Adding a user account on your Mac means creating a separate login that another person can use
When you add a user on a Mac, you create a separate account with its own login password, desktop, files, and settings. Each person who uses the computer logs in with their own username and password, and the Mac keeps their work separate from everyone else's. This is different from straightforward letting someone borrow your computer — a separate account means they have their own space that stays private from your files.
You do this through System Settings (called System Preferences on older Macs), in a section called Users & Groups. The process takes about five minutes and requires you to know the password to your own account — the one you use to log in.
Key Takeaways
- You need administrator access on your Mac to add a new user account, which usually means knowing your own login password.
- New accounts can be set up as standard user accounts (limited permissions) or administrator accounts (full control), and you choose which when you create them.
- Each user gets their own desktop, files folder, and settings that stay separate from other accounts on the same Mac.
- On newer Macs running Monterey or later, you open System Settings and go to General, then Users & Groups; on older Macs, open System Preferences and click Users & Groups directly.
Where to find the user settings on your Mac
The location depends on which version of macOS your Mac is running. If you are not sure which version you have, click the Apple menu in the top left corner and select "About This Mac" — the first line will tell you.
On macOS Monterey (2021) and newer: Click the Apple menu, select System Settings, click General in the sidebar, then scroll down and click Users & Groups.
On macOS Big Sur and earlier: Click the Apple menu, select System Preferences, then click Users & Groups.
The steps to add a new account
Once you are in Users & Groups, look for a plus sign button (usually at the bottom left of the window). Click it. A dialog box will appear asking you to fill in information about the new account.
You will need to enter a full name (the person's actual name), an account name (a short username with no spaces — something like "sarah" or "james"), and a password. The account name is what the person will type when they log in. You can also choose whether this account should be an administrator account or a standard account. Administrator accounts can install software and change system settings; standard accounts cannot. For a child or a guest, standard is usually the safer choice.
After you fill in these fields, click Create User. The Mac will set up the account and you will see it listed in the Users & Groups window. The new user can now log in by restarting the Mac or by clicking the login window at the top right of the screen and selecting their name.
Administrator accounts versus standard accounts
An administrator account has permission to install programs, change system settings, and modify other user accounts. If you are the main user of the Mac, your account is probably an administrator account. You should only create administrator accounts for people you trust completely, because they can change anything on the computer.
A standard account can use programs and files but cannot install new software or change system settings without entering an administrator password. This is the right choice for children, guests, or anyone who should not be able to modify how the Mac works. If a standard user tries to install something or change a setting, the Mac will ask for an administrator password — your password — before allowing it.
What happens to files and settings when you add a user
Each new account gets its own home folder, which is where the Mac stores that person's documents, downloads, desktop files, and preferences. You can see these folders in Finder by clicking the house icon in the sidebar. When one user logs in, they cannot see another user's files unless those files are in a shared folder (like the Public folder inside each user's home directory).
Settings are also separate. If one user changes the desktop background, adjusts the trackpad speed, or installs a program just for their account, those changes only affect that user. The next person who logs in will see their own desktop and their own set of programs.
Removing or changing a user account later
If you need to delete an account, go back to Users & Groups, click the account you want to remove, and click the minus sign button. The Mac will ask what you want to do with that person's files — you can keep them in a folder, delete them, or save them to an external drive. You can also change an account from standard to administrator (or vice versa) by clicking the account and checking or unchecking the "Allow user to administer this computer" box.
If you forget a user's password, you can reset it from Users & Groups if you have an administrator account. Click the account, click the lock icon to unlock it (you will need your own password), then click "Reset Password" and enter a new one.
Why separate accounts matter for privacy and safety
Separate accounts keep people's work and files private. If you share a Mac with family members or roommates, each person's documents, email, and browsing history stay in their own account. This is especially important if children use the Mac — you can set up a standard account for a child and use parental controls to limit what they can access.
Separate accounts also protect the Mac itself. If one account gets infected with malware or someone accidentally deletes important files, the other accounts are not affected. Each account is isolated, so problems stay contained.
Frequently Asked Questions
Do I need a password to add a new user?
You need to know your own account's password to unlock the Users & Groups settings, but the new user can have a different password (or no password at all, though that is not recommended). When you click the plus button to add a user, the Mac will ask for your password to confirm you have permission to make changes.
Can I change someone's account from standard to administrator later?
Yes. Go to Users & Groups, click the account, unlock it with your password, and check the box next to "Allow user to administer this computer." You can also uncheck it to remove administrator privileges from an account that already has them.
What if I forget the password to my own account?
If you are locked out of your own administrator account, you can reset it using another administrator account on the same Mac, or by using your Apple ID if the account is linked to one. If neither option works, you may need to restart the Mac in Recovery Mode and use the Reset Password utility, which requires physical access to the computer.
Can I hide a user account so it does not show on the login screen?
Yes, but it requires using the command line or third-party tools — it is not a built-in option in the Users & Groups window. Most people do not need to do this. If you want to prevent someone from using the Mac, it is simpler to just delete their account or change their password.
What is the difference between a guest account and a standard user account?
A guest account is temporary and automatically deletes its files when the person logs out. A standard user account is permanent and keeps files between logins. Guest accounts are useful if someone needs to use the Mac once; standard accounts are for people who will use it regularly.