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Windows can use several Microsoft accounts on the same PC, but the correct setup depends on what you want each account to do. To give someone a separate desktop, files, settings, and Windows sign-in, add the account under Settings > Accounts > Other users. To use another account only in Outlook, Microsoft Store, OneDrive, or another app, add it under the relevant app or under Email & accounts instead.
Choose the right type of Microsoft account setup
There are three commonly confused options:
| What you want | Where to add the account | What it creates |
|---|---|---|
| A separate Windows login and desktop | Settings > Accounts > Other users > Add account | A separate Windows user profile, folder, settings, and sign-in |
| Another account for email, calendar, contacts, or apps | Settings > Accounts > Email & accounts, or the app’s account settings | App credentials only; no additional Windows desktop |
| A company or school account connected to device resources | Settings > Accounts > Access work or school > Connect | An organizational connection, which may apply device-management or access policies |
If the second person needs to sign in from the Windows lock screen, use the first option.
How to add a second Microsoft account as a Windows user
- Open Settings. You can select it from the Start menu or press Windows key + I.
- Select Accounts.
- Select Other users.
- Under Add other user, select Add account.
- Enter the email address belonging to the Microsoft account.
- Continue through the prompts. Windows may request the account password, verification code, or other security information.
After setup, Windows creates a separate profile for that account. The new user gets separate documents, desktop items, settings, browser data, and application configuration. Adding the account does not merge it with your existing profile.
If the person does not have a Microsoft account
The setup wizard can create one. Select Sign up for a new email address when that option is offered.
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To create a local Windows account instead, select I don’t have this person’s sign-in information, then select Add a user without a Microsoft account. This creates a Windows login that is not connected to a Microsoft account unless you convert it later.
How to sign in to the second account
At the Windows sign-in screen, select the required account, enter its password or PIN, and press Enter or select the sign-in arrow.
Windows Hello may also allow that account to use a PIN, fingerprint, or facial recognition. Each Windows profile can have its own sign-in method.
Remember that a Windows Hello PIN is not the same as the Microsoft account password. If the PIN is forgotten, select I forgot my PIN on the sign-in screen when that option is available. Microsoft provides this reset option for Microsoft accounts, not local accounts.
Switch users without signing out
Use switching when the first person needs to leave programs open while another person uses the PC:
- Select Start.
- Select the current user picture or the Accounts icon.
- Select More.
- Select the other Windows account.
- Enter that account’s password or PIN.
Switching users leaves the first session and its applications running. This is convenient, but multiple active sessions consume memory and processor resources. On a computer with limited RAM, performance may decline.
To close the current session completely, use Start > user picture or Accounts icon > Sign out. Signing out closes open applications, so save files first.
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To lock the PC without signing out, press Windows key + L. In current Windows 11 instructions, the menu route is Start > Power > Lock. Older Windows 11 versions placed Lock under the Accounts menu.
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A standard account is the safer default. It can be made an administrator if the user genuinely needs to install software, change system settings, or manage other users.
- Open Settings > Accounts > Other users.
- Select the account’s menu button.
- Next to Account options, select Change account type.
- Choose Administrator or Standard User.
- Select OK.
Keep the number of administrators low. An administrator can change important Windows settings, install software, and potentially access files belonging to other users.
Add a Microsoft account only for apps
If you do not want another Windows login, use the app-account route instead:
- Open Settings.
- Select Accounts.
- Select Email & accounts.
- Under Accounts used by email, calendar, and contacts, select Add an account.
- For other Microsoft applications, look for Add a Microsoft account or Add a work or school account.
- Complete the sign-in prompts.
This does not create another desktop, Windows user folder, or lock-screen account. The added credentials are available to supported apps and services.
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For example, you can add an account for Outlook or Microsoft Store without creating a full Windows profile. If an app has its own account menu, adding the account there is often the most isolated option.
Connect a work or school account
Use this route when an organization needs to provide access to workplace or school resources:
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- Open Settings > Accounts > Access work or school.
- Next to Add a work or school account, select Connect.
- Enter the organization account information.
- Select the account type if Windows asks you to do so.
- Select Add and finish the organization’s setup prompts.
The organization must support personal-device or bring-your-own-device access. Connecting a work account is not automatically the same as creating a separate Windows user. For a separate work login, use Other users > Add account.
Use multiple OneDrive accounts
OneDrive has different limits from Windows. Microsoft’s current limits allow each device to use:
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- One OneDrive for home or personal account
- Up to nine OneDrive for work or school accounts
To add an account to the OneDrive sync app:
- Select the OneDrive cloud icon in the notification area.
