Can the document library web part look like Stream?

OneDrive and SharePoint will be the storage location for video in Office365. I have already shown earlier how to display your videos on SharePoint pages.

I was curious to learn what you can do with the document library web part for this purpose, knowing that the recommended Highlighted Content web part lacks some functionality compared to the Stream web part. I also liked the Card view for the Document Library, so I wanted to check what it can do. Not just because I like playing around with these things, but also so you, Office365 support person, does not have to do it yourself! You are already busy enough.
So the question is:

Can the Document Library web part show videos in a way that is closer to the Stream web part?

What are we aiming for?

As a reminder, this is a Stream web part for multiple videos. You see thumbnail, title, # views and #likes.

Stream (Classic) web part displaying “All of Stream”

And this is the web part for Highlighted Content, displaying Stream (on SharePoint) videos. You see thumbnail, title, uploader, date.

Highlighted Content, most recent. This displays videos in SharePoint.

So, how do we go about when we want to tweak the Document Library web part? This is the basic display, using a card view – more about that later. You see the thumbnail, name (with extension), Modified by and Modified date. Almost the same as the Highlighted Content, but less compact.

So, can we tweak the Document Library web part to be more like Stream? And if yes, how?

1. Add Title column to the All Documents view

The Document Library web part displays the file name, with an extension. If this does not bother your audience, you can skip this item.
If you want to display the title, you need to add the Title column to your All documents view. In most cases you will need to manually add the titles to your videos. This is work, but it will give you the opportunity to use a better title than the file name.
Do not remove the Name (linked to document with edit menu) column because you may need it to make individual adjustments.
Please note the Title column does not show in bold. This makes it slightly harder to notice than the Name column.

2. Create a Tiles view

In your document library you will need a view in Tiles mode before you can create Cards. So, first of all, save your standard All Documents list view again as “Page View” and then save it again as Tiles. This will be the view to add to the page, after some configuration.

If you want to display other columns in your Page view, please add them now.

The view to add to the web page (after tweaking).

3. Use different views

You now have the following views:

  • All Documents for maintenance, adding columns etc.,
  • Page View to display on your page.

Make sure you know what’s what and do not delete either. You can create other views if needed.

4. Configure Cards

You can only configure Cards in the document library itself, not on the web page. So go to your document library, open the Page View and select “Format current view” from the bottom of the view menu. (see screenshot above)

Then click on “Edit card” and the Card view will pop up with options to change it.

You can create and edit the Card view in the document library.

You can select which columns to show, and decide if you want people’s pics or not.
You can also decide if you want to show the column names. They can provide extra information, but take up vertical space, so it is up to you to see what works best.

Document card designer. The … allow you to move an item up or down

Below an example without the column names and the Modified By (as this is often not relevant), but with an extra choice column called “Topic”.

Example of configured card.

5. Showing the number of Views πŸ˜’

I know you want to see what the end product looks like on a page, but we are not there yet!
I have tried to find a way to easily show Views and Likes, as they are shown together with every Stream video.

Unfortunately I could not make the Views visible on the Card. The number of views are not stored in a column.
The only way you can see how many hits this video has had is in the document library itself. Select a video (1), click the “document details” icon (2) and you can see the number of views in the popup. (3) πŸ˜’

You can not make this visible on the page, not even when you have enabled the command bar.

You need to go to the library to see the number of views.

6. Showing the number of Likes πŸ˜’

Another thing I want to show is the number of likes. I know there is a Rating option in document libraries, so I checked out this post from Gregory Zelfond to see how I enable that again.

I did not see the Rating option in my document library and in the video Greg confirms my suspicion that this is only available in Team sites. But my Intranet site is a Communication site, obviously, and it makes much more sense to me to have a rating option in a large-audience Communication site than in a limited-access Team site!

So, just for the sake of it, I replicated my video library in a Team site and enabled the Ratings.

With Likes it looks like this:

Video library in a Team site – likes

And with Star ratings it looks like this:

Video library in a Team site – with Star ratings

Well, that looks cool, huh?

It does, BUT you can not click on the heart or the stars to give your feedback – you can only do that in the list view in the document library itself…

Another disappointment!

7. Showing the number of Comments πŸ˜’

This is not available on the Stream (Classic) web part, but you can see it in the Stream (Classic) portal and on every video page.

You can see number of views, likes and comments on the My Videos page in Stream (Classic)

I checked if there is a column that shows comments, to add to the Card. Indeed, in the View configuration there is a column called Comment count but it does not get added to the View when you select it.
(Number of) Comments are only visible when you open the video.

Comment count column – but it does not show up when you add it to the view.

8. Configuring the page

Now it is time to add the web part to the page. I used the following setup for the web part:

  • One column with the Document Library web part
  • Page View
  • Hide the command bar
  • Show “See all” button
Web part configuration

And this is the best I could do (in a Team site)

Document Library web part in a Team site, non-clickable likes.

