--- title: "Password Vault: A Quick Guide for End Users" description: "A task-oriented tour of the Vitextra Password Vault web part for employees: setting up the PIN, unlocking the vault, adding entries, generating strong passwords, copying user names and passwords, editing and deleting, folders, tags, favorites, search and filter, changing the PIN, the automatic lock and good practices." url: https://vitextra.com/en/support/kb/10441 language: en published: 2026-11-03 modified: 2026-11-03 products: - "Password Vault" author: "Līga Ozola" tags: ["Password Vault user guide", "how to use Password Vault", "Password Vault quick guide", "personal password manager SharePoint", "add password entry", "copy password SharePoint", "Password Vault PIN", "Password Vault Teams", "Vitextra Password Vault"] --- # Password Vault: A Quick Guide for End Users A task-oriented tour of the Vitextra Password Vault web part for employees: setting up the PIN, unlocking the vault, adding entries, generating strong passwords, copying user names and passwords, editing and deleting, folders, tags, favorites, search and filter, changing the PIN, the automatic lock and good practices. ## Overview Password Vault is your personal password manager in Microsoft 365. You find it on a SharePoint page or in Microsoft Teams — as a channel tab or as the personal app **Passwords**. Wherever you open it, you see your own vault: your entries are stored encrypted in your own OneDrive, and colleagues who open the same page see only their own entries. This guide walks through the everyday tasks. Each section links to a detailed article. ## Step 1. Set up your PIN The first time you open Password Vault, the **Set up PIN** screen appears. 1. Type a 4-digit PIN in the four boxes. 2. Click **Save**. Your vault is ready, and the list shows *There are no items in this list.* ❗ **Important** *It will be impossible to access the data if you forget your PIN code.* Nobody — not your administrator and not Vitextra — can recover or reset it. Choose a PIN you will remember and keep it in a safe place. Details: [KB10442. How to Set Up Your PIN in Password Vault](https://vitextra.com/en/support/kb/10442). ## The main screen ![The Password Vault main screen](https://static.vitextra.com/articles/10441/main-screen-en.png) *The Password Vault main screen* - **New Item** — adds an entry. Shown after you unlock the vault. - **Refresh** (circular arrow) — reloads your vault from OneDrive. The only button shown while the vault is locked. - **Configure** (gear) — opens the menu with **Change PIN**. Shown after you unlock the vault. - **Search** and the filter drop-down — appear as soon as the vault has at least one entry. - The list — one row per entry with a star, the name and the user name. Click a row to expand it. ## Unlocking the vault When you open the page, the vault is **locked**: instead of your entries, the web part shows the **Enter PIN** prompt with *Enter your PIN to proceed* and four boxes. Type the 4 digits — they are masked, and the PIN is checked as soon as you type the fourth one — and your list appears. A wrong PIN shows *The PIN is incorrect* and **Attempts left**. You enter the PIN once, to open the vault. While it is unlocked, you can show and copy passwords, create, edit and delete entries, mark favorites and change the PIN without being asked for the PIN again. The vault stays unlocked while you work with it and locks again after **5 minutes** without a click or key press inside the web part, or when you reload the page. When it locks, the list is hidden, and an open dialog is closed without saving. See [KB10451. Automatic Lock: When Password Vault Asks for the PIN Again](https://vitextra.com/en/support/kb/10451). ## Adding an entry 1. Click **New Item**. 2. Fill in **Name**, **User name** and **Password** — these three are required. 3. Optionally fill in **URL**, choose or type a **Folder**, add **Tags** separated by commas and write **Notes**. 4. Click **Save**. The message *New item has been created.* confirms it. ![The New Item dialog](https://static.vitextra.com/articles/10441/new-item-en.png) *The New Item dialog* Details: [KB10443. How to Add, Edit and Delete Entries in Password Vault](https://vitextra.com/en/support/kb/10443). ## Creating a strong password In the **New Item** or **Edit Properties** dialog, click **Generate password**. A random password is put into the **Password** field at once, and a panel opens where you can set the **Length** (8 to 64 characters, 16 by default), choose **Uppercase letters (A-Z)**, **Lowercase letters (a-z)**, **Digits (0-9)** and **Symbols (!