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If you double click the folder icon for another administrator who has made hisor her documents private, you won t see anything but the ever-famous AccessDenied message used in movies and TV shows. You can t view, change, move, copy, or rename documents in another administrator s private folders. You can also use the Folders list to navigate through all users folders (exclud- ing, of course, other administrators private folders). Open your My Computerfolder; then click the Folders button in Windows Explorer (or choose View. Explorer Bar.Folder). Click the + sign next to the My Computer icon; thenclick the icon for your hard drive, usually labeled Local Disk, C:. Then clickthe+ sign next to the Documents and Settings folder. Each subfolder underDocuments and Settings contains all the documents, and all the settings, forauser account, as in the example shown in Figure 23-9. Figure 23-9:The Documents and Settings folder contains a subfolder for each user account. When you rename a user account, you really change only the name thatappears in the Welcome screen and at the top of the Start menu. The folderfor that user always retains the original name. Confusing, yes. But chang- ing folder names after the user has already created documents can causea lot of problems. So at the folder level, Windows locks in whatever nameyou originally gave the account. Expanding a single user s folder displays all folders for that particular user. Forexample, Figure 23-10 shows the result of clicking the + sign next to Wilbur sfolder and the + sign next to Wilbur s Documents folder. Here s whateach subfolder within a user account represents: GotchaOne folderfor eachuser accountChapter
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1.Click the Start button and choose Control Panel. 2.Open the User Accounts icon. 3.On the first page of the User Accounts window (the Home page), click Change the way users log on or off. 4.Make sure the first option, Use the Welcome screen, is selected (otherwise; the normal Welcome screen will be replaced by an old-style log-in dialog box). 5.Use the second option to choose whether or not you re going toallow users to click the Switch User button. 6.Click the Apply Options button to return to the User Accountshomepage. Snooping through User AccountsIf you have an administrator account, you have access to all limited user s documents, as well as the documents of other administrators who haven tmade their folders private. The quickest way to get to those other peoples documents is though My Computer. That is, click the Start button andchooseMy Computer. You ll see a folder for each user account, as well asonefor the Shared Documents folder, as in the example shown in Figure 23-8. Figure 23-8:Icons for Shared Documents and multiple users My Documents foldersEach of those folders represents a single user s My Documents folder. It wouldn t help much if they were all labeled My Documents, so here they relabeled according to the user s name. For instance, the folder named Wilbur sDocuments is Wilbur s My Documents folder. You can open these folders asyou would any others. For example, double-clicking the Wilbur s Documentsfolder opens his My Documents folder to reveal his documents and his MyMusic, My Pictures, and other folders.
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policy. You greatly increase the likelihood of losing some work when you leavethings lying around on the desktop. If, however, some other user comes along and just wants to borrow the computerfor a few minutes to check e-mail or whatever you probably won t wantto go through the hassle of closing everything, logging out, and logging back inwhen the other user is done. In that case, you can click Switch User in the LogOff Windows box shown at the right side of Figure 23-6. Clicking the SwitchUser button will take you back to the Welcome screen, where the other usercan sign in and do whatever needs to be done. When that person is done using the computer, he or she should log off, usingthe Log Off button (not Switch User) in the Log Off Windows box. When he orshe does, the Welcome screen will appear, and you can click your own accountpicture to get back to where you were before you switched user accounts. You really don t want to use Switch User for any situation other than the pre- ceding one, where you ll be leaving your account only for a few minutes, thencoming right back. There are a couple reasons for this: .Each open user account needs to store data in RAM (random accessmemory). The more stuff you cram into RAM, the slower your com- puter runs. .Leaving user accounts open by using Switch User rather than LogOffcomplicates things immensely for the computer. The more complicated things are at any given moment, the more likely thecomputer is to hang (freeze up) or to generate some fatal error(aproblem that requires restarting the computer without even getting a chance to save any unsaved work you left behind). So the bottom line is: If you want to keep things running fast, and runningsafely, don t use the Switch User button. Always log off from your account(orshut down the computer) whenever you plan to be away from youraccount for more than a few minutes. Allowing/Preventing Switch UserIt s somewhat unfortunate that Microsoft put the Switch User button wherethey did. When most people see it, they assume it s the best button to pushtoget to some other user account. It s not. The Switch User button shouldbeused only for those brief, temporary user-account switches described previously. As the administrator of the computer, you might seriously consider disablingthe Switch User button if other computer users insist on leaving their useraccounts open. The last thing you need, as an administrator, is more headaches, and Switch User is one of the leading causes of administrator headaches. Toenable or disable fast user switching, as it s called, follow these steps:
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off. If you forget to save your work, Windows will prompt you to save it beforeit logs you off. To log off from your account, follow these steps: STEPS:Log off from Your Account1.Click the Start button; click Log Off near the bottom of the Startmenu (Figure 23-7). 2.In the Log Off Windows box that appears (also shown in Figure 23-7), click the Log Off button. Figure 23-7:Logging off from a user accountIt will take Windows a few seconds to get everything closed and squared away. Then your desktop will disappear, and you ll be taken to the Welcome screen. At that point, anybody else who has an account on this computer can click hisor her user-account picture and log in. Switching UsersIt s always best to log off from your account if you won t be using the com- puter for a while. Leaving your account open and a bunch of programs anddocuments on the screen while you re away from the computer is just a badCurrently logged into this accountLog Off buttonLog Off Windows box526Part
