The Organized Mom Life

Simple organization for busy moms

How to organize your usernames and passwords (free editable excel/sheets template)

A step-by-step guide on how to organize your usernames and passwords:

This post includes tips to keep your information secure, and a free editable, digital template (Google sheets or excel) to help you organize all your logins and accounts by category.

Note: This post contains affiliate links for Amazon and for 1Password- a company that I personally use and love. This means that if you choose to click through and make a purchase, I will receive a small commission at no extra cost to you.

Download your ACCOUNT ORGANIZATION spreadsheet here:

Download the spreadsheet here!
Or download the xlsx version here.

Note: This template is view only. You will need to make a copy of the template before you are able to edit.

How to use this spreadsheet to organize your usernames and passwords

Here is how to organize your usernames and passwords, step-by-step, using this handy spreadsheet:

1. Make a copy of the spreadsheet and start filling it in.

You don’t have to fill in this entire sheet, and you don’t have to fill it all in right away. But each tab on the spreadsheet will help you to identify and organize all your most important accounts by category:

  • Accounts and investments
  • Insurance
  • Payments/Utilities
  • Credit cards
  • Medical providers
  • Kids
  • Services
  • Just in case

Within each category, you will be linking to the online login page for each of your accounts, making it easy to find and keep track of all your most important logins.

You will not be typing in usernames or passwords to this spreadsheet. Once you complete step 2, your password manager will automatically log you in as soon as you click on one of the links in your spreadsheet.

2. Set up a password manager.

This is the best way I know to make sure that your usernames and passwords are all secure. Plus, it just makes it so much easier for you.

I use 1Password. It lets you import all your auto-saved passwords that you alread have saved on your phone and internet browser.

(You can try a 14 day free trial here to see whether you like it before buying!)

Then, every time you create a new password or change a password, it gives you a super-secure password suggestion, and remembers it for you!

3. Share access to your spreadsheet and your password manager with a trusted individual, just in case

I printed out a copy of 1Password‘s emergency kit, and gave one to several different trusted family members, just in case.

This will allow them to access all my accounts and passwords if they ever need to.

And if nothing happens to me 🤞 I still sleep well at night knowing that all my passwords will be safe and secure.

I also made sure that those same trusted individuals have access to my account organization spreadsheet.

Very important: If you choose to “share” this spreadsheet with anyone, please make sure that you do so by adding their email address to the bar that says, “Add people, groups, and calendar events.” The general access should ALWAYS be set to restricted (like you can see in this picture.)

4. Finish filling out the spreadsheet

Finally, keep working on filling in each part of your account organization spreadsheet, until it is as updated as you want it to be.

Use 1Password to change weak and insecure passwords as you go.

Tips for using your spreadsheet

Here are the different tabs you’ll find in this spreadsheet, along with some tips for filling in each section:

1. Accounts/investments

This is the spot to write down the names of any accounts or investments that you have:

  • Bank accounts
  • Stocks
  • Retirement funds
  • College funds for your kids, etc.

Add links to each account’s login page. Do not write out passwords in this spreadsheet!

Writing passwords on an online document isn’t secure. Plus, you would have to go back and change it every time you change or forgot your password on the website, which is a pain.

You’ll be able to login easily with your password manager every time you need to click on one of these links.

2. Insurance

Again, you can link each of your online accounts here, where you can access all your insurance policies.

3. Payments/Utilities

Open up your bank or credit card statement (or your budget, if you have one) and list each thing that you pay for regularly.

You can link each online payment page, and, if you want, add additional info like the estimated payment amount, payment frequency, and payment method.

4. Credit cards

This page is simple and sweet. List out your credit cards, along with links to online portals.

It may also be helpful to include a customer service phone number for each card, for quick access if you ever need to cancel your accounts.

5. Medical providers

I added this page because all those pesky patient portals were making me crazy. I just couldn’t keep track of them all!

Now I have them all linked in one place, and I’ll never forget a password again, thanks to 1Password! Whew!

6. Kids

Fill in your kids’ full names and dates of birth, along with any important accounts that are specific to them, such as their school ID numbers.

7. Repairs/Services

I had so much trouble keeping track of all the services we used to maintain our home, so I listed them all here in one spot, along with the contact information for each person or company.

8. Just in case

In this section you have the opportunity to include vital information that someone will need to know if they have been tasked with organizing your affairs:

  • Contact information for people who have access to important information
  • How to access your password manager
  • Your phone passcode and the names of your Google accounts
  • Where to find important paper documents such as your identification and will

There is also an option to link your digital address book, if you have one, and a place to include final wishes if you want to take the burden of decision-making off of your family in the event of your death.

This section can be filled out in as much or as little detail as you want. I used drop-down menus to make it quick and easy for you to indicate any preferences you might have.

I hope this spreadsheet and these tips are helpful to you as you organize your accounts and passwords. Any questions or suggestions? Just leave a comment below.

Happy organizing!

Laura

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