40+ ways to use
Google Workspace for Education paid editions
goo.gle/use-edu-workspace
This deck is a selection of popular use cases that are available if you’re using one of the paid editions of Google Workspace for Education. These tools can help increase data security, teacher efficiency, student engagement, schoolwide collaboration, and more.
The deck is organized by feature, followed by common use cases and simple how-to instructions for using the feature. Review the full deck and see how much you can do with paid editions of Google Workspace for Education.
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Classroom user guide for administrators
Administrators can learn how to create organizational groups, set permissions, and access audit logs and reports.
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Google Workspace for Education Standard
Google Workspace for Education Fundamentals
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for Education Plus
Google Workspace for Education is available in three editions
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A foundational suite of secure and easy-to-use tools for teaching and learning.
Build on all the capabilities of Education Fundamentals and proactively protect your education institution from digital threats with advanced security, management, and analytics tools.
Empower your institution with an all-in-one EdTech solution, including advanced security, analytics, and management tools, and premium teaching and learning capabilities.
Available free of charge �for qualifying institutions
$3/year/license (priced for all users)
$5/year/license (priced for all users)
Proprietary + Confidential
Add premium functionality for specific users with Google Workspace for Education add-ons
Google Workspace for Education add-ons
Enhance instructional impact with �personalized learning tools in Classroom, unlimited originality reports, advanced management features in Meet, additional Drive storage, and more.
Get generative AI integrated in your workflows with Gemini across Google Workspace apps, chat with Gemini Advanced with enterprise-grade data protection, and boost understanding with NotebookLM Plus.
Full access to generative AI across Workspace. Get everything in Gemini Education, plus advanced meetings with Gemini in Meet, more proactive security with AI-enhanced data loss prevention, and full access to generative AI capabilities.
Get advanced mobile device management with enhanced security controls to help you manage devices and laptops that access your institution’s data.
Meet your institution's storage needs with Drive. Purchase as much additional pooled storage as you need – and easily manage �it across your institution.
Proprietary + Confidential
Table of contents
Domain management and controls
Table of contents
Advanced security, management, and insights
Get more control across your domain with proactive security tools that help you defend against threats, analyze security incidents, �and protect student and faculty data.
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Security dashboard
What is it?
Use the security dashboard to see an overview of your various security reports. By default, each security report panel displays data from the last seven days. You can customize the dashboard to view data from today, yesterday, this week, last week, this month, last month, or days ago (up to 180 days).
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Use cases
Volume of spam
The security dashboard provides a visual representation of activity across your Google Workspace for Education environment, including:
I want to be able to control excessive and unnecessary emails while reducing security threats for my school.”
Spam
Phishing
Malware
Suspicious attachments
And more
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Security dashboard
Education Plus
Education Standard
Security, management, and insights tools
How to: Dashboard overview
How to view the security dashboard
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Education Plus
Education Standard
Security dashboard
Security, management, and insights tools
External file sharing
Use the file exposure report from the security dashboard to see external file sharing metrics for your domain, including:
I want to see external file sharing activity to prevent against sensitive data being shared with third parties.”
Number of sharing events to users outside of your domain for a specified time period.
Number of views an external file received over a specified time period.
Education Plus
Education Standard
Security dashboard
Security, management, and insights tools
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How to: External file sharing
How to view the file exposure report
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Education Plus
Education Standard
Security dashboard
Security, management, and insights tools
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Third-party applications
Use the OAuth grant activity report from the security dashboard to monitor which third-party applications are connected to your domain and what data they can access.
I want to see the third-party applications that have access to my domain’s data.”
OAuth grants permission to third-party services to access a user’s account information without exposing the user’s password. You may want to limit which third-party apps have access.
Use the OAuth grant activity panel to monitor grant activity by app, scope, or user and to update grant permissions.
Manage access to unconfigured third-party apps, review the third-party apps that users designated under 18 have requested access to, and grant access to apps.
Education Plus
Education Standard
Security dashboard
Security, management, and insights tools
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How to: Third-party applications
How to view the OAuth grant activity report
Education Plus
Education Standard
Security and insights tools
Security dashboard
Security, management, and insights tools
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How to: Manage access to third-party apps for users under 18
Education Plus
Education Standard
Education Plus
Teaching and Learning add-on
Security dashboard
Security, management, and insights tools
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Phishing attempt
The user reports panel on the security dashboard allows you to view messages that were flagged as phishing or spam during a specific time period. You can view information about emails flagged as phishing, such as recipients and opens.
Users reported a phishing attempt.
I want to be able to track when the phishing email came in, what exactly the email was that my user received, and what risk they were exposed to.”
User reports allow you to view how users are marking their messages - whether it’s spam, not spam, or phishing - for a specific time period.
You can customize the graph to provide details only about certain types of messages - like whether the messages was sent internally or externally, by date range, and so on.
Education Plus
Education Standard
Security dashboard
Security, management, and insights tools
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How to: Phishing attempt
How to view the user reports panel
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Education Plus
Education Standard
Security dashboard
Security, management, and insights tools
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Security health
What is it?
The security health page provides a comprehensive overview of the security posture of your Google Workspace environment, and allows you to compare your configurations against recommendations from Google to proactively protect your organization.
Education Plus
Education Standard
Use cases
Security, management, and insights tools
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Security best practices
Open up the security health page to receive best practices on security policies with:
Point me in the direction of best practices or recommendations on how to set up security policies.”
