Quick Answer
To add a new user on a Mac, open Apple menu > System Settings > Users & Groups, click Add User, authenticate if prompted, choose an account type, enter the person’s name and password, and click Create User.
For a temporary visitor, turn on Guest User instead:
- Open Apple menu > System Settings > Users & Groups.
- Click the Info button next to Guest User.
- Turn on Allow guests to log in to this computer.
A standard user gets a separate account, home folder, files, settings, and password. A guest usually gets a temporary session, and files created during the visit are deleted when the guest logs out.
Why Use Separate Mac Accounts?
Separate Mac accounts keep people’s files, browser data, settings, and desktop items apart. Each person can have their own:
- Desktop and Documents folders
- Photos and other personal files
- Browser history, bookmarks, and saved settings
- App preferences
- Login password
- iCloud and other account connections
- Privacy settings
This is safer and more convenient than sharing one login. Sharing a single account can expose personal files, saved passwords, messages, and browser activity.
A separate account does not automatically make every file private. Administrators can manage the Mac and may be able to access other users’ files. Shared folders and files can also be available to multiple accounts.
Understand the Mac Account Types
Before adding an account, choose the type that matches how the person will use the Mac.
Administrator
An administrator can:
- Add and remove users
- Change many system settings
- Install software that requires administrator approval
- Manage some security and privacy settings
- Change passwords and account permissions
Use administrator access only for people who need to manage the Mac. For everyday use, a standard account is usually safer.
Standard user
A standard user can use apps, save files, customize their own settings, and manage their own account. Standard users generally cannot make major changes that affect every account on the Mac without an administrator’s password.
This is the best choice for most family members, employees, students, and other regular users.
Sharing-only user
A sharing-only user can access shared files or services on the Mac but cannot log in to the Mac normally. This type can be useful when you want to provide access to shared folders without creating a full desktop account.
Sharing-only accounts are managed through System Settings > Users & Groups. The exact sharing options available can depend on the services and sharing features enabled on the Mac.
Guest User
A guest account is intended for short-term access. Guests do not need a personal password to use the Mac. Their session is separate from your regular accounts, and files created in the guest account are normally removed when the guest logs out.
Guest access may also allow someone to use Safari and other permitted features without seeing the files in your regular user accounts. Do not use Guest User for someone who needs to keep files, install software, or maintain personal settings.
Add a New User Account on Mac
Use this method when someone will use the Mac regularly and needs their own files and settings.
Before you begin
You need an administrator account and its password. If the Mac belongs to a workplace or school, account creation may be restricted by the organization’s management settings.
Have the following information ready:
- The person’s full name
- A short account name, if macOS asks you to confirm one
- A secure password
- A password hint, if needed
Avoid using a password that other people already know. If the account belongs to a child, consider using a standard account rather than an administrator account.
Steps to create a standard or administrator account
- Open the Apple menu in the upper-left corner of the screen.
- Select System Settings.
- Click Users & Groups in the sidebar.
- Click Add User.
- Enter your administrator password or authenticate with Touch ID if macOS requests authorization.
- Open the New User menu.
- Choose Administrator or Standard.
- Enter the new user’s full name.
- Review the account name. macOS may use this name to create the user’s home folder.
- Enter and confirm a password for the account.
- Add a password hint only if it will not reveal the password to other people.
- Click Create User.
The new account should now appear in the list of users. The person can select their account at the login window and sign in with the password you created.
Choose the account name carefully
The full name is the name displayed on the login screen and in account settings. The account name may also become the name of the user’s home folder, such as /Users/name.
Changing the full name later is generally easier than changing the account name or home-folder name. If macOS lets you review or edit the account name during setup, check it carefully before clicking Create User.
Add a Guest Account on Mac
Guest User is useful when someone needs brief access to the Mac but does not need a permanent account.
Turn on Guest User
- Open the Apple menu.
- Select System Settings.
- Click Users & Groups.