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everything. That means when there are two or more administrator accounts ona computer, each administrator can see the other s folders. If you want to hidethe contents of your My . . . folders from other users, follow these steps: 1.Open your My Computer folder; click the Start button and choose MyComputer. 2.Double-click the icon that represents your hard disk (typically LocalDisk C:). 3.Double-click the Documents and Settings folder. 4.Right-click the folder icon whose name matches the name of yourown user account and choose Properties. 5.In the Properties dialog box that opens, click the Sharing tab. 6.Select (check) the Make this Folder Private option, as in Figure 23-6. Figure 23-6:Hiding an administrator s documents from other administrators7.Click OK. 8.If you haven t already password-protected your user account, you llsee a prompt inviting you to create one. You can click Yes to create apassword for your account. Signing Into, and Out of, User AccountsAs mentioned near the start of this chapter, after you ve defined two or moreuser accounts on your system, you ll see the Welcome screen each time youstart your computer. You just have to click your own user-account picture(andpossibly enter a password, if you password-protected your account). Then you ll be taken to your own desktop. When you ve finished using the computer, you can either shut it down, asusual, or just log offso that you re no longer signed in to your account but thecomputer is still running. Logging off is similar to shutting down, in that you llwant to save any unsaved work, and close any open programs, before you logChapter
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If you really want to delete an account, you can go ahead and click the Deletethe account option. You ll be given the option to Keep Files or Delete Files. TheKeep Files option will move the My Documents folder from the old account toa new folder on your own desktop. While you ll still lose e-mail messages andsettings from the previous account, at least you won t lose your documents! You can t delete your own account. If there is only one administrator accounton the computer, you cannot delete it because at least one account on thecomputer must be an administrator account. In that case, you ll be forced tocreate a new administrator account or change a limited account to an adminis- trator account and then log into that other administrator account. From thisother administrator account, you can delete the original administratoraccount. If you want to add a .NET Passport to a user account, you need to log in account first. That is, click the Start button, and choose Log OffSwitch User. Then click the account to which you want to add or change NET Passport. When you get to the Welcome screen, click Start, chooseControl Panel, and open User Accounts. Click the account name to whichyou just signed in. You ll see an option to add, or change, the .NET Passportfor that account. Activating/Deactivating the Guest AccountThe Guest user account, as mentioned, is sort of a catch-all account for guests, people who want to borrow the computer for a short time. Allowing such peo- ple to use the Guest account prevents them from accessing any other useraccounts. The Guest account is built into Windows XP, so you don t need to create it. Instead, you can just activate it, thereby making it an option on the Welcomescreen, or deactivate it so it s not accessible at all. To activate or deactivatethe Guest account: 1.Click the Start button and choose Control Panel. 2.Open the User Accounts icon. 3.Click the picture that represents the Guest account. 4.To activate or deactivate the account, click the button that appears. You won t see any change on your screen, and you won t be logged in to theaccount. But next time you see the Welcome screen, an icon for the Guestaccount will be available. Keeping Your Documents PrivateAs mentioned earlier in this chapter, limited users can see only their own documents and shared documents. Administrators, on the contrary, can see524Part
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Deleting a User AccountWhen you delete a user account, you delete all the documents, e-mail mes- sages, and settings within the account. If your computer came with a genericAdministrator or Owner account, and you want an account with your ownname, it would be better to change the name on that existing account. Youwon t lose any files or settings that way. Your Own Pictures for User AccountsThe pictures that you see in Figure 23-5 are just some freebies from which youcan choose. You can actually use any picture you like. But it has to be somethingthat looks OK at a tiny size. If you just pull in any old photo you have sittingaround, it might look like little more than a random blob when reduced to thattiny size. If you really want to use a personal picture for your user account, you should pre- pare a picture ahead of time. You ll need a graphics program and the ability touse it. Open a photo, as in the example that follows, and crop out a perfectsquare. Then shrink the perfect square to about 50×50 pixels, as in the tiny phototo the right that follows. Save that tiny photo as a JPEG image. Go back to the User Accounts window, and click the user account you want tochange; then click Change the picture. Rather than choosing one of the littlefreebie sample pictures, click the Browse for more pictureslink. Navigate to thefolder in which you placed the picture, double-click the picture s icon, andyou redone.
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3.Click the name or picture of the account you want to change. You llsee options like those in Figure 23-4. Figure 23-4:Options for changing some other person s user accountWhat happens from here depends on which option you choose. But I thinkyou ll find them all self-explanatory. For example, if you click Change thePicture, you ll be taken to a page of pictures to choose from, as in Figure 23-5. Use the scroll bar to the right of the pictures to scroll through them all. Thenclick the picture you want to use, and click the Change Picture button. Figure 23-5:Choosing a picture to represent a user accountOther options that an administrator can change for any user account include: .Change the name:Change the user s name. .Create a password:Password-protect the user account. .Change the account type:Change the account from administrator tolimited, or vice versa. .Delete the account:Delete the user account. Do not take this lightly; read the following section first.
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