This guide includes the initial installation of KeePass on a Windows PC, creating your first password database, testing the software and entering your first accounts.  


KeePass is an excellent program for securely storing all of your passwords, and other sensitive data, in an encrypted database.  It has many versions that will run not only on Windows, but also on MACs, iPhones/iPads, Android devices, and others.  It also allows you to easily sync the database with a backup copy.  You can have a master backup copy on a online drive such as OneDrive.  This allows you to keep the database up to date and synced on all of your devices.  Another nice feature is you can set an expiration date on each of your passwords to remind you to change them on a regular basis.


1. Installation: Contact the Help Desk at [email protected], or create a Service Request for KeePass Password Manager at https://helpdesk.worthington.org/catalog/request_items/48.  Alternately you can download the Portable version of KeePass.  The Portable version doesn't need to be installed for it to run.  You can unzip the files to a folder on your PC, or even a USB Flash drive, and run it directly from that location.






2. Create the Initial Password Database


Run KeePass 

Select File --> New


With Windows 10 the default location will be Libraries --> Documents .


We highly recommend you place your master database outside of your local drive.  The preferred location would be on your City OneDrive folder, as no other user can access that folder and this location is synced to Office 365 online.  This guarantees that you won't lose your database due to a computer failure or unintended deletion.  We also recommend creating local copies of the password database, where you add and edit entries, that you sync with your master password database.  This prevents issues if you leave the database open on one computer and try to make changes from another computer.


Select this or an alternate, known location and enter a file name.


Create Composite Master Key 


You will be prompted to create your master password.


Enter a unique password or a short phrase (i.e. “pass phrase” instead of “password”).  Remember that this password is what is protecting all of your other passwords.  You should make it strong, not easily guessable, but something that you will easily remember.  A pass phrase can be easier to remember!  Please read our Solution Article about creating a strong password.



Enter the password or pass phrase a second time:










Database Settings 



  • Database name: Enter a name
  • Database Description: Optionally enter a description for this database.
  • Default User Name: Enter your most commonly used User Name.


If you are a heavy user of web accounts – this is likely your City issued email address. 





Click OK 


KeePass will display the main user interface window (see below).





KeePass will create two sample account entries for you.



3. Testing KeePass


To test KeePass: 



  • Right-Click on the 2nd entry, Select URL(s) --> Open 
  • Alternatively – simply double-click on the URL cell for the entry. 





KeePass will open the KeePass Help Center Test Form in your web browser.




Drag and Drop the User Name (Michael321) to the User Name field 


Drag and Drop the Password to the Password field 

Click Submit on the Web Form 


You should see the Message from webpage dialog box: 




Editing an Entry 


Now Click Reset on the Web Form. 

Switch to the KeePass window and double click on Sample Entry #2. 

This will bring up the edit window. Update the User Name and Password. 

Then try the above test again. 


Testing Autotype 


Click Reset on the Web Form. 

Click in the Name field of the Web Form. 

Change to the KeePass window 

Right-click on the account entry and select Perform Auto-Type. 


KeePass should automatically enter the User Name and Password and activate the Submit button! 


The values typed by the Auto-Type feature can be customized for each account by editing the entry and selecting the Auto-Type Tab.


4. Entering Accounts



Return to the main KeePass window.





To add a user account: Select Edit --> Add Entry, or simply click the following icon:





For the specific web site, enter the following: 


  • User Name: Your User name 
  • Password: Your Password 
    • The Quality bar will give you visual indication of the strength of you password.
  • Repeat: Your Password again 
  • URL: The address of the web page 
  • Notes: Is useful to record any relevant information related to the account, such as associated email address, and security questions & answers.




You can also click the button next to the password Repeat field to bring up the auto-generate password menu.  This allows you to auto generate a random password that meets your specific criteria.  If there is not a default generator profile that meets your requirements, you can select Open Password Generator... dialog window. From there you can select the criteria you need and save the Profile for future use.








An easy way to get the URL is to: 



  1. Go to the website in your browser
  2. Right click on the address bar
  3. Select Copy.
  4. Then paste it into the URL field of KeePass




You can also check the Expires box, and enter the password expiration date, to remind you to change the password on that date. By default, KeePass will open to a page showing you all of your expired passwords. KeePass will also change the icon to a Red X and the font will have a strike through it to highlight that it is expired.



That's basically it!  The members of your IT department will welcome your interest in this great tool, so do not hesitate to reach out for help.