Conclusion:

The Document Library web part is a little more flexible than the Highlighted Content web part, so you can vary in what you show on your SharePoint page. It takes some work to make it ready (you need to create and configure an extra view at least).
It does not show exactly like the Stream web part, so if you are looking for views, likes and comments we will have to wait until Microsoft comes up with a web part more like Stream.

There will be a SharePoint video collections page for Teams, that may do the trick. I have not seen that yet. More information here, please scroll to “In development – Release June 2022” for the announcement.

In any case I enjoyed myself with all the investigative work!

Where to create a video in Office365

This Stream project is a gift that keeps on giving. There are so many things I want to find out and write about! Not just for myself, but especially for you, to help you understand what this change will mean.

This change also means that you will have to change the ways your colleagues create videos. I do not know if many people in your organization are using Stream right now, but even if they don’t, you may want to create a campaign on video creation, as video is an important medium and it may be a good idea to increase the creation and usage of it in your organization.

My goal for this post is to help Office365 support folks guide their colleagues in a simple way to other video tools. “Please no longer use Stream, use …”

I have reviewed the options.

Where can you create videos in Office365?

  • Stream Classic (desktop and app)
  • Teams (desktop and app)
  • OneDrive (app)
  • Yammer (app)

At this moment the Office mobile app does not support creating videos, but I have just learned this will be added in future as the Office mobile app is very much focused on documents. You will be able to create 90 second videos with annotations.

Stream (Classic) – desktop

You can record a screen or a video with your web cam. (Instructions from Microsoft)
You can trim the video, but it can only be 15 minutes max.

πŸ‘ Trimming options

πŸ‘ Stable image as this is usually done from laptop

πŸ‘Ž Max. 15 minutes

πŸ‘ŽType of videos is limited to web cam options or screensharing

πŸ‘Ž Created and saved in Stream which is Office365 but an app that will be discontinued, so you will have to move it to SharePoint

Stream (Classic) – app

The Stream mobile app is a bit more flexible than the desktop version. There is no time limit, and you can use the smartphone camera.

Instructions from Microsoft

πŸ‘ Quick to start

πŸ‘ Freedom in topics as this uses the smartphone camera

πŸ‘ Created and saved in Office365 (but in Stream, so you will have to move it to SharePoint)

πŸ‘ Editing options, see example below: (Not sure if I need to add that I am not an experienced video creator πŸ˜€)

πŸ‘ Trimming options (in the Stream desktop app)

You can add some effects while creating your video.
You can use the effect buttons at the bottom of your screen during recording.

Teams – desktop

Using a Teams meeting recording option, you can create a

  • meeting recording
  • “talking head” video (using the webcam)
  • screensharing recording, e.g. for Office365 instruction videos

When you use a Live Event and/or add a different camera, you can also create face-to-face event videos, such as conferences, lectures and physical town halls.

I generally use the Meet Now option to create a screensharing video.

Meet Now is a quick way to start a meeting with yourself

Instructions from Microsoft.

At this moment, it is not possible to trim or edit your video in Teams or SharePoint. You need to download your video, upload it to Stream, trim and then download and upload to SharePoint. I hope that this will be available on the other apps shortly!

πŸ‘ Created and saved in Office365 (OneDrive > Recordings folders or in a Teams channel)

πŸ‘ Stable image as this is usually done from laptop

πŸ‘Ž No trimming options, so the video generally starts with the standard Teams meeting screen

πŸ‘Ž No effect options

πŸ‘Ž Type of videos is limited to web cam options or screensharing

πŸ‘Ž You need to start a meeting first and then push the record button

Teams – app

The Teams app uses your camera phone, so you are more flexible when it comes to the topic of your recording. You can use the options from the desktop, but also flip the camera from self-view to world-view.
Instructions from Microsoft

πŸ‘ Freedom in topics as this uses the smartphone camera

πŸ‘ Created and saved in Office365 (OneDrive > Recordings folder or in a Teams channel)

πŸ‘Ž No trimming options, so you start with the standard Teams meeting screen

πŸ‘Ž No effect options

πŸ‘Ž You need to start a meeting first and then push the record button

πŸ‘Ž Video quality is not so good

πŸ‘Ž You need to give your microphone access to Teams – if you forget this there will be no sound, as in this example:

No sound, video in Teams mobile app of part of the Singel (city moat) in my hometown Utrecht
Create a “Meet Now” by tapping the camera top right.

OneDrive – app

The OneDrive app allows you to record audio or video with your regular phone camera. You are very flexible. You can flip the camera from self-view to world-view. Your video is saved in your OneDrive (root folder) and can not be edited. You can move it from there to a suitable SharePoint/Teams site for sharing. (Moving deletes it from your personal OneDrive).