Recommendations for potential risk areas in your domain
Recommendations on optimal settings to increase security effectiveness
Direct links to the settings
Additional information and support articles
Education Plus
Education Standard
Security health
Security, management, and insights tools
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How to: Security best practices checklist
To help protect your organization, Google enables by default many of the settings recommended in the checklist as security best practices. We recommend looking at the ones highlighted below in greater detail.
Education Plus
Education Standard
Security health
Security, management, and insights tools
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Recommendations for risk areas
The security health page reviews your security configuration and flags recommended changes. On the security health page, you can:
I want a digestible snapshot of my domain’s security settings with actionable recommendations to address potential risk areas.”
Quickly identify areas of potential risk in your domain
Get recommendations on optimal settings to increase your security effectiveness
Read additional information and support articles on the recommendations
Step-by-step how to
Education Plus
Education Standard
Security health
Security, management, and insights tools
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How to: Security Recommendations
How to view recommendations
Education Plus
Education Standard
Security health
Security, management, and insights tools
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Investigation tool
What is it?
Use the investigation tool to identify, triage, and take action on security and privacy issues in your domain.
Use cases
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Abusive material sharing
Drive logs events within the investigation tool can help you find, track, and isolate or delete undesirable files within your domain. By accessing Drive log events data, you can:
I know there’s a file containing abusive material being shared. I want to know who created it, when it was created, who shared it with whom, who made edits to it, and I want to delete it.”
Search for documents by name, �actor, owner, and more
Take action by changing file permissions or deleting the file
Search content users create in Google Workspace and content they upload to Drive
View all of the log information related to that document
Education Plus
Education Standard
Investigation tool
Security, management, and insights tools
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Accidentally shared files
Drive log events within the investigation tool can help you track and resolve file-sharing issues. By accessing your Drive log events data, you can:
There was a file shared accidentally with a group that should NOT have access to it.
I want to remove their access to it.”
Search for documents by name, actor, owner, and so on
View all of the log information related to the document, including who viewed it and when it was shared
Take action by changing permissions and disabling download, print, and copy
Step-by-step how to
Education Plus
Education Standard
Relevant Help Center documentation
Investigation tool
Security, management, and insights tools
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How to: Drive log events
How to investigate Drive log events
How to take action
Education Plus
Education Standard
Relevant Help Center documentation
Investigation tool
Security, management, and insights tools
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Email triage
The Gmail logs within the investigation tool can help you identify and act on dangerous or abusive emails within your domain. By accessing your Gmail logs, you can:
Somebody sent an email that should not have been sent. We want to know who they sent it to, if the recipients opened it, if they responded, and we want to delete the email. I also want to know the content of the email.”
Search for specific emails by subject, message ID, attachment, sender, and the like
View email details, including author, recipient, opens, and forwards.
Take action based on search results. Actions on Gmail messages include delete, restore, mark as spam or phishing, send to inbox, and send to quarantine.
Education Plus
Education Standard
Relevant Help Center documentation
Investigation tool
Security, management, and insights tools
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Phishing and malware emails
Opening the investigation tool, specifically the Gmail logs, can help you find and isolate malicious emails within your domain. By accessing your Gmail logs, you can:
A phishing or malware email was sent to users. We want to see if users clicked on the link in the email or downloaded the attachment, because doing so has potential to expose the users and our domain to harm.”
Search email messages for specific content, including attachments
View information about specific emails, including recipients and opens
View the messages and the thread to determine if they’re malicious
Scan email attachments for detailed threat context and reputation data with VirusTotal reports
Take action by marking messages as spam or phishing, sending to a specific inbox or quarantine, or deleting them
Education Plus
Education Standard
Relevant Help Center documentation
Investigation tool
Security, management, and insights tools
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How to: Gmail logs
How to investigate Gmail logs
How to take action
Education Plus
Education Standard
Relevant Help Center documentation
Investigation tool
Security, management, and insights tools
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Stop malicious actors
The user log within the investigation tool can help you:
A bad actor is constantly targeting high-profile users within my domain, while I play whack-a-mole trying to stop them.
How can I stop this?”
Identify and investigate attempts to hijack user accounts in your organization
Monitor which 2-step methods users in your organization are using
Learn more about failed sign-in attempts by users in your organization
Create activity rules with the investigation tool: Automatically block messages and other malicious activities from specific actors
Protect high-profile users further with the Advanced Protection Program
Restore or suspend users
Step-by-step how to
Investigation tool
Education Plus
Education Standard
Relevant Help Center documentation
Security, management, and insights tools
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How to: Stop malicious actors
How to investigate a user log event
How to restore or suspend users
How to view details on a specific user
Education Plus
Education Standard
Investigation tool
Security, management, and insights tools
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Gain deeper security insights
VirusTotal reports expand on the results of a security investigation by providing a comprehensive overview – allowing admins to check the security of a particular domain, file attachment, IP address, or URL based on crowdsourced insights.
One of our teachers flagged that an attached file looks suspicious in Gmail.
Is there a way for IT to determine if the file is a security threat?”
Gain additional security insights into Gmail and Chrome log events
Analyze suspicious files, URLs, domains, and IP addresses
Access crowdsourced details on why an attachment or website might be considered risky
Get assistance on decision-making as you address security concerns
Step-by-step how to
Education Plus
Education Standard
Relevant Help Center documentation
Investigation tool
Security, management, and insights tools
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How to: Gain deeper security insights
How to view VirusTotal reports related to Gmail
Admins can also view VirusTotal reports related to Chrome. Simply follow the instructions above and select Chrome log events in the investigation tool.
