Passwords remain one of the first lines of defense for personal and business accounts, and configuring them correctly matters more than ever. This article walks through how to set and change passwords step by step, shows platform-specific instructions, and highlights practical habits that reduce the chance of unauthorized access. The goal is to help you end up with a secure, usable credential system rather than a set of rules that are hard to follow.
Before you start: preparation and principles
Start by deciding which accounts and devices need attention and gather any recovery details you might need, such as a secondary email, phone number, or security questions. Think about the environments where you use these accounts , shared computers, public Wi‑Fi, and mobile devices will influence your choices. The core principles to follow are simple: make passwords long and unique, use a password manager to store them, enable multi-factor authentication (MFA) whenever possible, and keep your recovery options up to date. These steps reduce the chance that a single leak or theft results in widespread access.
Step-by-step: create a strong password
A strong password balances complexity with memorability. Rather than relying on obscure substitutions that are easy for attackers to guess, aim for length and unpredictability. A practical method is to build a phrase or sentence and then introduce variations that increase entropy while keeping it memorable. Here is a straightforward process you can apply to any account:
- Pick a base phrase of at least four words that are unrelated to each other, such as “coffee rust train lamp”.
- Add length by inserting numbers and symbols in predictable but unique ways , for example, append a memorable year and insert a symbol between two words: “coffee#rust1987train@lamp”.
- Introduce account-specific variation so every password is unique: prefix or suffix an abbreviation of the site, like “Gg” for Gmail or “Bk” for a bank, e.g., “Gg-coffee#rust1987train@lamp”.
- Check the password with a reputable password strength tool or your password manager, and adjust if it’s flagged as weak.
- Store the final password in a password manager rather than writing it down or reusing it across sites.
This method yields long, diverse passwords that remain memorable because you can reconstruct them from your chosen phrase and the small, consistent rules you applied. If you manage many accounts, rely on a password manager to generate and store high-entropy passwords automatically.
Configure or change your password on common platforms
Below are concise, platform-specific steps to change account or device passwords. Follow the steps in order and verify the change by logging out and back in where possible.
Windows 10 / Windows 11 (local or Microsoft account)
Open Settings, go to Accounts, and choose Sign-in options. For a local account, select Password and choose Change. For a Microsoft account, select Manage my Microsoft account , this will open the web page where you sign in and update your password. If you use a PIN or Windows Hello, you can update or remove those options in the same Sign-in options panel. After changing the password, restart or sign out of apps to ensure cached sessions refresh with the new credential.
macOS
On recent macOS releases open System Settings (or System Preferences) and go to Password & Security or Users & Groups depending on the version. Select your user, click Change Password, enter your current password, and then provide a new one. If your Mac uses an Apple ID to unlock or reset the password, make sure that recovery options are active. After changing, allow FileVault to complete any necessary re-encryption processes if enabled.
linux (ubuntu and many distributions)
For a graphical approach, open Settings → Users, unlock the panel with your administrator password, and choose Password to change it. From the command line, use passwd and follow prompts: type passwd, then enter the current password and the new password twice. If you administer a server, consider enforcing password policies with PAM (Pluggable Authentication Modules) or using ssh keys for remote login instead of passwords.
Android (screen lock and Google account)
To change the device screen lock, open Settings → Security → Screen lock (or Lock screen), select the method you prefer (PIN, pattern, or password) and follow the prompts. For the Google account password, open Settings → Google → Manage your Google Account → Security, then tap Password and follow the sign-in and change steps. On shared devices, review and adjust lock timeout and biometric settings to prevent accidental access.
iOS (iPhone / iPad and Apple ID)
To change the device passcode, go to Settings → Face ID & Passcode or Touch ID & Passcode, enter the current passcode, and select Change Passcode. For the Apple ID password, tap your name at the top of Settings → Password & Security → Change Password and follow the prompts. Keep your trusted phone number and recovery contacts current to simplify account recovery if you forget your password.
Home router and Wi‑Fi
Access the router’s admin interface by entering its ip address in a browser (usually 192.168.0.1, 192.168.1.1, or printed on the device). Log in with the current admin credentials, navigate to Administration or System tools, and change the router admin password,do not leave the factory default. Under Wireless settings, set a strong Wi‑Fi password and select WPA2 or WPA3 encryption, disable WPS if it’s unnecessary, and consider changing the default SSID. After any change, save settings and reboot the router if prompted.
Enable multi-factor authentication and recovery
Passwords are significantly more secure when combined with an additional factor. Enable MFA or two-step verification on every account that supports it; typical options are authentication apps (recommended), SMS codes (better than nothing), or hardware keys (most secure). Configure recovery methods carefully: add a secondary email address, a trusted phone number, and, where available, recovery codes that you store in a secure place. If you use a password manager that supports syncing, protect it with a strong master password and enable MFA for the manager itself.
Best tools and advanced settings
A quality password manager is the most practical tool for maintaining unique, long passwords across many accounts. Look for features like automated password generation, secure sharing, encrypted backups, and cross-device sync with end-to-end encryption. For business environments, enforce password policies such as minimum length, banned password lists, and rotation schedules through centralized identity providers (Okta, Azure AD, google workspace). Consider using hardware security keys for high-risk users and critical admin accounts, and schedule regular audits of privileged accounts.
Common mistakes to avoid
Avoid reusing passwords across multiple accounts, relying on predictable substitutions (like “P@ssw0rd”), or using personal information that can be found on social profiles. Don’t store plain-text passwords in unencrypted files or emails, and don’t skip updating a password after a suspected compromise. Another frequent error is neglecting recovery options , without a current recovery phone or email, a forgotten password can become a permanent lockout. Finally, don’t disable MFA for convenience; it’s one of the easiest ways to reduce risk.
Summary
Configuring passwords properly means choosing long, unique credentials, using a password manager, enabling multi-factor authentication, and keeping recovery options accurate. Follow the step-by-step methods above to change passwords on desktops, mobile devices, and home network equipment, and adopt the habit of periodic review. Small upfront effort yields much stronger protection and fewer stressful recovery situations later.
FAQs
How often should I change my passwords?
If you have no specific reason to change a password, frequent rotations are not necessary and can encourage weaker choices. Change immediately if you suspect a compromise or if a service you use reports a breach. For high-risk or privileged accounts, adopt a regular review schedule and enable stricter controls like MFA and hardware keys.
Is a password manager safe to use?
Reputable password managers use strong encryption and are generally safer than reusing passwords or storing them in plain text. Choose a manager with strong encryption, positive third-party audits, and features you need such as secure syncing and recovery options. Protect the manager with a strong master password and enable MFA for the manager account.
What is the best way to remember complex passwords?
Use a memorable passphrase combined with a consistent rule for site-specific variation, or let a password manager generate and store complex passwords so you only need to remember the master password. If you must memorize multiple passwords, focus on patterns that are long and meaningful to you but hard to guess for others.
Can I use biometrics instead of passwords?
Biometrics such as fingerprint or facial recognition provide convenient local authentication, but they often complement rather than replace passwords for account recovery and remote access. Use biometrics where supported, and keep a strong password or PIN as a fallback and for services that require it.
What should I do after a password breach?
Immediately change the compromised password and any other account that used the same credential. Enable MFA on affected accounts, review account activity for unauthorized access, and update recovery options. If the breach involved financial or sensitive services, contact those providers and monitor for fraud.
