The fastest way to add a user account

Open Settings by pressing the Windows key and typing "Settings", then select the Settings app. Go to Accounts in the left menu, then click Other people. Click the button that says Add someone else to this PC. Windows will ask you for an email address — you can use a Microsoft account (like Outlook or Hotmail) or a local account with just a username and password.

If you use a Microsoft account, type the email address and Windows handles the rest. If you want a local account instead, click I don't have this person's sign-in information at the bottom, then Add a user without a Microsoft account. Type a username and password, and Windows creates the account immediately.

The new user will see their own desktop and files the next time they sign in. They start with standard permissions — they cannot install software or change system settings without a password from an administrator account.

Key Takeaways

  • You can add a new user through Settings > Accounts > Other people in under two minutes.
  • Microsoft accounts let the user sync their files and settings across devices, while local accounts work only on that PC.
  • New users get standard permissions by default, which prevents them from installing software or changing system settings.
  • You can change a standard account to an administrator account later if the user needs to install programs or adjust settings.
  • The new user's files are separate from yours — they cannot see your documents, photos, or downloads unless you share a folder.

Microsoft account versus local account

A Microsoft account is an email address tied to Microsoft's servers. When someone signs in with a Microsoft account, Windows syncs their settings, photos, and files to OneDrive automatically. They can sign into any Windows PC with the same email and password and see the same desktop setup. This works well if the user has multiple devices or travels between computers.

A local account exists only on that one PC. The user signs in with a username and password stored on the computer itself. Their files stay on that computer — nothing syncs to the cloud. Local accounts are simpler if the user only uses one device and does not need cloud storage, or if they have privacy concerns about syncing data to Microsoft's servers.

You can switch between the two later. If you create a local account now and the user wants to sync files later, they can link their Microsoft account to the local account in Settings > Accounts > Your info.

Changing a user from standard to administrator

Standard users cannot install software, change the system date and time, or modify network settings. If the user needs these permissions, you can promote them to an administrator account. Open Settings, go to Accounts, click Other people, select the user you want to change, and click Change account type. Select Administrator from the dropdown and click OK.

Administrator accounts can make system-wide changes, so only promote users you trust. If someone needs to install one program but should not have full administrator access, they can right-click the installer and choose Run as administrator instead — Windows will ask for an administrator password before running it.

What happens when a new user signs in for the first time

Windows creates a new user folder at C:\Users\[username] and populates it with empty Documents, Downloads, Pictures, and Desktop folders. If the user signed in with a Microsoft account, Windows may spend a few minutes downloading their OneDrive files and syncing their settings — this is normal and happens only once.

The user's Start menu is blank at first. As they install programs and pin shortcuts, their Start menu fills in. Their taskbar shows only the programs they have pinned or recently used, separate from your taskbar.

If you are on the same Wi-Fi network, the new user can print to shared printers and access shared folders without any extra setup. They cannot see your private files unless you explicitly share a folder with them.

Removing a user account you no longer need

Open Settings, go to Accounts, click Other people, select the user account, and click Remove. Windows will ask whether you want to keep or delete their files. If you choose to delete the files, Windows removes the user folder and everything in it — this cannot be undone, so make sure you have backed up anything important first.

If you choose to keep the files, Windows moves them to a folder on your desktop called [username]'s files. You can then sort through them before deleting the folder manually.

Troubleshooting when you cannot add a user

If the Add someone else to this PC button is grayed out, you are not signed in as an administrator. Sign out and sign back in with an administrator account, then try again.

If you are adding a Microsoft account and Windows says the email address is already in use, that email is already linked to another user account on this PC. You cannot add the same Microsoft account twice. Create a local account instead, or use a different Microsoft account.

If Windows gets stuck during setup, restart the computer and try again. If the problem continues, make sure you have an active internet connection — Windows needs it to verify Microsoft accounts.

Frequently Asked Questions

Can I add a user without a password?

You can create a local account with a blank password, but Windows will warn you that this is a security risk. Anyone with physical access to the PC can sign in without typing anything. If the PC is in a shared space or contains sensitive files, use a password.

What if I forget the administrator password?

If you are locked out of the administrator account, you cannot reset it from Windows 10 itself. You will need to use a password reset disk (if you created one before), sign in with a different administrator account, or contact Microsoft support. This is why it is important to write down or securely store your administrator password.

Can a standard user install programs?

No, standard users cannot install most programs — Windows blocks the installation and asks for an administrator password. If a standard user needs a specific program, an administrator can install it for them, or they can right-click the installer and choose Run as administrator to enter the administrator password themselves.

Will adding a new user slow down my PC?

Each user account takes a small amount of disk space for their files and settings, but having multiple accounts does not noticeably slow down the computer. The only time you might notice a difference is if many users are signed in at the same time — Windows has to keep all their programs running in the background.

Can I see what files another user has on the PC?

No, each user's files are private by default. You cannot open another user's Documents or Desktop folder unless they explicitly share it with you. If you need to access their files, ask them to move the files to a shared folder, or sign in as an administrator and navigate to their user folder manually.