Cymraeg

Hwb

G Suite for Education

Suggested audience: learners, school staff, school digital champions, local authority Hwb administrators, regional education consortia Hwb administrators.

G Suite is a package of cloud-based services that can provide your school with a whole new way to work together online. G Suite offers a range of powerful classroom tools that are simple to use and very effective.

Accessing G Suite for Education

Consent for Hwb Additional Services is required for learners to access G Suite for Education. Learners without consent for Hwb Additional Services logged in the User Management Portal will be denied access to G Suite for Education with their Hwb login details.

Hwb users have two options for accessing G Suite for Education:

  1. Log in to Hwb.
    • Click on the G Suite for Education tile.
    • Enter your Hwb username and password.
    • You will then be taken straight to Google Classroom. To use a different application, click on the Google apps ‘waffle’ (in the top right hand corner) and select the G Suite application you wish to use.
  2. Navigate to google.com
    • Click on the blue Sign In button (in the top right hand corner).
    • Enter your Hwb username and password > Click Next.
    • Click on the Google apps ‘waffle’ (in the top right hand corner) and select the G Suite application you wish to use.

Getting Started

Click here to access our Getting Started with G Suite Guide.


Google Classrooms are online collaborative working environments for teachers and learners.

Teachers can set up a class, invite students and co-teachers and then share information such as assignments, announcements and questions in the class stream. They can quickly see who has or hasn't completed the work and give direct, real-time feedback and grades.

Learners can join classes set up by their teacher, see assignments on the To-do page, in the class stream, or in the class calendar and all class materials are automatically filed into Google Drive folders.

  • Creating a Classroom: 

    1. Log in to Hwb and navigate to the Classroom app in G Suite for Education.
    2. Click on the + symbol (in the top right corner) > Create class.
    3. Type the name of the class > click Create.

    Displaying the class code: 

    1. Under the Classroom name there is a class code with a frame icon next to it. Click this icon to open a full screen class code to display on the board for learners.

    Joining a Classroom: 

    1. Click on the + symbol (in the top right corner) > Join class.
    2. Type in the class code > click Join.

    Creating pre-populated Classrooms in the User Management Portal:

    In a school, Google Classrooms may be created for timetabled classes in a school’s MIS by staff or a Digital Champion.

    1. Log in to Hwb and navigate to the User Management Portal.
    2. Click Administration > View Groups.
    3. Use the Filters to display the required class by selecting the year, group type, teacher or academic year. (Digital Champions will see all classes in the school however, teachers will only see their own classes.)
    4. Click on a class to display information for that group. This will include an overview and a list of all learners in that group.
    5. Click Add Google Classroom + to create the Google Classroom. Classrooms are usually created within a few minutes however, it may take up to an hour at busier times of the day (e.g. beginning of the school day). 

    Only learners with consent for Hwb Additional Services (which will show as a green tick next to their name under Consent) will be added to the Classroom when it is created. Any learners with consent applied at a later date will be automatically added to the Classroom within a few hours of the consent being applied.

  • You can share Office 365 documents in a Google Classroom by using links (URLs). Links can be added when creating an assignment, announcement or question.

    Adding a link to a Microsoft Office 365 document will redirect the user to the document of your choice when they click on it.

  • We recommend you visit the Google Classroom help website to learn more about Google Classroom.

    Click here to access the Google Classroom Help website.


Docs is Google’s word processing application. There is no need to manually save any work you create in Google Docs as it will be automatically saved to your Google Drive.

  • You will see a blue Share button (in the top right hand corner) when you are editing a Doc. Click on this button to get a shareable link or share directly with specific people. There are three sharing options:

    1. Can edit: This means that anyone you share the Doc with can make any changes.
    2. Can comment: This means that anyone you share the Doc with can make comments but cannot edit.
    3. Can view: This means that anyone you share the Doc with can view it but cannot make comments or edit.

    Alternatively you can share from Drive by right clicking on the relevant file and clicking Share.

    If you’d like to learn more about sharing your Google files, please follow the link below:

    Click here to learn how to share your Google files.

  • Microsoft Word documents can be converted by importing them into Google Docs.