πŸ‘ Automatic upload to Office365 (OneDrive root folder)

πŸ‘ Freedom in topics as this uses the smartphone camera

πŸ‘ Quick to start, compared to Teams

πŸ‘ Good video quality

πŸ‘Ž No trimming options

πŸ‘Ž No editing options

Example:

Video created with the OneDrive mobile app

Yammer app

The Yammer app also works with your phone camera. Just click the “new message” button

You can use self-view and world view, and add texts, emoji etc but it is displayed vertically, even if you film horizontally. Check out the example below. You can create a video from your feed, a community or your inbox, and the end result is stored in Yammer. The resulting message (=video + other info) can be moved to another community, but not to SharePoint, so you will have to download the video to PC and upload it to SharePoint. It is also not shown on the Stream (on SharePoint) landing page.
I expect that with native Yammer (which I am not using at the moment) you will be able to move it to another SharePoint site.

The effect options in the Yammer app

πŸ‘ Automatic upload to Office365 (Yammer)

πŸ‘ Effect options (texts, emoji etc.)

πŸ‘ Quick to start – just open Yammer and create new message

πŸ‘Freedom in topics as this uses the smartphone camera

πŸ‘Ž Needs downloading to share outside of Yammer (when using New Yammer in any case)

πŸ‘Ž No trimming or editing

πŸ‘Ž Effect options are shown vertically, even when you film horizontally

πŸ‘Ž Video quality is better than Teams, less than OneDrive

Video created with the Yammer mobile app. You can add text, emoji, drawing but only vertically.

Phone video

You can also use your phone camera to create a video and then upload it to OneDrive or SharePoint/Teams. I have not made an example as most people will know how this works.
It takes discipline to upload work videos to Office365 and delete them from personal records. If you think this is a challenge for your employees, you’d better teach them using the OneDrive app as the preferred option.

πŸ‘ Editing options including trimming, colours, filters, formatting

πŸ‘ Quick to start

πŸ‘ Good video quality

πŸ‘Ž Needs discipline to remove video (if it is a private device) after upload to Office365

Recommendation: Teams desktop or OneDrive mobile app

Stream will go away, so you will have to use another way to create videos in your organization.

In my opinion, the most useful options are

  • Teams desktop, for more formal videos, such as demo’s and talking heads
  • OneDrive app, for impromptu videos or when on location

We are really missing trimming and editing options, so I hope Microsoft will add them to SharePoint soon! This Excel file with functionality planning does not have info about the editing options. (Unless I am overlooking something). But Marijn Somers told me that a good tool (Clipchamp) will be built into Windows 11, so we can look forward to that!

Of course there are a zillion other video tools available, with excellent editing options, but my goal for today is a simple swap of Stream with another app from the Office365 suite.


How have you or will you tempt your colleagues to move away from Stream and use another option instead? Please let me know!

Manual migration from Stream to SharePoint

You will have noticed I am currently trying to find out as much as possible about the consequences of the decommissioning of Microsoft Stream.

There is no hurry, as only the Targeted Release has been able to redirect the Stream tile to SharePoint, and the standard release will only be able to do it from July 2022 onwards. When Stream will be disabled, no one knows, but I guess it will at least be a year until that happens.

Still, I like to be prepared and to know what will happen exactly, before I do something that has unpleasant side effects. And I guess you will want to know, too! So, let me save you some time by doing some experiments.

If I would still be working at the mental health care organization (I retired in January) I would have moved my small video collection manually from Stream to SharePoint in the upcoming summer period.
I owned just a few instruction videos, and although I would miss the likes and views that my videos received on Stream, those are not really important.
I can imagine that there are more small pockets in organizations that feel that way.

Migrating manually (Downloading to PC and uploading to SharePoint) will result in some data loss but it may offset the freedom to to this at your own time. Also, it will save the project manager time and complexity.
One of my readers asked what will happen to transcripts, comments and stuff. I have not used the migration tool that Microsoft will provide. But I can check what happens when you do a manual migration.

Hey ho, let’s go! 😁 (Hello, former colleague Annica, I hope you are well)

Test setup

  1. I have recorded a Teams meeting with a transcript. By default, this video has been stored in my OneDrive. I have also added a comment.
    A recorded Teams meeting may sound like a limited business case but we have created many instruction videos this way.
  2. I have downloaded it to my PC and uploaded it to Stream (Classic). There I liked the video, added a comment and a Form.
  3. I have downloaded it from Stream and uploaded to a SharePoint library. This will be the scenario for a manual migration.
  4. I have copied the OneDrive file to a SharePoint library, just to see if there is any difference.
  5. I have also downloaded the file from OneDrive and uploaded it to SharePoint, without the Stream step.

Let’s see what happens with transcripts, number of views, Forms and comments. It is already known that “likes” from Stream (Classic) will not be a feature of Stream (on SharePoint).

1. OneDrive

When I open the video the transcript pops up immediately.

Video and transcript in OneDrive

I do not get a signal that there is a comment, but that may be because I added it myself. I can open the comment section and read my comment.

