Creating a second user account takes about five minutes and requires no password from anyone else

A second user account on your Mac is a separate login with its own desktop, files, and settings. When you create one, you are not sharing a password or giving someone access to your email or documents — each account is walled off from the others. You control who logs in to which account, and you can delete an account later if you no longer need it.

The fastest way is through System Settings. Open System Settings, go to General, then Users & Groups (or just Users on newer Macs). Click the lock icon in the bottom left, enter your password, then click the plus sign to add a new account. Choose Standard for a regular user or Admin if the person needs to install software or change system settings. Type in a name and password, then click Create User. That account is ready to use when ready.

Key Takeaways

  • Each user account on a Mac has its own login, desktop, files, and email — one person cannot see another person's documents without knowing their password.
  • You create new accounts in System Settings under Users & Groups, and you need your own admin password to do it.
  • A Standard account is safer for someone who should not install software or change system settings; an Admin account lets them do both.
  • You can switch between accounts by clicking the user icon in the top right corner, or you can log out and log back in as a different user.
  • Deleting an account removes that user's login, but you can choose to keep or delete their files when you do.

Admin versus Standard accounts — what each one can do

An Admin account can install software, change system settings, create or delete other accounts, and reset passwords. If you are the person who set up the Mac, you almost certainly have an admin account. Give admin access only to people you trust completely, because they can change security settings or access system files.

A Standard account cannot install software without an admin password, cannot change most system settings, and cannot create new accounts. Standard is the right choice for children, roommates, or anyone who should use the Mac but not control how it works. They can still use all the apps that are already installed, create their own files, and change their own password.

How to switch between accounts without logging out

Click the user icon in the top right corner of your screen (it looks like a head and shoulders). A menu drops down showing all the accounts on your Mac. Click the name of the account you want to switch to, and that account opens in the background while your current account stays logged in. This is called fast user switching.

Fast user switching is convenient, but it means both accounts are running at the same time and using your Mac's memory. If you want to fully close one account, click the user icon again and choose Log Out instead. Then log in as the other user. The first account will be completely closed.

Setting a password for the new account

When you create a new account, you set a password right away. Make it something the person can remember but not something obvious like their birthday or the word "password." A mix of letters, numbers, and a symbol is harder to guess than a word alone.

If someone forgets their password later, you can reset it if you have an admin account. Go back to System Settings, Users & Groups, click the lock and enter your password, then click the account that needs a reset. Click the gear icon at the bottom and choose Reset Password. You can set a new temporary password and have them change it the next time they log in.

Controlling what each account can see and do

By default, each account can see shared files in the Shared folder (in Finder, click Go, then Computer, then Users, then Shared). Each account has its own Documents, Desktop, and Downloads folders that other accounts cannot access without permission.

If you want to restrict what a Standard account can do beyond the basics, go to System Settings, General, Users & Groups, click the account, then click Parental Controls (on older Macs) or Screen Time (on newer ones). You can limit which apps they can open, set time limits, and block certain websites. These controls work only on Standard accounts, not Admin accounts.

Deleting an account you no longer need

Open System Settings, go to Users & Groups, click the lock and enter your password, then click the account you want to remove. Click the minus sign at the bottom. A dialog box appears asking what you want to do with that account's files. You can delete them along with the account, or save them to a folder on your Mac so you can access them later.

You cannot delete the account you are currently logged into. If you need to delete your own account, create a second admin account first, log out, log in as the new admin, then delete the original account from there.

Why separate accounts matter for shared Macs

If multiple people use the same Mac, separate accounts keep their files, email, and browsing history private from each other. One person's password reset or account deletion does not affect anyone else. If one account gets a virus or malware, it is contained to that account and does not automatically spread to the others.

Separate accounts also make it easier to see who did what on a shared computer. If a file was deleted or a setting was changed, you can check which account made the change by looking at the account that was logged in at the time.

Frequently Asked Questions

Can I create an account without a password?

Technically yes, but it is not recommended. An account without a password means anyone who sits down at your Mac can log in as that person and access their files. If you want to skip the password temporarily, you can add one later in System Settings, Users & Groups, by clicking the account and choosing Change Password.

What happens to an account's files if I delete the account?

When you delete an account, macOS asks whether you want to keep or delete the files. If you choose to keep them, they are saved in a folder on your Mac that you can still access. If you choose to delete them, they are removed permanently, so be certain before you confirm.

Can someone log into my account if they know my password?

Yes. A password is the only thing protecting your account. If someone knows it, they can log in and see all your files, email, and browsing history. Change your password if you think someone else knows it, and do not share it with anyone you do not fully trust.

Do I need an admin account to create a second account?

Yes. Only an admin account can create, delete, or modify other accounts. If you do not have admin access on your Mac, you cannot create a new account without the password of someone who does.

Can I transfer files between accounts?

Yes. Save the files to the Shared folder (in Finder, click Go, then Computer, then Users, then Shared), and both accounts can access them. Or use AirDrop if both accounts are logged in at the same time. You can also email files from one account to the other if both have email set up.