Adding a new user account on Windows or Mac
A user account is a separate login space on your computer where each person has their own files, settings, and desktop. Adding a new account takes about five minutes and requires you to have administrator access — that means you need to be logged in as the main account owner or someone with full permissions.
The steps differ slightly between Windows and Mac, but both let you create a standard account (limited permissions) or an administrator account (full control). Most households use standard accounts for everyday use and keep administrator access restricted to one or two people.
Key Takeaways
- You must be logged in as an administrator to add a new account on either Windows or Mac.
- Windows accounts are created through Settings > Accounts > Other people, while Mac accounts are created through System Settings > General > Users & Groups.
- A standard account is safer for everyday use because it prevents accidental system changes, while an administrator account has full control over the computer.
- The new user will see their own desktop, files, and settings the first time they log in, completely separate from other accounts on the same computer.
Adding an account on Windows 11 or Windows 10
Open Settings by pressing the Windows key and typing "Settings," then select the Settings app. Click Accounts in the left sidebar, then click Other people (or "Family & other people" on some versions).
Click the button that says Add account or Add another person to this PC. Windows will ask whether the person has a Microsoft account — this is an email address and password they use for Microsoft services like Outlook or OneDrive. If they have one, enter that email. If they don't, click I don't have this person's sign-in information, then Add a user without a Microsoft account.
Enter a username (the name that will appear on the login screen) and optionally a password. If you leave the password blank, the account will open without requiring a login — useful for shared family computers but less secure. Click Next, then choose whether this person should be a Standard user or Administrator. Standard is the safer default. Click Finish.
The new account is now ready. The person can log in by clicking their name on the Windows login screen. Their files and settings are completely separate from other accounts.
Adding an account on Mac
Click the Apple menu in the top-left corner and select System Settings (or System Preferences on older Macs). Click General in the sidebar, then scroll down and click Users & Groups (or look for it directly in the sidebar on older versions).
You may see a lock icon at the bottom of the window. If it's locked, click it and enter your administrator password to unlock the settings. Once unlocked, click the + button to add a new account.
A dialog box will appear asking for account details. In the New Account dropdown, choose Standard for everyday use or Administrator for full control. Enter the person's full name and a username (usually lowercase, no spaces). You can set a password now or leave it blank — the person can create one later. Click Create User.
The account is now active. The new user can log in by clicking their name on the Mac login screen or by clicking the user icon in the top-right corner and selecting their account.
Standard vs. administrator accounts: which to choose
A standard account can run programs, create and edit files, and change personal settings like the desktop background or password. It cannot install software, change system settings, or delete files from other accounts. This is the safer choice for children, guests, or anyone who doesn't need to manage the computer itself.
An administrator account can do everything on the computer, including installing software, changing security settings, and deleting system files. If something goes wrong on an administrator account, it can affect the entire computer. Limit administrator access to people who understand the risks and need that level of control.
You can change an account from standard to administrator later if needed. On Windows, go back to Settings > Accounts > Other people, click the account, and click Change account type. On Mac, unlock Users & Groups, click the account, and check or uncheck the Allow user to administer this computer box.
What happens when someone logs into their new account
The first time the new user logs in, the computer creates a fresh desktop, file folder, and settings profile just for them. They won't see files from other accounts, and other users won't see their files. Each account has its own Documents, Downloads, Desktop, and other folders.
If you set up the account without a password, the user can log in by clicking their name. If you created a password, they'll need to enter it each time. On Windows, they can change their password later through Settings > Accounts > Your info > Password. On Mac, they can change it through System Settings > General > Users & Groups (after unlocking with their current password).
Removing or changing an account later
If you need to delete an account, go back to the same place you created it. On Windows, go to Settings > Accounts > Other people, click the account, and click Remove. On Mac, unlock Users & Groups, click the account, and click the − button. The computer will ask what to do with the account's files — you can keep them in a folder, delete them, or save them before deletion.
You can also change an account's name, password, or permissions at any time using the same settings screens. The changes take effect the next time that person logs in.
Frequently Asked Questions
Do I need a Microsoft account or Apple ID to create a new user account?
No. On Windows, you can create an account without a Microsoft account by choosing "Add a user without a Microsoft account." On Mac, you don't need an Apple ID. Both systems let you create a local account with just a username and password.
Can I log into two accounts at the same time?
On Windows, yes — you can use Fast User Switching to jump between accounts without closing programs. On Mac, you can also switch between accounts, though only one can actively use the screen at a time. Both systems keep each account's programs and files running in the background.
What if I forget the administrator password?
On Windows, you can use another administrator account to reset the password, or use a Microsoft account to recover it online. On Mac, you can use Recovery Mode to reset the password, though this requires restarting the computer. If you're locked out completely, you may need to contact Apple or Microsoft support.
Will adding a new account slow down my computer?
No. Each account takes up some disk space for files and settings, but having multiple accounts doesn't affect performance. The computer only runs programs for the account currently logged in.
Can I transfer files between accounts?
Yes. You can copy files to a shared folder (like Documents or Desktop) that both accounts can access, or use an external drive. On Windows, the Public folder is shared by default. On Mac, you can create a shared folder and adjust permissions through Get Info.