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.

Consent for Hwb Additional Services is required for learners to access Office 365. Learners without consent for Hwb Additional Services logged in the User Management Portal will be denied access to Office 365 with their Hwb login details.

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.

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

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 e-mail tenant: This is the default setting for all users and allows them to send and receive e-mails with all e-mail accounts (inside and outside the Hwb tenancy).
    2. Closed Hwb e-mail tenant: Once this is applied, learners in your school will only be able to send and receive e-mails with other @hwbcymru.net users.
    3. Closed school e-mail 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.

    To apply one of these e-mail tenancy options:

    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.

    Applying one of these tenancy options will only affect learner accounts; staff accounts will always be set to an open e-mail tenant.

    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.


Teams is Microsoft’s new collaboration software available through Office 365. Teams allows groups of users to communicate in a shared workspace with incorporated tools such as Skype for Business, Word, Excel, PowerPoint, OneNote, Planner and more. 

    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.
    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).
  • 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.


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.

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.


Skype for Business allows staff with Hwb accounts to instantly message and video conference other staff users within the Hwb tenancy using the Skype for Business app.

Skype for Business is only available to staff users.

  • You can download the Skype for Business client from https://www.skype.com/en/business/skype-for-business/ using your Hwb login details.

    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 Calendar event.
    3. Enter the details for the event, including the email address of the user you wish to meet with (under People) > click Add Skype meeting > Save.

    The recipient must open the Skype Meeting using the WebApp option.


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.

    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.

Further to the Minister for Education’s press release in March 2019, Microsoft 365 A3 licences are now available for learners and MIS staff in all maintained schools in Wales.

The agreement for Microsoft 365 A3 includes:

  • Office 365 pro Plus
    • Always up-to-date Word, Excel, PowerPoint, OneNote, Outlook
    • 5 PC installs and 5 mobile devices
  • Minecraft Education Edition and Code Builder
  • All learner MIS accounts will automatically be allocated an Office 365 ProPlus licence as part of the user provisioning process from Monday 29 April 2019. 

    Once learners are marked as a ‘leaver’ in the MIS and the Provisioning Client runs, the account will be automatically deactivated and licences removed.

    Schools will be allocated a quota of Office 365 ProPlus licences based on their PLASC return numbers for Qualified Teachers, Teaching Assistants and Higher Level Teaching Assistants. 

    Digital Champions and Hwb administrators will be able to allocate these licences to MIS staff accounts (those listed under ‘View Staff’ in the User Management Portal) via the User Management Portal from Monday 29 April 2019. 

    If a licence is removed by a Digital Champion or Hwb administrator, the user will revert to the online tools available in Hwb’s Office 365 deployment.  Once staff are marked as a ‘leaver’ in the MIS and the Provisioning Client runs, the account will be automatically deactivated and licences removed. The licences will then be available to be reallocated to another staff member in the User Management Portal.

  • Users with a Microsoft A3 licence applied will be able to download Office 365 ProPlus on up to 5 personal devices including PCs, Macs and mobile devices.

    Whilst the User Management Portal and provisioning service will handle licence allocation, software downloads will be available directly from the Hwb Office 365 tenant:

    1. Log in to Hwb and navigate to Office 365
    2. Click on the Install Office dropdown (in the top right hand corner)
    3. Click Install software
    4. Under My installs, click Install Office
    5. Follow the on-screen instructions (installation can take a while depending on the Internet connection speed).
    6. Once installed, open an app such as Word and read and accept "The fine print".
    7. A pop up will appear asking you to select a Default File Type. Select Office Open XML formats > Click OK.
    8. Click Sign in to get the most out of Office (in the top right hand corner) and enter your Hwb username and password. This will connect the additional services to the Office installation, such as OneDrive.
    9. If using Windows 10, accept the prompt. You may wish to un-tick Allow my organization to manage my device and select This app only.

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