- Select the OneDrive Help and Settings icon.
- Select Settings.
- Open the Account tab.
- Select Add an account.
Adding another Windows user does not bypass OneDrive’s one-personal-account-per-device limit. A different Windows profile can sign in separately, but the OneDrive sync app itself still applies its account restrictions.
What happens to programs and files?
The new profile does not automatically reproduce everything from the first profile.
- Some applications are available to all Windows users, but each user may need to sign in or configure them separately.
- Microsoft Store apps may require the second user to sign in again to restore purchases or settings.
- Desktop email programs may require a separate import of messages and address books.
- Files stored in the first user’s profile are not automatically copied into the second user’s Documents, Desktop, or OneDrive folders.
For files that both people need, use a shared folder, a suitable OneDrive folder, or another deliberate sharing method rather than assuming that separate profiles will share data automatically.
Convert a local Windows account to a Microsoft account
If you created the Windows profile as a local account and want to connect it to a Microsoft account, sign in to that profile and follow these steps:
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1Repair Windows errors before they cause bigger problems2Fix the driver behind crashes, sound loss and screen glitches3Clear out junk files and repair common Windows errors- Open Settings.
- Select Accounts, then Your info.
- Select Sign in with a Microsoft account instead.
- Follow the prompts, select Next, then select Sign out and finish.
- Sign back in to the profile.
The option appears only when the current Windows account is a local account.
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Remove a Microsoft account from the PC
Removing a Windows user from the computer does not delete the person’s online Microsoft account.
- Open Settings > Accounts > Other users.
- Open the account’s menu.
- Next to Account and data, select Remove.
- Confirm the removal after checking that important local files have been backed up.
This removes the Windows sign-in information and local profile data from the PC. It does not close or delete the Microsoft account itself.
Disconnect a work or school account
- Open Settings > Accounts > Access work or school.
- Open the menu beside the organization account.
- Select Disconnect.
- Select Yes to confirm.
This disconnects the account from the PC; it does not delete the organization’s account.
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The account does not appear on the Windows sign-in screen
It was probably added in the wrong place. Accounts added under Email & accounts, Access work or school, OneDrive, or an individual application do not necessarily create Windows users. Use Settings > Accounts > Other users > Add account for a separate login.
The work account will not connect
The organization may block personal-device access. Contact the organization’s administrator and ask whether BYOD enrollment or personal Windows PCs are supported.
The second account’s PIN does not work
Do not assume that the first user’s PIN applies to the second account. Select Sign-in options and try the password option. If available, select I forgot my PIN. Once signed in, PIN controls are under Settings > Accounts > Sign-in options.
Windows shows “We can’t sign in to your account”
This can indicate a damaged profile or a temporary profile. Restart the PC and try signing in again. Avoid creating or changing important files while Windows is using a temporary profile because those changes may disappear after sign-out.
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If the issue continues, Microsoft’s recovery guidance includes creating a new local administrator account and copying data from the damaged profile. Do not delete the old profile until you have recovered the files you need.
The PC becomes slow after switching users
Switching keeps the first session open, including its applications. Sign out of users who are finished rather than leaving several sessions active. Closing large programs, browser windows, virtual machines, and games before switching can also reduce memory pressure.
FAQ
Can two people use different Microsoft accounts on one PC?
Yes. Add each account through Settings > Accounts > Other users > Add account. Each person then has a separate Windows sign-in, profile, settings, and personal folders.
Does adding an account under Email & accounts create another Windows user?
No. That area adds credentials for supported email, calendar, contacts, or applications. Use Other users > Add account to create another Windows login.
Can I use two personal OneDrive accounts on one Windows PC?
The OneDrive sync app supports one personal or home account per device. It can also support up to nine work or school accounts. This OneDrive limitation is separate from Windows’s ability to have multiple user profiles.
Does switching users sign out the first person?
No. Switching leaves the first session and its applications running. Use Sign out when you want to close that session.
Will removing a Windows user delete their Microsoft account?
No. Removing the user deletes the Windows sign-in information and local profile data from that PC. The online Microsoft account remains available.
Should the second Microsoft account be an administrator?
Usually not. Keep it as a Standard User unless the person needs to install software or change system-wide settings. Fewer administrator accounts reduce the risk of unwanted system changes.
The Bottom Line
For a genuine second Windows user, go to Settings > Accounts > Other users > Add account. Use Email & accounts or an app’s own account settings when you only need another Microsoft identity for apps. Keep the account as a standard user unless administrator access is necessary, and remember that switching users leaves the first session running.
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