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User accounts, permissions, updates and drivers

Understand standard and administrator accounts and why permissions exist, why updates matter, what drivers do, and where to find the settings on Ubuntu and Windows.

25 minbeginnerUbuntu/LinuxWindowsPractical task needs a laptop or desktop

Marking a lesson as read does not prove you can do it. Skills count as demonstrated when you pass the quiz (not yet) and complete the practical tasks (not yet).

By the end of this lesson you will be able to

  • Explain the difference between a standard user and an administrator.
  • Say why permissions exist and what an authorisation prompt is for.
  • Explain why updates matter and where to check for them.
  • Describe what a driver is and when a driver problem is likely.
  • Open the Settings app and find Users or Accounts, Updates and the device list.

A safe, reliable computer depends on three habits: knowing who is allowed to change what, keeping the system up to date, and making sure the hardware has the right drivers. These are not fixes for when something breaks. They are what keep it from breaking. This lesson explains each idea in plain terms, then shows you where to look on Ubuntu and Windows.

Why there is more than one kind of account

Every user account belongs to a person and has its own files and settings. Accounts also come in two strengths. An administrator may change anything on the computer: install software for everyone, change system settings, add or remove other accounts. A standard user may use the computer, run programs and change their own files and settings, but may not change the whole system.

Think of a school. Every pupil may use their own locker and desk. Only the head teacher has the master key to every room. If every pupil had the master key, one mistake, or one stranger who found the key, could affect the whole school. The same is true of a computer.

Diagram

What a standard user and an administrator can do.

Standard userFor everyday use
  • Use programs and the internet
  • Create and change own files
  • Change own settings
  • Cannot change the whole system

Safer for daily use.

AdministratorFor changing the system
  • Everything a standard user can do
  • Install software for everyone
  • Change system settings
  • Add and remove accounts

Powerful: use with care.

What a standard user and an administrator can do.
Read this figure as text

Two columns comparing what a standard user and an administrator are allowed to do.

Standard user: can open programs, create and change their own files, change their own desktop picture and settings, and cannot install software for everyone, change system settings or add accounts. Administrator: can do everything a standard user can, plus install software for all users, change system settings and manage accounts, and must be used with care because a mistake or a piece of malware can affect the whole computer.

The first account created when a computer is set up is usually an administrator. It is wise to use an administrator only when you need to change the system. Many people create a separate standard account for daily work. That way, malware running under your account has fewer rights to damage the system.

Permissions and the password prompt

A permission is a rule saying who may read, change or run something. System files are protected so that only an administrator can change them. When you try to do something that needs administrator rights, such as installing software for everyone, the system pauses and asks you to prove you are allowed. On Windows this is the User Account Control box, which asks for approval or an administrator password. On Ubuntu a box titled Authentication Required appears and asks for the password of an administrator account.

Simulated interface: not a real screenshot

A simulated approval prompt that appears when a change needs administrator rights.

Permission needed (simulation)

An app wants to make changes to your computer.

App: Example installer

Did you just start this yourself?

NoYes
  1. Marker 1: Do you recognise this app?
  2. Marker 2: No: the safe choice if unsure
  3. Marker 3: Yes: only for things you started
A simulated approval prompt that appears when a change needs administrator rights.
Read this figure as text

A simulated dialog asking whether to allow an app to change the system, with Yes and No buttons.

A simulated dialog titled Permission needed. The text reads: An app wants to make changes to your computer. Do you want to allow this? Below is the app name, Example installer, and the question of whether you started it. Marker 1 points to the line naming the app, which you should recognise. Marker 2 points to the No button, the safe choice if you did not start the action. Marker 3 points to the Yes button, which is for actions you started yourself. This is an educational simulation, not a real system prompt.

Updates: why they matter

Software is written by people, and people make mistakes. Some mistakes are weaknesses that attackers can use to break in. When one is found, the maker releases a fix called a security patch, delivered as an update. Updates also fix ordinary bugs and sometimes add new features. Staying up to date is one of the most effective things you can do to stay safe, because attacks often target problems that were fixed months ago on machines that never updated.

Diagram

The update cycle that keeps a system safe.

Install updatespromptly1Weakness found2Fix released3You install it4Weakness closed
  1. Weakness foundBy the maker or researchers
  2. Fix releasedAs an update
  3. You install itRestart if asked
  4. Weakness closedUntil the next one
The update cycle that keeps a system safe.
Read this figure as text

A cycle of four steps: weakness found, fix released, you install the update, weakness closed.

A cycle of four steps that repeats. A weakness or bug is found. The maker releases an update with a fix. You install the update, restarting if asked. The weakness is closed, until the next one is found and the cycle begins again. The centre label says: do not wait, install updates.

Updates may need a restart to finish, so do not ignore a message that says one is waiting. Back up important files regularly, and keep the laptop plugged in while a large update installs. Never switch the laptop off while it says it is installing updates.

Drivers: translators for hardware

A driver is a small piece of software that teaches the operating system how to talk to one piece of hardware. A printer, a Wi-Fi card and a graphics chip each speak their own language. Without the right driver, a device may not work at all, or work badly: a screen stuck at a low resolution, no Wi-Fi, a printer that is not recognised. Modern systems include drivers for most common hardware and add more through updates.

Diagram

A driver translates between the operating system and one device.

ApplicationOperating systemPrinter driverPrinter1Print this page2Pass the request on3Translate into theprinter's owninstructions4Page printed
A driver translates between the operating system and one device.
Read this figure as text

A sequence of messages between an application, the operating system, a driver and a printer.

