10 things to know about storing Teams meeting recordings

Around this time the default location to store Teams meeting recordings will change from Microsoft Stream to

  1. SharePoint if this is a Channel meeting (In the SharePoint folder of the Channel, in a new folder called “Recordings”.)
  2. OneDrive of the person who records, for any other meeting (in a new folder called “Recordings”)
  3. 20 days download option for the person who records, if they have an F3 license

According to Microsoft this is because a video is a document and should therefore live with and managed like a document. A recording will benefit from regular document management options, security and permissions, and the ability for external sharing.

In theory, this makes sense. In practice, there are some things you may want to know. In my organization we have chosen to switch early so we could control the switch date and make sure to have proper communication and support available. We have a few months of experience by now.

1. Stream is still not accessible for externals. Will it ever be?

When I was working with Office365 video (it must have been around 2015), we were told that it’s follow-up Stream would be accessible for externals. Until now, I have not seen any evidence or announcement of that. So storing meeting recordings in Stream has always been unpleasant for webinars and meetings with externals. You had to download the video from Stream and send or share it from OneDrive or SharePoint.

2. Spreading videos over 4 different locations is confusing (Stream, OneDrive, SharePoint, download)

We have been using the new locations for a few months now and boy, does this confuse people! You need a lot of words to explain where videos are stored. Many people are not aware of their license, or of the meeting type, or of their power when they record the meeting. And then you have all your earlier recordings still living in Stream. 😦

3. Storing recordings on the OneDrive of the “button-pusher” is confusing

We have had a few questions from meeting organizers about the recordings, where someone other than the organizer recorded the meeting. When something needed to be done, e.g. sharing the video with external attendees afterwards, or a bit of editing, or removing the video, the organizer did not know where to go. When I explained the situation, it happened that the “button-pusher” was on holiday, had no time or was unwilling to cooperate.

As the organizer already has so many unique powers in a Teams meeting, would it not make sense if the recording was always stored in the OneDrive of the organizer? And perhaps with a 20-day download option in case the meeting is organized by a group mailbox? (Which does not have a license, hence no OneDrive)

4. Your OneDrive and/or SharePoint must be accessible for externals

That is, if you want to share recordings with external parties. As you know, external participants can not watch the recording of meetings by default, even if they have a Microsoft365 account.
In my organization the OneDrives have the option to share with externals, but not all our SharePoint sites allow external access. In some cases we can make external access available with little effort, but not for every site type. If your organization does not want that, you will be unable to share with externals, so you will have to send large files around. 😦
This is not a big difference with the earlier situation on Stream, but Microsoft assumes external access by default, making it sound easier than it sometimes is.

Do you know the sharing settings for your SharePoint and OneDrive applications? (This is from the Admin Center).

5. This will add another folder to your systems

The recordings from a regular meeting will create a new folder in the OneDrive of the person who records, called “Recordings”. A Channel meeting recording will create a new subfolder in your Channel documents, also called “Recordings”.
This is not a big deal but you may want to tell people about all those folders that they themselves have not created. Some time ago I wrote an overview of all system-created folders in your OneDrive.

Example of a “Recordings” folder in a Teams channel

6. Stream can play videos at different speed

If you have a video in Stream, you can play it at different speeds. Click on the gear wheel under the video, click “Playback speed” and select the speed.
You can not do this in OneDrive or SharePoint.

Playing a video at different speeds is a Stream feature.

7. Stream has (limited) video editing options

If you want to do something with your video for the long term, you will probably want to use the best part only. In Stream, you can trim the beginning and end off your video if needed. There are no other editing options, but this option is useful AND more than what OneDrive and SharePoint have to offer. So, if you want to remove the start and end bits of a recording, you will have to upload your meeting recording to Stream OR use another video editing tool.
Please, can we have some editing options in OneDrive and SharePoint too?

Trimming is another unique Stream feature

8. Stream has caption, subtitle and other video options

This is perhaps not very relevant for the meetings that you record for people who could not attend, or to make sure you have captured the notes correctly, but these functionalities certainly add value for a webinar or an instruction video.

The video details in Stream. You can access them by clicking the … below the video and selecting “Update video details”. See the earlier screenshot.

9. Adding a Form works better in SharePoint

In Stream you can add a Forms, as a poll or a survey. In is rather strange – there is a side panel where I would expect the Poll to show up, but it is actually shown on the location of the video. Also, you have to specify a time, which could be nice for a quiz, but not for a general question.

I do not quite get this functionality in Stream. There’s a ugly box next to the video and the Form itself is shown on the video.

In SharePoint, you can create a nice page with an embedded video and a Form on the side.

