How To Manage User Accounts And Permissions On Mac

Summary

This guide helps you troubleshoot and resolve: How To Manage User Accounts And Permissions On Mac. Follow the steps below to fix the issue.

Common Causes

Managing user accounts on macOS allows you to control who can access your Mac, what files they can view, and whether they can make system-wide changes. This is particularly useful for small business and home office environments where multiple people share a device but require different levels of access. Proper account management helps protect sensitive data and prevents unauthorised changes to system settings.

Understanding macOS Account Types

Before creating or modifying accounts, it is important to understand the different account types available on macOS:

• Administrator: Can install software, change system settings, and manage other user accounts.
• Standard: Can install some apps and change their own settings, but cannot modify other users' accounts or system-wide preferences.
• Managed with Parental Controls: A standard account with restrictions applied, suitable for children or limited-access users.
• Guest: Temporary access without a password; files are deleted upon logout.

Creating a New User Account

1. Click the Apple menu in the top-left corner of the screen and select System Settings.
2. In the sidebar, click Users & Groups.
3. Click the Add Account button below the list of existing users.
4. If prompted, enter the administrator password or use Touch ID to unlock the settings.
5. From the New Account dropdown menu, choose the account type (Standard or Administrator).
6. Enter the user's Full Name. The Account Name will generate automatically based on the full name.
7. Enter and verify a Password, and add a Password Hint if desired.
8. Click Create User.

Changing Account Type or Password

1. Open System Settings and navigate to Users & Groups.
2. Click the Info button (small "i" icon) next to the user you want to modify.
3. To change the account type, toggle the Allow user to administer this computer switch on or off.
4. To change the password, click Change next to the password field, enter the current password, then set the new password.
5. Click Done to save changes.

Deleting a User Account

1. Open System Settings and go to Users & Groups.
2. Click the Info button next to the account you wish to remove.
3. Click Delete Account.
4. Choose how to handle the user's home folder:
   • Save the home folder in a disk image: Archives the user's files for future recovery.
   • Don't change the home folder: Keeps the user's files intact but removes the account.
   • Delete the home folder: Permanently removes all files associated with the account.
5. Click Delete User to confirm.

Enabling the Guest Account

1. Open System Settings and select Users & Groups.
2. Click the Info button next to Guest User.
3. Toggle Allow guests to log in to this computer to the on position.
4. Optionally, enable Allow guests to connect to shared folders if network access is required.

Troubleshooting Common Issues

Forgotten Administrator Password

If you have forgotten the administrator password and cannot unlock Users & Groups, you can reset it using another administrator account or by using Recovery Mode:

1. Restart the Mac and hold Command + R during startup to enter macOS Recovery.
2. From the menu bar, select Utilities > Terminal.
3. Type resetpassword and press Return.
4. Follow the on-screen prompts to reset the password for the selected user account.
5. Restart the Mac normally.

Cannot Create New User

• Ensure you are logged in as an administrator.
• Check that there is sufficient disk space available for a new home folder.
• Verify that parental controls or configuration profiles are not restricting account creation.

Still Having Issues?