How to Add a User on a Mac

Updated 9 November 2026 · Standard formula, shown below

Adding a user on a Mac creates a separate account, files, settings, and login for another person who shares the computer. You’ll need an administrator account to make the change; the steps are similar on current macOS versions, though a few labels may vary.

What You’ll Need

Access to an administrator account on the Mac. If prompted, enter its password or authenticate with Touch ID.
The new user’s preferred account name and, if creating a standard account, a password they can remember and keep private.
For a child, decide whether the account should be managed through Family Sharing and Screen Time.

Step-by-Step

Open System Settings. Click the Apple menu in the upper-left corner of the screen and choose System Settings. On older macOS releases, the app is called System Preferences.
Go to Users & Groups. In System Settings, scroll the sidebar and select Users & Groups. In some releases, you may need to scroll within the main settings window. On older systems, open System Preferences and select Users & Groups.
Unlock changes if requested. Select Add User or the add-account button. If settings are locked, authenticate with an administrator password or Touch ID. You cannot add an account from a standard user account unless an administrator authorizes it.
Choose the account type. Select the type that fits the person’s needs. Choose Standard for most people who should use apps and change their own settings without managing other accounts. Choose Administrator only for someone who needs to install software, change system-wide settings, or manage users. A Sharing Only account is for accessing shared files remotely and is not a normal desktop login. Options and wording can differ by macOS version.
Enter the person’s details. Type a full name and account name. The account name is used for the user’s home folder and is best kept simple; macOS may fill it in based on the full name. Review it before continuing, because changing a home-folder name later requires care.
Set a password. Enter and confirm a password, then add a hint if appropriate. Use a password the new user can keep private. If the Mac offers password suggestions or password policies, follow the prompts and record the credentials securely rather than leaving them visible near the computer.
Create the account. Select Create User or the equivalent button. Wait for the new account to appear in the Users & Groups list before closing settings.
Check login options. To let the person sign in from the login screen, open Login Options in Users & Groups and review whether automatic login or the displayed user list is configured. Automatic login is generally less suitable on a shared Mac because it opens an account without requiring its password. Avoid changing other login settings unless you understand their effect.
Test the new login. Sign out using the Apple menu, or lock the screen and return to the login window. Select the new user, enter the password, and allow macOS to finish setting up the account. The first login may take a little time. Sign back into your administrator account afterward if you need to adjust settings.

Common Mistakes

Making everyone an administrator: Admin access allows system-wide changes. Use a standard account for everyday sharing unless elevated privileges are genuinely needed.
Choosing the wrong account name: The short account name can determine the home-folder name. Confirm it before creating the account, rather than trying to rename the folder afterward.
Confusing an Apple Account with a Mac user: A local Mac user account provides a login on that computer. An Apple Account is a separate online account used for services such as iCloud. Creating one does not automatically create the other.
Expecting separate accounts to share everything: Each user has a separate home folder and personal settings. Files may need to be placed in a shared location or deliberately shared with another account.
Forgetting the administrator requirement: A standard account cannot normally create another user. Use an administrator login or ask the Mac’s administrator to make the change.

Tips

Create one account per person instead of sharing a single login. This keeps documents and preferences separate and makes it easier to identify which account is in use.
Use a standard account for children or guests who need a normal desktop login. For a child, a parent or guardian can also explore Family Sharing and Screen Time settings, which are configured separately.
Before handing over the Mac, confirm the new user can sign in and knows how to lock or sign out of their session. Do not share the administrator password just to make routine use convenient.
To share files, use an appropriate shared folder or the file-sharing controls provided by macOS. Check the access settings rather than assuming all users can browse one another’s personal folders.
If the Mac is managed by a workplace or school, its administrator may restrict account creation. Follow the organization’s support process instead of trying to work around those controls.

Troubleshooting

Add User is missing or disabled: Confirm you are signed in to an administrator account and that settings are unlocked. If the Mac is managed by an organization, account creation may be restricted. Ask its administrator for help.

The new account does not appear at login: Return to Users & Groups and make sure the account was created successfully. Check Login Options for settings that hide the user list, then restart the Mac if the login window has not refreshed. You can also try signing out rather than only locking the screen.

The password is rejected: Check the selected account name and the keyboard layout, and make sure Caps Lock is not on. If necessary, sign in as an administrator and use the account-management options to reset the user’s password. A reset may affect access to some saved credentials or encrypted data; follow any prompts carefully.

The user cannot change a setting or install software: That may be expected for a standard account. An administrator can perform the specific task or, if appropriate, change the account type in Users & Groups. Grant administrator access only when it is needed.

There is no room for another account: A user account itself may use little space initially, but files and apps added later need storage. Check available storage in System Settings before moving large files or installing software.

Frequently Asked Questions

Can I add a user without an administrator password?
No, adding a Mac user generally requires administrator authorization. Sign in with an administrator account or ask its owner to create the account.

Does adding a user create an Apple Account?
No. It creates a login on the Mac. The person can use or sign in to an Apple Account separately in macOS settings.

Will the new user see my files?
Users have separate home folders, and personal files are not automatically shared. Files in shared locations or items explicitly shared may be accessible to others.

Can I change a standard user to an administrator later?
An administrator can usually change the account type in Users & Groups. Only do so if the person needs permission to manage the Mac.

How do I remove a user later?
An administrator can select the account in Users & Groups and choose the remove option. Read the prompts carefully: macOS may offer choices for keeping or deleting the user’s home folder and files.

Can I add a guest instead of making a regular account?
Some macOS versions offer a Guest User option in Users & Groups. Its availability and behavior can vary, so check the settings on that Mac; a regular standard account is more appropriate when someone needs a continuing personal login.

Method: the standard formula for this calculation, rounded as each result states. See how the calculators work or report an error.