It is easy to create a nice-looking page on SharePoint with additional information and interactive elements to your video.

10. Currently there are two messages when you save a Channel meeting.

My own tenant is still in Stream mode (mostly because I don’t do PowerShell 🙂 ) and I am currently getting a message when I stop the recording.

On Teams desktop it says: “After the meeting, you can find this recording in the channel conversation or on Microsoft Stream.”

This is the message that you get when you stop recording in the Teams desktop app

On Teams for the web you get: “Recording is being saved. Recording has stopped. You can find the link to the recording in meeting chat history.”

This is the message when you stop recording in the Teams web app

Not a big deal, but something you may want to be aware of.

Conclusion:

Although the sharing and management of meeting recordings will be better when the recordings are stored on OneDrive or SharePoint, you miss out on specific video functionality. I would appreciate to have some basic video editing capabilities for OneDrive and SharePoint.

Has your organization made the switch to OneDrive and SharePoint? Do you have something else to add?

Some intranet promotion videos – part 7

It has been some time since I shared some interesting videos, so that is what I will do today!

1. New intranet for an Australian building and furnishing organization

This is a nice intro, by the COO, about the new intranet. The intranet has three main aims:

  • Communication and engagement (news and featured stories)
  • Corporate memory and ideas (which is a form of Knowledge Management – yay!)
  • Employee support (forms and info)

Pleasant combo of a personal intro, the main goals of the intranet, and a walkthrough. It is SharePoint/Microsoft365-based.
Do you notice what I noticed at the end of the video? 😁
Uploaded February 2021.

2. Teasers and launch video for a car lease organization.

Very conveniently these teasers and introduction video were uploaded at the same time.

The teasers are in very different styles. I wish I knew the why and how!

The promotion video itself is very short and text-based. I would have liked to see what the intranet looks like. This is for a car leasing organization in the UK.
Uploaded February 2021.


3. New intranet for a Canadian investment company.

Smooth promo video for this organization. There’s a lot of content available from the homepage, lots of tabs and buttons and menu’s. Still it manages to look quite clean. You can personalize parts, e.g. select your location. There are some Microsoft365 hints, but the intranet does not look SharePoint-based.
Uploaded February 2021.

4. WEAC – Wisconsin Education intranet

This video is 10 minutes long and needs some time to properly start, due to some internal discussions. This organization has actually retired their old, and introduced this new SharePoint-based intranet due to COVID-19. They envisaged a lot of working and studying from home, and their old intranet could not handle that. While Microsoft365 is of course accessible from anywhere on any device.

At around 4.30 the tour starts. There’s a big focus on links and documents (nicely grouped) and less on the news functionality, which is called Information and is SharePoint News in a list view. Perhaps this intranet page is intermediary, because the URL states that this is the IT-site.
Uploaded March 2021.


5. Vertical Video! Intro for new social intranet at an Education recruitment organization.

This short intro by the managing director of this recruitment organization in the UK focuses on sharing good news on the new app Workvivo. The whole message looks a bit rehearsed, or maybe he is reading from an autocue. No screenshots or demo, sadly.
Uploaded February 2021.

That’s it for this time! Enjoy!

Photo by Donald Tong from Pexels – with some additions of my own.

Some intranet promotion videos – part 6

As this weekend is a bit weird (Happy New Year, BTW!) I thought I’d make things easy and entertaining with a new set of intranet promotion videos. I still have to decide what to do with my collection – transfer them all to a new platform (again!) or post a few here now and then? Suggestions welcome!

1. Wageningen University and Research – new intranet

This is the university where I got my degree in Food Technology – a long long time ago. A nice fresh non-SharePoint interface, with all the usual stuff like groups and news and personalization and a smartphone version. With background images of the town on Wageningen and a nice soundtrack.
Uploaded September 2020 but the video is from 2017, if you look closely.

2. CPS Intranet Introduction to The Pulse

Long and complete walkthrough of the intranet of this American pharmacy organization. It is not very exciting, but they explain all parts. It does not look very interactive. The intranet branding is very similar to their website.
Uploaded September 2020.

3. Wendel intranet relaunch

Nice, short intro to the revamp of this intranet (of a French investment company) with the original name of “Connect”. (I have worked for an organization that had an intranet called Connect – as are many other intranets) The new site looks pretty slick, and apparently the group seminar is very important! 🙂
Uploaded November 2020, but the video is from 2019.

4. British Psychological Society – Intranet Launch Video

Very nice, soft-spoken introduction and demo to BPS Insider, the intranet supposed “to keep you connected, informed and engaged”. Colourful design, lots of interaction, people search, good integration with IT-systems, and they talk about an “Office365 profile” but the intranet does not look like SharePoint. Curious to learn what the relationship is!
Uploaded November 2020.