Education Plus
Education Standard
Investigation tool
Security, management, and insights tools
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Prevent unsupervised virtual meetings
Google Workspace administrators can use the End meeting for all action in the investigation tool to remove all users from any meeting within your organization. For their individual Google Meet calls, meeting hosts also have this ability.
Students are staying on Google Meet calls after their class has ended. I need a way to end the Meet call for all everyone to prevent learning disruptions.”
The meeting will end for all users currently in the meeting, including those in breakout rooms.
Prevents anyone from attending future instances of that meeting without the host being present.
Step-by-step how to
Education Plus
Education Standard
Investigation tool
Security, management, and insights tools
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How to: Prevent unsupervised virtual meetings
How to use the investigation tool to end a meeting for all users
Education Plus
Education Standard
Investigation tool
Security, management, and insights tools
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Domain management and controls
Admins have access to Google Workspace advanced tools to manage their organization’s data, set controls, and monitor usage.
Use cases
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Control access to Google services by age
To make it easier to tailor experiences for your users, you can set access to some Google services based on age. The default age-based access setting depends on your institution type.
How can I limit student access to certain Google tools?
Primary and secondary education institutions: All users not designated as 18 and over get an age-restricted experience for some Google services.
Higher education institutions: Users not designated as under the age of 18 have no additional restrictions for Google services. However, administrators in those organizations are required to identify any users under the age of 18.
Users designated as under the age of 18 have restrictions in some Google services when they're signed in to their Google Workspace for Education account. Also, some services aren't available to users under the age of 18.
Domain management and controls
Security, management, and insights tools
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How to: Control access to Google services by age
How it works
You can designate your users’ age level in the Admin console. If you don’t, all users without an age designation get the default experience for your institution type. You can change the designation to reflect the accurate age of the user, if the default does not match.
Set age-based access
Security, management, and insights tools
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Domain management and controls
Security, management, and insights tools
Create usage dashboards and reports
With BigQuery export and Looker studio template, admins can use Classrooms activity logs to create custom dashboards and reporting with analytics tools like Looker Studio and third-party visualization partners integrated into BigQuery.
How can I understand Classroom usage across my domain?
Export Classroom log data from the Admin console to BigQuery and Looker Studio.
View usage and adoption reports quickly across your entire domain. Pinpoint who removed a student from a class, who archived a class on a certain date, and more.
With customizable Looker Studio dashboard templates, understand overarching trends and take action faster.
Domain management and controls
Education Plus
Education Plus
Education Standard
Security, management, and insights tools
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How to: Create usage dashboards and reports
01 Set up and export a BigQuery project
02 Add your BigQuery export in Looker Studio
03 Create a Looker Studio Dashboard
Education Standard
Domain management and controls
Security, management, and insights tools
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Education Plus
Education Standard
Automatically populate department groups
Dynamic groups allow administrators to update schoolwide group membership with custom criteria.
How can I automate group membership so that every time a new educator joins our institution, they are included in my ‘educator’ email list?”
Create dynamic groups that manage membership automatically
Keeps groups up to date, based on a membership query you create
Use dynamic groups as
Education Plus
Education Standard
Domain management and controls
Security, management, and insights tools
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How to: Automatically populate groups
Create a dynamic group
Education Plus
Education Standard
Domain management and controls
Security, management, and insights tools
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Manage endpoint devices
Using enterprise endpoint management can give you more control over your organization’s data through mobile devices. Restrict mobile device features, require device encryption, manage apps on Android devices or iPhones and iPads, and even wipe data from a device.
I need a way to manage and push policies to all types of devices – iOS, Windows 10, etc. – across my district, not just Chromebooks, especially if one is compromised.”
You can approve, block, unblock, or delete devices from the Admin console.
If someone loses a device or is disenrolled from the school, you can wipe a user’s account, their profile, or even all data from the specific managed module device. This data would still be available on a computer or web browser.
Education Plus
Education Standard
Relevant Help Center documentation
Domain management and controls
Security, management, and insights tools
Back to contents
How to: Manage endpoint devices
How to on advanced mobile management
Security and insights tools
Education Plus
Education Standard
Security and insights tools
Relevant Help Center documentation
Domain management and controls
Security, management, and insights tools
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Manage Microsoft Windows devices
Manage and secure your institution’s Windows 10 devices through the Admin console, just as you do for Android, iOS, and Chrome devices.
Some of my educators use Windows 10 devices. How can I manage all of my institution’s devices in the same place?”
Enable single sign-on so users can more easily access Google Workspace on their Windows 10 devices
Ensure devices used to access Google Workspace are updated, secure, and within compliance standards by managing devices on the Admin console
Wipe a device, push device configuration updates, and more to Windows 10 devices from the cloud
Education Plus
Education Standard
Relevant Help Center documentation
Domain management and controls
Security, management, and insights tools
Back to contents
How to: Manage Microsoft
Windows devices
Enable Windows device management
Education Plus
Education Standard
Security and insights tools
Relevant Help Center documentation
Domain management and controls
Security, management, and insights tools
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Custom settings for Windows 10 devices
Using Google’s Windows device management, Admins can add custom settings to their fleet’s devices.
How can I set up Wi-Fi profiles on my Windows 10 devices?”
Control custom device settings from the Admin console
Apply settings across:
Education Plus
Education Standard
Domain management and controls
Security, management, and insights tools
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How to: Custom settings
for Windows 10 devices
Add a new custom setting
Please note that Google does not provide technical support or responsibility for third-party products or settings.
Education Plus
Education Standard
Domain management and controls
Security, management, and insights tools
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Automate updates for Windows 10 devices
Specify how and when your institution’s Windows 10 devices receive security updates and other important downloads through the Windows automatic updating service.
