Adding a user account on your Mac

To add a new user on your Mac, you open System Settings, go to the General section, select Users & Groups, and create a new account with a name and password. The process takes about five minutes and gives each person their own desktop, files, and settings while sharing the same Mac hardware.

Every account you create is separate — one person's files stay private from another's, and each person sees their own desktop background and app preferences when they log in. You decide whether each account has full control over the Mac or limited permissions.

Key Takeaways

  • Open System Settings, click General, then Users & Groups to reach the account creation screen on any recent Mac.
  • You must be logged in as an administrator account to add new users, and you will need to enter your own password to confirm the change.
  • Choose between Administrator, Standard, or Managed Family accounts depending on what permissions the new user needs.
  • The new user can log in when ready after creation, and their account will have its own home folder, desktop, and saved passwords.

Finding System Settings and the Users & Groups section

Click the Apple menu in the top-left corner of your screen, then select System Settings. On older Macs running versions before Ventura, this was called System Preferences instead — the steps are the same either way.

Once System Settings opens, look for General in the left sidebar. Click it, then scroll down until you see Users & Groups. Click that option. If you do not see Users & Groups listed, your Mac may be running an older version — in that case, look for it directly in the System Preferences sidebar instead of under General.

Understanding the three account types

Administrator accounts have full control over the Mac. An administrator can install software, change system settings, add or delete other accounts, and access any file on the computer. If you are the main user of the Mac, you are probably already using an administrator account.

Standard accounts can use most programs and change their own settings, but cannot install software, delete accounts, or change system-wide settings. Standard accounts are useful for family members or coworkers who should not be able to alter how the Mac itself works.

Managed Family accounts are for children and let you set screen time limits, control which apps they can open, and see what they are doing on the Mac. You set these up through Family Sharing, which requires an Apple ID for both the parent and child.

Creating the new account step by step

In the Users & Groups window, look for a plus sign (+) button at the bottom left. Click it. A dialog box will appear asking you to create a new account.

In the Account Type dropdown, select whether this will be an Administrator, Standard, or Managed Family account. Type the person's full name in the Full Name field — this is what will appear on the login screen. The Mac will automatically create a short username in the Account Name field, but you can change it to something simpler if you want.

Enter a password in the Password field. This is the password the person will use to log in. You can leave the password hint blank or add a reminder phrase that appears if they forget it. Click Create User when you are done.

The new account is now ready. The person can log out of the current account and log in with their new username and password, or you can stay logged in and they can log in the next time the Mac starts up.

What happens after you create the account

When the new user logs in for the first time, the Mac creates a home folder with their name. This folder contains their Documents, Downloads, Desktop, and other personal folders. Files they save will go into their own home folder, not anyone else's.

The new user can customize their own desktop background, dock, and app preferences without affecting anyone else's account. If they use iCloud, they can sign in with their own Apple ID to sync their photos, documents, and other data across their devices.

If you created a Standard account, the user will see a dialog asking for an administrator password whenever they try to install software or change system settings. This prevents accidental changes to how the Mac works.

Changing or removing accounts later

To change an account's password, open Users & Groups again, click the account name, and click the Change Password button. You will need to enter your own administrator password to make this change.

To delete an account, click the account name in Users & Groups, then click the minus sign (-) button at the bottom left. The Mac will ask what you want to do with the files in that account's home folder — you can keep them, move them to another account, or delete them. You cannot delete the account you are currently logged into.

To change an account from Standard to Administrator or vice versa, click the account name and look for a dropdown or checkbox next to "Allow user to administer this computer." You will need your administrator password to make this change.

Troubleshooting common problems

If you do not see the plus button in Users & Groups, you are probably not logged in as an administrator. Log out and log back in with an administrator account, then try again.

If a new user cannot log in after you create the account, restart the Mac and try logging in again. Sometimes the system needs a moment to finish setting up the new account's home folder.

If you forgot the password for an account, you can reset it from Users & Groups if you are logged in as an administrator. Click the account, then click Change Password. You do not need to know the old password — only your own administrator password.

Frequently Asked Questions

Can I add a user without giving them administrator access?

Yes. Create a Standard account instead of an Administrator account. Standard users can open programs and save files but cannot install software or change system settings. They will see a password prompt if they try to do something that requires administrator permission.

What if I want to set up parental controls?

Create a Managed Family account and set it up through Family Sharing in System Settings. You will need an Apple ID for both yourself and the child. From there you can limit screen time, control which apps they can open, and see their activity.

Can multiple people use the same account?

Technically yes, but it is not recommended. Shared accounts mean shared files and settings, and you lose the ability to see who did what on the Mac. Each person should have their own account so their files and preferences stay separate.

Do I need an Apple ID to create a local account?

No. You can create a local account with just a username and password. The person can use the Mac without an Apple ID, though they will not be able to use iCloud, the App Store, or other Apple services that require signing in.

What if I want to rename an account after creating it?

Open Users & Groups, click the account, and look for the Full Name field. You can change the full name that appears on the login screen. The short account name (username) cannot be changed after creation, but you can create a new account and transfer files if you need a different username.