Stream on SharePoint – tips for your migration project

Last week I changed my tenant from Stream (Classic) to Stream (on SharePoint). All nice and dandy, but as it turned out, videos that live in Stream (Classic), stay there, so if you have spent a lot of time creating a nice organizational video portal of sorts on Stream, you’ve suddenly got yourself a migration project!

I thought I’d check the available documentation and come up with some help to get you started.

The good and the bad

πŸ‘The idea is to move videos to document libraries in Teams/SharePoint/OneDrive.
Of course it makes perfect sense that videos are now treated as just another document type, that can benefit from the regular document management and video player capabilities in SharePoint, and that they will be stored, maintained and displayed by the content owners of the site, and not in a separate environment with a different interface and another set of permissions to manage.

πŸ‘ Microsoft offers a migration tool to help you move videos with their metadata.

πŸ‘ You have time. At this moment (June 2022) there is no end date for Stream. First the Migration tools needs to be made available for everyone (it is currently in preview), THEN an end date will be set which will be 9-12 months after the decision. So I expect you have at least a year. Still, it makes sense to start taking action now.

πŸ‘Ž But even while there will be a migration tool to do the dirty work, you will still have to inform and instruct your colleagues and decide WHAT to migrate and WHERE every video will live. This will be a project!

πŸ‘Ž The functionalities and features of Stream and SharePoint are not identical. Depending on the usage in your organization, this may or not be an issue. Please check this comparison (in Excel format) from Microsoft, thanks to Michael Zetti who made me aware of it.

Questions to start with

1. What could be criteria to keep/migrate, or leave/delete?

Is it age? View count? Whether the owner knows it is still in use?

2. How do you identify who owns which videos?

There will be report options in the Migration tool, but you may want to estimate how many videos, channels, active people, you have now, in order for you to estimate the complexity of your project.

You may want to start with checking the Stream admin portal. It will give you an idea about storage space used, restrictions for the use of global channels, etc.
Then, you may want to go to Stream (Classic) and turn admin mode to ON. This will give you more options to see what is there.
Sadly there is no way to create an Excel report, (as far as I know), but you can see who has uploaded what.

When you are an Office365 (global) admin you can turn on extra insight options top right.


3. How do you inform and, more importantly, persuade owners to spend time on decision making?

Nobody likes to spend time maintaining old content, so be aware that you will have to put in an effort to convince owners to take action.
As long as Stream Classic is still alive, links and embeds will still be visible and playable, but as soon as the old system is deleted (there’s no timing for that yet), those videos will be deleted. So it is important that your owners are aware of this, the changes involved, have good instructions on how to select the videos they want to keep, where they will store the good videos, and what to do with their SharePoint news and pages where embedded videos have been used.

More about that later.

4. How do you discourage use of Stream (Classic) and promote use of Stream (on SharePoint) as soon as possible?

Meeting recordings will already be stored on OneDrive or SharePoint and, generally, will be autodeleted after 2 months, so you do not have to worry about those.
But everyone who has just learned to share other videos, such as webinars, interviews, instructions or other non-meeting-recording videos, will have to learn to upload their videos on OneDrive or SharePoint from now on. The sooner you tell them, the better!

Mobile apps: Use OneDrive instead of Stream

Do you have any colleagues who are in the habit of creating videos with the Stream mobile app? Help them unlearn this habit. In Stream, you click the + top right and then “Record video”. This will allow you to create a video that will be uploaded to Stream.

How to record video in the Stream app: Click + top right and select “Create Video” from the popup screen
(in Dutch, sorry about that)

Please teach your colleagues to download the OneDrive mobile app instead and to use that. It works almost the same: Click the + top right and select “Create picture or video”.

