Creating a new user account takes about five minutes and requires access to System Settings
To create a new user on your Mac, open System Settings, go to General, then select Users & Groups (or just Users on newer macOS versions). Click the lock icon in the bottom left, enter your admin password, then click the plus sign to add a new account. Choose the account type — Standard is the safest for most people — enter a name and password, and click Create User.
The new account appears immediately on your login screen. The person using it can customize their own desktop, apps, and settings without affecting anyone else's account on the same Mac.
Key Takeaways
- You need an admin account to create new users; if you do not have one, ask whoever set up the Mac to do it for you.
- Standard accounts are safer than Admin accounts because they cannot install software or change system settings without a password.
- Each user gets their own desktop, Documents folder, and app preferences that do not mix with other accounts.
- You can delete an account later, but the Mac will ask whether to keep or delete the files in that account's home folder.
The difference between Standard and Admin accounts
An Admin account can install software, change system settings, and create or delete other user accounts. Use this only for the person who manages the Mac. An Standard account can use apps and change personal settings, but cannot install software or alter system-wide features without entering an admin password.
If you are setting up an account for a child or someone who should not change the Mac's core settings, choose Standard. If you are setting up an account for another adult who will manage the Mac alongside you, you can make it Admin, but this means they can delete your files or change your settings if they want to.
Where to find the user settings on different macOS versions
On macOS Ventura and newer, open System Settings, click General in the sidebar, then look for Users & Groups. On older versions (Big Sur, Monterey, and earlier), the path is System Preferences > Users & Groups. Both routes lead to the same screen where you unlock the settings and add a new account.
If you cannot find Users & Groups, your Mac may be running an older version. Click the Apple menu in the top left, select About This Mac, and check the macOS version. Then search online for "Users & Groups [your version]" to find the exact location.
Setting up a password and login options
When you create the account, the Mac asks for a password. Make it something the user can remember but not something obvious like their name or birthday. If you leave the password field blank, the account will not require a password at login — this is convenient for a personal Mac but risky on a shared one.
After the account is created, the user can change their own password by opening System Settings, going to General > Users & Groups, unlocking the settings, selecting their account, and clicking Change Password. They can also set up Touch ID or a login keychain if they want to use those instead.
What happens to files when you delete a user account
If you need to remove an account later, go back to Users & Groups, select the account, click the minus sign, and the Mac will ask what to do with the account's files. You can keep the files in a folder on the Mac, or delete them permanently. Choose carefully — deleted files cannot be recovered.
If you keep the files, they stay in a folder called "[Account Name] (Deleted)" on the Mac's hard drive. You can move them to another account's Documents folder or an external drive if you need to preserve them.
Troubleshooting when you cannot create a new account
If the plus sign is grayed out or you cannot unlock Users & Groups, you do not have admin rights on this Mac. Ask the person who set it up to create the account for you, or ask them to make your current account an admin account.
If you see a message about storage space, your Mac's hard drive may be full. Delete old files or apps, or connect an external drive. The Mac needs a small amount of free space to create a new user account.
Frequently Asked Questions
Can I create a user account without a password?
Yes. Leave the password field blank when you create the account, and the user will not need to enter anything at login. This is convenient for a personal Mac but means anyone with physical access can use that account. For shared Macs or those with sensitive information, always use a password.
What is the difference between a local user and an iCloud account?
A local user account exists only on that Mac. An iCloud account lets the user sign in with their Apple ID and syncs their settings, photos, and files across all their Apple devices. Choose local for a shared Mac or a guest account; choose iCloud if the person wants their data synced to their iPhone or iPad.
Can I change an account from Standard to Admin later?
Yes. Open Users & Groups, unlock the settings, select the account, and check the "Allow user to administer this computer" box. You can also go the other direction and remove admin rights from an account the same way.
What if I forgot the admin password?
If you are the only admin on the Mac, you can reset the password using your Apple ID or a recovery key. Restart the Mac, hold Command-Q at the login screen, and follow the prompts to reset your password. If you do not have an Apple ID linked to the account, you may need to contact Apple Support.
Do other users see my files when I create a new account?
No. Each user's home folder and Documents are private by default. Other users cannot see your files unless you move them to a shared folder or change the permissions yourself. To share a file with another user, put it in the Shared folder inside Users on the Mac's hard drive.