Video and comment in OneDrive

2. OneDrive > download > Stream

When I download the video and upload it to Stream, and open it there, the transcript is shown top right. It has timing next to it. Please note I added comments and the like after this video was uploaded to Stream, as well as a Form.
The comment from OneDrive has disappeared.

Video, transcript, like, comment and Form (top right, under Interactivity) in Stream

3. Stream > download > SharePoint (manual migration scenario)

This leaves you with the plain video – the likes, comment from Stream, transcript and the Form are not migrated. That is strange, as the download from OneDrive to Stream migrated the transcript.

Video in SharePoint, downloaded from Stream. by default, the transcript option is disabled. πŸ˜’
Enabling the transcript option in SharePoint

When I enable the transcript, I have the option to generate a new transcript in English, or to upload the transcription file in any language.

When the video-to-be-migrated has a transcript in Stream, you can download that by going to the video, clicking the … underneath the video, selecting “Update video details”, and then you can select to download the captions.

Downloading the transcript from Stream

It is a VTT file that you can use to upload in SharePoint. It will provide you with a timed transcript.

I have generated the transcript in SharePoint.

I have also generated a new transcript and this looks almost the same as my original transcript, and it is timed, but the times are slightly different. It is nice that it can be done, but it will be extra work, of course.

I have looked at the Library settings to see if I could enable the transcript option by default, but could not find it. Perhaps I need to add a content type Video, but I could not add new content types. Someone with more experience in content types may want to jump in!!!

4. OneDrive > copy > SharePoint

When I do the regular Copy To from my OneDrive to the shared SharePoint library, the transcript (not timed) is copied and opens up when the video starts playing.

The transcript is copied from OneDrive

And also the comment from OneDrive has been copied.

The comment on my OneDrive video is copied to SharePoint.

5. OneDrive > download > SharePoint

Downloading the file removes the transcript and the comment, so this is really not a good idea.

When you download from OneDrive and upload to SharePoint, all extra’s are lost. Copying or Moving will leave the extra’s intact.

Conclusions

When looking at my proposed manual migration scenario, please be aware of the following:

  1. Likes, number of views and comments from Stream will not be migrated when downloaded and uploaded to SharePoint. For Likes this is already known, for views it is obvious, for comments it was a surprise.
  2. You can see the number of (new) views in the details pane.
  3. Forms will not be migrated – you will have to create a new SharePoint page and add the video and the Form as separate web parts. (Let’s hope better options will be developed)
  4. Transcripts will not be migrated to SharePoint and you will have to activate the option after upload of each video.
  5. You have two options to create the transcript:
    1. You can create a new transcript in SharePoint automatically when the language is English
    2. You can download the transcript from Stream and then upload it to SharePoint for all other languages.

This scenario will not work for everyone, and perhaps, knowing all this, you now want to use the Microsoft Migration tool even more! No problem, now you can explain why you want this, without having to do the investigations yourself! 😁

Coming up next:

Next time I will show the differences in video creation using Stream, Teams and OneDrive.

Alternatives for the Stream web part on your SharePoint page

So, the other day I switched the link of my Stream tile and I found out I needed to plan for a migration project of videos currently residing in Stream. Now my one-person-tenant does not have a lot of important videos anyway, let alone that they need to be migrated, but I can image that it would be an unpleasant surprise for anyone maintaining an Office365 tenant.

As I currently have some time on my hands, I have already thought about the approach of this migration project and shared that in my most recent post.

Part of your migration project will also be to replace all Stream web parts on SharePoint pages with other video player web parts. Let’s find out how things work, shall we?

Stream web part

I expect this web part to be disabled together with Stream. But you may want to know what it can look like when you look for Stream web parts to be changed.

By default, once you add this web part, the web part will show “All of Stream” with all videos you have access to. You can Sort by “Trending” (default), “Upload date”, “Views” or “Likes”. You can also filter on a word.

The default settings when you add the Stream web part

When you publish the page, you will see an array of cards, with thumbnails, titles, views and likes. On the top right you will see “View more in Stream”, which takes you to the Stream (Classic) landing page.

The default Stream web part on a published page.

When you click on a video, it will open on the same page, in a large format.

You can also use a single video as a source. In that case you will need to add the URL and you can decide the starting point of the video. This looks like the screenshot below:

Stream web part with Stream (Classic) video.

Please note there is not much to see before you hit the Play button. Only when you play will you see indications in the corners of the video that this is a Stream web part with a video living in Stream. (Especially the Stream logo bottom right). See my previous post, scroll to the bottom for screenshots.

You can also use a Channel as a source. After adding the URL you can Sort by the same options as above. This will look like the All of Stream web part, but then just a selection.

Do you see a larger web part with the text “Microsoft Stream” in bottom right? Then you do not have to do anything; this will be a video living in SharePoint or OneDrive, embedded in a File Viewer web part.