Four actors in order: an application, the operating system, the printer driver and the printer. The application sends a Print request to the operating system. The operating system passes it to the printer driver. The driver turns it into the exact instructions this printer understands and sends them to the printer. The printer prints the page.

Where to find these things

Settings, accounts, updates and devices

Ubuntu 24.04

  1. Step 1: Open Settings

    Open Activities, type Settings and press Enter.

    You should see: The Settings window opens with a list of sections on the left.

  2. Step 2: Look at Users

    Choose System in the left list, then Users. Just look; do not change anything.

    You should see: Your name is shown, with a label such as Administrator if your account is one.

  3. Step 3: Find updates

    Open Activities, type Software Updater and press Enter. It checks for updates and lists what is available.

    You should see: It shows either a list of updates with an Install button, or a message that your software is up to date.

  4. Step 4: Look for extra drivers

    Open Activities, type Software & Updates and open it. Look for a tab called Additional Drivers.

    You should see: If the tab is there it lists hardware that has optional drivers. If not, no extra drivers are offered, which is normal.

Simulated interface: not a real screenshot

A simulated settings window showing account type and update status.

Settings (simulation)
Users
Updates
Devices

Account: Amina

Type: Administrator

Software is up to date

  1. Marker 1: Users section
  2. Marker 2: Account type
  3. Marker 3: Update status
A simulated settings window showing account type and update status.
Read this figure as text

A simulated settings window with a sidebar for Users, Updates and Devices, and the Users page showing Amina as an administrator.

A simulated settings window. The sidebar lists Users, Updates and Devices, with Users selected, shown as marker 1. The main area shows one account named Amina with the label Administrator, marker 2. A line below says Software is up to date, marker 3. The wording is generic and your own system may differ.

Common mistakes

  • ✖ Instead of: Approving every permission prompt to get it out of the way.

    ✔ Do this: Approve only actions you started yourself a moment ago. Refuse surprises.

  • ✖ Instead of: Using the administrator account for everything, including web browsing.

    ✔ Do this: Use a standard account for daily tasks and the administrator only when you need to change the system.

  • ✖ Instead of: Downloading a driver from a pop-up or an unknown website.

    ✔ Do this: Use the operating system's update tool or the official support page of the laptop maker.

  • ✖ Instead of: Postponing the restart that an update asks for, for weeks.

    ✔ Do this: Many fixes only take effect after a restart. Restart at a convenient moment soon after.

If something goes wrong

Updates will not install or keep failing.
Check that you are online and that there is enough free storage. Restart and try again. Keep the laptop plugged in. If it keeps failing, note the exact message and search for it on the maker's support site.
A message says “Permission denied” or “You do not have permission”.
Your account is not allowed to change that item. If it is your own file, check you are in your own folders. If it needs a system change, ask the administrator.
A device does not work after an update, such as no sound or no Wi-Fi.
Restart first. Then check for further updates. On Windows, look in Device Manager for a warning symbol. Ask for help if it persists.
I cannot find Additional Drivers on Ubuntu.
The tab only appears when optional drivers exist for your hardware. If it is missing, nothing more is offered, and that is normal.

Key terms

Administrator
A user account allowed to change important settings and install software for the whole computer.
Standard user
An account that can use programs and change its own files and settings, but cannot change the whole computer.
Permission
A rule that says who may read, change or run a file or use a feature.
Security patch
A small update that fixes a weakness attackers could use to break into your computer.
Driver
Software that lets the operating system talk to a piece of hardware.
Operating system update
A download that fixes problems and security holes in the main software of your computer.

Practise it for real

Reading is not the same as being able to do it. Complete these on your own computer, then tick only what you have actually done. These ticks are your own honest record: nothing checks them for you.

Guided exerciseNeeds a laptop or desktop

Check your account type and updates

Open Settings. Find out whether your own account is an administrator or a standard user and write it down. Then open the update tool (Software Updater or Windows Update) and check whether any updates are waiting. If updates are available, make sure the laptop is charging, save your work, install them and restart if asked. Do not type your password anywhere other than the genuine prompts your own system shows after you started an action.

You have succeeded when:
Independent challenge

Challenge: judge a permission prompt

Write three short imaginary situations where a permission prompt appears: one that you started yourself (installing an app from the official store), one that appears from nowhere while you read an email, and one that appears after you click a link in a pop-up. For each, say whether you would approve it and why. Then compare your answers with a friend. These are educational scenarios only; do not test anything on a real system.

You have succeeded when:

Knowledge check

6 questions. You need 80% to pass. Mistakes here are part of learning, and you can retry as often as you like.

  1. Question 1.What can an administrator do that a standard user cannot?
  2. Question 2.Using a standard account for daily work is safer than using an administrator account.
  3. Question 3.Kamau is reading an email when a box suddenly appears saying an app wants to make changes to his computer. He did not start anything.What should he do?
  4. Question 4.Match each term to its meaning.
  5. Question 5.Why is it risky to ignore updates for many months?
  6. Question 6.Put these steps for installing a big update safely in order.
    1. Save your work and plug in the charger
    2. Check that the update status says up to date
    3. Open the update tool and install
    4. Restart when asked

Summary

  • Administrators may change the whole system; standard users may use programs and change their own things.
  • Permissions protect the system. Approve prompts only for actions you just started.
  • Updates close known weaknesses, so install them and restart when asked.
  • Drivers let the operating system talk to each piece of hardware. Get them from the system or the maker.

Checklist: can you do these?

Marking a lesson as read does not prove you can do it. Skills count as demonstrated when you pass the quiz (not yet) and complete the practical tasks (not yet).

Related lessons

References and further reading

Official sources for details that can change between versions.

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