That’s it for now, folks!

Header image by Bruno Massao from Pexels – with my own addition

Some quirks of the F3 license

When people talk or write about Microsoft 365 Outlook, Word or Excel, they generally mean the desktop versions.

However, there are Microsoft365 subscriptions that provide only the web and mobile versions of things. With the ongoing improvements of the web apps these subscriptions are getting better and better.

Most of my therapist colleagues have the Microsoft365 F3 license, which is a good fit for people who mostly work with patients and use dedicated medical software as their main application. F3 has web and mobile apps only.

While the comparison with the Microsoft E3 license (which most secretaries and staff have) clearly display most of the limitations of the F3, (albeit in the small print) there’s a few unmentioned “surprises” so let me list all that we have found so far, while providing support to our F3 collagues.

1. No desktop apps

This is the most obvious limitation. I think Word and Outlook for the web are both pretty good and getting better all the time, but some advanced functions are only available in the desktop apps, e.g. creation of scientific literature citations, or creation of a book index in Word.
An overview of the differences:

2. Storage for Outlook and OneDrive: 2 GB

Yes, it is mentioned quite clearly (also in our own support materials) but we regularly get questions from people who have almost reached the limit. All we can do is provide them with help to clean up their Outlook and OneDrive.

This is also the reason why I was not happy with the recent change to store Teams meeting recordings to OneDrive.

3. You can not upload a video to Stream

Just to be clear: F3 people can consume videos from Stream but not create them. It is mentioned in the comparison. I do not really get this. Are F3 users not expected to share any videos? Not even of training materials or a team get-together? We have a few colleagues who like to do vlogs for their colleagues – no Stream for them. 😢

Fortunately, OneDrive and SharePoint now have good video players so I guess it will not be a big problem, apart from the storage space allocation.
It does make me wonder what Stream is good for, then.

With the E3 and other licenses, there’s an upload option top right. No such thing for the F3.

4. Recorded Teams meetings go nowhere

We made the change from storage in Stream to OneDrive and SharePoint early, because we knew that F3-users can not upload anything to Stream. If an F3 recorded a meeting, they got an error message.
So we thought: “Well, OneDrive may not be optimal, but at least they will be able to store their recording in a good place. So let’s make the change, make them aware and suggest to move any recordings to SharePoint at their earliest convenience.”

The other day I recorded something with my F3 test account, and I was totally surprised to see that the recording did not go anywhere. It is in the meeting chat, with a message that it can be downloaded for 20 days.
The good news is that the recording can be saved. The bad news is that this is not as expected, and that people will need to take action to store it.

You need to download a recorded meeting.

5. You can not create a Live Event

This is not a major issue, as organizing a large online event will generally be done by a few selected roles. An executive secretary, our Convention Bureau, communications etc.
An F3 colleague can produce and present, however, as described in this post.

This has nothing to do with the difference between web or desktop app – everyone in our organization has the Teams desktop app.

6. You do not have the Delve app

This is not mentioned anywhere in the comparison, so this was also a surprise when we found this. It is not too much of a limitation, as you can get there via your Office profile.

7. Agenda sharing issues with E3-colleagues

If an F3 colleague shares his or her agenda with an E3-licensed colleague, e.g. a group secretary, the secretary can only edit the agenda when using the Outlook web app.
This may have to do with the fact that there is no “desktop equivalent” in the F3-agenda. It is annoying though, as our secretaries generally prefer to work with Outlook desktop. We are trying to convince them that the Outlook web app is a joy to use, but so far most of them stick to desktop. 😢

Do you know any more quirks?

I have deliberately not mentioned a number in the title. Please let me know in the comments if you know something else, so we can create a shared resource!

This is a great opportunity to use one of the more than gorgeous letters of Simon Koay’s Superbet. F = Flash!

Some intranet promotion videos – part 5

My video collection has not seen many additions recently because List.ly still does not have their Vimeo API sorted out. 😢 And the best videos are on Vimeo. 😭

I now have to think how to proceed. Stop collecting videos, make one collection on YouTube and one on Vimeo, or move my collection to the 4th platform in 9 years? (I have used Delicious, Scoop.it, List.ly)? Which platform, and dare I ask my husband to do the work again? 🙂

I will let you know. In the meantime, here’s some nice stuff I found last week:

1. IntoWork, Australia

Very nice, but short, teaser/demo (silent) for a mobile intranet. Do you see the name in the blocks? Really cool and apparently they use Office365 too. There’s not much more to see, so no way to know if this is a good intranet.
IntoWork is a community for recruitment, employment and education. Uploaded: September 2020

2. Hospital Sant Joan de Déu, Barcelona, Spain

Another SharePoint/Office365 intranet, always nice to see those! 🙂

This one is a long demo (silent) for a hospital in Barcelona, Spain, and it is in Catalan language. Ah, that takes me back to the times when I worked from “my Barcelona office”. Nice colour scheme, all the usual topics, and lot of documents. Even the organigrams are in documents, while you should be able to get them live from Delve or many other places.
I like their document management system and will need to check that out, as we may start a project soon.
Uploaded September 2020.

