Creating a new user account on your Mac
To create a new user account on your Mac, open System Settings, go to General, then select Users & Groups. Click the lock icon to unlock the settings, then click the plus button to add a new user. You'll choose an account type, enter a name and password, and the account will be ready to use immediately.
The process takes about two minutes and doesn't require a restart. You can create multiple accounts on one Mac, and each person who uses the account will have their own desktop, files, and settings that stay separate from everyone else's.
Key Takeaways
- You need administrator access to create a new user account, which means you must know the password for an existing admin account on the Mac.
- Standard user accounts can run most programs and access files you give them permission to see, but cannot install software or change system settings.
- Administrator accounts can install software, change system settings, and create or delete other user accounts.
- Each user account has its own login password, desktop, Documents folder, and saved passwords for websites and apps.
Opening System Settings and finding Users & Groups
Click the Apple menu in the top-left corner of your screen and select System Settings. On the left side of the window, click General. Scroll down until you see Users & Groups and click it.
If you're using an older Mac running macOS Monterey or earlier, the path is slightly different: click the Apple menu, select System Preferences, then click Users & Groups directly. The steps that follow are the same.
Unlocking the settings to make changes
When you first open Users & Groups, you'll see a lock icon in the bottom-left corner of the window. Click it. Your Mac will ask you to enter the password for the current user account — this is the account you're logged in with right now. Type the password and click Unlock.
This lock exists to prevent someone from creating new accounts or changing settings without permission. Once you unlock it, the lock icon will turn from closed to open, and you'll be able to add a new account. The lock will stay open for a few minutes, then close automatically for security.
Adding the new user account
With the settings unlocked, look for a plus button (usually at the bottom of the Users & Groups window) and click it. A new window will open asking you to choose an account type. You'll see two main options: Standard and Administrator.
A Standard account is for everyday use — the person can open apps, create files, and browse the web, but cannot install software or change system settings. An Administrator account can do everything a Standard account can do, plus install programs and change settings. For most people, Standard is the right choice. Only create an Administrator account if the person needs to install software or adjust system settings.
Entering the account name and password
After you choose the account type, you'll see fields for Full Name and Account Name. The Full Name is what appears on the login screen and in the top-right corner of the Mac when that person is logged in — you can use a real name or a nickname. The Account Name is what the system uses internally; it's usually lowercase with no spaces, like "sarah" or "john.smith".
Next, you'll create a password for the new account. Type a password in the Password field and type it again in the Verify field to make sure you didn't make a typo. If you want, you can add a password hint that will appear on the login screen if the person forgets their password — this is optional. Click Create User when you're done.
What happens after you create the account
The new account is ready to use immediately. The person can log in by restarting the Mac or by clicking the user icon in the top-right corner and selecting the new account name. On the login screen, they'll enter the password you created, and their own desktop and files will load.
The first time someone logs into a new account, it may take a minute or two longer than usual because the Mac is setting up folders and default settings. After that, login will be faster. Each person's account stays completely separate — files, browser history, app settings, and saved passwords are all private to that account.
Changing an account from Standard to Administrator later
If you create a Standard account and later need to give that person administrator rights, you can change it. Open System Settings, go to General, click Users & Groups, unlock the settings, click the account name on the left, and look for a dropdown menu that says "Standard" or "Administrator". Click it and select Administrator, then click the lock to save your changes.
You can also change the password, add or remove a password hint, or delete the account entirely from this same window. To delete an account, click it, then click the minus button at the bottom. The Mac will ask whether you want to keep or delete the files in that account's home folder.
Frequently Asked Questions
What's the difference between a Standard and Administrator account?
A Standard account can use most programs and access files you share with it, but cannot install software or change system settings. An Administrator account can do everything a Standard account can do, plus install programs, change settings, and create or delete other user accounts. Most people should use Standard accounts for daily use.
Can I change the password for a user account I created?
Yes. Open System Settings, go to Users & Groups, unlock the settings, click the account name, and click Change Password. You'll need to enter the current password first, then type the new password twice. If you don't know the current password, you can reset it using your own administrator account.
What happens to files if I delete a user account?
When you delete an account, the Mac asks whether you want to keep or delete the files in that account's home folder. If you click Keep Files, the files move to a folder on your desktop. If you click Delete Files, they're removed from the Mac. Choose carefully — deleted files cannot be recovered unless you have a backup.
Can someone log into a user account without a password?
Yes, but it's not recommended. When you create an account, you can leave the password field empty, and the person can log in without typing anything. This is convenient for a shared family Mac but means anyone with access to the computer can use that account. For security, passwords are better.
How many user accounts can I create on one Mac?
You can create as many accounts as you need. Each one takes up a small amount of storage for system files, but the main limit is practical — the more accounts you have, the longer the login screen takes to load. Most people have between two and five accounts on a shared Mac.