Adding a user account on your Mac takes about five minutes and requires access to System Settings
To add a new user to your Mac, open System Settings, go to General, then Users & Groups (or just Users on newer macOS versions), click the lock icon to unlock the panel, and click the plus button to create a new account. You'll choose an account type, set a name and password, and the new user can log in immediately. The whole process happens in one place and doesn't require restarting your Mac.
The steps differ slightly depending on whether you're running an older or newer version of macOS, but the concept is the same: you're creating a separate login that keeps that person's files, settings, and preferences separate from yours.
Key Takeaways
- Open System Settings, navigate to General, then Users & Groups (or Users), unlock the panel with your password, and click the plus button to add an account.
- Choose between a Standard account (limited permissions) and an Administrator account (full control) depending on what the user needs to do.
- Set a strong password for the new account—you can also let the user create their own password the first time they log in.
- Each user account keeps separate files, desktop settings, and application preferences, so changes one person makes won't affect another's experience.
Where to find the Users & Groups settings
Click the Apple menu in the top-left corner of your screen and select System Settings (or System Preferences on older Macs). Once System Settings opens, click General in the sidebar on the left. Scroll down until you see Users & Groups—click it.
On macOS Sonoma and newer, the Users & Groups option appears directly under General. On older versions, you may need to look for it in the sidebar or search for "Users & Groups" using the search box at the top of System Settings.
Unlocking the panel so you can make changes
When you first open Users & Groups, you'll see a lock icon in the bottom-left corner of the panel. Click it and enter your Mac password when prompted. This is a security measure—only the account owner or an administrator can add new users to the Mac.
Once unlocked, the lock icon changes appearance and you can proceed to add a new account. If you don't have administrator access on your Mac, you won't be able to unlock this panel, and you'll need to ask whoever set up your account to add the new user for you.
Creating the account and choosing the account type
After unlocking the panel, click the plus button (usually at the bottom of the user list). A dialog box appears asking you to set up the new account. First, you'll choose the account type from a dropdown menu. The two main options are Standard and Administrator.
A Standard account is the right choice for most people—the user can open applications, create files, and change their own password, but they can't install software system-wide or change core Mac settings. An Administrator account gives full control and is usually only needed if the person will be managing the Mac or installing software. If you're setting up an account for a child, you may also see a Managed with Parental Controls option, which lets you restrict what the account can access.
Setting the name and password
Enter the person's full name in the Full Name field. The Mac automatically generates a short username (called the Account Name) based on what you type, but you can edit it if you want something different. The account name is what appears on the login screen and in file paths, so keep it simple—no spaces or special characters work best.
For the password, you have two choices: you can set one now, or you can select "Let the user set their password on first login." The second option is often easier because the new user can create a password they'll remember. If you do set a password yourself, write it down securely and give it to them separately—don't leave it in an email or text message.
What happens after you create the account
Once you click Create, the new account appears in the Users & Groups list and is ready to use immediately. The new user can log in from the login screen by clicking their name and entering their password. Their home folder is created automatically, and they get their own Desktop, Documents, Downloads, and other standard folders.
The first time they log in, their account may take a minute or two to set up—the Mac creates their default settings and preferences. After that, logging in is instant. Each user's files stay private by default; other users on the Mac can't see inside someone else's home folder without permission.
Managing accounts after creation
Once an account exists, you can change its settings by selecting it in the Users & Groups panel. You can reset the password, change the account type from Standard to Administrator (or vice versa), add a profile picture, or delete the account entirely. If you delete an account, you'll be asked whether to keep or delete the files in that user's home folder.
If you need to prevent someone from logging in without deleting their account, you can also disable it temporarily. Select the account, click the minus button, and choose "Disable user account" instead of deleting it. This keeps their files safe while preventing login.
Frequently Asked Questions
Can I change a user's password if I forgot mine?
If you're an administrator, you can reset another user's password from the Users & Groups panel. Select their account, click the minus button, and choose "Reset Password." You'll set a temporary password they can change after they log in. If you've forgotten your own administrator password, you'll need to use your Apple ID or recovery key to reset it.
What's the difference between a Standard and Administrator account?
A Standard account can use applications and create files but can't install software, change system settings, or modify other users' accounts. An Administrator account has full control over the Mac. Most daily users only need Standard accounts; Administrator access is for people managing the computer or installing software system-wide.
Can I set up an account without a password?
Technically yes, but it's not recommended. An account without a password means anyone with physical access to your Mac can log in as that user and see their files. If you must create an account without a password, leave the password field blank, but consider adding one later through Users & Groups.
Will adding a new user slow down my Mac?
No. Each user account takes up some storage space for their files and settings, but having multiple accounts doesn't affect your Mac's speed or performance. The only time you might notice a difference is if the hard drive is nearly full.
How do I delete a user account?
Open Users & Groups, select the account you want to remove, click the minus button, and confirm. You'll be asked whether to keep or delete the files in that user's home folder. If you keep the files, they're saved in a folder on your Mac; if you delete them, they're permanently removed.