Cymraeg

Hwb

Office 365

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

Office 365 is an integrated experience of cloud-based Microsoft tools which can be used on any browser-enabled device.

Office 365 is available to all school staff, local authority and regional education consortia Hwb users, governors, supply teachers and learners as part of the Hwb Additional Services.

Accessing Office 365

Hwb users have two options for accessing Office 365:

  1. Log in to Hwb.
  • Click on the Office 365 tile.
  • Select the Office 365 application you wish to use.
  1. Navigate to office.com
  • Enter your Hwb username > Click Next.
  • Enter your Hwb password > Click Sign In.
  • Select the Office 365 application you wish to use.

Teams is Microsoft’s collaboration software available through Office 365.

With Microsoft Teams you can bring conversations, content, assignments, and apps together in one place. Build collaborative classrooms, connect in professional learning communities, and manage staff departments with colleagues. Microsoft Teams brings Office 365 for Education into a single digital hub.

You can use Microsoft Teams to live-stream lessons and for video conferencing. If you intend to use Teams with learners please read our guidance on Live-streaming safeguarding principles and practice for education practitioners.

For practical advice on using Teams please see our FAQ section to help you get started.

    1. Log in to Hwb and navigate to the Teams application in Office 365.
    2. Click Join or create a team (in the bottom left hand corner).
    3. Click Create a team.
    4. Select the type of team you would like to create:
    • Classes - Teachers and students collaborating on group projects, assignments and more.
    • PLCs – Teaching staff collaborating within a professional learning community.
    • Staff members – Staff leaders and staff members collaborating on school administration and development.
    • Anyone – Students and school employees collaborating in interest groups and clubs.

    Please note: All Teams must be set as Private. Public Teams in Hwb are automatically made private overnight.

    1. Give your team a name and a description (optional) > Click Next.
    2. Search for students using their Hwb email address > Click Add (you can come back to this at a later time by clicking Skip).
  • All Teams created via the User Management Portal are archived at the end of the academic year.

    From the 22 August 2020, Digital Champions, School Administrators and Staff are able to restore their Teams by following the simple steps below:

    1. Login to Hwb and select the User Management Portal from the homepage
    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, but 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 “Restore Microsoft Team”

    The restored Team will appear in the Hidden Teams section.

    1. Open Microsoft Teams
    2. Select Teams from the menu on the left hand side of the screen
    3. Expand Your Teams (click the downward arrow)
    4. Click on the Hidden Teams section

    Note:

    1. Any restored Team will no longer be linked to the schools MIS.
    2. Although restoration is often much quicker, during busier times it can take up to an hour before you are able to see the Team again.
  • You can add a group of learners using your school DfES code and the name of the Class, Year or Form used in your MIS as in the examples below.

    • A Class can be added using the format DfES number_ClassName separated by an underscore – e.g. 6781234_10A-A1.

    • A Year can be added using the format DfES number-YearName separated by a dash – e.g. 6781234-Year5.

    • A Form can be added using the format DfES number-FormName separated by a dash – e.g. 6781234-Form10H.

    These 'group codes' can be found in the Hwb User management portal by clicking 'Administration' and then 'View groups'.

    Teachers can only see and add their own groups, but digital champions can add any group from their school.

  • In a school, a Microsoft Class Team 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 Microsoft Class Team + to create the Microsoft Class Team.

    Note: It can take up to 3 hours for your Microsoft Team class to be created with the correct and fully populated staff and learner accounts.

    Important

    • As with every virtual online learning space, you must always add another education practitioner for safeguarding purposes.
    • It is important that the Team owner takes responsibility for adding and removing other staff members as appropriate.
    • It can take up to 3 hours for your Microsoft Class Team to be created, and fully populated with the correct staff and learner accounts.
    • Prior to 19 March 2020 - the ‘Add Microsoft Class Team’ button was linked directly to the school MIS (SIMS/Teacher Centre) and timetabled classes. The link meant that additional teachers added to the Team after its creation (that were not already in the timetabled class) would be removed the next time the Hwb provisioning client (sync tool) ran.
    • From 19 March 2020 - Teams created using the button will remain linked to the MIS for learner information, with the timetabled class teacher being the Team owner, but multiple staff members can be added afterwards - if they are made into joint owners.
  • The Meetings feature in Teams includes audio, video, screen and file sharing which can facilitate video conferencing and live streaming.

    Teams meetings are a great way to interact using video conferencing with up to 300 attendees. For more information about maximum number of attendees, limits and specifications.

    To schedule a meeting

    Go to Calendar on the left hand side and either select New meeting at the top right of the app, or select a range of time in your calendar and a scheduling form will pop open for you to to complete, adding in details of time, date, attendees, a channel etc.

    To join a meeting

    Select Calendar on the left hand side to see your meetings. Click on the meeting you want to join and then select Join.  Or, if someone starts the meeting, you'll get a notification you can use to join.