I want to ensure the Windows 10 devices in my fleet receive the latest updates.”
Set up notifications to download updates from the Windows Update control panel, set hours where update reboots are not scheduled, and much more
Apply settings to your entire institution or specific organizational units
Changes can take up to 24 hours but typically happen more quickly
Education Plus
Education Standard
Domain management and controls
Security, management, and insights tools
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How to: Automate updates
for Windows 10 devices
Configure updates
Education Plus
Education Standard
Domain management and controls
Security, management, and insights tools
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Gemini
What is it?
Gemini is your AI-powered assistant for education. Chat with the Gemini app to brainstorm ideas for planning and content, answer questions quickly, summarize content and more - all in a private and secure environment.
Schools can access Gemini free of charge with added data protection at gemini.google.com.
To empower educators and staff with generative AI across Gmail, Docs, Classroom, Slides and more – and access to Gemini Advanced using our most capable AI models widely available today – upgrade to Gemini for Workspace.
Did you know?
Use cases
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Control who uses Gemini
Education institutions with Google Workspace for Education Standard and Plus licenses have access the Gemini app as a Core service (coming soon) which provides additional admin controls and reporting and is governed by the Google Workspace for Education Terms of Service. Admins can determine which users in their domain have access to this tool.
How can I grant certain users access to gen AI tools?
Gemini is included with all Google Workspace for Education editions free of charge with added data protection, and can be accessed at gemini.google.com.
Chats and uploaded files are not reviewed by anyone to improve AI models, used to train AI models, or shared with other users or institutions.
Gemini
Relevant Help Center documentation
Security, management, and insights tools
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How to: Control who uses Gemini
Turn on Gemini on or off as a Core service:
Gemini
Security, management, and insights tools
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Streamline workflows
Access advanced tools to help you streamline internal workflows, better manage files and storage, and more easily get signatures and approvals from staff and parents.
Use cases
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Approve internal documents
With Approvals, your school community can send documents in Google Drive through a formal approval process.
The science department is developing new curriculum.
How can they ensure their curriculum proposal is approved by all department leaders?”
Reviewers can approve, reject, or leave feedback on the documents directly within Drive, Docs, and other Google Workspace apps
Approvers follow a link to the document where they can review, leave comments, and reject or approve it
Manage approvals on a contract or new hire, approve changes for a document before publication, and more
Education Plus
Streamline workflows
Security, management, and insights tools
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How to: Approve internal documents
How it works
Administrators can control how users and files take part in the approval process.
How to manage approvals
Education Plus
Streamline workflows
Security, management, and insights tools
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Send signature requests and sign documents
With eSignature, your school community can create documents for signatures and send signature requests right in Google Docs and Google Drive.
I want to consolidate my tech stack. Can I use Google Workspace to manage permission slips, contracts, and other forms for my school?”
Request and add Signatures to official contracts, directly in Google Docs or Drive, without having to switch tabs.
Quickly request signatures, see the status of pending signatures, and find completed contracts.
Create a new copy of the contract for each request so that you can use your document as a template and initiate multiple eSignatures requests.
Education Plus
Relevant Help Center documentation
Streamline workflows
Security, management, and insights tools
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How to: Send signature requests and sign documents
Create an eSignature document
Education Plus
Streamline workflows
Security, management, and insights tools
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Manage storage across your domain
Institutions with Google Workspace for Education have a baseline of 100 TB of pooled storage; that’s enough storage for approximately over 100 million documents, 8 million presentations, or 400,000 hours of video. Manage pooled Drive storage to ensure your institution is using storage effectively.
I want to implement a new storage management plan across my domain.”
Use administrator tools, reporting, and logs to understand
The Teaching and Learning add-on and Education Plus offer additional storage capacity on top of the provided baseline storage
Education Plus
Teaching and Learning add-on
Relevant Help Center documentation
Streamline workflows
Security, management, and insights tools
Back to contents
How to: Manage storage
across your domain
Identify storage use by user
Set storage limits
Education Plus
Teaching and Learning add-on
Image placeholder
Relevant Help Center documentation
Streamline workflows
Security, management, and insights tools
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Find files more easily
With Google Cloud Search, educators in your institution can quickly find content throughout Google Workspace and 3rd party apps.
I need to track down field trip permission slips that parents submitted through Gmail, Chat, and Docs.
How can I find these files across my domain?
Find the information you need - from anywhere, using your laptop, mobile phone, or tablet
Search across Google Workspace apps such as Drive, Contacts, Gmail, and third-party data sources
Education Plus
Streamline workflows
Security, management, and insights tools
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How to: Find files more easily
Turn Cloud Search on for users
Education Plus
Streamline workflows
Security, management, and insights tools
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Organize documents across your domain
Drive labels help users find, organize, and apply policies throughout their domain. Admins can create and manage Drive labels to prevent file misuse and ensure student data meets compliance requirements.
I want to apply sensitivity labels to my institution’s files to align with compliance requirements, prevent misuse, and improve file organization.
Labels are metadata that can help organize sensitive education files likes IEPs, DOD or compliance documents.
Only admins can create, define structures, and publish labels. Users in your organization can apply labels to the files they edit and can set the field values.
Drive labels can be used to support automated Data Loss Prevention.
Education Plus
Education Standard
Streamline workflows
Security, management, and insights tools
Back to contents
How to: Organize documents across your domain
How it works
Google Drive offers badged (a visual indicator) and standard labels to help organize files across your domain.
