Create a New Local Windows Account and Transfer Your Desktop Files and Settings

Quick Answer

If your Windows computer is creating problems because of the account used to sign in, you can create a new local Windows account and transfer your personal files, including Desktop documents, Downloads, Documents, Pictures, and Videos, from your existing profile. You do not need to delete your existing account first.

For Windows 10 and Windows 11, open Settings > Accounts > Other users, select Add account, and choose I don't have this person's sign-in information, followed by Add a user without a Microsoft account. Create a username and password, then sign in to the new account and copy your personal files from the old profile. If your existing Windows account is already a Microsoft account and you want to retain its profile, you can instead use Settings > Accounts > Your info > Sign in with a local account instead, where available.

Understand the Difference Between a Windows Account and an Outlook Account

Before changing accounts, identify which account is causing the problem. An Outlook email account and a Windows sign-in account are related in Microsoft's ecosystem, but they are not the same thing.

A local Windows account does not require an internet connection for Windows sign-in. However, internet access is still needed for online email, cloud services, updates, and other online features. Microsoft explains these account differences here.

Before You Begin

• Make a backup of your Desktop, Documents, Downloads, Pictures, Videos, and any other important folders to an external drive or another safe location.
• Confirm that you know the password for your current Windows account and can access the old profile.
• Check whether Desktop and Documents are being redirected or synchronised by OneDrive. Files stored only in the cloud might need to be downloaded before copying.
• Keep the old Windows account until the new account has been tested and all required files and application data have been recovered.
• If BitLocker or device encryption is enabled, ensure that you have access to the recovery key before making account changes that could affect recovery access.

Method 1: Create a New Local Account in Windows 11

1. Press Windows + I to open Settings.
2. Select Accounts.
3. Open Other users. The wording or placement may vary slightly between Windows 11 versions.
4. Under the option to add another user, select Add account.
5. When prompted for an email address or phone number, select I don't have this person's sign-in information.
6. On the next screen, select Add a user without a Microsoft account.
7. Enter the new username, a strong password, and the requested password hints or recovery information.
8. Finish creating the account.

Use a username that is different from your existing account. For example, you could create a local user named PCUser. This is only an example; choose a name appropriate for your computer.

These steps follow Microsoft's documented account-creation process. If your edition or Windows build displays different wording, use the equivalent options in the Settings app. Official Microsoft instructions for managing Windows user accounts.

Method 2: Create a New Local Account in Windows 10

1. Press Windows + I to open Settings.
2. Select Accounts, then Family & other users.
3. Under the section for other users, select Add someone else to this PC.
4. Select I don't have this person's sign-in information.
5. Select Add a user without a Microsoft account.
6. Enter the new username and password, then complete the setup.

Windows 10 support ended on 14 October 2025 for standard editions that reached end of support. If you are still using Windows 10, check the support status and security-update options applicable to your device.

Should You Create a New Account or Convert the Existing One?

There are two different ways to move away from Microsoft-account sign-in. Choose the method that matches your problem.

Alternative: Convert Your Existing Windows Account to a Local Account

If your current Windows profile is working properly and you simply want to stop using your Microsoft account for Windows sign-in, conversion may be easier than creating a second profile.

1. Open Settings using Windows + I.
2. Select Accounts > Your info.
3. Look for Sign in with a local account instead.
4. Select it and follow the on-screen identity verification steps.
5. Enter a new local username, password, and password hint when prompted.
6. Finish the process, sign out, and sign back in using the new local credentials.

The option appears only when the current Windows sign-in supports this conversion. If the option is missing, investigate whether you are using a local account already, an organisation-managed account, or a configuration that restricts account changes.

This method changes the Windows sign-in association; it does not delete your Outlook email account. Review Microsoft's official account-conversion guidance before proceeding.

Set the New Local Account as an Administrator

If you created a new account to replace a problematic profile, you may need administrator access to install software and configure the computer. Only grant administrator privileges to an account you control and trust.