File viewer web part with SharePoint video – please note that it mentions Microsoft Stream at the bottom!

Alternative web parts

When you select web parts, search for “Video” and these options pop up:

Potential video web parts

I have not done anything with Viva Connections yet, so I will skip that one. YouTube is also out of scope – we are dealing with videos that live on SharePoint.

I have used a SharePoint page with one column, to keep things comparable.

As it turns out, videos on Stream (on SharePoint) have a different opening behaviour compared to Stream (Classic): Clicking on a thumbnail will open the document in SharePoint (or OneDrive), so you will no longer be on your page.
When you click the x top right after playing, you will open the library where the video resides, not go back to the page.
Perhaps there will be a “video portal” web part one day, or there might be a PowerShell script to change the behaviour, but I am currently not aware of that.

Update June 28, 2022: From mid-July 2022 you will be able to play videos in the Hero web part inline, so without leaving the page. Nice!

πŸ‘ File Viewer

File Viewer is excellent when you want to show just one video.

  • Easy to pick the video from the site.
  • Has a nice large display on the page (depending on the column width of course).
Published page with the File Viewer web part with one video

πŸ‘Ž Hero

The Hero web part can be used for multiple videos, but it has downsides:

  • You need to manually add each link.
  • Displays thumbnail, but not a nice card.
  • You can only add 5 per web part, so you have to manually add multiple web parts if you want to display more.
Published page with Hero web part and 5 videos.

πŸ‘ Highlighted content

This is a good alternative for the “All of Stream” or “Channel”.

  • The actual sorting is displayed on top of the web part. (“Most recent videos”)
  • You can show a library, or use a filter. I filtered for content type Video and all videos in the site are shown.
  • You can filter (on word) and sort (Most recent, Most viewed, Trending, Managed property).
  • You have various display options – screenshot below is “Grid”, but you can also use List, Carousel, Compact and Filmstrip. This Grid, Carousel and Filmstrip show cards.
  • You can select how many items you want to display.
Highlighted content – configuration

The final page looks nice, with the cards and the play button. There are no views or likes displayed.

Published page with Highlighted Content web part

If you are looking to build a portal-like site, you can check out this blog by Chris Hoard, aka Microsoft365Pro. He also uses the Highlighted Content web parts.

πŸ‘Ž Link

The Link web part can be used to embed just one video. I do not think it has any advantages over the File Viewer.

  • You need to find the video, then copy and paste the link.
  • It shows only a small thumbnail.
  • You need to remember to remove the ugly link before you publish.
  • There is very little information except the title and that is in file format (.mp4)
Configuration of the link – remember to remove the ugly URL before you publish
Published page with the link web part

πŸ‘ Quick Links

This is another good option for multiple videos, especially if they are not living in the same site/library. I have already sung the praise of this web part before.

  • You can easily pick the videos to display. You need to be careful with linking outside of your site due to permissions, though.
  • You can select different display options – I have used Grid because it shows the thumbnail, but you can also use Compact, Filmstrip (shows thumbnail as well), Button, List and Tiles.
  • The video shows the title only, but with the length of the video in the corner.
Quick links web part – configuration
Published page with Quick Links webpart

πŸ‘Ž Saved for later

This web part is useless as it displays only your own saved items and these include News items, documents etc.

πŸ‘ Document library

This is not mentioned in the video web parts but an option when you have a dedicated video library. It will show a more elaborate card, that you can tweak, but needs some work, so I would use the Highlighted Content if that looks good enough for your purpose.

  • First you will have to change the default view from List to Tiles. Save the view.
  • Click on the Views dropdown and select “Format current View” from the menu.
  • Select the “Document Card Designer” radio button and then “Edit card”
Going to the Document Card Designer from the Tiles view

You can now select the columns you want to show in the card, and if you want to show the column name.

The Document Card Designer with the default card.

Only you can determine whether this is worth the extra work.

Conclusion

None of these web parts show or play the video exactly as the Stream web part does, but in many cases the following web parts will be good alternatives:

  • For just one video, e.g. on a page with an explanatory text, or as a side column with a News post, I would suggest you use the File Viewer web part.
  • If you want to quickly display all (or most) videos from a site, the Highlighted Content is your best friend, but the Document Library web part with some modifications can work, too.
  • If you want to pick videos from a site or different sites, the Quick Links may be a good option.

Hope this was helpful and please let me know if you have any questions or tips for others in the same boat!

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!

Moving to Stream on SharePoint

I have never been a fan of Stream. The interface is totally non-Microsoft and I always forgot where I could change ownership, for instance. My admin account needed a license in order to become a Stream admin. Stream has always looked more like an afterthought than the slick video portal that was promised back in 2015 or so. We were implementing Microsoft Video at that time, and Stream sounded so much better, and would be accessible for externals as well! (That never happened)

Recently we have been pushed to store videos on OneDrive and SharePoint. That already raised questions about the future of Stream. The video player in OD and SP got better and better, with variable playback speed, jumping 10 seconds back or forth, comments etc.
At the same time, those functions were slowly removed from Stream.