How to turn Drive labels on for your institution
Education Plus
Education Standard
Streamline workflows
Security, management, and insights tools
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Data security and compliance controls
Keep your domain’s data protected with advanced controls that let you manage how your users share files, scan Gmail for potential threats, place specific limits on the apps your users can access, and more.
Use cases
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Scan Gmail attachments for threats
Email attachments can include malicious software. To identify these threats, Gmail can scan or run attachments in Security Sandbox. Attachments identified as threats are sent to the Spam folder.
How can I better protect my domain against zero-day malware and ransomware threats?”
Detect malware by virtually “executing” it in a private, secure sandbox environment and analyzing the side effects to determine malicious behavior
Scan Microsoft Word, PowerPoint, PDF, zip files, and more
Enable scanning for the entire domain, or create scanning rules based on specific conditions like sender, domain, and more
Data security and compliance controls
Education Plus
Education Standard
Security, management, and insights tools
Back to contents
How to: Scan Gmail attachments for threats
How it works
Email attachments are detonated within a sandbox in a matter of minutes prior to the delivery of the email, providing an extra layer of security.
How to scan all attachments in Security Sandbox
Education Plus
Education Standard
Data security and compliance controls
Security, management, and insights tools
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Create audiences for internal file sharing
Target audience settings help improve the security of your organization’s data by reducing the potential for users to accidentally overshare files.
My staff is accidentally sharing documents with our entire organization, putting sensitive data at risk. How can I help limit their sharing to a smaller, more relevant group?”
Ensure files are shared with just the right people, like a specific team or department
Target audiences are groups of people that Admins can recommend for users to share their items with
Admins can add target audiences to users' sharing settings to encourage sharing with a more specific audience
Available in Google Drive, Docs, and Chat
Education Plus
Education Standard
Relevant Help Center documentation
Data security and compliance controls
Security, management, and insights tools
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How to: Create audiences for internal file sharing
How it works
After you create a target audience, you can add members and apply Target audiences to Google Drive to make it available in users' sharing settings. For example, you can enable a staff member to see an ‘All Staff’ target audience when sharing Drive files.
How to create audiences for file sharing
Relevant Help Center documentation
Education Plus
Education Standard
Data security and compliance controls
Security, management, and insights tools
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Restrict file sharing
Drive trust rules enable admins to set rules to control who can get access to Google Drive files, helping ensure the privacy of institutional data. Policies can apply to individual users, groups, organizational units, and domains.
How can I prevent my secondary students from sharing documents with primary students?”
Secure sensitive information and maintain compliance with industry standards and regulations.
Restrict internal and/or external domain-sharing. Admins can create a trust rule to only allow students to share Drive files within your organization.
‘Trust rules’, once enabled, replace existing ‘Sharing options’ in the Google Drive admin controls.
Education Plus
Education Standard
Data security and compliance controls
Security, management, and insights tools
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How to: Restrict file sharing
Turn on Drive trust rules
Admins can create a trust rule, view and edit trust rule details, delete a trust rule, and view trust rule log events.
Visit the Admin Help Center for step-by-step instructions for managing trust rules
Education Plus
Education Standard
Data security and compliance controls
Security, management, and insights tools
Back to contents
Google Workspace app restrictions
Using Context-Aware Access, you can create granular access-control policies for Google Workspace and third-party SAML (Security Assertion Markup Language) apps based on attributes such as user identity, location, device security status, and IP address. You can even restrict access to apps from outside the network.
I want to limit access to specific apps when users are on our network.”
You can apply Context-Aware Access policies to the core Google Workspace for Education services
For example, only allow access to Google Workspace apps from institution-issued devices or only allow access to Drive if a user storage device is encrypted
Set rules for how users and apps can access Google Workspace data through Google APIs
Education Plus
Education Standard
Relevant Help Center documentation
Data security and compliance controls
Security, management, and insights tools
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How to: Google Workspace app restriction
How to use Context-Aware Access
Education Plus
Education Standard
Relevant Help Center documentation
Data security and compliance controls
Security, management, and insights tools
Back to contents
Data regulations
As an admin, you can choose to store data in a specific geographic location, either the United States or UK/Europe, by using a data region policy.
My student, faculty, and staff data must remain in the EU due to regulatory laws.”
Education Plus and Education Standard users can choose one data region for some of your users, or different data regions for specific departments, and view data regions move progress.
Put users in an organizational unit to set by department, or put them in a configuration group to set for users across or within departments.
Users who are not assigned an Education Standard or Education Plus license are not covered by data region policies.
Education Plus
Education Standard
Data security and compliance controls
Security, management, and insights tools
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Grant regulations
As an administrator, you can choose to store your faculty’s research in a specific geographic location (the United States or Europe) by using a data region policy.
My faculty’s research must remain in the United States due to grant regulations.”
Data region policies cover the primary data-at-rest (including backups) for the majority of Google Workspace for Education Core Services, listed here
Consider the tradeoffs before setting a data region policy, as users outside the region where their data is located might experience higher latency in some cases
Education Plus
Education Standard
Data security and compliance controls
Security, management, and insights tools
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How to: Data regulations
How to define data regions
Education Plus
Education Standard
Data security and compliance controls
Security, management, and insights tools
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Leverage client-side encryption
Google Workspace already uses the latest cryptographic standards to encrypt all data at rest and in transit between its facilities. With client-side encryption, Admins have direct control of encryption keys and the identity provider used to access those keys.
I know Google has the highest standards regarding data encryption, but I want to control the encryption keys for our university’s intellectual property and grant research.”