    Start an instant meeting in Teams

    There are a couple of different ways to get an impromptu meeting going with just a few clicks.

    From your calendar

    1. Go to Calendar on the left side of Teams, then select Meet now  in the upper right corner.
    2. You'll have a chance to set a few things up before you start your meeting. Give it a title, choose whether you want to use video, and pick your preferred audio source.
    3. When you're ready, hit Join now.

    Your meeting is now up and running—you just need people to join you.

    To invite people:

    1. Start typing the name or phone number of someone you want to invite in the box under People in the top right. Select them when they appear in the list, and they'll get a call right away.
    2. Another option is to copy the meeting link and send it to anyone you want to meet with, and they can join by selecting it. Just choose Copy join info and paste the link in a message.

    If you don't have meeting scheduling capability in Outlook or Teams, starting an instant meeting is a great option. Just like with scheduled meetings, everyone who attends your meeting will continue to have access to the meeting chat, the recording, and anything else people share in the meeting (like files and meeting notes), even after the meeting ends.

    To rejoin the same meeting anytime, find the meeting chat in your chat list and select Join.

    In a channel

    To start an instant channel meeting:

    1. Go to Teams on the left side of the app. Choose the channel you want to meet in from the list.
    2. In the Posts tab, go to where you type new messages (at the very bottom of the app) and select Meet now . Or, to keep the context of a specific conversation, choose Reply below any post, and then Meet now  under the box where you'd type your message.
    3. Give your meeting a title and choose whether you want to include video.
    4. When you're ready, hit Join now.

    Your meeting is now up and running, and anyone in the channel can join it.

    To invite people:

    1. Start typing the name or phone number of someone you want to invite in the box under People in the top right. Select them when they appear in the list, and they'll get a call right away.
    2. You can also invite people by copying the meeting link and sending it to anyone you want to meet with. Just choose Copy join info and paste the link in a message.
  • Meeting options - before a meeting begins

    As the Meeting organiser, you can manage several settings. You can access this page a few different ways, depending on what kind of meeting it is.

    Scheduled meetings

    There are three different ways to get to Meeting options for a scheduled meeting:

    • In Teams, go to Calendar, select a meeting, and then Meeting options.

    • In a meeting invitation, select Meeting options.

    meeting options

    • During a meeting, select Show participants in the meeting controls. Then, above the list of participants, choose Manage permissions.

    Instant meetings

    Once you've started a meeting by selecting Meet now (whether from a channel or your calendar):

    1. Choose Show participants in your meeting controls. You'll see a list of everyone in the meeting.

    2. Above the list, select Manage permissions to go to Meeting options.

    Meeting options allow you to manage the roles in a Meeting. Please see the latest advice from Microsoft.

    Who can present

    There are a number of options for instance you can set who can present to ‘Only me’. Setting this option ensures that other participants will join the meeting as attendees. The attendee role doesn't allow them to mute other participants, remove participants, or admit anyone from the lobby. Attendees can still share video, participate in the meeting chat, and view shared files in the meeting. You can learn more about meeting roles in Roles in a Teams meeting.

    Who can bypass the lobby 

    You can change Who can bypass the lobby to People in my organization. This setting ensures that anyone who isn't signed in with a Hwb account will need to wait in the meeting lobby until you join the meeting and admit them.

    You can also choose Only youAs the meeting organiser, only you can get into your meeting directly. Everyone else will wait in the lobby. This setting must be used for meetings involving learners.

    Always let callers bypass

    You can change 'Always let callers bypass' to no. This setting ensures that anyone joining the meeting over the phone rather than using Teams will need to wait in the meeting lobby until you join the meeting and admit them.

    Meeting options - during a meeting

    During a Meeting, all participants will see a menu bar.

    menu bar

    Camera options

    You can click the camera icon to turn your webcam on or off.

    Microphone options

    You can click the microphone icon to mute or unmute your microphone.

    Screen sharing

    You can click the rectangle with arrow icon to share your screen.

    More actions (…)

    (…) Show device settings

    You can use this setting to configure your audio and video devices.

    (…) Enter full screen

    You can use this setting to maximise the shared screen.

    (…) Show background effects

    This allows users to change or blur their background. You can upload a custom image to personalise your background – you could use a lesson specific image.

    (…) Turn on live captions (Preview)

    This setting allows you to turn on live captions. 

    (…) Record a meeting

    This setting allows you to record a Teams meeting. When you record a Meeting you must consider the privacy of the participants and ensure their consent is obtained.

    When the recording is uploaded to Microsoft Stream, the recorder is the owner of the video and those invited to the Meeting with Hwb accounts are the viewers. Those without Hwb accounts cannot view the recording by default.

    The owner needs to give permission or download the video to share the recording further, including with those without Hwb accounts.

