Creating a new user account on your Mac

A new user account on your Mac is a separate login space where someone else can use the computer with their own files, settings, and preferences kept private from other users. When you create an account, that person gets their own desktop, Documents folder, email settings, and browser history — nothing they do shows up in your login space.

You create accounts through System Settings, which takes about five minutes. The person using the new account will need to set a password the first time they log in. After that, they log in just like you do, and the Mac keeps their work separate from everyone else's.

Key Takeaways

  • New user accounts are created in System Settings under Users & Groups, and you need administrator access to create one.
  • Each account gets its own login password, desktop, files, and settings that stay private from other users on the same Mac.
  • You can create a standard account (limited permissions) or an administrator account (can change system settings), depending on what the person needs to do.
  • The new user will see a setup screen the first time they log in, where they choose their password and customize their preferences.

Opening System Settings and finding the Users section

Click the Apple menu in the top-left corner of your screen, then select System Settings. On the left side of the window that opens, scroll down until you see Users & Groups, and click it.

If Users & Groups does not appear in the left menu, your Mac is running a very recent version of macOS. In that case, look for General in the left menu, click it, then look for Users & Groups as an option within that section. The location changed in macOS Sonoma and later.

You may see a lock icon at the bottom of the Users & Groups window. If the lock is closed, click it and enter your Mac password — you need administrator access to create new accounts, and the lock confirms you have it.

Adding a new account

Look for a plus sign (+) button near the bottom of the Users & Groups window, usually on the left side below the list of existing accounts. Click it. A dropdown menu appears asking what type of account you want to create.

You have two main choices: Standard and Administrator. A Standard account is the safer choice for most people — the person can use the Mac, install software, and change their own settings, but cannot modify system-wide settings or create other accounts. An Administrator account lets the person do everything, including changing settings that affect the whole Mac. Choose Standard unless the person specifically needs administrator powers.

After you pick the account type, a form appears. Enter the person's full name in the first field. The Mac automatically creates a short username (called an account name) in the second field — you can change this if you want, but the default usually works fine. Leave the password fields blank for now; the person will create their own password the first time they log in.

Finishing the account setup

Click Create User or the equivalent button (the exact wording varies by macOS version). The Mac adds the new account to the list and closes the setup window. The account is now ready to use.

The next time someone restarts the Mac or clicks the login screen, they will see the new account name as an option. When they click it and log in for the first time, the Mac walks them through a setup screen where they choose a password, set up their Apple ID if they want, and customize basic preferences like language and keyboard layout.

Switching between accounts

Once the account exists, you switch between users by clicking the user icon in the top-right corner of your screen (it looks like a head and shoulders), then selecting the account name you want to log into. You can also press Control + Command + Q to log out and return to the login screen.

When you switch accounts, your session stays open in the background — your files and programs do not close. If you log back in later, everything is exactly where you left it. This is different from logging out, which closes all your open programs.

Changing account type or removing an account later

If you need to change whether an account is Standard or Administrator, go back to Users & Groups in System Settings, click the account name, and look for an option that says something like "Allow user to administer this computer." Check or uncheck that box depending on what you want.

To remove an account entirely, click the account name in Users & Groups, then click the minus sign (-) button. The Mac asks what you want to do with the files in that account — you can delete them, keep them in a folder on your desktop, or transfer them to another account. After you choose, the account is deleted and that person can no longer log in.

Troubleshooting common problems

If you cannot find Users & Groups, your Mac may be running a newer version of macOS that moved this setting. Try searching for "Users & Groups" using Spotlight (press Command + Space, type the name, and press Enter). If that does not work, check Apple's support site for your specific macOS version.

If the plus button is grayed out and you cannot click it, the lock icon is probably still locked. Click the lock, enter your password, and try again. You must have administrator access to create accounts.

If the new user cannot log in after you create the account, restart your Mac and try again. Sometimes the login screen does not show a new account until the Mac restarts.

Frequently Asked Questions

Can I create an account without a password?

You can leave the password blank when you create the account, and the person will not need to enter one the first time they log in. However, this is not find — anyone with access to the Mac can log into that account. It is better to let the person set their own password during their first login.

What happens to files if I delete a user account?

When you delete an account, the Mac asks what to do with the files in that account's Documents folder and desktop. You can delete them, save them to your desktop in a folder, or move them to another account. Choose carefully — deleted files cannot be recovered.

Can I change the account name after I create it?

Yes. Go to Users & Groups, click the account, and look for an option to edit the full name or account name. The full name is what appears on the login screen; the account name is the short version used for file paths and system functions.

Do I need an Apple ID to create a Mac account?

No. You can create a local account with just a username and password. An Apple ID is optional and only needed if the person wants to use iCloud, the App Store, or other Apple services on that account.

Can multiple people use the same account?

Technically yes, but it is not recommended. Each person should have their own account so their files and settings stay private. If multiple people share one account, anyone logging in sees everyone else's files and can change shared settings.