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What is SharePoint?

SharePoint Online is a secure web-based collaboration platform provided by Microsoft 365. It allows departments, research groups, and administrative teams at KAUST to:

  • Create websites for document management, task tracking, and information sharing
  • Collaborate on files in real time with automatic version control
  • Manage permissions for internal and external users
  • Build workflows, lists, libraries, and dashboards with no coding required

Why Use SharePoint at KAUST?

  • Designed for collaborative workspaces and knowledge sharing
  • Integrated with Microsoft 365 tools like Teams, OneDrive, and Outlook
  • All SharePoint sites at KAUST come with 100 GB of storage by default
  • Secure cloud-based access from anywhere via SSO
  • Customizable to meet your team’s needs – pages, lists, libraries, calendars, and more

Accessing SharePoint at KAUST

  1. Go to https://kaust.sharepoint.com/_layouts/15/sharepoint.aspx
  2. Sign in with your KAUST email (e.g., yourname@kaust.edu.sa)
  3. Authenticate through KAUST Single Sign-On (SSO)
  4. Use the SharePoint start page to find your sites or follow direct links

Requesting a SharePoint Site

To request a new SharePoint site for your team, project, or department:

Information to Include in Your Request

ItemDescription
Site NameClear and concise (e.g., Graduate Funding Portal)
Preferred URLFormat: kaust.sharepoint.com/sites/YourSiteName (e.g., kaust.sharepoint.com/sites/GraduateFunding)
PurposeBrief explanation of the site’s intended use
Site Owner(s)KAUST email addresses of responsible individuals
Members & PermissionsList of KAUST users or teams with required access levels (Members can edit and visitors can only read/view)
External SharingList of external domains (e.g., aramco.com, neom.com)

All requests are reviewed and approved by KAUST IT.

Key Features of a SharePoint Site

  • Document Libraries: Secure file storage and collaboration with version history
  • Lists: Create structured tables for tasks, inventory, events, etc.
  • Pages: Publish news, dashboards, or rich web content with no coding
  • Permissions: Control access for readers, contributors, and owners
  • Integration: Sync with Teams, Power Automate, OneDrive, and Outlook

SharePoint Permissions Best Practices

  • Use SharePoint groups (Owners, Members, Visitors) rather than assigning individuals
  • Do not share confidential data without approval
  • Review permissions regularly to remove inactive users
  • Use “Read” access for general viewers, and “Edit” only for contributors
  • Enable or disable external sharing based on data sensitivity

Quick Reference – Site Owners vs. Contributors

RoleResponsibilitiesAccess Level
Site Owner
  • Manage site settings and structure
  • Add or remove users and set permissions
  • Create and configure lists, libraries, and pages
  • Ensure content is up to date and relevant
  • Serve as the primary contact with KAUST IT
Full Control
Contributor (Member)
  • Upload, edit, and delete documents
  • Collaborate in real time with colleagues
  • Fill out forms or update list items
  • Cannot modify permissions or site structure
Edit
Viewer (Visitor)
  • View content only
  • No editing or uploading capabilities
Read

Tips for Organizing Your Site

  • Use document libraries with metadata instead of creating many folders
  • Create different pages for different audiences (e.g., internal team vs. external partners)
  • Keep your homepage updated with important links, news, or calendars
  • Use web parts like Quick Links, Document Library, Hero, and List View to display content

Getting Help at KAUST

  • Call: IT Service Desk at 910 (on campus) or 012-808-0910 (off campus)
  • Chat: Use VITA, available in the bottom-right corner of the IT website
  • Visit: Building 14, KAUST IT Service Desk
  • Hours: Sunday to Thursday, 8:00 AM – 5:00 PM (Lunch Break: 12:00 PM – 1:00 PM)