How to share a password when you have to

First, check if you need to

Many services let you add a second user with their own login. That is always better: each person has their own password, you can see who did what, and you can remove one person without changing it for everyone. Ask whether that is possible first.

The worst ways

• Email. The password sits in two mailboxes, in sent items and backups, possibly for years. If either mailbox is broken into, it is found in seconds.
• Text or chat messages. Same problem, and they sync to every device.
• Sticky notes and shared spreadsheets. Anyone passing by, or anyone with access to the file, has it.

Better ways

• A business password manager’s sharing feature. The password is shared inside the tool, the person may not even see it, and access can be removed later.
• Split it up. If you must send it, send the username one way and the password another, such as half by phone.
• Change it afterward if the person only needed it once.

Keep a record

For accounts several people use, note who has access. When someone leaves, change the password.