What the Other User Account Is Called

The other user account on a computer is called a user account or user profile. On Windows, it appears in Settings under "Accounts" and shows every person who can log in. On Mac, it's listed in System Settings under "General" > "Users & Groups". On Linux, user accounts are managed through system settings or the terminal, depending on your distribution.

Each account is separate. One person's files, settings, and installed programs stay private from another person's account. When you switch users, you're switching to a different desktop, different email inboxes, and different saved passwords — even though it's the same physical computer.

The account you're currently using is sometimes called the active account or logged-in account. The other accounts on the machine are inactive until someone logs into them.

Key Takeaways

  • Each user account on a computer is a separate login with its own files, settings, and desktop environment.
  • Windows calls them user accounts and lists them in Settings; Mac calls them user accounts in System Settings.
  • Switching between accounts means logging out of one and logging into another — your work stays where you left it.
  • Administrator accounts can create, delete, or change other accounts; standard accounts cannot.

How User Accounts Separate Your Data

When you create a second user account, the operating system creates a separate folder for that person's files. On Windows, this is usually C:\Users\[username]. On Mac, it's /Users/[username]. Files saved in one account's folder are not visible to the other account unless you specifically share them.

This separation also applies to browser history, saved passwords, email accounts, and desktop shortcuts. If you log into Account A and save a password in Chrome, that password does not appear when someone logs into Account B and opens Chrome. Each account has its own browser profile.

Settings also stay separate. If Account A changes the desktop background or adjusts the mouse speed, Account B will not see those changes. This makes it practical for multiple people to share one computer without interfering with each other's work.

Administrator Accounts vs. Standard Accounts

Not all user accounts have the same power. An administrator account can install software, change system settings, create or delete other accounts, and access files from any account on the computer. A standard account can use installed programs and save files, but cannot install new software or change system-wide settings without the administrator's password.

Most households have one administrator account (usually the person who set up the computer) and one or more standard accounts for other family members. This protects the computer from accidental changes or unwanted software installations.

If you need to install a program or change a setting and your account is standard, the computer will ask for an administrator password. You can provide it if you know it, or ask the person who manages the administrator account.

Switching Between User Accounts

On Windows, click the Start menu, then your account picture in the top left, then "Sign out". The login screen appears, and you can click another account name to log in. On Mac, click the Apple menu, then "Log Out" or hold Shift and click the power icon to see fast user switching. On Linux, the method depends on your desktop environment, but usually involves clicking your username in the top panel.

When you switch accounts, your programs close and your work is saved. The other person logs in to a fresh desktop. When you log back in, your programs and files are still there, exactly as you left them.

Some operating systems also offer fast user switching, which lets you stay logged in while someone else logs in on top of you. This is faster than logging out completely, but it uses more memory because both accounts are running at once.

Why You Might Need Multiple Accounts

Multiple accounts are useful when more than one person uses the same computer. Parents often create standard accounts for children to prevent them from changing system settings or installing programs. Workplaces use separate accounts so each employee's files and login history stay private.

You might also create a second account for yourself — one for work and one for personal use, for example. This keeps your work files organized separately and makes it straightforward to switch contexts without closing everything.

Some people create a separate administrator account that they use only for system maintenance, keeping their everyday account as standard for security. If malware infects the standard account, it cannot make system-wide changes.

Removing or Renaming a User Account

To delete a user account on Windows, open Settings, go to "Accounts", select the account you want to remove, and click "Delete". The system will ask what to do with that account's files — you can keep them, move them to another account, or delete them. On Mac, open System Settings, go to "General" > "Users & Groups", click the lock to make changes, select the account, and click the minus button.

To rename an account on Windows, go to Settings > Accounts, select the account, and click "Rename". On Mac, open System Settings > General > Users & Groups, right-click the account, and select "Advanced Options" to change the full name or short name.

Deleting an account is permanent. Make sure any files you want to keep are moved to another account or backed up before you delete.

Frequently Asked Questions

Can I see another person's files if I'm on a different account?

No, by default. Each account's files are private. However, if someone specifically shares a folder or gives permission, you can access it. An administrator can also access any account's files, but standard accounts cannot see each other's data without permission.

What happens to my programs when I switch to another account?

Programs you installed appear in both accounts if they were installed system-wide. However, your open programs close when you log out. When you log back in, they don't automatically reopen — you have to start them again.

Do I need a password for every user account?

You can set up an account without a password, but it's not recommended for security. If someone else uses the computer, a password prevents them from logging into your account. Administrator accounts especially should have a strong password.

Can two people be logged in at the same time?

Yes, if your operating system supports fast user switching. One person stays logged in while another logs in on top. Both accounts run simultaneously, but only one desktop is visible at a time. Switching back shows the first person's desktop exactly as they left it.

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

A user account is the login on your computer. A Microsoft account is an email-based login that syncs your settings across devices. You can use a local account (username and password stored only on your computer) or a Microsoft account (synced to Microsoft's servers). Both create a user account on your computer.