1. Sign in to an existing administrator account.
2. Open Settings > Accounts > Other users. On Windows 10, open Family & other users.
3. Select the newly created account.
4. Select Change account type.
5. Choose Administrator, then select OK.

Sign out and sign in to the new account. Confirm that you can open Settings and perform an administrative action when required. For everyday use, a standard account is generally preferable where it meets your needs.

Copy the Old Desktop and Personal Files to the New User

Windows creates a separate profile folder for each user. For example, the original profile might be C:\Users\OldUser, while the new profile might be C:\Users\PCUser. Replace these examples with the actual folder names on your computer.

Step 1: Sign in to the new account

1. Save your work and sign out of the old account.
2. Sign in to the new local account.
3. Allow Windows to finish creating the new desktop and user profile.
4. Open File Explorer and navigate to C:\Users.

Step 2: Locate the old profile

Find the folder belonging to your previous Windows account. Open it to locate the personal folders you need. You may be prompted for permission to access some files. Do not change ownership or permissions across the entire profile without first understanding the consequences.

Step 3: Copy the required folders

Copy your personal data from the old profile to the corresponding folders in the new profile. For example:

1. Open the old folder, such as Desktop.
2. Select the required files and folders and press Ctrl + C.
3. Open the matching folder in the new profile.
4. Press Ctrl + V to copy the files.
5. Repeat the procedure for the remaining personal folders.

Copy rather than move the files. This leaves the originals available for recovery if anything is missing. If Windows reports that files already exist, compare them before choosing to replace or skip them.

Step 4: Check additional data locations

Some applications store personal data outside the standard folders. Check any known project directories, locally stored work files, browser bookmarks, custom templates, application-specific databases, and other folders that you use regularly.

Do not indiscriminately copy every hidden file or folder from the old profile into the new profile. Profile-specific configuration and cached data may not be compatible with the new account. Microsoft's user-profile recovery instructions also distinguish file copying from restoring application and email data.

Transfer Outlook Email, Contacts, and Other Application Data

Copying the Desktop and Documents folders does not necessarily transfer Outlook messages, account settings, saved signatures, autocomplete suggestions, or other application-specific data. The correct procedure depends on which Outlook application you use and how your mailbox is configured.

Outlook with Microsoft 365, Exchange, Outlook.com, or IMAP

Install or open Outlook in the new Windows profile and add your email account using the supported sign-in process. For server-synchronised accounts, email and other supported data should synchronise after the account is configured and the application finishes syncing. Some local settings may still need to be recreated.

Outlook with local PST files

A PST file is an Outlook data file that can contain locally stored email, calendar items, contacts, or archived messages. Locate any PST files you use, copy them to a safe location, and open or import them through Outlook's supported data-file features. Do not assume all email is stored in a PST file.

Outlook with OST files

An OST file is typically a local cache of mailbox data. It is not generally a substitute for a complete independent backup of a synchronised mailbox. Reconfigure the account and allow Outlook to synchronise the mailbox again where possible.

Before removing the old profile, verify that important email, contacts, calendars, and local archives are accessible from the new profile. If the old Outlook installation contains locally stored data, export or back it up using the appropriate Outlook procedure first.

Restore Applications, Shortcuts, and Windows Settings

A new Windows user profile starts with its own settings. Personal files can be copied, but installed applications and account-specific settings do not automatically transfer in full.

• Desktop shortcuts: Recreate shortcuts for applications that are already installed. Shortcuts that point to the old user's folders may need updating.
• Applications: Open each required application and check whether it works. Some programs may need to be reconfigured or reinstalled.
• Browsers: Sign in or use the browser's supported bookmark import/export procedure. Do not copy browser profile databases blindly.
• Printers: Confirm that required printers are installed and available.
• Network drives: Reconnect mapped drives and verify that the new account has the necessary permissions.
• OneDrive: Configure it separately if you want cloud synchronisation. Review which folders are being backed up to avoid confusion between local and cloud copies.
• Saved credentials: Re-enter credentials through the relevant application's supported sign-in process. Do not copy credential stores or password databases manually.
• Microsoft Store and other Microsoft apps: Sign in separately when required for purchases, licences, or synchronisation.

