The Tool Desk
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What each tool does
Password manager
A password manager generates and stores unique passwords, then can autofill them when you sign in. That makes it easier to avoid reusing a password across sites without memorizing every credential. NIST says password managers can provide “greater security and convenience” and store encrypted vaults locally or in the cloud: NIST SP 800-63 FAQ.
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Authenticator app
An authenticator app provides an additional authentication method after or alongside your password. Depending on the service and app, that may be a time-based one-time password (TOTP) code, a push approval, or another supported method. MFA can help protect an account even if its password is compromised, but the available methods vary by provider. See NIST’s password guidance.
Pros and cons at a glance
| Consideration | Password manager | Authenticator app |
|---|---|---|
| Main job | Create, store, and autofill passwords. | Provide an additional sign-in proof, such as a code or push approval. |
| Key benefit | Helps you use unique passwords without memorizing them all. | Can add protection when a password is compromised. |
| Main tradeoff | Many credentials depend on one vault and its master access and recovery. | Can add device, setup, and recovery work; a separate device can provide more separation. |
| Offline use | Not established as a universal property; behavior depends on the manager. | Microsoft says its authenticator codes work without internet or phone service; push responses require an internet connection. This is Microsoft-specific guidance: Microsoft Authenticator FAQ. |
When a password manager is the better fit
You want unique passwords without the memory burden
Using a different, hard-to-guess password for each account limits the damage when one service suffers a breach. A manager can generate and remember those passwords for you. NIST’s guidance for accounts that require passwords recommends using a password manager: NIST: How Do I Create a Good Password?
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You value autofill and simpler account maintenance
Autofill reduces the effort of signing in and updating credentials. A browser- or device-maker manager may suit someone who prioritizes convenience within one ecosystem. The UK National Cyber Security Centre (NCSC) says a reputable third-party manager may suit people who need extra features, use a mix of devices or browsers, or want to avoid vendor lock-in. Its guidance also notes that browser or device managers may lack features such as secure notes and password sharing: NCSC: Password managers: what’s not to like?
Password-manager risks and how to reduce them
The vault concentrates valuable credentials
A vault makes many accounts depend on one master credential and the manager’s recovery process. NIST cautions that if the master secret is compromised, passwords may need to be recreated. Use a long, unique master passphrase and enable MFA on the manager account if it offers it. Decide in advance how you will regain access if you forget the passphrase or lose a device; follow the manager’s recovery options rather than assuming the vault can always be restored.
An unlocked device can expose access
The NCSC warns that if a laptop is unlocked, saved passwords may be accessible. Keep devices updated and locked when unattended, and understand how the manager behaves when the device is already signed in. The NCSC’s advice on choosing and using a manager is at its password-manager guidance.
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When an authenticator app is the better fit
You want a second proof beyond the password
MFA makes a stolen password less likely to be sufficient on its own. The extra proof only helps if the service requires it and you can access the chosen method, so check which options each important account supports. NIST lists authenticator apps, push notifications, and USB security keys among MFA methods: NIST password guidance.
You need codes when offline
Microsoft says codes generated by Microsoft Authenticator do not require internet, data, or phone service, while responding to a push sign-in requires an internet-connected device. That distinction is documented for Microsoft Authenticator; it should not be assumed to describe every app or every sign-in method. See the Microsoft Authenticator FAQ.
Authenticator-app risks and recovery
A lost or unavailable phone can block sign-in
If a code or approval is tied to a phone you no longer have, you may need the service’s recovery process. Where offered, register a backup method or save recovery codes somewhere accessible without that phone. Confirm that the backup works before relying on it.
Two factors on one device provide less separation
If the password and authenticator are both available on one compromised device, an attacker may reach both. Microsoft notes that separate devices can improve security for this reason, but using two devices does not guarantee protection. It also means more equipment and recovery arrangements to maintain. Microsoft’s guidance on authentication methods is available at Microsoft Entra authentication methods.
Should you keep TOTP codes in your password manager?
Storing a password and its TOTP secret in the same manager is convenient: fewer apps to maintain, and the code can be available wherever the vault is available. But both pieces then depend on the same vault’s security and recovery model. A separate authenticator—especially on another device—creates more separation, at the cost of extra setup and another thing to back up and recover.
There is no universal winner. Keeping codes in the vault can be a practical choice if you protect the manager with a strong master passphrase and available MFA, secure your devices, and have a workable recovery plan. Choose a separate app or device if separating the factors better fits your risks and you will reliably maintain its backups and recovery options.
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Passkeys change the comparison
For accounts that support them, passkeys can replace password-based sign-in rather than simply add an authenticator code to a password. They use public-key cryptography, and each website receives a distinct credential; NIST describes them as not easily stolen through phishing. Availability depends on the website, and access after losing a device depends on the platform’s sync and recovery arrangement. Read the NCSC password-manager and passkey guidance and NIST password guidance.
Passkey behavior is not identical across products. For example, Microsoft documents passkeys for Microsoft Entra ID Authenticator as device-bound and says they do not leave the device where they were created. That is a Microsoft-specific implementation, not a rule for all passkeys: Microsoft Entra authentication methods.
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A practical setup for most people
- Use a password manager for accounts that require passwords. Generate a unique password for each account rather than reusing one.
- Protect the manager itself. Set a long, unique master passphrase, enable the manager’s MFA if available, and keep your devices updated and locked.
- Turn on MFA for important accounts. Use the method the service supports and that you can reliably access; keep backup methods or recovery codes where offered.
- Choose where TOTP codes live deliberately. A code in the vault is more convenient; a separate authenticator can provide more separation but requires its own recovery plan.
- Use passkeys where they are supported and fit your recovery setup. Check whether credentials sync across your devices or are tied to a particular device before depending on them.
Optional: a physical security key
A FIDO security key is another option for a separate MFA factor on accounts that support it. Check the account’s supported authentication standards and the key’s connector and device compatibility before buying; the sources here do not establish a particular model recommendation. NIST lists USB security keys among MFA methods, and Microsoft documents security keys and passkeys for Entra ID: NIST password guidance and Microsoft Entra authentication methods.
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