    1. Log in to Hwb and navigate to the Docs application in G Suite for Education.
    2. Create a blank doc by clicking on the colourful + (above Blank).
    3. Click File > Open.
    4. Click on the Upload tab > Select a file from your device > Click Open.
  • You can learn how to use Google Docs to its full potential by visiting the G Suite Learning Centre. You’ll find how to work faster, collaborate better, a cheat sheet, and much more.

    Click here to access the Google Docs help website.

    Click here to visit the G Suite Learning Centre for Google Docs.

    Click here to visit the Google Docs Tips website.

    Make sure you check out the Explore Tool to find related information and royalty free images to add to your Google Docs. You can find the Google Explore Tool in the bottom right of the screen when editing a document, it looks like this:


Sheets is Google’s spreadsheet application. There is no need to manually save any work you do in Google Sheets as it will be automatically saved to your Google Drive.

  • You will see a green Share button (in the top right hand corner) when you are editing a Sheet. Click on this button to get a shareable link or share directly with specific people. There are three sharing options:

    1. Can edit: This means that anyone you share the Sheet with can make any changes.
    2. Can comment: This means that anyone you share the Sheet with can make comments but cannot edit.
    3. Can view: This means that anyone you share the Sheet with can view it but cannot make comments or edit.

    Alternatively you can share from Drive by right clicking on the relevant file and clicking Share.

    If you’d like to learn more about sharing your Google files, please follow the link below:

    Click here to learn how to share your Google files.

  • Microsoft Excel spreadsheets can be converted by importing them into Google Sheets.

    1. Log in to Hwb and navigate to the Sheets application in G Suite for Education.
    2. Create a blank Sheet by clicking on the colourful + (above Blank).
    3. Click File > Open.
    4. Click Upload > Select a file from your device > Click Open.
  • You can learn how to use Google Sheets to its full potential by visiting the G Suite Learning Centre. You’ll find how to work faster, collaborate better, a cheat sheet, and much more.

    Click here to access the Google Sheets help website.

    Click here to visit the G Suite Learning Centre for Google Sheets.

    Click here to visit the Google Sheets Tips website.

    Make sure you check out the Explore Tool to find related information and royalty free images to add to your Google Sheets. You can find the Google Explore Tool in the bottom right of the screen when editing a document, it looks like this:


Google Slides lets you create presentations. Multiple people can work on a presentation at the same time, you can see changes as they’re made and every change is automatically saved.

  • You will see a yellow Share button (in the top right hand corner) when you are editing Slides. Click on this button to get a shareable link or share directly with specific people. There are three sharing options:

    1. Can edit: This means that anyone you share the Slides with can make any changes.
    2. Can comment: This means that anyone you share the Slides with can make comments but cannot edit.
    3. Can view: This means that anyone you share the Slides with can view it but cannot make comments or edit.

    Alternatively you can share from Drive by right clicking on the relevant file and clicking Share.

    If you’d like to learn more about sharing your Google files, please follow the link below:

    Click here to learn how to share your Google files.

  • Microsoft PowerPoints can be converted by importing them into Google Slides.

    1. Log in to Hwb and navigate to the Slides application in G Suite for Education.
    2. Create a blank Sheet by clicking on the colourful + (above Blank).
    3. Click File > Open.
    4. Click on the Upload tab > Select a file from your device > Click Open.
  • You can learn how to use Google Slides to its full potential by visiting the G Suite Learning Centre. You’ll find how to work faster, collaborate better, a cheat sheet, and much more.

    Click here to access the Google Slides help website.

    Click here to visit the G Suite Learning Centre for Google Slides.

    Click here to visit the Google Slides Tips website.

    Make sure you check out the Explore Tool to find related information, styles to suit your content and royalty free images to add to your Google Slides. You can find the Google Explore Tool in the bottom right of the screen when editing a document, it looks like this:


Google Drive is a safe and secure place to store files online. You can store files privately or chose to share them with others. Your Docs, Sheets and Slides will automatically be saved to your Drive.


Google Meet is the video conferencing tool in G Suite.