    For further information on recording a Meeting, refer to Microsoft Teams guidance.

    (...) Ending a Meeting

    Choose ‘End meetingto end the meeting for all participants.  You can leave a Meeting without ending the Meeting if you click the red ‘telephone’ icon.  This will allow the Meeting to continue without you. Please note, only the Meeting organiser can end the Meeting for all.

    Raise hand

    This feature allows you to virtually ‘raise your hand’ allowing other attendees to identify when you wish to speak with a visual cue on their video feed.  This makes it easier for you to actively participate in large meetings.  When others ‘raise their hand’ you will also see a visual cue.

    Meeting chat

    Meeting chat provides a space for you to interact with all other meeting participants via text.

    You can click the speech bubble icon to see the Meeting chat.

    Meeting participants

    To view who has joined the Meeting, click the people icon to see the Meeting participants.  You can also add new attendees here during the meeting.

  • You may consider live-streaming lessons or video-conferencing as part of your blended learning approach. If you do, due regard should be given to the guidance outlined in Live-streaming and video-conferencing: safeguarding principles and practice to ensure you and your learners are appropriately protected and safeguarded.

    There are also new practical guides available to support you on getting started and using Microsoft Teams

  • From individual chats with just one other person to group chats and conversations in channels Chat is at the centre of whatever you do in Teams.

    Important

    Chat is only available to staff within Hwb. One-to-one or group chat is not available with learners.

    Chats can be one-to-one or in a group.

    You start one-on-one and group chats the same way: by selecting Pencil icon next to the search bar at the top of the screen and adding in the staff member(s) you wish to chat with. Once in a chat, you’ll be able to send messages that include files, links, emojis and stickers.

    If you meet virtually, you can kick off the meeting right from your chat. In the chat, look in the upper right corner for the Video call and Audio call buttons.

    Click to learn more about using chat within Microsoft Teams.

  • Create assignments for your students in Microsoft Teams. Manage assignment timelines, instructions, adding resources to turn in, and more. 

    Navigate to the General channel in the desired classroom, then select Assignments. 

    Select Create>Assignment. 

    Quizzes and Forms in Assignments 

    In Microsoft Teams, select the class team where you want to distribute the quiz.

    In the General channel, select the Assignments tab. Select the arrow for the Create dropdown menu, then New quiz.  

    Gradebook 

    Each of your class teams has a Grades tab where you can view assignments at a glance as well as track how individual students in your class are progressing. Use the Grades tab to get an overview of your class, access data quickly, open, and return student work. 

    To open the Grades tab, navigate to the General channel of your desired class team and select Grades. 

    Click here for guides to using gradebook in Microsoft Teams. 

  • With Class Insights in Microsoft Teams, teachers can access analytics data on student engagement and performance. Class Insights collects student activity in Teams, like grades, assignment turn-in, and conversation activity, and creates an analytics dashboard surfacing that data in digestible data visuals. Student do not have access to Class Insights. 

    Click here for guides to using Class Insights in Microsoft Teams. 

  • Every class team comes with its own linked OneNote Class Notebook. Your Class Notebook is a digital notebook for the whole class to store text, images, handwritten notes, attachments, links, voice, video, and more.

    Teams delivers these essential components of the OneNote Class Notebook experience:

    • Student Notebooks -- a private space shared between the teacher and each individual student. Teachers can access every student notebook, while students can only see their own.
    • Content Library -- a read-only space where teachers can share handouts with students.
    • Collaboration Space -- a space where everyone in your class can share, organize, and collaborate.

    Click here for guides to using OneNote Class Notebook in Microsoft Teams.

  • The 'D'oh! Something went wrong' message may appear for one of the following reasons:

    • At present, Teams is only supported on Microsoft Edge 12+, Internet Explorer 11+, Firefox 47.0+, and Chrome 51.0+. If you try to access Teams through Safari, you will be prompted to download the Teams app.
    • Skype for Business will need to be whitelisted by your school or local authority before you can access Teams.
    • Your schools or local authority may be blocking certain URLs. This link explains the settings and required URLs to enable Office 365, including Teams, to work properly. Microsoft update their known issues for Microsoft Teams regularly, so this may help you to diagnose the issue.

    If you have tried these suggestions and are still receiving the error message, please contact the Hwb Service Desk: hwb@gov.wales | 03000 25 25 25.

  • All free educators courses are available at https://education.microsoft.com  

    A 1-hour online course in the Microsoft Educator Center shows how teachers use Teams in their professional lives. Transform Learning with Microsoft Teams. 

    A 1-hour online course in the Microsoft Educator Center leads teachers through teaching in Class Teams. Crafting a Collaborative Learning Environment with Class Teams. 

