How to use KeePassXC as a password manager

Are you looking for a serious, private password manager with a community behind it? KeePassXC It's one of the best options. A modern, secure, and open-source project that stores your keys and sensitive data in an encrypted file, without relying on the cloud by default. In other words, your secrets are under your control and travel with you. The philosophy is simple: security, transparency, and user autonomy — assemble your own security kit.

In its latest version, KeePassXC 2.7.10, the team has refined numerous details and added small improvements that are noticeable in everyday use. Practical changes that enhance usability without sacrificing security. We explain them below:

What is KeePassXC and how does it work with your data?

KeePassXC is a cross-platform password manager It works on Windows, macOS, and Linux. It doesn't rely on external services: it saves everything important (usernames, passwords, URLs, attachments, and notes) in an encrypted file that you can store wherever you prefer, either locally or synced with your favorite cloud service. The database is in KDBX format (KeePass 2.x compatible) and can be transferred to any computer.

The organization is flexible and clear. You can define custom titles, icons, and groups to organize your posts however you like, and even download icons for posts to identify them at a glance. To find what you're looking for, the built-in search engine supports advanced patterns, which greatly speeds things up as your database grows.Between organization and search speed, managing hundreds of credentials is no longer a pain.

Another key feature is its password and passphrase generator. You can create complex passwords by combining character types or generate easy-to-remember phrases with different schemes.In version 2.7.10 you'll see a real-time character count and a new mixed case preset for the sentence generator, plus more expressive icons to visualize strength.

Compatibility, formats and workflow

The native format of KeePassXC is KDBX (KeePass 2.x)and you can also read databases KDB (KeePass 1) to facilitate migration. In practice, you'll work and edit in KDBX, being able to import and convert older databases without any problems. Furthermore, there are Export to CSV, XML, and HTML to generate reports or backups when you need them.

To automate tasks and work from the terminal, It includes keepassxc-cli, a command-line interface that fits perfectly into scripts and DevOps workflows. And if you're interested in automatically opening databases under certain conditions, there's also an Auto-Open feature.

To share in a controlled wayYou have KeeShare: import, export, and synchronize shared databases with other people or teams, maintaining a secure collaboration model. And on the Linux desktop, KeePassXC can act as the FreeDesktop.org Secret Service, replacing services like the Gnome keychain.

Security, encryption, and additional authentication

Security is not just talk. In addition to the strong base encryption, you can choose additional algorithms such as Twofish and ChaCha20.offering an extra margin for those seeking alternatives to the standard.

KeePassXC allows the use of key files in conjunction with the master password, and supports challenge-response with YubiKey or OnlyKey. This second layer complicates life for anyone trying to force your vault, especially if the hardware device is required to unlock it.

Application It also saves and generates TOTP (temporary codes) for your two-factor authentication accountsconsolidating all the pieces you need daily in one place. And to monitor the health of your vault, there are security reports: password strength, HIBP checks (known data breaches), and usage statistics.

Generation and management: improvements that are noticeable

The password generator has been refined with a live character counterThis saves you from having to guess the requirements for each website or corporate policy. And the strength column now features clearer icons, helping you see at a glance if you're on the right track.

For those who prefer passphrases, The MIXED case preset offers a convenient option that consistently alternates between uppercase and lowercase letters.increasing entropy without losing memory. And if you like to fine-tune the interface, the new option to change the app's font size is a small but significant accessibility improvement.

In the toolbar you will now see shortcuts to your database settings and statisticsIt's one click and you're in, ideal for quick queries or specific adjustments.

Finally, we must not forget the Auto-Type functionWith it, you can automatically enter credentials into applications or websites that don't use the browser extension. It's very useful for traditional desktop software or unusual forms.

Browser integration and official extension

KeePassXC integrates with the most popular browsers: Google Chrome, Mozilla Firefox, Microsoft Edge, Chromium, Vivaldi, Brave, and even Tor Browser. Simply install its official extension and link it to the desktop application. The connection is native and seamless, without any extra workarounds..

