Still Sharing Passwords Over Email? Read This.
Sending a password through email might seem like a quick fix, but it exposes you and your organization to serious security risks. Whether you are sharing login credentials with a coworker or a family member, understanding why this habit is dangerous and what to do instead is essential for protecting your accounts in Canada and beyond.
Every day, countless people type out a password and hit send without thinking twice. It feels convenient, harmless even. But email is one of the least secure channels you can use for transmitting sensitive information, and passwords are about as sensitive as it gets.
Why Emailing Passwords Creates Real Risks
Email was never designed with strong security in mind. Messages can be intercepted during transmission, stored indefinitely on servers, forwarded without your knowledge, and accessed if an account is compromised. When you send a password over email, that credential lives in your sent folder, in the recipient’s inbox, and potentially in multiple server logs along the way. If any one of those points is breached, your account is exposed. This is not a theoretical risk. Data breaches targeting email servers have affected millions of Canadians, and stolen credentials remain one of the most common entry points for cybercriminals.
Password Security Email Best Practices
Following password security email best practices starts with one clear rule: do not send passwords through email at all. If you absolutely must communicate a credential temporarily, consider breaking it into two parts sent through different channels, such as part of the password via a secure messaging app and the rest through a phone call. Always change the password immediately after it has been used or shared. Enable two-factor authentication wherever possible so that even if a password is exposed, unauthorized access remains difficult. Regularly auditing which accounts have shared credentials is also a sound habit, especially in workplace environments.
Why You Should Never Share Passwords Via Email
Understanding why you shouldn’t share passwords via email goes beyond the risk of interception. Emails are often backed up automatically, meaning a password you sent years ago might still be recoverable. Phishing attacks frequently target inboxes to harvest credentials. Even well-meaning colleagues can accidentally forward a message containing a password to the wrong person. In regulated industries, sharing credentials over unencrypted email can also violate compliance standards such as PIPEDA in Canada, which governs how personal data must be protected. The consequences can range from unauthorized account access to significant legal and financial liability for businesses.
Safer Alternatives for Sharing Access
The most effective solution to this problem is using a dedicated password manager. These tools allow you to share access to accounts securely without ever revealing the actual password. The recipient gets access through an encrypted link or shared vault, and you retain control over permissions. If someone no longer needs access, you can revoke it instantly. Many password managers also offer audit logs, so you can see who accessed what and when. For teams, this creates accountability and eliminates the chaos of password spreadsheets and email threads.
| Product/Service | Provider | Key Features | Cost Estimation |
|---|---|---|---|
| 1Password | AgileBits | Secure sharing, team vaults, travel mode | From approx. CAD $4/user/month |
| Dashlane | Dashlane Inc. | Dark web monitoring, secure notes, sharing | From approx. CAD $5/user/month |
| Bitwarden | Bitwarden Inc. | Open source, self-hosting option, free tier | Free to CAD $4/user/month |
| LastPass | LastPass | Shared folders, emergency access, MFA | From approx. CAD $4.50/user/month |
| Keeper | Keeper Security | Role-based access, breach watch, compliance | From approx. CAD $6/user/month |
Prices, rates, or cost estimates mentioned in this article are based on the latest available information but may change over time. Independent research is advised before making financial decisions.
Building Better Habits Around Credential Management
Security improvements do not happen overnight, but small changes make a meaningful difference. Start by identifying any passwords currently stored in email threads or shared documents and change them immediately. Introduce a password manager to your household or team and set clear guidelines about how credentials should be shared going forward. Training and awareness are especially important in workplace settings, where one employee’s habits can affect an entire organization. Creating a simple policy around credential sharing removes ambiguity and helps everyone understand the standard expected of them.
Sharing passwords over email is a habit that carries consequences far beyond the moment of convenience it seems to offer. With secure, purpose-built alternatives now widely available and accessible across Canada, there is little reason to rely on email for something as sensitive as account credentials. Adopting the right tools and practices protects not just your own data, but the privacy and trust of everyone connected to your accounts.