- Find Guest User and click the Info button next to it.
- Turn on Allow guests to log in to this computer.
- Review any additional guest-related options macOS displays, then close the settings window.
To use the account, log out or switch users and select Guest User at the login screen.
Turn off Guest User
When you no longer want visitors to use the Mac:
- Open Apple menu > System Settings > Users & Groups.
- Click the Info button next to Guest User.
- Turn off Allow guests to log in to this computer.
Turning off Guest User prevents future guest logins. It does not delete your regular user accounts.
What happens to guest files?
Guest files are generally stored temporarily and removed when the guest logs out. A guest should not use this account to store important documents, photos, downloads, or other data.
Before enabling Guest User, make sure the guest does not need access to sensitive data or specialized software. Guest access is convenient, but it is not a replacement for a regular account with a password.
Set Up an Account for a Child
A child should normally use a standard account, not an administrator account. Administrator access could allow a child to change settings, install software, manage other users, or weaken protections on the Mac.
After creating a standard account, use the Mac’s available Screen Time settings to manage limits and restrictions:
- Open the Apple menu.
- Select System Settings.
- Click Screen Time.
- Choose the child’s account or configure the available family settings.
- Review options such as app limits, downtime, communication limits, and content restrictions.
The exact controls can vary depending on how the Mac and family accounts are configured. Screen Time settings do not replace supervision, account security, or regular backups.
For a child’s account, also consider:
- Using a strong password that the child can remember
- Keeping the account as Standard
- Reviewing installed apps and browser settings
- Enabling appropriate content and privacy restrictions
- Teaching the child not to share the password
- Setting up a backup for important schoolwork and photos
How Files and Permissions Work Between Accounts
Each regular user receives a separate home folder. This folder contains personal locations such as:
- Desktop
- Documents
- Downloads
- Movies
- Music
- Pictures
- Library
The Library folder contains application support files, preferences, caches, and other account-specific data. Do not delete or move items from it unless you understand what they do.
By default, users cannot freely browse one another’s private home-folder contents. However, administrators have broader control over the Mac, and ownership or permissions can be changed. Files placed in shared locations may be accessible to multiple accounts.
Share files safely
For files that multiple users need, use an appropriate shared location or sharing feature rather than copying files into another person’s private folders. Depending on the Mac and setup, shared items may include the Public folder, shared folders, external storage, cloud storage, or file-sharing services.
When sharing files:
- Share only the folders that are needed
- Check whether others can edit or only read the files
- Avoid placing private documents in a shared folder
- Keep a backup of important data
- Remember that deleting a shared file can affect other users
Switch Between Separate Mac Accounts
You do not always need to log out before another person uses the Mac. Fast user switching lets users move between accounts while leaving the first session open.
To switch users:
- Open the Apple menu.
- Select Lock Screen, or use the configured user-switching control.
- Choose the other user at the login screen.
- Enter that user’s password.
The exact fast user switching control can be enabled in System Settings > Control Center. Leaving apps open can use memory and battery, so log out when a session is finished or when the Mac will be unused for a long time.
Delete a User Account
Deleting an account can remove its files, so proceed carefully.
Warning: Deleting a user can permanently remove that person’s home folder and personal data. Before continuing, make sure important files are backed up or transferred. Do not delete an account while that user is signed in.
Steps to remove a regular user
- Sign in to a different administrator account.
- Open Apple menu > System Settings.
- Click Users & Groups.
- Click the Info button next to the user you want to remove.
- Click Delete User or Delete Account, depending on the macOS interface.
- Enter an administrator password or authenticate if prompted.
- Review the available choices for the user’s home folder.
macOS may offer options such as:
- Save the home folder in a disk image: Preserves the user’s files in an archived file that can be accessed later.
- Don’t change the home folder: Removes the account but leaves the home folder in place.
- Delete the home folder: Removes the account and its files.
Choose the option based on whether you need to preserve the data. If you are unsure, save the home folder or make a separate backup before deleting the account.
Preserve a home folder for later
If you want to remove a login but keep the person’s files, choose the option that saves the home folder or leaves it unchanged. A saved home folder may require an administrator to restore or access its contents later.
Do not assume that deleting an account will automatically preserve data. Read the confirmation dialog carefully before approving the removal.
Delete Guest User?
Guest User is normally controlled by the Allow guests to log in to this computer setting rather than treated like a regular personal account. To stop guest access, turn off that setting instead of deleting a standard account.
Troubleshooting
The Add User button is unavailable
You may not be signed in as an administrator, or the Mac may be managed by a school or workplace. Sign in with an administrator account or contact the organization’s administrator.
The new user cannot sign in
Check that:
- The correct account is selected at the login screen
- The password is entered exactly as created
- Caps Lock is not causing a capitalization problem
- The account was created successfully in Users & Groups
- The Mac has finished creating the user’s home folder
If the password was forgotten, an administrator may be able to reset it from the account settings.
Guest User is missing or cannot be enabled
Open System Settings > Users & Groups and click the Info button next to Guest User. If the option is unavailable, the Mac may be managed by an organization, or a related security setting may be restricting guest access.
A user cannot open another user’s files
This is often expected. Files in a user’s private home folder are protected by account permissions. Copy the needed files to a shared location, or have the owner share them appropriately.
Do not change permissions on an entire home folder unless necessary. Incorrect permissions can expose private files or prevent apps from working correctly.
The account uses too much storage
Check the user’s large downloads, videos, photo libraries, and application data. Each regular account can accumulate its own files and cached data. If you remove the account, preserve important files first and review the home-folder deletion choice carefully.
Apps or settings are different in the new account
Separate accounts have separate preferences and app data. An app installed for all users may be available to everyone, but its settings, sign-ins, and libraries may remain separate. The new user may need to sign in, configure the app, or download additional content.
Frequently Asked Questions
Can I add a user without an administrator password?
Usually, no. Creating or removing user accounts changes the Mac’s system configuration and generally requires administrator authorization.
Should I choose Administrator or Standard?
Choose Standard for most people. Choose Administrator only when the person must manage users, install software requiring elevated privileges, or change system-wide settings.
Is Guest User safer than sharing my account?
Yes, Guest User avoids giving a visitor access to your personal login, settings, saved browser data, and files. However, guests should not use it for important files because their data is normally removed after logging out.
Can two users have the same Mac apps?
Often, yes. Whether an app is available to all users depends on where it was installed and how the app is licensed. Each user may still have separate preferences, sign-ins, libraries, and saved data.
Can separate accounts share the same iCloud account?
They can, but sharing one Apple Account can mix personal data and services. For privacy, each person should generally use their own Apple Account where appropriate. Separate Mac login accounts alone do not separate data stored in a shared Apple Account.
Will deleting a user delete their iCloud data?
Deleting a local Mac user removes or preserves the local home folder according to the option you choose. It does not automatically serve as a complete account-management process for cloud data. Check important files and services separately before deleting the user.
Can I rename a user account later?
You can usually change the displayed full name more easily than the short account name or home-folder name. Renaming the account incorrectly can cause login and file-access problems, so make a backup and follow Apple’s account-management guidance if a full rename is necessary.
Can I use one Mac account for the whole family?
You can, but separate Mac accounts are better for privacy, file organization, parental controls, and personal settings. Use a shared account only when the privacy and separation trade-offs are acceptable.
Final Thoughts
The best way to add a user on Mac depends on how long that person will use the computer. Create a Standard account for regular use, use an Administrator account only when necessary, choose Sharing-only for limited file access, and enable Guest User for temporary visitors.
Separate Mac accounts protect personal settings and files, but important data should still be backed up. Before deleting an account, review the home-folder options carefully so you do not remove files that need to be preserved.