Use your own encryption keys to encrypt sensitive data, such as your institution’s intellectual property
Content encryption is handled in your browser before any data is transmitted or stored in Google’s cloud-based storage
Choose which users can create client-side encrypted content and share it internally or externally
Education Plus
Education Standard
Data security and compliance controls
Security, management, and insights tools
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How to: Leverage client-side encryption
Set up client-side encryption (CSE)
Education Plus
Education Standard
Data security and compliance controls
Security, management, and insights tools
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Teaching and
learning capabilities
Equip your educators with additional capabilities in your digital learning environment to enrich class experiences, drive academic integrity, and enhance video communication.
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What is it?
Google Classroom is where teaching and learning come together. Paid features in Classroom bring classroom tools together in one place to help personalize learning and deliver student performance insights faster, which empowers educators to help students unlock their potential.
Teaching and learning tools
Education Plus
Teaching and Learning add-on
Use cases
Device and mobile application management
Interoperability �and extensibility
SIS integrations
Add-ons and APIs
Collaboration and productivity
Calendar
Docs
Sheets
Slides
Sites
Forms
AppSheet
Storage
Drive
Plagiarism detection
Originality reports
Visibility, analytics, �and access
Email and messaging
Gmail
Chat
Groups
Privacy and security
Vault
My Account
Admin
Looker Studio
BigQuery
Security
Center
Vids
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Provide in-the-moment student support
Practice sets allows teachers to transform any instructional content into engaging, student-centered, interactive assignments. Practice sets supports more personal learning by showing students relevant content when they get stuck on an assignment. Educators can add text hints and helpful videos or get suggested resources automatically.
I wish there was an easier way to create interactive assignments and provide faster and more personal student feedback.”
Create interactive assignments to keep students engaged and enable them to learn at their own pace and demonstrate their understanding of concepts
Save time creating practice sets by inputting existing questions from PDFs or Forms, and adding images to problems like graphs, diagrams, or other visuals. Assignments can be auto-graded or teachers can grade assignments manually.
Access the insights dashboard for performance data at the student and class-level. Identify concepts that need more instruction time, identify students who need extra support, and shape future lesson plans.
Teaching and learning tools
Education Plus
Teaching and Learning add-on
Relevant Help Center documentation
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How to: Provide in-the-moment student support
Create a practice set
Share a practice set with other educators
Verified teachers can copy and share practice sets with each other in their Google Workspace domain.
Teaching and learning tools
Education Plus
Teaching and Learning add-on
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Build independent reading skills
Read Along creates a fun learning environment to help students build confidence when reading out loud, with instant rewards in the form of stars when they pronounce words correctly. An AI-powered digital reading buddy, Diya, helps students by responding to them in real time as they read aloud.
I want boost reading skills with the right activities for each student.”
Educators have access to 800+ fiction and non-fiction books in the Read Along library within Google Classroom, including texts from publishers like Heggerty and ReadWorks. Each book is categorized by Lexile® level, grade level, or phonics skills and some have comprehension questions, too.
Educators can personalize reading instruction by assigning decodable stories to target specific phonics skills, or leveled books to give appropriate practice opportunities for each learner.
For certain books, educators can provide English language learners with additional support in Spanish and Portuguese.
Educators can get insights on student progress including their accuracy, speed, and comprehension, and they have the ability to measure student and class progress over time.
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Teaching and learning tools
Education Plus
Teaching and Learning add-on
Relevant Help Center documentation
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How to: Build independent reading skills
Turn Read Along on or off for users
Assign reading materials
Teaching and learning tools
Education Plus
Teaching and Learning add-on
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Manage access to Classroom add-ons
Determine which third-party education apps your institution can access with a domain allowlist. Enable educators to easily install add-ons and include them within student assignments, in just a few clicks.
I wish there was a way for me to provide single sign-on access to my educators’ favorite EdTech tools. ”
Create an allowlist across your domain to determine which third-party apps educators can install from the Google Workspace Marketplace.
Support learning outcomes with supplemental education apps. Educators can assign, review, and grade right within Google Classroom.
The Google Workspace Marketplace includes Adobe Creative Cloud Express, BookWidgets, CK-12, Formative, Genially, Google Arts & Culture, IXL, Kahoot!, Nearpod, Newsela, Pear Deck, SAFARI Montage, Sora, Wordwall, and more.
Teaching and learning tools
Education Plus
Teaching and Learning add-on
Relevant Help Center documentation
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How to: Manage access
to Classroom add-ons
Manage add-ons access with a domain allowlist
Grant add-ons access to your desired allowlist
Teaching and learning tools
Education Plus
Teaching and Learning add-on
Relevant Help Center documentation
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Integrate engaging content in Classroom
With Classroom add-ons educators can share engaging activities and content with their class by attaching add-ons to assignments, questions, materials, or announcements within Classroom.
I want to assign and grade a Kahoot! learning game for my students without leaving Google Classroom.”
Enable educators and students to use their favorite tools, like Kahoot!, Nearpod, and Pear Deck, without having to leave Classroom
With add-ons, there’s no need for students to manage multiple passwords or navigate external websites
Grade and review student work from add-ons, right within Classroom
Teaching and learning tools
Education Plus
Teaching and Learning add-on
Relevant Help Center documentation
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How to: Integrate engaging content in Classroom
How to attach add-ons to an assignment, quiz, or question
How to attach add-ons to an announcement
Relevant Help Center documentation
Teaching and learning tools
Education Plus
Teaching and Learning add-on
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Create classes at scale
SIS Roster import enables automatic class creation and keeps class lists in sync with your school’s student information system (SIS) with Clever.