La official extension It was born from a simple idea: computers are excellent at storing information, so don't waste time typing passwords over and over again. Once linked, the plugin can autofill and securely manage sessions, and now also supports passkeys through browser integration.login without password).

Reports and exports to understand your vault

The database reports They tell you about the health of your vault: password strength, detection of potential problems, and usage statistics. You can also export to CSV, XML, or HTML for audits or internal reports.

Along with this, the entry history and data restoration They provide a safety net: if you change something and regret it, you can revert it without any problems. There are also custom attributes and file attachments per entry to centralize data associated with each credential.

Migration and importers: where you come from, where you go

If you're coming from other managers, the process is straightforward: KeePassXC imports from CSV and from 1Password, Bitwarden, Proton Pass and KeePass 1 formats. The standout new feature in 2.7.10 is the native Proton Pass importer, which makes that jump even simpler.

For those coming from the classic KeePass, KDBX compatibility and KDB import/conversion pave the way without losing informationAnd thanks to per-entry icon downloads, your vault will continue to look familiar after the migration.

Installation, documentation and shortcuts

To begin with, the fast track is Download the binaries from the official downloads page and follow the QuickStart Guide. Many Linux distributions publish their own package, so check your distro's repository. Detailed guides are available in the User Guide, and if you want to compile or understand the process, you'll find instructions in Build and Install and documentation in the Wiki.

The project maintains a changelog with each relevant change, and a specific document of keyboard shortcuts (KeyboardShortcuts.adoc) to speed up everyday tasks. If you're someone who's mastered the app with the keyboard, this is pure gold.

Availability on official platforms and channels

KeePassXC runs on Windows, macOS, and Linux with uniform support.In the Windows ecosystem, in addition to the traditional binaries, you will see a presence in the Microsoft Store for convenient download and installation in this environment.

To stay up-to-date, you can use the official website, a blog with news updates, and the open-source code repository where much of the discussion and development takes place. These three pillars form the core of the project and its announcements.

Use cases that shine with KeePassXC

Individual users who want to move away from the cloud can keep their vault locally or sync it with their preferred service, without being tied to a single provider. Those managing many accounts will appreciate the customizable groups, advanced search, and per-entry icon downloads. Quick organization for vaults with hundreds of records.

In technical environments, the combination of SSH Agent, keepassxc-cli, Auto-Type, and the Secret Service role in Linux reduces friction on terminals, servers, and mixed desktops. Combined with integrated TOTP, it reduces the need for additional applications and centralizes security, helping to... Protect your PC from advanced spying. A single secure point for credentials and two-factor authentication..

For teams and small businesses, health reports, statistics, and KeeShare simplify adopting minimal password hygiene policies without paying per-user subscriptions. Exporting to CSV/XML/HTML enables seamless internal audits. Visibility and control without blocking operations.

And if you're migrating from other password managers like 1Password, Bitwarden, or Proton Pass, the built-in importers save you hours of work. The MIXED preset and the generator counter speed up compliance with corporate policies on length and complexity. Less time migrating, more time working.

All of this is complemented by small user experience details: adjusting the font size to improve readability, launching the app minimized when the system starts, and having quick access to settings and metrics from the bar. Micro-improvements that add up in everyday use.

KeePassXC stands out for offering a very solid balance between security, advanced features, and a modern experience that doesn't require wrestling with esoteric configurations. It features native browser integration, passkey support, TOTP, health reports, KDBX/KDB compatibility, and importers from 1Password, Bitwarden, and ProtonPass—all wrapped in a GPL project with an active community and rigorous review of contributions. If you're looking for control, transparency, and a tool that grows with you, here's a strong contender..

Related article:

Phishing and vishing: Differences, how they work, and how to protect yourself

Daniel Terrasa

Editor specialized in technology and internet issues with more than ten years of experience in different digital media. I have worked as an editor and content creator for e-commerce, communication, online marketing and advertising companies. I have also written on economics, finance and other sectors websites. My work is also my passion. Now, through my articles in Tecnobits, I try to explore all the news and new opportunities that the world of technology offers us every day to improve our lives.