3. Estée Lauder Companies, USA – teaser

Very slick teaser for the launch of the new digital workplace for Estée Lauder Companies, which has been launched this week. Uploaded September 2020.

4. Estée Lauder Companies, USA – demo

Ultra-short demo for the new intranet for Estée Lauder Companies. “My ELC beta, your digital destination for everything ELC”. Cool! It complements video #3 but I guess you got that. Uploaded September 2020.

5. Teaser for ?

Apparently there have been many new intranet launches this week, because this organization has gotten a new one too! It does not mention the organization, but I think it is in financial services. I like the bold style, and it goes with the blog image ! 🍿 😁 Uploaded September 2020.

Some intranet promotion videos – part 4

Intranetvideos4While List.ly is doing their best to get their Vimeo videos displayed properly, I thought I’d share a number of recent finds with you.
Where available, I have added related videos so you do not have 5, but 8 items to look at. In total, this should keep you busy for a little more than 30 minutes! 🙂

Stay indoors and stay safe!

1. Intro to Delve

Quite a good introduction to the capabilities of Delve. It is not very specific to the organization (a University in Melbourne, Australia) so it is very reusable. They also have good videos for Managing permissions in Delve and Managing your Office profile.

The logos are outdated so I guess the video is older than the upload date of February 2020. But as far as I can check in my one-person Delve, the functionality is still correct.

2. Your new intranet (in Portuguese)

Teaser for the upcoming new intranet at Samsonite Brazil. 
Uploaded March 2020. 

 

3. CM3 SharePoint – your first walkthrough

Quite a long demo of this SharePoint intranet for a USA-based building services organization. This demo starts with the log-on process and it starts to get really interesting from 1.40 onwards, when the homepage is shown. I am fascinated by the colour scheme! It has a lot of useful content and other stuff. In their next video, they look a bit more at the homepage and the SharePoint functionalities and invite you to name the intranet (by completing a Form, of course!).
Uploaded March 2020.

4. Mobile app for real estate organization (builder) – in Dutch

Nice overview of the mobile (SharePoint-based) intranet-app for this Dutch real estate organization. They build houses but also own some DIY-shops in the Netherlands.

This mobile app has a ton of good stuff – News of course, colleague search, employee-stuff. It does not look like the native SharePoint app though.
Uploaded March 2020.

 

5. SmartSpace SharePoint intranet

Walkthrough of a SharePoint intranet for a software organization with offices in UK and USA. The look and feel is quite basic (just the company logo, not even their corporate colours) compared to the design of their proposal templates and website. They appear to do almost everything “corporate” in one site.
Having your Mission and Vision statement on the landing page must become boring after some time, but they may want to change that over time into News or something used frequently. I really like the fact they have a list of approved software (with details) as well as their project portfolio also in SharePoint lists.
Uploaded March 2020.

Some intranet promotion videos, part 3

Videoheader3As List.ly still has not gotten their act together, please find here another set of intranet promotion videos from Vimeo. Their Help and Community pages have been showing up blank for the past weeks, so I am very afraid that I will have to move my video collection elsewhere – again 😦

1. Landmark Intranet Teaser (SharePoint)

A short teaser for a new intranet set to launch about now.  This video does not go beyond the corporate part (news, events, video) but it is always nice to see another SharePoint home page. This is a UK commercial real estate company.
Uploaded February 2020.

 

2. Backpack

Backpack, what a nice name for an intranet for a series of private schools in the USA! This is a demo – slightly on the long side (5 mins) but it has some nice features, such as the ability to select or suggest apps. Also, the presenters are chatty and relaxed which is nice to listen to.
It uses Office365 for document management but not for the intranet pages. 
Uploaded January 2020.

 

3. Social Intranet RM IT

Silent demo for the intranet of a Swiss recruitment agency. Nice colours (completely different from their website, and not a company logo in sight) and the usual stuff. I am not so happy with the name “Wiki” for corporate policies (as the word “wiki” suggests to me that documentation is still in the crowdsourcing phase) but I know people will not agree with me 🙂
Uploaded February 2020.

