Technology Class: Password Security and Management 1-15-2026

Managing Open Applications

• Mac users: Apps with a dot under their icon in the dock are still open
  • Hold down on the app icon and select "Quit" to close
  • Alternative: Hold Control + click for more options menu
• Windows users: Open programs show a blue bar under the icon
  • Right-click and select "Close window" to quit
• Close apps when computer becomes sluggish to improve performance

Password Management Best Practices

• Keep passwords organized and logged in one place
• Avoid guessing passwords multiple times—this can lock you out of accounts
• Use a password manager to sync passwords across all devices
• Recommended password managers: Apple Keychain (for iPhone users) or Google Password Manager (for Android/Chrome users)
• Password managers allow you to check, add, edit, and delete saved passwords

Handling Compromised Passwords

• Password managers will alert you if passwords have been compromised
• Prioritize changing passwords for important accounts (banking, email)
• Less critical accounts (shopping sites) can remain unchanged unless convenient to update
• Two-factor authentication provides protection even if password is compromised

Two-Factor Authentication Setup

• Always enable two-factor authentication for email and financial accounts
• Provide cell phone numbers (not home phone) when registering for two-factor authentication
• Check security settings in email accounts to verify two-step verification is turned on
• Banks typically require two-factor authentication by default

Getting Text Messages on Computer

• Mac setup:
  • Open Messages app and log in with Apple ID
  • Ensure phone number is checked under "You can be reached at" in iMessage settings
  • Enable iMessage syncing with iCloud on iPhone
  • Safari will automatically detect and offer to fill in verification codes
• Windows setup: Use Phone Link app to connect mobile device to PC

Verification Codes and Authenticators

• Apple password manager includes a "Codes" section for authenticator codes
• These generate 6-digit codes that change every 30 seconds
• Codes automatically fill in Safari when logging into accounts
• Can scan QR codes to set up verification for new apps

Using Passkeys

• Passkeys use biometrics (face or fingerprint) instead of passwords
• Safe to use with: Google, Amazon, and other large technology companies
• Exercise caution: Smaller companies may have incomplete passkey implementations
• Always an option to click "Cancel" and use traditional password instead

Multiple Login Options

• Many websites now offer multiple authentication methods (codes via email, passwords, passkeys)
• Read carefully to choose the most convenient method for your situation
• Emailed codes require switching between apps to retrieve and enter them
• Use your saved password if you already have it available

Legacy Contacts on Apple Devices

• Add legacy contacts in Settings → Your Name → Sign In and Security → Legacy Contact
• Legacy contacts can access your Apple account information (passwords, photos, etc.) after death
• Access requires both an access key AND confirmation of death certificate
• Important safeguard for family members who may need account access

Sharing Password Information with Family

• Participant suggestion: Create a document with account details including customer service numbers and save as PDF
• Alternative method: Create password-protected spreadsheet in shared iCloud folder

Creating Shared Password Documents in iCloud

• Setup steps:
  • Ensure iCloud Drive is enabled in System Settings
  • Go to Finder → Go → iCloud Drive
  • Create new folder (File → New Folder)
  • Use underscore or number prefix to keep folder at top of list
• Create documents:
  • Use TextEdit for simple contact lists
  • Use Numbers or Excel for password spreadsheets
  • Save directly to your iCloud folder
• Password protection:
  • In Numbers/Excel, select File → Set Password before saving
  • Create password that only trusted individuals know
  • Protected files require password to open even if folder is shared
• Sharing the folder:
  • Right-click folder and select Share → Collaborate
  • Choose "Collaborate" (not "Send Copy") for live updates
  • Set permissions: view only or editing access
  • Limit to "Only invited people" for security
  • Share via email or message
• Benefits: Updates sync automatically, no need to send new copies, one version for everyone

Important Security Reminders

• Include customer service contact information in your password documentation
• Avoid sending unprotected password lists via email
• Password-protect any document containing sensitive account information
• Keep password information with your will and estate planning documents