How to Add, edit or create Windows users with Admin rights to allow configuration ?
To access company files, the QuickBooks Desktop database system user must be logged in to Windows with Administrator privileges.
In some cases, a new Windows Admin user will need to be created if user-specific information of the original Windows Admin user becomes compromised. Windows users contain information specific to that user when logged in to Windows: System Setup Files, Security Settings, Internet Configuration, and Malware. If compromised, this data is very difficult to repair and can cause problems for applications run under that user.
Add/Create Windows User with Admin rights
- Select Start and click Settings.
- Select Accounts and click Family & other users.
- Under Other Users, click Add someone else to this PC.
- At the bottom of the page, click I don’t have this person’s sign-in information.
- At the bottom of the next page, click Add a user without a Microsoft account.
- Enter the name of the new account.
Note: It is recommended that you assign a password to the new account to ensure security.
- Click Finish. By default, the new account is set as a Standard User.
- Click the newly created account and click Account Type.
- Click the dropdown menu and select Administrator.
- Click OK.
Windows 8, 7 and Vista
- Click Start.
- Click Control Panel.
- In the Control Panel screen, click on User Accounts.
- In the User Accounts screen, click on Manage another account option.
- Click on Create a new account option.
- Type in the new user name in the New account name field.
- Select Administrator radio button.
- Click on Create Account button.
NOTE: Windows 8.1 has some interface changes:
- Follow the above directions up until Step 5, the verbiage has changed to Add a new user in PC settings
- In the next screen Other accounts will be highlighted. On the right side click on the + sign Add an account.
- By default, the next screen will want an email address of the new user associated with an existing Microsoft Live.com email address, look for a link at the bottom of the screen Sign in without a microsoft account (not recommended)- click on that.
- The next screen will have a button at the bottom Local account, click on that.
- Enter the username, password and password hint and click next.
- It will return to the Manage Other Accounts screen. Select the newly created account and hit the edit button.
- There will be a drop down, by default it creates the new user as a standard user, use the drop down and select Administrator and hit OK.
- The new user will NOT appear in the Manage Accounts screen, but will be selectable on restart and will appear in the Manage Accounts screen on next log-in
- Open Server Manager.
- In the right corner, look for and click Tools and then select Computer Management.
- In the Computer Management pane, expand Local Users and groups and select Groups.
- Double-click the Administrators group. The Administrators Properties window opens.
- Click Add…
- In the Select Users, Computers, Service Accounts or Groups window, enter the account you want to add to Local Admin groups and click OK.
Windows Small Business Server 2011 and 2008/R2
- Run the Windows SBS (2011/2008) Console.
- Select Users and Groups and click the Users tab.
- From the Tasks pane, click Add a new user account. The Add a New User Account wizard runs.
- Enter the details and select the role for the new user.
- Enter a password for the new user.
Note: You will not be able to continue without adding a password. The password must meet the complexity requirements.
- Click Add user.
- Follow the rest of the instructions and click Finish when done.
Provide Administrator rights to QuickBooks Desktop database system user
NOTE: These steps cannot be performed on a Windows Server that is acting as a Domain Controller. If you are hosting QuickBooks on a Domain Controller, we recommend having a qualified Microsoft IT professional add the user as a Domain Administrator.
- Open User Accounts from the Control Panel.
Windows 10, 8.1, 8 and Server 2012
Windows 7 and Vista
- Close QuickBooks Desktop.
- Press the Windows Key, type in User Accounts and press Enter.
- Click Manage another account.
- Close QuickBooks Desktop.
- Click the Windows button and select Control Panel.
- Click User Accounts and Family Safety.
- Select User Accounts and click Manage another account.
- Double-click the QBDataServiceUserXX for your QuickBooks Desktop version.
QuickBooks Desktop 2018 QBDataServiceUser28 QuickBooks Desktop 2017 QBDataServiceUser27 QuickBooks Desktop 2016 QBDataServiceUser26 QuickBooks Desktop 2015 QBDataServiceUser25
- Click Change the account type.
- Select Administrator and click Change Account Type.
Source: Quickbooks Community forums.
Disclaimer: Quickbooks Accounting Solution is an independent provider of Quickbooks Related services and is not affiliated with Quickbooks.
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