How to set up and manage a Passphrase for stronger account security

Summary

This guide helps you troubleshoot and resolve: How to set up and manage a Passphrase for stronger account security. Follow the steps below to fix the issue.

Common Causes

In today's security landscape, traditional complex passwords (like P@ssw0rd123!) are often difficult to remember and surprisingly easy for automated tools to crack. A passphrase consists of a string of random words that are easy for a human to visualise and remember, but computationally expensive for hackers to guess. By implementing passphrases across your organisation, you significantly reduce the risk of brute-force attacks while improving the user experience for your staff.

What is a Passphrase?

Unlike a password, which is typically a single word with substituted characters, a passphrase is a long sequence of words. For example, instead of using Briz#2024!, a passphrase might be BlueKangarooDancingUnderRain.

How to Create a Secure Passphrase

To ensure your passphrase is robust, follow these guidelines when selecting your words:

• Avoid Common Phrases: Do not use song lyrics, famous quotes, or common idioms (e.g., "PieceOfCake").
• Use Randomness: Choose four or more unrelated words.
• Mix Case and Characters: While length is key, adding a capital letter or a symbol further strengthens the account.
• Avoid Personal Info: Do not include your business name, your pet's name, or your street address.

Detailed Instructions for Implementation

Updating your Windows Account

1. Press Ctrl + Alt + Delete on your keyboard.
2. Select Change a password.
3. Enter your Old password.
4. In the New password field, type your chosen passphrase (e.g., SunnyMorningCoffeeTable7!).
5. Confirm the passphrase in the Confirm password field and press Enter.

Updating Microsoft 365 / Email Accounts

1. Log in to your account at myaccount.microsoft.com.
2. Navigate to the Password section in the left-hand menu.
3. Select Change Password.
4. Enter your current password and then enter your new, long passphrase.
5. Click Submit.

Managing Passphrases Across Your Business

To maintain a high security posture, we recommend the following management practices:

• Use a Password Manager: Even with passphrases, we recommend using a professional password manager to store your credentials securely.
• Avoid Writing Them Down: Never store passphrases in a .txt file on your desktop or on a sticky note attached to your monitor.
• Regular Reviews: While we no longer recommend forced password changes every 30 days (as this leads to predictable patterns), you should update your passphrase immediately if you suspect a breach.

Troubleshooting

Passphrase Not Accepted

If the system rejects your passphrase, check the following:

• Complexity Requirements: Ensure you have included at least one uppercase letter, one lowercase letter, and one special character if required by your organisation's policy.
• Length Limits: While longer is better, some legacy software may have a maximum character limit.

Account Locked Out

If you have forgotten your new passphrase or have entered it incorrectly too many times, you will need to perform a reset. Please refer to our guide on Password reset (Windows login) for assistance.

If you are unable to regain access to your account, please Open a Ticket via our support portal.

Still Having Issues?