Adding a user account on your Mac

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

The process takes about two minutes and requires you to know your own Mac password. Once created, the new user can log in from the login screen and have their own separate desktop, files, and settings.

Key Takeaways

  • New user accounts are created in System Settings under Users & Groups, and each person gets their own login, desktop, and file storage.
  • Standard accounts are the safest choice for most people because they cannot install software or change system settings without permission.
  • Administrator accounts can change any system setting and install software, so reserve these for people you fully trust.
  • You can delete an account and its files later, or keep the files in a separate folder if you only want to remove the login.

Understanding account types before you create one

macOS offers three account types, and choosing the right one matters because it controls what the person can do on your Mac. An Administrator account can install software, change system settings, create other accounts, and reset passwords. A Standard account can use programs and create files but cannot install software or change settings without asking an administrator for permission. A Guest account is temporary — the person logs in, uses the Mac, and when they log out, everything they created is deleted.

For family members or roommates who will use the Mac regularly, create a Standard account. For someone who needs full control (like a co-owner of the Mac), create an Administrator account. Guest accounts are useful for visitors who need to check email or browse the web for an hour.

Step-by-step: Creating a new account

Open System Settings (the gear icon in your Dock or Applications folder). On the left sidebar, click General. Then click Users & Groups (on older macOS) or Users (on macOS Sonoma and newer). You'll see a list of existing accounts on the left side.

Click the lock icon at the bottom left of the window and enter your Mac password when prompted. This unlocks the settings so you can make changes. Once unlocked, click the plus button (or the plus icon) below the account list. A dialog box will appear asking you to choose an account type from a dropdown menu.

Select the type you want, then fill in the Full Name (the person's actual name), Account Name (the short name they'll type at login — usually lowercase with no spaces), and Password. You can let macOS generate a password or create your own. Click Create User, and the account is ready.

What happens after you create the account

The new user will see their account name on the Mac's login screen. They can click it, enter their password, and log in. Their first login takes a minute longer because macOS is setting up their home folder and default files. After that, they'll see a blank desktop with their own Dock, Applications folder, and Documents folder.

Each user's files are stored separately, so one person's downloads, photos, and documents won't mix with another's. If you later need to see what's in their folder, you can navigate to /Users/[their account name] in Finder (though you may need administrator permission to open some of their files).

Changing a password or account type later

To change someone's password, go back to System Settings > Users & Groups, unlock the settings, click their account name, and click Change Password. You'll need to know their current password unless you're an administrator, in which case you can reset it without knowing the old one.

To change an account from Standard to Administrator (or vice versa), unlock Users & Groups, click the account, and check or uncheck the "Allow user to administer this computer" box. This change takes effect the next time they log in.

Removing an account you no longer need

If you want to delete an account, go to System Settings > Users & Groups, unlock the settings, click the account name, and click the minus button. macOS will ask what you want to do with the account's files: delete them permanently, or keep them in a folder on your Mac.

If you choose to keep the files, they'll be moved to a folder in /Users/Shared so you can access them later. If you choose to delete them, they're removed from your Mac. Either way, the login account is gone and that person cannot log in anymore.

Parental controls for accounts

If you're creating an account for a child, you can set up parental controls to limit which apps they can use, what websites they can visit, and how long they can use the Mac. Open System Settings > General > Users & Groups, click the child's account, and click Open Parental Controls. You can restrict app usage, set screen time limits, and block specific websites.

Parental controls require an administrator password to change, so the child cannot turn them off on their own. You can adjust the restrictions at any time, and the child will see the limits take effect the next time they log in or when the time limit is reached.

Frequently Asked Questions

Can I change my own password from a user account?

Yes. Go to System Settings > Users & Groups, click your own account name, and click Change Password. You'll need to enter your current password first, then type the new one twice to confirm it.

What if I forget the administrator password?

You can reset it using your Apple ID or a recovery key if you set one up beforehand. Restart your Mac and hold Command + Q at the login screen to open the password reset utility. If you don't have an Apple ID linked to your account, you may need to use macOS Recovery to reset it.

Can two people use the same account at the same time?

No. Only one person can be logged in at a time on a standard Mac. If someone else logs in, the current user is logged out. However, you can use Fast User Switching to switch between accounts without closing programs — just click the user icon in the top-right corner and select a different account.

Do I need a password for every account?

Yes. Every account requires a password at creation, even if you plan to leave the Mac unlocked. You can disable the login password later in System Settings > Lock Screen, but it's not recommended for security reasons.

Can I rename an account after I create it?

You can change the Full Name (the display name) easily in System Settings > Users & Groups. Changing the Account Name (the short login name) is more complicated and requires using Terminal or Recovery Mode, so it's usually easier to create a new account if the name needs to change.