How to record a video in the OneDrive app: click + top right and select “Create picture or video” from the popup screen
(in Dutch, sorry about that)

Do you have any F3-licensed users? Fortunately you do not have to worry about them; they can not upload to Stream anyway. 😁

5. How do you migrate your videos?

a. Microsoft migration tool

Microsoft is promising a migration tool, so you may want to check the instructions. They look pretty extensive to me. I will not use it, as I have nothing to migrate in my one-person tenant πŸ™‚

b. Manual download and upload

For a small unit that only has a few videos, and where the permissions and metadata are not essential to keep, you’d better ask them to download their relevant videos manually and re-upload them in a relevant SharePoint site. They can do this at their own time and it will save the project manager hassle.
You can use an existing library or create one especially for videos. I also tried using an Asset Manager list, hoping I could show video thumbnails, but that list only allows the uploading of pictures, not videos.

Instructions for manual migration: How to download and upload

  • Go to Stream (Classic) and select “My Content > Videos” (1)
  • You will see a list of your videos
  • Check which ones you want to keep, perhaps depending on views, likes/comments and date (2)
  • Make a screenshot of views, likes/comments if those are relevant
  • Click the ellipses top right of the video and select “Download video” (3/4)
  • The file will be downloaded on your PC.
  • Check if the name is still relevant, if not change it.
  • Go to the SharePoint site where it should live and upload it there.
  • Remove the download from your PC.
How to download your videos manually

c. Third-party tools

I have not heard or found anything about it yet, but third-party tools may be available later.

6. How can you find out which videos have been embedded on SharePoint pages, or linked to in emails and other materials?

This will not only be relevant to keep SharePoint pages in working order, but also to provide direction for the new storage location. I have not found an option yet to see that.

Basically, it is the responsibility of the site/content owners to make sure their pages and emails are correct and their videos are available. But I would suggest to first check your intranet pages, so those at least will be updated.

7. What about embedding on SharePoint pages?

Again, as long as Stream Classic is still active, embedded videos will still work, as will links. But it makes sense to check any pages where you are using video, and see if they are linking to Stream Classic (and will need to be redone) or to SharePoint.
Check out below screenshots of both webparts/videos where a single video is displayed.

This is a page with an embedded Stream (Classic) web part, linking to a single video in Stream:

Stream web part with one video that lives on Stream (Classic).

And below you see a page with a File Viewer web part linking to a video on SharePoint:

File Viewer web part with a video from Stream (on SharePoint)

Perhaps the Stream icon on the bottom right of the Stream web part is the most telling, but there are several other differences in all corners of the video.

🀯 Strangely enough you can change the playback speed in the Stream web part, but not in the File viewer web part!

But Stream has other display options as well, and you need to be aware of that. As this is already a large post, I will leave that for next time.

Don’t panic, but start planning!

In most cases you will have plenty of time, but it helps if you start thinking about this now. I hope I have provided some more insight into the situation and also given you some help to tackle this. More to come! Please let me know if you have any other questions or helpful hints for others!

4 thoughts on “Stream on SharePoint – tips for your migration project

  1. Yehuda June 6, 2022 / 9:00 am

    Hi Ellen,
    Thank you for the extended info about that.
    Do you know how video files will be shown on Stream?
    Currently, on Stream, we can embed transcripts, forms, etc.
    What is going to happen to all of those functionalities?

    Thank you,
    Yehuda Vansover

    • Ellen van Aken June 6, 2022 / 10:48 am

      Hi Yehuda, as far as I know, videos will play like they currently do in SharePoint/OneDrive, so that is not exactly the same.
      You may want to check the Microsoft file I mentioned about the differences.
      I am not using things like transcripts much myself, and I also have not seen the Migration tool, so I do not know yet if those things will be migrated.
      Might be a good topic for another blog; I’ll think about that!
      Best regards, Ellen

  2. Dee June 9, 2022 / 1:19 am

    Really appreciate your efforts to share all this information Ellen! I would not be aware of all these 365/SharePoint changes and quirks if it wasnt for your blog. keep up the fantastic work πŸ‘

    • Ellen van Aken June 9, 2022 / 7:29 am

      Thank you Dee!
      It is all in the Microsoft message center, but that never mentions the actual work it involves for the support team and I wanted to make that clear. Sometimes the changes are minimal, but in this case I think they are underplayed.
      Best regards,
      Ellen

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