I need a way to automate the setup of classes and manage student rosters in Google Classroom.”
Available to K–12 districts in the US and Canada using Education Plus
Admins can import class rosters from your SIS into Google Classroom to automatically set up classes
Automate and manage class lists in Google Classroom seamlessly
Education Plus
Teaching and learning tools
Relevant Help Center documentation
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How to: Create classes at scale
How to set up SIS Roster import
If your district does not have a Clever account:
If your district has a Clever account:
Education Plus
Teaching and learning tools
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Designate users with temporary class access
As an administrator, you can give designated users, such as school administrators or support staff, temporary access to visit classes in Classroom without being added as a permanent teacher or student to the class.
I want a way to allow a curriculum leader, principal, or substitute teacher to visit a class without being made a co-teacher.”
Available to districts using Education Plus
Designated users – such as principals, curriculum leaders, coaches, and school counselors – may need to temporarily visit a class to support a teacher or student
When designated users visit a class, they can do anything a co-teacher can do, including view student profiles, post announcements, and more
Admins can create an admin role with the Manage classes privilege and assign it to designated users or security groups – and also restrict access to classes by organizational unit
Education Plus
Teaching and learning tools
Relevant Help Center documentation
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How to: Designate users with temporary class access
Set up temporary access
Visit a class as an education leader or staff:
Assign the custom admin role to a user or security group
Education Plus
Teaching and learning tools
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Originality reports
What is it?
Originality reports allow educators and students to check work for authenticity using Google Search to compare a student’s work against billions of web pages and over 40 million books. The paid features of originality reports provide unlimited access enabling educators to scan student submissions against a school-owned repository of past student work.
Education Plus
Teaching and Learning add-on
Teaching and learning tools
Use cases
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Scan for plagiarism
Teachers can check their students’ work for authenticity by using originality reports. The report links to detected sources and flags uncited text.
I want to check my students’ work for plagiarism or incorrect citations.”
Run originality reports against Docs, Slides, and Microsoft Word documents.
Educators using the Teaching and Learning add-on or Education Plus gain:
You always own your data — it’s our responsibility to keep it private and secure.
Education Plus
Teaching and Learning add-on
Originality reports
Teaching and learning tools
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How to: Scan for plagiarism
Turn on originality reports for an assignment in Classroom
Run an originality report on student work
Turn on originality reports for an assignment in your LMS
Education Plus
Teaching and Learning add-on
Originality reports
Teaching and learning tools
Relevant Help Center documentation
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Check originality against past student work
School matches in originality reports enable educators to compare student work against past student submissions by scanning student assignments against your institution’s private repository of student work.
How can I enable teachers to compare a student’s work for plagiarism against student work from past years?”
Compare student-to-student matches against current and previous student work to detect plagiarism, with the Teaching and Learning add-on or Education Plus
Student work can be securely stored and backfilled within your private school-owned, domain-wide repository
Education Plus
Teaching and Learning add-on
Originality reports
Teaching and learning tools
Relevant Help Center documentation
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How to: Check originality against past student work
How to turn on school matches for originality reports
Education Plus
Teaching and Learning add-on
Originality reports
Teaching and learning tools
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Turn plagiarism detection into a learning opportunity
Students can identify uncited content and unintentional plagiarism before they turn in their work by running an originality report up to three times per assignment. Originality reports compare students’ work against various sources and flag uncited text, giving them the chance to learn, correct mistakes, and turn in their schoolwork with confidence.
I want to provide my students a learning opportunity in how to correctly cite their sources.”
In both Teaching and Learning add-on and Education Plus, educators can use originality reports as many times as they would like, whereas in Education Fundamentals they can only turn on this feature five times per class.
After turning in work, Classroom automatically runs a report that only the teacher can see. If you unsubmit and resubmit an assignment, Classroom runs another originality report for the teacher.
Education Plus
Teaching and Learning add-on
Originality reports
Teaching and learning tools
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How to: Turn plagiarism protection into a learning opportunity
How students can run originality reports in Classroom
Students can run originality reports within their within their LMS, using Google Assignments.
Education Plus
Teaching and Learning add-on
Originality reports
Teaching and learning tools
Relevant Help Center documentation
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What is it?
The advanced features of Google Meet include live streaming, breakout rooms, larger meetings, meeting recordings, and more.
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Teaching and learning tools
Use cases
Record meetings
With the Teaching and Learning add-on and Education Plus, educators can record lessons, faculty meetings, professional development trainings, and more. Meetings are automatically saved to Drive.
Our institution offers large online professional development classes that we need to record for educators who cannot be in attendance.”
Recordings save to the meeting organizer’s Drive. Before recording, make sure there’s enough space on your Drive
It’s recommended that IT admins enable recording for only faculty and staff
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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How to: Record meetings
How to start a recording
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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How to: View and share recordings
How to start a recording
How to start a recording
How to download a recording
How to play the recording from Drive
OR
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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Reference what was discussed in class
With meeting transcripts, educators can automatically capture their lesson and class discussion, making it easier for students to revisit concepts. Transcripts track meeting attendance and show who said what in a meeting.
How can I transcribe a virtual class so that students can review concepts later on?”
Available in English for Google Meet users on a computer or laptop.
Admins can enable transcription for their school community.
Transcripts are automatically saved to the meeting host’s Drive.
When meeting transcripts are on, a Transcripts icon displays at the top left for everyone in the meeting.
Transcripts contain the words spoken in a meeting. To get a transcript of chat messages, record your meeting.
