Adding a new user account to Windows 11
You can add another person to your Windows 11 computer in about five minutes. Windows 11 lets multiple people use the same machine while keeping their files, settings, and passwords separate. Each person gets their own desktop, their own Documents folder, and their own list of installed programs — though everyone can use programs that are installed for the whole computer.
The person you add needs either a Microsoft account (the email and password you use for Outlook, OneDrive, or Xbox) or a local account (a username and password that only works on that one computer). A Microsoft account is easier to set up and lets the person recover a forgotten password, but a local account gives you more control if this is a family computer or a work machine.
Key Takeaways
- Open Settings, go to Accounts, then Family & other users, and click Add account to create a new user on your Windows 11 computer.
- A Microsoft account syncs the person's settings across devices and lets them reset a forgotten password, but requires an email address.
- A local account keeps everything on just this computer and does not need an email, but you cannot recover it if the password is forgotten.
- You can change what a user can do after they are added — for example, make them an administrator or restrict their access to certain programs.
- The new user will see their own desktop and files the first time they sign in, separate from everyone else's.
How to add a user with a Microsoft account
Open Settings by pressing the Windows key and typing "settings", then click the Settings app. Go to Accounts on the left side, then click Family & other users.
Click the button that says Add account. A window will open asking for an email address. Type in the email address the person uses for their Microsoft account — this is usually an Outlook.com, Gmail, or other email address they already have. Click Next, and Windows will send a verification code to that email. The person needs to check their email, find the code, and type it back into the computer to confirm they own that email address.
Once the code is verified, Windows creates the account and the person can sign in. The first time they sign in, Windows downloads their Microsoft settings — things like their desktop background and which programs they pinned to the taskbar — if they have used Windows on another device before.
How to add a user with a local account
If the person does not have a Microsoft account or does not want to use one, you can create a local account instead. Open Settings, go to Accounts, then Family & other users, and click Add account.
When the email window opens, click the link at the bottom that says "I don't have this person's sign-in information" or "Add a user without a Microsoft account" — the exact wording changes between Windows updates, but the link is always at the bottom of that window. Windows will then ask you to create a username and password for the new account. The username can be anything — "Mom", "Guest", "Alex", whatever makes sense. The password can be left blank if you want, though adding a password keeps the account more find.
Click Next, and the account is created. The person can now sign in using the username and password you set up. If they forget the password later, there is no way to reset it without administrator access to the computer, so write it down somewhere safe or use a password manager.
Changing what a new user can do
By default, a new user is a standard user — they can run programs and change their own settings, but they cannot install software or change settings that affect the whole computer. If you want to give someone more power, you can make them an administrator.
Go back to Settings, Accounts, Family & other users. Find the person's name in the list and click on it. Click Change account type, then choose Administrator or Standard user from the dropdown. Click OK to save the change.
Be careful with administrator accounts — an administrator can delete files, uninstall programs, and change settings for everyone on the computer. If this is a family computer or a work computer, keep administrator access limited to people you trust completely.
Signing in as a different user
Once you have added another user, both of you can sign in to the same computer. When you turn on the computer or lock the screen, you will see a list of all the users on that machine. Click on the person's name or picture, type their password, and press Enter. Their desktop and files will load.
Each person's files stay private — a standard user cannot see another user's Documents folder or Desktop without administrator access. If you want to share a file between users, save it to the Public folder, which everyone on the computer can access. You can find the Public folder by opening File Explorer and looking in C:\Users\Public.
Removing a user account
If you need to delete a user account later, go to Settings, Accounts, Family & other users. Click on the person's name, then click Remove. Windows will ask if you want to keep their files or delete them. If you choose to keep the files, Windows saves them in a folder on your computer, but the account itself is gone and that person cannot sign in anymore.
Removing an account is permanent — you cannot undo it. If you are not sure whether you want to delete it, you can disable the account instead by clicking on the person's name and choosing Disable, which prevents them from signing in but keeps their files safe.
Security and privacy when sharing a computer
Adding multiple users to one computer means each person's files are separate by default, but it does not mean the computer is completely private. An administrator can see any file on the computer, including files in other users' folders. If you are setting up a computer for family members or coworkers, be clear about what privacy means on that machine.
If you want to protect a user's files from other administrators, you can use Windows encryption — this is more advanced and requires setting it up before the account is created. For most home and small office setups, the standard user account separation is enough.
Each user should have their own strong password, especially if the computer contains sensitive information. A password should be at least 12 characters long and mix uppercase and lowercase letters, numbers, and symbols. If someone forgets their password on a local account, there is no recovery option, so consider using a password manager to store passwords securely.
Frequently Asked Questions
Can I add a user without giving them access to my files?
Yes. Standard users cannot see other users' Documents, Desktop, or Downloads folders by default. Only administrators can access other users' files. If you want maximum privacy, create the new person as a standard user and keep your own account as the administrator.
What happens to a user's files if I delete their account?
When you delete an account, Windows asks whether to keep or delete the files. If you choose to keep them, the files are saved in a folder called "C:\Users\[username]" but the account is gone. If you choose to delete them, the files are permanently removed and cannot be recovered.
Can I change a local account to a Microsoft account later?
Yes. Go to Settings, Accounts, Your info, and click Sign in with a Microsoft account instead. You will need the person's email address and they will need to verify it, but the account and all their files stay on the computer.
What if I forget the administrator password?
If you are the only administrator and you forget your password, you cannot sign in. You will need to reset Windows using a recovery key or a password reset disk, or take the computer to someone who can help recover the account. This is why it is important to write down or securely store your administrator password.
Do all programs need to be installed for each user?
No. When you install a program on Windows 11, it is usually available to all users on the computer. Each user can have their own settings for that program, but they do not need to install it separately. Some programs do require per-user installation, but most work this way.