The fastest way to add a user on Windows 10

Open Settings by pressing the Windows key and typing "Settings", then select it from the results. Go to Accounts, then Other people on the left side. Click Add someone else to this PC. If the person has a Microsoft account (the email address they use for Outlook, OneDrive, or Xbox), type that email in and Windows will find them. If they don't have a Microsoft account, click I don't have this person's sign-in information, then Add a user without a Microsoft account.

The whole process takes about two minutes. The new person can then sign in with their own password, and Windows will create a separate desktop, files folder, and settings just for them.

Key Takeaways

  • The Settings app is the main place to add users on Windows 10 — go to Accounts, then Other people, then Add someone else to this PC.
  • If the person has a Microsoft account, you only need their email address; if not, you can create a local account with just a username and password.
  • Each user gets their own separate desktop, files, and settings, so changes one person makes won't affect anyone else's account.
  • You can change what a user is allowed to do (like install programs or change settings) by going back to Accounts and selecting their name.

Adding a user with a Microsoft account

A Microsoft account is any email address registered with Microsoft — this includes Outlook.com addresses, but also Gmail or Yahoo addresses that have been linked to Microsoft services. If the person already uses OneDrive, Outlook, or Xbox, they have a Microsoft account.

Open Settings, go to Accounts > Other people, and click Add someone else to this PC. Type their email address in the box and click Next. Windows will look up the account and show you the person's name and profile picture. Click Next again, then Finish. The account is now created, and the person can sign in with their Microsoft password the next time they turn on the computer.

This method is the simplest because Windows handles the password — the person uses the same password they already use everywhere else, and they can recover it through Microsoft if they forget it.

Creating a local account without a Microsoft account

A local account is one that exists only on this computer. It has no connection to Microsoft, OneDrive, or any other service. Use this if the person doesn't have a Microsoft account or doesn't want to use one.

In Settings, go to Accounts > Other people and click Add someone else to this PC. Type an email address, but use a fake one like "john@example.com" — it doesn't have to be real. Click Next. Windows will say it can't find that account and offer to create a local account instead. Click Create account. On the next screen, type a username (this is what appears on the sign-in screen), then type a password twice to confirm it. You can also set up security questions if you want. Click Next, then Finish.

The person will sign in with the username and password you created. If they forget the password, you can reset it from the Accounts menu, but they won't be able to reset it themselves the way they could with a Microsoft account.

Changing what a user is allowed to do

By default, new users are Standard accounts, which means they can use programs and change their own settings, but they can't install software or change settings that affect the whole computer. If you want to give someone more power — for example, so they can install programs — you can change them to an Administrator account.

Go to Settings > Accounts > Other people, click the person's name, then click Change account type. Select Administrator from the dropdown and click OK. They will now be able to install programs and change system settings.

Be careful with Administrator accounts: anyone with Administrator access can see other users' files, delete programs, and change settings that affect everyone on the computer. Only give Administrator access to people you trust completely.

Removing a user account

If you need to delete an account, go to Settings > Accounts > Other people, click the person's name, and click Delete. Windows will ask whether you want to keep or delete their files. If you choose to delete the files, they are gone permanently — Windows does not move them to the Recycle Bin.

If you only want to prevent someone from signing in without deleting their account, you can disable it instead. Go to Other people, click their name, and look for an option to disable the account (this option only appears for local accounts, not Microsoft accounts).

Switching between users without signing out

If multiple people use the same computer, they don't have to sign each other out. Press the Windows key and click your username in the top left corner of the Start menu, then select the other person's name. Their desktop will appear, and they can sign in. Your programs and files stay open in the background — when you sign back in, everything is exactly as you left it.

This is useful if two people share a computer but want to keep their work separate. Each person's files, desktop, and open programs stay private to their own account.

Troubleshooting common problems

If you type a Microsoft email address and Windows says it can't find the account, the email might not be registered with Microsoft yet. Ask the person to go to account.microsoft.com and sign up first, then try adding them again.

If you forgot the password for a local account, you can reset it from the sign-in screen. Click I forgot my password, answer the security questions you set up, and create a new password. If there are no security questions, you will need to use a password reset disk (which you should have created when you first set up the account) or contact Microsoft support.

If a user account is locked because of too many wrong password attempts, wait 30 minutes and try again. Windows temporarily locks accounts after several failed sign-in attempts to prevent someone from guessing the password.

Frequently Asked Questions

Can I add a user if I don't have Administrator access?

No. Only someone with an Administrator account can add new users to the computer. If you are a Standard user and need a new account created, ask the Administrator to do it for you.

What's the difference between a Microsoft account and a local account?

A Microsoft account syncs your settings, files, and passwords across devices if you use OneDrive. A local account is only on this computer and doesn't sync anything. Microsoft accounts are easier if you use multiple devices; local accounts are simpler if you only use one computer.

Can I change a Microsoft account to a local account later?

Yes. Go to Settings > Accounts > Your info, click Sign in with a local account instead, and follow the steps. Your files stay on the computer, but you lose the ability to sync with OneDrive and other Microsoft services.

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

Windows asks whether you want to keep or delete their files when you remove the account. If you delete the files, they cannot be recovered. If you keep them, they stay on the computer in a folder, but the account itself is gone.

Can two people use the same account?

Technically yes, but it's not recommended. If two people share one account, they see each other's files, emails, and browsing history. It's much better to create separate accounts so each person has privacy.