Microsoft Account Errors

Do You Need Separate Microsoft Accounts for Multiple Computers?

WPS Content Manager Sep 27, 2026 871 views

Question details

The user is asking if they need to create separate Microsoft accounts for multiple laptops to prevent desktop items and files from automatically synchronizing across devices.

Do You Need Separate Microsoft Accounts for Multiple Computers?

Product: Windows / Microsoft 365
Device & OS: Windows
Scenario: Setting up multiple Windows laptops for personal or family use and attempting to keep files and desktop configurations independent.
Observed behavior: When signing into multiple Windows computers with the same Microsoft account, OneDrive automatically synchronizes files, folders, and desktop shortcuts across all connected devices.

Before you start

Verify which of your files are stored locally on your hard drive versus synchronized through OneDrive, and back up all important data to an external drive before modifying account settings.

Solution 1Recommended

Use a Separate Microsoft or Local Account

Creating a distinct Microsoft account or setting up a local Windows account for each computer ensures that files and folders remain entirely independent.

If you want to completely isolate the data between two computers, using different user profiles is the most effective method. A local account keeps everything offline, while a new Microsoft account gives you independent cloud storage.

Open Windows Account Settings

Click the Start button, select the Settings gear icon, and navigate to 'Accounts' > 'Family & other users'.

Add a new user

Click the 'Add account' button under 'Other users' (or 'Add someone else to this PC' on older Windows versions).

Set up account credentials

To create a local account, click 'I don't have this person's sign-in information', then select 'Add a user without a Microsoft account'. Enter a username and password.

Transfer your files

Use a Separate Microsoft or Local Account

Microsoft 365 Family Sharing: Microsoft 365 Family does not automatically separate data if everyone logs into the exact same Microsoft account. You must send sharing invitations to family members so they can log in with their own distinct Microsoft accounts.

Solution 2

Disable OneDrive Folder Backup on Shared Accounts

If you prefer using the same Microsoft account on both computers, you can manually disable OneDrive synchronization for specific folders to keep your desktops independent.

Free Microsoft Office alternative

Enjoy Independent File Management with WPS Office

If you are frustrated with unwanted file synchronization or complex account management in Microsoft 365, consider switching to WPS Office. It provides a lightweight, flexible alternative where you have full control over whether your documents are saved locally or to the cloud.

Seamlessly compatible with all Microsoft Office formats (.docx, .xlsx, .pptx).Save files locally by default without forced cross-device synchronization.Lightweight installation that runs smoothly across multiple laptops.Completely free to use with a familiar, tabbed user interface.

microsoft office alternative - wps office

Frequently Asked Questions

Can two people use the same Microsoft account on different computers?

Yes, but be aware that files, browser history, desktop wallpapers, and settings will automatically synchronize across both computers via OneDrive unless you manually disable sync settings on one or both devices.

Does Microsoft 365 Family automatically keep user files separate?

Yes, but only if each family member signs in with their own distinct Microsoft account. If all family members use the primary subscriber's account on their devices, all data will be merged and synchronized.

Will I lose my Office subscription if I switch my PC to a local account?

No. You can use a local Windows account to log into your PC's operating system while still individually signing into your Microsoft 365 desktop apps (like Word or Excel) using your subscribed Microsoft account.

Login & Account Issues