    Check out training videos and resources 

    Transform learning with Microsoft Teams (Microsoft Educator Center course) 

    "You Can!" quick tip videos 

    Microsoft Teams for Education video playlist 


Microsoft Stream is the video service that can be used with Microsoft Teams.  Stream makes it easy to create and interact, whether in a team or across your organisation. It is an internal video platform to organise, store, and share videos securely. Using Stream, private channels can be set up for your groups.

Stream is available to Hwb Staff and learners. Users with a Hwb account will be able to log in, select Office 365 and click on or search for the Stream app. Users can also log in directly to Microsoft Stream https://products.office.com/en-gb/microsoft-stream.

  • The navigation bar at the top of the Stream page makes it easy for you to browse videos, channel or groups, create new content or easily search for content. Stream is available for use with both staff and learner Hwb accounts, only staff can upload video, create a group or channel.

  • Groups in Stream are built on top of Office 365 Groups. When you make a group in Stream, it creates a new Office 365 Group that can be used across Office 365, giving the group an email address, calendar, site, etc.

    If you already use Office 365 Groups in your organization from Microsoft Teams, SharePoint, Planner, etc, you can start using those groups in Stream right away.

    Only teachers will be able to create a group in Stream.

    Steps to create a group

    1. Click on the Create button
    2. Click Group to create a group
    3. Populate all fields with appropriate details
    4. Switch “Allow all members to contribute” to Off
    5. Ensure Access is set to “Private group”
    6. Add members to the group, it’s a good idea to add another staff member to the group and mark them as owners in the member list.
    7. Click Create.

    Please note: When creating a group it is important to switch off the option to allow all members to contribute.  This will restrict all members from being able to add, remove and edit videos in the Group.  If using an existing Office 365 group, the group owner will need to check these group settings in Stream.

  • Channels are a great way to organize content. To stay in touch with new videos added to a channel or to bookmark it you can easily follow a channel. If you are following a channel, this part of the home page lets you see the new videos added to a channel and/or find the channel you follow easily. If you are no longer interested in a channel, to unfollow it, click Following. Channels are an organisation method for videos, but not a permission method. Channels don’t have any permissions on their own.

    Only teachers can create a channel in Stream. Existing Office 365 groups can be used to give access to Stream channel.

    Steps to create a channel

    1. Click on the Create button
    2. Click Channel
    3. Populate all fields with appropriate details
    4. Select “Group channel” option
    5. Upload Channel icon/image
    6. Click Create
  • In Teams, start a meeting by clicking on the Meet Now icon, click on the three dots to select start recording, your meeting will then record. The recording will be saved in Stream for the owner of the meeting to share with other users if needed.

    After clicking record, ensure you ask all participants if they are happy for the session to be recorded.


Microsoft Whiteboard is a ‘freeform, digital canvas where people, content, and ideas come together’.

  • You can use Whiteboard for collaborating with others to accomplish many activities — whether you’re in the same place or in multiple locations. Teachers and learners can work collaboratively using their own devices.

    Activities include:

    • Brainstorming
    • Project planning
    • Problem solving
  • Microsoft Whiteboard is available for use with both staff and pupil Hwb accounts.

    • The Whiteboard app for Windows 10 is supported on all devices running Windows 10, including Surface Hub.
    • The Whiteboard app for iOS is supported on Apple iOS 9 or later, and requires iPhone 5s or later, iPad Mini 3 or later, iPad Air, or iPad Pro.
    • Whiteboard for the web is supported on devices running an up-to-date version of most browsers — including Edge, Chrome, Firefox, and Safari.

    Note: Whiteboard for the web is currently incompatible with Internet Explorer, Windows Phone 8.1, the Silk browser on Amazon Kindle, and extremely small form factor devices (such as smart watches).

  • The Microsoft Whiteboard Help pages will likely answer your queries. We recommend checking this before contacting us: https://support.office.com/en-gb/article/microsoft-whiteboard-help-d236aef8-fcdf-4b5e-b5d7-7f157461e920

    If, after reading the Microsoft Whiteboard Help pages you are still experiencing issues, please give the Hwb Service Desk a call on 03000 25 25 25 or email us using hwb@gov.wales.


Outlook is Microsoft’s email and calendar application in Office 365.

Information

The following guide refers to the current views in Office 365 and not the Microsoft preview that is currently available in Beta release.

  • Your Hwb email address will consist of your surname, first initial and a random number. For example BloggsJ1234@Hwbcymru.net

    A school’s Digital Champion or Hwb administrator will be able to provide you with your account details from the User Management Portal.

    If domain name masking has been turned on for your organisation the above format won’t apply for all users. Speak with your Digital Champion or Hwb administrator to find out if domain masking is turned on.

    1. Search for and install the Microsoft Outlook app from the relevant app store.
    2. Launch the app > log in with your Hwb email address and password.

    Please check with your school before you install Hwb email on a personal device to ensure that you are not in breach of school policy.

  • Mail forwarding is supported in Office 365.