@#$)**, and turn on **Exclude similar characters (I, l, 1, O, 0)**. Every change creates a new password; **Generate again** creates another one with the same options. See [KB10445. How to Generate a Strong Password with the Password Vault Generator](https://vitextra.com/en/support/kb/10445). Under the password, the **Strength** meter shows an estimate from *Very weak* to *Very strong*. It is a guide only and does not prevent saving a weak password. See [KB10446. Password Strength Meter in Password Vault: What the Levels Mean](https://vitextra.com/en/support/kb/10446). 📝 **Note** Generating a password in Password Vault does not change the password in the system it belongs to. Change it there first (or at the same time), then save the same password in the entry. ## Signing in with an entry 1. Click the entry to expand it. 2. Click the **URL** to open the website in a new tab. 3. Use **Copy to Clipboard** next to **User name** and paste it into the sign-in form. 4. Use **Copy to Clipboard** next to **Password** and paste it. *Copied* appears briefly to confirm. To see the password on the screen instead, click the eye button next to it. See [KB10444. How to View and Copy a Password or User Name in Password Vault](https://vitextra.com/en/support/kb/10444). 💡 **Tip** Copying is safer than showing the password: nobody nearby can read it from your screen. ## Editing and deleting an entry - **Edit** opens the **Edit Properties** dialog; change the fields and click **Save**. The message is *Save successful.* - **Remove** asks *Are you sure you want to delete this item?*; click **Remove** to confirm. Deletion is permanent — there is no recycle bin in the web part. ## Organizing entries - **Folders** — give an entry a **Folder** by picking an existing one or typing a new name. Each entry is in one folder at most. Folder names are not case-sensitive: *Finance* and *finance* are the same folder. See [KB10447. Organizing Entries with Folders and Tags in Password Vault](https://vitextra.com/en/support/kb/10447). - **Tags** — add any number of tags, separated by commas; they appear as chips on the entry. - **Favorites** — click the star on an entry to keep it at the top of the list. See [KB10448. Favorites in Password Vault: Keeping Frequently Used Entries at the Top](https://vitextra.com/en/support/kb/10448). ## Finding an entry Type in the **Search** box to find entries by name, user name, URL, folder, notes or tags (passwords are not searched). Use the filter drop-down to show **All items**, **Favorites**, a folder (or **No folder**) or a tag. Search and filter work together; if nothing matches, the list shows *Nothing found.* See [KB10449. Searching and Filtering Entries in Password Vault](https://vitextra.com/en/support/kb/10449). ## Changing your PIN Click the **Configure** gear, select **Change PIN**, type the new 4-digit PIN and click **Change PIN**. The message *The PIN has been changed.* confirms it. See [KB10450. How to Change Your PIN in Password Vault](https://vitextra.com/en/support/kb/10450). ## Using the vault in several places Your vault is the same on every page and in Teams. If you changed it in another browser tab or on another device, click **Refresh** to see the changes; they also appear after your next save or when you unlock the vault. Your saves do not overwrite changes made elsewhere. If you changed your PIN on another device, the vault locks itself and asks for the new PIN. ## If you enter a wrong PIN A wrong PIN shows *The PIN is incorrect* and the number of attempts left. The count continues across devices and sessions until you enter the correct PIN. After **5** incorrect PINs in a row, the vault is blocked with *You've entered an incorrect PIN too many times.*, and the only option is **Reset**. After you confirm *Are you sure you want to reset your vault? This action will delete all your passwords stored in the vault.*, all entries are erased and you start again with a new PIN. See [KB10461. Why Password Vault Is Blocked: "You've Entered an Incorrect PIN Too Many Times"](https://vitextra.com/en/support/kb/10461) and [KB10460. I Forgot My PIN in Password Vault: What Are My Options?](https://vitextra.com/en/support/kb/10460). ## Good practices - Choose a PIN that is hard to guess (not *1234* or a year), because a PIN has only 4 digits; protecting your work account and OneDrive matters just as much. - Lock your computer when you leave it, even for a short time. - Keep important credentials also in another place approved by your organization, in case you forget your PIN. - Use Password Vault for your personal credentials; for shared or highly privileged accounts, follow your organization's policy. 💡 **Tip** More answers are in [KB10439. Password Vault: Frequently Asked Questions](https://vitextra.com/en/support/kb/10439). To learn how your data is protected, see [KB10452. How Password Vault Protects Your Data: Encryption, PIN and Storage](https://vitextra.com/en/support/kb/10452). Learn more about the product: