Create a New Standard and Administrator Account on macOS

This guide shows you how to create both a standard (non-admin) user account and a separate administrator account on macOS. You’ll be able to keep daily work in a standard account for better security and reserve an admin account for system changes. You’ll need an existing administrator username and password to get started.

What You’ll Need

An existing administrator account on the Mac (the first account you set up is usually an admin).
The password for that administrator account.
Enough free storage space for the new user’s home folder (a few GB is typical).

Step-by-Step

Open System Settings. Click the Apple menu in the top-left corner and choose System Settings (on older macOS versions, it’s called System Preferences).
Go to Users & Groups. In the sidebar, click Users & Groups. You may need to scroll down.
Unlock the settings. If the lock icon at the bottom left is closed, click it, enter your administrator username and password, then click Unlock.
Add a new account. Click the + button just below the user list. A pop-up window will appear.
Choose the account type. From the New Account dropdown, select Standard to create a standard user, or Administrator to create another admin account. (If you’re creating both, you’ll repeat these steps.)
Fill in the details. Enter the full name (e.g., “Jane Doe”), the account name (a short name used for the home folder and login, e.g., “jane”), and a strong password. Type the password again in the Verify field. Optionally, add a password hint.
Create the account. Click Create User. The new account appears in the list.
Repeat for the second account. To create the other type, click + again and repeat steps 5–7, choosing the other account type.
Log out and test. Click the Apple menu and choose Log Out (or restart). At the login screen, select the new standard account and log in to confirm it works. Then log out and test the admin account.

Common Mistakes

Forgetting to unlock. If the + button is greyed out, you haven’t unlocked the settings. Click the lock and authenticate.
Choosing the wrong account type. Double-check the dropdown before clicking Create User. You can’t change a standard account to admin later without an admin password.
Using a weak password. A short or common password makes the account easy to compromise. Use at least 12 characters with a mix of letters, numbers, and symbols.
Setting the account name with spaces. The account name (short name) should be lowercase, no spaces, and unique. Spaces can cause issues with some apps and the terminal.
Not logging out to test. Creating an account doesn’t automatically switch to it. You must log out or restart to see it at the login screen.

Tips

Use a standard account for daily work. This limits the damage from malware and accidental system changes. Only log in as admin when you need to install software or change system settings.
Create a separate admin account for troubleshooting. If your main admin account gets locked out, having a second one can save you from a full reinstall.
Set up FileVault for encryption. After creating accounts, go to System Settings > Privacy & Security > FileVault and enable it. This encrypts the whole disk, including new user folders.
Use iCloud for password recovery. If you forget a password, you can reset it with your Apple ID if you’ve enabled that option during setup.
Keep the admin account name different from your standard one. This avoids confusion and makes it harder for someone to guess your admin username.

Troubleshooting

Can’t click the + button. Make sure you’ve unlocked the settings with an admin account. If you’re not an admin, you can’t add users. Ask the current admin to do it.
Forgot the admin password. If you have another admin account, log in with that and reset the password. If not, you’ll need to use Apple’s recovery mode: restart the Mac, hold Command+R, open Terminal from Utilities, and type resetpassword. This is only possible if you have FileVault disabled or know the recovery key.
New account doesn’t appear at login. If you created it and it’s not showing, try restarting the Mac. If it still doesn’t appear, check that you didn’t accidentally create a ‘Group’ instead of a user.
Login screen shows ‘Other…’ instead of the user. That’s normal if the account name is hidden. Click ‘Other’ and type the account name and password.
Can’t log in with the new account. Check that Caps Lock is off and the password is exactly what you typed. If you set a password hint, it will show after a failed attempt.
Error: ‘This account is not available.’ This can happen if the account was created but the home folder wasn’t created properly. Try deleting the account (in Users & Groups) and recreating it.

Frequently Asked Questions

What’s the difference between a standard and an administrator account?

An administrator can change system settings, install software for all users, and manage other accounts. A standard user can only change their own settings and install apps in their own folder. Standard accounts are safer for everyday use.

Can I convert a standard account to an administrator later?

Yes. Log in as an admin, go to Users & Groups, unlock, select the standard user, and check the box ‘Allow user to administer this computer’.

How many admin accounts should I have?

It’s best to have at least one, but ideally only one or two. The fewer admin accounts, the lower the risk of accidental system damage or security breaches.

Do I need to create a separate admin account if my first account is already admin?

Not necessarily, but it’s a good practice. If you use your main account as admin, a malware infection could gain admin rights. Having a separate admin account for system changes adds a layer of protection.

Will creating a new account delete any existing data?

No. Creating a new user account doesn’t affect other accounts or their files. It just adds a new home folder.

Can I create an account without a password?

Technically yes, but macOS may discourage it. For security, always set a strong password. If you leave it blank, anyone can log in as that user.

General steps for current mainstream versions; menus can differ by device and version. See the disclaimer or report an error.

More in this bed

The whole Tech How-To bed →