    1. Log in to Hwb and navigate to the Outlook application in Office 365.
    2. Click the Settings ‘cog’ (top right of the browser).
    3. Under Your App Settings, click Mail.
    4. Navigate to Mail (in the left hand panel) > Accounts > Forwarding.
    5. Select Start Forwarding.
    6. In the Forward my email to: box, enter an email address to forward your messages to (you can opt to keep a copy of the messages in your Hwb mailbox as well as forwarding them by ticking the option to Keep a copy of forwarded messages).
    7. Click Save.

    Please check this will not breach your school’s acceptable use policies before configuring. Any security measures that are in place to protect your Hwb mailbox may be lost once the email is forwarded to another address.

  • Your Hwb mailbox is currently 50GB.

  • You can find the email addresses of any school staff member in Wales by using the People application in Office 365.

    Learners are excluded from this directory for safeguarding reasons. Schools should distribute relevant learner usernames to staff from the User Management Portal. Alternatively give your learners your email address and ask them to email you. You can add them to a personal contacts list for future use.

    1. Log in to Hwb and navigate to the People application in Office 365.
    2. Click on Directory (in the left hand panel) to expand and click on either:
      • Your organisation
      • All Wales

    You can search for contacts using the Search People box (in the top left hand corner).

  • You can create contact lists in the People application within Office 365 to message groups of staff or learners.

    1. Log in to Hwb and navigate to the People application in Office 365.
    2. Expand the New option (in the top menu bar) and click Contact List.
    3. In the List name box, enter a name for the contact list e.g. My Students.
    4. In the Add members box, enter the email addresses of the people you would like added to the contact list and press Enter after each one.
    5. Once you have finished adding people, click Save.

    You can send an email to this contact list by typing the name of the list e.g. My Students in the To: field of a new email message.

  • You can add your account to your desktop version of Outlook.

    Applies to Outlook 2016/Outlook Office 365.

    1. Open your desktop version of Outlook.
    2. Navigate to File > Info and click Add Account.
    3. Enter your Hwb username and click Connect.
    4. Enter your password and click Ok.
    5. Click Done.

    1. Open your desktop version of Outlook.
    2. Select Outlook > Preferences > Accounts.
    3. Click the + Sign (in the bottom left corner of the window) > New Account….
    4. Enter your Hwb email address > click Continue.
    5. Enter your password > click Sign in.
    6. Click Done.
  • A headteacher can nominate a member of staff in their school to have ‘Safeguarding Access’ to Office 365. The nominated individual can view the inboxes and OneDrives of all learner accounts within their school.

    Safeguarding access can be requested by the headteacher through the Hwb Service Desk: Hwb@gov.wales | 03000 25 25 25.

  • There are three e-mail tenancy options for learners, which can be applied at a school level by the Digital Champion or Hwb Administrator through the User Management Portal:

    1. Open tenant: This setting allows users to send and receive e-mails with all e-mail accounts (inside and outside the Hwb tenancy i.e. world-wide). This is the default for all secondary schools.
    2. Hwb Closed tenant: This is the default setting for all non-secondary schools. Learners may only send and receive e-mails with other @hwbcymru.net users (i.e. in school, school to school, across local authorities and across Wales).
    3. School Closed tenant: Once this is applied, learners in your school will only be able to send and receive e-mails with other @hwbcymru.net users in their school.

    Digital Champions can apply any one of these tenancy options which will only affect learner accounts; staff accounts will always be set to an open e-mail tenant:

    1. Log in to Hwb and navigate to the User Management Portal.
    2. Click Administration > School Tenant.
    3. Select the tick box next to the tenancy option you would like to apply.
    4. Click Update Tenant. The change will take effect within the next 24 hours.

    These e-mail tenancy options can only be applied at whole school level. There is currently no way to apply them to specific year groups or phases.

    Requests to prevent specific learners sending any e-mails will be dealt with by the Hwb Service Desk on a case by case basis: hwb@gov.wales / 03000 25 25 25.

  • When you delete an email message, contact, calendar item, or task, it's moved to the Deleted Items folder.

    1. Log in to Hwb and navigate to the Outlook application in Office 365.
    2. Click on Deleted Items (in the left hand panel). All deleted items are listed.

    To restore an email message, do one of the following;

    • To restore a message to your inbox: right-click the message > Move > Inbox.
    • To restore a message to a different folder: right-click the message > Move > Move to a different folder > choose a folder location > Move.

    To restore other types of items:

    • To restore a Contact: right-click on it > Move to Contacts.
    • To restore a Calendar event: right-click on it > Move to Calendar.
    • To restore a Task: right-click on it > Move to Tasks.
  • A shared mailbox allows a group of users to view and send e-mail from a common mailbox. A shared mailbox doesn't have a username and password, so users cannot log in to it directly. A user must sign in to their own mailbox and then open the shared mailbox using Send As permissions.  In schools, a Digital Champion is able to create shared mailboxes.

