Creating a new user account takes about five minutes and requires access to System Settings

A user account on your Mac is a separate login space where each person gets their own desktop, files, passwords, and settings. Creating a new account means another person can turn on your Mac, log in with their own name and password, and see only their own files and folders — not yours. This is useful when multiple people share one computer, or when you want to keep work separate from personal use on the same machine.

The process is straightforward: you open System Settings, navigate to the user management section, and add a new account. You do not need to restart your Mac or install anything. The new user can log in when ready after you finish.

Key Takeaways

  • You need administrator access on your Mac to create a new user account — if you do not know your admin password, you cannot add accounts.
  • Each user account gets its own login password, desktop, Documents folder, and process preferences, completely separate from other accounts.
  • The account creator is automatically an administrator; you can change this later if you want the new user to have limited permissions.
  • A new user can log in when ready after creation without restarting the Mac.

Step-by-step: Adding a new account

Click the Apple menu in the top-left corner of your screen, then select System Settings. On the left sidebar, scroll down and click General, then look for Users & Groups or Login Options depending on your macOS version — the exact name varies slightly between versions.

Click the lock icon in the bottom-left corner of the window. Enter your administrator password when prompted. This unlocks the settings so you can make changes. Once unlocked, look for a plus sign button or an Add Account option. Click it to begin creating the new account.

A dialog box appears asking for account details. Enter the full name of the person who will use this account in the Full Name field. The Mac automatically generates a shorter username in the Account Name field — this is what the person types at login. You can edit this if you want something different, but keep it straightforward with no spaces or special characters.

Choose a password for the account. The person can change this later after they log in, but you need to set an initial one. Type it twice to confirm. Click Create User or Add Account to finish. The new account is now ready to use.

Administrator accounts versus standard accounts

When you create a new account, it automatically becomes an administrator account by default. An administrator can install software, change system settings, and create or delete other accounts. A standard account can use applications and change personal settings, but cannot install software or modify system-wide configurations without an administrator password.

If you want the new user to have limited permissions — for example, if a child will use the account — you can change it to a standard account. Go back to System Settings, unlock the Users & Groups section again, select the account, and uncheck the box that says Allow user to administer this computer. You can also set up parental controls from this same section to limit what the account can access.

What the new user sees when they log in

When the new account logs in for the first time, they see a blank desktop with no files or folders from other accounts. Their Documents, Downloads, Desktop, and all other personal folders are completely separate. Applications they install appear only in their account; applications installed by another user do not show up for them unless they install them again.

The new user can change their password, set up their own email accounts, customize their desktop background, and adjust any settings they want — without affecting anyone else's account. If they forget their password, you can reset it from System Settings using your administrator account, but you cannot see what their password is.

Switching between accounts

To switch to a different account without logging out, click the Apple menu and look for your username in the top-right corner. Click it and select the account you want to switch to. The current user stays logged in — their applications keep running in the background. When you switch back, everything is exactly as they left it.

To fully log out an account, click the Apple menu, select Log Out [Username], and confirm. This closes all their applications and returns you to the login screen where you can select a different account.

Deleting an account you no longer need

If you need to remove an account later, go to System Settings, unlock Users & Groups, select the account you want to delete, and click the minus sign button. The Mac asks what you want to do with the account's files — you can keep them in a folder on your Mac, delete them when ready, or save them to an external drive first.

You cannot delete the account you are currently logged into. You must switch to a different administrator account first, then delete the unwanted account from there.

Frequently Asked Questions

What if I forgot my administrator password?

You cannot create new accounts without an administrator password. If you are locked out, you can reset your own administrator password using your Apple ID from the login screen — click the question mark icon and follow the prompts. If you do not have an Apple ID linked to your account, you may need to use macOS recovery mode or contact Apple Support.

Can I change a user's password if they forget theirs?

Yes. Go to System Settings, unlock Users & Groups, select their account, and click Reset Password. You set a temporary password they can use to log in, and they can change it to something new once they are logged in. They do not need to know the old password.

Do I need internet to create a new account?

No. You can create a local account without internet. However, if you want to create an account linked to an Apple ID, you need internet to verify it. A local account works fine for everyday use and does not require an Apple ID.

Can multiple people use the same account?

Technically yes, but it is not recommended. Sharing one account means everyone sees the same files, passwords, and settings. Creating separate accounts keeps each person's data private and prevents accidental changes to someone else's work.