So when I read Message MC381948, published on May 18, 2022, I wanted to take action as soon as possible, and redirect the Stream tile, even without knowing fully what the end result would be.
I always like to make those type of changes at my own time, when possible. That way I can inform users at the right time, without having to wait until it has happened (and then being too late, of course πŸ™‚ )
So, “Stream on SharePoint”, OK, but what will it look like? That’s what I am going to show you today!

More information on this Microsoft page.

What does it look like now?

This is the current Stream (Classic) landing page. The URL is https://web.microsoftstream.com

The video player looks like this:

Current interface when you play a video in Stream

There is no option to change the playback speed. It used to be there! There is also no “jump” option, it is also not in the … or Settings.


When you play the same video on OneDrive it looks like this:

The interface on OneDrive.

It has variable speed, 10 sec jump and other options. Much better!

What happens when we make the change?

Go to the Admin Center > SharePoint center. (Instructions are in MC381948). Under Settings, click on “App launcher tile” next to the Stream icon, select “Stream (on SharePoint)” and click “Save”.

How you change the Stream tile

It will take a few minutes before it takes effect. So, when you click the Stream tile after some time:

The Stream tile will now lead to…

πŸ₯ πŸ₯ πŸ₯ πŸ₯ πŸ₯ πŸ₯ πŸ₯ πŸ₯ πŸ₯ πŸ₯

(drum roll)

The new Stream on SharePoint

Now that is more like it! This looks much more like Office365, with Recommended videos as thumbnails on top, and the filter tabs and a list of your videos underneath.
The URL is https://www.office.com/launch/stream?auth=2

When you click on the … next to the video name, you have options to open, share, add to etc.

With the … you can open a menu for the video

The “Add to” options allows you to create a task in ToDo or to add the video to your Calendar. The latter will open up a new meeting invitation with the link to the video in the body. Interesting, but I wonder about the use case for that.

But wait…my old videos are still on Stream (Classic)!

While the new interface is very nice, the new Stream homepage only shows the videos that are currently in OneDrive or SharePoint. All my older videos in Stream are still in Stream and do not transfer. So this means that older videos you want to keep, will have to be migrated. And what about links or embedded videos? I will need to dive into this for next time!

There will be a migration tool, I understand, but it will still mean that someone has to decide which videos to move and to which destination. So you will have an unexpected migration process to plan! 😦 Of course you can download and re-upload manually if you have only a few videos to transfer.

Has anyone made this change yet? What have you done with the existing videos that live in Stream?
How have your users reacted?

Voice, another speech-to-text option!

Did I ever mention that I am a big fan of speech-to-text functionality? Not only does it save time, but it is also magical to see your spoken word turn into pretty accurate text. (Yes, even in Dutch)

Of course you have the option to dictate in various applications, see this Microsoft help. And I recently wrote about options to transcribe meetings and recordings.

The latest addition, as far as I know, is the Voice option in the Office Mobile app. It is super easy to use and allows you to make notes while on the go. But I have also used it while sitting at home on the sofa, capturing the most interesting statements from election programmes for our recent council elections.
It has saved me a lot of writing. πŸ™‚

How to start?

  1. Download the Office Mobile app to your phone
  2. Log in with your account (one-time, unless you want to switch accounts)
  3. Click +, then Voice
  4. Select language by clicking the world logo (one-time, unless you want to switch language)

How to record?

  1. Click the Microphone button – this will turn red
  2. Speak
  3. Click the Microphone button to pause, and click again to resume
  4. When done, click Done button

Now what happens?

Depending on your license, different things will happen. As far as I could find out, from literature and experiments, my Business Basic subscription has limited options, but my Family account is supported. How strange!
In the screenshot below, the subscriptions marked with * have limited options.

The different licenses. Licenses with an * have limited functionality, e.g. they do not do speecht-to-text in this app. I do not see an F3 license mentioned, that’s weird.

Supported license:

  • You will see the written text appear while you speak. Magic! Even in Dutch it is very accurate.
  • When you open the file on your phone and click the Share icon, you can share it to Word which creates a Word file with a link to the voice file. You can save that in OneDrive.
  • A voice file (.wav) and a transcript (.transcript) will appear in OneDrive, in a new folder called Voice Captures.
After using the Voice option, a new folder is created in my OneDrive with 2 files.

I have tried to share my phone screen in a Teams meeting and recording that, but that did not work out. I suppose it is a microphone issue. So, I made a (silent) video using screenshots.

You can see what happens.

Non-supported license:

You will create a voice file (.wav) which is stored on your phone. You can share it and save it on OneDrive, or download it and transcribe the text to Word, as described in my earlier post, option 1.
So, rather disappointing.

