Adding a user account on your Mac

To add a user account on your Mac, open System Settings, go to General, then select Users & Groups. Click the lock icon to unlock the settings, then click the plus button to create a new account. You will choose the account type (Administrator, Standard, or Parental Controls), enter a name and password, and the account will be ready to use when ready.

The process takes about two minutes and does not require restarting your Mac. Each user gets their own desktop, files, and preferences — when someone logs in, they see only their own setup. This is useful if multiple people share one computer, or if you want to keep work separate from personal use on the same machine.

Key Takeaways

  • Administrator accounts can install software and change system settings; Standard accounts cannot, which is safer for shared computers.
  • You must unlock System Settings with your own password before you can add a new user.
  • Each user account has its own login password, desktop, Applications folder, and Documents folder.
  • Parental Controls accounts let you restrict what a child can do — which apps they can open, which websites they can visit, and how long they can use the computer.
  • You can delete a user account later, but you will lose all files in that account's Documents and Desktop unless you save them first.

The three types of accounts and what each one can do

Administrator accounts can install and remove software, change system settings, create and delete other user accounts, and reset passwords. If you are the main user of the Mac, you probably have an Administrator account. When you set up a new Mac, the first account created is always an Administrator account.

Standard accounts can use installed software and change their own password, but cannot install new software or change system-wide settings. If you share your Mac with someone else — a family member, roommate, or colleague — giving them a Standard account keeps them from accidentally (or intentionally) changing settings or installing software that affects everyone.

Parental Controls accounts are Standard accounts with restrictions you set. You can limit which apps they can open, block websites, set screen time limits, and control whether they can make purchases. These are designed for children, but work for any user you want to restrict.

How to create a new account step by step

Open System Settings by clicking the Apple menu in the top-left corner and selecting System Settings. Click General in the sidebar, then click Users & Groups. You will see a lock icon in the bottom-left corner — click it and enter your password to unlock the settings.

Once unlocked, click the plus button (+) below the list of users. A dialog box will appear asking you to choose the account type. Select Administrator, Standard, or Parental Controls depending on what the new user needs to do. Enter the full name for the account (this is what will appear on the login screen), then enter a password twice to confirm it. You can also add a password hint if you want — the hint will show on the login screen if the user forgets their password.

Click Create User. The account is now ready. The new user can log in when ready by clicking their name on the login screen and entering their password. Their account will have its own Desktop, Documents, Downloads, and Applications folders.

Setting up Parental Controls for a child's account

If you created a Parental Controls account, you can restrict what that user can do. After creating the account, go back to Users & Groups, select the account you just made, and click Open Parental Controls. You will see options to limit App Store purchases, restrict which apps can be opened, set screen time limits, and control website access.

Under the Apps tab, you can choose whether the user can open only apps you approve, or all apps except the ones you block. Under Screen Time, you can set a daily limit for how long the account can be used. Under Content, you can allow or block specific websites. These settings take effect when ready — if the user is logged in, they will see the restrictions the next time they try to do something you have blocked.

Switching between user accounts

When multiple users are set up on your Mac, you can switch between them by clicking the user icon in the top-right corner of the menu bar and selecting a different user from the list. Your current session stays open in the background — when you log back in, your windows and apps will be exactly where you left them.

You can also switch users from the login screen. Click the user icon in the bottom-left corner of the login screen to see all available accounts, then click the one you want to use and enter that user's password.

Changing or removing a user account

To change a user's password, go to System Settings > General > Users & Groups, unlock the settings, select the account, and click Change Password. Enter the old password, then the new password twice. To change an account from Standard to Administrator (or vice versa), select the account and click the dropdown next to the account name.

To delete a user account entirely, select the account in Users & Groups and click the minus button (−). You will be asked whether to keep or delete the account's files. If you choose to delete the files, everything in that user's Documents, Desktop, and Downloads folders will be permanently removed. If you choose to keep the files, they will be moved to a folder on your Mac that you can access later.

Troubleshooting common problems

If you cannot unlock Users & Groups because you forgot your password, restart your Mac and hold Command + S to enter Single-User Mode. Type fsck -fy and press Enter, then type reboot and press Enter. When your Mac restarts, you can reset your password from the login screen by clicking the question mark icon.

If a user account is locked and you cannot log in, go to Users & Groups, select that account, and click Reset Password. You will need to answer security questions or use your Apple ID to verify your identity. If a new account is not appearing on the login screen after you create it, restart your Mac — new accounts sometimes do not show up until the next restart.

Frequently Asked Questions

Can I have multiple Administrator accounts on one Mac?

Yes. You can create as many Administrator accounts as you need. Each Administrator can create and delete other accounts, change system settings, and install software. It is common to have two Administrator accounts on a shared Mac — one for each person who needs full control.

What happens to a user's files if I delete their account?

When you delete an account, macOS asks whether to keep or delete the files. If you choose to keep them, the account's entire home folder is moved to a folder called Deleted Users in the Users folder — you can still access those files, but the account itself is gone. If you choose to delete the files, they are permanently removed.

Can a Standard user change their own password?

Yes. Any user can change their own password by going to System Settings > General > Users & Groups, clicking their own account, and clicking Change Password. They will need to enter their current password first.

Do I need a different Apple ID for each user account?

No. Each user account on your Mac can have its own Apple ID, or multiple accounts can share one Apple ID. If they share an Apple ID, they will see the same iCloud files and purchased apps. If they have separate Apple IDs, their iCloud data and purchases stay separate.

What is the difference between Fast User Switching and logging out?

Fast User Switching (clicking the user icon in the menu bar) leaves your session open in the background while another user logs in. Logging out closes all your apps and files. Fast User Switching is faster if you switch back and forth between users, but uses more memory because both sessions are running.