When everyone uses the same Mac login, browser sessions, downloads and saved documents quickly become mixed. Separate macOS accounts give regular users their own working environment and make responsibility for files easier to understand.

Choose privileges before creating accounts

An administrator can add users and change important settings. For everyday use, consider whether the person actually needs administrator privileges. A standard account is often a more suitable starting point for someone who needs to run applications and manage their own work.

Keep at least one known, authorised administrator account with recoverable credentials. Do not remove or downgrade accounts simply to tidy the login screen before checking who owns the files and who maintains the computer.

Using an administrator account, open System Settings, Users & Groups and add the new user. Apple describes choosing the account type during creation. Let the intended user establish their own password and personal settings. Avoid distributing one shared password as a permanent household arrangement.

Make sharing deliberate

Log in to the new account and create a harmless test document. Check where it saves and make sure the user understands their own Desktop, Documents and Downloads. Set up their browser and other accounts consciously rather than importing another person's private sessions.

If people need shared material, decide which folders should be shared and who needs access. Separate accounts are not a reason to grant everyone access to an entire home folder. An administrator still has powerful control over the computer, so do not describe this arrangement as protection from an untrusted administrator.

Finally, check backup coverage for the files each person needs and any FileVault startup-access requirements. Test a normal sign-out and sign-in cycle. Keep the old shared account until useful files have been assigned and checked; deleting it too early can turn an organisational improvement into a recovery problem.

Source: Apple's user and group setup guide.

For help with your Mac, contact AEPC in East Auckland or call 027 908 8880 to discuss your requirements.