How to add 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 in the bottom left, enter your admin password, then click the plus sign to create a new account. You will choose a full name, a short username that the system generates, and a password. Once you finish, the new user can log in from the login screen.
The process takes about two minutes and requires you to be logged in as an administrator. If you are not an admin, you will not see the option to add users — you will need to ask whoever set up your Mac to do it for you.
Key Takeaways
- You must be logged in as an administrator to add new user accounts; standard users cannot create accounts.
- System Settings is where you add users on all modern Macs, found under General > Users & Groups (or Users on macOS Sonoma and later).
- Each user gets their own login, password, desktop, files, and settings — they do not see each other's documents unless you share them.
- You can set a user as Standard, Admin, or Guest depending on what permissions they need and how much control you want them to have.
- If you forget a password, you can reset it from System Settings if you are an admin, but you cannot recover files encrypted with that password.
Where to find the user settings on your Mac
Open System Settings by clicking the Apple menu in the top left corner and selecting System Settings. On the left sidebar, click General. Scroll down until you see Users & Groups (on macOS Ventura and earlier) or Users (on macOS Sonoma and later). Click it.
You will see a list of accounts already on your Mac. At the bottom left of the window is a lock icon. Click it and enter your admin password — this unlocks the ability to make changes. Once the lock opens, a plus sign appears below the user list. That plus sign is what you click to add a new account.
Choosing the account type when you create a user
When you click the plus sign, a dialog box appears asking you to choose an account type. The most common choice is Standard, which lets the user run programs, create files, and change their own password, but prevents them from installing software or changing system settings. This is the safest option for family members or roommates.
Admin accounts have full control — they can install software, change system settings, and add or remove other users. You should only make someone an admin if you trust them completely and they need that level of control. Guest accounts are temporary — a guest can use the Mac but cannot save files permanently, and the account disappears when they log out. Guest is useful if someone visits and needs to check email or browse the web.
Setting up the account name and password
After you choose the account type, enter the person's full name in the first field. The Mac will automatically generate a short username below it — this is what appears on the login screen and in file paths. You can edit this username if you want it shorter or different, but keep it straightforward with no spaces or special characters.
Next, create a password. The password field shows a button to generate a strong password automatically — clicking it creates a random mix of letters, numbers, and symbols that is harder to guess. You can use that or type your own. Write down the password somewhere safe, or use the "Hint" field to remind the user what it is. The hint appears on the login screen if they forget.
Click Create User. The account is now ready, and the new user can log in from the login screen by clicking their name and entering their password.
What each user can and cannot see
Each user account on a Mac is separate. When one person logs in, they see their own desktop, their own Applications folder, and their own Documents, Downloads, and Desktop folders. They do not see the files of other users unless you specifically share them.
If you want one user to access another user's files, you can share a folder. Right-click the folder, select Get Info, go to the Sharing & Permissions section, and add the other user's name with Read & Write permission. Without this step, other users cannot open that folder.
Changing a user's account type or password later
To change an account after it is created, open System Settings > General > Users & Groups (or Users), click the lock icon, enter your admin password, then click the user's name in the list. You can change their password by clicking Change Password, or change their account type using the dropdown menu that says Standard, Admin, or Guest.
If a user forgets their password and you are an admin, you can reset it from this same screen. However, if their password was used to encrypt their files (which happens automatically on newer Macs), resetting the password will not let them access those encrypted files. It is better to help them remember their password than to reset it.
Removing a user account
To delete a user account, open System Settings > General > Users & Groups (or Users), click the lock icon, select the user you want to remove, and click the minus sign at the bottom. A dialog will ask what you want to do with that user's files — you can delete them, keep them in a folder on your Mac, or save them to an external drive.
Deleting an account is permanent. If the user had encrypted files, you will lose access to them unless you saved them first. Always back up important files before removing an account.
Frequently Asked Questions
Can I add a user account without being an admin?
No. Only administrators can create new user accounts on a Mac. If you are a standard user, you will not see the option to add accounts. You will need to ask an admin to create the account for you.
What is the difference between a Standard user and an Admin?
A Standard user can run programs and create files but cannot install software, change system settings, or add other users. An Admin can do all of those things. Standard is safer for everyday use; Admin is necessary only if someone needs to manage the Mac itself.
Can I change a user's password if I forgot mine?
If you are an admin, you can reset another user's password from System Settings. However, if you forgot your own admin password, you will need to use your Apple ID or a recovery key to regain access. This is why it is important to set up a recovery method when you first set up your Mac.
Will a new user see my files and documents?
No. Each user account is private by default. New users see only their own Desktop, Documents, and Downloads folders. To let them access your files, you must share specific folders through Get Info > Sharing & Permissions.
What happens to a user's files if I delete their account?
When you delete an account, the system asks what to do with the files. You can delete them, save them to a folder on your Mac, or move them to an external drive. Choose carefully — deleted files cannot be recovered unless you have a Time Machine backup.