You can see the difference in outcome in below screenshot:

On top: voice capture with Business Basic, bottom: voice capture with Family account; it displays the text.

Another limitation: device

Voice appears to be available on phones only and not on tablets. In any case, I could not select any microphone settings on my iPad, not even when I had my headset attached.

I have already added the new “Voice Captures” folder to the post: Who created those folders in my OneDrive?

Conclusion

I really like this option for taking quick notes, but I was rather disappointed to find out that my Business Basic license only has limited options. But you, reader, will probably have a solid Enterprise license so I guess that won’t be an issue. So, why not give it a try!

Do you or your organization have any experiences with the app? Have I missed something, or do you have more experiences with the licenses? Please share!

I am also investigating the other Mobile app options, so watch this space 😁!

SharePoint Holmes and the Promoted Post

The case

One of our news publishers shared a post on Yammer but it did not show up very nicely: the image was not displayed. What did she do wrong?

I remember having mixed experiences myself, and I also think Microsoft promises a beautiful sharing experience on Yammer (that prominent “Promote” button is not on every news post for nothing) so I asked SharePoint Holmes for help!

We are not the only ones to experience this, see this item from the tech community.

The investigation

1. Sharing news posts to Yammer

I confirmed that this was a Communication site.
I then used the “Promote” option to share every news post created in my earlier article on the storage of images. I also used the “Send to” option and that behaves similarly.

My own Yammer has the “new” experience, but I have not switched to “Native Yammer” yet. It may be different for Native Yammer users, but my own and work tenant have the same experience.

Options to share your news post to Yammer

The sharing interface shows the image in all news posts.

The promote/send interface

But this is the result on Yammer:

Not all posts show an image on Yammer

2. News posts with images in a regular Document Library

Seeing the results, and as the “From a link” is a bit of an exception (the image resides in the Site Assets library of another site) I added two extra experiments: I uploaded images to regular document libraries, one in the Intranet site where I created all news, and one in another site, created a News post with those and shared them on Yammer.

During upload to Yammer, both showed the image in their preview.

Normal preview with image

But on Yammer, they do not show their image.

Both posts do not show the image on Yammer

They look OK in the site and on the SharePoint homepage, though.

Both news post show the image in their own site
Both news posts show the image on the SharePoint homepage

The solution

So, it appears that you need to think beforehand whether you want to share a news item on Yammer, because your choice of image source makes or breaks your Yammer post!

I advised the news publisher to create news posts with images that will end up in the Site Assets, so that would be:

  • Recent (most likely – be aware of copyright issues as this might have been taken from the web)
  • Upload
  • Web Search – but be aware of copyright issues!
  • From a Link, if you know that the image lives in a Site Assets library

If you combine my advice from my earlier post and these results, “Upload” appears to be the best option. This is actually quite annoying – one would expect that all news posts would display their image!

According to Susan Hanley, images from Organizational Assets also show up when shared via Yammer. So there’s no more excuse…I have to learn how to Powershell this into my tenant! (I know the command, but I do not know where to enter it!)

This experiment triggered some new questions, such as the behaviour of News created in Team sites (as opposed to Communication sites), so that will be my next post!

About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.

Where do you find news posts saved for later?

We launched our new intranet this week. Although it is vanilla SharePoint (and what a joy NOT to have complicated requirements and unmaintainable customizations) I have had to create some help materials for users, as we have some organization-specific information to share, and the Microsoft support documentation has not always been translated correctly.

One of the help items is “Where to find the news items you have saved for later”.

Saving is easy: click the label. When you see the post on the SharePoint start page, the label is on the card. When you have opened the item, you see the label on the bottom of the post.
Unsaving: click the label again.

The image to look for when you want to save a news post for later

But where can you find them later?

There is only one place where you can view your saved news items only. Most places I found also contain favourited documents and even other types of content. Most confusing!

Let me list the locations:

1. Clicking “Save for later” or “Saved for later”

When you accidentally hit the text next to the label you get a popup with your latest saved or favourited items.

If you click the text next to the label, you will get this popup

When you click “See all saved items” you get a page with all your darlings.

All my six saved items

You see this is a mixed bunch: news items and documents.

2. “My saved items” web part

We have this web part on our main news page, to make it easy for our colleagues to find their saved items. Again, it shows news posts and documents. (More info from Microsoft)

This web part shows news items and documents

When you click “See all” you get that page with all saved items. Mind you, while the overview above appears to be a page in the SharePoint landing site, this is now shown within the site where the web part lives.

All my six items, but now in the same site as where the web part is added

3. “Saved for later” on the SharePoint start page

In the left hand rail of the SharePoint start page, underneath “Following” and “Recent” there is a block displaying your most recent 5 darlings. I would have expected to have an option to “See all” here, but no.

The Saved for later web part on the SharePoint start page.

4. SharePoint mobile app: “News” and “Me”

The only place where you can list just the news posts is the SharePoint mobile app.