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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How to: Reference what was discussed in class
How to turn on transcripts in Google Meet
How to stop transcripts in Google Meet
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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Broadcast assemblies, school events, and meetings
Live stream up to 10,000 viewers with the Teaching and Learning add-on, and up to 100,000 viewers with Education Plus. Participants can join by selecting the live stream link provided by the organizer in an email or Calendar invite.
We need the ability to live stream our staff and faculty meetings to a broad group of stakeholders and parents.”
Determine how broadly your live stream will be shared. Choose whether the stream is:
It’s recommended that IT admins enable live streaming for only faculty and staff
If a user misses the live stream, they can access the replay after the meeting is completed
Add captions, polls and Q&A to a live stream to increase inclusivity and engagement
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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How to: Broadcast assemblies, school events, and meetings
How to create a live stream event
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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Asking questions
Use the Q&A feature in Google Meet to help keep students engaged and make the class more interactive. Educators will even get a detailed report of all the questions and answers at the end of the virtual class.
I need a quick way to pose questions, measure student knowledge, and interact with their class to keep them engaged.”
Moderators can ask as many questions as they need. They can even filter or sort questions, mark them as answered, and even hide or prioritize questions.
After each meeting where questions are enabled, a questions report will automatically be emailed to the moderator.
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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How to: Asking questions
Ask a question
Moderate questions
View questions report
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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Gathering input
The individual who scheduled or starts a virtual meeting can create a poll for a meeting’s participants. This feature helps aggregate information from all the students or participants of a meeting in a quick and engaging manner.
I need an easy way to gather input both from students and other educators while I’m leading a class or staff meeting.”
Moderators can save a poll to post at a later time during a meeting. �They are saved conveniently under the Polls section within a virtual meeting.
After the meeting, an emailed report of the poll results will automatically be sent to the moderator.
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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How to: Gather input
Create a poll
Moderate a poll
View a poll report
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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Small student groups
Educators can use breakout rooms to divide students into smaller groups during virtual, hybrid or in-person learning. Breakout rooms must be started by moderators during a video call on a computer.
Sometimes we have students learning from home. When we’re doing small group work, I need a way to easily create breakout rooms based on pre-defined groups.”
Breakout rooms can be made in advance when creating an event, or while a meeting is in progress.
Create up to 100 breakout rooms per virtual meeting
Teacher can easily jump from breakout room to another to help groups when needed
Admins can ensure that only faculty or staff can create breakout rooms
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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How to: Create small student groups
Create breakout rooms before the meeting
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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How to: Create small student groups
Create breakout rooms during the meeting
Answer questions in different breakout rooms
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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Tracking attendance
Attendance tracking provides an automatic attendance report for any meeting with five or more participants. Reports show who joined the call, participants’ emails, and how long they were in the virtual class.
We’re having trouble keeping track of who attends online classes. I need an easy way to report attendance for classes across my entire domain.”
You can track attendance during live-stream events with live stream reports
Moderators can turn attendance tracking and live stream reports on and off from within a meeting or from the Calendar event
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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How to: Tracking attendance
How to track attendance within a meeting
How to track attendance in Calendar
Get the attendance report
Education Plus
Teaching and Learning add-on
Teaching and learning tools
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Google Workspace LTI™
What is it?
Google Workspace LTI™ brings the collaborative power of Workspace to your learning management system (LMS). It helps integrate workflows with Assignments, Google Meet, and Drive – free of charge.
Schools with Education Plus and the Teaching and Learning add-on get additional capabilities within Google Workspace LTI. To use Assignments or Meet, admins must enable access to Google Workspace LTI.™
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Teaching and learning tools
Use cases
Use Google Meet in your LMS
Google Meet LTI™ is an add-on application for LMSs that enables educators to start a class meeting directly in their Canvas or Schoology LMS. Meet is part of Google Workspace LTI.™
Our school trusts Meet for secure virtual meetings, but we want to access it more seamlessly.”
Meet is an easy-to-use, reliable, and secure video conferencing tool that helps connect your school community through classes, parent-teacher conferences, professional development, and more. View more ways to use Google Meet.
With Meet LTI, educators can prevent unwanted guests and control who can access meetings, preconfigure breakout rooms, and make Meet recordings and transcripts, directly available within their LMS course.
Education Plus and Teaching and Learning add-on users get access to breakout rooms, polls, and Q&As, along with live streaming, automatic meeting transcripts, and more premium video conferencing features.
Google Workspace LTI
Teaching and learning tools
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How to: Use Google Meet in your LMS
Create a meeting
Google Workspace LTI
Teaching and learning tools
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Distribute, analyze, and grade student work in your LMS with Google tools
Assignments is an add-on application for LMSs that makes Google Workspace tools compatible with your LMS for file submissions. Assignments is part of Google Workspace LTI.™
I want to be able to assign, review, and grade student work all in one place – without switching between my LMS and Workspace.”
With Assignments LTI™ you can share, review, and grade student work using Docs, Sheets, Slides, Sites, Forms, and Drawings right within your LMS.
Educators can analyze student work submissions to ensure authenticity with originality reports. Education Plus and Teaching and Learning add-on users get unlimited originality reports and a private school-owned repository to compare student work.
Assignments works with any LMS that supports LTI version 1.1, such as Canvas, Blackboard, Moodle, and more. Or, use Assignments with LTI version 1.3 – built with Google-grade technology and security practices – for Canvas and Schoology.
Google Workspace LTI
Teaching and learning tools
Relevant Help Center documentation
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How to: Create and grade classwork with Assignments
How Assignments works
Google Workspace LTI
Relevant Help Center documentation
Teaching and learning tools
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Thank you