The Mac|Life 101 series is where you can come to learn new and simple ways to do things with Apple’s desktop and mobile operating systems. Whether you’re new to the platform, or just want to learn a new technique, then Mac 101 is for you.
If you have a desktop Mac, then chances are you share that system with more than one user. With a multiple-user system, all users are not created equally, but OS X can oblige and help you create a user-centric account, whether you need a locked-down account for a child, or an account that has accessibility options. We’ll walk you through all of the options for creating a user account, and explain your choices.
Multiple accounts allow different users the ability to have their own set of preferences, apps, and files without overcrowding a single account. This account separation can improve security, or keep younger users safe online by locking down the account.
Creating a new user account is easy. When you first set up your Mac, you were prompted to create a first user account, so you will most likely already be familiar with the process.
Navigate to System Preferences > Users & Groups, then click on the lock at the bottom of the screen to authenticate as an administrator (Note: Admin privileges are required to add or remove accounts, and change many of the settings in this preference pane).
Once authenticated, click on the plus (+) button in the users listing on the left-hand side of the Users & Groups window. You’ll see a new dialog open.
In the first drop-down menu, specify which account type you’d like to create. You can select between an Administrator, Standard, Managed with Parental Controls, or Sharing Only. Here’s what each of these accounts mean:
Administrator - An administrator can create, delete, and modify accounts; install software; and change system settings.
Standard - Standard users can install software for their own use and change settings related to their accounts, but can’t administer other accounts.
Managed with Parental Controls - For these accounts, the administrator can restrict access to applications and inappropriate content, and limit the amount of time users can use the computer.
Sharing Only - Sharing-only users on your network can access shared files remotely, but can’t log in or change settings on the computer.
After selecting the account type, specify a full name, account name, password, verify the password, and optionally provide a password hint. Note: While passwords and their hints are not required, they are highly recommended for the security of your system and protection of the user accounts. Select “Create User” once you have specified all of the intended information.
The newly created user will be able to login to the computer after the current user has logged out, and the OS X login screen is presented. Once logged in, they will be able to make changes to their account based on the account type created.
To delete an account that has been created, click on the account in the Users & Groups preference pane, then click on the minus (-) button. In the dialog that appears, select one of the available options for removing the account from OS X:
Save the home folder in a disk image - the contents of the removed account (files, etc) will be placed in a disk image and stored in the Users folder on your Mac.
Don’t change the home folder - The user’s home folder will remain along with all of the content, but the user will not be able to log in.
Delete the home folder - Removes the user account and deletes all of the user’s files, preferences, etc. If “Erase home folder securely” is checked, then it will remove all of these files securely from the hard drive.
Once you have selected from the available options, click “Delete User” to remove the user from your system.
At the bottom of the users listing in the Users & Groups preference pane is Login Options. Selecting this will present a myriad of options for handling user logins.
Th first option, Automatic login, should be turned off for the highest security. When this option is enabled, a login window will be presented when your computer loads OS X. You will be able to select your user account, then complete the login. Optionally, you can display the login window as either a list of users and their avatars, or just a name and password field, where you will be required to remember your username.
You also have options for showing the sleep, restart, and shut down buttons in the login window; showing the input menu in the login window, showing password hints, and using VoiceOver.
In the Login Options section of Users & Groups, you’ll notice the option for “Show fast user switching menu as [Short Name / Full Name / Icon].”
With this option selected, each user will get a either an icon, or their name printed in the menu bar next to Spotlight. Selecting this menu item will present a list of users for fast switching between user accounts.
Selecting an account will immediately log into that account; if the account is password protected, then the user will be prompted for the password before the accounts are switched. Users will be kept logged in when using this menu, so all of your opened apps, documents, etc. will remain intact while other users are using the system.
You may want certain applications to launch when you log into your account. For this, we’ll need to use the Login Items tab in Users & Groups > [Your Account] > Login Items.
Here, you will see a list of all of the applications or app helpers that are scheduled to launch when your user gets logged in. Select an application and press the minus (-) button to remove an application from launching when the user gets logged in. To add an application, press the plus (+) button, and then select the application in the Finder window that appears.
If you frequently have others using your computer who don’t actually need a user account, then you may consider enabling the Guest User account. By checking the box labeled “Allow guests to log into this computer” in the Users & Groups > Guest User view, you will enable a new user.
This new guest user account will allow anyone to click it on the login screen to temporarily log into your computer. Logging into the guest account does not require a password, and users cannot log into the guest account remotely or if File Vault is turned on. The best part is that when the guest account gets logged out, all of the information and files that were stored in the account automatically get deleted from the guest account home folder.
Cory Bohon is a freelance technology writer, indie Mac and iOS developer, and amateur photographer. Follow this article's author on Twitter.
