Password safe

Administrative calculator

On Windows computers of the Administration, the IWD and the S(kim), the software is automatically rolled out as "KeePass2". As a user, you can get started right away.

Private computers & computers of the departments

On devices that are not managed centrally by S(kim), the software can only be installed by people with admin rights. In the departments, these are often the departmental admins or IT contact persons. On private devices, such as those used by students, users can install the software themselves.

The installation is self-explanatory, the software is available, for example, under the following external links (open in new window):

• Link to the download area for MS Windows
• Link to the download area for Apple macOS

General information

In the following, we will show you the first steps for setting up "KeePass". The steps described are based on the German version for Windows computers, as this is the version that is rolled out centrally by S(kim).

However, the functionality of the software is quite similar under all operating systems, so that you can also consult these instructions as a macOS user.

1. Updates

When you start the programme for the first time, you will be asked whether you want to activate the automatic check for updates or not. We recommend activating it so that your programme is always up to date. You can also change this decision later via the settings.

• Note: For devices managed by S(kim), we take care of installing updates.

2. First database

After that, you decide where your database will be stored, in which you will later enter your passwords. You have basically two options:

• Save database locally: You save the file on your computer. This option only makes sense if you never work on other end devices from which you want to access your passwords.
• Save database in the network: This option is useful if you frequently work with different end devices or if you want to create a database that can be accessed by several users. This is useful if several people within an organisational unit want to access services with one and the same access (example: all employees of a department want to access a database).
  • Please note that the computer should be connected to the network when starting KeePass, otherwise the database cannot be found. Outside the TH OWL, the university dial-in should therefore be started via VPN before you start KeePass.

Once you have decided on a storage location, you should give the file in kdbx format a meaningful name.

3. Master password

After you have specified the file name and the storage location, you will be asked to create a master password for the database.
It is important that you assign a particularly secure password. The coloured bar gives you information about the security quality of your password.

Finally, you will be asked whether you would like to print out a security sheet. This printout contains all the important data about your newly created KeePass database. Please only print out the security sheet if you have a really safe place to store it.

If you need help generating a secure yet easy-to-remember password, please refer to our IT security documentation:

• Link to the IT security documentation - "Secure passwords" section

4. Optional: change language

On computers managed by S(kim): KeePass is delivered with the German and English language packs. You can switch between the languages as follows:

• Click on "View"
• Click on "Change Language"
• Select the desired language

On other computers: By standard, KeePass is only supplied with an English language pack. Before you can switch to another language, you must download additional language packs. Admin rights are required for this, please contact your IT contact person in the department if necessary. Proceed as follows:

• Click on "View"
• Click on "Change Language"
• Click on "Get More Languages"
• A web page opens (https://keepass.info/translations.html)
• Select the language you require and click on the download link (disc symbol)
• Another web page opens, the download of a ZIP file usually takes place automatically.
• Unzip the ZIP file and place it in the "Languages" folder in your KeePass folder (you specified the path during installation)
• You can now select the added language under the "Change Language" menu item

General information

To be able to use KeePass, you must first enter your access data. Here we explain the general procedure. You can see how to create access data for a specific case under the next tab or in our screencast below.

• In the vertical menu on the left, navigate to the area in which you want to create an entry, for example to the "General" folder.
• Then click on the "Entry" menu item in the top horizontal menu and select "Add entry". Alternatively, you can click directly on the key symbol in the horizontal toolbar or use the shortcut (Windows: Ctrl+I).
• Enter the following data:
  • Title: Enter the title of the service for which you want to save the access data.
    • For advanced users: If you want to use a particularly convenient fill-in function later, it is important to enter the title exactly as it is listed as the title in the browser tab of the corresponding page, not to be confused with the URL.
  • User name: Enter the user name for the service you wish to log in to here. This does not have to correspond to the user name of your university account. For many external services (e.g. Amazon), the user name corresponds to the e-mail address.
  • Password and password change: Enter the password for the service here.
    • Tip: If you have not yet assigned a particularly secure password for a service, you can generate one here. To do this, click on the small key symbol with the asterisk. Please do not forget to change the password entered here within the service.
  • URL: Enter the URL of the page on which the login screen can be found.
    • Tip: If you do not want to save access data to a website here, but to an application that is installed on your computer, click on the "Extras" field at the bottom of this form field and then select "Select application URL field". You must then navigate to the start file of the application.

Finally, click OK and the entry will be added to your database.

Using the example of webmail

To bring the previous example to life, we will explain the steps required to save your access data for browser-based access to your e-mail account (webmail or OWA):

• In the vertical menu on the left, navigate to the area in which you would like to create an entry. In this case, the "eMail" area would make sense.
• Then click on the "Entry" menu item in the top horizontal menu and select "Add entry". Alternatively, you can click directly on the key symbol in the horizontal toolbar or use the shortcut (Windows: Ctrl+I).
• Enter the following data for this specific example:
  • Title: Outlook
  • User name: In this case, the abbreviation of your university user account, e.g. xyz-xyz
  • Password and password change: Enter the password that belongs to your university user account twice
  • URL: webmail.th-owl.de

Finally, click OK and the entry will be added to your database.