The fastest way to add a user account
Open Settings, go to Accounts, then select Other users. Click the button that says Add account, then choose whether the person will sign in with a Microsoft account or a local account. If they have a Microsoft email address, type it in. If not, select I don't have this person's sign-in information and then Add a user without a Microsoft account. Windows will ask for a username and password, then create the account when ready.
The whole process takes about two minutes. The new user can sign in right away, and Windows will set up their desktop and files separately from yours. Each person who uses the computer gets their own login, their own Documents folder, and their own settings.
Key Takeaways
- New accounts are added through Settings > Accounts > Other users, and you can create them with either a Microsoft account or a local username and password.
- Microsoft accounts sync email, OneDrive, and Microsoft Store purchases across devices, while local accounts work only on that one computer.
- Standard user accounts prevent accidental system changes, while administrator accounts can install software and modify system settings.
- You must be signed in as an administrator to add new accounts to the computer.
- Each user account gets its own separate Documents, Desktop, and Downloads folders that other users cannot access.
Microsoft account versus local account
A Microsoft account is an email address tied to Microsoft services. If the person already uses Outlook, OneDrive, Xbox, or Microsoft 365, they should sign in with that email. Windows will automatically sync their files to OneDrive, remember their preferences across devices, and let them read apps from the Microsoft Store. If they forget their password, they can reset it online using their phone or recovery email.
A local account is a username and password that exists only on that computer. Use this for someone who does not have a Microsoft account, does not want to link their email to Windows, or will only ever use this one machine. Local accounts cannot sync files to OneDrive or access the Microsoft Store, but they work fine for everyday tasks like browsing, email, and documents. If the person forgets their password, you will need to reset it from an administrator account — there is no online recovery option.
Most households use Microsoft accounts because they are easier to manage and recover. Local accounts are useful for shared computers, guest users, or people who prefer not to connect their email to their device.
Administrator versus standard user accounts
When you create a new account, Windows asks whether it should be a standard user or an administrator. A standard user can open programs, browse the web, create documents, and use most features of Windows. They cannot install software, change system settings, or modify files outside their own user folder. An administrator can do all of that — they can install programs, change security settings, and access system files.
For most people, a standard user account is the right choice. It prevents accidental changes to the system and protects against malware that tries to modify Windows itself. Create an administrator account only for people who need to install software or change settings regularly. If you are the main user of the computer, keep your own account as administrator so you can manage updates and install programs when needed.
How to change an account from standard to administrator
If you created someone's account as standard but later need to give them administrator rights, go to Settings > Accounts > Other users. Find their name in the list, click it, then click Change account type. Select Administrator from the dropdown menu and click OK. The change takes effect when ready — they do not need to sign out and back in.
You can also remove administrator rights the same way by selecting Standard user instead. Only people signed in as administrators can make these changes, so if you are not the main user of the computer, you will need to ask an administrator to do this for you.
What happens to files and folders when you add a user
Each user account gets its own separate space on the computer. When a new user signs in for the first time, Windows creates a folder with their username inside the Users directory. Inside that folder are their Documents, Desktop, Downloads, Pictures, Music, and Videos folders. Only that user can access their own files — other users cannot open them, delete them, or modify them.
This separation means each person can keep their work private and organize their files however they want. If you want to share a file with another user, you can move it to a shared folder like the Public Documents folder, or you can email it to them. Files stored in OneDrive or shared cloud services are accessible to anyone you give permission to, regardless of which user account they are signed in with.
Removing or disabling an account you no longer need
If someone no longer uses the computer, you can remove their account. Go to Settings > Accounts > Other users, find their name, click it, then click Delete account and data. Windows will ask whether you want to keep their files or delete them. If you choose to keep the files, Windows saves them to a folder on your desktop so you can review them before permanently deleting them. If you choose to delete them when ready, they are removed from the computer.
If you want to temporarily prevent someone from signing in without deleting their account, you can disable it instead. From the same menu, click their account name and select Disable. Their files and settings remain on the computer, but they cannot sign in. You can re-enable the account later if needed.
Signing in as a different user
When multiple accounts exist on the computer, the sign-in screen shows all of them. Click the account name you want to use, enter the password, and press Enter. Windows switches to that user's desktop, files, and settings. If you are already signed in and want to switch to a different account without signing out, press Ctrl + Alt + Delete, then click Sign out or Switch user. This leaves your programs running in the background so you can return to them later.
If you forget which account is which, look at the sign-in screen — it shows the username and whether it is a Microsoft account (indicated by an email address) or a local account (indicated by just a username). If you are locked out of an account, you will need to sign in as an administrator to reset the password.
Frequently Asked Questions
Can I add a user account without being an administrator?
No. Only administrators can add new accounts to Windows 11. If you are not signed in as an administrator, you will not see the option to add accounts in Settings. Ask whoever manages the computer to create the account for you.
What if the new user forgets their password?
If they have a Microsoft account, they can click I forgot my password on the sign-in screen and reset it using their phone or recovery email. If they have a local account, you must sign in as an administrator, go to Settings > Accounts > Other users, click their name, and select Reset password. You will set a temporary password that they can change after signing in.
Can I see what other users are doing on the computer?
You can see which accounts are on the computer and when they last signed in, but you cannot see their files or monitor their activity in real time. If you need to track what someone is doing, you would need to use third-party monitoring software, which requires their knowledge and consent.
Do I need to create a Microsoft account to add other users?
No. You can create local accounts for other users even if you are signed in with a Microsoft account. Each person can choose their own account type independently.
What is the difference between switching users and signing out?
Switching users leaves your programs running in the background so you can return to them later. Signing out closes all your programs and files. Use switch user if you are stepping away briefly, and sign out if you are done for the day.