What adding an account means and why you might do it
Adding an account on your Mac creates a separate login space where a different person can use the computer with their own files, settings, and passwords. When you add an account, that person gets their own desktop, their own Documents folder, and their own login credentials — meaning their activity is separate from yours, and they cannot see your files unless you deliberately share them.
You might add an account so a family member, roommate, or colleague can use the same Mac without accessing your email, banking passwords, or personal documents. You can also create an account just for yourself if you want to keep work files separate from personal ones, or to test software without risking your main account.
macOS offers several account types, each with different permissions. A standard account is the most common choice for other people; an administrator account has permission to install software and change system settings; and a guest account is temporary and leaves no files behind when the person logs out.
Key Takeaways
- You must be logged in as an administrator to add a new account, and you will need the new account holder's name and a password they choose.
- Standard accounts are the safest choice for other people because they cannot install software or change system settings without your permission.
- You can add an account through System Settings under the Users & Groups section, and the process takes about five minutes.
- Once an account exists, the person can log in from the login screen by clicking their name and entering their password.
How to open the account settings on your Mac
Start by clicking the Apple menu in the top-left corner of your screen, then select System Settings (on newer Macs) or System Preferences (on older ones). The name changed around 2022, so the exact wording depends on your macOS version.
Once System Settings or System Preferences opens, look for General in the sidebar on the left. Click it, then look for a section called Users & Groups or Login Options. On some versions you may see Accounts instead. If you cannot find it in General, try searching: click the search box at the top of System Settings and type "users" — the correct section will appear.
When you click into Users & Groups, you will see a list of existing accounts on the left side. At the bottom of that list is a plus sign (+) button. Click it to begin adding a new account.
Choosing the account type and entering the person's information
A dialog box will appear asking what type of account you want to create. You will see options like Administrator, Standard, Guest User, and sometimes Sharing Only. For most situations, choose Standard — this lets the person use the Mac and install their own apps, but prevents them from changing system settings or installing software that affects the whole computer.
Choose Administrator only if the person needs to install software, change network settings, or manage the computer alongside you. Choose Guest User if someone is visiting and you want them to have temporary access with no permanent files left behind.
After you select the account type, you will see fields for the account holder's full name and a short username. The full name can be anything — "Sarah Chen" or "Mom" both work. The username is what appears on the login screen and in file paths; macOS usually suggests one automatically, but you can change it to something shorter like "sarah" or "mom". Usernames cannot have spaces.
Next, you will be asked to create a password. This is the password the person will use to log in. You can type a password yourself and give it to them, or you can leave it blank and let them set their own password the first time they log in. Leaving it blank is often easier because they choose something they will remember.
Completing the account creation
Once you have entered the name, username, and password (or left the password blank), click the Create User button. The system will take a moment to set up the new account — this usually takes less than a minute.
When it finishes, the new account will appear in the Users & Groups list on the left side. You can now close System Settings. The account is ready to use.
If you left the password blank, the person will see a prompt to create a password the first time they log in. If you created a password for them, they can use that password when ready, though they can change it later by going to System Settings > General > Users & Groups, clicking their own account, and selecting Change Password.
How the person logs in and what they see
When your Mac starts up or when someone clicks the user menu in the top-right corner and selects Log Out, the login screen appears. It shows all the accounts on the computer. The new account holder clicks their name, enters their password, and presses Enter. They are then logged into their own account with their own desktop and files.
The first time they log in, they may see a setup screen asking about Siri, location services, and other preferences. They can skip or complete these steps as they choose — these settings explore only to their account, not to yours.
Once logged in, they can open apps, create files, and customize their desktop without affecting your account. Any files they create go into their own Documents, Downloads, and Desktop folders. You cannot see these files unless they deliberately share them with you.
Changing permissions and removing accounts later
If you need to change an account from Standard to Administrator (or vice versa), go back to System Settings > Users & Groups, click the account name, and look for an option that says Allow user to administer this computer or similar. Checking this box makes them an administrator; unchecking it removes those permissions.
You can also set restrictions on what a Standard account can do. In the same Users & Groups section, you may see a Parental Controls or Restrictions option. This lets you limit which apps they can use, when they can log in, and what websites they can visit — useful if you are setting up an account for a child.
To remove an account entirely, click it in the Users & Groups list, then click the minus sign (-) button at the bottom. macOS will ask whether you want to keep or delete the files in that account's home folder. Choose based on whether you need to preserve their documents.
Common issues and what to do
If you cannot find the Users & Groups section, your Mac may be running an older version of macOS. Try searching for "accounts" or "users" in System Settings instead. On very old Macs, the section might be called Accounts rather than Users & Groups.
If the plus sign button is greyed out and you cannot click it, you are not logged in as an administrator. Log out, log back in as an administrator account, and try again. Only administrators can add new accounts.
If someone forgets their password, you can reset it from the Users & Groups section. Click their account, then click Reset Password. You will be asked to answer security questions or use your administrator password to confirm the reset. The person can then log in with the new temporary password and change it to something they prefer.
Frequently Asked Questions
Can I add an account without knowing the person's password?
Yes. You can leave the password field blank when creating the account, and the person will set their own password the first time they log in. This is often the easiest approach because they choose something they will remember.
What is the difference between a Standard and Administrator account?
A Standard account can use apps and create files but cannot install software that affects the whole computer or change system settings. An Administrator account can do all of those things. For family members or roommates, Standard is usually the safer choice.
Can I see what files someone else has on their account?
No, not unless they share files with you. Each account's home folder is private by default. If you need to access their files, they can drag them into a shared folder, or you can ask them to change the folder permissions to allow you to view it.
What happens to someone's files if I delete their account?
When you delete an account, macOS asks whether you want to keep or delete the home folder containing their files. If you choose to keep it, the folder stays on your Mac but is no longer tied to a login account. If you choose to delete it, all their files are removed.
Can someone change their own password after I create their account?
Yes. They can go to System Settings > General > Users & Groups, click their own account name, and select Change Password. They will need to enter their current password first.