Creating a new Windows user account in Settings

The fastest way to add a new user account is through Windows Settings. Open Settings by pressing the Windows key and typing "Settings," then select the Settings app. Go to Accounts in the left sidebar, then select Other people (or Family & other people on some versions).

Click the button that says Add account or Add another person to this PC. Windows will ask whether the new person has a Microsoft account. If they do, type their email address and Windows will link their existing account. If they don't have one, select I don't have this person's sign-in information, then Add a user without a Microsoft account.

Type a username for the account — this is what will appear on the Windows login screen. You can add a password now or skip it and add one later. Once you click Next, the account is created and ready to use.

Key Takeaways

  • A new user account created in Settings appears on the Windows login screen and keeps that person's files, settings, and programs separate from yours.
  • You can link a new account to an existing Microsoft account, or create a local account with just a username and password.
  • The person who created the account is the administrator and can delete it later, change the password, or adjust permissions.
  • Each account can have its own password, desktop background, browser history, and installed programs, though some programs install for all users.

The difference between a Microsoft account and a local account

A Microsoft account is an email address tied to Microsoft services — OneDrive, Outlook, Game Pass, or an existing Hotmail or Outlook email. If the new user already has one, linking it means their files sync across devices and they stay signed into Microsoft services automatically. This is useful if they use OneDrive or want their settings to follow them to another Windows computer.

A local account is just a username and password stored on that one computer. It does not sync anything to the cloud and does not require an email address. Local accounts are simpler to set up and give you more privacy on a shared computer, but the person cannot use OneDrive backup or sign into Microsoft services without entering their password each time.

You can switch between them later. A local account can be converted to a Microsoft account, or a Microsoft account can be downgraded to local-only. The choice at creation time is not permanent.

Setting permissions and account type

When you create an account through Settings, Windows automatically makes it a Standard user account. Standard users can install programs, change their password, and use most features, but they cannot install Windows updates, change system settings, or delete other accounts. This is the right choice for most people.

If the new user needs to install software or change system settings, you can make them an Administrator. Go back to Accounts > Other people, click the account name, then select Change account type. Choose Administrator from the dropdown and click OK. Administrators can do anything on the computer, so only give this permission if necessary.

You can also restrict what a Standard user can do by setting up Parental controls (called Family safety on newer Windows versions). This lets you limit screen time, block certain websites, or control which programs they can run. This is available in the same Accounts menu under Family.

Creating an account from the login screen

If you are already logged in and want to add an account without opening Settings, you can do it from the login screen. Press Ctrl + Alt + Delete, then click Sign out. At the login screen, look for a link that says Other user, Add user, or Sign-in options — the exact wording depends on your Windows version.

Click that link and follow the same steps as in Settings: choose whether to use a Microsoft account or create a local account, enter a username, and set a password if you want one. The account will be created and you can log into it immediately.

This method works the same way as using Settings, but it is useful if you want to set up an account for someone who is standing next to you and ready to use it right away.

Switching between accounts and managing them later

Once accounts are created, any user can switch to another account by clicking their name in the bottom left corner of the screen (or pressing Windows key + X and selecting Sign out). The login screen appears and they can select a different account. Each account keeps its own files, desktop, and settings separate.

To delete an account later, go to Settings > Accounts > Other people, click the account you want to remove, and select Delete. Windows will ask whether to keep or delete the account's files. If you choose to keep them, they move to a folder on your desktop so nothing is lost.

To change a password, the account owner can go to Settings > Accounts > Your info (or Sign-in options) and select Password. An administrator can also change another user's password from Settings > Accounts > Other people, though the user will need to reset it the next time they log in.

Troubleshooting common problems

If the Add account button is grayed out or missing, you may not have administrator permissions on your own account. Log into an administrator account and try again. If you are the only account on the computer, you are already an administrator and the button should be available.

If you create an account but it does not appear on the login screen, restart the computer. New accounts sometimes take a moment to show up. If it still does not appear after a restart, go back to Settings > Accounts > Other people and check that the account is listed there. If it is listed but not on the login screen, the account may be hidden — click it and select Change account type to make sure it is set to Standard or Administrator, not Guest.

If you forget a password, you cannot reset it from the login screen unless you set up a password hint or recovery email when the account was created. An administrator can reset the password, but the user will be asked to create a new one the next time they log in. If no administrator account exists, you may need to use Windows recovery tools or contact Microsoft support.

Frequently Asked Questions

Can I create an account without a password?

Yes. When you create the account in Settings, you can leave the password field blank and click Next. The account will be created with no password, and anyone can log into it by clicking the username on the login screen. You can add a password later by going to Settings > Accounts > Sign-in options > Password and selecting Add.

What happens to files when I delete a user account?

When you delete an account, Windows asks whether to keep or delete the files. If you choose to keep them, all the account's documents, photos, and downloads move to a folder called "[Username]" on your desktop. You can then move those files to another account or delete them. If you choose to delete them during removal, they are permanently erased.

Can I change a local account to a Microsoft account later?

Yes. The account owner can go to Settings > Accounts > Your info and select Sign in with a Microsoft account instead. They will need to enter a Microsoft account email and password. An administrator can also make this change from Settings > Accounts > Other people by clicking the account and selecting Change account type.

Do programs I install show up for all user accounts?

Most programs install for all accounts on the computer, so everyone can use them. Some programs install only for the account that installed them. You can check by opening the program and seeing if it appears in the Start menu for other accounts. If a program is only available to one account, another user can reinstall it for their own account.

Can I prevent someone from seeing my files on a shared computer?

Yes. Each account's files are private by default — other users cannot see your Documents, Downloads, or Desktop folders unless you share them. If you want extra security, you can password-protect your account so only you can log in. You can also use Windows encryption (BitLocker on Pro and Enterprise versions) to encrypt your entire drive, though this requires additional setup.