    Shared mailboxes can be created with the format: DfESnumber_mailboxname@hwbcymru.net

    e.g. 6661234_ office@hwbcymru.net

    1. Log in to Hwb.
    2. Click on the User Management tile.
    3. Click Administration > View Shared Mailboxes. If there are existing shared mailboxes, they will be listed here.
    4. Click Add Shared Mailbox and the following message will appear:

    A shared mailbox allows a group of users to view and send e-mail from a common mailbox. A shared mailbox doesn't have a username and password, so users cannot log on to it directly. A user must sign in to his/her own mailbox and then open the shared mailbox using Send As permissions.

    1. In the Mailbox Name field, enter the name you would like to give this mailbox.
    2. Click Add +.

    Reminder:  The e-mail address will appear as DfESnumber_mailboxname@hwbcymru.net

    e.g. 6661234_office@hwbcymru.net

    1. Once you have created a shared mailbox, you will need to give relevant users in your school access to this mailbox:
      • Click Manage Access > Add User To Mailbox.
      • Search for relevant users by username and add them one at a time.

    Adding the shared mailbox to desktop Outlook client

    1. Launch the Outlook app.
    2. Click File > Account Settings > New.
    3. Add the shared mailbox name in the e-mail field example@example.com
    4. When you are asked to sign in, choose sign in with different account.
    5. Sign in with your Hwb username and password e.g. bloggsj@hwbcymru.net
    6. Click Ok.
    7. Restart Outlook.

    1. Launch to Outlook app.
    2. Click Outlook > Preferences > Accounts (under Personal Settings).
    3. Click + (in the bottom left hand corner of the window).
    4. Enter the email address of the shared mailbox > click Continue.
    5. Click Sign in with a different account.
    6. Sign in with your Hwb username and password e.g. bloggsj@hwbcymru.net
    7. Click Ok.
    8. Click Done.
    9. Restart Outlook.
  • Domain name masking enables schools to purchase a domain name of their choice (e.g. villageprimaryschool.cymru) and use this to mask their @hwbcymru.net e-mails. For example, bloggsj@hwbcymru.net would be masked as bloggsj@villageprimaryschool.cymru.

    There are four domain name masking options available to schools for staff accounts and shared mailboxes:

    1. hwbusername@yourschooldomain e.g. BloggsJ@schooldomain.cymru
    2. firstname.lastname@yourschooldomain e.g. Joe.Bloggs@schooldomain.cymru
    3. Firstnameinitial.lastname@yourschooldomain e.g. J.Bloggs@schooldomain.cymru
    4. Shared mailboxes only – domain name masking will only be applied to shared mailboxes created via the User Management Portal.

    Note: There is no option to add domain name masking to learner accounts.

    The process for applying domain name masking is as follows:

    1. Contact the Hwb Service Desk: hwb@gov.wales / 03000 25 25 25.
      • If you haven’t yet purchased a domain, the Service Desk will refer you to your local authority IT support, who will assist you with purchasing a domain.
        • Once you have purchased the domain, the Service Desk will work with your local authority IT support to apply this domain to your school’s @hwbcymru.net e-mails.
      • If you have already purchased a domain, the Service Desk will advise you on the necessary changes that will need to be made to your MX Records. These changes can either be made by a Network Manager in your school or by the local authority.
  • The default language for Office 365 is English, however you can change this to Welsh through the following steps:

    1. Log in to Hwb and navigate to the Outlook application in Office 365.
    2. Click on the settings ‘cog’ (in the top right hand corner).
    3. Under Your app settings, click Mail.
    4. Click General (in the left hand panel) > Region and time zone.
    5. Click on the Language dropdown and select Cymraeg > Click Save. This will change the language for all of your Outlook applications (e.g. People, Calendar, Tasks).

  • Online versions of Word, Excel and PowerPoint have most of the core functions of the desktop apps. You do not need to save your work, as all changes are automatically saved to your OneDrive. This also means that you can access your documents at any time, from any device. The online versions can also be used for real time collaboration, as you can share your documents with other users and amend them at the same time.

    The following Microsoft support pages provide further information (please note, these pages are available in English only):

  • If you are using the browser version of Word, Excel, PowerPoint or OneNote you will notice that there is no ‘Save’ button. This is because each change you make is automatically saved to OneDrive.

  • You can rename a file from OneDrive by clicking on the three dots to the right of the file name and choosing Rename from the menu.

    Alternatively, within the file itself, you can click on the file name at the top of the screen to change it.

  • There are several ways to share files or folders with another Hwb user.

    (If you share a folder, any work saved into that folder at a later date will also automatically be shared.)

    The default share setting is ‘Anyone with this link can edit’. The link shared will expire in 30 days. Other share options are available by clicking on the setting.

