Keeping passwords in a spreadsheet is still common in many small businesses and teams. At first glance, it seems like a cost-free and straightforward way to keep track of logins. But what many don’t realise is that this method is hazardous.
If even one password in that spreadsheet is leaked, your entire business could be exposed to cybercriminals—and you may not even know it.
That’s why more companies are switching to password managers. These tools do more than just store passwords. They help businesses detect threats, protect users, and respond quickly to incidents.
In this blog, we explain the difference between using spreadsheets and using a secure password manager. We also show how Martarna, through Keeper, helps teams stay protected.
Why Spreadsheets Are a Risk
Spreadsheets are not built for security. They are constructed to organise data, not protect it. Here’s why relying on a spreadsheet to store passwords is dangerous:
1. Spreadsheets are easy to copy or steal
Anyone with access to the file can copy or share it without noticing. That includes employees, contractors, and even external attackers who manage to get in.
2. No alerts or notifications
If someone gets hold of the spreadsheet or one of the passwords inside, there’s no system to tell you. You’ll only find out when something goes wrong—if you find out at all.
3. No password history or tracking
You won’t know who last updated a password or whether it has been changed after a breach. This creates confusion and slows down your response in a crisis.
4. Easy to overlook weak or reused passwords
Most spreadsheets don’t show you whether a password is strong or if it has been used across multiple accounts. Weak or reused passwords are a significant cause of data breaches.
5. No protection against phishing
A spreadsheet cannot protect users from entering credentials on fake or malicious websites.
In short, a spreadsheet gives a false sense of control. It might feel organised, but it does not protect your business in the ways you truly need.
How Password Managers Work
A password manager software tool is designed to help you create, store, and manage passwords safely. It offers secure storage and real-time protection across your entire organisation.
Here’s how password managers keep your business safer than a spreadsheet ever could:
1. Encrypted storage
Passwords are stored in a digital vault that is protected by strong encryption. Only authorised users with the correct login credentials can access it.
2. Real-time breach alerts
The system immediately notifies you and your team if a password is stolen or found in a data breach. This allows for fast action before damage is done.
3. Activity tracking and audit logs
You can see who accessed what password and when. If someone ignores a security alert, you will know. If someone changes their password, you’ll know that too.
4. Secure password sharing
You can safely share login access with team members without revealing the password. You can also remove access instantly when needed.
5. Strong password generation
The tool helps create complex, unique passwords that are hard to guess or crack.
6. Role-based access control
Not every team member needs access to every password. A password manager lets you assign access based on job role, department, or responsibility.
Why Martarna Recommends Keeper
At Martarna, we take business security seriously. That’s why we’ve partnered with Keeper, one of the most trusted password managers in the world.
Keeper is built for businesses of all sizes, from small teams to large enterprises. It combines advanced protection with a simple user experience, making it easy to roll out across your organisation.
Here’s how Martarna and Keeper work together to support your business:
1. Expert setup and onboarding
Martarna helps you implement Keeper the right way from the start. We guide your team through setup, training, and everyday use.
2. Monitoring and management
We help you track password health, monitor for weak or reused passwords, and ensure your team follows best practices.
3. Incident response
If a breach happens or a password is exposed, we help you respond quickly using Keeper’s built-in alert system and audit logs.
4. Compliance support
Keeper helps you meet data security standards such as ISO 27001, SOC 2, GDPR, etc. This is critical if your business handles sensitive or customer data.
5. Long-term support
Martarna is your partner for the long run. We provide continuous support to ensure your password security stays strong as your business grows.
Real-World Example
Let’s say your business stores all logins in a spreadsheet saved on a shared drive. An employee accidentally downloads malware that allows hackers to access their files, including that spreadsheet.
Without a password manager, you may never know the spreadsheet was stolen. Days or weeks later, someone starts logging into your systems and stealing data.
If you were using Keeper, here’s how the situation would play out:
- The system would detect that your login credentials were part of a breach.
- Your team would receive an alert with the name of the affected account.
- If someone ignored the alert, you would see that in the dashboard.
You would see that if someone followed the alert, they updated their password. - You could lock down access, reset credentials, and restore control—fast.
That’s the power of innovative, secure password management.
The Bottom Line
Spreadsheets are not safe for storing passwords. They expose your business to accidental leaks, theft, and silent attacks.
Password managers like Keeper offer strong protection, real-time alerts, and visibility into how your team handles credentials.
With Martarna guiding your setup and supporting your team, you get the best of both worlds: advanced cybersecurity and expert help.
Ready to Protect Your Business?
If your business is still using spreadsheets, it’s time to change. Contact Martarna today to learn how Keeper can protect your passwords, your people, and your data.
We’re here to help you take the next step in digital security with confidence.
