Creating a new user account on your Mac

To add a user to your Mac, you open System Settings, go to General, then Users & Groups, and click the plus button to create a new account. The process takes about five minutes and gives you control over what that person can do on your computer — whether they can install software, change settings, or just use specific apps.

Your Mac stores separate login passwords, desktop backgrounds, and app preferences for each user. This means family members or colleagues can share a computer without seeing each other's files or changing each other's settings. You'll need administrator access on your Mac to add someone new.

Key Takeaways

  • Open System Settings, select General, then Users & Groups to reach the account creation screen on your Mac.
  • You can create a standard user account (limited permissions) or an administrator account (full control), depending on what the person needs to do.
  • Each user gets their own login password, desktop, and file folders that others cannot access without permission.
  • If you forget the administrator password, you can reset it using your Apple ID or a recovery key, but the process requires planning ahead.

Step-by-step: adding a user account

Click the Apple menu in the top-left corner of your screen, then select System Settings. In the sidebar, click General. Then click Users & Groups (you may need to scroll down to find it). Click the lock icon at the bottom right and enter your administrator password to unlock the settings.

Click the plus button below the list of users. A dialog box opens asking for the account type. Choose Standard User if this person should not be able to install software or change system settings. Choose Administrator if they need full control. Enter their full name, a username (usually lowercase, no spaces), and a password. Click Create User when you're done.

The new account appears in the Users & Groups list immediately. The person can now log in by restarting the Mac, clicking their name on the login screen, and entering their password. Their files and settings are completely separate from yours.

Standard vs. administrator accounts: what's the difference

A standard user account cannot install software, change network settings, or modify system preferences without an administrator password. This is useful if you're setting up an account for a child or a guest who should only use specific apps. Standard users can still create files, use the internet, and run most programs — they just can't alter how the Mac itself works.

An administrator account can do everything on the Mac: install apps, change settings, create or delete other accounts, and access system files. If you're adding another adult who will manage the computer alongside you, administrator access makes sense. If you're unsure, start with standard and upgrade later if needed.

You can change an account from standard to administrator (or vice versa) at any time. Open Users & Groups, click the lock to unlock, select the account, and check or uncheck "Allow user to administer this computer."

Setting up parental controls for a child's account

If you're creating an account for a child, you can restrict what apps they can use and how long they can be on the computer. Open System Settings, go to General, then Users & Groups. Select the child's account and check "Enable Parental Controls." Click Open Parental Controls to set limits.

You can restrict access to specific apps, set screen time limits, control what websites they can visit, and require approval before they download from the App Store. These controls require your administrator password to change, so a child cannot bypass them. You can adjust the restrictions as they get older.

Changing or resetting a user password

If a user forgets their password, open System Settings, go to Users & Groups, unlock the settings with your administrator password, select that account, and click Reset Password. You can set a new temporary password and have them change it the next time they log in.

If you forget your own administrator password, restart your Mac and hold Command + Q during startup to open the login window. Click the question mark icon and follow the prompts to reset using your Apple ID. If you don't have an Apple ID set up, you may need to use a recovery key that you created earlier — this is why setting up a recovery key when you first set up your Mac is worth doing.

Removing a user account

To delete an account, open System Settings, go to Users & Groups, unlock the settings, select the account you want to remove, and click the minus button. The Mac asks whether you want to keep or delete the files in that account's home folder. Choose Keep Files if you want to save their documents, or Delete Files if you want to remove everything.

Deleting an account is permanent and cannot be undone. If you're not sure whether you'll need the account again, keep the files and just disable the account instead — you can re-enable it later without losing anything.

Troubleshooting common account problems

If a user cannot log in, make sure Caps Lock is off (the login screen shows a warning if it's on). If they've forgotten their password, use the reset process described above. If the account appears to be locked, it may be because too many wrong passwords were entered — wait 15 minutes and try again.

If you cannot add a new account, check that you're logged in as an administrator and that the Users & Groups pane is unlocked. If System Settings crashes when you try to open Users & Groups, restart your Mac and try again. If the problem persists, your Mac may need a software update — check the Software Update pane in System Settings.

Frequently Asked Questions

Can I add a user account without an Apple ID?

Yes. When you create a new account, you can skip the Apple ID step and just set a local username and password. The account works fine without an Apple ID, though some features like iCloud sync and App Store purchases won't be available. You can add an Apple ID later if needed.

What happens to a user's files if I delete their account?

When you delete an account, System Settings asks whether you want to keep or delete the files. If you choose Keep Files, the home folder stays on your Mac in a folder called Deleted Users. If you choose Delete Files, everything in that account is removed permanently.

Can a standard user change their own password?

Yes. Any user can change their own password by opening System Settings, going to General, then Users & Groups, selecting their own account, and clicking Change Password. They need to know their current password to do this.

How many user accounts can I have on one Mac?

You can create as many accounts as you want. Each one takes up a small amount of storage for system files, but the main limit is how much storage space you have for users' files and documents.

Can I switch between user accounts without restarting?

Yes. Click your username in the top-right corner of the menu bar and select the other user's name from the dropdown. Your session stays open in the background, so you can switch back without losing unsaved work. This is called Fast User Switching.