    Here are the methods:

    1. Click Share.
    2. Enter the email address of the person you wish to share with.

    1. Navigate to the OneDrive application in Office 365.
    2. Click on the three dots to the right of the filename.
    3. Click Share.
    4. Enter the email address of the person you wish to share with.

    1. Navigate to the Outlook application in Office 365.
    2. Compose a new email/reply to an existing email.
    3. Click Attach > Select Cloud Locations.
    4. Select the file you wish to share > click Next.
    5. Choose if you want to share the file as a OneDrive link or Attach as a copy.

  • The default language for Office 365 is English, however you can change this to Welsh through the following steps:

    1. Log in to Hwb and navigate to the Word application in Office 365.
    2. Click on the settings ‘cog’ (in the top right hand corner).
    3. Under Your app settings, click Mail.
    4. Click General (in the left hand panel) > Region and time zone.
    5. Click on the Language dropdown and select Cymraeg > Click Save. This will change the language for all of your Outlook applications (e.g. People, Calendar, Tasks).

OneDrive is the cloud hosted storage area in Office 365.

You can store a range of file types in your OneDrive account.

Files created with Microsoft Office programs (Word, Excel, PowerPoint and OneNote) can be opened from OneDrive and edited in the browser.

  • If you have Microsoft Office installed on your computer you are able to open files created or stored in OneDrive in the full desktop versions:

    1. Log in to Hwb and navigate to the OneDrive application in Office 365.
    2. Locate your file and click on the 3 dots (to the right of the filename).
    3. Select Open > Open in…

    Alternatively, from within the file itself you can find an Edit in… option at the top of the screen.

    When the file is saved the updated version is saved back to your OneDrive.

  • Simply drag and drop the folders into the OneDrive window.


OneNote is a digital notebook where you can capture, organise and share your notes.  More information can be found in the OneNote leaflet on Hwb.


Class Notebook is a tool that allows teachers to create shared OneNote notebooks for use with learners. Each learner has access to a content library maintained by the teacher, a collaboration space for group work, and an individual area for their own work. Teachers are able to view the work areas for all of the pupils in their notebook, while learners can only see their own.

Teachers can use the full functionality of OneNote, including the ability to drag and drop files to share, embed and link to other files, upload images and audio directly from a mobile device, and provide annotated feedback on learners' work.

Microsoft provides a range of OneNote support in the Microsoft Educator Community.


Groups is a cloud collaboration feature in Outlook for communicating, coordinating group efforts and sharing information. Groups allows users to create and manage ad hoc “groups” for collaboration.

Each Group has an email address automatically generated using the format GroupName@hwbwave15.onmicrosoft.com. Email can be used as a conversation area for the Group. It can also be set up as a generic mailbox for a department or whole school to receive emails from those outside the Hwb Office 365 tenancy.

Members of the Group can use the shared OneDrive storage area to store and share files with others in the Group.

Each Group has a shared calendar for all Group members to see and contribute to. This can be used to schedule events, exams, meetings and milestones. In addition to this, Planner can be used to assign and manage tasks for Group members.

OneNote notebook can be used to bring together ideas and information. Group members can collaborate on the notebook with changes being displayed in real time.

    1. Log in to Hwb and navigate to the Outlook application in Office 365.
    2. Expand the New option (on the top menu bar) and click Group.
    3. Select if you would like a Standard group or a Professional Learning Community (PLC) > Click Next.
    4. Give your group a name and a description (optional), select a privacy option and language > Click Create.

    Your Groups can be found under your mailbox folders (in the left hand panel) in the Outlook application or under your contacts in the People application (under the Groups heading).

  • For class collaboration, we recommend using Teams rather than Groups, as it provides an easier interface for learners and assignment functionality.

    If you would prefer to use Groups, you will need to create a public Group, as learners are only able to join public Groups (public meaning anyone with a Hwb username can join it). Any Group for use by teachers and learners will need to be made private once all the learners have joined.

    For safeguarding reasons, learners are prevented from creating Groups.

    If you would like to add learners to an existing Office 365 Group:

    1. Log in to Hwb and navigate to the Outlook application in Office 365.
    2. Click on the relevant Group from the left hand panel.
    3. Click on the settings ‘cog’ (in the top right hand corner).
    4. Click Edit group.
    5. Under Privacy, ensure the group is set to Public > Click Save.
    6. Click members (in the top right hand corner next to the settings ‘cog’).
    7. Click Add members.
    8. Enter the email addresses of the learners you would like to add and press enter after each one > Click Save.

    You will then need to change the privacy setting to Private:

    1. Click on the settings ‘cog’ (in the top right hand corner).
    2. Click Edit group.
    3. Under Privacy, ensure the group is set to Private > Click Save.

Forms enables you to create surveys, quizzes and polls, which you can invite others to respond to using any web browser. Responses to your form can then be evaluated using built-in analytics or they can be exported to Excel.