Verify the New Account Before Removing the Old One

Use this checklist before considering the migration complete.

• Sign in to Windows using the new local username and password.
• Confirm that the desktop background, taskbar, and expected shortcuts appear.
• Open several files from Desktop, Documents, Downloads, Pictures, and other required folders.
• Check that important work files and local archives are present and readable.
• Open Outlook and verify that required mailboxes, messages, contacts, and calendars are accessible.
• Test the applications, printers, network resources, and other tools you rely on.
• Restart the computer and confirm that you can sign in again.
• Keep a separate backup until you are confident that nothing important is missing.

Troubleshooting Common Problems

The option to create a local account is missing

Check that you selected I don't have this person's sign-in information and then Add a user without a Microsoft account. If the options are absent or blocked, check your Windows version, account privileges, and any organisation-managed restrictions.

Access to the old user folder is denied

Sign in with an administrator account and check whether you have permission to access the old profile. If the data is encrypted or protected by organisational policies, use the appropriate recovery method. Avoid changing permissions recursively across the whole Windows drive.

The new desktop is empty

Each Windows account has its own Desktop folder. Copy the required files from the old profile to the new profile's Desktop folder. Also check whether the old desktop was redirected to OneDrive.

Outlook opens but the old email is missing

Confirm the account type and whether the missing messages were synchronised from the mail server or stored locally. Look for relevant PST archives and other application-specific data. Do not delete the old profile until you have recovered and verified any local-only email.

Applications ask for sign-in again

This is expected for some applications because the new Windows profile has separate application settings and credentials. Sign in again using the application's official process, and confirm that any required licence is available.

The new account cannot install software

Check whether the new account is a standard user or an administrator. If administrative privileges are necessary, change the account type from an existing administrator account, provided you are authorised to do so.

Recovery and Rollback

If the new account does not work as expected, sign out and return to the old account from the Windows sign-in screen. The old profile should remain available as long as you have not removed it or altered its data.

If you converted your existing account to a local account, use the account settings to switch back to a Microsoft account if required and if the option is available. If you created a separate account, you can continue using the old account while troubleshooting the new one.

Do not remove the old account until the new profile has been tested, Outlook data has been verified, and independent backups of important files are available.

Frequently Asked Questions

Can I use Windows without signing in with an Outlook email address?

Yes. You can use a local Windows account for computer sign-in and still use Outlook email separately when required.

Will creating a local Windows account delete my Microsoft account?

No. Creating a separate local Windows account does not delete your Microsoft account. Converting your existing Windows sign-in also does not, by itself, delete the Microsoft account or its online mailbox.

Can I copy the entire old Desktop to the new user?

Yes. Copy the contents of the old profile's Desktop folder to the new profile's Desktop folder. Verify the files afterward, particularly if OneDrive was managing the old Desktop.

Will all installed software transfer to the new user?

Not necessarily. Applications installed for all users may remain available, while others may require reconfiguration, a new sign-in, or reinstallation.

Will my Outlook emails automatically appear in the new profile?

Server-synchronised mail normally becomes available after the account is configured and synchronisation completes. Local archives and other locally stored data may require separate transfer or import.

Can I delete the old Windows account immediately?

No. First confirm that the new account works, all personal files have been copied, important Outlook data is accessible, and required applications are functioning. Keep a backup before removing the old account.

Sources

• Microsoft Support: Manage User Accounts in Windows
• Microsoft Support: Change Between Local and Microsoft Accounts in Windows
• Microsoft Support: Fix a Corrupted User Profile