4. Intranet launch Claro (in Spanish)

Upbeat teaser/demo for the intranet of an Argentinian telecommunications company. It looks nice and is accessible on all devices. I could not see that many details.
Uploaded February 2020/

 

5. Intranet relaunch Ricola (in German)

Very on-brand mockup design. The new intranet for this Swiss herbal sweets manufacturer has workspaces (collaboration spaces to reduce emails and paper), a community for help with the intranet, search function etc.
Uploaded February 2020.

 

 

 

Some intranet promotion videos – part 2

Videoheader2As List.ly still has not updated their Vimeo API, I have some more video’s for you.

1.(in Dutch) This is an animated teaser for a Dutch news and broadcasting organization. The interesting thing about it is that it does not emphasize the homepage or corporate news, but it looks as if the landing page displays your personal timeline. This timeline includes news but also other things. Nice idea. Otherwise, it has a lot of “colleague finding”, transactions and you can even sell stuff.
Uploaded December 2019.

 

2. This is a demo of a modern SharePoint intranet for law firm in Brazil. The text may be in Portuguese but it is a silent video which speaks for itself. It is nice to see a real-life intranet that has a lot of out-of-the-box visual elements (like training videos, new books in the library, etc.)
Uploaded December 2019.

 

3. I received this video and the accompanying story from Thoughtfarmer, about the intranet launch video for a gas company in the USA. This is a termination interview with the old intranet. Hilarious and painful too!
Uploaded December 2019.

 

4. A cheerful animation for a new intranet for a French insurance company. This new intranet should help you with your daily work. Nice visualisations of the different roles of the intranet.
Uploaded November 2019.

That’s it, folks!

Header image by Free Creative Stuff from Pexels  

 

Some intranet promotion videos – part 1

Videoheader1

The platform I curate my videos on has not updated the Vimeo API, so any Vimeo video I add does not show a link or a preview, which makes adding videos there a bit lame.

As I have a number of Vimeo videos lined up, I will give you a regular update here. I hope it is temporary, though.

1. New intranet from Roadis

Let’s start with this teaser for an intranet for a company that creates and maintains highways around the world. I like the enactment of “old ways of working”. Uploaded November 2019.


2. GEMALTO intranet – 3D Motion Design

Another teaser, which focuses more on “tools” and “features” and not so much on how you can benefit from it. Perhaps the fact that this is an IT company, working in the area of security and data protections, accounts for that. Uploaded December 2019.


3. Conexão Unidas

Hey, that oldfashioned two-cans-with-a-rope communication idea is apparently a hype, as it is strongly featured in this teaser/demo for the new intranet of a Brazilian rental car organization. It is in Portuguese but you will get the idea. The intranet is called “Connect” (as are many others, including the one at my previous organization), and it has strong branding and is also available on mobile (of course). Uploaded December 2019.


4. Indigo presents INWEGO, your new intranet.

And the last one for this post is another teaser for an intranet about to be launched now. I like the name play! The organization is a Canadian expert in car park management (it can be a bit of a puzzle to cut through the corporate website lingo 🙂 )  Uploaded December 2019.

Well, I hope you like this alternative update to my collection!

Header image by Free Creative Stuff from Pexels

400 Intranet promotion videos!

400VideosIt has been some time since I reached this milestone but I am only mentioning it now as I wanted a new place to store them before I started celebrating. The platform I used (Scoop.it) changed their plans and let me choose between a maximum of 50 items for free, or pay 15-18 dollars a month for an unlimited number of items, which I think is rather steep for a hobby.

New location!

So, after some searching and testing, and a lot of copy work from my husband I now present you with my new video collection:

https://list.ly/list/27Yb

Or:

http://ellenvanaken.video

What’s different?

  • List.ly is much faster to load 🙂
  • List.ly numbers the videos from the top. Numbers per video will change as I add new items
  • List.ly appears to allow a limited number of tags
  • Tags on List.ly are not sorted alphabetically, but on frequency of use

Video-ListlyHome
You will see the Filter options just on top of the list. 

I am leaving my old collection where it is but it will no longer be updated.

Ghosts

Of course we have weeded out all videos that were deleted from their original location. However, some deleted videos can still be played on Scoop.it. Spooky! I have added the entries to the new location and I am working on a way to make them playable in the new location.

What else?

  • I am still working on a nice hyperbolic title and description as that apparently increases the rank of my list 🙂
  • I also need a better banner.

Now Go!

I have added a number of new videos and will continue to do so over the next days – if you see this one below you will have seen the new ones.

Go check out the new location!

Last item on Scoopit
This video is where “the old collection” starts.