  • “News” shows all your news posts, and allows you to filter the saved items.
  • “Me” shows your recent and saved items, and in the Saved items you can again filter for news posts only.
This is the News part; you can filter for “Saved items” on top.
This is the “Me” portion. In the saved items (“Opgeslagen”) you can filter for just news items.

5. The Microsoft/Office365 landing page

Here is where it gets really confusing.
At work I see my opened news posts in the “All” tab of content, and in my Favourites tab when I have saved it for later. In my personal tenant I do not see those. I have been unable to find out why. 🀯

Saved news items do not appear in Favourites in my own tenant. I made the one shown here a favourite when it appeared on this page.

While we are on this page, let me inform you how to make something appear in your Favourites. On the All tab you will see all items (Lists, news, Forms, recordings, images) that you have recently looked at or edited. Hover over an item you would like to add to Favorites, click … and then “Add to favourites”.
(Remember you could briefly do this from SharePoint? That has been gone for some time)

How to make a content item a favourite so it is shown in the Favourites tab

It is a star icon, just like when you want to “follow” a site. 🀯
The Forms that you “pin” on the Forms landing page will also appear on the Favourites tab. 🀯

You can also make a List a Favourite from this page. But if you go to the List itself, and click the star near the list name, it will appear as a Favourite on the Lists landing page, but not on the Microsoft/Office365 landing page. 🀯

Well, this homepage functionality appears to be a bit messy. Does anyone know if this is being worked on?

In any case, did I miss a location where you can see your saved news posts? Let me know in the comments!

Watermark in Word on the Web

As mentioned earlier, the majority of my colleagues have an Office365 F3 license. This means they work exclusively with the web and mobile apps.

That can be a surprise for new employees, who are used to the desktop variety of everything. The fact that you can not open documents from your desktop Explorer causes a lot of confusion, for instance. And the fact that documents look different in editing and reading view is another frequent complaint, although this can be solved by pointing people to the Reading View. The web apps have improved greatly over the past few years, but they do not have all functionality of the desktop version. So in some cases you really need to rethink your processes to mimic a desktop function in a web app.

Microsoft has an overview of differences. Differences between using a document in the browser and in Word – Word (microsoft.com)

One of the questions we received was adding a watermark to a Word document. This functionality is not available in the web app. When you look for “watermark” in the web app, you get a prompt to open the document in the desktop version.

This shows that the watermark is only available in the desktop app

How to add a watermark in Word desktop

The option is in the Design tab, which is missing from the web version. You can select one of the mentioned marks, or create a custom one.

Adding a watermark in Word desktop

How to add a watermark in Word for the web?

In this case, we needed “Confidential” in a diagonal style.

My colleague and I brainstormed a bit and we came up with three alternatives:

1. Add a blank Word document with the watermark as template in a SharePoint library

This works well when you and you colleagues have a SharePoint site and you regularly need to use the watermark.

  • Ask someone to create a Word document in the desktop version with the desired watermark
  • Add this as a template to a SharePoint document library (item 6 in that post)
  • Whenever you need a document with watermark, create a new instance using the template. You will not see the watermark when in editing mode, but if you click the tab View > Reading View you will see what the final document will look like.
The template is added to the document library, and when you click “New” you can select it to create a blank document with the watermark
While you won’t see the watermark while you edit, you will see it in the Reading View

2. Add an image with the watermark to the document

This works well when you do not use this very often or have no SharePoint site at your disposal.

  • Create an image with the correct words. You can do this in PowerPoint, with a text box, which allows you to rotate to the correct slant. Use soft grey letters. Save the image.
  • When you have finished writing your document, click the Insert tab and select Picture from this device. Then, under Wrap Text (will appear after insertion) select the option “Behind text”.
  • Make sure it looks good before you exit the picture editing, as it is hard to go back and re-edit location and size of image.
  • Repeat for the next page. It can be sensible to decide beforehand where in the document (height) the image sits best so you can create a consistent appearance.
  • It may be wise to save and share this as a PDF document as the image can easily be taken off.
When you select the image, you will get options to add it behind the text. You can also move the image and change size for a good fit.
The end result, viewed with the Reading View. Not bad, huh?

3. Use header and/or footer

A watermark is an established option to create a message about the status of your document, but it is not the only way. Headers and footers will be visible on every page of your document, too! So you can also use those.

  • In your document, click Insert > Header and Footer.
  • Add the text as a header and/or a footer. You can change the font size and colour; just click on the word and an edit menu will pop up.
  • You will not see the texts when you are in editing mode, but the words “header” and “footer” will be visible next to the top resp. bottom of your page to remind you that they are there.
  • Use the Reading View (under the View tab) to see what it looks like.
The header and footer can also be used for a message about the status of your document.
The end result, in Reading View.

Do you have any workarounds for desktop functionality in the web versions? Please share in the comments!