  • A Meet can be scheduled by staff in their Google Calendar:

    1. Log in to Hwb and navigate to the Calendar application in G Suite for Education.
    2. Click + Create (in the left hand panel).
    3. Click More options in the pop up box.
    4. Enter your event details and ensure that you have added conferencing – Hangouts Meet.
    5. Add guests you would like to join your Meet.
    6. Click Save (at the top of the page) and a window will appear asking if you want to send invitations to guests.
    7. Click Send and your guests will then be sent the joining details.
  • Learners cannot schedule a Meet, they can only join a Meet which has been set up by their teacher. They can either join by following the link in an invitation or using the code provided by their teacher.

  • We recommend you visit the G Suite Learning Centre for Meet to learn how to use Meet safely, securely, and efficiently:

    Click here to access the Meet help website.

    Click here to access the G Suite Learning Centre for Meet.

    Click here to access the Meet Tips website.


Google Sites allows users to create simple websites that support collaboration between different editors.

Sites can be used for:

  1. Creating a public website for your school.
  2. A place for learners to record their work and achievements.
  3. Making shared collaboration spaces for group work.
  4. Developing a school, class or individual blog.
  5. Somewhere to store and present teaching and learning resources.

Click here to access Google’s ‘Introduction to Google Sites’ video


Forms allows you to manage event registrations, create a quick opinion poll, and much more. With Forms, you can create and analyse surveys with no special software required. You get instant results as they come in and you can summarise survey results at a glance with charts and graphs.


Keep is a note-taking application for storing notes, lists, photos, and audio.

Keep can be used on nearly all devices with an internet connection. Keep can be accessed via the browser or you can download the app on mobile devices.

You can create, edit, organise, and archive notes:


Vault is a safeguarding and archiving tool for schools to manage, retain, search and export Google Drive file content. Vault supports:

  • Google Groups
  • Files in Google Drive and Team Drives
  • Conversations in Hangouts Chat
  • Recordings in Hangouts Meet
  • Digital Champions can create matters for their school in Google Vault relating to learners’ work only. If there is an issue related to members of staff, please ask your headteacher to contact the Hwb Service Desk: hwb@gov.wales | 03000 25 25 25.

  • We can guide you through the process of retrieving information from Google Vault once access has been granted by your headteacher. Please contact the Hwb Service Desk: hwb@gov.wales | 03000 25 25 25.

    All activity in Google Vault is audited.


Google Groups are online discussion spaces. A Group can be created by any Hwb user, although external users won’t be able to view or search for Groups created in the Hwb domain.

Groups can be organised with favourites and folders and edited using rich-text to customise posts with fonts, colours, and images.


A Chromebook is a laptop which runs Google’s Chrome OS operating system instead of Windows or macOS. Chromebooks are designed to be used primarily while connected to the internet, with most applications and documents being in the cloud.

  • Unmanaged Chromebooks are not managed by a school or company.

    Users can sign in to unmanaged Chromebooks with their Hwb credentials providing they have access to G Suite for Education through Hwb.

    Learners without consent for Hwb Additional Services will not be able to log in to a Chromebook with their Hwb credentials.

    Managed Chromebooks are set up and maintained by a school or company. If you see the managed icon in the status area in the lower right-hand side of your screen when you're signed into your Chromebook, your device is managed:

     

    The person who manages your existing Google domain can whitelist the Hwb domain to allow users to sign in to your Chromebooks with their Hwb credentials.

    Learners without consent for Hwb Additional Services will not be able to log in to a Chromebook with their Hwb credentials.

  • Chromebook licenses on the Hwb domain aren’t currently available.

    We are working with Google on a process for moving existing Chromebook licenses to the Hwb domain and a process for allocating new licenses purchased on the Hwb domain. Please look out for further updates in Hwb News.


The default language for G Suite for Education is English, however you can change this to Welsh through the following steps:

  1. Log into Hwb and navigate to G Suite for Education.
  2. Click on your profile photo (often represented by your initials in a coloured circle in the top right hand corner) > Click Google Account.
  3. Click Data & Personalisation (from the menu in the left hand panel).
  4. Scroll down until you see Language (under the General preferences for the web section) > Click on the right pointing arrow.
  5. Under Default language, click the edit button (represented by a pencil icon).
  6. Select Cymraeg > Click Select.

The following Google Support pages contain information and tips for using G Suite for Education (these pages are available in English only):

For further support please contact the Hwb Service Desk: Hwb@gov.wales | 03000 25 25 25.