

KeePass Frequently Asked Questions (FAQs)

Is KeepPass really free?

Yes, KeePass is completely free. This is one of its main selling points since it does not have any paid or premium version. Instead, you get all of its password management features for free.

Does KeePass have a mobile app?

While KeePass does not have an official mobile app per se, it has several mobile ports created by members of its community. At the time of publication, KeePass had six Android ports and eight iOS ports listed on its official website.

What are KeePass add-ons?

These are downloadable add-ons created by KeePass users that extend the functionality and features of the base client. They can range from having more multi-factor authentication options, the ability to change the appearance of KeePass, or new import and export capabilities.

How do I add KeePass plugins?

After downloading the ZIP file of your chosen KeePass plugin, go to the Tools in the KeePass menu bar. From there, click Accessories and then click Open Folder. This opens the “plugins folder” of your KeePass client.

Once you have it open, extract the ZIP file of your downloaded plugin and copy the extracted folder to the KeePass “Plugins Folder”. Then, restart the KeePass app to successfully load your new plugin.

Make sure your chosen plugin is compatible with the version of KeePass you have installed on your computer.

Where can I go if I have problems with KeePass?

KeePass has an official Help Center page that hosts different guides and articles to address issues. You can also visit their robust community forum located on SourceForge to get help from other KeePass users.

Where should I store my KeePass database?

I advise you to store your KeePass database in multiple locations. In addition to having a copy on your main computer, you can also store it on a separate USB flash drive, external hard drive or SSD, or secondary machine.

This ensures you have a backup of all your data and also gives you more ways to access your logins when you need them.

Some users choose to save their database files in the cloud for convenience and easier access. However, this increases the risk of your data being leaked online, so make sure your chosen cloud storage method is secure.

What we think of KeePass

In our full review, KeePass received a rating of 3.2 out of 5 stars. We highlight its customization and unique plugin system as its main standout features.

Unfortunately, its unintuitive user interface, steep learning curve, dated design, and lack of modern autofill capabilities make it difficult to recommend compared to other password managers.

If you want to learn more, read our full KeePass review.