Warning

Forms can be deleted however there is no way to recover a deleted form. Deleting a form also permanently deletes all responses to the form.

    1. Log in to Hwb and navigate to the Forms application in Office 365.
    2. Click New Form (on the left of the page).

Planner is a simple and visual way to organise teamwork. You can create and assign tasks, which can be updated as they progress, as well as share files.

Planner has a number of uses, from managing group and project work tasks to managing a whole school development plan.

    1. Log in to Hwb and navigate to the Planner application in Office 365.
    2. Click + New plan (in the top left hand corner).
    3. Give your plan a name and choose a privacy option > Click Create plan.

Video is an area in Office 365 where you can share and view videos. There is a private video channel for every school in Wales, where teachers can securely upload videos for learners to view. These video channels can’t be accessed by anyone outside of the school.


Sway is a digital storytelling tool for creating interactive resources which can then be shared with other Hwb users. There is support available on Sway within the Microsoft Educator Community.


Information

Skype for Business has been replaced by Microsoft Teams.


There is no online Publisher application in Office 365. Any Publisher files stored in your OneDrive can be downloaded and opened in a desktop copy of Publisher.


Yammer is currently unavailable within the Hwb tenancy due to safeguarding concerns.


You may wish to add an avatar to your Office 365 profile to help other users to find you in the directory.

Your display name in Office 365 will be reflective of the name in the User Management Portal and will appear in the format ‘first character surname’ (e.g. J Bloggs) for staff and ‘forename surname’ (e.g. Joe Bloggs) for learners. This cannot be changed.

    1. Log in to Hwb and navigate to Office 365.
    2. Click on the circle with your initial in (in the top right hand corner of the screen).
    3. Hover over the circle with your initials under My Accounts and click on the camera icon.
    4. Click Choose file > Select your image > Click Save.

The following table outlines the apps and extensions available on the Hwb Office 365 tenancy.

Microsoft 3rd Party Web Applications

!

Applications (or ‘web-apps’) run inside your browser with a dedicated user interface and lots of user interaction. Examples include games, photo editors, and video players e.g. Flipgrid.

Sign in is currently not available for most applications.

However, applications like FlipGrid have been whitelisted across the Hwb tenant, meaning that users can log in with their Hwb username and password.

Access to 3rd Party Web Applications can be requested on a per user/school/LA basis through the Hwb Service Desk (hwb@gov.wales / 03000 25 25 25).

Microsoft Office 365 Add-Ins

X

Users are not able to install or manage add-ins for Word or Excel on the Hwb tenant.

Microsoft Outlook Add-Ins

Microsoft Outlook Add-ins help you speed up the way you access information on the web. E.g. the Bing Maps add-in becomes available in an e-mail that contains an address, and you can use it to check the online map for that location right from your e-mail.

Add-ins are available to install on a per user basis in Outlook:

·      Users can install read write apps and mailbox permission apps on their individual mailbox

·      Users can install and manage Office store add-ins for their own use

·      Users can install and manage custom built add-ins for their own use

Microsoft Store

X

Users can’t sign in to the Microsoft Store with their Hwb username and password.

Installing Microsoft Outlook add-ins

Install an add-in

  1. Log in to Hwb and navigate to the Outlook application in Office 365.
  2. Click the Settings ‘cog’ (in the top right hand corner of the browser).
  3. Click Manage add-ins.
  4. Browse the add-ins in the list or search for a particular add-in by typing into the Search add-ins box.
  5. Once you have chosen an add-in, click on the blue Add button.

Remove an add-in 

  1. Log in to Hwb and navigate to the Outlook application in Office 365.
  2. Click the Settings ‘cog’ (in the top right hand corner of the browser).
  3. Click Manage add-ins.
  4. Click My add-ins (from the options down the left hand side of the window).
  5. Click the on the appropriate add-in > Click Remove.

Install an add-in

  1. Open the Outlook application.
  2. Click on Get add-ins in the toolbar along the top of the page.
  3. Browse the add-ins in the list or search for a particular add-in by typing into the Search add-ins box.
  4. Once you have chosen an add-in, click on the blue Add button.

Remove an add-in

  1. Open the Outlook application.
  2. Click on Get add-ins in the toolbar along the top of the page.
  3. Click My add-ins (from the options down the left hand side of the window).
  4. Click the on the appropriate add-in > Click Remove.

Install an add-in

  1. Open the Outlook application.
  2. Click on Store in the toolbar along the top of the page.
  3. Browse the add-ins in the list or search for a particular add-in by typing into the Search add-ins box.
  4. Once you have chosen an add-in, click on the Add button.

Remove an add-in

  1. Open the Outlook application.
  2. Click on Store in the toolbar along the top of the page.
  3. Click My add-ins (from the options down the left hand side of the window).
  4. Click the on the appropriate add-in > Select Remove.

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