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Keep Your KAUST Email Groups Clean and Secure

19 November, 2025

Best Practices for Managing Your KAUST Email Groups

Keep your communication and access secure, accurate, and up to date.

Email Distribution Groups and Security Groups play an important role in how we communicate and manage access to resources across KAUST. Keeping these groups well maintained helps ensure clear communication, enhances security, and reduces unnecessary access.

This guide provides simple best practices to help review and manage your groups effectively and to understand where and how to request new ones.

Understanding Email Distribution and Security Groups

Distribution Groups (DLs / Distribution Lists)

Used for sending messages to multiple people at once. These groups are commonly used for teams, committees, projects and community communication.

Security Groups

Used to manage access and permissions to shared resources such as folders, files and applications. Accurate membership helps protect information and ensures the right people have the right level of access.

How to Access and Manage Your Groups

You can review and update your groups by signing in with your KAUST credentials at
https://mygroups.kaust.edu.sa/

After you sign in to mygroups.kaust.edu.sa, you will find several features that help you manage your email groups:

  • View all groups you belong to or own, including both Distribution Groups and Security Groups.
  • Check whether your groups are still needed and identify any that may be outdated or no longer active.
  • Review and update membership by using the “Manage” option to view current members and keep only active, relevant individuals in each group.
  • Confirm ownership details so that each group has appropriate and up to date owners listed.
  • Modify group information such as descriptions and certain settings, depending on the type of group and your permissions.

How to Request a New Distribution List (DL)

If you need a new Distribution List for your team, committee or project, you can request one through the KAUST Portal.

  1. Go to portal.kaust.edu.sa and sign in with your KAUST account.
  2. Open the Business Apps tile.
  3. Select IT Services from the dropdown.
  4. Choose Email Services.
  5. Click the Distribution List Service tile.
  6. Complete the request form with the required information, such as:
    • Display name of the group
    • Email address of the group
    • Primary owner and co-owner
    • Group members
    • Group description
    • Whether the list is restricted or open

You will also confirm that you will regularly review the list and promptly remove members or senders who no longer need access.

Best Practices for Managing Your Groups

  • Check whether each group is still required. Remove or retire groups that are inactive or no longer relevant.
  • Review membership lists regularly. Ensure only active team members, committee members or contributors remain on each group.
  • Confirm group ownership. Every group should have at least one active, responsible owner who can review and update it when needed.
  • Use clear and intuitive naming. A descriptive name and short explanation make group management easier for everyone.
  • Review permissions for Security Groups. Align access levels with the current needs of your team, project or application.
  • Monitor communication for Distribution Groups. Make sure messages are reaching the right audience and that the group is used for its intended purpose.
  • Avoid exposing sensitive information unintentionally. Keep membership lists appropriate for the type of information and communication shared.
  • Understand system managed groups. Some groups cannot be edited because they are centrally managed based on HR or organizational data.
  • Submit new group requests through the official process. Use the Distribution List Service in the KAUST Portal rather than creating lists informally.

Frequently Asked Questions

Why can I not edit some groups?

Some email groups are centrally or system managed and are updated automatically based on organizational or HR information. These groups cannot be modified by individuals.

What if I remove someone accidentally?

You can re add them at any time through the group management page in mygroups.kaust.edu.sa.

How can I check who owns a group?

Group ownership is listed in the group details. After signing in at mygroups.kaust.edu.sa, select the group and look for the Owners section.

What if a group has no active owner?

If a group has no active owner, or the listed owners have left KAUST, submit a request through the IT chatbot (VITA) so that ownership can be reassigned.

Why do I see groups I do not recognize?

Some groups provide application access or support department wide communication and may appear under your account even if you do not actively manage them.

Proper group management helps maintain a secure, efficient and well organized digital environment for the KAUST Community. Reviewing your groups periodically supports better communication, cleaner access controls and smoother collaboration across the University.

 

KAUST IT
it.kaust.edu.sa