How to manage user groups in Windows 11 in a simple and advanced way

Manage user groups in Windows 11 is a fundamental skill for both those who share a computer and those looking to maintain a customized, secure setup tailored to their environment. Proper account and group management not only helps to better organize your team, but also allows you to assign permissions, restrict actions, and facilitate the use of the computer for each person, whether in the family, professional, or educational environment.

It may seem like a topic reserved for advanced users, but the reality is that Microsoft has integrated multiple options to manage users and groups directly from the systemSome are simple and accessible from Settings, while others are more advanced and allow for in-depth and detailed management using the system's own tools. Below, we break down all the options, clarify concepts, and guide you step-by-step so you can get the most out of these features.

Why manage groups and users in Windows 11?

Before getting into the subject, it is important to understand Reasons to create, modify, or delete groups and user accounts in Windows 11This operating system is designed to be used by one or more people on a single device. Each user can have their own profile, passwords, documents, settings, and preferences, ensuring privacy and an independent workspace.

User groups They go a step further: they are sets of accounts to which common permissions are assigned. This structure allows you to define what members of each group can do, avoiding having to configure permissions individually, which saves time and reduces errors, especially on shared computers or in professional environments.

Some key advantages of this management include:

• Separation of areas between work, family and leisure.
• Increased security control and data privacy.
• Ease of monitoring and limiting usage in minors' accounts.
• Quick assignment of permissions to entire groups instead of individual users.

Basic options from Windows 11 Settings

The most direct method to manage accounts is found in the Settings app of Windows 11. Any user with administrator privileges can access these options.

To start, press Windows + I to open the Settings app, or right-click the Start button and choose 'Settings.' In the side menu, select 'Accounts.' Here you'll see different sections depending on your profile type and device usage:

• Your data (basic information and Microsoft account).
• Other users (manage additional accounts on the computer).
• Family (ideal for adding family accounts with parental control options).
• Professional or educational access (if you want to separate work and personal life).

From this screen, you can easily create, modify, and delete accounts, as well as define what type of access or permissions they will have.

Create a new local user or Microsoft account

When adding a user, Windows 11 lets you choose between a local account (without an associated email address) or a Microsoft account (synced to the cloud and Microsoft services). The process is very simple:

1. Go to Settings > Accounts > Other users.
2. Click on Add account.
3. If prompted, enter the Microsoft account credentials of the person you want to add. If you prefer a local user, select "I don't have this person's sign-in information" and then "Add a user without a Microsoft account."
4. Define the username, a possible password (you can leave it blank if you want the person to set it later), and click OK.

Once created, Each user will have their own desktop, documents and apps independentFrom the same section, you can also change the account type between standard user and administrator, granting greater or lesser levels of control over the system. To do this:

1. Under “Other Users,” select the user you want to modify and click “Change Account Type.”
2. Choose between “Administrator” (full control) or “Standard” (limited access).

Delete user accounts from Settings

If a user stops using the device, deleting their account is as easy as selecting them under “Other Users” and clicking “Remove.” Please note that all personal data stored in that account will be permanently deleted., including documents, desktop, and custom settings. This option is only available for accounts where the administrator has sufficient privileges.

Advanced management from Local Users and Groups

For those looking for more advanced and detailed management, Windows 11 includes the console Local Users and GroupsThis tool offers granular control over everything related to accounts and groups, although it's not available in all editions (for example, it is available in Pro and Enterprise, but not in Home).

To access Local Users and Groups you have several options:

• Open the Run window with Windows + R and writes lusrmgr.msc, then press Enter.
• From the Start menu, search for “Computer Management” and, in the side panel, choose “Local Users and Groups.”
• If you prefer, in the console commands (CMD) or PowerShell, you can execute lusrmgr.msc to open the tool directly.

When you open Local Users and Groups, you'll see two main folders: Users y GroupsEach one allows you to manage the respective elements independently, define properties, change passwords, lock accounts, etc.

Create and manage a new group

Group management is key for environments where multiple people use the same computer, such as offices, schools, or large families. A group brings together a group of users under the same rules and permissions.

To create a group:

1. In Local Users and Groups, click the “Groups” folder.
2. Right-click on an empty space in the center panel and select “New Group.”
3. Give the group a name and a brief description if you wish (for example, “Marketing,” “Students,” “Guests,” etc.).
4. Add the users you want to belong to this group (you can do this now or later, depending on your preference).
5. Click “Create” and then “Close” to finish.

From now on, all users added to that group will share the defined features and permissions. Additionally, you can add or remove members at any time. by editing the group properties, without having to delete and recreate it.

Edit group and user properties

Once created, both groups and users can be edited to adjust their characteristics.

• Modify the name, description, and members of a group: Double-click the group to open its properties, and from there add or remove users as needed.
• Edit user accounts: Simply right-click on the account in the “Users” folder and select “Properties” to modify the name, additional information, password, lock or unlock the account, and even assign the group to which it belongs.

Advanced include:

• Force users to change their password at the next login.
• Make the password never expire (recommended for service accounts only).
• Temporarily disable accounts if they are not going to be used.

Alternative Tools: Dashboard and Family Accounts

Veteran Control panel It still offers some account management options, although many of its features currently only redirect to the Settings app. From here, you can change passwords, account types, and adjust some basic settings, but for advanced administration, it's always best to turn to Local Users and Groups.

If your equipment is used as a family, the section Family Within “Accounts” in Settings, you can add and monitor members, enable parental controls, and set activity limits for children, ensuring a safe and age-appropriate digital environment.

Separation between work, school and personal use

Windows 11 adds the ability to have separate accounts based on their use: work, school, or personal. This makes it easier to keep information, programs, and emails completely separate, avoiding errors or data leaks between areas that should remain isolated. Creating specific accounts for each area will help you focus and better protect your files and communications.