Adding a user account on your Mac takes about five minutes and requires access to System Settings
To add a new user to your Mac, open System Settings, go to General, then Users & Groups, and click the lock icon to unlock the settings. Click the plus button, choose the account type, and enter the new user's name and password. The new user can then log in from the login screen.
Each user account on a Mac is separate — they have their own desktop, files, applications, and settings. This is useful when multiple people share one computer, or when you want to keep work and personal files in different places on the same machine.
Key Takeaways
- You must be an administrator on your Mac to add new user accounts, and you will need to unlock System Settings with your password.
- Mac offers four account types: Administrator (full control), Standard (limited permissions), Guest (temporary access with no saved files), and Child (parental controls available).
- The new user's password should be something they choose themselves, not something you create for them, because you cannot see or change it later.
- After you create the account, the new user logs in from the login screen at startup or by switching users from the Apple menu.
Step-by-step: Creating a standard user account
Start by clicking 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 see it.
You will see a lock icon at the bottom of the Users & Groups window. Click it and enter your Mac password when prompted. This unlocks the settings so you can make changes. Once unlocked, click the plus button (the + symbol) below the list of users.
A dialog box will appear asking you to choose an account type. Select Standard User for most situations — this gives the new person access to their own files and most applications without the ability to install software or change system settings. Click Create.
Enter the new user's full name in the "Full name" field. The Mac will automatically create a short username (called an account name) based on what you type, but you can edit it if needed. The account name is what appears on the login screen and in file paths.
In the Password field, enter a password for the new account. Write this down or share it with the person who will use the account — you cannot recover or view this password later. Click Create User to finish. The new account is now ready to use.
Understanding the four account types
Administrator accounts have full control over the Mac. An administrator can install software, change system settings, create and delete other accounts, and access files from any user account. You should have at least one administrator account on your Mac, but most people do not need more than one.
Standard accounts are the safest choice for everyday use. A standard user can open applications, create and edit their own files, and change their own password, but cannot install software, change system settings, or access other users' files. This is the right choice for family members, roommates, or anyone who shares your Mac.
Guest accounts let someone use your Mac without creating a permanent account. When a guest logs out, all files they created are deleted and the account resets. Guest accounts are useful for visitors or temporary users, but the guest cannot save files or install software.
Child accounts are standard accounts with parental controls added. If you create a child account, you can set screen time limits, restrict which applications they can open, and see reports of their activity. You manage these controls from your administrator account.
What to do if you forgot the administrator password
If you are locked out of your Mac and cannot unlock System Settings, you have two options. If you set up a recovery key when you created your Apple ID, you can use that key to reset your password. Go to the login screen, click the question mark icon, and follow the prompts to enter your recovery key.
If you do not have a recovery key, you will need to use another administrator account on the same Mac, or contact Apple Support. Apple can verify your identity and help you regain access, but the process takes time and may require proof of purchase.
How to switch between user accounts
Once multiple accounts exist on your Mac, you can switch between them without restarting. Click the Apple menu in the top-left corner and look for your username near the top of the menu. Click it to see a list of other users on the Mac, then click the name of the user you want to switch to.
When you switch users, your current session stays open in the background — your applications and windows do not close. When you switch back to your account, everything is exactly as you left it. This is different from logging out, which closes all your open applications.
Removing a user account you no longer need
To delete a user account, open System Settings, go to General, then Users & Groups. Click the lock icon and enter your administrator password. Click the account you want to remove, then click the minus button below the user list.
A dialog will ask what you want to do with the files in that account's home folder. You can save them to a folder on your Mac, delete them, or leave them in place. After you choose, the account is removed and that user can no longer log in.
Frequently Asked Questions
Can I change a user's password if I am the administrator?
Yes. Open System Settings, go to Users & Groups, unlock the settings with your password, click the account, and click Reset Password. You can set a new temporary password that the user must change when they next log in, or you can set a permanent password if you prefer.
What happens to a user's files if I delete their account?
When you delete an account, the Mac asks what to do with that user's home folder. You can save it as a folder on your desktop, delete it completely, or leave it on the Mac. Choose based on whether you need to keep their files.
Can a standard user install applications on my Mac?
No. Standard users can open applications that are already installed, but they cannot install new ones or delete existing ones. If a standard user tries to install software, they will be asked for an administrator password.
How do I set up parental controls for a child account?
Create the account as a Child account type instead of Standard. Then open System Settings, go to General, click Users & Groups, select the child account, and click Parental Controls. You can set screen time limits, restrict apps, and view activity reports from there.
Can I use the same password for multiple user accounts?
Technically yes, but it is not recommended. Each user should have their own password so their files stay private from other users on the same Mac. If two people share a password, either one can access the other's files.